Approval is requested for the award of a contract to Ceitronics Information Delivery Systems of San Jose to furnish and install Council Chamber audio visual and voting system enhancements for the Information Technology Department. Approval of Budget Modification No. 22 is also requested to provide additional funding to complete the project as specified.

In the past few years, the City has experienced significant problems with the City Council Chambers audio system, microphones and sound quality. The existing systems are composed of a conglomeration of equipment and wiring, some of which is over twenty years old. The existing video presentation and voting system equipment is also increasingly ineffective in meeting the communication needs of City Council, City staff and Sunnyvale citizens.

In early 1997, based upon direction from the City Council Technology Subcommittee, Information Technology Department staff began planning an upgrade of the communication systems in the Council Chambers to improve its audio visual and voting functionality.

In December 1997, specifications were developed with the assistance of a communications consultant; and Request for Proposals (RFP) #F9712-33 was distributed to eight local audio video equipment suppliers. Proposers were asked to recommend equipment to 1) upgrade and/or replace the existing voting board, sound system and camera system, 2) design a comprehensive projection/presentation system, and 3) interface the recommended upgrades with the KSUN production studio. Three proposals were received, and extensive evaluation of the proposals identified issues that made an award of contract inadvisable at that time.

Using experience and information gained from the 1997 RFP as well as additional input from the City Council Technology Subcommittee, staff revised the initial specifications; and Invitation for Bids #F9810-29 was made available to nine local audio visual equipment supplies in October 1998.

Bids were received from Ceitronics Information Delivery Systems of San Jose, with a bid total of $272,712. and Electronic Integrated Solutions (EIS) of Mountain View with a bid total of $324,207.

After extensive evaluation, including presentations to the Technology Subcommittee, staff recommends acceptance of the low bid.

The replacement of the audio systems and the addition of presentation equipment will provide the tools for staff and the public to better present information to the City Council, City Boards and Commissions, and the KSUN cable television viewing audience. The new systems will also provide a display for Councilmembers and staff replacing outdated black and white monitors that have not been used in many years. Overall, implementation of this project will provide systems that enhance essential services to Sunnyvale residents.

This project was initially funded, based upon estimates of the cost of the equipment upgrades specified in the unsuccessful 1997 Request for Proposals. Based upon a re-evaluation of the City’s needs, the revised specifications set forth in Invitation for Bids #F9810-29 and the recent bid responses, a budget modification is needed to proceed with the implementation of the project.

It is recommended that Council approve Budget Modification #22 and award a contract in the amount of $272,712 to Ceitronics Information Delivery Systems of San Jose to furnish and install Council Chamber audio visual and voting enhancements and authorize the Purchasing Officer to issue a purchase order to that effect.

Prepared by:

Elaine Wesely
Purchasing Officer

Reviewed by:

Mary Bradley
Director, Finance

Reviewed by:

Shawn Hernandez
Director, Information Technology

Approved by:

Robert S. LaSala
City Manager