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County committee refers $1.18 million AV maintenance contract with Root Integrated Systems to full council
Summary
The Cuyahoga County operations committee voted to refer a resolution authorizing up to $1,179,260.50 for audiovisual maintenance and hardware coverage across 35 rooms in three county buildings to the full council, with staff saying the work continues equipment purchased with CARES funds and that standardization will guide installations.
Cuyahoga County’s Operations, Information Technology and Public Transportation Committee on Feb. 18 referred to the full council a resolution to authorize a contract with Root Integrated Systems for audiovisual (AV) maintenance and hardware coverage across multiple county buildings.
Brianna Witt, representing the Department of Information Technology, told the committee the contract covers service, maintenance support and hardware for about 35 conference rooms and public spaces across three buildings, including the county headquarters at "1801," the Board of Elections and the Harvard Garage. "This is originally, the equipment was purchased with CARES money during COVID," Witt said, and the contract price is "roughly about $1,200,000." The clerk read the resolution as "Resolution number 2020Five-seventy8," specifying a not-to-exceed amount of $1,179,260.50.
Why it matters: the contract would preserve and refresh AV systems used for public meetings, elections-related spaces and shared county facilities, and the department said the work will be standardized across buildings to ensure compatibility.
Committee members questioned how much of the work covers replacements versus maintenance and who will decide specific equipment for each room. "So, yes, to answer your question, this is hardware included," said Ricky Boyer of the Department of IT, describing hardware as "TVs, projectors, computers behind the TVs" and saying the contract allows upgrades to existing systems and adoption of new technologies. Boyer said equipment choices will be driven by the function of individual rooms and by standards developed under a CARES Act building modification plan.
The committee also asked how specifications for the new '1801' headquarters location will be set. Boyer said the contract includes as-built work for the Board of Elections and shared spaces in the first phase and that a phase 2 will cover the Human Services (HHS) side of the building. He described the selection of specific displays or configurations as a collaborative process among IT, department users and directors.
On vendor selection, Boyer said Root Integrated Systems was chosen through a competitive procurement tied to the CARES Act work and has been the department’s partner for remote-capability and systems monitoring.
Action taken: the chair moved to refer the resolution to the full council with a recommendation that it be considered under second-reading suspension; the motion was seconded. The committee did not record a named roll-call vote on the referral in the transcript.
Votes at a glance: the committee approved the minutes from its Jan. 21, 2025 meeting earlier in the session (motion, second, voice vote recorded as 'Aye').
Next steps: The resolution was referred to the full council for consideration. If placed on the council agenda under second-reading suspension, a council vote could occur at the next full council meeting.
