Agenda Report
Fullerton City Council
MEETING DATE: MAY 16, 2023
TO: CITY COUNCIL / SUCCESSOR AGENCY
SUBMITTED BY: ROBERT DUNN, CHIEF OF POLICE
PREPARED BY: LAUREN PARKHOUSE, SENIOR ADMINISTRATIVE ANALYST SUBJECT: CITY COUNCIL CHAMBERS AUDIO-VISUAL SYSTEM UPGRADES PROJECT PROFESSIONAL SERVICES AGREEMENT AMENDMENT AND FUNDING
SUMMARY
Staff requests City Council approval for equipment and services for the Council Chambers AV Project Upgrade and use of FTV Cable PEG Access Fund Balance (Fund 27) for audio-visual system upgrades in the Council Chambers.
RECOMMENDATION
Approve Amendment No. 4 to the Professional Services Agreement with Glass Box Technology, Inc. dated July 1, 2022.
Authorize Administrative Services Director, or designee, to issue $596,640 purchase order with Avidex for equipment and installation of audio-visual system upgrades in the Council Chambers.
Authorize $719,517 appropriation and budget transfers from the FTV Cable PEG Access Fund Balance (Fund 27) to Information Technology Fund (Fund 68).
Authorize City Manager, or designee, to approve purchase or change orders within the approved project budget.
CITY MANAGER REMARKS
The City Manager recommends approval. This project is being planned to occur during the break between the last meeting in August and meeting in September.
PRIORITY POLICY STATEMENT
This item matches the following Priority Policy Statement:
Infrastructure and City Assets.
FISCAL IMPACT
The project cost for the City Council Chambers AV Upgrade Project totals $719,517 for equipment and installation of audio-visual system upgrades in the Council Chambers, as well as project management services. FTV Cable PEG Access Fund (Fund 27) can cover these costs. Staff requests an appropriation and budget transfer from the FTV Cable PEG Access Fund to the IT Fund (Fund 68) to support the project costs. This project has no General Fund (Fund 10) impact.
DISCUSSION
City Council approved a Professional Services Agreement (PSA) with Glass Box Technology, Inc. (Glass Box) for Information Technology Management Services on July 1, 2022. The scope of the Council Chambers audio-visual network upgrade project expands the services agreed upon in the PSA. Therefore, staff requests City Council approve Amendment 4 to the 2022 PSA.
The proposed project would upgrade outdated audio-visual equipment in the City Council Chambers, Council Conference Room and the Mayor’s Office. These upgrades would greatly improve the meeting broadcasts, provide 4k cameras and teleconference integration for City Council meetings and add integrated video conferencing to the Council Conference Room. The project would also add displays to the Mayor and City Council office areas for video conferencing and situational awareness. The project would replace outdated equipment in the broadcast room to assist the broadcast team in delivering high quality meetings to the public.
Avidex and Glass Box would provide software and equipment for the City Council AV Upgrades Project procured through GSA and CMAS national cooperative agreements in accordance with the City’s purchasing policy and Fullerton Municipal Code 2.64.
Staff request City Council approve Amendment No. 4 to the PSA with Glass Box for network integration of the audio-visual system upgrades and approve software and equipment quotes from Glass Box and Avidex. Staff also requests City Council approve a $719,517 appropriation and a budget transfer from the FTV Cable PEG Access Fund (Fund 27) to the IT Fund (Fund 68).
Attachments:
Attachment 1 – Amendment 4 to Glass Box Technology, Inc. 2022 PSA Attachment 2 – Avidex Quotes
Attachment 3 – Glass Box Cisco Quote
Attachment 4 – Cooperative Agreement Pricing Contracts
cc: City Manager Eric J. Levitt
City Council Chambers AV Upgrade Project
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