CC 2024-04-09_09d Amendment_ATownAV Chamber AV System UpgradeItem 9.d.
MEMORANDUM
TO: City Council
FROM: Nicole Valentine, Administrative Services Director
BY: Kevin Waddy, Information Technology Manager
SUBJECT: Consideration of an Amendment to the Agreement with A-Town AV for
the Council Chamber Audio/Video System Upgrade Project and
Approval of a Budget Increase Request
DATE: April 9, 2024
SUMMARY OF ACTION:
Approve an Amendment to the Agreement with A-Town AV to upgrade the Audio/Video
system in the Council Chamber, approve a budget adjustment, and find the action exempt
from CEQA.
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:
The current A-Town AV Agreement to upgrade the Council Chamber Audio/Video System
is $193,790.10. FY 2023-24 Public Access Television (PEG) special revenue fund has a
budget for this project totaling $193,800. The City Council is being asked to approve a
budget adjustment from the PEG special revenue fund totaling $58,800 for the remainde r
of the project cost.
RECOMMENDATION:
1) Approve an Amendment to the Agreement with A-Town AV for design and installation
services for an automated Audio/Video system (Attachment 1);
2) Approve a budget adjustment request in the amount of $58,800; and
3) Find the action exempt from the California Environmental Quality Act (“CEQA”) under
the Class 1 exemption, which applies to the operation, repair, maintenance, permitting,
leasing, licensing, or minor alteration of existing structures, facilities, mechanical
equipment, or topographical features where the project involves negligible or no
expansion of existing or former use (State CEQA Guidelines, § 15301), and that none of
the exceptions to the Class 1 exemption apply.
BACKGROUND:
On November 28, 2023, the City Council approved the Council Chamber Audio/Video
System Upgrade Project (Project) Agreement with A-Town AV for design and installation
Item 9.d.
City Council
Consideration of an Amendment to the Agreement with A-Town AV for the
Council Chamber Audio/Video System Upgrade Project and Approval of a Budget
Increase Request
April 9, 2024
Page 2
services (Attachment 2). The Project was assigned a total project budget of $193,800 of
PEG funds. The Project was designed with an operator assistant model. The operator
assistant model is when an operator is in the audio-visual room monitoring each meeting
and moving the camera angles as each person speaks during a meeting. Additionally, the
Project built in the foundation to allow “full automation” to be added to the system at a
future date. While working with A-Town AV to secure all parts for the Project, the need to
move to a fully automated system continued to become more apparent. Staff requested
a change order to update the project scope, cost, and timeline from A-Town AV. A-Town
AV proposed the change order that is attached to Exhibit A of Attachment 1. The change
order includes the additional cameras that are needed for “full automation”, as address ed
in the Analysis of Issues below. In addition to extra cameras, more programming is
required to accomplish “full automation”.
ANALYSIS OF ISSUES:
The change order includes the requested system upgrades including an automated video
switching system. The upgraded cameras will allow the control system to automatically
switch camera views based on who is speaking. Each camera location in the Chamber
will have two cameras at that location to ensure that all positions are covered, and a
moving camera will never be live. The upgraded system will not require video production
staff to manage cameras but will require additional effort by staff during the meeting. Staff
will be responsible to start, stop, and pause the meetings, change in room content, and
select broadcast view. The City Clerk’s team will work with the IT Division to ensure
smooth setup and functionality with the upgraded system.
Budget Adjustment
PEG special revenue fund accounts for fees collected from Charter Communications are
restricted for support of public, education, and government access programming and
equipment. The Council Chamber Audio/Video system qualifies for PEG funding as a
public and government access project. Staff identified the need to allocate an additional
$58,800 from PEG Funds fund balance to cover the cost of the Council Chamber
Audio/Video System Project Upgrade. The total Project cost including the proposed
budget adjustment is $252,600.
Next steps
The original timeline estimated 3 weeks to complete the Project once all equipment is
received from the vendors. This estimation will be unchanged, however, A-Town AV will
return and replace different equipment pieces identified in the Change Order. The new
equipment pieces work more efficiently with the “automated” control system foundation.
The lead time for the equipment is approximately 8 weeks . Staff and A-Town AV will
coordinate with the City Clerk to avoid any meeting disruptions. Tentative install is
expected to be completed before the July 23, 2024 City Council meeting.
Item 9.d.
City Council
Consideration of an Amendment to the Agreement with A-Town AV for the
Council Chamber Audio/Video System Upgrade Project and Approval of a Budget
Increase Request
April 9, 2024
Page 3
ALTERNATIVES:
The following alternatives are provided for the Council’s consideration:
1. Approve staff’s recommendation;
2. Do not approve staff’s recommendation and request further information; or
3. Provide other direction to staff.
ADVANTAGES:
Proceeding with the recommended action allows City staff to complete this project and
fully automate the Council Chambers Audio/Video System. Full automation will reduce
the need for an onsite operator at all City Council and Planning Commission meetings,
thereby reducing support costs, and increasing video and audio quality.
DISADVANTAGES:
There are no disadvantages identified at this time.
ENVIRONMENTAL REVIEW:
The City finds the project, and the approval of the attached Professional Services
Agreement in substantially final form, is categorically exempt from the California
Environmental Quality Act (“CEQA”) under the Class 1 exemption, which applies to the
operation, repair, maintenance, permitting, leasing, licensing, or minor alteration of
existing structures, facilities, mechanical equipment, or topographical features where the
project involves negligible or no expansion of existing or former use (State CEQA
Guidelines, § 15301), and that none of the exceptions to the Class 1 exemption apply.
PUBLIC NOTIFICATION AND COMMENTS:
The Agenda was posted at City Hall and on the City’s website in accordance with
Government Code Section 54954.2.
ATTACHMENTS:
1. Proposed Amendment 1 to the Professional Services Agreement with A-Town AV,
Inc.
2. A-Town AV, Inc. Professional Service Agreement
ATTACHMENT 1
AMENDMENT NO. 1 TO PROFESSIONAL SERVICES AGREEMENT
This Amendment 1 to Professional Services Agreement ("Amendment") by and between
A-Town AV ("Consultant") and the CITY OF ARROYO GRANDE, a Municipal Corporation
("City"), is made and entered into this 9th day of April, 2024.
WHEREAS, the parties entered into a Professional Services Agreement dated November
29, 2023, for the Audio/Video/Data Services for Council Chamber Audio/Video Upgrade
project ("Contract"); and
WHEREAS, the parties desire to modify the Agreement as set forth herein.
NOW THEREFORE, for valuable consideration the receipt and sufficiency of which is
acknowledged, the parties agree as follows:
1. The above recitals are true, correct and are incorporated herein by reference.
2. The Change Order will provide automated video switching system and included as
Exhibit A.
3. The City Council approves the Change Order as shown in Exhibit A.
4. Except as modified herein, all other terms and conditions set forth in the Contract
shall remain unchanged and in full force and effect.
IN WITNESS WHEREOF, CITY and CONSULTANT have executed this Amendment the
day and year first above written.
CITY OF ARROYO GRANDE:
CAREN RAY RUSSOM, MAYOR
ATTEST:
JESSICA MATSON, CITY
CLERK
CONSULTANT:
_________________________
JASON ALLEN, PRESIDENT
APPROVED AS TO FORM:
_________________________
ISAAC ROSEN, CITY ATTORNEY
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ATTACHMENT 2