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Item 2 September 5, 2017, Work Session Page 6 some of which staff can research and fill in, and some of which we may be still unaware. One option is to hire one of the local AV integrators for a design review. According to the integrators, design and engineering is typically 5% to 7% of the over overall cost of project if they were starting from scratch. They were not willing to provide an estimate without having more information about the project scope, and staff would want to know if Council is supportive before investing more time with the integrators, but some of the representatives indicated that a rough range of $5000-$12,000 would be a safe assumption. This could seem redundant given the time that staff and CTV have put into the project. However, a fresh set of eyes offers the opportunity to evaluate options for the Council Chambers, Control Room and server closet spaces; review in detail the draft video and audio designs and equipment list; ensure that the design documents have the level of detail to get good bids. They may be able to offer suggestions for a workable system at other budget price points. Staff's experience with the Little Canada AV project, which did not have outside design review, is that the integrators had a lot of good, detailed questions during the RFP period, which led to four sets of addenda to the bid documents. During the integration period, there were myriad small things that had been overlooked, a few small change orders, and a significant change order affecting a large portion of the audio system. CTV North Suburbs is still developing an operational plan in light of their funding loss. The Municipal Assistance program may be eliminated or drastically reduced. It may be modified to only allow for production assistance, with any technical assistant handed as fee for service. The City may not have the same access to design assistance next year. During the recent meetings on this project, Patrick Cook suggested that CTV North Suburbs could act as the integrator and build the system. This would provide them an income stream to replace some of the lost PEG funding. Given the cost of this project, staff understands that sealed bids are required. CTV North Suburbs would be encouraged to submit a proposal, along with the local AV integrators. Recommendation: Staff recommends that the City Council review and discuss options for the replacement of the City Council Chambers and Control Room audio/video equipment. Staff will revise the planning documents and develop the budget submittal for the October 2 Work Session. Respectfully submitted, Vanessa Van Alstine Attachments 1. Video Facility Inventory, 2 pages 2. Community Needs Ascertainment (excerpts), 5 pages 3. Use Cases, 5 pages 4. Equipment List Draft, 2 pages 5. Video and Audio System Drawings Draft, 2 pages