HomeMy WebLinkAbout12/19/2017 Pentegra Systems for Board Room Audio Upgrade
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Agenda Item Details
MeetingDec 19, 2017 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD -
7:00 p.m.
Category8. VILLAGE MANAGER'S REPORT
Subject8.1 Motion to accept proposal from Pentegra Systems for Board Room Audio Upgrade
in an amount not to exceed $37,492.
AccessPublic
TypeAction
Preferred DateDec 19, 2017
Absolute DateDec 19, 2017
Fiscal ImpactYes
Dollar Amount37,492.00
BudgetedYes
Budget SourceCommunity Investment Program
Recommended ActionApprove the purchase of Board Room Audio Upgrade in an amount not to exceed
$37,492.
Public Content
Background
Village Hall was completed in August of 2004. At that time Swiderski Electronics installed a microphone and
speaker system in the Board Room built to the specifications of the time. Due to the unusual acoustical
properties of the room, it has never been possible to achieve the best audio quality for the people in
attendance for the meetings and the people sitting at the dais. There were eventual issues with performance
and capabilities of the audio equipment purchased at the time, as well as the number and positioning of the
speakers in the room. Swiderski Electronics went out of business in February of 2005 and had not made most
of the corrections necessary to improve the board room's audio performance.
In the intervening years, the Television Services Division has hired audio engineers to come out and equalize
the audio in the room and enhance the performance. While these changes have helped, it has not been a
comprehensive solution to the audio problems that have plagued the Board Room since the beginning.
Discussion
It is proposed that a new audio system and speaker system be purchased and installed in the Board Room.
There have been numerous advances in audio technology since 2004 and these advances could solve the
longtime problems that have been bothering residents and board members alike.
Staff has contacted and received proposals from three of the largest audio visual integrators in the Chicago
area; the proposals are attached. The prices range from $37,492 to $89,000. All the proposals center around
a system with wireless microphones, new audio mixing interfaces that are IPad controlled, and additional
speakers for sound support in the board room.
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The wireless microphone system will aid in the versatility of uses the Board Room has been expected to
perform. Versatility is required when using the Board Room in non-traditional configurations. Uses such as
Joint Board and Commission meetings, employee training, town hall meetings, and candidate forums will be
made easier with a wireless microphone system.
Control of the audio system from an IPad will mean for the first time, the audio can be adjusted inside the
board room and not from the control room. This control will enable a single person to make adjustments
without the need to run back and forth from the board room to the control room. Adjustments will also be able
to be made from within the board room during a live meeting or event and correct a problem that arises in
real time.
The addition of and repositioning of speakers will fill in the dead spots in the room and prevent the feedback
that has plagued the Board Room from the beginning.
Lowest cost proposal was submitted by Pentegra Systems. They have been completing audio engineering
work in the Village Board Room since 2005 in a satisfactory manner given the current equipment; the Village
has a total of 15 years of experience with the company.
Alternatives
1. Approve proposal from Pentegra Systems for Board Room Audio Upgrade in an amount not to exceed
$37,492.
2. Action at discretion of Village Board.
Staff Recommendation
Staff recommends the retention of the low bid, Pentegra Systems, for equipment and installation of a new
audio and speaker system for the Village Board Room in an amount not to exceed $37,492.
There are sufficient funds that can be paid out of the 2017 Community Investment Program.
AVI Quote for Audio Upgrade to Boardroom.pdf (281 KB)
VSA Quote for Audio Upgrade Boardroom.pdf (128 KB)
Vlg Mt Propct Mics+Spkrs.pdf (2,619 KB)
Administrative Content
Executive Content
Motion & Voting
Approve the purchase of Board Room Audio Upgrade in an amount not to exceed $37,492.
Motion by Paul Hoefert, second by Michael Zadel.
Final Resolution: Motion Carries
Yea: William Grossi, Eleni Hatzis, Paul Hoefert, Richard Rogers, Michael Zadel
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