Title
Civic Center Video System
History
Earlier this year on April 2, the Finance Committee considered a request from the Orland Park Civic Center Authority Board for the addition of a video system to project video in both the Main Exhibition Hall and the South Annex Room. The Committee tabled the item at that time.
As a reminder, the goal of purchasing the new equipment is to maximize video and presentation viewing for the various clients who rent the Civic Center. The Civic Center Board would like to enhance and broaden the overall appeal of the Civic Center through this initiative.
At the April meeting, staff presented proposals that were gleaned from an RFP that was published on March 10, 2014. Screens and projectors that would integrate into the existing sound system were specified in the RFP. These proposals ranged in price greatly and offered a range of equipment from a more basic system to more expensive touch screen monitors. Providing a flexible AV solution that could deliver video and sound to both the Exhibition Hall and South Annex at the same time was required.
The recommendation made in April was to approve a lower cost appropriate system provided by MCPc Inc. of Cleveland, Ohio. The cost to implement the system with MCPc, Inc. was $32,098. They were working with a local subcontractor who has experience with the Village audio equipment. This firm included a three year on-site maintenance contract in their proposal.
The Civic Center Authority Board is currently working with staff to have a third-party review of the proposal before asking the Village Board to advance this project. The Civic Center Board would like to be sure that the proposed system will still meet the needs of the facility's current and future clients. They would also like to review other new technology that may have come forward in the past six months before proceeding. The Civic Center Board is requesting that the Finance Committee discuss any additional thoughts or concerns at this time so that they can be addressed with the Village staff and the third-party reviewer.
On December 1, 2014, this item was reviewed by the Finance Committee. The Committee requested that the Civic Center Authority Board outline the cost of the purchase and the plan for recouping the cost by implementing a charge to clients who require this type of equipment for their event or meeting.
Attached is the requested schedule of charges proposed to recoup the cost of investment in new equipment.
This item was forwarded to the Board after receipt of the requested information.
Financial Impact
$32,098 is required. Funds of $28,000 were included in Fiscal Year 2014 budget for this project. Savings from another project in the amount of $5,000 is also available to fund this purchase.
Recommended Action/Motion
I move to approve the purchase of the Civic Center Video System from MCPc Inc. of Cleveland, Ohio in an amount not to exceed $32,098.