Item 6-D

City Council Meeting: 12-15-98

TO: Mayor and City Council

FROM: City Staff

SUBJECT: Recommendation to Award Bid to Furnish, Deliver and Install Public Meeting Coverage Remote Control Camera System, Bid #2733

Introduction

This report recommends award of bid to furnish, deliver and install a public meeting coverage remote control camera system for the Cable Television Division, in the total amount of $100,167.56, including applicable sales tax.

Background

In response to published Notices Inviting Bids (published October 29 and 30, 1998) in accordance with City specifications, bids were received and publicly opened and read on November 16, 1998. Proposal forms were mailed to four vendors and notices were advertised in accordance with City Charter and Municipal Code provisions. Two proposals were received as follows:



VENDOR AMOUNT
Burst Communications $ 93,781.17
Hoffman Video Systems $100,167.56

The equipment is for videotaping live coverage of public meetings in the Council Chambers. It will replace existing equipment, including cameras and a remote pan and tilt system that is eight years old.

The bid submitted by Burst Communications is non-responsive because of failure to include a bidder's bond by the bid opening deadline as required by City specifications. Staff has evaluated the bid submitted by Hoffman Video Systems and finds that it meets City specifications and the required bidder's bond was submitted with their bid.

Budget/Financial Impact

Fiscal Year 1998-99 appropriation authority for this purchase is in the Capital Improvement Budget, account number 01-710-207-20099-8900-99425, "Replace Council Video System."

Recommendation

It is recommended that Council reject the bid submitted by Burst Communications and that the award of Bid #2733 be made to Hoffman Video Systems in the total amount of $100,167.56, including applicable sales tax, as the most responsible bidder.

Prepared By: Pam Wortham, Purchasing Agent Diane Howell, Buyer

Robin Gee, Cable TV Manager