Board of Estimate and Contract:
RESOLVED, that an Ordinance adopted by the City Council on June 24, 2026, and signed by the Mayor on June 25, 2026, authorizing the Mayor to Execute a Twelve (12) Month Justice AV Solutions (JAVS) Classic Coverage Extended Warranty, Preventive Maintenance, and Support Agreement for the City Hall Audio/Visual Recording and Conferencing Systems - (the cost of the agreement shall not exceed Nineteen Thousand One Hundred Ten Dollars ($19,110.00), plus any applicable state and local taxes and will be charged to Budget Line A1680.404, for which funds have been certified as available); be, and the same is hereby approved.
City Council:
AN ORDINANCE AUTHORIZING THE MAYOR TO
EXECUTE A TWELVE (12) MONTH JUSTICE AV
SOLUTIONS (JAVS) CLASSIC COVERAGE EXTENDED
WARRANTY, PREVENTIVE MAINTENANCE, AND
SUPPORT AGREEMENT FOR THE CITY HALL
AUDIO/VIDEO RECORDING AND CONFERENCING SYSTEMS
Whereas, in correspondence dated June 5, 2026, the Commissioner of the Department of Management Services formally requested authorization for the Mayor to execute, on behalf of the City of Mount Vernon, a twelve (12) month Justice AV Solutions (JAVS) Classic Coverage Extended Warranty, Preventive Maintenance, and Support Agreement for the period of May 1, 2026, through April 30, 2027, together with any documents necessary to effectuate the purposes of this Ordinance; and
Whereas, the Department of Management Services has requested authorization for the Mayor to execute a twelve (12) month Classic Coverage Extended Warranty, Preventive Maintenance, and Support Agreement with Justice AV Solutions (JAVS) for the audio/video recording and conferencing systems installed within City Hall; and
Whereas, the agreement shall cover the period from May 1, 2026, through April 30, 2027, and shall provide extended warranty coverage, bi-annual preventive maintenance, help desk support, and on-site service support for the three (3) JAVS systems currently deployed within City Hall; and
Whereas, the covered systems are utilized to record and produce the official audio and video record of public proceedings and meetings conducted at the following locations:
• Council Chambers - HDX Recording System (SID-90200);
• Small Meeting Room - HDA Recording System (SID-90201); and
• Memorial Room - AO Recording System (SID-90202); and
Whereas, the manufacturer's original one-year warranty on these systems expired in April 2026, and without continued coverage, the City would be responsible for the full cost of replacement parts, labor, and on-site service required to maintain the systems; and
Whereas, the proposed agreement provides extended warranty coverage, scheduled bi-annual preventive maintenance, help desk support Monday through Friday from 8:00 a.m. to 9:30 p.m. EST, on-site warranty support, and guaranteed response times, including a one (1) business-hour initial response and two (2) business-day on-site response for urgent service issues; and
Whereas, the uninterrupted operation of these systems is essential because they create and preserve the official record of City Council proceedings and other public meetings, and any prolonged outage could negatively impact governmental operations, public access, and transparency; and
Whereas, Justice AV Solutions (JAVS) is the original equipment manufacturer of the installed recording, audio, video switching, firmware, control software, and recording platform utilized by the City; and
Whereas, the hardware, firmware, AutoLog, Publisher, Viewer, MRA software, and associated recording systems are proprietary to JAVS, and JAVS does not authorize third-party maintenance, warranty service, firmware updates, or repairs of these systems; and
Whereas, JAVS is therefore the sole source provider capable of furnishing the required warranty coverage, preventive maintenance, technical support, firmware updates, and on-site service for the installed systems; and
Whereas, the fixed annual cost of the agreement is Nineteen Thousand One Hundred Ten Dollars ($19,110.00), plus any applicable state and local taxes; and
Whereas, sufficient funds are available within Budget Line A1680.404; and
Whereas, the Department of Management Services has reviewed the proposed agreement with the Finance Department and the Law Department and determined that entering into the agreement is in the best interests of the City;
NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF MOUNT VERNON AS FOLLOWS:
Section 1. Authorization. The Mayor is hereby authorized and directed to execute, on behalf of the City of Mount Vernon, a twelve (12) month Justice AV Solutions (JAVS) Classic Coverage Extended Warranty, Preventive Maintenance, and Support Agreement for the period of May 1, 2026, through April 30, 2027, together with any documents necessary to effectuate the purposes of this Ordinance.
Section 2. Contract Amount. The total cost of the agreement shall not exceed Nineteen Thousand One Hundred Ten Dollars ($19,110.00), plus any applicable state and local taxes.
Section 3. Funding Source. The cost of the agreement shall be charged to Budget Line A1680.404, for which funds have been certified as available.
Section 4. Procurement. The City Council hereby finds that Justice AV Solutions (JAVS) is the sole source provider for the maintenance, warranty, support, firmware updates, and repair of the proprietary recording systems installed in City Hall, and that competitive procurement is not practicable for this service.
Section 5. Further Authorization. The Mayor, Comptroller, Commissioner of Management Services, Corporation Counsel, and such other City officials as may be necessary are hereby authorized and directed to take all actions necessary to implement the provisions of this Ordinance, including obtaining any additional approvals required by the Board of Estimate and Contract.
Section 6. Effective Date. This Ordinance shall take effect immediately upon its adoption by the City Council and subsequent approval by the Board of Estimate and Contract.