DEPARTMENT: Finance
DEPARTMENT DIRECTOR: Troy Elliott
COUNCIL DISTRICTS IMPACTED: Citywide
SUBJECT:
Purchase of Wireless Intercom System for the Alamodome
SUMMARY:
An ordinance approving a contract with Clarity Media Group, to provide all labor, material and equipment to install a Wireless Intercom System at the Alamodome for the Convention and Sports Facilities Department for a total cost of $68,213.00. Funding is available in the FY 2020 Community and Visitor Facilities Fund Adopted Budget.
BACKGROUND INFORMATION:
Submitted for Council consideration is the attached tabulation of two bid responses to provide a wireless intercom system at the Alamodome for the Convention and Sports Facilities Department. The wireless intercom system consists of one digital intercom, access points, belt packs, microphones, battery packs, battery chargers, a telephone line interface, a rack mount kit a custom case, smarts switch and fiber optic. The system is used for production communication during events at the Alamodome and allows for remote communication between Alamodome video and audio staff with client’s production staff working on the field level or other areas around the building where the wired intercom is not accessible. The existing wireless intercom system was installed in 2015 and operates in a frequency range that the Federal Communication Commission (FCC) will no longer use and will become inoperable. All equipment that operates in the 600 MHz service band (the 617-652 MHz and 663-698 MHz frequencies) will be required to cease operation no later than July 13, 2020, or sooner if there is interference with the new wireless licensees. The City of San Antonio would be in non-compliance with the FCC and may result in fines or additional criminal penalties if it remains on the current wireless intercom system after July 2020.
An Invitation for Bid was released on February 26, 2020 and closed March 16, 2020 with two bids received. Clarity Media Group was determined to be the lowest responsive bidder.
This contract will be awarded in compliance with the Small Business Economic Development Advocacy (SBEDA) Program, which requires contracts be reviewed by a Goal Setting Committee to establish a requirement and/or incentive unique to the particular contract in an effort to maximize the amount of small, minority, and women-owned business participation on the contract. The Goal Setting Committee set a 15% Small Business Enterprise (SBE) subcontracting goal. Clarity Media Group is a small business and will self-perform the 15% SBE subcontractor goal.
The recommended award is to the lowest responsive bidder, who is also a local business. Therefore, application of the Local Preference Program was not required.
The Veteran-Owned Small Business Program does not apply to goods/supplies contracts, so no preference was applied to this contract.
ISSUE:
This turn-key contract with Clarity Media Group will provide all labor, material, equipment and required permits for the installation of a Wireless Intercom System consisting of one digital intercom, access points, belt packs, microphones, battery packs, battery chargers, a telephone line interface, a rack mount kit, a custom case, a smart switch and fiber optic for the Alamodome. Installation of the Wireless Intercom System must be completed no later than July 10, 2020.
Clarity Media Group provides a one-year standard parts and labor warranty to begin the date of acceptance by the Convention and Sports Facilities Department.
ALTERNATIVES:
Should the contract with Clarity Media Group not be approved, the City would be in non-compliance with the FCC and may result in fines or additional criminal penalties if it remains on the current wireless intercom system after July 13, 2020.
FISCAL IMPACT:
This ordinance authorizes a contract with Clarity Media Group in the amount of $68,213.00 for the purchase of a Wireless Intercom System. Funding is available in the FY 2020 Community and Visitor Facilities Fund Adopted Budget.
RECOMMENDATION:
Staff recommends approval of an ordinance for acceptance of a contract with Clarity Media Group, to provide all labor, material and equipment to install a Wireless Intercom System at the Alamodome for a total cost of $68,213.00.
This contract is procured by a competitive bid process and a contract disclosure form is not required.