FOR THE COUNCIL MEETING OF APRIL 18, 2023
COUNCIL AGENDA REPORT
TO: City Council
FROM: City Manager
Prepared by: Chief Information Officer
SUBJECT: AUDIO-VISUAL SYSTEM UPGRADE TO THE CITY HALL COUNCIL
CHAMBERS AND CONTROL ROOM
RECOMMENDATION:
That the City Council adopt a Resolution approving a Professional Services Agreement with Key Code Media for the acquisition and installation of audio-visual equipment in the City Hall Council Chambers and tower control room and to provide staff training.
BACKGROUND:
The project will replace and enhance the majority of the outdated and unreliable audio-visual system. The Council Chambers hosts a variety of meetings including City Council, Planning Commission, Recreation and Parks Commission, and regional and staff meetings. It is critical that the Council Chambers serve many purposes and that staff can be confident in the equipment.
The current audio-visual system has been in place for about 28 years and has been expanded numerous times over the years to accommodate changes in technology, functionality, and community requirements. Most of the sub -systems are now well beyond their useful life and have reached technical obsolescence. As a result of the COVID-19 pandemic, the City was forced to move many of its City Council and Commission meetings to an online format to allow residents, businesses, and staff to continue to participate. During this period, staff determined that the audio-visual technology currently in place is outdated and unreliable. Remote users often have trouble hearing the proceedings in the Council Chambers and participants often have trouble hearing remote participants while attending in -person meetings. At times, the audio feed drops completely.
The steady demand to keep up with advances in technology and the need to incorporate disparate technologies has resulted in a complex system that has become unreliable and difficult to maintain and operate. With the latest addition of remote meetings using Zoom and Microsoft Teams, the system has become increasingly difficult to operate and participants have become frustrated with the inconsistent quality of the meetings.
DISCUSSION:
The City partnered with an audio-visual consulting firm to evaluate the existing equipment for continued useability and to provide advice on modernizing the Council Chambers and cablecast equipment for more inclusive and equitable use. This evaluation resulted in many recommendations for improvement. In -Chambers improvements include larger, more readable television screens for the public in attendance, monitors placed at the front of the
dais for easier viewing by City Councilmembers and Commissioners. new microphones and speakers, advanced communications protocols, upgraded cabling, and a user-friendly system master control. Remote attendees will receive a more modern experience by being able to view the in -Chambers proceedings, participate through video conferencing technology, and will benefit from the improved sound system. In addition, the City's cablecast and streaming services will be upgraded to provide more reliable real-time broadcast of meetings and higher quality and more timely availability of recorded proceedings.
This project will enable enhanced public engagement with their local government. Staff believes that making access to meetings easier. and with higher quality, will encourage broader community involvement and will mitigate logistical hurdles imposed by pandemics and other roadblocks to physical participation (e.g., severe weather, time/work constraints, childcare, physical limitations, etc.).
The City Manager's Office Information Technology and Communications Divisions will execute the project in collaboration with the selected vendor.
Environmental Heview
The Project qualifies for an Exemption pursuant to Section 15061(b)(3) (common-sense exemption) of the California Environmental Quality Act State Guidelines.
Alternative:
Continue conducting meetings using the existing equipment.
Fiscal Considerations:
$316,805.06 of American Rescue Plan Act funds already appropriated and allocated for this project.
Impact to the Community:
This project will greatly improve the audio-visual and cablecast and streaming quality of City Council and other public meetings while making them more resilient to operational disruptions and other factors that impede attendance and participation. City officials, staff, residents, and other stakeholders will be able to engage in meetings more effectively either in person or remotely.
FF Y/M. A CIC
Chief of �mation Officer
JASON STILWELL
City Manager
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA MARIA,
CALIFORNIA, APPROVING A PROFESSIONAL SERVICES AGREEMENT WITH
KEY CODE MEDIA FOR THE ACQUISITION AND INSTALLATION OF AUDIO-
VISUAL EQUIPMENT IN THE CITY HALL COUNCIL CHAMBERS AND TOWER
CONTROL ROOM AND TO PROVIDE STAFF TRAINING
WHEREAS, the City Council Chambers audio-visual system and its tower control room are critical infrastructure for supporting convenient access, engagement. and transparency for numerous public meetings; and
WHEREAS, the majority of this system's audio-visual equipment needs to be updated and enhanced because existing components are outdated and unreliable; and WHEREAS, the City conducted a competitive Request for Proposal process and Key Code Media was evaluated to be the successful bidder; and WHEREAS, the total cost of the Key Code Media proposal to acquire and install audio-visual (A/V) equipment and provide staff training is $316,805.06; and WHEREAS, the City received $32.7 million of American Rescue Plan Act (ARPA) grant funding in 2021, and a project review team was formed to create a schedule of priority projects and determine how to make the best use of these funds; and WHEREAS, the project review process included alignment with City goals and objectives, critical to City operations, and in conformance with the intent of ARPA funding.
The Council Chambers A/V project was determined to meet the criteria as it will ensure a modern, dependable solution for conducting meetings, both in -person and/or using remote meeting features.
NOW, THEREFORE, IT IS HEREBY RESOLVED by the City Council of the City of Santa Maria, California as follows:
1. The City Council authorizes and directs the City Manager, or designee, to execute a Professional Services Agreement with Key Code Media in the amount of $316,805.06 for audio-visual services to implement the project; and
2. The Chief Deputy City Clerk is hereby authorized to make minor changes herein to address clerical errors, so long as substantial conformance of the intent of this document is maintained. In doing so, the Chief Deputy City Clerk shall consult with the City Manager and City Attorney concerning any changes deemed necessary.
PASSED AND ADOPTED at a regular meeting of the City Council of the City of Santa Maria on this 18"' day of April 2023.
Mayor
ATTEST:
Chief Deputy City Clerk
APPROVED TO FORM:
City Attorney
2