HomeMy WebLinkAbout090721-05.4
5.4
ADMINISTRATIVE STAFF REPORT
TO:Mayor and Town CouncilSeptember 7, 2021
SUBJECT:Resolution No. 53-2021, appropriating $38,421 from the Asset
Replacement Fund andauthorizing the Town Manager to execute a
contract with Avidex Industries, LLC to upgrade audio/video technology
at the Town Meeting Hall
BACKGROUND
In an effort to ensure public safety during the COVID-19 pandemic, local jurisdictions
shifted public meetings to online platforms rather than in-person meetings. As we began
to return to work, Town Council reevaluated the public meeting process and determined
that a hybrid approach would work best for the community moving forward at this time.
Currently, the Town does not have a hybrid meeting system—with public meetings
either taking place in person or online. The Town is looking into configuring technology
at the Town Meeting Hall (TMH) with the ability to perform “hybrid” public meetings, a
combination of in-person and on-line participation.
DISCUSSION
To accommodate the implementation of a hybrid system, the audio/video (AV)
technology at the TMH facility requires an upgrade. After a complete review of the AV
technologies at the TMH and discussions with other municipalities, the Town’sAV
vendor, Avidex Industries, LLC, was invited to provide a quote to bring technology at
the TMH up to standard. The Information Technology Division received a quote of
$38,421 and, after reviewing the service and cost, recommends that the Town use the
service ofAvidex Industries., LLC.
PUBLIC CONTACT
Posting of the meeting agenda serves as notice to the general public.
FISCAL IMPACT
Appropriate $38,421 from available Asset Replacement Fund.
RECOMMENDATION
Adopt Resolution No. 53-2021, appropriating $38,421 from the Asset Replacement Fund
and authorizing the Town Manager to execute a contract with Avidex Industries, LLCto
upgrade audio/video technology at the Town Meeting Hall.
Prepared by:
Clancy Priest
Chief Technology Officer
Reviewed by:
Jill Bergman
Economic DevelopmentDirector
Attachment: Resolution No. 53-2021
TMH Audio/Video Upgrade 2 September 7, 2021
RESOLUTION NO. 53-2021
APPROPRIATING $38,421 FROM THE ASSET REPLACEMENT FUND AND
AUTHORIZING THE TOWN MANAGER TO EXECUTE A CONTRACT WITH
AVIDEX INDUSTRIES, LLC TO UPGRADE AUDIO/VIDEO TECHNOLOGY AT
THE TOWN MEETING HALL
, to ensure public safety during the COVID-19 pandemic, Town of Danville
WHEREAS
public meetings are currently taking place in person or online; and
, the Town of Danville is implementing the hybrid meeting system, which
WHEREAS
will allow a combination of in-person and on-line participation for various public
meetings; and
, the audio/video (AV) technology at the Town Meeting Hall requires an
WHEREAS
upgrade in order to implement the hybrid-meeting system; now, therefore, be it
, that the Danville Town Council hereby appropriates $38,421 from the Asset
RESOLVED
Replace Fund to contract with Avidex Industries, LLC for the upgrade of the Town
Meeting Hall AV technology; and, be it further
that the Danville Town Council hereby authorizes the Town Manager to
RESOLVED,
execute a contract with Avidex Industries, LLC for $38,421 to upgrade the AV technology
at the Town Meeting Hall.
by the Danville Town Council at a regular meeting held on September 7,
APPROVED
2021, by the following vote:
AYES:
NOES:
ABSTAINED:
ABSENT:
MAYOR
APPROVED AS TO FORM: ATTEST:
CITY ATTORNEY CITY CLERK