DATE: February 1, 2022
TO: Mayor and City Council
FROM: CIO/Director of Information Technology
SUBJECT
Adopt a Resolution Authorizing the City Manager to Negotiate and Execute an Agreement with Avidex Industries LLC, to Replace End-of-Life Hardware in the Council Chambers and City Hall Conference Room 2A in an Amount Not-to-Exceed of $107,558.83
RECOMMENDATION
That Council adopts a resolution (Attachment II) authorizing the City Manager to negotiate and execute an agreement with Avidex Industries, LLC to retrofit the Council Chambers and City Hall Conference Room 2A in the amount of $97,780.83 plus a 10% contingency in the amount of $9,778 for any related, but unforeseen work with a total of an amount ot-to- exceed of $107,558.83.
SUMMARY
The City of Hayward Council meetings are public meetings and are broadcasted and recorded for the public from the Council Chambers at Hayward City Hall. The upgrade of the hardware in the Council Chambers and City Hall Conference Room 2A audio/video systems directly supports integral equipment needed to run Council, Planning Commission, and other official meetings for the City of Hayward. In June of 2021, the Council Chambers were upgraded to allow for hybrid participation meetings and during that time, additional equipment was identified as needing replacement. This upgrade will update end-of-life equipment as phase two of the City’s hybrid meeting participation upgrade.
ATTACHMENTS
Attachment I Staff Report
Attachment II Resolution