Title
Audio Visual Equipment and Services (COOP-25-0755) Contract - Request for Award (Ordinance S-52359) - Citywide
Description
Request to authorize the City Manager, or his designee, to enter into contracts with Ford Audio-Video Systems, LLC; Inter Technologies Corporation; RTS Solutionz Inc.; and Technology Providers, Inc. to provide additional Audio Visual (AV) Equipment and Services for Citywide use. These cooperative contracts will be added to the existing pool of approved vendors (Bluum USA, Inc.; Commercial Computer Services, Inc. dba CCS Presentation Systems; and IES Communications, LLC) previously authorized by Council on July 2, 2025, (Ordinance S-52174) for $18,000,000. No additional funds are needed; request to utilize Ordinance S-52174 for these additional vendors.
Report
Summary
The purpose of the AV Equipment and Services cooperative agreements is to provide a broad range of audio and video equipment and professional engineering services to departments Citywide. These additional contracts will ensure an adequate pool of contractors and continuity of service across multiple departments, supporting AV equipment and services for Emergency Operation Center, Convention Center, 911 operations, PHXTV, City Council Assembly Rooms and Council Chambers. The contracts supports AV equipment purchases and replacements and provides direct engineering support and services, such as analysis, design, configuration of existing systems, software, hardware and ongoing maintenance. Examples of equipment that are purchased on this contract are wireless headphones for Fire and Police communication, sound system components, microphones and video equipment and broadcast servers to address the loss of closed captioning capability. Ancillary services that may be offered in conjunction with implementation or extension of a product include design, installation, training, maintenance and integration.
Procurement Information
In accordance with Administrative Regulation 3.10, standard competition was waived based on an approved Determination Memo citing Special Circumstance Alternative Competition. The State of Arizona Solicitation No. BPM006242 (Audio & Visual Commercial and Professional Broadcast Grade Equipment, Services, and Rental) was awarded through a competitive process consistent with the City’s procurement requirements as outlined in Phoenix City Code, Chapter 43. The requested AV materials and services are essential to supporting Citywide operations. These cooperative contracts enable departments to procure specialized or custom AV products along with related services such as design, installation, and ongoing maintenance. By leveraging this cooperative agreement, the City will benefit from national government pricing and volume discounts.
Contract Term
The terms of these contracts shall commence on or about October 15, 2025, and end on August 10, 2030, with a one-year option to extend the term.
Financial Impact
The aggregate cost of these contracts will not exceed $18,000,000. No additional funds are needed.
Concurrence/Previous Council Action
The City Council approved:
Audio Visual Equipment and Services (Ordinance S-52174) on July 2, 2025.
Department
Responsible Department
This item is submitted by City Manager Jeffrey Barton and the Finance Department.