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Improvement Project 24006, "Board Chambers A/V Upgrade" to update and upgrade the existing audio video system that was outdated.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 o...
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