Title
Consider a memorandum/resolution approving the replacement of the Municipal Court audio visual system with GTS Technology Solutions, in an amount of $52,619.64.
Body
DATE: March 5, 2024
TO: Kent Cagle, City Manager
FROM: Willie Resto, Executive Director of Information Technology
SUBJECT: Approve the replacement of the A/V Systems for the Municipal Court
BACKGROUND AND FINDINGS:
Municipal Court is in need of a major audio/visual overhaul. As the court is now a Municipal Court of Record, the current AV system does not meet the standards a Court of Record should uphold. The current audio and video system at the municipal court is over 10 years old, which makes it outdated and unable to keep up with modern technological standards. This overhaul will allow for better and more consistent audio recording, remote controls for the Court Clerk that will allow for less interruptions and quicker proceedings, an updated assisted hearing system, digital projector and connections. With an aging system comes an increased risk of malfunctions and breakdowns. Over time, components degrade, and the reliability of the system diminishes, potentially leading to disruptions in court proceedings.
To ensure the smooth operation of the court and avoid any interruptions due to technical issues, it's imperative to invest in a new, more reliable audio and video system. A more reliable and efficient system will reduce maintenance costs and the need for frequent repairs or replacements of outdated equipment. Additionally, improved recording quality and functionality can lead to time savings for court staff and legal professionals, ultimately translating into cost savings for the municipality.
In conclusion, upgrading the audio and video system at the municipal court is a necessary investment to ensure the smooth operation of the court of record. By embracing modern technology, we can improve recording quality, enhance functionality, ensure compliance with legal standards, and ultimately facilitate the fair and efficient administration of justice.
Staff is recommending approving the replacement of the Municipal Court audio video systems.
THE ALTERNATIVES CONSIDERED:
N/A
Which alternative is recommended? Why?
N/A
CONFORMITY TO CITY POLICY:
The Information Technology Department is seeking approval to upgrade the Municipal Court Audio Visual System using GTS Technology Solutions TIPS 230105, DIR-CPO-5101 and DIR-CPO-4754. Purchases made through a cooperative contract are exempt from the competitive bidding process as stated in the Texas Local Government Code (TLGC) section 271.102, subchapter F; a local government that purchases goods or services under this subchapter satisfies any state law requiring the local government to seek competitive bids for the purchase of goods or services.
FINANCIAL IMPACT:
What is the amount of the revenue/expenditure in the current fiscal year? For future years?
The amount of the expenditure for fiscal year 2024 is $52,619.64.
Is this a one-time or recurring revenue/expenditure?
This is a one-time expense.
Is this revenue/expenditure budgeted?
Yes, funding is available in the Court Technology Fund account 240-5015-417.61-40.
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
RECOMMENDATION:
Staff recommends that the City Council approve the contract with GTS Technology Solutions in an amount of $52,619.64 using the TIPS 230105, DIR-CPO-5101 and DIR-CPO-4754 contract, and that the City Manager or designee be expressly authorized to execute any and all change orders within the amounts set by state and local law.
DEPARTMENTAL CLEARANCES:
Legal
Finance
Purchasing
ATTACHED SUPPORTING DOCUMENTS:
Quote
Contract Verification Form
Certificate of Interested Parties
Presentation