Consideration and Approval of Contract:  Contract with Corporate Technology Solutions (CTS) for the purchase of audio & video equipment, for the purpose of adding remote meeting technologies and enhancing select City Hall conference rooms in an amount not to exceed $130,000.

1. Approve the agreement with Corporate Technology Solutions (CTS) to provide audio and video upgrades to Council Chambers, Council Conference Room and Staff Conference Room, in the amount not to exceed $130,000; and
2. Authorize the City Manager to execute all necessary documents.

Staff is requesting approval of the contract with Corporate Technology Solutions (CTS).  The contract is to perform complete audio and video upgrades in Council Chambers, Council Conference Room, and Staff Conference Rooms, which will add necessary video conferencing capabilities, as well as significantly improve the audio and video quality in these rooms.  

CTS will provide all the necessary equipment, custom room control programming, installation, and equipment training services.  This upgrade will provide long-overdue digital audio and video (A/V) technology enhancements, greatly improving the quality of meetings in these spaces.  It will also address A/V concerns many citizens have expressed while attending Council Meetings in Chambers.

The attached quotes outline the expenditures for the work to be performed, with the goal of beginning room upgrades as soon as possible, so that we can take advantage of the currently unoccupied spaces, in preparation for future in-person meetings.

Please reference the attached CTS quote 19357-Av Rev 3 for Council Chambers upgrades, and CTS quote 20499-AV-Rev 2 which includes Council CR (Large Conference Rooms with Control, DSP, Mics, and Speakers), and CR-Staff upgrades. 

The funding is Budget Team approved as of 2/3/2021 in the General Fund, Non-Departmental Division budget of $100,500 with the balance being funded by General Fund, Management Services Division, not to exceed $130,000.

Priority Based Budget Key Community Priorities and Objectives

No.

For the past several years, there have been significant audio and video issues within Council Chambers.  Much of the equipment is over twenty years old and the audio system is still analog, so we have not been able to take advantage of what a digital sound system has to offer by way of control and clarity.   The video system projectors and screens are also nearly twenty years old and lack the clarity digital displays have to offer.  Due to COVID-19 in-person restrictions, we are relying more and more on virtual meeting solutions, and this upgrade will allow the inclusion of virtual meetings into the physical meeting process, in a streamlined and efficient manner, while adding multiple new features that will enhance all public meetings.

Due to the proprietary software programming and continuity of knowledge of the systems, warranty, and consistency with single point servicing, Purchasing has approved this procurement as a sole source. Sole source justification form attached.

Upgrading the audio and video equipment in Council Chambers will directly benefit citizens in attendance, by addressing multiple reports of poor audio and video quality during Council and Commission meetings.