HomeMy WebLinkAbout091923-05.5TO: Mayor and Town Council September 19, 2023
SUBJECT: Resolution No. 65-2023, authorizing the Town Manager to execute a
contract with Avidex Industry, LLC to upgrade the audio/video
technology in the Town Meeting Hall
BACKGROUND
The Town performed a number of upgrades to the Audio/Visual (AV) system at the
Town Meeting Hall in 2021 to assist with hybrid meetings. That project did not address
certain deficiencies within the core system, which was last upgraded in 2013. Since the
completion of that project, the core of the AV system has experienced intermittent issues
with video feeds and other random problems. Unfortunately, the projector, screen,
microphones, and control system, are also starting to experience issues that can only be
addressed with an upgrade of these components.
DISCUSSION
The Information Technology Division contacted the Town’s AV vendor, Avidex
Industries, LLC, and asked them to assess the current equipment that is being utilized in
the Town Meeting Hall. After an extensive review of all equipment, they determined that
there are multiple pieces of equipment that are at the end of their useful life and will need
to be replaced, and provided a comprehensive proposal which includes installation and
configuration of the following equipment.
Equipment to be included:
1.Video transport system, audio system, streaming media processor
2.7000 Lumen High-definition projector
3.High-definition Projection screen
4.High-definition streaming pan-tilt-zoom (PTZ) camera
5.Conferencing mics for dais
6.Assistive listening system
7.High-Definition touch screen controller
This project will stabilize and improve the system and assist the Town with its audio
visual and technological needs.
ADMINISTRATIVE STAFF REPORT 5.5
PUBLIC CONTACT
Posting of the meeting agenda serves as notice to the general public.
FISCAL IMPACT
The 2023/24 Capital Improvement Program Budget for project No. B-641, Town Meeting
Hall Technology Upgrade, includes sufficient funds for this project.
RECOMMENDATION
Adopt Resolution No. 65-2023, authorizing the Town Manager to execute a contract with
Avidex Industries, LLC to upgrade the audio/video technology in the Town Meeting
Hall.
Prepared by:
Clancy Priest
Chief Technology Officer
Reviewed by:
Lani Ha
Finance Director/Treasurer
Attachments: A - Resolution No. 65-2023
B - CIP project No. B-641
RESOLUTION NO. 65-2023
AUTHORIZING THE TOWN MANAGER TO EXECUTE A CONTRACT WITH
AVIDEX INDUSTRIES, LLC TO UPGRADE THE AUDIO/VIDEO TECHNOLOGY
IN THE TOWN MEETING HALL
WHEREAS, the Town of Danville uses complex audio visual technology in the Town
Meeting Hall for Town Council and other official meetings; and
WHEREAS, it is necessary to upgrade the audio visual technology in the Town Meeting
Hall to improve reliability and to avoid a disruption in service; and
WHEREAS, there are sufficient funds available in the Town’s 2023/24 Capital
Improvement Program for project No. B-641, Town Meeting Hall Technology Upgrade;
now therefore, be it
RESOLVED, that the Danville Town Council hereby authorizes the Town Manager to
execute a contract with Avidex Industries, LLC for $187,000 to upgrade the audio/video
technology at the Town Meeting Hall.
APPROVED by the Danville Town Council at a regular meeting on September 19, 2023,
by the following vote:
AYES:
NOES:
ABSTAINED:
ABSENT:
MAYOR
APPROVED AS TO FORM: ATTEST:
CITY ATTORNEY CITY CLERK
DocuSign Envelope ID: E6654606-A72E-4BEB-AD59-BA9E6F70C87F
ATTACHMENT A
ATTACHMENT B