1993-142ORDINANCE NO. wI
AN ORDINANCE ACCEPTING A COMPETITIVE SEALED PROPOSAL AND AWARDING
A CONTRACT FOR THE PURCHASE OF MATERIALS, EQUIPMENT, SUPPLIES OR
SERVICES; PROVIDING FOR THE EXPENDITURE OF FUNDS THEREFORE; AND
PROVIDING FOR AN EFFECTIVE DATE.
WHEREAS, the City has solicited, received and tabulated com-
petitive sealed proposals for the purchase of necessary materials,
equipment, supplies or services in accordance with the procedures
of state law and City ordinances; and
WHEREAS, the City Manager or a designated employee has reviewed
and recommended that the herein described proposals are the best
responsible proposals for the materials, equipment, supplies or
services as shown in the "Proposals" submitted therefor; and
WHEREAS, the City Council has provided in the City Budget for
the appropriation of funds to be used for the purchase of the ma-
terials, equipment, supplies or services approved and accepted
herein; NOW, THEREFORE,
THE COUNCIL OF THE CITY OF DENTON HEREBY ORDAINS:
SECTION I. That the numbered items in the following numbered
bids for materials, equipment, supplies, or services, shown in the
"Proposals" on file in the office of the City's Purchasing Agent
filed according to the number assigned thereto, are hereby accepted
and approved as being the lowest responsible bids for such items:
ITEM
NUMBER NO. VENDOR AMOUNT
RFSP #1526 ALL ECI VIDEO $43,509.39
SECTION II. That by the acceptance and approval of the above
numbered items of the submitted proposals, the City accepts the
offer of the persons submitting the proposals for such items and
agrees to purchase the materials, equipment, supplies or services
in accordance with the terms, specifications, standards, quantities
and for the specified sums contained in the Invitations, Proposals,
and related documents.
SECTION III. That should the City and persons submitting ap-
proved and accepted items and of the submitted proposals wish to
enter into a formal written agreement as a result of the accep-
tance, approval, and awarding of the proposal, the city Manager or
his designated representative is hereby authorized to execute the
written contract which shall be attached hereto; provided that the
written contract is in accordance with the terms, conditions,
specifications, standards, quantities and specified sums contained
in the Proposal and related documents herein approved and accepted.
SECTION IV. That by the acceptance and approval of the above
numbered items of the submitted proposals, the City Council hereby
authorizes the expenditure of funds therefor in the amount and in
accordance with the approved proposal or pursuant to a written
contract made pursuant thereto as authorized herein.
SECTION V. That this ordinance shall become effective imme-
diately upon its passage and approval.
PASSED AND APPROVED this i?~day of , 1993.
BOB CASTLEBERRY, MA
APPROMED AS TO LEGAL FORM:
DEBRA A. DRAYOVITCH, CITY ATTORNEY
BY:
ATTEST:
JENNIFER WALTERS, CITY SECRETARY
DATE: August 17, 1993
CITY COUNCIL REPORT
TO: Mayor and Members of the City Council
FROM: Lloyd V. Harrell, City Manager
SUBJECT: RFSP #1526 - VIDEO EQUIPMENT
RECOMMENDATION: We recommend this request for sealed proposals be awarded to
the lowest evaluated respondent ECI Video in the amount of $43,509.39. Our
secondary recommendation would be to award the contract to ECI Video in the amount
of $36,953.16.
SUMMARY: This proposal is for the equipment necessary for live and taped
broadcast of City of Denton Council Meetings and related activities.
Our recommendations are intended to give Council the option to award the contract
for the full list of recommended equipment at the price of $43,509.39 or to award the
contract for a reduced list of equipment and remain near the original estimated
budget of $36,903.00. By utilizing the reduced list the intent of the project can be
fulfilled. However, sacrifices in quality, capability and flexibility will become
apparent.
BACKGROUND: Memorandum dated August 11, 1993.
PROGRAMS, DEPARTMENTS OR GROUPS AFFECTED: City of Denton Council,
Citizens of Denton.
FISCAL IMPACT: Funds for this equipment will come from a communication grant
intended for the purpose of broadcasting community activities.
RFSP SUMMARY:
Proposal total $ 47,509.39
*Installation/ Training $ 4,000.00
Recommended expenditure $ 432509.39
Budget amount $ 36,903.00
Deficit $ 61609.39
*Deleted A) Staff will install
B) Trained staff members available
AUGUST 17, 1993
CITY COUNCIL REPORT
PAGE 2 OF 2
Approved:
Name: Tom D. Shaw, C.P.M.
Title: Purchasing Agent
41ovd tfully tted: -x4:/
•Ha rrell
City Manager
402.DOC
CITY of DENTON, TEXAS MUNICIPAL BUILDING / 215 E. McKINNEY / DENTON, TEXAS 76201
M E M O R A N D U M
TO: Tom Shaw, Purchasing Agent
FROM: Bill Angelo, Director of Community Services
DATE: August 11, 1993
SUBJECT: BIDS ON CABLE BROADCAST EQUIPMENT
On August 5, 1993, the City opened proposals on the broadcast
equipment necessary for the televising of City Council meetings and
the operation of the Government Access Channel. The City received
two proposals on this equipment, one from ECI Video and one from
Accent Audio/Video, Inc. Unfortunately, these proposals exceeded
the estimates used to prepare the budget 18 months ago.
Of the two proposals received, ECI offered the best and lowest
price on the equipment requested at a cost of $47,009.39, with
Accent Audio/Video proposing $49,930.00 for the same equipment.
Obviously, the proposal offered by ECI represents the best overall
proposal for the City of Denton.
The original budget estimate for the equipment was stated at
$36,903.00 which is approximately $10,000 below the ECI proposal.
The proposal, however, included $3,500 for equipment installation
which was never considered a necessity as existing staff is capable
of performing this function. By eliminating this expense, the
total proposed cost is reduced to $43,509.39 which is $6,606.39
over the budgeted funds.
Since the original grant from Sammons was $60,000
totals $63,423.00 with accumulated interest, there
enough funds available to cover the full amount of
Should the Council opt to fund the full amount of
costs, the remaining funds in the grant account
$19,913.61.
A6493C/1
and currently
is certainly
the proposal.
the proposal
would total
8171566-8200 D/FW METRO 434-2529
BIDS ON CABLE BROADCAST EQUIPMENT
August 11, 1993
Page 2
Should the Council choose to maintain the current funding level at
or near the $36,903.00 amount, it would be necessary to cut some
equipment from the proposal. These cuts, however, could affect the
quality of the broadcasts and our versatility in utilizing the
equipment. Should the cuts be required, the following list
comprises the priority assignment, the savings and net effect of
each particular cut.
1. Installation $3,500.00 $43,509.39
No impact - City staff will install.
2. Training $ 500.00 43,009.39
No impact - trained camera operators
available through UNT and trained
production director through City's
Police Department.
3. Field microphones $ 303.02 42,706.37
Precludes audio input during field
productions - precludes Council broad-
cast backup if audio feed from sound
system is interrupted.
4. Field Microphone Cable $ 77.39 42,628.98
Precludes remote audio input during
field productions.
5.
Dolly
$ 170.04
42,458.94
Precludes fluid movement of second
camera on Council Chamber floor.
6.
Shipping Case
$ 294.30
42,164.64
Precludes protected shipping
of second camera.
7.
Ni-Cad Batteries
$ 518.84
41,645.80
Precludes DC power backup to AC
power outage.
8.
VCR
$3,842.37
37,803.43
Precludes recording and playback
of taped Council sessions.
A6493C/2
BIDS ON CABLE BROADCAST EQUIPMENT
August 11, 1993
Page 3
9. Preview B/W Monitor
Precludes Director's preview of
upcoming shot.
10. Light Kit
Precludes additional lighting
option in Council Chambers and
lighting for field shots.
11. Light Bulbs
Precludes additional lighting
option in Council Chambers and
lighting for field shots.
$ 125.35
$ 656.56
$ 68.36
$37,678.08
37,021.52
36,953.16
Although all equipment is warranted by the manufacturer for one
year, ECI is offering a one year service contract for $3,000.00.
This contract would provide four (4) site visits by ECI to clean,
diagnose, and fine tune the equipment. The Denton Independent
School District has indicated a willingness to pay for this
service.
Respectfully submitted,
2
Bill Angelo
A6493C/3