Title
Consider a memorandum/resolution approving the installation of Audio/Visual equipment for the Emergency Operations Center, in the amount of $895,350.00.
Body
DATE: May 6, 2025
TO: Kent Cagle, City Manager
FROM: Willie Resto, Executive Director of Information Technology
SUBJECT: Installation of Audio/Visual equipment for the Emergency Operations Center
BACKGROUND AND FINDINGS:
The Emergency Operations Center (EOC) is designed to support emergency response, through comprehensive emergency management practices. Staff, stakeholders, and trained responders report to the Emergency Operations Center to prepare for impending events or manage the response to an ongoing incident. When activated, the Emergency Operations Center is utilized for support and coordination where multiple agencies from across the area can coordinate fire, law enforcement, emergency medical services and public information. When not activated, the room serves as a multipurpose facility for all city staff to utilize for various training and events. The EOC is located on the second floor of Fire Station 4 located at 9200 Trimmier Rd, Killeen, TX 76542.
The IT department published a Request for Proposals (RFP) to provide EOC audio/visual equipment and received four responses. An evaluation team consisting of staff from the Finance, Emergency Management, Information Technology, and Fire Departments evaluated the proposals. Of those four, GTS/Uplink was selected as the vendor that had the best qualifications and fully met the City's operational, technological, and fiscal requirements.
The new Emergency Operation Center audio/visual system will have the ability to:
• Display information across a seamless video wall consisting of commercial-grade, multi view displays
• Display and integrate to training and conference rooms
• Use AV over IP infrastructure
• Integrate with the Real Time Crime Center
• Conference using webcam, ceiling mounted speakers and an array microphones
• Provide a wireless presentation gateway to facilitate Bring Your Own Device (BYOD) screen sharing
• Utilize commercial-grade displays in management/communication offices with handheld Wi-Fi remotes
The proposed amount for EOC Audio/Visual equipment is $895,350, including audio-video equipment, installation, training on the equipment, and a three-year service agreement utilizing the DIR-CPO-4754 and TIPS 230105 contracts.
THE ALTERNATIVES CONSIDERED:
N/A
Which alternative is recommended? Why?
N/A
CONFORMITY TO CITY POLICY:
Yes, this conforms to city policy.
FINANCIAL IMPACT:
What is the amount of the revenue/expenditure in the current fiscal year? For future years?
FY 2025 has an expenditure of $895,350.
Is this a one-time or recurring revenue/expenditure?
This is a one-time expenditure.
Is this revenue/expenditure budgeted?
Yes, this item is budgeted in the Capital Improvement Plan and PEG Funds.
If not, where will the money come from?
N/A
Is there a sufficient amount in the budgeted line-item for this revenue/expenditure?
Yes, this item was budgeted in Capital Improvement Plan Computer Hardware Account 300-53605-900-180-925009 and PEG Funds Computer Hardware Account 220-53605-140-141-925009.
RECOMMENDATION:
Staff recommends that City Council approve the procurement of audio/visual installation from GTS Technology Solutions/Uplink using Texas DIR contract DIR-CPO-4754 and TIPS 230105 contract in the amount of $895,350 and that the City Manager or designee be authorized to execute any change orders as permitted by state and local law.
DEPARTMENTAL CLEARANCES:
Fire Department
Information Technology
Legal
Finance
ATTACHED SUPPORTING DOCUMENTS:
Quote
Statement of Work
Certificate of Interested Parties
Contract Verification
Presentation