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CITY COUNCIL <br />AGENDA ITEM 3A <br /> <br /> <br />STAFF ORIGINATOR: Jeff Karlson <br /> <br />MEETING DATE: August 28, 2017 <br /> <br />TOPIC: Consider Resolution No. 17-88, Awarding Bid to Alpha Video & <br />Audio, Inc. for HD Visual System Upgrade <br /> <br />VOTE REQUIRED: 3/5 <br /> <br /> <br />INTRODUCTION <br /> <br />Staff is requesting Council authorization to accept bids and to award a contract to the lowest <br />bidder, Alpha Video, for the Council Chamber and Master Control Room Audio-Visual System <br />Upgrade. <br /> <br />BACKGROUND <br /> <br />The audio-visual system upgrade includes installation of an HD video system, as designed by Z <br />Systems, to replace the existing standard definition system. This new system will be composed <br />of the following subsystems: <br />1. Four remote-controlled HD video cameras; <br />2. Two audience and nine dais video monitors; <br />3. Nine dais microphones; <br />4. A podium system, which includes a document camera; <br />5. One handheld wireless mic system for use throughout the chambers; <br />6. A touchscreen-controlled video switching system with integrated graphics capabilities; <br />7. A digital audio mixer, which will control all the audio input; <br />8. One hard-disk based video recording system (an existing DVD recorder will also be <br />integrated into the system; <br />9. Video and audio monitoring for the control room; <br />10. One network switch for data networking of all the equipment detailed above; <br />11. All necessary ancillary equipment, cabling and parts detailed in Z Systems’ design; <br />12. One workstation console and associated equipment rack detailed in Z Systems’ design; <br />13. One HD video/audio encoder to transport the content form the chamber HD video <br />system to the North Metro Television master control system in Blaine. <br /> <br />The City received the following bids: (1) Alpha Video--$96,220.19; and (2) Z Systems-- <br />$111,631.47. The bids were checked for accuracy. <br /> <br />Staff estimated the cost of equipment replacement to be around $150,000. There are a couple <br />of reasons for the lower bid amounts. First, we felt a Crestron control system and full-blown <br />Xpression for motion graphics was an unnecessary expense, which brought the cost way down. <br />Secondly, Z Systems put forth a serious effort to get our business, which may have resulted in <br />more competitive pricing. The biggest difference between the two bids was labor and <br />materials.