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Item # 16.

Council Meeting

Meeting Date:	10/12/2021
Department:	Information Technology
Pillars:	Gold Standard in Customer Service
Milestones:	Promote and protect the Addison Way

AGENDA CAPTION:

Consider Action on a Resolution Approving an Agreement with Data Projections, Inc. (DPI) for Town Hall and Addison Treehouse Audio/Video Upgrades and Authorizing the City Manager to Execute the Agreement in an Amount Not to Exceed $98,217.86.

BACKGROUND:

The Town of Addison is currently using an array of audio and video (A/V) equipment to broadcast the Town meetings to the Town website and the AT&T and Spectrum Public, Educational, and Governmental (PEG) channels for meetings held at the Council Chambers, Town Hall Parlor, Addison Conference Centre, or the Addison Treehouse. Staff has determined the need to replace and upgrade the current A/V equipment at these locations except the Addison Conference Centre. The existing equipment was purchased and installed in 2016.

In 2005, the Texas Legislature passed legislation that provides funds to PEG access facilities. PEG funds are established to allow and encourage cities to:

Provide a convenient and information-rich resource for residents, visitors, businesses, non-profit organizations, other public agencies, and schools to access their city government
Make public proceedings and events more accessible to the residents by providing footage of the city council, planning commission, and other local government meetings
Promote city-sponsored special events
Provide extensive information on important city issues and activities
Deploy the latest technology to improve customer service and communication relating to issues that foster economic development
Act as a source of information during local emergencies.

The Town is able to purchase these products and services through the Texas Department of Information Resources Contract TSO-3561 to satisfy all applicable purchasing requirements. Data Projections’ proposal includes upgrading the existing A/V equipment at the Council Chamber, Town Hall Parlor, and the large meeting room at the Addison Treehouse. This equipment will be configured to operate with any third-party teleconferencing systems like ZOOM and the Swagit cloud broadcasting services.

This item is budgeted in the PEG fund. The project is within the budgeted amount of $210,000. This project will take 6 months to complete.

RECOMMENDATION:

Administration recommends approval.

Attachments
Resolution - DPI Contract for A/V Equipment Upgrade