Title
A RESOLUTION AUTHORIZING THE CITY MANAGER TO ENTER INTO AN AGREEMENT WITH IVIDEO FOR THE PURCHASE OF AUDIO EQUIPMENT FOR THE TOWN HALL COUNCIL CHAMBERS; AND DECLARING AN EMERGENCY.
Brief Description: This Resolution will authorize the City Manager to enter into a contract with iVideo for the needed audio equipment for the Council Chambers room at Town Hall, 27 E. Main Street. This audio equipment will benefit all public meetings in the Council Chambers room.
Body
Legislative History
20-0004 - workshop discussion regarding Public Meeting Location Considerations including audio-visual equipment and furniture needs for Town Hall and City Hall; January 14, 2020.
Resolution No. 20-44, authorizing a similar proposed agreement with iVideo; received three readings, but motion to pass failed for lack of a second on June 2, 2020.
20-0108 - workshop discussion regarding procedure to resume in-person Council meetings; August 11, 2020.
Purpose & Explanation
The purpose of the proposed project is to upgrade the audio system in the Town Hall Council Chambers. The items will be added to allow better audio coverage for citizens in the room and for citizens watching online for City Council, Planning Commission, Architectural & Historic Board of Review, Park Board, Environmental Awareness Committee, and Board of Zoning & Building Appeals.
The following equipment will be added in the room: 11 dais microphones, 1 lectern microphone, 18 portable microphones for workshop configuration, etc., 4 wireless microphones, and a speaker for overflow in the hallway with a separate volume control. An ADA approved hearing assist system will also be installed.
iVideo State Term Schedule (STS) Contract #800821
Existing audio equipment conditions:
- Currently Council uses a microphone system that is nearing end of life.
- The microphones that Council uses are starting to fail and need to be replaced.
Proposed Project:
- New microphone system with voice-lift technology. Microphones on dais will be permanently mounted, with extra microphones purchased for workshop configuration.
- Hearing assist system with 4 headsets.
- Replacement speakers and frequency tuning of the Council chambers and speaker in hallway for overflow.
- Wireless microphones.
Proposal/Bid Detail:
- iVideo Total ---------------------------- $41,310.81
- 10% contingency ---------------------- $ 4,131.08
TOTAL: $45,441.89
Legal Authority for Proposed Legislation
Pursuant to Charter Section 6.04, Contracts & Purchasing:
Competitively bid and advertised for two consecutive weeks
X Joint or Cooperative Purchase Program (State Term Schedule (STS) Contract #800821)
Professional Services
Other
Fiscal Impact
Currently Budgeted
X Supplemental Appropriation Required (101-7100, $45,441.89)
Appropriation Not Required
Does this legislation require use of an emergency clause?
X Yes, staff requests that this Resolution be effective upon passage to allow for timely ordering and installation of the equipment.
No
Recommendation
Suggested Action
Staff recommends passage of this Resolution to authorize an agreement for the purchase of needed audio equipment for the Town Hall.
Submitted by,
Jane Howington, City Manager
Thomas Sheridan, Asst. City Manager - Operations
Dan Gerbracht, Operations Manager HCTV