HomeMy WebLinkAboutR-2024-109 Authorization to Waive Competitive Bidding and Purchase AV System from BIS DigitalRESOLTITION NO.2O2{-
A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF DANIA
BEACH. FLORIDA. AUTHORIZING THE PURCHASE OF AUDIO AND
VIDEO PRODUCTION AND BROADCASTING EQUIPMENT AND
PROFESSIONAL SERVICES FROM BIS DIGITAL, WITHOUT COMPETITIVE
BIDDING AND WITHOUT ADVERTISEMENT FOR BIDS. UTILIZING TIPS
CONTRACT NO. 230901: PROVIDING FOR CONFLICTS: FLIRTHER.
PROVIDING FOR AN EFFECTIVE DATE.
WHEREAS, the Charter of the Citv of Dania Beach, Part III, Article 3, Section 4.
Subsection (), authorizes the City Manager to purchase supplies, services, equipment and
materials for the City govemment in amounts in excess of the established monetary threshold
without competitive bidding and without advertisement for bids ifhe/she is authorized to do so in
advance by a resolulion adopted by the City Commission and ifsuch purchases are made pursuant
to a competitive bid obtained within the last eighteen ( l8) months by other govemment agencies,
such as the federal government, state olFlorida or a Florida municipality or counr)*: and
WHEREAS, the Dania Beach Code of Ordinances, Chapter 2, Article l, Section 2-10,
"Monetary thresholds for certain purchases and payment disbursement authorizations", Subsection
(a), sets the monetary threshold or limitation at $50,000.00; and
WHEREAS, IT Parker Community Center is undergoing significant renovations.
including new offices, hurricane-rated improvements,
WHEREAS, the Cir.v.. has obtained a proposal from BIS Digital for the purchase of audio
and video equipment and profbssional services (the "AV System") to be installed in the IT Parker
Communit"v" Center, providing improved AV capabilities for events. workshops. and other
meetings; and
WHEREAS, the City Administration recommends that the Ciq'Commission waive formal
bidding and authorize the AV System purchase in the amount of Seventy-Six Thousand Nine
Hundred Sevent) and Thirty-Two Cents ($76.970.32) from BIS Digital using TIPS contract no.
230901 .
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE
CITY OF DANIA BEACH, FLORIDA:
Section l. That the foregoing "Whereas" clauses are ratified and confirmed to be true
and correct, and they are made a part ofand are incorporated into this Resolution by this refbrence.
Section 2. That the proper City officials are authorized to execute the necessary
documents for the purchase of an AV System exceeding the annual vendor threshold of Fifty
Thousand Dollars ($50,000.00).
Section 3. That the proposal totaling Seventy-Six Thousand Nine Hundred Seventy
and Thirty-Two Cents ($76.970.32) is funded by a transfer of Eighty Thousand Dollars
($80,000.00) from Information Technology Fund Contingency Account No. 507- l 7-04-51 6-99-
l0 to Machinery & Equipment Account No. 507- 17-04-516-64-00, and that the additional funds
shall serve as contingency for unforeseen AV System costs.
Section 4. That the City is authorized to exceed the proposal amount for minor changes
to the scope or price increases, subject to the availability of funds.
Section 5. That the proposal from BIS Digital is made a part ofand incorporated into
this Resolution by this reference as Exhibit "A".
Section 6. That all resolutions or parts of resolutions in conflict with this Resolution
shall be repealed to the extent of such conflict.
Section 7. Thal this Resolution shall be effective immediately after passage.
PASSEDANDADoPTED* A\,tdus} LL.zozq.J
{Ll)nt\VnMotion by seco *i'
Yes No
Commissioner Joyce L. Davis
Commissioner Tamara James
Commissioner Marco Salvino
Vice Mayor Lori Lewellen
Mayor Archibald J. Ryan IV
FINAL VOTE ON ADOPTTON: Unanimous
')RES.LUTT.N #2o,o-l€t
ATTEST:
ELORA C
CITY CLERK
EVE o SIS
CI ORNEY
ARC IV
MAYOR
-t a
J RESOLUTION 4202.1-ICfl
APPROVED AS TO FORM AND CORRECTNESS:
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City of Dania Beach
Proposal
City of Dania Beach tT Parker lnstallation Proposal
07 -26-2024
Sales: (800)834-7574
Support (800)715-1234
Email: info@bisdigital.com
web: www.bisdigital.com@o'1350 NE 56th Street, Suite 300
Ft. Lauderdale, FL 33334 o
Darryl l\,lcFarlane
901 NE 3rd St.
Dania Beach FL 33004
(954) 924-6800
dmcfarlane@daniabeachfl.gov
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Proposal lnformation
Title of Proposal:
City of Dania Beach lT Parker lnstallation Proposal
Proposal Total
s76,970.32
Proposal Due Date:
lntended Recipient Name (Attention To):
Darryl McFarlane
Delivery Address:
901 NE 3rd St.
Dania Beach FL 33004
Submitting Organization lnformation
BIS Digital Proposal Reference lD:
P-2301021
Drop-off Location (Building Name):
lT Parker Community Building
Contract Number:
TIPS Contract 230901 - Audio Visual Equipment,
Supplies, and Services
Name:
Business lnformation Systems, lnc. DBA: BIS Digital
Address:
1350 NE 56th Street, Suite 300
Fort Lauderdale, FL 33334
Email:
sales@bisdigital.com
Website:
www.bisdigital.com
Account Manager:
Josh Stephens
Phone:
(800) 834-7674
(954) 493-7377
Account Manager Phone:
(800) 834-7674 x 4040
Fax:
(877) 8s8-s611
Date:
July 26,20?4
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t*4.&,/**
July 26,2024
Darryl McFarlane
90'l NE 3rd St.
Dania Beach FL 33004
dmcfarlane@daniabeachfl.gov
Dear Darryl McFarlane,
Thank you for considering BIS Digital for your audio and video needs. We are pleased to submit our proposal
in response to your request.
Attached to this proposal, you will find detailed information about our products and services, as well as
pricing and terms. We believe that our proposal represents the best value for City of Dania Beach, and we look
forward to the opportunity to work with you.
lf you have any questions or would like to discuss this proposal further, please do nol hesilate to contacl us.
Sincerely,
Josh Stephens
Account Manager
josh. stephens@bisd igital. com
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Company Overview
BIS Digital has been in the audio and video industry since 1982 and possesses a wealth of experience in
providing integrated solutions for entities of all sizes. Headquartered in Ft. Lauderdale, Florida, the company
has over 90 employees with direct sales and service representatives throughout the US.
Our primary business is the sale, service, and support of multichannel digilal audio/video recording software
for the judicial and courtroom systems; city/county governments; public safety and interview rooms; and
private enterprises. Other areas of expertise include software.based enterprise room control, AV electronic
hardware and software integration, video presentation technology and tv broadcast systems, and digital
sound/audio reinforcement.
ln addition to our comprehensive AV solutions, we provide a range of video conferencing options for remote
video arraignment and other court conferencing needs, in either hosted or non-hosted formats. We also offer
remote language translation connectivity and digital dictation, as well as meeting agenda automation, live
streaming, web hosting, and on-demand systems. From concept lo completion, we have provided these
technologies to over 6,000 customers.
The strategic direction for BIS Digital has been to develop solutions that operate in an open architecture
environment, are user-friendly, and can be accessed on PCs, tablets, and smartphones. We work with award-
winning manufacturers to design fully integraled AV capabilities for optimal workflow and efficiency. All our
solutions are developed to work seamlessly with our core DCR audio and video recording software and any
current case management software being utilized in the courts and other spaces today.
As such, our team has a deep understanding of the unique requirements in these settings and the importance
of reliable and effective AV systems. Our priority is to work closely with our clients to ascertain their specific
needs and design a system that meets them. With that said, to us, technology integration and support rs more
than a project. lt's a partnership. lt's why we also offer ongoing maintenance and support for our AV systems,
as well as providing training and technical assistance to users. We strive to build long-lasting relationships
with our clients and exceed their expectations at every opportunity.
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Corporate Data
Years in Business
43
Number of Employees
90
Certifications
BIS Digital is a Certified Reseller and
Authorized Support Agency for the following
manufacturers (includang but not limited to):
Owner / CEO
Steve Coldren
Vice President
Kirk Ambrose
cFo
lsabel Valle
Manager of Operations
Gary Jones
Regional Sales Director
Jade Coldren
Account Manager
Josh Stephens
System Engineer
Nick Riesco
Project Manager
Rosie Socolovitch
Geographic Reach
US + 6 Countries
. ASC. Ashly. Atlona. Audio-Technica. Axis. Biamp. Dante. Extron. Philips. QSC. Shure. Sony. Televic. Williams Sound. WolfVision
!nsta!fation (l)-C - BIS-3002292
Josh Stephens
josh.stephens@bisdigital.com
Main Hall
Will this Scope of Work apply to multiple rooms?
No - This scope does NOT consider multiple rooms
Will any BIS Digital provided equipment need to match existing equipment?
No - All BIS Digital provided equipment can be standalone and does not need to match any existing
equipment.
Were the end-to-end workflows of the room, the existing system, and how the new system will be installed to
satisfy workflow needs documented for client review and approval?
Yes - A full description has been documented below.
Will system training be required?
Yes - BIS Digital Technicians will train end users on using the installed system.
lnstallation (l) Description / Notes:
The lT Parker Community Center is being renovated and requires AV upgrades. The
City of Dania Beach are looking too:
Replace Mixer (will have extra inpuls for future expansion if necessary), Amplifier,
and add 2 wireless mics (inside existing wall mounted rack on stage right).
Replace (18) Ceiling Speakers.
lnstall ceiling mounted laser projector (white) along with large in-ceiling mounted
screen (while) centered with stage just past the front of stage into the room.
Screen will be controlled through a wired wall switch, while projector will be
controlled by remote.
Add video distribution by installing an HDMI input wall plate in front of slage that
will output to projector (provided by BIS) and two 98' monitors flanking either side
of the stage (provided by Dania Beach).
*All power and cabling for video to be run by construction contractor, (Dedicated 20
amp circuits at projector (ceiling), screen (ceiling), and rack (if not already existing.
Shielded cat6 to both monitors (provided by Dania Beach stage left and right walls),
projector (ceiling), HDMI wall plate (front of stage).
City of Dania Beach
ls the client planning to record with DCR? Network Approyal Process?
No - DCR recording is not required in this system. No
Will an lT Administrator or someone with knowledge of the network be available at the time of installation?
N/A - Network anfrastructure is not needed for the scope of this system.
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General Scope of Work Description for lnstallations
BIS Digilal is committed to delivering high-quality AV systems that meet the needs of our clients; our Scope of
Work process is an integral part of this commitment. Please note that this document is intended as a preliminary
assessment only and may be subject to a final technical assessment of your requiremenls. lts use is limited to
the purpose of allowing you to verify, via signature, whether the listed equipment, software, and installation
needs were accurately recorded. The final implementation of equipment and functionality may vary due to
factors including but not limited to: budget, infrastructure, and manufacturer constraints. This document does
not provide any implied or express warranties, and BIS Digital accepts no liability for any reliance on the
information contained within i1 beyond its intended purpose as an initial work assessment. Unless otherwrse
specified, the following section lisls BIS Digital and client responsibilities for a standard installation.
BIS Digital will be responsible for the following: The client will be responsible for the following:
. Provision of all necessary labor, supervision, tools,
equipmenl, materials, services, testing, and other
expenses for the successful installation and delivery of
a complete and operable A/V solution.
. Performance of all work as described in the scope of
work, including installation and testing of specified
equipment and final circuit terminations in the head-
end equipment racks.
. Proiect management, personnel, supervision, staff,
labor, installation planning, scheduling, documentation,
installalion quality, and testing devices as required to
complele the work.
. Furnishing of specified equipment, with the caveat
that BIS Digital reserves the right to bill for equipment
as stored materials when delivery or installation is not
possible.
. Recommendation for the installation of dedicated
electrical power at the head-end, end-user equipment,
or at the location of final control(s).
. Produclion of deliverables and any substitutions on a
schedule established under a purchase agreement.
. Preparation of the installation site, including but not
limited to carpentry network connection installation,
and electrical work.
. Provision of scaffolds, ladders, or high-reach
equipment for installation work in ceilings over 14 feet
BIS Digital will quole rental equipment as needed or
upon request.
. Responsibility for any external noise or factors
creating noise within the systems not exposed by
installed electronic equipment.
. Ensuring thal installation structures will support the
weight of equipment, including but not limited to wall-
mounted displays, hanging loudspeakers, and
equipment racks.
. lf required, customerprovided contractors will be
responsible for the provision, hanging, and installation
of all rigid electracaljunction boxes, AC power, relay
switches, conduits, and any structural reinforcement
means as required for the proposed systems.
Client Name Signature Date
By signing below I certify that I am an authorized signer for City of Dania Beach and have reviewed and approve
the Scope of Work provided by BIS Digital. I understand that this Scope of Work defines the equipment
requirements for the project, and certify this document accurately captures the needs of my organization. I also
acknowledge that any changes to the Scope of work must be approved in writing by all parties involved.
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Disclaimer: Shipping and Handling
Shipping lnformation and Requirements
By engaging in our shipping services, customers are obligated to provide precise shipping contact information.
This includes the first and last name, title, phone number, and email address of the individual designated 10
oversee shipping logistics. Customers must also explicitly state whether their location possesses a designated
dock for receiving shipments. This information is crucial for planning to ensure the most efficient and timely
delivery method.
Direct Shipments f rom Manufacturers
BIS Digital reserves the right to dispatch particular items, such as monitors and specific components, directly
from the manufacturer. While this approach may result in separate arrivals from bundled systems, it is essential
to secure timely deliveries and the uncompromised condition of individual components. Rest assured, we
manage this process to minimize any potenlial disruption to your project.
Shipping Costs
The expenses associated with shipping and handling will be determined accordang to projectspecific
requirements. Customers will receive a set price for these costs included in a Bill of Materials prior to proceeding
with any shipment. 0ur objective is to maintain cost-efficiency while upholding the highest standards of care for
your equrpment.
Shipping Schedule and Tracking
BIS Digital collaborates closely with customers to establish a shipping schedule that aligns with project
timelines. Timely delivery is a paramount commitment, and customers will be kept informed of the shipping
status through proactive communication. Addilionally, when applicable, customers will be granted access to
tracking services and notifications, affording them the means to monitor the status of their shipments, thereby
facilitating appropriate preparation for the arrival of their AV equipment.
Disclaimer and Contact lnformation
This Shipping and Handling Disclaimer serves as a general guideline for our shipping and handling procedures
BIS Digital is firmly committed to addressing specific inquiries or concerns regardang shippang in a prompt and
efficient manner, all with the overalching goal of ensuring a seamless and expedient shipping experience for
your AV equipment. Should you require further clarifications, have concerns, or need additional assistance, we
encourage you to reach out to our dedicated support team.
Does the delivery site include lockable storage? ls the delivery site equipped with a loading dock?
N/A - Lockable storage not needed for this scope. N/A - Loading dock not needed for this scope.
By signing below I certify that I am an authorized signer for City of Dania Beach and have reviewed and approved
BIS Digital's Shipping and Handling Disclaime. I understand that this disclaimer provides a general overview of
shipping expectations and agree to hold BIS Digital harmless from liability arising from third-party carrier errors,
damages, or delays. Furthermore, I acknowledge that if specific shipping instructions, such as address details,
carry-in delivery or attention-to information, are required, I will promptly forward these instructions to the
designated account manager for implementation. I also recognize that any delays in providing accurate shipping
information may result in project delays, and I accept responsibality for mitigaling such delays by promprly
addressing any shipping-related requirements.
Client Name Signature Date
-
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Disclaimer: Client-lnitiated Modifications and Post-lnstallation Changes
This document serves as a disclaimer by BIS Digital, lnc. to address concerns regarding client-initiated
modifications and changes made lo audiovisual systems during or post-installation. We urge all clients, their
respective staff, and any applicable third-parties, to carefully review and undersland the following points.
Responsibility f or Modif ications
BIS Digitaltakes pride in delivering highauality audiovisual systems and solutions that are carefully designed,
installed, and configured according to the client's specific needs and requirements. Any modifications,
alteralions, or changes made to the installed systems by the client or their staff after the complelion of
installation are outside the scope of our original service and responsibility.
Risk and lmplications
Clients are advised that making unauthorized modifications to the audiovisual systems, including hardware and
software, may result in compatibility issues, operational errors, and system malfunction. Bls Digital shall not be
held responsible for any issues or damages that may occur due to these client-iniliated modifications.
client Decision-Makers
We encourage clients to designate responsible individuals who will oversee and approve any changes or updales
to the audiovisual systems, and who understand the potential consequences of unauthorized modifications.
Client Communication
ln the event that clients intend to make changes or upgrades to the installed systems, we kindly request that they
notify BIS Digital in advance. This will allow us to assess the proposed changes for compatibility and potential
impacts on the system.
Warranty and Support
Our standard warranty and support services apply to the audiovisual systems as they were originally installed
and configured by BIS Digital. Any client-initiated modifications may void these warranties and may incur
additional charges for repair or maintenance.
Dispute Resolution
ln the event of disputes arising from client-initiated modifications and their impact on the audiovisual systems,
BIS Digital is open to engaging in a constructive dialogue to find mutually acceptable solutions. However, the
ultimate responsibility for such modifications rests with the client.
Acknowledgment
By continuing to use or make changes to the audiovisual systems installed by BIS Digilal, clients acknowledge
their understanding and acceptance of this disclaimer.
Contact lnformation
For any questions, concerns, or inquiries related to this Disclaimer, please contact BIS Digitalthrough our official
channels.
Please note that thas disclaimer is a fundamental aspect of our service agreements. BIS Digital is committed to
delivering exceptional AV solutions and ensuring the longevity and functionality of our installations. We
appreciate your cooperation in preserving the integrity of our work.
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Client Site Preparation Checklist
As part of delivering a seamless experience, there are a few things clients can do ahead of time that greatly
impact the speed and efficacy of an on-site or remote installation. ln either instance, BIS Digital highly
recommends reviewing the client checklist provided below and completing all applicable items within the
timeframes listed should you choose us as your technology partner. lf you have any questions about the items
on this list, please don't hesitate to contact your account manager or call us directly at (800) 834-7674.
At least 30 Days Prior to lnstallation Date:
tr ldentify the location where the AV equipment will be
installed and ensure that it meets the necessary
specifications, including proper power and electrical
outlets, HVAC, lighting, and structural support.! Provide BIS Digital with a comprehensive list of all
existing AV equipment and systems that will be
integrated with the new equipment, including make and
model numbers.! Ensure that all necessary software and firmware
updates have been performed on existing equipment.! Ensure that all required permits and licenses have
been obtained, including those related to construction
or renovation work as applicable.
E Ensure that any necessary network infrastructure is
in place, including existing routers, switches, and
firewalls.
! Provide BIS Digital with any applicable lP addresses
to ensure that the AV equipment is properly configured
to integrate with the network.
D Ensure that the appropriate personnel are presenl
during the installation, including facilities personnel, lT
personnel, and any other key stakeholders.! Establish a clear communication plan with BIS
Digital to ensure that any issues or concerns that arise
on-site are promptly addressed.! Coordinate with BIS Digital to schedule any
necessary training sessions for end-users to ensure
that they are familiar with the AV equipment and its
functionality.
Day Before lnstallation:
! Provide BIS Digital with any necessary access codes
or keys to the installation site.! Ensure any pre-shipped equipment is accounted for
and accessible to the technicians on site.! Ensure any existing computers will be in proper
working order, free of viruses, have internet access, and
be in the place where they will be used.
! Provide BIS Digital with any necessary user
credentials and network access information to ensure
that the AV equipment is properly inregrated with the
network. lf this cannot be provided, please ensure
someone with administrator rights will be available
during the installation.
Noie on Recording Storage:
The DCR recording software can write files to multiple
locations simultaneously. BIS Digital will create a
C:\DCR Recordings folder on the local recording
computer as the primary storage method. A mirror
copy can be written to a network, external HD, flash
drive, SD card, or CD/DVD. Mirroring to a network
location is the preferred method. When mirroring to a
network path, any user that intends to record
audio/video will also need read/write/modify access to
this network path so that the files can mirror
successfully. When considering storage methods, BIS
Digital recommends revisiting state or local
government requirements f or long-term storage.
lf Archiving Recordings to a Network Path:
! Create a dedicated folder on the network for
recording files.! Ensure the Universal Naming Convention (UNC) path
is available for that folder.
D Ensure each recording PC will have network access
to this path.
E Ensure user logging into a recording computer will
have read/wrile access to this path.
lf Archiving Recordings to a CD/DVD:
E Ensure any existing CD/DVD burners meet BIS
Digital specifications, function properly, and be
installed at each recordlng computer.
! Ensure any applicable CD/DVD writing software is
installed unless purchasing from BIS Digital.
E Provide a sample of writable media for
testing/training and going Iive with the system. CD-R
and DVD +R are the supporled disk types.
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Disclaimer: Standard Training
The scope of trainang provided by BIS Digital is limited to the standard operation and maintenance of the
equipment as outlined in this scope of work and in accordance with lhe manufacturer's requirements. Training is
intended to equip end-users with the knowledge necessary to independently and effectively operate the
integrated audiovisual systems.
Our training sessions are conducted by an installing technician who is most knowledgeable about the specific
system, especially in cases where adjustments or modifications have been made due to unforeseen conditions
on-site. This ensures that users receive tailored, accurate, and up-to-date information regarding their AV system.
The estimated total hours of training, as listed in the table beloW are calculated under the assumplion lhat each
user will be trained individually. This approach is adopted because BIS Digital recognizes that end-user
availability for training may vary significantly. However, we can accommodate group training sessions for
efficiency. Please note that group sizes are generally limited to no more than five (5) people to ensure the quality
and effectiveness of the training.
Please be aware that our training sessions are standardized and may not accommodate specific learning
disabilities or impairments. Our technicians are not certified trainers and are unable to provide specialized
traininq for such cases. lf any subset of client users requires special accommodations due to learning
disabilities or impairments, we strongly encourage a "train-the'trainer" approach with the client. This means that
the client should designate an individual or individuals within their organization to receive the standard training
and then provide tailored training or support to those with specific needs.
While every effort is made to provide comprehensive training, BIS Digital shall not be held liable for any errors,
omissions, or issues arising from the use of the integrated audiovisual system following training. Users are
encouraged to seek additional support or clarification if necessary.
By proceeding with training services provided by BIS Digital, you acknowledge that you have read and
understood this disclaimel and you agree to abide by the terms and conditions stated herein. lf you have any
questions or concerns regarding our training services or this disclaimer, please do not hesitate to contact us.
DCR
DCR-VC
DCR Player
Web Access / Network Monitor
Room Contlol
Evidence Presentation
Olher (see notes)
Total
Number of Users
0
0
0
0
0
0
5
Estimated Number of 8 Hour Training Days in Addition to lnstallation (as Facilitated by 1 Technician):
0.42
Estimated Hours
0
0
0
0
0
0
10
10
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Optimal Specifications for BIS Digital Recording PC Systems (v8.5)
PC Requirements:
2/4 Channel Audio 0nly
- 8GB RAM
- 256 GB Hard Drive / 8 MB Cache / 7200 RPM
- lntel Core i5 Processor
- Ethernet RJ-45 Network lnterface 100/1000
- USB 3.0 Ports
- Microsoft Windows 7-1 1 Professional
4/8 Channel Audio w/ 4 Video Channel Max
. 16GB RAM
- 'l TB Hard Drive / 8 MB Cache / 'l 0,000 RPM
- lntel Core i5 Processor
- Ethernet RJ-45 Network lnterface 100/1000
- USB 3.0 Ports
- PCle Slot (For Non-lP Video Solutions Only)
- Microsoft Windows 7-11 Professional
8/16 Channel Audio W 8 Video Channels
- 16GB RAM (32G8 Recommended for DCR-VC and
Broadcast)
- 2TB Hard Drive / 8 [/B Cache / 10,000 RPM
- lntel Core i7 Processor (i9 Recommended for DCR-VC
and Broadcast)
- Ethernet RJ-45 Network lnterface 100/'1000
- USB 3.0 Ports
- PCle Slot (For Non-lP Video Solutions Only)
- Microsoft Windows 7-1 'l Professional
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Audio Sources
Location
A1 other (see notes)Provide'l
New
Provide 2
New
Status Placement Type
Wall-mounted HDMI Aud o Wall Plate
Shelf'sillrng Hand-held
(Wreless)
N/A
N/A
DCR
Channel
A2 Rack
N/A
N/A
Speakers
Location
Ceiling
Status
Provrde I8 New
Typ€
ln-ceiling Speaker
Zone
N/A
Make/Model
s1
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Video Sources
Location Status Placement Type Dist. to
Targel Ta19etMake/Mo
del Shot
N/A
Function
Other (see
notes)
Provide 1 Wall
mounted
HDMI
Feed Plale N/A N/A
DCR
channel
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No
No
No
m
D3
Displays
Projector Screen
(Up/Down)
Ol Cer|ng
RCI
Projector (On/OfO J
Status Placement Size Type Make/Model
Projector Laser
Projector
Screen ln-ceiling
lnclude
Audio?Controls?
Annotation
Control?
No No
No No
NO
RC5
Provrde
I New
Cerhng
mounled
(frxed)
CerIng Provide
1 New
Ceiling-
mounled
(fixed)
Use 2
Claent-
Provided
Wallmounted
(fixed)9S Monitor
RC3RC2 RC4
Room Control Panels
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Equipment
AmpliIie.
Assisled Listeninq
System
Desklop/Laptop
DSP/Mixer
NAS Drive
Netvrork Switch
Power Condilioner
Pres€ntation Syslem
Video Dist.ibutioo
Amplifie.
Video lnput Srvitcher
Oher (see noles)
Location
Rack
Status
Provide 1 New
Make / Model Ports Available
Rack
Rack
Provide I New
Rack
Rack
P.ovide 1 New
Provide 1 New
Rack(s)
Location
Rack 1 other (see notes)
Provide I New
Status Type
Use 1 Client-
Provided WallMounted Direct(in-room)
conduit
Existing
Units
Available
12U
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On-site lockable storage?
N/A - Lockable storage not needed for this scope
Loading dock?
N/A - Loading dock not needed for this scope
Known asbestos?
No - Client confirms installation site is free of
asbestos.
Conduit available?
N/A - Conduit not needed for this scope
Access above ceiling?
Yes - BIS Digital can access areas above ceilings on-
site as needed.
Any ceiling height on-site greater than 12 feet?
Yes - BIS Digital will quote a ladder or lift.
Cables ran in-wall?
Yes - Existing infrastructure will support running
cables in-wall.
Cables ran on floor with coverings?
N/A - Cables will not be ran across the floor for this
scope.
I.d
Equipment mounted on walls, ceilings, or floors as needed?
Yes - Exisling infrastructure will support mounted equipment.
At time of walk, client confirmed that installation structures will support installed equipment as applicable?
Yes - Client confirmed struclure WILL support installed devices.
At time of wall! client confirmed relocating rack or equipment may require nerv cable runs for existing
equipment as applicable?
Yes - Client confirmed possible relocation constraints.
Room Diagram:
Ceiling
wall A
wall B
wall c
wall D
Floor
Promin€nt
Fcai!i!
Rack Access
Door
N/A
Mcasurcmant
(fcet)
'15
100
't 50
r00
150
lrale.ial
Drywall
Drywall
Drywall
Drywall
Drywall
Concrete
Adjac.nt
Arca
Attac
Exterior
Hallway
Exterior
Exterior
N/A
o
o
o
ao
a
o
a
o
o
o
a
a
a
a
Will the system be installed as part of a construction
or renovation project?
Yes - Renovation.
a a
Has an installation timeline been established?
No - The timeline is to be determined.
a
lnfrastructure
Room Construction:
tl
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At time of walh did the client confirm a POC for the project?
No - Client did NOT confirm.
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Key System Technology
Digital Signal Processor
Digital Signal Processors (DSPs) are specialized computers that are used to process and manipulate signals
in real time. This is achieved through algorithms that can analyze and manipulate audio in a variety of ways.
For example, a DSP mighl be used to adjust the volume of an audio signal, remove background noise, or
cancel out echoes. They are an essential component of many BIS Digital provided audio systems and are used
in a wide range of applications including but not limited to courtrooms, council chambers, police stations, and
conference rooms.
BIS Digital provides DSPs that offer advanced processing capabilaties and a range of connectivity options,
particularly where clear, intelligible audio is critical. Specifically, most of our DSPs will handle up to 64
channels of audio and support a range of audio signal types, including analog, digital, and networked audio,
such as voice over internal protocols (VOIP) or Dante.
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lnstallation Overview
BIS Digital is committed to delivering high-quality AV systems that meet the needs of our clients; our
installation process is an integral part of this commitment. The following section is a general overview of the
steps we take to ensure a seamless experience. Note: The final schedule is determined with the client after a
proposal is accepted and a purchase order is received.
Our installation process begins with careful planning and design to ensure that the AV system meets the
needs of the end users and is properly integrated into the space. This includes conducting site surveys to
assess the physical space and infrastructure, as well as working with clients to understand their specific
needs and requirements. ln circumstances where we are not able to conduct a technical walkthrough pre-
quotation or believe the project would benefit from an additional review we will coordinate a site survey at the
clienl's earliest convenience. This allows us lo properly assess the physical space and infrastructure, and
solidify whether any site preparations need to be made in advance, such as providing lockable storage or
installing power outlets as needed to support the AV system. Product orders will commence immediately
following this final site review meeting and can take 2-3 weeks, depending on manufacturing and shipPinq
times.
Once the sate is prepared, BIS Digital will connect and configure all hardware and software components of the
AV system. All work will be performed by BIS Digital Technicians only, with no subcontractors. This may
include installing and configuring audio processors, amplifiers, and control systems, as well as integrating the
AV system with other building systems as applicable. lnstallation times can range from two days to two
weeis per room depending upon the complexity of the system and environment. Cuslom programming and
support will be provided by BIS Digital programmers, who will be available throughout the installation period
and for routine performance upgrades and maintenance through remote service. BIS Digital follows all local
building codes and regulations when performing work and ensures that all components are installed safely
and securely.
After all elements are installed and tested, our technicians will provide user training to ensure that all end
users are comfortable operating the AV system. The scope of training will vary depending on the complexity
of the project and lhe number of users who need to be trained. This may include hands-on training sessions,
demonstralions, and the creation of user manuals or other documentation as needed. Ongoing training can
also be provided through an on-sile service or remote service agreement if desired. Our goal is to ensure that
all end users have the knowledge and skills they need to effectively use and maintain the AV system.
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Support and Service Overview
(800) 71 5-1234
Support@BlSDigital.com
ln the event a BIS Digital technical support representative does not respond in a prompt manner (within 8
business hours), customers can escalate their service issue to the contacts below.
Account Manager - Josh Stephens
(800) 834-7674 x 4040
Technical Services Manager - Gary Jones
(800) 834-7674 x 4513
Director of Operations - Mitch Wise
(800) 834-7674 x 9sl6
At BIS Digital, we are committed to meeting our customers' service and supporl requirements and honoring all
product warranties. We also offer comprehensive maintenance programs that include on-site and remote
support, service, and training in addition to warranty fulfillment. Complete details are available upon request.
we have a 2417 toll-free service hotline staffed by experienced technical service representatives, as well as
options for placing service calls directly on our website or by phone. ln most cases, we can resolve issues
over the phone or in a video conference, but there may be times when an on-site visit is necessary. We use
hosted customer relationship management (CRi/) software to track the performance of our supported
systems and our customers' services. Our technicians receive service calls through our internal service
coordinator, and the cosl of service coverage depends on the customer's service agreement. When a servrce
call is completed, an aulomated email is sent to the customer with the results.
To ensure that we're responding quickly and efficiently to our customer requests and service issues, we've
also implemented a Service Level Management Escalation Policy that outlines how we handle different levels
of severity and how we communicate with our customers. Sometimes, we may need to escalate issues for
technical or managerial reasons. Technical escalations involve bringing in additional expertise to resolve
technical problems as quickly as possible, while managerial escalations involve higher levels of decision-
making authority to address procedural or behavioral obstacles that may be holding up the resolution of a
situation.
To optimize these systems, we ask every customer to contact the Technical Support Center first:
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Bill of Materials
Account Name:
City of Dania Beach (FL) (Fl)
Quote Name:
l-C - JUL 2024 - PRJ AND AUD - Main Hall - lT Parker Community Center - City of Dania Beach
Quote Number:
o-8026523
Account Rep:
Josh Stephens
Quote Amount:
$76,970.32
Account Rep Email:
josh.stephens@bisdigital.com
Date: Quote Expiration Date:
7t26t24 1t25125
Account Rep Phone:
(800) 834-7674 x4040
Item Product Code Qty List Price TIPS Price Total Pric€
'10K Lumen 4K Laser Prqector - Rts_pRJ-10000-LZR_S2
WHITE
't.73-2.27'.1 ZOOM LENS (LENS
sHrFT)
Heavy Duty Universal Projector
Mount - VCIrU WH
18124" Pipe for Projector Mount
Hard Ceiling Plate for Projector
Mount (White)
Motorized Projection Screen
'108'x192' (9'x16')
Low Voltage Electric Proiector
Screen Control Module (lncludes
3-Button Switch)
Commercial Grade Mini DSP | 8
Flex Analog l/O with AEC I
USB/POTSA/oIP - lncludes:
32x32 Dante I Teams I Scripting
Engine IUCI Deployment
Wireless System 10 |
Rack-Mount Receiver Chassis I
Series 2
Wireless System 10 | Receiver
Unit I Series 2
Wireless System 10 | Handheld
Microphone Transmitter I Series
2
Brs-NEC-LENS-ZOOM- 17 3-227
BIS.VCMU-PRJ-MNT.LRG-UNI
Brs-PR-CM-P18/24
BIS-PR.CM-B
BIS.PRJ-SCR-CNTL.916
B I S-PR-MSIC.LVRC-I\,I
19999.00 $17,999.10 $ 17,999.10
2499.00 $2,245.10 $2,249.10
599.00 $s39.10 $539.10
240.00 $216.00 $216.00
'105-00 $94.50 $94.50
8999.00 $8,099.10 $8,099.10
418.00 $376.20 $376.20
1 .00
1.00
1.00
1 .00
1 .00
1 .00
1 .00
BtS-QSC-8FLX-DAN-32rO-r-sE-uCr 1.00 4550.00 $4,095.00 $4,095.00
BIS.ATSl O.RMRC-S2 1.00 360.00 $324.00 $324.00
BIS-ATS,IO-RU-S2 2.00 355.00 $319.50 $639.00
BIS-ATSl O.HHMT-S2 2.00 335.00 $301.50 $603.00
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Item Product Code Qty List Price TIPS Price Total Price
4K60 HDMI to DTP Dislribution
Amplifier | 1x4 (230fl)
4l(60 HDMI DTP Receiver
(23oft)
4l(60 HDMI DTP Wall Plate
Transmitter (230ft)
g-port Network Switch | 9x 1GB I
8x PoE+ (1'10w)
BIS-EXTRN-DTP-HD-DA.4K-230-4
BIS-EXTRN.DTP-HDM I.4K-230-RX
BIS.EXTRN.DTP.T.WP-23OFT
Bts-NS-M4250-GSt4421 0PD
1.00
4.00
1.00
1.00
1.00
9.00
1.00
2.00
1.00
3.00
'1.00
1.00
1.00
I .00
3650.00
695.00
850.00
990.00
1970.00
725.00
450"00
822.00
600.00
21 .00
15.00
854.46
4108.02
17820.00
$3,285.00
$62s.s0
$765.00
$891.00
$1 ,773.00
$652.50
$40s.00
$739.80
$540.00
$18.90
s13.50
s769.01
$3,697.22
$16,038.00
$3,28s.00
$2,502.00
$765.00
$891.00
$1,773.00
$s,872.50
$405.00
$1,479.60
$540.00
$56.70
$13.50
$769.01
$3,697.22
$16,038.00
800W 4Ch Rackmount Amplifier I BtS-OSC-Mp-A40V
8' Non-Trle Cerhng Speakers - Rrs_Sp_CN t2Whrte (Parr)
P^owerDistributionsystem Brs-pwR-Drsr-s2(5efles z)
:!931<ej wire 12AWG IPIenumI- Brs-w-spKR- 12AWG1000ft Roll
CAT6A Cable I Shielded I Bl""k I ers_w_cn r6A_SHB_500500'
HDMI Cable (6ft) BIS-HDMI-6FT-MM
HDMI Cable (3ft) BIS-HDMI-3FT-i,4i,4
lnstallation Supplaes BIS-INST-SUP
Shipping/Handling S/H
On-site Setup lnstallatron and
Trarning (per syslem
Annual ON-SITE SUPPORT
g:?i:HHf:ffitract ro be Nr\rNr-os-HRDW
lssued Upon lnstallation
TIPS Contract 230901 - Audio
Visual Equipment Supplies and BIS-X-TIPS
Services
1.00 4042.3s $3,638.12 $3,638.12
Total (Before Tax): $76,970.32
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Proposal Terms and Conditions
Proposal lD
Effective Period
Tax Status
P-2301021
This proposal is valid through 01-22-2025
Sales tax will be added to an invoice unless a Tax-Exempt Form is on file with the BIS
Digital corporate office.
Deposit All orders above 55,000 require a 507" deposit. once the deposit for an order is
received by BIS Digital, installation scheduling and shipment of goods wall occur
Payment Terms Payment for the delivery of goods is due upon the transfer of possession of lhe
goods to the buyer or its agent. Payment of services is due when all services have
been fully performed in accordance with the terms of the agreement. The buyer shall
promptly inspect the goods or services upon receipt and shall notify BIS Digital of
any defects or non-conformities. An AcH number will be provided for payment.
Cancellation ln the event a customer cancels or poslpones an order after a deposit has been
received, BIS Digital reserves the right to invoice for hardware, software, shipping
costs, and any other materials procured for the order.
Restocking Fee: A 20% restocking fee will be charged for all canceled orders
Limited Warranty New software supplied by BIS Digital are covered for 90 days from the date of
installation. New hardware supplied by BIS Digilal are covered for 90 days from the
date of delivery. Manufacturer Warranties do not cover On-Site Technical Support,
Shipping costs, or Software upgrades.
Softlvare Assurance Annual Software Assurance entitles users to software upgrades at a fixed fee
assessed at time of purchase.
Substitutions Unforeseen supply chain disruptions or component shorlages may imPact the
availability of goods. As a result, some items may require substitution and may be
subject to price and/or delivery time variances. ln these instances, BIS Digital will
consuh with the cuslomer about options and alternatives.
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Proposal P-23O1O21 Accepted By
Full Name (Print):Title:
Signature:
PLEASE NOTE:
By signing above and or providing a purchase order number below, your organization is agreeing to the
appended scope of work, pricing, disclaimers, terms, and conditions, and is authorizing BIS Digital, lnc. lo
order, install, and bill for ALL materials and applicable services listed in this proposal: P-2301021.
Accounts Payable lnformation
Full Name (Print):Phone Number:
Email Address:Fax Number:
Purchase Order Required for Purchasing?Purchase Order Number:
YES NO
Date: