CITY OF HALLANDALE BEACH
MEMORANDUM
DATE: June 12, 2008
TO: D. Mike Good, City Manager
FROM: E. Dent McGough, City Clerk/Director, General Services
SUBJECT: Pursuant to Chapter 23, Section 23-104, Hallandale Beach Code of Ordinances, Authorize the Award of RFP # FY 2007-2008-003 Audio Visual Upgrade System City Commission Chambers to AVI-SPL in an Amount not to Exceed $64,400
PURPOSE:
To authorize the award of RFP # FY 2007-2008-003 Audio Visual Upgrade System City Commission Chambers to AVI-SPL in an amount not to exceed $64,400.
BACKGROUND:
The current audio and video equipment in the Commission Chambers was installed approximately 10 years ago.
The current audio component of the system is a combination of an audio amplifier, mixer, and speakers. The audio amplifier controls all microphones with one manual control. Adjustment with this volume control is difficult and impractical during a Commission meeting.
The current video equipment utilizes VHS tape as the principal recording media. VHS tape media yields poor quality rebroadcast of commission meetings and other events. DVD (Digital Video Disk) and DVR (Digital Video Recorder) are becoming the standard recording method in use by other cities to record and rebroadcast city events and meetings.
Members of the City Commission and the public have stated that the audio is difficult to understand in the Commission Chambers. The audio is difficult to understand and the video is blurry when the meetings are re-broadcast on the government access channel. Staff determined that the current Commission Chambers audio/video equipment is not capable of producing quality recordings or broadcasts.
DISCUSSION
The City released an RFP to improve of the audio and video broadcast quality in the City Commission Chambers. The City received two responses to the RFP from AVI-SPL and Pro Video Sales, Inc.
Staff has evaluated both the proposals and held phone conferences with each vendor to clarify system design, analyze each project plan, and determine the vendor’s ability to complete the project within the time and budget constraints.
The project is to be performed during the month of July during the Commission’s summer break. If needed, special meetings during July can be held in alternate locations such as Room 257 or the Cultural Center.
Based on an analysis of both proposals and discussions with both companies, Staff recommends awarding the RFP to AVI-SPL. The upgrade to the audio and video system improvements include:
· Improved Sound Quality
o The existing 12” microphones used on the dais and on the podium will be replaced with 18” shock mounted microphones to improve the sound quality of the speakers voice
o Wireless Microphone system will be replaced to improve the sound quality.
o The new system incorporates automatic feedback elimination (i.e. eliminates the squeals and other audio problems)
o The new audio equipment allows automatic or manual gain control (volume) for each microphone (to ensure voices can be heard clearly)
o The New equipment will provide for better sound quality both in Chambers and CATV broadcasts
o Additional small speakers on the dais will provide better sound quality to allow Commissioners to better hear meeting proceedings.
· Improve Video Quality
o DVR provides better video quality for rebroadcast than the VHS system currently in use and digital recordings do not degrade over time.
o The new system facilitates the rapid creation of DVD copies of the Commission Meeting
- Recording of Remote City Events
- Provides equipment to record remote City events on-demand
- Provides the ability to easily and quickly rebroadcast these events
Staff is confident the upgraded audio and video components will allow the City to provide quality audio and video coverage of Commission Meetings and other City events.
RECOMMENDATION:
Pursuant to Chapter 23, Section 23-104, Hallandale Beach Code of Ordinances, the City Commission authorize the award of RFP # FY 2007-2008-003 Audio Visual Upgrade System City Commission Chambers to AVI-SPL in an amount not to exceed $64,400 and authorize the City Manager to execute the contract and determine the appropriate accounts for the expenditure.
Prepared by: ______________________________
Shari Canada, Deputy City Clerk
Reviewed:
_______________________________ __________
D. Mike Good, City Manager Date
_____Approved _____Disapproved _____Hold for Discussion