DEPARTMENT: Communications and Public Affairs
DEPARTMENT HEAD: Di Galvan
COUNCIL DISTRICTS IMPACTED: City Wide
SUBJECT:
Acoustic Analysis, Equipment and Support contract for City Council Chambers.
SUMMARY:
This ordinance authorizes a contract with Unicom Government, Inc., utilizing the US Communities Cooperative Contract, to conduct an acoustic analysis for the City Council Chambers, acquire equipment and install materials necessary to address study findings, and provide for maintenance and support of audio/video equipment used in the City Council Chambers and Council B Room for a 3-month period, for a cost not to exceed $244,809.28 funded from Public Education, and Government (PEG) Fund and appropriating funds.
BACKGROUND INFORMATION:
The City Council Chambers and Dais reside in a historical building that is constructed heavily with stone and concrete. As a result, the acoustics and sound intelligibility can be greatly compromised in certain areas. This project consists of two phases. The first phase consists of the acoustics study where the contractor will assess the requirements to address the audibility in the City Council Chambers. The second phase will include the implementation of special acoustical treatment determined by the contractor to address the clarity of sound in the City Council Chambers.
An acoustics study has been recommended to identify the areas of the City Council Chamber that need special acoustical treatment to ensure a consistent and quality audio experience. Based on the acoustic study findings, the contract will provide for the required material and equipment to be installed in the month of July to address all the audio deficient areas. The cost for the acoustic study is $19,378.24. The estimate for the materials, equipment and installation will not exceed $200,000.00.
In addition to the installation and testing of acoustical treatments, a 3-month maintenance support contract will extend through the end of the fiscal year and provide service all equipment and audio systems in the City Council Chambers, Council B Room, and Media Briefing Center. The support contract is estimated to cost $25,431.04 for the 3-month period beginning July 2015 through September 2015. A longer term maintenance agreement will be forthcoming with a comprehensive study of the audio/visual/broadcasting and control room upgrade study scheduled for consideration in August 2015. This support contract will ensure continued operations for broadcasting of the City Council A and B Sessions through the remainder of the fiscal year.
ISSUE:
The acoustic and sound intelligibility present concerns in the City Council Chambers. The acoustic study will assist with identifying a solution to be implemented in July 2015.
ALTERNATIVES:
Without the study and subsequent implementation of findings, the acoustics in the City Council Chambers will continue to cause difficulties for those in attendance at City Council meetings.
FISCAL IMPACT:
The total estimate for the contract with Unicom Government, Inc. is not to exceed $244,809.28. This ordinance authorizes the appropriation of $244,809.28 from the Public, Education, and Government (PEG) Fund.
RECOMMENDATION:
Staff recommends the acceptance of this contract with Unicom Government, Inc. in the amount of $244,809.28 and appropriation of $244,809.28 from the Public, Education, and Government (PEG) Fund for this project.