It is recommended that the City Council authorize the purchase of audio visual equipment from Digital Resources, Inc., for the Meacham Administration Building's Conference Rooms and Building Directory, using The Interlocal Purchasing System Cooperative Contract No. 1121914 in an amount up to $67,000.00 for the Aviation Department.

The Aviation Department will purchase audio visual equipment and installation from Digital Resources, Inc. for the new Meacham Administration Building. Currently the new facility is under construction and is scheduled to open December 2016. This new building will house multiple City department offices including Aviation, Code, and Planning and Development. Included in the building along with the City departments are other various airport tenants, an entrance atrium, conference center, fixed base operator and public art.

The conference space will be able to hold board receptions, meetings, commission meetings, training meetings, tenant meetings, and community-based public or neighborhood meetings. The new equipment will support various functions of the new facility and provide user-friendly equipment that can be easily utilized by Staff as well as the community.

This purchase includes the audio and visual equipment for the conference center, Aviation Department conference room, and digital signage for the lobby. The equipment is compliant with the Americans with Disabilities Act (ADA) and will be installed by Digital Resources, Inc.

COOPERATIVE PURCHASE - State Law provides that a local government purchasing item(s) under a Cooperative Purchasing Agreement satisfies state laws requiring that the local government seek competitive bids for purchase of the item(s). The Interlocal Purchasing System (TIPS/TAPS) Cooperative Contracts have been competitively bid to increase and simplify the purchasing power of local government entities.

PRICE ANALYSIS - Staff has reviewed the contract and concluded that the prices are fair and reasonable. Digital Resources, Inc., has previously contracted with the City to provide audio visual equipment for the Chisholm Trail Community Center as well as High Definition (HD) Integration for the Council Chamber.

M/WBE OFFICE - A waiver of the goal for MBE/SBE subcontracting requirements was requested by the Purchasing Division and approved by the M/WBE Office, in accordance with the BDE Ordinance, because the purchase of goods or services is from sources where subcontracting or supplier opportunities are negligible.