Report to Mayor and City Council
Tuesday, March 17, 2020
Consent
SUBJECT:
Title
CONSIDER APPROVAL OF CONTRACT SERVICES AGREEMENT WITH MEDIASTAR, LLC FOR AUDIO VIDEO (A/V)SERVICES FOR THE CITY COUNCIL CHAMBERS (CITY COUNCIL)
Body
I. SUMMARY
For purposes of public access and transparency, it is critical for the City to ensure the Audio/Video services in the Council Chambers function smoothly during public meetings and deliver high quality content to the public access channel and Internet. Additional funds are requested to repair recently discovered audio issues and any other unforeseen issues that could be encountered during the fix. In addition, for continuity we also would like to have Mediastar, the company that has been addressing our equipment concerns, maintain operational and maintenance support services until the end of the budget year (June 30, 2020).
II. RECOMMENDATION
Recommendation
TAKE the following actions:
1. WAIVE the bidding requirements of the Carson Municipal Code (CMC) pursuant to CMC Section 2611(e) ("Sole Source Purchasing").
2. APPROVE Contract Services Agreement with Mediastar, Inc. for Audio Visual maintenance, A/V City Council Chamber operational support, and to address related but unforeseen equipment and technical issues that may impair public access to City Council meetings; to approve the contract sum be increased by $53,000; and AUTHORIZE the Mayor to execute the same upon approval as to form by the City Attorney.
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III. ALTERNATIVES
TAKE any other action the Council deems appropriate.
IV. BACKGROUND
The City used an A/V vendor, Electrosonic, to support the equipment for many years. Having been faced with operational support challenges, absorbent costs, and overall lack of knowledge on some of the critical equipment, the contract was not renewed. Because of the major issues we were experiencing with broadcasting the Council Meetings, it was critical to quickly find a knowledgeable A/V vendor to repair the equipment. After meeting with 3 reputable A/V specialists, we chose one that not only understood our AV hardware, but was able to start immediately. On September 17, 2019, the City Council approved a Contract Services Agreement with Mediastar for certain repairs and replacement of the Council Chambers’ audio/video systems.
All requested A/V repair work was completed by Mediastar on January 15, 2020. The Contract Services Agreement for consideration tonight is for Mediastar’s servicing work associated with the City’s AV equipment. Furthermore, the Contract Services Agreement will also cover issues uncovered during the repair process that may need immediate repair. Unfortunately, during the process of remediating the AV equipment, we encountered a few additional issues with the older equipment that will need immediate repair (sound system & wiring).
V. FISCAL IMPACT
There will be no Fiscal Impact to the General Fund as the $53,000.00 will be funded through the Public/Education/Government unallocated fees balance. The amount necessary to cover costs is budgeted and will come from FY 2019/20 in account number 247-50-520-101-6009.
VI. EXHIBITS
Exhibit No. 1: Contract Services Agreement
Prepared by: Kevin Kennedy, Information Technology Manager