The current PolyCom audio/videoconferencing system in the Training Room at Fire Stations 1, 3 and 4 was purchased in 2003.  The equipment has become outdated and is not compatible with current equipment and cannot be serviced any longer.  In 2016 the audio/videoconferencing equipment in the Training Room at Fire Station 2/headquarters was updated as part of a three-year, three-phase project.  The equipment, installation and maintenance for the project went out for bid, and AVI-SPL won the bid with very competitive pricing.  With Phase 1 of the project complete, the Fire Department would like to proceed with Phase 2, upgrading the existing system at the three remaining stations. 

The Village is a member of TIPS (The Interlocking Purchasing System), and AVI-SPL was awarded the TIPS joint purchasing contract for audio/video equipment.  AVI-SPL has a proprietary software module contained in the Crestron Control in the upgraded system at Fire Station 1.  AVI-SPL also has a three-year service contract for the equipment at Station 1.

Phase 2 of this project involves a comprehensive upgrade of the current audio/videoconferencing system in the Training Rooms at Stations 1, 3 and 4.  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 contract.  Using AVI-SPL for this second phase of the project will insure that the new equipment will be compatible with the 2016 upgrade at Fire Station 2 and the cloud-based virtual meeting room currently used by the Fire Department.

This system upgrade will greatly improve the audio and visual quality of the Fire Department and Village training sessions. The enhancement will revitalize the current videoconferencing system, allowing all four fire stations to have access to quality training and conferencing while staying in district to respond to emergency calls. The new system will also provide more access to training materials for the station officers.

The Fire Department has budgeted $62,000 for Phase II of this project.

RECOMMENDATION

It is recommended that the Village Board waive the competitive bidding process and authorize the purchase of a PolyCom Audio/Videoconferencing system for Fire Stations 1, 3 and 4 from AVI-SPL of Schaumburg, Illinois for a total cost of $40,596.90.  AVI-SPL has been determined to be a responsible vendor.