DATE:
October 3, 2023
TO:
Paul Buddenhagen, City Manager
FROM:
Michael Parenti, Information Technology Director
April Richardson, City Clerk
SUBJECT:
Resolution Of The City Council Of The City Of Emeryville Authorizing The City Manager To Enter Into An Agreement With Terrapin Technology Group For Audio, Video, And Broadcasting Upgrades (CIP No. INT-02) In The City Council Chamber For An Amount Not To Exceed $125,000 Recommendation
Staff recommends the City Council adopt the above-titled Resolution authorizing the City Manager to enter into an agreement with Terrapin Technology for audio, video, and broadcasting upgrades in the City Council Chamber.
Background
Most of the audio, video, and broadcasting equipment in the Council Chamber is over ten years old and nearing or past its expected end of life. Retrofits and modifications have been made to the equipment over the years to add longevity, but these fixes are at a high risk for failure. The quality of the broadcast to both E-TV and the website streaming is low and the equipment needs to be replaced and modernized to support a higher quality broadcast.
Both the City Council and Planning Commission use the Council Chamber regularly to hold and broadcast their meetings. The Chamber is also currently used on a less frequent basis by other public agencies on which the Council Members serve. While agencies generally do not broadcast, they utilize the audio and video in the room for virtual participation by the public.
Since the end of the COVID-19 State of Emergency, the City Council and Planning Commission have been meeting in a hybrid (in-person and Zoom participants) format. As the meetings are noticed as hybrid, they must be conducted virtually and allow virtual attendees to participate. If the virtual option fails, the meeting ends. The audio and video equipment in the City Council Chamber is vital for access to Council meetings in a hybrid format.
Discussion
Staff reviewed three proposals and held on-site or virtual walk-through meetings with vendors, ultimately selecting Terrapin Technology Group. The scope of work includes new monitors on the dais for Council Members, a drop-down projection screen to allow for a larger picture, a new projector, and an entirely new broadcast system in the booth that allows for both tv broadcasting and a variety of streaming options. In addition to many other things, the vendor will also install a new podium microphone and add a flat panel TV on the wall outside the broadcast booth for better public viewing.
This project is included in the 2023-28 adopted Capital Improvement Program (CIP # INT-02) Council Chamber Audio/Visual Improvements.
Fiscal Impact
The Council Chamber Audio/Visual Improvements project (CIP # INT-02) is funded in FY 23/24 for $215,000 (670-Information Technology Fund). The agreement with Terrapin Technology Group is for an amount not to exceed $125,000, so there is sufficient funding.
Staff Communication with the Public
There has been no communication with the public on this item.
Conflict of Interest
There is no conflict of Interest on this item.
Conclusion
Staff recommends that the Council adopt a Resolution authorizing the City Manager to enter into an agreement for an amount not to exceed $125,000 for audio and video upgrades in the Council Chamber (CIP # INT-02).
PREPARED BY: Michael Parenti, Information Technology Director April Richardson, City Clerk
Approved and Forwarded to the
City Council of the City of Emeryville:
Paul Buddenhagen, City Manager
Attachments
Draft Resolution
Attachment A – Professional Services Contract
Council Chamber AV Upgrades
City Council Meeting | October 3, 2023
City of Emeryville
CALIFORNIA
MEMORANDUM