Public Safety Communications (PSC) is seeking to modernize and enhance how video content is displayed and managed in our current environment. This upgrade will allow the opportunity for multiple audiovisual components that will support the management of various video layouts and mapping of input sources such as local traffic cameras, NTTA, TxDOT, PISD cameras, computer feeds, and cable channels for weather and news sources. Our current setup only allows the viewing of cable television and the ability to monitor the City’s camera/card system (WinPak).

The RFP received a total of three (3) responses from two (2) offerors. The submittals for RFP 2021-0321, for PSC Audio Visual System were evaluated and scored by an internal evaluation team, consisting of PSC, Technology Services (TS), and Facilities personnel. The evaluation criteria included Panduit-certified Structural Cabling Installer (pass/fail), Cost (40%), Solution (30%), Experience and Qualifications (20%), and Solution Delivery (10%). Designs that Compute, dba Visionality, was the highest ranking proposal.

It is the recommendation of PSC, TS and Facilities to award the contract to Designs that Compute, dba Visionality. The cost of installation and the first year of warranty is $105,831. Warranty costs for years two through five are $7,840, $10,979, $16,277, and $21,750, respectively, for a total of $56,846.

The infrastructure upgrade cost is not a part of the Designs that Compute, dba Visionality, award, and will be managed by the City of Plano. The cost for technology infrastructure (cabling/pc) is $6,848, and the cost for facility infrastructure (electrical and shoring/recessed mounts) is $19,698. The combined internal costs total $26,546.

The total cost to implement this project will be $189,223.

If this purchase is not approved, PSC will continue to operate as they do today, however, they will not be able to connect with the traffic cameras that would allow the dispatchers to provide real time, emergent, lifesaving updates to emergency responders en route to traffic accidents, or crimes in progress. The inability to quickly access and view the PISD school cameras could delay emergency response if needed during an active shooter event.  

Funding for this item is available in the 2020-21 Traffic Safety and General Funds and is anticipated in future years, as well.  The total estimated amount to be spent for the audio visual system upgrade is $189,223; a portion of that total equaling $105,831 for equipment and installation costs will be made from the Traffic Safety Fund, with the remaining portion of $83,392 for warranty ($7,840 in FY 2022-23, $10,979 in FY 2023-24, $16,277 in FY 2024-25 and $21,750 in FY 2025-26) and technology ($6,848) and facility ($19,698) infrastructure preparation costs will be made from the General Fund.  Future expenditures will be made in the Public Safety Communications Department based on need and within approved budget appropriations for each year of the contract.

Approval of this item will support the City's Strategic Plan Critical Success Factors of being an Excellent, Innovative, and Accountable City Government with Safe, Vibrant Neighborhoods.