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Agenda Item No: 10
Meeting Date: May 18, 2009
SAN RAFAEL CITY COUNCIL AGENDA REPORT
Department: Management Services
Prepared by: Gus Bush, IT Manager City Manager Approval:
SUBJECT: Resolution authorizing City Manager to publish a Request for Proposal for a City Council
Chambers AudioNideo System and select the most responsive and qualified proposal by use of
competitive negotiation.
RECOMMENDATION: City Council adopt resolution authorizing the City Manager to publish Request for
Proposal (RFP) and use competitive negotiation process.
BACKGROUND: Last year, City Council expressed an interest in upgrading the audio/video capabilities
in the City Council Chambers. In response to functional requirements expressed by the Council and
others that use the room (representatives from various City departments as well as other agencies), IT
developed an initial technical solution which was presented to Council during a study session in May
2008. The total cost of the project was estimated as between $100K and $150K plus ongoing support.
IT later developed a phased implementation plan to help spread out the costs into manageable portions.
The first phase, implementing a digital audio capture capability, was completed last year when the City
Clerk's office began experiencing problems with their analog audio tape system. The second phase of
the project is where most of the costs lie since it concentrates on installing all the new video cameras and
presentation equipment needed in the Chambers. These changes would provide the necessary
infrastructure for the City to then pursue implementation of an internet-based video publication system
(such as the Granicus solution in use at other California government agencies). This third phase would
be handled as a separate procurement action once the equipment upgrades were completed. A fourth
phase was also defined to eventually add some optional items not required for the system's primary
capabilities.
Though this project has been identified as one of the City's top five technology initiatives, the primary
difficulty up to this point has been the lack of available resources. The City Clerk's office, Community
Development Department, and IT Division have all identified some funds that they could contribute. But
staff does not believe there would be enough funds to fully implement the required functionality. There is
potential, though, that funding from other agencies or from grants may become available in the next few
months to help us proceed.
ANALYSIS: Staff proposes to move forward with publishing the RFP for phase two of the project in order
to identify a qualified vendor to finalize the technical solution and then install the various components
once funding becomes available. Because of the variations expected between submitted proposals as
well as the complexity involved with integrating all of the equipment, the use of competitive sealed bids is
not deemed practical. Staff instead recommends the use of an RFP and the competitive negotiation
FOR CITY
File No.:
Council Meeting:
Disposition:
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2
process as permitted in Municipal Code section 2.55.190. This process allows the City to select the most
responsive and qualified vendor after considering proposals' merits, costs, contract terms, and other
evaluation criteria. At the conclusion of the RFP process, staff will return to the Council for authorization
to award to the bidder whose proposal is determined as most advantageous to the City.
FISCAL IMPACT: No financial impact occurs as a direct result of Council authorizing the start of the RFP
process. Staff will cover funding for project implementation and ongoing support costs when returning for
approval to award a contract.
OPTIONS:
1. Authorize City Manager to use RFP and competitive negotiation process.
2. Direct staff to follow competitive sealed bid process for this procurement.
3. Not proceed with this project at this time.
ACTION REQUIRED: City Council adopt resolution authorizing the City Manager to publish RFP and use
competitive negotiation process.
Encls: Resolution
RESOLUTION NO.
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL
AUTHORIZING THE CITY MANAGER TO PUBLISH A REQUEST FOR
PROPOSAL FOR A CITY COUNCIL CHAMBERS AUDIO/VIDEO
SYSTEM AND SELECT THE MOST RESPONSIVE AND QUALIFIED
PROPOSAL BY USE OF COMPETITIVE NEGOTIATION
WHEREAS, the City wishes to solicit proposals to design and install new audio/video
technology for the City Council Chambers; and
WHEREAS, acquisition of a modern audio/video system requires a competitive
purchasing process and the evaluation of sealed bids is not practical for adequately evaluating
varied proposals; and
WHEREAS, the San Rafael Municipal Code, section 2.55.190, allows the City Council
to authorize the City Manager to purchase equipment or services by use of competitive
negotiation.
NOW, THEREFORE, IT IS HEREBY RESOLVED that the Council does hereby
authorize the City Manager to publish a Request for Proposal for a City Council Chambers
audio/video system and select the most responsive and qualified proposal by use of competitive
negotiation pursuant to San Rafael Municipal Code Sections 2.55.190 and 2.55.200.
I, ESTHER C. BEIRNE, Clerk of the City of San Rafael, hereby certify that the foregoing
Resolution was duly and regularly introduced and adopted at a regular meeting of the City
Council of said City held on Monday, the 18th day of May, 2009 by the following vote, to wit:
AYES: COUNCILMEMBERS:
NOES: COUNCILMEMBERS:
ABSENT: COUNCILMEMBERS:
ESTHER C. BEIRNE, City Clerk