M E M O R A N D U M. Keith Macedo, Information Services Director

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1 M E M O R A N D U M Meeting Date: September 20, 2011 Item No. F-3 To: From: Subject: Dan O Leary, City Manager Keith Macedo, Information Services Director Consider a resolution authorizing the City Manager to execute a System Installation Agreement with Ford Audio-Visual Systems, Inc., of Dallas, Texas, for the purchase, programming, and installation of audio visual equipment within Keller Town Hall, for the Information Services Department, through the Texas Multiple Award Schedule (TXMAS) Cooperative Purchasing Program. Action Requested: Consider a resolution authorizing the City Manager to execute a System Installation Agreement with Ford Audio-Visual Systems, of Dallas, Texas, for the purchase, programming, and installation of audio visual equipment, through the Texas Multiple Award Schedule (TXMAS) Cooperative Purchasing Program for the Council Chamber, Pre-Council room and the audio visual (A/V) control room. Background: The Council Chamber, Pre-Council room and the A/V control room contain audio visual equipment designed for multimedia presentations and television broadcasting of Keller meetings and events. The majority of the current system was installed in 2001 with the initial construction of Keller Town Hall. Since 2001, several minor upgrades to the system have been implemented, including the ability to stream meetings on the internet and audio system enhancements. We are proposing to replace the audio visual central control system, projectors, studio camera controls, room control displays, Council Chamber podium, and associated cabling. The goal of the upgrade is to significantly improve the quality, usability, flexibility, and reliability of both the Council Chamber and Pre-Council room audio visual systems. The audio visual upgrades will address the following items: o Improve broadcast video and audio quality o Improve system reliability Page 1 of 3

2 o Improve overall usability of multimedia systems o Improve usability of podium due to the increase utilization of multimedia presentation in meetings o Increase flexibility of system, allowing for future modifications or expansion o Improve efficiency of television broadcast staff to reduce work associated with meeting production o Replace the current system which is 10 years old and has become problematic o Display voting system on television broadcast o Improve quality of video projectors o Fix sync issue that causes flicker each time video inputs are changed o Decrease complexity of current system due to workarounds that have been implemented over the past 5 years What we are purchasing with the upgrade: o Core audio visual control system that manages both Council Chamber and Pre-Council room o Room control panels in the Council Chamber, Pre-Council and A/V control room o Video projectors in Council Chamber and Pre-Council o Camera controls in A/V control room o Council Chamber podium - adding control panel to podium o Large portion of cabling from studio to Council Chamber and Pre-Council room o Programming and installation of system Why we are recommending Ford Audio Visual o City of Keller has utilized Ford Audio-Visual Systems, Inc. for four years for Council Chamber support. They have proven to be a competent vendor that provides a good return on investment. Prior to Ford Audio-Visual Systems, Inc. the City utilized four different audio visual support vendors, with varying degrees of success. Ford Audio-Visual Systems, Inc. was the vendor who was able to resolve multiple Council Chamber audio problems, which had lingered for over 6 years. o Proven installs at multiple local city s including: Coppell, Frisco, Grand Prairie, Dallas, Cedar Hill, and Midlothian. Financial Considerations: Ford Audio-Visual Systems, Inc. was awarded Contract No. 8-58I030, on July 23, 2008, through the Texas Multiple Award Schedule (TXMAS) Cooperative Purchasing Program for the Page 2 of 3

3 Audio Visual room Council Chamber purchase and installation of audio visual equipment. The TXMAS contract was awarded through a competitive bid process which complies with State bidding statutes. Funding is available from the Fiscal Year Information Services Fund in the amount of $95, Pre- Council Cabling and Hardware Programming and Installation Total $15, $21, $11, $8, $37, $94, Financial Impact: Citizen Input/ Board Review: Legal Review: Alternatives: Supporting Documents: Recommendation: Staff does not anticipate any additional financial impact after the completion of this project. Information Services currently budgets $10, a year for the maintenance and support of our Council Chamber and Pre-Council room audio visual equipment. We anticipate this amount to cover any additional audio visual related expenses. Not applicable. None The City Council has the following options: Approve as submitted Approval with changes Denial Supporting documents include: Proposed Resolution Exhibit A System Installation Agreement Staff recommends approval of proposed resolution approving the System Installation Agreement with Ford Audio-Visual Systems, Inc., of Dallas, Texas, in the total amount of $94,497.84; and authorizing the City Manager to sign related documents, Page 3 of 3

4 RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF KELLER, TEXAS, APPROVING A SYSTEM INSTALLATION AGREEMENT WITH FORD AUDIO-VISUAL SYSTEMS, INC., OF DALLAS, TEXAS, FOR THE PURCHASE, PROGRAMMING, AND INSTALLATION OF AUDIO VISUAL EQUIPMENT WITHIN KELLER TOWN HALL, FOR THE INFORMATION SERVICES DEPARTMENT, THROUGH THE TEXAS MULTIPLE AWARD SCHEDULE (TXMAS) COOPERATIVE PURCHASING PROGRAM, IN THE TOTAL AMOUNT OF $94,497.84; AND AUTHORIZING THE CITY MANAGER TO EXECUTE SAID AGREEMENT RELATING THERETO ON BEHALF OF THE CITY OF KELLER, TEXAS. WHEREAS, the City Council of the City of Keller, Texas, has deemed it necessary and in the best interest of the citizens of the City of Keller to upgrade the Council Chamber and Pre-Council room audio visual equipment located in Keller Town Hall, for the Information Services Department; and WHEREAS, the Fiscal Year Annual Budget provided for the purchase of said audio visual upgrades; and WHEREAS, the purchase of said audio visual upgrades from Ford Audio-Visual Systems, Inc., of Dallas, Texas, through the Texas Multiple Award Schedule (TxMAS) Cooperative Purchasing Program, has been determined to be the best value and most responsible method of purchasing therefor. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF KELLER, TEXAS: Section 1: THAT, the above findings are hereby found to be true and correct and are incorporated herein in their entirety. 1

5 Section 2: Section 3: THAT, the City Council of the City of Keller, Texas, hereby approves a System Installation Agreement with Ford Audio-Visual Systems, Inc., of Dallas, Texas, attached hereto as Exhibit A, for the purchase, programming, and installation of audio visual equipment within Keller Town Hall, for the Information Services Department, through the Texas Multiple Award Schedule (TxMAS) Cooperative Purchasing Program, in the total amount of $94,497.84; and further authorizes the City Manager to execute said Agreement relating thereto on behalf of the City of Keller, Texas. THAT, the cost for the purchase, programming and installation of said audio visual equipment within Keller Town Hall, for the Information Services Department, in the total amount of $94,497.84, shall be paid from the Information Services Fund, budgeted therefor. AND IT IS SO RESOLVED. Passed by a vote of to on this the 20th day of September, CITY OF KELLER, TEXAS BY: P.H. McGrail, Mayor ATTEST: Sheila Stephens, City Secretary Approved as to Form and Legality: L. Stanton Lowry, City Attorney 2

6 EXHIBIT "A"

M E M O R A N D U M. Meeting Date: November 16, Item No. E-2. To: Dan O Leary, City Manager. From: Carolyn J. Nivens, Human Resources Director

M E M O R A N D U M. Meeting Date: November 16, Item No. E-2. To: Dan O Leary, City Manager. From: Carolyn J. Nivens, Human Resources Director M E M O R A N D U M Meeting Date: November 16, 2010 Item No. E-2 To: From: Subject: Dan O Leary, City Manager Carolyn J. Nivens, Human Resources Director Consider a resolution authorizing the City Manager