HomeMy WebLinkAboutItem 09 - Public Meeting ServicesMEMO TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: BRUNO RUMBELOW, CITY MANAGER
MEETING DATE: JANUARY 6, 2026
SUBJECT: APPROVAL OF PUBLIC MEETING STREAMING AND ARCHIVING
SERVICES
RECOMMENDATION: City Council to consider an annual contract forAgendaLink platform, along
with managed remote production, recording and streaming services of
public meetings, and live closed captioning of public meetings with Digital
Resources, Inc.
FUNDING SOURCE: Funds are available in the Special Revenue Fund (Peg Fees) for an
estimated amount of $41,839.
BACKGROUND: Currently, the City uses Digital Resources, Inc. to live stream and archive
the videos of the City Council, Planning and Zoning Commission, and
Historic Preservation meetings. During those meetings, Digital Resources,
Inc. manages the cameras and provides closed captioning on the screens
in the Council Chambers and on the video archived on the City's website.
The original contract also included the implementation of the AgendaLink
platform that will allow staff to create agendas, minutes, staff memos, and
compile the meeting packets in one software. Implementation of this
software is scheduled for 2026.
This purchase will be made in accordance with Region VIII Education
Service Center known as The Interlocal Purchasing System (TIPS) as
allowed by Texas Local Government Code, Chapter 271 and Texas
Government Code, Chapter 791.
Bids were taken by the Cooperative, and a contract was awarded to
Digital Resources, Inc. The IT Department and Purchasing staff reviewed
the contract for departmental specification compliance and pricing and
determined that the contract would provide the best product and pricing
for meeting the needs of the City.
Fees from the Public, Educational, and Governmental (PEG) program will
be used for this expense.
Staff recommends approval.
PROPOSAL
Presented By:
Digital Resources Inc
2107 Greenbriar Drive
Suite B
Southlake, TX 76092 US
(817) 481-9300
www.digitalresources.com
Citv of Grapevine
Aivsia PeraLes
anPralPcna nranPvinPtPxac nnv
200 Main St
Grapevine, Texas 76051
817-410-3336
Co -Op
DRI-7151
mirmlIAL
RESOURCES, INC
Leading AV Design and Integration
HUB Business ID: 2005124528
C.D.S. License Renewal for City Coucil
TIPS CONTRACT: 230105
Technology Solutions Products and Services
End Date: May-31-2028
C.D.S. License Renewal for City Coucil
Project No : DRI-7151 Rev. 3
12/9/2025
Sales Rep: Jeff Marler
Valid For: 30 Days
Revision: 3
Date: 12/9/2025
Terms: Net 30
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Unassigned
1 Cloud Driven Solutions AGENDALINK 1YR. LICENSE $1,845.00 $1,845.00
AgendaLink is the modern cloud based
meeting/agenda management platform with
features such as processes, tasks, live meeting
management, sharing, public portal, citizen
engagement, and more.
1 Cloud Driven Solutions AgendaLink Advanced Support $4,995.00 $4,995.00
Advanced Support Services
1 Cloud Driven Solutions $34,999.00 $34,999.00
Fully Managed Remote Production, Recording,
Streaming for up to50 meetings a year.
- Layout Changes
- DynamicLower Thirds
- Integrated real-time Agenda Info
- Camera controls
- Remove AV Assistance
- Management of re
Unassigned Total $41,839.00
Project Subtotal: $41,839.00
C.D.S. License Renewal for City Coucil
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Project No : DRI-7151 Rev. 3 12/9/2025
QUOTE SUMMARY
Equipment:
Grand Total:
SCODe of Work:
C.D.S. License Renewal
Work Delays:
$41,839.00
$41,839.00
This installation proposal is based on continuous, uninterrupted work during standard business hours, with the job site clear of debris
and free from delays caused by other trades. If DRI's scheduled mobilization is canceled on short notice due to circumstances beyond
our control, a remobilization fee of $900 per occurrence will apply. DRI will make every reasonable effort to accommodate rescheduling
when feasible.
Warranty
Warranty Overview
• Our certified installation work is backed by a 1-year on -site workmanship warranty.
• All new equipment provided includes a minimum 1-year manufacturer's warranty.
• We offer free telephone support and will respond to service requests within 48 hours.
• Warranty service includes repair or replacement of defective equipment, or the provision of equivalent loaner units when applicable.
Important Warranty Terms
• All equipment issues are subject to the manufacturer's warranty policies, which may or may not include on -site labor.
• If our technician determines that an issue is not related to installation workmanship, standard service rates will apply.
• On -site labor for inspection, troubleshooting, removal, or installation of equipment is not covered under warranty.
• Freight charges for warranty -related returns or repairs will be billed accordingly.
We are committed to delivering responsive, high -quality service. Should you be interested in additional coverage or prioritized support,
please contact us to discuss our Service Level Agreement (SLA) options.
Reference Quote # DRI-7151 Client PO#: Print Name: Title:
Client: Alysia Perales Date
Customer Approval:
Please sign above as an authorized agent, approving the products and services proposed. By signing OR emailing your approval, you
agree to Digital Resources standard terms and conditions, along with the conditions set forth as written in this proposal. Partial shipments
will be shipped and invoiced unless noted otherwise. Taxes and shipping charges will be invoiced separately. Final scope of work and
engineering may provide for a change in fees or services which you agree to upon approving this order. If any additional insurance
endorsements are required, an additional fee will be added to the scope and total contract price.
** Purchase will be taxable according to state / local tax laws for point of delivery. Unless information is completed below.
NO Tax ID # (A Sales Tax Exempt Form Must Be On File)
Email To: orders@digitairesources.com
C.D.S. License Renewal for City Coucil
Project No : DRI-7151 Rev. 3
12/9/2025
Thank you for your business!
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