Exhibit 1 - Agenda Information Sheet City of Denton
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AGENDA INFORMATION SHEET
DEPARTMENT: Procurement & Compliance
CFO: Antonio Puente, Jr.
DATE: January 14, 2020
SUBJECT
Consider adoption of an ordinance of the City of Denton, a Texas home-rule municipal corporation,
approving proposals from Media Rushworks, LLC dba RUSHWORKS, and authorizing the expenditure of
funds for audio and video upgrades for the DTV platform including the DTV control room, the Council
Chamber, and the Work Session room; providing for the expenditure of funds therefor; and providing an
effective date (RFP 7234 - awarded to Media Rushworks, LLC dba RUSHWORKS, for a total five (5) year
not-to-exceed amount of $129,200).
RFP INFORMATION/BACKGROUND
This contract is for the replacement and upgrade of components of the DTV platform system used to record
Council meetings and other public meetings in the Council Chamber, Work Session room, and DTV control
room.
The City’s existing DTV system was designed, built, and installed in 2009 and was upgraded in FY2013/14
to enhance and convert video from Standard Definition (SD/4:3) to High Definition (HD/16:9) by an outside
vendor called RUSHWORKS. After more than 5 years of operation, some components of the system have
reached lifecycle with maintenance and quality issues. The purpose of the audio upgrade is to replace with
a digital solution that will result in improved sound and fewer issues. The design, components and
associated interconnectivity for the proposed audio system with the current video system focus on custom-
programmed DSPs and a digital mixer that integrate specifically with the RUSHWORKS VDESK
integrated PTZ (pan, tilt, zoom) production system already configured at main City Hall.
In addition to the audio system, upgrades will include:
• DTV control room equipment including routing switcher and display screen switcher
• ALIST 24/7 program playout server
• VDESK production switcher
Theses upgrades were budgeted for in FY2019/2020 in the Public, Education and Government (PEG) fund.
RUSHWORKS has been a valued partner with the City related to their quality design, upgrades, ongoing
maintenance, software releases, and instruction. Due to their location in Flower Mound, Texas, the City
will benefit from the proximity and on-call availability of the RUSHWORKS team.
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
Staff is recommending approval of the expenditure of $129,220 for an audio and video enhanced upgrade
of DTV technology at City Hall. RUSHWORKS designed and built the City’s high definition control room
and multi-camera system and this contract would cover the RUSHWORKS equipment in the DTV control
room, Council Chambers, and Work Session room plus an additional 4 years support.
Purchase Amount: Equipment and installation plus year one support $106,487
Four additional years of support $ 22,733
Five-year total $129,220
Requests for Proposals was sent to 77 prospective suppliers of this item. In addition, specifications were
placed on the Materials Management website for prospective suppliers to download and advertised in the
local newspaper. Two (2) proposals were received and evaluated based upon published criteria including
delivery, compliance with specifications, performance, and price. Based upon this evaluation, Media
Rushworks, LLC dba RUSHWORKS was ranked the highest and determined to be the best value for the
City.
NIGP Code Used for Solicitation: 840-Television Equipment & Accessories
Notifications sent for Solicitation sent in IonWave: 77
Number of Suppliers that viewed Solicitation in IonWave: 8
HUB-Historically Underutilized Business Invitations sent out: 6
SBE-Small Business Enterprise Invitations sent out: 31
Responses from Solicitation: 2
RECOMMENDATION
Award a contract with Media Rushworks, LLC dba RUSHWORKS, for audio and video upgrades for the
DTV platform including the DTV control room, the Council Chamber, and the Work Session room, in a
three (5) year not-to-exceed amount of $129,200.
PRINCIPAL PLACE OF BUSINESS
Media Rushworks, LLC dba RUSHWORKS
Flower Mound, TX
FISCAL INFORMATION
There is a one‐time capital cost for equipment and support in the amount of $129,220, which will be funded
by the Public, Education and Government (PEG) fund.
EXHIBITS
Exhibit 1: Agenda Information Sheet
Exhibit 2: Pricing Evaluation
Exhibit 3: LLC Members
Exhibit 4: Proposal
Exhibit 5: Ordinance
Respectfully submitted:
Lori Hewell, 940-349-7100
Purchasing Manager
For information concerning this acquisition, contact: Billy Matthews, 940-349-7272.
Legal point of contact: Mack Reinwand at 940-349-8333.