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Home My WebLink About5H - Purchases for Fire Station No. 1 and 2. MEETING DATE: AGENDA #: PREPARED BY: AGENDA ITEM: DISCUSSION: August 18, 2008 5H Kelly Meyer, Asst. City Manager CONSIDER APPROVAL OF A RESOLUTION AUTHORIZING THE PURCHASE OF FURNISHINGS, FIXTURES AND EQUIPMENT FOR FIRE STATION NO.1 AND FIRE STATION NO.2. Introduction The purpose of this agenda item is to request City Council approval of a resolu- tion authorizing the purchase of audio visual equipment to be installed in Fire Station NO.2 and updated at Fire Station NO.1. The staff may not make expen- ditures from the building fund without City Council approval. Historv When the plans and specifications of Fire Station NO.2 were prepared, a large number and variety of equipment and supplies needed to operate the building were excluded. Staff knew that if the items were included in the contract, the City would pay more since the contractor would apply his overhead and profit to the total cost. By contrast, the City can solicit quotes from various vendors and take the lowest. Current Circumstances Fire Station No.2: Consistent with the City's purchasing policy, staff solicited quotes for the audio visual equipment for Fire Station NO.2. Quotes were re- ceived from Dascom Systems, CDW-G, CIT, and Parallel Technologies to pro- vide the equipment and its installation. The City requested the following equip- ment: I 52" Flat Panel Monitor wi mount 2 42" Flat Panel Monitors w/mount I DVD Player and Display mount VGA Cabling for PC input & various misc. installation hardware I 1 mobile projector I 2 HP laptops Vendors were advised that they could quote all or part of the equipment/work. Quotes were to include the equipment they chose to offer, as well as installation, engineering, delivery and sales tax charges. The City received the following quotes: I Vendor Dascom Systems Work Quoted All equipment and installation included except laptops. I Does not include installation. I All equipment and installation included All equipment and installation I included. Quote $12,260.00 $9,346.47 $11,577 .32 I CDW-G CIT Parallel Tech $15,057.40 After reviewing each of the itemized bids, staff is recommending that the pur- chase and installation of the eouioment be awarded to Computer Integration www.cltyotptlotlake.com Phone 952.447.9800 I Fax 952.447.4245 ISSUES: FINANCIAL IMPACT: Technologies (CIT) in an amount not to exceed $11,577.32. CIT submitted the lowest complete and responsive bid. Although CDW-G submitted the lowest quote for equipment, they do not provide installation. The City does not have ex- isting staff to complete this work. Even if the City were to purchase the equip- ment from CDW-G, and have it installed by another vendor, the cost would higher than the low bid submitted by CIT for all the work. Fire Station No.1: The Council may recall that when Fire Station No. 1 was constructed, its training room was retrofitted to accommodate the live cable tele- vision broadcast of City Council and other public meetings. Now that the City has a new facility for these broadcasts, the broadcast equipment has been re- moved from Fire Station No.1, leaving somewhat of a makeshift presentation system left in its place for the Fire Department. In addition, Fire Station NO.1 was constructed in 1993, and the audio visual equipment was also installed at that time. Not only has technology advanced significantly since the equipment was first installed, the existing equipment does not work well, and could be streamlined into a much more easily used system. Staff is recommending that the City use this opportunity to make audio visual improvements at Fire Station NO.1 as well. The City received two quotes for this work that included: replacement of one overhead projector, reconfiguration of audio system, and installation of a touch- panel system similar to that used at City Hall to manage DVD/TV/Projector in- puts. Vendor Dascom Systems Quote $11,209.00 Conclusion The City Council should determine if these purchases should be made and the resolutions adopted as part of the Consent Agenda. Separate resolutions are enclosed for each facility. The Council may choose to move forward with one, both, or none of the expenditures. Quotes were obtained for each item in accordance with the City's purchasing pol- icy. Overall, the City is able to purchase furniture, fixtures and equipment at a much lower cost by soliciting this work outside the construction contract. A total of $85,000 was budgeted for Furniture Fixtures and Equipment. To date the following expenditures have been authorized for FF&E: f FF & E Expenditure I I Phone $4,201.62 J I Furniture I $24,186.64 I I Appliances I $5,758.46 j I Total I 34,176.32 j The remaining balance in the account is $50,823.58. The total costs for the ex- penditures proposed for both Fire Station No. 1 and Fire Station NO.2 are $21,171.91. We believe that our FFE needs for both facilities can be addressed within the budget. ALTERNATIVES: 1. Adopt the attached resolution authorizing the purchase and update of audio visual equipment for Fire Station No.1. 2. Adopt the attached resolution authorizing the purchase of audio visual equipment for Fire Station NO.2. 3. Deny either resolution and provide direction to staff. 4. Take no action. RECOMMENDED Alternative #1 and #2. MOTION: RESOLUTION AUTHORIZING PURCHASE OF AUDIO VISUAL EQUIPMENT FOR FIRE STATION #1 WHEREAS, WHEREAS, WHEREAS, WHEREAS, WHEREAS, MOTION BY: SECOND BY: Fire Station #1 was constructed in 1993 that included the installation of an audio visual presentation system for its training room; and the training room was retrofitted with live television broadcast and presentation equipment in order to accommodate the live broadcast of public meetings; and with the update and/or relocation of the broadcast and presentation equipment to the new City Hall, the training room equipment is makeshift and outdated; and funding is available within the furniture, fixtures and equipment Building Fund budget for Fire Station NO.2 to outfit both facilities; and The fOllowing quotes have been solicited and received; and I Vendor Quote Dascom Systems $11,209.00 . Parallel Technologies $9,594.59 J NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE that: 1. The recitals set forth above are incorporated herein. 2. Based upon lowest cost, Parallel Technologies is hereby authorized to provide all labor and equipment for the update of the audio visual equipment in Fire Station #1 as quoted. 3. Funds for this purpose shall be appropriated from the Building Fund 420-70205-570 in an amount not to exceed $9,594.59. Passed and adopted this 18th day of August, 2008. {Seal} YES NO Haugen Erickson Hedberg LeMair Millar Haugen Erickson Hedberg LeMair Millar City Manager City of Prior Lake M\COUNCILIAGENDA REPORTS\2008l081 ~~5B;.AA~~~QQatrldofax 952.447.4245 www.cityofpriorlake.com RESOLUTION AUTHORIZING PURCHASE OF AUDIO VISUAL EQUIPMENT FOR FIRE STATION #2 MOTION BY: SECOND BY: WHEREAS, Fire Station #2 is completed and requires the purchase and installation of interior equipment to serve the facility; and WHEREAS, staff solicited quotes for the audio visual, computer and presentation equipment identified by the Fire Department as necessary to its effective operation within the building; and WHEREAS, The following quotes have been solicited and received; and I Vendor , Work Quoted Quote j Dascom Systems All labor and equipment $12,260.00 except laptops. CDW-G Does not include any $9,346.47 installation. CIT All equipment and installation $11,577.32 included Parallel Tech All equipment and installation $15,057.40 included. WHEREAS, The proposed equipment is below the construction budget allowance for furniture, fixtures and equipment. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE that: 1. The recitals set forth above are incorporated herein. 2. Based upon lowest cost for all labor and materials, Computer Integration Technologies, Inc. is hereby authorized to provide all labor and equipment quoted for Fire Station #2. 3. Funds for this purpose shall be appropriated from the Building Fund 420-70205-570 in an amount not to exceed $11,577.32. Passed and adopted this 18th day of August, 2008. YES NO Haugen Erickson Hedberg LeMair Millar Haugen Erickson Hedberg LeMair Millar {Seal} City Manager City of Prior Lake www.cityofpriorlake.com M\COUNCILIAGENDA REPORTS\2008\0818~Slb0.El:ttli~m~~ / Fax 952.447.4245