Adopt Resolution 2025-039 amending the Professional Services Agreement with Conti, LLC, and Purchase Order with OuttaTheWoods, to increase total project costs by $36,963 from $110,543 to $147,506, to complete Audio/Visual upgrades to the Council Chambers (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 $144,604.
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 $2,920.

EXECUTIVE SUMMARY

On February 3, 2025, the City Council adopted Resolution 2025-014, approving a contract with Conti LLC for $103,333 to upgrade the Council Chambers' audio-visual (AV) systems. The goal of these upgrades is to modernize AV technology, improving meeting functionality, accessibility, and the overall public experience. The Council also approved a $7,210 purchase order with Outta the Woods Custom Woodworking for related carpentry work to construct a new Clerk’s station off of the dais.

Following the contract approval, Conti identified the need for additional equipment and labor during the final layout, increasing their total cost. The updated scope of work is included as Attachment 2, with the updated total of $144,604. However, Outta the Woods' cost decreased from $7,210 to $2,920 because the City chose not to proceed with mounting flush screen monitors under the tabletop.

The total cost of the project, is increasing by $36,963 from $110,543 to $147,506

BACKGROUND/SUMMARY

The Council Chambers AV system is critical for conducting accessible and transparent public meetings. Over time, the existing equipment has become outdated. The COVID-19 pandemic further emphasized the need for modern technology to support virtual and hybrid meetings.

Conti LLC, the original installer of the AV system, submitted an updated scope of work (Attachment 2), which includes:

•  Enhanced audio processing and sound quality

• Overhead microphone arrays for floor-level discussion

• Upgraded assistive listening systems

• New monitors and a height-adjustable podium microphone

• Two-way communication between the Chambers and City Hall production desk

• Replacement of outdated cameras

• High-definition laser projector for presentations

• Improved AV transmission, including to the City Hall lobby

• Upgraded touch panels and presentation capabilities

Outta the Woods also submitted a revised proposal (Attachment 3) to construct a new off-dais Clerk’s station for $2,920. This work is under the City Administrator’s purchasing authority, but is included in the overall project for Council’s consideration.

STAFF RECOMMENDATION

Staff recommends Council adopt the attached Resolution (Attachment 1) to:

• Approve the revised not-to-exceed contract amount of $144,604 with Conti LLC

• Approve the updated $2,920 purchase order for Outta the Woods Custom Woodworking

SOLE-SOURCE JUSTIFICATION

Staff recommends awarding the AV contract to Conti LLC as a sole-source provider under Carmel Municipal Code Section 3.12.180(C), which permits sole-source procurement when:

• Only one vendor can meet the City’s needs, or

• It is in the City's best interest to work with a uniquely qualified vendor

Conti’s familiarity with the existing AV system makes them the most qualified and cost-effective choice, ensuring efficiency, reducing disruption, and minimizing potential integration issues with a new vendor.

The total cost of the project, including Conti’s AV upgrades ($144,604) and OuttaTheWoods’ work on the Clerk’s station and dais monitors ($2,920), is $147,524. 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.