TO: Honorable Mayor and Members of the City Council
THRU: Tom Kisela, City Manager
FROM: Susan Galvan, Assistant City Manager
1. SUBJECT
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Authorize purchase of audio-visual equipment from Western Audio Visual as a single source vendor.
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2. SUMMARY
Various audio-visual equipment in the Council Chamber is recommended for replacement and improvement. The speakers in the Chamber are failing and the projector is aged with both being recommended for replacement. A camera addition is recommended to address a production deficiency.
3. RECOMMENDED ACTION
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Approve the purchase of audio-visual equipment from Western Audio Visual for a total amount of $42,749.58.
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4. FISCAL IMPACT
The expense for this purchase is $42,749.58 and will be funded through the Computer Replacement Fund (790):
790.1601.56033.20516 Video Production Refresh
5. STRATEGIC PLAN GOALS
Goal 4: Provide outstanding public service
c: Enhance technology to improve public accessibility to information and services.
6. DISCUSSION AND BACKGROUND
The City possesses three separate audio visual systems rebuilt between 2015 and 2017 and includes the Council Chamber audio visual system, the broadcast production system, and the City's broadcast channel playback system. Beginning in Fiscal Year 2023-2024 (FY24), a five-year replacement schedule was instituted with annual upgrades to target the most vulnerable and critical systems through an annual assessment and evaluation of the conditions to determine the overall health of the equipment and avoid catastrophic failures. Replacing equipment before its mean time before failure (MTBF) is a strategic decision typically evaluating risk, costs, and operational efficiency. Replacing equipment proactively ensures continuous operations and minimizes disruptions. During FY24, failures have occurred with a broadcast switcher and video production switcher. These were replaced rapidly with minimal disruptions. These incidents undersc...
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