Council action is requested to issue a purchase order to AVI-SPL in the amount of $190,000, for Audio-Visual (AV) Equipment for Room 117 at the Independence Utility Center (IUC) for the Tech Services Department.

Council approval to issue a purchase order.

Staff obtained a quote from SKC Communications in 2022 as part of preliminary steps to look at the future technology needed in meeting rooms across the city. Since this quote, technology challenges relative to the A/V system in Room 117 of the Independence Utilities Center have increased. In order to address these challenges, the upgrades outlined in the quote are now necessary. Given the age of the quote and the current bidding and inflationary environment, it is recommended staff be authorized in an amount not to exceed $190,000.

The AV system in IUC 117 has not been updated since the building was renovated and the system in this room has been strained under the current needs of our public meetings. Staff is working to make the system meet the current needs but this has become increasingly challenging as the equipment is beyond its useful life. A comprehensive replacement of the equipment is required to fully address the A/V deficiencies.

Council approved requested upgrades at the April 5th, 2023 Council meeting for $160,000, but between the time to the equipment was quoted till the time Council approved the expenditure, costs increased. The firm the City originally dealt with, SKC Communications, got bought out by another firm, AVI-SPL, during that time as well. AVI-SPL has a national The Interlocal Purchasing System (TIPS) cooperative contract, which is the method used to procure the equipment and service.

Per section 8.06.004, Paragraph 4 of the City Code states competitive bidding is not required when purchases are made through a cooperative contract established by a government purchasing entity or cooperative. The cooperative bids used will have been established pursuant to RSMo. 70.220 or generally accepted governmental purchasing practices through the competitive bidding process.

Approval of this item authorizes change orders up to ten (10) percent of the authorized amount, providing appropriations are available.

The fiscal impact to the City is $190,000. Expense for the A/V upgrades will be paid equally from the General Fund, Water Fund, Sewer Fund, and Electric Fund and covered through fund balance of each fund and addressed by the future budget amendment.