Memorandum

City of Lawrence

City Manager’s Office

 

To:

David Corliss, City Manager

From:

Megan Gilliland

cc:

Diane Stoddard

Cynthia Wagner

Jonathan Douglass 

James Wisdom

Mark Thiel

Date:

August 2, 2012  

Re:

City Commission room upgrades  

 

City staff has completed an evaluation of the technology and broadcast system for the City Commission chambers.  The last time the city did any significant upgrades to the room was in the early 1990s.  There are several issues that need to be addressed from a technological standpoint which will improve the functionality for the City Commission and staff, public participation and viewer experience. City staff plans to work over the month of August and September 2012 to install the system and all of its components. 

 

In-house city staff will be working to build many of the component systems but staff would like to use an outside vendor for installation of the new audio/video equipment and to perform a majority of the audio/video cabling install.  The installation vendor will also provide training for city staff on use of the equipment. The city wishes to use a Topeka vendor, Davis Design, as a sole source vendor for this project.  Davis Design created the original design specifications and has worked with city staff for several months to determine essential needs. The installation fee provides the following (see attached proposal): 

 

Davis Design working as installation contractor will prepare a work schedule working closely with the City of Lawrence. This schedule will allow Davis Design to work around the daily schedules of the City of Lawrence possibly evening and weekends. Construction of the area for the purpose of a production booth will be constructed by the City of Lawrence. Davis Design will work with the facilities maintenance and IT departments for the running of cables and any special needs to get behind walls and secured areas.

 

Acquisition of Equipment:

The City of Lawrence will purchase the said equipment through manufactures and vendors. After delivery of said equipment the City of Lawrence will store equipment until it is installed.

 

Contractor Clearance:

Davis Design will need special clearance to remove equipment from the facilities to do adjustments and calibration. Due to the availability of schedules and space, there may need to be some calibration of the remote camera system. Having this clearance will be helpful.

 

Consultation/Meetings:

Davis Design will meet with the City of Lawrence to prepare for installation and during the installation process. These meetings are covered in the cost.

 

System Testing:

Davis Design after installation will test the equipment to make sure it is working and according to the overall proposed design.

 

60 Hours of Training:

Davis Design after installation will train the designated staff. This training will consist of remote camera operation, live production switching, graphic overlay design, recording and playback systems workflows. All training is in conjunction with overall project design for the City of Lawrence.

 

Installation Contractor Fee                                                                          $22,000.00

 

Recommendation:  City staff is requesting to sole source the installation of the equipment at a cost of $22,000.  Sixty hours of training will also be included as part of the fee.