Loading...
HomeMy WebLinkAboutItem 09 - Audio Visual Equipment MEMO TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: BRUNO RUMBELOW, CITY MANAGER t (1 MEETING DATE: DECEMBER 5, 2017 SUBJECT: APPROVAL OF A RESOLUTION AND APPROPRIATION ORDINANCE FOR THE PURCHASE AND INSTALLATION OF AV EQUIPMENT RECOMMENDATION: City Council to consider approval of a resolution and appropriation ordinance for the purchase and installation of audio visual equipment from Digital Resources, Inc. FUNDING SOURCE: Funding for this purchase is currently available in 114-48860-101-001 (Machinery/Equip/Implements-PEG) for an amount not to exceed $191,032.48. BACKGROUND INFORMATION: The current audio/visual and lighting system in the Council Chambers is approximately 20 years old and has not received any major modifications during this timeframe. This upgrade will improve the video and sound quality for the audience in the Chambers as well as for those viewing online. It will also allow for easier repair and replacement of parts when maintenance needs to occur. The upgraded lighting system will increase the clarity for those viewing online through the upgrade to LED lights. Bids were taken by the cooperative and two contracts were awarded to Digital Resources, Inc. The IT Department and Purchasing staff reviewed the contracts for departmental specification compliance and pricing and determined that the contracts would provide the best product, service and pricing for meeting the needs of the City. This purchase will be made in accordance with an existing interlocal agreement with the Region VIII Education Service Center in Texas. Purchases through this program are authorized under Texas Local Government Code, Chapter 271 and Texas Government Code, Chapter 791. Staff recommends approval. AP/BS RESOLUTION NO. 2017-095 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAPEVINE, TEXAS, AUTHORIZING THE CITY MANAGER OR THE CITY MANAGER'S DESIGNEE TO PURCHASE AUDIO VISUAL EQUIPMENT AND INSTALLATION SERVICES THROUGH AN ESTABLISHED INTERLOCAL AGREEMENT AND PROVIDING AN EFFECTIVE DATE WHEREAS, the City of Grapevine, Texas is a local government in the State of Texas and as such is empowered by the Texas Local Government Code, Chapter 271 and Texas Government Code, Chapter 791 to enter into an interlocal agreement with other qualified agencies in the State of Texas; and WHEREAS, the Region VIII Education Service Center in Texas is a qualified purchasing program as authorized by Texas Local Government Code, Chapter 271 and Texas Government Code, Chapter 791; and WHEREAS, the City of Grapevine, Texas has an interlocal agreement with the Region VIII Education Service Center and wishes to utilize established contracts through their Interlocal Purchasing System (TIPS) Program meeting all State of Texas bidding requirements; and WHEREAS, the Region VIII Education Service Center has established two contracts with Digital Resources, Inc., contract no. 1121914, Audio Visual Equipment and Supplies and contract no.170101, Assistive Technology; and WHEREAS, the City of Grapevine, Texas has a need to replace and install audio visual equipment in the Council Chambers; and WHEREAS, all constitutional and statutory prerequisites for the approval of this resolution have been met, including but not limited to the Open Meetings Act; and WHEREAS, the City Council deems the adoption of this resolution to be in the best interests of the health, safety, and welfare of the public. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF GRAPEVINE, TEXAS: Section 1. That all matters stated hereinabove are found to be true and correct and are incorporated herein as if copied in their entirety. Section 2. That the City Council of the City of Grapevine, Texas authorizes the purchase and installation of audio visual equipment for the Council Chambers from Digital Resources, Inc. for an amount not to exceed $191,032.48. Section 3. That the City Manager or his designee is authorized to take all steps necessary to consummate the purchase and installation of said audio visual equipment. Section 4. That this resolution shall take effect from and after the date of its passage. PASSED AND APPROVED BY THE CITY COUNCIL OF THE CITY OF GRAPEVINE, TEXAS on this the 5th day of December, 2017. APPROVED: William D. Tate Mayor ATTEST: Tara Brooks City Secretary APPROVED AS TO FORM: John F. Boyle, Jr. City Attorney Resolution No. 2017-095 2 ORDINANCE NO. 2017-085 AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF GRAPEVINE, TEXAS, APPROPRIATING $191,032.48 FROM THE SPECIAL REVENUE FUND UNAPPROPRIATED FUND BALANCE; DECLARING AN EMERGENCY AND PROVIDING AN EFFECTIVE DATE WHEREAS, the current audio/visual and lighting system in the council chambers is approximately twenty years old and has not received any major modifications during this timeframe; and WHEREAS, upgrading the equipment will improve the video and sound quality for the audience in the chambers as well as for those viewing online; and WHEREAS, funding for this upgrade is available from the collection of public, educational and governmental (PEG) fees in Special Revenue Fund account 114-48860- 101-001 in the amount of$191,032.48; and WHEREAS, all constitutional and statutory prerequisites for the approval of this ordinance have been met, including but not limited to the Open Meetings Act; and. WHEREAS, the City Council deems the adoption of this ordinance is in the best interests of the health, safety, and welfare of the public. NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF GRAPEVINE, TEXAS: Section 1. That all matters stated herein above are true and correct and are incorporated herein by reference, as if copied in their entirety. Section 2. That the City Council hereby appropriates the funding. Section 3. That the City Council hereby authorizes an amount of $191,032.48 to be appropriated; and Section 4. That this ordinance shall take effect immediately upon passage by the City Council of the City of Grapevine, Texas. PASSED AND APPROVED BY THE CITY COUNCIL OF THE CITY OF GRAPEVINE, TEXAS on this the 5th day of December, 2017. APPROVED: William D. Tate Mayor ATTEST: Tara Brooks City Secretary APPROVED AS TO FORM: John F. Boyle, Jr. City Attorney Ordinance No. 2017-085 2