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HomeMy WebLinkAbout4D - Fire Station Audio System STAFF AGENDA REPORT AGENDA #: PREPARED BY: SUBJECT: DATE: 4 (d) FRANK BOYLES, CITY MANAGER CONSIDER AWARD OF BID FOR VIDEO AND AUDIO SYSTEMS DECEMBER 5, 1994 FIRE STATION AUDIO VISUAL, BACKGROUND: DISCUSSION: ISSUES: The Fire Station 1 construction project requires the purchase and installation of an audio system for the fire department training room, electric screen and video projection system and city council chambers speech reinforcement system in accordance with the ADA requirements. Bids were opened on Monday, November 28, 1994 at 10:00 a.m. for this purpose. Blumberg Communications had prepared the specifications for these items given the technical nature of this equipment. Three bids were received. The bids were submitted by Blumberg, Audio Visual Systems, Inc. and EPA Audio Visual, Inc. Attached is a bid tabulation which shows the proposal from each vendor. Audio Visual Systems, Inc has bid equipment which is supposed to be equivalent to that which was called for in the bid specification. It was their belief that the alternate equipment could result in a savings to the city. As can be seen, their total bid at $32,084.76 is the highest bid of the three. Blumberg Communications submitted a bid that complies with the specification, but is also high at $29,994.39. The apparent Iow bidder is EPA Audio Visual, Inc at $27,141.65. Paul Mickelberg of Boarman, Kroos Architects has each of the bids received. His findings are that the bid of EPA Audio Visual meets the specifications and is the lowest responsible bidder. From his inquiries, EPA Audio Visual appears to be a firm which can be relied upon to supply, install and service this equipment. The costs for this equipment are within the $30.000 budgeted as part of the Fire Station 1 project. We have previously discussed having the city pay for the "council chambers" audio system out of funds other than the fire station construction project. I am suggesting that for the time being we simply have this equipment installed. At the end of the project we will be in a better position to determine how costs should be allocated. At the present time, it appears that the total project cost is under the actual project budget amount. -1- 4629 Dakota St. S.E., Prior Lake, Minnesota 55372-1714 / Ph. (612) 447-4230 / Fax (612) 447-4245 AN EQUAL OPPORTUNITY EMPLOYER ALTERNATIVES: RECOMMENDATION: FINANCIAL IMPACT: ACTION REQUIRED: AGEN4D.WRT Council has the following alternatives: Award bid to EPA Audio Visual, Inc. in accordance with the recommendations of Boarman, Kroos Architects. 2. Defer award of bids pending receipt of additional information. 3. Reject all bids and re-advertise. Alternative #1. Funds for this purchase are included in the fire station #1 construction budget. Motion and second to adopt the attached resolution awarding the bid to EPA Audio Visual, Inc. -2- BID TABULATION AUDIO VISUAL, VIDEO AND AUDIO SYSTEMS FOR FIRE STATION I EQUIPMENT Blumberg 'Communications VENDORS Audio Visual Systems, Inc. EPA Audio Visual, Inc. Fire Dept. Audio Systems $ 8,880.50 $ 4,526.25 $ 9,093.35 Fire Department Electric Screen $1,371.71 $ 594.27 $ 1,221.97 F.D. Large Screen Video Projection $ 9,275.4O $ 6,906.53 $ 7,720.52 Council Chambers Speech Reinforcement System $ 8,377.78 $ 5,584.86 $8,911.41 Total Components $27,905.39 $17,611.91 $26,947.25 Engineering Required $1,875.00 $13,450.70 5 Yr. Warranty Performance Bond $ 214.00 $ 317.67 $ 704.48 $ 194.40 Total System $29,994.39 $32,084.76 $27,141.65 Bid Bond 5% 5% 5% RS94XX.WRT RESOLUTION 94- A RESOLUTION AWARDING BID TO EPA AUDIO VISUAL, INC. FOR AUDIO VISUAL, VIDEO AND AUDIO SYSTEMS FOR FIRE STATION #1 MOTION BY: SECONDED BY: WHEREAS, WHEREAS, WHEREAS, WHEREAS, Fire Station #1 requires the purchase and installation of audio visual, video and audio systems; and specifications for s.uch equipment were prepared at the direction of Boarman, Kroos, the architects for this project; and following appropriate public notice and distribution of bid specifications, three proposals were received for this work; and the bid tabulation for this work as set forth herein: BID TABULATION AUDIO VISUAL, VIDEO AND AUDIO SYSTEMS FOR FIRE STATION I VENDORS Blumberg Audio Visual EPA Audio EQUIPMENT Communications Systems, Inc. Visual, Inc. Fire Dept. Audio $ 8,880.50 $ 4,526.25 $ 9,093.35 Systems Fire Department Electric Screen $1,371.71 $ 594.27 $ 1,221.97 F.D. Large Screen Video Projection $ 9,275.40 $ 6,906.53 $ 7,720.52 Council Chambers Speech Reinforcement System $ 8,377.78 $ 5,584.86 $8,911.41 Total Components $27,905.39 $17,611.91 $26,947.25 Engineering Required $1,875.00 $13,450.70 .... 5 Yr. Warranty $ 317.67 Performance Bond $ 214.00 $ 704.48 $ 194.40 Total System $29,994.39 $32,084.76 $27,141.65 Bid Bond 5% 5% 5% RS94XX.WRT Page 2 - RS94XX NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE, MINNESOTA, that it hereby does award bid for the audio visual, video and audio systems for Fire Station 1 to EPA Audio Visual, Inc. in the amount of $27,141.65; and BE IT FURTHER RESOLVED, that staff is directed to enter into a contract with EPA Audio Visual, Inc. for this purpose and is to return the bid bonds for Audio Visual Systems, Inc. and retain the Blumberg Communication bid bond until such time as a contract is executed with EPA Audio Visual, Inc. Passed and adopted this 5th day of December, 1994. YES NO Andren Andren Greenfield Greenfield Kedrowski Kedrowski Scott Scott Schenck Schenck {Seal} RS94XX.WRT Frank Boyles City Manager City of Prior Lake 1 1. 3 0. ~ ~ 1 © : % %~,,I * ~OARMAN a AS SOC I ATf $ ? 0 2 __ November 30, 1.994 Frank Bo¥1ea City of Prior Lake 4629 Dakota St SE Prior Lake, MN 55372 re: Pdor Lake Fire Station Audlo-V~sual Bids Dear Frank: The bids for the Fire Station Audio-Visual package were received on Monday November 28th at 10:00 AM. The following Bids were received: Blumberg Communications Jnc, AVl Systems Inc. EPA Audio-Visual Inc. Bid Bonds were reoeived from all bidders in the amount of 5%, $29,994.39 $32,084.76 $27,141.65 Upon review of the Bids we recommend the City approve the Contract with the Iow bidder EPA Audio- Visual Inc. The bid amount is below the project budget of $30,000 that was used dudng the design for the Audio- Visual portion of the work. If you have any questions please call me. cc: Doug Hartman City of Prior Lake Jim Kratochvll Kratochvil Construction Rand Olson Blumberg Communications Inc. Eric Ask EPA Inc. Ray Voss AVl Inc. File 2-pm12 B 0 A R M A .%' K R 0 0 S P F I $ T E R R U D I N & A S $ 0 C I A T E ¢, 2'2-2 ,",~th 5cc,:nd 5r'¢.c~ · k~;n-~ar, OI ~ ',~ir':~.~;~.'~ -~401 · Phor~e 612-339.~,"_';2 · F~ 61-'-;:,~9-f~212