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Meeting Date:	05/22/2023
Award RFP 2023-007 ARPA Project #16 County Courthouse Video Audio Equipment
Submitted for:	Joe Lopez	Submitted By:	Joe Lopez
Department:	Purchasing

Subject:

Discussion and possible action to accept the rankings and award the equipment portion of RFP 2023-007 ARPA Project No. 16 "Webb County Courthouse Video and Audio Equipment" to the highest ranking company BIS Digital in accordance with the Texas Procurement Laws and with the Code of Federal Regulations §200.318 - §200.327 (General Procurement Standards) and to further authorize General Counsel to execute the contract for the awarded sum in an amount not to exceed $180,894.69 to include optional annual support plans as listed below if approved by Commissioners Court and any other matters incident thereto. [Account #2703-5205-001 American Rescue Plan Act of 2021- (Capital Outlay) & (Equipment Maintenance)]

	Optional Annual Support Plans	Annual Cost
1	On-site with hardware replacement	$22,906.80
2	On-site without hardware replacement	$19,089.00
3	Remote without hardware replacement	$11,453.40

Supplier	Rank	Score	Audio/Video Equipment-Experience	Personnel Qualifications	Price Proposal	References and Projects
		100	30.00	30.00	25.00	15.00
BIS Digital Inc	1	83.33	26.00	26.00	18.33	13.00
Granicus	2	71.67	22.00	22.00	16.67	11.00
Digital Resources Inc	3	66.67	22.00	22.00	11.67	11.00
Telepro Communications	4	58.00	18.00	20.00	10.00	10.00

Issue: The Purchasing Agent was authorized to solicit proposals for the upgrading of the Webb County Courthouse audio, video and broadcasting equipment including streaming services. Project is being funded by the American Rescue Plan Act, State and Local Fiscal Recovery funds.

Solution: Consider approving the award to the highest ranking respondent for the equipment portion of this formal solicitation. Streaming services will be recommended to another vendor at the next regular court meeting.

Result: If approved, authorize General Counsel to execute the contract for awarded sum and optional support plans, if selected to include any federal provisions required, when applicable.

Background:

N/A

Previous Court Action:

On November 14, 2022, #18c., the Webb County Commissioners Court authorized the Purchasing Agent to advertise for formal solicitations for this ARPA project.

Fiscal Impact

Budget Account Number:	2703-5205-001-470000
Funding Source:	Capital Outlay
Balance:	$180,895.00
Financial Impact:
2703-5205-001-470000 (Capital Outlay) and Equipment Maintenance account if support plans are selected by Commissioners Court. ARPA Budget for this project: $265,000.00 Note: Streaming services will be awarded separately to another vendor.

Attachments
Evaluation Summary Part 1 Equipment
BIS Digital Inc.