Administration- Ben Hayle, Communications Manager
Title
AUTHORIZE THE MAYOR AND CITY MANAGER TO ENTER INTO A CONTACT WITH TIERNEY BROTHERS INC TO PROVIDE TECHNOLOGY UPGRADES TO THE EMERGENCY OPERATIONS CENTER AND CLOVERLEAF FARM ROOM USING CARES ACT FUNDING
Background
The federal CARES Act has supplied funding to local units of government to mitigate the spread of COVID-19. Due to the COVID-19 pandemic the City of Blaine activated the city’s emergency operations center (EOC) in mid-March and it has continued to operate throughout the pandemic. Certain technology related upgrades and enhancements have been identified for the EOC that would allow EOC staff to safely participate in EOC activities remotely. The City of Blaine is currently in a hybrid work model to limit the number of employees in city buildings. This hybrid work model allows staff to more easily follow social distancing guidelines.
Through this project the EOC will be outfitted with video conferencing capabilities. Additionally the project will allow staff in the EOC to maintain more space between each other by outfitting the space with additional monitors and data access throughout the space. This project will allow the Blaine EOC to more seamlessly connect with other agencies. In person joint meetings between agencies are not advised during the pandemic and this project will allow Blaine EOC staff to participate remotely in any potential inter-agency events.
The Cloverleaf Farm Room at Blaine City Hall is the largest room in the building for staff to gather for meetings or trainings. This space has become more important during the COVID-19 pandemic. Currently the space does not have any built in video conferencing technology and the back half of the space does not have any technology for presentations. Upgrading the technology in the Cloverleaf room will allow on site staff to work with remote staff in a safe large space. Additionally, if the city council were to return to using the Cloverleaf Room for any meetings or retreats this new technology would allow council members to follow social distancing guidelines by using the entire space not just the front half of the room. The upgrades to the back half of the room would also allow more of the space to be used for overflow space for events taking place in the council chambers. This overflow space is an identified need due to the COVID-19 pandemic.
City staff has worked with the city’s A/V technology partner Tierney Brothers Inc. to design spaces that will promote a healthy work environment during and after the COVID-19 pandemic. Tierney Brothers has the State of Minnesota contract for A/V technology, meaning that this project has gone through a competitive bid process.
The deadline for spending CARES Act funding is November 15. In order to complete this project by the spending deadline, pursuant to the Blaine City Charter, Section 6.05, which requires council approval for contracts exceeding $50,000, staff is requesting approval of the attached agreement with Tierney Brothers Inc.
The total cost of the Tierney Brothers project is $155,525.94. The city will have additional expenses for relocating power outlets and data cable relocation/additions. The additional expenses are not expected to exceed $5,000. Bringing the total project cost to $160,525.94.
Recommendation
By motion authorize the Mayor and City Manager to enter into a contract with Tierney Brothers Inc. for technology upgrades in the Emergency Operations Center and Cloverleaf Farm room in the amount of $155,525.94 with a contingency of $5,000 for related project expenses for a total project cost of $160,525.94.