Consideration and Approval of Contract:  Approve the Contract for Purchase of Materials/Services with Corporate Technology Solutions, LLC, in an amount not to exceed $170,000 for the purchase of audio and video equipment for three conference meeting spaces.
 

1. Approve the Contract for Purchase of Materials/Services with Corporate Technology Solutions, LLC (CTS) to provide audio and video upgrades to the Aquaplex meeting space, Business Accelerator Policy Room, and Business Accelerator Large Conference Room, in the amount not to exceed $170,000; and
2. Authorize the City Manager to execute all necessary documents.

Staff is requesting approval of the Contract for Purchase of Materials/Services with CTS. The Contract is to perform complete audio and video upgrades to the Aquaplex meeting space, Business Accelerator Policy Room, and Business Accelerator Large Conference Room, which will add necessary video conferencing capabilities, as well as significantly improve the audio and video quality in these spaces. CTS will provide all the necessary equipment, custom room control programming, installation, and equipment training services. This upgrade will provide long overdue digital audio and video (A/V) technology enhancements, greatly improving the quality of meetings in these spaces. It will also address A/V concerns many citizens and tenants have expressed while attending / conducting meetings in these spaces.

Project Name: A/V upgrades for the Aquaplex & Business Accelerator Conference Rooms 
Cost: $160,773.48
Account Number Budgeted: 001-01-014-0047-1-4410 , 001-01-014-0047-1-4231, 001-01-014-0048-1-4301
FY Budgeted Amount: $190,000.00 total
Grant Funded: N/A
Funding Source: N/A

None

The work-scope for these three meeting spaces has been carefully defined in order to provide the enhancements necessary to conduct modern meetings. The individual City Programs and Divisions have been consulted to determine their individual technology needs, and the work-scope reflects those needs.

Any reduction to the work-scope for these projects would either significantly diminish or remove the technological capabilities of these meeting spaces, and hinder their ability to conduct modern virtual meetings. As such, staff does not recommend modifying or reducing the work-scope in any way.

The Business Accelerator facility was built approx 10 years ago. Since it's construction the meeting spaces have undergone a couple of minor technology upgrades in relation to the room controls, but have not received any upgrades to their virtual meeting capabilities. The Business Accelerator also has served in the past as an Emergency Operations Center for the County, and remains a backup facility for the City Emergency Management program.  

The Aquaplex meeting space has received one upgrade to it's video display capabilities, with the addition of two 86" commercial TV displays approx 2 years ago. The upgrades we are seeking approval on today will utilize these newer displays and add the missing video cameras, microphones, and digital audio components necessary to conduct virtual meetings in both the East and West ends of the dividable space.

This is the first time we are pursuing a significant upgrade to these specific spaces, at the request of the Creative Services and PROSE Divisions, City Leadership, as well as MOONSHOT, multiple City Commissions, and the NACET tenants at the Business Accelerator.

Due to CTS’s proprietary programming, extensive knowledge of the City’s existing Crestron-based infrastructure, and ability to ensure seamless integration and system continuity, they are uniquely positioned as the sole provider capable of meeting the City’s requirements for this next phase of upgrades.

Provide Exceptional Service: Provide employees and elected officials tools, training, and support.
High Performing Governance: Encourage public trust through improved transparency, accessibility, and use of the City's public participation policy.
Sustainable, Innovative Infrastructure: Deliver outstanding services to residents through a healthy, well maintained infrastructure system.

N/A

By enhancing remote virtual meeting capabilities in these spaces we enable virtual attendance, reducing the need for employees or citizens to travel to these locations and attend in person, thereby reducing the carbon footprint.

N/A