1.  Approve Commission Chamber Audio Visual project ( Design, Install, Configure & Maintain A/V Systems) $232,608

2.  Authorize use of general fund reserves and acknowledge potential partial reimbursement from Orange County CARES Act funding

3.  Increase allowable contract spend with Audio Visual Innovations, Inc. – a contract previously approved by the Commission ( RFP-18-2019) 

The events of the pandemic have highlighted areas for significant improvement in the Commission Chamber Audio Visual (AV) and broadcast capabilities that will allow Commissioners, staff, and the public the opportunity to safely participate in government while accommodating the wide range of remote, social distancing, and ADA accommodations required to offer virtual and hybrid participation gatherings.

Remote participation has become a necessity with the pandemic. It is likely to continue to be in high demand long after this crisis has passed as more people participate in government through digital means. This will improve the reach, comfort, and level of participation by varied demographics.  A method for ensuring a smooth experience needs to be provided.

1. Allows for seamless remote participation of Commissioners via video.
2. Provides an easy method for presentation of documents by the public (contractors, applicants, etc).
3. Allows for high definition images of physical documents.
4. Allows for effective hybrid (virtual/physical) meetings, providing safe options for levels of participation comfort.
5. Provides a mechanism for the hearing impaired while in the Chambers.
6. Allows for the live close captioning of the video stream for enhanced accessibility.
7. Provides High definition video for audience and board members. 
8. Provides better audio quality using microphones designed to allow maximum speaker freedom of movement while providing consistent speech intelligibility.
9. Provides a large screen on the left side of dais for easier viewing by the Commission.
10. Multiple cameras to allow for production quality videos that capture varying angles and the ability to zoom in to presenters and members on the dais seamlessly. This provides the ability to stream videos that show the public not only a wide shot of the dais, but also close up of active speakers.
11. Creation of overflow zones in the lobby areas and the Chase Room to allow for proper social distancing.
12. Replacement of obsolete and unsupported equipment.

As the pandemic was not a foreseen occurrence, funding for this project would need to come from reserves. It is also likely that this project will be eligible for CARES Act reimbursement through Orange County as it is necessitated by the pandemic. To receive reimbursement, staff would need to complete spending by October 30^th.