Title
Consider a memorandum/resolution purchasing new multimedia equipment to upgrade Council Chamber from Rushworks/ENCO, in the amount of $116,065.
Body
DATE: December 3, 2024
TO: Kent Cagle, City Manager
FROM: Janell J. Lewis Ford, Executive Director of Communications and Marketing
SUBJECT: Multimedia equipment upgrade for Council Chamber
BACKGROUND AND FINDINGS:
The City of Killeen initially renovated the Council Chamber with technology and equipment in 2019 using contractor, Rushworks, now apart of ENCO Systems. The multimedia equipment now requires another upgrade per recommendation from the City of Killeen Information Technology department and ENCO vendor, as it is now aging and five years old. The current equipment has been failing intermittently during livestreams and recordings.
The upgrade will provide a more quality user and viewer experience, update all sound, video and display equipment, add even more modern meeting and management controls, integrate new technology with existing systems and ensure compliance with accessibility standards.
This project will be fully funded with Public, Educational and Government Television (PEG) funds, which may be used for expenditures that support the Government Channel. All Council meetings are broadcast live and recorded on the PEG Channel, channel 10, 24/7/365.
The vendor has proven to be highly-qualified with extensive experience, excellent references and successful performance record. This vendor is a sole source for this equipment in the broadcast booth/Council chamber. It is a best practice for the City to remain with this vendor since all equipment is specified to their settings and due to knowledge for continued maintenance, support and assistance.
THE ALTERNATIVES CONSIDERED:
N/A
Which alternative is recommended? Why?
N/A
CONFORMITY TO CITY POLICY:
This falls in line with the Sole/Single Source Purchase Policy with the City of Killeen. Rushworks/ENCO is the exclusive manufacturer of the recording, meeting, management and playback control systems. They are the sole serve and update proprietor for the software and hardware solutions. The vendor has no authorized US dealers or resellers for the solutions required.
This also falls into the Information Technology’s refresh strategy policy, which states that all workstations/laptops will be evaluated and replaced, if necessary, every five (5) years, as having current technology is critical to the mission of the IT department and that timeframe is a typical life cycle for technology and equipment. This practice helps maintain operational efficiency, reduce the risk of technical failures and ensure the highest standards of security and productivity. This practice is to safeguard the organization’s data and systems. Upgrading equipment every five years ensures that the latest security features and patches are in place, minimizing the risk of data breaches, malware, or other security vulnerabilities.
FINANCIAL IMPACT:
What is the amount of the revenue/expenditure in the current fiscal year? For future years?
$116,065 for current fiscal year only
Is this a one-time or recurring revenue/expenditure?
One time cost
Is this revenue/expenditure budgeted?
Yes, funds are budgeted in the PEG Fund Capital Outlay/Computer Hardware account 220-56305-140-141-000000.
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:
City Council approve procurement of the new multimedia equipment through Rushworks/ENCO in the amount of $116,065 and authorize the City Manager or designee to execute change orders in accordance with state and local law for necessary council chamber upgrades
DEPARTMENTAL CLEARANCES:
Information Technology
Finance
Legal
ATTACHED SUPPORTING DOCUMENTS:
Quote
Sole Source
Presentation