May 5, 2009 City Council packet - Laserfiche WebLink

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complete equipment package. The equipment package RFP included the specified equipment manufacturer, description, model number and quantity. Vendors were permitted to propose comparable / equivalent substitutions with a written explanation supporting the substitution. The three complete proposals were received from: AVI $44,178.00 Alpha Video $41,348.00 EPA $40,130.00 The Alpha Video proposal is recommended for acceptance as the EPA proposal, while lower it price, included substitutions for the specified monitors. EPA's proposed substitution was for a consumer quality monitor while a commercial quality monitor was specified. RWCC and Alpha Video have a positive project history. Interactive Lectern The Interactive lectern is a grant -eligible piece of production -related equipment that will be available to those presenting to the council. The lectern will be different than the current lectern in that it will be large enough for the placement of a digital presenter and laptop on the top surface, and the internal placement of a monitor viewable on the front side by the council. This piece of equipment was not included on the equipment inventory due to the unique desired features and the inability of all vendors to have access to such a piece of equipment for resale. Instead, a budget of $4,000 is recommended for the purchase or fabrication of a lectern that meets the city's unique needs. The limited space within the chambers presents a challenge as most "standard" interactive lecterns are larger than what can be accommodated in our current space. The capacity to hold a monitor internally is another feature that is not common to "standard" lecterns. More information related to the placement of the interactive lectern and monitors within the chambers will be made available in a presentation at the council meeting. Proiect Cost Summary Production -related Alpha Video equipment purchase $38,361.00, plus tax Presentation -related Alpha Video equipment purchase $5,606.00, plus tax Production related Interactive lectern allowance $4,000.00, plus tax Production -related installation contingency (To be used for materials and supplies related to re- wiring/cabling and installation of equipment by RWCC, or additional equipment determined to be in need of replacement by RWCC at the time of installation. $4,000.00, plus tax SUGGESTED MOTIONS FOR CONSIDERATION: MOTION 1: Move to authorize the purchase of g, ant- eligible, production -related audio visual equipment from Alpha Video, an interactive lectern, and necessary installation- related materials, supplies and equipment as deemed necessary by the RWCC technical staff at a total cost not to exceed $49, 375.00. MOTION 2: Move to authorize the purchase of non -grant eligible, presentation -related audio visual equipment from Alpha Video in an amount not to exceed $5, 970.39 with the funds coming from the city's capital equipment fund.