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TO: Mayor Richard C. Irvin
FROM: Ian Wade, Capital Projects Manager (Engineering)
William Brown, IT Project Manager
DATE: November 12, 2024
SUBJECT:
A Resolution authorizing the Director of Purchasing to purchase video conferencing hardware and services for the new Public Works Facility from Burwood Group, Inc., Chicago, IL, for a total amount not to exceed $255,027.72.
PURPOSE:
To purchase video conferencing hardware and services for the new Public Works Facility.
BACKGROUND:
As part of the construction of the new Public Works Facility, the City is planning to install video conferencing hardware in two conference rooms and one large, dividable 3,650 SF training room (see "Exhibit A" for locations). Also included in this scope will be the purchase of additional (up to 85 inch) display monitors in nine (9) other larger offices and common areas. It was determined that Burwood Group, Inc. was the preferred vendor to provide the hardware and service summarized in the attached quotation ("Exhibit B") based on the following information:
After a competitive bid process and subsequent discovery project, resolution R23-006 awarded configuration and migration of Microsoft SharePoint services and Microsoft Teams environment remediation to Burwood Group, Inc. ("Burwood").
As part of the services included with R23-006, Burwood completed a thorough evaluation of the current SharePoint environments which included interviews with key members of every City department. This evaluation allowed Burwood to understand how SharePoint and Teams were being utilized throughout the City. Burwood then made recommendations for migrating data to the Microsoft SharePoint Online environment as well as modifying Microsoft Teams for better utilization by city staff.
Due to the detailed knowledge of the city's SharePoint and Teams services and the extensive integration of these platforms, city staff believes Burwood is best suited to build upon the SharePoint and Teams foundations in place. Burwood has successfully implemented video conferencing functionality in multiple conference rooms at City Hall and the Aurora Police Department. These implementations have shown that Burwood has performed beyond expectation and is an effective partner for the City.
DISCUSSION:
Following numerous site meetings between Burwood and City staff, the attached quotation was provided based on the conveyed video conferencing needs of the City's Public Works Department.
The Burwood quote is based on the Omnia Cooperative contract #R200803.
This equipment and service was part of the budgeted IT scope for the new Public Works Facility (CIP C114) and will be funded using account 355-4411-417.72-01
IMPACT STATEMENT:
Installing video conferencing functionality in the new Public Works Facility will modernize and streamline communications both internally and with outside customers, consultants, and vendors.
RECOMMENDATIONS:
I request the proposed resolution be adopted.
cc: Infrastructure & Technology Committee
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
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A Resolution authorizing the Director of Purchasing to purchase video conferencing hardware and services for the new Public Works Facility from Burwood Group, Inc., Chicago, IL, for a total amount not to exceed $255,027.72.
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WHEREAS, the City of Aurora has a population of more than 25,000 persons and is, therefore, a home rule unit under subsection (a) of Section 6 of Article VII of the Illinois Constitution of 1970; and
WHEREAS, subject to said Section, a home rule unit may exercise any power and perform any function pertaining to its government and affairs for the protection of the public health, safety, morals, and welfare; and
WHEREAS, the City is constructing a new Public Works Facility which requires video conferencing functionality; and
WHEREAS, Burwood Group was previously selected using a competitive bidding process and awarded a contract under Resolution R23-006; and
WHEREAS, Burwood Group has provided a quote is based on the Omnia Cooperative contract #R200803; and
WHEREAS, Burwood Group has gained detailed knowledge of the city's SharePoint and Teams environments and has exceeded expectations on previous video conferencing work; and
WHEREAS, this equipment and service was part of the budgeted IT scope for the new Public Works Facility (CIP C114) and will be funded using account 355-4411-417.72-01.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: the Director of Purchasing is authorized to purchase video conferencing hardware and services for the new Public Works Facility from Burwood Group, Inc., Chicago, IL, for a total amount not to exceed $255,027.72.