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Home My WebLink About5.E. Authorization to Seek Bids for an Automated Playback System 6'; E. City of Shakopee Memorandum CO~I~r~~T .\l~l/"'C<!~ ' \J ".~g.1ii TO: Mayor and City Council . Mark McNeill, City Administrator FROM: Kris Wilson, Assistant to the City Administrator SUBJECT: Authorization to Seek Bids for an Automated Playback System DATE: February 16,2006 Introduction: The Council is asked to authorize staff to seek competitive bids for the purchase of an automated playback system for the public and government access channels. The system is estimated to cost approximately $65,000. Background: The purchase of an automated, or digital, playback system is one of the Telecommunications Commission's highest priorities for 2006. Currently programming for the channels is done twice a day and requires traveling to the public access studio at the Community Center and the government access studio in the Council Chambersto load VHS tapes and DVDs. The current system significantly limits the hours of programming we can air without having staff on hand, especially over the weekend. The current system is time consuming for staff and prone to failure. Anew automated system will allow programming to be done once a week, and can be accessed remotely through the Internet, thereby allowing staff to make any needed changes from their desk, or from home. Budget Impact: The 2006 Telecommunications Fund budget includes $45,000 for this purchase. Since the budget was adopted, staff has conducted additional research into the cost of this type of system, leading to the belief that this purchase will cost closer to $65,000. This new estimate has been shared with the Telecommunications Advisory Commission and they have identified a list of planned expenditures that could be deferred to 2007 in order to cover the additional cost of an automated playback system. Recommendation: The Telecommunications Commission recommends that the City seek bids for the purchase of an automated playback system for the public and government access channels. Action Requested: If it concurs, the City Council is asked to offer and adopt a motion to authorize staff to seek competitive bids for an automated playback system for the public and government access channels. Invitation to Bid City of Shakopee Channel Automation System for Public and Government Access Channels Scope of Bid The City of Shakopee is seeking bids from qualified firms to provide equipment, installation, training and service for a new channel automation system. Introduction: The channel automation system will serve two channels, which are housed at different locations: Shakopee Government Access / Channel 16 Shakopee City Hall 129 South Holmes Street Shakopee, MN 55379 Shakopee Public Access / Channel 15 Shakopee Community Center 1255 South Fuller St. Shakopee, MN 55379 ~. Specifications: This system must be able to control two separate channels (Public & Government access) housed in separate locations. Using video servers as storage, this system must be able to schedule MPEG-2 encoding from existing decks, it must also be able to capture MPEG-2 of Live programming (Ex. City Council Meeting).W e desire to consolidate the management and automation of our operations into a single system where we are never asked to enter the same information twice. Weare looking for a system that has its own internal character generation abilities that does not require the purchase of separate character generator software or hardware. The system must allow for remote web-based access which will permit staff to post emergency alerts when away from the office and control playback and character generators from any location with web access. Software must allow staff to plan and build a schedule for shows on at least a weekly basis, control existing decks using existing Leightronix Mini- T-Net IR controller andthe system must contain an option for closed captioning. Notes: Part of each system will be connected to an uninterruptible power supply. We are planning to use existing equipment: (2) JVC HR-S3902U SVHS decks, (2) Panasonic DVD- S47 DVD decks, monitors, Leightronix Mini-T-Net, Modulators from Time Warner and existing Winsted racks. The existing racks have the following dimensions: Community Center Rack; V8601 - 70" Standard Vertical Rack Cabinet, 26" deep with a vented top and open base for cooling. Overall size: 78-1I4"H x 22-9/16"W x 28"D. City Hall Rack; V8632 - 56" Standard Vertical Rack Cabinet, 26" deep with side vents for cooling. Overall size: 63"H x 22-9116"W x 28"D. Please note in bid if proposed system would not fit in these racks. An informational meeting to answer questions regarding this invitation to bid will be held on March 7 at 10:00 am at Shako pee City HalL Interested bidders planning to attend are asked to RSVP by calling John Peterson at (952) 233 - 9310. Submission Procedures: 1. Bids must be submitted with the following information: A. Completed Bid Form outlining itemized costs for each component, as well as shipping and handling, installation and taxes. B. Extended warranty options, software updates, service and troubleshooting agreement and cost of extended customer service. C. List of any needs/requests you will have from City staff (Telecommunications Coordinator and IT) and Time Warner (current cable provider). D. System Details: Operating System, Specs, Network Card, Processor, Brand Name and does the server have to be on Workgroup or Joint to the Shakopee Domain E. A list of items needing IP. addresses and how many IP addresses will be needed. F. A list and description of comparable projects completed by your firm in the past two (2) years. G. The names and current contact information for three (3) references. 2. Bid pricing must be valid through June I, 2006. 3. Bids must be received by and will be opened on Tuesday,. March 14 at 10:00 a.m. at Shakopee City Hall, 129 Holmes St. S. 4. Sealed bids mustbe submitted to Judith Cox, City Clerk, City of Shakopee, 129 Holmes S1. S., Shakopee,MN 55379. The following information must be clearly printed on the outside of the envelope: BID for Shakopee Digital Playback System. 5. All information included in the submitted proposal will be classified in accordance with Minnesota statutes governing data practices. 6. The city reserves the right to reject any or all bids, to waive any defects, informalities or technicalities in bidding, and to determine whether a bid is responsive or non-responsive. The City Council further reserves the right to make a bid award to the lowest and most responsible bidder deemedto be in the City's best interest as determined solely by the City Council. Bid Form for Shakopee Channel Automation System Please submit your bid onthisfonn. Attach additional information as necessary. Quanity Component Brand/Model Unit Price Total Price 2 480GB MPEG-2 Server with encoding and closed captioning ability 1 16x16 Composite Video + Stereo Audio Routing Switcher 1 2xl0A inch LCD Monitor 2 (Mini) DV Play/Record Decks 1 KVM Rack Mount Monitor 15" (+ Additional Cost for 17") (+ ) (+ ) 2 Dual-Channel Multi-Function DSP System Processors 1 Live Web Streaming Server Additional Components Necessaryfor Overation of Provosed System Rack Components & Accessories . 1 Winsted Blank Panels . 1 Winsted Shelves 1 .. Winsted Power Supply Strips 1 WinstedAnti- Tip Pedestal Extension 1 Winsted Rack-Mount Keyboard Tray Subtotal MNSales Tax (6.5%) Shipping Installation (Labor & Materials) Training TOTAL BID *Bid prices must be valid through June 1, 2006. The City reserves the right to subtract individual components or purchase multiple items at the unit price provided.