Title
A Resolution Of The City Commission Of The City Of Hollywood, Florida, Authorizing The Appropriate City Officials To Issue A Purchase Order Between Audio Visual Innovations And The City Of Hollywood For Audio/Visual System Upgrades In City Hall Room 215 And Room 219 In An Estimated Amount Of $142,252.69 To Facilitate The Continued Public Broadcast Of Meetings And Workshops Of The Hollywood City Commission And The Video Recording Of Other Meetings Of Public Interest.
Body
Staff Recommends: The Approval of the Attached Resolution.
Explanation:
The Office of Public Affairs and Marketing requires an agreement with a qualified firm to upgrade the audio/visual system equipment used in the recording and broadcasting of City Commission meetings held in Hollywood City Hall Room 219 (City Commission Chambers) and Room 215 (City Commission Meeting Room).
The system upgrades will include all commercial grade and non-proprietary equipment, materials, labor and training needed to complete the upgrade and integrate new equipment into the existing A/V system as specified by the City.
The Office of Public Affairs and Marketing requested that Procurement Services solicit bids for the required City Hall Audio/Visual Systems upgrades to issue a purchase order with firm unit and service pricing.
The bid documents included established base bid product and service specifications that all bidders were required to bid. Failure to submit a response to the Base Bid shall be cause for rejection of the Bid
The bid documents provided the opportunity to submit an alternate bid based upon alternate manufacturers which met or exceeded the base bid specifications as determined by the City to be acceptable equivalents.
On February 26, 2014, Bid F-4397-14-RD Notices of Bid Availability were mailed and the bid was advertised online via the City's website and DemandStar in accordance with the City's Purchasing Ordinance, Section 38.42(A)(1).
Bid Number F-4397-14-RD was opened at 3:00 P.M. on April 30, 2014 and resulted in responses from two (2) bidders:
Audio Visual Innovations Base Bid $142,252.69
Deerfield Beach, Florida Alternate Bid $135,292.92
BIS Digital Base Bid No Bid
Ft. Lauderdale, Florida Alternate Bid $179 852.00
(Non-Responsive)
The Procurement Services Division and the Office of Public Affairs and Marketing evaluated all bids submitted for bid requirement compliance and system specifications.
BIS Digital failed to submit a bid response to the required Base Bid and therefore the bid submitted by BIS Digital was declared non-responsive as they failed to meet the City's specified requirements.
Audio Visual Innovations was determined to be the lowest responsive, responsible bidder.
A check of their references resulted in positive recommendations.
The Director of the Office of Public Affairs and Marketing and the Director of Procurement Services recommend that the City Commission approve the issuance of a Purchase Order for the Base Bid upgrade of the audio/visual system equipment used in City Hall Rooms 215 and 219 for the recording and broadcasting of City Commission meetings to the lowest responsive, responsible bidder, Audio Visual Innovations of Deerfield Beach, Florida for an estimated amount of $142,252.69.
Award is subject to the City's receipt and approval of all insurance certificates required by the City's Risk Manager, along with signed statement of hold harmless and indemnity of the City.
Funds for this project are available in the Office of Public Affairs and Marketing Budget Account Numbers 57.1300.01306.590.026441 and 57.1300.01306.590.036441.
Recommended for inclusion on the agenda by:
Cathy Swanson-Rivenbark, City Manager
Matthew Lalla, Director, Financial Services
Raelin Storey, Director, Public Affairs & Marketing
Joel Wasserman, Director, Procurement Services