HomeMy WebLinkAboutItem 08 - Purchase of Audio Video Equipment for Council Chamber City Manager’s Office
www.santa-ana.org/city-managers-office
Item # 8
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
January 17, 2023
TOPIC: Purchase of Audio Video Equipment for Council Chamber
AGENDA TITLE:
Award a Purchase Order to VMI, Inc in the Amount of $61,319 for Audio Video
Equipment for the Council Chamber, Playback Room and Control Room (Specification
No. 22-162) (General Fund)
RECOMMENDED ACTION
Authorize a one-time purchase and payment of purchase order to VMI, Inc. for the
purchase of audio video equipment, in the amount of $61,319, subject to non-
substantive changes approved by the City Manager and City Attorney.
DISCUSSION
The council chamber hosts public meetings of the City Council and various boards,
commissions, and committees. Accordingly, the council chamber requires the
technology needed for speaking protocols, data collection and archiving, visual display,
electronic voting, video streaming, and more. Staff assessed the aging video and
related equipment in the council chamber, identified its limitations, and determined that
much of the equipment has reached the end of its useful life. In response, staff from the
Information Technology Department and City Manager’s Office identified an opportunity
to procure new video and related equipment, with the goal of improving the
technological performance of video and related infrastructure in the council chamber.
The Notice Inviting Bids was advertised on November 18, 2022, on the City’s online bid
management and publication system. A summary of the bid invitation and bids received
is as follows:
271 vendors were notified
11 Santa Ana vendors were notified
30 vendors downloaded the bid packet
8 bids were received
1 bid was received from an Orange County small business
Purchase of Audio Video Equipment for Council Chamber
January 17, 2023
Page 2
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The bids were received and opened December 12, 2022 and evaluated (Exhibit 1). The
bid received from VMI, Inc. is the lowest responsive to the specifications and meets the
City’s requirements. VMI, Inc is a Small Orange County Business and received the local
preference.
ENVIRONMENTAL IMPACT
There is no environmental impact associated with this action.
FISCAL IMPACT
Funds are available for expenditure in Fiscal Year 2022-23 as follows:
Fiscal
Year
Accounting
Unit/Account No.
(Project No.)
Fund
Description
Accounting
Unit/Account No.
Description
Amount
2022-
23
02103010-62300 CATV Capital
Support (PEG)
Contract Services-
Professional
$61,319
Total $61,319
EXHIBIT(S)
1. Abstract of Bids
Submitted By: Kristine Ridge, City Manager
Approved By: Kristine Ridge, City Manager
EXHIBIT 1 - BID ABSTRACT
IFB 22-162 A/V EQUIPMENT FOR CITY HALL COUNCIL CHAMBER
Bid Due on December 12, 2022 at 2:00 PM (Pacific)
COMMENTS:
FOCUS CAMERA – Did not bid on all items.
ADORAMA – Alternates offered not approved by PM.
No.DESCRIPTION UOM QTY FOCUS CAMERA ADORAMA VMI INC
GOLDEN STAR
TECHNOLOGY B&H INT'L TV PRO GEAR
JEC
INTEGRATION
SYS
RADONICH
CORP
1 Decimators DD-HX cross converter in/out SDI/HDMI Scaler EA 1 $270.00 $295.00 $255.00 $318.55 $307.17 $295.00 $301.00 $383.50
2 Gefen HDMI Splitter EXT-UHD600-14 with EDID EA 1 $300.00 $280.04 $310.00 $319.16 $358.42 $259.00 $300.00 $409.50
3 Shure PGXD24/SM58-X8 Wireless Handheld Mic System EA 1 $390.00 $318.09 $345.00 $334.88 $323.14 $340.86 $329.00 $388.70
4 Whirlwind Qbox audio tester EA 1 $310.00 $263.36 $270.00 $278.23 $209.75 $233.89 $296.00 $410.80
5 Black Magic Teranex TERANEXEXP12GDL EA 1 $1,300.00 $1,187.23 $1,200.00 $1,332.22 $1,349.44 $1,272.24 $1,395.00 $1,813.50
6 Black Magic Design CONVCMIC/HS03G/WPSU HDMI to SDI converter EA 3 $59.00 $158.31 $180.00 $179.97 $192.96 $150.48 $210.00 $253.50
7 AVerMedia MFR #BU111 Capture Card EA 1 $98.00 $238.30 $185.00 $288.08 $171.72 $79.99 $180.00 $222.29
8 Black Magic Design ATEM 2 ME --20 input switcher SWATEMPSW2ME4K EA 1 $4,200.00 $3,544.68 $3,730.00 $4,045.48 $4,181.80 $3,953.52 $4,335.00 $8,006.70
9 GVM 800-RGB-3L Led Light Kit EA 1 $345.00 $269.31 $335.00 $320.32 $387.72 $359.00 $375.00 $466.70
10 Comprehensive CHE-1 HDMI cat 6 extenders, transmitter and receivers EA 2 $119.00 $207.42 $230.00 $228.22 $252.12 $239.90 $210.00 $265.28
11 SanDisk SD Card SDSDXXY-128G-ANCIN Extreme Pro 170mbps---128GB EA 3 $23.99 $76.11 $120.00 $90.36 $125.67 $89.25 $75.00 $130.62
12 Belkin lighting to ethernet adapter model B2B165BT EA 1 $98.00 $82.61 $90.00 $87.16 $100.87 $91.82 $89.00 $103.99
13 Shure MX418D/C Desktop gooseneck wired on/off microphone EA 1 $338.00 $251.71 $250.00 $267.68 $290.52 $272.46 $263.00 $310.70
14 Shure MX412D/S Desktop gooseneck wired on/off microphone EA 1 $330.00 $254.26 $250.00 $267.68 $290.52 $272.46 $263.00 $310.70
15 Shure A412MWS Metal mesh wind screen for microphone.EA 7 $20.00 $106.96 $115.50 $117.60 $128.52 $119.70 $119.00 $136.50
16 Tripp Lite UPS 1500VA 810W Battery Back Up Tower LCD USB 120V - UPS - 810-watt EA 2 $219.00 $398.32 $698.00 $410.96 $486.72 $440.32 $414.00 $603.20
17 Panasonic PTZ camera AW-UE145W CAMERAS White 1920X1080 EA 5 $2,650.00 $38,903.40 $40,825.00 $45,270.90 $44,654.40 $48,950.00 $50,545.00 $53,267.50
18 Panasonic AW-RP150 Remote controller EA 1 $4,450.00 $3,913.28 $4,006.00 $4,463.36 $4,696.92 $4,390.00 $4,539.00 $5,193.50
19 Besco PSA124PAN 4pin XLR 12-volt power adapter EA 1 $89.95 $72.67 $90.00 $85.01 $107.95 $89.95 $95.00 $116.94
20 Black Magic power converters PSUPPLY-5V10WUSBC EA 3 $24.00 $63.84 $75.00 $69.21 $76.47 $68.40 $75.00 $97.50
21 TV One/Magenta 2211114-02 HD One DX-5000 HDBase T (Kit: 1 Transmitter & 1 Receiver)EA 1 * NO BID $573.40 $625.00 $646.80 $831.60 $770.00 $593.00 $700.70
22 P-Touch label Cartridges TZe221 3/8 INCH Black print on white background EA 12 * NO BID $114.36 $144.00 $119.52 $187.20 $43.20 $168.00 $202.68
23 Belden coax cable RG-59 violet 1505A-1000VI 1000-feet roll RL 1 $529.00 $191.49 $675.00 $486.36 $480.60 $1,345.20 $468.00 $860.83
24 Black Magic Design Smart Duo HDL-SMTVDUO2 EA 1 $538.00 $463.83 $490.00 $502.97 $539.01 $497.04 $551.00 $708.50
25 Brightsign LS 424 video media player EA 2 * NO BID $542.56 $490.00 $456.64 $637.20 $590.00 $486.00 $575.26
26 Hellermann Tyton T50R0C2 narrow black zip ties 100 pieces per bag BAG 5 * NO BID $51.80 $37.50 $33.65 $185.75 $29.95 $35.00 $29.65
27 Hellermann Tyton T50R0M4 8-inch black zip ties 1000 pieces per bag BAG 2 * NO BID $248.80 $106.00 $106.74 $287.64 $81.90 $106.00 $149.50
DEL Vendor must enter fixed amount for delivery, shipping, and/or handling fees.LOT 1 $50.00 INCL.INCL.$0.00 INCL.INCL.$300.00 $435.00 $5,331.26
DEL Number of days after receipt of order DAY 1 30 DAYS 14-30 DAYS 10 DAYS 20 DAYS TBD 30 DAYS 60 DAYS 365 DAYS
LOCAL PREFERENCE QUALIFIED?N/A N/A 4%N/A N/A N/A N/A N/A
LOT $28,052.92 53,071.14$ 53,891.52$ 61,127.71$ 61,841.80$ 65,670.53$ 67,250.00$ 81,450.00$ BASE BID TOTAL: