BOARD MEETING DATE: September 8, 2006
AGENDA NO. 11A

Authorize Purchase of Videoconferencing Display Upgrades

SYNOPSIS:

Videoconferencing makes it possible for Board members to attend Board Committee and other meetings without being onsite.  Additional display equipment is desired to enhance the current on-site capabilities and to allow permanent installation of existing videoconferencing equipment in the Board Conference Room (CC8).  This action is to authorize the purchase of two flat-panel displays and associated accessories to upgrade existing display equipment.

COMMITTEE:

Not Applicable

RECOMMENDED ACTION:

Authorize the Executive Officer to purchase two flat-panel displays and associated accessories at a cost not to exceed $22,000 from the FY 2006-07 Budget, District General, Capital Outlays Major Object.

Barry R. Wallerstein, D.Env.
Executive Officer

Background

Videoconferencing can be a powerful productivity tool that gives organizations the ability to address issues quickly, involve more people in important discussions, and foster a more open and collaborative working environment.  Starting in 1998, Information Management staff acquired and installed portable videoconferencing units for use during Board Committee and other meetings.  One unit is located at AQMD headquarters and others are used at remote sites.

The equipment currently being used in the Board Conference Room (CC8) is portable and includes one thirty-two-inch monitor for display.  The size of the display is inadequate for the size of the room and the number of participants.

Therefore, staff is recommending to replace the single display with two sixty-five-inch flat-panel displays and accessories as described below.  The videoconferencing unit and the displays will then be permanently mounted in CC8.

Proposal

This action is to authorize the Executive Officer to execute purchase orders with system vendors providing the lowest-cost bid, at a total cost not to exceed $22,000.  In accordance with the AQMD’s purchasing policy, bids for two flat-panel displays, and associated accessories with the configuration below, will be solicited from master agreements, cooperative agreements, or other interagency agreements with government entities; and from the firms on the list of prequalified vendors for the Purchase of Computer, Network, Printer, and Related Services to obtain the best available price:

• Two Panasonic Model TH-65PHD8UK 65-inch Plasma Displays
• Two Premier Mounts Model PCM-650 Clevis Wall Mounts
• One Panasonic Model TY-SP65P7W-K Stereo Speaker Kit

The prequalified vendor list was approved by the Board on February 3, 2006, and is in effect for a period ending February 2, 2008.  Of the twelve vendors on the list, one was from a certified disabled-veteran-owned, three were from certified women-minority-owned, seven were from certified minority-owned, and one was from a non-certified minority-owned business enterprise.

Resource Impacts

Sufficient funds are available in the FY 2006-07 Budget, Capital Outlay Major Object.