BACKGROUND
The current PolyCom audio/videoconferencing system in the Training Room at Fire Department headquarters was purchased in 2003. Since that time, the system has become outdated, is not compatible with current equipment, and can no longer be serviced. As part of a three-phase, three-year project, the Fire Department would like to make much needed upgrades in our interface and source equipment.
This multimedia technology/infrastructure project involves a comprehensive upgrade of the current audio/video and teleconferencing systems in the Training Room. The deliverable is a turnkey solution that consists of design, installation, equipment, programming, labor, hardware/software, materials, training and a three-year on-site service and maintenance agreement. The new equipment is compatible with existing non-proprietary videoconferencing systems at Fire Stations 1, 3 and 4, as well as the cloud-based virtual meeting room currently used by the Fire Department. The specified compatibility ensures a stable architecture and creates a migration path for other facility upgrades.
This system upgrade will greatly improve the audio and visual quality of the Fire Department and Village training sessions. The enhancements will revitalize the current videoconferencing system, allowing all four fire stations to have access to quality training and conferencing while staying in district in order to respond to emergency calls.
Bids were publicly advertised and opened on October 12, 2016. Bid results are:
Bidder Total Price
AVI-SPL, Inc. $70,913.21
Schaumburg, IL
SKC Communications $82,657.60
Shawnee, KS
RECOMMENDATION
It is recommended that the Village Board authorize the purchase of a PolyCom Audio/Videoconferencing System from AVI-SPL, Inc. of Schaumburg, IL for a total cost for this phase of the project of $70,913.21. AVI-SPL has met specifications and has been determined to be a responsible vendor.