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Home My WebLink About2008-05-20 - Agendas - Final Aldermen Ward 1 Position 1—Adella Gray Mayor Dan Coody Ward 1 Position 2—Brenda Thiel Ward 2 Position 1 —Kyle B.Cook City Attorney Kit Williams1 Ward 2 Position 2—Nancy Allen 1PVWard 3 Position l—Robert K.Rhoads TCity Clerk Sondra Smith Ward 3 Position 2—Robert Ferrell ARKANSAS Ward 4 Position 1 —Shirley Lucas Ward 4 Position 2—Lioneld Jordan Final Agenda City of Fayetteville Arkansas City Council Meeting May 20, 2008 A meeting of the Fayetteville City Council will be held on May 20, 2008 at 6:00 PM in Room 219 of the City Administration Building located at 113 West Mountain Street, Fayetteville, Arkansas. Call to Order Roll Call Pledge of Allegiance Mayor's Announcements, Proclamations and Recognitions: Presentations, Reports and Discussion Items: 1. Wastewater System Improvement Project—David Jurgens, Water Wastewater Director Agenda Additions: Expressing Gratitude Resolution to Tim Conklin. A. Consent: 1. Approval of the May 6, 2008 City Council meeting minutes. APPROVED. 2. Bid # 08-39 Insituform Technologies, Inc: A resolution awarding Bid # 08-39 and approving a contract with Insituform Technologies, Inc. in the amount of$330,000.00 for 2008 sanitary sewer main line and service lateral lining, cured in-place pipe method. PASSED AND SHALL BE RECORDED AS RESOLUTION NO. 104-08. 113 West Mountain 72701 (479)521-7700 (479)575-8257(Fax) accessfayetteville.org 3. Bid # 08-42 Southwest Trailer & Equipment: A resolution awarding Bid # 08-42 and approving the purchase of one (1) light weight steel dump trailer from Southwest Trailer and Equipment in the amount of $36,518.00 for use by the new Wastewater Treatment Plant; and approving a budget adjustment in like amount. PASSED AND SHALL BE RECORDED AS RESOLUTION NO. 105-08. 4. Bid # 08-43 Riese Planning and Engineering: A resolution awarding Bid # 08-43 and approving the purchase of one (1) forklift from Wiese Planning and Engineering in the amount of$24,803.00 for use by the new Wastewater Treatment Plant; and approving a budget adjustment in the amount of$24,878.00. PASSED AND SHALL BE RECORDED AS RESOLUTION NO. 106-08. 5. Bid # 08-44 Arkoma Playgrounds and Supply: A resolution awarding Bid# 08-44 and approving a contract with Arkoma Playgrounds and Supply in the amount of$34,214.00 for construction of a pavilion, sidewalk, and picnic tables at Gary Hampton Softball Complex; approving a project contingency in the amount of$4,106.00; and approving a budget adjustment in the amount of$50,000.00. PASSED AND SHALL BE RECORDED AS RESOLUTION NO. 107-08. 6. RJN Group, Inc: A resolution approving an Engineering Services Contract with RJN Group, Inc. in the amount of$395,109.00 for a detailed sanitary sewer evaluation study in south Fayetteville and the City of Greenland; and approving a 5% contingency in the amount of$19,800.00. PASSED AND SHALL BE RECORDED AS RESOLUTION NO. 108-08. 7. Fayetteville Public Schools Contribution: A resolution approving a budget adjustment in the amount of$150,000.00 to the Fixed Assets Account and recognizing like revenue from the Fayetteville Public Schools for the installation of traffic signals at the intersections of Garland Avenue/Sixth Street and Starr Road/Mission Boulevard. PASSED AND SHALL BE RECORDED AS RESOLUTION NO. 109-08. 8. Pinkley Sales Company: A resolution approving the purchase of twelve (12) traffic signal preemption devices from Pinkley Sales Company in the amount of$40,586.00; and approving a budget adjustment in the amount of$12,000.00. PASSED AND SHALL BE RECORDED AS RESOLUTION NO. 110-08. 9. Movies in the Park Program: A resolution to approve a budget adjustment to recognize $22,000.00 from the Community Development Block Grant Program for the Yvonne Richardson Center and $2,500.00 from the Fayetteville Firefighters Association for the Parks Department "Movies in the Park" program. PASSED AND SHALL BE RECORDED AS RESOLUTION NO. 111-08. 113 West Mountain 72701 (479)521-7700 (479)575-8257(Fax) accessfayetteville.org 10. Bid # 08-48 Video Production Switcher - Jim Lively & Associates: A resolution awarding Bid # 08-48 and approving the purchase of one (1) video production switcher from Jim Lively and Associates in the amount of$30,548.83 for use by the Peg Center. PASSED AND SHALL BE RECORDED AS RESOLUTION NO. 112-08. 11. South Industrial Park Lot 28E: A resolution to accept approximately one acre from Lot 28E of the South Industrial Park to be attached to Lot 29E. THIS ITEM WAS REMOVED FROM CONSENT FOR DISCUSSION. The following item was removed from the Consent Agenda for discussion: 1. South Industrial Park Lot 28E: A resolution to accept approximately one acre from Lot 28E of the South Industrial Park to be attached to Lot 29E. PASSED AND SHALL BE RECORDED AS RESOLUTION NO. 113-08. Agenda Additions: 1. Fayetteville City Council's Gratitude to Tim Conklin: A resolution to express the Fayetteville City Council's gratitude to Tim Conklin for his long years of effective, devoted, and valued service to Fayetteville. PASSED AND SHALL BE RECORDED AS RESOLUTION NO. 114-08. B. Unfinished Business: 1. Hiring Freeze: Hiring Freeze Appeals: A resolution to approve hiring of replacement employees for the following positions: (A)One Police Officer (B) One Telecommunications Technician (C)One Animal Services Caregiver (D)One Part-time Deputy Court Clerk PASSED AND SHALL BE RECORDED AS RESOLUTION NO. 115-08. 2. Amend Chapters 151, 152 and 166: An ordinance amending Title XV: Unified Development of the Code of Fayetteville to amend Chapter 151: Definitions, Chapter 152: Administration and Chapter 166: Development in order to prohibit or regulate decentralized sewer systems within the city limits. This ordinance was left on the First Reading at the April 1, 2008 City Council meeting. This ordinance was left on the Second Reading and then tabled at the April 15, 2008 City Council meeting to the May 20, 2008 City Council meeting. THIS ITEM WAS TABLED TO THE JUNE 17, 2008 CITY COUNCIL MEETING. 113 West Mountain 72701 (479)521-7700 (479)575-8257(Fax) accessfayetteville.org 3. RZN 08-2934 (Newell/Morton): An ordinance rezoning a portion of property described in rezoning petition RZN 08-2934, for approximately 0.37 acres, located at 1141 Hendrix from RSF-4, Residential Single Family, 4 units per acre, to RSF-8, Residential Single Family, 8 units per acre. This ordinance was left on the First Reading at the May 6, 2008 City Council meeting. THIS ITEM FAILED. 4. R-PZD 08-2915 (Hill Place): An ordinance establishing a Residential Planned Zoning District titled R-PZD 08-2915, Hill Place, located at the southwest corner of 6th Street and Hill Avenue; containing approximately 27.10 acres; amending the Official Zoning Map of the City of Fayetteville; and adopting the Associated Master Development Plan. This ordinance was left on the First Reading at the May 6, 2008 City Council meeting. THIS ITEM WAS LEFT ON THE SECOND READING OF THE ORDINANCE. 5. Bridgedale Plaza Appeal: An ordinance establishing a Commercial Planned Zoning District titled C-PZD 08-2904 Bridgedale Plaza, located at the southeast corner of Highway 16 East and River Meadows Drive, containing approximately 15.95 acres; amending the Official Zoning Map of the City of Fayetteville; and adopting the Associated Master Development Plan. This ordinance was left on the Second Reading at the May 6, 2008 City Council meeting. THIS ITEM WAS TABLED TO THE JUNE 3, 2008 CITY COUNCIL MEETING. C. New Business: 1. RZN 08-2968 (Lazenby): An ordinance rezoning that property described in rezoning petition RZN 08-2968, for approximately 0.49 acres, located at 3390 West 6th Street from R-O, Residential Office to C-1,Neighborhood Commercial. THIS ITEM FAILED. 2. VAC 08-2969 (Quality Lane Apartments): An ordinance approving VAC 08-2969 submitted by Crafton, Tull, Sparks & Associates for property located northwest of Quality Lane and Gregg Avenue to vacate a portion of a utility easement within the subject property. PASSED AND SHALL BE RECORDED AS ORDINANCE NO. 5144. 3. Forest Hills PZD Rezone Appeal: An ordinance establishing a Residential Planned Zoning District titled R-PZD 07-2793 Forest Hills, located at Wedington Drive, south of Salem Road, containing approximately 82.38 acres; amending the Official Zoning Map of the City of Fayetteville; and adopting the Associated Master Development Plan. THIS ITEM WAS LEFT ON THE SECOND READING OF THE ORDINANCE. 113 West Mountain 72701 (479)521-7700 (479)575-8257(Fax) accessfayetteville.org 4. Forest Hills Master Street Plan Amendment Request: A resolution for R-PZD 07- 2793 Forest Hills amending the Master Street Plan, realigning Golf Club Drive, a proposed north-south collector street, as described and depicted in the attached maps. THIS ITEM WAS TABLED TO THE JUNE 3, 2008 CITY COUNCIL MEETING. 5. Hiring Freeze Amendment: A resolution to amend Resolution No. 07-08 concerning the Hiring Freeze. THIS ITEM FAILED. 6. Fayetteville Arts Festival Funding: A resolution to request the Advertising and Promotion Commission to fund the Fayetteville Arts Festival. PASSED AND SHALL BE RECORDED AS RESOLUTION NO. 116-08. Announcements: 1. City Council Tour: West Side Wastewater Treatment Plant Adjournment: Meeting adjourned at 11:40 p.m. 113 West Mountain 72701 (479)521-7700 (479)575-8257(Fax) accessfayetteville.org City Council Meeting: Ma y 2l d �,; 2008 d'ourn: ` 7 u PW Subject: Roll Rhoads Ferrell Lucas Jordan Gray Thiel Cook Allen !/ Mayor Coody Subject: Motion To: Motion By: Seconded: Rhoads Ferrell Lucas Jordan Gray Thiel Cook Allen Mayor Coody City Council Meeting: May 2v, 1008 Subject: Consente / ' . Motion To: � ra �� Motion By: Seconded: Rhoads ✓ M i N u Ferrell Lucas � �[ Jordan Gray Thiel Cook Allen ✓ Mayor Coody Subject: � � Motion To: Motion By: Seconded: Rhoads �/ ✓ -�� Ferrell 1 Lucas C/ ✓ Jordan ✓ �/'� Gray Thiel ✓� �/ =� Cook ' v� Allen ✓ Mayor Coody City Council Meeting: May 2v,2008 Subject: 4f W2 �r ll Motion To: • � Motion By: Vol Seconded: 44 Rhoads f ,/ Ferrell f ✓ �( ucas _ Jordan ✓ c/ �Pod2 Gray n- Thiel f ✓ E Cook Allen ✓� ✓ Mayor Cood Y Y Subject: Motion To: Motion By: Seconded: Rhoads Ferrell Lucas Jordan Gray Thiel Cook Allen Mayor Coody City Council Meeting: May 2,., 1008 Subject: Hiring Freeze Appeals: One Police Officer Motion To: P�Jp-� P Motion By: Seconded: B.I. Rhoads C/°' Unfinished Ferrell Business Lucas Jordan Gray ®.� Thiel Cook Allen Mayor Coody Subject: Hiring Freeze Appeals: One Part Time Court Clerk Motion To: F Motion By: Seconded: B.1. Rhoads Unfinished Ferrell Business Lucas Jordan Gray Thiel Cook Allen Mayor Coody City Council Meeting: May 1 ,, 2008 Subject: Hiring Freeze Appeals: Telecommunications Engineer Motion To: Motion By: Seconded: B.1. Rhoads Unfinished Ferrell Business Lucas Jordan qfe� Gray Thiel Cook Allen Mayor Coody Subject: Hiring Freeze Appeals: Animal Caregiver (Fulltime) Motion To: Motion By: Seconded: B.1. Rhoads Unfinished Ferrell Business Lucas Jordan G�II_ p! Gray Thiel Cook Allen Mayor Coody City Council Meeting: May 1., 2008 Subject: Amend Chapters 151, 152 and 166 Motion To: � Motion By: Seconded: UT B.2. Rhoads Unfinished Ferrell Business Lucas Jordan Gray Thiel ✓ Cook Allen vie Mayor Coody Subject: RZN 08-2934 (Newell/Morton) Motion To: Motion By: COM L �C Seconded: '117"'Ir elf- ,. B.3. Rhoads Unfinished Ferrell ✓ �/ Business Lucas Jordan � Gray Thiel �` ✓ �/ Cook �" ✓ AllenAl Mayor Coody City Council Meeting: May 2%Y, 2008 Subject: R-PZD 08-2915 (Hill Place) Motion To: A-&4 *00 , Motion By: 4WPro Seconded: ° B.4. Rhoads Unfinished Ferrell Business Lucas �,/°� IN/ Jordan g� 4PGray r Thiel Cook �- ate/ Allen (� Mayor Coody Subject: Bridgedale Plaza Appeal \ Motion To: Motion By: � ? Seconded: est.-... B.5. Rhoads f.� Unfinished Ferrell L Business Lucas Jordan-law Gray � 3 Thiel I Cook Allen Mayor Coody City Council Meeting: May 2�, 2008 Subject: RZN 08-2968 (Lazenby) Motion To: �} n Motion By: Seconded: Com' CA Rhoads �✓ ,/ �.� New Ferrell ✓ f✓ Business Lucas Jordan ✓ ✓ Gray Thiel o Cook Allen Mayor Coody Subject: VAC 08-2969 (Quality Lane Apartments) Motion To: Motion By: tQ^e Seconded: C.2 Rhoads ✓ ✓ New Ferrell ✓ ✓ Business Lucas ,/ ✓ �/ Jordan r/ i- +✓ Gray GJ Thiel ✓ �✓' Cook �/ ✓" ,�- Allen `T "� Mayor Coody 1 1 City Council Meeting: May 2., 2008 Subject: Forest Hills PZD Rezone Appeal Motion To: 4A Pi, Motion By: (74 101 ft A Seconded: C.3 Rhoads New Ferrell Business Lucas Jordan Gray 7 u Thiel ✓ Cook Allen Mayor Coody Subject: Forest Hills Master Street Plan Amendment Request Motion To: (� (�-�- Motion By: • Seconded: VY CA Rhoads � New Ferrell r/ Business Lucas Jordan J, Gray GA�2.t�; Thiel Ul� Cook Allen mss' Mayor Coody City Council Meeting: May 2%.,1008 Subject: Hiring Freeze Amendment Motion To: Motion By: 49 Seconded: ' C.5 Rhoads New Ferrell Business Lucas f Jordan Gray Thiel Cook f Allen Mayor Coody Subject: Fayetteville Arts Festival Funding Motion To: Motion By: Seconded: C.6 Rhoads New Ferrell ,/ /y Business Lucas r/ Jordan Gray Thiel Cook Allen b Mayor Coody Aldermen Ward 1 Position 1—Adella Gray Mayor Dan Coody Ward 1 Position 2—Brenda Thiel Ward 2 Position 1 —Kyle B.Cook City Attorney Kit Williams Ward 2 Position 2—Nancy Allen PV1 C Ward 3 Position l—Robert K.Rhoads City Clerk Sondra SmithTayeliWard 3 Position 2—Robert Ferrell ARKANSAS Ward 4 Position 1 —Shirley Lucas Ward 4 Position 2—Lioneld Jordan Final Agenda City of Fayetteville Arkansas City Council Meeting May 20, 2008 A meeting of the Fayetteville City Council will be held on May 20, 2008 at 6:00 PM in Room 219 of the City Administration Building located at 113 West Mountain Street, Fayetteville, Arkansas. Call to Order Roll Call Pledge of Allegiance Mayor's Announcements, Proclamations and Recognitions: Presentations, Reports and Discussion Items: 1. Wastewater System Improvement Project—David Jurgens, Water Wastewater Director Agenda Additions: A. Consent: 1. Approval of the May 6, 2008 City Council meeting minutes. 2. Bid # 08-39 Insituform Technologies, Inc: A resolution awarding Bid # 08-39 and approving a contract with Insituform Technologies, Inc. in the amount of$330,000.00 for 2008 sanitary sewer main line and service lateral lining, cured in-place pipe method. 3. Bid # 08-42 Southwest Trailer & Equipment: A resolution awarding Bid # 08-42 and approving the purchase of one (1) light weight steel dump trailer from Southwest Trailer and Equipment in the amount of $36,518.00 for use by the new Wastewater Treatment Plant; and approving a budget adjustment in like amount. 113 West Mountain 72701 (479)521-7700 (479)575-8257(Fax) accessfayetteville.org 4. Bid # 08-43 Wiese Planning and Engineering: A resolution awarding Bid # 08-43 and approving the purchase of one (1) forklift from Wiese Planning and Engineering in the amount of$24,803.00 for use by the new Wastewater Treatment Plant; and approving a budget adjustment in the amount of$24,878.00. 5. Bid # 08-44 Arkoma Playgrounds and Supply: A resolution awarding Bid# 08-44 and approving a contract with Arkoma Playgrounds and Supply in the amount of$34,214.00 for construction of a pavilion, sidewalk, and picnic tables at Gary Hampton Softball Complex; approving a project contingency in the amount of$4,106.00; and approving a budget adjustment in the amount of$50,000.00. 6. RJN Group, Inc: A resolution approving an Engineering Services Contract with RJN Group, Inc. in the amount of$395,109.00 for a detailed sanitary sewer evaluation study in south Fayetteville and the City of Greenland; and approving a 5% contingency in the amount of$19,800.00. 7. Fayetteville Public Schools Contribution: A resolution approving a budget adjustment in the amount of$150,000.00 to the Fixed Assets Account and recognizing like revenue from the Fayetteville Public Schools for the installation of traffic signals at the intersections of Garland Avenue/Sixth Street and Starr Road/Mission Boulevard. 8. Pinkley Sales Company: A resolution approving the purchase of twelve (12) traffic signal preemption devices from Pinkley Sales Company in the amount of$40,586.00; and approving a budget adjustment in the amount of$12,000.00. 9. Movies in the Park Program: A resolution to approve a budget adjustment to recognize $22,000.00 from the Community Development Block Grant Program for the Yvonne Richardson Center and $2,500.00 from the Fayetteville Firefighters Association for the Parks Department "Movies in the Park"program. 10. Bid # 08-48 Video Production Switcher - Jim Lively & Associates: A resolution awarding Bid # 08-48 and approving the purchase of one (1) video production switcher from Jim Lively and Associates in the amount of$30,548.83 for use by the Peg Center. 11. South Industrial Park Lot 28E: A resolution to accept approximately one acre from Lot 28E of the South Industrial Park to be attached to Lot 29E. B. Unfinished Business: 1. Hiring Freeze: Hiring Freeze Appeals: One Police Officer—Police Department One Part Time Court Clerk—District Court 113 West Mountain 72701 (479)521-7700 (479)575-8257(Fax) accessfayetteville.org 2. Amend Chapters 151, 152 and 166: An ordinance amending Title XV: Unified Development of the Code of Fayetteville to amend Chapter 151: Definitions, Chapter 152: Administration and Chapter 166: Development in order to prohibit or regulate decentralized sewer systems within the city limits. This ordinance was left on the First Reading at the April 1, 2008 City Council meeting. This ordinance was left on the Second Reading and then tabled at the April 15, 2008 City Council meeting to the May 20, 2008 City Council meeting. 3. RZN 08-2934 (Newell/Morton): An ordinance rezoning a portion of property described in rezoning petition RZN 08-2934, for approximately 0.37 acres, located at 1141 Hendrix from RSF-4, Residential Single Family, 4 units per acre, to RSF-8, Residential Single Family, 8 units per acre. This ordinance was left on the First Reading at the May 6, 2008 City Council meeting. 4. R-PZD 08-2915 (Hill Place): An ordinance establishing a Residential Planned Zoning District titled R-PZD 08-2915, Hill Place, located at the southwest corner of 6th Street and Hill Avenue; containing approximately 27.10 acres; amending the Official Zoning Map of the City of Fayetteville; and adopting the Associated Master Development Plan. This ordinance was left on the First Reading at the May 6, 2008 City Council meeting. 5. Bridgedale Plaza Appeal: An ordinance establishing a Commercial Planned Zoning District titled C-PZD 08-2904 Bridgedale Plaza, located at the southeast corner of Highway 16 East and River Meadows Drive, containing approximately 15.95 acres; amending the Official Zoning Map of the City of Fayetteville; and adopting the Associated Master Development Plan. This ordinance was left on the Second Reading at the May 6, 2008 City Council meeting. C. New Business: 1. RZN 08-2968 (Lazenby): An ordinance rezoning that property described in rezoning petition RZN 08-2968, for approximately 0.49 acres, located at 3390 West 6th Street from R-O, Residential Office to C-1, Neighborhood Commercial. 2. VAC 08-2969 (Quality Lane Apartments): An ordinance approving VAC 08-2969 submitted by Crafton, Tull, Sparks & Associates for property located northwest of Quality Lane and Gregg Avenue to vacate a portion of a utility easement within the subject property. 3. Forest Hills PZD Rezone Appeal: An ordinance establishing a Residential Planned Zoning District titled R-PZD 07-2793 Forest Hills, located at Wedington Drive, south of Salem Road, containing approximately 82.38 acres; amending the Official Zoning Map of the City of Fayetteville; and adopting the Associated Master Development Plan. 4. Forest Hills Master Street Plan Amendment Request: A resolution for R-PZD 07- 2793 Forest Hills amending the Master Street Plan, realigning Golf Club Drive, a proposed north-south collector street, as described and depicted in the attached maps. 5. Hiring Freeze Amendment: A resolution to amend Resolution No. 07-08 concerning the Hiring Freeze. 113 West Mountain 72701 (479)521-7700 (479)575-8257(Fax) accessfayetteville.org 6. Fayetteville Arts Festival Funding: A resolution to request the Advertising and Promotion Commission to fund the Fayetteville Arts Festival. Announcements: 1. City Council Tour: None 113 West Mountain 72701 (479)521-7700 (479)575-8257(Fax) accessfayetteville.org l,/LVVlllvv��Kee4vvl« 1M ('y� Bid#08-48 Video Production City of Fayetteville witcher-Jim Lively&Associates Staff Review Form Page 1 of 24 City Council Agenda Item or Contracts 5/20/2008 City Council Meeting Date Susan Thomas Public Information General Government Submitted By Division Department Action Required: A resolution awarding Bid 08-48, PEG Center Switcher Replacement to Jim Lively &Associates in the amount of $30,548.83 for the purchase of a video production switcher. $ 30,548.83 $ 94,239.00 PEG Equipment Cost of this request Category/Project Budget Program Category/Project Name 4470-9470-5801-00 $ 10,396.25 Other Capital Improvements Account Number Funds Used to Date Program/Project Category Name 02061.3 $ 83,842.75 Sales Tax Capital Improvements Project Number Remaining Balance Fund Name Budgeted Item Budget Adjustment Attached Previous Ordinance or Resolution# 5/8/2008 YepartmetilDirector Date Original Contract Date: > r Original Contract Number: � IYA✓/ GZ� City Attorney! Dat Received in City Clerk's Office Finance and i6ternal Service Date Received in Mayor's Office Mayor Date Comments: A. 10 Bid#08-48 Video Production a e e;1ie Switcher-Jim Lively&Associates Page 2 of 24 ARKANSAS City Council Memo TO: Mayor Coody and City Council FROM: Susan B. Thomas,Ph.D., Public Information&Policy Advisor DATE: May 7, 2008 SUBJECT: PEG Studio Switcher Replacement Recommendation A resolution awarding Bid 08-48, PEG Center Switcher Replacement to Jim Lively&Associates in the amount of$28,743.00 plus applicable taxes for the purchase of a video production switcher. Background The studio switcher is a device used to select between several different video sources and in some cases composite(mix)video sources together and add special effects. In effect, it allows a producer to switch from one camera(or some other video source)to another while producing a program. The City of Fayetteville PEG studio has been operating with an extremely outdated piece of equipment for almost as long as the studio has been operational. The current switcher was manufactured in 1973, has been repaired a number of times, and it has finally quit working. Staff requested bids on two different switcher products,the Braodcast Pix system and the Echolab System. We received four bids: two for the Echolab and two for the Broadcast Pix. The PEG Equipment Committee met Wednesday May 7, 2008 and reached consensus that the lowest price bid meeting all bid specifications was the Echolab product from Jim Lively and Associates. While the Broadcast Pix system offered by EVS was the lowest overall bid at$26,599, their bid was rejected for being non-responsive to requests for references, copy of warranty, and other missing materials. Fortunately, there are several additional factors that make the Echolab switcher a better overall purchase including display quality, availability of training, 3 years of extra warranty($2,600 value), and larger number of input/output sources which increases the equipment's longevity/usefiilness.. Of the two bids received for the Echolab switcher,Jim Lively and Associates provided the lowest bid at 28,743. Current Status Cable Administration and CAT staff members have been able to devise a temporary fix that is enabling the studio to limp along. However, the studio is not fully functional, and CAT has been forced to postpone/cancel some of their production activity. The switcher is an integral piece of equipment for any production studio. If we continue to expect CAT to meet their contract obligation and we continue to expect high quality productions from both CAT and Government Channel staff, it is critical that we replace the equipment and bring the studio back to 100%. Budget Impact The price of the equipment is$28,743 plus sales tax. This purchase is a budgeted item included in the PEG.Capital Improvements Plan. A. 10 Bid#08-48 Video Production Switcher-Jim Lively&Associates Page 3 of 24 RESOLUTION NO. A RESOLUTION AWARDING BID #08-48 AND APPROVING THE PURCHASE OF ONE (1) VIDEO PRODUCTION SWITCHER FROM JIM LIVELY AND ASSOCIATES IN THE AMOUNT OF $30,548.83 FOR USE BY THE PEG CENTER. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE,ARKANSAS: Section 1. That the City Council of the City of Fayetteville, Arkansas hereby awards Bid #0848 and approves the purchase of one (1) video production switcher from Jim Lively and Associates in the amount of $30,548.83 for use by the PEG Center. PASSED and APPROVED this 201h day of May,2008. APPROVED: ATTEST: By: By: DAN COODY,Mayor SONDRA E.SMITH,City Clerk/Treasurer . 10 B J#08-48 Video Produ& Switch r-Jim Lively&Assoc es Page 4 X24 x o Z m Q d N L @ >_ L y O # O e7 W Q W N O @ W C A O N N {�9 O O Z Z .. N O U M @ n ep G � @ n t0 @ 0 75 O Q ? O N @ @ C O ry j O) y N a D• — N X N @ 'O d X @ L L @ r" � r 'o w a w' a' o u v m d N c $ a n £ o z W m Z C/) G o @ 0 U $ o m n W!LL LL N 0: U n w w w F w @ w d a J, w m N o T m o E O Y ELL N U O@ N O m O O N , ? M N Z m y d o N O z a `o Q t c � 7 N V' N O @ it .. (O rn z', :'. a 2 m `v c Q c m w ep `a w y 0 m O W Q U m 2'.. 2 .._...._. ............... . A. 10 . . . ._.._ .. ..._...... ... _..-..,—......__....... ..............-Bid#08-48VideoProduction.—_ Switcher-Jim Lively&Associates Page 5 of 24 City of Fayetteville Bid 0848, PEG Center Switcher Replacement— 2 of 2 ^� Bid Form *GUARANTEED DELIVERY DATE: 10 Days, A.R.O. F.O.B. Cable Administration, 101 W. RockflStreet, Fayetteville, AR 72701 REM: DESCRIPTION: QUANTITY: "PRICE EACH: *TOTAL PRICE 1. PEG Center Switcher Replacement as specified Please Specify for Unit(s)Bid: 1 $ 28.743.00 $ 28,743.00 *MANUFACTURER: Echolab MODEL: OVERTURE 1 SD 812 FULL SYSTEM a TOTAL BID PRICE: $ 28,743.00 EXECUTION OF BID- Bidders are requested to indicate by check mark or "YeafNo" on each line of the Technical Specifications the compliance of the item bid.Actual specification of any deficient item must be noted.on the bid sheet or separate attachment If specifications of item bid differ from provided literature, deviation must be documented and certified by the manufacturer as a regular production option. Upon signing this Bid,the bidder certfiea that: 1. Helshe has read and agrees to the requirements set forth In this proposal,including specifications,terra, standard conditions,and any pertinent information regarding the articles being bid on. 2. Unless otherwise noted and explained,the unit bid and listed meets or exceeds all of these requirements as specified by The City of Fayetteville 3. The Bidder can and will comply with all specifications and requirements for delivery,documentation and support as specified herein_ Unsigned We will be rejected.Items marked*are mandatory for consideration. *NAME OF FIRM: Jim Lively & Associates Purdrese ordbWaymenrs&bag be waued to Ws creme *BUSINESS ADDRESS: 1206 Arbor Drive Bartlesville Com. *STATE, OK *Zip: 74006 *PHONE: (918) 335-3187 FAX. (918) 335-3187 *E-MAIL• Jmlively@cableone.net *BY: (PRINTED NAME) Jimmy D. Lively 12 1 *AUTHORIZED SIGNATURE: S1 *TITLE. Owner City of fayethrAlle,Arkansas Bid fl8.48;PEG Cerder Slviti Reptecement—2 of 2 Pa®e 2 of 9 A. 10 -'Bid#D8--48 Video P7oductiart--;.• Switcher-Jim Lively&Associates Page 6 of 24 City of Fayetteville Bid 08-48, PEG Center Switcher Replacement— 2 of 2 Detailed Specification. Switcher Replacement 2 of 2. 1.0 GENERAL- 1.1 The Fayetteville PEG Center will be replacing its existing production switcher, Model NC-IW2500 with an Echolab Opera 804 model Switcher with additional options installed and accessories. The Echolab 804 prior to January 1, 2008 was referred to as the Opera 1308. 1.2 All unit(s) bid must meet or exceed the minimum requirements or they will be deemed incomplete and will not be considered for bid award. 2.0 MANUFACTURER/MODEL- 2.1 Unit(s) bid must be of the latest standard production model as offered for commercial trade. 3.0 TECHNICAL SPECIRCATIONS—Echolab Opera 804 Base System and Addidonal /Components Please refer to 'Declarations' for additional information & warranty. 31 Echolab Opera 804 Base System * Note model # change to "OVERTIRE 1 SD 812- !32 Two (2)4 Analog Input Module with the following connections Full System" a. �x Component Analog Camera CCU Connections b._ Component Analog DVD Connection c.j,,'�Y/C to SVIDEO DVCAM Deck Connection d. IX Composite Camera Connection e. %ZI&Composite S-VHS Deck Connection f._IIndude for each input 3-8000 FSY, 3-8000 FST IV 3.3 Four(4)Analog/Digital Outputs 4 P--3'4 Opera Overture 1 Panel 3 5 FX Pack Consisting of. additional keyers with chromakey and pattern generator b._gpitin Stream Keyer 2 (DSK2) c. wo 2D DVE's with 2D rotation d. -gholab graphics utility/CD e_✓Additionai wipe patterns 3.6 Additotat System Components shall include a._New equipment rack ♦ 20 rack spaces MY of F%~L-,Arkansas BM 0848,PEG Center S iter Repkacement-2 of 2 Page 5 of 9 A. 10 Switcher-Jim Lively&Associates ' Page 7 of 24 ♦ 20 space rear rack rails included ♦ Depth of 18 inches ♦ Must be EIA Compliant and UL Listed "37 Link Electronics 812 OPB Digital Black Burst Generator- Rack Carel Link Electronics SPG-812 Master Generator Chassis 3.9 Five (5) Middle Atlantic VTF-1 1 RU Vent Panels, Fine Perforation Pattern 310* All components, Y/C cables pre-assembled, all cabling to be Belden RG61694A Type, or approved equivalent.Approved equivalent cable substitutions must list appropriate 3 piece cable terminations, cutting tools, and crimping die, or compression style connectors and appropriate cutting tool. * Please see 'Declarations'for cabling we are offering to provide, with guidance from your .techn+cal group. ✓3.11 Additional cable (Type: Belden 1694A)to be available for onslte assembly of composite s= cables, or approved equivalent.Approved equivalent cable substitutions must list appropriate 3 piece cable terminations, cutting tools, and crimping die, or compression style connectors and appropriate cutting tool. ✓3.12 Fifty(50) Phillips rack screws with washers. Standard 3/4"long rack screws with 10-32-- threads feature self-guiding pilot points 13* Three(3) 14" Broadcast Color NTSC Monitors, either flat screen or CRT with composite BNC inputs, capable of displaying an NTSC D-1 image * Please see 'Decl arati ons'for -: ✓ * SystemMonitoring items, by type and model numbers, with warranty. 3.14 One(1) NTSC Quad Splitter with composite BNC inputs and outputs with final output NTSCD-1 image * Please see 'Declarations' �nfftr°item # and warranty information., ✓ 3.15 External Computer Video Server or"Clipstore" Ple se see 'Declarations' for warranty information on Computer related items a. The entire system purchases shall meet or exceed the following specifications for hardware cwmoonents: ♦ Intel Xeon Quad Core 2 G.Hz processor ♦ 4GB of ECC DDR2 667 RAM Server class motherboard (dual processor capable) ♦ Silent 41.1 rackmount case ♦ 320 gig SATA system hard drive ♦ 500 gig SATA video hard drive • NVdia PCI Express x16 video card with 512 mb video ram ♦ Blackmagic Decd-ink Extreme PCIe SDI in/out card with analog audio t= and gunlock ♦ Two 18x DVD*R drives ♦ Memory card reader ♦ One (1) 20" LCD monitor capable of displaying either DV or RGB, 1680x1050 resolution • USB Keyboard and USB optical mouse City of Fayetteville,Arkansas Bld 0848,PEG Center Switcher Replacement—2 of 2 Page 6 of 9 A. 10 _,.._...,. .. .. ,. __._.. ... .. ............ .......- _ - Bld-XW46Video'Productrorr._.�: Switcher-Jim Lively&Associates Page 8 of 24 . b.-I�The entire system purchases shall meet or exceed the following specifications for s software components: ♦ Microsoft Vista Ultimate operating system, Either 32 or 64 bit, but vendor must insure that the software and hardware will work with the version of Microsoft Windows provided. ♦ Adobe CS3 Production Suite (Premiere Pro, Photoshop Extended, After Effects Pro, Encore, Flash Pro, Illustrator, and Soundbooth) ♦ Microsoft Live OneCare Anti-virus ♦ Nero 7 4.0 (/VEy DOR REQUIREMENTS, QUALIFICATIONS& CONDITIONS— Y4.1 All bidders shall be able to provide onsite service within 6 hours of notification M`. 4.2 VENDOR QUALIFICATION: All bidders shall provide a.list of fire(5) previous clients that have had the same type system bid thdt has been installed within the past three(3) years. Bidders shall provide the following contact information for each of the 5 references: a. Y�Plame of Company b. c�jContact Person - c_Oomplete Address d. r/ hone Number e�aii Address f. VVJNa' ke and Model of Unit 9.19* 17,Date of Installation Completion h. Number of times system has failed or experienced significant system down time that exceeded 30 minutes 4.3 Terms for payment shall be within thirty(30) days of final installation and system completion approval by City Staff 4.4 Bidders shall have a relationship with manufacturer and factory that demonstrates excellent customer service which results in little or no down time of system after final installation. This relationship shall be reflected through references provided. 14", Vendor shall provide a rack layout based on c Qmplete products bid. Final vendor rack layout shall not be significantly different from visual provided herein. Vendor shall have the ability to provide adequate temporary equipment in the event y product(s) bid cause system failure. City of Fayedmille,Arkansas Bid 08-48,PEG Center Switcher Repiacemed—2 of 2 Page 7 of 9 A. 10 --- - -- —_-- - -- -----. _ Bid#08-48 Video Production Switcher-Jim Lively&Associafe-s'"""c.`,: Page 9 of 24 City of Fayetteville Bid 08-48, PEG Center Switcher Replacement— 2 of 2 Equipment Visual of Estimated Final Project Please note that our final 'model ' will be as is shown on this layout.C� Front Side e ° eotec - - - - MAPvrt-I- . . . . . . . Videotak . 6 , e Wavelbrhv-voctortcOpk Lita jW AIM - - - - MRP vrFi- - �. . AZ'sC-321 AA . . . . . . . . . ° Oh 19 a e ° '� e MAP•vrF-1. . . . . . . . . . . eM W MAP VIPs.. o . Echolab . > . . . . Echolab a a a a a a . . . . . . . . - 4 ae . . . . . . . . . . e . . . . . . . . . . a ° . . . . . ° war . . . MMP VFFt e . fWiddie Atlart#lc Pralucfs - MiddleAtlaritic products . . . . . . ' 8RK20. .. . BRK20 . . . . . . . . . . . City of Fayeftevi@e,Arkansas Bid 0848,PEO Cerner Switcher Replacement—2 of 2 Page 8 of 9 Ar 10 . .._.. ,.._........._._'-'_'.___�._.:_.:..,.._::.:.::::::Bitl#40848'Vitle'o-Prudartien•=`•=55 Switcher-Jim Lively&Associates Page 10 of 24 j Bid 0848, Addendum. l N - Data: Monday, April 28, 2008 To: All Prospective Vendors A R K A N.5 A$ From:Andrea Foren, CPPB—479.575.8220—aforen d.fayetieviiie.acus Bid 08-48, PEG Center Switcher Replacement 2 of 2 This addendum is hereby made a part of the contract documents to the same extent,as though it were originally included therein. Bidders should indicate their receipt of same in the appropriate blank of the Form of Proposal. Failure to do so may subject bidder to disqualification. Addendum shall be attached to the inside cover of the bidding documents, signed, and dated. 1.) The deadline for Bid 08-48, PEG Center Switcher Replacement 2 of 2 is changed to Friday May 2. 2008 at 2:30 PM. CST. Acknowledge Addendum#1: . Printed Name: JimnW D. Lively Signature: . , d Title: Own Date: /08 Company: Jim Lively & Associates City of Fayetteville.Arkansas Bid 084%Addendum i Page 1 of 1 A. 10 __ ----------- -............. ..., ---------- . Bid#08.-48 Video,Pfoduction '. .w _ -------- ._._....-. Switcher-Jim Lively&Associates - Page 11 of 24 PAflig011iC IdOaS fiaie' 1 anixn•wmr I waa•ondups I auemQrppwt I •wmmpny I oem t aomeen. 1 s•reae I home I . rr:nriemmer: =CRs ! TH-42PHIOUKA 4r wldner.an PMftwW nd HD Phan.of%pW . 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