HomeMy WebLinkAboutItem 2l: Sole Source Purchase of Audiovisual Equipment for the City Council Chambers OFFO �9 •
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(laity STAFF REPORT Of 4.6 Office of the City Manager
DATE: May 17, 2011
TO: Mayor and City Council
FROM: Donald Penman, City Manager's
By: Linda Garcia, Com , nications, Marketing and Special
Projects Manage (o%
SUBJECT: SOLE SOURCE PURCHASE IN THE AMOUNT OF $15,920.56
FOR AUDIOVISUAL EQUIPMENT IN THE CITY COUNCIL
CHAMBERS IN THE AMOUNT OF $15,920.57
Recommendation: Approve
SUMMARY
Several components of the system the City uses to broadcast City Council meetings on
cable television are in need of replacement. This report describes the proposed
purchase and recommends that the City Council authorize said purchase and
installation on a sole source basis with Studio Spectrum, Inc.
BACKGROUND
Over the last year the City has experienced problems with the audiovisual system in the
Council Chambers. There have been problems with the sound transmission and the
operational use of some of the equipment. Most of the items staff is proposing to
replace were installed in 1995, with the wireless microphones being purchased and
installed in 1998. While the problems to date have been able to be corrected with
minimal disruption, there is no predicting when one or more parts of the outdated
system will go down completely and we certainly do not want this to happen in the
middle of a meeting.
Since the first installation of broadcast equipment the City has been diligent with
maintenance and very prudent when a decision had to be made on the repair versus
replacement of an item. The care that has been given to the equipment has resulted in
it lasting — by industry standards — a very long time. At this point however, with the
extent and randomness of the problems we are experiencing it is time to replace certain
items. The City prides itself on delivering a quality broadcast of City Council meetings
to the public and to continue to do this the proper equipment is required.
Mayor and City Council — purchase of audiovisual equipment
May 17, 2011
Page 2
DISCUSSION
Staff consulted with the City's audiovisual contractor, Studio Spectrum, Inc., to
determine how best to proceed. Studio Spectrum installed the original system in the
Council Chambers and they have maintained and operated it since that time. In fact, it
would be fair to say that their oversight and recommendations over the years has
enabled us to produce an excellent product in a cost - effective manner (i.e. we purchase
what the City needs, not necessarily what a commercial broadcast studio requires).
After reviewing the situation with Studio Spectrum, staff is proposing that the City
purchase the following:
• One Digital Audio Matrix Processor with 32 channels of audio ability
• One Desktop Analog Audio Mixer
• Two Sennheiser Wireless Microphones
• One Audio Distribution Amplifier
• Two Rack Mountable PC monitors
• Cables, parts and documentation
Equipment cost $10,734.00
Labor to install new
equipment and remove old 4,140.00
Sales tax on equipment 1,046.56
Total $15,920.56
Studio Spectrum is a factory authorized representative for the companies that
manufacture these items and they are therefore able to provide the equipment to the
City at a lower cost than if we were to purchase it on our own.
Please note that staff is not suggesting that we replace any of the cameras, the live
video switcher, graphics workstation or video projectors at this time as they are still in
good working order.
FISCAL IMPACT
This purchase will be paid for with Public Education Grant (PEG) funds provided
through the local cable operators. There is no fiscal impact to the General Fund.
RECOMMENDATION
It is recommended that the City Council authorize staff to purchase, on a sole
source basis, the audiovisual equipment and installation of such referenced in
this report, from Studio Spectrum, Inc. at a cost of $15,920.56.