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Home My WebLink About5C, Council Chamber's Sound System Upgrade.�- �i` 1�DE_N HILLS Request for Council Action � � ; Prepared By: Meagan Beekman, City Planner i Council Meeting Date: July 9, 2012 ; Council Chamber's Sound System Upgrade Budgeted Amount: Actual Amount: Funding Source�: $0 $8,339.38 Cable Fund Recommendation: Motion to award the Tierney Brothers Inc quote for Council Chamber's sound system upgrades in an amount not to exceed $8,339.38. : Supportin� Documents: 1. Memo from Meagan Beekman, dated July 9, 20ll 2. July 3, 2012, Tierney Bros, Inc Audio Upgrade Quote � EN HILLS MEMORANDUM DATE: July 9, 2012 TO: Honorable Mayor, and City Councilmembers Patrick, Klaers, City Administrator FROM: Meagan Beekman, City Planner SUBJECT: Council Chamber's Sound System Upgrade Requested Action Motion to award the Tierney Brothers Inc quote for Council Chamber's sound system upgrades in an amount not to exceed $8,339.38. Background Staff has been working with New Brighton and CTV to diagnose and propose solutions to the poor audio quality of Council broadcasts. The suggested improvements have been divided into two phases. The first phase was completed by CTV in May, and involved the removal of excess equipment, cleaning up the wiring, and getting rid of the "hum" that has historically accompanied meeting telecasts. CTV's labor was covered through the City's agreement with CTV which provides for 100 hours of CTV time annually. Miscellaneous cables and parts cost approximately $200. Staff is now requesting Council approval with moving forward with Phase II. New Brighton and CTV have analyzed the Council Chambers sound system and have recommended that the City replace the existing processor and buy a mixer. The existing mixer is owned by CTV and has been on loan to the City at no cost for a number of years. This system upgrade would allow each microphone to be on a separate line, which would allow a more nuanced recording of the meetings, and let the audio/visual technician adjust individual speakers based on the individual's speaking style. While the first phase solved the "hum" problem, the second phase is anticipated to correct the other sound issues related to speaker volume and background noise. Tierney Bros, Inc has submitted a quote to complete the work at a cost of $8,339.38. Tierney Brothers has bid the work based on their state contract pricing; therefore, additional bids are not necessary. The work July 9, 2012, City Council Meeting P: IPlanninglCity Council Memos12012107-09-12 - Sound System Upgrades.doc that CTV completed did help reduce the cost of the quote, as some of the wiring and set up work was completed as part of the first phase. The two phases are related, but are independent projects both aimed at solving separate issues within the sound system. Phase I can be a stand- alone project if the Council chooses to not proceed with Phase II. It is anticipated that the work would be completed in approximately 8 weeks. Both CTV and New Brighton have reviewed the quote and agree that the work proposed will improve the sound quality of televised meetings as it relates to the audio that is generated from the Council Chambers. The project would be funded through the Cable Fund budget. Requested Action Motion to award the Tierney Brothers Inc quote for the Council Chambers Mixer Upgrade in an amount not to exceed $8,339.38. Attachments July 3, 2012, Tierney Bros, Inc Audio Upgrade Quote July 9, 2012, City Council Meeting P:1PlanninglCity Council Memos12012107-09-12 - Sound System Upgrades.doc ��o -r��RnE� ��p BRC�"THERS tNC Audio Visual Design & lntegratian Since 197T 3300 University Avenue SE Minneapolis, MN 55414-3326 www.tierneybrothers.com 612.331.5500�800.933.7337�Fax - 612.331.3424 July 3, 2012 Andre Barte City of Arden Hills Proposal for Audio-Visual Service RE: Audio Upgrade Job Number: 40120205 Rev. 3 Scope of Integration Services Summary of Work to be completed by Tierney Brothers, Inc. at 1245 W. Hwy. 96, Arden Hills, MN 55112. (Please initial if address is correct or provide correct address. ) This proposal is presented for upgraded to the Audio system in the council chambers. It relates directly to the cablecasting of ineetings and does not make any changes to the basic room functionality. The proposal is to upgrade the audio processing so that individual mic control is available for cablecasting. The upgrade replaces the existing Lectrosonic analog audio matrix with a Lectrosonic Digital processor that has more outputs so that all of the current functionality can be maintained AND each of the room's 13 microphones can have a direct out to manual mix for greater Cablecasting Control of the audio. A new Sound Craft mixer will also be provided so that the manual mixer for cablecasting has enough input channels to accept the 13 microphones. The new mixer will have 20 input channels. The automatic mixing operation of the Lectrosonic will be maintained in the new unit so that end users of the room should not notice any difference in room functionality. The existing AMX control system programming will be updated to control the new Lectrosonic audio processor. Tierney Brothers will work with CTV on the cabling for this new processor installation. It is assumed that CTV will have the wiring established so that the new audio processor and mixer can be simply plugged in in place of the mixer being removed. We appreciate the opportunity to present this proposal. If you have any questions, please do not hesitate to contact us at your convenience at 612-331-5500. Our fax number is 612-331-3424. Proposal Prepared By: Sales Representative - Heidi Harvey Sales Engineer - Richard Long Please initial to acknowledge and authorize the Scope of Integration Services presented here. �'� TiER�"""t�!� ��„p BROTHEIRS !NC AurJio Vfsual aeslgn dF lntwyq�alfon Siiree 7977 Dafe: February 23, 2012 Company Name: City oi Arden Hills Room/DescripTlon: Council Chambers Mixer Upgrade Job:40120205A Revtslon: 3 Revislon Date: July 2, 2012 U-Wide Confracf U740.12 3300 Universily Avenue SE Minneapolis, MN 55414-3326 www.}iemeybrothers.com 612.331.5500�800.933.7337�Fax -612.331.3424 Contact: Andre Barte E-Mall: andre.barte@newbrightomm�.gov Phone: Fax: Sales Rep.: Heidi Harvey Sysfems Engineer: Richard Long *Items not on U of M Contract Cusiomized Price Quotation Allow 6-8 weeks tor installatlon from recelpt of purchase order. � BQC: TH Audio Equipment Cs�. f �. O - . 11.� 1 Lecirosonic1bx24AudioProcessor LECDM1624F $ 4,S10.OD $ 4,S10.D0 1 *Soundcraft 20 Channel Mixer - MFXi20 RW5783US $ 742.00 $ 742.00 Audio Equlpmenf Total: $ 5,252.00 Remote Conhol System ,a m o 1 Exisfing AMX Processor Owner Furnished $ - $ - Remofe Conhol System Tofal: Equlpment Rack, Hardware and Cable 1 Cables, Connectors & Hardware $ 143.00 $ 143.00 Equipmenf Rack, Hardware and Cable Toial: $ 143.00 Integration Services an ` ��.� _. � e � 1 Custom System Programming and Configuration Custom $ 950.00 $ 950.00 1 90-Day Programming WananTy $ - $ - t Integration and Installation Services (Non-union ; Normal Business Hours) Custom $ 915.00 $ 915.00 1 Premium One Year Warranty Package TBIPMIYRWARR $ 326.70 $ 326.70 Infegratlon Services Total: Subtofal: Mlnimum Estimated Shipping and Handling: •'Estimated Tax - If Applicable: "Sales tax rates are determined by where ihe owner takes possession of ihe materials. Please return a copy of your tax exempt or direct pay certificate with your signed proposal or purchase order if you have nof previously submitted one To Tierney &others, Inc. ihls quofaflon Is vafld !or a perfod ol nlnety days. 2,19170 7,586.70 161.85 590.83 Grand Total: 5 8,339.38 Tierney Brothors, Inc. ConTidentlal 7/3/2012 ��o TiERI"lE'�! ��,p BRQTf-lEf�S ING Audia Vlsuai Destgn &/ntegrallan Slnce 7977 3300 University Avenue SE Minneapolis, MN 55414-3326 www.iiern eybroth ers.com 612.331.5500�800.933.7337�Fax - 612.331.3424 Responsibilities and Conditions Client Responsibilities Tierney Brothers Responsibilities (Upon Authorization) Contract a licensed electrician to provide high voltage power Conduct pre-installation site visit (if necessary) involving the connections. It is recommended high voltage work be performed after main site contact, site facilities representatives and a Tierney the equipment has been installed to ensure the optimum placement of Brothers' project manager or a qualified alternate. the outlets. Provide Tierney Brothers with any existing system design specifications, diagrams, room drawings or other materials that would facilitate completion of the proposed Scope of Integration Services. Review scope, terms and conditions of the installation with the client at the pre-installation site visit. This will include, but is not limited to electrical, construction and cosmetic responsibilities. All necessary ceiling tile work involved in the installation, unless an alternative has been indicated in the Scope of Integration Services in this proposal. Prepare, replace, repair or modify any structural or cosmetic changes that Tierney Brothers has made or needs to make. This includes, but is not limited to, ceiling grids, floor tiles, walls and pre-existing equipment. This does not include repair for accidental damage caused by Tierney Brothers. Confirm area is ready for installation when scheduled. This includes but is not limited to the room being vacated, physical conditions confirmed and owner furnished equipment available. If the area is not prepared for installation when scheduled, there will be a$350.00 charge. Rescheduling of the installation will be set for a later date as determined by Tierney Brothers. Clients purchasing SMART product are responsible for loading all SMART software on the applicable computers and connection of these computers to the SMARTboard prior to any scheduled training sessions. Complete Customer Configuration Worksheets as requested by Tierney Brothers within five business days. This information is required to properly integrate the new equipment with your existing IT infrastructure. TBI's initial estimates assume all work may be completed using standard ladders. If a lift is required, additional charges will be incurred and presented as part of a change request. Project training is included in this proposal. This training will be scheduled and completed by a Tierney Brothers' representative at the end of the project installation. Proceed with ordering the specified equipment and preparing a schedule for completion of the proposed services. Clients purchasing SMARTboards: After the installation of the SMARTboard is complete, the SMARTboard USB connection will be tested using the Tierney Brothers installer's laptop. After system functionality is confirmed, the USB connection will be hooked into the client's computer if it is present in the space. For safety reasons, Tierney Brothers will not modify/cut the trays on existing white boards or chalk boards. A solution for mounting over the existing board will be proposed. Any modifications to the existing board would need to be made by the customer prior to the arrival for Tierney Brothers' installation personnel. Scheduling Installations are typically scheduled six to eight weeks from receipt of the customer's purchase order. Custom ordered product may increase the time needed to complete the proposed services. Standard service and supporf is limited to Monday through Friday, 8:00 AM to 5:00 PM central standard time, excluding national holidays. 6cpanded service hours may be available for an additional charge if determined necessary. This schedule assumes no delays or obstacles will be encountered in gaining access for the installation. Site Conditions Tierney Brothers cannot enter into work in or otherwise disturb any areas containing asbestos. Tierney Brothers recommends that each Projector, N, Plasma, LCD, etc. have a duplex receptacle fed off of a dedicated 20 amp circuit available for use. Systems containing multiple racks of amplifiers or other equipment may require additional circuits. Please initial to acknowledge and authorize the Responsibilities and Conditions presented here. ��oT�E�nE� ��p BRO'TF�ERS INC Audio Visual f'lesigw & lntegrafion Since 7977 3300 University Avenue SE Minneapolis, MN 55414-3326 www.t ierneybrothers.co m 612.331.5500�800.933.7337�Fax - 612.331.3424 Proposal Terms Accounting Terms Tierney Brothers will invoice 30% of the total project cost upon receipt of the Purchase Order. The balance is due net 10 days from the installation completion date, with 2% interest added to unpaid balance. Warranty Terms Installation Warranty If warranty work is needed, please contact our Technical Service Department at techservice@tierneybrothers.com or 612.331.5500. Sales and Use Taxes As of January 1 st, 2002 Tierney Brothers is required by the Minnesota Streamlined Sales and Use Tax Act to tax all installation hours that involve product that does not become part of real property. Sales tax is the liability of the supplier (Tierney Brothers, Inc). If we do not have a formal copy of a valid tax exempt certificate for you, your order will be subject to sales tax. Proposal Changes If additional products or services are requested prior to receipt of your signed purchase order or quote proposal, Tierney Brothers will provide an updated quote proposal, including a revised scope. If additional products or services are requested after receipt of your signed purchase order or quote proposal, Tierney Brothers will provide a change order with the requested equipment and scope to detail the requested changes. Upon receipt of your signed purchase order or quote proposal, Tierney Brothers will proceed with the authorized services and invoice in accordance with the purchase order or quote proposal. Verbal agreements will not be processed until confirmation, in writing, has been received. There may be a 20% to 30% restocking fee plus freight charges for those items ordered which have to be returned to the manufacturer due to customer request or by change of order. Custom order products and certain product lines not typically carried by Tierney Brothers may not be returned. The installation warranty period is effective from the project's final invoice date. Defects in material and workmanship, under normal use, are under warranty for a one year period. Normal use is defined as operating the system within its designated specifications. If service is required after the warranty period has expired, additional fees will be incurred for all site visits. During the warranty period, Tierney Brothers will first work to resolve an issue by troubleshooting over the phone. If Tierney Brothers determines the issue cannot be resolved by phone, an appointment will be made for a site visit. See specific warranty terms in this proposal for response times. Programming Warranty The programming warranty is 90 days, starting at the commission of the system. Changes or fixes to the system after this time will be billable at our standard service call rates. Labor Classifications and Assumptions It is the understanding of both parties that prevailing wage regulations, specifically those contained in 40 U.S.C. 276a-5, or MN Stat § 177.41 -177.44, do not apply to the work to be performed under this contract. Unless travel charges are specified, this proposal assumes Tierney Brothers, Inc. has local certified, licensed and insured technicians available to complete the integration services. In the event, the job site is located in a geographical area where this does not apply or a specific installation time is requested for which this personnel is not available, additional charges may apply. NOTICE CONFIDENTIAL INFORMATION - The information in this proposal is proprietary and strictly confidential. It is intended solely for the use of the named parties. If the reader of this proposal is not the intended recipient or the employee or agent responsible to deliver it to the intended recipient, any dissemination, distribution, copying or other use of the information contained in this document is strictly prohibited. If this has been received in error, please notify the responsible party immediately and then delete this proposal from all data storage devices and destroy all hard copies. Video recording of a Tierney Brothers SMART Certified Trainer or Professional Development session, and copying or distribution of any printed material supplied by Tierney Brothers Inc., is protected content under copyright licensing and can be used only with express permission from Tierney Brothers, Inc. Any video or digital content created during a training session can be used only within the organization paying for such services and cannot be shared online or distributed in any manner. This quotation is valid for a period of 90 days. Please initial to acknowledge and a�thorize the Proposal Terms presented here. ��o Ti�RflE�J ♦�Q BRo-rtiE�s �n�c Audip Vesual Design & lntegratian Since f97�' 3300 UniversityAvenue SE Minneapolis, MN 55414-3326 www.ti ern eybrothers.co m 612.331.5500�800.933.7337�Fax - 612.331.3424 Tierney Brothers Premium Warranfy Program Designed for: City of Arden Hiils Tierney Brothers, Inc. prides itself on providing the best service possible to our customers. At Tierney Brothers, your success is our responsibility. When we integrate a solution for your equipment needs, we not only supply the product, we supply quality installation and service. A preventative maintenance check will be scheduled to evaluate, test and clean all of the equipment included in your system. Preventative maintenance on your system/room can prolong the life of your equipment. During a non-scheduled service call, our technicians will evaluate the problem and complete repairs on site if possible. If any parfs are required to repair your equipment, an estimate of product pricing will be given before work begins. Under cerfain circumstances, equipment may need to be brought back to our facility for repair. Maintenance Program Terms and Conditions Tierney Brothers, Inc. warrants the installation you have pvrchased from Tierney Brothers, Inc. from defects in materials and workmanship, under normal use, during the One Year Premium Warranty period. Normal use is defined as operating the system within its designed specifications. Included in the One Year Premium Warranty the customer will receive: • Unlimited Phone Support • On-site service * • Unlimited Training (SMART Technologies not included) • Discounts on Lamps and Accessories • Preventative Maintenance Check Tierney Brothers, Inc. will visit the customer's site and complete a preventative maintenance check toward the end of the one year warranty. The warranty start is effective from project invoice date. If a maintenance plan is written for an existing room, the contract invoice date is the effective starf date of contract. During the warranty period, Tierney Brothers, Inc. will first work to resolve any problems by troubleshooting over the phone. If Tierney Brothers, Inc. Support Specialists determine that the issue cannot be resolved over the phone, a Technician will be dispatched to your location(s) within 24 hours (if necessary) of the original call (Monday through Friday S:OOam - S:OOpm, excluding national holidays). Customers outside of a 150 mile radius of Tierney Brothers, Inc. are subject to mileage and trip charges. If service is required after the One Year Premium Warranty period has expired, the customer will be billed at Tierney Brothers, Inc. current labor rates. If the customer has purchased a Tierney Brothers, Inc. Extended Maintenance Agreement, that will commence at the end of the One Year Premium Warranty. If you would like additional information regarding Tierney Brothers, Inc. Extended Maintenance Agreements, please contact your Tierney Brothers, Inc. Sales Representative at 612-331-5500. To obtain warcanty service, you must contact a Tierney Brothers, Inc. Support Specialist at 612-331-5500 or by email at techservice@tierneybrothers.com. The model and serial number on failed equipment may be required when requesting warcanty service (if applicable). The customer will be required to describe the nature of the failure, and may be required to perform other failure identification or isolation activities while working with the Support Specialist over the phone. M on-site visit will be performed only if it is deemed by Tierney Brothers, Inc. Supporf Specialists that the issue can't be resolved over the phone. Tierney Brothers, Inc. will send out an email 60 days prior to one year warcanty expiration requesting the customer to contact a Support Specialist at 612-331-5500 or by email at techservice@tierneybrothers.com to schedule a Preventative Maintenance Check. Customer may call to schedule Preventative Maintenance Check prior to the 60 day period if they require it done at an earlier date. Preventative Maintenance Checks are done Monday through Friday 8:OOam - S:OOpm. Customer is responsible for providing access for up to 2 hours per room for Preventative Maintenance Check. If Customer doesn't contact Tierney Brothers, Inc. before one year warranty has expired, the Preventative Maintenance Check will be void. ��o�r��RnE� ��,p BRpTHERS INC Audio Vis�ral Design & fntegra#ion Since :977' 3300 University Avenue SE Minneapolis, MN 55414-3326 www.ti ern eybrothers.co m 612.331.5500�800.933.7337�Fax - 612.331.3424 Tierney Brothers Premium Warranty Program Designed for: City of Arden Hills * Limitations of coverage The following items are excluded from coverage under the warranty: a. Equipment that has been removed or reinstalled in a different location b. Damage or other equipment failure due to causes beyond our control including, but not limited to, operator negligence, the failure to maintain the equipment according to the owner's manual instructions, abuse, vandalism, theft, fire, flood, wind, freezing, power failure, inadequate power supply, acts of war or acts of God. c. Any utilization of equipment that is inconsistent with either the design of the equipment or the way the manufacturer intended the equipment to be used. d. One Year Onsite Warranty covers all hardware related failures. Network or software related failures are not covered under Tierney Brothers, Inc. One Year Onsite Warranty. e. Operational or mechanical failure which is not reported prior to expiration of this contract. f. Equipment where the serial plate attached to the equipment is removed, defaced or made illegible. g. Damage resulting from unauthor'¢ed repair, software virus, improper electrical wiring and connections. h. Existing Owner Furnished equipment. i. Training is limited to hardware only; all software training will be billed at our current training rate. j. Training must be scheduled 3 weeks prior to training date. k. Lift and Scaffolding rental is not included. This maintenance contract refers to: RE: Audio Upgrade Job Number: 40120205 Rev. 3 I have read, understand and agree to the above terms and conditions per the plan elected. Authorized Signature: Date: Plan Type: ��o TiERI-lE� �►�►o Br�or�EFes ��c Audio Visual Design & lnlegFation Since 1977 3300 University Avenue SE Minneapolis, MN 554143326 www.tiern eybroth ers.co m 612.331.5500�800.933.7337�Fax - 612.331.3424 City of Arden Hills RE: Audio Upgrade Job Number: 40120205 Rev. 3 Proposal Summary Please Inifial to Accept or Decline Please Acknowledge All Proposals Accepf Decline Proposal Total Job A- Council Chambers Project Total: 8,339.38 8,339.38 The undersigned authorizes Tierney Brothers to proceed in accordance with the proposal including options elected and agrees as a representative of the client to be responsible for payment. By signing below, ihe client has read and understands the scope of services and agrees to the client responsibilities and conditions. ClienYs Name: Authorized Signature: Title: Date: State/Education Contract number (if applicable) Tax Exempt Number