Title
Board Room/Lobby and Civic Center Audio Visual Upgrades
History
The existing audio visual systems located in the Village Hall Board Room and Lobby, and the Civic Center are unreliable, antiquated, and no longer provide the functionality required by meeting participants. The Village contracted with AVI-SPL in 2020 to develop an audio visual design for these facilities. It was selected as a result of going through an Request For Proposals (RFP) process. The Board of Trustees approved funding in the FY 2021 Capital Improvement Program Budget to replace and upgrade these audio visual systems. The Village had also planned to renovate the Board Room and included these audio visual upgrades as part of the construction RFPs issued this last summer. The Village issued RFP 21-033 on June 21, 2021 and reissued RFP 21-041 July 12, 2021 and received only one response to each issuance from audio visual vendor AVI-SPL. Staff determined the best course of action was to defer the Board Room renovation construction and complete only the audio visual upgrades at Village Hall and the Civic Center. Therefore, staff pursued contracting with AVI-SPL to perform these services. The Village received a revised proposal from AVI-SPL that incorporated a revised scope for the Board Room, since the installation of audio visual equipment would take place without the services of a renovation construction vendor. The pricing in this proposal utilizes the OMNIA cooperative purchase contract and was consistent with the pricing submitted in its previous RFP responses.
Staff recommends the Village contract with AVI-SPL for the following reasons:
1) AVI-SPL is the largest audio visual firm in the world. It has experienced certified personnel and long established relationships with audio visual vendors that is critical for the delivery of equipment within a challenging supply chain environment.
2) AVI-SPL has extensive knowledge of the challenging architecture of Village facilities having completed the audio visual design for these facilities, which involved numerous facility walk-through's and meetings with Village staff.
3) AVI-SPL has demonstrated a commitment to the Village by investing significant time and effort in the developing the audio visual design and submitting proposals in response to two (2) RFPs and another in response to a revised project scope.
4) AVI-SPL has the resources to maintain a long term partnership with the Village for supporting its audio visual systems.
AVI-SPL presented its proposal before the Technology Commission at the Tuesday, October 12 meeting. The Technology Commission voted unanimously to recommend to the Board of Trustees approval of staff's recommendation to contract with AVI-SPL for the services to complete this project.
This agenda item is being considered by the Committee of the Whole and the Village Board of Trustees on the same night.
Financial Impact
This project was included in the FY 2021 Capital Improvement Program Budget.
Recommended Action/Motion]
I move to approve the contract with AVI-SPL LLC through the OMNIA Partners cooperative purchase contract for Audio Visual Goods and Services #2019.001535 for a cost of $500,191.98 plus a $50,019.198 contingency for a total not to exceed amount of $550,211.18;
And,
To authorize the Village Manager to approve change orders not to exceed the contingency amount;
And,
To authorize the Village Manager to execute all related contracts subject to Village Attorney review.