TO: Board of Supervisors
FROM: Jon Gjestvang, Chief Information Officer - Information Technology Services
REPORT BY: Elena Guzmán, Staff Services Analyst
SUBJECT: Board Chambers Audio Video System Upgrade
RECOMMENDATION
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Chief Information Officer, Director of Public Works, and County Executive Officer request the following actions related to the design and installation of upgrading the Audio/Video (A/V) system for the Board of Supervisors chambers (4/5 vote required):
1. Approval to establish a new Capital Improvement Project 24006, “Board Chambers A/V Upgrade” PW 23-36 (Fund 3000, Org 3000500) in the amount of $60,000;
2. Approval to establish two (2) Capital Assets for a total of $24,300, which includes one (1) Video Production Editing Module $17,200; and one (1) Tricaster Control Panel $7,100 (Fund 4200, Org 4200000, Object 55400); and
3. Approval of Budget Adjustment to increase intrafund transfer out appropriations by $236,850 in the Public Television Educational and Governmental Funds (PEG) (Fund 2150, Org 2150000) offset by the following:
a. Increasing intrafund transfer in by $60,000 in the Capital Improvement Project (CIP) 24006, “Board Chambers A/V Upgrade” PW23-36 (Fund 3000, Org 3000500), while also increasing appropriations;
b. Increasing intrafund transfer in by $24,300 for the Capital Assets (Fund 4200, Org 4200000, Object 55400), while also increasing appropriations; and
c. Increasing intrafund transfer in by $152,550 for additional free-standing fixtures and equipment, not part of the CIP or Capital Assets (Fund 4200, Org 4200000, Object 53410), while also increasing appropriations.
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EXECUTIVE SUMMARY
The Napa County Board of Supervisors chambers audio video system is outdated and needs upgrading. The current A/V equipment being utilized to run the meetings for the Board of Supervisors, Planning Commissions, and various other County meetings was last updated eight years ago. This update is needed for the meetings to operate efficiently.
Today’s request is for the approval to establish a new Capital Improvement Project, establish Capital Assets for a Video Production Editing Module and a Tricaster Control Panel; approval of budget adjustment; and the release of special PEG funds.
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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Where is it budgeted? |
Fund 2150, Org 2150000 |
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Is it Mandatory or Discretionary? |
Discretionary |
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Discretionary Justification: |
The project will provide much needed upgrading to Board Chambers A/V 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 FY2023-24. |
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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. |
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County Strategic Plan pillar addressed: |
Effective and Open Government |
ENVIRONMENTAL IMPACT
ENVIRONMENTAL DETERMINATION: The proposed action is not a project as defined by 14 California Code of Regulations 15378 (State of CEQA Guidelines) and therefore CEQA is not applicable.
BACKGROUND AND DISCUSSION
The Board of Supervisors Chambers located on the third floor in the County Administration Building needs
an update to the outdated A/V equipment that is currently being utilized to run the meetings for the Board of Supervisors, Planning Commissions and various other meetings ran by the County. This update is needed for the meetings to operate efficiently. This room and the equipment were last updated eight years ago after the
2014 earthquake and has become outdated and is difficult for staff to manage.
Technical issues due to outdated equipment have been causing disruptions and delays in our public meetings, including sound and video interruptions, as well as public comment accessibility issues.
During the COVID-19 pandemic, additional technology components were added such as Zoom, YouTube, Cisco Call Attendant, and encoders to run the equipment. The added components were installed in pieces to the older components to make the technology work, which tends to be the cause of technical issues. Also, this additional technology was added as an additional function to the Clerk of Board duties, taxing staff and frustrating for those watching and/or participating in the meetings.
In March of 2023 a Request for Qualifications was issued to several vendors for the Board Room A/V update. Through the Request for Qualifications one response was received from AVI-SPL. Staff from ITS, Communications and the Clerk of Board team met with the vendor, AVI-SPL in the Board Chambers to view the current equipment and discuss the issues experienced. The vendor was very knowledgeable and provided solutions.
Some of the benefits of this upgrade include:
* Most of the Clerks’ desk equipment will be moved to an adjacent room. This will make the Clerks’ station easier to manage and the equipment will be more secure.
* New monitors will be provided but fewer of them will be needed allowing the room to appear more open and aesthetically pleasing.
* New cameras will be installed in optimal locations for a more professional looking video feed.
* Each spot at the dais will have its own monitor for easy viewing by Board and Commission members.
* The equipment and technology will all be new and integrated to minimize issues.
* The equipment will be user friendly, allowing any staff member to hold other meetings as needed without the assistance of Clerk staff.
To update the Board Chambers audio video system, today’s requested action is for the approval of a budget adjustment to release $236,850 from special Public Television Educational and Governmental Funds (PEG) funds; offset by the commensurate establishment of a new Capital Improvement Project (CIP) 24006, “Board Chambers A/V Upgrade” in the amount of $60,000; the establishment of Capital Assets in the amount of $24,300; and the transfer of funds for additional free standing fixtures and equipment, not part of the CIP or Capital Assets, in the amount of $152,550.
Director of Public Works will procure the services of the contractor, not to exceed $60,000 to complete the construction required for the Board Chambers A/V update under the Director’s California Public Construction Cost Accounting Act (CUPCCAA) authority delegated by the Board of Supervisors.
In accordance with the County’s Purchasing Policy, and as part of a competitive solicitation process, free standing fixtures and equipment ($152,550), and capital assets ($24,300) will be purchased via Purchase
Orders, not to exceed $176,850.
AVI-SPL is not a local vendor. The company’s headquarters are located in Tampa, Florida but the local office is located in Sacramento, California.