HomeMy WebLinkAboutAgenda Report - August 16, 2006 E-05AC EMDA ITEM G ".5
CITY OF LODI
COUNCIL COMMUNICATION
rM
AGENDA TITLE: Adopt resolution awarding the contract for upgrades to Carnegie Forum
audio/visual presentation equipment to Anderson Audio Visual, of Sacramento
($18,713.75) (ISD)
MEETING DATE: August 16, 2006
PREPARED BY: Deputy City Manager
RECOMIENDED ACTION: Adopt resolution awarding the contract for upgrades to Carnegie
Forum audio/visual presentation equipment to Anderson Audio
Visual, of Sacramento.
BACKGROUND INFORMATION: In order to provide for more reliable visual presentations in the City
Council Forum, City staff was asked to research upgrading the
audio/visual presentation equipment, and to provide for multiple
inputs from staff computers and guest presenters. The current presentation equipment consists of laptop
computers wirelessly communicating with a single LCD projector placed on the top of the presentation
podium. The drawback to the current arrangement has been a blocked line -of -sight between the council
dais and people standing at the podium. Moreover, the wireless connection has failed during
presentations causing interruptions to Council meetings and other presentations. The current 3M
overhead transparency projector also tends to obscure the screen view.
The proposed system would provide for a physically hard -wired connection between multiple input
devices and a ceiling mounted LCD projector. This arrangement eliminates the line -of -sight problem
mentioned earlier. The new system will also provide an intuitively designed and simplified switching
device, allowing both staff and the City Clerk to control the input from multiple devices. In addition, the
video feed to the LCD projector will be split to simultaneously connect to the cable television broadcast.
The video mix will allow the local cable company to provide a much clearer image to the cable television
audience than they are receiving now. A retractable screen will also be included in the installation.
A digital document camera is included in the budget for this project, but will be bid and purchased
separately from this contract. The new camera will replace the current overhead transparency projector
and its placement will not obscure anyone's view.
In order to provide for audio output from the presentation system, an amplifier and four additional ceiling
speakers will be installed. The new presentation equipment cannot be directly connected to the existing
Council Forum sound system without risking overloading or damaging the older system. The existing
sound system is very old and will need to be replaced in the future.
Lodi Municipal Code §3.20.070 allows alternative methods of procurement when such methods are in the
best interest of the City. The City would benefit from contracting with Anderson Audio Visual due to their
proven expertise, references and responsiveness. Moreover, much of the contract involves non -
commoditized professional services, something that cannot be accurately compared between multiple
APPROVED: —�
WaMng, City Manager
bidders. The costs shown below include audio/visual equipment, switching equipment, hardware, cabling,
connectors, systems design, project coordination, and field installation labor required to provide a
complete and fully operative system.
Exhibit A shows the layout of how the audio/visual equipment will be deployed in the Council Chambers.
SUMMARY OF SYSTEM COSTS:
Equipment $11,374.25
Design, Installation, & Labor $6,458.00
Sub -Total $17,832.25
Tax 889.50
Total Cost $18,713.75
FISCAL IMPACT: These upgrades to Carnegie Forum audio/visual presentation equipment have
been budgeted for in the 2006/2007 Fiscal Budget.
FUNDING: Budgeted item 123001.7715 (Technology Replacement Fund)
Rubystl�te, Financial Service Manager
Respectfully Submitted,
1
,,dagks R. Krueger
puty City Manager
Prepared by:
Mark VWte, Information Systems Coordinator
J"WCMVV
cc: Steve (Vann, Information Systems Manager
Joel Harris, Purchasing Officer
Carnegie Forum
AudioNisual
Equipment Upgrade
AN
connectors
Document
Camera
(4) Ceiling
mounted
speakers •
(various
locations)
Ceiling
mounted
O LCD
projector
Community
Deputy
Public Works
AN
Director Development
City
AN
equipment
Director
Manager
Switch
rack
(surface)
(mounted
Staff Table
u
underdesk)
L — — — Split AN feed to Cable Television — — — — —
RESOLUTION NO. 2006-159
A RESOLUTION OF THE LODI CITY COUNCIL AUTHORIZING
THE PURCHASE OF AUDIONISUAL PRESENTATION
EQUIPMENT FOR THE CARNEGIE FORUM
WHEREAS, Lodi Municipal Code §3.20.070 authorizes dispensing with bids for
purchases of suppliaes, services, or equipment when it is in the best interest of the City to do so;
and
WHEREAS, in order to provide for more reliable visual presentations in the City Council
Forum, staff has researched_ upgrading the audio/visual presentation equipment that will provide
for multiple inputs from staff computers and guest presenters; and
WHEREAS, the current presentation equipment consists of laptop computers wirelessly
communicating with a single LCD projector placed on the top of the presentation podium which
causes the following problems: 1) a blocked line -of -sight between the council dais and people
standing at the podium; 2) the wireless connection has failed during presentations causing
interruptions to Council meetings and other presentations; and 3) the current 3M overhead
transparency projector also tends to obscure the screen view; and
WHEREAS, the proposed system would provide for a physically hard -wired connection
between multiple input devices and a ceiling mounted LCD projector and would eliminate the
line -of -sight problem mentioned above; and
WHEREAS, the new system will also provide an intuitively designed and simplified
switching device, allowing both staff and the City Clerk to control the input from multiple devices;
and
WHEREAS, the video feed to the LCD projector will be split to simultaneously connect to
the cable television broadcast and will allow the local cable company to provide a much clearer
image to the cable television audience than they are receiving now. A retractable screen will
also be included in the installation; and
WHEREAS, a digital document camera is included in the budget for this project, but will
be bid and purchased separately from this contract. The new camera will replace the current
ovorhoad transparency projector and its placement will not obscure anyone's view; and
WHEREAS, in order to provide for audio output from the presentation system, an
amplifier and four additional ceiling speakers will be installed, due to the fact that the new
presentation equipment cannot be directly connected to the existing Carnegie Forum sound
system without risking overloading or damaging the older system; and
WHEREAS, staff recommends purchasing the equipment through Anderson Audio
Visual due to its proven expertise, references, and responsiveness, and much of the contract
involves non -commoditized professional services, something that cannot be accurately
compared between multiple bidders; and
Lodi City Council
ResolL ion 2006-159
Page Two
WHEREAS, the costs shown below include audio/visual equipment, switching
equipment, hardware, cabling, connectors, systems design, project coordination, and field
instagation labor required to provide a complete and fully operative system:
Equipment $11,374.25
Design, Installation, & Labor $6,458.00
Sub -Total $17,832.25
Tax 881.50
Total Cost $18,713.75
NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby
authorize the City Manager to execute contract with Anderson Audio Visual, of Sacramento, for
the purchase of Carnegie Forum audio/visual presentation equipment in an amount not to
exceed $18,713.75.
Dated: August 16, 2006
I hereby certify that Resolution No. 2006-159 was passed and adopted by the City
Council of the City of Lodi in a regular meeting held August 16, 2006, by the following vote:
AYES: COUNCIL MEMBERS — Beckman, Hansen, and Mayor Hitchcock
NOES: COUNCIL MEMBERS —Johnson and Mounce
ABSENT: COUNCIL MEMBERS — None
ABSTAIN: COUNCIL MEMBERS — None
4NNIF t+A RRIN
Interim City Clerk