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A Resolution Approving a Second Amendment to a Professional Services Agreement with Technical Design Services Inc. to Design the Village Hall’s Audiovisual Technology for an additional $3,950 to Increase the Not to Exceed Amount to $57,330 and Authorizing Its Execution
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Introduction
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Technical Design Services, Inc. (TDSi), now also doing business as NV5, is producing a design document package that will allow the Village to issue an RFP to contractors/vendors of its choosing in 2024. The package produced by TDSi will contain design documents that will bring the Village's conference rooms and meeting spaces up to 'state-of-art' in audiovisual presentation and collaboration technology. This amendment to the professional services agreement is the required to finalize equipment changes that are necessary based on the construction document development by the Village’s architectural design firm.
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Recommended Action
Adopt the resolution.
Prior Board Action
The Board has taken the following prior action(s):
• On November 11, 2024, the Village Board approved funding for the program as part of the Fiscal Year 2025 Capital Improvement Budget (MOT 24-264).
• On January 23, 2024, the Village Board adopted a resolution amending the professional services agreement with TDSi to increase the not to exceed amount to $53,380.00 (RES 24-006).
• On February 6, 2023, the Village Board adopted a Resolution approving a professional services agreement with TDSi in an amount not to exceed $48,505. (RES 23-085).
Background
On February 6, 2023, the Board adopted a Resolution approving a professional services agreement with TDSi in an amount not to exceed $48,505. With the requested increase, the not-to-exceed amount will be $57,330. The request for an increase is a result of meetings and consultations with an audio and architectural consultant, Kluber, and subsequent recommendations and suggestions made by that firm which staff believes will further enhance audio quality, presentation capabilities, and room layout.
The need to move all equipment from analog to digital is essential to the future of municipal government transparency through livestreams and archiving of public policymaking. The existing control room at Village Hall contains equipment that is approximately two decades old which dates to when the operation was initially established for cablecasting. As existing equipment has failed, the cost of replacing it has grown due to the engineering often required to make it compatible with current systems.
The Village Board approved funding as part of the Capital Improvement Plan for a multi-year project to upgrade the Village’s audio/visual (A/V) equipment that allows for the recording and/or streaming of Village Board and commission meetings. Some of the existing equipment has been replaced over time, but it was established that a more comprehensive plan is needed to meet a growing demand to make meetings more accessible to the public and to better accommodate remote meeting participation.
Staff determined that an A/V consultant was needed to guide the Village through that process. In 2022, staff met with three (3) consultants and agreed that Technical Design Services, Inc. (TDSi) is best equipped to assist the Village in achieving its goal.
During Phase 1, TDSi assisted with initial planning and concept design in late Q3 and Q4 of 2022. The cost for services delivered in Phase 1 was $4,375 and approved in August 2022 under the Village Manager’s authority. It was paid for by the CIP Equipment Replacement Fund. Work included several meetings with Village stakeholders to define the required design criteria and capture user experience expectations.
TDSi is now also doing business under the name NV5. While the amendment to the agreement will be signed under the TDSi name, the 2025 PO will be opened under the current vendor name of NV5.
Timing Considerations
Adoption at this time will allow for the project to advance on a suitable timeline.
Budget Impact
The approved Capital Improvement Plan (2025-2029) allocates $400,000 toward this project within account # 3029-41300-911-570720 (Computer Equipment). Moving forward, approximately 90% of the allocated funding for the project would remain for vendor services, purchase of equipment, installation, etc.
TDSi is now also doing business under the name NV5. While the amendment to the agreement will be signed under the TDSi name, the 2025 PO will be opened under the current vendor name of NV5.
Staffing Impact
There is no staffing impact associated with this item. The item aligns with the department’s core service delivery.
DEI Impact
The services of TDSi will assist in addressing equity issues when it comes to accessing Village meetings and public events. Closed captioning services will be improved and available through multiple outlets and channels. Additionally, one of the pieces of equipment will enable closed captioning of meetings to be available in an additional language of the Village’s choosing (i.e. Spanish). Improved technology will also make recordings more accessible and equitably available for those unable to attend in person.]
Community Input
There has been no community input given in relation to this item.
Staff Recommendation
Adopt the resolution.
Advantages:
• The project will continue to advance with planned bidding of the contract documents before the end of 2025.
Disadvantages:
• There are no disadvantages to this recommendation.
Alternatives
Alternative 1:
The Board can table the item for additional information or discussion.
Advantages:
• Board members will be presented with any requested information.
Disadvantages:
• Any delay puts the Village at further risk of equipment failure which could lead to interrupted or lost services]
Alternative 2:
The Board can vote down the item.
Advantages:
• Cost savings on proposed increase.
Disadvantages:
• The project will be delayed while staff determine an alternative path forward.
• If no alternative path forward is identified. The project will pause indefinitely.
Anticipated Future Actions
Staff will be soliciting bid for the construction of this project in phases. Staff expect to bring those construction agreements to the Village Board before the end of 2025 for construction in 2026.
Prepared By: Rob Sproule, Public Works Director
Reviewed By: Click here to enter text. [Dept. Director Name, Title]
Approved By: Kevin J. Jackson, Village Manager
Attachment(s):
1. Resolution
2. Amendment
3. Supporting Documents