Professional Documents
Culture Documents
AGENDA BILL
AB 1102
March 1, 2016
Consent Calendar
TO:
FROM:
SUBJECT:
Award a Contract to Audio Production Group, Inc. for the Sunset Center Audio
Replacement and Installation Project
AMOUNT OF EXPENDITURE
$70,815
AMOUNT BUDGETED
$ 67,000
APPROPRIATION REQUIRED
$$8,218
RECOMMENDATION
1. Award a contract to Audio Production Group, Inc., the lowest responsible bidder, for the Sunset
Center Audio Replacement and Installation Project in an amount not to exceed $71,000 and approve a
budget adjustment to transfer $8,218 from the Equipment and Vehicle Replacement Fund to the Sunset
Center Audio Replacement and Installation Project.
SUMMARY
The Sunset Center currently utilizes an analog audio mixing console and other equipment for the Main
Theater. The equipment is at the end of its useful life span, making it difficult and expensive to
maintain quality events due to its outdated technology. The Sunset Cultural Center identified the
replacement of the equipment as a capital improvement project in fiscal year 2014-15, and funding of
$67,000 for a digital sound board was included within the adopted FY 2015-16 budget.
In response to its request for bids, the City received one proposal for a bid of $65,266.88, excluding
sales tax. This price includes replacing the analog console and equipment in the Main Theater
($55,040.81 ); the installation of the digital console ($3,370); four hours of on-site staff training on the
new equipment ($337); replacement of stage racks ($666.17) and portable loud speakers and other
equipment to allow the mixing console to be used in satellite locations such as Studio 105 ($5,567.90),
and travel/per diem ($285). In addition, a placeholder of 8.5 percent for sales tax ($6,526.68) would
bring the total project cost to just under $71,000.
As part of this project, $4,402.50 was spent in December 2015 for the installation of a DSP loudspeaker
processor, leaving $62,597.50 remaining within the project budget. Based on the bid received, Council
has several options in moving forward:
Page 1
107
(1) Council may award the contract to the recommended vendor for $71 ,000 and approve the
corresponding transfer of approximately $8,218. This option would including funding for all of the
components.
(2) Council may award the contract to the recommended vendor for $64,774 and approve the
corresponding transfer of approximately $2,178. This option would not fund the $6,000 of equipment
assigned to Stud io 105 as the additional costs for the portable speakers and equipment could be
considered outside the scope of the purchase of a digital sound board.
(3) Council also has the option to reject the bid and direct staff to re-bid the project. Rebidding the
project may provide additional time for vendors to respond and may solicit a more economical
advantageous price for the City. However, there is no guarantee that additional vendors will respond to
a second bid process and the project implementation will be delayed by a month.
If the contract is awarded as proposed, it is anticipated that the equipment should be "plug and play"
ready and, barring any unforeseen issues, should be installed within 30-45 days.
APPROVED'
bJJ -
Date:
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Page 2
108
ATTACHMENT - 1
WHEREAS, the existing analog sound board and other equipment is antiquated
and in need for replacement to sustain quality programs at the Sunset Center, the Citys
performing arts facility; and,
WHEREAS, a digital sound board has been identified as a capital improvement
project with a designated funding source of $67,000 as approved within the Fiscal Year
2015-16 budget; and
WHEREAS, the Sunset Center Audio Replacement and Installation project was
advertised in the Carmel Pine Cone on February 12 and 19, 2016 and outreach conducted
with vendors; and
WHEREAS, one bid for the project was received on February 23, 2016, and Audio
Production Group, Inc. was determined to be the lowest responsible bidder.
NOW, THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF THE
CITY OF CARMEL-BY-THE-SEA DOES:
1. Award a contract for the Sunset Center Audio Replacement and Installation
project to Audio Production Group, Inc. in the amount of $71,000.
2. Authorize the City Administrator to execute the contract upon the return of
the contractors executed contract documents and the review and approval
of the City Attorney.
3. Authorize the transfer of an amount not to exceed $8,218 from Equipment
and Vehicle Replacement Fund to Account 40-82801.
PASSED AND ADOPTED BY THE CITY OF COUNCIL OF THE CITY OF
CARMEL-BY-THE SEA this 1st day of March 2016, by the following roll call vote:
AYES:
COUNCIL MEMBERS:
NOES:
COUNCIL MEMBERS:
None
ABSENT:
COUNCIL MEMBERS:
None
ABSTAIN:
COUNCIL MEMBERS:
None
ATTEST:
SIGNED:
_________________________
Ashlee Wright, City Clerk
_________________________
Jason Burnett, Mayor
109
ATTACHMENT - 2
Specification
Quantity
Unit Price
Total Price
Yamaha- CL5
23948.05
23948.05
MT-Stage Box
Yamaha Rio3224-D
7401 .52
14803.05
MT-Console Light
Yamaha LA1L
73.90
147.80
MT-Switch
Cisco SG300-1 0
218.96
218.96
MT-Cat 5e Cable
300'
248.82
248.82
MT-Monitor Mixer
Yamaha QL5
14368.11
14368.11
MT-Console Light
Yamaha LA1L
73.90
73.90
45.41
45.41
MT-Audio Rack
SKB 8 spc
MT-Power Conditioner
Furman- PL Plus C
1
1
??11Q
??11Q
MT-Con nectars
3.87
7.75
~~
777
"'7"7"7 r r
. ~~
178.22
17R ??
Subtotal
55040.81
18 spc
SR-Power Conditioner
Furman PL Plus C
SR-Biank Plates
Mid Atlantic
1
3
40!=1 !'in
409.56
223 19
223.19
8.03
24.09
SR-Cat 5e Cable
2.54
5.09
2 12
4.24
Yamaha DXR10
Studio-Main Covers
Yamaha SPCVR-1001
840.06
76.94
Studio-Powered Subs
Yamaha DXS15
1206.90 .
Studio-Sub Covers
Yamaha SPCVR-1501
Studio-Poles
Yamaha ASP-1CA
97.46
39.22 .
Studio-Cat Se Cable
282.41
282.41
Studio-Cat 5e Cable
156.90
156.90
Studio-Cabling
xlr 50'
90.20
180.39
2
4
58.64
117.27
77..9_4
309.77
Subtotal
666 17
Studio-Cabling
xlr 25'
Studio-AC
1680.11
153.88
2413.80
194.91
78.45
Subtotal
~~~
Equipment Total
40
Travel/Per Diem
4 hrs
.~y
61274.88
3370.00
84.25
?R~
84.25
no
285.00
337.00
65,266.88
110