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HomeMy WebLinkAbout5J Council Chambers Presentation System Replacement Report Phone 952.447.9800 / Fax 952.447.4245 / www.cityofpriorlake.com 4646 Dakota Street SE Prior Lake, MN 55372 CITY COUNCIL AGENDA REPORT MEETING DATE: JUNE 5, 2017 AGENDA #: 5J PREPARED BY: DAVE ELBON, COMMUNICATIONS COORDINATOR PRESENTED BY: DAVE ELBON, COMMUNICATIONS COORDINATOR AGENDA ITEM: CONSIDER APPROVAL OF A RESOLUTION AUTHORIZING THE PURCHASE OF REPLACEMENT AUDIO VIDEO EQUIPMENT FOR THE CITY COUNCIL CHAMBERS DISCUSSION: Introduction This agenda item addresses the need to replace the 11 year old equipment in the council chambers television production system.Funding is provided from PEG Fees paid by cable television subscribers.. History The analog equipment for producing television programming for the twice a month city council and planning commission meetings and Inside City Hall programming was purchased and installed when city hall was built 11 years ago in 2006. Since then, two pieces of equipment have been replaced. The system included DVD players for playing back programming. Those DVD players played programs 24/7/365 and after many repairs it was determined to replacethat computer. In 2012, the DVD players were replaced with a file playback sytem. In 2015, the two front plasma monitors were replaced with 70” LCD monitors. At the same time, the Crestron panels (the brains of the presentation system) started to fade and has become very difficult to view. The Crestron panel is the device staff uses to select the different presentation sources such as the document camera, the staff computer, or a device connected at the public podium. The Crestron panel also controls volume and turns monitors on and off. If the Crestron becomes inoperable, staff would lose the ability to select different sources for presentations. A few years ago a dais monitor had to be replaced and more recently, one of the dais monitors intermittently turns green. In short the system is aging out and losing its dependability. Current Circumstances All of the equipment in the production system needs to be replaced. The equipment is showing signs of wear and tear. When a piece of equipment fails to function we often find ourselves with no back up. On site repair is a thing of the past and we end up mailing the equipment to the 2 repair shop which can takes a week or more. Another reason for replacement is the channel upgrade which was negocited with the last franchise renewal. In 2016, staff gathered proposals from three different vendors for budget purposes only. Due to cost of replacement, it was determined that equipment replacement would have to take place over a three year period. The first year (2017) would be the presentation system in the council chambers. The equipment being replaced would be the document camera, Crestron media switcher, Crestron control system, Crestron control panels, dais and staff monitors, device connections at the public podium for newer technology, the rear plasma monitors, the lobby monitor and all new wiring. In 2017, staff requested “not to exceed” proposals from all three vendors. Only two submitted proposals, EPA Audio Visual Inc. and Advanced System Integration. Proposals were reviewed by staff to make sure both proposals contained comparble equipment.The proposals are attached for city council information. The funds we are to use to support our cable programming are known as Public, Education and Government (PEG) Fees. We collect only about $50,000 in such fees yearly so we are proposing a three year replacement schedule. After receiving the proposals, staff determined one of the pieces of equipment limited the possibility for future expansion if necessary. An 8x8 digital media switcher was changed to a 16x16 switcher. This increased the proposal by about $2,500. Advanced Systems Integration was able to update their proposal but EPA Inc. was only able to confirm by email that the upgrade would increase their proposal by about $2500. EPA also had a piece of equipment they could not purchase under state contract so there is a separate invoice for that item. Conclusion Both proposals were very competitive. Staff is recommending Advanced Systems Integration in the total amount of $49,506 in 2017. ISSUES: The City Council should be aware that by using the three year approach, the subscriber will not see a picture improvement until 2018. At that time all the “production equipment” will be replaced allowing a high definition signal to be transmitted to cable subscribers. The city council may recall that at the first Town Meeting on communication that many residents in attendance encouraged us to upgade our picture. Some said that they simply could not read the many graphics used to support our TV Production Presentations. Without the graphics, the ability of the public to understand city actions and issues is severly undermined. 3 Gradually other cities are moving to HD. Savage has had HD Equipment for a few years now but only recently received and HD Channel to transmit their improved signal. FINANCIAL IMPACT: The toal cost of this first phase replacement is $49,506.00. Funding for this will come from public, educational and government (PEG) access fees. These subscriber fees are collected in accordance with the franchise agreements between the City and Mediacom and Integra for the support of our government channel and equipment. This will have no effect on the general fund. ALTERNATIVES: 1. Motion and a second as part of the consent agenda to approve a resolution authorizing the execution of a contract with Advanced Systems Integration to purchase and install the first phase of television production equipment. 2. Motion and second to remove this item from consent agenda for additional discussion. RECOMMENDED MOTION: Alternative No. 1 4646 Dakota Street SE Prior Lake, MN 55372 RESOLUTION 17-___ A RESOLUTION AUTHORIZING THE PURCHASE OF REPLACEMENT AUDIO AND VIDEO EQUIPMENT FOR THE CITY COUNCIL CHAMBERS Motion By: Second By: WHEREAS, Audio video production equipment in the council chambers and control room is failing and needs to be replaced to assure dependability; and, WHEREAS, The current equipment installed in 2006 does not meet standards which allow subscribers to clearly view production graphics; and, WHEREAS, During the first 2017 town meeting attendees encouraged the city to upgrade audio video equipment so they can see and hear all aspects of city telecasts; and, WHEREAS, Mediacom and Integra are required by the franchise agreement to upgrade the city cable channel to high definition in 2017; and, . WHEREAS, The total expected cost for the upgrade is $160,000 so to make the project financially feasible the replacement project is to be accomplished in three one year phases; and, WHEREAS Quotes have been solicited from two companies for phase one of the project in 2017 as shown below: Advanced System Integration 49,506.30 EPA Audio Video Inc. 51,388.33 ; and, WHEREAS The firm of Advanced System Integration is tha lowest responsible bid in the amount of49,506.30. NOW THEREFORE, BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE, MINNESOTA as follows: Advanced Integration Systems be selected as the vendor to purchase and install phase I, the council chambers presentation system. 1. The recitals set forth above are incorporated herein. 2. The mayor and city manager are authorized to execute the city’s standardize construction contract with Advanced System Integration to complete phase 1 of the audio video replacement program in the city council chambers in the amount of $49, 506.30. 3. Funding for this purchase will be drawn from account number 210-41340.00-55570.00. Passed and adopted by the Prior Lake City Council this 12th day of June, 2017 2 VOTE Briggs McGuire Thompson Braid Burkart Aye ☐ ☐ ☐ ☐ ☐ Nay ☐ ☐ ☐ ☐ ☐ Abstain ☐ ☐ ☐ ☐ ☐ Absent ☐ ☐ ☐ ☐ ☐ ______________________________ Frank Boyles, City Manager CITY OF PRIOR LAKE COUNCIL CHAMBERS SCOPE The existing Presentation system in the Prior Lake city council chambers will be upgraded to HD. This will allow a better viewing experience for the audience and staff members. VIDEO The existing LG plasma monitors that are hanging from the ceiling will be removed and replaced with two new Sharp 55" LED monitors. The old analog cabling will be removed from the conduit to allow the new Crestron DM cabling to be installed. The LG monitor that is installed in the lobby will be removed and replaced with a Sharp 55" LED monitor. All cabling will be removed and changed out to Crestron DM as well. This monitor will get a new wall mount and the ceiling mounted monitors will also get new mounts installed. All of the existing computer monitors at the dais will be removed and replaced with Samsung 19" 720p monitors at the request of the client. This is due to the existing recessed opening being too small to install the larger 16:9 format screens. The Crestron 4K Scaler will be setup to output 720p to the monitors. All of the monitors will see the same signal being sent. The computer monitors at the staff table will be removed and replaced with NEC 22" monitors. These monitors will using the included desktop stand that is supplied by the manufacturer. The current Smart Sympodium touchscreen will be reused. The PC that is under the staff table will need to be upgraded if the video card doesnt support 1080p and an HDMI output. The existing document camera will be removed and replaced with an Elmo LX-1 model. This unit will output 1080i or 720p. All old analog VGA and/or composite video switchers, DA's, and scalers will be removed. All of the presentation system will run through the new Crestron 16x16 matrix switcher. All 8 outputs will be used to provide video signal to all monitors in the proposed system. This proposal includes three Atlona boxes to convert the HDMI signal down to composite to feed the broadcast portion of the AV system. AUDIO The existing audio system will remain unchanged with the exception of the program audio feed from the Crestron DM system. CONTROL The existing Crestron PRO2 and touch panels will be removed and updated to the 3-Series control processor and 10" touch panels. All graphics for the new panels shall be approved and signed off by the client prior to any programming being done. One of the new touch panels will be installed at the Staff table and the other will be installed in the control room location. All functionality will be discussed and signed off before any programming services will be done. ** This proposal includes a technician attending the first two consecutive meetings. Any changes or issues will be documented and repaired accordingly in a timely fashion. System training after completion of the project is also included. ** All old equipment that is not being reused will be handed over to the client for recycling. Confidential Proposal Version 1.0 May 9, 20171 of 30Equipment prices include any required accessories. Labor prices include design, engineering, installation and programming. VIDEO QTY DESCRIPTION PRICE PRICE EXT 1 Crestron DM-MD16X16 16x16 DigitalMedia Switcher $5,192.25 $5,192.25 3 Crestron DMC-4K-CO-HD-HDCP2 2-Channel HDBaseT Certified 4K DigitalMedia 8G+ Output Card for DM Switchers $771.23 $2,313.69 2 Crestron DMC-4K-C-HDCP2 HDBaseT Certified 4K DigitalMedia 8G+ Input Card for DM Switchers $621.50 $1,243.00 1 Crestron DMC-4K-HDO 2-Channel 4K Scaling HDMI Output Card for DM Switchers $1,067.85 $1,067.85 1 Crestron DMC-VID4 Quad Video Input Card for DM® Switchers $369.32 $369.32 2 Crestron DMC-4K-HD-HDCP2 4K HDMI Input Card for DM Switchers $593.25 $1,186.50 1 Crestron DM-TX-4K-302-C 4K DigitalMedia 8G+ Transmitter 302 $1,186.50 $1,186.50 1 Crestron HD-MD4X1-4K-E 4x1 4K HDMI® Switcher $415.28 $415.28 1 Crestron DM-TX-4K-100-C-1G-B-T Wall Plate 4K DigitalMedia 8G+® Transmitter 100, Black Textured $409.63 $409.63 1 Crestron DM-RMC-4K-100-C 4K DigitalMedia 8G+ Receiver & Room Controller 100 $533.93 $533.93 6 Crestron DM-RMC-4K-SCALER-C 4K DigitalMedia 8G+ Receiver & Room Controller w/Scaler $1,067.85 $6,407.10 1 Crestron HD-DA2-4K-E 1-to-2 4K HDMI® Distribution Amplifier $177.98 $177.98 2 Chief LCM1U SINGLE CEILING MOUNT, LARGE, BLACK $274.48 $548.96 1 Chief LTM1U Micro-Adjust Tilt Wall Mount, Large $235.72 $235.72 3 Sharp LC55N7000U 55" 4K HD LED TV Dimension Without Base (WxHxD) (inch) 49x28.3x2.5 $677.98 $2,033.94 2 NEC AS222WM-BK AccuSync AS222WM-BK, 22" LED Backlit Widescreen LCD monitor, 1920 X 1080, NaViSet, Digital / Analog Inputs, Multimedia, Black, 3 Year Warranty (Suggested Replacement for the AS221WM-BK) $178.26 $356.52 9 SAMSUNG UN19F4000BFXZA F4000 Series - 19" Class (18.5" viewable) LED TV $141.99 $1,277.91 Confidential Proposal Version 1.0 May 9, 20172 of 30Equipment prices include any required accessories. Labor prices include design, engineering, installation and programming. 3 Atlona AT-HD530 HDMI to Composite/S-Video Down-Converter $237.29 $711.87 1 Elmo LX-1 Full HD Visual Presenter $599.00 $599.00 QTY DESCRIPTION PRICE PRICE EXT CONTROL QTY DESCRIPTION PRICE PRICE EXT 1 Crestron CEN-SW-POE-5 5-Port PoE Switch $237.30 $237.30 1 Crestron CP3 3-Series Control System $1,270.00 $1,270.00 2 Crestron TSW-1060-B-S 10.1” Touch Screen, Black Smooth $1,423.80 $2,847.60 2 Crestron TSW-1060-TTK-B-S Tabletop Kit for TSW-1060, Black Smooth $148.31 $296.62 1 Crestron HD-DA8-4K-E 1-to-8 4K HDMI Distribution Amplifier $593.25 $593.25 RACK QTY DESCRIPTION PRICE PRICE EXT 1 ASI Parts Installation Materials $1,740.00 $1,740.00 Confidential Proposal Version 1.0 May 9, 20173 of 30Equipment prices include any required accessories. Labor prices include design, engineering, installation and programming. FINANCIAL PAYMENT SCHEDULE 30% Deposit with remaining balance to be paid NET30 This proposal included all equipment, installation supplies, and cables necessary to complete the Presentation portion of the council chambers. We have included a total of 4 hours (2 hours for the first and 2 hours for the second) to attend the first two meetings will the new system so if any questions or issues arise they will be documented and fixed. EQUIPMENT TOTAL $33,251.72 SHIPPING TOTAL $679.00 ENGINEERING $1,235.33 INSTALLATION $7,977.75 MANAGEMENT $0.00 PROGRAMMING $6,362.50 LABOR TOTAL $15,575.58 PROJECT TOTAL $49,506.30 TOTAL SALES TAX $0.00 PROJECT TOTAL $49,506.30 PROJECT SUMMARY TERMS Advanced Systems Integration, LLC uses progress billing, and invoices for equipment allocated to the Project when it is received by ASI. Unless otherwise specified, all items quoted (equipment and services) as well as applicable out of pocket expenses (permits, licenses, shipping, etc.) are invoiced in detail (including applicable sales taxes due for invoiced item(s) on a monthly basis with payment in full required within 30 days of the date of the invoice. Customer is to make payments to the address on invoice. Full payment is due before any support coverage begins. Overdue balances are subject to a finance charge of 1.5% per month, or interest at the highest rate permitted by applicable law. In the event ASI must pursue collection of unpaid invoices, Customer agrees to pay all of ASI's cost of collection, including the attorney's fees and costs. Taxes and Delivery Unless stated otherwise, ASI will add and include all applicable taxes, permit fees, license fees, and delivery charges to the amount of each invoice. Taxes will be calculated according to the state law(s) in which the product(s) and/or service(s) are provided. Customer must provide a valid tax exemption certificate for any tax exemption(s) claimed, otherwise ASI will invoice for and collect all applicable taxes in accordance with state laws. Agreement of Proposal and Contract Formation Customer hereby accepts the above quote from ASI for equipment and/or services for the Project as specified. Once the proposal is signed by both parties, this forms a binding Agreement between Customer and ASI. Should ASI at any time prior to commencing work on the project, disapprove of the terms of the Agreement, ASI reserves the right to terminate the Agreement without cause and without penalty to ASI. Terms and Conditions for Project Agreement The following Terms and Conditions of Sale (the "T&Cs") in combination with a signed proposal constitute a binding contract (the "Agreement") between Advanced Systems Integration, LLC ("ASI") and the entity identified on page one of the proposal ("the Customer"). Any terms and conditions set forth in any correspondence, purchase order, or internet based form from Customer to ASI which purport to constitute terms and conditions which are in addition to those set forth in this Agreement or which attempt to establish conflicting terms and conditions to those set forth in this agreement are expressly rejected by ASI unless the same has been manually countersigned in wet ink by an officer of ASI. Changes in Scope of Work - Where a Scope of Work is included with this Agreement, costs resulting from changes in the scope of the Project by Customer, including any additional requirements or restrictions placed on ASI by Customer or its representatives, will be added to the contract price. When ASI becomes aware of the nature and impact of the change, a Change Order will be submitted for review and approval by Customer before work continues. Where applicable, changes in the configuration of the Equipment described herein shall be made in writing by submission of a Change Order document. Installation Hours - The proposal provided is based on working hours of 6:00am until 5:00pm. If work needs to be completed after these hours, the hourly rate will be 1.5 times the standard hourly rate. Mobilization Fees - In the event the jobsite isn't ready or rooms are not available on the scheduled installation day, a $250.00 fee will be added to the final Confidential Proposal Version 1.0 May 9, 20174 of 30Equipment prices include any required accessories. Labor prices include design, engineering, installation and programming.