Item 4ECity of Southlake, Texas
M E M O R A N D U M
April 30, 2008
To:
Shana Yelverton, City Manager
From:
Gary Gregg, Manager Information Services
Subject: Item 4E - Award of bid to XTG, Inc in the amount of $104,533.95 for audio
visual system upgrade for the City Council Chambers.
Action Requested:
Award of bid to XTG, Inc in the amount of $104,533.95 for audio visual
system upgrade for the City Council Chambers.
Background
Information:
As you may recall we have numerous issues and concerns with the audio
visual system in the Council Chambers. A consultant was engaged and
conducted and analysis of the current system as well as interviews with key
stakeholders to determine shortfalls as well as areas for desired
improvements. The consultant conducted the study and produced a report
in late December, 2007. This report was presented to City Council on
February 5, 2008 with a recommendation to proceed with the preparation
of a request for bid for the items necessary to remediate and improve the
audio visual quality. Subsequent to that presentation an RFB was prepared
and advertised. The RFB contained the items outlined in the presentation
to City Council that included work and equipment deemed Critical,
Necessary Soon and Desired Improvements. The scope of the RFB will
allow for the broadcast audio to be improved, audio system reliability to be
enhanced and digital recording and scheduled to be deployed. The
proposed award of bid is within the scope of the funds budgeted for the
project. If council approves this RFB, we expect the implementation and
improvements to take approximately eight weeks. We will schedule the
work so as not to impede the recording of currently planned meetings.
Financial
Considerations:
The scope of this work was budgeted in the FY08 Support Services
Budget.
Citizen Input/
Board Review:
Key stakeholders including council members and city staff participated in
the interview process to determine the scope and features needed in the
audio visual upgrade.
Legal
Review:
None. The RFB was prepared on the standard RFB format as previously
approved by the city attorney and advertised pursuant to state law.
Alternatives:
The Council may approve the award of bid or deny it. The alternative to
the award of this bid would be to continue to use the current sound system
and VCR tape decks as long as the current hardware can be supported.
Supporting
Documents:
Bid tabulation.
Staff
Recommendation:
Award of bid to XTG, Inc in the amount of $104,533.95 for audio visual
system upgrade for the City Council Chambers.
Staff
Contact:
Gary Gregg, Manager, Information Services
CITY OF SOUTHLAKE
DEPARTMENT:
SUPPORT SERVICES
BID TABULATION FORM
QUOTE DUE:
4/11/2008
RFB0803C160GG80002
RFQ #:
1
Form Prepared By: TIM SLIFKA FOR SUPPORT SERVICES
Name of Vendor
No response from; Visual
Defense, Red Moon Broadband,
Date Prepared: 4-25-2008
Secure Source, EYESthere,
ECI VIDEO XTG INC.
Bearcom Wireless, Mitel
Networks, Access Tech
Systems Inc, Cable Installation
Quoter #:
Solutions, G&A
Telecommunications, Secure
Cam Inc, cdcnews, Exhibitone,
Contact Name:
Digital Display Solutions
Jay Cubberly Bill Wilson
Contact Number:
214-534-0582 972-484-9877
1225 Round Table Dr. 2433 Lacy Lane Suite 107
Physical Address:
Dallas, Texas 75247 Carrollton, Texas 75006
ITEM Description:
AUDIO VISUAL SYSTEM UPGRADE FOR SOUTHLAKE CITY
Item
COUNCIL CHAMBERS PER SCOPE OF SERVICES (SEE
$ $
1.
ATTACHED PRICING SPREADSHEET)
112,207.00 98,933.95
Item
2.
OPTIONAL CAMERA # 4 MOUNT
$ 5,600.00
Total: $ 112,207.00 $ 104,533.95 $ -
NOTE TO PURCHASING AGENT:
Request award to XTG VIDEO for the following reason(s):
X
________ Low Bid
________ Delivery Time ____________ Other _____________________
(explain other)