TO: Board of Supervisors
FROM: Jon Gjestvang, Chief Information Officer - Information Technology Services
REPORT BY: Julia Bordona, Staff Services Manager
SUBJECT: Board Chambers Audio Video System Upgrade
RECOMMENDATION
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Approve a Budget Amendment and increase Capital Improvement Project 24006, “Board Chambers A/V Upgrade” PW 23-36 in the amount of $75,000 to purchase additional equipment and install additional HVAC equipment; authorize the purchase of a capital asset for a closed captioning encoder; authorize a waiver of competitive bidding and a sole source award to Link Electronics. (Fiscal Impact: $75,000 Expense; Public Television Educational and Governmental Fund; Not Budgeted; Discretionary)
[4/5 vote required]
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BACKGROUND
On September 12, 2023 the Board of Supervisors approved Capital Improvement Project 24006, “Board Chambers A/V Upgrade” to update and upgrade the existing audio video system that was outdated. The audio/visual equipment utilized to run Board of Supervisors, Planning Commission, and other various other meetings had not been updated in over eight years.
The project is almost complete; however, operation of the new equipment significantly increased the room temperature, which has created new unforeseen issues. A new piece of equipment has already failed due to the heat and internal temperature sensors on other pieces of equipment are showing extreme temperatures, which will cause future failures if not cooled. Therefore, it is imperative we update the HVAC in that room to maintain a temperature that will prevent further overheating and damage. Public Works- Property Management will facilitate the purchase and installation of the HVAC equipment. The total estimated cost is $15,000.
During project implementation, it was also determined that a closed captioning encoder was necessary for ADA compliance. Currently the County only provides English closed captioning through Granicus, which is only available for the Board of Supervisors and Planning Commission meetings at an hourly rate. The proposed closed captioning encoder provides closed captioning in Spanish and English for all meetings broadcast to the public. Procuring this closed captioning device is a one-time purchase through Link Electronics, who sells the broadcasting unit that every major company uses for automated captioning. The vendor offers 24/7 customer support for their product and supplies the only encoder that offers two SDI outs, one in Spanish and one in English. The total cost of the encoder is $60,000. Staff recommends a one-time investment to expand services and eliminate the hourly use charges.
Requested Actions:
1. Approval of a Budget Amendment to increase fiscal year 2023-24 appropriations for the following:
a. Fund 2150 Public Television Educational and Governmental Fund - Increase transfer-out expense by $75,000 (Sub-division 4200020, Account 56100, using available fund balance;
b. Fund 3000 Capital Improvement Fund - Increase transfer-in revenue by $75,000 in the Capital Improvement Project (CIP) #24006, “Board Chambers A/V Upgrade” (Sub-division 3000500, Account 48200);
c. Fund 3000 Capital Improvement Fund - Increase Equipment for the purchase of capitalized equipment in the amount of $60,000 (Sub-division 3000500, Account 55400); and
d. Fund 3000 Capital Improvement Fund - Increase Building and Improvements expense for the purchase and installation of a new air conditioning unit in the amount of $15,000 (Sub-division 3000500, Account 55300);
2. Approval to purchase (1) Capital Asset within project #24006, for a total of $60,000, which includes one (1) Closed Captioning Encoder (Fund 3000, Sub-division 3000500, Equipment Account 55400); and,
3. Authorize a waiver of competitive bidding, and sole source award to Link Electronics for the purchase of Closed Captioning Encoder.
FISCAL & STRATEGIC PLAN IMPACT
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Is there a Fiscal Impact? |
Yes |
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Is it currently budgeted? |
No |
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Is it Mandatory or Discretionary? |
Discretionary |
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Discretionary Justification: |
The project will provide much needed upgrades to Board Chambers A/V room and equipment |
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Is the general fund affected? |
No |
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Future fiscal impact: |
None, installation anticipated to be completed in FY 2023-24. |
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Consequences if not approved: |
If this project is not approved, the Board of Supervisors meetings, as well as other meetings held in the Board Chambers, will continue to experience technical issues, causing significant delays and accessibility issues for the public. |
ENVIRONMENTAL IMPACT
ENVIRONMENTAL DETERMINATION: The proposed action is not a project as defined by 14 California Code of Regulations 15378 (State CEQA Guidelines) and therefore CEQA is not applicable.