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County seeks $434,708 audio‑visual refresh for commission hearing room; vendor choice followed informal design process
Summary
DTI recommended approving a $434,708.58 contract with CCS Presentation Systems KC under state contract 57375 to refresh audio‑visual equipment in the BOCC hearing room; staff said most 2016 equipment is at end-of-life and replacement parts are scarce, and the design prioritized portability and re‑useability of components.
The county’s Department of Technology and Innovation (DTI) asked the Board of County Commissioners for authorization to spend $434,708.58 under the State of Kansas contract 57375 with CCS Presentation Systems KC to refresh audio‑visual equipment in the commission hearing room.
Bill Nixon, the county’s chief information officer, told commissioners on Aug. 7 that most audiovisual components were installed in 2016 and are nearing end of life; some failed components required hard‑to‑find replacement parts. “This is for a contract with CCS to basically refresh the audio visual equipment, that is used in the BOCC hearing room here,” Nixon said, adding that DTI ran an informal solicitation and held design meetings with two vendors so each could evaluate the unique constraints of the room.
DTI said the purchase was funded in the 2024 Capital Improvement Program and requires no new money. The recommended vendor’s proposal was about $200,000 less than the other responsive proposal, and the design emphasizes portability so most cameras, microphones and broadcast gear can be reused if the county relocates the hearing room in future years. Nixon said hard‑wired cabling would be the primary sunk cost if the room moves; most equipment will be mobile.
The refresh will add wireless microphones, ADA‑compliant movable podiums and additional floor ports to support flexible seating arrangements; it is limited to audiovisual equipment and does not include carpet or drapes. The vendor anticipates roughly two weeks of installation work; staff said the county may need to schedule work around an October BOCC break and secure an alternate meeting location for one or two meetings if equipment arrival and installation coincide with meeting dates.
Commissioners requested follow up on procurement specifics of the informal solicitation and asked staff to provide more detail before the full meeting; Commissioner Ashcraft moved the item to action so commissioners could discuss the solicitation process. Nixon said the equipment would include a three‑year priority support arrangement and that local vendor responsiveness was a factor because local firms could provide quicker on‑site parts and service.
Next steps: staff will return with the item for formal action and provide additional procurement documentation requested by commissioners.
