PRESENTER: Presenter
Justin Kneupper, Assistant Information Technology Director
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SUBJECT: Title
Approval of a contract with Data Projections, Inc. for installation, configuration and support of a new audio/visual and broadcast system in Council Chambers, Executive and Tejas Conference Rooms.
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DEPARTMENT: Information Technology
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COUNCIL DISTRICTS IMPACTED: All
BACKGROUND INFORMATION:
Much of the audio/visual technology currently in Council Chambers is end of life and no longer supported. In Chambers, this contract replaces the projectors and screens with direct-view-LED walls, dias down lighting, closed captioning for broadcast and the overall control system. This project will expand functionality between Chambers, Executive and Tejas Conference rooms and lobby displays. These upgrades will expand the usability of the spaces and allow for enhanced usage for public and executive meetings.
Included in this project is the update of the Audio/Visual System in the Tejas/Emergency Operations Center and Executive Conference Rooms. The systems in these rooms will include new direct-view-LED video walls and simplified system control. Also included will be occupancy sensors to turn the systems off when not in use.
This new system adds the capability for us to extend live video and audio between Council Chambers and the Tejas Room of any meeting, in the case where we have large audiences or participation.
This contract provides for three years of warranty and technical support on all components and training on the new systems. Staff recommends purchase of the equipment from Data Projections, Inc. utilizing a contract through the TIPS cooperative, which fulfill procurement requirements. The total cost of the equipment is not to exceed $702,000 and payable from the City’s PEG funds.
Should Council approve this contract, work in Chambers will begin the day after the June 23rd Council meeting and be completed by July 28th . There are meetings scheduled during these installs times and we are making arrangements for committees who may be meeting to utilize another space temporarily.
ISSUE:
Current equipment is at end of life and will not be supported going forward.
STRATEGIC PLAN REFERENCE:
☐Economic Mobility ☐Enhanced Connectivity ☐Community Identity
☒Organizational Excellence ☐Community Well-Being ☐N/A
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FISCAL IMPACT:
This is a one-time cost of not-to-exceed $702,000, which includes a 10% contingency ($65,000) and will be funded from the current PEG Fund Balance. The Cable Franchise PEG Fund (Public, Educational and Government) collects revenues paid by cable franchise companies and its use is limited specifically to expenditures that support and enhance broadcast capability of meetings of City Council and other City Boards. There are sufficient funds in the PEG fund for this purchase.
Recommendation
RECOMMENDATION:
Staff recommends approval of a contract with Data Projections, Inc. for installation, configuration and support of a new audio/visual and broadcast system in Council Chambers, Executive and Tejas Conference Rooms.