Title
Audio Video Equipment and Service Contract - COOP 21-064 (Ordinance S-47907)
Description
Request to authorize the City Manager, or his designee, to enter into a cooperative participating agreement with IES Communications, LLC using existing spending authority provided by Ordinances S-44246 and S-46260, to purchase Audio Video Equipment and Service for the Aviation Department. A cooperative contract ADSPO17-184598 was established by the State of Arizona under solicitation number ADSPO17-00007302. Further request to authorize the City Controller to disburse all funds related to this item. No additional spending authority is requested.
Report
Summary
The City Council authorized multiple linking agreements for the purchase, installation, and service of Audio Video (AV) equipment on Jan. 24, 2018, utilizing the State of Arizona cooperative solicitation ADSPO17-00007302. At that time, the City inadvertently excluded IES Communications, LLC from that Council approval request.
The Aviation Department is requesting to use the cooperative agreement with IES Communications, LLC to service the AV equipment in various Aviation facilities because they were the vendor responsible for installing the equipment including but not limited to cameras, video conferencing and video recording equipment, in some of the department’s facilities. This AV equipment is now past the warranty and requires periodic servicing. The City will experience cost and time savings by utilizing the additional AV contract with IES Communications, LLC for repairs, maintenance and replacement parts to support the original equipment.
No additional funding is requested to add IES Communications, LLC as a vendor. Spending authority will be shared with the previously authorized Audio Video Equipment Service contracts authorized in Ordinances S-44246 and S-46260. AV equipment and service contracts are available for Citywide departments.
Procurement Information
In accordance with Administrative Regulation 3.10, a participating agreement is required when the City uses a cooperative agreement from another public agency. The contract was awarded through competitive processes consistent with the City's procurement processes, as set forth in the Phoenix City Code, Chapter 43.
The State of Arizona contract, which was awarded on Oct. 16, 2017, covers the purchase of AV equipment and service as required by the Aviation department. The use of this cooperative will provide the City national discounts on these products. Additionally, review of pricing and availability from registered small and local businesses indicates that this cooperative contract offers the best value to the City.
Upon City Council approval of this item, a purchasing agreement incorporating the City’s terms and conditions will be fully executed between the referenced vendor and the City.
The Assistant Finance Director recommends that the cooperative participating agreement with IES Communications, LLC be accepted.
Contract Term
The contract term will begin on or about Sept. 8, 2021 and end Jan. 28, 2023.
Financial Impact
The initial aggregate authorization for Audio and Video Equipment and Service Contracts was for an expenditure not-to-exceed $3.6 million. Amendments 1 and 2 increased the aggregate authorization of the contracts by $3.85 million, for a new total not-to exceed contract value of $7.45 million.
No additional funding is requested. By adding IES Communications, LLC to Ordinance S-46260, previously authorized spending authority will be used. Funding is available in the Aviation Department’s budget.
Concurrence/Previous Council Action
The City Council approved:
- Audio Video Equipment and Service Contracts 147007-147011 and 147438 (Ordinance S-44246) on Jan. 24, 2018;
- Audio Video Equipment and Service Contract 147010 - Amendment (Ordinance S-45757) on June 5, 2019; and
- Audio Video Equipment and Service Contracts 147007-147011 and 147438 - Amendment (Ordinance S-46260) on Dec. 18, 2019.
Department
Responsible Department
This item is submitted by Deputy City Manager Mario Paniagua and the Aviation Department.