HomeMy WebLinkAbout093-26 RESOLUTION1 13 West Mountain Street
Fayetteville, AR 72701
(47e) 575-8323
Resolution: 93-26
File Number: 2026-1232
A RESOLUTION TO WAIVE COMPETITIVE BIDDING AND AUTHORIZE THE PURCHASE OF NEW
AUDIO-VISUAL EQUIPMENT AND REPAIR SERVICES FROM THE FIELD SHOP, INC. ON AN AS-
NEEDED BASIS THROUGH DECEMBER 2026, WITHIN THE APPROVED BUDGET
WHEREAS, the Field Shop, Inc. is one of multiple vendors utilized by Media Services for audio-visual equipment and
software and has provided equipment, installation and service of A/V upgrades throughout city buildings; and
WHEREAS, certain equipment and services/repairs/integrations in the meeting rooms and Television Center are
specific to The Field Shop, Inc.'s design and customization; and
WHEREAS, the ability to make equipment and service purchases as needed reduces downtime of meeting rooms and
the City meeting archive, particularly in emergency cases; and
WHEREAS, the Field Shop, Inc. is the vendor and installer of various A/V software for meeting cablecasting and
streaming and archive video on demand and these software companies shifted to billing through the local vendor, The
Field Shop, Inc.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE,
ARKANSAS:
Section I : That the City Council of the City of Fayetteville, Arkansas hereby determines an exceptional situation exists
in which competitive bidding is deemed not feasible or practical and therefore waives the requirements of formal
competitive bidding and authorizes the purchase of new audio-visual equipment and repair services from the Field
Shop, Inc. on an as-needed basis through December 2026, within the approved budget.
PASSED and APPROVED on April 2l ,2026
Approved Attest:
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FAYETTEVIL I' I:
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Kara Paxton, City a
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CITY OF
FAYETTEVILLE
ARKANSAS
CITY COUNCIL MEMO
2026-1232
MEETING OF APRIL 21,2026
TO: Mayor Rawn and City Council
THROUGH: Brad Fulmer, lT Director
Keith Macedo, Chief of Staff
FROM: Doug Bankston, Director Of Media Services
SUBJECT: A resolution to waive the requirements of forma! competitive bidding and authorize
the purchase of new audio-visua! equipment, installation and repair services, and
third-party service annual renewals from The Field Shop, lnc. on an as-needed basis
through the end ot2026
RECOMMENDATION:
Approve a resolution to waive the requirements of formal competitive bidding and to authorize the purchase on
an as-needed basis of new audio-visual equipment, replacement equipment, installation and repair services,
and third-party service annual renewals from The Field Shop, lnc., of Little Rock, Arkansas, through the end of
2026.
BACKGROUND:
The Field Shop, lnc. is one of multiple vendors utilized by Media Services for audio-visual equipment and
software. Field Shop has provided equipment, installation and service of AA/ upgrades in City Hall rooms 219,
the former 326 and 1 11, and CH101; the Jordan Annex meeting room; and, the City of Fayetteville Television
Center.
DISCUSSION:
Certain equipment and services/repairs/integrations in the meeting rooms and Television Center are specific to
The Field Shop, !nc.'s design and customization. Field Shop can even remote into certain equipment to
diagnose, repair, update, or reconfigure. The ability to make equipment and service purchases as needed
reduces downtime of meeting rooms, the City meeting archive, etc., particularly in emergency cases. Also, The
Field Shop, lnc. is the vendor and installer of various AA/ software for meeting cablecasting and streaming and
archive video on demand. Beginning in2025, these software companies shifted various yearly billing from
direct-bill to billing through the local vendor, which for the City is The Field Shop, lnc.
BUDGET/STAFF IMPAGT:
Funds for AA/ equipment, replacement, service, installation, and renewals have been budgeted in various
capital projects within the Sales Tax Capital lmprovements Fund. No staff impact.
ATTACHMENTS: 3. Staff Review Form
Mailing address:
113 W. Mountain Street
Fayetteville, AR 7270L
www.fayettevi I I e-a r. gov
File #: 2026-1232
A RESOLUTION TO WAIVE COMPETITIVE BIDDING AND AUTHORIZE THE
PURCHASE OF NEW AUDIO.VISUAL EQUIPMENT AND REPAIR SERVICES FROM THE
FIELD SHOP, INC. ON AN AS.NEEDED BASIS THROUGH DECEMBER 2026, WITHIN THE
APPROVED BUDGET
WHEREAS, the Field Shop, Inc. is one of multiple vendors utilized by Media Services for audio-visual
equipment and software and has provided equipment, installation and service of A/V upgrades
throughout city buildings; and
WHEREAS, certain equipment and services/repairs/integrations in the meeting rooms and Television
Center are specific to The Field Shop, Inc.'s design and customization; and
WHEREAS, the ability to make equipment and service purchases as needed reduces downtime of
meeting rooms and the City meeting archive, particularly in emergency cases; and
WHEREAS, the Field Shop, Inc. is the vendor and installer of various A/V software for meeting
cablecasting and streaming and archive video on demand and these software companies shifted to billing
through the local vendor, The Field Shop, Inc.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
FAYETTEVILLE, ARKANSAS:
Section I : That the City Council of the City of Fayetteville, Arkansas hereby determines an exceptional
situation exists in which competitive bidding is deemed not feasible or practical and therefore waives the
requirements of formal competitive bidding and authorizes the purchase of new audio-visual equipment
and repair services from the Field Shop, Inc. on an as-needed basis through December 2026, within the
approved budget.
Page 1
City of Fayetteville, Arkansas
Legislation Text
1 13 West Mountain Street
Fayetteville, AR72701
(479) 575-8323
Doug Bankston
City of Fayetteville Staff Review Form
2026-L232
IteM ID
41z,-l2026
City Council Meeting Date - Agenda ltem Only
N/A for Non-Agenda ltem
41L12026 MEDrA SERVTCES (050)
Submitted By Submitted Date
Action Recommendation :
Division I Department
A resolution to waive the requirements of formal competitive bidding and authorize the purchase of new audio-
visual equipment, installation and repair services, and third-party service annual renewals from The Field Shop, lnc.
on an as-needed basis through the end of 2026
Budget !mpact:
447 0 .060. 8900-5 2 10. 00
Account Number
Project Number
Budgeted ltem? Yes
Does item have a direct cost? No
ls a Budget Amendment attached? N"
Total Amended Budget
Expenses (Actua I+Encum)
Available Budget
Item Cost
Budget Amendment
Rema ining Budget
Project Title
L27,049.80
s 127,U9.80
s r27,049.80
Ca pita I
Fund
s
S
S
s
Purchase Order Number:
Change Order Number:
Original Contract Number:
Previous Ordinance or Resolution #
Comments:
Approval Date:4/2L/2026