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