Agenda Packet_2023-01-17 - Laserfiche WebLink

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City Manager’s Office www.santa-ana.org/city-managers-office Item # 8 City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report January 17, 2023 TOPIC: Purchase of Audio Video Equipment for Council Chamber AGENDA TITLE: Award a Purchase Order to VMI, Inc in the Amount of $61,319 for Audio Video Equipment for the Council Chamber, Playback Room and Control Room (Specification No. 22-162) (General Fund) RECOMMENDED ACTION Authorize a one-time purchase and payment of purchase order to VMI, Inc. for the purchase of audio video equipment, in the amount of $61,319, subject to non- substantive changes approved by the City Manager and City Attorney. DISCUSSION The council chamber hosts public meetings of the City Council and various boards, commissions, and committees. Accordingly, the council chamber requires the technology needed for speaking protocols, data collection and archiving, visual display, electronic voting, video streaming, and more. Staff assessed the aging video and related equipment in the council chamber, identified its limitations, and determined that much of the equipment has reached the end of its useful life. In response, staff from the Information Technology Department and City Manager’s Office identified an opportunity to procure new video and related equipment, with the goal of improving the technological performance of video and related infrastructure in the council chamber. The Notice Inviting Bids was advertised on November 18, 2022, on the City’s online bid management and publication system. A summary of the bid invitation and bids received is as follows: 271 vendors were notified 11 Santa Ana vendors were notified 30 vendors downloaded the bid packet 8 bids were received 1 bid was received from an Orange County small business City Council 8 – 1 1/17/2023