Title
Audiovisual Systems Contract Authorization for 203 South Greensboro Street Project
PURPOSE: Request the Town Council authorize the Town Manager to award a contract to Clark-Powell Associates for furnishing materials and labor to complete the Audiovisual (AV) installation at the 203 South Greensboro Street Project.
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Department
DEPARTMENT: Public Works
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Contact
CONTACT INFORMATION: Kevin Belanger, Public Works Director, 919-918-7427, kbelanger@carrboronc.gov
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Council Direction
COUNCIL DIRECTION:
___ Race/Equity ____ Climate ____ Comprehensive Plan __X__Other
Council Direction Statement
This procurement is consistent with the Council’s priority of completing the 203 Project.
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Information
INFORMATION: The design of the 203 Project includes a complex AV system that will maximize the functionality of multiple spaces including the library, the multipurpose and performance spaces, and conference rooms. The AV system design was the result of a large effort by the consultant’s design team, Town and County staff, and other project stake holders and community members.
On October 22, 2023, a formal bid was advertised for the AV systems scope of work. Three firms submitted bids by the November 28, 2023 deadline. A summary of the bid results is provided in Table 1 below.
Table 1 - Summary of Bids
|
Bidder |
Bid Amount |
NC Certified HUB Participation |
|
Clark-Powell |
$710,924.37 |
0% |
|
Avidex |
$731,385.25 |
10% (Women-owned) |
|
Kontek Systems |
$750,285.15 |
0% |
The bids were itemized by room so that appropriate cost allocations can be made for Town and County Spaces. The County spaces and a portion of the shared spaces will be reimbursed in accordance with the Town of Carrboro and Orange County 203 Project Development Agreement.
Staff intend to issue a Notice to Proceed (NTP) in January 2024 so that materials and equipment can be ordered, and installation can take place prior to the building opening. The AV installation must be sequenced so that it is completed during the final weeks of building construction.
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Fiscal and Staff Impact
FISCAL IMPACT: The AV System procurement is being made using the approved Furniture, Fixtures, and Equipment (FF&E) budget. The bids came in lower than anticipated. The Town and County cost allocation is detailed in Table 2 below.
Table 2 - Cost Allocation Breakout
|
Town Spaces |
$374,008.00 |
|
Town Portion of Shared Spaces |
$14,815.00 |
|
County Spaces |
$303,638.00 |
|
County Portion of Shared Spaces |
$18,463.00 |
|
Total |
$710,924.00 |
The total FF&E budget is $2,491,075.00. Additional FF&E expenses are accounted for, and costs are forecasted to come in under budget.
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Recommendation
RECOMMENDATION: The Town Manager recommends that the Town Council adopt the resolution (Attachment A) authorizing the Town Manager to award the contract to Clark-Powell.
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