Title
Board Room Sound System Proposal
History
The existing sound system in the Village Board Room is in need of replacement. The system is outdated and repair parts are no longer available. The Clerk's office is using their last recorder for transcribing minutes and have been unable to secure a back-up in case of failure.
The recommended replacement for this system is digital and can be accessed via computer desktop. A new wireless dialer will create much clearer, real life sound with no interference. Due to the fact that there is currently only one recorder available, staff felt it necessary to have this unit replaced as soon as possible. The item was brought to the Recreation and Parks Committee on March 17, 2014 and it was recommended for approval by the Village Board. At the April 7, 2014 Village Board meeting, this item was referred back to the Recreation and Parks Committee to allow for discussion of how this audio solution fits with the plan to provide for improved video capabilities in the Board Room.
AV TechSource provides services such as AV system design and installation, engineering, control system programming, on-site maintenance and on-site repairs. This firm provided an audio solution that will be compatible with a new video system. At the time they were asked to design an audio solution, they also developed specifications for the video side of the project. These specifications were reviewed by staff and are attached for your review. The proposal from AV TechSource included equipment and installation at a cost of $14,229 for the sound system and $11,328 for the video portion. The video phase of the AV upgrade for the Board Room is not proposed to advance at this time unless the Board wishes to do so.
On June 16, 2014 this item was reviewed by the Parks & Recreation committee, recommended for approval, and referred to the Village Board of Trustees for consideration.
Financial Impact
The funds for the audio replacement will come from the Building Maintenance Buildings budget 010-1700-470100. The audio replacement was not budgeted, however funds are available in the building maintenance budget. Funds for video will come from the IT budget when/if this portion of the project advances. $13,000 was budgeted for video in FY14.
Recommended Action/Motion
I move to approve waiving the bid process;
And
To approve accepting the proposal from AV TechSource to install the new audio system in the Village Board room at a cost not to exceed $14,229.00.