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HomeMy WebLinkAbout1987-04-07; City Council; 8931; PURCHASE OF VIDEO, RECORDING, AND VOTING EQUIPMENT FOR THE REMODELED CITY COUNCIL CHAMBERS------a----------- .. 0 LIJ ~ a. a. c::( crw.oF CARLSBAD -AGENr.t\BILL r--------~ AB# IC/31 IJ.I.L.E; MTG. '4/.7,/87 , DEPT. PCll 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 ::, 0 u ,, 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. ., •· -, I i i l l J 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 l 2 3 4 5 6 7 8 ·l ') 9 ' ,, 10 ~ 11 :1 12 ,I I ,,' } 13 I 14 15 16 I I 17· 18 19, 20 21 22 23 24 25 26 27 28 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, I II Ill I II Ill Ill .'II Ill Ill Ill I II Ill I II l 2 3 ◊ 4 5 6 7 8 9 10 11 12 13 14 15 15 17 18 lS·~: 20 21 22 23 24 25 26 27 28 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) ....