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REQUEST FOR <br />COUNCIL ACTION <br />CITY COUNCIL MEETING DATE: <br />AUGUST 20, 2007 <br />TITLE: <br />CONTRACT AWARD FOR VIDEO <br />EQUIPMENT <br />(SPEC. N0. 07-054) <br />CFA ~v~-~- ~ ~ ~~. _ <br />CITY MANAGER <br />RECOMMENDED ACTION <br />CLERK OF COUNCIL USE ONLY: <br />APPROVED <br />^ As Recommended <br />^ As Amended <br />^ Ordinance on 1 ~' Reading <br />^ Ordinance on 2nd Reading <br />^ Implementing Resolution <br />^ Set Public Hearing For_ <br />CONTINUED TO <br />FILE NUMBER <br />Award a contract to ProMax Systems, Inc., for video equipment in the amount <br />not to exceed $64,000. <br />DISCUSSION <br />The Police Department produces training and informational video programming <br />for internal use, for other city and public agencies, and for the <br />community. Major components of the existing video system are over ten <br />years old and are obsolete. The recommended action will replace old analog <br />equipment and allow staff to produce and distribute high quality media <br />programming consistent with current and projected video, television and <br />computer technologies. <br />Invitations for Bid were sent to twelve vendors and no bids were received. <br />Staff contacted the non-responsive vendors and only ProMax was able to <br />provide equipment, installation, and extended warranty as specified in the <br />bid. Due to staffing issues, ProMax indicated that they were unable to <br />complete their bid prior to the bid deadline and therefore did not submit a <br />bid. Upon review, staff determined that the equipment, installation and <br />extended warranty coverage offered by ProMax Systems, Inc., meets the <br />City's specifications. Staff believes an additional solicitation for bids <br />would be an idle act and recommends approval. To allow for unanticipated <br />requirements, a ten percent contingency has been included in the award <br />amount. <br />22C-1 <br />