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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 $144,680 was approved to be allocated from the Strategic Initiatives Fund. Strategic Link: B4 — "Provide High Quality Customer Service" — enables the production of high -quality meeting broadcasts. B6 — "Optimize Use of Technology" — enables the IT department to provide consistence and reliable broadcast and meeting solutions. Citizen Input/ Board Review: Not Applicable Legal Review: Digital Resources continues to provide excellent support for the City's audio and video needs leveraging TIPS/TAPS Contract #1012612. Alternatives: 1) Approve as proposed. 2) Reject — IT will continue with the current state of the installation with mixed quality video recording and lower - quality projector solution in the Executive Conference Room. Honorable Mayor and City Council Community Events Partnership Program Page 2 of 2 Supporting Documents: Quote is provided as an attachment. Staff Recommendation: Approve item as proposed m coo q N 20 Q m E m 2 @ @ �k 0 U5 5 @ m d (D 2 R � � § � � U k o n g 0 Q k_ a o ,-E7�% U) o � C/) 2 -70 ° 2 O ¢ _ � O = U U � � D k � 2 ■ CL @ CL q COS coC,4 CO �C6 � c� kCO 2 d 0-LL 0 0 U � k � % � CO LU z \ 0 < - \ \ / / E I z 7 \ = E 0 8 / k /< ( <$ #Ww /\ - _ § ± \ j \ z z ) \§ \\ N _- g 00 \ o § ±- E & / \ % _ in k _ \\ \ R _ \� $ 2. z 0 2 wo - aE «§ <0 »wm of in 6 (- / z E $-2 Lm \ >3 / 7 g R0 we § §E w 7± { \ < % _- _ - / LU \ \ \\ ±/ c in f -i / \ k ( _- / 2 (\ LU } § \ \ \ m �\ \ _ / - / ƒ _- / 2. 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