May 5, 2009 City Council packet - Laserfiche WebLink

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City Council Date: 5/5/09 REGULAR Item: Motion 1 Motion 2 ITEM: Purchase of equipment related to audio visual improvements for the council chambers SUBMITTED BY: Carol Kriegler, Project Assistant REVIEWED BY: Ted Arbeiter, Director of Facilities and Technical Support, RWCC Ginny Holder, Lake Elmo Cable Commissioner Tom Bouthilet, Finance Director Carole Luczak, Program Support Assistant Craig Dawson, Interim City Administrator SUMMARY AND ACTION REQUESTED The City Council is being asked to authorize 1) the purchase of production -related audio visual equipment, an interactive lectern, and incidental materials and supplies related to the installation of the equipment by the Ramsey Washington Cable Commission technical staff and 2) the purchase of presentation -related audio visual equipment to include 3 monitors. The City is eligible to receive a one-time grant from the Ramsey Washington Cable Commission in an amount not to exceed $50,000 for the purchase and installation of production -related audio visual improvements for the council chambers. The purchase of 3 monitors is also recommended, though these items are classified as presentation -related equipment and not eligible for reimbursement by the grant program. ADDITIONAL INFORMATION Audio Visual Equipment The current council chambers audio visual equipment is over :30 years old and in need of replacement. The overall goal of the equipment purchases and installation is intended to improve overall production and presentation quality and reliability. Goals of the improvement program include the reduction / elimination of technical difficulties, improved audio and picture quality, improved presentation capabilities, and the elimination of visible wiring / cables and related trip hazards. The proposed equipment inventory and associated specifications were developed by the RWCC technical staff in consultation with reputable audio visual vendors, cable commissioner Ginny Holder, and city staff members including the part-time cable operator. It is recommended that the installation of the equipment be conducted by the RWCC technical staff. There is no charge for this service. The proposed equipment inventory includes the following: cameras, microphones, desktop visual presenter, switcher, monitor panels, speakers, amplifier, audio switch, DVD / RAM / digital recorders, and monitors. The inventory also includes various brackets and hardware for mounting the equipment. All equipment will be fully transferrable in the event city hall is relocated. A "Request for Proposal' for the purchase of this equipment package was requested from five audio visual vendors. Five proposals were received with three of the proposals being for the