TO: Board of Supervisors
FROM: Meg Ragan, Chief Technology Officer - Information Technology Services
REPORT BY: Elena Guzmán, Staff Services Analyst II
SUBJECT: Authorization of Capital Asset for the purchase of Board Chambers equipment.
RECOMMENDATION
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Authorize the purchase of audiovisual equipment; establish equipment as a capital asset for the Board of Supervisors Chambers; and approve a waiver of competitive bidding requirements and sole source award to PCD. (Fiscal Impact: $39,800 Expense; 4200 Fund (PEG); Budgeted; Discretionary)
[4/5 vote required]
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BACKGROUND
The funding source of revenue: Under the California Digital Infrastructure and Video Competition Act (DIVCA) of 2006, local franchising authorities can require state video franchise holders (such as cable and certain broadband providers) to pay a PEG fee of 1% of their gross revenues derived within that jurisdiction. PEG funds are strictly used to support local community media facilities. This includes purchasing broadcast equipment, upgrading studio hardware, and maintaining production gear for local public access, school, and government meetings programming.
On September 12, 2023, the Board approved the use of Public, Educational, and Governmental (PEG) funds and established the CIP and funding needed to implement upgrades to County media capacity in the Board Chambers. This was phase one of an AV project which was intended to create a modern, integrated, user-friendly system that would reduce technical disruptions and make the Board Chambers easier for County staff to operate.
Phase one was the larger, comprehensive modernization of the Board Chambers. It addressed the room's outdated AV infrastructure and operational problems, including cameras, monitors/displays, microphones/audio, equipment locations, staff workstations, and the integration of the technology needed for in-person, remote, and broadcast meetings. The number and placement of monitors were improved to provide a more open and functional meeting space. New cameras were installed in locations designed to provide a more professional video feed. Individual monitors were provided at each dais position to allow Board and Commission members to easily view meeting information. These improvements are complete and establish the foundation of the updated Board Chambers AV environment.
Completing phase two has become increasingly important as California strengthens its requirements for public access to local government meetings. Senate Bill 707 (SB 707) expands upon provisions related to teleconferencing and public participation under the Ralph M. Brown Act by highlighting the need for dependable technology and systems that enable community members to access and participate in public meetings remotely and through electronic platforms.
The County relies on electronic and remote access to public meetings. An interruption in the AV system can affect more than the meeting experience for staff and Board members. A failure of critical AV equipment can interrupt or degrade the County’s ability to provide the public with a reliable means of viewing and participating in a meeting. This is particularly important when members of the public rely on remote access rather than attending meetings in person.
The second phase of the project includes replacement of aging and failing AV components, as well as reorganization of the existing new equipment into an appropriately configured AV equipment rack. The current rack configuration has evolved over time as equipment has been added or replaced, making maintenance, troubleshooting, and future upgrades increasingly difficult. Rebuilding the system into a properly organized rack will improve cable management, accessibility, airflow, serviceability, and overall system reliability while reducing potential points of failure.
The proposed equipment was selected based on compatibility with the County’s existing AV environment and the operational requirements of the Board Chambers. Standardizing equipment will improve system performance and reliability, simplify ongoing maintenance and troubleshooting, and provide appropriate manufacturer support for the equipment moving forward.
Staff have experienced an increasing number of equipment failures due to the age and condition of the existing system, requiring troubleshooting and temporary workarounds to maintain meeting operations. As the equipment continues to age, the likelihood of a failure affecting a public meeting or broadcast increases. Replacing these critical components reduces that risk and provides a more reliable and supportable AV environment for Board meetings and other public meetings conducted in the Chambers. The total equipment cost is $35,000.
PCD is Crestron-certified and is an authorized dealer for much of the equipment currently used within the Board Chambers, allowing the vendor to provide both the specialized programming services and manufacturer-supported hardware necessary for the project.
The County no longer has an active support agreement with its previous AV vendor, leaving the Board Chambers without dedicated vendor support for its specialized AV infrastructure. Establishing a relationship with PCD through this project will provide access to qualified technical support for the existing system and the equipment being installed. Because certain hardware repairs, replacements, programming, and commissioning activities must be performed through an authorized or certified provider, qualified vendor support remains necessary even if County staff expand their internal Crestron expertise in the future.
Using PCD for the replacement, integration, programming, and commissioning of the equipment will provide continuity between the County's existing Crestron environment and the upgraded system while ensuring the equipment is installed and supported by a vendor with the required certifications and manufacturer relationships. The total cost for one-year support is $4,800.
PCD is the only local certified vendor identified by the County who can program, support, and commission the County's existing Crestron-based AV systems.
Requested Actions:
1. Authorize the purchase of Audiovisual equipment with one-year support; and
2. Establish equipment as a capital asset in the amount of $39,800; and
3. Approve a waiver of competitive bidding requirements and sole source award for the purchase of Audiovisual equipment and support from PCD.
FISCAL IMPACT
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Is there a Fiscal Impact? |
Yes |
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Is it currently budgeted? |
Yes |
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Where is it budgeted? |
Fund 4200, Subdivision 4200020 Public Television Educational and Governmental Funds (PEG) |
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Is it Mandatory or Discretionary? |
Discretionary |
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Discretionary Justification: |
New equipment is necessary to maintain reliable audiovisual operations for Board meetings and public broadcasts, reducing equipment failures and ensuring continuity of service. |
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Is the general fund affected? |
No |
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Future fiscal impact: |
The replacement equipment is expected to reduce maintenance requirements and emergency repairs. Ongoing costs will be limited to standard maintenance and any applicable manufacturer support or warranty renewals. |
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Consequences if not approved: |
If this purchase is not approved, the County will continue to rely on aging, failure-prone equipment, increasing the likelihood of meeting disruptions, broadcast interruptions, and emergency repairs that could negatively impact public access and Board operations. |
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Additional Information: |
Elevate County Service and Workforce Excellence |
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.