July 11, 2023
Information Technology
DATE: July 11, 2023
TO: Mayor Martinez and Members of the City Council
FROM:
Sue Hartman, Director of Information Technology
Subject:
Contract with David Carroll and Associates for IT/KCRT
Audio-Video Update of the City Council Chambers
FINANCIAL IMPACT: Funds are available in the Information Technology Department utilizing account 01261017-400207
PREVIOUS COUNCIL
ACTION:
N/A
STATEMENT OF THE
ISSUE:
The City Council Chambers requires updated equipment
to improve audio and video, including a service package which will allow for hybrid and in-person meetings,
streaming, and higher definition video when
broadcasting.
RECOMMENDED ACTION:
APPROVE the purchase and installation of
communications equipment and the provision of services
from David Carroll and Associates for the period of time commencing July 12, 2023, through June 30, 2024, in an
amount not to exceed $450,000 - Information Technology
Department (Sue Hartman 510-620-6874).
DISCUSSION:
The City of Richmond requires updated equipment to replace the aging legacy City Council Chambers equipment. This includes all broadcast equipment, (i.e., audio video equipment, cameras, microphones, televisions, and Councilmember monitors). The City AGENDA
REPORT
July 11, 2023
is looking for a modern, best practice system that will be sustainable and easy to operate. Redundancy, vendor maintenance, training, and on-call services are needed.
In May 2023, the City issued a request for proposal (RFP) for an audio video technology modernization project for the City Council Chambers (Attachment 1). 784 potential vendors were notified about the project. Thirty-two registered vendors downloaded the RFP (Attachment 2). On May 30, 2023, thirteen vendors attended the mandatory pre- bid in-person meeting. A team of five City staff reviewed the responding vendor solutions. A total of four bid responses were received of which Richmond vendor David Carroll and Associates was selected (Attachment 3).
David Carroll and Associates is a long-term Richmond business with more than 40 years of experience. David Carroll and Associates bid was the most responsive and can meet the deadlines for implementation. Their references proved that their customers are long-term satisfied customers.
The City of Richmond needs to update the aging legacy audio video equipment to improve the broadcast and functionality of in-person and hybrid public meetings. The equipment and services in the proposed contract with David Carroll and Associates include installation, testing, and training. Staff recommends that the City Council approve the contract with David Carroll and Associates (Attachment 4).
DOCUMENTS ATTACHED:
Attachment 1 – Request for Proposal
Attachment 2 – BidsOnline Summary
Attachment 3 – Rating Matrix
Attachment 4 – Contract