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HomeMy WebLinkAboutAGENDA REPORT 1989 0906 CC REG ITEM 08JELOISE BROWN Mayor BERNARDO M. PEREZ Mayor Pro Tern CLINT HARPER, Ph. D. Councilmember PAUL LAWRASON Councilmember SCOTT MONTGOMERY Councilmember RICHARD T. HARE City Treasurer TO: FROM: MOORPARK M E M O R A N D U M The honorable City Council Richard hare, Deputy City Mana t-4-- DA7T: .August 31, 1989 (CC Meeting 9 -6 -89) SUBJECT: RFP for Video Cablecasting ITEM S• STEVEN KUENY City Manager CHERYL J. KANE City Attorney PATRICK RICHARDS, A.I.C.P. Director of Community Development R. DENNIS DELZEIT City Engineer JOHN V. GILLESPIE Chief of Police 'I'lie City Council authorized the services of Telecommu.n.ications Management Corporation i.n the development of specifications for the procurement and installation of video cablecasti.ng for rt vide.o cahlecasti.ng Facility in the Moorpark Community Center. Mr. Carl Pilnick has developed preliminary speci:fi.cations to he used in requesting proposals for this purpose. The ,purifications are at.t:ached for Council review. Recommendation Staff' recommends authorizing the release of this Request for Proposal to a list of firms to be provided by Telecommunications Management. Corporation which have the capability of providing the pr.ocnrement and installation services. RH: Sc 898313 Attachment MOORPARK, CALIFORNIA City Council Meeting 799 Moorpark Avenue Moorpark, California 93021 (805) 529 -6864 DRAFT CITY OF MOORPARK REQUEST FOR PROPOSAL PROCUREMENT AND INSTALLATION OF VIDEO CABLECASTING FACILITY IN MOORPARK COMMUNITY CENTER ISSUE DATE: PROPOSAL DUE DATE: PRE -BID MEETING DATE: TABLE OF CONTENTS Section Title Page I. INTRODUCTION . . . . . . . . . . . . . . . 1 II. GENERAL CONDITIONS . . . . . . . . . . . . 3 A. Bidder Response. . . . . . . . . . . . 3 B. Proposal Validity. . . . . . . . . . . 3 C. Reservation of Rights. . . . . . . . . 3 D. Oral Presentation. . . . . . . . . . . 4 E. Pre - Contract Costs . . . . . . . . . . 4 F. Contract Terms and Provisions.. . . . 4 G. Evaluation Criteria. . . . . . . . . . 4 III. CITY OBJECTIVES AND REQUIREMENTS . . . . . 5 A. Primary Objective. . . . . . . . . . . 5 B. Functional Requirements. . . . . . . . 6 IV. PROPOSAL REQUIREMENTS. . . . . . . . . . . 9 - 1 - I. INTRODUCTION The City of Moorpark, California, is served by a cable television system owned and operated by Ventura County Cable - vision (VCC). The City and VCC are beginning negotiations with respect to renewing VCC's franchise, and it is anticipated that the renewal will lead to an upgraded system with expanded channel capacity. The City is interested in establishing a local cablecasting facility in its multipurpose Community Center (CC) building, adjacent to City Hall. The City Council now conducts its meetings at the CC, and it is contemplated that these meetings, as well as other events taking place at the CC, may be cablecast, live or on videotape, over a channel of the VCC cable system. This RFP is issued for the procurement and installation of the CC cablecasting facility. It is issued on a "turnkey" basis, with the successful bidder required to furnish and install all equipment, materials and labor, including leasehold modifications if necessary, so that a completely operational facility is turned over to the City for use. A pre -bid meeting will be held at the Community Center on 1989, at .M., to allow interested vendors to see the physical layout of the Center and to discuss the City's requirements. If the pre -bid meeting leads to any changes in the RFP requirements, all prospective bidders known to the City will be notified in writing, with a formal RFP amendment issued. - 2 - Attendance at the meeting is recommended but is not a precondition for submitting a proposal. Additional questions, or questions from non - attending potential bidders, will be accepted in writing for up to seven (7) days after the pre -bid meeting. All questions and answers will be distributed in writing to each known bidder without disclosure of bidder identity. - 3 - II. GENERAL CONDITIONS A. Bidder Response Five (5) copies of responses to this RFP shall be delivered no later than 5:00 P.M., Mr. Richard Hare Deputy City Manager City of Moorpark 799 Moorpark Avenue Moorpark, California 93021 B. Proposal Validity 1989, to: Proposals shall be valid for at least sixty (60) days after the submission date. Proposals should be prepared simply and economically. Emphasis should be on completeness and clarity of content. Special bindings, color displays, and promotional materials not relevant to the RFP are not necessary. Proposals shall indicate a total price, and also itemized prices for all material and labor components. A cost for a one -year maintenance contract, after expiration of the initial warranty, is desired. C. Reservation of Riqhts The City reserves the right to reject any or all responses to the RFP, to waive any or all informalities and /or irregularities, and to negotiate the terms of the final contract with the selected bidder. - 4 - D. Oral Presentation One or more bidders selected for final evaluation may be required to make an oral presentation. Such presentations provide an opportunity for the bidder to clarify the proposal, but post -bid modification of terms of the proposal are specifically precluded. E. Pre - Contract Costs The City is not liable for any costs incurred by prospective bidders prior to the issuance of any agreement or contract. F. Contract Terms and Provisions The selected contractor will be required to comply with all standard terms and provisions of contracts and /or purchase orders entered into by the City of Moorpark. G. Evaluation Criteria The evaluation criteria for selecting the successful bidder shall include the following: (1) Relevant experience and demonstrated capability in similar installations. (2) Compliance with City requirements and objectives. (3) Cost. (4) Delivery and installation schedule. - 5 - III. CITY OBJECTIVES AND REQUIREMENTS A. Primary Objective The City's primary objective is to install in the Community Center a cablecasting facility that will transmit live or taped cablecasting of events such as, but not necessarily limited to: ° City Council meetings. ° Board and Commission meetings. • City department programs. • Community organization meetings. ° Special Center events. The facility should be flexible enough to adapt to different types of video programming, with varying configurations of people, chairs and tables, speaker's rostrums, etc. All light, fixtures, supports, and leasehold modifications considered necessary shall be a part of the installation. Since many meetings will include participation by the audience, in the form of questions and comments, the facility shall provide adequate provisions for multiple microphones, cables and sound mixing to permit such participation. The sound equipment for cablecasting shall be integrated with the public address system and components normally utilized for noncable- casting events. - 6 - B. Functional Requirements The facility shall include the following functions and capabilities: (1) Video (a) The facility shall include a 3- camera system. High - quality industrial grade cameras are acceptable. Broadcast quality cameras may be quoted as an optional alternative. One camera shall be ceiling or wall - mounted in a fixed position to focus on a speaker's rostrum. The other cameras shall be tripod - mounted and incorporate pan, tilt and motorized zoom controls. (b) The primary quotation shall be for a 3/4 -inch Beta - format system. As an optional alternative, quotations for the 1/2 -inch S -VHS format will be considered. (c) Two VCR units are required. (d) One large screen, approximately 6 feet x 8 feet, with rear - screen video projection equipment, is required, for audience viewing. (e) One wall- mounted video monitor /receiver, will be required in the Center's conference room. (f) A cost for one or more hand -held camcorder systems shall be provided as a separate option. (g) The cost for one video modulator for cable transmission shall be included as a separate option. - 7 - (2) Audio (a) The facility shall include provisions for unidirectional microphones at 10 or more positions at the City Council table(s), plus a speaker's podium and at least four other locations within the Center. All booms, stands, cables, mixing, amplifying, limiting and equalizing equipment shall be included. (b) Speakers shall be installed, in addition to the existing public address system, to the extent necessary to permit all locations within the Center, including the conference room, to hear the proceedings clearly. (c) At least one double cassette tape deck shall be provided, to permit recording and dubbing of audio information. (3) Control and Switchin (a) It is anticipated that a portion of the Community Center will be available for use as a control room. All materials and labor to convert this space shall be included within the quotation. (b) The control room shall include at least a 6 -input video switcher, a video patch bay and the VCR units, plus all necessary audio mixing and recording equipment, all lighting control equipment, and all consoles, racks and cables. - 8 - Color video monitors and a monitor speaker shall be incorporated. (c) A video character generator, with detachable keyboard, shall be included for alphanumeric cablecasting. (d) Time base correction equipment shall be included. (e) A cost for a video editing system shall be provided as a separate option. (f) Provision for connecting a telephone line into the audio system, for "call -in" shows, shall be provided. (4) Lighting (a) A fixed ceiling or wall- mounted lighting system, to illuminate the City Council meeting area for cablecasting, shall be provided, controllable from the control room. (b) A portable lighting system, suitable for lighting other areas of the Center or for other locations, shall be quoted as a separate option. (c) Installation of a cyclorama backdrop shall be quoted as a separate cost option. Ms IV. PROPOSAL REQUIREMENTS Proposals shall include the following information: (a) Identification of contractor. (b) A summary of relevant experience in installing similar systems, with references. (c) A description of the major features of the proposed installation. (d) A complete list of equipment to be furnished. (e) A cost quotation, itemized to identify materials and labor. (f) An installation schedule. (g) A clear indication of any exceptions taken to the City's functional requirements. (h) A clear indication of what City support, if any, is required to complete the installation. (i) A proposed warranty period, for both labor and materials. (j) A proposed maintenance agreement, after the warranty period has expired.