HomeMy WebLinkAbout196-12 RESOLUTIONRESOLUTION NO. 196-12
A RESOLUTION AWARDING BID #12-62 AND AUTHORIZING THE
PURCHASE OF TWO (2) TELEVISION STUDIO CAMERA SYSTEMS
FROM B&H FOTO & ELECTRONICS CORP. OF NEW YORK, NEW YORK
IN THE AMOUNT OF $75,578.00, PLUS APPLICABLE TAXES
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
# 12-62 and authorizes the purchase of two (2) television studio camera systems with from B&H
Foto & Electronics Corp. of New York, New York in the amount of $75,578.00, plus applicable
taxes.
PASSED and APPROVED this 16th day of October, 2012.
APPROVED:
ATTEST:
By:
SONDRA E. SMITH, City Clerk/Treasurer
•/i),<'
• s
N'�' yerreVa<<E:
'moi G' •..
Fritz Gisler
Submitted By
City of Fayetteville Staff Review Form
City Council Agenda Items
and
Contracts, Leases or Agreements
10/16/2012
City Council Meeting Date
Agenda Items Only
Government Channel
Division
Action Required:
Communications
Department
Award of Bid #12-62, Studio Cameras and Pedestals, to B&H Photo Video for the amount of $75,578.00
75,578.00
Cost of this request
4470.9470.5801.00
Account Number
12008.00
Project Number
Budgeted Item
XX
$
85,000.00
Category / Project Budget
Television Center Equipment
Program Category / Project Name
Studio Camera Upgrades/Replmnt.
Funds Used to Date Program / Project Category Name
85,000.00 2012 Cap. Improv. Const. Fund
Remaining Balance Fund Name
Budget Adjustment Attached
?-2Y-/Z
Date
Previous Ordinance or Resolution #
Original Contract Date:
^•4 �riginal Contract Number:
Date
Finance and Internal Services Director Date
Chief of S
Date
07//j --
Date
Mayor
Received in CityO9-24—.i 2 P03::23 RCVD
Clerk's Office
Comments:
Revised January 15, 2009
ave .eville
CITY COUNCIL AGENDA MEMO
THE CITY OF FAYETTEVILLE, ARKANSAS
DEPARTMENT CORRESPONDENCE
To: The Fayetteville City Council
Thru: Mayor Lioneld Jordan
Don Marr, Chief of Staff
From: Lindsley Smith, Director of Communicational
Date: September 24, 2012
Subject: Award of Bid #12-70 to B&H PhotoVideo; $75,578.00 for Studio Camera Replacement
PROPOSAL:
The City of Fayetteville Television Center operates a production studio equipped for the production of live and
recorded programming for The Government Channel, Fayetteville Public Access Television, and internal use
for other City Divisions. The television cameras currently installed in the studio are nearly 20 years old and are
significantly past their service life. The camera supports (tripods) on which the cameras are operated are also
worn out and beyond repair. We have been experiencing problems with image quality, stability of operation,
and reliability. One camera of three has failed. Repair for equipment this old is unavailable. The need to replace
these television camera systems was anticipated and a CIP budget was approved to fund the project.
RECOMMENDATION:
The City Administration recommends the approval of a resolution awarding Bid #12-70 in the amount of $75,
578.00 to VSA, Inc. for the purchase of two Studio Camera systems to be installed in the City of Fayetteville
Television Center.
BUDGET IMPACT:
Funds are available in the Studio Camera & Lighting Upgrades/Replacement (#12008) project.
RESOLUTION NO.
A RESOLUTION AWARDING BID #12-62 AND AUTHORIZING THE
PURCHASE OF TWO (2) TELEVISION STUDIO CAMERA SYSTEMS
FROM B&H FOTO & ELECTRONICS CORP. OF NEW YORK, NEW YORK
IN THE AMOUNT OF $75,578.00, PLUS APPLICABLE TAXES
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
#12-62 and authorizes the purchase of two (2) television studio camera systems with from B&H
Foto & Electronics Corp. of New York, New York in the amount of $75,578.00, plus applicable
taxes.
PASSED and APPROVED this 16th day of October, 2012.
APPROVED: ATTEST:
By: By:
LIONELD JORDAN, Mayor SONDRA E. SMITH, City Clerk/Treasurer
Government & Educational
Sales Department
420 Ninth Avenue
New York, NY 10001
Tel: (212) 239-7503
800 947-8003
Fax (212) 239-7740
. 800 858-5517
E-mail_ biddept@bhphotovideo.com
THE PROFESSIO-NAL'S SOURCE
Dear B&H Customer.
Please allow us to remind you that it is of the utmost importance for all buyers to reference our
unique Quote/Reference Number on each Purchase Order you place with us.
We do this to ensure that your agency receives the exact price we applied to your solicitation,
which includes all applicable terms and conditions set forth in your bid. Following these -
instructions will eliminate processing.or administrative errors.
The Quote/Reference Number for this bid is k02o5-5SoD
We are happy to serve you and look forward to many future years of fulfilling, your imaging
needs.
Sincerely,
B&H Photo — Video Corp.
City of Fayetteville, Arkansas
Purchasing Division — Room 306
113 W. Mountain
Fayetteville, AR 72701
Phone: 479.575.8220
TDD (Telecommunication Device for the Deaf): 479.521.1316
INVITATION TO BID: Bid 12-70, Camera Systems
DEADLINE: Tuesday, September 18, 2012 before 2:00 PM, local time
DELIVERY LOCATION: Room 306 —113 W. Mountain, Fayetteville, AR 72701
PURCHASING AGENT: Andrea Foren, CPPB, CPPO
DATE OF ISSUE AND ADVERTISEMENT: Monday, September 03, 2012
INVITATION TO BID
Bid 12-70, Camera Systems
No late bids shall be accepted. Bids shall be submitted in sealed envelopes labeled with the bid
number, bid description, and 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 articles 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: \rzieo
42 th ikv. IV, NY c_
Contact Person: � a� Hers Ro f r .: Title:
E-mail: ��2��?r3o�5r� I',_ Phone:
Business Address: : 7
City:
Signature:
City of Fayetteville, AR
Bid 12-70, Camera Systems
Page 1 of 11
ip:
Date: - 4 -/2_
•
PHOTO • VIDEO • PRO AUDIO
The Professional's Source
Government, Education, and Corporate Department
For Pricing Requests, Purchase Orders, and Customer Service:
v2800-858-5517
12-239-7759
Education: emailbids@bhphota.com Federal Government: gsa@bhphoto.com
Corporate: corporatesales@bhphoto.com State and Local: biddept@bhphoto.com
420 Ninth Avenue, New York City, NY 10001 • www.bhphotovideo.com
federal IDA: 13.2708071
Prices Are Valid Until:
Sold To: Andrea Foren
City Of Fayetteville
113 W Mountain St
Room 306
Attn: Purchasing Dept
FAYETTE'VILLE, AR 72701
Bill Phone: (479)575-8220
Bid No.: 402055500
Reference No.: 1270
ate
istbniet:
09/04/12
31293368
N/A
::Salesperson';.,°:.:_°::><;
ES MULTIPLE
t
JVC GY-HM790U CAMERA w/FUJINON 17x4.5 LENS/REG
Item 1
CONSISTS OF:
2 JVC GY-HM970 PRHD STUDIO CAMCORDER w/o LNS/REG
2 FUJINON 4.5mm 17X HD ENG LENS/QUICK/CRUISNG ZM/REG
JVC SERVO ZOOM CONTROL/REG
Item 1
JVC REAR MANUAL FOCUS CONTROL f/FUJI/JVC/REG
Item 1
JVC SLED OR CAMERA SUPPRT f/GY-HM790/HM700/REG
Item 1
This Is A "Special Order" Item, And Is Not Returnable.
JVC 8.4" STUDIO VIEWFINDER f/GY-HM790 CAM/REG
Item 1
This Is A Special Order" Item, And Is Not Returnable.
JVGYHM790L17
GYHM790L17
JVGYHM790CHU
GYHM790CHU
FUXT17SX45BR
XT17SX45BRM
JVHZZS13U
HZZS13U
JVHZFM13U
HZFM13U
JVKA790G
KA790G
JVVFHP790G
VFHP790G
9,190.00
18,380.00
639.00 1,278.00
584.00 1,168.00
1,884.00 3,768.00
3,578.00
7,156.00
Customer Copy
Page 1 of 2
The Professional's Source
Government, Education, and Corporate Department
For Pricing Requests, Purchase Orders, and Customer Service:
Fr800-858-5517
212-239-7759
Education: emai@ids@bhphoto.com Federal Government gsa@bhphoto.com
Corporate:corporatesales@bhphoto.com Stateandlocal:biddept@bhphoto.com
420 Ninth Avenue, New York City, NY 10001 • www.bhphotovideo.com
Federal IDA: 13-2768071
Bid No.: 402055500
Reference No.: 1270
alesgers'.ou
09/04/
2
2
2
2
I
MULTIPLE
JVC MULTICORE STUDIO CONNECTION MODULE/REG
Item 1
This Is A "Special Order" Item, And Is Not Returnable.
JVC CAM/REMOTE CABLE - 20m f/RM-HP790DU/REG
Item 1
This Is A "Special Order" Item, And Is Not Returnable.
JVC DIGITAL CAMERA CONTROL UNIT f/GY-HM790/REG
Item 1
This Is A Special Order" Item, And Is Not Returnable.
SACHTLER SYSTEM 25 PLUS w/COMBI 1-40 PEDESTAL/REG
Item 2
This Is A "Special Order" Item, And Is Not Returnable.
CONSISTS OF:
2 VIDEO 25 PLUS HEAD (FL: BASE)#2501 P/
2 #SPE1180392/
PLEASE NOTE: -----------------
*****************B&H HOLIDAY SCHEDULE********
Rosh Hashana Eve, Sunday, September 16 CLOSING at 1 pm
Rosh Hashana, Mon, Sep 17 - Tue, Sep 18 CLOSED
Yom Kippur Eve, Tuesday, September 25 CLOSED
Yom Kippur, Wednesday, September 26 CLOSED
Succos Eve, Sunday, September 30 CLOSING at 1 pm
Succos, Mon, Oct 1 - Tue, Oct 9 CLOSED
Certain items may be enforced by vendor to sell at the
vendor -imposed price posted at the time of order.
JVKAM790G
KAM790G
JVVCHP112U
VCHP112U
JVRMHP790DU
RMHP790DU
SAS25C140
2580
2,244.00
4,488.00
1,308.00 2,616.00
4,024.00 8,048.00
14,338.00 28,676.00
Sub -Total: 75,578.00
Shipping: 0.00
Customer Copy
Total: 75,578.00
Page 2 of 2
City of Fayetteville
Bid 12-70, Camera Systems
Bid Form
DATE REQUIRED AS A COMPLETE UNIT: 90 days from Date of Order
*NAME OF BIDDER:
F.O.B. City of Fayetteville Television Center, 101 W. Rock Street, Fayetteville, AR 72701
ITEM: DESCRIPTION: QUANTITY: *PRICE EACH: *TOTAL PRICE
1. Studio Camera Systems2 $ 2n`(j $ �(bg02
Please Specify for Unit(s) Bid:
*MANUFACTURER: *MODEL:
2. Pedestal/Head Systems
Please Specify for Unit(s) Bid:
*MANUFACTURER:
2 $ . i�33g' � 2���6,-
*MODEL:
TOTAL BASE BID PRICE:
Item 1 will be awarded to a single vendor — all or none.
Bids must be submitted on this bid form in its entirety AND accompanied by descriptive
literature on the products being bid.
THIS BID FORM CONTINUES ON THE NEXT PAGE.
City of Fayetteville, AR
Bid 12-70, Camera Systems
Page 2 of 11
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 shall 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 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 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.
4. I, as an officer of this organization, or per the attached letter of authorization, am duly authorized to certify the
information provided herein is accurate and true.
5. Bidder shall comply with all State and Federal Equal Opportunity and Non -Discrimination requirements and
conditions of employment in addition to all federal, state, and local laws.
6. Bidder shall disclose any possible conflict of interest with the City of Fayetteville, including, but not limited to, any
relationship with any City of Fayetteville employee. Response shall disclose if a known relationship exists
between any principa or employee of your firm and any City of Fayetteville employee or elected City of
Fayetteville official. no relationship exists, this should also be stated in your response. Failure to disclose such
a relationship may esult in cancellation of a purchase and/or contract as a result of your response.
1.) NO KNOWN RELATIONSHIP EXISTS
2.) RELATIONSHIP EXISTS (Please explain):
Unsigned bids will be rejected. Items marked * are mandatory for consideration.
n`a — gCTS 1AC C'h
Purchase Order/Payments shall be issued to this name
*NAME OF FIRM:
*BUSINESS ADDRESS:
B&H FOTO & ELECTRONICS CORP.
*CITY: DBA: B&H PHOTdVIDEO *STATE: *ZIP:
42014r4TH AAENUI_, ii w YUJRK, ter 10001
TEL: 212-2397500 / 800-947-8003
FAX 212-239-7509 /800-743-08955
FEIN#13-2768071MIEB:WWW.BHPHOTO.COM
*PHONE:
*E-MAIL:
FAX:
*BY: (PRINTED NAME)
*AUTHORIZED SIGNATURE:
*TITLE:
Acknowledge Addendums:
Addendum No. Dated: Acknowledged by:
Addendum No. Dated: Acknowledged by:
Addendum No. Dated: Acknowledged by:
B&H FOTO & ELECTRONICS CORP?
DBA: B&H PHOTO VIDEO
420 NINTH AVENUE, NEW YORK, NYS 1
ELIZABETH UTE-COMPLIANCE SPECIALIST
EMAIL: ESTHERL BHPHOTO.COM
City of Fayetteville, AR
Bid 12-70, Camera Systems
Page 3 of 11
City of Fayetteville
Bid 12-70, Camera Systems
General Terms and Conditions
1. SUBMISSION OF BID & BID EVALUATION:
a. Bids will be reviewed following the stated deadline, as shown on the cover sheet of this document.
b. Bidders shall submit bids based on documentation published by the Fayetteville Purchasing Division.
c. Bids shall be enclosed in sealed envelopes or packages addressed to the City of Fayetteville, Purchasing
Division, Room 306, 113 W. Mountain, Fayetteville, AR 72701. The name, address of the firm and Bid, RFP, or
RFQ number shall be on the outside of the packaging as well as on any packages enclosed in shipping
containers or boxes.
d. The City will not be responsible for misdirected bids. Vendor should call the Purchasing Office at 479.575.8220
to ensure correct receipt of bidding documents prior to opening time and date listed on the bid form.
e. Bidders shall have experience in providing products and/or services of the same or similar nature.
f. Bidder is advised that exceptions to any of the terms contained in this bid shall be identified in its response to
the bid. Failure to do so may lead the City to declare any such term non-negotiable. Proposer's desire to take
exception to a non-negotiable term will not disqualify it from consideration for award.
Local time is defined as the time in Fayetteville, Arkansas on the due date of the deadline. Bids shall be
received before the local time as shown by the atomic clock located in the Purchasing Division Office.
h. Bids will be evaluated and awarded based on the best interest of the City of Fayetteville. The City reserves the
right to award bids in their entirety, none, or by line item.
2. WRITTEN REQUESTS FOR INTERPRETATIONS OR CLARIFICATION:
No oral interpretations will be made to any firms as to the meaning of specifications or any other contract documents. All
questions pertaining to the terms and conditions or scope of work of this bid must be sent in writing via e-mail to the
Purchasing Agent. Responses to questions may be handled as an addendum if the response would provide clarification
to the requirements of the bid. All such addenda shall become part of the contract documents. The City will not be
responsible for any other explanation or interpretation of the proposed bid made or given prior to the award of the
contract.
g.
3. DESCRIPTION OF SUPPLIES AND SERVICES:
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 included in bid that are of at least equal quality, size, design, and specification
as to what has been specified, will be acceptable for consideration only if approved by the City of Fayetteville Purchasing
Division. The City of Fayetteville reserves the right to accept or reject any requested equal.
4. RIGHTS OF CITY OF FAYETTEVILLE BID PROCESS:
a. In addition to all other rights of the City of Fayetteville, under state law, the City specifically reserves the
following. The City of Fayetteville reserves the right to select the bid that it believes will serve the best interest
of the City.
b. The City of Fayetteville reserves the right to accept or reject any or all bids.
c. The City of Fayetteville reserves the right to cancel the entire bid.
d. The City of Fayetteville reserves the right to remedy or waive technical or immaterial errors in the invitation to
bid or in bids submitted.
e. The City of Fayetteville reserves the right to request any necessary clarifications, additional information, or
data without changing the terms of the bid.
City of Fayetteville, AR
Bid 12-70, Camera Systems
Page 4 of 11
5. COSTS INCURRED BY BIDDERS:
All expenses involved with the preparation and submission of bids to the City, or any work performed in connection
therewith, shall be borne solely by the bidder(s). No payment will be made for any responses received, or for any other
effort required of, or made by, the bidder(s) prior to contract commencement.
6. CONFLICT OF INTEREST:
a. The bidder represents that it presently has no interest and shall acquire no interest, either direct or indirect,
which would conflict in any manner with the performance or services required hereunder, as provided in City
of Fayetteville Code Section 34.26 titled "Authority of City Employee to Contract with the City".
b. All bidders shall promptly notify Andrea Foren, City Purchasing Agent, in writing, of all potential conflicts of
interest for any prospective business association, interest, or other circumstance which may influence or
appear to influence the bidder's judgment or quality of services being provided. Such written notification shall
identify the prospective business association, interest or circumstance, the nature of which the bidder may
undertake and request an opinion to the City as to whether the association, interest or circumstance would, in
the opinion of the City, constitute a conflict of interest if entered into by the bidder. The City agrees to
communicate with the bidder its opinion via e-mail or first-class mail within thirty days of receipt of notification.
7. WITHDRAWAL OF PROPOSAL:
A bid may be withdrawn prior to the time set for the bid submittal, based on a written request from an authorized
representative of the firm; however, a bid shall not be withdrawn after the time set for the bid unless approved by the
Purchasing Division.
8. LATE PROPOSAL OR MODIFICATIONS:
Bid modifications received after the time set for the bid submittal shall not be considered. Modifications in writing received
prior to the deadline will be accepted. The City will not be responsible for misdirected bids. Bidders should call the
Purchasing Division at (479) 575-8220 to verify receipt of their submittal documents prior to opening time and date listed.
9. LOCAL, STATE, AND FEDERAL COMPLIANCE REQUIREMENTS:
a. The laws of the State of Arkansas apply to any purchase made under this bid. Bidders shall comply with all
local, state, and federal directives, orders and laws as applicable to this proposal and subsequent contract(s)
including but not Limited to Equal Employment Opportunity (EEO), Disadvantaged Business Enterprises
(DBE), & OSHA as applicable to this contract.
b. Pursuant to Arkansas Code Annotated §22-9-203 the City of Fayetteville encourages all qualified small,
minority and women's business enterprises to bid on and receive contracts for goods, services, and
construction. Also, City of Fayetteville encourages all general contractors to subcontract portions of their
contract to qualified small, minority and women's business enterprises.
10. PROVISION FOR OTHER AGENCIES: N/A
11. COLLUSION:
The Proposer, by affixing his or her signature to this proposal, agrees to the following: "bidder certifies that his or her bid is
made without previous understanding, agreement, or connection with any person, firm or corporation making a proposal
for the same item(s) and/or services and is in all respects fair, without outside control, collusion, fraud, or otherwise illegal
action?
12. RIGHT TO AUDIT, FOIA, AND JURISDICTION:
a. The City of Fayetteville reserves the privilege of auditing a vendor's records as such records relate to
purchases between the City and said vendor.
City of Fayetteville, AR
Bid 12-70, Camera Systems
Page 5 of 11
b. Freedom of Information Act: City contracts and documents prepared while performing City contractual work
are subject to the Arkansas Freedom of Information Act. If a Freedom of Information Act request is presented
to the City of Fayetteville, the (Contractor) will do everything possible to provide the documents in a prompt
and timely manner as prescribed in the Arkansas Freedom of Information Act (A.C.A. §25-19-101 et seq.).
Only legally authorized photocopying costs pursuant to the FOIA may be assessed for this compliance.
c. Legal jurisdiction to resolve any disputes shall be in Washington County, Arkansas with Arkansas law
applying to the case.
13. CITY INDEMNIFICATION:
The successful bidder(s) agrees to indemnify the City and hold it harmless from and against any and all claims, liability,
loss, damage or expense, including but not limited to counsel fees, arising from or by reason of any actual or claimed
trademark, patent or copyright infringement or litigation based thereon, with respect to the goods or any part thereof
covered by this order, and such obligation shall survive acceptance of the goods and payment thereof by the City.
14. VARIANCE FROM STANDARD TERMS & CONDITIONS:
All standard terms and conditions stated in this request for bid apply to this contract except as specifically stated in the
subsequent sections of this document, which take precedence, and should be fully understood by bidders prior to
submitting a proposal on this requirement.
15. ADA REQUIREMENT FOR PUBLIC NOTICES & TRANSLATION:
Persons with disabilities requiring reasonable accommodation to participate in this proceeding/event, should call
479.521.1316 (telecommunications device for the deaf), not later than seven days prior to the deadline. Persons needing
translation of this document shall contact the City of Fayetteville, Purchasing Division, immediately.
16. PROCUREMENT POLICY FOR RECYCLED MATERIALS:
The City of Fayetteville wishes to encourage its bidders to use recycled products in fulfilling contractual obligations to the
City and that such practices will serve as a model for other public entities and private sector companies.
17. PAYMENTS AND INVOICING:
The bidder must specify in their bid the exact company name and address which must be the same as invoices submitted
for payment as a result of award of this bid. Further, the successful bidder is responsible for immediately notifying. the
Purchasing Division of any company name change, which would cause invoicing to change from the name used at the
time of the original bid. Payment will be made within thirty days of invoice received. The City of Fayetteville is very credit
worthy and will not pay any interest, fees, or penalty for untimely payments. Payments can be processed through
bidder's acceptance of Visa at no additional costs to the City for expedited payment processing. The City will not
agree to any nonrefundable deposit or retainer that would remain property of the bidder even if the hourly work actually
performed by the bidder would not justify such fee.
The City will pay the awarded bidder based on unit prices provided on invoicing. Progress payments will be made after
approval and acceptance of work and submission of invoice. Payments will be made within 30 days of accepted invoice.
18. CANCELLATION:
a The City reserves the right to cancel this contract without cause by giving thirty (30) days prior notice to the
Contractor in writing of the intention to cancel or with cause if at any time the Contractor fails to fulfill or abide
by any of the terms or conditions specified.
b. Failure of the contractor to comply with any of the provisions of the contract shall be considered a material
breach of contract and shall be cause for immediate termination of the contract at the discretion of the City of
Fayetteville.
City of Fayetteville, AR
Bid 12-70, Camera Systems
Page 6 of 11
c. In addition to all other legal remedies available to the City of Fayetteville, the City reserves the right to cancel
and obtain from another source, any items and/or services which have not been delivered within the period of
time from the date of order as determined by the City of Fayetteville.
d. In the event sufficient budgeted funds are not available for a new fiscal period, the City shall notify the vendor
of such occurrence and contract shall terminate of the last day of the current fiscal period without penalty or
expense to the City
19. ASSIGNMENT, SUBCONTRACTING, CORPORATE ACQUISITIONS AND/OR MERGERS:
a. The Contractor shall perform this contract. No assignment of subcontracting shall be allowed without prior
written consent of the City. If a bidder intends to subcontract a portion of this work, the bidder shall disclose
such intent in the bid submitted as a result of this bid.
b. In the event of a corporate acquisition and/or merger, the Contractor shall provide written notice to the City
within thirty (30) calendar days of Contractor's notice of such action or upon the occurrence of said action,
whichever occurs first. The right to terminate this contract, which shall not be unreasonably exercised by the
City, shall include, but not be limited to, instances in which a corporate acquisition and/or merger represent a
conflict of interest or are contrary to any local, state, or federal laws. Action by the City awarding a proposal
to a firm that has disclosed its intent to assign or subcontract in its response to the bid, without exception shall
constitute approval for purpose of this Agreement.
20. NON-EXCLUSIVE CONTRACT:
Award of this bid shall impose no obligation on the City to utilize the vendor for all work of this type, which may develop
during the contract period. This is not an exclusive contract. The City specifically reserves the right to concurrently
contract with other companies for similar work if it deems such an action to be in the City's best interest. In the case of
multiple -term contracts, this provision shall apply separately to each item.
21. LOBBYING:
Lobbying of selection committee members, City of Fayetteville employees, or elected officials regarding request for
proposals, request for qualifications, bids or contracts, during the pendency of bid protest, by the
bidder/proposer/protestor or any member of the bidder's/proposer's/protestor's staff, and agent of the
bidder/proposer/protestor, or any person employed by any legal entity affiliated with or representing an organization that is
responding to the request for proposal, request for qualification, bid or contract, or has a pending bid protest is strictly
prohibited either upon advertisement or on a date established by the City of Fayetteville and shall be prohibited until either
an award is final or the protest is finally resolved by the City of Fayetteville; provided, however, nothing herein shall
prohibit a prospective/bidder/proposer from contacting the Purchasing Division to address situations such as clarification
and/or questions related to the procurement process. For purposes of this provision lobbying activities shall include but
not be limited to, influencing or attempting to influence action or non -action in connection with any request for proposal,
request for qualification, bid or contract through direct or indirect oral or written communication or an attempt to obtain
goodwill of persons and/or entities specified in this provision. Such actions may cause any request for proposal, request
for qualification, bid or contract to be rejected.
22. ADDITIONAL REQUIREMENTS:
The City reserves the right to request additional services relating to this bid from the bidder. When approved by the City
as an amendment to the contract and authorized in writing prior to work, the Contractor shall provide such additional
requirements as may become necessary.
23. ADD OR DELETE LOCATIONS OR SERVICES:
The City reserves the right to unilaterally add or delete locations and/or services, either collectively or individually, at the
City's sole option, at any time after award has been made as may be deemed necessary or in the best interests of -the
City. In such case, the Contractor(s) will be required to provide services to this contract in accordance with the terms,
conditions, and specifications.
24. INTEGRITY OF BID DOCUMENTS:
City of Fayetteville, AR
Bid 12-70, Camera Systems
Page 7 of 11
Bidders shall use the original bid form(s) provided by the Purchasing Division and enter information only in the spaces
where a response is requested. Bidders may use an attachment as an addendum to the bid form(s) if sufficient space is
not available on the original form for the bidder to enter a complete response. Any modifications or alterations to the
original documents by the bidder, whether intentional or otherwise, will constitute grounds for rejection of such
response. Any such modifications or alterations a bidder wishes to propose shall be clearly stated in the bidder's
response and presented in the form of an addendum to the original bid documents.
25. CERTIFICATE OF INSURANCE:
The successful bidder shall provide a Certificate of Insurance in accordance with specifications listed in this request for
proposal, prior to commencement of any work. Such certificate shall list the City of Fayetteville as an additional insured.
Insurance shall remain valid, when applicable, throughout project completion.
This bid is considered a public improvement bid. Public improvement bids with a total of $20,000 or more shall
submit certificates of insurance within 10 days of notice of notice to proceed, after City Council approval.
Certificates of insurance are to be addressed to the City of Fayetteville, showing that the contractor carries the
following insurance which shall be maintained throughout the term of the bid. Any work sublet, the contractor shall
require the subcontractor similarly to provide the same insurance coverage. In case any employee engaged in work
on the project is not protected under Workers' Compensation, the Contractor shall provide, and shall cause each
subcontractor to provide, adequate employer's liability insurance for the protection of such of his employees as are
not otherwise protected.
Workers' Compensation: Statutory Amount
Comprehensive General & Automotive Liability: $250,000 each person.
$500,000 aggregate.
Property Damage Liability: $100,000 aggregate.
26. OTHER GENERAL CONDITIONS:
a) Bidder is presumed to be familiar with all federal, state, and city laws, ordinances, and regulations which in any
manner affect those engaged or employed in the Work, or the materials or equipment used, or that in any way
affect the Work and shall in all respects comply with said laws, ordinances, and regulations. No claim of
misunderstanding or ignorance on the part of Bidder or Proposer will in any way serve to modify the provisions of
the contract. No representations shall be binding unless embodied in the contract.
b) Prices shall include all labor, materials, overhead, profit, insurance, shipping, freight, etc., to cover the products
and services presented. Sales tax shall NOT be included in the bid price. Applicable Arkansas sales tax laws
will apply to this bid but not be considered for the bid evaluation process. The City is not a sales tax exempt
entity.
c) Each bidder should state the anticipated number of days from the date of receipt of an order for delivery of
services to the City of Fayetteville.
d) 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 bome by the bidder.
e) The City reserves the right to request any additional information it deems necessary from any or all bidders after
the submission deadline.
f) The request for bid is not to be construed as an offer, a contract, or a commitment of any kind; nor does it commit
the City to pay for any costs incurred by bidder in preparation. It shall be clearly understood that any costs
incurred by the Proposer in responding to this request for proposal is at the bidder'sown risk and expense as a
cost of doing business. The City of Fayetteville shall not be liable for reimbursement to the Proposer for any
expense so incurred, regardless of whether or not the proposal is accepted.
g) If products, components, or services other than those described in this bid document are proposed, the bidder
must include complete descriptive literature for each. All requests for additional information must be received
within five working days following the request.
City of Fayetteville, AR
Bid 12-70, Camera Systems
Page 8 of 11
h) NOTE: Any uncertainties shall be brought to the attention to Andrea Foren immediately via telephone
(479.575.8220) or e-mail (aforenc ci.favetteville.ar.us ). It is the intent and goal of the City of Fayetteville
Purchasing Division to provide documents providing a clear and accurate understanding of the scope of
work to be completed and/or goods to be provided. We encourage all interested parties to ask questions
to enable all bidders to be on equal bidding terms.
i) Any inquiries or requests for explanation in regard to the City's requirements should be made promptly to Andrea
Foren, City of Fayetteville, Purchasing Agent via e-mail (aforen(a)ci.favetteville.ar.us) or telephone
(479.575.8220). No oral interpretation or clarifications will be given as to the meaning of any part of this request
for proposal. AH questions, clarifications, and requests, together with answers, if any, will be provided to all firms
via written addendum. Names of firms submitting any questions, clarifications, or requests will not be disclosed
until after a contract is in place.
Any information provided herein is intended to assist the bidder in the preparation of proposals necessary to
properly respond to this bid. The bid is designed to provide qualified Proposers with sufficient basic information to
submit proposals meeting minimum specifications and/or test requirements, but is not intended to limit a bid's
content or to exclude any relevant or essential data.
k) Bidders irrevocably consent that any legal action or proceeding against it under, arising out of, or in any manner
relating to this bid, or any contract entered related thereto, shall be govemed by Arkansas law without regard to
conflicts of law principles. Proposer hereby expressly and irrevocably waives any claim or defense in any action
or proceeding based on any alleged lack of jurisdiction or improper venue or any similar basis.
k) The successful bidder shall not assign the whole or any part of this Contract or any monies due or to become due
hereunder without written consent of City of Fayetteville. In case the successful bidder assigns all or any part of any
monies due or to become due under this Contract, the Instrument of assignment shall contain a clause substantially
to the effect that it is agreed that the right of the assignee in and to any monies due or tobecome due to the
successful bidder shall be subject to prior liens of all persons, firms and corporations for services rendered or
materials supplied for the performance of the services called for in this Contract.
I) The successful bidder's attention is directed to the fact that all applicable Federal and State laws, municipal
ordinances, and the rules and regulations of all authorities having jurisdiction over the services shall apply to the
contract throughout, and they will be deemed to be included in the contract as though written out in full herein. The
successful bidder shall keep himself/herself fully informed of all laws, ordinances and regulations of the Federal,
State, and municipal governments or authorities in any manner affecting those engaged or employed in providing
these services or in any way affecting the conduct of the services and of all orders and decrees of bodies or tribunals
having any jurisdiction or authority over same. If any discrepancy or inconsistency should be discovered in the
Contract Documents or in the specifications herein referred to, in relation to any such law, ordinance, regulation,
order or decree, s/he shall herewith report the same in writing to City of Fayetteville.
27. INVOICING: All invoices shall be presented to the City with the minimum information listed below.
a. City Department that ordered the materials or services
b. Order Date
c. Delivery date or the date of service
d. Name of the City Employee that requested or picked up the goods, materials, or service
e. Bid Number that applies to the purchase and invoice. Amounts in the bid shall match invoicing.
j)
28. ADDITIONAL INFORMATION PROVIDED AND REQUIRED FOR THIS BID: The following attachments are hereby
included and are made part of the requirements for this bid package. Pricing shall be inclusive of the entire bid
package, inclusive of these attachments:
a. N/A
City of Fayetteville, AR
Bid 12-70, Camera Systems
Page 9 of 11
City of Fayetteville
Bid 12-70, Camera Systems
Technical Specifications: Studio Cameras
OVERVIEW: Cameras shall be High Definition, solid-state camcorders, installed in a studio production
configuration on support pedestals with pan -tilt heads, remote Tens controls, and remote Camera Control Units.
Each camera shall also include a 20 meter multicore hybrid camera control cable that includes two RG -6 coax
cables for send and retum HD -SDI video signals. Support pedestals shall have air -pressurized elevation
columns, crab steering, and include air pressure control.
The cameras and support pedestals will be installed by City of Fayetteville personnel. Bidders shall
not include any installation fees. All bids shall include shipping.
1. Camera Specifications: Camera systems shall be comprised of the following items, or equivalent based
on published manufacturer's specifications.
a. Camera:
JVC GY-HM790L17 (includes Fujinon XT17sx4.5BRM-K1 lens)
b. Studio configuration items — Items bid shall include:
JVC HZ-ZS13U Lens Zoom Control
JVC HZ-FM13U Lens Focus Control
JVC KA -790G Studio Adapter Sled
JVC VF-HP790G 8.4" LCD studio viewfinder
JVC KA-M790G Multicore studio interface unit
JVC VC-HP112U Multicore hybrid cable (20m) (includes 2 coax cables w/BNC connectors for
send/return HD -SDI signals)
JVC RM-HP790U Camera control unit
c. Camera and Studio configuration items Warranty: All cameras shall have the following warranty:
• All warranty work shall include any shipping costs to and from the City.
• Warranty time period shall start upon acceptance and review from the City.
• Full 12 month warranty on labor
• Full 24 month warranty on parts
• Warranty Shall include: Viewfinder, Tens, and battery mount
City of Fayetteville, AR
Bid 12-70, Camera Systems
Page 10 of 11
2. Pedestal & Head Specifications — Pedestal and head systems shall be comprised of the following items,
or equivalent based on published manufacturer's specifications.
a. Pedestal and Pan!TiIt Head combination:
Sachtler 2580 System 25 PLUS Combi 1-40 Pedestal System
PaniTil.t Head
Pedestal
Specification
Requir'.ement
Specifications
Weight
4.5;'k it9..9;ll s:
i Crab:steeringf irictionality
Payload:
$ - 35,kg:l1.8.:-:77.1i?:
.
Y':‘AitiO•Ol
Sliding Range. -Plate
100: mm=/`3 9.in
•Trim vueightsImiii 6)
Counterbalance::6steps
• Smooth height adjustment
Grades:of )iag
..
7 each:'taorizortal. and vertical 0
,
:• Column brake:fortocking :colu.[nn In any•.position
Column
Tilt Range
+90/=75°
+Ttan$p'ort latch
Temperature Range: ....
-:40`to:+140°'F ..._..
. ! Tool=f.tee: setup:
Carriers Fitting .
Plater
•v" wheels.
Tripod/Pedestal. Fitting
Flatbase
'• Cable:guards
Pan .bar{s)
2 :shall .be.telescopie
*individual *kiwi brakes;
Level
self= illuminating Touch. Bu
ble.
4:Cofumn pressure auge
g
,
n
~e
Pressure'r.eliefwaive1td"prev:entoverfill damage:_
:Air pump
Specification
.Requirement
Weight .
24.61kg / 541bs
M
Payload
40 kg /:552 lbs
I-teightRange
79 - Incm /:31:1 -:52.4. in -
Wit
54 cm./:21.3 in
Clearance;
70 OM127.6 in
- Heatf.Fitting..
flat base
b. Pedestal & Head Warranty — All pedestals/heads shall have the following warranty:
• All warranty work shall include any shipping costs to and from the City. The City shall not pay
shipping costs associated with any warranty work.
• Warranty time period shall start upon acceptance and review from the City.
• Full one (1) year warranty, including parts and labor, on Pedestal and Pan/Tilt head
City of Fayetteville, AR
Bid 12-70, Camera Systems
Page 11 of 11
Max Peri
From: Nathan Hirschman
Sent: Wednesday, September 12, 2012 5:14 PM
To: GovEdBids
Subject: FW: Fayetteville, AR: Bid 12-70, Camera Systems -- Addendum 1
Attachments: Bid 12-70, Addendum 1 - revised.pdf
Categories: MAXP
402055500,9
From: Andrea Foren (mailto:aforen(a ci.fayetteville.ar.us]
Sent: Wednesday, September 12, 2012 5:03 PM
To: Andrea Foren
Subject: Fayetteville, AR: Bid 12-70, Camera Systems -- Addendum 1
Reference: Bid 12-70, Camera Systems — Addendum 1 (see attachment)
Deadline: Tuesday, September 18, 2012 before 2:00 PM, local time
Attached is Addendum 1 in reference to Bid 12-70. Bidders may enclose the signed addendum upon submitting a bid
OR sign the addendum and send back via e-mail to aforen@ ci.fayetteville.ar.us or 479-575-8257.
If you have any questions please let me know. I appreciate your interest in doing business with the City!
Thank you,
Andrea
Andrea Foren, CPPB, CPPO
City of Fayetteville, Purchasing Agent
113 W Mountain
FayetteviNe, AR 72701
Phone: (479) 575-8220
TDD: (479) 521-1316
aforen(cD.ci.favetteville.ar.us
www.accessfavetteville.orq
(ft Please consider the environment before printing this email.
This email and any files transmitted with it are confidential and intended solely for the use of the individual or entity to
which they are addressed and may be subject to public disclosure under the Arkansas Freedom of Information Act
(FOIA).
1
Bid 12-70, Addendum 1
aye evl le
Date: Wednesday, September 12, 2012 ARKANSAS
To: All Prospective Vendors
From: Andrea Foren, CPPB, CPPO — 479.575.8220 — aforen(a,ci.fayetteville.ar.us
RE: Bid 12-70, Camera Systems
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 should be attached to the inside
cover of the bidding documents, signed, and dated. Bidders are also welcome to fax acknowledgement of this
addendum back to 479-575-8257.
• Bid 12-70, has the following modifications and clarifications:
1.) Bidders shall not include a battery mount warranty with bid. The language pertaining to the
battery mount warranty was mistakenly left in the bid specifications.
2.) Bidders may return this Addendum signed with their bid or fax a copy of this signed addendum
back to 479-575-8257.
B&H Photo Video Pro -Audio
420 Ninth Av. NY, NY 10001
Nathan Hirshman - Bid Officer
E-MAIL: nathanh@a bhphotovideo,co m
TeI# 212-239-75031800-947-8003 F.x1.S95 f
Bids Fax # 212-239-7509 / 800.,4 -00
POs Fax # 212-239-7740 / 800-8E3-5517
City of Fayetteville, Arkansas
Bid 12-70, Addendum 1
Page 1 of 1
Telecommunications Device for the Dear TDD (47% 521-.1316
113 West Mountain - Fayetteville, AR 72701
P
FR
IN TH
RESOLUTION NO.
RESOLUTION AWARDING BID #12-62 AND AUTHO
CHASE OF TWO (2) TELEVISION STUDIO CAME
B&H FOTO & ELECTRONICS CORP. OF NEW YO
MOUNT OF $75,578.00
BE IT RE
FAYETTEVILLE, A
ING THE
SYSTEMS
NEW YORK
LVED BY THE CITY COUNC OF THE CITY OF
NSAS:
Section 1. That the Ci Council of the City of Faye ville, Arkansas hereby awards Bid
#12-62 and authorizes the pure se of two (2) television st dio camera systems with from B&H
Foto & Electronics Corp. of New ork, New York in the . ount of $75,578.00.
PASSED and APPROVED thi 16th day of ctober, 2012.
APPROVED: ATTEST:
By: By:
LIONELD JORDAN, Mayor f' I NDRA E. SMITH, City Clerk/Treasurer