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CR2002-172-CC Video Camera Replacement ~ C \ T Y Or: - . HOPKINS October 31, 2002 Council Report 2002-172 COUNCIL CHAMBER VIDEO CAMERA REPLACEMENT AND INSTALLATION Proposed Action Staff recommends approving the following motion: Move to approve Moorhead Media to replace and install the video cameras in the City Council Chambers and the necessary operatinfi( systems in the control room. Overview The City hired MarketComm Corp. (MarketComm) to develop specifications for replacing the five Council Chambers video cameras and necessary operating equipment. MarkctComm was also retained to review and evaluate the bids. The bid proposal consisted of four robotic broadcast cameras, one document camera, necessary documentation and training, installation, and removal of equipment. Thc document camera requires a control unit installed in the control room and at the presenters podium. Four potential bidders attended the pre-bid conference; three of the four submitted bids on the camera package. The three bidders were Alpha Video and Audio (Alpha Video), EPA Audio . Visual, Lne (EPA) and Moorhead Media. The bids were reviewed and evaluated in comparison to the specifications issued by the City and MarketComm. Two of the bids were disqualified and were not considered because both ofthc bids omitted necessary equipment required by the specifications issued. The omissions related to the document camera and the necessary controls. The third bid, Moorhead Media submitted the highest bid ($67,499) however, it did include all of the specified equipment. Both the consultant and the City Staff believe Moorhead Media's bid to be a reasonable bid. After reviewing all of the bids, we can assume that had the other two companies included all ofthe specified equipment in their report, their bid would be comparable, if not higher than Moorhead Media's. Recommendation Due to the detem1ination that two of the three bids be eliminated for omitting specified equipment, it is the recommendation of the staff and MarketComm that we award a contract to Moorhead Media for the purchase of new Council Chamber video cameras and necessary operating equipment. . > . Primary Issues to Consider . Are new cameras necessary? . Were these items budgeted for? . Were there any other issues related to Moorhead Media that were considered before accepting their bid? . Are there other improvements in the Council Chambers that will require future discussions? SUJJPortin{!: Documents Bid from Moorhead Media Bobbie L Hartfiel Communications Coordinator . Financial Impact: $67,499.00 Budgeted: Y IN Yes Source: Cable Fund Related Documents: Notcs: . ---..------- ---...----.-- " . 1. Are new cameras necessary? The video cameras are over 12 years old and are beginning to show their age. After researching the cost of repairs, we quickly learned that due to the age of our system, repairing the cameras would be very expensive and short lived. In an effort to avoid these additional expenses, we have made some grotesque in-house camera repairs. However, our repairs are no longer acceptable and new cameras are necessary. Replacing the cameras will make our video system compatible with technology of the 21 sl Century. 2. Were the new cameras budgeted for? Not knowing what camera improvements would cost, the City budgeted approximately $42,000.00 for Council Chamber improvements. However, the Cable Fund currently has the necessary funds to cover the remaining $26,000.00. 3. Were there any other issues related to Moorhead Media that were considered before accepting their bid? Moorhead Media's bid had slightly variations on the cameras. After review, it was detern1ined that Moorhead Media's camera variations would not have any measurable negative impact on the system. Thc other bidders also made some equipment variations that did not have a negative impact. However, complete omission of equipment does bave a negative impact and cannot be overlooked. . Secondly, Moorhead Media is a two person company. While the other two companies are larger companies and maintain large sales and support staffs, Moorhead Media has given assurances that they will be able to meet the City's identified needs and goals of the project in a manner consistent with the other vendors. The City has done business with Moorhead Media in the past and has not had any issues or problems with their work. 4. Are there other improvements in the Council Chambers need future discussions? Most of the equipment in the Council Chambers is over] 2 years old and is beginning to show its age. Of particular concern is the audio system. The sound quality inside the Chambers is poor. The poor sound quality is not only evident to the audience sitting inside the Chambers but to the audience at home as well. In the future, I would like to install a computer system in the control room that would allow us greater graphic options and flexibility. Once the cameras are installed, Staff will further analyze absolutes and budget and submit a report to the Council. . 9J1;; .911;;{tta> . 1/d{/-o, %h,eaC/ September 26, 2002 Bobbie Hartfiel City of Hopkins 1010 First Street South Hopkins, MN 55343 Ms. Hartfiel: Thank you for the opportunity to submit a proposal/bid for replacing your council chambers camera systems. Enclosed is the information required by the Request . for Bids document. I look forward to working with the City of Hopkins on another successful technical media systems project. ~lfii (( J' (jJt.( ( J' ('(, jr;I ,Ji~ trl/if/eII / ?;,~ (i f('r> J . (JO, \-, / ~?/I/;(' II . _' /.1;:;, .~ ;r ,:;i/; , I f,r il';;:'" fr- - -, . ,I, ('II' . ~ . ';IN'. . / /..'/ ' ,:X'J- -I- ~(~ ('J . ,-' j ,- )--J~") ,:k,'" 7():]- rj 71-,S;JS5 " N('f.' /(~,~-,),.J/ -,~), '._ --. .- U ?fJ07J1jJCI///?/ .@lJ#/e I :, . ~~':~ . ., ,:)1:t:;w~Aea" 91Cdt;4- is a technical media integrator that incorporates sophisticated technologies into architectural environments to create innovative sound, video and media presentation systems. As our motto states: "Your Source for Intelligent Choices," we are uniquely different from any other media organization. L')Jf;:,~~A(1(fld ,(3J!:;dhfl works with you every step of the way. We will listen to your ideas, answer your questions, offer our analysis of your current technology, scope the entire project and make suggestions for your review. We present a specific detailed plan, including options and alternatives so that you can make intelligent choices. We share your goal ~ a system in which you can be truly proud to use, to show and to demonstrate. As a systems integrator, .l)~~;fAtf",J .l}U:;d;(f/ brings high quality audio-visual products and components together to produce a superior, cutting-edge technological media systems, which are functional and user friendly. Our quality customer service begins with the assignment of an experienced . Project Manager who will remain with you from initialization to completion of your media systems and beyond. Project Manager represents a team of skilled architectural, and technology professionals - all dedicated to create the media system you want. You will be involved in every aspect of system development. We will listen to your ideas, answer your questions, offer our analysis, and suggestions for your review. Our products are incorporated into the very architectural environments in which they operate -- City Council Chambers, Corporate Boardrooms, Classrooms, Religious Facilities, Theaters, Command Centers, Public Access Networks, Television and Radio Studios, Portable Up Links and E.N.G Vehicles, Post Production Facilities, Schools, Hotels and even Retail Outlets for the purpose of surveillance, and business music -- VIRTUALLY EVER YWHERE AND FOR ANY PURPOSE! .1)/kI1//ea{! .I~!t;;;liawould like the opportunity to earn your business. Thank you for taking the time to review our company information. Please feel free to contact us anytime with questions you may have. . ((;;~11(' Y (/ fJ [(/1-i}(/('r!.- () :) 7 O'J U R .. .' {jj){d:r~(}jlt ~jy:r/~d :.. ., . :;. I , . l~ .~ ,~)J; (/.(R~/I;,:~~ L!. ?,:CllCf/ has a long history of satisfied customers. Included is a list of customers and projects for your review. We are bonded, insured, and come highly recommended from our customers. We are proud of our accomplishments and are enthusiastic for the opportunity to earn your business. Christian Science Society - Audio Systems City of Hopkins - Council Chambers Projection Systems City of Howard Lake - Cable Access Consultation City of Hutchinson - Council Chambers Consulting City of Minnetonka . Community Room - Sound System . Council Chambers - Presentation & Audio Systems Upgrades . Ice Arena - Sound System Upgrade/Repair City of Waverly - Cable Access Consultation Electronic Interiors, Inc. . City of Gross lie, MI - Media Systems Design . Metris Corporation -Boardroom & Videoconferencing Design Exhibit One - U.S. Federal Courthouse, EI Dorado, AK Faehn Radio Enterprises - Radio Stations Engineering Services First Congregational Church of Christ - Audio, PA, & Broadcast Gerry's Super Value - Surveillance Systems . Hamline University - Moot Courtroom - Integrated Advanced Media Systems Hutchinson Community Video Network - Lighting Systems, TV Studio & Editing Suite Jim Thompson Productions - Remote Audio Production System Lake Area Technical Institute - Media Center, Design & Installation Mother of God Monastery . Chapel & Conference Room Sound Systems . Chapel & Dining Room Acoustic Consultation North S1. Paul, Maplewood, Oakdale Schools . District Boardroom - Architectural Consultation, Design, & Installation . North High School Media Center - Satellite Systems Peace Lutheran Church - Audio, PA, & Broadcast Systems Robbinsdale American Legion - Sound System Stockholm Lutheran Church - Audio System Tierney Brothers, Inc. . Installed Presentation Systems for the following Tierney Brothers Customers: Canadian Pacific Railway, ISO 833, U of M, Word of Life, Easter Lutheran Church, The Life Church, MGI Pharmaceutical, Minnesota Army National Guard, ING ReliaStar N. American Command Center, US Air Force, MN Department of Health, Agribank, US Federal Credit Union, Alebra, AMCOM, Border Electric, Dakota County CDA, MN Department of Labor, Ernst & Young, Faegre & Benson, Kimbal High School, Life Source, Michael Foods, MD Department of Health, Mr. Patom's Bar, Novartis, Orono High School, Salem Lutheran, Shilo Temple, S1. Timothy, MN State Lottery, Travelers Express, U of M Biomedical. Winking Bull Productions - Digital Audio Mastering Studio . (( ) ) ,i/ I{YI' r.-J r! f) (fJ~id(J. (j :.! / ():! ~ I :!!l;:;/flliJ, @?] @j) Y;;;6 I ., . C" lCllpiJ, . t~'. ' General; . Estimates are provided upon request. Terms: . Invoices are issued monthly or at completion- of services. . Credit Terms are NET 15 (for qualifying customers). Hourly Rate Schedule: . Owner/Consultant $175.00 . Programmer/Engineer: $120.00 . Installation t Per Tech $100.00 . Computer Aided Drafting: $ 70.00 . Administrative: $ 30.00 Fees: In addition to the items listed above, the following applicable items will be billed . as direct cost items. Itemized lists of expenses are available upon request. These items include but are not limited to: long-distance, wireless communications, telecommunications, travel expenses, mileage, parking, reproduction, presentation materials, printing and plotting, delivery services, rental equipment, demonstration equipment, electronic media, and digital storage. Project Consumables such as but not limited to: cable, connectors, adapters, solder, cable ties, heat shrink, slotted duct, tape, cable 10 markers, cable labels, custom plates, engraving, electronic components, custom mounts, mounting hardware, nuts, bolts, washers, spacers, anchors, screws, vibration isolation, steel, steel channel (uni-strut), threaded rod, beam clamps, and other misc. hardware as required. ,')J;{pJfJ)(!ClJr;/ ,'}U;;;'/Ii'rJI will honor rates for thirty: (30) calendar days from document date. . 1/17';" (( () (lj-j)JII(J. () . :! /- . 0:./ U cY3;6tu(aJw(} Y1e)'ltj!eale I \, . \ , SPECTRUM POLICY DECLARATIONS POLICY NUMBER: 41 SEA NF5249 BUSINESS LIABILITY LIMITS OF INSURANCE LIABILITY AND MEDICAL EXPENSES $1,000,000 MEDICAL EXPENSES -ANYONE PERSON $ 10,000 PERSONAL AND ADVERTISING INJURY $1,000,000 DAMAGES TO PREMISES RENTED TO YOU $300,000 ANYONE PREMISES AGGREGATE LIMITS PRODUCTS-COMPLETED OPERATIONS $2,000,000 GENERAL AGGREGATE $2,000,000 EMPLOYMENT PRACTICES LIABILITY COVERAGE: FORM SS 0901 . EACH CLAIM LIMIT $ 5,000 DEDUCTIBLE -EACH CLAIM LIMIT NOT APPLICABLE AGGREGATE LIMIT $ 5,000 RETROACTIVE DATE: 04162001 This Employment Practices Liability Coverage contains claims made coverage, Except as may be otherwise provided herein, specified coverage's of this insurance are limited generally to liability for injuries for which claims are first made against the insured while the insurance is in force. Please read and review the insurance carefully and discuss the coverage with your Hartford Agent or Broker. The Limits ofInsurance stated in this Declarations will be reduced, and may be completely exhausted, by the payment of "defense expense" and, in such event, The Company will not be obligated to pay any further "defense expense" or sums which the insured is or may become legally obligated to pay as "damages". . 1j~{y(, , ; r/ /; [rj~illl('(1: r)...:!;- /O:.! ------ \ U 0' ) "-'Y;? U i j (i)~?7 ~ .cZZrA:ill(j . .@J ;rl(lc/r-({(J! 725~IJnc}'a- (!Y~'~jJ(rda/ General: . This Bid is based entirely on the "Requests for Bids" document provided by the City of Hopkins and the pre-bid conference held September 12, 2002. . Bid price has been calculated using the stated terms, rates and fees within this document. . All work performed shall be of the highest commercial qualities meeting or exceeding industry standards. . The project can begin within two (2) weeks upon contract award and will take an estimated four (4) sequential days to complete. Scope of Work/Bid Approach: . Remove existing cameras, camera cables, control system components, control system cabling and other misc. related hardware, etc. . Provide system design and engineering as required for a complete and operational system that meets implied design intent. . . Provide and Install four (4) PTZF cameras . Panasonic AW-E600 Cameras, Panasonic AW-S14XBD Lenses, Panasonic AW-CA50T29 Cables, Panasonic AW- PH350 Pan Tilt Heads, Panasonic AW-PS300 P. Supplies. . Provide and Install one (1) Multi Function Camera Control System . Panasonic AW-RP605 Control System! 3 Panasonic AW- PBG05 Cards, Panasonic AJ-B75 P. Supply. . Provide and Install one (1) Fixed Camera in ceiling "Document Camera" . Sony DXC-390 Camera, Sony VCL-G14WEA 5.5 to 75mm Zoom Lens, Sony CCDC-50A Camera Cable, Sony CMA- D2/CE Camera Power Supply, Crestron CP2E Control System, Crestron Power Supply for CP2E, Custom Control Plate for Lens at Lectern & Control Room, & Programming. . Provide As-Built Documentation . Single Line AutoCad2K Drawing{s) & Bound Manuals . Provide one (1) Six (6) hour training session (unlimited personnel) . A one (1) Year warranty on installation Is included within our price . Factory warranties on all components will be honored /)Jt~~~:r/ietl(1 ~C)JJ;;lla; Bid Price: $67,499. . (r J1;Yf' (J (I () fJ~'inl,',I, () ,;!7(J~