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INDIAN RIVER COUNTY, FLORIDA MEMORANDUM TO: Jason E. Brown, County Administrator THROUGH: Michael Smykowski, Budget Director FROM: Basil D. Dancy, Computer Services Manager SUBJECT: Commission Chambers Audio/Video System Upgrade DATE: January 12, 2018 DESCRIPTION AND CONDITIONS In Fiscal Year 2007, the Board of County Commissioners approved a Contract with Audio Visual Innovations (AVI) which covered the design and installation for the audio/video and broadcasting systems used in the Commission Chambers. The A/V system was designed and installed using the analog system format which was current at that time. The original cost of the system was $290,128.54. After Hurricane Matthew in October 2016 some of the A/V equipment was damaged, and due to the scarcity of analog equipment, it was difficult to find replacements to bring the system back to a functional state. The system was brought back online, but is still experiencing issues. The current technology standard has moved to a digital format, as the analog equipment is no longer being manufactured. Due to the lack of available analog equipment and intermittent broadcast quality issues, staff wants to proceed quickly with replacement equipment and wiring to avoid any potential service disruption, including the inability to broadcast County Commission meetings. Staff reached out to several vendors in early 2017 to get a budgetary estimate to update the equipment and wiring in the Commission Chambers and initially only Encore Broadcast Solutions (EBS) responded. Now that we are at the point of commencing with the project we reached out again and 2 firms responded. We have received a total of 3 quotes from AVI (Tampa location would service Indian River County) to replace/upgrade the existing systems to the current digital format. We have also received an updated quote from EBS (Altamonte Springs location to service Indian River County). The initial quotes from AVI reflected two different types of replacements. The first quote was essentially a replacement of existing equipment to the new digital standard with the associated control equipment. This quote reflects a cost of $254,736.67 and requires an annual maintenance contract with a renewal cost of $5,616.18 annually. The second quote was for replacement of existing equipment with additional "cutting edge" components (i.e., monitors with integrated speakers and microphones) that staff feels would not be a justifiable expense. This second quote was $283,955.04 with an annual maintenance contract at a cost 100