Agenda - 10-15-2024; 8-i - Bonnie B. Davis Meeting Room Audio-Visual System Upgrade

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1 ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: October 15, 2024 Action Agenda Item No. 8-i SUBJECT: Bonnie B. Davis Meeting Room Audio/Visual System Upgrade DEPARTMENT: Information Technologies (IT) ATTACHMENT(S): INFORMATION CONTACT: Contract David Mathias, IT Operations Manager/ Security Officer, 919-245-2272 PURPOSE: To approve and authorize the Manager to sign a contract with Sound Advice of Eastern NC to procure, install, configure, and train users on a new audio/visual (A/V) system for the meeting room and learning kitchen at the Bonnie B. Davis Environmental and Agricultural Center. BACKGROUND: The current audio/visual (A/V) system at the Bonnie B. Davis Environmental and Agricultural Center for the meeting room is no longer addressing the needs for the staff and customers that use the meeting space. A more robust A/V system had been planned for the Center during construction; however, overall project cost concerns along with value engineering ultimately led to installation of the current system. Cooperative Extension requested an Information Technologies Governance Council FY 2023 project to replace the A/V system with one that would better suit the needs and growing usage of the room. The project request was approved and budgeted in the Information Technologies capital accounts. The proposed upgrade will replace and improve the existing A/V system with one that is capable of recording video content and audio from both remote and in-person attendees within the meeting space, as well as providing additional cameras within the entire meeting space. The system will also be able to compress mutiple camera feeds and provide staff with a file for editing before posting to social media and other outreach sites provided by the County. FINANCIAL IMPACT: The contract with Sound Advice totals $139,032.48, which includes procurement of equipment, installation, configuration, and training of staff. This amount has already been budgeted. ALIGNMENT WITH STRATEGIC PLAN: This item supports: • GOAL 5: PUBLIC EDUCATION/LEARNING COMMUNITY OBJECTIVE 1. Foster collaborative relationships with formal and informal educational organizations and agencies to provide opportunities for community members to meet, connect, and learn together. RECOMMENDATION(S): The Manager recommends that the Board approve and authorize the Manager to execute the contract with Sound Advice of Eastern NC as well as any future amendments.