Title
A RESOLUTION AUTHORIZING AGREEMENT WITH BEACON COMMUNICATIONS LLC FOR THE MAINTENANCE AND SERVICE OF THE CITY OF COMMERCE CITY’S AUDIO-VISUAL EQUIPMENT
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Summary and Background Information:
The Commerce City Information Technology Department is seeking to continue maintenance and support services for audio-visual systems with Beacon Communications LLC by amending our existing MSA. This contract provides maintenance, support, and warranty repairs for the audio-visual equipment in all City conference rooms, Council Chambers, and multi-purpose spaces in recreation facilities. The First Amendment expired on December 31, 2024, and the Second Amendment is due to expire on February 28, 2025. This third amendment would allow additional extensions under the agreement for another three successive one-year terms equaling a total of five years under the Agreement. Formal solicitations have been done for the AV replacement projects and Beacon has been awarded the contracts. The maintenance and support included in this amendment are critical for the success of the City AV systems including Council Chambers and City Council Meeting broadcasts to the public.
Staff Responsible (Department Head): Justin Bingham, I.T Director
Staff Member Presenting: Tiffany Chacon, Deputy Director of IT(If questions)
Solicitation Activity: The city conducted an AV Service RFP in Q4 2022 and awarded the AV maintenance and support services contract to Beacon Communications LLC.
Financial Impact: $100,000 in 2025, and an estimated $100,000 annually for the term of the amendment.
Funding Source: IT Network Maintenance which is included in the 2025 adopted budget.
Staff Recommendation: Staff recommends moving forward with approving the contract amendment with Beacon Communications LLC subject to finalization of the contract and executed by the City Manager.
Suggested Motion: Move to approve Resolution 2025-012, authorizing award of contract amendment for audio-visual systems support...
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