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ITEM: AUTHORIZATION TO: 1) AWARD A CONTRACT FOR THE PURCHASE AND DELIVERY OF BROADCASTING/CONTROL ROOM EQUIPMENT; AND 2) UTILIZE AN EXISTING PALM BEACH COUNTY CONTRACT AS A BASIS FOR PRICING FOR THE INSTALLATION OF THE EQUIPMENT
REQUEST: Authorization to: 1) Award a contract for the purchase and delivery of broadcasting/control room equipment to VSA, Inc., in the amount of $89,441.16; and 2) Utilize an existing Palm Beach County contract, as a basis for pricing, with Professional Video Repair, Inc., for the installation of the equipment in the amount of $26,733.00.
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EXPLANATION: The Communications Department is seeking authorization for the purchase and installation of broadcasting equipment to be installed at the Wellington Community Center. The purchase and installation of such equipment will provide recording and live broadcasting capability directly from the Grand Ballroom, located on the second floor of the Community Center.
Staff is seeking authorization to:
1) Award a contract for the purchase and delivery of broadcasting/control room equipment to VSA, Inc. in the amount of $89,441.16
On October 30, 2017, Wellington released ITB 019-17/DZ on Demandstar seeking qualified bidders for the purchase and delivery of broadcasting/control room equipment. The solicitation was also advertised in the Palm Beach Post and posted on Wellington's website. On November 22, 2017, the Village received a total of six (6) proposals. Two (2) of the proposers failed to provide pricing on all of the required equipment and, therefore, were not considered for contract award. Below is a summary of the four (4) properly completed proposals:
|
|
Amount |
Local Vendor Status |
|
VSA, Inc. |
$89,441.16 |
Not Local |
|
Pro Sound, Inc. |
$93,022.40 |
Not Local |
|
Encore Broadcasting Solutions |
$98,829.20 |
Not Local |
|
H&M Export and Investment, LLC |
$107,978.77 |
Western Communities |
Staff recommends authorization to award a contract to VSA, Inc., the lowest responsive, responsible bidder, for the purchase and delivery of broadcasting/control room equipment in the amount of $89,441.16.
2) Utilize an existing Palm Beach County contract, as a basis for pricing, with Professional Video Repair, Inc., for the installation of the equipment in the amount of $26,733.00.
Palm Beach County awarded contract #17-036/KM to Professional Video Repair, Inc., effective through March 12, 2018. Contract pricing is based on a fixed rate of $67 per hour for the installation of the above referenced equipment.
Professional Video Repair, Inc., has provided excellent service to the Village on similar work (Council Chamber Control Room), and designed and recommended the layout and equipment required to complete this project.
Staff recommends utilizing Palm Beach County contract #17-036/KM, as a basis for pricing, with Professional Video Repair, Inc., to install broadcasting/control room equipment at a cost of $26,733.30.
BUDGET AMENDMENT REQUIRED: NO
PUBLIC HEARING: NO QUASI-JUDICIAL:
FIRST READING: SECOND READING:
LEGAL SUFFICIENCY: YES
FISCAL IMPACT: Funds for this project have been allocated in the WCC Improvements Capital Project (301-5031-542.65-49 Project 201036).
WELLINGTON FUNDAMENTAL: Responsive Government
RECOMMENDATION: Authorization to: 1) Award a contract for the purchase and delivery of broadcasting/control room equipment; and 2) Utilize an existing Palm Beach County contract as a basis for pricing for the installation of the equipment.