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HomeMy WebLinkAboutItem 2l: Sole Source Purchase of Audiovisual Equipment for the City Council Chambers OFFO �9 • V (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to date have been able to be corrected with minimal disruption, there is no predicting when one or more parts of the outdated system will go down completely and we certainly do not want this to happen in the middle of a meeting.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.