Adopt Resolution 2025-014 (Attachment 1) authorizing the City Administrator to execute the following:

1. A Professional Services Agreement with Conti LLC for the proposed upgrades to the Council Chambers AV systems, in the amount of $103,333.
2. A Purchase Order with OuttaTheWoods Custom Woodworking for the installation of flush-mount monitors and construction of a new Clerk’s station, in the amount of $7,210.

EXECUTIVE SUMMARY

City Council is being asked to approve a contract with Conti LLC for upgrades to the Council Chambers' audio-visual (AV) systems. The proposed upgrades are detailed in Conti's scope of work and cost proposal, which includes modernizing the AV technology to enhance the functionality, accessibility, and overall experience of the Council Chambers during public meetings. Additionally, the project includes supplemental upgrades to install flush-mount monitors retrofitted into the dais and construction of a new Clerk’s station off of the dias. 

BACKGROUND/SUMMARY

 
The Council Chambers AV systems are integral to facilitating public meetings, ensuring accessibility, and enhancing transparency. Over time, the existing AV equipment has become outdated and insufficient to meet the needs of Council meetings and public expectations.

In addition, the COVID-19 pandemic has highlighted the need for modern, robust technology to support virtual meetings (e.g., Zoom) and hybrid formats, which have become the norm for public engagement. The upgrades will ensure the Council Chambers can accommodate these virtual and hybrid meetings seamlessly, improving accessibility for the public and staff.

Conti LLC has provided a proposal (Attachment 2) to upgrade the AV systems. The scope includes:

1. Enhanced sound processing and audio quality in the chambers.
2. Installation of overhead microphone arrays to allow for discussion from the “floor” of the chambers.
3. Upgraded assistive listening systems.
4. New monitors.
5. Replace podium mic to allow for various height speakers.
6. Allow for two-way communication between chambers and production desk in City Hall basement
7. Replacement of outdated cameras with higher-quality units.
8. Integration of high definition laser projector for presentations.
9. Improved video and audio transmission, including to the City Hall lobby.
10. Upgraded touch panels, monitors, and presentation capabilities.

To further enhance functionality, staff proposes adding flush-mount monitors to the dais and constructing a new Clerk’s station, located off the dias, also with a flush-mount monitor.  A phased approach will be used for installing the flush-mount monitors, beginning with the new Clerk’s station to ensure the system operates as expected before modifying the dais.

The total cost for these additional upgrades, as outlined in a proposal from OuttaTheWoods Custom Woodworking, is $7,210 (Attachment 3). It should be noted that given the cost of this work, a Professional Services Agreement does not need to be approved by Council.  Typically, this would only require a purchase order be approved under the City Administrator’s purchasing authority.  However, this part of the project has been included for the Council to consider as a whole.

The proposed upgrades align with the City’s goals of improving public engagement and operational efficiency during meetings.

STAFF ANALYSIS

 
The proposed upgrades will modernize the Council Chambers to meet current technological standards, address accessibility requirements, and improve the overall experience for Council members, staff, and the public. The addition of flush-mount monitors and a custom Clerk’s station will further enhance the usability and aesthetics of the chambers. The phased approach for flush-mount monitors ensures that functionality is verified with the Clerk’s station before expanding the installations to the dais, minimizing potential issues and disruptions.

SOLE-SOURCE RECOMMENDATION

 
Staff recommends adopting the attached Resolution (Attachment 1) awarding this contract to Conti LLC as a sole-source provider based on Carmel Municipal Code Section 3.12.180(C), which allows sole-source procurement when “there is only one vendor who can supply the requirements of a purchase.” Conti LLC was the original installer of the Council Chambers AV system, giving them unique knowledge of the existing infrastructure and requirements.

In addition, the Municipal Code also states that sole-source procurement may be justified when “it is in the City’s best interest to negotiate with and select a vendor that is best qualified and that offers the best value to the City.” Conti’s familiarity with the existing system and their detailed, cost-effective proposal makes them the best qualified vendor to perform the upgrades. This ensures the project is completed efficiently, minimizes disruptions, and avoids potential complications associated with hiring a different vendor unfamiliar with the current setup.

The total cost of the project, including Conti’s AV upgrades ($103,333) and OuttaTheWoods’ work on the Clerk’s station and dais monitors ($7,210), is $110,543. The approved budget for this project had an allocation of $80,000; however, a budget transfer within the IT budget will be executed to cover the full cost. This ensures no additional funding outside of the approved fiscal year budget will be required.