Title
Consider a memorandum/resolution authorizing the procurement of audio-video equipment upgrades at the Utility Collections building from Rushworks in the amount of $165,298.50.
Summary
DATE: June 21, 2022
TO: Kent Cagle, City Manager
FROM: Willie Resto, Executive Director of Information Technology
SUBJECT: Procurement of Audio-Video Equipment Upgrades at Utility Collections
BACKGROUND AND FINDINGS:
In fiscal year 2021, City Council approved the expansion of the audio video (AV) systems to support local cable channel broadcasting to include microphones replacements/expansion, session recording and teleconferencing features at the Utility Collections facility.
The Utility Collections Conference Room hosts various meetings on a regular basis. Some of these meetings include the Planning and Zoning Commission, joint workshops, and various large meetings. The audio-video (AV) system’s life expectancy is surpassed and is now intermittently failing. The outdated system is built to support an analog signal which is no longer supported by digital and video service providers. Additionally, the system's current connectivity for peripheral equipment is outdated and needs to be updated to a modern, HDMI input configuration.
This new system will provide:
• improved 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 and feedback monitoring
• elimination digital video recording and playback
• an alternate location for City Council workshops and meetings
RUSHWORKS is the sole source of the A-list broadcast system, A-LIST and VDESK. This broadcast automation and streaming system effectively integrates a traditional “broadcast server” with a bulletin board system, thus creating a distinctive point of difference with this two-in-one “hybrid” solution.
THE ALTERNATIVES CONSIDERED:
1. Do not authorize the purchase of AV equipment upgrades at the Utility Collections building.
2. Authorize the purchase of AV equipment upgrades at the Utility Collections building in an amount not to exceed $165,298.50.
Which alternative is recommended? Why?
Staff recommends authorizing the purchase of AV equipment upgrades at the Utility Collections building. The existing equipment is intermittently failing and the upgrade will allow for an alternate location for City Council workshops and meetings.
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.
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 $165,298.50.
Is this a one-time or recurring expenditure?
The equipment upgrade is a one-time expenditure.
Is this expenditure budgeted?
Yes, funds are available in Public/Educational/Government Fund in 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 the audio-video equipment upgrades at the Utility Collections facility from Rushworks in the amount of $165,298.50 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
Certificate of Interested Parties