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REQUEST FOR <br />COUNCIL ACTION <br />CITY COUNCIL MEETING DATE: <br />JUNE 6, 2017 <br />TITLE: <br />AMEND AGREEMENT WITH WESTERN <br />AUDIO VISUAL TO PROVIDE AUDIO- <br />VISUAL EQUIPMENT, INSTALLATION, AND <br />SERVICES <br />(STRATEGIC PLAN NO. 7, 5A) <br />QdYM-ANAGER-) <br />RECOMMENDED ACTION <br />CLERK OF COUNCIL USE ONLY: <br />APPROVED <br />❑ As Recommended <br />❑ As Amended <br />❑ Ordinance on 1 � Reading <br />❑ Ordinance on 2ntl Reading <br />❑ Implementing Resolution <br />❑ Set Public Hearing For <br />CONTINUED TO <br />FILE NUMBER <br />Authorize the City Manager and Clerk of the Council to amend the agreement with Western <br />Audio Visual to provide audio-visual equipment, installation, and on-call services; exercising a <br />two-year optional term extension beginning June 21, 2017 through June 20, 2019; and increasing <br />the compensation by $50,000, for a total agreement amount not to exceed $130,000, subject to <br />nonsubstantive changes approved by the City Manager and City Attorney. <br />DISCUSSION <br />On June 21, 2016, at the culmination of a Request for Proposal process (Exhibit 1), the Public <br />Works Agency entered into an agreement with Western Audio Visual to modernize two <br />conference rooms in the Ross Annex Building with high resolution displays for meetings, <br />presentations and technology for computer-based teleconferencing, including cameras, <br />microphones and speakers (Exhibit 2). This agreement included options for two two-year <br />extensions exercisable by the City Manager and City Attorney. Since completion of the <br />installations, the systems in these conference rooms have been in continual use by staff and <br />consultants for meetings and presentations. <br />The Public Works Agency would like to standardize its remaining conference rooms with similar <br />equipment. By means of the requested agreement amendment, the additional compensation of <br />up to $50,000, along with the approved time extension option, would be sufficient to identify the <br />scope and complete the remaining installations in the Ross Annex and at the City Yard (Exhibit <br />3). The scope of services for each conference room will be prepared and approved by the Public <br />Works Agency prior to installation of the audio-visual equipment. <br />25A-1 <br />