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HomeMy WebLinkAbout2001-05-24 - Agendas - Final • ADVERTISING AND PROMOTION COMMISSION SPECIAL MEETING May 24, 2001 Call to Order Special Business 1. Award of Bid for cabling system for Town Center Bids were received from the following: City of Fayetteville Utilities Management Division - $ 193255.71 Southwestern Bell - $25, 179.97 DCI Communications, Inc.- $34,211 .41 I recommend award of bid to City of Fayetteville for $19,255.71 2. Award of bid for folding tables for Town Center Original bids were discarded because of a discrepancy in size of rectangular tables in the specs and in the price quote sheet. Second bids were requested. Bids were received from the following: Mity-Lite - $38,902. 61 Virco - $41 ,044.70 • I recommend award of bid to Mity-Lite for $38,902.61 . 3. Waive competitive bidding requirements for sound system and video system for Town Center. Because of the configuration of sound equipment in the Town Center around lights and because of timing in getting wiring in the floor prior to pouring of the final topping slab, I am requesting that we waive competitive bidding requirements for sound system and award bid to Commercial Audio Systems in Farmington. They have had experience with Baum Stadium, the Reynolds Razorback Stadium, City Hall, and the Square Sound System. The system is very simple to operate and will maintain balance volume throughout the Town Center. Individual rooms can be operated separately. Commercial Audio' s quote for the sound system is $ 16, 159. 60. I recommend waiving competitive bidding requirements and awarding to Commercial Audio Systems in Farmington at a price not to exceed $17,000. Because of the configuration of video equipment in the Town Center, because of the unique needs of the Town Center in relation to the large amounts of glass, and because of the timing of pouring of the final topping slab for the floor, I am requesting that we waive competitive bidding requirements for video system and • award bid to Commercial Audio Systems in Farmington. • Commercial Audio' s quote for video equipment is $38,641 .34. I recommend waiving competitive bidding requirements and awarding the bid for video projection system to Commercial Audio Systems in Farmington at a price not to exceed $40,000. Other Business Adjourn • • Fayetteville Town Center Fayetteville, Arkansas Structured Cabling System Bid #01 -32 Submitted: May 14, 2001 By: Sharon Crosson • City of Fayetteville Utilities Management Division • Signature: /( OSS Date: �`� ' Zoo/ • Vt 00 N0 S M ON 00 �O 00 S .-i O% O Vl 00 N O 00 Nm O n M 00 �o 00 S ON 00 O n . . . . . . . . . . . . . . . . . . 00 S N S S Lr)00 M S O� S • S S N 0 �O ti N 00 V1 .-+ V) M O M �/1 .--i M N M 5 E E E E u \ \ \ \ \ N S N N M T S M S • O ul .O oc 00 S .D M 0� W S M O Q\ . . . . . . . . . . . . . . . . 00 CO C .) 0 M V1 CO n S S N �D N M ul 00 m M 00 N r+ .-+ N O+ N O I� S N Vf V� M fH fH M H} fR V} M fH H} iH V� f9 Vt M H} �.�.' m m m m m m m m m m m m m d d d d d d d d d d d N d C, C] cOp N co O O O r r- N N N N co co M co M N m L N co s E cn C C .ted d d w O. m m C O d O "m0 co mcm U Lmc U L O D d O C O m co O .r m d a m Q o c L) E p m d O m d m io m m z o m U .O N c CL x d c9 _p c > .nd U (M ccz X — a v a d coi m = co LL d d d d 7 cro O _O N @ a C V Co Q' N p d 3 m I--' d w a Cl O O Co X i U d m N v� f4 C O OCV) '_ > p N r d (n t!7 y w y y a N c > > E co m = Z 0 aci (M -3 `o c 'c �' aci aci of � m L of m E °' N y ci = d d p :�n a c d 3 c d d m n n Lo c c m c g 00 U € c 3 d d t U) N 0 0 Z Z y m O m to L V =� m a� co co z z � d d U m X In a 'O to LO d M (+) to tO to j m C cry m N U 1 : Fes- vZZa U o pEc� � � � is Un`> dd0 O7 N 0) d m m O) C h �_ N C �k O mro CL ` a. to U7 O w .d„ 1] ` .d.. 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EE oa 3 U cA wm ; ooac? �> c2 � rn � rn y � a> � co a 100002 x o = . m C ` U UU Ii c c . � � a cm 1. `-�° m O o v> vi V. t: 1 a> (D « 7am � FE .Eya> o CL a 0 CL � Ux 0 0 0 0 a a> o m u m c w. a a a Cl `7 d U 7 O C C C C O O s cc C R o L .0 a7 Nr> a co, � Q i0 m � m u) U - - - - F- HUd J toUN I aUIto I CD CL -z I N VLO i > U r i N �t U U W W y I J J J CO U Lo LO O CL taLLLtaLtaLLL UaU a m j 7 7 7 7 U. 7 7 to 2 2 S = 2 2 0 2 2 N N N N N N N N N • 2.4. 1 Acknowledged and agreed. 2.4.2 Acknowledged and agreed. 2.4.3 Acknowledged and agreed. 2.4.4 Acknowledged and agreed. 2.4.5 Acknowledged and agreed. 2.5. 1 The crew leader, Communications Coordinator for the COF, has over 18 years experience in telecommunications. The project manager, Utilities Manager for the COF, has over 15 years experience in middle-management, project management, and telecommunications management at the City of Fayetteville. The COF's telecommunications system(s) include the following products and manufacturers: Hubbell, Lucent, Avaya, Krone, Meridian Norstar Systems ( 12 systems), Meridian Norstar Voice Mail Systems (9 systems). 2.5 .2 City of Fayetteville references: Harold Dahlinger, Facilities Superintendent Rick Hoyt, Asst. Police Chief Kathy Stocker, Central Dispatch Manager • Don Bailey, Personnel Director John Maguire, Administrative Services Director 2.6. 1 Project Team: Sharon Crosson, Utilities Manager James Bytheway, Communications Coordinator Sub-contractor: Cable Specialties, Inc. (2 technicians) 2.6.2 (See Attachment #3) 2.6.3 City of Fayetteville: The COF currently has 437 Plexar lines and 77 business lines and special circuits. The Communications Coordinator and Utilities Manager coordinate and perform all MAC'S for the COF. They also install structured cabling systems for all new and renovated facilities. The most recent project was the installation of a SCS for the new Engineering Building. This project involved the installation and testing of 130 data drops, 70 voice drops, and 12 strands of fiber optic. 2.7. 1 Acknowledged and agreed. 2.7.2 The COF will subcontract with Cable Specialties, Inc. for 2 certified technicians to assist in the installation and testing of voice cables, data cables, and fiber optic. • 2.7.3 (See Attachment #4) Senf By : • CITY OF FAY - PURCHASING ; 5015758241f - May - 15 - 07 2 : 35PM ; Page 7 / 7 • SECTION V - CONTRACT Quantity Description Unit Price Ext. Price 100 60" diameter round lightweight folding table /50. 2323 15023. SO 0. 78 100 30" x 72" rectangular lightweight folding /2, 078 table 75 18" x 72" rectangular lightweight folding /Og• 5S' g /y0 . 5o table g 36" x 72" serpentine lightweight folding 22 -3, 67 /, 789-3(0 table 5 table truck for storing 72" rectangular tables 16120 8� 5 table truck for storing 60" round tables 2 l3 . US 106S. 2 S • Subtotal 3 a 9�Z • �° / Freight/Delivery - y Tax U (Compan Name) l301 WP.s� LI �00 A Jo.4.6 (Street Address) deem , (A RLLS!7 (City, State, Zip Code) (Aut or ed Signature) • COMMERCIAL AUDIO SYSTEMS 4125 Mission Blvd. suite 1 B- Fayetteville AR 72703 P. O. BOX 746 - FARMINGTON, AR 72730 Phone 1 -501 -527-6666 Fax 501 -527-6667 5-18-01 Ms. Marilyn Johnson Convention & Visitors Development Director c/o Fayetteville Chamber 123 W. Mountain Fayetteville, AR 72701 Dear Marilyn: We appreciate the opportunity to provide this proposal for your sound, video and music needs in the new Town Center. As per our on site visit and the floor plans provided, I have put together three separate proposals. The first includes a state of the art custom room combining system from FSR and requires the installation of the following equipment: • Fayetteville Town Center FSR Quantity Brand Model Description price ext. price 16 Peavey Implus T-6 Surface mount speaker $144.00 $2,304.00 01 FSR ML-116-3 Room combing system $5,324.80 $5,324.80 01 FSR ML-116 Graphic map panel $1 ,920.00 $1 ,920.00 03 FSR ML-116W/PL Touch pad wall plates $0.00 $0.00 01 QSC 204V 4-channel amplifier $1 ,200.00 $1 ,200.00 01 Denon DN-H 800 Multi disk CD player & radio $545.60 $545.60 04 Mapco SP1 -D3F Wall Microphone Jacks $9.60 $38.40 01 RDA RLI-MX5 5 channel mixer $281 .60 02 RDA ST-MMX3 3 channel mixer $144.00 $288.00 06 Quam FM-4 Surface speakers $62.40 $374.40 06 Soundolier ATS183GS 360 degree garden speaker $317.52 $1 ,905.12 01 Waber DG 315 Power supply & protector $72.00 $72.00 01 Lowell L53-36 Wall rack W/locking door $720.00 $720.00 02 Cadence 9030-1 Rack shelf $40.00 $80.00 01 CAS RCA Music Choice programming $0.00 $0.00 02 Lowell 75LC2 Music volume controls $30.40 $60.80 45 CAS PLB Parts and labor $72.00 $3,240.00 01 CAS Local Lift rental $310.00 $310.00 • TOTAL ext. price: $18,664.72 �y00 - s • COMMERCIAL AUDIO PAGE 2 My second system utilizes most of the same equipment as above accept I substitute a Peavey combining mixer a place of the FSR custom unit. This arrangement will be slightly harder to learn to use and dose not include in-room controls. This system requires the installation of the following equipment: Fayetteville Town Center Quantity Brand Model Descri to ion piirg ext. price 16 Peavey Impuls T6 Surface mount speakers $140.00 $2,240.00 01 Peavey PZS-140 Room Combining Mixer $856.00 $856.00 01 QSC 204V 4-channel amplifier $1 ,200.00 $1 ,200.00 01 Denon DN-H 800 Multi disk CD player & radio $545.60 $545.60 04 Rapeo SP1 -D3F Wall Microphone Jacks $9.60 $38.40 01 RDL RU-MX5 5 channel mixer $281 .60 $281 .60 02 RDL ST-MMX3 3 channel mixer $144.00 $288.00 06 Quam FM-4 Surface speakers $62.40 $374.40 06 Soundolier ATS183GS 360 degree garden speaker $317.52 $1 ,905.12 01 Waber DG 315 Power supply & protector $72.00 $72.00 • 01 Lowell L53-28 Wall rack W/locking door $565.33 $565.33 02 Cadence 9030-1 Rack shelf $40.00 $80.00 01 CAS RCA Music Choice programming $0.00 $0.00 02 Lowell 75LC2 Music volume controls $30.40 $60.80 01 Local Lift rental $310.00 $310.00 45 CAS PLB Parts and labor $72.00 $3,240.00 TOTAL ext. price: $12,057.25 The above systems do not include microphones. I recommend using wireless in each room sense we can not install enough wall jacks to make wired mics convenient. Their are two types of wireless systems to chose from. The first requires that you take the mic and receiver to the room and plug it into the wall mic jack and power ( in room system). The second type mounts in the rack. You would simply lay out the uric in the room, no cords or plugs in the room (rack mount system). (*) Shure UT2458 (in room) $469.95 ea. (*) Shure LX-2458 (rack mt. system) $649.95 ea. (*) Shure SM 58S wired mic $ 154.95 ea. If your contractor will run the wire (which we will provide) for the planter speakers I will take $600.00 off the total price. If we eliminate the planter speakers all together this will reduce the audio • price by $2700.00 Commercial Audio / Video page 3 Concerning your video needs I recommend the installation of the following equipment: Fayetteville Town Center Video Quantity Brand Model Description pliga ext. rp ice 01 Hitachi CP-X320 1100 lumens projector-C $4,361 .00 $4,361 .00 01 Hitachi CP-X960 1800 lumens projector-B $5,859.00 $5,859.00 01 Hitachi CP-X985 2700 lumens projector-A $81202.60 $8,202.60 02 Dalite 40823 12X12 motorized screens $19230.60 $2,461 .20 01 Dalite 40798 6X8 motorized screen-C $922.60 $922.60 02 Extron 70-055-01 Power supplies $35.00 $70.00 02 Extron RGB408 Interface $581 .00 $1 ,162.00 02 Extron 70-101 -01 VGA adapter plates $28.00 $56.00 02 Extran 70-092-01 Composite RCA plates $28.00 $56.00 02 Extron 70-095-01 S-video two / plate $29.40 $58.80 • 01 Extron 88HVA Switcher $41410.00 $4,410.00 02 Extron DVS-150 Scalars $2,345.00 $4,690.00 02 Extron 26-238-09 200ft. VGA cabling $469.00 $938.00 02 Extron 22-239-09 150ft. VGA cabling $343.00 $686.00 08 Extron 26-316-07 100ft. S-video cabling $112.00 $896.00 01 Extron Various adapters $140.00 $140.00 01 CAS PVC conduit $70.00 $70.00 02 Ace 132SL-BK Super pocket double wide $349.27 $698.54 02 Chief RPA 860 Projector mounts $200.20 $400.40 02 Chief CMA-100 Adjustable drop mount $180.60 $361 .20 34 CAS Parts, labor and wire $63.00 $2,142.00 TOTAL ext. price: $38,641 .34 An additional expense associated with the video includes running power to the 3 screens and 2 ceiling mounted projectors. A slightly larger rack may be needed at a cost $200.00 We can also add mic jacks in the floor boxes for $50.00 each if needed. The switches to lower the screens will be wall mounted in the rooms. • Commercial Audio / Video page 4 Other projection equipment you may need includes a Sony document cam and slide projectors. The pricing for this equipment breaks down as follows: (1) Sony VID-P110 Document cam $2939.00 (3) Kodak slide projectors $395 .00 ea. $ 1185 .00 (2) Kodak 100 to 150 mm lenses $ 109.95 ea $219.90 (rooms A&B) (1 ) Kodak 75 to 120mm lens $ 104.95 ( room Q All pricing is plus tax. An alternative to using standard slide projectors is the Elmo slide to video converter. This unit looks • and operates like a slide projector but ties in to the overhead projection system. The cost runs $3359.00 per unit. hank Y JJ�t ackser Sales Manager • Fayetteiilfle May 23, 2001 CHAMMER OF COMMERCE Mr. E. G. Bradberry Bekka Development Company One W. Mountain Fayetteville, AR 72701 RE: Town Center Lease — Item 3. Design. Lessor agrees to allow Lessee to construct a Town Plaza in substantially the same design as shown in the architectural drawing attached hereto as Exhibit 'A ". Before and after initial construction, any substantial changes to the design as shown in Exhibit 'A ", must be approved by the Lessor in writing prior to construction. Lessor shall not unreasonably withhold such approval. Dear Mr. Bradberry: In accordance with the lease between the City of Fayetteville and Bekka Development Company, I am writing on behalf of the Advertising and Promotion Commission requesting permission for the construction of the Evangeline Pratt Waterman Archer and Laird William Archer Memorial in the east flowerbed closest to the street of the Town Center Plaza. • Please accept my sincerest apology that this has not been sent to you earlier. As you know, I was only made aware of this provision in the contract when we met in the Mayor's office on Friday, May 11 , 2001 . I have been working with Mr. and Mrs. Julian Archer since September of 1999. Attached is a time schedule of events associated with their fountain. Also attached is a planned diagram of their fountain. The Archers have a sincere desire to provide public art for the Plaza Area. They have incurred expenses in design, electrical contract, water consultation, and construction. In working with our architect, Richard Alderman, we have made provisions for proximity of the fountain to your building and its effects. I humbly ask for your approval of the Archer Memorial Fountain. Sincerely, Marilyn Director, Convention and Visitor Development . cc: Mayor Dan Coody Joe Fennel • Bootsie Ackerman •cc••enc• 123 WEST MOUNTAIN 0 P.O. Box 4216 • FAYETTEVILLE, ARKANSAS 72702-4216 (501 ) 521 - 1710 FAX ( 501 ) 521 . 1791 CHRONOLOGY OF EVENTS — PLAZA FOUNTAINS September 13, 1999 — Marilyn announced at the Advertising and Promotion Commission meeting that she had been contacted by Julian and Jane Archer that they wished to donate a fountain in memory of his parents. September 14, 1999 — Article in Arkansas Democrat Gazette announcing plaza as site for fountains. December 13, 1999 — Advertising and Promotion Commission approved Archer Fountain. December 13, 1999 — Kaminsky proposal presented to A & P Commission. Commission withheld approval of Kaminsky Fountain pending him obtaining funding for the project. July 10, 2000 — Commission was informed that funds had not been procured for Kaminsky Fountain. A & P Commission voted to approve proceeding with installation of mechanical and electrical in anticipation of future needs in planter closest to front door. Contractors estimate of $ 14,920 to be reimbursed to contingency when funding is procured. • •