CC MEETING: November 5, 2024
DATE: October 30, 2024
TO: Erin Rinehart, City Manager
FROM: Chloe Sawatzky, City Secretary
Chrystal Davis, Assistant City Manager
Title
Consider Authorizing The City Manager To Enter Into An Agreement With AVI Systems, Inc. Through An Interlocal Agreement With TIPS Purchasing Cooperative For Audio Visual Equipment, Installation, And Support Services In The Council Chambers And Council Briefing Room In City Hall In An Amount Not To Exceed $1,195,700.00.
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BACKGROUND:
The current AV equipment has become outdated with the core system being over 12 years old. The refresh will include upgrades to the core system, AV equipment, sound system, lighting, and an addition of acoustic paneling. The upgrade to the systems and AV equipment will allow for greater efficiency and reliability when hosting meetings in both areas. This item will be funded through accumulated Public, Educational, and Governmental (PEG) funds.
PEG funds are used to support non-commercial, local cable television channels. These funds can be used to upgrade and enhance equipment that is used for the production and broadcasting of meetings to the general public. PEG-generated revenue is accounted for in the General Facilities and Capital Project account and is recorded in a specific activity to ensure compliance for use of the funds. The revenue accumulates over time and can only be used on special projects related to the production and broadcasting of meetings, which would include the AV system refresh and equipment referenced above.
FINANCIAL IMPLICATIONS:
The total cost of the equipment, installation, and one year of maintenance for both the Council Briefing Room and Council Chambers is $1,195,700.00, including a 10% contingency. Three years of support services are included with the overall purchase price. The funding for this purchase will come from the General Facilities and Capital Project Fund - PEG Fund Activity 854105-106980199.
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