SR 06-25-2019 3U
City Council
Report
City Council Meeting: June 25, 2019
Agenda Item: 3.U
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To: Mayor and City Council
From: Susan Cline, Director, Public Works, Architecture Services
Subject: Award Council Chambers Audio-Visual Design/Build Contract
Recommended Action
Staff recommends that the City Council:
1. Award Bid #2547 to Keycode Media, Inc., a California-based company, for the
Council Chambers Audio-Visual System project for the Public Works
Department;
2. Authorize the City Manager to negotiate and execute an agreement with
Keycode Media, Inc. in an amount not to exceed $452,750 (includes a 10%
contingency); and
3. Authorize the Director of Public Works to issue any necessary change orders to
complete additional work within contract authority.
Summary
The Council Chambers is used by City of Santa Monica staff to host several of the City’s
public meetings, including Council meetings and Planning Commission. These meetings
require technology to run meetings, present content, and air meetings via CityTV and
the web. The existing audio-visual (AV), agenda and meeting management and
computer systems have become operationally deficient and unreliable. Staff
recommends awarding a design/build contract with KeyCode Media for $452,750
(including a 10% contingency) to outfit the Council Chambers with new AV, meeting
management and computer systems with the latest equipment and technology, deliver a
more efficient and reliable system, and support the functional requirements of the City
Clerk and CityTV.
Discussion
The Council Chambers is primarily used to host City Council meetings, Board and
Commission meetings, the Homeless Community Court, public informational hearings
and Citywide training sessions. The existing AV, agenda and meeting management and
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computer systems were installed in 2009 and are outdated. The equipment and
software are becoming obsolete, unreliable and increasingly unsupportable. It is
increasingly difficult to repair or find replacements for many of the system’s components
since many of the models have been discontinued. In addition, the existing system lacks
certain functional features that support the public’s needs, such as closed-captioning
monitors and kiosks that allow the public to sign up electronically to speak.
The new AV, agenda and meeting management and computer systems would enhance
the public’s experience when attending meetings at the Council Chamber and provide
an efficient functional AV, meeting management and computer system meeting the
needs of a 21st century city. Benefits of the new systems would include:
• kiosks in the lobby to allow the public to sign up electronically to request to speak
• City Clerk and mayor or meeting chair would be able to view a list of speakers
signed up to speak electronically
• Council, Commission and Board members would be able to vote electronically
• voting results would be automatically displayed on new high-resolution monitors
• real-time meeting management capabilities and generation of automated meeting
minutes
• plug-in capabilities for tablets and laptops
• AV will be integrated into the CityTV system
• Closed-captioning monitors
• Replacement of projector
• New hallway/lobby monitors
In addition to providing and installing the equipment, KeyCode Media would also
develop a design to ensure the new system fits the City’s needs as well as any
necessary physical changes to the Council Chambers to accommodate the new system
(e.g., the walls, ceiling, floors and woodwork). If approved, staff anticipates the
construction phase of the project to take approximately two weeks. Construction would
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occur in late 2019 when fewer meetings are scheduled in the Council Chambers.
Meetings will be held in the Civic East Wing during this period.
Vendor Selection
Bid Data
Bid Posting Date Bid Posted
On
Bid Advertised In
(City Charter &
Municipal Code)
# of Vendors
Downloaded
# of
Submittals
Received
Date
Publicly
Opened
11/19/2018 City's Online
Bidding Site
Santa Monica
Daily Press 45 2 12/19/2018
Submittals Received Selection Criteria
KeyCode
Media $411,591
Municipal Code SMMC 2.24.072
IP TV $495,000 Evaluation Criteria Price, previous experience, ability to deliver,
quality of product, and compliance with City
specifications.
Best and lowest
Bidder
KeyCode Media
Best Bidder Justification
Staff evaluated KeyCode Media, the lowest bidder, and concluded that the company
meets the City requirements and specifications. KeyCode Media provided references
for previous projects similar to this project scope, including the City of Burbank Council
Chambers, as well as numerous projects for the City of Los Angele s. All references
contacted provided high reviews of KeyCode Media’s work. Based on the criteria
above, KeyCode Media is recommended as the best and lowest bidder.
Financial Impacts and Budget Actions
Staff seeks authority to award a design/build contract with KeyCode Media to replace
the existing AV, agenda and meeting management and computer system.
Contract Request
Request
Amount
FY 2018-19 Budget
CIP Account #
Total Contract
Amount
$452,750 C0107090.689000 $452,750
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Prepared By: Alex Parry, Senior Architect
Approved
Forwarded to Council
Attachments:
A. KeyCode Media Oaks Initiative Disclosure Form
REFERENCE:
Contract No. 10878
(CCS)