HomeMy WebLinkAbout1987-04-07; City Council; 8931; PURCHASE OF VIDEO, RECORDING, AND VOTING EQUIPMENT FOR THE REMODELED CITY COUNCIL CHAMBERS------a-----------
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RECOMMENDED ACTION:
PURCHASE OF VIDEO, RECORDING,
AND VOTING EQUIPMENT FOR THE
REMODELED CITY COUNCIL CHAMBERS. CITYATTY_,,_...-="
CITY MGR-aiL-
Staff recommends the City Council adopt Resolution No. 2Do/
awarding a bid for video equipment for: the remodeled City
Council Chambers and appropriating funds for the purchase
of video, recording, and voting equipment.
ITEM EXPLANATION:
The 1986-87 Capital Improvement budget includes $490,585 for the
remodeling of City Hall, City Council Chambers and modular office
units. The current contract for the remodeling of the City Council
Chambers includes required cabling, mounting brackets and motor
drive units with camera cradles to enable Daniels Cablevision to
televise City Council meetings utilizing remote control equipment.
These items were included in the bid package for the remodeling
contractor and are scheduled to be installed by the contractor
within the next thirty (30} to sixty (60} days.
Subsequently, it was learned that additional video equipment would
be required to operate the remote controlled system. This additional
equipment includes:
1. One (1) additional video camera unit
2. Three (3) camera lenses with focus control units
3. Two (2) pan and tilt control units.
Discussions with representatives of Daniels Cablevision resulted
in an agreement that the cable company would purchase the additional
camera unit (Item 1 above) at an approximate cost of $12,000 to
$15,000 and the City would purchase the lenses and contr9l units
(Items 2 and 3 above). All of the above equipment is required
to achieve the objective of replacing the floor-mounted television
cameras with accompanying operators with remote controlled ceiling-
mounted camera units.
In accordance with S.ection 3.28.120 of the c:arlsbad Municipal Code,
Notice to Bidders was published and Request for Bids for Items
2 and 3 above was made to four (4) vendors. Two (2) responses
were received, ope.ned, witnessed and recorded on March 11, 1987.
The lowest responsive bid that met the specifications for the video
equipment (Items 2 and 3 above) was submitted by Broadcast Mark~ti~g z , Associates, 4196 Cleveland Avenue, San Diego, California, 92103.
0 The amount of the bid for the purchase of the equipment was $10,195.90 § including tax and delivery. It is anticipated that the installation
C and fine tuning the system will be required at an estimated cost
-' of $3,000. 6 z ::,
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Page Two of Agenda Bill No. i° 9.3}
The City Clerk has requested that consideration be given to replacing
the existing recording equipment and voting system during the present
remodeling of the City Council Chambers. The existing recording
equipment and voting system are old and require increasingly frequent
and expensive maintenance by City Building Maintenance personnel
and outside vendors to keep the systems operational. Additionally,
the quality of recordings of Council and Commission meetings from
the existing recording equipment has gradually d~t~riorated resulting
in more difficult and time-consuming assembling of Minutes of the
meetings. The existing voting equipment in the City ·Council Chambers
experiences occasional failure and is inconsistent in its operational
reliability. Staff recommends taking advantage of the opportunity
of replacing these systems in conjunction with the current remodeling
of the City Council Chambers.
The cost of purchasing and installing a new voting system has been
quoted at $6,624.00 by the same vendor who supplied the voting
system for the Public Safety and Service Center. The cost of a
new recording system including installation has been quoted at
$2,640.00.
FISCAL IMPACT:
The project budget for the City Hall remodeling project including
the City Council Chambers and modular office units does not include
funding for the unforeseen purchase of additional video, recording
and voting system equipment. The total cost of these three (3)
items is $22,459.90.
Video equipment
-Installation and fine tuning system
Recording equipment
Voting system
TOTAL
$10,195.90
3,000.00
2,640.00
6 , 6 2 4.:.,Q_Q
$22,459.90
It is requested that a funds transfer in the amount of $22,459.90
from the unappropriated reserve of the Public Facilities Fee Fund
to the project account No. 320-820-1810-3227 be authorized to
enable the purchase and installation of the required video, recording
and voting system equipment.
EXHIBITS:
1. Resolution No. 90-0 I awarding bids for the purchase of
video equipment and appropriating funds for the acquisition
of video, recording and voting system equipment.
2. Tabulation of bids, Exhibit A.
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TABULATION OF BIDS
VENDOR
Broadcast Marketing Associates
4196 Cleveland Avenue
San Diego, CA 92103
Video Communications Corp.
702 Alveda
El Cajon, CA 92019
*Includes sales tax
EXHIBIT "A"
*COST
$ 10,195.90
10,382.70
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RESOLUTION NO. 9001
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD,
CALIFORNIA, ACCEPTING A BID, AUTHORIZING THE EXECUTION OF
A PURCHASE ORDER FOR THE PURCHASE OF VIDEO EQUIPMENT, AND
APPROPRIATING· FUNDS FOR THE PURCHASE OF VIDEO, RECORDING
AND VOTING SYSTEM EQUIPMENT.
Be it resolved by the City Council of the City of
Carlsbad, California, as follows:
1. That the bid of Broadcast Marketing Associates, 4196
Cleveland Avenue, San Diego, California, 92103, is hereby
accepted and the Purchasing Officer is hereby authorized to
execute a purchase order for the purchase of video equipment in
the amount of $10,195.90, including tax and delivery.
2. That a funds transfer in the amount of $22,459.90 is
hereby approved from the unappropriated reserve of the Public
Facilities Fee Fund to the City Hall Remodeling Project,
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account No. 320-820-1810-3227 to enable the purchase of
required video, recording and voting system equipment for said
project,
PASSED, APPROVED AND ADOPTED at a regular meeting of the
Carlsbad City Council held on the 7th day of April --------
1987 by the following vote, to wit:
AYES: Council Members Lewis, Pettine, Marnaux, and Larson
NOES:
ABSEl'iT:
None ~
Council Member Kulchi~~ £~
A TT EST: CLAUDE A. LEWIS, Mayo~
dJ&t4 /J.rfcw~
ALETHA L. RAUTENKRANZ, City Cl):;.k
(SEAL)
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