E2. Avidex Proposal for Council Room AV UpgradeCITY OF
KALISPELL
TO: Doug Russell, City Manager
FROM: Erika Billiet, Information Technology Director
SUBJECT: Recommendation for Council Chambers Audio Visual Upgrade
MEETING DATE: August 1, 2022
BACKGROUND: The City has allocated funds to upgrade the audio and video systems within
the City Hall Council Chambers.
The City advertised a request for proposals (RFP) due July 14, 2022, to upgrade the audio video
equipment and cabling to support digital equipment and cabling. Critical to the upgrade was
improving the largest public meeting room at City Hall for hybrid meetings and improved quality
for the in -room experience.
The proposal request included an audio, video, and control processor with the ability to integrate
Zoom or Teams meeting participants as video input sources from the new switcher to display on
new large televisions and existing Council monitors. The large TVs will have the ability to
display different sources, supporting both a presentation and displaying remote participants. The
design supports integrated audio from the video conference into the existing speakers,
microphones, and four new cameras. In addition, the Council dais monitors will be mounted.
The staff table and podium will have HDMI cabling instead of analog cabling to support current
laptop or tablet ports. Camera and microphone control will be available from the Audio/Visual
room or from an interface at the Council Chambers staff table. Training on the use of the new
equipment will be provided by the vendor.
Three vendors submitted proposals and the Selection Committee consisting of five staff
representatives reviewed and scored the firms based on the RFP criteria.
RECOMMENDATION: Staff is recommending Avidex be awarded the project in the amount
of $144,242 based on the Council Chamber AV Upgrade proposal for the following reasons:
• Qualifications, experience, and history with audio video room configurations.
• Technical requirement and system capability to meet the City's specifications.
• Work schedule to begin 12 weeks from time purchase order is received pending equipment
availability.
• One year equipment and service workmanship warranty are included. A service agreement
will be added in future years.
ACTION REQUESTED: Motion to select Avidex as the firm to proceed with the Council
Chambers AV Upgrade.
FISCAL EFFECTS: Costs for the Council Chamber AV Upgrade are allocated in the
Information Technology budget line items # 6030-403-410580-354 and 96030-403-410583-218.
Funding was budgeted in fiscal year 2022 and will be carried over into fiscal year 2023. The
City of Kalispell Information Technology Department, 201 lst Ave E, Kalispell, MT
www.kalispell.com
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proposal costs came in higher than budgeted amounts. Savings in other fiscal year 2022 funds
will fund the proposal without a funding increase to the fiscal year 2023 final budget.
ALTERNATIVES: As suggested by the City Council.