TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Diego Chavez, Administrative Services Director
PREPARED BY: Diane Kohanyi, Management Analyst - IT
SUBJECT:
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First Amendment to the Agreement Western Audio Visual
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RECOMMENDATION
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Amend the current agreement with Western Audio Visual for audio-visual support services for $42,645 for an additional three years with a total contract amount not to exceed $56,860.86.
Ratify the payment approval in the amount of $14,215.86 for year one of service from June 1, 2024, to May 31, 2025; and
Authorize the City Manager to execute the amendment and all related documents.
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PRIOR ACTION/VOTE
On March 5, 2019, the City Council adopted Resolution No.19-4051, Awarding the Construction Contract for the Audio Visual Technology Equipment Upgrades and Additions Project in the City Hall Chamber, Adjacent Conference Room, Police Department Briefing Room, and Emergency Operations Center, CIP No. 10033 (Vote: 5-0).
CITY COUNCIL GOAL
Maintain a high performing organization that values fiscal sustainability, transparency, accountability and organizational efficiency.
BACKGROUND
In 2019, the City of Murrieta (City) advertised and released a Notice Inviting Bids (NIB) for the audio-visual equipment upgrades and additions capital improvement project. The City received two sealed bids, and on March 5, 2019, the City Council approved a contract with Western Audio Visual (WAV) to replace and upgrade the audio-visual (A/V) systems and equipment in the Council Chambers and the Police Department’s Emergency Operations Center. The contract also included warranty and preventative maintenance for the systems and A/V equipment.
In 2021, the City Manager signed a two-year extended warranty agreement related to the improvements installed as a result of the NIB, which expired on May 31, 2023. On June 1, 2023, The City and WAV entered into a new agreement for audio-visual equipment maintenance and support services for the same equipment for one year from June 1, 2023, to May 31, 2024 (Attachment 1).
WAV has provided a quote for continued audio-visual equipment maintenance and support services for an additional three years for $14,215 per year. The proposed extended warranty plan provides preventative maintenance, technical support within four hours, equipment repair and replacement, software upgrades, training, and discounts on out-of-scope needs. Staff recommends approving the First Amendment to the 2023 Agreement with WAV (Attachment 2). The City Council’s authorization is required since the aggregate contract total, including all previous renewals, will exceed the City Manager’s $75,000 procurement authority.
Staff also requests that the City Council ratify the payment approval of $14,215 for one year of service from June 1, 2024, to May 31, 2025. The payment was made in May 2024 to avoid a lapse in coverage and ensure services would be maintained since the contract would have expired a few days before this meeting date.
FISCAL IMPACT
If the amended agreement is approved by the City Council, the total cost related to this agreement is $56,860.86 for four years. The Technology Services budget for Fiscal Year 2024/25 is $18,150.00. The budget for the third and fourth years of the agreement will be included in a future biennial budget.
ENVIRONMENTAL IMPACT
None.
ATTACHMENTS
1. 2023 Agreement with WAV
2. First Amendment to 2023 Agreement with WAV