Subject
title
Award, and authorize the City Manager to execute a rider contract with Human Circuit Holdings, LLC, in an Amount Not-to-Exceed $493,849.10 for a one-year term through June 30, 2027, with terms and pricing consistent with the Virginia Commonwealth University (VCU) contract to Provide and Install the Audio-Visual Equipment for the Emergency Operations Center at Taft Center
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Department
PW - Engineering
Recommendation
Staff recommends that Mayor and Council award, and authorize the City Manager to execute, a rider contract with Human Circuit Holdings, LLC of Gaithersburg, MD., in an amount not-to-exceed $493,849.10 for a one-year term through June 30, 2027, with terms and pricing consistent with the Virginia Commonwealth University (VCU) contract, Audio Visual Products, Service & Maintenance to provide and install the audio-visual equipment for the Emergency Operations Center at Taft Center.
Discussion
This action awards a rider contract for use in providing and installing the AV equipment needed for the Emergency Operations Center (EOC) at the Taft Center facility. The contract will “ride” the competitive terms and conditions obtained by VCU for the purchase of equipment and the operation of that equipment used by the University. This VCU contract was used to provide audio-visual (AV) equipment upgrades for the Mayor and Council Chambers in 2023 and provides on-going maintenance and support for the same.
The EOC will be the facility where the direction, control, management, and coordination of emergency operations and response will occur for a broad variety of potential events, including extreme weather events (snowstorms, hurricanes, etc.). Human Circuit, Inc has worked with the city’s Emergency Manager to review the plans for the EOC that were developed with the design of the renovations at Taft Center. Human Circuit has developed a statement of work to provide and install the audio-visual equipment which satisfies the requirements of the design for this facility and the needs of its users.
In 2011, Human Circuit, Inc. designed and implemented a television broadcast infrastructure that includes the ability to broadcast live from the Mayor and Council Chambers for Rockville 11, and in 2019, Human Circuit, Inc. duplicated Rockville 11’s broadcast infrastructure for the new Public, Education and Government studio on Rockville City Hall’s first floor.
Since 2011, Rockville 11 has also had an annual support and maintenance agreement with Human Circuit, Inc. to keep all equipment and computers with broadcast and editing software up-to-date and working efficiently for continued productivity of programming and other Rockville 11 media projects.
In 2023 the Mayor and Council entered a separate rider agreement of the same underlying VCU contract to upgrade the equipment in the City Council Chambers and provide for the on-going maintenance and support of that equipment.
Mayor and Council History
This is the first time this item has been brought before the Mayor and Council.
Procurement
The Virginia Commonwealth University (VCU) issued Request for Proposal (RFP) #146784801JL for Audio Visual Products, Service & Maintenance November 19, 2021. On December 31, 2021, Human Circuit Holdings, LLC submitted a proposal and entered into a contract on June 6, 2022.
VCU’s competitive procurement procedure is similar to the competitive procurement procedure required by the City. The City has utilized previous agreements with VCU for similar services to complete Mayor and Council chamber upgrades in the past.
Section 17-71 (b) of the Rockville City Code, Cooperative Procurement states that the City may contract with any contractor who offers goods, services, insurance, or construction on the same terms as provided other state or local governments or agencies thereof who have arrived at those terms through a competitive procurement procedure similar to the City’s.
In accordance with Section 17-39(a) of the Rockville City Code, Awarding Authority, (a) All contracts involving more than two hundred and fifty thousand dollars ($250,000) shall be awarded by the Mayor and Council.
Human Circuit Holdings, LLC is a non-Minority, Female, Disabled or Veteran (non-MFD-V) business.
The draft contract is provided as Attachment 1.
To view all contract documents, please click the links below.
1. Human Circuit Sales Quotation #SQ72124 <https://rockvillemd.legistar.com/View.ashx?M=AO&ID=178009&GUID=75f13a57-f51e-41c6-92fe-aa299b9cc527&N=QWdlbmRhIDI2LTIxNjAgSHVtYW4gQ2lyY3VpdCBRdW90ZQ%3d%3d>
2. VCU Contract Documents <https://rockvillemd.legistar.com/View.ashx?M=AO&ID=178021&GUID=381e2dee-ef90-4bbe-a59e-f0ad3a8b7c1c&N=QWdlbmRhIDI2LTIxNjAgVkNVIENvbnRyYWN0IERvY3VtZW50cw%3d%3d>
Fiscal Impact
Funding for the Emergency Operations Center AV equipment is provided via the Maintenance and Emergency Operations Facility Improvements (GD19) CIP (Attachment 2). Sufficient funding is available in this project for award.
Next Steps
Upon Mayor and Council approval, the Procurement Department will complete the execution of the rider agreement with Human Circuit Holdings, LLC to provide and install the audio-visual equipment for the Emergency Operations Center at Taft Center in an amount not-to-exceed $493,849.10 for a one-year term through June 30, 2027.