Information

Type: Deliberation

Department: SC - Superior Court

Directors' Update: May 27, 2026

Business Meeting: June 2, 2026

Summary:

Codec video conferencing and control system infrastructures are reaching their end of life for Superior Court and District Court courtrooms.  Upgrades/replacements to aging equipment are necessary to maintain functionality in the court rooms.  Superior Court and District Court are seeking approval of the Audiovisual Solution Proposal from Avidex utilizing Equipment Repair & Replacement (ER&R) funds (including a portion that has been appropriated specifically for this use), as well as funding from the Trial Courts Improvement Account (TCIA).   

Publications:

Cover Letter To:

Additional Copies To: Dahkota Harmanson, Monique Shedd, Stacey Werner

Resolution

WHEREAS, Codec video conferencing and control system infrastructures (Cisco Room Kits) are reaching their end of life for Superior Court and District Court courtrooms, and replacement of the aging equipment is necessary to maintain functionality in the courtrooms; and

WHEREAS, the replacement schedule of current Codec (Cisco Room Kits) was anticipated at five years, and 2026 marks the anticipated end-of-life for the current equipment.  New codec equipment as proposed will be anticipated to last ten years; and

WHEREAS, it is in the best interest of the general public, staff, counsel and judicial officers to maintain reliable video conferencing technology in the courtrooms. The ability to access the courtrooms remotely by video is and has been crucial to assuring access to the courtrooms and justice under a variety of circumstances; and

WHEREAS, the county developed an ER&R schedule to offset the costs specifiic to the aging codec equipment. A total of $120,000 has been anticipated for codec replacements ($60,000 for each Superior Court and District Court).  Superior Court utilized $16,881 of those available funds to replace failing codec equipment in one courtroom in 2025.  The funding still available for ER&R codec replacements is $103,119.  An additional amount of $32,641 of ER&R funds will also be used as well totaling $135,760 ER&R funds in all.  TCIA funds in the amount of $44,466 will also be expended as the project costs exceeded what was initially anticipated.  Summary of funding attached hereto as Exhibit B; and

WHEREAS, Avidex has submitted an Audiovisual Solution Proposal, attached hereto as Exhibit A, to replace the Codec video conferencing and control system infrastructure in Superior Court and District Court at a total contract price of $166,260, plus $13,966 tax (total of $180,226).  This amount includes the service agreement plan for one year ($9,444.00, plus tax), project costs & equipment ($125,240, plus tax), as well as labor costs ($31,576, plus tax).  The estimated term of the project is 8 weeks.

NOW THEREFORE BE IT RESOLVED that the Board of County Commissioners (BOCC) hereby awards the contract for the codec replacement project (attached hereto as Exhibit A) to Avidex in the amount of $180,226 (which includes tax) for a term of an estimated 8 weeks funded through Superior Court and District Court Equipment Repair & Replacement (ER&R) funds, as well as the Trial Court Improvement Account (TCIA) funds.  Superior Court or District Court Administrators are authorized to sign on behalf of the BOCC .

DONE IN OPEN SESSION this 2nd day of June, 2026.