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HomeMy WebLinkAboutItem 06.gDate: August 15, 2016 Item No. AGREEMENT WITH ALPHA VIDEO FOR THE PURCHASE OF A BROADCAST PIX VIDEO SWITCHER Proposed Action Staff recommends adoption of the following motion: Move to approve an agreement with Alpha Video for the purchase and installation of a Broadcast Pix video switcher and associated hardware and software. Overview The cable control room includes integrated live production equipment that is used to route, relay, create and deliver live video. The current equipment is outdated, over ten years old, and is based on Windows XP which is no longer supported by Microsoft. In addition, the table top control panel, which is over 18 years old, is broken and is not repairable. The control room improvements will also include upgrading the sound processor from analog to digital. The sound processor eliminates fluctuations in audio and keeps it at a steady level for our viewers. Primary Issues to Consider Was this equipment included in the 2o16 budget? • The 2ox6 budget included $30,78$ to cover the cost of purchasing and installing the equipment. Alpha Video is proposing to supply and install the equipment for $28,140. Supporting Information Quote from Alpha Video dated June 8, 2o16 Purchase Agreement with Alpha Video Financial Impact: $ 28,140 Budgeted: YD N❑ Source: Communications/PEG Funds Related Documents: (CIP, ERP, etc.): Envision Lakeville Community Values: Good Value for Public Services Report Completed by: Allyn G. Kuennen, Assistant City Administrator i 7690 Golden Triangle Drive, Eden Prairie, MN 55344 Phone: 952-896-9898 - Fax 952-896-9899 - Visit us at www.alphavideo.com Quotation Date I Quote # I Cust # 06/08/16 1 AMQ31584-02 I LAK007 We are an equal opportunity employer ID # Item Description Qty Unit Price Prepared For: 1 940 Broadcast Pix Slate to Mica Upgrade Sales Representative: Tim Klausier Phone: (952)985-4417 Mike Pouh City of Lakeville 20195 Holyoke Ave Fax: (952)985-4499 Sales Executive Lakeville, MN 55044 Terms: NET 30 952-841-3365 USA Ship via: Best Way mike.pouh@alphavideo.com ID # Item Description Qty Unit Price Ext. Price 1 940 Broadcast Pix Slate to Mica Upgrade 1 $13,300.00 $13,300.00 2 175 Broadcast Pix Fluent Rapid CG LT 1 $1,335.00 $1,335.00 3 241 Broadcast Pix Rack Rails 1 $175.00 $175.00 4 642 Broadcast Pix Ext Warranty 1 $1,585.00 $1,585.00 5 S81713 Winsted 3 Bay 24"D Work Surface - 3" Beveled Front with Slatye 1 $930.00 $930.00 Grey Insert (EBBB) 6 S81716 Winsted 3 Bay 24"D Work Surface - 3" Beveled Front with Slatye 1 $1,165.00 $1,165.00 Grey Insert - Corner (BCBCB) 7 Alpha Video Miscellaneous Materials 1 $665.00 $665.00 8 Alpha Video Installation Labor 1 $3,350.00 $3,350.00 SubTotal $22,505.00 9 951903211 TC Electronic Loudness Pilot 2xSDl 1 $5,635.00 $5,635.00 Shipping charges are not included and will be billed at actual cost. Sub Total $28,140.00 Sales tax is not included and will be billed at actual. Sales Tax $0.00 A 3% convenience will be added for credit card payments. Shipping $0.00 Total $28,140.00 Accepted by: Date: PO: All information contained within this quote is valid for the next 30 days. Thereafter, all prices and applicable charges are subject to change. MINIMUM 15% RESTOCKING FEE WITH ORIGINAL PACKAGING. 06/10/16 CONFIDENTIAL Page 1 of 1 1 of 1 BROADCAST PIX UPGRADE DATE: June 8, 2418 Prepared for: CITY OF LAKEVILLE Presented by: Account Manager — Mike Pouh Project Engineer — Mike Ford Introduction Alpha Video and Audio Inc. is pleased to present this proposal for the Broadcast Pix production switcher upgrade for the City of Lakeville. This statement of work document outlines the equipment and services that Alpha Video will deliver and the responsibilities of The City of Lakeville for a successful implementation. Broadcast Pic Upgrade Alpha Video will provide and install a new Broadcast Pix Mica production switcher as an upgrade to the existing Broadcast Pix Slate Switcher. The new HD switcher will be changed out while continuing to use the existing control surface. As the existing system is wired for HD -SDI signal flow, Alpha will rewire the new switcher with the same configuration making necessary minor changes. Alpha will verify the use of existing options installed on the old switcher and transfer to the Mica system. Alpha will work with the City to help move existing shows and databases from the existing switcher to the new, but this should be a task completed by the City. Console Upgrade In addition to the switcher upgrade, Alpha Video will also provide and install a new work surface for the existing Winsted System 85 console. The new 24" deep shelf will be a 3" beveled oak work surface with a slate grey insert. The work surface will be a combination of two pieces (1 — 3 bay straight surface and 1 — 3 bay 90 deg. corner piece). Additional Installation Information or Requirements This proposal assumes that all existing equipment required for the functionality of the system is in proper operating condition and without defect. tf any of the required existing equipment is not in proper operating condition, a change order may be required for the functionality outlined in this proposal. This proposal also assumes that work can be carried out continuously throughout the day with limited to no interruptions. If daily interruptions do occur during on site work, change orders may be required based on installation inefficiencies related to these interruptions. Standards of Integration General • System and components will be installed in a neat and professional manner. • All equipment will be new and blemish free unless otherwise noted in this document. • All rack equipment will be installed using proper manufacture supplied mounting hardware. • All rack blank spaces will be filled with either a blank or vent panel depending on need. • All racks will have proper ventilation to prevent heat buildup and increase equipment life expectance. 2 Wiring and Cables • All rack cabling will be bundled neatly with cable ties or hook & loop depending on requirements. • Low and high voltage cabling will be separated in according with NFPA 70 (National Electric Code) 2014 specifications. • All cabling in conduit will comply with the conduit fill specifications in NFPA 70 (National Electric Code) 2014. • Proper strain relief at connections and joints will be used. • Sufficient service loops shall be provided for all above ceiling elements, above racks, in racks or in cable trays so that components may be minimally moved or serviced without cable strain. • All connectors are sized to fit the specific cabling and are installed in accordance with manufacture specifications. • All permanently installed cabling will be labeled with permanent CAD generated labels. Installer Testing and Adjustments • Proper grounding will be verified on all equipment. • Video displays shall be properly aligned and free from distortion. • Audio shall be free of distortion, hums, buzzes or pops. • Loudspeaker systems shall be tested and equalized to provide uniform frequency response. • Control system program shall be tested for proper system operation and shall be free of glitches. Any issues will be brought to the attention of the programmer for correction. Training Alpha Video will provide up to 1 hour of system training to no more than three key users on basic system operation and troubleshooting. The training will be provided once the system is fully functional and will be continuous during one day unless otherwise noted above. Advance system training for the use and configuration of the Broadcast Pix switcher will be be provided. Documentation Alpha Video will provide shop drawings that reflect the final system design. Upon project completion, a full set of "D" size as -built drawings will be provided, which will include components of the video, audio and control systems and any architectural documentation used during the installation. Those drawings will become property of The City of Lakeville upon receipt of final payment for this project. Project Management Alpha Video will appoint a project manager that will be the main point of contact for The City of Lakeville regarding this project. The project manager will manage the installation timeline and coordinate work with any additional trades involved in this installation. 3 Installation can only begin when the project manager has been notified that construction progress has reached a point that electronic equipment can be installed in a secure and clean job site. Change Requests When the scope of work is agreed upon, any changes to that scope must be requested as a change order. Change requests shall be submitted in written form so that both parties fully understand the request. Any costs resulting from change orders shall be the responsibility of The City of Lakeville. System Warranty and Support Alpha Video offers a standard 90 -day warranty on all systems installations. During the 90 days, Alpha Video will facilitate system service, phone support or repair at no charge for labor, travel, and/or shipping on any Alpha Video installed system or component. All system hardware is covered under the terms and conditions of each manufacturer's warranty. Alpha Video, at its option, may repair or replace any product or part of the products, which proves defective because of failure, under normal use, for the length of the 90 -day warranty period. An optional extension for a full 1 -year support agreement is available for purchase during the 90 -day warranty period. Phone support is available Monday through Friday during regular business hours of 8:00 a.m. to 5:00 p.m. Alpha Video's office number is 952-896-9898. Calls will be returned within a four-hour period. If the issue cannot be rectified over the phone a technician will be on site within 24 — 48 hours. Alpha Video will not be open on various holidays that occur during a Monday - Friday work week. The City of Lakeville agrees that prompt and full access to the system will be granted to Alpha Video at any time Alpha Video is on-site to service the system. Products not provided by Alpha Video but included in this installation will not be covered by this warranty. Alpha Video is not responsible for any failure of equipment that is connected to or caused by Client furnished equipment. The warranty coverage will commence on date the Certificate of Completion form is signed by both Alpha Video and The City of Lakeville. Service issues after the 90 -day period will be handled as time, materials and travel, plus fees associated with such work unless a warranty extension has been purchased. This warranty does not cover system misuse, reconfiguration or negligence on the part of The City of Lakeville. Client Responsibilities This statement of work indicates the responsibilities of Alpha Video and Audio Inc. As in any system installation, this project contains a number of customer responsibilities. They include, but are not limited to: • Any High Voltage AC necessary • Any necessary conduits, back boxes, or structural supports for mounted equipment • One key point of contact for control system design verification • Owner furnished equipment described above (PC, PC monitor, laptops, etc.) • Provide access to the job site during normal business hours (lam to 5pm M -F) • Coordination with Client staff for training times • Disposal of existing equipment, cabling, and racks • IP Address's for all networked devices prior to onsite installation. Client Sign -Off As an appointed representative of The City of Lakeville, I hereby agree with and approve the above statement of work including all outlined Client Responsibilities. A purchase order for this project, in verbal or written form indicates acceptance of this statement of work. Date: Company: Name: Signature: