Board of Estimate & Contract:
RESOLVED, that a resolution adopted by the City Council on November 13, 2024, and signed by the Mayor on November 14, 2024, authorizing the Award of a Contract for the Audiovisual (AV) Upgrade Project to Justice AV Solutions, Inc. for City Council Chambers, City Council Committee Room, and the Memorial Room - (contract for RFP #03-2024, City of Mount Vernon AV Upgrade awarded to Justice AV Solutions, Inc. for $204,620.01 and will be funded through ARPA H1680.203C927) be, and the same is hereby approved.
City Council:
AN ORDINANCE AUTHORIZING THE AWARD
OF A CONTRACT FOR THE AUDIOVISUAL (AV)
UPGRADE PROJECT TO JUSTICE AV SOLUTIONS,
INC. FOR CITY COUNCIL CHAMBERS, CITY COUNCIL
COMMITTEE ROOM AND THE MEMORIAL ROOM
Whereas, by letter dated October 23, the Commissioner of the Department of Management Services has requested legislation authorizing them to award a contract for RFP #03-2024, City of Mount Vernon AV Upgrade, to Justice AV Solutions, Inc. for $204,620.01 and authorize the Mayor to enter into a contract with Justice AV Solutions, Inc. for the implementation of the AV upgrade project, subject to the terms and conditions outlined in the RFP and the proposal submitted by Justice AV Solutions, Inc.; and
Whereas, the City of Mount Vernon Department of Management Services issued Request for Proposals (RFP) #03-2024 for the upgrade of audiovisual (AV) systems in the City Council Chambers, the City Council Committee Room, and the Memorial Room; and
Whereas, the purpose of the RFP was to address longstanding issues with the audio and video quality in these public meeting spaces, ensuring that both in-person and virtual participants can fully engage in public meetings and city functions; and
Whereas, the Department of Management Services and an evaluation committee assessed multiple proposals and identified Justice AV Solutions, Inc. as the most suitable vendor based on cost-effectiveness, technical capability, reputation, and scalability; and
Whereas, the proposed AV upgrade project includes the installation of modern audiovisual equipment and systems to enhance public access to meetings and presentations, as well as to improve both in-person and virtual participation experiences; and
Whereas, Justice AV Solutions, Inc. has submitted a contract proposal for the AV upgrade project, with a total contract value of $204,620.01; and
Whereas, the City of Mount Vernon seeks authorization to award this contract and enter into an agreement with Justice AV Solutions, Inc. for the implementation of the project; Now, Therefore, Be It Resolved That
The City of Mount Vernon, in City Council convened, does hereby ordain and enact:
Section 1. Contract Award. The City of Mount Vernon is hereby authorized to award the contract for RFP #03-2024, City of Mount Vernon AV Upgrade, to Justice AV Solutions, Inc. for $204,620.01.
Section 2. Contract Authorization. The Mayor is hereby authorized to enter into a contract with Justice AV Solutions, Inc. to implement the AV upgrade project, subject to the terms and conditions outlined in the RFP and the proposal submitted by Justice AV Solutions, Inc.
Section 3. Project Scope. The scope of work for the AV upgrade project includes, but is not limited to, the following:
1. Installation of a state-of-the-art audiovisual system in the following three spaces within City Hall:
o City Council Chambers
o City Council Committee Room
o Memorial Room
2. Integration of Zoom capabilities and enhanced audio setup for in-person and virtual meeting participants.
3. Install cameras and screens to improve public access and engagement during meetings.
4. Staff training sessions to ensure proper use of the AV equipment.
5. Ongoing support services as outlined in the final contract.
Section 4. Funding. The project will be funded through ARPA H1680.203C927. The costs associated with the AV upgrade project shall be allocated from the appropriate budget line items and shall not exceed the contract amount of $204,620.01.
Section 5. Effective Date. This ordinance shall take effect immediately upon its approval by the Board of Estimate & Contract.