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TO: Mayor Richard C. Irvin
FROM: Michael R Pegues, Chief Information Officer
Jeff Anderson, Deputy Chief Information Officer
Tony Martinez, Chief Communications and Marketing Officer
DATE: January 13, 2025
SUBJECT:
A Resolution authorizing the Director of Purchasing to implement Phase 1 of a digital signage solution from Hypersign, LLC, Drayton, SC, and Cipher Technology Solutions for a total award of $189,125.00.
PURPOSE:
The City of Aurora seeks to modernize its display of public information at several key resident-facing facilities. This includes agendas, directional instructions, relevant video, and, if necessary, emergency notifications. While the immediate need involves City Hall and other highly-visible, public-facing CoA facilities, stakeholders are interested in finding a partner to provide a broad suite of signage tools for the Aurora public safety departments.
BACKGROUND:
The current digital signage landscape in Aurora facilities consists of a sparse patchwork of unconnected systems. Several sites, including the Aurora Police Department Headquarters, have a single screen with a static display. These are infrequently updated.
In Aurora City Hall, which hosts the greatest share of resident business, visitors rely on a cork board in the lobby for news, procedures, and directions. Beyond providing a dated first impression to Aurora citizens, the information on the cork board can easily become obsolete without a digitized system with automatic updates. Along with the lack of interactivity, this can result in confusion and additional time needed to confer with staff.
DISCUSSION:
After a competitive bidding process using MarketPlace.city, City IT staff selected the HyperSign content management product as the best solution.
Process Sequence:
-- Created Market Landscape with 30+ potential companies.
-- Drafted RFQ document based on the needs of the Mayor’s Office of Community Affairs, the Information Technology Department, and input from both the Aurora Fire & Police Departments.
-- Based on this review, Marketplace.city publicly posted and distributed the Opportunity and Scope Document for vendors to complete in order to be included in the reporting and selection process. This was posted and distributed on 5/11/23 and closed 6/1/23.
-- There were 9 responses completed by the deadline.
-- Aurora project leaders decided to focus on the software-only solutions rather than combined hardware-software solutions.
-- Combined hardware solutions tend to be more expensive and have more requirements for their installation.
-- City Stakeholders can purchase flat-screen TVs at below-market rates. TVs are not included in the following cost estimates.
-- Following this Software & System Management Prioritization, project leaders invited Carousel & Hypersign to provide demos.
-- Initial evaluation of both vendors indicated the project team considered both vendors equally strong contenders. To illuminate differences and guide final preferences, both vendors were sent a short final question set. These included the ability to wall-off content from various groups (i.e. most users should not be able to see internal PD displays), customer support details, and final pricing.
The project team submitted Final Scoring and city stakeholders recommended Hypersign as their Digital Signage partner. A leading solution paired with an enthusiastic product team will modernize Aurora information displays at City Hall, the Fire & Police Departments, and other critical, high-traffic areas.
Budget was not available in 2024 to complete this phase, but city staff negotiated the trial of 3 Hypersign devices to be deployed at various city buildings. Staff were impressed with the ease of use and quality support Hypersign provided during this trial period.
Once the number of Phase 1 devices was solidified at 51, IT staff negotiated an additional 20% discount off of the one-time cost of the displays from $738.00 to $590.40.
City IT staff will purchase the digital media players and associated maintenance agreements directly from HyperSign. Cipher Technology Solutions (CTS) will be utilized where needed to connect the media players to the city network. Pricing from CTS will be based on the agreed upon pricing from R24-247. Where new display monitors are needed those will be purchased using competitive cooperative agreements. Estimated costs for type of purchase are below.
First Year Costs
|
Vendor |
Description |
Price |
Quantity |
Total |
|
HyperSign |
Digital Media Player |
$590.40 |
51 |
$30,110.40 |
|
|
Year 1 Maintenance |
$376.92 |
51 |
$19,222.92 |
|
CTS |
Cabling |
|
|
$44,200.00 |
|
Cooperative |
Display Monitors |
$700.00 |
17 |
$11,900.00 |
|
Total |
|
|
|
$105,433.32 |
Annual Recurring Costs
|
VendorDescriptionPriceQuantityTotal |
|
|
|
|
|
|
Annual Maintenance |
$376.92 |
51 |
$19,222.92 |
|
Total Years 2-5 |
|
|
|
$76,891.68 |
The total award for five years is $182,325.00.
Funds are available in the accounts below for the services listed:
101-1280-419.38-11 - Computer Software - for Hypersign
101-1280-419.38-05 - Buildings & Grounds - for CTS
101-1280-419.64.10 - Computer Hardware - for Monitor purchases
IMPACT STATEMENT:
Digital signage provides a dynamic and visually engaging medium to disseminate information, announcements, and updates, ensuring key messages are effectively conveyed to employees and customers.
RECOMMENDATIONS:
Request the proposed resolution be adopted.
cc: Infrastructure & Technology Committee
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
title
A Resolution authorizing the Director of Purchasing to implement Phase 1 of a digital signage solution from Hypersign, LLC, Drayton, SC, and Cipher Technology Solutions for a total award of $189,125.00.
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, the City of Aurora seeks to modernize its display of public information at several key resident-facing facilities; and
WHEREAS, City staff desires to enhance communications with employees; and
WHEREAS, after a competitive bidding process using MarketPlace.city, City IT staff selected the HyperSign content management product as the best digital signage solution; and
WHEREAS funding for this purchase is available in 101-1280-419.38-11.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: the Director of Purchasing is hereby authorized to purchase equipment and services required to implement Phase 1 of a digital signage solution from Hypersign, LLC, Drayton, SC, and Cipher Technology Solutions for a total award of $189,125.00.