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File Number: 13-303 <br />request to speak lists managed and vote taking and tallying accomplished. This upgrade will <br />provide better viewing for those present, better sound quality for those listening and a simpler <br />interface for those participating. For citizens not able to attend meetings, there will be a <br />professional product for cable TV or web viewing . Video of meetings will be available on the <br />City’s website for up to a year and older meetings will be archived . <br />The request for proposals (RFP) for this project was released to bidders on March 15, 2013. <br />This was followed by a Mandatory Bidders’ Conference on March 28, 2013 with two (2) <br />vendors in attendance. There was an additional meeting held on April 8, 2013 to discuss the <br />cable and physical changes within the Council Chamber, Sister Cities Gallery and the new <br />control room. All questions during the Conference along with those that the bidders submitted <br />up until April 4, 2013 were accepted and staff responses to those questions were posted on <br />April 12, 2013. The bid deadline was April 23, 2013 which was extended by one week due to <br />the need for the additional meeting for the cabling and physical changes. Bids were received <br />from both vendors and were opened on April 24, 2013. The two vendors that provided bids <br />were AVI-SPL and CompView. <br />The bid evaluation team consisted of representatives from the City Clerk, Public Works, <br />Facilities Division and Information Technology Division . The award determination criteria were <br />provided in the RFP, which included functionality, cost, service and technical compatibility. Of <br />the two companies, AVI-SPL provided the bid that was most advantageous to the City <br />according to the criteria. AVI-SPL designed a system that accomplishes the goals of the RFP , <br />provided a response that detailed the costs, and AVI-SPL received high marks for its <br />references. AVI-SPL was selected as the preferred vendor by all raters . <br />Previous City Council Action(s) <br />At the December 3, 2012 City Council meeting, the City Council had a discussion after <br />receiving an “Update on Public Education and Government (PEG) Funding and Discussions <br />Regarding Video Broadcasting of City Council Meetings”. <br />Fiscal Impact <br />The estimated cost of the Audiovisual Technology Enhancement project for the City Council <br />Chamber including equipment purchase, installation, labor, system warranties and <br />contingencies is $395,381.97 in fiscal year 2013-2014. This project will be funded from two <br />sources: PEG funds, which are restricted funds that can be used for specific government <br />access projects; and an inter-fund loan from the Information Technology fund . The City began <br />to collect PEG funds in 2010, when the Council adopted Ordinance 2010-003 pursuant to the <br />Digital Infrastructure and Video Competition Act of 2006 (DIVCA). <br />Budget Authority <br />Budget is funded from approved funds in 180-11-035-7410 ($73,000.00) <br />Budget is funded from existing fund balance of fund 180 ($172,381.97) <br />Inter-fund loan from Information Technology fund 688 ($150,000.00) <br />ATTACHMENTS <br />None <br />Page 3 City of San Leandro Printed on 6/11/2013