SUBJECT:
Title
Request Approval of Change Order to Purchase Order 2500800: 24P-264 SELP Bailie Arena Public Address Sound System - EZYPA Operations, LLC (Budget Impact - Neutral; additional expenditure of $49,183)
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INITIATOR: |
DEPARTMENT: |
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Susan Olsen, Director |
Procurement Services |
DESCRIPTION/BACKGROUND:
On December 17, 2024, the Board approved a contract with EZYPA Operations, LLC (EZYPA) to install and upgrade the 20-year-old sound system at the Southeastern Livestock Pavilion (SELP). The work is being performed in the announcer tower, where the equipment is stored, and the three arena areas.
The prior six (6) change orders for this project primarily addressed necessary adjustments to the arena sound system scope and schedule to support operational requirements. These included equipment refinements and enhancements funded through available contingency (such as microphones, cabling, touch screens, auxiliary input ports, and relocation of the PA headend), as well as multiple time-only extensions to account for unavoidable delays, additional evaluation, installation, and coordination efforts. None of the previous change orders increased the original purchase order amount; they focused on aligning the system with functional needs and allowing sufficient time to complete the work.
During installation, testing, and staff training of the arena sound system, gaps in sound coverage and system functionality were identified in the Main Arena, Sales Arena, and North Arena. Change Order 7, being presented today, is for additional services required to address these deficiencies to include expanded speaker coverage, equipment reconfiguration, and headend relocation. While these items were not included in the original scope, they are necessary to ensure full system performance, operational efficiency, and clear, reliable communication during events.
A copy of EZYPA’s proposal is attached for review and will become part of the project file and backup to the purchase order.
BUDGET/IMPACT:
Neutral; additional expenditure of $49,183, bringing the total purchase order amount to $246,303. Funding is from AA718572-563102 (General Fund)
RECOMMENDED ACTION:
Recommended action
Motion to approve the change order, authorize the Chairman and Clerk to execute, and allow staff to issue the change order to EZYPA Operations, LLC under 24P-264.
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