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TO: Mayor Richard C. Irvin
FROM: Jason Bauer, Assistant Director of Public Works/Assistant City Engineer
DATE: July 19, 2023
SUBJECT:
A resolution authorizing the Director of Purchasing to execute a contract with Nighthawk Video, Sycamore, IL in the amount of $923,867.69 to fabricate and furnish five new video monitors and to complete additional purchases in an amount not to exceed $75,000 for any additional material purchases required to complete the installation of the monitors at RiverEdge Park in Ward 1.
PURPOSE:
The 2023 budget includes various upgrades and modifications to RiverEdge Park, a premiere outdoor music and event venue located on IL Route 25 in Ward 1. One of the budgeted items for the park this year is to furnish new and replacement video monitors at various locations throughout the park.
BACKGROUND:
RiverEdge Park, which is owned by the City of Aurora and managed by the Aurora Civic Center Authority (ACCA) is home to numerous events throughout the year. To ensure that it continues to be a premiere destination, the City has been working with ACCA to identify and implement upgrades and improvements to the park. One of the identified improvements is to enhance the experience for visitors by providing better visuals through improved and additional video monitors. The existing monitors at the park on the concession stand and A/V tower are original to when the park was initially constructed. Technology has changed significantly since then and these old monitors need replacement. Two new screens will also be installed on each side of the stage. A third new screen will be installed south of the lawn seating area and a fourth new screen will be purchased and installed on a moveable platform for use in what will soon be the new lawn seating area in the southern portion of the park near the pedestrian bridge landing (this monitor will come from a separate vendor, as mobile video monitors are a different technology).
ACCA did extensive research and then met with three vendors within the industry to review their products, while also reaching out to a fourth vendor that is registered in a cooperative purchasing program. At the conclusion of the research, ACCA is recommending purchasing the system proposed by Nighthawk A/V out of Sycamore, IL.
DISCUSSION:
When making a considerable investment into new audio/visual equipment, many factors should be considered, including price. To that end, the staff at ACCA have spent a considerable amount of time researching video monitors, meeting with vendors, learning about each proposed system and obtaining pricing. Through this due diligence, they are confident they are making the best recommendation for the equipment that will serve the park best for the foreseeable future. The submittal from Nighthawk included screens with the best resolution, plus being from Sycamore they are close enough to provide technical support when needed. The lowest submitted price is for a product that would require ACCA to purchase spare panels, as color matching them in the future if needed would not be possible. Further, the lowest cost vendor has a significant lead time for delivery and also parts in the future due to the fact that they are manufactured overseas. The cost of these spare components is not included in the submitted price. The third vendor was a higher price than the Nighthawk system and doesn't provide the proper resolution.
The initial proposal from Nighthawk was a three-year warranty, however, upon request they are extending the warranty to five years to match what was proposed by other vendors. Lastly, upon receipt of an executed contract, they are willing to provide loaner screens for use throughout the remainder of the year while they fabricate our screens.
In addition to the bid amount of $923,867.69, staff is recommending an allowance of $75,000 should the Director of Purchasing need to authorize any additional purchases as required to complete the physical installation of the new screens, total authorized amount of $998,867.69, which is available in account 354-4440-451-73-43 (A062). In the event that additional materials are required, those purchases will be made in accordance with the appropriate City procurement procedures. As previously stated, significant research was completed by ACCA for this equipment purchase. While staff is always in support of sealed bids for procurement of goods and services, we do not recommend that in this case. It is within the rights of the Council to waive sealed bidding when it is in the best interest of the City. This is not a case where a direct comparison can be made between products based solely on price, however, the pricing from Nighthawk was competitive and was only slightly higher than the lowest quote received. We are confident that the pricing is justified due to the quality of the screens, the availability of service due to their proximity, readily available replacement parts, future upgrades and also the offers to provide temporary screens while the new screens are being produced and the increase in warranty from three to five years.
IMPACT STATEMENT:
This purchase will have minimal impact to the public and City staff. Once the screens arrive, ACCA staff will install them. In addition to this purchase, two new structural mounts will be needed for the stage. That work will be competitively bid and awarded under a different contract.
RECOMMENDATIONS:
I request the proposed resolution be adopted.
cc: Infrastructure and Technology Committee
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
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A Resolution authorizing the Director of Purchasing to execute a contract with Nighthawk Video, Sycamore, IL in the amount of $923,867.69 to fabricate and furnish five new video monitors and to complete additional purchases in an amount not to exceed $75,000 for any additional material purchases required to complete the installation at RiverEdge Park in Ward 1.
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WHEREAS, the City of Aurora has a population of more than 25,000 persons and is, therefore, a home rule unit under subsection (a) of Section 6 of Article VII of the Illinois Constitution of 1970; and
WHEREAS, subject to said Section, a home rule unit may exercise any power and perform any function pertaining to its government and affairs for the protection of the public health, safety, morals, and welfare; and
WHEREAS, The City owns RiverEdge Park, a concert and event venue located at 360 North Broadway and the park is operated by the Aurora Civic Center Authority (ACCA); and
WHEREAS, City and ACCA staff have been planning various improvements to the Park, one of which is the installation of 3 new jumbotron outdoor screens and two screens to replace the existing screens on the concession building and the A/V tower; and
WHEREAS, significant research into the new screens was conducted by ACCA; their A/V staff spent time with multiple vendors and concluded that the proposed equipment from Nighthawk Video would work the best for the park; and
WHEREAS, in accordance with Code Section 2-335c, staff is requesting that competitive bidding be waived for this purchase due to the wide variety of applicable products and technologies available, and the desire to select the product that best suits this application; and
WHEREAS, the contract be awarded to Nighthawk Video in the amount of $923,867.69, which is available in account 354-4440-451-73-43 (A062);
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: the Director of Purchasing is authorized to execute a contract with Nighthawk Video, Sycamore, IL in the amount of $923,867.69 to fabricate and furnish five new video monitors and to complete additional purchases in an amount not to exceed $75,000 for any additional material purchases required to complete the installation of the monitors at RiverEdge Park in Ward 1.