Impact
WARD: Citywide
COMMITTEE: Finance, Administration and Community Relations
$ IMPACT: 76,953.00
Title
Approval to award RFP 16-042 for the Council Chamber Audio/Video Update to Summit Systems in the amount of $76,953.00 and authorize the Mayor to sign and execute all related documents.
Body
ISSUE: The audio/video equipment currently in use in the Council chamber does not meet the needs of today's meeting requirements
BACKGROUND: Currently the audio and video systems in the Council chamber do not have the video resolution to adequately display presentations from the podium. The equipment has for the most part been in use since the building was completed. There have been partial upgrades to the audio system and video cameras, but this has led to complication of the operation of the systems. Not only is the video source low resolution, but the displays in the council bench are low resolution. The current projector and screen are able to display high resolution, but the rest of the system cannot provide it. The control system is difficult to use and easily mis-configured. The IT department is recommending the replacement of all the video equipment in the chamber as well as the microphones used in the chamber. All of this is to be integrated into a new single control system with main controls in the balcony and a remote unit in the chamber. Three vendors provided proposals in response to the RFP, they were: LMI at $66,673, Onepath Systems at 82,995, and Summit Systems at 76,953. All are within the budgeted amount. The IT Manager and Purchasing are recommending the proposal from Summit Systems, Inc. Onepath's proposal was higher in cost and LMI did not include any updates to the balcony systems.
RECOMMENDATION/REQUESTED ACTION: Approve the award of RFP 16-042 to Summit Systems and authorize the Mayor to sign any related documents.