HomeMy WebLinkAbout205-09 RESOLUTIONRESOLUTION NO. 205-09
A RESOLUTION AWARDING BID #09-55 AND APPROVING THE
PURCHASE OF A VIDEO PRODUCTION SYSTEM AND RELATED
EQUIPMENT FROM ELECTRONIC VIDEO SYSTEMS IN THE
AMOUNT OF $23,183.00 FOR USE IN THE CITY COUNCIL
CHAMBER.
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
#09-54 and approves the purchase of a video production system and related equipment from
Electronic Video Systems in the amount of $23,183.00 for use in the City Council Chamber.
PASSED and APPROVED this 6th day of October, 2009.
APPROVED:
By
ATTEST:
By:
Ali
SONDRA E. SMITH, City Clerk/Treasurer
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Frederick Gisler
Submitted By
City of Fayetteville Staff Review Form
City Council Agenda Items
and
Contracts, Leases or Agreements
10/6/2009
City Council Meeting Date
Agenda Items Only
Cable (Government Channel) Communications
Division
Action Required:
Department
A resolution approving bid #09-55 to Electronic Video Systems in the amount of $23,183.00 for the purchase of
replacement video production system and related equipment for City Council Chambers, Room 219, City Hall.
$23,183.00
Cost of this request
4470-9470-5210.00
Account Number
2061-1
Project Number
Budgeted Item
XX
74,017.00
Category / Project Budget
33,853.62
PEG TV Center - Equipment
Program Category / Project Name
Funds Used to Date Program / Project Category Name
40,163.38 Sales Tax Capital Improvement
Remaining Balance
Budget Adjustment Attached
Fund Name
7- 9-0 9 Previous Ordinance or Resolution #
Date
Original Contract Date:
1 (1% (n9 Original Contract Number:
Date
City Attorney
,
-11-2004
Finance and Internal Services Director Date
9W15
Date
Date
Comments:
Revised January 15, 2009
P�/V 1•
ayevv ARKANSAS e
Interdepartmental Correspondence
The Fayetteville
Government Channel
101 W. Rock Street
Fayetteville, AR 72701
479-444-3434
To:
Through:
From:
Date:
Re:
Mayor Lioneld Jordan/City Council
Lindsley Smith, Director of Communication
Fritz Gisler, Station Manager
September 8, 2009
Video Production Equipment Replacement; City Hall Room 219
Recommendation:
That the City Council approve the purchase of a new video production system and related
equipment for use of producing live video telecasts and recorded meetings of the City Council
and other groups in Room 219 of City Hall from Electronic Video Systems, the lowest bidder, for
the amount of $23,183.00
Background:
During routine maintenance of the video production system in the City Council chambers, City
Hall Room 219, it was discovered a vital part of the system, the video switcher, is failing. Part of
the functionality of the unit has failed completely. The control and synchronization signals it
produces are unstable and not within specifications. The switcher is at least 20 years old, and
service and repair parts cannot be obtained.
The video production system in Room 219 is comprised of several components, most of which
are over 10 years old, many nearly 20 years old.
Approval of this expenditure would provide for the installation of three new remotely operated
cameras, a new video switcher/processing/graphics system, streamline the system architecture,
replace cabling as needed and reconfigure the control room to enhance the workability. The two
cameras presently on the floor will be removed.
The expenditure will also reduce labor costs, increase technical quality, stability and reliability,
reduce energy costs and increase flexibility.
Currently a minimum of 78 labor hours per month is budgeted to produce telecasts and record
meetings held in Room 219. The new system can reduce the labor necessary to produce and
record meetings in Room 219 by 30% to 60%, allowing those hours to be reallocated to other
projects.
Bid #09-55 was opened on September 3, 2009 and the apparent low bidder was Electronic Video
Systems with a bid of $23;138.00 for the requested specifications and equipment. Attached are a
detailed bid tab sheet, a purchase order request and a copy of the bid submitted by Electronic
Video Systems.
The funding for this expenditure currently exists in the PEG Center CIP budget approved for
2009.
RESOLUTION NO.
A RESOLUTION AWARDING BID #09-55 AND APPROVING THE
PURCHASE OF A VIDEO PRODUCTION SYSTEM AND RELATED
EQUIPMENT FROM ELECTRONIC VIDEO SYSTEMS IN THE
AMOUNT OF $23,183.00 FOR USE IN THE CITY COUNCIL
CHAMBER.
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
#09-54 and approves the purchase of a video production system and related equipment from
Electronic Video Systems in the amount of $23,183.00 for use in the City Council Chamber.
PASSED and APPROVED this 6ih day of October, 2009.
APPROVED: ATTEST:
By: By:
LIONELD JORDAN, Mayor SONDRA E. SMITH, City Clerk/Treasurer
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riye City of Fayetteville, Arkansas
Purchasing Division — Room 306
113 W. Mountain
Fayetteville, AR 72701
ARKANSAS Phone: 479.575.8220
TDD (Telecommunication Device for the Deaf): 479.521.1316
INVITATION TO BID
INVITATION TO BID: BID 09-55, Cable Equipment
DEADLINE: Thursday, September 03, 2009 at 2:00 PM, Central Standard Time
DELIVERY LOCATION: Room 306 —113 W Mountain, Fayetteville AR 72701
PURCHASING AGENT: Andrea Foren, CPPB, aforenci favetteville.ar.us 479.575.8220
DATE OF ISSUE AND ADVERTISEMENT: Thursday, August 13 2009
INVITATION TO BID
BID 09-55, Cable Equipment
No late bids will be accepted. Bids shall be submitted in sealed envelopes labeled "Bid 09-55, Cable
Equipment" with the name and address of the bidder.
All bids shall be submitted in accordance with the attached City of Fayetteville specifications and bid
documents attached hereto. Each bidder is required to fill in every blank and shall supply all
information requested; failure to do so may be used as basis of rejection.
The undersigned hereby offers to furnish & deliver the artides or services as specified, at the prices & terms stated
herein, and in strict accordance with the specifications and general conditions of bidding, all of which are made a part of
this offer. This offer is not subject to withdrawal unless upon mutual written agreement by the Proposer/Bidder and City
Purchasing Manager.
Name of Firm. Electronic Video Systems
Jodi Perez
Contact Person: Title:
E -Mail: jodip@evsinc.com
Business Address: 2029 west Woodland
Sales Assistant/Purchasing
Phone: (800) 299-4387
City: Springfield State: MO Ztp: 65807
Signature: 1 U Date: 8/27/09
City of Fayetteville, AR
Bid 09-55, Cable Equipment
Page 1 of 12
City of Fayetteville
Bid 09-55, Cable Equipment
Bid Form
*GUARANTEED DELIVERY DATE:
30 days ARO or sooner
F.O.B. City of Fayetteville, 113 W. Mountain, Fayetteville, AR 72701
ITEM: DESCRIPTION: QUANTITY: *PRICE EACH: *TOTAL PRICE
1. Switcher/Controller 1 $ 8739.00 $ 8739.00
NEWTEK TRICASTER BROADCAST
*MANUFACTURER: MODEL:
2. Live Control Physical Switcher 1 $ 1763.00 $ 1763.00
*MANUFACTURER: NEWTEK MODEL. LC11
3. 22" LCD Color Monitor 2 $ 206.00 $ 412.00
Acer V2123WBD
*MANUFACTURER: MODEL:
4. Pan/Tilt/Zoom Camera 3 $ 3376.00 $ 10128.00
*MANUFACTURER: Sony MODEL: BRC300
5. Camera Remote Controller 1 $ 1256.00
*MANUFACTURER: Sony MODEL:RNBR300
$ 1256.00
6. Wall/Column Mount for PTZ Camera 3 $ 246.00
SONY
*MANUFACTURER: MODEL: BRCH/WMPP
$ 738 00
49.00 147.00
7. VISCA Remote Control Cable 3 $ $
TECNEC VISCA-MDX8-50
*MANUFACTURER: MODEL:
23183.00
TOTAL BASE BID (Item 1 through 7): $
Item 1 through 7
*Note: Bid evaluation for award will be based on Total Base Bid.
THIS FORM CONTINUES ON THE NEXT PAGE.. .
City of Fayetteville, AR
Bid 09-55, Cable Equipment
Page 2 of 12
EXECUTION OF BID -
Bidders are requested to indicate by check mark or "Yes/No" 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 bld differ from provided literature, deviation must be documented and
certified by the manufacturer as a regular production option.
Upon signing this Bid, the bidder certifies that:
1. He/she has read and agrees to the requirements set forth in this proposal, Including specifications, terms,
standard conditions, and any pertinent information regarding the articles being bid on.
2. Unless otherwise noted and explained, the unit bld 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.
4. The City of Fayetteville reserves the right to award the bid in its whole, by line item, or all rejection.
Unsigned bids will be rejected. Items marked' are mandatory for consideration.
,NAME OF FIRM: ELECTRONIC VIDEO SYSTEMS
Purchase Order/Payments shall be Issued to this name
*BUSINESS ADDRESS: 2029 WEST WOODLAND
*CITY: SPRINGFIELD *STATE: MO ,ZIP: 65807
*PHONE: (800)299-4387 FAX: (417)881-8753
*E-MAIL:jodip@evsinc.com
*BY: (PRINTED NAME) Jodi Perez
*AUTHORIZED SIGNATURE: J
*TITLE: Sales Assistant/Purchasing
City of Fayetteville, AR
Bid 09-55, Cable Equipment
Page 3of12
City of Fayetteville
Bid 09-55, Cable Equipment
Terms and Conditions
1. All bids shall be submitted in a sealed envelope and must be submitted on forms acquired by
the vendor from the City of Fayetteville Purchasing website (www.accessfavetteville.orq). Bids
with missing pages or missing any requested attachment will be deemed incomplete.
2. The item bid and the bid number shall be stated on the face of the sealed bid envelope.
3. Bids received after the date and time set for receiving bids will not be considered.
4. The City reserves the right to accept or reject any or all bids, waive formalities in the bidding
and make a bid award deemed to be in the best interest of the City.
5. The quantities listed are based on the needs of the City and availability of funds at the time
bids are posted. The City shall be able to purchase more or less than the quantity indicated
subject to availability of funds or change in needs.
6. The bid price shall remain good and firm until project Is completed.
7. All products delivered shall comply with applicable standards of quality.
8. Any exceptions to the specification requirements of the City of Fayetteville must be noted on
the Bid Form.
9. Prices shall include all labor, materials, overhead, profit, insurance, etc., to cover the furnishing
of the items bid. Sales tax is not to be included in the bld price. Applicable Arkansas sales
tax laws will apply to this bid, but will not be considered in award of the bid.
10. Each bidder shall state on the face of the bid form the anticipated number of days from the
date of receipt of an order for delivery of equipment and installation to the City of Fayetteville.
Failure to deliver on or before the time specified in the contract may subject the contractor to
payment of damages or other appropriate sanctions.
11.Copy of the warranty shall accompany the bid, and any exceptions to the warranty shall be
clearly noted on the bid form. Written warranties shall specify the greater of the manufacturer's
standard warranty or the minimum warranty specified herein by the City.
12. Bidders must provide the City with their bids signed by an employee having legal authority to
submit bids on behalf of the bidder. The entire cost of preparing and providing responses shall
be borne by the bidder.
13. The City reserves the right to request any additional information it deems necessary from any
or all bidders after the submission deadline.
14.The request for bid is not to be construed as an offer, a contract, or a commitment of any kind;
City of Fayetteville, AR
Bid 09-55, Cable Equipment
Page 4 of 12
nor does it commit the city to pay for any costs incurred by bidder in preparation of bid.
15. If products and/or components other than those described in this bid document are proposed,
the bidder must include complete descriptive literature and technical specifications. All
requests for additional information must be received within five working days following the
request. Each apparent low bid will be reviewed line by line to ensure compliance with
specifications prior to recommendation for award.
16. Bids must be received by mail or hand delivery in the Purchasing Office, Room 306, 113 W.
Mountain St. Fayetteville, AR 72701, on or before the time of closing listed on the face of the
bid.
17. The City will not be responsible for misdirected bids. Vendor should call the Purchasing Office
at (479) 575-8220 to insure receipt of their bid documents prior to opening time and date listed
on the bid form.
18. Items bid must be delivered FOB City of Fayetteville, 113 W. Mountain, Fayetteville, AR
72701. Units must be fully assembled, serviced, and ready for operation as delivered unless
otherwise specified. No dealer/distributor logo or other identification will be installed other than
standard manufacturer name badges and specification plates.
19.Any reference to a particular brand or manufacturer is done in an effort to establish an
acceptable level of quality for this project. Brands or manufacturers that are of equal quality to
what is specified will be acceptable for consideration. The City reserves the right to determine
if a product is equal to a specified item.
20.AII equipment shall be compatible with and have input and/or output for NTSC analog
composite video. Audio input/output shall be balanced All equipment shall have a minimum
of 1 year warranty along with a 24-hour guaranteed replacement for failed equipment.
a. Vendor assumes responsibility for all shipping charges for a failed equipment situation
within the 1 year warranty time period.
21.AI1 prices bid shall include shipping.
22. The following chart provides approved manufacturers for this purchase. Please refer to item
19 above for information about alternate manufacturers.
Line
Item
Model #
Description
Manuf.
1
TCBCF
Tricaster
Broadcast
Newtek
2
LC11
Live Control
Physical
Switcher
Newtek
3
V223WBD
22" LCD
Monitor
Acer
4
BRC300
Pen/Tilt/Zoom
Camera
Sony
5
RMBR300
Joystick
Remote Control for BRC300
Sony
6
BRCH/WMPP
Plexiglass
Wall Mount for BRC300
Sony
7
VISCA-MDX8-50
Visca 8
-Pin
DIN Male -Male Cable, 50'
TecNec
City of Fayettevi le, AR
Bid 09-55, Cable Equipment
Page 5 of 12
City of Fayetteville
Bid 09-55, Cable Equipment
Detailed Specifications
When given the option, mark "yes", verifying you can meet each specification. if you cannot meet a
specification, mark no" and write how your product differs from what is specked.
GENERAL -
a.) All appropriate equipment must be compatible with and have input and/or output for NTSC
analog composite video.
b.) Audio input/output must be balanced.
c) All equipment shall have a minimum 1 year warranty, along with 24-hour replacement for
failed equipment during the warranty period. **The quoted manufactures do not
provide 24 hour replacement**
ITEM 1 — SWITCHER/CONTROLLER
1.) Video Input:
a. Yes 6 Serial Digital minimum
b. Yes 6 Component minimum
c. Yes 6 Composite minimum
d. Yes 1 VGA input minimum
2.) Recording Capacity:
a. Yes 20 Hours MPEG-2
3.) Video
a.
b.
c.
4.) Audio
a.
b.
c.
5.) Video
a.
b.
6.) Audio
a.
b.
c.
Output :
1 aPoau
yesyes 1 CS l Programrgrm out
ot
yes 1 Composite Program out
90 day, and 1 year hardware
Input:
yes 4 Balanced XLR
yes 1 Serial Digital Embedded (capture only)
Yes 1 AES/EBU Digital Audio in
Ingest:
yes 1, 4 -pin IEEE FireWire®
yes 1 6 -pin IEEE FireWire®
Output:
Yes 2 Balanced phone out
Yes 1 AES/EBU Digtital Audio out
yes 2 unbalanced RCA line out
City of Fayetteville, AR
Bid 09-55, Cable Equipment
Page 6 of 12
7.) # Line Inputs:
a. 9h3 4 XLR/phone
8.) # Line Outputs:
a. yes 2 balanced phone; 2 RCA
9.) Mic Inputs:
a. yes
4 balanced (XLR or phone)
10.) Tally:
a. yes 6 Tally Light Connections
11.) Virtual Set Support:
a. yes Yes; virtual sets included.
12.) Integrated Character Generator:
a. yes Yes
13.) Projector Output:
a. Yes Yes; 4:3 and 16:9 aspects
14.) 16:9 Video Support:
a. Yes Yes
15.) Camera Auto -Calibration:
a. yes Yes
16.) Protector Resolutions:
a. Yes XGA, SXGA, QSXGA and higher; DVI, HDMI and analog outputs
17.) 16:9 streaming:
a. Yes Yes
18.) Live Web Casting:
a. yes Yes; push or pull Windows Media with VC -1 and Flash streaming support
19.) DDR Playback:
a. yes 2 DDRs, with alpha channel assignable to downstream key
20.) Recorder:
a. yes Simultaneous MPEG-2 + WMV records
21.) Preview Out:
a. yes Yes
22.) Waveform Monitor:
a. yes Yes
City of Fayetteville, AR
Bid 09-55, Cable Equipment
Page 7 of 12
23.) Vectorscope:
a. yes Yes
24.) Nonlinear Editor:
a. Yes Yes
25 ) Phantom Power:
a. yes Yes
26.) File Formats:
a. yes AVI, DV, MPEG-2, QuickTime, HDV, JPG, PNG
27.) Upstream Effects:
a. yes Yes
28.) Render Outputs:
a. yes AVI, DV, MPEG-2, DVD, QuickTime, MP4 (iPod and PSP)
ITEM 2 — Live Control Physical Switcher
1.) yes
2.)
yes
3.) yes
4.) yes
5.)
yes
6.) yes
7.) yes
8.) yes
9.) yes
Physical remote control for Switcher/Controller
Control of input selection
Control of transitions/effects
Control of program/preview selection
Control of effects/keying input
Tactile control of all inputs
High quality, hermetically -sealed magnetic -reed switches
High quality, rotary encoders
Speed control
10.) Yes
11.) yes
12.) yes
Effects selection
CG page selection
8-bit stepping for 256 discrete transition levels on T -bar
City of Fayetteville, AR
Bid 09-55, Cable Equipment
Page 8 of 12
ITEM 3 — 22" LCD Color Monitor
1.) yes 22" diagonal measurement or greater
2.) yes
3.)
yes
VGA + DVI input
1680 x 1050 or greater
4.) yes 2500:1 Dynamic Contrast or greater
5.) yes 300cd/m2 Brightness or better
6.) yes 170°/160° Viewing Angle or greater
7.) yes 16.7 Million Colors
8.) yes 72% NTSC Color Gamut or better
ITEM 4 — Pan/Tilt/Zoom Cameras
1.) Application:
a. Yes Table or Ceiling Mount
b. yes VISCA remote control capability
2.) Image Device:
a. yes 1/4.7 Inch (0.213 inches) 3 -CCD
3.) Signal System:
a. Yes NTSC
4.) Lens:
a. yes
3.6 mm to 46.2 mm (12x Optical Zoom) f/1.6-2.8
5.) Number of Pixels:
a. Yes 1,070,000 Total Pixels
6.) Horizontal Resolution:
a. Yes 600 TV Lines or greater
7.) Minimum Illumination:
a. Yes 7 Lux at f/1.6 or better
8.) Signal -to -Noise Ratio:
a. yes 50 dB or greater
9.) Maximum Horizontal Field -of -View:
a. yes 37.8° in 4:3 Mode or greater
b. yes 45.4° in 16:9 Mode or greater
City of Fayetteville, AR
Bid 09-55, Cable Equipment
Page 9 of 12
10.) Pan Angle:
a. yes +1- 170 Degrees from Center
11.) Pan Speed:
a. yes Variable from at least 0.25° to 60° per Second
12.) Tilt Angle:
a. yes +90 degrees upward / -30 degrees from Horizontal or greater
13.) Tilt Speed:
a. yes Variable from at least 0.25° to 60° per Second
14.) Signal Connectors:
a. yes Composite Video- BNC (x 1 output)
b. yes S -Video- 4 -Pin (x 1 output)
c. yes RS-232C/RS-422 Control- 9 -Pin (x 1)
d. yes VISCA control in/out— 8 -pin DIN
15.) Power Requirements:
a. yes 12 Volts DC
16.) Power Consumption:
a. Yes 21.6 Watts Minimum
17.) Operating g Temperature:
a. Ye 32 to 104 degrees F
ITEM 5 — CAMERA REMOTE CONTROLLER
1.) VISCA Control System
a. Yes Joystick controller for camera moves and focus adjustments
b. yes 6 preset camera and lens positions programmable for immediate recall or
greater
2.) Camera Operations:
a. Yes Pan/Tilt/Zoom/Focus
b. yes Auto -focus
c. yes White balance
d. ves Auto -exposure feature
e. Yes Backlight compensation
f. Yes Tally light
3.) yes Daisy -chain cabling capability
City of Fayetteville, AR
Bid 09-55, Cable Equipment
Page 10 of 12
ITEM 6 — Wall/Column Mounts for PTZ Camera
1.) yes
2.) yes
3.) yes
4.) yes
5.) yes
Manufacturer approved for specified PTZ cameras
Adaptable to wall or column mount
Weight capacity to support specified PTZ cameras
Dimensions to support specified PTZ cameras
Mountable using commonly attainable tools and materials
ITEM 7 — VISCA Remote Control Cable
1.) yes 8 -pin DIN male connectors
2.) yes 50' length or greater
3.) yes
Equivalent to manufacturer's specifications for PTZ Cameras and Camera Remote
controller
City of Fayetteville, AR
Bid 09-55, Cable Equipment
Page 11 of 12
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City of Fayetteville
Bid 09-55, Cable Equipment
Statement of No Bid — If Applicable
In order to assist the Purchasing Division of Fayetteville in evaluating and Improving our
solicitation process, we are asking for completion of this form and returning via fax or e-mail. By
submitting this form, It will assist us in evaluating all response, improving our bid solicitation
process, and to maintain a positive relationship with our vendors.
We, the undersigned, have declined to bid for the following reason(s):
1. We do not offer this service/product
2. Our schedule would not permit us to perform
3. Unable to meet specifications
4. Insufficient time to respond to the Invitation to Bid
5. We are unable to meet bond requirements
6. Other (Explain)
*NAME OF FIRM:
'BUSINESS ADDRESS:
*CITY: *STATE: *ZIP.
*PHONE:
FAX:
'E-MAIL ADDRESS:
*BY :( PRINTED NAME)
'AUTHORIZED SIGNATURE:
'TITLE:
*DATE.
'PLEASE LIST OTHER COMMENTS BELOW:
'Please note: We appreciate your feedback on this form and are very interested in your reason for not bidding. Please do
not hesitate to contact us at 479-575-8220 if you have questions, comments, or concerns regarding these bid documents.
City of Fayetteville, AR
Bid 09-55, Cable Equipment
Page 12 of 12
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Expected Delivery Date:
Quotes Attached
Yes: XX No:
Divison Head Approval:
(Fixed Asset #
Approvals:
Mayor: Department Director: Purchasing Manager.
Finance & Internal Services Director: Budget Manager: - IT Manager:
Dispatch Manager: Utilities Manager: Other
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Project/Subproject #
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2061-1
City Of Fayetteville - Purchase Order (PO) Request
(Not a Purchase Order)
All purchases under $2500 shall be used on a P -Card unless medical or 1099 service related. (Call x256 with questions)
All PO Request shall be scanned to the Purchasing a=mall: Purchasing@cllayettevllle:acus
Vendor Name:
Electronic Video Systems
Fob Point:
2029 W. Woodland
Zip Code: Ship to code:
65807
Requester's Employee #:
3294
Account Numbers
4470-9470-5210.00
4470-9470-5801.00
State:
MO
Requester:
Frederick Gisler
Extended Cost
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Vendor #:
84340
1 Description 1
Video Production Equipment
per Bid 09-55
Newteck Tricaster Broadcast
Video Switcher
Shipping/Handling
E
=
1- N M d N CD n m 0
Revised 1/2/2008