City Commission Regular Meeting


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  Agenda Item # 10.d.       
Meeting Date: 09/19/2016  
Re:    Chamber Audio and Presentation Equipment Replacement, Bid No. 2016-001 (Emergency Purchase)
Submitted For: Devoshay Johnson

SUBJECT:
Approval to award contract for emergency replacement of Commission Chambers audio and presentation equipment to VIVID A//V Solutions in an amount not to exceed $124,101.
SUMMARY:
The chambers equipment is over 10 years old and is in dire need of replacement.  There are several components that are at or beyond the end of their useful life and are beginning to fail or have failed.  Staff has consulted with and sought out quotes for equipment, installation, and training  from the following: AVISPL, VIVID A/V SOLUTIONS, and PROSOUND AUDIO AND VIDEO.

Priority was given to the following areas: audio and audio controls, presentation equipment and connectivity, warranty protection, dias microphones and monitors, training and support availability (on-site and remote), and future sustainability.
RECOMMENDATION:
Staff is recommending awarding VIVID A/V SOLUTIONS the contract to purchase replacement audio and presentation equipment in the amount not to exceed $124,101; to coordinate the removal of old equipment, installation of new equipment, the training of staff , and a 4 year extended warranty.  Staff believes the vendor supplied the best options during consultation and provided the best path for future sustainability
ALTERNATIVES:
Selection of another bidder.
RESPONSIBLE STAFF:
DeVoshay Johnson, IT Manager
COORDINATED WITH:
Nicholas Mimms,P.E., City Manager
Johnna Morris, Director of Finance
Linda Cox, City Clerk
Tony Barnes, Director of Purchasing

Fiscal Impact
Budgeted Y/N: Y
Fiscal Year: 2016
Account: 0016005136410
Amount: $124,101
FISCAL IMPACT:
Funds to be provided from the capital improvement allocations for FY 2016.
Attachments
VIVID
Prosound
AVISPL

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Form Review
Inbox Reviewed By Date
Finance Department Johnna Morris 09/14/2016 03:39 PM
City Manager Devoshay Johnson 09/15/2016 11:47 AM
Information Technology (Originator) Jennifer Robinson 09/15/2016 12:10 PM
City Manager Linda Cox 09/15/2016 12:19 PM
Form Started By: Devoshay Johnson Started On: 09/13/2016 02:42 PM
Final Approval Date: 09/15/2016

    

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