TO: Honorable Mayor & Members of the North Port Commission
FROM: Peter D. Lear, CPA, CGMA, City Manager
TITLE: Utilization of School Board of Osceola County, contract #SDOC-15-B-013-LK Lake County School Board, contract #3745BM; and Palm Beach County Schools, contract #15C-1L with Audio Visual Innovations, Inc. to purchase replacement audio/visual equipment for Commission Chambers and Training Room #244, in the estimated budgeted amount of $218,916.73, plus a project contingency of $10,000.
Recommended Action
Approve utilization of School Board of Osceola County, contract #SDOC-15-B-013-LK Lake County School Board, contract #3745BM; and Palm Beach County Schools, contract #15C-1L with Audio Visual Innovations, Inc. to purchase replacement audio/visual equipment for Commission Chambers and Training Room #244, in the estimated budgeted amount of $218,916.73, plus a project contingency of $10,000.
Background Information
The audio/visual equipment in Commission Chambers and Training Room #244 was originally purchased when City Hall was built in 2005. Although a few components have been repaired or replaced over the years, most of the equipment is still original. In order to bring the Chambers and Room #244 up to the current audio/visual digital technology standards and improve sound and image quality, Commission requested, and staff is recommending replacement of all equipment and operating systems in these two locations.
Strategic Plan
Financially Responsible City Providing Quality Municipal Services
Financial Impact
This purchase is currently budgeted in the Information Technology division budget, account #001-0710-516-64-00, project #IT17VC in the amount of $255,980. Attached is a contract price list with MSRP and discounts for Audio Visual Solutions, separated by the individual agencies and their respective contract pricing. Information Technology recommends utilizing Audio Visual Innovations as a one solution provider. Utilizing the specific combination of contracts and open market pricing provides the best value to the City by reducing overall project costs. Recently the City of Venice used Audio Visual Innovations for equivalent work in their Chambers, and Clerk’s office and their IT Director has recommended Audio Visual Innovations to the City of North Port.
Procurement
The replacement audio visual equipment will be procured in accordance with Sec. 2-403(a)(4)(a) of the City Procurement Code utilizing Lake County School Board, contract #3745BM, School Board of Osceola County contract #SDOC-15-B-013-LK. Palm Beach County Schools, contract #15C-1L, and open market for an administratively acceptable portion of the procurement.
Attachments:
1. Contract Pricing
2. Competitive Exemption - Lake County
3. Quote-Contract Lake County
4. Competitive Exemption - Osceola School
5. Quote-Contract Osceola School
6. Competitive Exemption - Palm Beach School
7. Quote-Contract Palm Beach School
8. Quote-Open Market
9. Division of Corporations Document - Audio Visual Innovations, Inc.
Prepared by: Vicki Edwards
Department Director: Sandy Pfundheller