Title
RESOLUTION APPROVING AWARD OF CONTRACT FOR COUNCIL CHAMBERS AUDIO/VISUAL UPGRADES TO KING SYSTEMS
Body
Summary and Background Information:
The current A/V equipment in Council Chambers is at the end of life meaning a hardware failure is likely and the manufacturer does not provide any warranty on the hardware. Over the past few months, several technical issues with the hardware have occurred and more hardware failures are probable. In order to keep the A/V running in Council Chambers for various critical purposes it is imperative to upgrade the end of life equipment. The new upgraded hardware would have an expected life of 5-7 years. The upgraded hardware will help to ensure the technology is reliable for City Council Meetings, Court and Channel 8 broadcasts. This upgrade would cover the majority of the A/V equipment in Council Chambers including audio, video, cameras, projector, voting system and court recording system.
The Information Technology Department has conducted a RFP process in accordance with City’s procurement procedure. A multi phased evaluation approach was used to evaluate and select a vendor. Please see the attached summary for a detailed description of the selection process.
The current tentative schedule is to kickoff the project the week of October 29th, 2018 and have the new system in place by January 29th, 2019.
Staff Responsible (Department Head): Justin Bingham
Staff Member Presenting: NA
Financial Impact: Not to exceed $450,000
Funding Source: IT Internal Service Fund Balance - Network Hardware Replacement and CIP PEG Funding
Staff Recommendation: Based on the results of the RFP process, staff recommends the city negotiate a contract agreement with King Systems
Suggested Motion: I move to approve Resolution 2018-66