HomeMy WebLinkAboutFCS-12-082 - P12-021 Council Chambers Audio Visual SystemREPORT TO:
Finance and Corporate Services Committee
DATE OF MEETING:
May 7, 2012
SUBMITTED BY:
Randy Gosse, Director, Legislated Services and City Clerk,
2809
PREPARED BY:
Christine Tarling, Manager, Corporate Records & Archives
Services, 2769
WARD(S) INVOLVED:
All
DATE OF REPORT:
April 30, 2012
REPORT NO.:
FCS-12-082
SUBJECT:P12-021 COUNCIL CHAMBERS AUDIO-VISUAL SYSTEM
RECOMMENDATION:
That Request for Proposal P12-021, Council Chambers Audio-Visual System Retrofit, be
awarded to Westbury National Show Systems Ltd., at their upset limit of $214,708.99 for
mandatory components and $61,257.00 for optional components as outlined in report
FCS-12-082 plus $4,857.00 unrebated HST; and further,
That $41,174.98be transferred from the City’s capital contingency account to account
59500755 (City Hall Renovations).
BACKGROUND:
Report INS-11-036 dated April 1, 2011 outlined the need to replace the existing Council
Chambers audio-visual system because the 20-year old system components are at the end of
their useful service life and are too costly to continue to maintain, repair and upgrade. Council
approved the replacement of the system as a cost-effective and long-term solution with a total
budget of $280,000.00 ($260,000.00 for the audio-visual system and $20,000.00 for millwork).
Report FCS-11-220 dated November 17, 2011 provided a status report on the procurement of
the new audio-visual system. The Council Chambers Audio-Visual Committee (the Committee)
in conjunction with Engineering Harmonics, an audio-visual design expert, determined the
requirements for the new system and prepared detailed specifications to form part of a Request
for Proposal (RFP). The RFP specified mandatory requirements for the new system as well as
optional system components for which bidders were to provide individual pricing to enable
Council to decide on preferences based on pricing and budget. The report also identified that a
spring installation was not possible and Council approved moving to a summer installation.
REPORT:
RFP P12-021 went out to potential bidders on Thursday, March 1, 2012 containing the following
mandatory requirements:
ïï ó ï
A complete replacement of the conferencing system;
A replacement of the central audio system equipment;
The updating of the control system programming;
A replacement of the video monitors for Mayor and Council, the external horseshoe as well
as the Clerk’s centre table;
A replacement of the wireless microphone system;
The ability to integrate with Rogers’ system including incorporation of web streaming and
archiving of meetings;
The replacement of all cabling and wiring including the addition of electrical outlets and
network connections at each station for Mayor and Council;
The ability to facilitate wireless technology; and
The addition of microphone queuing (stated in the RFP as an optional item but is included in
the price of the system).
Optional features for the system were included as follows:
Low frequency subwoofer speaker and supplemental voice speakers;
Replacement of the control system touch panels with some combination of a built-in panel,
portable panel and/or dockable panel;
Addition of electronic voting;
Replacement of the main projector or installation of flat panels to allow for different aspect
ratios to be incorporated into the system;
Addition of an automated lift device for the document projector; and
Media panel for audio-recording jacks.
Four (4) audio-visual contractors attended a pre-bid meeting on Friday, March 9, 2012 in
response to the RFP and the City received one (1) bid from Westbury National Show Systems
Ltd., Toronto, Ontario. Engineering Harmonics has indicated there are about fiveprofessional
audio-visual contractors in south western Ontario (including the GTA) that are capable of
handling a project of the City’s size. Competition for such projects amongst this group is high
and timelines for these projects often converge as they have done in this case. Although
Westbury is the only contractor that responded to the City’s RFP, they are one of the five
companies that could accomplish this work. They have been actively engaged in the sale and
installation of audio-visual equipment since 1971. Some of their more notable projects include
the Perimeter Institute (approx. value $1.4m), University of Toronto at Mississauga (approx.
value $1.2m), Sony Centre for the Performing Arts (approx. value $700,000), Region of Peel
Council Chambers (approx. value $625,000), and City of Mississauga Council Chambers
(approx. value $450,000).
The Committee and Engineering Harmonics Inc. evaluated Westbury’s bid proposal based on
an evaluation scorecard developed by the Supply Services Division in conjunction with
Engineering Harmonics. It was determined Westbury’s submission met the minimum
mandatory requirements at a cost of $214,708.99 for the base/mandatory system requirements
not including HST, millwork, electrical work and network connections. Engineering Harmonics
has indicated this pricing is in-line with the cost of a system of this size and configuration, and
so it is recommended that Westbury be awarded the bid.
ïï ó î
If Council feels a single bid is unacceptable, the alternative is to retender the RFP later in 2012
or early in 2013. It needs to be stressed that although retendering the bid might attract
additional bidders, the cost of the system is unlikely to be dramatically less given the type of
system and equipment available on the market. In addition, the Council/Standing Committee
meetings schedule will be disrupted dramatically.
Mandatory Components & Other Associated Costs
Area / Title MaterialLabourTotal
Mandatory Components $129,555.00$85,153.99 $214,708.99
Millwork (to be arranged by the City) $20,000.00
Unrebated HST ($234,708.99 x 1.76%) $4,130.87
Total Installed System $238,839.86
Design (Engineering Harmonics) N/A$20,000.00 $20,000.00
Total Cost $258,839.86
Total Budget $280,000.00
Budget Remaining for Optional Components $21,160.14
It is anticipated that nominal costs associated with electrical and network connections will be
funded by the respective budgets of the Facilities Management and Information Technology
Divisions.
Optional Components - Recommended
As indicated in FCS-11-220, Council is to decide on which optional components it wishes to
include. To assist with the decision-making, Engineering Harmonics has recommended that
Council opts for the following optional system components:
Low frequency loudspeaker (subwoofer) and the supplemental voice loudspeaker to achieve
state-of-the-art sound quality throughout the Council Chambers and to enable more flexible
use of the Chambers.
New digital control system touch panels to replace the current failing analog touch panels
which are heavy, outdated and with a battery life that is almost complete. In addition, the
current panels are prone to failure and can be out of service up to four (4) weeks each time
since they have to be sent to the United States to be repaired. As well, it will not be long
before parts are no longer available.
Media panel with an increased number of external audio feeds to enable more members of
the media to connect their audio recording devices.
Voting system to further promote openness and transparency for recorded vote taking.
Including the voting system now allows the City to take advantage of the credit being offered
by Westbury for upgrading the components necessary for the system. This credit for the
upgraded components will not be offered if the City should opt to retrofit a voting system
later. The cost later on, therefore, will be approximately $45,000.00 because the City will
need to purchase the voting system as well as the upgraded components it requires.
ïï ó í
Area / Title MaterialLabourTotal
Microphone Queuing (Included in base system) $0.00$0.00 $0.00
Low Frequency Loudspeaker $3,271.00$535.00 $3,806.00
Supplemental Voice Loudspeaker$2,473.00$1,656.00 $4,129.00
Control Systems (Touch panels)$10,056.00$14,760.00 $24,816.00
Media Panel (Audio-recording jacks) $2,042.00$6,570.00 $8,612.00
Voting System $16,210.00$3,684.00 $19,894.00
Document Camera Lift (not included in bid) N/AN/A N/A
Unrebated HST ($61,257.00 x 1.76%)$1,078.12
Total Cost $62,335.12
$34,052.00$27,205.00
Budget Remaining for Optional Components $21,160.14
Cost to be funded from Capital Contingency $41,174.98
In light of the compelling rationale associated with incorporating the options recommended
above into the upgrade project, it is recommended that the additional cost of $41,174.98 be
funded from the City’s capital contingency account. The account has a sufficient balance to
accommodate this transfer ($68,139.32).
Optional Components – Not Recommended
Area / Title MaterialLabour Total
Projector $152,174.00$13,088.00 $165,262.00
Flat Panels (2) $106,670.00$11,002.00 $117,672.00
Unrebated HST ($282,934.00 x 1.76%)$4,979.63
Total Cost $258,844.00$24,090.00 $287,913.63
Bidders were to provide options to address the issue of low-quality projected images attributed
to outdated analog video distribution and lack of brightness. Westbury has recommended the
Crestron Digital Media System as part of the base requirements to replace the current analog
system with digital technology which will address image clarity but not brightness. To address
the latter, Westbury has provided two (2) options: a new projector or two (2) flat panels to be
installed in each corner at the front of the Council Chambers. Engineering Harmonics does not
recommend that Council replace the projector or alternatively purchase the flat panels at this
time because not only will this put the project significantly over budget, the installation of these
will also negatively impact the schedule. More importantly, since the technology for these items
is advancing quickly, it is expected the cost will decrease over the next couple of years while the
quality will increase. It is recommended, therefore, to monitor the cost and revisit the projector
and flat panels in a couple of years.
Based on their current projects in progress, Westbury has indicated their schedule will be as
follows:
ïï ó ì
ItemDate
Anticipated award May 7, 2012
Kick off meeting Within 3 days of contract award (Week of
May 7, 2012)
Shop drawings review meeting Within three to four weeks of contract award
Software review meeting Within two weeks of contract award
Millwork installation (by the City) June 5-22, 2012
A/V Contractor’s pre-build period May-June, 2012
Facility available for installation of equipment June 26, 2012
Decommissioning of old system July, 2012
Onsite installation August 1, 2012
Interim acceptance of work August 23, 2012
Debugging and commissioning of system August 24 to August 30, 2012
Delivery of As-built drawings Three weeks after commissioning of system
TrainingAugust31,2012
Room to be in use by the City September 4, 2012
The project schedule was originally devised to minimize disruption to the June meeting
schedule but Council needs to be prepared for the possible relocation of meetings in order to
accommodate the necessary pre-build work. The schedule proposed by Westbury will also
require the following meetings to be moved to alternate locations: Standing Committee
meetings of August 13, 2012 and Council/Audit Committee meeting of August 27, 2012.
ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN:
Community Priority – Leadership and Community Engagement – “We must continue to
strengthen the connection and understanding among all people in our community, between our
community and city government, and between the city and other orders of government by
enhancing opportunities for public involvement and dialogue.”
Strategic Plan Foundation – Efficient and Effective Government
Public Sector Leadership – Ensure accountability and transparency in all public processes.
FINANCIAL IMPLICATIONS:
The total project budget of $280,000.00 is sufficient to cover the design and installation of the
base system along with some of the recommended options. Funding all of the recommended
options will require an additional $41,174.98 which can be drawn from the City’s capital
contingency account which has a sufficient balance to accommodate this transfer ($68,139.32).
ïï ó ë
COMMUNITY ENGAGEMENT:
Not applicable.
CONCLUSION:
(OPTIONAL HEADING)
The new audio-visual system proposed by Westbury will provide up-to-date digital components
and support emerging technologies into the future in order to better address the City’s needs in
a more cost effective and reliable manner.
ACKNOWLEDGED BY:
Dan Chapman, Deputy CAO, Finance and Corporate Services
ïï ó ê