The Fire Department has been in the process of updating its multimedia technology/infrastructure since 2016. 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.  In 2017 Phase 2 of the project was completed, with AVI-SPL upgrading the existing videoconferencing system at Stations 1, 3, and 4.  The Fire Department would now like to proceed with the final phase of the project, Phase 2b, installing videoconferencing equipment in the Fire Department administration conference room and also in the conference room of the Emergency Operations Center (EOC) in the basement of the building.  The administration conference room is used for online meetings and training, and the EOC is frequently used as a secondary training location.  Videoconferencing capability in the EOC would also be very useful during Emergency Operations drills or in the event the EOC is activated.  

Using AVI-SPL for this last phase of the project will insure that the new equipment will be compatible with the 2016 and 2017 upgrades and the cloud-based virtual meeting room currently used by the Fire Department.  The Village is a member of TIPS (The Interlocal 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 2.  

AVI-SPL’s proposal for this phase of the project covers design, installation, equipment, programming, labor, hardware/software, materials, training and a three-year on-site service and maintenance contract. The cost for the administrative conference room is $16,042.83 and the cost for the EOC conference room is $14,474.89, bringing the total cost to $30,517.72, which is $9,482.28 under the $40,000 budgeted for this Phase 2b. This ongoing system upgrade will greatly improve the audio and visual quality of the Fire Department and Village training sessions.

AVI-SPL has been determined to be a responsible vendor.

RECOMMENDATION

It is recommended that the Village Board use the TIPS process and authorize the purchase of an audio/videoconferencing system for the Fire Department administration conference room and the Emergency Operations Center conference room from AVI-SPL of Schaumburg, Illinois for a total cost of $30,517.72.