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Board and Conference Room Technology Upgrades
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DESCRIPTION: This request is to replace outdated audio and visual equipment in the board and conference rooms to improve public access and meeting reliability. |
AGENDA NO: Click or tap here to enter text. |
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ACTION REQUEST: ☒ Approval ☐ Review Comment ☐ Information Only ☐ Other |
RECOMMENDATION:
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Authorize the purchase and installation of upgraded audio and visual equipment for the board meeting room and conference room, in an amount not to exceed $150,000.00.
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ISSUE/BACKGROUND:
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The existing audio and visual systems are outdated and replacement parts for several system components are no longer available, limiting the agency’s ability to repair, and maintain the current equipment. Recent meetings have exposed recurring audio quality and reliability issues, particularly during live streams resulting in complaints and limiting accessibility for remote viewers.
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DISCUSSION:
The proposed upgrade includes replacement and modernization of microphones, cameras, audio processors, control systems, and integrated audiovisual technology used to support Board and committee meetings, public participation, and live streaming. The system design and specifications for the upgrade were developed internally by the RTA’s Information Technology Department to ensure compatibility with the agency’s operational and meeting needs.
The equipment and implementation services will be provided through Link Integration Group utilizing Louisiana state contract 4400027449. The procurement is being processed as a sole source procurement because the proposed system components and integration services are specifically designed to work with the agency’s existing meeting and streaming infrastructure.
Installation is expected to take approximately one week with minimal operational disruption. Staff anticipates scheduling the work during July 2026 when the Board is expected to be in summer recess and no public meetings are scheduled.
The optional extended warranty included in the proposal is not part of this request. Ongoing support and maintenance of the upgraded system will be managed internally by the Information Technology Department.
In closing, approval of this item will provide reliable and modern meeting technology that supports efficient Board operations, public accessibility, and continued transparency of official proceedings.
FINANCIAL IMPACT:
The project will cost $150,000, which is a one-time fixed cost. Funding for the project is available within the approved FY2026 operating budget through account number 01-1100-02-7150-181-00-00.
NEXT STEPS:
Upon Board approval, staff will:
• Finalize procurement with the selected vendor
• Coordinate installation and systems integration
ATTACHMENTS:
1. Resolution
2. Vendor’s Proposal and Scope of Work
3. Procurement Routing Form
Prepared By: Yolanda Rodriguez
Title: Chief of Board Affairs
Reviewed By: Sterlin Stevens
Title: Director of Information Technology
Reviewed By: Dwight Norton
Title: Chief Planning & Capital Projects Officer
Reviewed By: Gizelle Banks
Title: Chief Financial Officer
Reviewed By: Ronald G. Baptiste, Jr.
Title: Interim Chief Executive Officer
6/2/2026
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