HomeMy WebLinkAbout1996 09 23 Consent Item B
COMMISSION AGENDA
ITEM B
REGULAR
CONSENT X
INFORMATIONAL
September 23. 1996
Meeting
REQUEST: The General Services Department requests that the City Commission amend the
exisiting contract with Omnicom, Inc. for the amount of $2,890.00, to develop an
"audio-video system" for the City Commission Chambers.
PURPOSE:
The purpose of this request is to allow the City Commission to decide how it
wants to proceed with the development of an audio-video system for the
Commission Chambers.
CONSIDERA TIONS:
1. The City Commission appropriated $20,000 in the fiscal year 1997 Budget
for an audio-video system in the Commission Chambers.
2. Seven firms received "Request for Proposals" and only two responses
were received by the City.
3. After reviewing the proposals, staff did not feel qualified to adequately
review the equipment configurations and specifications provided.
4. Omnicom, Inc. of Tallahassee, Florida has recently been selected by the
City Commission to design the telecommunication system for the entire
City complex.
September 23, 1996
AGENDA ITEM
Page 2
Omnicom, Inc. is also qualified and has experience in designing audio-
video systems for organizations (see attached "Proposals for Professional
Services, pages 1-2 and 1-3, of Exhibit A).
Omnicom, Inc. has agreed to amend the telecommunications design
contract to include design of the audio-video system for the Commission
Chambers for a fee of$2,890.
Included in the design is the development of a bid spec and assistance in
evaluation of equipment.
5. General Projection Systems, Inc., one of the two respondents to the
Request for Proposal, would agree to design an audio-video system for the
Commission Chambers for $3,000, only if they could bid on the system
they design.
6. The administration prefers to have a system designer that does not want to
compete in the bidding of equipment and installation. The design should be
free of a particular type of equipment built into the bid specifications.
7. Since the fees for design fall under the $4,000 requirements in the City's
Purchasing Procedures, the City does not need to competitively bid the
design.
ISSUES:
I. Does the City Commission still desire to enhance the presentation
capabilities of the City Commission Chambers and accommodate greater
audience participation in presentations by equipping the chambers with
more advanced audio-video equipment?
2. If so, does the Commission want to have a company design such a system,
prepare a bid spec, and assist staff in evaluating the equipment?
FUNDING:
The cost ofOmnicom's design is $2,890. There is $20,000 in the Fiscal Year
1997 Budget for the total cost of an audio-video system.
September 23, 1996
AGENDA ITEM
Page 3
RECOMMENDATION:
That the City Commission:
1. Reject all proposals previously received by the City for an audio-video system for
the Commission Chambers.
2. Amend Omnicom's contract for telecommunications to include design of an
audio-video system for the Commission Chambers as per the attached proposal
for $2,890. for a total amended contract amount to $29,870.
3. Authorize the City Manager to execute the amendment upon legal review and
sign-off by the City Attorney.
IMPLEMENTATION SCHEDULE:
This amendment should be effective after it has been reviewed and signed off by the City
Attorney and executed by the City Manager.
ATTACHMENTS:
1. Exhibit "A" - Proposal of Professional Services by Omnicom, Inc.
COMMISSION ACTION:
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1
Programmed Employee Benefits, Inc.
RECEIVED
AUG 2 6 1996
Fee Schedule for Premium Only Plan - Section 125
City of Winter Springs
City of \A!intar Spring<<S
GENERAL SERVICES
The City of Winter Springs agrees to and understands the following fees and services.
The Agreement is based on a termination date of December 31, 1997.
· DOCUMENTATION
· Personalize Plan Document for the Employer.. ..not tied to any carrier!!!
- .--,. - SUHliiia-i-Y Plan-DcscriptiviI -- ----Board Resolutioil -- - -- -
· All Administrative Forms including Enrollment Forms, Notices, etc.
· Employer Instructions on using the Plan
Premium Only Plan - Non ERISA $275.00
· ONGOING - First year administration, discrimination testing and tax filing
preparations.
· Employers over 100 Employees $500.00
· GROUP SEMINARS - First year educating employees to the benefits of Section
125
· Employers over 100 Employees $262.50
Total first year set-up~ seminar ~ and administration
t1 (Y27 J;:"
41 ,V_' ...JV
Year 1997 seminar and administration
$ 375.00
Total for Agreement 1996 and 1997
$1,412.50
Employer/Plan Sponsor
Date
20 North Orange Avenue, Suite 400 . P. O. Box 4990 . Orlando, Florida 32802-4990 .407-648-4300
SEP-11-1996 17:28
OMI'll COM , I NC .
19042243059 P.01/12
OMNICOM,
COMMUNICATIONS ENGINEERING
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TH1S MESSAGE CONSISTS OF I ~ PAGES INCLUDING THIS COVER PAGE.
CONTACT SENDER BY VOICE (904) 224-4451 IF MESSAGE CONTENT IS
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OMNICOM FAX NUMBER (804] 224-3058
RECEIVE
SEP 1 1 1996
Ci"ty of VVintec Spring15
GENERAL SERVICES
930 TrlOMASVILLE ROAD, SUITE 200, TALlP.HASSEE. FLORIDA 32303 . (804) 224-4451
SEP-11-1996 17:29
OM"I! COM, ! "IC.
19042243059 P.02/12
"* OMNICOM, Inc.
COMMUNICATIONS ENGINEERING
September 11, 1996
Mr. John Ketteringham
General Services Director
City of Winter Springs
1126 East State Road 434
Winter Springs, Florida 32708
Dear ~r. Ketteringham:
Enclosed is a copy of our proposal to provide professional services in support
of the audio/visual system upgrade in the City Commission Chambers.
OMNICOM's fee to perform this work is $2,890.
This work e,an be accomplished as an addendum to our existing professional
services contract with the City (Purchase Order 39054-).
Please contact me if you have any questions.
Sincerely I
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i~o;/t-'0~0~~
Lawrence R. Danello, P.E.
Executive Vice President
LRD/jms
Enclosure
930 THOMA$VILLE ROAD. SUITE 200 . TALLAHASSEE, FLORIDA 32303 . PHONE: (904)2244451
~?EP-11-1 '3'36 17: 2'3
OMi'nCOM, INC.
19042243059 P.03/12
*OMNICOM, 'Inc.
COMMUNICATIONS ENGINEERING
August 29, 1996
Mr. J.P. Petrencsik ;i
1126 East State Road 434 . ~\ \
Winter Springs, Florida 32708 (F\'.'\\:.:f) ,~
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Re: Proposal for the AudioNisual System upgr~ ::::;/
Dear Me. Petrencsik:
As you requested, enc!osed is a brief proposal to review and upgrade the audio/visual
system in the City Commission Chamber.
Please contact me if you have any questions.
Sincerely J
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"-- b,awrence R. Danella, P.C.
E..'(ecutive Vice President
LRD/jms
Enclosure:
Proposal
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930 THOMASVILLE MOAD . SUITE: 200 . TAlLAHASSEE. FlCRIDA 32303 . PhONE: (804] 22444,51
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SEP-11-1996 17;29
OMl'l I COM, I I'IC.
CITY OF WINTER SPRINGS, FLORIDA
PROPOSAL FOR PROFESSIONAL SERVICES
IN SUPPORT OF
AUDIO/VISUAL SYSTEMS UPGRADE
August 29, 1996
OMNICOM, Inc.
930 Thomasville Road, Suite 200
Tallahassee, Florida 32303
Voice (904) 224-4451
Fax (S04) 224-3059
em ail omnicom@polaris.net
G :\PRO POSAL \'1'1860627 c,pro.doc
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TABLE OF CONTENTS
PAGE
1. IN TR 0 0 U CTl 0 N ...................................................................................... 1-1
2. PROJECT SCOPE........... ........ ......... ..... ............................ ................. ..... ..2-1
3. WORK TASKS "1' .......o. ............,.........................,...... ~...... .... ,.,., ,. ................ II .,... ....3-1
3.1 Review Existing Audio/Visual System Documentation .......................3-1
3.2 Review City Commission Chambers....... __....................................... 3-1
3.3 AudioNisual Needs Assessment..................................................... 3-1
3.4 Audio/Visual Systems Upgrade Design............................................ 3-1
3.5 Prepare System Upgrade Procurement Document ............::................3-1
3.6 Bid Evaluations and Award Recommendations..................................3-2
ENCLOSURE 1:
OMNICOM, Inc. Qualifications and Experience Manual
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OMNICOM, INC.
Proposal for Audio/Visual Systems Upgrade
for the City of Winter Springs, Florida
19042243059 P.06/12
1. INTRODUCTION
This proposal is submitted to the City of Winter Springs for professional
services in support of the Audio/Visual Systems Upgrade Project. Services
that may be provided are described herein. Specific services that will be
provided will be determined following a site visit and requirements discussion
with City personnel.
Information regarding OMNICOM's business organization, project personnel,
and applicable experience is contained in OMNICOM;s Qualifications and
Experience document, whk:h IS provided with this proposal.
OMNICOM can provide professional services for all elements of this project.
We are presently under contract to the City of Winter Springs to provide
professional services in support of the Telecommunications System
Procurement Project (Purchase Order 39054) and can provide professional
services for. this audio/visual project as additional tasks to this contract.
The services that will be provided for the Audio/Visual Systems Upgrade
Project include a site visit to the City Commission chambers, a review of
existing systems, needs determination with City personnel, design of the
. audio/visual systems upgrade, and assistance with the procurement of the
audio/visual system upgrade. Additional work efforts will be performed by
OMNICOM in support of this project as desired by the City of Winter Springs.
We have a thorough understanding of the job requirements, the capability
and experience required to perform the work, and the ability to carry out the
project on schedule in a high quality; professional manner.
OMNICOM works exclusively for its clients, and will provide the 'City with
objective, unbiased consulting services. We are not affiliated with, nor have
any financial intf?rest in, any audio/visual equipment manufacturer,
distributor; or supplier. Also, we do not accept remuneration of any type
from any manufacturer, distributor, or supplier for recommendation or use of
their products.
OMN/COM, Inc.
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09-11-96 05:28 PM
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OMNICOM, INC.
Proposal for AudioNisual Systems Upgrade
for the City of Winter Springs, Florida
19042243059 P.07/12
OMNICOM personnel, including Lawrence Danella, Ron Hancock, Clint
Hugghins, and other OMNICOM staff as needed, will be assigned to this
project. OMNICOM will also use Larry Trobaugh of Matern Professional
Engineering in Maitland, Florida as a subcontractor to assist as needed.
OMNICOM and Matern Professional Engineering have worked together on
several previous successful projects. The project team will work closely with
the City in the implementation of this project, and respond quickly to project
requirements.
OMNICOM and Matern have considerable experience with these systems and
the applicable national and industry standards, including the
T.~lecommunjcations Industry Association/Electronic Industries
Association, Standards, the American National Standards, the Underwriters'
Laboratories Standards, and the National Electrical Code.
OMNICOM and Matern have performed audio/visual designs and similar
system designs for various public institutions including the following;
.
Marion County Courthouse/Municipal Complex
.
Ormond Beach City Hall
.
Fort Pierce City Hall
.
St. Lucie City Hall
.
Palm Bay Municipal Complex
.
Indian River Community College - Audio/Visuall Multimedia
Presentation
.
Deland High School - Sound System
.
Seminole High School - Auditorium and Sound System
.
University of Gainesville
OMNICOM, Inc.
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SEP-11-1996 17:30 OMNICOM, INC.
Proposal for Audio/Visual Systems Upgrade
for the City of Winter Springs, Florida
19042243059 P.08/12
. Orange County Convention Center, Phase IV, Sound System
. Pensacola Fire Department
. Concord, New Hampshire Jail Video System
In. addition, Larry Trobaugh has designed or participated in the designs of the
following systems;
. Broward County School Board Administration Building (Board
Room)
.
Margorie Stoneman Douglas High School
.
Miami Arena
.
Rickards Middle School
.
G. Holmes Braddock Senior High School
.
Coral Springs Elementary School
.
McNichol Middle School
OMN/COM1 Inc.
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09-i1-96 05:28 PM
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SEP-11-1996 17:30
OMi'HCOM, INC.
Proposal for Audio/Visual Systems Upgrade
for the City of Winter Springs, Florida
19042243059 P.09/12
2. PROJECT SCOPE
The City of Winter Springs desires the services of a competent consultant to
assist them with the upgrade of the audio/visual system in the City
Commission chambers. , OMNICOM will use existing City documentation and
a visit to the Chambers to determine existing system capabilities and
perform a needs analysis to establish the proposed system upgrade design.
Procurement documentation will be generated by OMNICOM as required by
the City and a contractor(s) selected for system upgrade installations.
The specific audio/visual system upgrade requirements for the City
CEmmission chambers have not yet been firmly established. OMNICOM
proposes to review the present system and meet with appropriate City
personnel to firmly establish system upgrade needs. Some items that
should be considered include the following:
A. Reinforcement of speech- from the commissioner's bench.
B. Facilities for comments or observations from the audience.
C. Facilities for video presentations from a personal computer through a
projection system.
D. Facilities for reproducti,on of video cassettes, audio cassettes a'nd .'
compact disks.
E. Facilities for recording on audio cassette tapes and video cassette
tapes.
F. Improvement of the audio system, including the microphones, mixer,
equalizer, amplifiers, and speakers.
G. Consideration of location of speakers for uniform coverage.
H. Improvement of projection screen facilities, including consideration of
screen size, screen composition, manually operated screens, motor
OMNICOM, Inc.
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~EP-11-1996 17:31 OMNICOM, INC.
Proposal for Audio/Visual Systems Upgrade
for the City of Winter Springs, Florida
19042243059 P.10/12
operated screens, screens recessed above ceilings, and screens
mounted on walls.
After the audio/visual requirements are established, the final design of the
system upgrade will be accomplished by OMNICOM. From this OMNICOM
will generate budgetary costs to perform the system upgrade. The best way
to procure the system improvements can be determined from the final design
and the expected cost. OMNICOM may write bid specifications for system
procurement, investigate purchase from State contracts, or investigate sole
source procurement, as required by the City.
OMNICOM, Inc.
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rEP-11-1996 17:31 OMNICOM, INC.
Proposal for AudioNisual Systems Upgrade
for the City of Winter Springs, Florida
19042243059 P.11/12
3. WORK TASKS
3.1 Review Existing AudioNisual System Documentation
OMNICOM will review information available from the City regarding their
existing audio/visual system. The purpose of this review is to establish
baseline information on the present and future requirements of the City.
3.2 Review City Commission Chambers
OMNICOM will review the audio/visual systems currently installed in the
City Commission Chambers to determine what enhancements should be
made.
3.3 Audio/Visual Needs Assessment
OMNICOM will perform an audio/visual needs assessment with appropriate
City personnel. Needs information will be gathered by telephone, facsimile
communication and on-site meetings as necessary.
3.4 Audio/Visual Systems Upgrade Design
OMNICOM will perform preliminary audio/visual system upgrade designs to
accommodate the City's needs. Preliminary designs will' be, submitted to
representatives of the City for their comments and suggestions. The designs
will be adjusted as necessary, and a final system' upgrade design completed
that meets the requirements of the City.
3.5 Prepare System Upgrade Procurement Document
OMNICOM will prepare specifications and bid documents for the procurement
and installation of the audio/visual system upgrade for the City Commission
Chambers. This document will be established with an award to the low fixed
price bid meeting specifications. Requirements for the systems installations,
acceptance testing, documentation, and operational and maintenance training
will be included in the document.
OMN/COM, Inc.
3-1
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;?EP-11-1996 .1 7: 32 OMN I COM, II'C
"
Proposal for AudioNisual Systems Upgrade
for the City of Winter Springs, Florida
19042243059 P.12/12
A draft of the bid documents will be initially established and presented to the
City for review and comment. The document will includ,e general and special
provisions required by the City purchasing department. Following the review
of the draft document, a final bid document will be generated which will
include any changes resulting from the review.
Bids will be solicited by the City Purchasing Department. Bidder questions
arising prior to bid opening will be responded to by OMNICOM in writing.
As an alternative, OMNICOM will investigate procurement of the audio/visual
system upgrade or portions thereof from State contracts.
3.6 Sia Evaluations and Award Recommendations
OMNICOM will review the system upgrade bids received for compliance to
bid specifications. General conditions, special conditions, and technical
requirements will all be verified.
Upon completion of bid evaluations, a bid evaluation report will be generated.
The report will include the results of the bid evaluations, the bidders' various
costs, and an award recommendation.
OMN/COM1 Inc.
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