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Water & Wastewater Commission Review and Recommendation May 5, 2021 Government That Works for All COA Strategic Direction: Commission Meeting Date: Council Meeting Date: Department: Client: June 3, 2021 Purchasing Steve Hutton Agenda Item Recommend approval to negotiate and execute six multi-term contracts to provide audio/visual and television broadcast equipment and systems, with Charles Leo Walior d/b/a Wooden Horse LLC or Kvasir Systems; Halbrook and Miller, Inc. d/b/a TM Television; Donald Kenneth Martin d/b/a DVSERVE; Heart of Texas Music, Inc.; Ford Audio-Video Systems LLC,; and A & V Holdings Midco, LLC or one of the other qualified offerors to Request For Qualification Statements 5000 BYS4005REBID, each for up to five years for total contract amounts not to exceed $22,000,000, divided among the contractors. Austin Water’s requested authorization is $1,058,000. Amount and Source of Funding Funding in the amount of $640,000 is available in the Fiscal Year 2020-2021 Operating Budget of Austin Water. Funding for the remaining contract terms is contingent upon available funding in future budgets. Purchasing Language: Prior Council Action: Boards and Commission Action: MBE/WBE: The Purchasing Office issued a Request for Qualification Statements (RFQS) 5000 BYS4005REBID for these goods and services. The solicitation issued on January 21, 2021 and it closed on February 4, 2021. Of the eight offers received, the recommended contractors submitted the best evaluated responsive offers. A complete solicitation package, including a log of offers received, is available for viewing on the City’s Financial Services website, Austin Finance Online. Link: Solicitation Documents. N/A May 5, 2021 - To be reviewed by the Water and Wastewater Commission. May 10, 2021 - To be reviewed by the Electric Utility Commission. This solicitation was reviewed for subcontracting opportunities in accordance with City Code Chapter 2-9D Minority Owned and Women Owned Business Enterprise Procurement Program. For the goods and services required for this solicitation, therefore, no subcontracting goals were established. However, two of the recommended contractors identified subcontracting opportunities. there were no subcontracting opportunities; These contracts will provide critical resources for reliable, efficient, and effective technology upgrades and system implementation, installation, and support for video production, broadcast and audio-visual equipment for City departments. These contracts are integral to maintain and enhance the transparency of City operations through providing equipment and services for televised and streamed public meetings and news conference coverage as well as design, installation and support for audio/visual technology in numerous City facilities that will be used for internal and external meetings and engagements. Acquisition of video production equipment used for the creation of educational programming for television, web, and social media is also included. These contracts also include infrastructure that will increase reliability of transmission and distribution of access television channels for the City of Austin, Travis County, Austin Independent School District, Austin Community College, and public access channels. These contracts are new as previous purchases have been made using individual contracts issued on a project by project basis. These new contracts will save the City money as well as time by aggregating the anticipated needs of all departments together for volume buying power. These are as needed contracts, with the authorization amount based on department estimates. Actual spend will be determined based on department needs and approved budgets. These contracts are anticipated to be used to support several large projects planned in future years, to include: the ATXN control rooms and studio in City Hall, Kenneth Gardner Service Center Auditorium retrofit, Fleet Telematics Command Center, the Public Access Studio, Waller Creek Conference Room retrofits, and the Hornsby Bend Lecture Hall, among others. An evaluation team with expertise in this area evaluated the offers and scored Charles Leo Walior d/b/a Wooden Horse LLC or Kvasir Systems; Halbrook and Miller, Inc. d/b/a TM Television; Donald Kenneth Martin d/b/a DVSERVE; Heart of Texas Music, Inc.; Ford Audio- Video Systems LLC,; and A & V Holdings Midco, LLC as the best to provide these services based on installation experience, project management structure and experience, training qualifications as pertains to the Scope of Work, equipment capabilities, post installation service and warranty qualifications, and references and recommendations. If a contract is not secured, the reliability of broadcasts and streaming of City Council and other meetings could decrease significantly. It would hinder the ability to utilize new technology to resolve technical issues, and cost more to have multiple vendors providing maintenance and warranties for equipment. New broadcast and audio-visual projects would take longer and would create inconsistency between locations with similar needs. Contract Detail: Contract Term Initial Term Optional Extension 1 Optional Extension 2 Optional Extension 3 TOTAL Length of Term 2 yrs. 1 yr. 1 yr. 1 yr. 5 yrs. Contract Authorization $11,000,000 $ 3,000,000 $ 4,000,000 $ 4,000,000 $22,000,000 Note: Contract Authorization amounts are based on the City’s estimated annual usage.