Exhibit 1 - Agenda Information Sheet
City of Denton
_____________________________________________________________________________________
AGENDA INFORMATION SHEET
DEPARTMENT: Procurement & Compliance
ACM: David Gaines
DATE: September 15, 2020
SUBJECT
Consider adoption of an ordinance of the City of Denton, a Texas home-rule municipal corporation,
authorizing the City Manager to execute a contract through the Department of Information Resources (Dir)
Cooperative Purchasing Network Contract Number DIR-CPO-4470 with DataVox, Inc., for audio/video
design and installation for the Development Services Center; providing for the expenditure of funds
therefor; and providing an effective date (File 7467 – awarded to DataVox, Inc., in the not-to-exceed amount
of $337,287.17).
INFORMATION/BACKGROUND
The new Development Services Center, currently under construction, will include conference, training,
open and collaboration space that will contain audio-video equipment. The partitioned training rooms will
be used independently or in combined configurations to host training and meetings; which requires a
complex audio-video system. Two of the training rooms will host video conferences. Ceiling retractable
TV display mounts will be installed in the training rooms to operate in front of the east wall windows due
to a lack of wall mounting space. The breakout rooms, collaboration areas, and public-facing spaces will
have wall-mounted TVs for use in displaying various content, including emergency alerting, departmental
messaging, meetings, and training. Room schedulers and room status indicators will be installed outside
training rooms and break out rooms.
The awarded vendor was selected based on technology, price, status as a member of a Texas State negotiated
contract, adherence to project specifications, and post-install support cost. As the audio/video industry
transitions to digital infrastructure, traditional legacy analog systems are becoming costly to service and
maintain over time. Analog systems also become increasingly incompatible with modern content sources
without a need for more equipment to bridge the gap. As a costly capital purchase, we require the first-year
support to be addressed within the proposal with the option to purchase extended service.
Below are the five proposals we received, ranging in cost from $311,195.24 to $355,073.41, listed in the
table below.
Pricing obtained through the Department of Information Resources (DIR) Cooperative Purchasing
Network has been competitively bid and meets the statutory requirements of Texas Local Government
Code 271.102.
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
Vendors Ranked by Cost
Vendor Quote
OneVision Solutions $ 311,195.24
DataVox, Inc $ 321,225.88
Connect Technology Group (CTG) $ 325,933.72
NetSync Network Solutions $ 355,073.41
FORD AUDIO-VIDEO SYSTEMS, LLC $ 355,727.05
Vendor Grading
Criterion Connect
Technology
Group (CTG)
OneVision
Solutions
DataVox,
Inc
FORD Audio-
Video
Systems, LLC
NetSync
Network
Solutions
Analog -1 -1 0 0 0
Digital 0 0 1 1 1
Cost - ranked 3 5 4 1 2
Co-op contract 0 1 1 1 1
Meets specifications -1 -1 1 -1 -1
1st year Technical support cost 1 -1 1 1 -1
Total Points: 2 3 8 3 2
Two of the proposals are analog-based and do meet the requirement for a digital-based system to address
The City’s current and future needs.The other three vendors proposed similar digital solutions. Based on
this evaluation, DataVox, Inc at $321,225.88 ranked as the overall best value for this project. The proposal
by DataVox, Inc meets the specifications, fulfills the required digital technology, is the lowest cost for
digital technology, and includes 1-year of support at no extra cost. DataVox, Inc. is a DIR vendor under
contract DIR-CPO-4470 valid through 1/23/2022.
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
On January 28, 2020, Council approved the interlocal agreement with the Department of Information
Resources Purchasing Network (Ordinance 20-196).
RECOMMENDATION
Award a contract with DataVox, Inc., for audio/video design and installation for the Development Services
Center, in a not-to-exceed amount of $337,287.17, which includes a 5% contingency.
PRINCIPAL PLACE OF BUSINESS
DataVox, Inc.
Fort Worth, TX
ESTIMATED SCHEDULE OF PROJECT
This project will be started upon approval with a completion date by November 30, 2020.
FISCAL INFORMATION
These services will be funded from Certificate of Obligation Funding for the Development Services
Building.
EXHIBITS
Exhibit 1: Agenda Information Sheet
Exhibit 2: Quote
Exhibit 3: Ordinance
Respectfully submitted:
Lori Hewell, 940-349-7100
Purchasing Manager
For information concerning this acquisition, contact: Curtis Conrad, 940-349-7787 or Pete Muthiani, 940-
349-7536.
Legal point of contact: Mack Reinwand at 940-349-8333.