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HomeMy WebLinkAboutAGENDA REPORT 1991 0807 CC REG ITEM 08B/(~.L{LS e a ITEM ' • TO: FROM: MOORPARK 799 Moorpark Avenue Moorpark, California 93021 HONORABLE CITY COUNCIL RICHARD HARE, DEPUTY CITY DATE: August 1, 1991 SUBJECT: AWARD OF CONTRACT FOR VIDEO/CABLE SYSTEM FOR THE COMMUNITY CENTER TO HOFFMAN VIDEO SYSTEMS Background (805) 529-6864 . .:::>ORPARK, CALIFORNIA City Council Meeting of i / 7 199.l_ ~ _/ ACTION:/y'q The City has received proposals from five firms for the acquisition and installation of a video/cable system in the Community Center. The system will allow for the recording, cablecasting, and playback of events in the Community Center Apricot Room. This project is being coordinated and integrated to some extent with the renovation of the Community Center, so that electrical systems, mechanical equipment and physical surroundings are not in conflict. The architectural firm for both projects is Wolff, Lang, Christopher. The video consulting firm is Smith, Fause & Associates. The project managing firm is Picon. The Public Works Facilities Committee per City Council direction has worked with the staff, the project architect and the video consultant to review the scope of the project, available funding sources and the compatibility of the two projects. The video/cable project as proposed is a four camera system which allows for the live cablecast of meetings or other activities in the Apricot Room and/or the playback of taped programs including character generated messages. Project Funding Two funding sources were established in the Fiscal Year 1991/1992 budget. These funding sources were reviewed by the Public Works Facilities Committee. It is the Committee and staff's recommendation that the funding sources for this project be limited to the General Fund ($161,000) and contributions from Ventura County Cablevision ($100,000). Total funding available for this project is $261,000. PAUL W. LAWRASON JR. Mayor BERNARDO M . PEREZ Mayor Pro Tern SCOTT MONTGOMERY Councilmember ROY E. TALLEY J R. Counc ilmember JOHN E. WOZNIAK Counc ilmember Alternate Selection Per the direction of the Public Works Facilities Committee alternative one and three have been rejected because of the cost of both proposals. Alternative One had an approximate cost of $2,600 to $10,000 for computer text and video interfacing. Alternative Three had an approximate cost of $21,000 to $26,000 for time coded on line editing. The Committee recommended acceptance of Alternative Two, standard video editing capability, instead of Three for approximately $5,000. The Committee felt the sophistication of the editing equipment could be reconsidered in 1996 when Ventura County Cablevision has agreed to contribute another $37,500 to the development of the video/cable system. Proposal Analysis The video consultant, Smith, Fa use & Assc. , has reviewed the proposals received as directed by the Committee. As noted in the attached correspondence date July 23rd, the base bid • plus the addition of Alternative Two, and the five year service costs were considered in making a recommendation. Based on the consultant's analysis the apparent qualified low bidder is Hoffman Video Systems from Los Angeles. The total cost of their proposal is $217,373. Recommendation The Public Works/Facilities Committee and staff recommend the award of the contract for the video/cable system including Alternate Two to Hoffman Video Systems for the amount of $217,373. Further, it is recommended that the funding consist of the $100,000 (Fund 39) contribution from Ventura County Cablevision and $117,373 from the General Fund as budgeted in the Community Center budget (01.4.149.903) with the remaining $43,627 to be allocated to the renovation of the building. PUBLIC INFORMATION VIDEO & GOVERNMENT CHANNEL HOFFMAN VIDEO SYSTEMS W/ ALT TWO FUNDING VCC FUND39 COM CTR -GEN FUND TOTAL FUNDING SURPLUS(DEFICIT) 100,000.00 117,373.00 217,373.00 217,373.00 0.00 COMMUNITY CENTER AIR CONDITIONING AND RENOVATION NORTH STAR CONSTRUCTION contingency ARCHITECT REMAINING CHARGES ASBESTOS SURVEY PROJECT MANAGEMENT COM CTR -GEN FUND COM CTR -GANN PARK IMPROVEMENT FUND TOTAL FUNDING SURPLUS(DEFICIT) 43,627.00 150,000.00 100,000.00 293,627.00 289,443.00 14,000.00 25,069.00 1,995.00 7,200.00 337,707.00 (44,080.00) BID OPENING FOR CABLE TELEVISION INSTALLATION JULY 8, 1991 4:00 P.M. CONTRACTOR BASE BID ALT 1 ALT 2 ALT 3 BID ~ BOND ADDENDA B & B $193,538.73 $4,854.67 $5,591.54 $26,541.78 Yes Yes Systems AMT Systems Invalidated Bid No Hoffman Video $212,754 $2,674 $4,619 $21,048 Yes Yes Coast Business $266,304.00 $10,442 $3,813 $29,211 Yes Yes Maryland Sound $244,724.48 $3,854.39 $4,821.71 $24,581.71 Yes Yes smith , Fause & Associates , lnc ./Consulta nts in Aco ustics and Prese ntatio n Tec hnology M E M O R A N D U M TO: Phil Newhouse, City of Moorpark -RECE1\IEO - JUL 2 5 1991 City of Moorpark FROM: DATE: PROJECT: SUBJECT: Kenneth R. Fause, SFAI ~ July 23, 1991 Moorpark TV RFP SFAI Project No. 900503.5 RFP Review We have reviewed and reviewed RFP responses and supplemental information as noted herein .. 1.0 Comments are summarized for each proposer for: Executive Summary Omissions or Deviations from the RFP Personnel References: Checked for the apparent lowest cost proposers only. Financial Data: To be evaluated by City. ·sFAI has no professional expertise in this area. Equipment List Proposed Timeline Cost: We are assuming that the realistic cost of the system includes maintenance cost. We are showing comparison for: Base Bid with 2 through 5 Year Service. Base Bid plus Add Alternate 2 with 2 through 5 Year Service. Payment Schedule Other Review Comments. 2.0 Disclosure of Reviewer SFAI has had a prior commercial relationship with one Proposer. 350 North Sepulveda Bou levard /Suite 1025 /EI Segundo . CA 90245/I213! 322-4000 /FAX I213! 322 -2219 /San Francisco 1415 ! 421-1370 Moorpark TV RFP RFP Review July 23, 1991 Page 2 SFAI performed Acoustic Consulting services for one project; Shop Television Network, for B&B Systems. Services were performed pursuant to SFAI normal commercial terms at SFAI prevailing rates. All services have been completed and payment for all charges due has been received at SFAI. No other commercial relationship has existed or continues' to exist between SFAI and any proposer. Moorpark TV RFP RFP Review July 23, 1991 Page 3 Proposer: AMT systems, Inc. Executive Summary: None provided. Omission or Deviation: Proposal is not in RFP format. C~mparative evaluation is not possible. Personnel: Not indicated. References: None provided. Equipment List: None provided. Proposed Timeline: None provided. Base Bid with 5 Years Service: No service quote. Base Bid plus Add Alt 2 through 5 Year Service: No service quote. Payment Schedule: Significant variance from RFP. Other Review Comments: Proposed terms vary significantly from RFP. Moorpark TV RFP RFP Review July 23, 1991 Page 4 Proposer: B&B Systems, Inc. Executive Summary: No exception taken. Omission or Deviation: No quotation on maintenance. Provided by requested supplement dated July 11, 1991, attached. Equipment list excluded 2.2B, 2.15, 2.16 and 2.17. Quotation provided by requested supplement dated July 11, 1991, attached. Personnel: No exception taken. References: Attached. Equipment List: See preceding comment regarding omission or initial response. Response and supplement comply with RFP requirement. Proposed Timeline: Appears feasible. Base Bid as supplemented, with · 2 through 5 Year Service: $231,874.26. Base Bid as supplemented plus Add Alt 2 with 2 through 5 Year Service: $239,970.80 Payment Schedule: Commercially reasonable. Other Review Comments: None. B & B SYSTEMS, INC. July 11,1991 Mr. Phil Newhouse Director of Community Services 799 Moorpark Avenue Moorpark, CA 93021 Dear Mr. Newhouse: In response to a request by your consultant, Ken Fause, we are quoting the annual maintenance agreements for years 2 -5. These prices assume maintenance of the system as specified in the RFP, and no disruption in scheduled service visits. Also, that maintenance can be performed when the system is not being used, and access to all areas is granted. Prices cover minor parts replacement that will be billed at cost plus 30%. Routine maintenance visits will be made every two months and emergency repairs will be addressed within 24 hours of reported failure, and billed at $95 per hour. Phone consultations to repair emergency problems are free. System of Base Bid: Year 2 Year 3 Year 4 Year 5 $4320 $4752 $5227 $5743 System of Additive Alternate 1: Year 2 Year 3 Year 4 Year 5 Add $540 Add $594 Add $653 Add $718 System of Additive Alternate 2: Year 2 Year 3 Year 4 Year 5 Add Add Add Add $540 $594 $653 $718 I i..\ u 28111 N AVE STANFORD • VALENC IA CALIFORNIA 91355 • 18051 257-4853 • FAX (8051 257-8065 • CONTRACTOR'S LICENSE NO . 506363 System of Additive Alternate 3: y·ear 2 Add $1080 Year 3 Add $1188 Year 4 Add $1306 Year 5 Add $1437 Thank you for the opportunity to bid. s7P/JJL_ David N. Bartolone Executive Vice President cc: Kenneth R. Fause Smith, Fause Associates, Inc. I ( B & B SYSTEMS, INC. July 11, 1991 Mr. Phil N ewhot.ise ™ lj, w, n ~ I?. \ill Director of Community Services JU L 1 ·i' 1991 City of Moorpark sM\1H, rAUSE ASSOS 799 Moorpark Avenue Moorpark, CA 93021 Dear Mr. Newhouse: In response to a request by your consultant, Ken Fause, we are quoting the following items: BID BID ITEM# MAKE MODEL DESCRIPTION QTY PRICE EXT 2.2B AMX AX-PEL PROGRAMMABLE PNL 1 $3127.08 $3127.08 2.2B AMX AXF/MS ACCESS CARD FRAME 1 1063 .58 1063.58 2.2B AMX AXC232 RS232 CARD 1 250.92 250.92 2.2B B&B CUSTOM PROGRAMMING 1 428 .00 428.00 2.15B ADC PPA3-14MKII AUDIO PATCH PANEL 5 813.90 4069.50 2.15B TROMPETER APC3-24 AUDIO PATCH 24 27.42 658.08 CORD 24" .;:., 2.15B POMONA 4408 PATCH CORD HOLDER 2 4.82 9 .64 2.lSC ADC PPV-24MKII VIDEO PATCH ,PANEL 3 2078 .11 6234 .33 2.15C TROMPETER PCW-36-75 VIDEO PATCH 12 17.89 214 .68 CORD 36" 2.15L ESE 112E CLOCK 1 181.90 181.90 2.16A ATLAS MS-25 MIC STAND 1 66 .34 66.34 2.16A PORT-PAT 001-17 CHART FRAME 1 207 .85 207 .85 2.16A PORT-PAT 001-15 STAND ADAPTER 1 33.71 33 .71 2.16A PORT-PAT 001-24 RES CHART 1 76.24 76.24 2.16A ·PORT-PAT 001-36 LOG CHIP CHAT 1 100.31 100.31 • . I , 216A PORT-PAT 2.16B EV 2.16C WESTLAKE 2.16D ATLAS 2.17 WINSTED 001-27 RE-18 DBP-1100 MS-20 T7100 FLESH TONE REF 1 CHART MICROPHONE 2 DIRECT BOX 1 MIC STAND 2 TAPE STORAGE SHELF 1 159.70 354.75 190.46 49.88 411.95 159.70 709.50 190.46 99 .76 411.95 TOTAL $18,293.53 Plus freight and applicable taxes. A service charge of 1.5% per month will be applied to amounts due on past due invoices, until paid. • Thank you for the opportunity to bid. Sincerely, /}~11.·IJ~ David N. Bartolone Executive Vice President DB/dk cc: Kenneth R. Fause CITY OF MOORPARK 799 Moorpark Avenue Moorpark, CA 93021 (805) 52 9-68 64 CONFIDENTIAL CONTRACTOR I S REFERENCE AND VERIFICATION REPORT DATE: ] \ \\ 't{ \ --"--+--'--~,___,____.,__ __ _ BY: K·K· ~~ 712 ~ PROJECT: M..cf2?!2:f2::P~ BID OPENED: ---------------- ~'( :::GHtj 00~~. OUESTIONS REMARKS 1. Job progress ~ -nf"\~ Extras ~IL t'\~ ---: Association w/people :EJ H€'.- PHONE CONTACT 2 . 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. Subcon/ supplier complaints --=-H~OK~~~=---------------- Payment record Pickup/customer service Field supervision Pro-active/reactive Administrative skills Communication OTHER VERIFICATIONS/COMMENTS: th 6i H--k':< - ~ ~ Moorpark TV RFP RFP Review July 23, 1991 Page 5 Proposer: Coast Business Communications Executive Summary: No exception taken. Omission or Deviation: None noted. Personnel: No exception taken. References: Not checked. Equipment List: Conforms with RFP. Proposed Timeline: Appears feasible. Cost: Base Bid with 2 through 5 Year Service: $298,729.00. Base Bid plus Add Alt 2 with 2 through 5 Year Service: $303,227.00 Payment Schedule: Commercially reasonable. Other Review Comments: None. . ' Moorpark TV RFP RFP Review July 23, 1991 Page 6 Proposer: Hoffman Video Systems Executive summary: No exception taken. Omission or Deviation: Maintenance not quoted; provided by supplement dated July 18, 1991, attached. Color Picture Monitor, Precision, quoted for purchase, not for test use only as specified. Revised quotation provided by supplemented dated July 18, 1991, attached. Personnel: No exception taken. References: See attached. Equipment List: Conforms with RFP. Proposed Timeline: Appears feasible. Cost: Service cost assumed at 10% escalation annually, the high figure quoted by supplement dated July 18, 1991. Base Bid with 2 through 5 Year Service: $222,500.00. Base Bid plus Add Alt 2 with 2 through 5 Year Service: $227,119.00. Pavment Schedule: Slightly front-loaded compared to RFP suggestion under 11800, 1.12; however, not unreasonable. Other Review Comments: None. lloffinan Video Systems July 18, 1991 Mr. Phil Newhouse Director of Community Services City of Moorpark 799 Moorpark Avenue Moorpark, Ca. 93021 Dear Phil, Orange County Office 150 Paularino Avenue • Suite 130 Costa Mesa. California 92626 TEL:(714) 668-0226 FAX :(714) 668-0867 Following is the information requested by Ken Fa.use of Smith, Fause and Associates. 1. Correction to Section 2.10 A of Television System 11810 Bid By not using the precision monitor in section 2.10, the savings to the base price is $7,484. Thie includes the monitor, rack mounts, monitor . case, slide rails, installation and testing. This would bring the base bid to $212,754. 2. Renewable Annual Maintenance Agreement To provide preventative maintenance for your system, we estimate it would take one day to chec~ the Television System and half a day to check the '- Projector · System: Most of the system is solid state and requires little maintenance with the exception of the video heads in the VCR and the equipment which is handled on a daily basis like the editor and microphones. The Maintenance agreement would be as follows: Preventative Maintenance Television System -4 times per year, with a fixed labor rate of $65. 00 per hour and 10\ discount on parts if equipment repair is needed. This would be the on-site or in-shop rate. We will try to respond within 24 hours but will guarantee response within 48 hours. When available, a rental unit from our rental stock will be provided at a discounted price to cover your requirements until your unit is repaired. Cost for Television System Only -$2,100 for second year Cost for Television System and Projector System -$3,200 for second year This price is good for any of the system configurations in this bid. The third, fourth and fifth years would be renewable at an annual, adjustable increased figure of between S\ to 10\. Thank you, ~ teen Baird Assistant Vice President cc Jeen Fa.use FAX :(21 3) 749 -9100 Te lax WU 118-S.25 HOFFVID CAB LE HOFFVID Co r po r ate O ffic e 1945 So u t h Fi gueroa , Post Office Bo x 77943 Los A ngele1 C A 90007 (213} 749-331 1 .. CITY OF MOORPARK 7 9 9 Moorpark Avenue Moorpark, CA 93021 (805) 529-6864 CONFIDENTIAL CONTRACTOR'S REFERENCE AND VERIFICATION REPORT DATE: 7(;21 \q\ BY: \<·12·~ PROJECT: ~ "-"\7) ~ BID OPENED: ---------------- ,~PA~Elh=@3W BIDDER:#\ ~A:H /Jrow '.:?~7. ________ _ PHONE CONTACT REFERENCE:_C_Cf+_, ___ 6:f::~_:T}lz9u.___.___."--=-'_?.'-""-#:92~,...__-'-t?,_,.;A~B-=G __ yAR.\-::r-Ae~.-c~ CONTACT QUESTIONS REMARKS 1. Job progress (/e.g,t.( 2. Extras ~ 3. Association w/people ~~ 4. . . Subcon/ supplier complaints t; _........,_,,,_ ________________ _ 5. Payment record E 6. Pickup/customer service ~--1 t!,b =·t:{ :;. ""'-J.31v'!.. ..... _,_ 7. Field supervision _ _ ~ 8. Pro-active/reactive AccL--/A.J. • -C>tt:? p 9. Administrative skills rt H~ 10. Communication ::E!i}-{'E::;.. 11. 12. 13. 14. OTHER VERIFICATIONS/COMMENTS: I )t!><L,u,_,~ + J ii Moorpark TV RFP RFP Revipw July 23, 1991 Page 7 Proposer: Maryland Sound Industries Executive Summary: No exception taken. Omission or Deviation: Deviation on control of cameras; apparently provides function equivalent to that specified: No exception taken. Personnel: No exception taken. References: No checked. MSI has previously been contractor on projects with Contract Documents prepared by SFAI. Work conformed with Contract documents and was timely. Equipment List: Conforms with RFP. Proposed Timeline: Apparently feasible. Base Bid with 2 through 5 Year Service: $254,874.48. Base Bid plus Add Alt 2 with 2 ·through 5 Years Service: $260,946.19. Payment Schedule: Not attached to SFAI review copy. Other Review Comments: Lowest cost for Change Orders of all proposals. Not significant if City programmatic requirements are unchanged.