City of Ann Arbor - File #: 23-1678

• File #: 23-1678
• Version: 1
• Name: 11/16/23 Resolution for 15D Courtroom Technology
• Type: Resolution
• Status: Passed
• File created: 11/6/2023
• In control: City Council
• On agenda: 11/6/2023
• Final action: 11/6/2023
• Enactment date: 11/6/2023
• Enactment #: R-23-396
• Title: Resolution to Approve a Purchase Order to Justice AV Solutions, Inc. for Courtroom Technology, Software, and Professional Services for the 15th District Court ($261,951.79)

Date	Ver.	Action By	Action	Result
11/6/2023	1	City Council	Approved	Pass

Title

Resolution to Approve a Purchase Order to Justice AV Solutions, Inc. for Courtroom Technology, Software, and Professional Services for the 15th District Court ($261,951.79)

Memorandum

Attached for your review and action is a resolution authorizing the creation of a purchase order to Justice AV Solutions, Inc. (JAVS) in the amount of $261,951.79 for the purchase of JAVS audio and video technology, software, and professional services for the 15^th District Court courtrooms.

The existing courtroom technology is out-of-date and no longer being supported. The District Court and City IT sought proposals from 3 contractors and visited Washtenaw County courts to examine their courtroom technology.  After evaluating all 3 solutions the 15^th District Court is recommending replacing the current courtroom technology with JAVS software and systems. 

JAVS is utilized by Washtenaw County and will provide the following benefits:

•                     A single courtroom experience for the city and the county when judges and court personnel move between courts.

•                     Better support and maintenance to court staff. City and County IT staff can collaborate on maintenance and support having the same courtroom systems, thus reducing downtime.  Additionally, JAVS has a dedicated Field Service Technician that lives in Michigan and provides onsite service.

•                     JAVS systems operate on a closed network, thus court recording can occur even if the internet is out.

•                     Proceedings are recorded on purpose-built recorders, not a personal computer.  Therefore, if a courtroom personal computer cannot function, the court can capture the proceedings.

•                     JAVS can integrate different hearing platforms (in-person, Zoom, hybrid) and evidence presentation into one record.

•                     JAVS can pull basic case information from the court’s case management system into the court recorder’s docket log.

•                     JAVS allows for both digital and analog playback.

Vendor pricing comparison:

•                     JAVS - $261,951.79

•                     Tel Systems - $246,717.07

•                     MDIS - $397,726.20

Budget/Fiscal Impact:  15^th District Court has included and budgeted for the cost of the purchase in FY 2024.

Staff

Prepared by:  Shryl Samborn, 15^th District Court Administrator

Reviewed by: Tom Shewchuk, ITSU Director

Reviewed by:  Marti Praschan, CFO 

Approved by:  Milton Dohoney Jr., City Administrator

Body

Whereas, The 15^th District Court courtroom technology and software is out-of-date and requires updating;

Whereas, The 15^th District Court and the City IT department sought proposals from 3 vendors to replace the 15^th District Court courtroom technology;

Whereas, The 15^th District Court and City IT evaluated all 3 vendors solutions and Washtenaw County courts courtroom technology;

Whereas, The 15^th District Court is recommending issuing a purchase order to Justice AV Solutions, Inc. for the replacement of the current 15^th District Court courtroom technology;

Whereas, Funding for the courtroom technology upgrade is budgeted for and available in the approved FY 2024 15^th District Court budget; and

Whereas, Justice AV Solutions, Inc. complies with the requirements of the City’s Non-Discrimination and Living Wage ordinances;

RESOLVED, That City Council approve a purchase order with Justice AV Solutions, Inc. for the purchase of courtroom technology, software, and professional services for the replacement of courtroom technology in all 15^th District Court courtrooms in the amount of $261,951.79;

RESOLVED, That the amounts authorized herein may be used without regard to fiscal year; and

RESOLVED, That the City Administrator be authorized to take all necessary actions to implement this resolution.