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Home My WebLink About10 - Approval of Bid for Voting/Sound Systems for the Council Chambers�EWPp�r O� Newport Beach City Council AGENDA ITEM 10 February 22, 1999 Council Meeting c9�r FOR�`P TO: MAYOR AND CITY COUNCIL FROM: DAVE KIFF, ASSISTANT TO THE CITY MANAGER LAVONNE HARKLESS, CITY CLERK SUBJECT: APPROVAL OF BID FOR VOTING /SOUND SYSTEMS FOR THE COUNCIL CHAMBERS RECOMMENDED ACTION: 1. Authorize staff to accept proposal of Bill's Sound and Security Systems for upgrades to the City Council Chambers sound system; and 2. Authorize staff to accept proposal of Bill's Sound and Security Systems for installation of a new voting system for the City Council Chambers. BACKGROUND: On October 12, 1998, the City Council approved a budget amendment that authorized the expenditure of $10,000 for a new sound system for the City Council Chambers. As a part of the Fiscal Year 1998 -99 Budget, the Council had previously approved the expenditure of $25,000 for a new voting system for the Chambers. I — Voting System Since the Council's October action, we contacted five voting system vendors, including: • Bill's Sound and Security (Costa Mesa) • Cibola Systems (Santa Ana) • Engineering Dynamics, Incorporated (Englewood, CO) •ForesparProducts Corporation (Rancho Santa Margarita) • Lieberman and Associates (Beverly Hills) The vendors presented two voting system alternatives —a hardwired "button and display board" system that Bill's Sound, Engineering Dynamics, and Forespar provide and the software -based computerized system that Cibola supports (Lieberman no longer provides a voting system product). While the software -based alternative is a more elaborate alternative to the button and display board system, prices were significantly higher than the amount budgeted. After a site meeting at the City of Irvine's Council Chambers (where Bill's Sound and Security installed and maintains the voting and sound system), we met a second time with Bill Boodman, president of Bill's Sound. His proposal for the City of Newport Beach is as follows: Newport Beach City Council Agenda Item _ Paae 2 NEWPORT BEACH COUNCIL CHAMBERS VOTING SYSTEM • 7- Station voting system with yes /no /abstain buttons • 3 separate display panels, including: .,,'One public display board on the wall behind the Council dais for public review of vote and for television camera to record vote for home viewers; and .,,'One panel for the City Clerk w /mechanism to 'lock" and display votes when all Council members have voted; and .,,'One small display panel facing Council dais and placed on public lectern to allow Council Members to see vote; • A digital timer system to replace the current "taillight" system for public comments, including silent timer displays (no buzzers) at the City Clerk's station, the Mayor's station, and the lectern itself; • Cabling and hardware; • Installation and final testing; TOTAL BID PRICE (including installation) = $16,692.00 (AMOUNT BUDGETED = $25,000) The proposed system will be somewhat similar to the current system (except where a central public display board replaces the individual lights below each Council Member's name). Given that Mr. Boodman comes recommended by the City of Irvine's City Clerk, his company's proximity to the City, the price of his proposal, and the lack of other reliable vendors in this industry, we recommend that the Council accept the voting system bid of Bill's Sound and Security. II — Sound We also contacted three vendors capable of installing a new sound system. These vendors include: • Bill's Sound and Security (Costa Mesa) • Cibola Systems (Santa Ana) • Micworks Incorporated (Costa Mesa) We also looked at an informal review of vendor products completed by the Orange County Vector Control District, which contacted three providers (including Bill's Sound and Security, AAA Services, and Audio Visual Headquarters). The pricing provided by two of the vendors who sold sound equipment was similar. The sound system proposed by Bill's Sound and Security is as follows (proposal reflects the addition of two wireless mics to Bill's Sound's previous $9,975.00 bid): NEWPORT BEACH COUNCIL CHAMBERS SOUND SYSTEM • 14 Audio - Technica Microphones (18" flexible neck) • 2 Wireless microphones with desk stands • 2 Shure Automatic Microphone Mixers • 1 Shure Audio Distribution Amplifier • 6 Ceiling speakers • Installation and final testing TOTAL BID PRICE (including Installation) = $11,495.00 (AMOUNT BUDGETED = $10,000) Agenda Item Page 3 For the following reasons, we recommend the selection of Bill's Sound and Security for the installation of the new sound system: • Experience with local government sound installations, including chambers in the cities of Dana Point, Fountain Valley, Irvine, Laguna Hills, Lake Forest, San Clemente, San Juan Capistrano, Tustin, the Orange County Water District, four local police departments, and nine other cities; • Competitive pricing; • Operator's good reputation with clients; and • Our strong interest that the installation of both the sound system and the voting system be done by the same contractor. If the City Council authorizes us to enter into these agreements, installation of both the Sound System and the Voting System is anticipated in March 1999 -- with no interruptions to normal Council business.