Approval of Service Contract No. 2026-006-GC, Audio/Visual System Upgrades, with Justice AV Solutions Inc.

The audio/visual systems in the County's courtrooms, hearing rooms, and the Board of Supervisors Chambers are used to record proceedings, amplify sound, present evidence, and hold remote hearings and meetings. The Tommie Cline Martin (TCM) building was built with a Justice AV Solutions (JAVS) audio/visual system in its Chambers. The Superior Court has used the JAVS system in Payson for several years and prefers it over the audio/visual systems now in the Globe courtrooms.

The Information Technology Department has identified a need to upgrade the audio/visual systems at eight (8) locations: the Board of Supervisors Chambers in Globe; Globe Regional Justice Court; Globe Superior Court Courtrooms A and B; the Superior Court Hearing Room/Office (3rd Floor, Globe); the Globe Justice Hearing Room; Payson Justice Court; and Payson Superior Court Courtroom C.

Under Service Contract No. 2026-006-GC, JAVS will furnish, install, program, and test a complete audio/visual system at each of the eight (8) locations, train court and County staff, and provide system documentation. All eight (8) systems will be on one common JAVS platform.

This contract was procured as a sole source purchase under Gila County Procurement Policy BOS-FIN-113, Section 8.C. The Finance Director, who serves as the County's Procurement Officer, documented the determination in the attached Sole Source Memorandum dated August 10, 2026. The County requires systems that operate on the same JAVS platform already in use at the Superior Court in Payson, and JAVS is the only source for that platform. Other vendors sell audio/visual systems, but a different system would leave the County supporting two platforms, with separate warranties, training, troubleshooting procedures, and replacement parts. For that reason, the Procurement Officer determined that no reasonable alternative source exists. Because of this determination, the purchase was not competitively solicited and was not made through a cooperative purchasing contract.

The contract amount is not to exceed $662,647.33. This includes all equipment, labor, shipping, and transaction privilege tax.
 

Location	Amount
Board of Supervisors Chambers, Globe	$85,653.70
Globe Regional Justice Court	$91,118.84
Globe Superior Court, Courtroom A	$98,390.52
Globe Superior Court, Courtroom B	$99,890.64
Superior Court Hearing Room/Office, 3rd Floor, Globe	$35,387.73
Globe Justice Hearing Room	$69,647.07
Payson Justice Court	$85,927.74
Payson Superior Court, Courtroom C	$96,631.09
Total	$662,647.33

• No deposit or advance payment. JAVS is paid for each location only after the County tests and accepts that location in writing.
• All locations are to be installed, tested, and accepted by April 30, 2027.
• Equipment and workmanship are warranted for one year from acceptance of each location, with one year of technical support.
• Maintenance and support after the first year are not included in this contract. If needed, they would be a separate future cost.
• The contract term runs from the date of execution through June 30, 2027.

Funding for this project will be split as follows:

Fund	Amount
4558.333_4210.99 Title IV-E.Superior Courts General_Professional services Other	$90,000.00
4574.333_4210.99 Superior Crt Cost of Prosecution.Superior Courts General_Professional services Other	$80,000.00
4543.333_4210.99 Court Automation Res 25-05-01.Superior Courts General_Professional services Other	$25,000.00
4846.302_4210.99 JCEF Surcharge Clrk Sup Crt.Clerk of Superior Court_Professional services Other	$200,000.00
4746.311_4210.99 Globe Justice Ct Enhancement Fee.Globe Justice Court_Professional services Other	$40,000.00
4747.314_4210.99 Payson Justice Ct EnhancementFee.Payson Justice Court_Professional services Other	$25,000.00
Courts Subtotal	$460,000.00
1007.201.940_4500.35 Capital Improvements.Finance.Computer Upgrade_Capital Outlay Computers/Laptops $5000 & over	$202,647.33
TOTAL FUNDING	$662,647.33

Approving this contract will replace aging audio/visual systems and give the County consistent audio/visual technology across its courtrooms, hearing rooms, and the Board of Supervisors' Chambers.

The Information Technology Department recommends that the Board of Supervisors approve Service Contract No. 2026-006-GC with Justice AV Solutions Inc.

Information/Discussion/Action to approve Service Contract No. 2026-006-GC, Audio/Visual System Upgrades, with Justice AV Solutions Inc., in an amount not to exceed $662,647.33, for the term of October 20, 2026, through June 30, 2027. (Carrie Bartling)