Title
Consideration of and action on authorization to purchase audio-visual equipment for five (5) conference rooms in City Hall from DATAVOX under TIPS Contract 230105 & Dell under DIR Contract TX-DIR-TSO-3763.
Body
Summary:
The audio-visual technology (AVT) in the five (5) conference rooms at City Hall is now seven (7) years old and has reached the end of its useful life. As such, this purchase will replace and upgrade key components to ensure continued functionality, as the existing equipment is no longer supported.
The new systems will provide several benefits, including state-of-the-art technology with the latest firmware updates and enhanced security features. Additionally, the upgrade will include specialized hardware, such as conference room cameras and tabletop microphones, designed to optimize virtual meetings on platforms like Microsoft Teams, Zoom, and GoToMeeting.
The equipment will be sourced from two (2) vendors: DATAVOX and Dell. The total cost for DATAVOX equipment is $81,975.50, while the cost for Dell equipment is $25,892.65. The total project cost being requested is $107,868.45.
Notably, the project is expected to come in under budget, thanks to significant cost savings achieved through the use of the Dell DIR Contract for hardware procurement.
Fiscal/Budgetary Impact:
Budgeted in FY 2024-2025 in the following accounts:
010-200-42900, Contract Labor - IT Services, $15,110.00 (Programing)
010-200-49040, Machinery & Equipment - IT Services, $127,950.00 (Hardware)
Project Quote Amounts:
DATAVOX - TIPS Contract 230105 - $81,975.50
DELL - DIR Contract TX-DIR-TSO-3763 - $25,892.65
Project Quote Total: $107,868.45
Recommended action
Authorize purchasing AVT for five (5) conference rooms in City Hall from DATAVOX under TIPS contract 230105 & Dell under DIR Contract TX-DIR-TSO-3763.