Agenda Packets - 2018/11/13 - Laserfiche WebLink

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mo" --s VWW tv of Mounds view Staff R Item No: 8.1-1 Meeting Date: November 13, 2018 Type of Business: Council Busin s Administrator Review: 61 To: Honorable Mayor and City Council From: Mark Beer, Finance Director Item Title/Subject: Resolution 9036, Authorizing Z Systems, Inc. to Provide Equipment and Professional Services for the City Council Chambers Audio/Video System Update Background and Discussion: The City Council, at the September 2017 work session provided direction to staff to prepare for improvements and upgrades to the cable control room and replacement of the antiquated equipment. The City Council approved Resolution 8838 on October 9, 2017 to contract with North Suburban Access Corporation (NSAC) CTV15 to complete final design and RFP documents. Due to staff limitations at NSAC they were not able to complete the final design and provide documents in a format that was acceptable to the City. Staff met with several Consultants to gather information to complete a final design and Request for Proposal document. 16 RFP's were sent out and we received 6 responses. Staff eliminated 2 proposals based on price, both more than doubled our budget. The remaining four were reviewed for consistency with the RFP. Staff narrowed that to 2 proposals and sent out additional questions for clarification and offered each contractor the option of making up to a 1 hour presentation on their proposal. Staff contacted references for both finalists. Once the City Council authorizes the project there would be a final design/engineering meeting to formalize the exact equipment and services. Installation would occur in December and early January with substantial completion by January 31 or sooner. The budget for this project is $190,000, 40% will be incurred in 2018 with the remainder due in 2019. This will require that a portion of the budget be carried over to 2019. Recommendation: Based on the proposal, responses to our subsequent questions, and contact of references staff recommends Z Systems, Inc.to perform the upgrades to the video control room and council chambers at a cost not to exceed $169,637. Respectfully submitted, Mark Beer