HomeMy WebLinkAbout2009 12 14 Regular 602.2 Review Proposed Message Center And Approve Proposal From Eljay Atheltic Services COMMISSION AGENDA
Consent
Informational
ITEM 602.2 Public Hearing
Re ular X
December 14, 2009
Regular Meeting M r. 1 t.
Authorization
REQUEST: The Community Development Department is requesting that the City
Commission review a proposed Electronic Message Center for City
Hall and approve a proposal from Eljay Athletic Services for the
purchase and installation of the same at a cost of $26,295.
PURPOSE: The purpose of this item is for the City Commission to review the design
and related proposals for a message center to be located in the front of
City Hall along State Road 434.
CONSIDERATIONS:
On February 9, 2009, at a regular Commission Meeting as part of Reports 408, the City
Commission requested that staff research design options, code requirements and potential costs
for a programmable Message Center to be located at City Hall that would provide information to
residents about public meetings and other current events scheduled throughout the City.
On March 9, 2009, at a regular Commission Meeting under Item R -600, staff reviewed
City Code with the Commission related to signage along State Road 434 and also presented
various design concepts and potential installation locations for a Programmable Electronic
Message Center for City Hall. The Commission discussed the issue at length and requested a
line item be included in the upcoming budgeting process for FY `09/10.
As part of the Final Budget for FY `09/10, the City Commission approved up to $27,000
to be allocated as potential funding for the installation of the City Hall Message Center Project.
Since that time, staff has developed enabling language and proposed revisions to the Sign Code
that would allow for this project to be constructed within the State Road 434 Corridor in the
Town Center District.
The following criteria have been specified for the Message Center Project:
Nevco 32mm (3'x8'), double sided, monochrome red (256 shades),
electronic message center.
Up to three lines of text, 14 characters per line.
Nevco Composer Software (for programming sign).
Time /Temperature Probe Module.
Message center structure (monument).
Removal of existing sign and installation of message center monument.
Alternate cost (Alt) for wireless communications device.
Proposals from three (3) qualified vendors have been provided as follows:
Eljay Athletic Services Base bid: $24,958. Alt: $1,337.
D All Services U.S. Base bid: $29,450 +$750 probe). Alt: $2,600.
Mirror Image Signs Lighting Base bid: $30,123. Alt: $2,500.
If it is the desire of the City Commission to proceed with this project, staff recommends
the approval of Eljay Athletic Services based upon their experience in the local community and
most competitive pricing. Eljay Athletic Services is proposing a total cost of $26,295, excluding
permitting fees; which will be handled directly by the City.
FUNDING:
Funding for the purchase and installation of the proposed Message Center in the amount
of $26,295, excluding permitting fees, is budgeted for FY `09/10 and shall come from line code
(1525- 64000).
RECOMMENDATIONS:
Staff recommends the City Commission review information provided by staff for the
proposed Electronic Message Center and determine if approval should be given to hire Eljay
Athletic Services at a cost of $26,295, excluding permitting fees, for the project as proposed. If
approval is granted, staff recommends the Commission authorize the City Manager and the City
Attorney to prepare and execute any and all applicable documents required for this project.
IMPLEMENTATION SCHEDULE:
The project would be implemented upon Commission approval and should be completed
within 45 -60 days from execution of a contract with the vendor.
ATTACHMENTS:
1. Vendor Proposals (3)
2. Proposed Message Center Photo
COMMISSION ACTION:
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QUOTATION
QUOTATION TO:
DATE: December 1, 2009
Mr. Steven Richart
City of Winter Springs
1126 E. SR 434
Winter Springs, FL 32708
Phone: (407) 327 -5976 QUOTE #:Q09 -537
E -Mail: srichart@winterspringsfl.org
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PROJECT: Electronic Message Center Marquee Sign 32mm Monochrome (3' x 8')
We are pleased to quote you as follows:
1 Each Nevco 32mm, double sided, 3' high x 8' wide, monochrome (red) grayscale (256 shades)
Electronic Message Center. Message Center will display maximum three lines of text
and up to 14 characters per line. Nevco Composer Software Included. $18,950.00
1 Each Wired Communication Device (download info at sign) $700.00
1 Each Time and Temperature Probe $450.00
Prepaid Freight Included
Structure Installation* $9,000.00
Subtotal $29,100.00
Less Seminole County Public Schools Bid #103132, 12% Discount 3,492.00
Less Additional Representative Discount 650.00
Sign structure will be 66" high x 8' wide x 22" deep installed on existing base.
TOTAL DELIVERED AND INSTALLED $24
Add $1,337.00 for wireless communication device (12% discount applied wired device deleted).
Installation pricing for wireless communication device provided upon survey with city IT personnel.
Structure installation includes removal and disposal of existing sign structure; fabricating and installing new
structure around EMB; connecting to existing electricity, testing and demonstrating to customer. Permitting
is not provided in above pricing. Please add $900.00 for permitting if required.
Owner to provide own laptop. Unlimited software training provided by dedicated Nevco technician via
telephone.
Terms: Net 30 Days
Please allow five weeks for delivery after receipt of purchase order.
Respectfully Submitted,
Ellen Juliano
1042 Rosetta Drive Deltona, FL 32725
Telephone (386) 290 -1118 Fax (386) 574 -6512
E -Mail: ejuliano @eljayathletic.com
All Services US r
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Lighting Improvement Division
Pt s- do 1415 6ryart St.
Off: 352 Lfoixtrg, fL 34748'
Fax 877 590-9079 11/30/09
Quote for Work
Mr. Steven Richart,
Please review the following quote for installation of new monument sign with electronic message board.
JOB LOCATION: The following work will be performed at this location.
City of Winter Springs
1126 E. State Road 434
Winter Springs, FL 32708
Scope of Work: The following is a list of the work to be performed.
1. Remove and dispose of existing monument sign.
2. Fabricate and install new monument sign as shown in drawing. Sign will be 66" high X 96" wide X 22" deep, and
will be installed on existing foundation.
3. Provide and install 1- Nevco 32mm 3' X 8' double sided, monochrome /grayscale EMB. This board allows for 3
lines of text with maximum of 14 characters per line. Communication for board will be direct wired.
4. Remove and dispose of all debris associated with installation of new sign.
Total cost for this job will be: 29,450.00
There is a 50% deposit required for this job with the balance due 30 days after completion
of work.
permitting and engineering cost are not included in price and will be added at cost
Add $2,600.00 for wireless control communication operation
Add $750.00 for time and temperature probe.
Thank you for your interest in All Services US. We are pleased to present this quote for requested work at
your location. Please review the following information and, if acceptable, please sign the bottom of this quote
and fax it back to us at 877-590-9079. Once again, thank you for the opportunity to serve you and we look
forward to working with you. This quote expires on January 1, 2010.
Sincerely,
Mike Fowler
I, an authorized agent of do hereby agree with the
terms and conditions of this estimate and do hereby authorize All Services, US. to perform the work
stated above.
Signature:
Printed Name:
irror MIrlr14191.4EgVE,
3i arias a Lighting
PO Box 290066, Leesburg, FI. 34749 352- 205 -2528
Estimate for Work
December 1, 2009
Mr. Steven Richart,
It is our pleasure to provide the following quote for work to be performed at the following location.
City of Winter Springs
1126 E. State Road 434
Winter Springs, FI. 32708
The following is the scope of work to be performed:
1. Disassemble and dispose of your existing monument sign.
2. We will provide and install a new monument sign as shown in attached drawing. We will manufacture the sign to
be 66" high X 96" wide X 22" deep, and we will install it on the foundation from your previous sign in a manner
compliant to current code.
3. We will provide and install 1- Nevco 32mm 3' X 8' double sided, monochrome /grayscale Electronic Message
Board. This board allows for 3 lines of text with maximum of 14 characters per line. The current configuration for
communication of this board will be direct wired. A wireless option would be available for an additional cost of
$2,500.00.
4. Provide all onsite training necessary to familiarize your staff with the proper operation of the board. Nevco also
provides unlimited training via phone support.
4. Remove and dispose of all debris associated with installation of new sign.
The total cost for this job will be: 30,123.00
There would be an initial deposit of 50% required for this job with the balance due 30 days
after completion of work.
All permitting and engineering cost are not included in price and will be added at cost
Pricing quote good for thirty days.
Thank you for this opportunity to serve you. Please contact me with any questions or to proceed.
Sincerely,
Jeff Quaznick
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Attachment '2' Proposed Message Center Photo
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QUOTATION
QUOTATION TO: DATE: December 22, 2009
Mr. Steven Richart
City of Winter Springs
1126 E. SR 434
Winter Springs, FL 32708
Phone: (407) 327 -5976 QUOTE #:Q09 -537
E -Mail: srichart@winterspringsfl.org
PROJECT: Electronic Message Center Marquee Sign - 32mm Monochrome (3' x 8')
We are pleased to quote you as follows:
1 Each Nevco 32mm, double- sided, 3' high x 8' wide, monochrome (red) grayscale (256 shades)
Electronic Message Center. Message Center will display maximum three lines of text
and up to 14 characters per line. Nevco Composer Software Included. $18,950.00
1 Each Wired Communication Device (fiber optic cable by others) $700.00
1 Each Time and Temperature Probe $450.00
1 Each Additional Composer Software Package w /Hasp Key No Charge
Prepaid Freight Included
Structure Installation* $9,000.00
Subtotal $29,100.00
Less Seminole County Public Schools Bid #103132, 12% Discount $- 3,492.00
Less Additional Representative Discount $- 650.00
Sign structure will be 66" high x 8' wide x 22" deep installed on existing base.
TOTAL DELIVERED AND INSTALLED $24,958.00
Nevco products carry a 5 -year guarantee against defects for a period of five years. Structure scheduled for
installation week of January 18, 2010..
Structure installation includes removal and disposal of existing sign structure; fabricating and installing new
structure around EMB; connecting to existing electricity and fiber optic cable, testing and demonstrating to
customer per meeting with city personnel on 12/22/09. Permitting is not provided in above pricing. Owner
to provide own laptop. Unlimited software training provided by dedicated Nevco technician via telephone.
Terms: Net 30 Days
By signing below, an authorized representative for the City of Winter Springs does hereby agree to the terms
and product specifications above and authorizes ElJay Athletic Services to order necessary equipment to
prepare for product installation the week of 1/18/2010. /
A orized A n.t Signature, Titie, Date
<e) :") L Sin: i-t , c i -y A I J
Respectfully Submitted,
Ellen Juliano 1042 Rosetta Drive * Deltona, FL 32725
Telephone (386) 290 -1118 * Fax (386) 574 -6512
E -Mail: ejuliano@eljayathletic.com
City of Winter
Springs
Memo
To: City Clerk's Office
From: Steven T. Richart, Community Development Department
CC: Kevin L. Smith, City Manager
Date: 12/29/2009
Re: City Hall Message Board Agreement
Dear City Clerks:
Please find one (1) original of the quotation for purchase and installation of a City Hall Electronic
Message Center with ElJay Athletic Services that requires signature of the City Manager in order for
the proposal to become a sales agreement.
The quotation was approved by the City Commission on 12/14/09 as part of R -602.2 (attached) and
reviewed by the City Attorney for any changes that may be needed. Pursuant to this review, the City
Attorney's Office requested that language regarding a warranty be included and the quotation has been
updated to reflect a 5 year warranty from ElJay Athletic Services against defects.
Once signed by the City Manager, please return one (1) copy to me and the original can remain with
the City Clerk's Office.
Thank you very kindly,
SI.R1eieva
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