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Home My WebLink About1986-04-01; City Council; 8561; Audio-Visual System: Safety Centeroce Q_ O. O < Oo CI" OF CARLSBAD - AGENC BILL AB# <f <S~£ / MTfi V1/86 DEPT pCH TITLE: PURCHASE OF AN AUDIO-VISUAL SYSTEM FOR PUBLIC SAFETY AND ^FRVTPF PFNTFR HFPT HD-lffo^ CITYATTYt^// CITY MGR.i^^= RECOMMENDED ACTION: Staff recommends Council adopt Resolution No. _ ^(6 .£'_'.» accepting a bid for an Audio-Visual System for the Public Safety and Service Center. ITEM EXPLANATION The Public Safety and Service Center will have an audio-visual system to be used for training, conferences and meetings held in the building. The system is designed to provide a complete operation for the presentation and the recording of audio-visual programs at the Center. Plans and specifications were developed by City staff, including the City's Audio-Visual Specialist, with approval of the architect and project manager. In accordance with Section 3.28.120 of the Carlsbad Municipal Code, Notice to Bidders was published and Request for Bids was sent to ten vendors. Five responses were received, opened, witnessed and recorded on February 25, 1986. There was only one responsive bid from G.M.F. Sound, Inc., 14-37 N. Manzanita, Orange, CA 92667, in the amount of $74,572. The Bidder's Bond is in order and their references are satisfactory. FISCAL IMPACT Budgeted funds for the Audio-Visual System are available in Account No. 320-820- 1810-3006. EXHIBITS 1. Resolution No. 2. Tabulation of Bids - Exhibit A 3. List of Equipment and Specifications 6 Exhibit "A" TABULATION OF BIDS f»r AUDIO-VISUAL SYSTEM VENDOR COST G.M.F. Sound, Inc. $ 74,572 1437 N. Manzanita Orange, CA 92667 Televideo San Diego 41,924* 4783 Ruffner Street San Diego, CA 92111 Knights Audio No Bid 3911 Normal Street San Diego, CA 92103-3485 Pacific Video Products No Bid 1100 E. Pacifica Avenue Anaheim, CA 92805 Related Audio-Visual No Bid 1501 E. Chapman Avenue Fullerton, CA 92631 * Non-responsive. Did not include cost for sub-contracting and coordination. Also, did not submit Bidder's Bond. Vendors, who responded with a "No Bid" indicated they did not have the staff or the expertise to design and install a complete audio/visual system. -2. Page 6 EQUIPMENT LIST BRIEFING ROOM PRICEITEM # 1. 2. 3. 4. 5. 6. 7. 8. AUDIO/VIDEO 9. 10. 11. 12. 13. 14. 15. 16. 17. 18. 19. OUANTITY 1 1 1 1 1 1 SYSTEM n 1 1 1 1 2 1 1 1 1 ITEM Multi -track Chalkboard and fram Projection television w/remote Video Cassette Recorder h" VMS w/remote Lecturn-with light, timer and sound Electric ceiling screen with enclosure Audio System (Optional) Miscellaneous materials (cable, racks, etc.) Installation - CONFERENCE CENTER Rear projection screen w/frame Projection television w/remote Video Cassette Recorder h" VHS w/remote 16MM film projector 35MM Slide Projectors Remote Control System Multi-Image programmer for Slide projectors Lecturn-with light, timer and sound Electric Wall screen Miscellaneous materials Installation AUDIO/VIDEO SYSTEM #3 - MISCELLANEOUS ITEMl QUANTITY ITEM PRICE 20. 2 Color television monitors (Library and Crime Prevention) 21. 1 Color television receiver (lounge) w/remote 22. 2 Video Cassette Recorders k" VMS w/remote 23. 1 Wall mount conference center Equal to Oravisual WC3000 24. 1 Wall mount conference center Detective conference equal to Oravisual WSC 6037 25. 2 Audio Cassette Players 26. 2 Headphones for audio cassettes 27. 1 Overhead projector w/cart 28. Miscellaneous material 29. Installation Total Material • Sales Tax Total Installation Total Bid Price Page 8 3.1 GENERAL The Carlsbad Safety Center Audio/Video Training System is composed of three elements: L 3.2 Briefing Room 3.3 Conference Center 3.4 Miscellaneous System These elements are described in operational terms to define the funtions that are to be performed. Bidders are encouraged to submit alternative configurations and hardware to provide the City with the broadest choices in selecting the system to be installed. Many technical specifications are not called out in order to provide a degree of felxibility of design and to avoid the exclusion of any potential qualified vendor. 3.2 BRIEFING ROOM This room is utilized on a 24 hour basis for the roll call and briefing of field personnel. The Audio/Video system for this room should be designed to accomodate the presentation of training programs for approximately 40 people. The primary emphasis in this area will be the playback of video recorded tapes, and the use of a chalkboard. There is also a platform or stage in this area. This system will con- sist of a ceiling mounted projection television which will be capable of projecting pre-recorded programs as well as computer images. This will be accomplished by the interface of a 'Video Recorder remotely located and RGB cable located in such a manner as to provide a convenient "plug in" of a computer terminal, The projection T,V, should be capable of remote control from a convenient location, A multi-track Chalk- board will be mounted in the wall between the Briefing Room and the A/V Room. A floor lecturn, with a timer, lamp and sound will be provided. A ceiling mounted electric screen with automatic enclosure and high quality viewing surface will also be installed. Audio from the projection T.V. shall be provided to accomodate the size of the room and should be either integrated with the existing speaker system or provided seperately. This room will also be used occassionally for "on the spot", projection of 16mm film and 35mm slide presentations. 3.3 CONFERENCE CENTER The Conference Center (Public Meeting Rooms) is composed of a large room which can be separated into three individual rooms via electrically operated movable walls. This area is specifically designed to provide for both departmental training programs and public meetings, as well as occassional City Council meetings, workshops, etc. This area is served by a rear screen projection room at one end. This allows for A/V presentations for the entire opened room or for the one closed room. Two electric wall screens have been provided for the other two rooms when closed off. These would serve "on the spot" A/V presentations. The requirements for this area are to provide multi media presentations via the rear screen projection room. This is to include projection television, VCR playback,/16mm Film projection, 35mm Slide presentation (dual, with multi-tmape capabilities)., and the ability to interface the T,V. for the plug in of a computer terminal. Remote control of these units from the outside of the rear projection room is desirable. An electrically operated wall mounted screen with high quality viewing surface will be mounted above the rear screen to allow for "on the spot" use, A floor lecturn with timer, light and sound will be used in this area, Audio from the projectors in the rear screen room should be interfaced with the existing sound system or should be provided separately, Page 9 3.4 MISCELLANEOUS SYSTEM This system is composed of equipment to be installed in other areas of the building to accomodate specialized needs. A color Television receiver with remote control has been specified for the lounge as a convenience feature. This unit should be ceil inn or wall mounted. A color Television Monitor and VHS Video Recorder has been specified for the Library to allow for personalized review of training tapes. This unit will be mounted on existing cabinetry. Two audio cassette recorders/players with headphones have been specified for the study carrels in the library. A wall mounted conference center with features equal to the Oravisual WC 3000 will be provided for the Chief's Conference room for staff conferences. An overhead transparency projector on a rolling cart has been specified to provide for "on the spot" presentations in any of the training areas. 3.5 INSTALLATION INFORMATION The contractor shall supply the necessary labor, cable, mounting brackets, connectors, jacks and other necessary materials to install all of the specified equipment. Each bidder is cautioned to examine the blueprints and facility to properly plan and cost the installation phase. Each bidder's proposal shall des- cribe the installation procedure and indicate the bidder's experience with installations of similar complexity. The installation, acceptance testing, and operation shall be to the satisfaction of the City. 3.6 IMPLEMENTATION PLAN Installation of equipment shall be well planned. A preliminary implemen- tation plan and schedule shall be submitted by each bidder. The successful bidder shall submit a detailed implementation plan not later than 30 days after the award of the contract. This plan should include equipment layouts, drawings, and detailed installation documentation. This plan will be reviewed by the City personnel and consulting staff. The implementation plan must be approved prior to system installation. 3.7 SYSTEM ACCEPTANCE TESTING . The vendor shall prepare and test all equipment and systems to the satis- faction of the City representative before the City will accept the system. In the event that problems are encountered during acceptance testing, those items failing to meet specifications should be noted as well as the corrective action taken. The City will accept the system only after all required corrections are made. Acceptance of the system shall not release the vendor from liability for faulty workmanship or defects that may appear after the final payment has been made. In addition to functional testing, all elements of the system shall be subject to a thorough visual inspection by City personnel or authorized designee. These inspections shall include, but not be limited to, the items listed below: General workmanship Neatness and cable routing Identification of cables and punch blocks Suitability of equipment mounting - Page 10 4. TECHNICAL SPECIFICATIONS 4.1 T.V. PROJECTION Each unit shall be capable of providing bright sharp images, be capable of projecting front or rear (reverse image), be capable of being mounted from ceiling, rack or cabinet and be able to project analog RGB signal. Each unit shall be capable of connection to external audio speakers should the units be mounted as rear screen systems. Each unit shall include remote control and be capable of projecting from a VCR source. 4.2 REAR SCREEN Ridqid translucent rear projection screen shall be sized by vendor to provide optimum viewing for size of room, equipment location and audience. Screen shall be select quality, clear float glass or acrylic plastic. Screen to be washable. Coating to be strong enough to retain most of glass shards if breakage occurs. Mounting: glazed with wood stops, metal stops, or supplied with factory supplied aluminum frame to be factory assembled for insertion as a unit into aperature. 4.3 VIDEO TAPE RECORDERS Recorders shall be commercial quality % inch VHS format and shall be priced with optional remote controls. 4.4 REMOTE CONTROL-REAR PROJECTION EQUIPMENT Control unit shall be capable of wireless (.Infra-red) or hardwire control of slide projectors, film projector, video recorder, projection T.V., lights and audio. 4.5 SLIDE PROJECTORS Slide projectors shall be capable of projecting 35mm slides and be capable of accepting connections to a multi-image processor for dissolves, fades, cuts etc. 4.6 16MM PROJECTOR , Projector shall be commercial quality, self-thrading^ and capable pf output of audio to external speakers. 4.7 ACCESSORIES AND HARDWARE All accessories and hardware shall be of quality materials and where applicable should meet or exceed standards of the Audio Video Industry, 4.8 MOUNTED CHALKBOARD The chalkboard for the briefing room shall be mounted in the wall and shall consist of multi-levels of sliding surfaces, 4.9 ELECTRIC SCREENS Electric screens shall be sized by the vendor to accpmpdate size of room and audience and shall be capable of producing sharp; bright images, 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 RESOLUTION NO. 8466 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, ACCEPTING A BID AND AUTHORIZING THE EXECUTION OF A PURCHASE ORDER FOR THE PURCHASE OF AN^AUDIO-VISUAL SYSTEM BE IT RESOLVED by the City Council of the City of Carlsbad, California, as follows: 1. That the bid of G.M.F. Sound, Inc., 1437 N. Manzanita, Orange, CA 92667, is hereby accepted and the Purchasing Officer is hereby authorized to execute a Purchase Order for the purchase of an auido-visual system in the amount of $74,572. PASSED, APPROVED AND ADOPTED at a regular meeting of the City Council on the 1st day of April _, 1986, by the following vote, to wit: AYES: Council Members Casler, Lewis, Kulchin, Chick and Pettine NOES: None ABSENT: None <LL • MARY H. C/ASLER, Mayor ATTEST: ALETHA L. RAUTENKRANZ, City Clerk (SEAL)