cover
TO: Mayor Richard C. Irvin
FROM: Michael R Pegues, Chief Information Officer
Jeff Anderson, Deputy CIO
DATE: September 12, 2024
SUBJECT:
A Resolution authorizing the Director of Purchasing to purchase video conferencing hardware and services for Aurora Branch Court Courtroom 2 from Burwood Group, Inc., Chicago, IL, for a total amount not to exceed $123,972.10.
PURPOSE:
Aurora Branch Court Courtroom 2 (Courtroom 2) currently has no video conferencing capabilities. This has led to several inefficiencies that can be remediated or eliminated by adding video conferencing capabilities.
BACKGROUND:
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 ("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.
Burwood performed above expectations of City staff while creating and remediating these foundational services. 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 Chief's Conference Room at the Aurora Police Department. These implementations have shown that Burwood has performed beyond expectation and is an effective partner for the City.
DISCUSSION:
Providing video conferencing capabilities in Courtroom 2 will offer several key benefits that enhance the efficiency, accessibility, and functionality of legal proceedings:
1. Remote Testimony: Witnesses who cannot be physically present in court due to distance, health issues, or safety concerns can still provide testimony. This ensures that their contributions can be heard without the need for travel, which can be costly and time-consuming.
2. Access for Remote Participants: Lawyers, experts, or parties involved in a case who are unable to attend in person can participate in hearings and trials via video conference. This is particularly valuable in cases involving multiple jurisdictions or when participants are located in different geographic areas.
3. Efficiency and Cost Savings: Video conferencing can reduce the need for travel, which saves time and money for all parties involved, including city staff, witnesses, and legal professionals. This can also speed up the legal process by making it easier to schedule and conduct proceedings.
4. Handling High-Profile or Sensitive Cases: In high-profile cases, video conferencing can enhance security and privacy by reducing the need for high-profile individuals to appear in person. This can also help manage the media presence and public attention surrounding such cases.
5. Accessibility for Individuals with Disabilities: Video conferencing can provide alternative ways for individuals with disabilities to participate in legal proceedings without the need for physical accommodations or modifications in the courtroom.
6. Facilitating International Cases: For cases involving international parties, video conferencing bridges time zone differences and geographic barriers, allowing for more seamless coordination and communication.
7. Continuity During Disruptions: In situations where natural disasters, pandemics, or other emergencies disrupt normal court operations, video conferencing ensures that legal proceedings can continue without significant delays.
8. Documentation and Record Keeping: Video conferencing sessions can be recorded, providing a clear record of proceedings, which can be useful for review, appeals, or verifying testimony.
9. Enhanced Communication: Video conferencing allows for real-time visual and auditory interaction, which can improve communication and understanding between all parties involved in the case.
10. Reduced Courtroom Congestion: By allowing some participants to join remotely, video conferencing can help manage courtroom capacity and reduce congestion, making it easier to adhere to social distancing guidelines or manage limited space.
Overall, video conferencing in Courtroom 2 will modernize and streamline legal processes, making the justice system more accessible, flexible, and efficient. The equipment being installed will support multiple video conferencing platforms including Microsoft Teams, WebEx and Zoom.
Burwood performed both remote and on-site walkthroughs with city staff to design the video conferencing system for Courtroom 2 and ensure the solution met the requirements of the Law Department personnel.
Costs for this implementation are listed below:
|
|
Costs |
|
Hardware, Cables, Shipping |
$78,972.10 |
|
Professional Services |
$45,000.00 |
|
Total |
$123,972.10 |
A budget amendment has been submitted to ensure funds are available in account 101-1280-419.32-80 for this purchase.
IMPACT STATEMENT:
Installing video conferencing equipment in Courtroom 2 will modernize and streamline legal processes.
RECOMMENDATIONS:
That the proposed resolution be adopted.
cc: Finance Committee
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
title
A Resolution authorizing the Director of Purchasing to purchase video conferencing hardware and services for Aurora Branch Court Courtroom 2 from Burwood Group, Inc., Chicago, IL, for a total amount not to exceed $123,972.10.
body
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, Aurora Branch Court Courtroom 2 (Courtroom 2) currently has no video conferencing capabilities. This has led to several inefficiencies that can be remediated or eliminated by adding video conferencing capabilities; and
WHEREAS, Burwood Group has exceeded expectations on previous SharePoint and Teams video conferencing work; and
WHEREAS, Burwood Group has gained detailed knowledge of the city's SharePoint and Teams environments; and
WHEREAS, a budget transfer will be submitted to account 101-1280-419.32-80 for this project.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: that an agreement authorizing the Director of Purchasing to purchase video conferencing hardware and services from Burwood Group, Inc., Chicago, IL, for a total amount not to exceed $123,972.10 is hereby authorized and further
BE IT RESOLVED, that the Director of Purchasing shall be and hereby is authorized to execute on behalf of the City such documents, orders or agreements necessary to carry the purposes of this Resolution into execution.