SR 09-10-2019 3F
City Council
Report
City Council Meeting: September 10, 2019
Agenda Item: 3.F
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To: Mayor and City Council
From: Joseph Cevetello, Chief Information Officer, Information Services
Department, Infrastructure and Cloud Services
Subject: Agreement with ELB US, Inc. for the purchase of audio -visual equipment,
including system design/implementation and support services.
Recommended Action
Staff recommends that the City Council:
1. Award RFP #198 to ELB US, Inc., a California-based company for the purchase
of audio-visual equipment, system design and implementation, and support
services for the Public Works Department;
2. Authorize the City Manager to negotiate and execute an agreement with ELB US,
Inc. in an amount not to exceed $495,855 (including $373,843 for equipment and
installation services, $85,716 for five years of support, and a 10% contingency of
$36,296) with future year funding contingent on Council budget approval.
Summary
The soon to be completed City Services Building (CSB) is designed to provide a
modern workplace that better serves our residents and workforce. It includes 39
breakout spaces, all with wi-fi access to enable mobile technology. Many of these
meeting spaces will function as collaborative areas for teams, private spaces for
meetings, and hubs for online collaboration and training. To provide maximum
efficiency, the meeting rooms must be equipped with reliable technology to centralize
room scheduling, enable audio and video conferencing, and enable presentation of
content and data from a variety of devices. To properly equip these spaces, staff
recommends engaging with ELB US, Inc. (ELB), an audio-visual integrator for system
design, acquisition of equipment, installation, and support services for all meeting room
technologies in the CSB.
Discussion
To create a more cohesive City Hall campus that better serves the public, the City is
expanding and modernizing its Civic Center campus by constructing a City Services
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Building immediately adjacent to City Hall. The Santa Monica Sustainable City Plan was
taken into consideration by the architects in developing the layout of this building. The
CSB is utilizing an Alternate Work Place (AWP) design, incorporating the City's Total
Workplace concepts such as an open, flexible workplace along with both sustainable
and green building principles.
As part of designing a collaborative, modern workspace, the building features no private
officers. In their place, the CSB will offer 23 conference/meeting rooms for use by all
staff, maximizing the use of these collaboration spaces. Staff will use these rooms for
functions that would traditionally take place in an office (e.g., employee evaluations) and
for conference room activities (e.g., meetings and audio/video conferences). The
technology required to manage and support the 23 new meeting rooms must be reliable
and consistent across the campus to ensure interoperability and ease of functionality.
Engaging with an audio-visual integrator, such as ELB, for audio-visual system design
and integration will ensure that the system is appropriately scoped and installed.
Vendor Selection
Bidder Recommendation
Best Qualified Firm ELB US, Inc.
Evaluation Criteria Experience, cost of services, references, value added-breadth of service,
and proposal presentation/demonstration of under the project goals.
Municipal Code SMMC 2.24.190
RFPs Received
JEC Integration Systems Key Code Media Golden Star
Technology
ELB US Inc.
Audio Visual Design
Group
EIDIM Group
AVI-SPL
RFP Data
Posted On Posted On
Advertised In
(City Charter & SMMC)
Vendors
Downloaded
Date Publicly
Opened
11/15/2018 City's Online
Bidding Site Santa Monica Daily Press 51 12/18/2018
Justification to Award
Responses to the RFP were reviewed by a selection panel of staff from the Information Services
Department, City Manager’s Office, and Public Works Department. Staff then shortlisted and
interviewed three firms. Based on the evaluation criteria listed above and criteria in SMMC
2.24.190, staff recommends ELB US Inc. as the best qualified firm for the purchase of audio-
visual equipment, audio-visual system design and implementation, and support
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services. ELB’s proposal provides the most significant value for the cost; they provide
unlimited remote monitoring and unlimited preventative maintenance. Their proposal
includes a room scheduling suite as part of their base cost. ELB’s prior projects
demonstrated their experience in providing system design, installation, and support
services for a variety of audio-video installations and projects. Furthermore, ELB has
extensive experience in delivering similar systems and services to large companies
including Microsoft, Facebook, Google and other public sector agencies such as the Los
Angeles Unified School District, Stanford University, and the University of California San
Francisco. ELB references validated their exceptional customer service, focus on
customer satisfaction, and their commitment to implement systems that meet and
exceed customers’ expectations.
Financial Impacts and Budget Actions
Staff seeks authority to approve funding from the General Fund to award a contract with
ELB for the purchase of audio-visual equipment, system design, implementation, and
maintenance services. This is an anticipated and budgeted cost for the City Services
Building.
Contract Request
Request Amount
FY 2019-20 Budget
CIP Account #
Total Contract
Amount
$434,140 C0105540.689000 $495,855
Future year funding is contingent on Council budget approval.
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Prepared By: Al Dave, Software Systems Manager
Approved
Forwarded to Council
Attachments:
A. OAKS INITIATIVE - ELB US Inc.
N/A
REFERENCE:
Contract No. 10935
(CCS)