HomeMy WebLinkAboutE-13 Staff Report - Phase 5 Control Room CONSENT ITEM
E-13
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
VIA: SERGIO GONZALEZ, CITY MANAGER
FROM: MARTIN QUIROZ, NEIGHBORHOOD IMPROVEMENT COORDINATOR
DATE: JULY 20, 2020
SUBJECT: APPROVE THE PURCHASE AND INSTALLATION OF THE FINAL PHASE
OF RECORDING AND PLAYBACK EQUIPMENT FOR THE CIVIC
AUDITORIUM BROADCAST CONTROL ROOM
BACKGROUND
The Azusa civic auditorium has been undergoing vast upgrades to the broadcasting system
during the past years. The upgrades have replaced old and dated equipment with new digital
technology. All of the upgrade phases have been scheduled during the summer months so as not
to interfere with City Council, Planning Commission, Azusa Unified School District and other
City meetings. The replacement of the 25+ year old equipment will safe-guard the TV station
and auditorium public address systems from catastrophic failure and will provide many reliable
years of service. All previous installations have been performed by Western Audio Visual
(WAV), an audio visual firm specializing in in the design, engineering, installation, and support
of complex audio visual systems for educational and civic clients.
RECOMMENDATION(S):
Staff recommends the City Council take the following actions:
1)Waive the competitive bidding process as authorized under Azusa Municipal Code
Section AMC 2-517(a)(22) Solicitations and Bidding Exemptions, Specialized Computer
Software and Hardware, which provides exceptions for the competitive bid and RFP
processes.
APPROVED
CITY COUNCIL
7/20/2020
PHASE 5 CONTROL ROOM
July 20, 2020
Page 2
2) Approve a purchase agreement with Western Audio Visual for the purchase and
installation of new digital control room processors and equipment.
ANALYSIS:
Previous upgrades have included the installation of the rear screen projections system and screen,
new monitors for the audience, upgraded microphones, voting system and personal reference TV
monitors at each station on the dais and staff tables. In the control room we have installed new
digital audio processing equipment which includes ADA assistive listening devices, and a digital
switcher for on-air TV.
In this, the final phase of digital equipment installation, we will install digital servers for the
capture, storage and playback of programming for on-air and web based on-demand distribution.
This new equipment will replace 20+year old analog equipment that is obsolete and in danger of
catastrophic failure. This phase will also see the installation of a computer web interface for
teleconferencing and Zoom platform meetings as well as a digital timer that will allow the
viewing public and the public participation speaker to see the elapsed time.
FISCAL IMPACT:
The purchase and installation of this equipment will have no direct impact on the General Fund
as all related funds will derive from the PEG fund account. Funds for the proposed purchase of
$42,017.98 are available through the FY2019-20 year end budget carryforward process. There
is $49,026 of available FY2019-20 budget under PEG account 28-10-130-001, and upon Council
approval, staff will carryforward the PEG budget to FY2020-21 via a budget amendment.
Prepared by: Fiscal Impact Review:
Martin Quiroz Talika M. Johnson
Neighborhood Improvement Coordinator Director of Administrative Services
Reviewed and Approved:
Sergio Gonzalez
City Manager
Attachments:
1. Phase 5 AV System Proposal/Control Room Proposal
ClientProject NameRevisionAProject ContactRepresentativeContactMartin QuirozMobileAddress213 E. Foothill Blvd., -OfficeCity, State, ZipAzusa, CA 91702EmailPhoneDateMobileEmailRoom Room Qty Equipment Shipping Sales Tax eWaste Engineering Programming Project Management Assemby & Staging Install Training & Closing Travel G&A Subcontract Total Labor Maintenance Bond Cost Per Room TOTALBroadcast Control Roo129,806.02$ 762.00$ 2,903.96$ 13.00$ 1,700.00$ -$ 367.00$ 184.00$ 3,850.00$ 1,834.00$ -$ 598.00$ -$ 8,533.00$ -$ -$ 42,017.98$ 42,017.98$ 42,017.98$ ALTERNATE OPTIONS (Not Included in Project Total Unless Box is Checked)Select ALT PricingALT11-$ ALT21-$ ALT31-$ ALT41-$ ALT51-$ EXTENDED WARRANTY & MAINTENANCE RENEWAL SCHEDULE$0.00Year 1Year 2Year 3Year 4Year 5Rate$0.00$0.00$0.00$0.00$0.00Discount0%0%0%0%0%-$ NOTES:Billing Terms:DateBilling Inquiries:City of AzusaPhase 5 AV Systems ProposalSteve Hollingsworth 858.442.9623 760.438.1200SteveH@wav1.com62681251786/30/2020mquiroz@azusaca.govAudio Visual Investment SummaryBase Project TotalSTANDARD RENEWAL RATE This quote is valid for 30 days. The sales tax is subject to change—in the event of a an increase, the client agrees to pay the current sales tax rate. This proposal is not to be copied, reproduced or forward to any third party as its contents are the property of Western Audio Visual.Western Audio Visual | 1592 North Batavia Street, Suite 2, Orange, CA 92867 | P 714 637 7272Extended Warranty TotalPROJECT TOTAL:$42,017.9830% Deposit Upon ApprovalClient Authorized SignaturePrinted Name & TitleAttachment 1
Representative Steve Hollingsworth
Mobile 858.442.9623
Office 760.438.1200
Email SteveH@wav1.com
Date 6/30/2020
Item Quantity Manufacturer Model Description Unit Price Ext Price
Broadcast Automation & Streaming System
1 1 Blackmagic Design VHUBSMTCS6G1212 Smart Videohub CleanSwitch 12x12 1,776.00$ 1,776.00$
2 1 Blackmagic Design CONVMSYNC Sync Generator 244.00$ 244.00$
3 2 Blackmagic Design CONVMUDCSTD/HD Mini Converter UpDownCross HD 194.00$ 388.00$
4 1 Tightrope Media Systems CBL-VIO2-600 2 channel configurable 1x1 or 0x2 SD/HD SDl encode/decode, multi-format server with
10TB of usable RAID5 storage in a 3 RU chassis. Selectable SD or HD SDI with
embedded audio. Pulls in RTP, RTMP and HLS streams. Includes Cablecast
Automation, Video and CG server Software. Cablecast CG Player Software is optional.
Includes graphics, crawl, bug, bug text on output. 3 year hardware warranty and 2 hours
of installation support and training within first year.
15,870.02$ 15,870.02$
5 1 Tightrope Media Systems CBL-CGPLAYER-LIC Cablecast CG bulletin board software for installation in Cablecast VIO video
servers. All bulletin board features and native integration with the Cablecast schedule for
display of "Airs Again On", "Coming up Next" and Cablecast schedule bulletins, updated
dynamically throughout the day. Includes 1 hour of remote installation support.
2,895.00$ 2,895.00$
6 1 AJA HELO H.264 Streamer & Recorder 1,619.00$ 1,619.00$
7 1 Raloy RWX119-KVM 19" Widescreen Rack Console - with Integrated VGA KVM Switch 1,357.00$ 1,357.00$
8 1 Marshall M-LYNX-702W Dual 7" Rackmountable monitor with HDMI, 3G-SDI, Component and Composite Inputs
with Waveform and Vectorscope
1,329.00$ 1,329.00$
9 1 Epiphan SDI2USB 3.0 SDI to USB Interface for Web Conferencing 819.00$ 819.00$
10 2 Shure QLXD24/SM58-H50 Vocal System, Includes QLXD2/SM58 Handheld Transmitter 999.00$ 1,998.00$
11 1 Shure UA844+SWB/LC Wideband UHF (470-952 MHz) Five-Way Active Antenna Splitter and Power Distribution
System
412.00$ 412.00$
12 1 Dell Inspiron 15 3000 Laptop Laptop for Timer Control 474.00$ 474.00$
29,181.02$
283.00$
283.00$
59.00$
625.00$
1,700.00$
-$
367.00$
184.00$
3,850.00$
1,834.00$
-$
Sub-Contract -$
598.00$
8,533.00$
Years Price
Extended Service Plan 0 -$
-$
Total Equipment 29,806.02$
Total Labor 8,533.00$
Equipment and Labor Subtotal 38,339.02$
Total Shipping 762.00$
Additional Shipping for Overnight or Large Items -$
Subtotal 39,101.02$
Sales Tax 9.50% 2,903.96$
Electronic Waste Fee 4" - 14" ($4.00) QTY: 2 8.00$
Electronic Waste Fee 15" - 34" ($5.00) QTY: 1 5.00$
Electronic Waste Fee 35" and Greater ($6.00) QTY: 0 -$
Electronic Waste Fee Total 13.00$
Total Service Agreement -$
Discount for Year One Service Agreement -$
Bond (if required) -$
42,017.98$
City of Azusa
Phase 5 AV Systems Proposal
Typical of 1 - Proposal Includes 1
Broadcast Control Room
Staging & Assembly
Project Management
Control Programming
Engineering & Drafting
Broadcast Control Room Equipment Sub-Total:
Equipment Rack Hardware (Lacing Bars, Blanks, Vents, etc.)
Installation Hardware & Accessories
Cable & Connectors
Miscellaneous Materials Sub-Total
Miscellaneous Materials
Integration Labor
Extended Warranty & Maintenance Agreement
Integration Labor Sub-Total
G & A
Travel
Training, Closing, & Commissioning
Installation & Testing
Service Sub-Total
Broadcast Control Room Totals