City Council Memorandum
TO: HONORABLE MAYOR AND CITY COUNCIL DATE: FEBRUARY 15, 2022 FROM: CITY MANAGER’S OFFICE WARDS: ALL
SUBJECT: AWARD BID NO. 2114 TO REPLACE THE EXISTING CITY COUNCIL CHAMBERS VOTING SYSTEM HARDWARE TO VECTOR RESOURCES INC. OF RANCHO CUCAMONGA, CALIFORNIA IN THE AMOUNT OF $84,881.55 ISSUE:
Award Bid No. 2114 to replace the existing City Council Chambers voting system hardware to Vector Resources Inc. of Rancho Cucamonga California in the amount of $84,881.55 RECOMMENDATIONS:
That the City Council:
Award Bid No. 2114 to replace the existing City Council Chambers voting system hardware to Vector Resources, Inc. of Rancho Cucamonga CA, in the amount of $84,881.55; and Authorize the City Manager, or designee, to execute the Professional Consultant Services Agreement with Vector Resources, Inc. of Rancho Cucamonga, including making minor and non-substantive changes.
BACKGROUND:
The current vote system was designed and installed in the Riverside City Council Chambers in 2003. The original system generally consisted of a single touch panel control station and voting buttons at each seat on the dais, and it controlled the public displays near the audience and associated AV systems as well at the 3-minute timer and podium mute functions. Over time, the system was expanded to add more capabilities and station allowing for the Mayor, Clerk and AV control room to each control separate functions of the system. The system consisted of AMX branded components, which were custom programmed to deliver the functions the city required.
DISCUSSION:
Near the start of the Covid-19 pandemic, several key components started to fail which resulted in some key features no longer functioning. The Mayor’s station touch panel and request to speak functions were lost. The touch panel control station consists of hardware with custom software to interface with the main system. The request to speak function is software based, which interacts with physical buttons on the dais to facilitate an orderly meeting by allowing City Council, board, and commission members to request to be recognized by the Mayor or Chairperson to speak.
These components are no longer made by AMX and the custom programing is no longer supported by Muzak, the original vendor who programmed the system, which was later acquired by Mood Media. Past efforts to modify the system have resulted in the vendor indicating the fragility of the system and warning any changes could result in the entire system crashing and needing to be replaced.
Bids were solicited via the City’s online platform with (18) prospective bidders, Vector Resources Inc. was the sole respondent. The bid was evaluated by a team from various departments including City Manager office, Innovation and Technology and City Clerk. The team of evaluators determined Vector Resources was knowledgeable and capable of completing the project and recommended to award to the sole bidder, Vector Resources of Rancho Cucamonga.
The new proposed system will replace the older system with new components while maintaining the same functionality. The look of the public facing vote results pages and user interfaces will be modernized. Additional voting stations will also be added on the front lower section of the dais to accommodate larger boards and commissions and/or to facilitate social distancing in the future if needed. An additional clerk control station will also be added near the overhead camera to allow clerk’s office staff to control the AV system if needed.
The vote system serves as the control for the AV components in the Council Chambers and also interfaces with the live broadcast system to incorporate the presentations and vote results into the live meeting broadcasts.
In 2006, the State of California passed the Digital Infrastructure and Video Competition Act (DIVCA), allowing municipal cable providers to charge customers a 1% fee for local Public Access, Education and Government (PEG) channel needs. There is sufficient funding in the PEG channel budget, which results in no additional fiscal impact.
The Purchasing Manager concurs that this purchase is compliant with the Purchasing Resolution No. 23812.
STRATEGIC PLAN ALIGNMENT:
The replacement of the voting system contributes to Strategic Priority No. 5 - High Performing Government and Goal No. 5.3 - Enhance communication and collaboration with community members to improve transparency, build public trust, and encourage shared decision-making.
This item aligns with EACH of the five Cross-Cutting Threads as follows:
Community Trust –The replacement of the Council chambers voting system ensures continued community engagement, involvement of City Boards & Commissions, and provides timely and reliable information to the public by providing access to meetings and voting results.
Equity –The vote system replacement project helps facilitate the voting process, so each member of the City Council, boards and commissions has an equal voice in the issues being considered.
Fiscal Responsibility –The vote system utilizes PEG funds which are specifically authorized for PEG government channel operations only and there is no fiscal impact on the City General Fund.
Innovation –The vote system replacement project will allow the staff to continue to provide the high-quality live broadcasts of all City Council, committee, boards and commission meetings on both Live Television and web streaming platforms.
Sustainability & Resiliency –The vote system replacement will ensure the system is in good working order with expanded capacity to ensure continued operation of the system while preserving the ability for orderly public meetings.
FISCAL IMPACT:
The total fiscal impact of the action is $84,881.55. The funds are budgeted and available in the Grants and Restricted Programs Fund, CM-Communications Office, PEG Expense account, 1140001-450055.
Prepared by: Kaitlin Bilhartz, Marketing Officer
Certified as to
availability of funds: Edward Enriquez, Chief Financial Officer/City Treasurer Approved by: Al Zelinka, FAICP, City Manager
Approved as to form: Phaedra A. Norton, City Attorney
Attachment: Agreement
Award Bid No. 2114 – Vector Resources ● Page 3