HomeMy WebLinkAbout4.F.3. Government Access Upgrade 1.11111 Consent Business 4. F. 3.
SHAKOPEE
TO: Mayor and City Council
FROM: John Peterson, Telecommunications Coordinator
DATE: 10/06/2015
SUBJECT: Government Access Upgrade (F)
Action Sought
The City Council is asked to approve the purchase of equipment and services from
Alpha Video at a cost not to exceed $30,000.
Background
The City of Shakopee operates a Government Access Channel that provides live
coverage and replay of all City Council, board, and commission meetings. One
piece of equipment that supports the recording of these meetings is called a
Broadcast Pix system. Our Broadcast Pix setup includes two main pieces: 1. The
Computer (acts as the brains of the whole system) and 2. The switcher board that
controls which cameras and graphics are seen by viewers at any given moment. The
City's existing Broadcast Pix system is five years old and some components are in
need of replacement.
The computer component of the Broadcast Pix is the primary piece needing
replacement. Several repairs have already been completed, however, the system
continues to struggle during normal operation. Often the computer freezes not
allowing staff to use overlay graphics or switch between cameras. This then requires
staff to reboot the system during a live meeting which can take several minutes to
recover. This severely impacts the quality of video we are providing.
Secondly, the project would enhance production quality by adding high definition
(HD) cards to the City's existing cameras. While the City would
continue cablecasting in standard definition (SD) by down converting the signal
from HD to SD, this would allow for the City's online content to be provided in HD.
Lastly, the project would get the system back under warranty. Moving forward the
Broadcast PIx system will have an initial 2-year warranty including any software
updates. After that staff will look to purchase 1-year warranty terms to keep the
hardware and software in top condition.
Budget
Broadcast Pix has two Minnesota vendors, however only Alpha Video responded to
the City's request for quotes. Their complete quote, which has a total price of
$29,035, is attached.
Funding for this purchase would come from the Public, Education, and Government
(PEG) Access Fund, which has a current balance of$84,500. This fund can only be
used to support purchases of capital equipment for PEG operations.
Requested Action
The City Council is asked to approve purchase of equipment and services from
Alpha Video at a cost not to exceed $30,000.
Attachments: Alpha Video Quote
SHAKOPEE
PRODUCTION Prepared for:
SWITCHER CITY OF SHAKOPEE
REPLACEMENT Presented by:
Account Manager: Mike Pouh
DATE: August 14th, 2015 Project Engineer: Brian Mathison
Walphavideo
7711 Computer Ave. 952.896.9898 info@alpha video.com
Edina, MN 55435 800.388.0008 www.alphavideo.com
Introduction
Alpha Video and Audio Inc. is pleased to present this proposal for the upgrade of the
production switcher in the council chambers at the City of Shakopee. This statement of work
document outlines the equipment and services that Alpha Video will deliver and the
responsibilities of the City of Shakopee for a successful implementation.
Switcher Upgrade
Alpha Video will provide and install a new Broadcast Pix Mica to replace the existing
Broadcast Pix Slate system. The existing Slate system will be returned to Broadcast Pix as
part of an upgrade discount. The new switcher will be HD and feature 8 HD/SD-SDI inputs
and 6 outputs. The existing switcher panel will be re-used in the system. The existing
cameras will be outfitted with new output cards featuring an HD-SDI output. This proposal
assumes the existing cabling is capable of transporting HD signals. An existing HDMI output
of the Creston DM system will be converted to SDI and will connect to the Broadcast Pix.
The program output of the Broadcast Pix will be converted to composite video to meet the
SD analog needs of existing playout and capture equipment.
Alpha Video will provide up to four hours of configuration services for the new Broadcast Pix
Mica system. Additional configuration/commissioning services can be provided including
manufacturer training for an additional fee.
Additional Installation Information or Requirements
This proposal assumes that all existing equipment required for the functionality of the system
is in proper operating condition and without defect. If any of the required existing equipment
is not in proper operating condition, a change order may be required for the functionality
outlined in this proposal. This proposal also assumes that work can be carried out
continuously throughout the day with limited to no interruptions. If daily interruptions do occur
during on site work, change orders may be required based on installation inefficiencies
related to these interruptions.
Standards of Integration
General
• System and components will be installed in a neat and professional manner.
• All equipment will be new and blemish free unless otherwise noted in this
document.
• Any above ceiling components shall be installed with trim rings and/or grommets
when necessary.
• All rack equipment will be installed using proper manufacture supplied mounting
hardware.
• All rack blank spaces will be filled with either a blank or vent panel depending on
need.
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• All racks will have proper ventilation to prevent heat buildup and increase
equipment life expectance.
Wiring and Cables
• All rack cabling will be bundled neatly with cable ties or hook& loop depending
on requirements.
• Low and high voltage cabling will be separated in according with NFPA 70
(National Electric Code) 2014 specifications.
• All cabling in conduit will comply with the conduit fill specifications in NFPA 70
(National Electric Code) 2014.
• Proper strain relief at connections and joints will be used.
• Sufficient service loops shall be provided for all above ceiling elements, above
racks, in racks or in cable trays so that components may be minimally moved or
serviced without cable strain.
• All connectors are sized to fit the specific cabling and are installed in accordance
with manufacture specifications.
• All permanently installed cabling will be labeled with permanent CAD generated
labels.
Installer Testing and Adjustments
• Proper grounding will be verified on all equipment.
• Video displays shall be properly aligned and free from distortion.
• Cabling and loudspeakers shall be tested for proper polarity.
• Audio shall be free of distortion, hums, buzzes or pops.
• Loudspeaker systems shall be tested and equalized to provide uniform frequency
response.
• Control system program shall be tested for proper system operation and shall be
free of glitches. Any issues will be brought to the attention of the programmer for
correction.
Training
Alpha Video will provide up to two hours of system training to no more than three key users
on basic system operation and troubleshooting. The training will be provided once the
system is fully functional and will be continuous during one day unless otherwise noted
above.
Documentation
Alpha Video will provide shop drawings that reflect the final system design. Upon project
completion, a full set of"D" size as-built drawings will be provided, which will include
components of the video, audio and control systems and any architectural documentation
used during the installation. Those drawings will become property of the City of Shakopee
upon receipt of final payment for this project.
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Project Management
Alpha Video will appoint a project manager that will be the main point of contact for the City
of Shakopee regarding this project. The project manager will manage the installation
timeline and coordinate work with any additional trades involved in this installation.
Installation can only begin when the project manager has been notified that construction
progress has reached a point that electronic equipment can be installed in a secure and
clean job site.
Change Requests
When the scope of work is agreed upon, any changes to that scope must be requested as a
change order. Change requests shall be submitted in written form so that both parties fully
understand the request. Any costs resulting from change orders shall be the responsibility of
the City of Shakopee.
System Warranty and Support
Alpha Video offers a standard 90-day warranty on all systems installations. During the 90
days, Alpha Video will facilitate system service, phone support or repair at no charge for
labor, travel, and/or shipping on any Alpha Video installed system or component. All system
hardware is covered under the terms and conditions of each manufacturer's warranty. Alpha
Video, at its option, may repair or replace any product or part of the products, which proves
defective because of failure, under normal use, for the length of the 90-day warranty period.
An optional extension for a full 1-year support agreement is available for purchase during the
90 day warranty period.
Phone support is available Monday through Friday during regular business hours of 8:00
a.m. to 5:00 p.m. Alpha Video's office number is 952-896-9898. Calls will be returned within
a four-hour period. If the issue cannot be rectified over the phone a technician will be on site
within 24—48 hours. Alpha Video will not be open on various holidays that occur during a
Monday- Friday work week. The City of Shakopee agrees that prompt and full access to the
system will be granted to Alpha Video at any time Alpha Video is on-site to service the
system.
Products not provided by Alpha Video but included in this installation will not be covered by
this warranty. Alpha Video is not responsible for any failure of equipment that is connected to
or caused by Client furnished equipment. The warranty coverage will commence on date the
Certificate of Completion form is signed by both Alpha Video and the City of Shakopee.
Service issues after the 90-day period will be handled as time, materials and travel, plus fees
associated with such work unless a warranty extension has been purchased. This warranty
does not cover system misuse, reconfiguration or negligence on the part of the City of
Shakopee.
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Client Responsibilities
This statement of work indicates the responsibilities of Alpha Video and Audio Inc. As in any
system installation, this project contains a number of customer responsibilities. They include,
but are not limited to:
• Any High Voltage AC necessary
• Any necessary conduits, back boxes, or structural supports for mounted
equipment
• One key point of contact for control system design verification
• Owner furnished equipment described above (PC, PC monitor, laptops, etc.)
• Provide access to the job site during normal business hours (7am to 5pm M-F)
• Coordination with Client staff for training times
• Disposal of existing equipment, cabling, and racks
Client Sign-Off
As an appointed representative of the City of Shakopee, I hereby agree with and approve the
above statement of work including all outlined Client Responsibilities. A purchase order for
this project, in verbal or written form indicates acceptance of this statement of work.
Date:
Company:
Name:
Signature:
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aIphavideo Quotation
7690 Golden Triangle Drive, Eden Prairie, MN 55344 08/14/15 AAA032080-01 N/A
Phone: 952-896-9898-Fax 952-896-9899•-Visit us at www.alphavideo.com We are an equal opportunity employer
John Peterson Phone: (952)233-9310 Brian Mathison
City of Shakopee Fax: (952)233-3801 Integration Specialist
129 South Holmes Street
Shakopee, MN 55379 Terms: NET 30 651-503-6143
USA Ship via: Best Way
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Switcher Upgrade
1 940 Broadcast Pix Slate to Mica Upgrade 1 $13,150.00 $13,150.00
2 241 Broadcast Pix Racking Rails 1 $175.00 $175.00
3 BRBKHSD2 Sony HD-SDI Output Card for BRCZ330 Camera 6 $1,465.00 $8,790.00
4 V2Analog AJA HD/SD-SDI to Analog Converter 1 $285.00 $285.00
5 HA5 AJA HDMI to SD/HD-SDI Video and Audio Converter 1 $285.00 $285.00
SubTotal $22,685.00
Integration
6 Installation Labor 1 $2,955.00 $2,955.00
7 Installation Materials 1 $1,000.00 $1,000.00
SubTotal $3,955.00
Broadcast Pix Support
Will provide 2yrs of Warranty and Software updates on the
Mica and the 1000 panel
8 642 Broadcast Pix Mica Extended Warranty&Software Update-1 More 1 $1,795.00 $1,795.00
Year
9 Reinstatement Fee Broadcast Pix Reinstatement Fee for the 1000 Panel 1 $600.00 $600.00
Shipping charges are not included and will be billed at actual cost. Sub Total $29,035.00
Sales tax is not included and will be billed at actual. Sales Tax $0.00
A 3% convenience will be added for credit card payments.
Shipping in $0.00
Total $29,035.00
Accepted by: Date: PO:
All information contained within this quote is valid for the next 30 days. Thereafter, all prices and applicable charges are subject to change.
MINIMUM 15% RESTOCKING FEE WITH ORIGINAL PACKAGING.
08/14/15 CONFIDENTIAL Page 1 of 1