Report to Mayor and City Council
Tuesday, September 17, 2019
Consent
SUBJECT:
Title
CONSIDER APPROVAL OF THE CONTRACT SERVICES AGREEMENT WITH MEDIASTAR, INC. FOR MAINTENANCE, PROGRAMMING, EQUIPMENT REPAIRS AND REPLACEMENT OF THE AUDIO VISUAL SYSTEM SERVING THE COUNCIL CHAMBERS (CITY COUNCIL)
Body
I. SUMMARY
The audio/visual equipment in the Council Chambers is outdated and has recently proven to be unreliable. Because it is at the end of life, the city has begun to experience repeated outages during City Council meetings that have included not being able to broadcast via the internet preventing access to a large portion of our viewers, and the periodic failure of the automated voting system and time stamping by the City Clerk. Moreover, this equipment is proprietary, which means staff have no access to it and must completely rely on an outside consultant whose business closes around 6:00 pm when we need them the most.
In view of the interest of the City Council to make its public deliberations and actions transparent, it is imperative that we address this unacceptable situation immediately. If the city were to go through the normal bidding process, it is likely to take three months or longer to get a replacement system. For this reason, staff is asking the City Council to waive the bidding requirements and to approve a contract with MediaStar Inc., for which we have received positive recommendations from other municipalities.
Due to the urgency of the matter, a contract has not yet been drafted. Staff would work with the City Attorney's Office to develop an acceptable form of contract for execution.
II. RECOMMENDATION
Recommendation
TAKE the following actions:
1. WAIVE the bidding requirements in Chapter 6 ("Purchasing System") of Title II of the Carson Municipal Code, pursuant to Carson Municipal Code Section 2611(e) ("Sole Source Purchasing"); and
2. APPROVE a contract services agreement with MediaStar Inc., for repairing and replacing e...
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