November 28, 2023
Information Technology
DATE: November 28, 2023
TO: Mayor Martinez and Members of the City Council
FROM:
Sue Hartman, Director of Information Technology
Subject:
First Contract Amendment with David Carroll Associates
FINANCIAL IMPACT: Funding in the amount of $70,000 is allocated from the information Technology operating budget (01261017
400702).
PREVIOUS COUNCIL
ACTION:
July 11, 2023
STATEMENT OF THE
ISSUE:
The City needs maintenance support services from David
Carroll Associates for the City Council Chambers’ audio and video technology and communications which will
allow for hybrid and in-person meetings, streaming, and higher definition video when broadcasting.
RECOMMENDED ACTION:
APPROVE a first amendment to the contract with David
Carroll Associates, in the amount of $70,000, for a new total contract amount not to exceed $520,000, to provide support and maintenance services for the audio/video
technology located in the City Council Chambers, with an extended term through December 8, 2024 – Information
Technology Department (Sue Hartman 510-620-6874).
AGENDA
REPORT
November 28, 2023
DISCUSSION:
On July 11, 2023, City Council approved the purchase and installation of audio and video communications equipment and provisioning services from David Carroll Associates to update and replace all broadcast equipment (i.e., audio video equipment, cameras, microphones, televisions, and Councilmember podium software and monitors). These upgrades and improvements were successfully deployed and operational for the City Council’s return from the summer break on September 12, 2023.
Vendor maintenance and services are needed to sustain this equipment and to ensure operational uptime for the City Council meetings.
These proposed services include:
1. Emergency on-site service
2. Routine on-site service
3. Preventive maintenance
4. Minor system upgrades
5. Remote support
6. Event Support
7. Service Coordination and Status Reporting
Information Technology (IT) staff is requesting approval of the first amendment with David Carroll Associates, in an amount not to exceed $70,000, to provide maintenance and support of the City Council Chambers’ audio and video systems for a term extending through December 8, 2024.
DOCUMENTS ATTACHED:
Attachment 1 – Original Contract
Attachment 2 – Amendment to the Contract