HomeMy WebLinkAboutItem 4C, Audio Visual Equipment in Council Chambers
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~LLS
Request for Council Action
.
Prepared By: James Lehnhoff, City Planner
Council Meeting Date: May 12, 2008
Audio-Visual Equipment Replacement and Repair
Council Chambers
Budgeted Amount:
$0.00
Actual Amount:
$15.467.45
Funding Source:
Cable Fund
Recommendation:
Approve the May 5,2008, quote from Tierney Brothers, Inc for Replacement and Repair
of the Multimedia System in the Council Chambers for an Amount Not to Exceed
$15,467.45 from the Cable Fund.
Supporting Documents:
1. Memorandum dated May 12, 2008, to City Council
2. March 6, 2008, Quote from Tierney Brothers, Inc
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~HILLS
MEMORANDUM
DATE:
May 12, 2008
TO:
Mayor & City Council
James Lehnhoff, City Plannerlf
Audio-Visual Equipment R!~acement and Repair
Council Chambers
FROM:
SUBJECT:
ReQuested Action
Motion to Approve the May 5, 2008, quote from Tierney Brothers, Inc for Replacement and
Repair of the Multimedia System in the Council Chambers for an Amount Not to Exceed
$15,467.45 from the Cable Fund.
Backl!:round
At the end of January 2008, the equipment that operates the overhead camera, the DVD player,
and VCR short-circuited and is nonfunctional. Upon inspection, it was discovered that the
equipment that operates the projection screen and the monitors at the dais was also on the verge
ofbuming out. While the components themselves are in working order, the electronic equiprnent
that operates the components has failed or is about to fail. The problems, however, are two-fold.
First, the equipment was originally installed in such a way that it could never be powered down,
which means it has been turned on since it was installed. Secondly, the equipment is located in
the computer podium and has very little ventilation causing the equiprnent to get very hot.
Instead of simply replacing the equipment in its current location, it was determined that the new
equipment should be relocated to the television control room adjacent to the Council chambers.
In the cable room, the equipment would have better ventilation and could be turned off when not
in use, which should help avoid similar problems in the future.
City of Arden Hills
City Council Meeting for May 12, 2008
\\Metro-inet.us\ardenhillslAdminITechnologyICouncil Chamber AV Equipmentl051208 - Equipment Replacement.doc
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Quotes
From February to April, staff solicited from audio-visual vendors to repair the multirnedia
system in the Council chambers. Tierney Brothers, Inc (TBI) was the only vendor to submit a
completed quote for the requested work, which was quoted at $15,167.45. Staff reviewed their
proposal with the City's audio/visual technicians from the City of New Brighton, and it was
determined that the TBI quote would meet the City's needs. The quote was submitted on March
6, 2008; however, the quote required a revision to the payment terms. The revision did not
impact the estimated cost of the project.
The new equipment will require the installation of a new electrical outlet in the television control
room, which is not included in the quote from TBL An additional $300 was included by Staff to
cover the cost of installing the outlet.
Installation should begin six to eight weeks after the order is made. The quote includes training
for the equipment.
Cable Fund
This purchase was not included in the 2008 Cable Fund Budget and a budget amendment will be
required. The Finance Director reviewed the Cable Fund, and there was a $230,392.83
(unaudited) cash balance as of May 5, 2008. She indicated that the Cable Fund can support the
purchase without any adverse impacts to the Fund.
Recommendation
Approve the May 5, 2008, quote from Tierney Brothers, Inc for Replacement and Repair of the
Multimedia System in the Council Chambers for an Amount Not to Exceed $15,467.45 from the
Cable Fund.
Attachment
May 5, 2008, Quote frorn Tierney Brothers, Inc
City of Arden Hills
City Council Meeting for May 12, 2008
\\Metro-inetouslardenhillslAdminITechnology\Council Chamber AV Equipmentl051208 - Equipment Replacement.doc
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OOB -'-iERrlE!::J
::0 EJRCJTHERS I~C::
Winning Presentation Tools since 1977 612.331.5500tSOO.933.7337tFax: 612.331.3424
3300 University Ave SE
Minneapolis, MN 55414-3326
www.tiernevbros.com
Thank you tor considering Tierney Brothers. Inc. for your audio/visual needs. Our goal is to work
with you in finding a user friendly, cost effective solution for your multi-media project. Enclosed
please find the price quotation as requested. The information contained within this proposal
is supplied to you on a confidential basis and is not for disclosure to any organization without
the writlen consent of Tierney Brothers, Inc.
Date:
Company Name:
Room:
Sales Representative:
Job#:
May 5, 2008
City of Arden Hills
Council Chambers - Control Upgrade
Jane Kennedy
5080220
Video Equipment Totai:
Remote Conlrol Equipment Total:
Hardware. Cable and Installation Total:
$ 1 1,304.00
$ 450.00
$ 2,443.50
$ 14.197.50
$ 132.24
$ 837.71
$ 15.167.45
Subtotal
Estimated Shipping Charges
Estimated Tax:
Grand Total
This quotalion is valid for 90 days from the original quote date. If you have any questions while
reviewing this proposal. please contact your sales representative at 612-331-5500. Our fax
number is 612-331-3424. We look forward to working with you and providing you with your total
presentation solution.
Sincerely,
Jane Kennedy
Sales Representative
Ryan Sieler
Syslems Engineer
Tierney Brothers, Inc. Confidential
5/5/2008
Page 1
T81 Proposed Scope of Services
OOB TiERnE~
::0 BROTHERS INC
Winning Presentation Tools TM Since 1977
3300 University Ave SE
Minneapolis, MN 55414-3326
www.tierneybros.com
612.331.5500+800.933.7337 +Fax: 612.331.3424
May 5, 2008
James Lehnhoff
City of Arden Hills
1245 West Highway 96
Arden Hills, MN 55112
Proposal for Audio-Visual Services
RE: Council Chambers - Control Upgrade
Job Number: 5080220
Dear James:
On behalf of Tierney Brothers Inc. (TBI), I am pleased to provide you with the following proposal to install a multimedia
projection system. This letter summarizes the scope of services to be performed by TBI at 1245 West Highway 96.
SCOPE OF SERVICES
TBI is a leader in audio, visual, and video teleconferencing presentations. Our mission is to provide state of the art products
and offer unparalleled customer service. This proposal has been prepared by combining your requirements with our
experience to produce results that meet your needs today and will be flexible for tomorrow.
Tierney Brothers, Inc. (TBI) will replace the existing matrix switcher with an Extron ISM 824 Modular Scaling MultiSwitcher. The
ISM 824 will be located in the control room's equipment rack.
A remote control panel will be installed at the podium for controlling the inputs and outputs of the multiswitcher. Existing
controls such as projector on/off will be provided with the existing touch panel in the control room. The touch panel at the
podium will be de-installed.
The existing sources to the multiswitcher include a dedicated PC, laptop connection and DVDNCR combo in the podium.
Inputs are also provided for the broadcast feed and/or cable TV.
The rnultiswitcher will output the sources to the projector, Smart 3000i, dais monitors, recording system and the broadcast
system. An existing distribution amplifier will be used to route the same signal to the projector and 30001.
Existing cabling will be reused from the podium to the control room equipment rack. The equipment rack must have 3RU
available for the multiswitcher. The existing Sympodium will be connected to the dedicated PC and the same functionality will
be available.
The customer is responsible for an outlet at the equipment rack location. Upon completion of the installation, a Tierney
Brothers representative will provide training on the audio visual system.
Currently, installations are being scheduled six to eight weeks from receipt of the customer's purchase order. Upon receipt of
the purchase order, a pre-installation walk-through may be required. This should include the main contact at the customer's site
and facilities representatives. The project manager or a qualified alternate will represent TBI.
SCHEDULING
Upon receipt of signed authorization, we will proceed to order the specified equipment and prepare a schedule for completion
of the proposed services. If any of the equipment specified is custom ordered product, up to six weeks may be required to
complete the proposed services. This schedule assumes no delays or obstacles will be encountered in gaining access for the
installation. Standard service and support is limited to Monday through Friday, 8:00 AM to 5:00 PM central standard time,
excluding national holidays. Expanded service hours are available for an additional charge and can be provided if determined
necessary.
Project Training is included in this proposal. This training will be scheduled and completed by your sales representative at the
end of the project installation.
Tierney Brothers, Inc Confidential
5/5/2008
Page 2
T81 Proposed Scope of Services
CLIENT RESPONSIBiliTIES AND CONDITIONS
The client should provide TSI with any existing system design specifications, diagrams, room drawings or other materials that
would facilitate completion of the proposed scope of services. These can be uploaded to the TBI website by going to
www.tierneybrothers.com/uploads and following the instructions for uploading.
The client will be responsible to contract a licensed electrician to provide any needed high voltage power connections. This
installation is best performed after the equipment has been installed to ensure the optimum placement of the outlets.
The client will be responsible for all necessary ceiling tile work involved in the installation, unless an alternative has been
indicated. It is the client's responsibility to prepare, replace, repair or modify any structural or cosmetic changes that TBI has
made or needs to make. This includes, but is not limited to, ceiling grids, floor tiles, walls and pre-existing equipment.
It will be the client's responsibility to have the area ready for installation when scheduled, based upon the agreed terms and
conditions. The project manager and or design engineer at the pre-installation walk through will review the terms and
conditions of the installation. This will include, but is not limited to, electrical, construction and cosmetic responsibilities. If the
area is not prepared for installation when scheduled and if any owner furnished equipment engineered to be included in the
installation is not on site there will be a $350.00 charge. Rescheduling of the installation will be set for a later date, which will
be determined by TSI.
It will be the client's responsibility to notify either the sales representative or the project manager within 48 business hours prior
to the scheduled installation of cancellation or schedule change. A fee of $350.00 will be charged if cancellation or schedule
change is received less than 48 business hours.
Tierney Brothers, Inc. cannot enter into, work in or othelWise disturb any areas containing asbestos.
Tierney Brothers, Inc. recommends that each Projector, TV, 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.
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.
BASIS FOR PROPOSAL
Based upon our initial consultation, TBI's fee for completion ofthe proposed scope of services is $15,167.45
If additional products or services are requested, we will provide a revised scope and cost estimate. Upon receipt of your signed
purchase order, change order request, or verbal authorization, we will proceed with the authorized services and invoice in
accordance with the revised scope and cost estimate. All verbal agreements will be confirmed in writing.
As of January 1st, 2002 Tierney Brothers, Inc. 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.
Tierney Brothers, Inc. invoicing payment is due net 30 days with 2% interest added to unpaid balances. There will be a 20%
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.
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.
Sincerely,
Jane Kennedy
Sales Representative
Audio-Visual Solutions
Tierney Brothers Systems Integration & Design
Tierney Brothers, Inc Confidential
5/5/2008
Page 3
OOB TiERnE~
#0 BROTHERS INC
Audio Visual Design and Integration
3300 University Ave SE
Minneapolis, MN 55414~3326
www.tierneybros.com
612.331.5500+S00.933.7337+Fax: 612.331.3424
Date: May 5, 2008
Company Name: City of Arden Hills
Room: Council Chambers - Control Upgrade
Job #; 5080220
Revision:
Revision Date:
Contact: James Lehnhoff
E-Mail: jamesJehnhoff@ci.ardenhil!s.mn.us
Phone: 651.634.5134
Fax: -
Sales Rep.: Jane Kennedy
Systems Engineer: Ryan Sieler
Customized Price Quotation
ALLOW 6-8 WEEKS FOR INSTAllATION AFTER RECEIPT OF PURCHASE ORDER,
Video Equipment:
2
Interlace System: RGB 192 for PC and Laptop
Extran ISM 824 Module Scaling MultiSwitcher
Extran ISM VS Video Scoler Output Board wI RGB Pass-Through
for ISM 824
Extran 15M SC Scan Converter Oufput Board with Video
Transcoder for ISM 824
Extran MKP 3000 MAAP Remote Control Panel for ISM 824
Extron MKP 10 MAAP Numberic Keypad for MKP 3000
Extron Angled Surface Mount 80x for MKP 3000 (Black)
$
$
866.00 $ 866.00
4,642.00 $ 4,642.00
1,245.00 $ 2,490.00
1,197.00 $ 2,394.00
573.00 $ 573.00
193.00 $ 193.00
146.00 $ 146.00
$ 11,304.00
$
2
1
1
1
$
$
$
$
Video Equipment Total:
Remote Control System:
Remote Control Panel Programming.Non Taxable
$
450.00 $
450.00
Remote Control System Total:
$
450.00
Hardware, Cable and Installation:
..- i!_~.~
1 Cables, Connectors & Hardware $ 531.00 $ 531.00
1 Consultation/Design $ $
1 Installation-Non Taxable $ 1,912.50 $ 1,912.50
1 90 Day Installation Warranty $ $
1 System Training $ $
Hardware, Cable and Installation Total:
$
2,443.50
Sub-Total: $
Estimated Shipping Charges: $
Estimated Tax: $
14,197.50
132.24
837.71
Grand Total: $
15,167.45
This quotation is valid for a period of ninety days.
Tierney Brothers, Inc. Confidential
5/5/2008
Page 4
Purchase Order for Quote
008 TiERnE~
1:0 BROTHERS INC
Winning Presentation Tools 1M Since 1977
3300 UniversIty Ave SE
Minneapolis, MN 55414-3326
www.tlemeybros.com
612.331.5500+aOO.933.7337+Fax: 612.331.3424
May 5, 2008
City of Arden Hills
RE: Council Chambers - Control Upgrade
Job Number: 5080220
Sales Rep: Jane Kennedy
Proposal Total:
$
15,167.45
The undersigned authorizes Tierney Brothers, Inc. to proceed in accordance with the
proposal including options chosen and agrees to be responsible for payment.
Client's Name:
Authorized Signature:
Title:
Date:
The balance is due net 30 days with 2% interesf added to unpaid balances.
This quotation is valid for a period of 90 days from the date shown above.
Tierney Brothers, Inc Confidential
5/5/2008
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