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Home My WebLink About9 Installation of Audio Equip in Boardroom Agenda Item # 9 TRUCKEE DONNER �3' i. i : _ lit - CONSENT To: Board of Directors From: Kathleen Neus Date: July Ofi, 2011 Subject: Consideration of the Award of a Contract for the Installation of Audio Equipment in the District Boardroom 1. WHY THIS MATTER IS BEFORE THE BOARD Board approval is required for expenditures in excess of$15,000. 2. HISTORY Over the past year or two the Board room has been experiencing audio problems. Even though the microphones have been replaced all remaining equipment is original. The audio equipment and wiring is old and in need of replacement. 3. NEW INFORMATION District staff has met with Bill Proud of Proud Audio-Visual, specialists in audio-visual systems to discuss the proper audio system and equipment for the Districts Board room. A copy of the proposal is included with this staff report. This project is specialized in nature. Part of the project consists of the technical work to design and program the system for optimal performance. It is impractical to separate the technical work aspect from the purchasing and installation of the equipment. Due to the specialized nature of this project, District counsel feels the project does not need to be competitively bid. Lastly there are no local vendors that can supply such specialized equipment. 4. FISCAL IMPACT Sufficient funds exist within the approved FY11 budget for this purchase. 5. RECOMMENDATION Award a contract to Proud Audio-Visual for the design, purchase and installation of an audio system for the District Board room totaling $28,221.43 plus a 10 percent change order allowance for an amount not to exceed $31,043.57. Michael D. Holley General Manager e,W,.,......... f ��---��p Truckee Donner Public Utility District ....► Proposal#:1486 4 ME 3=11 Vw1r 3=11 UR -a'I I MN= MOM= Qwwa= Specialists In Audio-Visual System Design And Integration 7405 Greenback Lane#292,Citrus Heights,CA 95610 Phone:800.875.9121 Fax:916.728-2910 Contractor License#845056 Barbara Cahill Truckee Donner Public Utility District 11570 Donner Pass Road Truckee,CA 96160 Subject: AUDIO SYSTEM UPGRADE Truckee Donner Public Utility District-Boardroom Barbara, Based on the site walk through meeting, I have prepared this proposal to implement the required audio system upgrades for the Boardroom. We have carefully specified the products that we feel will deliver the best performance&reliability. This proposal includes the scope of work, system implementation, system costs, and schedule. I look forward to receiving your authorization to proceed. SCOPE OF WORK AUDIO SYSTEM: DSP AUTOMATIC AUDIO MATRIX MIXER: We will rack mount one (1)computer configured/controlled Biamp AudiaFLEX professional Automatic/DSP Matrix f Mixer in a new equipment rack. High sound quality will ; be achieved through state of the art DSP (Digital Signal xxh2 Processing)technology. Each of the microphones will have a DSP Automatic Leveler/Limiter on the input so that no microphones are overly loud for the audio recordings, broadcast feed and over the meeting room speakers.The Automatic Leveler will maintain a consistent reference level of the microphones so that the broadcast and recording audio feeds always remain clean. ::.. Audio Sources Audio Destinations 8 Dais Mics 1 House Speakers } 1 Podium Mic 1 Dais Left Speaker 5 Wireless M ics 1 Dais Middle Speaker 1 Program Audio 1 Dais Right Speaker 1 Future-Mic/Line Inputs 1 Main House Speakers 16 1 Digital Audio Recorder 1 Broadcast Audio Feed 1 Future-Audio Output 8 Proud Audio Visual www.ProudAudio.com Main:800.875.91211 Fax:916.728.2910 The information in this proposal is confidential and is intended for client review only,not to be used for RFP or RFQ purposes. Page 1 of 7 Truckee Donner Public Utility District Proposal#:1486 6-6-11 Speaker System:The speaker system will provide very intelligible audio coverage with a smooth frequency response throughout the listening .. environment.To ensure optimum performance is achieved the speaker system will be tuned to the room acoustics to achieve a flat frequency response with a precision 1/3 octave audio spectrum analyzer. Speaker Zones: • Dais-Left,Center,&Right(3 Tannoy CMS 401 DCe) • Main House-(6 Tannoy CMS 401 DCe) Each speaker designed to be strategically aimed/tilted for the best coverage. Audio Control Panel Example: 01, w.rx Microphone/Audio Control: Basic microphone/audio control can be done through a simple surface/wall mounted interface. With additional programming the audio system control can be expanded to be controlled through a Windows based PC over the LAN through a customized user interface. Equipment Rack: We will be including(1)professional grade equipment rack system to house all AV equipment. The rack will be installed in the AV closet and will have ability to swing open for easy cable access. Proud Audio Visual www.ProudAudio.com Main:800.875.91211 Fax:916.728.2910 The information in this proposal is confidential and is intended for client review only,not to be used for RFP or RFQ purposes. Page 2 of 7 Truckee Donner Public Utility District Proposal#:1486 6-6-11 DESCRIPTION OF WORK TO BE PERFORMED: 1) Remove existing microphones and lines from the Dais,and podium. 2) Pull and Terminate(8)new microphone lines to the Dais. 3) Pull and Terminate(1)new microphone line to the podium 4) Install(8)new Audio-Technica Gooseneck Microphones at the Dais 5) Install(1)new Audio-Technica Gooseneck Microphones at the podium. 6) Install new RED-1 Audio Control Panel at the Clerk Station. 7) Install(3)new Tannoy ceiling speakers over Dais 8) Install(6)new Tannoy ceiling speaker for the main seating area. 9) Remove existing wall mounted TOA mixer/amplifier 10) Install new wall mounted equipment rack in AV equipment closet 11) Install and terminate new AudiaFLEX digital mixer in new rack 12) Install and terminate new QSC 8 Channel amplifier and connect to existing speakers zones: 13) Install(1)Audio-Technica Handheld Wireless microphone system in new rack 14) Provide clean audio feed to existing broadcast/recording equipment New Audio Equipment: Qty Description ATW-R3100b receiver and ATW-T341 b handheld cardioid dynamic microphone/transmitter. 1 Auda Flex DSP AutoMixer Card Cage NO Cobra Net 8 Audia Flex Dual Channel MIC/LINE Input Cards 4 Audia Flex Dual Channel Output Cards 1 Remote Ethernet Remote Control 32 selectable system volumes 1 8 Channel Power Amplifier 9 Fully integrated two way ceiling monitor system using 4"Dual Concentric'*"" 8 Miniature Condenser GooseneckMicrophone.Fixed length.Phantom power only,11-52V;plugs into XLR3F-type 1 Miniature Condenser GooseneckMicrophone.Fixed length.Phantom power only, 11-52V;plugs into XLR3F-type-Podium 1 4PORT POE Switch 1 Power Conditioner 1 Middle Atlantic Wall Mount Rack 5 Vent 1 RU 1 Rack Drawer 1 Vent 2RU 1 Power Strip Proud Audio Visual vr-ww.ProudAudio.com Main:800.875.91211 Fax:916.728.2910 The information in this proposal is confidential and is intended for client review only,not to be used for RFP or RFQ purposes. Page 3 of 7 Truckee Donner Public Utility District Proposal#:1486 6-6-11 Proud Audio Visual will provide the following (6)step labor&materials process required for professionally completing the work as it relates to the Scope of Work above: 1) Design Engineering/AutoCAD drawings,and documentation including: • AV System functional interconnection diagrams. • AV Conduit and Electrical locations • AV equipment locations • AV Case work elevations • AV Rack elevations • As-built AutoCAD system signal flow diagrams 2) Installation Materials,items to be provided to complete each phase of the installation: • Cable&Connectors • AV Components(Amps, Projectors,Speakers, Etc) • Cable Ties,Labels&Sheaving Material • Middle Atlantic Equipment Racks • Middle Atlantic, Blank Panels,Vents,Screws,Shelves, Fans, Drawers and Power Strips as required. • Misc.Mounting Hardware&Materials 3) Installation Field Labor,including: • Pulling and bundling cables • Terminating of all cables • Labeling of all cables • Mounting Speakers, Projectors,Screens,Cameras,and Microphones. • Equipment Rack Fabrication • Mounting and terminating wall plates • Troubleshooting&Testing • Site cleanup and rubbish disposal 4) Project Management,including meetings with the client's technical representatives and project coordination,includes: • Coordinate install schedule with client and other trades • Equipment staging/tracking • Assure final punch list items are completed • Provide end-user training on proper operation of system 5) Control System Programming,including software programmed to control the audio-visual system, including: • AV Touch Panel Page Design • Write AV Source Control Code • Ethernet Control programming • Test&De-bug 6) Field Engineering,including services required after the installation is complete including the following: • AV Equipment heat load calculations • Adjusting and balancing microphone gain settings • DSP Audio System programming • Adjust DSP/EQ Matrix Mixer settings • Tune Audio System to the rooms acoustics with a Audio Spectrum Analyzer • Adjust Echo Cancellation for VTC&ATC • Adjust convergence to specific computer and video inputs • Performing thorough test and create punch list • Mark and record final settings • Assure that the finished system meets the design criteria and functions per the developed concept. Proud Audio Visual www.ProudAudio.com Main:800.875.91211 Fax:916.728.2910 The information in this proposal is confidential and is intended for client review only,not to be used for RFP or RFQ purposes. Page 4 of 7 Truckee Donner Public Utility District Proposal#:1486 6-6-11 SYSTEM COSTS Equipment&Materials Subtotal: $15,746.66 CA Sales Tax: $1,397.52 Shipping & Handling: $330.68 EQUIPMENT&MATERIALS TOTAL: $17,474.86 TECHNICAL SERVICES LABOR TOTAL: $10,746.58 GRAND TOTAL: $28,221.43 PAYMENT TERMS 50%Upon Delivery Of Equipment • 50%Upon Substantial Completion CHANGE ORDERS Change orders requiring any equipment to be returned are subject to a 20°%restocking fee plus shipping&handling charges. ATTORNEY'S FEES In the event the parties become involved in any court action or litigation with each other arising out of this Contract or other performance thereof in which the services of an attorney andfor other consultants are reasonably required,the prevailing party shall be fully compensated for the cost of its participation in such proceedings; including the costs incurred for attorneys`fees and consultants' fees. unless judgment goes by default, the attorneys' fee and consultants' fee award shall not be computed in accordance with any court schedule,but shall be such as to fully reimburse all attorneys'fees and consultants'fees actually incurred by the prevailing party,in good faith,regardless of the size of the judgment,it being the intention of the parties to fully compensate the prevailing party for all attorneys'fees and consultants'fees paid or incurred in good faith. Proud Audio Visual www.ProudAudio.com Main:800.875.91211 Fax:916.728.2910 The information in this proposal is confidential and is intended for client review only,not to be used for RFP or RFQ purposes. Page 5 of 7 Truckee Donner Public Utility District Proposal#:1486 6-6-11 SCHEDULE We anticipate completion of the project on the following schedule: Receipt of Client authorization to proceed TBD • Lead Time For Arrival Of Equipment&Materials 2-3 Weeks • On Site Installation 5 Days • System Programming,Tuning&Adjustments 1 Day • Final Acceptance&System Training 1 Day Work in room will be scheduled for full consecutive 8 hours days Monday—Friday 8am to 5pm. The installation will be completed in phases to minimize down time between meetings. We will work with you to finalize a schedule that meets the implementation requirements of the project. EXCLUSIONS The following work is not included in our scope of work: • Design&Installation of lighting system • Necessary sheet rock replacement and or repair. • Necessary ceiling tile or T-bar modifications,replacement and/or repair. • All and all millwork(moldings,trim,etc.). • Painting and patching. • Permits(unless specifically provided for elsewhere in the contract). • HVAC and plumbing relocation. • Lighting Systems • Acoustical Wall Treatments • Asbestos Removal/Abatement Proud Audio Visual www.ProudAudio.com Main:800.875.91211 Fax:916.728.2910 The information in this proposal is confidential and is intended for client review only,not to be used for RFP or RFQ purposes. Page 6of7 Truckee Donner Public Utility District Proposal#:1486 6-6-11 STANDARD WARRANTY The Proud Audio Visual standard warranty on workmanship (Install Labor, Cable & Terminations) is (90) days from Final Acceptance. All manufacturers' warranties will begin at Final Acceptance, and are subject to their respective terms and conditions. Most equipment in this proposal offers a one year parts and labor warranty. This Warranty excludes damage to system components caused b acts of God abuse or dama a caused b the miss use%peration or handling of equipment,wear and tear items such as lamps and filters. SUMMARY We are confident that our participation on this project will contribute to its ultimate success. We appreciate the opportunity to submit this proposal package and look forward to your authorization to proceed. Please feel free to contact me anytime if you have questions. Sincerely, 'Y 'f Bill Proud,CTS Proud Audio Visual Main: 800.875.9121 Cell: 916.835.0223 Fax: 916.728.2910 bill@ProudAudio.com www.ProudAudio.com Contractor License#845056 AUTHORIZATION TO PROCEED By my signature, I indicate that I have read and accept, on behalf of my organization, the entirety of the above Scope of Work, and all of the Exclusions shown in this proposal, as they relate to the project. Accepted by: Signature: Date: PO#: Proud Audio Visual www.ProudAudio.com Main:800.875.91211 Fax:916.728.2910 The information in this proposal is confidential and is intended for client review only,not to be used for RFP or RFQ purposes. Page 7 of 7