SR 06:037 - Laserfiche WebLink

longer available. As a result, staff contacted VMI, Inc., which is the firm that installed the current equipment in the City Council Chambers, to review replacement and repair options. As an outcome of this review, staff has determined that it would be advantageous to replace the bulk of the existing equipment. This includes the three cameras, the pan & tilt devices that house and physically move the cameras, camera controllers, a character generator to provide on screen text and a DVD burner to store the broadcasts. In addition, staff is proposing installation of five small LCD monitors on the Council dais to allow Councilmernbers to more clearly view PowerPoint presentations. Currently, the location of the video screen restricts the Council from a clear view of presentations. The cost of this later option is approximately $6,800 plus miscellaneous parts and supplies required for our Support Services staff to modify the dais. One benefit of the new equipment is that it facilitates operation by one person. While staff has and will continue to use two operators, in the event of an unforeseen absence, one person could effectively operate the equipment. The proposed equipment is similar to equipment used in many existing council chambers including the City of Dublin. DISCUSSION This matter is being presented for three specific reasons: (I) to inform the Council of the scope of the project (2) to obtain approval to use a sole source vendor (3) to obtain funding authorization. Regarding #2, the new City Purchasing Manual requires Council approval for sole source bids in excess of $50,000. Staff is proposing to use a sole source bid for a number of reasons. First, because VMI, Inc., installed the current equipment, it has unique knowledge regarding its location and functionality and the required installation techniques which should minimize installation issues and errors. Second, the City selected VMI in early 2001 to make upgrades to the City Council chambers based on a competitive bid. Further, the City of Dublin bid a similar project in 2002 and selected VMI based on costs that are similar, and in some cases, more than those being proposed at this time. Finally, VMl is a leader in installing this type of equipment in city council chambers throughout the Bay Area and has unique knowledge of these types of projects. Regarding #3, this project is not currently budgeted and is being recommended at this time in response to equipment failures. Staff is recommending funding from the Facilities Renovation Fund (043900). As an alternative to moving forward with these improvements, staff could pursue minimal replacement of defective, aging equipment with new equipment. However, as indicated, much of the current equipment is no longer commercially available and is significantly outdated. As a result, some modification of equipment would be necessary and staff estimates the cost would be SR 06:037 Page 2