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6.1.G. - Page 2 <br />In addition to posting the request for bids on the City's website, three vendors were <br />recommended by local municipalities and were directly invited to bid: Netrix LLC, <br />SM&W, and Teladata. The request for bids closed on October 4, 2016. Teladata was <br />the only vendor who submitted a bid. Their bid was determined to be responsive and <br />they were selected to manage the project. In January 2017, the contract with Teladata <br />for project management services was entered into for an amount not to exceed <br />$41,580. <br />In May 2017, the City released an RFP by formal solicitation for AV system equipment <br />purchase, installation and support. Three vendors responded to the RFP: Coda <br />Technology Group at a cost of $296,754; Coitcom at $330,274; and PCD Audio -Video <br />System Integrator at $299,894. IT staff met with and performed reference checks on all <br />three vendors. <br />Coda was awarded the contract as the lowest bidder. In addition to the base bid of <br />$296,754, the contract includes a contingency amount of $29,000, for a total cost of <br />$325,754. <br />ALTERNATIVES <br />Council could direct staff to not replace the aging system and attempt to fix any failed <br />components and functions as they occur. However, some AV components can no <br />longer be acquired and system stability is an ongoing challenge. Council could direct <br />staff to find replacements for components of the AV system which are the most visible <br />and problematic, such as voting, displays, hearing assisted loops, and operational <br />panels. <br />FISCAL IMPACT <br />Project costs include $41,480 for project management services provided by Teladata, <br />and $325,754 for system equipment, installation, and support provided by Coda <br />Technology Group, for a total project cost of $367,234. PEG funding of $350,000 was <br />appropriated in November 2016 by the City Council for the replacement of the AV <br />system. An additional $17,234 in PEG funding is required for appropriation in order to <br />cover the full project cost. <br />ENVIRONMENTAL REVIEW <br />This activity is not a project under CEQA as defined in CEQA Guidelines, section <br />15378, because it has no potential for resulting in either a direct or reasonably <br />foreseeable indirect physical change in the environment. <br />TONY GELPHMAN <br />IT MANAGER <br />