Title
Resolution to Approve a Contract with TEL Systems for the Community Television Network's Council Chambers Video Production System Upgrade ($145,650.00)
Memorandum
Attached for your review and action is a resolution authorizing a purchase order to TEL Systems in the amount of $145,650.00 for Community Television Network's (CTN) purchase of audio and video production equipment for the Council Chambers Video Production System.
Funding for this purchase is included in CTN's Capital Equipment Fund in the approved FY2015 budget. Other operational equipment needs have been prioritized and adjusted as a result of this project.
With the upcoming asbestos abatement work scheduled in Council Chambers in November and December 2014, there is an opportunity for CTN to complete much needed updating to the Council Chambers audio and video systems, correct recurring sound quality and wiring issues, and improve the overall effectiveness of the system. Most of the existing video production equipment is more than 10 years old, while the wiring and speakers are more than 20 years old. In addition, when the current system was installed in 2002, the use of wireless devices was not as common as today and newer equipment and wiring have been designed to perform in an environment full of wireless communication signals.
A consultant was previously contracted to re-design the audio system and feedback was solicited from Council and Commission members as to their experience with the system. That feedback as well as public comments which have been compiled over many years regarding concerns and recurring issues with the existing system will be addressed as a result of this purchase. The new/upgraded system will better serve the City of Ann Arbor and the community at large by improving the ability for residents to better see and hear their local government meetings, whether they are sitting in the Council Chambers in person or viewing meetings via cable TV or online.
ITB-4347 was distributed on the Michigan Intergovernmental Trade Network and received two (2) bids. After reviewing the two (2) proposals, TEL Systems was determined to be the lowest responsible bidder. The bid tabulation is attached.
Base Proposal Alternative Equipment
I.COMM $151,599.11
TEL Systems $136,408.00 $9,242.00
CTN also recommends including some of the alternative equipment proposed by TEL Systems, as provided in more detail in the contract, for a total contact amount of $145,650.00.
TEL Systems received contract compliance approval on February 4, 2014, and complies with the provisions of the City's living wage ordinance.
Approval of the contract with TEL Systems in the amount of $145,650.00 for the purchase of the audio and video production equipment for the Council Chamber Video Production System Upgrade is recommended.
Staff
Prepared by: Greg McDonald, CTN Manager
Reviewed by: Lisa Wondrash, Communications Unit Manager
Approved by: Steven D. Powers, City Administrator
Body
Whereas, The City issued ITB-4347 in August 2014 for the purchase of audio and video production equipment for the Council Chambers Video Production System;
Whereas, TEL Systems was the lowest responsible bidder;
Whereas, TEL Systems received contract compliance approval on February 4, 2014 and complies with the provisions of the City's living wage ordinance; and
Whereas, Funding for this purchase of equipment is budgeted for and available in the Production Equipment Fund of the FY2015 Community Television Network (CTN) budget;
RESOLVED, That City Council approve a contract with TEL Systems in the amount of $145,650.00 for the purchase of audio and video production equipment for the Council Chambers Video Production System, including some alternative equipment proposed by TEL Systems;
RESOLVED, That the Mayor and City Clerk be authorized and directed to execute the contract, after approval as to form by the City Attorney and approval as to substance by the City Administrator; and
RESOLVED, That the City Administrator be authorized to take the necessary administrative actions to implement this resolution.