HomeMy WebLinkAbout6.h. Council Chambers Renovation
EXECUTIVE SUMMARY
City Council Meeting: February 16, 2016
AGENDA ITEM: Council Chambers Renovation AGENDA SECTION:
Consent
PREPARED BY: Kim Lindquist, Community Development
Director AGENDA NO. 6.h.
ATTACHMENTS: Proposal from Alpha Video
APPROVED BY: ddj
RECOMMENDED ACTION: Motion to Approve Council Chambers Upgrade Proposal
from Alpha Video for a Budget of $68,000
SUMMARY
Some time ago the Council discussed technology upgrades to the Council Chambers and Conference Room.
During the goal setting the Council indicated they wanted the three monitors, two in the chambers and one
in the hallway, replaced with larger monitors this spring. Staff had previously received a bid for redoing the
Council Chambers which would include the three monitor change-out.
The Chamber changes would be to replace the dais monitors with larger monitors, bring in electricity and a
network jack at each seat. This would allow the Council, or other commission members, to plug tablets into
the network and an electric source during meetings. This change would also allow the City to purchase
permanent tablets for other commissions so they could access all their packet information during the
meetings. Staff does not propose to have each commissioner receive a tablet rather they would be housed at
City Hall and accessed for meetings only. The change in the Council Chambers would also include changing
out the monitors, and making all the cable revisions necessary for the monitors. Currently the TV’s are
analog and would require additional cabling and other modifications are needed stemming all the way from
the Control Room in order to use HD TV’s. The work would also include modifications to the hallway
monitor so that it has better sound and can have a scrolling message when not used for meeting display.
Modifications to the sound will also be made to enhance the sound during meetings for the audience.
Staff discussed the upgrade with the Council at their work session on February 9, 2016. Staff noted that it is
expected that additional work by Alpha Video will be needed above that in the proposal as we don’t know
the status of the current wiring in the dais and the ceiling. Therefore staff has added a contingency to the
base quote of approximately 15%. The project will also require additional costs for the electrical and
carpentry work, and some additional equipment which is not part of this bid; it is expected that the entire
upgrade will cost approximately $110,000. Staff will work with Alpha Video and the other contractors to
schedule the work, recognizing that the Chambers are used for many public meetings. Per the purchasing
policy, staff had contacted another vendor to obtain a bid, who had declined to bid on the project.
RECOMMENDATION
Motion to approve council chambers upgrade proposal from Alpha Video for a budget of $68,000
COUNCIL
CHAMBERS AV
UPGRADE
Prepared for:
CITY OF ROSEMOUNT
Presented by:
Mike Pouh - Account Manager
David Muth - Project Engineer DATE:
February 2, 2016
952.896.9898
800.388.0008
info@alphavideo.com7690 Golden Triangle Dr.
Eden Praire, MN 55344 www.alphavideo.com
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Introduction
Alpha Video and Audio Inc. is pleased to present this proposal for the City Council AV
Upgrade. This statement of work document outlines the equipment and services that Alpha
Video will deliver and the responsibilities of the City of Rosemount for a successful
implementation.
City Council AV Upgrades (Quote AAAQ31456-01)
Alpha Video will provide and install two ceiling mounted 55” displays to replace the existing
ceiling mounted CRT displays. One new 22” monitor will be installed at each council
member seat on the Dais. One additional 22” monitor will be installed on the Dais for
connection to a local computer. A VGA/HDMI input will be installed in the Podium for a local
computer and a second VGA/HDMI input will be wired to a Cable Cubby for connection to a
laptop. One VGA/HDMI input wall plate will be installed at the front center of the Dais, along
with an HDMI output and a video output for the cable tuner. One input consisting of VGA,
HDMI, Display Port and Component Video will be installed in the Dais. One 8x8 video matrix
switch will be installed in the control room. Inputs will be the four Podium/Dais inputs, the
Video Production system and the two Document Camera’s, which will be rewired back to the
control room. Outputs will be the two ceiling mounted displays, the Dais output and the Dais
monitors. The Dais monitors will all show the same content and will occupy a single output.
Any input can be shown on any output and will be selectable via the touch panel (see below).
One new control processor will be installed in the control room and one 10” touch screen will
be installed on the Dais. The system will control video source selection for each display,
Power on/off for each display and Document Camera control (zoom, focus, etc.).
One 55” Samsung display with MagicInfo will be installed outside the Council Chambers.
The owner is responsible for any necessary network and electrical cabling to this location.
No video wiring to this location is included.
Optional – Additional Touch Panel
Alpha Video will provide and install one additional 10” touch panel to be installed in the
Control Room. This touch panel will mirror the one on the Dais.
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.
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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.
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Training
Alpha Video will provide up to 2 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 the City of Rosemount
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 Rosemount 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 Rosemount.
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
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within 24 – 48 hours. Alpha Video will not be open on various holidays that occur during a
Monday - Friday work week. The City of Rosemount 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 Rosemount.
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
Rosemount.
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
Client Sign-Off
As an appointed representative of the City of Rosemount, 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: ____________________________________________________
Quotation
Date Quote #Cust #
02/02/16 AAAQ31456-01 ROS0107690 Golden Triangle Drive, Eden Prairie, MN 55344
Phone: 952-896-9898 - Fax 952-896-9899 - Visit us at www.alphavideo.com We are an equal opportunity employer
Prepared For:Sales Representative:
Mike PouhPhone:Jayson Solberg
City of Rosemount
2875 145 Street West
Rosemount, MN 55068
U.S.A.
(651)423-4411
Sales ExecutiveFax:(651)423-4424
952-841-3365Terms:NET 30
Best WayShip via:mike.pouh@alphavideo.com
ID # Item Description Qty Unit Price Ext. Price
City of Rosemount Council Chambers AV Upgrade - Budgetary
Presentation System
1 1 $2,560.00 $2,560.00
DM-MD8X8 Crestron 8x8 DigitalMedia™ Switcher
2 4 $775.00 $3,100.00
DMC-4K-C Crestron HDBaseT® Certified 4K DigitalMedia 8G+™ Input Card
for DM® Switchers
3 2 $595.00 $1,190.00
DMC-VGA Crestron VGA/Video Input Card for DM® Switchers
4 1 $475.00 $475.00
DMC-4K-HD Crestron 4K HDMI® Input Card for DM® Switchers
5 1 $390.00 $390.00
DMC-VID-RCA-A Crestron RCA Analog Video Input Card w/Analog Audio for DM
Switchers
6 2 $775.00 $1,550.00
DMC-4K-CO-HD Crestron 2-Channel Output Card for DM®
Switchers
7 1 $410.00 $410.00
DMC-HDO Crestron HDMI/Audio Output Card
8 1 $1,190.00 $1,190.00
DM-TX-401-C Crestron DigitalMedia 8G+® Transmitter 401
9 1 $835.00 $835.00
DM-TX-200-C-2G-W-T Crestron Wall Plate DigitalMedia 8G+™ Transmitter 200, White
Textured
10 2 $775.00 $1,550.00
DM-TX-201-C Crestron DigitalMedia 8G+® Transmitter 201
11 4 $1,075.00 $4,300.00
DM-RMC-4K-SCALER-
C
Crestron 4K DigitalMedia 8G+® Receiver & Room Controller
w/Scaler
12 1 $595.00 $595.00
HD-DA8-4K-E Crestron 1-to-8 4K HDMI Distribution Amplifier
13 1 $715.00 $715.00
DM-PSU-8 Crestron 8-Port PoDM Power Supply for DM Switchers
14 1 $1,550.00 $1,550.00
CP3N Crestron 3-Series Control System
15 1 $1,430.00 $1,430.00
TSW-1052-B-S Crestron 10.1” Touch Screen
16 1 $150.00 $150.00
TSW-1050-TTK-B-S Crestron TableTop Kit for TSW-1050
17 1 $240.00 $240.00
CEN-SW-POE-5 Crestron 5-Port PoE Switch
18 2 $2,395.00 $4,790.00
DM65E Samsung 65" Display
19 1 $350.00 $350.00
XCM1U Chief Ceiling Mount
20 1 $40.00 $40.00
CMA372 Chief Unistrut Adaptor
21 1 $60.00 $60.00
CMS060 Chief Extension Pole
22 8 $195.00 $1,560.00
PXL2271MW Planar 22" Display
23 1 $235.00 $235.00
60-1399-02 Extron Cable Cubby 202 US
02/03/16 CONFIDENTIAL Page 1 of 2
Page 2 of 2
Quotation
Date Quote #Cust #
02/02/16 AAAQ31456-01 ROS0107690 Golden Triangle Drive, Eden Prairie, MN 55344
Phone: 952-896-9898 - Fax 952-896-9899 - Visit us at www.alphavideo.com We are an equal opportunity employer
ID # Item Description Qty Unit Price Ext. Price
24 12 $180.00 $2,160.00
A400SMXLR Shure Microphone Shock Mounts
25 1 $1,545.00 $1,545.00
DM55E Samsung 55" Display with MagicInfo
26 1 $195.00 $195.00
LTM1U Chief Wall Mount
$33,165.00 SubTotal
Integration
27 1 $14,795.00 $14,795.00
INTEGRATION LABOR Alpha Video Integration Labor
28 1 $4,875.00 $4,875.00
MATERIALS Alpha Video Integration Materials
$19,670.00 SubTotal
29 1 $3,560.00 $3,560.00
SMA Alpha Video Service Maintenance Agreement
30 $56,395.00 Running SubTotal
Option - 10.1" Touch Panel for Control Room
31 1 $1,430.00 $1,430.00
TSW-1052-B-S Crestron 10.1” Touch Screen
32 1 $150.00 $150.00
TSW-1050-TTK-B-S Crestron TableTop Kit for TSW-1050
33 1 $1,110.00 $1,110.00
INTEGRATION LABOR Alpha Video Integration Labor
34 1 $125.00 $125.00
MATERIALS Alpha Video Integration Materials
$2,815.00 SubTotal
Shipping charges are not included and will be billed at actual cost.
Sales tax is not included and will be billed at actual.
A 3% convenience will be added for credit card payments.
Sub Total $59,210.00
Sales Tax $0.00
Shipping $0.00
Total $59,210.00
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.
02/03/16 CONFIDENTIAL Page 2 of 2