HomeMy WebLinkAbout09 - Appropriate Ackerman Funds for a New Projector for the Friends Meeting Room at the Central LibraryQ SEW Pp�T
CITY OF
z NEWPORT BEACH
c�<,FORN'P City Council Staff Report
April 11, 2023
Agenda Item No. 9
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Melissa Hartson, Library Services Director - 949-717-3801,
mhartson@newportbeachca.gov
PREPARED BY: Rebecca Lightfoot, Adult Services Coordinator
rightfoot@newportbeachca.gov
PHONE: 949-717-3852
TITLE: Request to Appropriate Ackerman Funds for the Purchase of a
New Projector for the Friends Meeting Room at the Central Library
ABSTRACT:
Staff requests that funds from the Ackerman Trust reserved for high-tech library
equipment be used to purchase a new projector for the Friends Meeting Room at the
Central Library.
RECOMMENDATIONS:
a) Determine this action is exempt from the California Environmental Quality Act (CEQA)
pursuant to Sections 15060(c)(2) and 15060(c)(3) of the CEQA Guidelines because
this action will not result in a physical change to the environment, directly or indirectly;
b) Authorize the use of $32,533.05 from the Ackerman Fund; and
c) Approve Budget Amendment No. 23-058 to increase expenditure appropriations by
the same amount in account 83160-911024 for purchase and installation of a new
projector for the Friends Meeting Room.
DISCUSSION:
The projector in the Friends Meeting Room at the Central Library is more than a decade
old, with aging technology that needs updating and replacing rather than repair. The
projector is no longer reliable and does not always function as expected. Library programs
held in the Friends Meeting Room often utilize the projector. The Library Services
Department (Library) and other City of Newport Beach departments frequently use the
projector to conduct training workshops. In order to continue to offer high -quality
programs to the community and maximize use of the room, the Library needs to upgrade
the technology. Information Technology Division staff worked with the vendor to
determine the Library's needs and recommends moving forward with the quote received.
The Ackerman Funds were designated for the purchase of library technology. A new
projector will benefit patrons of all ages who attend the programs in the Friends Meeting
Room.
9-1
Request to Appropriate Ackerman Funds for the Purchase of a New Projector
for the Friends Meeting Room at the Central Library
April 11, 2023
Page 2
FISCAL IMPACT:
Budget Amendment No. 23-058 appropriates $32,533.05 in increased expenditure
appropriations from the Ackerman Fund, account 83160-911024. The Ackerman Fund
(Fund 831) has a reserve balance of approximately $1.2 million.
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).
ATTACHMENTS:
Attachment A — Quote from Brilliant AV
Attachment B — Budget Amendment No. 23-058
9-2
ATTACHMENT A
brilliant m Brilliant AV (949) 799-2900
1117-A Baker Street sales@brilliantavcom
SMART HOMES/ SMART OFFICESCosta Mesa, California brilliantavcom
92626 Mark Levitt
United States mark.levitt@brilliantavcom
714-399-5829
Projector & Presentation
Upgrade (WUXG Laser)
City of Newport Beach (Civic Center)
100 Civic Center Drive
Orange County
Newport Beach, California 92660
United States
Presented By
Brilliant AV
Presented On
Jan 24 2023
Quote Number
Q-2858
Version
2
03/03/2023 Projector & Presentation Upgrade (WUXG Laser) Page 1 of 5
V 2 9-3
Project Description
This solution will provide a new projector, mount, mixer and control system for the space. '
Projector & Mount
A new 4k Laser Projector will be installed with a new wall mounted projector mount as the new projector will not fit in the
existing space.
Video Sources
HDMI/USB-C Wall Plate at the front of the room
New Blu-Ray Player
Audio
Audio will come from your existing speakers and amplifier
Audio Sources
Wall Plate (Laptops and smart devices)
Blu-Ray Player
Mixing & Control
A new mixer will be added for the audio sources in the room and existing microphones.
This will also be the controller for the the A/V equipment in the room.
You will have source selection, Power On/Off, volume control and mic mixing all from a 7" touch panel mounted on the wall.
Controlling the Play, Pause, forward and rewind functions of the Blu-Ray player will be via the factory remote.
Pre -Wire
We will run a new Cat6 cable from the equipment room to the new Wall Plate at the front of the room
A data cable will be run from the Equipment room to the new touch panel and the Projector
Locations
Projector
Video Projector Wall Mounted.
Projector Mounted on Wall
$16,331.00
$16,002.00
1
1
03/03/2023 Projector & Presentation Upgrade (WUXG Laser) Page 2 of 5
V2
Wiring Infrastructure $329.00
1
Standard Projector Prewire Location in Retro Conditions
Equipment Closet $6,140.80
Audio Video $4,630.80
1
Blu-Ray Player Installed Locally
1
Allen & Heath Audio Distribution Matrix Switcher and Mixer, Up to 8 Rooms
1
AVPro Edge 4 Input, 2 Output Universal Video Switcher with HDMI and HD Base-T Output
1
HDMI and USB-C Video Wall Plate Transmitter and Receiver over Cat5/6 with Built -In Switching
Smart Home $1,122.00
1
Allen & Heath IP Control System 7" Tabletop Touch Panel
Wiring Infrastructure $388.00
2
Prewire Data in Retro Conditions - From Equipment Room to Projector & Wall Plate
03/03/2023 Projector & Presentation Upgrade (WUXG Laser) Page 3 of 5
V 2 9-5
Labor
App Configuration
Installation
Prewire
T&M Labor
Total
Summary
Product
Labor
Subtotal
Tax
Total Price
$95.00
$5,480.00
$1,095.00
$1,650.00
$8,320.00
$22,471.80
$8,320.00
$30,791.80
$1,741.25
$32,533.05
03/03/2023 Projector & Presentation Upgrade (WUXG Laser) Page 4 of 5
V 2 9-6
Payment Terms
Billing Date Due Date Amount
Materials (65%)
Install Start (25%)
Completion (10%)
Signature
Signature
Date
$21,146.48
$8,133.26
$3,253.30
03/03/2023 Projector & Presentation Upgrade (WUXG Laser) Page 5 of 5
V2 9-7
�`��WPORT ATTACHMENT B
City of Newport Beach
z BUDGET AMENDMENT
2022-23 BA#: 23-058
Department: Library
ONETIME: ❑� Yes ❑No
Requestor: Rebecca Lightfoot
Approvals
❑ CITY MANAGER'S APPROVAL ONLY v --�'? 12 3
Finance Director: �2 ` Date
COUNCIL APPROVAL REQUIRED City Clerk: Date
EXPLANATION FOR REQUEST:
Accept donation from Ackerman Trust for purchase of Library Technology. []from existing budget appropriations
❑from additional estimated revenues
Drom unappropriated fund balance
REVENUES
Fund #
Org
Object Project
Description
Increase or (Decrease) ;
-
_
Subtotal, $
EXPENDITURES
Fund #
Org
Object Project
Description
Increase or (Decrease) ;
831
83160
911024
Ackerman Library - EQUIPMENT N.O.C.
32,533.05
Subtotal $ 32,533.0S
FUND BALANCE
Fund #
Object
Description
Increase or (Decrease) $
831
330029
ACKERMAN TRUST -
RES/HI TECH LIBRARY TRUST
(32,533.05)
Subtotal $ (32,533.05)
Fund Balance Change Required
9-8