TO: Honorable Mayor and Members of the City Council
THRU: Tom Kisela, City Manager
FROM: Susan Galvan, Assistant City Manager
1. Subject
title
Authorize purchase of audio-visual equipment from Western Audio Visual as a single source vendor.
body
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
recommendation
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 underscore the importance of the strategic annual replacement of equipment.
This purchase addresses the balance of the intentions for this year’s replacements. Specifically, the Council Chamber speakers and projector will be replaced. The addition of a fifth camera is recommended. The front, right speaker is already indicating signs of failure. Given the age of the speakers, a complete speaker system replacement is recommended. The projector is more than five years old and considering the number of hours it has been in use it is recommended for replacement. The new projector will also have improved brightness. The addition of a fifth camera addresses an operational deficiency. The current camera configuration in the Council Chamber has only one camera in the back. That one back camera does double duty to capture up close shots for whomever is speaking in a given moment and also provides for a wide shot. An additional camera will provide for better video production while transitioning from a wide shot to a close up of the speaker.
|
Replacement items |
Costs |
|
Projector |
19,415.03 |
|
Camera |
15,754.57 |
|
Speakers |
7,579.98 |
|
Total |
$42,749.58 |
Western Audio Visual installed the audio-visual equipment in the Council Chamber and is the incumbent service provider familiar with the existing equipment and most capable to make these replacements and modifications. Staff recommends approval of the purchase with Western Audio Visual as a single source provider.
7. ATTACHMENTS
• Western Audio Visual quote for speaker replacement
• Western Audio Visual quote projector replacement
• Western Audio Visual quote for camera addition