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THE CITY OF ~ ~. ~ m ~ n .~. I ~ u pL£~S~4NTONo CITY COUNCIL AGENDA REPORT 1 May 20, 2008 Assistant City Manager TITLE: AUTHORIZATION TO ENTER INTO AN AGREEMENT WITH VMI, INC., FOR THE PURCHASE AND INSTALLATION OF VIDEO EQUIPMENT FOR THE PLEASANTON CITY COUNCIL CHAMBERS SUMMARY The majority of video equipment in the City Council chambers is approximately eight to 15 years old. Recently, there have been equipment failures that have interrupted City Council meeting broadcasts. Upon researching these matters, staff determined it is advisable to install a new more current system that will improve programming flexibility and reliability rather then attempting to replace existing equipment. Staff is recommending the Council approve a "sole-source vendor" proposal from VMI, Inc., to upgrade the equipment. The proposal is attached to the proposed agreement included as Attachment 1. RECOMMENDATION Authorize the City Manager to execute a maintenance and trade services agreement with VMI Inc., in the amount of $62,934.79 for the purchase and installation of video equipment to replace the existing equipment in the City Council chambers. In addition, staff recommends a project contingency of $15,000 to address dais modifications that may be needed to accommodate video monitors, new computer equipment and unforeseen issues that may develop as a result of equipment installation. FINANCIAL STATEMENT This project is not included in the City Budget and as a result, staff is recommending it utilize funding from the City Facility Replacement Reserve (042900-4461) to meet all project costs. The project should result in minor cost reductions from fewer equipment repairs and the ability to broadcast meetings with only one technician. Currently, Tri- Valley Community Television (TV30) provides technicians who handle equipment controls. The City pays TV30 approximately, $200 per meeting for these services.