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Home My WebLink AboutORDINANCE 6257OF FPYEITf J L V � O "t 9RKP NSPS 113 West Mountain Street Fayetteville, AR 72701 (479)575-8323 Ordinance: 6257 File Number: 2019-0703 THE FIELD SHOP, INC.: AN ORDINANCE TO WAIVE THE REQUIREMENTS OF FORMAL COMPETITIVE BIDDING AND APPROVE A QUOTE FROM THE FIELD SHOP, INC. OF LITTLE ROCK IN THE AMOUNT OF $14,390.42 PLUS ANY APPLICABLE TAXES AND FREIGHT CHARGES TO RECONFIGURE AND INSTALL AUDIO SYSTEMS IN CITY HALL ROOM 326 WHEREAS, on December 15, 2015, the City Council approved a contract with The Field Shop, Inc. for an upgrade to the audio-visual equipment in the City Council chamber and City Hall Room 326 and an upgrade to the audio-visual and broadcast equipment in the Television Center; and WHEREAS, the Field Shop, Inc., which has already integrated a portion of the digital server and archive, is best qualified and positioned to continue as the City's contractor for services to include reconfiguration and installation of the audio systems; and WHEREAS, having another vendor install the audio systems would require a steep learning curve of the integrated systems at greater potential financial and quality costs to the City and would also lead to delays in the project. NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1: That the City Council of the City of Fayetteville, Arkansas hereby finds the above circumstances make competitive bidding not feasible or practical and therefore waives the requirements of formal competitive bidding and approves a quote from The Field Shop, Inc. of Little Rock in the amount of $14,390.42 plus any applicable taxes and freight charges to reconfigure and install audio systems in City Hall Room 326. Page 1 Printed on 1116119 File Number. 2019-0703 Ordinance 6257 PASSED and APPROVED on 11/5/2019 Rttiry��i Attest:IT Y • FAy ` Lisa Branson, Deputy City CNO'k-'*00- ''�� 1Oii i u0 Page 2 Printed on 111&19 City of Fayetteville, Arkansas 113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Text File File Number: 2019-0703 Agenda Date: 11/5/2019 Version: 1 Status: Passed In Control: City Council Meeting File Type: Ordinance Agenda Number: C. 7 THE FIELD SHOP, INC.: AN ORDINANCE TO WAIVE THE REQUIREMENTS OF FORMAL COMPETITIVE BIDDING AND APPROVE A QUOTE FROM THE FIELD SHOP, INC. OF LITTLE ROCK IN THE AMOUNT OF $14,390.42 PLUS ANY APPLICABLE TAXES AND FREIGHT CHARGES TO RECONFIGURE AND INSTALL AUDIO SYSTEMS IN CITY HALL ROOM 326 WHEREAS, on December 15, 2015, the City Council approved a contract with The Field Shop, Inc. for an upgrade to the audio-visual equipment in the City Council chamber and City Hall Room 326 and an upgrade to the audio-visual and broadcast equipment in the Television Center; and WHEREAS, the Field Shop, Inc., which has already integrated a portion of the digital server and archive, is best qualified and positioned to continue as the City's contractor for services to include reconfiguration and installation of the audio systems; and WHEREAS, having another vendor install the audio systems would require a steep learning curve of the integrated systems at greater potential financial and quality costs to the City and would also lead to delays in the project. NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1: That the City Council of the City of Fayetteville, Arkansas hereby finds the above circumstances make competitive bidding not feasible or practical and therefore waives the requirements of formal competitive bidding and approves a quote from The Field Shop, Inc. of Little Rock in the amount of $14,390.42 plus any applicable taxes and freight charges to reconfigure and install audio systems in City Hall Room 326. City o/Fayetteville, Arkansas Page 1 Printed on 111612019 Doug Bankston Submitted By City of Fayetteville Staff Review Form 2019-0703 Legistar File ID 11/5/2019 City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item 10/17/2019 MEDIA SERVICES (060) Submitted Date Division / Department Action Recommendation: Staff recommends a bid waiver for The Field Shop, Inc. to perform the reconfiguration and installation of the Room 326 audio systems previously installed by The Field Shop, Inc. in 2016, as specified by RFP 15-09 (City Hall Audio - Visual Renovation project) that was approved by City Council in December 2015. Budget Impact: 4470.060.8900-5 210.00 Account Number 02061 Project Number Sales Tax Capital Improvements Fund Television Center Equipment Budgeted Item? No Current Budget Funds Obligated Current Balance Does item have a cost? Yes Item Cost Budget Adjustment Attached? No Budget Adjustment Remaining Budget Project Title $ 107,723.00 $ 45, 588.84 $ 62,134.16 $ 14,390.42 $ 47,743.74 V20180321 Purchase Order Number: Previous Ordinance or Resolution # Change Order Number: Original Contract Number: Comments: Approval Date: CITY OF FAYETTEVILLE W4V ARKANSAS MEETING OF NOVEMBER 5, 2019 TO: Mayor and City Council THRU: Susan Norton, Communications Director Don Marr, Chief of Staff FROM: Doug Bankston, Media Services Director DATE: October 17, 2019 CITY COUNCIL MEMO SUBJECT: Resolution to Approve a Bid Waiver for The Field Shop, Inc. to Install an Audio Reconfiguration and Update to The Field Shop, Inc.'s 2016 audio installation it City Hall Room 326 RECOMMENDATION: Staff recommends a bid waiver for The Field Shop, Inc. to perform the reconfiguration and installation of the Room 326 audio systems previously installed by The Field Shop, Inc. in 2016, as specified by RFP 15-09 (City Hall Audio -Visual Renovation project) that was approved by City Council in December 2015. BACKGROUND: Work performed by The Field Shop, Inc., as specified by RFP 15-09 and approved by City Council in December 2015, encompassed audio-visual upgrades of City Hall Rooms 219 and 326, and, later through resolution 152-18, Room 111. DISCUSSION: Acoustically, Room 326 experiences a higher level of noise emanating from the air conditioning/heating ductwork above the drop -ceiling. The ceiling space above does not have adequate sound dampening materials and houses a large AC/heating unit over the audience section of the room. This unit, which has become noticeably louder compared to a couple years ago, is the primary source of the noise affecting the audience and taxing the two audience -support audio speakers. Also, once a dividable space with a retractable divider, Room 326 is a single -room space that acoustically still performs like two separate spaces because of the length of the room and because the divider hideaway cove remains in place, which partially blocks sound waves from the front from reaching the back of the room and vice versa. When the air conditioning/heating is running and/or when the room holds a full house of people, the existing in -room audio configuration has been unable to compensate enough volume -wise in the audience area without inducing feedback. In addition, the audio noise affects the Fayetteville Government Channel (FGC) room 326 meeting recordings. Media Services spent time researching solutions, some of which were deployed in the Room 111 upgrade, and they have proven effective. The Field Shop, Inc. installed the audio-visual systems in City Hall Room 326 and in Room 111. Having another vendor specify equipment and reconfigure/update the existing audio system and signal flow specific to Media Services' remote A/V control needs (both in -room and from the TV Center) would require a learning curve of the current Mailing Address: 113 W. Mountain Street www.fayetteville-ar.gov Fayetteville, AR 72701 systems without a guarantee of uniformity, like functionality, or compatibility. This audio reconfiguration will give Media Services more control and adjustment capability of the broadcast - and in -room audio remotely from the Television Center for Fayetteville Government Channel (FGC), matching the newer remote audio control capabilities of Room 111 and Room 219. BUDGET/STAFF IMPACT: Cost for The Field Shop's AN equipment and installation of the Room 326 audio reconfiguration is $12,962.00, plus estimated shipping costs of $150.00 and taxes of $1,278.42, for a total of $14,390.42. This reconfiguration will be funded by existing budget. No staff impact other than project management. Attachments: Staff Review Form, Council Review Memo, Field Shop Quote RECEIVED Noy I) Ic NORTHWEST ARKANSAS Democrat (F)azefte T AFFIDAVIT OF PUBLICATION I Cathy Staggs, do solemnly swear that I am the Accounting Manager for the Northwest Arkansas Democrat -Gazette, printed and published in Washington County and Benton County, Arkansas, and of bona fide circulation, that from my own personal knowledge and reference to the files of said publication, the advertisement of: CITY OF FAYETTEVILLE Ord. 6257 Was inserted in the Regular Edition on: November 14, 2019 Publication Charges: $104.00 Cathy St s 1�3 Subscribed and sworn to before me This 16day of Nd/ , 2019. Oxz& U�& Notary Public My Commission Expires:I CATHY WILES Arkansas - Benton County Notary Public - Comm; 123971 ' My Commission Expires **NOTE** Please do not pay from Affidavit. Invoice will be sent. Ordinance: 6257 File Number: 2019-0703 THE FIELD SHOP, INC.: AN ORDINANCE TO WAIVE THE REQUIREMENTS OF FORMAL COMPETITIVE BIDDING AND APPROVE A QUOTE FROM THE FIELD SHOP, INC. OF LITTLE ROCK IN THE AMOUNT OF $14,390.42 PLUS ANY APPLICABLE TAXES AND FREIGHT CHARGES TO RECONFIGURE AND INSTALL AUDIO SYSTEMS IN CITY HALL ROOM 326 WHEREAS, on December 15, 2015, the City Council approved a contract with The Field Shop, Inc. for an upgrade to the audio-visual equipment in the City Council chamber and City Hall Room 326 and an upgrade to the audio- visual and broadcast equipment in the Television Center; and WHEREAS, the Field Shop, Inc., which has already integrated a portion of the digital server and archive, is best qualified and positioned to continue as the City's contractor for services to include reconfiguration and installation of the audio systems; and WHEREAS, having another vendor install the audio systems would require a steep learning curve of the integrated systems at greater potential financial and quality costs to the City and would also lead to delays in the project. NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1: That the City Council of the City of Fayetteville, Arkansas hereby finds the above circumstances make competitive bidding not feasible or practical and therefore waives the requirements of formal competitive bidding and approves a quote from The Field Shop, Inc. of Little Rock in the amount of $14,390.42 plus any applicable taxes and freight charges to reconfigure and install audio systems in City Hall Room 326. PASSED and APPROVED on 11/5/2019 Jordan, Mayor Lisa Branson, Deputy City Clerk 75149064 Nov. 14, 2019