File #: BILL NO. 25-214    Name:
Type: Ordinance - Committee Status: Agenda Ready
File created: 8/23/2025 In control: City Council - Regular Session
On agenda: 11/3/2025 Final action:
Title: An Ordinance authorizing the City Manager to execute a contract with Kansas City Audio-Visual for a multi-department audio-visual system project in a not to exceed amount of $651,347 to provide the purchase of audio-visual equipment, installation, maintenance and support for various conference rooms for the City of Lee’s Summit, Missouri.
Attachments: 1. Ordinance, 2. Attachment A: Agreement

Title

An Ordinance authorizing the City Manager to execute a contract with Kansas City Audio-Visual for a multi-department audio-visual system project in a not to exceed amount of $651,347 to provide the purchase of audio-visual equipment, installation, maintenance and support for various conference rooms for the City of Lee’s Summit, Missouri.

 

Body

This Ordinance authorizes the City Manager to execute the award of City of Lee's Summit Multi Department Audio-Visual System in an amount not to exceed $651,347 for the purchase of audio-visual equipment, installation, maintenance and support for conference rooms at designated City facilities. 

 

Issue/Request:

 

A Request for Proposal (RFP) notice was released to 773 suppliers on June 23, 2025

•                     8 proposals received by the final date of July 11, 2025

•                     AV RFP Committee submitted scoring metrics for all 8 received bids and 3 finalists were identified.

•                     KCAV was notified of the RFP Committees recommendation for award on August 7th

 

Key Issues:

 

Cost for Updates: $641,347

Maintenance and Support estimated for FY26 $10,000

Total: $651,347

 

Update the Audio Visual Technology within conference rooms evaluated for the RFP includes:

•                     Animal Control Main conference room

•                     Animal Control Office conference room

•                     Courts Admin conference space

•                     City Hall - Council Committee Room

•                     City Hall - Howard conference Room

•                     Joint Operations Center Audio Visual

•                     Water Maybrook - Conference Room

•                     Water Big Creek - Conference Room

•                     Water Cedar Creek - Conference Room

•                     Water SCADA - Conference Room

•                     Police Admin - Community Room

•                     Police CID - Conference Room

•                     Police Impact - Conference Room

•                     Police Roll Call - Conference Room

•                     Police Special Ops A & B - Conference Rooms

•                     Police Training Room

 

Proposed Committee Motion:

I move to recommend approval to the City Council for an Ordinance approving the award of Contract No. 2025-X, to provide the equipment purchase, installation, training, and support to KCAV, and authorizing the City Manager to execute the same for the City.

 

Presenter

Diana Newman, Director of Information Technology

 

Recommendation

Staff recommends approval

 

Committee Recommendation