DATE: August 7, 2024
TO: Honorable Mayor and City Councilmembers
FROM: Human Resources Department
TITLE: PROFESSIONAL SERVICES AGREEMENT TO REPLACE AND UPGRADE THE LIGHTING IN CITY COUNCIL CHAMBERS
RECOMMENDATION
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Staff recommends that the City Council approve a Professional Services Agreement (PSA) with ProCal Lighting, in the amount of $170,600, to replace and upgrade the lighting and related technology in the City Council Chambers; appropriate $170,600 from the Information Services Hardware Reserve fund; and authorize the City Manager to execute the Agreement.
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BACKGROUND AND ANALYSIS
The City Council Chambers contain specialty lighting hardware that is used to create a specific effect for live participants at meetings and those viewing televised and recorded video. This lighting hardware and the way it is installed must meet certain requirements to be compatible with the cameras used to record meetings. The current lighting was installed over 30 years ago and uses old technology. New lighting will be much more energy efficient, create less heat, and new control panels and access points will allow staff to have direct control over specific lights and lighting zones.
Staff reached out to numerous lighting vendors throughout Southern California to suggest possible upgrades. A total of five vendors were engaged and offered to come out and perform individual site walks. One vendor rescinded the offer to walk the site, while another walked the site and chose not to submit a quote. The remaining three vendors provided quotes to the City. Upon review of the quotes, staff determined that the proposal from ProCal Lighting was the best overall solution for the City. This determination was made based on the equipment they proposed, the number of touchpoints for staff to directly control lighting, and the overall comprehensiveness of the solution offered. ProCal Lighting is also a subcontractor performing work for the Citywide lighting replacement and energy upgrades project, so they have familiarity with the site and its electrical requirements.
FISCAL IMPACT
The cost of the PSA with ProCal Lighting is $170,600 which includes a 15% contingency above the quoted price to cover unforeseen circumstances that might arise during project installation. The project will be charged to the Audio/Visual account 155155841.5706. The City maintains a hardware reserve account that collects funds annually to support this type of equipment replacement. Staff is requesting to use hardware fund reserves in the amount of $170,600 to fund the purchase and appropriate to account 155155841.5706. The funding source is Information Services Hardware Reserve Fund 841.3100.0165, which has an available balance of $2.86M, therefore, sufficient funds are available.
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City Council Chambers Lighting Upgrade |
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PSA with ProCal Lighting |
$ 170,600 |
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Current Hardware Reserve Balance |
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$ 2,863,524 |
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Reserve Balance After Appropriation |
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$ 2,692,924 |
COMMISSION OR COMMITTEE REPORT
Does not apply.
CITY ATTORNEY’S ANALYSIS
The referenced documents have been reviewed by the City Attorney and approved as to form.
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Prepared by: Chris Freeman, Information Technologies Procurement Analyst
Reviewed by: Rob O’Brien, Deputy City Manager
Submitted by: Jonathan Borrego, City Manager
ATTACHMENTS:
1. ProCal Lighting PSA
2. Exhibit A - ProCal Quote
3. Quote 2
4. Quote 3