HomeMy WebLinkAboutItem 06.d
Date: Item No.
APPROVAL OF THE PURCHASE OF COUNCIL CHAMBER CAMERAS
AND INSTALLATION SERVICES
Proposed Action
Staff recommends adoption of the following motion: Move to approve a proposal from Alpha Video
for the purchase of City Council Chamber cameras and installation services.
Overview
The current camera system used within the Council Chambers has become obsolete and is due for
replacement with a modern higher definition system. A new camera system will improve the overall
video quality and allow for broadcast in lower lighting situations, like we have in the Council
Chambers. The main requirements requested in the bid was for the camera system to be able to
accommodate our current and future video needs, be compatible with the other recently completed
technology upgrades to the video and control system, and to include installation and support.
Communications requested bids from two sources that are qualified to complete these types of
video/cable improvements. Alpha Video was the only company that responded to the bid. In
researching their proposal, it was found that some of the equipment could be obtain from an internet-
based company at a lesser price. In discussing the price difference with Alpha Video, they agreed to
revise their proposal to match the online price. Alpha video has provided a proposal of $38,000
including labor, materials and a one-year service agreement. Staff recommends approval of the
proposal.
Primary Issues to Consider
Are the cameras compatible with our current architecture and do they provide better resolution and
ability to film in low light areas?
• Yes, we have tested three types of cameras in the Council Chambers and have found the new
cameras will be a vast improvement from our current system. Alpha Video has historically
completed all our video and technology improvements within the Council Chambers and control
room and is very familiar with our current system.
Supporting Information
• Proposal from Alpha Video.
Financial Impact: $ Budgeted: Y☒ N☐ Source:
Related Documents: (CIP, ERP, etc.):
Envision Lakeville Community Values: Design that Connects the Community
Report Completed by: Tierney Helmers, Communications Manager
July 2, 2018
38,000 2009.6540
COUNCIL
CHAMBERS
CAMERA INSTALL
Prepared for:
CITY OF LAKEVILLE
Presented by:
Account Manager – Mike Pouh
Project Engineer – Sam Van Moer
DATE:
June 8, 2018
952.896.9898
800.388.0008
info@alphavideo.com 7690 Golden Triangle Dr.
Eden Prairie, MN 55344 www.alphavideo.com
ALPHA VIDEO & AUDIO, INC.
Proposal - Confidential
952.896.9898
800.388.0008
info@alphavideo.com 7690 Golden Triangle
Dr. Edina, MN 55344 www.alphavideo.com
Introduction
Alpha Video and Audio Inc. is pleased to present this proposal for the Camera Replacement
within the Council Chambers. This statement of work document outlines the equipment and
services that Alpha Video will deliver, as well as the responsibilities of The City of Lakeville
for a successful implementation.
Panasonic Cameras
Alpha Video will provide and install the following equipment to upgrade the cameras within
the Council Chambers
(4) – Panasonic AW-HE130WPJ White PTZ Cameras
(1) – Panasonic AW-RP50NJ Compact Remote Camera Controller
(1) – 802 – Broadcast Pix Panasonic Camera Control Option for BCP Mica
(1) – Cisco SG350-10 – 10 Port Managed Network Switch with PoE+
The existing cameras will be removed from the system and will be swapped with the new
PTZ cameras, the existing SDI, Sync, and network cables will be re-purposed with the new
cameras . The network cabling will be terminated to Cisco SG350 network switch for power
and control. This network switch must tie to the Broadcast Pix switcher in order to control the
cameras. This quote includes the Broadcast Pix “802” Option which will add control features
for the Panasonic cameras. Any IP settings for the cameras and controller to be coordinated
before installation takes place.
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. If 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.
ALPHA VIDEO & AUDIO, INC.
Proposal - Confidential
952.896.9898
800.388.0008
info@alphavideo.com 7690 Golden Triangle
Dr. Edina, MN 55344 www.alphavideo.com
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.
Any above ceiling components shall be installed with trim rings and/or grommets
when necessary.
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.
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.
Cabling and loudspeakers shall be tested for proper polarity.
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.
ALPHA VIDEO & AUDIO, INC.
Proposal - Confidential
952.896.9898
800.388.0008
info@alphavideo.com 7690 Golden Triangle
Dr. Edina, MN 55344 www.alphavideo.com
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.
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.
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
ALPHA VIDEO & AUDIO, INC.
Proposal - Confidential
952.896.9898
800.388.0008
info@alphavideo.com 7690 Golden Triangle
Dr. Edina, MN 55344 www.alphavideo.com
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 several 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 (7am to 5pm M-F)
Coordination with Client staff for training times
Disposal of existing equipment, cabling, and racks
Client Sign-Off – The City of Lakeville, Council Chambers Camera
Replacement – Quote # AAAQ41326-01
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: ____________________________________________________