TITLE
Consider a memorandum/resolution authorizing the procurement of audio-video equipment upgrades at the Killeen Civic and Conference Center through RushWorks and AVI Systems in the amount of $194,484.44.
SUMMARY
DATE: July 19, 2022
TO: Kent Cagle, City Manager
FROM: Willie Resto, Executive Director of Information Technology
SUBJECT: Procurement of Audio-Video Equipment Upgrades at the Killeen Conference Center
BACKGROUND AND FINDINGS:
In fiscal year 2021, City Council approved the expansion of the audio-video (AV) system to support local cable channel broadcasting to include microphones replacements/expansion, session recording and teleconferencing features at the Killeen Conference Center.
The Conference Center is utilized for large meetings, joint workshops, and various community related meetings.
The Conference Center is not equipped with appropriate AV equipment to broadcast on the city cable channel; it lacks a proper audio and camera system. The system needs to be updated to a modern configuration that has the ability to support all City meetings.
This new system will provide:
• improvements to the quality of meeting broadcasts
• improved presentation of media to the viewing audience (in room and broadcast)
• on-screen pointing and labels
• a more user-friendly configuration for presentations controlled directly at the podium
• improved audio system with automatic volume level control with feedback monitoring
• elimination digital video recording and playback
• alternate location for City Council workshops and meetings
RUSHWORKS is the sole source of the A-LIST BROADCAST system. A-LIST and VDESK broadcast automation and streaming systems effectively integrate a traditional “broadcast server” with a bulletin board system, thus creating a distinctive point of difference with this two-in-one “hybrid” solution.
Due to the building structure, installation will require special equipment. AVI Systems will install the equipment upgrades using the TIPS/TAPS cooperative contract 200904.
The cost of the equipment upgrades from Rushworks is $71,603.27. The equipment and installation from AVI Systems is $122,881.17. The combined total for equipment from RushWorks and AVI Systems including installation is $194,484.44.
THE ALTERNATIVES CONSIDERED:
1. Do not authorize the purchase of AV equipment upgrades at the Conference Center.
2. Authorize the purchase of AV equipment upgrades from RushWorks and AVI Systems in the amount of $194,484.44.
Which alternative is recommended? Why?
Staff recommends authorizing the purchase of AV equipment upgrades at the Conference Center. The existing equipment is intermittently failing and the upgrade will allow for an alternate location for City Council workshops, meetings and other events.
CONFORMITY TO CITY POLICY:
This purchase conforms to the City Policy and Local Government Code, Section 252.022 that items available from only one source because of patents, copyrights, secret processes or natural monopolies are exempt from being competitively solicitated. A-LIST BROADCAST hardware/software solutions is only available from the manufacturer RushWorks. The equipment and installation from AVI Systems will be procured through the TIPS/TAPS cooperative contract 200904. Purchases made through a cooperative contract are exempt from the competitive bidding process as stated in 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 expenditure in the current fiscal year? For future years?
The AV equipment upgrades are projected to be $194,484.44.
Is this a one-time or recurring expenditure?
This equipment upgrade is a one-time expenditure.
Is this expenditure budgeted?
Yes, funds are available in the Public/Education/Government funds account 220-0405-414.61-40.
If not, where will the money come from?
N/A
Is there a sufficient amount in the budgeted line-item for this expenditure?
Yes
RECOMMENDATION:
Staff recommends that City Council approve the procurement of audio-video equipment upgrades at the Killeen Conference Center through RushWorks and AVI Systems in the amount of $194,484.44 and that the City Manager or designee be authorized to execute any change orders as permitted by state and local law.
DEPARTMENTAL CLEARANCES:
Finance
Legal
ATTACHED SUPPORTING DOCUMENTS:
Quote
Agreement
Certificate of Interested Parties