09-23-2019 Council Packet - Laserfiche WebLink

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AGENDA ITEM Prepared By: RO & Reviewed By: DJR Approved By: DJR 1. Purpose. The purpose of this council action is to gain council authorization to execute the council chambers upgrade project. 2. Background. The current audio visual equipment in the council chambers was purchased in 2013 and needs to be upgraded. In 2013, analog video was still widely used with digital being more on the cutting edge and significantly more expensive. Due to the high cost of complete digital solutions at the time, the current system is a mix of analog and digital. For video originating from the presentation computer, this means that the video signal is being converted from analog to digital to analog and back to digital before leaving the building. Each conversion degrades the quality of the video. The age of the projector also negatively impacts the quality of the picture displayed within the chambers. This results in a general lack of sharpness to the image and visible changes in brightness and tint during presentations. Staff is also considering other improvements. Adding a third camera that would point towards the public podium to better record presenters. Moving the presentation screen to the wall behind the council with a monitor added to the back of a new public podium for the City Councils use. This would allow both the presenters and council to remain facing each other instead of turning to the side of the chambers. Upgrading the system controls so that presentations can be controlled from alternate dais positions instead of just at the current planning staff position. Upgrading the monitors on the sides of the room to make them more usable. Staff has been working with two different vendors on potential layouts and costs for the upgrades. The companies are Touchpoint Logic, LLC and Security and Sound. Based on the discussions with the vendors, the cost of the upgraded equipment and installation will be in the range of $60,000 to $70,000. The final equipment and cost will be determined based on the Council’s decision on the reconfiguration of the chambers. The selected equipment and costs will be brought back for the Council’s approval prior to purchasing. The representative from Security and Sound has proven to be more responsive to questions and design options than Touchpoint has been. Security and Sound is also the company that installed and maintains the equipment in the police training room and is the current vendor for the installation of the additional security cameras. They have proven to be responsive and professional to work with. Because staff feels that there is a benefit to having a single, proven contact for our presentation rooms, staff is recommending that the Council approve Security and Sound as the vendor for the project. In order to facilitate the audio visual improvements the council chamber requires some reconfiguration to facilitate a large screen. In addition the chambers and other public areas are in need of paint. A security door will be installed to separate the public areas from the staff areas and the break room will receive insulation in the exterior walls. Staff also solicited an alternate quote to complete the frame out of a conference room in city hall to facilitate meetings with residents, contractors and other stakeholders. 3. Project Scope. The project scope is to upgrade the audiovisual system in the city hall council chambers, building improvements to facilitate the audio visual work and construction of a conference room in city hall. Improvements include: Item No.: 6 Date: September 23, 2019 Item Description: Council Chamber Upgrades Presenter: Ron Olson, Finance Director Agenda Section: Consent Agenda