HomeMy WebLinkAboutItem #07 Approval to Transfer Budget Between Accounts in Order to Implement Needed Equipment PUrchases and Installation Services to Upgrade the City Commission Chambers Audiovisual Systemflorida
AGENDA ITEM COVER SHEET
Meeting Date: October 7, 2014
Item #
Reviewed By:
Contact Name: Al Butler, Support Services Department Director:
Contact Number: 407 - 905 -3100, ext. 1543 City Manager:
Subject: Authorization to transfer budget between accounts in order to impl ent needed equipment
purchases and installation services to upgrade the City Co mmission Chambers audiovisual system.
Background Summary:
Staff presented Agenda Item 12 for consideration at the September 16, 2014 City Commission meeting
to move budget authority from one operating account to another in order to accomplish certain
procurements. Two of those procurements related to replacing or supplementing audiovisual equipment
in the City Hall Commission Chambers and in the Community Center. Those recommendations were
subsequently removed from the agenda item by substituting a request to put part of the transferred funds
into the Community Center Replacement capital project account. This change was the result of suppliers
and contractors not being able to provide the AV equipment and complete its installation before the end
of the fiscal year on September 30, 2014.
Since that time, staff has determined the ELMO document camera on the podium has lost its internal
illumination capability and the overhead projector can no longer be managed using the remote control.
The projector also lacks sufficient power to provide the desired level of color intensity. Rather than
merely replace these two items, staff wants to re- instate the AV Reconstruction Project proposed in the
original wording of Agenda Item 12 from the earlier City Commission meeting.
Issue:
Staff seeks City Commission authority to create an Audiovisual Reconstruction capital project and
transfer up to $15,000 from Account No. 001 - 516 -00 -6405 and up to $15,000 from Account No. 001 -516-
00 -5235 for a total project budget of up to $30,000.
Recommendations
Staff recommends that the City Commission authorize the creation of a new Audiovisual Reconstruction
capital project and transfer funds from other accounts to the new project, which will undertake the
following work:
The purchase of materials and services related to replacing and augmenting audiovisual
equipment in the City Commission Chambers that would greatly improve the ability for
attendees and remote viewers using the website and cable television broadcasts to see and
hear presentations made during official meetings and other events. In addition, the new
installation will be designed to overcome the present complexity of control required to operate
the system, much of which dates back to the building's construction. This project would
replace the staff and public podium equipment and other components associated with
producing and transmitting sound and visual programming, including input signal distribution
and video streaming equipment in the control booth. It would also replace the four small
monitors built into the dais with a large- format monitor located at an angle on the side wall of
the chambers for easier viewing by the Mayor, City Commissioners, and other persons at the
dais. To the maximum extent feasible, the resulting installation would be designed to be
transportable to any future City Hall location.
2. To extend the video streaming capabilities to the Community Center for its use as a
supplemental participation facility.
3. Make any related changes needed to meet the project's objectives, such as the addition,
deletion, and modification of wiring and interface components.
Staff additionally recommends that the City Commission authorize acceptance of the base price
proposal of $12,715 from Infinity AV & Security for equipment and installation services related to the
first phase of the work, which will replace the video equipment in the Commission Chambers, and to
continue to work with this firm to complete subsequent phases of the work up to the limit of available
funding. This company has successfully completed other AV projects for the city, including taking
over the complex AV system installation at the Community Center. Subsequent phases will address
the control booth and other components of the system to replace aged equipment, upgrade the
outputs provided to Bright House Networks and the website, and simplify operations. Some
expenditures related to the Community Center audiovisual system have been and may continue to be
legitimately charged directly to the Community Center Reconstruction project as being within its
scope of work, based on the available funding for that project.
Attachments:
Phase 1 price proposal from Infinity AV & Security for Commission Chambers video equipment and
installation.
Financial Impact:
There would be no increase in total budgeted funds as a result of transfers from other accounts to
provide project funding.
Type of Item: (please mark with an `k')
Public Hearing
For Clerk's Dept Use:
Ordinance First Reading
Consent Agenda
Ordinance Second Reading
Public Hearing
Resolution
Regular Agenda
x Commission Approval
Discussion & Direction
Unginal Document/Contract Attached for Execution by City Clerk
Reviewed by
Reviewed by City Attorney
Reviewed by Finance Dept.
N/A
N/A
N/A
2
September 23, 2014 Quote # 1523
Al Butler
City of Ocoee
150 N Lakeshore Dr.
Ocoee, FL 34761
Infinity AV & Security is pleased to provide you with this proposal to furnish and install the equipment listed below for your existing A/V System at
the Ocoee City Hall Commission Chambers.
Scope of Work
This proposal includes everything required in order to modify your existing A/V System per the parameters that you discussed with James via
telephone yesterday. The 3000 Lumens projector that's included in this proposal will replace your existing projector and will be installed utilizing the
existing projector mount and hardware, and the new 70" display will be installed on the rear wall of the chambers. New HDMI cabling will be ran to
both locations, as well as a new HDMI feed to the control booth. The additional equipment will reside in or on the existing podium, including a new
HDMI, VGA, & Audio input plate, and the system control button panel mounted on the podium as well. This new video system will completely
replace your existing video system, which means all other transport formats will be eliminated, leaving only HDMI transmissions (the VGA input will
be converted to HDMI via the new switcher). All system control will be performed via the button panel at the podium, which will allow the
displays /projectors to be powered on/off, and to select which source will be shown on the displays /projectors. The new video system will provide a
single audio output (from either source) to the existing audio mixer.
Per your request, this proposal also includes (2) ADD alternates listed below:
To furnish and install an 80" flat panel display instead of the 70" flat panel display that's included in the base proposal, and
To furnish and install a 3000 lumens projector and a 50" x 80" 16:10 electric projection screen instead of either flat panel displays.
Equipment to be Provided
• One (1) 70" Flat Panel Display (Sharp LC- 70LE650U)
• One (1) 70" Display Tilt Wall Mount (Mustang MV- TILT4B)
• One ( I) 3000 Lumens Projector (Hitachi CPW3030WN)
• One (1) Document Camera (Elmo MO -1)
• One (1) VGA /HDMI /Audio Input Plate (TecNec WPL -1213)
• One (1) Switcher ( Extron 60- 1081 -01)
• One ( I ) Controller (Extron 60- 600 -02)
• One (1) HDMI Distribution Amplifier (Extron 60- 997 -01)
• All required HDMI, VGA, Audio & RS -232 Cable
• All required connectors and mounting hardware
Warranty
Infinity AV and Security provides a one year warranty on all products, equipment and services installed under this proposal. Additionally, this
warranty includes our exclusive °I nl mi v; :rr,iw, ` which covers all workmanship associated with this proposal throughout the lifetime of the
system.
Pricing
Our pricing for the above scope of work including all equipment, labor, terminations and testing is: $12,715.00
Add /Deduct Alternates and Options
Infinity AV and Security will furnish and install an 80" flat panel display (Sharp LC- 80LE650U) instead of the 70"
APPROVED flat panel display that's included in the base proposal stated above. The cost to furnish and install the 80" display will
be an ADD of: $1,311.00
Infinity AV and Security will furnish and install a 3000 lumens projector (Hitachi CPW3030WN) utilizing a ceiling
APPROVED mount (Mustang MVPROJSP) and a 50" x 80" 16:10 electric projection screen (DaLite 375661LS) instead ofthe 70"
flat panel display that's included in the base proposal stated above. The cost to furnish and install this equipment will
be an ADD of: $909.00
i 0 Bomar Court. Suite 110, Longwoo(J, FL 32750
PitOtte: 407-339-0238 Fax 40 339 -0245
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Qualifications Specific to this Proposal
• This proposal is for the replacement of the video system only. The existing audio system is to remain and is not being modified at this time. Infinity AV
included an audio feed from the new video system that will be integrated into the existing audio system.
• Per the conversation that James had with you, it's our understanding that the owner will provide the PC with an HDMI output and the DVD player with an HDMI
output that's part of this system.
• Per the conversation that James had with you, this proposal includes the required HDMI cable teed to the control booth, however, all terminations in the control
booth will be provided by others. Additionally, any existing video feeds will no longer function.
• This proposal includes a 3 -gang push button controller that's to be installed at the podium. The installation of the controller may possibly require cutting a 3-
gang opening or other mounting method so that it can be properly installed.
• This proposal does not include expedited shipping. Ifrequired, an additional cost will be incurred.
Terms and Conditions
• All pricing is valid for 30 days ofdate provided.
• Project will be progress billed on a monthly basis for all completed work and delivered/stored materials.
• Installation /As -built drawings will be provided (if required) as long as AUtoCAD .DWG files are made available to Infinity AV at no additional cost.
• All electrical requirements such as conduit, pull- boxes, power, grounding, etc. (if required) are to be provided and installed by others.
• All cabling f o r this project is non - plenum rated, i f it is determined that plenum cable is required for this project, it will be provided at additional cost.
• Pricing does not include sales tax Sales tax will be added to all invoices at time of billing unless a valid tax exempt certificate is provided.
• All invoices will be billed on NET 30 day terms unless noted otherwise in this document; all invoices/balances not paid within these terns are subject to a
2% monthly finance charge. In addition, any unpaid balances owed to Infinity AV and Security are subject to collection. Any reasonable costs incurred
by Infinity AV and Security in association with the collection of outstanding debt (including collection and/or attorneys tees) will be fully reimbursable
by the debtor or as allowed by Florida law.
• Warranty and Extended Warranty Plan Option covers the warranty repair of all new equipment provided by Infinity AV under this proposal. It does not
cover repairs to previously installed equipment, equipment installed by others or equipment damaged due to misuse, abuse, neglect or acts of God.
Thank you for this opportunity & we look forward to providing you with unparalleled service. If you have any questions please feel free to
contact me anytime at 407 - 339 -0238.
Rick Rokicki
Infinity AV & Security
Authorized Signature Date
N Bomar Court. Strut! 110 Ft. 32750
thane 407-339-0238 Fax 407-339 -024 5
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