HomeMy WebLinkAboutRFP - Chamber & ACR - Audio/Visual/UpgradesCITY OF PALM DESERT
INFORMATION SYSTEMS
STAFF REPORT
REQUEST: AUTHORIZE STAFF TO ISSUE A REQUEST FOR PROPOSAL
(RFP) FOR THE COUNCIL CHAMBER AUDIO VISUAL
UPGRADES AND ADMINISTRATIVE CONFERENCE ROOM
UPGRADES AS OUTLINED IN THE STUDY SESSION
SUBMITTED BY: CLAYTON VON HELF, INFORMATION SYSTEMS MANAGER
DATE: JUNE 24, 2010
Recommendation
By Minute Motion, authorize staff to issue a RFP to upgrade the audio
visual components in the Council Chamber and Administrative Conference
Room as outlined in the study session. Funds are available in Fund 400
to cover the cost of the improvements. No additional appropriation is
required. (Contract No. C29920)
Background
A renovation of the Council Chamber began in 2000, and the first meeting held in the
renovated Chamber was February 2001. The sound system installed at that time has
been in regular use for the past nine years. It is now time to update the recording
equipment from analog to digital, and replace outdated components to improve speech
intelligibility. Pursuant to Council direction, a consultant was hired and has attended
several meetings, reviewed our original schematics, and interviewed the City Clerk staff.
The findings from the consultant were used to create the report and demonstration
given at today's study session, as well as biddable documents and specifications for a
new sound and video system, including control system upgrades and digital recording
capabilities. This also included a full drawing set with floor plans, ceiling plans,
elevations, wiring diagrams, and equipment rack layouts.
If approved, staff will publish detailed specifications and allow thirty days for bid
submittal. A Notice Inviting Sealed Bids will be published and distributed broadly to
encourage competitive bidding. Staff will bring the most qualified contractor for
approval to the August 26th council meeting.
♦
Staff Report
Authorize an RFP for Council AV upgrades
June 24, 2010
Page 2 of 2
Fiscal Impact
This action has no immediate impact fiscal impact. Funds are available in Fund 400-
4563-433-40.01 to cover the cost of the improvements.
Submitted By:
F-IInformation Systems Manager
Approval:
WohImuth, City Manager
Department Head:
I'aul S. Gibson, Finance Director
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VERIFIED BY: C//7
Original on File with City crk's Office
* Approved the recommendation with the project
to incorporate everything provided in the
presentation handout Cost Summary except
the overhead document camera. 5-0