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Home My WebLink AboutAGENDA REPORT 2002 0206 CC REG ITEM 11FITEM �• �- :'''IA n AC. ; , �y�re�fEE l 1�z�( -F r��t�m ►w e, YE . MOORPARK CITY COUNCIL AGENDA REPORT TO: Honorable City Council FROM: Kim C. Chudoba, Senior Management Analyst k,& DATE: January 24, 2002 (CC Meeting of 2/6/02) SUBJECT: CONSIDER AWARD OF BID FOR VIDEO PRODUCTION EQUIPMENT AND ADOPTION OF RESOLUTION NO. 2002 - AMENDING THE 2001/2002 OPERATING BUDGET BY APPROPRIATING $20,000 FROM THE EQUIPMENT REPLACEMENT FUND FOR VIDEO PRODUCTION EQUIPMENT BACKGROUND The 2001/2002 operating budget includes $100,000 to refurbish the City's video production system. The objective is to replace equipment that has malfunctioned or reached the end of its service life. Specifications and bid documents were issued in December 2001. DISCUSSION The current video production system is unreliable. The majority of components are more than 10 years old. Although the City doubled the system's expected service life through rigorous maintenance, the equipment no longer functions well. To improve quality and reliability, staff recommends replacing obsolete components with state -of- the -art technology. The 2001/2002 General Fund operating budget includes $100,000 to upgrade the system. The City received Cable TV franchise renewal fees in fiscal years 1997/1998 and 1998/1999 to enhance the equipment. This money was deposited in the General Fund and is included in the budget for this project. Videomax Productions helped staff assess needs and develop a request for bid. In December 2001, the City solicited bids from 12 firms. Vendors could bid on some or all of the video production equipment. Six firms submitted proposals. Honorable City Council January 24, 2002 Page 2 A -Vidd Electronics Company $ 94,032.51 Digital System Technology, Inc. $ 96,346.50 Hoffman Video Systems $ 99,619.16 J &R Film /Moviola Digital $ 102,202.75 Pacific Video Products, Inc. $ 88,685.03* TV Magic, Inc. $ 108,611.00 *Vendor did not bid on all equipment Vendors were evaluated on their ability to meet City requirements, responsiveness of the bid, general competence of the bidder, delivery time, and cost. Staff conducted reference checks and examined warranties and maintenance agreements. The City, at its sole discretion, may award a bid for some or all of the equipment to an individual bidder. Based on the low bid per item, staff recommends that Council give partial awards to three firms: A -Vidd Electronics Company ($21,241.94), Digital System Technology, Inc. ($37,715.02), and TV Magic, Inc. ($31,585.13). The total cost would be $90,542.09, plus shipping /handling. A full award to the overall low bidder, A -Vidd Electronics Company, would cost $94,032.51. The partial awards would save the City $3,490.42. A list of equipment is attached. The vendors guarantee receipt of equipment within 30 to 45 days of receiving the City's purchase order. Videomax will install the components at an estimated cost of $11,360.00. To complete the refurbishment, the City will need additional funds. (The City spent $11,600.00 to replace the bulletin board system for channel 10.) Staff recommends a budget transfer of $20,000 from the Equipment Replacement Fund to finish the project. STAFF RECObMNDATION (ROLL CALL VOTE) 1. Authorize partial awards of bid for video production equipment to the following vendors: A -Vidd Electronics Company ($21,241.94), Digital System Technology, Inc. ($37,715.02), and TV Magic, Inc. ($31,585.13); and 2. Approve Resolution No. 2002- amending the 2001/2002 operating budget by appropriating $20,000 from the Equipment Replacement Fund for video production equipment. Attachment 1: Equipment List Attachment 2: Resolution and Budget Revision O0027-9 C C C C City of Moorpark - Video Production Equipment - Award of Bid Specifications Vendors A -Vidd Electronics Co. Diqital System Tech. TV Maqic, Inc. uan Make Model Description 3 Audio Technics AT857QMLa Inch Gooseneck Microphone $ 573.00 1 ESE ES-207A----1X4 Video Distribution Amplifier - $ 234.00 $ 1,530.00 - $ 540.00 $ 138.00 2 1 1 1 ESE ES 218 (XLR 1X4 Audio Distribution Amplifier - Digital Video Scaler VGA to UXGA Distribution Am lifier VGA to UXGA Switcher Extron Extron Extron DVS 150 P/2 DA4 Plus SW 6 VGA)i $ 395.00 1 Extron VSC 200D Scan Converter $ 3,180.00 $ 11 139.80 4 1 Fujinon Horita S14X7.3BWMD 14X Teleconference Lens Rackmount Kit for CSG -50 _ _ * $ 298 00 $ 70.00 $ 12,808.00 1 _ 4 4 4 4 4 1 1 1 2 2 1 2 2 -41 4 4 1 1 1 1 Horita Panasonic Panasonic CSG -50 _ AW -E600 WV- CA26T26 WV- CA26U100 SMPTE Color Bars/ToneGenera_to_r _ 3 CCD Video Cameras 26 Pin Barrel Connector 100 Meter 26 Pin Cable 50 Pin to 26 Pin RCU Cable Camera Control Units w /Rack Kit Motorized Zo o- m Lens (1.3 to 1.5 ratio) Ceiling Mount for Projector LCD Projector Rackmount Kits for PVM 14 M2U Rackmount Kits for PVM 97 $ 440.00 ! Panasonic 1 Panasonic Panasonic Sharp Sharp Sharp _Sony Sony Sony_ $ 6,656.00 $ 1,576.00 WV- CA50A26 WV -RC550 - AN LV26EZ - AN- XGCM70 XG V10XU MB502B M3-507 (520) MB -507A (520) PVM -14 M2U $ 6,176.00 - $ 2,625.00 $ 225.00 $ 6,720.00 $ 312.00 $ 272.00 $ 1W.00 Rackmount Kit for PVM -8040 14 inch Color Video Monitors 8 inch Color Video Monitors 9 inch B &W Video Monitors E600 Camera Mount* 200 Foot Ctl /Pwr Cable 6 Foot Receiver Cable* Serial Control Cable anel ontrol -Pan- -e- Joystick Go- Quad Control Receiver $- 1 884 00 ___Sony___ Song- Sony Telemetrics Telemetrics Telemetrics Telemetrics Telemetrics Telemetrics PVM -8040 PVM -97 BKT- DXC930 CA -CP -200 CA -PS -6 CA -RS -10 _ CP -R -3A $ 1,100.00 $ 1,048.00 $ - $ 1,720.40 $ - $ 116.13 $ 4,868.81 CP -RMR -S $ 3,178.50 4 1 _ 4 Telemetrics --Telemetrics Telemetrics LENSMOD _MA CPO -HOU MA- SHFBKT_ Lens Modification Desktop Mount for Control Panel $ 395.68 $ 249-A6 Shelf Mount Bracket $ 320.0.0 _ 1 Telemetrics _ PS -RM-4 _ _ Quad Power Supply $ 1,849.46 $ 9 978.48 $ 1,582.80 _ 4 4 4 4 4 Telemetrics PT -CP Pan /Tilt Head Preset Option Top Mount Platform* Teleconference Lens Control* Rack Mount Shelves Telemetrics Telemetrics Telemetrics PTO -CP-P PTO -CP -T PTO- CP -TCL 2 Rack Space- $ - $ - $- 86.00 Sub -Total Tax $ 19,806.00 $ 35,165.52 $ 29,450.00 - $ 2,135.13 $ 31,585.13 $ 1,435.94 $ 2,549.50 $ 37,715.02 * *Total $ 21,241.94 * No Charge ** Excludes Shipping/Handling _ Grand Total: $90,542.09 RESOLUTION NO. 2002- A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MOORPARK, CALIFORNIA, AMENDING THE 2001/2002 OPERATING BUDGET BY APPROPRIATING $20,000 FROM THE EQUIPMENT REPLACEMENT FUND FOR VIDEO PRODUCTION EQUIPMENT WHEREAS, on June 20, 2001, the City Council adopted the 2001/2002 operating budget, which includes $100,000 for video production equipment; and WHEREAS, on February 6, 2002, staff presented the Council with a report that requests a budget increase in the aggregate amount of $20,000, and the appropriation of said amount for the purchase of video production equipment; and WHEREAS, Exhibit "A," attached hereto and made a part hereof, describes said budget amendment and its resultant impacts to the budget line items. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF MOORPARK DOES HEREBY RESOLVE AS FOLLOWS: SECTION 1. A budget amendment to allocate $20,000 from the Equipment Replacement Fund and appropriate said amount to the line item for purchase of video production equipment as more particularly described in Exhibit "A" attached hereto is hereby approved. SECTION 2. The City Clerk shall certify to the adoption of this resolution and shall cause a certified resolution to be filed in the book of original resolutions. PASSED AND ADOPTED this 6th day of February, 2002. Patrick Hunter, Mayor ATTEST: Deborah S. Traffenstedt, City Clerk Attachment:Exhibit A 0002SI Resolution No. 2002 - Page 2 EXHIBIT A BUDGET REVISION BUDGET AMENDMENT FOR VIDEO PRODUCTION EQUIPMENT A. Fund Allocation Fund Number Fund Name Amount 4003 Equipment Replacement Fund $20,000 B. Budget Appropriation Account Number Budgeted Revised New Budget 4003 -2120- 0000 -9504 $0 $20,000 $20,000 i Approved as to form: 0002bw