AGENDA CAPTION:
Title
Consider approval of Resolution 2025-133R, approving a contract with NWN Carousal, through the Choice Partners Purchasing Cooperative, for the purchase of an audio visual solution including equipment, professional services, for a five year term to include maintenance for use in the Public Services Complex, San Marcos Activity Center and San Marcos Public Library in the amount of $686,929.51; authorizing the City Manager, or her designee, to execute the contract on behalf of the city; and declaring an effective date.
Body
Meeting date: August 5, 2025
Department: Information Technology
Amount & Source of Funding
Funds Required: $686,929.51
Account Number: Public Service Services Complex Split evenly between Utilities funds 21006315.52305 and 22006329.52305, Activity Center & San Marcos Public Library C32-General-CO25A-17100
Funds Available: Yes
Account Name: Public Service Complex: Contracted Services, Activity Center & San Marcos Public Library: C32 General
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Background Information:
The Information Technology Department is moving forward with three critical Audio Visual (AV) upgrade projects for the City of San Marcos at the following facilities:
• Public Service Complex
• San Marcos Activity Center
• San Marcos Public Library
All facilities are currently operating with unsupportable AV systems that hinder daily operations and user experience. These upgrades are essential to ensure modern functionality, reliable performance, and standardization across city facilities.
The original quote for year 1 services for the Activity Center was $382,761.93, and the initial quote for the Public Service Complex for year 1 services was $154,331.95, totaling $537,093.88. The bundled quote for year one services now reflects $312,833.77 for hardware (City Contract #2025-155) and $182,107.05 for installation and professional services (City Contract #2025-156), for a combined total of $494,940.82. By consolidating the Public Service Complex and Activity Center projects into a single package, we anticipate cost savings of $42,153.06 for year 1 services. Due to cost savings, we were able to proceed with a few upgrades to the San Marcos Public Library while remaining within the allocated budget. The updated bundled quote for year one services now reflects $358,915.94 for hardware (City Contract #2025-155) and $208,874.84 for installation and professional services (City Contract #2025-156), for a combined total of $541,958.46.
To ensure a high-quality implementation, the city will continue working with NWN Carousal, a trusted vendor that has successfully upgraded 12 of our conference rooms over the past two years. Their familiarity with our standards and infrastructure makes them a reliable partner for this project.
More detail and background on each location is provided below.
Background Information Related to Public Services Complex:
The current Audio Visual (AV) system at the Public Service Complex (PSC) has proven to be unreliable and outdated, frequently experiencing failures that disrupt operations. In response, the Information Technology (IT) team has had to implement temporary fixes to keep services running. This approach is not sustainable and puts continual strain on IT resources, city employees using the conference rooms, as well as staff at the Public Service Complex.
Upgrading the system to match the City’s current AV standards. Specifically integrating Microsoft Teams Room capabilities and the Poly system will provide several key benefits:
• Seamless user experience with one-touch meeting join and consistent performance.
• Standardized supportability by allowing the IT Service Delivery team to maintain a system they are fully trained and equipped to support.
• Alignment with citywide AV standards, bringing the Public Service Complex in line with the majority of our other conference rooms.
• An annual maintenance contract will be funded.
The city will use current technology that is compatible with the new AV standards. This will primarily be the televisions (TVs) and in wall cabling.
This upgrade has the full support of the Director of Utilities and Director of Public Works, both of whom recognize the operational and support benefits of standardizing the technology. Funding has been committed by the Director of Utilities to cover the full cost of the upgrade with budgeted FY25 funds.
Background Information Related to Activity Center:
The San Marcos Activity Center has been operating with the same AV technology for nearly 20 years. The current system is no longer supported, not repairable, and includes microphones operating on federally prohibited frequencies, creating both operational and regulatory risk.
An assessment was conducted on August 22, 2022, by Dickensheets Design Associates, which identified numerous AV deficiencies. The most critical findings included the urgent need to replace outdated equipment and bring the system into compliance and modern functionality.
Upgrading the AV system to meet the City’s current AV standards improve reliability and usability for internal staff and community programming:
• Ensure compliance with Federal Communications Commission (FCC),
• Provide standardized support from the City’s IT Service Delivery team, and
• Align with Citywide AV standards.
The project is fully supported by the Parks and Recreation Director and is budgeted and funded in FY25 through Capital Improvement Program (CIP) funds. Originally allocated $600,000, the project is currently tracking under budget.
Background Information Related to San Marcos Public Library:
The Conference Room originally featured a Cisco video conferencing setup with a webcam, but the required software contract was never established. Since then, the camera has been removed, leaving the room with only a basic HDMI/TV monitor connection and sound, significantly limiting its functionality for modern collaboration needs.
The Meeting Room has experienced numerous services calls over the past few years with third party vendors, primarily due to faulty components. A persistent “City of Abilene” system issue remains unresolved because login credentials are unknown, and the original vendor is no longer in business. While we are grateful for the use of donated AV equipment, the current systems are outdated, unreliable, and inconsistent with our current City AV standards.
Upgrading these rooms will provide dependable, modern, and standardized solutions thus improving both internal collaboration and community-facing events.
The total year-one cost is detailed as follows: a one-time fee of $541,958.46, along with optional ongoing maintenance and support services priced at $28,994.21, bringing the total year-one expenditure to $570,952.67. These support services are available for up to four additional one-year renewals for $115,976.84, bringing the total five-year amount to $686,929.51. Procurement of this and all other work listed above will occur under the Choice Partners Purchasing Cooperative # 21/031KN-43_IT Technology & Related Service for NWN (City Contract #2025-155 and City Contract #2025-156). This ensures competitive pricing and compliance with public procurement standards and Local Government Code, Chapter 271, which authorizes the City to participate in cooperative purchasing programs such as DIR, Choice Partners, etc.)
Council Committee, Board/Commission Action:
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Alternatives:
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Recommendation:
Staff recommends the procurement award of this product to NWN Carousal, for the cost of $686,929.51 that includes (5) annual optional renewals for maintenance and support services, through Choice Partners Purchasing Cooperative.