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Item 4E MemoCITY OF SOUTHLAKE MEMORANDUM (October 30 2012) To: Shana Yelverton, City Manager From: Dale Dean, Director of Information Technology Subject: Consent agenda item 4E - Approve the purchase of equipment for council chambers from Digital Resources Inc in the amount of $189,965 Action Requested: Approve the purchase of equipment for council chambers from Digital Resources Inc in the amount of $189,965 Background Information: The current video facilities, both within the control room and within the council chambers, are nearing the end of life support cycle and are not capable of moving us forward with digital broadcast abilities. The current cameras, graphics systems, and voting software are antiquated and unable to meet the needs of the City. Financial Considerations: Total expenditure of $189,965 which is within budget (Strategic Initiative Fund). Strategic Link: 136 — "Optimize Use of Technology" — enables the IT department to maintain supportable systems and services 134 — "Provide High Quality Customer Service" — enables IT to provide quick response and resolution for Accela system issues as well as upgrades, future enhancements & bug fixes. Citizen Input/ Board Review: Not Applicable Legal Review: Not applicable. The contract pricing is based off the TIPS /TAPS contract for the State of Texas. Alternatives: 1) Approve as proposed. 2) Reject portions of the project (i.e. cameras, voting software, and control room equipment) 3) Reject entire project Supporting Documents: Quote is provided as an attachment. Staff Recommendation: Approve item as proposed