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 One vendor rescinded the offer to walk the site, while another walked the site and chose not to submit a quote.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 ...
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