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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 co...
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