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City of San Leandro <br />Meeting Date: December 18, 2017 <br />Staff Report <br />Agenda Section:File Number:17-695 CONSENT CALENDAR <br />Agenda Number:8.I. <br />TO:City Council <br />FROM:Chris Zapata <br />City Manager <br />BY:Jeff Kay <br />Assistant City Manager <br />FINANCE REVIEW:David Baum <br />Finance Director <br />TITLE:Staff Report for a Resolution Approving a Consulting Services Agreement with <br />ConvergeOne, Inc. for Deployment of Polycom Video Conferencing Equipment <br />(in the amount of $63,746.29.) <br />SUMMARY AND RECOMMENDATIONS <br />Staff recommends that the City Council approve a resolution authorizing the City Manager to <br />execute a Consulting Services agreement to procure hardware and the services needed to install <br />and configure Polycom video conferencing equipment in City facilities. The contract is valued at <br />$63,746.29. <br />BACKGROUND <br />City facilities that have conference rooms include City Hall, Main Library, Water Pollution Control <br />Plant, and Public Works Service Center. Currently, all such locations utilize outdated voice <br />conferencing technology devices. These conference rooms have limited ability for video <br />conferencing, and some do not have video monitors to display computer presentations. <br />Staff researched solutions to provide modernized video and voice conferencing and determined <br />that hardware developed by Polycom is the ideal solution for this need. <br />Analysis <br />The Polycom devices will integrate with the City’s Office 365 service allowing for Skype video <br />conferencing. In addition, these devices can display video output from a computer or laptop, <br />along with supporting standard voice calling and teleconferencing functionalities. This represents <br />a major upgrade over the current conference room equipment. In total, ten conference rooms will <br />be upgraded. <br />Page 1 City of San Leandro Printed on 12/12/2017 <br />123