DEPARTMENT: Information Technology
FILE TYPE: Consent Action
TITLE
title
Authorization To Execute Contract With AVI Systems, Inc. dba FORTÉ To Upgrade Boardroom AudioVisual Equipment
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PURPOSE/ACTION REQUESTED
Authorize the Deputy County Manager to execute a contract with AVI Systems, Inc. dba FORTÉ to upgrade boardroom audiovisual (AV) equipment and redesign AV control room.
SUMMARY
The current AV equipment in the boardroom does not support the latest audiovisual technology and has become outdated.
The proposed audiovisual upgrade will replace the existing hardware with a modern, integrated system designed to support operations for the Board of Commissioners meetings as well as committee meetings and work sessions.
It will provide seamless in-person and remote participation through integration with platforms such as Microsoft Teams, Zoom, or similar interactive technology, including modern video streaming and audio capture.
The upgrade will enable the AV system to be compliant with the Americans with Disabilities Act. It will also be fully complaint with Minnesota Open Meeting Law requirements for meeting conducted with interactive technology, including:
1) all members of the governing body participating in the meeting, wherever their physical location, can hear and see one another and can hear and see all discussions and testimony presented at any location at which at least one member is present;
2) members of the public present at the regular meeting location of the governing body can hear and see all discussion and testimony and all votes of members of the governing body; and
3) allows a person to monitor the meeting electronically from a remote location.
In July 2025, Dakota County published a request for proposal for upgrading the audiovisual equipment of the boardroom. The County received three proposals, of which all three vendors were brought in to provide product demonstrations (Attachment). The project team selected Forte’s proposal to implement the boardroom AV upgrade.
This project will also include minor modifications to the boardroom including a new presentation podium and the purchase of tables for use during meetings. This purchase and expenditure are separate from this request for proposal.
RECOMMENDATION
recommendation
Staff recommends the County Board authorize the Deputy County Manager to execute a contract with AVI Systems, Inc. dba FORTÉ to implement the boardroom AV upgrade in an amount of $605,343. This amount includes equipment, integration, and support for three years from December 2025 through December 2028.
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EXPLANATION OF FISCAL/FTE IMPACTS
Year 1, Boardroom AV equipment, implementation, and support (Dec 2025 - Dec 2026): $460,343
Year 2, Production System Renewals, Support, and Equipment Repair $70,000
Year 3, Production System Renewals, Support, and Equipment Repair $75,000
Total Cost of 3 Year Project: $605,343
The cost for the first year of the contract will be paid for with General Fund fund balance. Costs for future years licensing and support will be included in future county budgets.
☐ None ☒ Current budget ☐ Other
☐ Amendment Requested ☐ New FTE(s) requested
RESOLUTION
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WHEREAS, the County advertised for proposals for the Boardroom AV Upgrade Project; and
WHEREAS, the County received proposals from three qualified vendors on July 25,2025; and
WHEREAS, staff reviewed the proposals and determined that the proposal from AVI Systems, Inc. dba FORTÉ provides the best value to the County to implement the Boardroom AV Upgrade Project; and
WHEREAS, the cost of Boardroom AV Upgrade Project is $460,343 for the first year, $70,000 for the second year, $75,000 for the third year, for a total contract cost of $605,343; and
WHEREAS, funding for the first year of the contract is available in the Dakota County General Fund balance and future years licensing and support will be included in future County budgets.
NOW, THEREFORE, BE IT RESOLVED, That the Dakota County Board of Commissioners hereby authorizes the Deputy County Manager to execute a contract with AVI Systems, Inc. dba FORTÉ for the Boardroom AV Upgrade Project in an amount not to exceed $605,343, subject to approval by the County Attorney’s office as to form.
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PREVIOUS BOARD ACTION
None.
ATTACHMENTS
Attachment: Vendor proposals
BOARD GOALS
☐ Thriving People ☐ A Healthy Environment with Quality Natural Resources
☐ A Successful Place for Business and Jobs ☒ Excellence in Public Service
CONTACT
Department Head: Tony Gomes
Author: David Miland