AgdaPkt 2017-07-24 Closed and Joint SA FPA

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6.1.G. - Page 1 REPORT To the Honorable Mayor and City Council From the City Manager July 24, 2017 SUBJECT Purchase, Installation and Support of Equipment Required for City Council Chambers Audio Visual System Replacement Project RECOMMENDATION By motion, 1) authorize the City Manager to enter into an agreement with Mark Latimer & Associates dba Coda Technology Group for the replacement of the Council Chamber Audio Visual system at a cost not to exceed $325,574, and 2) appropiate PEG funding of $17,234 to cover total project costs. BACKGROUND Much of the current Council Chamber Audio Visual (AV) system is the result of a 2008 retrofit to the original system installed in 1997 when City Hall was built. The retrofit added electronic functions such as voting, internet streaming, panel operated controls, hearing assisted loops, and some updated equipment to support the new functions. Over the last several years, it has become more difficult to find replacement parts for components of the aging equipment and for functions such as dais monitors, the projector, and the voting system. The system is also highly customized, which hinders the ability of staff to support, add, or improve functionality of the system. On November 28, 2016, the City Council appropriated $350,000 for the replacement of the AV system using Public, Educational, and Government (PEG) fees that have been collected on the City's behalf by cable providers within the City's jurisdiction, and may be used specifically for projects such as this. ANALYSIS On September 20, 2016, the City carried out a competitive bidding process by informal solicitation for professional services to manage the replacement of the AV system. The services requested were for the design of a replacement system, RFP development, response analysis, and oversight of the vendor selected to install the equipment through the competitive bidding process by formal solicitation.