HomeMy WebLinkAbout14.A. Council Chamber Upgrade Proposal
CONSENT
City of Shakopee Ii. ft.
Memorandum
TO: Mayor & City Council
Mark McNeill, City Administrator
PROM: Tracy Schaefer, Assistant to the City Administrator
SUBJECT: Council Chamber Upgrade Proposal
MEETING DATE: April 15, 2003
Introduction
City Council is asked to award the City Council Chamber single chip camera system
replacement and upgrade to EPA in the amount of$75,008.22, which includes the DVD
($831.77) alternate.
Background
City Council directed city staff to entertain RFPs for a City Council Chamber upgrade to
include 4 new cameras, control room upgrade, and the addition of a presentation system
(Power Point).
Four proposals were received from various telecommunications vendors.
Telecommunications Commissioners Bill Anderson and Michael Guncheon, Television
Productions Specialist Michael Johnson and I reviewed and ranked each proposal, and
recommended to the Telecommunications Commission that the award be granted to EP A.
Telecommunications Commission has also recommended EP A as the successful
proposer. EP A submitted the lowest priced proposal and installed the City's new City
Council audio system roughly 3 years ago, so EP A has a working knowledge of the City
Council Chamber and the video system.
The system replacement and upgrade of the City Council Chamber will allow for better
television viewership at 1) home 2) individuals attending City meetings 3) Council and
Commission members. Not only will the new system allow for better viewership during
broadcast City meetings, it will enable the City to use the new presentation system for
daytime meetings and employee training. Currently city staff has to juggle with outside
projectors to show any electronic information during meetings either during the day or in
the evening.
Highlights of the System Replacement & Upgrade
. New presentation system (PowerPoint) will allow for electronic presentations
from graphics to text for daytime and evening meetings and staff training. Staff
will be able to electronically bring up maps and documents for Council viewing
rather than rely on paper documents.
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. 3 new LCD monitors at the Council dais will allow the City Council and
Commission members to more accurately view presentations and receive better
detail drawings on items like maps. The 3 TV s that are located in the ceiling and
the podium will be removed and donated to the Community Center for viewing of
the cable access channels in the Community Center lobby.
. VHS and DVD (digital) recording capabilities will allow for more quality
recording and documentation of City meetings.
. 4 new single-chip cameras. The current cameras are over 10 years old and are
failing and can no longer be repaired.
. Elmo "document camera" will be "mounted" on the podium for more detailed
viewing of print documents.
. Control room will be upgraded to bring the new system together.
Due to the length and technical content ofthe RFP, staffhas not attached a copy of the
RFP. If any Council member is interested in reviewing the EP A proposal, please contact
Toni Huber at 952-233-3800 or thuber@ci.shakopee.mn.us and she will be happy to get
you a copy.
Budget Impact
The system replacement and upgrade costs of$75,008.22 will be funded from the
Telecommunications Fund and NOT effect the general fund. The four single-chip
cameras, control room upgrade and presentation system will cost $74,176.45.
It is recommended that the City Council also approve the DVD capabilities (digital
recording), which was a proposal alternate, due to the favorable price of$831.77. The
total award would be $75,008.22, which is $8.22 over the $75,000 budgeted amount.
Alternatives
I) Do not approve the City Council Chamber upgrade and system replacement.
2) Do not include the alternate DVD recording capabilities.
Action Requested
City Council is asked to award the City Council Chamber single chip camera system
replacement and upgrade to EPA in the amount of $75,008.22, which includes the DVD
($831.77) alternate.
Tracy Schaefer
Assistant to the City
Administrator
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