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HomeMy WebLinkAbout6.r. Upgrade of video equipment 9ROSEMOUNTEXECUTIVE SUMMARY CITY COUNCIL City Council Regular Meeting: May 6, 2014 AGENDA ITEM: Upgrade of video equipment A/G�E�NDA SECTION: vVVl ' t PREPARED BY: Emmy Foster, Assistant City Administrator, and Alan Cox, AGENDA NO. (p, r Communications Coordinator ATTACHMENTS: Proposed resolution and exhibits APPROVED BY: u aj RECOMMENDED ACTION: Approve resolution to authorize a contract with Alpha Video for upgrade of video equipment Background Rosemount and its partners in the Cable Commission,Apple Valley and Farmington, are upgrading the video equipment in their Council chambers and control rooms. The three cities seek to work in unison for economies of scale and so the operating procedures of the equipment are similar, allowing cable staff to be assigned interchangeably among the cities. Bids have been received and the cities' Councils are being asked to commit to the project in early May. The upgrades are necessary because of the age of existing equipment. The systems are at or beyond their expected lifespans, typically ten years. Failures are becoming more frequent,which has an impact on the ability to show public meetings on cable television and online. The lack of reliability also has an impact on audio/visual functions within the chambers, even affecting meetings that are not televised. The Cable Coordinator is having increasing difficulty finding affordable replacement parts for the systems. Because the equipment is designed for standard definition (SD) video, it is incapable of producing programming in the current high-definition (HD) standard. (Negotiations for renewal of the Charter cable franchise envision switching the government access channels to HD. Before that conversion, video from the new system will be converted down to SD.) Funding of$325,000 was designated in the City of Rosemount UP. The designated amount includes audio/visual upgrades that are not directly related to televising meetings and are not included in this resolution. Schedule Acting on behalf of the Commission, the City of Apple Valley advertised for and received bids in April. The Apple Valley City Council is expected to award the contract at its meeting on May 8. The Rosemount City Council is being asked to indicate its participation in advance of the award through the attached resolution drafted by the Apple Valley City Attorney. Once the contract for the project is awarded,work will be performed in Farmington, followed by Rosemount, and concluding in Apple Valley. Most work in Rosemount is expected July 16-31,with concluding work to be carried out the following week. Daytime meetings set for the Rosemount Council chambers on those dates will be moved to other locations. Evening meetings of the Council(August 4) and the Planning Commission (July24) can take place in the chambers, although it may not be possible to televise those meetings. Recommendation The Rosemount City Council is asked to consider approval of the resolution authorizing the City of Apple Valley to proceed with acceptance of the bid and agreeing to pay an equal share of the non-capital and labor costs of the project. Five vendors requested copies of the bid documents. One vendor,Alpha Video,submitted a bid. The Rosemount portion of the bid totals $151,610. The Cable Coordinator indicates that he considers the bid "both responsible and very competitive," with quoted equipment prices discounted between 10 and 45 percent from list prices. Alpha Video provided the original installation of video equipment at Rosemount City Hall and has provided repair services. The Cable Coordinator recommends acceptance of the bid. 2 CITY OF ROSEMOUNT RESOLUTION NO. 2014- A RESOLUTION APPROVING BID AND PAYMENT WHEREAS, the City of Rosemount entered into a Joint Powers Agreement, pursuant to its authority under Minn. Stat. §§ 471.345 and 471.59, with the Cities of Apple Valley and Farmington to: (1) obtain new equipment and parts and corresponding labor for each city's control room(s) and room(s) connected to the control room(s) in their respective administrative buildings and (2) equally share the non-capital and labor costs related to installing and connecting the new equipment and parts ("Agreement"); WHEREAS, the City of Apple Valley is responsible for the public bidding process in accordance with the Agreement; WHEREAS, the public bid period closed on April 28, 2014; WHEREAS, the lowest bid was submitted by Alpha Video and Audio, Inc. (identified as Alpha Video & Audio on the bid form) of 7711 Computer Avenue, Edina, MN 55435 and a copy of this bid is attached to this Resolution as Exhibit A; and WHEREAS, in the Agreement and as part of the public bid, the City of Rosemount requested the equipment set forth in Exhibit B attached to this Resolution. NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of Rosemount, Dakota County, Minnesota, that the City Council authorizes the City of Apple Valley to accept the bid attached to this Resolution as Exhibit A. BE IT FURTHER RESOLVED, that the City Council authorizes the City of Rosemount to remit payment in the amount of$151,610.00 to the City of Apple Valley for the cost of the equipment listed in Exhibit B within thirty (30) days of this Resolution and to remit payment to the City of Apple Valley for its one-third share of the non-capital and labor costs within thirty (30) days of receiving an invoice therefor. ADOPTED this day of , 2014. Bill Droste, Mayor ATTEST: Amy Domeier, City Clerk 2