Item 4RCITY OF
SOUTHLAKI
MEMORANDUM
(October 30, 2013)
To: Shana Yelverton, City Manager
From: Greg Hendricks, Interim Director of Information Technology
Subject: Consent agenda item 4R - Approve a service contract with Digital
Resources Inc. to complete the video upgrade of the Council
Chambers, Executive Conference Room, and 3rd Floor overflow area
in the amount of $144,680.
Action
Requested: Approve a service contract with Digital Resources Inc. in the
amount of $144,680 to complete the video upgrades.
Background
Information: The City of Southlake working with Digital Resources, Inc.,
has implemented new audio, video, and voting solutions this
past year. This phase is to compete the proposed upgrades
to include the replacement of the remaining legacy cameras,
projector, and screen in the Council Chambers along with
updates to the Executive Conference Room and the 3rd floor
overflow area. The Executive Conference Room will be
updated with a high -resolution TV monitor to replace the
older projector and screen and the old Council Chambers
projector will be reused in the overflow. All locations will be
managed from the control room for broadcasting meetings
and switchable to local delivery of media and presentations.
Financial
Considerations: Total expenditure of $144,680 was approved to be allocated
from the Strategic Initiatives Fund.
Strategic Link: B4 — "Provide High Quality Customer Service" — enables the
production of high -quality meeting broadcasts.
B6 — "Optimize Use of Technology" — enables the IT
department to provide consistence and reliable broadcast
and meeting solutions.
Citizen Input/
Board Review: Not Applicable
Legal Review: Digital Resources continues to provide excellent support for
the City's audio and video needs leveraging TIPS/TAPS
Contract #1012612.
Alternatives: 1) Approve as proposed.
2) Reject — IT will continue with the current state of the
installation with mixed quality video recording and lower -
quality projector solution in the Executive Conference Room.
Honorable Mayor and City Council
Community Events Partnership Program
Page 2 of 2
Supporting
Documents: Quote is provided as an attachment.
Staff
Recommendation: Approve item as proposed
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