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File #:
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15-658
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Name:
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AUTHORIZATION TO: 1) AWARD A CONTRACT FOR THE PURCHASE AND DELIVERY OF BROADCASTING/CONTROL ROOM EQUIPMENT; AND 2) UTILIZE AN EXISTING PALM BEACH COUNTY CONTRACT AS A BASIS FOR PRICING FOR THE INSTALLATION OF THE EQUIPMENT
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Type:
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Purchasing/Contract
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Agenda Date:
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10/13/2015
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Final action:
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2/1/2016
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Title:
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ITEM: AUTHORIZATION TO: 1) AWARD A CONTRACT FOR THE PURCHASE AND DELIVERY OF BROADCASTING/CONTROL ROOM EQUIPMENT; AND 2) UTILIZE AN EXISTING PALM BEACH COUNTY CONTRACT AS A BASIS FOR PRICING FOR THE INSTALLATION OF THE EQUIPMENT
REQUEST: Authorization to: 1) Award a contract for the purchase and delivery of broadcasting/control room equipment to various vendors in the amount of $282,913.34; and 2) Utilize an existing Palm Beach County contract, as a basis for pricing, with Professional Video Repair, Inc., for the installation of the equipment in the amount of $34,974.00.
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…title
ITEM: AUTHORIZATION TO: 1) AWARD A CONTRACT FOR THE PURCHASE AND DELIVERY OF BROADCASTING/CONTROL ROOM EQUIPMENT; AND 2) UTILIZE AN EXISTING PALM BEACH COUNTY CONTRACT AS A BASIS FOR PRICING FOR THE INSTALLATION OF THE EQUIPMENT
REQUEST: Authorization to: 1) Award a contract for the purchase and delivery of broadcasting/control room equipment to various vendors in the amount of $282,913.34; and 2) Utilize an existing Palm Beach County contract, as a basis for pricing, with Professional Video Repair, Inc., for the installation of the equipment in the amount of $34,974.00.
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EXPLANATION: The Communications Department is seeking authorization to replace broadcasting equipment that has exceeded its useful life and is currently used to operate audio/visual and broadcasting for conference rooms 1E/F and the Council Chambers. The equipment being replaced includes a mix of original equipment and add-ons purchased when Channel 18 began broadcasting in 2001. Additional equipment will be purchased and housed in the master control room (located in the data center) and additional screens will be added to conference rooms 1E/F for use during Agenda Review meetings and emergency operations.
Staff is seeking authorization to:
1) Award a contract for the purchase and delivery of broadcasting/control room equipment to various vendors in the amount of $282,913.34
On August 16, 2015, Wellington released ITB #014-15/DZ on Demandstar seeking qualified bidders for the purchase and delivery of broadcasting/control room equipment. The solicitation was also advertised in the Palm Beach Post and posted on Wellington's website. On September 17, 2015, three (3) proposals were received and staff is recommending award of various items to all three (3) vendors as summarized below:
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Awardee |
Local Vendor Status |
Award Items |
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B&H Foto & Electronics Corp |
Not Local |
2, 3, 7, 8, 9, 17, 18, 19, 23, 24, 25, 27, 33, 34, 40, 47, 50, 57, 67, 68, 72, 73, 74, 75, 83, 84, 88, 89, 96, 97, 99, 100, 104, 109, 123, 125, 127, 131, 132, 134, 135, 140, 142, 145, 148 |
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Pro Sound, Inc. |
Not Local |
10, 11, 13, 15, 16, 38, 41, 44, 48, 49, 55, 56, 76, 77, 79, 81, 82, 93, 103, 114, 129, 130, 133, 136, 146 |
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Audio Visual Innovations, Inc. |
Not Local |
1, 4, 6, 12, 14, 20, 21, 22, 26, 28, 29, 30, 31, 32, 35, 36, 37, 39, 42, 43, 45, 46, 51, 52, 53, 54, 58, 59, 60, 61, 62, 63, 64, 65, 66, 69, 71, 78, 80, 85, 86, 87, 90, 91, 92, 94, 95, 98, 101, 102, 105, 106, 107, 108, 110, 111, 112, 113, 115, 116, 117, 118, 119, 120, 121, 122, 124, 126, 128, 137, 138, 139, 143, 147, 149 |
Staff recommends awarding contracts to multiple vendors for the purchase and delivery of broadcasting/control room equipment in the amount of $282,913.34. In order to ensure the best overall price for the project, staff solicited bids seeking the lowest, responsive, responsible bidder for each specific piece of equipment. By doing so, the Village saved approximately $29,000 on the overall cost of the equipment.
2) Utilize an existing Palm Beach County contract, as a basis for pricing, with Professional Video Repair, Inc., for the installation of the equipment in the amount of $34,974.00.
Palm Beach County awarded contract #10-069/MB to Professional Video Repair, Inc., effective through December 18, 2015. Contract pricing is based on a fixed rate of $67 per hour for installation of the above referenced equipment.
Professional Video Repair, Inc., has provided excellent service to the Village on similar work, and designed and recommended the layout and equipment required to complete this project.
Staff recommends utilizing Palm Beach County contract #10-069/MB, as a basis for pricing, with Professional Video Repair, Inc., to install broadcasting/control room equipment at a cost of $34,974.00.
BUDGET AMENDMENT REQUIRED: NO
PUBLIC HEARING: NO QUASI-JUDICIAL:
FIRST READING: SECOND READING:
LEGAL SUFFICIENCY: YES
FISCAL IMPACT: Funds for this project have been allocated in the Communications & Technology Investment capital project.
WELLINGTON FUNDAMENTAL: Responsive Government
RECOMMENDATION: Authorization to: 1) Award a contract for the purchase and delivery of broadcasting/control room equipment to various vendors in the amount of $282,913.34; and 2) Utilize an existing Palm Beach County contract, as a basis for pricing, with Professional Video Repair for the installation of the equipment in the amount of $34,974.00.
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