HomeMy WebLinkAboutItem 7.1 Chamber Sound System CITY CLERK
File # 0200-30
AGENDA STATEMENT
CITY COUNCIL MEETING DATE: February 1, 2000
SUBJECT:
Upgrade of City Council Chamber Sound System
Report Prepared by: Christopher L. Foss, Economic Development
Director
ATTACHMENTS:
1. Budget Change Form
2. Resolution
RECOMMENDATION:
1. Adopt resolution awarding contract to Coast Business
Communications in the amount of $9,606 for the installation of
equipment to upgrade the sound system in the City Council
Chamber
2. Approve the budget change form to appropriate $5,606
from reserves to. Capital Improvement Project No. 93160
FINANCIAL STATEMENT:
This project will require additional funds ($ 5,606) to complete the
project.
DESCRIPTION: Over the past several months, the sound system in the City Council
Chambers has experienced a number of mechanical failures. The failures include sporadic sound as well
as poor sound quality within the chambers as well as on the taped re-broadcast of the City Council
meetings. In an effort to correct the system failures, the City Council approved Capital Improvement
Project No. 93160, as part of the FY 1999-2000 budget, to conduct an evaluation of the sound system in
the City Council Chambers and complete a system reconfiguration or purchase any equipment to improve
the Chamber's sound system.
The City of Dublin retained Magic Wave Productions (Drew Kutlik, CEO) in mid 1999 to provide an
evaluation of said audio system. The report, submitted on September 9, 1999, called for a number of
potential actions by the City, including:
Replacement of low-profile microphones with gooseneck microphones
Rewire under-dais jacks
Replace 3 current audio mixers with 3 AMS 8100 8 Channel automated audio mixers
Install surface mount speakers near audience and disable ceiling mounted speakers
H/cc-forms/agdastmt. doc
COPIES TO:
ITEM NO.
P~roperly tune the system to the room's acoustics
On October 19, 1999, a Request for Quotation was distributed to local audio vendors requesting a price
quotation to replace the three audio mixers. The City of Dublin received proposals from Coast Business
Communications and Pro Media. The CBC proposal included the installation of three mixers and related
hardware for $5,317. The Pro Media proposal included the installation of 3 mixers, cable, hardware, and
power rack assembly for $8, 159.
Following the receipt of the proposals, staff met with both consultants in the City Council Chambers to
discuss the project and to review the existing system and Magic Wave's report. During those meetings, it
was the opinion of both consultants that the installation of the audio mixers would not correct all of the
system inadequacies. Staff then requested an additional quotation that would address all of the issues
raised in Magic Wave's report. CBC upgraded their proposal to include new microphones at a total cost
of $9,606 while Pro Media's proposal totaled $11,545.
Staff would recommend that the project be awarded to Coast Business Communications due to their
expertise and similar projects with local governments such as the City of Newark and the Santa'Clara
County Board of Supervisors. Staff has checked their references and they are exemplary. Coast Business
Communications has committed to a five-week completion schedule upon receipt of the authorization by
the City Council.
The FY 1999-2000 budget include $4,715 in Capital Improvement Project No. 93160. Of that amount,
$715 has been committed to pay for the Magic Wave study, leaving a balance of $4,000. Staff would
recommend that $5,606 be appropriated from the General Fund reserves to complete this project.
It is staff's recommendation that the City Council adopt the resolution awarding the work to Coast
Business Communications and approve the Budget Change Form that will provide an additional $5,606
from the unappropriated General Fund reserves.
CITY OF DUBLIN
BUDGET CHANGE FORM
CHANGE FORM #
New Appropriations (City Council Approval Required):
__X From Unappropriated Reserves
From New Revenues
Budget Transfers:
'From Budgeted Contingent Reserve (1080-799.000)
Within Same Department Activity
Between Departments (City Council Approval Required)
Other
DECREASE BUDGET ACCOUNT AMOUNT INCREASE BUDGET ACCOUNT AMOUNT
Name: Name: City Council Chamber Sound System $5,606
Account #: Account #: 001-93160-0750-072
Name: Name:
Account #: Account #:
Name: Name:
Account #: Account #:
Name: ' Name:
Account #: Account #:
Name: Name:
Account #: Account #:
City Manager: Date:
Signature
REASON FOR BUDGET CHANGE ENTRY: In order to complete the sound system modifications in the
City Council Chambers, an additional appropriation is needed.
.~ Approved at the City Council Meeting on:
Mayor: ~ S ignatuq re Date:
Posted By: Date:
fi~rms[budgchng
Signature
Date:
Attachment 1
RESOLUTION NO. - 2000
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
AWARDING A CONTRACT TO COAST BUSINESS COMMUNICATIONS FOR
INSTALLATION OF EQUIPMENT TO UPDGRADE THE CITY COUNCIL CHAMBER
SOUND SYSTEM
WHEREAS, the 1998-2003 Capital Improvement Program included funding for improvements to
the City Council Chamber Sound System; and
WHEREAS, the City requested and received two responsible bids; and
WHEREAS, Coast Business Communications was determined to be qualified to do the work; and
NOW, THEREFORE, BE IT RESOLVED that the City Council hereby approves a contract
with Coast Business Communications for the installation of equipment to upgrade the City Council
Chamber Sound System.
PASSED, APPROVED AND ADOPTED this 1 st day of February, 2000.
AYES'
NOES'
ABSENT:
ABSTAIN:
ATTEST:
Mayor
City Clerk
H: ICC-FORMSIFORM-reso. doc
Attachment 2