DEPARTMENT: Finance
DEPARTMENT HEAD: Troy Elliott
COUNCIL DISTRICTS IMPACTED: CityWide
SUBJECT:
San Antonio Office of Emergency Management Emergency Operations Center Audio Visual Digital Upgrade Phase III
SUMMARY:
This ordinance authorizes acceptance of the bid submitted by New Beginnings Capital Partnership dba NBCP Sourcing and Technology to provide the San Antonio Fire Department (SAFD) Emergency Operations Center (EOC) with the installation of a video wall system. This upgrade will allow emergency management personnel and first responders to have situational awareness capabilities during the management of large-scale disasters. The total cost for this system upgrade is $297,393.84. This purchase includes a five-year equipment warranty period. Funding for this one time purchase in the amount of $297,393.84 is available from the 2014 Urban Area Security Initiative grant.
BACKGROUND INFORMATION:
Submitted for City Council consideration and action is the bid submitted by New Beginnings Capital Partnership dba NBCP Sourcing and Technology to provide a video wall system. This upgrade will upgrade the existing analog video wall system with digital components to allow for increased functionality.
The scope of work to be performed by New Beginnings Capital Partnership dba NBCP Sourcing and Technology includes full system integration of the purchased equipment, and onsite system operations training. This purchase includes a five-year equipment warranty period.
Over the past four years, audio visual equipment has begun to fail, thus impacting the operational readiness of the EOC. The equipment at the EOC is nearing the end of its life span therefore, replacing the existing equipment is necessary.
The City issued an Invitation for Bid (IFB) for San Antonio Office of Emergency Management Emergency Operations Center (EOC) Audio Visual (A/V) DIGITAL UPGRADE PHASE III” (IFB 6100005980) on May 27, 2015. Six bids were received on June 15, 2015. The bid submitted by Tiger Solutions International, LLC was deemed as non-responsive for failure to submit travel costs as part of their response. The low responsive bid was submitted by New Beginnings Capital Partnership dba NBCP Sourcing and Technology.
ISSUE:
This ordinance will authorize New Beginnings Capital Partnership dba NBCP Sourcing and Technology to provide the EOC with a video wall system upgrade for a total cost of $297,393.84.
While no SBEDA tool was applied to this contract, New Beginnings Capital Partnership dba NBCP Sourcing and Technology is a small, minority business.
The recommended award is the low responsive bidder, who is also a local business. Therefore, application of the Local Preference Program was not required.
The Veteran-Owned Small Business Preference Program does not apply to goods/supplies contracts, so no preference was applied to this contract.
ALTERNATIVES:
Should this contract not be approved, the City would have diminished capability to provide necessary support using existing audio and visual communication equipment, thus resulting in reduced situational awareness for emergency management personnel and first responders located at the EOC during an incident. Without this purchase, the City may be required to lease additional audio visual equipment to assist the EOC in managing large scale disasters. In addition, the City risks the loss of the grant funding due to the grant expiring on June 30, 2016. Should this contract not be approved, the funds would be returned to the State of Texas for reallocation.
FISCAL IMPACT:
This is a one-time expense in the amount of $297,393.84 made payable to New Beginnings Capital Partnership dba NBCP Sourcing and Technology. Funding for the video wall system is available in the 2014 Urban Area Security Initiative grant which expires on June 30, 2016.
RECOMMENDATION:
Staff recommends the approval of this one time purchase in the amount of $297,393.84 to New Beginnings Capital Partnership dba NBCP Sourcing and Technology to provide the San Antonio Fire Department (SAFD) Emergency Operations Center (EOC) with the installation of a video wall system.
This contract is procured on the basis of low bid and a Contracts Disclosure Form is not required.