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Home My WebLink AboutC-5247 - Purchase Order No. 34044, Voting and Agenda Software and ServicePO CITY OF NEW RT BEACH 3300 NEWPORT BOULEVARD PO BOX 1768 NEWPORT BEACH, CA 92658-8915 a� T PURCHASING: (949)644-3087 cq�tFoaN�� ACCTS. PAYABLE: (949)644-3117 V 120322 FAX: 954-337-0761 7 E INOBBAR LLC D 10012 NO DALE MABRY HWY, STE 115 TAMPA FL 36618 R L .)URCHASE ORDER NO. 34044 Page No. 1 INVOICE IN DUPLICATE This order number must appear on all invoices, shipping notices, bills of lading, express receipts, and packages. Delivery tickets shall include unit price. HF—CITY CLERK I CITY OF NEWPORT BEACH P 3300 NEWPORT BOULEVARD TT NEWPORT BEACH, CALIF. 92663-3 ATTN: LEILANI BROWN purchasing@newportbeachca.gov = CITY OF NEWPORT BEACH City Council Staff Report Agenda Item No. 8 July 10, 2012 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: City Manager's Office Dave Kiff, City Manager 949 -644 -3002, dkiff @newportbeachca.gov PREPARED BY: ob Hou a ston, Assistant to the City Manager �`p4 APPROVED: TITLE: Civic Center Audio - Visual and Information Technology Equipment Budget Amendment ABSTRACT: The new Civic Center will require the purchase of audio - visual and information technology equipment and requires the approval of a budget amendment. RECOMMENDATION: Approve Budget Amendment No. 13BA- 0 ippropriating $1,360,385 from the Cable Franchise Reserve to the Civic Center Fund, Civic Center IT /AV Equipment Account, 7410 - C1002041. $1,018,000 will be used to purchase the audio-visual and information technology equipment necessary for the new Civic Center and the remaining balance of $342,385 will be used to supplement eligible expenditures within the current Civic Center Construction contract. FUNDING REQUIREMENTS: The Budget Amendment records and appropriates $1,360,385 in increased expenditure appropriations from the Cable Franchise Reserve. DISCUSSION: The new City Hall is nearing completion and will soon become the new administrative center of City business. During Initial planning for move to this new location, we determined that existing equipment would be moved to the new location where possible and older equipment would be replaced using funds saved in a dedicated "cable grant° fund set aside by Cox and Time Warner. Civic Center Audio - Visual and Information Technology Equipment Budget Amendment July 10, 2012 Page 2 FUNDING REQUIREMENTS: The Budget Amendment records and appropriates $1,360,385 in increased expenditure appropriations from the Cable Franchise Reserve. DISCUSSION: The new City Hall is nearing completion and will soon become the new administrative center of City business. During initial planning for move to this new location, we determined that existing equipment would be moved to the new location where possible and older equipment would be replaced using funds saved in a dedicated 'cable grant' fund set aside by Cox and Time Warner. The following list of information technology, audio visual and voting system equipment outlines what items are to be purchased using the cable grant funds: EQUIPMENT Cost Description UPS for Data Center $75,000 Battery Backup System for City Hall Data Center Servers — replaces existing 18 year old UPS that is at end of useful life Digital Signage $15,000 Three monitors located within the City Hall complex to display information — a new feature to be offered at new City Hall Command Center $55,000 For EOC/Training center - This includes 36 computers and 38 Computers Phones — the new City Hall will have a training center /EOC that doesn't currently exist Network $280,000 A network switch is a device that manages the sharing of Equipment(Switches) multiple computers or networks on one data connection. The new City Hall will require 20 switches spread throughout the building Wireless Equipment $84,000 Includes approximately 50 Wireless access points and licenses to give City Hall wireless coverage for the public, vendors, staff, and phone system I Phone $124,000 VOIP Phones for City Hall — this modernizes our phone systems Equipment /System to run on our computer data network NBTV Equipment $200,000 Cameras and other AV equipment for NBTV located in the new Council Chambers — replaces our end of life Council Chamber I cameras and servers that control the editing systems Multi- Function $150,000 10 Multi- Function Scanner /Copier /Printers for new Civic Center I Scanner /Copier /Printers to support our new document imaging system and centralized for Civic Center printing model Voting System $35,000 Voting /Agenda Software— includes touch screen voting and paperless agenda management software I TOTAL $1,018,000 I Civic Center Audio - Visual and Information Technology Equipment Budget Amendment July 10, 2012 Page 3 The remaining transfer of $342,385 will be used to supplement eligible expenditures within the current Civic Center Construction contract. ENVIRONMENTAL REVIEW: Staff recommends the City Council find this action is not subject to the California Environmental Quality. Act ( "CEQA ") pursuant to Sections 15060(c)(2) (the activity will not result in a direct or reasonably foreseeable indirect physical change in the environment) and 15060(c)(3) (the activity is not a project as defined in Section 15378) of the CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3, because it has no potential for resulting in physical change to the environment, directly or indirectly. NOTICING: The agenda item has been noticed according to the Brown Act (72 hours in advance of the meeting at which the City Council considers the item). Submitted by: Rob Houston Assistant to the City Manager Attachment: Budget Amendment City of Newport Beach NO. BA- 13BA-1 2012 -13 AMOUNT: $1,360,385.00 EFFECT ON BUDGETARY FUND BALANCE: Increase Revenue Estimates Increase in Budgetary Fund Balance X Increase Expenditure Appropriations AND Decrease in Budgetary Fund Balance Transfer Budget Appropriations PX No effect on Budgetary Fund Balance SOURCE: from existing budget appropriations from additional estimated revenues NX from unappropriated fund balance II RTC IN This budget amendment is requested to provide for the following: To increase expenditure appropriations from the Cable Franchise Fund for information technology, audio visual and voting system equipment for the new Civic Center. ACCOUNTING ENTRY: BUDGETARY FUND BALANCE Fund Account Description 410 3605 Civic Center Fund - Fund Balance 010 3786 General Fund - Cox Communication Reserve 010 3787 General Fund -Time Warner Reserve Amount Debit Credit ' $342,385.00 $694,061.00 $666,324.00 REVENUE ESTIMATES (3601) Fund /Division Account Description 9410 6000 Civic Center Fund - Transfer In $1,360,385.00 EXPENDITURE APPROPRIATIONS (3603) Division Account Division Account Division Account Division Account Signed Signed Signed Description Number 9010 General Fund - Non Departmental Number 9900 Transfer Out Number 7410 Civic Center Fund Number C1002041 Civic Center IT /AV Equipment Number Number Number Number Financial Approval: Finance Director Administrative Approval: City Manager City Council Approval: City Clerk $1,360,385.00 $1,018,000.00 - - �; - Ia- Date Date Date RECEIVED Date 7017 SEP 20 AR 0. 23 NOZZO iu 10012 N. Dale Mabry Hwy Suite 115 Tampa, FL 33618 Bill To: City of Newport Beach 330 Newport Blvd Newport Beach, CA 92663 OFFICE OF . THE CITY CLERK CITY 0`. ' " "`,rii ?EACH Inv ®ice# 9 -20 -2012 40559 PO Number Terms Due Date 34044 Net 30 Days On Receipt Item Description Cost NovusAGENDA SaaS software Annual License with $16,800 Video Streaming Services Annual Service covers 11 -1 -2012 to 11 -1 -2013 Total Due $16,800 'V' 120322 h4 0026gI r.