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6. Council chamber audio proposalr N SCA DIA Staff Report Date of Meeting: April 6, 2016 To: City Council From: Neil Soltis, City Administrator Re: Council Chambers Audio System Background: The 2016 budget for the Council includes $8,000 for the purchase of an audio system for the Council Chambers. A quote was solicited from Alpha Video, the company that has provided similar equipment to the other communities that are a part of the Lakes Areas Cable Commission. Alpha Video has submitted a proposal at a total cost of $8,750. Previously Council member Hegland solicited quote from EMI audio ($9,475) and Compuview ($12,612). Issue: Will the equipment proposed by alpha Video meet the needs of the City? What is the source of the additional funds required for the proposal and to extend electricity to the proposed location? Details: Alpha Video proposes to provide and install an 8 Space Wall mounted rack in the rear council chamber storage closet. Exact location in storage closet will be provided by City of Scandia. Duplex power will also be provided at that location by City of Scandia. The wall mounted rack will house an Audio DSP, and a 2 Channel Audio Amplifier. Alpha Video will provide and install 4 (four) 8" ceiling mounted speakers. These speakers will provide sound reinforcement to visiting audiences. Alpha Video will provide and install custom wall plates for the 12 (twelve) audio sources which include 8 lapel microphones (1 at each of the council table sitting positions), 2 (two) 18" goosenecks, (one at each side table), 1 (one) 18" gooseneck at the podium and 1 (one) PC Audio Input. Control of the audio system will be from user interface mounted to the wall. Location will be determined by City of Scandia. Options: 1. Request a revised quotation based on changes to the equipment 2. Add the proposal as submitted to the April Council meeting 3. Decide not to move forward with the project Recommendation: Option 2 7690 Golden Triangle Dr. 952.896.9898 info@alphavideosports.com Eden Prairie, MN 55434 800.388.0008 www.alphavideosports.com WalpolaV IdN+Ro Introduction Alpha Video and Audio Inc. is pleased to present this proposal for the Council Chamber Audio Install. This statement of work document outlines the equipment and services that Alpha Video will deliver and the responsibilities of City of Scandia for a successful implementation. System 1 Description Alpha Video will provide and install 8 Space Wall mounted rack in the rear council chamber storage closet. Exact location in storage closet will be provided by City of Scandia. Duplex power will also be provided at that location by City of Scandia. The wall mounted rack will house an Audio DSP, and a 2 Channel Audio Amplifier. Alpha Video will provide and install quantity 4 (four) 8" ceiling mounted speakers. These speakers will provide sound reinforcement to visiting audiences. Alpha Video will provide and install custom wall plates for the 12 (twelve) audio sources which include 8 lapels at the council member sitting positions. 2 (two) 18" goosenecks, one at each side table, 1 (one) 18" gooseneck at the podium and 1 (one) PC Audio Input. Control of the audio system will be from user interface mounted to the wall. Location will be determined by City of Scandia. Additional Installation Information or Reauirements 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. 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. Training Alpha Video will provide up to ... hours 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 City of Scandia 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 City of Scandia 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 City of Scandia. M 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. City of Scandia 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 City of Scandia. 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 City of Scandia. 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 (7am to 5pm M-F) • Coordination with Client staff for training times • Disposal of existing equipment, cabling, and racks • [Additional if required] Client Sign -Off As an appointed representative of City of Scandia, 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: Walphavideo 7690 Golden Triangle Drive, Eden Prairie, MN 55344 Phone: 952-896-9898 - Fax 952-896-9899 - Visit us at www.alphavideo.com Quotation Date Quote # Cust # 03/14/16 AAAQ33674 We are an equal opportunity employer Prepared For: Sales Representative: Neil Soltis Phone: (651)433-2274 Mike Pouh City of Scandia Fax: Sales Executive 14727 209th St. N. cand Scandia, MN 55073 Terms: NET 30 952-841-3365 Ship via: Best Way mike.pouh@alphavideo.com ID # Item Description Qty Unit Price Ext. Price 1 MX185 Shure Condenser Lavalier with 4' (1.2m) (Cardioid) 8 $180.00 $1,440.00 2 MX418D/C Shure 18" Desktop Gooseneck Condenser Microphone, Attached 3 $245.00 $735.00 10' XLR Cable, Logic Functions, Programmable Switch and LED Indicator, Attached Desktop Base 3 MK 415 Whirlwind Accusonic+2 XLR Male to XLR Female Microphone 3 $20.00 $60.00 Cable [15' (4.57 m)] 4 MK 425 Whirlwind Accusonic+2 XLR Male to XLR Female Microphone 1 $25.00 $25.00 Cable [25' (7.62 m)] 5 PODDI Whirlwind podDl - Personal Audio Interface 1 $60.00 $60.00 6 TesiraFORTE AVB Al Biamp TesiraFORTE DSP fixed 1/0 server with 12 analog inputs, 8 1 $1,760.00 $1,760.00 analog outputs, 8 channels configurable USB audio and 128 x 128 channels of AVB 7 Tesira TEC-Is Biamp TEC-1s Tesira PoE Ethernet Control surface mount 1 $370.00 $370.00 8 F.01U.120.173 EV PA2400T Dual Channel Class AB Commercial Power Amplifier, 1 $665.00 $665.00 2 x 430 watts at 4 ohms, 2 x 400 watts at 70V/100, 70.100V or Low Impedance Operation, Compact 2RU Chassis, 110/120 vac operation 9 F.01U.117.606 EV EVID C8.21-P8 " coaxial speaker with horn loaded Ti coated 2 $235.00 $470.00 tweeter - complete with LOW PROFILE back can enclosure, tile rails, and mounting ring - for 70v/100v or 8-ohm operation. Taps at 30, 15, 7.5, 3.75, and 1.88 watts (pair) 10 EWR-8-22 Middle Atlantic 8 space (14") econo sectional wall rack, fits 20" 1 $270.00 $270.00 deep equip., black finish 11 PD-915R Middle Atlantic 9 outlet, single 15 amp circuit, surge/spike 1 $85.00 $85.00 protected rackmount power distribution w/9' cord, black powdercoat finish 12 ALP004-160225PB-1 RCI Custom Wallplate 4 $35.00 $140.00 13 ALP004-160225PB-2 RCI Custom Wallplate 2 $35.00 $70.00 14 ALP004-160225PB-3 RCI Custom Wallplate 1 $25.00 $25.00 15 ALP004-160225PB-4 RCI Custom Wallplate 1 $40.00 $40.00 SubTotal $6,215.00 16 INTEGRATION LABOR Alpha Video Integration Labor 1 $2,065.00 $2,065.00 17 MATERIALS Alpha Video Integration Materials 1 $495.00 $495.00 03/14/16 CONFIDENTIAL Page 1 of 2 �alphavideo 7690 Golden Triangle Drive, Eden Prairie, MN 55344 Phone: 952-896-9898 - Fax 952-896-9899 - Visit us at www.alphavideo.com ID # Item Description Page 2 of 2 Quotation Date I Quote # Cust # 03/14/16 1 AAAQ33674 We are an equal opportunity employer Qty Unit Price Ext. Price Shipping charges are not included and will be billed at actual cost. Sub Total $8,775.00 Sales tax is not included and will be billed at actual. Sales Tax $0.00 Shipping $0.00 Total $8,775.00 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. 03/14/16 CONFIDENTIAL Page 2 of 2 4719 42nd AVE N Robbinsdale, MN 55422 www.EMIAudio.com 612-789-2496 Phone 612-789-2873 Fax re � Customer#: 17493 } CITY OF SCANDIA 651-433-2274 Phone 651-433.5112 Fax 14727 209TH STREET N Scandia, MN 55073 Salesman: Jim Olson Jim.O@EMIAudio.com Status: Quote Quote #: g2778 Quote To: Tue 11/17/2015 9:OOAM Operator: JIM OLSON This proposal includes a 12 person wired conference system. The Shure 5905 central unit is the system controller that controls and supplies power to the chairman/delegate/interpreter. All units are connected to the DCS-Lan in daisy chains using standard Cat 5e cables. The DC 590P conference units can be configured as Chair, Delegate, or Interpreter so a single model system is all that is needed. The proposal includes 12 40 cm gooseneck microphones that offer superior quality. This proposal also includes a rough estimate for Cat 5 & other miscellaneous cables, as well as a rough estimate for installation. More cables and installation might be necessary. Qty I Key Items Each Price 1 CU 5905 SHURE CU 5905 CENTRAL UNIT $1,692.00 $1,692.00 12 DC 5980P SHURE DC 5980P PORTABLE DISCUSSION UNIT $338.00 $4,056.00 12 GM 5923 SHURE GM 5923 GOOSENECK MICROPHONE $152.00 $1,824.00 1 EC 6001-10 SHURE EC 6001-10 10M CAT 5 CABLE $49.00 $49.00 12 EC 6001-5 SHURE EC 6001-5 5M CAT 5 CABLE $32.00 $384.00 ESTIMATE I MS MISC HARDWARE, CABLES, CONNECT $150.00 $150.00 ESTIMATE 1 LEMIAUDIO LABOR EMI AUDIO $1,320.00 $1,320.00 Begin at: Tue 11/17/2015 9:00:00AM ESTIMATE INSTALLATION/PROGRAMMINGrrRAINING Quote valid for 90 days Quote Quote valid for 90 days Signature: CITY OF SCANDIA Sales: $9,475.00 Subtotal: $9,475.00 SIHENNIMPLS EXEMPT: $0.00 Total: $9,475.00 Paid: $0.00 Project Total: $9,475.00 Modification # 6 Printed On Tue 11/17/2015 3:40:36PM Software by Point -of -Rental Software www point -of -rental corn Conlrac4Params rpt (4) F"Aceffiomew AUDIO VIDEO SOLUTIONS & SUPPORT Proposal for City of Scandia 14727 209th Street N Scandia MN 55073 Audio System 1410 Energy Park Dr., Suite 16; St. Paul, MN 55108 P:651.647.4354 1 P: 800.448.8439 1 F:651.647.4459 COMP View 1410 Energy Park Drive Suite 16 St. Paul, MN 55108 The Source For Presentatlon Solutions 651-647-4354 800-448-8439 Project Number: MN6118 651-647-4459 fax Account Executive: Dave Ewing www.compview.com Date: 12/3115 Registered and Bonded Oregon CCB #134110 Washington COMPVI*015DT California C-7 #778555 Minnesota License # CC01101 Scope of Work [Attachment " l — City of SCandia Following is a scope of work that includes the project features and design requirements as stipulated in our Project Definition Meeting. It is the client's responsibility, or their authorized representative, to review the following information for accuracy and make any necessary changes prior to signing the document. City of Scandia has requested a proposal to add audio system in the city call room. The audio system will have a wired gooseneck microphone at each council member location and also wired microphone for each side table. The podium will have a wireless mic pod for citizens to be heard. The system will have 6 ceiling speakers. BOM B: Optional Bill of Materials B is to add Commercial 70" displays mounted on each side wall, with digital HDMI and VGA connection at the Dias. limitations and EXCIUSlonS 1. Client shall be responsible for dedicated electrical A/C power and conduits (as required) to all specified locations. All A/V conduits shall be dedicated for Comp View wiring and of adequate size. 2. Client shall be responsible for all LAN and CCTV cable and connections. 3. Client shall be responsible for modifications to ceilings, walls, finish work and custom paint finishes (if required). 4. Client and Comp View shall agree upon project schedule. Client shall provide access to facility, furniture and owner furnished equipment (O.F.E.) in accordance with that schedule. 5. Unless otherwise specified in this document, customer shall supply all computer equipment. Including but not limited to: desktop computers, laptops, and network hardware. 6. Equipment and labor prices are estimated based on the project detailed in this signed document. Any changes or additions to the project shall affect the cost. Client Authorization I. , acting as a representative of, agree that the information contained in this scope of work is accurate, and represents intent and detail for, goods and/or services provided as referenced to this document. F:\SHARED\System Integration\System Projects\Minnesota\_Projects\MN6118 City of Scandia - Audio System\SCOPE 2.2.docx Client Representative Date F:\SHARED\System Integration\System Projects\Minnesota\ Projects\MN6118 City of Scandia - Audio System\SCOPE 2.2.docx Rev #6 P Compffl®w 1410 Energy Park Dr, Suite 16; St Paul, MN 55108 P: 651 647 4354 1 P: 800 446 8439 1 F:651 647 4459 www compview oom Registered and Bonded Oregon LTD Energy #34-514CLE California C-7 #778555 Oregon CCB #134110 txeh Business #20050106 Mrnnesom ouvnt-m #102248 Idaho Electrical #32414 Minnesota Contractor TS02057 Idaho Contractor #16075 Washington Electrical #COMPVV1961CD Montana Contractor #15297e Washington Contractor #COMPVI'015DT Nevada Contractor #71540 Wyoming Contractor #LV-G-19651 Project Number: MN6110 Account Executive: Dave Ewing Date: 11202015 BIII of Materials A:City of Scandia Project Title: Audio System Title of System: MAT A Client Information Name: Bob Hegland Company: City of Scandia Address: 14727 209th Street N Address: City/State/Zip: Scandia MN 55073 Kam 0tv Total r Roam Manufacturer Model A Description Price Each Price Total 1.00 $ 2o0 1 1 6i Amp TeslraFORTE-AL DSPI"d ub smar 12 x8 s 1,B94,00 $ 1,59400 300 3 3 Extron 42-141-03 Fiat field speakers (paIr) 5 326.DO $ 979-00 400 1 1 4ab Gruppen 990691111 120 watt ai 70 voli or am lifer $ 364.DO S 364-00 5.00 7 7 Shure MX418/C I wired goottersick with shock mounl and mute $ 206.00 $ 1.442,00 6.00 2 2 Shure MX415LD/C 15' Tabletop wired cardiod micro one $ 271.00 S 542.00 7.00 1 1 Revo 05 TBLMICEX-OM-11 Table top tedlem microorla $ 272-DO $ 272.00 8.00 1 1 €xtron SD-1468-03 6 button RS-232 wall plate controller $ 645.00 5 645.00 9-00 1 1 Middle Ailamtc U2 Rack Shaft S 40 DO $ 40.00 10.OD _ 1 1 M1 ale Atlantic PD-915R - Rack mount powersu t $ 7.5,00 $ 75.00 11-00 3 3 Middle Atlantic VT1 1SP PERFORATED VENT PANEL $ 10.DO S 30.00 1200 2 2 Middle Atlantic VT2 28P PERFORATED VENT PANEL $ 12.00 S 24.00 13.00 1 1 Middle Atlantic 131-1 1SP FLANGED ALUM ANOD BLA $ 12.00 S 12.00 14.00 1 1 Middle Atlantic BL2 2SP FLANGED ALUM ANDD BLA $ 14.00 5 14:00 15-00 1 1 Middle Atlantic D3 3SP ANO0t7_ED DRAWER $ 14,00 _ $ 120.DD 16-00 1 1 Middle Atlantic FO-21 21 space }rant door $ 115-00 S 115.D0 1700 1 1 Middle Atlantic ERK-2120 1215P200STANOALONERACK S 362.OD $ 352.p0 18. OD 1 1 Middle Atlantic CBS-ERK-20 Caster base $ 115.00 $ 115,00 100.00 1 1 CVI CNA Cabliin , Connectors and Installation Materials $ 493.00 $ 493.DO SUMMARY EACH TOTAL Equipment S 6.844.01) Parts & Materials $ 49300 EQUIPMENT & SHIPPING TOTAL S 7.337.00 INTEGRATION SERVICES TOTAL $ 6,275.00 SYSTEM SUB -TOTAL W/O TAX $ 12,612.00 SALES TAX a S SYSTEM TOTAL $ - $ 12,612.00 Prepared by CompView Confidential 12/42015 CQmpfflew 1410 Energy Park Dr, Suite 16; SI Paul, MN 55108 P: 651 647.4354 1 P: 800.440 8439 1 F:651.647.4459 www.compvlew com Regi,red and Bonded Oregon LTD Energy :34514CLE CaBomfa C-7 M8555 Oregon CCB 134110 Ubh Buahleea 0200MI08 Mnne4ota Bushes 0102248 Idaho Ebcbical 032414 ervmraa Cmmb w' T802057 Idaho Conbacbr 016075 Weiihhgbn Ebcbiel /COMPM961co Montane Conbeotor 0152978 Weehingbn Conb r /COMPVI"MT Nevada Conhecbr 971540 Wyoming Conbecbr /LV-G-19651 Project Number. MN6118 Account Executive: Dave Ewing Date: 1 ira0r2015 Bill of Materials B:City of Scandia Project Title: Audio System Title of System: MAT B Client Information Name: Bob Hegland Company: City of Scandia Address: 14727 209th Street N Address: City/State/Zip: Scandia MN 55073 Item gtvTotal City per Room Manufacturer Modell Description Price Each Price ToUt 100 3 $ 200 2 _ 2 NEC E705 70"Commercial LOD 3 wamanty $ 211*00 $ 5 82o 00 300 2 2 Chief LTA1U Univarsal well mount ve€h till 5 158.00 $ 316.00 4.00 1 1 Allcna AT-VS-TX-WP Dual Dan FP Mth HDMUVGA. 3 329.00 $ 32900 500 1 1 Allcna AT•HOVS•RX Cat 5 re1 ewr $ 359.00 $ 359.00 6.00 3 3 C20 42500 15' .FiDMI cable 5 5.00 S 1500 7.00 1 1 C2G 56784 12' HOW cable $ 9.00 $ 9 00 B-00 1 1 C20 50227 12' VGA with audio 5 23.00 $ 23-00 9-00 1 1 Ex Von 6o-997.04 11 x 2 HDMi DA 5 450. DO $ 450.00 10,00 1 1 E1dron 60-1271.13 DTP How 230 Receiver $ 306.00 9 306.00 1.00 11 1 Exlron 60-7271.42 DTP HOW 230 Transmitter 1 5 306.00 1 $ 306.00 100-00 1 1 1 1 ICsA lCabling,Conneclofs and InsWalion Materials I S 703.D0 I $ 703-W SUMMARY EACH TOTAL Equipment 5 7.933.00 Parts & Materials 5 70300 EQUI PME.NT & SHIPPING TOTAL_ S 8,636.00 INTEGRATION SERVICES TOTAL $ 2.662.00 SYSTEM SUB -TOTAL W/O TAX ; 11,288.00 SALES TAX g SYSTEM TOTAL $ Is 11,288.OD Prepared by Comp View Confidential 12/4/2015