Agenda - Council - 07/08/2014 - Laserfiche WebLink

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ALEXANDER RAMSEY ROOM $22,000-$26,000 -Replace projector, projector screen, and required infrastructure (HDMI ports, HDMI cables, amplifiers, wall mount). Why is this work important and what are the benefits? 1. The existing projector is poorly operating. It takes 15+ minutes to boot up the projector. The color on the projector is fading. The results in poor customer experiences. 2. Typically, projectors have a maximum useful life of seven years. This projector is nearly nine years old. 3. This projector is burning through light bulbs at twice the rate a new projector would ($200 per bulb). 4. When this projector was installed, all technology (i.e. laptops, tables, other devices, etc.) connected to our projector with no issues. Now, eight years later, technology has advanced to a point where our existing projector doesn't connect/communicate properly. As a result, some groups are no longer utilizing (i.e. renting) the AR room. This can be attributed to the industry move to widescreen resolutions and the use of HDMI ports (rather than the older VGA ports and 4:3 resolution). 5. Today, the existing projector system is controlled by a panel that requires routine staff set up and take down. The newly proposed system includes a wall -mounted control panel. The new system will not require manual staff set up/take down and should reduce the number or 'trouble -shooting' requests by customers. 6. If this project is not completed, it should be noted, due to the age of the existing system, the risk of failure is high. Meaning, the projector could crash unexpectedly. If this were to happen, a new projector system would not be available in the AR room for 3-6 weeks (depending on the speed of council approval for work, and contractors' timelines). The AR room has reservations booked year-round. This would cause a major breakdown in service to our customers. 7. It is Staff's opinion this work needs to be done in order to provide professional/proper service to patrons of the AR room. If the Council is not interested in this project today, Staff would strongly recommend it be completed in the next 12-48 months.