HomeMy WebLinkAboutItem 12 - Council Chamber Audio & Visual Replacement Project
Department Name: Administration & IT
Cost Center: 1021
For Agenda of: November 19, 2019
Placement: Consent
Estimated Time: N/A
FROM: Greg Hermann, Deputy City Manager
Prepared By: Teresa Purrington, City Clerk and Brian Nelson, Senior Civil Engineer
SUBJECT: COUNCIL CHAMBER AUDIO/VIDEO REPLACEMENT PROJECT,
SPECIFICATION NO. 100120
RECOMMENDATION
Increase the amount the City Manager is authorized to award from $200,000 to $230,000 for a
contract if the lowest responsible bid is within the approved project budget of $230,000 from the
City’s Share of the Public, Educational, and Government (PEG) funds.
DISCUSSION
Background
The City maintains an audio-visual system in the Council Chamber to broadcast public meetings
on television and online through the City’s website. This is a valuable service to the public and
upgrading the equipment will further enhance overall ease of access by increased video and
audio quality and new tools for efficiently viewing individual portions of meetings.
The current equipment was installed in 2012 and the expected lifespan was 5 to 7 years. Today,
at the end of 2019, the system is unreliable, and it is extremely hard to obtain replacement parts.
Furthermore, technology has changed since the current equipment was installed in 2012. In order
to improve customer service to our residents, an upgrade of the equipment in the Council
Chambers is recommended.
On September 17, 2019 the City Council authorized inviting bids for the Council Chamber
Audio/Video Replacement Project, Specification Number 100120. Two bids were received and
opened on October 24, 2019. Both bids were rejected as nonresponsive as each did not comply
with the bidding instruction and City Standard requirements for bid responsiveness.
Staff is requesting to increase the total amount of the project to $230,000 and increase the amount
the City Manager is authorized to award to the same amount of $230,000. The reason for the
requested increase in the budget is due to the tight construction timeline, the need to expedite the
project and based on the bids received and rejected as nonresponsive our estimate for the project
was low.
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Previous Council or Advisory Body Action
This project was added to the City Council approved 2019-21 Financial Plan, Capital
Improvement Plan on September 17, 2019.
Policy Context
Funding for Public, Educational and Government (PEG) programming comes from a fee levied
against the local cable company, as permitted by the Digital Infrastructure and Video
Competition Act of 2006 and by the City’s Municipal Code (SLOMC 5.72.010.) One of the
eligible uses of these funds is for the purchase and maintenance of broadcasting equipment in the
Council Chamber. The City currently broadcasts City Council and Planning Commission
meetings along with other City-related programming on Charter Cable Channel 20 (CATV) and
through the City’s website.
Public Engagement
The original Request for Bid was published in the New Times and available on the City’s
website for a three-week period. The rebid project will be published in the New Times and be
available on the City’s website for a 14-day period. No additional public engagement was done.
The public may comment on the item in writing prior to the City Council meeting or during
public comment at the meeting.
CONCURRENCE
The Public Works Department and Information and Technology Division concurs with the
recommendations in this report.
ENVIRONMENTAL REVIEW
The California Environmental Quality Act does not apply to the recommended action in this
report, because the action does not constitute a “Project” under CEQA Guidelines Sec. 15378.
FISCAL IMPACT
Budgeted: No Budget Year:
Funding Identified: Yes
Fiscal Analysis:
Funding
Sources
Total Budget
Available
Current Funding
Request
Remaining
Balance
Annual
Ongoing Cost
General Fund
State
Federal
Fees
Other PEG
funds:
$230,139 $230,000 $139 $5,000
Total $230,139 $230,000 $139 $5,000
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There is no fiscal impact to the General Fund for this project. It will be funded from existing
PEG funds which can only be used for the acquisition and maintenance of equipment and
facilities directly related to providing PEG services (Channel 20 Broadcast.). There are presently
no other proposed uses for these funds.
The City currently has $230,139 in the Government portion of the PEG fund account
(712.0000.21008.) The estimated total project cost is $230,000, leaving a remaining balance in
the account of $139. The City receives approximately $9,000 per quarter, or $36,000 a year, in
new government PEG funds.
ALTERNATIVES
Deny the request to increase the amount the City Manager is authorized to award. This is
not recommended as further delaying the replacement of the audio/video equipment will result in
further degradation of the equipment and could prevent the City from being able to televise and
live stream City Council and Planning Commission meetings.
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