12-17-2003 Council Agenda - Laserfiche WebLink

Home Browse Search

COMMUNITY PRIDE 1953 — 2003 515 Little Canada Road, Little Canada, MN 55117 -1600 (651) 766 -4029 / FAX: (651) 766 -4048 www.ci.little- canada.mn.us MEMORANDUM TO: Mayor Fahey & Members of the City Council FROM: Greg Schroeder, Public Works Director DATE: December 10, 2003 RE: Cable TV Equipment Purchase MA )0R - Michael I. Daher CO UNCII, Jim 1 a Valle Matt Anderson Rick Montour Bill Blesener AD Ail NVisT IC 11 oR Joel R. '-Janson Background As the Council may be aware, our Cable TV broadcasting equipment is not performing at an acceptable level. Staff has determined that we need to replace the following equipment: • Council Chambers Camera System — The existing cameras, which were purchased in 1991, and supporting equipment are at the end of their functioning life, Need to replace with a new camera system. • Field Camera — The existing camera does not work. Bon-owing one from CTV is not always possible. Need to replace with a new field camera. • Control Room Video Recorder — One VIIS tape unit does not work and needs to be replaced. We determined that it best to switch to a DVD disk format for better data storage longevity. Therefore, replace with a DVD Recorder. In addition, some other items have been suggested by others. They include the following: • Council Chambers 19 " Monitor (west wall) —This Monitor is very small and hard to see. Replace with 50" wall mounted Plasma Monitor. • Council Chambers Council Monitor — Depending on the item being displayed, it can be hard to see. One solution is to place 6 LCD flat screen monitors on the dais. Another alternative would be to place a Plasma 42" or 50" flat screen monitor where the existing monitor is. Budget Staff developed equipment specifications and requested quotations from six different suppliers to determine: 1. The cost to replace the identified equipment, 2. Compare these costs to our budget, and 3. Determine the appropriate contracting procedure to be followed. As shown in the 2003 Budget, we have built up a substantial reserve in the Cable TV budget totaling $268,609. The six quotations received ranged from a total high of $78,441.90 to low of 571,409.85. Staff evaluated the quotations and the equipment specified to determine ways to reduce the cost of the equipment and still provide the best value for the city. We looked at every piece of equipment and reevaluated use and need; we selected different Lens for the council chambers cameras; we even found a less expensive field camera. However, we could not get the costs below the $50,000 formal contract - bidding threshold. Therefore, staff is proposing that the equipment listed in the attached table be obtained via the formal bid process, subject to your determination on the monitor issues. Recommendation Staff recommends the following: I. Council review the attached equipment list and select the equipment needed. 2. Council authorize staff to advertise for bids for the selected equipment. Il:AGrezSACorrespondenceAGreg S 2003VCable TV Egutpment Purchase.doc 1