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Brentwood City Commission Agenda

Meeting Date:	02/26/2018
Resolution 2018-18 Authorizing the Purchase of Audiovisual Upgrades at the Library from M3 Technology Group
Submitted by:	Susan Earl, Library
Department:	Library

Information

Subject

Resolution 2018-18 Authorizing the Purchase of Audiovisual Upgrades at the Library from M3 Technology Group

Background

As part of the Library’s purpose statement, it says, “In addition, the Library serves a critical need in the Brentwood community by providing meeting rooms for numerous community groups and programs.” Since the installation of the existing audiovisual equipment in the meeting rooms, there have been significant technological advancements in audiovisual equipment. Within the last two years, both IT and Library staff have numerous technical challenges in the meeting rooms with the audiovisual equipment, ranging from computer screen resolution issues making some of the projected video unreadable to the LCD projector mounting systems failing, rendering the projection system unusable. Laptops and microphones have been updated in the last 3 years; however, parts of the system need replacing and a redesign of the total system to modernize it making it easier to use by incorporating touch screen controls, HDMI interfaces, and a remote monitoring system for assistance.

The City Commission approved $80,000 in the FY18 Capital Projects Fund budget for these improvements. The Technology Department assisted in the preparation of an RFP and the City solicited competitive proposals. M3 Technology Group was the only company to respond to the RFP on August 22, 2017 with a proposed price of $70,005.

Parallel to the City AV project, the Brentwood Library Foundation initiated plans to renovate meeting rooms A and B. Due to the renovation involving ceiling construction; it was decided to wait on the audiovisual upgrades until the Library Foundation had secured a contractor. The Library Foundation solicited bids and selected a company for the work. This project was delayed due to fundraising issues, but with the City's recent commitment of up to $28,000 in funding for the meeting room renovation project, plans are to proceed with this project in a timely manner.

Library and technology staff have met with M3 Technology Group to review their proposal and suggested some minor changes that will save the City $12,684.00 and still meet the needs of the audiovisual improvements. The audiovisual installation will be coordinated with the renovation work. The total cost of the audiovisual upgrades, as reflected in the attached revised quote, is $57,321.00. This price includes three (3) years of maintenance, which commences one year after project completion.

Any questions can be directed to Technology Director.

Staff Recommendation

Staff recommends approval of the purchase of audiovisual upgrades for the library meeting rooms from M3 Technology Group.

Previous Commission Action

The City Commission approved $80,000 in the CIP 2017-18 budget for the meeting rooms A and B replacement.

Fiscal Impact

Amount :	$57,321.00
Source of Funds:	Capital Projects Fund
Account Number:	311-45200-5002

Fiscal Impact:

A total of $80,000 was budgeted in the FY 2018 Capital Projects Fund for this purpose.

Attachments
Resolution 2018-18
M3 RFP AVTech
Revised Quote
RFP - Library AV Upgrades
Signed Resolution