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Home My WebLink About275-20 RESOLUTION113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Resolution: 275-20 File Number: 2020-0920 KEY CODE MEDIA: A RESOLUTION TO APPROVE THE PURCHASE OF AUDIO-VISUAL EQUIPMENT FROM KEY CODE MEDIA IN THE AMOUNT OF $41,249.21 PLUS APPLICABLE TAXES AND SHIPPING COSTS, PURSUANT TO AN OMNIA PARTNERS COOPERATIVE PURCHASING CONTRACT, TO FACILITATE SOCIALLY DISTANCED PUBLIC MEETINGS AT THE TOWN CENTER AND CITY HALL, AND TO APPROVE A PROJECT CONTINGENCY IN THE AMOUNT OF $5,000.00 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 approves the purchase of audio-visual equipment from Key Code Media in the amount of $41,249.21, pursuant to an OMNIA Partners cooperative purchasing contract, to facilitate socially distanced public meetings at the Town Center and City Hall, and further approves a project contingency in the amount of $5,000.00. PASSED and APPROVED on 11/5/2020 yor Page 1 Attest: `%N% R K% T�i r r r r .�� • FAYETTEVItt Kara Paxton, City Clerk Treasure z.• . • ��` Printed on fI ONi CD\)\�� 1111 w o, City of Fayetteville, Arkansas 113 West Mountain Street Fayetteville, AR 72701 1 1 (479) 575-8323 ;}xi it Text File ��--� File Number: 2020-0920 Agenda Date: 11/5/2020 Version: 1 Status: Passed In Control: City Council Meeting File Type: Resolution Agenda Number: A 7 KEY CODE MEDIA: A RESOLUTION TO APPROVE THE PURCHASE OF AUDIO-VISUAL EQUIPMENT FROM KEY CODE MEDIA IN THE AMOUNT OF $41,249.21 PLUS APPLICABLE TAXES AND SHIPPING COSTS, PURSUANT TO AN OMNIA PARTNERS COOPERATIVE PURCHASING CONTRACT, TO FACILITATE SOCIALLY DISTANCED PUBLIC MEETINGS AT THE TOWN CENTER AND CITY HALL, AND TO APPROVE A PROJECT CONTINGENCY IN THE AMOUNT OF $5,000.00 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 approves the purchase of audio-visual equipment from Key Code Media in the amount of $41,249.21, pursuant to an OMNIA Partners cooperative purchasing contract, to facilitate socially distanced public meetings at the Town Center and City Hall, and further approves a project contingency in the amount of $5,000.00. City of Fayetteville, Arkansas Page 1 Printed on 111612020 Doug Bankston Submitted By City of Fayetteville Staff Review Form 2020-0920 Legistar File ID 11/5/2020 City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item 10/16/2020 Submitted Date Action Recommendation: MEDIA SERVICES (060) Division / Department Purchase Audio -Visual Equipment from Key Code Media Under OMNIA/National IPA Contract to Facilitate Socially Distanced Public Meetings at the Town Hall Center and in City Hall Room 219 Due to the Coronavirus Pandemic 4270.900.9290-5210.00 Account Number 20019.1 Project Number Budgeted Item? No Does item have a cost? Yes Budget Adjustment Attached? No Budget Impact: Disaster & Replacement Minor Equipment Fund COVID-19 Disaster Recovery Fund Project Title Current Budget $ 2,850,000.00 Funds Obligated $ 455,114.43 Current Balance $ - Item Cost $ 51,124.92 Budget Adjustment Remaining Budget $ 2,343,760.65 . V20180321 Purchase Order Number: Previous Ordinance or Resolution # Change Order Number: Original Contract Number: Comments: Approval Date: CITY OF FAYETTEVILLE %PF ARKANSAS MEETING OF 11/5/2020 TO: Mayor and City Council THRU: Lisa Thurber, Director of Communications Susan Norton, Chief of Staff FROM: Doug Bankston, Director of Media Services DATE: 10/16/2020 CITY COUNCIL MEMO SUBJECT: Purchase Audio -Visual Equipment from Key Code Media Under OMNIA/National IPA Contract to Facilitate Socially Distanced Public Meetings at the Town Hall Center and in City Hall Room 219 Due to the Coronavirus Pandemic RECOMMENDATION: Staff recommends purchasing audio-visual equipment from Key Code Media under OMNIA/National IPA contract to facilitate public, socially distanced, in -person City meetings at the Town Center and to better facilitate social -distancing protocols in City Hall Room 219. BACKGROUND: City Council and other meetings held in Room 219 have been virtual via Zoom since early in the COVID-19 pandemic. DISCUSSION: City Administration will be hosting public engagement sessions on large scale projects using a combination of in -person "charrette" style meetings and virtual engagement via website and Speakup. These meetings were typically held in City Hall room 111 or 326 but due to distancing requirements with COVID, public engagement meetings will need more space than those rooms allow. The spacious venue of the Town Center enables this, but audio-visual equipment must be procured for in -room, broadcast, and recording needs. City Hall Room 219 requires some additional audio-visual equipment and reconfiguration to better facilitate that room's social distancing flexibility for other public meetings and/or events. BUDGET/STAFF IMPACT: Purchase cost is $41,249.21, plus estimated shipping of $750.00 and estimated taxes of $4,124.92, for a total of $46,124.92 from the COVID-19 Disaster Recovery Fund. Request for a contingency of $5,000, for a total of $51,124.92. The intention is to use CARES Act Funding, if possible, for the purchase. No staff impact. Attachments: SRF, CCM, Quote Mailing Address: 113 W. Mountain Street www.fayetteville-ar.gov Fayetteville, AR 72701 wjed�a - 061'1(jis 1201 Wiley Road Suite -100 Schaumburg IL 60 17:3 224-231-4-86G www.lc(,y(,od(,iiie(ii,i.con ,i PI L ey M E D I A Council Chambers Update Prepared for City of Fayetteville, Arkansas John Connolly I key 41 Co uncil Chambers Update M E D I A Prepared for: City of Fayetteville, Arkansas Equipment Sales Quotation Quote #JC212018 v 1 Oct 15, 2020 BLACKMAGI BMD- ATEM 1 M/E Production 1 Y 5% $2,495.00 $2,370.25 $2,370.25 $2,370.25 C SWATEMPSW1 Studio 4K ME4K BLACKMAGI BMD- Blackmagic ATEM 1 M/E 1 Y 5% $3,079.00 $2,925.05 $2,925.05 $2,925.05 C SWPANELADVI Advanced Panel ME PANASONIC AW-HE40SKPJ9 PANASONIC SOLUTIONS 4 Y 2% $3,695.00 $3,621.10 $3,621.10 $14,484.40 COMPANY: INT. PT CAM HD -SDI OUT BLACK CH PANASONIC AW-RP60GJ5 PANASONIC SOLUTIONS 1 Y 2% $2,375.00 $2,327.50 $2,327.50 $2,327.50 COMPANY: OMPACT 3.5 LCD PTZ CONTROLLER AJA Video ROI-HDMI AJA VIDEO HDMI to SDI 1 Y 10% $995.00 $895.50 $895.50 $895.50 System with ROI Scaling - Functions: Signal Conversion, Audio Embedding, Video Scaling - 1920 x 1200 - PAL, NTSC - Frame Lock/Genlock - USB - Audio Line In - Mac, PC AJA Video KI-PRO-GO-RO AJA VIDEO Ki Pro GO Multi 1 Y 10% $3.995.00 $3.595.50 $3,595.50 $3,595.50 System -Channel H.264 Recorder Multidyne SILVERBULLET- MultldyneSilverStAletMinl 1 N % $1.099.95 $1,09995 $1,099.95 $1.099.95 KIT 3G HD/SDI Fiber Optic Link Kit - Transmitter/Receiver & Case The Bosch CCSD-CURD Bosch Conference System 1 N % $2.063.00 $2,063.00 $2,063.00 $2,063.00 Group Control Unit - 17.3" Width x 7.9" Depth x 1.8" Height - 1 - Traffic Black - Metal The Bosch CCSD-OL Bosch Microphone - 200 1 N % $559.00 $559.00 $559.00 $559.00 Group Hz to 12.50 kHz - Wired - Desktop BIAMP TesiraFORTE Fixed 1/0 DSP with 12 1 Y 44% $3,198.00 $1,790.88 $1,790.88 $1,790.88 DAN AI analog inputs, 8 analog outputs, 8 channels configurable USB audio, and 32 x 32 channels of Dante Aurora ASP-882A Aurora ASP-882A 8x8 4K 1 N % $3,398.00 $3,398.00 $3,398.00 $3.398.00 HDMI Matrix (2.OA160Hz) Quote #JC212018 v 1 Oct 15, 2020 Page: 2 of 5 Sales Quotation key Council Chambers Update Quote #JC212018 v 1 MEDIA Prepared for: City of Fayetteville, Arkansas oa 15, 2020 Equipment Aurora AURA-RXC-3 Aurora RXC-3 Web -Based 1 N % $1,198.00 $1,198.00 $1.19800 $1,198.00 IP Control System/Processor Listen LCS-121-01 Listen Technologies Wi- 1 Y 33% $2,313.00 $1.549.71 $1,549.71 $1,549.71 Technologies Fi1RF Advanced System, Includes LW-100P-02 LE 2 Channel Wt-Fi Server, LT- 800-072-01 Stationary RF Transmitter, 2x LR-4200- 072 Intelligent DSP RF Receiver Middle RCS-2724 Middle Atlantic RCS-2724 1 Y 48% $1,069.00 $555.88 $555.88 $555,88 Atlantic RCS Series The Essex RCS Series Residential Configured Rack System offers exceptional quality and value at cost-effective prices for residential installers. It is completely assembled at the factory and ships with pre -installed ac Samsung HG32NF69OGF Samsung 690 1 Y 30% $389.00 $272.30 $272.30 $272.30 XZA HG32NF69OGF 32" Smart LED-LCD TV - HDTV - Black Hairline - LED Backlight - Dolby Digital Plus LYNK DRM PRO IDIOM REACH HMS Sennheiser XSW 2-865-A Sennheiser Wireless vocal 1 Y 11 % $559.00 $497.51 $497.51 $497.51 set. Includes (1) EM XSW 2, (1) SKM 865 XSW (supercardioid, condenser), (1) NT 12-5 CW, (1) MZQ 1 clip and (1) GA 1 XSW 2, frequency range: A (548 - 572 MHz) Barco R9861522US CX-50 CS CONFERENCE 1 Y 5% $2,950.00 $2,802.50 $2,802.50 $2,802.50 TAA COMPLIA TAA COMPLIANT CLICKSHARE CONFERENCE Samsung QN82Q800TAF Samsung Q800T 4 Y 30% $5,999.00 $16,797.20 $4,199.30 $16,797.20 XZA QN82Q800TAF 81.5' Smart LED-LCD TV - 8K UHD - Titan Black - Direct Full Array 32x Backlight - Bixby, Google Assistant, Alexa Supported - TV Plus - Tizen - Dolby QUANTUM 8K PROCESSOR Al UPSCALING Quote #JC212018 v 1 Oct 15, 2020 Page: 3 of 5 key MEDIA Equipment Council Chambers Update Prepared for: City of Fayetteville, Arkansas Sales Quotation Quote #JC212018 v 1 Oct 15, 2020 JELCO EL-80 JELCO EL-80 EZ-LIFT 4 N % $6,953.00 $27,812.00 $6,953.00 $27,812.00 Shipping and Display Case for 80-90" Flat -Screen Monitor Extron 60-1546-012726 Extron Custom XTP II 1 Y 38% $40,320.00 $23,385.60 $25,000.00 $25,000.00 3200-EE000000EEEE8XX X Custom XTP 11 3200-EEOOOOOOEEEE8 XXXXTP II CrossPoint 320OXTP II CP 4i HDMI 4K PLUS INPUTXTP 11 CP 41 HDMI 4K PLUS INPUTXTP MATRIX 1/0 BLANK PLATEXTP MATRIX 1/0 BLANK PLATEXTP MATRIX 1/0 BLANK PLATEXTP MATRIX 1/0 BLANK PLATEXTP MATRIX 1/0 BLANK PLATEXTP MATRIX I/O BLANK PLATEXTP CP 4o 4K OUTPUT - 26WXTP CP 4o 4K OUTPUT - 26WXTP CP 4o 4K OUTPUT - 26WXTP CP 4o 4K OUTPUT - 26WXTP 11 CP 4o HDMI 4K PLUS OUTPUTXTP MATRIX 110 BLANK PLATEXTP MATRIX 1/0 BLANK PLATEXTP MATRIX 1/0 BLANK PLATE Extron 60-1524-13 Extron XTP R HD 4K 12 Y 38.2% $890.00 36.194 40 $550.00 $6,600.00 Extron 60.1524-01 Extron XTP SR HD 4K 4 Y 49.7% $1.690.00 $3,224 80 $850 00 $3,400.00 Joseph CBLVDP(BLK)- cable assemblies with AC 4 N % $500.00 $2,000.00 $500.00 $2.000.00 Electronics 200 power. Ethernet and SDI Subtotal: $123,994.13 Quote #JC212018.v 1 Oct 15, 2020 Page of,511111111111 y Sales Quotation key Council Chambers Update Quote #JC212018 v 1 M E D I A Prepared for: City of Fayetteville, Arkansas Oct 15, 2020 Council Chambers Update Prepared by Bill To. Snip Tc Quote Information Key Code Media - Illinois City of Fayetteville, Arkansas City of Fayetteville, Arkansas Quote #: JC212018 John Connolly 113 West Mountain Street Version: 1 224-231-4863 Neal Bilbe Fayetteville, AR 72701 Delivery Date: 10/15/2020 jconnollyjr@keycodemedia.com 479.444.3434 Neal Bilbe Expiration Date: 11/06/2020 nbilbe@fayetteville-ar.gov 479.444.3434 Terms: ADVANCE nbilbe@fayetteville-ar.gov Quote Summary quipment $123,994.1 rotal: $123,994.13 This Sales Quote ("SO") incorporates the Terms and Conditions found at http://www.keycodemedia.com/terms/salesorder ("T&C") and constitutes an offer or counter-offer, as applicable, by Key Code Media, Inc. or Burst Communications ("Seller'). This SO, including the T&C incorporated therein, shall become binding on the buyer listed herein ("Buyer") on the earliest of Buyer's: (i) acknowledgement hereof; or (ii) receipt of any goods and/or services ordered hereunder. No Buyer acknowledgement form, purchase order, or other document shall modify the SO or the T&C. Key Code Media - Illinois City of Fayetteville, Arkansas Signature: Signature: Name: John Connolly Name: Neal Bilbe Title: Director of Sales Date: Date: 10/15/2020 Quote #JC212018 v 1 Oct 15, 2020 Page: 5 of 5