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Home My WebLink AboutR-2004-206 Digital Audio Video Capture System RESOLUTION NO. 2004-206 A RESOLUTION OF THE CITY OF DANIA BEACH, FLORIDA AUTHORIZING THE PURCHASE OF DIGITAL AUDIO/VIDEO CAPTURE SYSTEMS FROM BUSINESS INFORMATION SYSTEMS, UNDER FEDERAL CONTRACT #GS-35F-0107P; PROVIDING FOR CONFLICTS; FURTHER, PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, the Charter of the City of Dania Beach, Part III, Article 3, Section 4, Subsection 0), provides that the City Commission may, by resolution, authorize the purchase by the City Manager of designated supplies, services, equipment and materials in amounts in excess of fifteen thousand dollars ($15,000.00) if competitive bids have been obtained by other governmental entities within the preceeding year and the City is authorized to participate in such bid; and WHEREAS, the City Manager has determined that it is necessary to purchase two new digital audio recording systems for the Commission Chamber and the City Hall Conference Room, from Business Information Services under a Federal Government Contract, #GS-35F- 0107P, for a total price of$17,273.45; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF DANIA BEACH, FLORIDA: Section 1. That the City Manager is authorized to purchase digital audio/video equipment from Business Information Services, under the Federal Government Contract #GS- 35F-0107P in the amount of$17,273.45. Section 2. That all resolutions or parts of resolutions in conflict with this resolution shall be repealed to the extent of such conflict. Section 3. That this resolution shall be in force and take effect immediately upon its passage and adoption. PASSED AND ADOPTED on December 14, 2004. C. MCELY r MAYOR-COMMISSIONER -ATTEST: ROLL CALL: ' � COMMISSIONER ANTON - YES fitu L —� COMMISSIONER CHUNN - YES LOUISE STILSON COMMISSIONER FLURY- YES CITY CLERK VICE-MAYOR MIKES — YES MAYOR MCELYEA - YES APPROVED O FORM AND CORRECTNESS BY: l THO, AS�. NSBRO CITY ATTORNEY 2 RESOLUTION NO. 2004-206 Agenda Request Form y City of Dania Beach Agenda item: 7sAl Date of Commission meeting: 12/14/2004 Description of Agenda Item: Request to purchase Digital Audio/Video Capture System Commission action being requested: Adopt Resolution or Ordinance ® Expenditure ® Award BID / RFP ❑ Presentation ❑ General approval of item ® Continued from meeting E`er 'M �1 E Other�(P lease exp „ lain) . Purchase of Digital Audio/Video Capture System and two computers from Business Information Systems, in the amount of$17,273.45 under Federal Contract#GS-35F-0107P"to replace the recording equipment in the Commission Chamber and City Hall Conference Room. Sumary explanatl, n'd background m w v New equipment is needed to replace the current recording systems in the Commission Chamber and Conference Rooms. Purchase of the equipment was approved in the FY 2005 Budget to facilitate ® transcription and eliminate the need to outsource minutes. Attached exhibits andaddit�onal lbackup mater"iais (Please list) Resolution Price Quote For purchasing requests ONLY Department: City Clerk Amount: $17,273.45 Fund: General: ® Water: ❑ Sewer: ❑ Stormwater: ❑ Grants: ❑ Capital: ❑ Account Name: Account Number: 001-1600-512 Submitted by: Louise Stilson Date: 12/1/2004 Department Director: Louise Stilson Date: 12/1/2004 Admin. Services Director: Date: ® Finance Director: Patricia Varney Date: 12/1/2004 City Manager. Ivan Pato Date: 12/1/2004 PURCHASE OF RECORDING SYSTEM • Line Item 001-1600-512.64-30: BIS-RN-2CK Recorder—2 Channel Kit -Notes Software -Headset and Foot Pedal -Headset/Speaker Control Switch -2-Channel USB Digital Audio Capture Devise -Video Capture Software (2) @ $4,125 each = $8,250 Line Item 001-1600-512.52-20: BIS-PTK Prof Transcription Kit -Foot pedal, Notes, Headset,Player (3) @ $695 each = $2,085 Line Item 001-1600-512.64-10: BIS-X28-VARCPC Video/Audio Recording PC w/15"Flat Screen Xeon 2.8 GHz, 2x512MB DDR2 ECC REG PC304LP Seagate Barracuda 7200.7 120 GB Serial ATA ATI 128 PCI-Express, Sony DWU18A DVD+RW/-RW • BIS Video Capture Card, WinXP Pro, Keyboard, Mouse, Locking Tower (1) @ $2,500 $2,500 Line Item 001-1600-512.64-10: BIS-PIV-ARCPC Video/Audio Recording PC w/15" Flat Screen Xeon 2.8 GHz, 2x512MB DDR2 ECC REG PC300LP Seagate Barracuda 7200.7 120 GB Serial ATA ATI 128 PCI-Express, Sony DWU18A DVD+RW/-RW WinXP Pro, Keyboard, Mouse, Locking Tower (1) @ $2,000 = $2,000 Line Item 001-1600-512.46-10: Setup, Installation & Training $1,400 Line Item 001-1600-512.46-10: First Year Service $1,780 SUB -TOTAL $18,015.20 MINUS DISCOUNT 741.75 • TOTAL $17,273.45 p ® � ® uskEss INFORNATiON SYSTEMS . DigiTat REcotzdiNCj SATES SERVICE • SOt TWARF_ SU t� pOR T SINCE 1982 Prepared for: Ship to: City of Dania Beach Account Name Louise Stiison Contact Name City Clerk Address 100 West Dania Beach Blvd. Address Dania Beach, FL 33004 Phone Phone : 954-924-3622 Fax: Fax: 954-921-2604 E-mail: Quote Date: 11-19-04 Digital AudioNideo Capture System Oty. Part#. Description Unit Price. Total Price, 2 B1S-RN-2CK Recorder- 2 channel kit $ 4,125.00 $ 8,250.00 -Notes Software -Headset and Foot Pedal -Headset/Speaker Control Switch -2-Channel USS Digital Audio Capture Devise • Video Capture Software 3 BIS-PTK Prof.Transcription Kit-Foot pedal, Notes, Headset, Player $ 695.00 $ 2,085.00 i BIS-X28-VARCPC Video/Audio Recording PC w/15"Flat Screen $ 2,500.00 $ 2,500.00 Xeon 2.8 GHz, 2x512MB DDR2 ECC REG P0300LP, Seagate Barracuda 7200.7 120GB Serial ATA ATI 128 PC[-Express, Sony DWU18A DVD+RW/-RW BIS Video Capture Card,WinXP Pro, Keyboard, Mouse, Locking Tower 1 BIS-PIV-ARCPC Audio Recording PC w/ 15"Flat Screen $ 2,000.00 $ 2,000.00 Xeon 2.8 GHz,512MB DDR2 ECC REG PC300LP, Seagate Barracuda 7200.7 120GB Serial ATA ATI 128 PC]-Express, Sony DWU18A DVD+RW/-RW W inXP Pro, Keyboard, Mouse, Locking Tower Equipment Total S 14,835.00 Less Discount $ (741.75) Setup, Installation&Training $ 1,400.00 First Year Service $ 1,780.20 Total $ 17,273.45 • HEAdoVARTERS: 1350 N.E. 56Th STREET, SUITF 300 • FORT LAWERdAIE, FL 31334,6142 RRANCh OFFICES: MiChigAN • ONio • tlNdiANA • WEST ViRCiIN1A • GFORCIiA • ALAbAMA 800.834.7674 • WWW.6isdigiTALcOM • E-MAIL' SALES@bisdiCiiTALCOM - FAX 877.858.5611 TERMS AND CONDITIONS Effective Period: This proposal is a firm offer for 45 days from quote date Make Order To: Business Information Systems,Inc. 1350 NE 56th Street, Suite 300 Ft.Lauderdale FI 33334 Phone 800-834-7674/Fax 877-858-5611 Tax Status: Taxes will be added unless Tax Exempt Form is on file. Terms: Net Due on Delivery(Receipt of goods at customer site). Installation will be billed separately on completion. Deposit: 50%Due with order on orders over$15,000.00 Restocking Fee: 18%restocking fee will be charged for all cancelled orders Installation: BIS will install all software on existing hardware or supplied hardware. SIS will provide complete testing of system once on-site and provide customer with sign-off documents representing installation completion. Site Preparation: Customer to supply all conduit and cable pulls. unless otherwise agreed by both BIS and customer in writing. Training: BIS will provide full training of all system users per agreed training schedule. Warranty Period: 90 days from delivery. Warranty: Covers all BIS supplied items (Hardware&Software) 24/7 Technical Support via 800 Hot Line. Emergency On-Site support as required. Prepared By: Jade Coldren OName of Organization: Accepted by: Signature, Print, Date This signature or Purchase Order# states acceptance to the above price, terms and authorizes Business Information Systems to order,install and bill for the above equipment. ADDITIONAL ACCOUNT INFORMATION CONTACT NAME PHONElEXT FAX EMAIL TECHNICAL FINANCE INSTALLATION TARGET DATE: SPECIAL NOTES: 0