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Home My WebLink About4.F.6. Council Chamber Equipment Upgrade Consent Business 4. F. 6. SHAKOPEE TO: Mayor and City Council Mark McNeill, City Administrator FROM: John Peterson, Telecommunications Coordinator DATE: 02/19/2013 SUBJECT: Council Chamber Equipment Upgrade (E) Action Sought The City Council is asked to consider a recommendation from the Telecommunications Advisory Commission to proceed with the purchase and installation of new presentation equipment for the Council Chambers. Background The TAC is recommending that the City proceed with replacement of numerous aging components of the presentation system in the Council Chambers. The proposed project includes: • new and additional monitors on the dais; • a new L- shaped podium; • a new ceiling- mounted document camera that can better handle large maps; • a new touch screen control on the podium; • a new ceiling - mounted projector and screen for displaying presentations. Research for the proposed project began simply because the current equipment was reaching the end of its expected lifespan (most items are 10 years old). However, in recent months, the projector has failed completely and the audio recorder is malfunctioning, making this project more of a necessity. The one component that the TAC considered but is not recommending at this time is the addition of a video conferencing system. The video conferencing solutions considered cost more than $20,000 and have not been proven to work in a setting where the meeting is also being televised. The consensus of the Commission was that this was a lot of money to spend on a system that would be used only occasionally and is not guaranteed to work in our environment. However, the project as proposed would in no way limit the addition of a video conferencing system at a later date, if the need for one increases or suitable options are discovered. Recommendation The Telecommunications Advisory Commission recommends that the City proceed with the project as quoted by Alpha Video and Link Lumber. Budget Impact The City's PEG fund, which is restricted to capital equipment purchases related to the operation of the Government and Educational Access Channels, has a current balance of $57,988. The TAC has been planning for the purchase of some presentation equipment this year, however, there is not enough money to fund the entire project, particularly given other PEG related needs that are coming up. Furthermore, the presentation system is needed for City operations and meetings well beyond the benefit to the Government Access Channel. Therefore, a split between the PEG Fund and the City's General Government Buildings Fund is recommended. The Commission is recommending the following split of the project: From the PEG Fund: [Dais Displays $9,000 {Dais Updates (monitor cutouts and rework existing desk) $5,325 Document C amera and Microphones $6,455 i Projector, Screen, and Mount $7,520 TOTAL (before tax & shipping) 1$28,300 From the Building Fund: Audio Recording $1,335 Presentation Switcher & Control System $28,650 Podium Update ( "L" shaped podium, complete rebuild) $3,400 TOTAL (before tax & shipping) 1$33,385 The project will also need to include some electrical work, which would need to be paid for out of the Building Fund as well. Relationship to Vision This item contributes to Goal E: Deliver effective and efficient public services by a staff of well- trained, caring and professional employees. Requested Action If the Council concurs, it should move to approve the recommendation from the Telecommunications Advisory Commission to proceed with purchase of the quoted equipment from Alpha Video and carpentry work from Link Lumber at a total project cost not to exceed $70,000, with $28,300 coming from the PEG fund and the remainder from the City's General Government Buildings Fund. Attachments: Alpha Video Quote SHAKOPE E City of Shakopee 2013 Council Chambers Update Scope of Work AAAQ20197 -02 AAAQ23019 2/5/2013 IL the visual communications experts Alpha Video & Audio, Inc. 7711 Computer Avenue Edina, MN 55435 952.896.9898 / 800 - 388 -0008 www.alphavideo.com 1 ,' ',: " - ar - AW Introduction Alpha Video and Audio Inc. is pleased to present this proposal for the update of the city council chamber audiovisual systems. This statement of work document outlines the equipment and services that Alpha Video will deliver and the responsibilities of City of Shakopee for a successful implementation. Audio Recording at Dais Alpha Video will provide and install a professional quality USB MP3 recorder in place of the existing cassette recorder. The unit can be fitted with a latching footswitch to start /stop the recording function if desired. The unit will record MP3 files onto a removable SD memory card and the file may then be imported into Winscribe for transcription. HD Displays for Dais Alpha Video will provide and install (11) 21.5" diagonal, HD- capable monitors at the dais (one for each seat). These displays will be driven via HDMI signal from a HDMI distribution amplifier secured under the desktop of the dais. Cabling will be dressed neatly along the underside and will penetrate the desktop through pre- existing holes where practical. Power cabling for the monitors will be routed to the bottom of the desktop as well. An electrician contracted by the City will be required to install outlets at strategic locations in order to keep the system as neat as possible. HD Projector, Screen & Mount Alpha Video will provide and install a new, matte - finish, 16:10 format projection screen where the existing screen is. Operation for the screen will remain the same as the existing unit (Up- Stop- Down). The existing projector system will be replaced with an HD capable projector, further clearing the path for eventual full -HD in the video production & presentation systems for the council chambers. The existing mount will be replaced by a new above - the - ceiling enclosure system. This enclosure will house the HD reception /conversion hardware necessary. Podium, Document Camera & Microphone Alpha Video will provide and install the following new equipment into the client - provided presenter's podium. The new podium will contain rack space necessary for the transmission /conversion /control equipment necessary for the equipment within For more information, please contact: LPF 1 `1 _ 1 p. 952 - 896.9898 ! 1 -800- 388 -0008 L��."^ , J e-mail: info @elphavideo.com the visual communications experts www.alphavideo.com MINI111111111111111111111111111.11111111111111111.11111WAIIIIIIII 2 Air the podium. Two new 18 " gooseneck microphones will also be fitted to the podium to allow for better quality audio capture /reinforcement from the presenter. Presentation Switcher & Control System Alpha Video will provide, install and program a HD- capable presentation switcher for the equipment at the podium. Connectivity at the podium will include (3) HDMI and (3) VGA +Audio inputs, providing a clean upgrade path to HD equipment. The presentation switcher will be controlled via 8" handheld Crestron controllers (one located at the podium, the other in the control room). All inputs will be able to be previewed and sent to the program feed in the Broadcast Pix switcher as SD sources. Eventual change to HD will simply require removal of some HD /SD conversion equipment that will need to be installed at this time to be backwards compatible with the existing cable feed and archiving system. Optional 80" Display Alpha Video will, as an option, provide an 80" LCD display mounted on the wall rather than the projection screen and projector described above. This option would remove the projection screen, projector and ceiling mount /enclosure. This option is provided on a separate quote. 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. For more information, please contact LPH / � E p, 952 - 896-9898 ! 1- 800 - 388 -0008 J e -mail: info@alphavideo.com the visual communications experts www.aiphavideo,com 3 eitininfr irA 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. • 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) 2008 specifications. • All cabling in conduit will comply with the conduit fill specifications in NFPA 70 (National Electric Code) 2008. • 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. For more information, please contact: LPH A 'IDE ""ti p.952- 896 - 9898!1- 800 - 388 -0008 -1 L. e-mail: info @alphavideo.com the visual communications experts www.alphavideo.com 4 A ar Installer Testing and Adiustments • 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 four 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 City of Shakopee upon receipt of final payment for this project. Project Management Alpha Video will appoint a project manager that will be the main point of contact for 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. For more information, please contact: LPI -I /� E p. 952 -896-9898 ! 1- 800 - 388 -0008 - e-mail: info@alphavideo.com t 1/ he visual communications experts www.atphavideo.com 5 4:* 1/111■11/11=11111111111111111111111111=1111111111111101111111111■11111111101/11111■1111■1 Ari 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 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. 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 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 City of Shakopee. For more information, please contact: LPF 1' p p. 952- 896 -9898 ! 1- 800 -388 -0008 1"'"'I / e -mail: info @alphavideo.com the visual communications experts www.alphavideo.com 6 offy_ 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 • Access to existing Crestron control files (uncompiled, unlocked) • Clear conduit or cable trough path from control room to new podium position. Client Sign -Off As an appointed representative of 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: For more information, please contact: LPI -I /\Dr p. 952 -896 - 9898!1- 800- 388 -0008 '�"' \ L:» e-mail: info @alphavideo.com the visual communications experts www.atphavideo.com A lik .LP1 -/VIDE Quotation 1 the visual communications experts 7711 Computer Ave, Edina MN 55435 02/06/13 AAAQ20197 02 Phone: 952 -896 -9898 - Fax 952 -896 -9899 - Visit us at www.alphavideo.com We are an equal opportunity employer Prepared For: - ' Sales Representative: John Peterson Phone: (952)233 - 9310 Mike Pouh City of Shakopee Fax: (952)233 -3801 Sales Executive 129 South Homes Street Shakopee, MN N 55379 Terms: NET 30 952 - 841 -3365 Ship via: Best Way mike.pouh @alphavideo.com ID # Item ' ' .�QOscrlpt � , Qty Unit Price Ext.:Price AUDIO RECORDING 1 DN - F450R DENON HALF - SPACE, RACK -MOUNT USB MP3 RECORDER 1 $465.00 $465.00 2 FSC - 501 HOSA TECHNOLOGY LATCHING FOOTSWITCH 1 $20.00 $20.00 3 INTEGRATION LABOR Alpha Video Integration Labor 1 $765.00 $765.00 4 MATERIALS Alpha Video Integration Materials 1 $85.00 $85.00 SubTotal $1,335.00 DAIS DISPLAYS 5 E2213H DELL 21.5" HDMI MONITOR 11 $145.00 $1,595.00 6 FSB018BLK CHIEF SMALL FLAT PANEL TABLE STAND 11 $160.00 $1,760.00 7 AT HD - V116 ATLONA 16 PORT HDMI SPLITTER/VIDEO AMPLIFIER 1 $765.00 $765.00 8 40931 CTG 360 ROTATING HDMI FEMALE TO DVI -D MALE ADAPTER 14 $10.00 $140.00 9 41223 CABLES TO GO, 25' PRO SERIES HDMI CABLE 14 $60.00 $840.00 10 INTEGRATION LABOR Alpha Video Integration Labor 1 $3,635.00 $3,635.00 11 MATERIALS Alpha Video Integration Materials 1 $265.00 $265.00 SubTotal $9,000.00 PROJECTOR, SCREEN & MOUNT 12 102350QL DRAPER 123" DIAGONAL 16:10 MATT WHITE PROJECTION 1 $2,190.00 $2,190.00 SCREEN 13 PT DW530U PAN 4000 LUMEN DLP WXGA PROJECTOR 1 $2,165.00 $2,165.00 14 RPAUS CHIEF UNIVERSAL RPA SILVER 1 $130.00 $130.00 15 CB -22P FSR CEILING BOX 1 $540.00 $540.00 16 INTEGRATION LABOR Alpha Video Integration Labor 1 $2,220.00 $2,220.00 17 MATERIALS Alpha Video Integration Materials 1 $275.00 $275.00 SubTotal $7,520.00 CRESTRON PRESENTATION SWITCHER & CONTROL SYSTEM 18 SRW208P - K9 - NA CISCO SB POE SWITCH 1 $260.00 $260.00 02/06/13 CONFIDENTIAL Page 1 of 3 Page 2of 3 Lpi.l .7 L J L w.. Quotation lk the visual communications experts - : Date:. Quoty 7711 Computer Ave, Edina MN 55435 02/06/13 AAAQ20197 02 Phone: 952 -896 -9898 - Fax 952 -896 -9899 - Visit us at www.alphavideo.com We are an equal opportunity employer ID # , It i.,t leecne g , . µ __ Qty Unit Price Ext. Pr 19 CEN- WAP- ABG -CM CRESTRON CEILING MOUNT WIRELESS ACCESS POINT 1 $220.00 $220.00 20 TPMC -8X -DS CRESTRON DESKTOP DOCKING STATION FOR TPMC -8X 2 $280.00 $560.00 21 TPMC -8X -GA CRESTRON 8.4IN WIRELESS TOUCH PANEL 2 $2,120.00 $4,240.00 22 DM -MD8X8 CRESTRON DM MIDPOINT 1 $2,395.00 $2,395.00 23 DMC -CAT CRESTRON DIGITAL MEDIA CAT INPUT CARD FOR DM 4 $615.00 $2,460.00 SWITCHERS 24 DMCO -50 CRESTRON OUTPUT CARD 1 $725.00 $725.00 25 DMCO -53 CRESTRON OUTPUT CARD 1 $1,115.00 $1,115.00 26 DM -TX- 200- C- 2G -W -T CRESTRON WALL PLATE DM /TRANSMITTER 200 1 $780.00 $780.00 27 DM -TX -201 -C CRESTRON DM TRANSMITTER 4 $725.00 $2,900.00 28 DM -RMC- SCALER -C CRESTRON ROOM CONTROLLER AND DM RECEIVER WITH 5 $780.00 $3,900.00 SCALER 29 DM- CBL- 8G- P -SP500 CRESTRON DIGITAL MEDIA 8G CABLE 500 FT SPOOL 2 $335.00 $670.00 30 DM -8G -CONN -100 CRESTRON DIGITAL MEDIA 100 PACK CONNECTORS 1 $275.00 $275.00 31 GTV- HDMI- 2- COMPSVI GEFEN CONVERTER 2 $205.00 $410.00 DS 32 INTEGRATION LABOR Alpha Video Integration Labor 1 $7,420.00 $7,420.00 33 MATERIALS Alpha Video Integration Materials 1 $320.00 $320.00 SubTotal $28,650.00 PODIUM, DOCUMENT CAMERA & MICROPHONES 34 E2213H DELL 21.5' HDMI MONITOR 2 $145.00 $290.00 35 FSB018BLK CHIEF SMALL FLAT PANEL TABLE STAND 2 $160.00 $320.00 36 EYE -10 WOLFVISION DOCUMENT CAMERA 1 $2,445.00 $2,445.00 37 EYE -KIT WOLFVISION CEILING MOUNT KIT 1 $180.00 $180.00 38 MX418D /C SHURE 18 INCH GOOSENECK W /DESKTOP BASE 3 $210.00 $630.00 39 EZ -MX4L RDL STEREO LINE -LEVEL AUDIO MIXER 1 $130.00 $130.00 40 INTEGRATION LABOR Alpha Video Integration Labor 1 $2,245.00 $2,245.00 41 MATERIALS Alpha Video Integration Materials 1 $215.00 $215.00 SubTotal $6,455.00 42 SMA Alpha Video Service Maintenance Agreeement 1 $3,200.00 $3,200.00 02/06/13 CONFIDENTIAL Page 2 of 3 Page 3 of 3 AALPHAVIDEO Quotation A—Athe visual communications experts Date Quote # Cust # 7711 Computer Ave, Edina MN 55435 02/06/13 AAAQ20197 02 Phone: 952 -896 -9898 - Fax 952 -896 -9899 - Visit us at www.alphavideo.com We are an equal opportunity employer PF .a , IY7iti •t+Yt?.l:f�'i�YiTi Uiw y1rL. :YG._` ;' 3: r Sub Total $56,160.00 Sales Tax $0.00 Shipping $0.00 Total $56,160.00 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. 02/06/13 CONFIDENTIAL Page 3 of 3 z ., A .. LPHA Quotation the visual communications experts [ r a . `' i 7711 Computer Ave, Edina MN 55435 02/06/13 AAAQ23019 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 Mike Pouh City of Shakopee Fax: (952)233 -3801 Sales Executive 129 South Holmes Street Shakopee, MN 55379 Terms: NET 30 952 - 841 - 3365 Ship via: Best Way mike.pouh @alphavideo.com 80" WALL MOUNTED DISPLAY (OPTION) 1 PN -E802 SHARP 80" PRO LED MONITOR 1 $8,995.00 $8,995.00 2 XSMU CHIEF MOUNT ASSEMBLY 1 $165.00 $165.00 3 INTEGRATION LABOR Alpha Video Integration Labor 1 $635.00 $635.00 4 MATERIALS Alpha Video Integration Materials 1 $160.00 $160.00 Shipping charges are not included and will be billed at actual cost. Sub Total $9,955.00 Sales tax is not included and will be billed at actual. Sales Tax $0.00 Shipping $0.00 Total $9,955.00 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. 02/06/13 CONFIDENTIAL Page 1 of 1