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Consideration of request for waiver of the competitive bidding process and authorization to enter into an agreement with InfoCor for City Hall audio/visual (AV) system upgrades, 2026 CIP Project 9998
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Submitted by:
Zach Kessler, Director of Municipal Services
Jalal Ali, Information Services Director
Department:
Municipal Services and Information Services
A. Issue
The 2026 Capital Improvement Program includes $50,000 for Project 9998 to upgrade the audio/visual (AV) systems in the Common Council Chambers and committee rooms at City Hall.
Staff are requesting that the Common Council waive the competitive bidding process and authorize an agreement with InfoCor to complete the project.
B. Background/Options
The current AV system in the Council Chambers and committee rooms was installed in 2020. Since that time, the use and operational needs of these rooms have evolved. Staff have identified opportunities to replace or reconfigure certain equipment and make targeted improvements to the system to enhance functionality, reliability, and ease of use.
Staff have been working with InfoCor to identify and develop these improvements. InfoCor installed the existing AV system, including the equipment, wiring and cabling, and system programming. InfoCor has also provided ongoing maintenance and support for the system.
Because the proposed work involves modifications and upgrades to the existing integrated AV system, utilizing the vendor that installed and maintains the system will allow the City to build upon the existing infrastructure and programming while minimizing compatibility and integration issues. Using a different vendor would require that vendor to assess and become familiar with the existing system and could require additional work to integrate new equipment with the existing infrastructure and programming.
For these reasons, staff are requesting a waiver of the competitive bidding process to allow the City to proceed with InfoCor for the proposed upgrades.
C. Fiscal Impact
The 2026 capital budget includes $50,000 for this project. InfoCor has developed a scope of work (included in the agenda packet) and provided a quote in the amount of $49,064.48.
D. Recommendation
I recommend the Council waive the competitive bidding process for 2026 CIP Project 9998 and authorize City staff to enter into an agreement with InfoCor for upgrades to the City Hall AV system.