...Title
Authorizing the City Manager to approve the purchase of equipment from AVI-SPL LLC in the amount of $77,210.82 in support of PfTV broadcasting.
Summary
This item is for replacement and enhancement of the City of Pflugerville audiovisual, broadcast and technology equipment in Suite 500 in support of PfTV broadcasting. The proposed contract outlines equipment that needs to be replaced due to end of life using Public Education and Government (PEG) funds designated specifically for capital expenditures related to government public-access channels. The update supports the security requirements necessary to protect the City’s infrastructure in alignment with the City’s overall technology requirements. The City worked with numerous vendors and consulted other cities for feedback on their broadcast and council chamber equipment as part of a thorough review of the equipment for Suite 500. City staff recommends the replacement of items to enhance the system overall to one that is both secure and reliable.
The City is proposing AVI SPL, a digital workspace provider with technical integration experience in the government sector. The proposed equipment is modular in nature, and allows the City to add and remove components without having to completely rebuild. The current proposal switches the City from a proprietary system to one that is open-sourced and allows the City to take advantage of various equipment options.
Care was taken to not replace equipment that was still within its lifespan. Noted in the proposal is a list of 48 pieces of equipment that will continue to serve the City. Consideration was given to the future and if the City were to relocate our council chambers, and we are confident that the core system and rack are transferable.
The vendor is a participant in the DIR purchasing cooperative, so the City has received a competitive government rate and the contract includes five years of maintenance. The upgrade does not impact the City’s General Fund as expenses related to the broadcast and success of PfTV programming are paid for through the City’s PEG Fund which is money received through franchise agreement from Suddenlink, ATT/SWB (Southwestern Bell) and Charter Communications that can only be used for capital expenditures in support of the City’s PfTV and broadcast system.
Due to equipment ordering lead times currently seen within the electronic market, ordering parts now best accommodates switching the system during December to have the lowest impact on City Council and citywide meetings. It is estimated that at least three weeks is necessary to make the adjustments needed, and the use of the PCDC facility or Library could provide a backup location for the Council during that time, if needed.
Staff recommendation is to proceed with the purchase of equipment with AVI SPL for upgrades to Suite 500.
Deadline for City Council Action
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1295 Form Required? Yes __ No X
Legal Review Required: N/A Required __ Date Completed:
Supporting documents attached:
Recommended Action
Authorize the City Manager to execute the purchase of equipment with PEG funds for replacement and enhancement of the City of Pflugerville audiovisual, broadcast and technology equipment in Suite 500 in support of PfTV broadcasting.