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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)