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CITY OF CARMEL-BY-THE-SEA

AGENDA BILL

AB 1102
March 1, 2016
Consent Calendar

TO:

Honorable Mayor and Members of the City Council


Mike Calhoun, Interim City Administrator

FROM:

Sharon Friedrichsen, Director of Budget and Contracts

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maintain quality events due to its outdated technology.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:

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(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.

PRIOR CITY COUNCIL ACTION


Adoption of FY 2015-16 budget by Resolution 2015-040 on June 15, 2015 and authorization to move
forward with all equipment and vehicle purchases on October 5, 2015 by Resolution 2015-092.
ATTACHMENTS
1. Resolution
2 . Proposal

APPROVED'

bJJ -

Date:

Mike Calhour , Interim City Administrator

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ATTACHMENT - 1

RESOLUTION 2016A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA


AWARDING THE SUNSET CENTER AUDIO REPLACEMENT AND INSTALLATION
PROJECT CONTRACT TO AUDIO PRODUCTION GROUP, INC. IN AN AMOUNT
NOT TO EXCEED $71,000 AND APPROVING A BUDGET ADJUSTMENT OF $8,218

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:

Beach, Dallas, Talmage, Theis, Burnett

NOES:

COUNCIL MEMBERS:

None

ABSENT:

COUNCIL MEMBERS:

None

ABSTAIN:

COUNCIL MEMBERS:

None

ATTEST:

SIGNED:

_________________________
Ashlee Wright, City Clerk

_________________________
Jason Burnett, Mayor
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ATTACHMENT - 2

CITY OF CARMEL-BY-THE-SEA REQU EST FOR BIDS/PRO POSALS


SUNSET CENTER AUDIO SYSTEM - BID PROPOSAL FORM
Location/Equipment

Specification

Quantity

Unit Price

Total Price

Main Theater-Fox Mixer

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

MT-Converta Shell cable

Elite Core Audio


50' armoured

45.41

45.41

MT-Rolling Road case

Elite Core OSP-AT A-QL5

MT-Audio Rack

SKB 8 spc

MT-Power Conditioner

Furman- PL Plus C

1
1

??11Q

??11Q

MT-Con nectars

Nuetrik- cat5e NE8MC

3.87

7.75

~~

777

"'7"7"7 r r
. ~~

178.22

17R ??

Subtotal

55040.81

Stage Rack-Audio Rack

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

5'- jumpers- SW to Rio Pri

2.54

5.09

SR-Cat 5e Cable connector

3' jumpers- SW to Rio Red

2 12

4.24

Studio 1 05-Powered Mains

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

18' armoured *(s/b 180')


100' armoured

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

50' quad boxes

1680.11
153.88
2413.80
194.91
78.45

Subtotal

,.. ,..,....,. ""'

~~~

Equipment Total

* without Sales Tax

Installation/LaborFOH Mixer Board

40

Travel/Per Diem

On-site staff Training


(list hours in quantity
column)
Total Bid Cost

4 hrs

*prior to sales tax

.~y

61274.88
3370.00

84.25
?R~

84.25

no

285.00
337.00
65,266.88

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