Agenda Report
Fullerton City Council
MEETING DATE: AUGUST 15, 2023
TO: CITY COUNCIL / SUCCESSOR AGENCY
SUBMITTED BY: JUDY BOOTH, LIBRARY DIRECTOR
PREPARED BY: KENT BAECKER, ADULT SERVICES LIBRARIAN
JAIME CORTES, SENIOR LIBRARIAN
SUBJECT: PROFESSIONAL SERVICES AGREEMENTS WITH AVIDEX INDUSTRIES, LLC AND GLASS BOX TECHNOLOGY FOR LIBRARY CONFERENCE CENTER TECHNOLOGY UPGRADES PROJECT AMENDMENT AND FUNDING
SUMMARY
Approve purchase orders for Library Conference Center Technology Upgrades Project to upgrade electronic and audio-visual (AV) equipment and services using Library Fullerton Public Library Foundation funds.
RECOMMENDATION
Authorize Administrative Services Director, or designee, to issue $139,208 purchase order with Avidex Industries, LLC for Library Conference Center audio-visual system equipment upgrades and installation.
Authorize Administrative Services Director, or designee, to issue $26,250 purchase order with Glass Box Technology, Inc. for IT services relating to Library Conference Center upgrade project.
Authorize a $55,458 budget appropriation and budget transfer of Library Foundation funds (Fund 13) to Project 56023 Library’s Conference Center Technology Upgrades Project (Fund 74).
Authorize City Manager, or designee, to approve purchase or change orders within the approved project budget.
CITY MANAGER REMARKS
The City Manager recommends approval.
POLICY PRIORITY STATEMENT
This item matches the following Budget Policy Priority Statements:
Fiscal and Organizational Stability
Infrastructure and City Assets.
Missing.
FISCAL IMPACT
The Library Conference Center Electronic and AV Equipment Project (Project 56023) costs $165,458 for Library Conference Center equipment, audio-visual system upgrades and project management services. The FY 2023-24 Adopted CIP Budget includes $110,000 from the Library Foundation (Foundation) for this project. Staff requests a $55,458 budget appropriation for an expanded work scope and cost increases since City Council adopted the budget in June 2023. The Library Foundation would fund this appropriation with ongoing contributions from the Foundation Restricted Account. This project has no impact to the General Fund (Fund 10).
DISCUSSION
The Library Conference Center Technology Upgrades project would upgrade outdated and malfunctioning audio-visual equipment in the Library Conference Center. The upgrades deliver three tiers of usage: training and Zoom, programming and entertainment and rental. The AV equipment upgrades would greatly benefit Fullerton Police, Fire and Human Resources departments with a standardized and hassle-free setup for frequent trainings. The improved equipment, including 4K cameras and teleconference integration, would enhance Zoom meetings and streamline file transfer, resulting in more productive training sessions and better preparedness for real-world situations. Additionally, Library programs, including speaker series and town hall events, would benefit from recording and streaming lectures and assisted listening device accessibility, creating a more professional and inclusive experience for attendees.
The Library aims to offer a theatrical movie experience by upgrading the DVD player, screen, projector and sound system. This, along with multiport access points, would make the Library Conference Center suitable for a wide range of events and activities, enhancing its versatility and appeal for room rentals. Overall, these AV equipment upgrades would not only benefit the library but also provide valuable resources and enjoyable experiences for the local community.
Avidex Industries, LLC will provide equipment, installation and testing for the AV Upgrades Project procured through California Multiple Award Schedules (CMAS). The Cit would procure all services and purchases through CMAS national cooperative agreements in accordance with the City’s purchasing policy, Policy 4.1.2, that CMAS satisfies the competitive bid procurement requirement versus doing a formal Request for Proposals as well as satisfying any IT requirements.
Glass Box Technology, Inc (Glass Box), the City IT services provider, would provide project management for the audio video system upgrades in the Library Conference Center, including integrating new devices with the current Fullerton network Library AV Upgrades Project procured through CMAS. Additionally, Glass Box would define the scope of upgrade, system set-up, configuration, testing, training and support, manage the partnership with the vendor to complete project, track and schedule all tasks associated with implementation, manage the project budget throughout project lifecycle, provide oversight, management and support of project configuration, testing, issue tracking, resolution and training necessary and provide secure network connection for streaming device and provision conferencing unit and more.
The Library Board of Trustees approved funding $140,000 from the Foundation in April 2023. The Board of Trustees approved $27,000 of additional Foundation funds for project management on July 27, 2023. The Fullerton Public Library expresses gratitude to the Board of Trustees and the Foundation for their unwavering support through their generous contributions.
Attachments:
Attachment 1 – Avidex Industries, LLC Quote
Attachment 2 – Glass Box Technology, Inc. Quote
cc: City Manager Eric J. Levitt
Library Conference Center Electronic and AV Equipment Project August 15, 2023 - Page 2