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REPORT <br />To the Honorable Mayor and City Council <br />From the City Manager <br /> <br />November 28, 2016 <br /> <br />SUBJECT <br />Budget revenue increase from PEG fees and CIP appropriation for Council Chamber <br />Audio Visual (AV) System Replacement <br /> <br />RECOMMENDATION <br />Adopt a resolution to: <br /> <br />1) Increase by $350,000 budgeted revenue from Public, Educational, and Government <br />(PEG) fees, and <br /> <br />2) Appropriate $350,000 to the Capital Outlay Fund Budget for the Council Chamber <br />Audio/Visual System <br /> <br />BACKGROUND <br />Much of the current Council Chamber Audio Visual (AV) system is the result of a 2008 <br />retrofit to the original system installed in 1997 when City Hall was built. The retrofit <br />added electronic functions such as voting, internet streaming, panel operated controls, <br />hearing assisted loops, and some updated equipment to support the new functions. <br /> <br />Over the last several years it has become more difficult to find replacement parts for <br />components of the failing equipment and functions such as dais monitors, the projector, <br />and the voting system. The system is also highly customized, which hinders the ability <br />of staff to support, add, or improve functionality of the system. <br /> <br />In March 2016, Information Technology (IT) released a Request for Quote (RFQ) to <br />vendors that specialize in developing and supporting Council Chamber AV systems for <br />municipalities. The deliverables of the RFQ were to identify existing equipment in the <br />Chamber that could be used in a new system, design a new system with current <br />technology and functionality, and develop a budget for a new system. <br /> <br />The selected vendor is TelaData, who submitted an estimated budget of $350,000 for a <br />new system. This cost includes all the required equipment, software, project <br />management, and installation services. <br /> <br />The City has adequate funding available from Public, Educational, and Government <br />(PEG) fees that have been collected on the City’s behalf by cable providers within the <br />City’s jurisdiction. Revenue collected as PEG fees may only be used to support PEG <br />6.3.A. - Page 1