HomeMy WebLinkAbout2017-11-14 - AGENDA REPORTS - STUDIO CAMERAS (2)0
Agenda Item: 4
CITY OF SANTA CLARITA
Q:° AGENDA REPORT
CONSENT CALENDAR
7,
CITY MANAGER APPROVAL: 1 j4 _ "
DATE: November 14, 2017
SUBJECT: Purchase Three HD Studio Cameras for the City's Public TV Studio
DEPARTMENT: City Manager's Office
PRESENTER: Nick Robles
RECOMMENDED ACTION
City Council:
1. Approve a one-time purchase of three (3) high-definition cameras from vendor VMI, Inc., in
an amount not to exceed $90,000.
2. Authorize the City Manager or his designee to execute all necessary documents, subject to
City Attorney approval.
BACKGROUND
In 2009, due to changes in California law, cable companies are no longer legally obligated to
provide production support for Santa Clarita's Public Access, Education and Government (PEG)
channels, which include Charter Communications (formerly Time Warner) Channel 20 and
AT&T Channel 99. With the passage of the Digital Infrastructure and Video Competition Act
(DIVCA), cities gained access to PEG funds to support public access television. PEG funds are
restricted funds that can only be used to support capital -related costs associated with the support
of public television.
The current video equipment in the City of Santa Clarita's (City) television station utilizes studio
equipment left over from Charter Communications. All of the station cameras are 15 years old
and in need of repairs. The issues include dead pixels that cause missing dots on a picture;
viewfinders that are losing picture resolution which causes a delay in framing a shot; and the
sync function for cameras is no longer operable, so cameras no longer work simultaneously.
Last year, the City purchased a high-definition (HD) switcher for the control room to bring video
graphics and on -location -based productions into HD. The current cameras only film in standard -
definition (SD) and do not meet existing standards of modern television production. Instead of
repairing old technology, City staff recommends replacing the three SD cameras with the
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purchase of three Hitachi HD studio cameras. In August 2017, staff released a Request for
Proposal (RFP) for the purchase of three Hitachi HD cameras utilizing the City's Planet Bids
system. The responses are as follows for each proposed vendor:
Vendor
Location
Bid
VMI, Inc.
Garden Grove, CA
$89,997.55
Videotape Products
Burbank, CA
$93,769.48
GC Micro
Petaluma, CA
$98,448.67
TV Pro Gear
Glendale, CA
$101,189.90
GC PRO
Los Angeles, CA
$108,624.93
Studio Spectrum, Inc.
Burbank, CA
$116,039.24
Vizocom
El Cajon, CA
$149,995.31
The RFP was open for 45 days, was sent to 20 registered vendors, and the City received seven
responses. After evaluating the responses, staff selected VMI, Inc., as they provided the lowest
responsive bid that meet all of the criteria set forth in the RFP.
The new HD cameras would elevate the studio production quality to the current standards for
graphics and on -location filming. The new HD cameras would allow the City's public television
studio to offer the same level of production in studio that other cities are now utilizing.
To help mitigate the cost of the new HD cameras, staff plans to reuse certain camera support
items such as the pedestals, lens heads, and teleprompters. Staff anticipates these new HD
cameras, with proper maintenance, will have a similar life span as the existing SD cameras (i.e.
12-15 years).
ALTERNATIVE ACTION
Other action as determined by the City Council.
FISCAL IMPACT
PEG funds in the amount of $90,000 are available in expenditure account 12205.5111.005.
ATTACHMENTS
VMI Inc. Proposal (available in the City Clerk's Reading File)
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CITY Or SANTA CLARITA
INVITATION FOR BID
BID # CMO -17-18-07
BID OPENING: August 14, 2017
The City of Santa Clarita invites electronically sealed bids for:
Public Television Studio Equipment
1. Electronic Bids must be ELECTRONICALLY received at:
htto://www.i)[anetbids.com/oorial/portal-cf m?Coman ID=16840#
2. Prices shall be D.D.P. City of Santa Clarita Receiving dock Incoterms 2000 or for the service
rendered. And, bidder shall honor bid prices for ninety (90) days or for the stated contract period,
whichever is longer.
3. Bids must be on this Bid form. Submission of a proposal acknowledges the proposer has read
and understands the requirements contained on pages 1 to 9.
4. Bid Questions. Questions should be submitted electronicallyto:
httoi//www-planetbids.com/portal/portal.Cfm?CompanylD=i 6840#
The last day for questions will be 1:00 PM, August 7, 2017.
5. The vendor is responsible for the accuracy and completeness of any solicitation form not
obtained directly from the City.
6. Renewal and Pricing Adjustment. Contracts entered into pursuant to this Invitation to Bid may be
renewed annually, up to two times, in accordance with the terms of the contract. If not otherwise
stated, the contract may be renewed if the new pricing of the contract does not change more than
the Consumer Price Index - All Urban Consumers (not seasonally adjusted), Los Angeles Area -
Riverside -Orange county area and prevailing wage rates, if applicable. Price adjustments may be
increases or decreases as appropriate and must be requested at least 90 days prior to the
expiration/renewal of the contract. The index level for the month preceding the month of
solicitation advertisement will become the beginning index. The price adjustment limit will be the
percentage change based on the difference between the beginning level or the adjustment level
last used and the index level for the period 90 days prior to the expiration of the contract. If not
renewed prior to the anniversary date, the contract may continue on a month to month basis until
renewed or awarded to a new contractor.
Name (Print)) Company: V
Email: 10dono11Q ar ✓fpr L11 Eo- CoM Address: Z f� ' A/ GH T ��
Company Phone No._Aj� �� 6� da— City: ` 19-c ]N� 6_A�
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Bid #CM0-17-18-07
BID INSTRUCTIONS
1. Submlttinsl Proposals. (a) The bid response must be ELECTRONICALLY submitted on this
form and Include the notice, Request for Proposal Schedule, and all forms or information
included In or required by Section C, Specifications, (attachments accepted) (b) All
documentation of unit pricing or other cost breakdowns as outlined in this bid must be
submitted to support the total bid price. (c) Proposals/corrections received after the
closing time will not be opened. The City will not be responsible for bids not properly
marked and delivered. Upon award, all submissions become a matter of public record.
2. Currency- All references to dollar amounts in this solicitation and in vendor's response refer to
United States currency. Payments will be made in Unite States Currency.
3. Alternatives. Any changes or alternatives must be set forth in a letter attached to this bid. The
City has the option of accepting or rejecting any alternative bid.
4. Environmentallv Preferable Purchasing. The City of Santa Clarita, being fully aware of the limited
nature of our resources and the leadership role government agencies have, supports the
Environmentally Preferable Purchasing (EPP) program with Resolution 05-103. With changes in
technology and industries occurring rapidly it is frequently difficult to be aware of the latest
innovations- Therefore, it is the intent of the City of Santa Clarita to seek out those products
which result in less energy usage, least impact on natural resources and greatest reuse of post-
industrial and post -consumer material. Bidders are strongly encouraged to offer products and
services meeting these criteria and point out those specific aspects or features in their bid. In
accordance with Public Contract Code 22152 bidders are required to certify in writing the
minimum, if not exact, percentage of postconsumer materials in the products, materials, goods, or
supplies, offered or sold -
5. Failure to Submit Bid. Your name may be removed from the mailing list if the City receives no
response to this bid.
6. Reiection. The City reserves the right to reject any or all bids and to waive any informality in any
bid. The City may reject the bid of any bidder who has previously failed to perform properly, or
complete on time, contracts of a similar nature, or to reject the bid of a bidder who is not in a
position to perform such a contract satisfactorily. The City may reject the bid of any bidder who is
in default of the payment of taxes, licenses or other monies due to the City of Santa Clarita.
T Addenda. The City will not accept responsibility for incomplete packages or m'ssing addenda. It
is the bidder's responsibility to contact the project manager, for public projects, or Purchasing
prior to submission of the bid to make certain the package is complete and all required addenda
are included. This- information will be available from the City's website. Bidders are cautioned
against relying on verbal information in the preparation of bid responses. All official information
and guidance will be provided as part of this solicitation or written addenda.
8. Awards. The City will award in accordance with S.C.M.C. § 3-12.205 (Support of Santa Clarita
Businesses) unless Part C identifies this bid as a multiple criteria bid or this bid is for public
works, professional services or is federally funded. Qualifications of responsibility will be in
accordance with the S.C.M.C. Lowest cost is the lowest total cost to the City to acquire the
goods and/or services resulting from this solicitation. The City may make an award based on
partial items unless the bid submitted is marked "All or none." Where detailed specifications
and/or standards are provided the City considers them to be material and may accept or reject
deviations. The results of the bid will be posted on the City's website at www.santa-
clarita.com/ourchasincl, normally within 24 hours.
Bid #CMO -17-18-07
9. Cooperative Bidding. Other public agencies may be extended the opportunity to purchase off this
bid with the agreement of the successful vendor(s) and the City of Santa Clarita- The lack of
exception to this clause in vendor's response will be considered agreement. However, the City of
Santa Clarita is not an agent of, partner to or representative of these outside agencies and is not
obligated or liable for any action or debts that may arise out of such independently negotiated
"piggy -back" procurements.
10. Amendments. Any and all changes to this contract must be made in writing and agreed to by the
City. Performance by the contractor will be considered agreement with the terms of this contract.
11. Taxes Charoes and Extras- (a) Bidder must show as a separate item California State Sales
and/or Use Tax. (b) The City is exempt from Federal Excise Tax. (c) Charges for transportation,
containers, packing, etc. will not be paid unless specified in bid. Contractorlvendor agrees to
cooperate with the City in all matters of local taxation.
12. Payment- (a) Bidder shall state payment terms offered. (b) Payment will be made on the pay
period after receipt and acceptance of goods and/or services and upon using department
confirmation of such acceptance.
13. Assionment. No assignment by the vendor of contract or any part hereof, or of funds to be
received hereunder, is binding upon the City unless the City gave written consent before such
assignment.
14. Sub contractors. For all public projects, the Bidder must list any subcontractors that will be used,
the work to be performed by them, and total number of hours or percentage of time they will
spend on the project.
15. Prevailing wage. For all public works, the Bidder is required to bid prevailing wage. For the
purposes of this paragraph, public works includes maintenance. The City of Santa Clarita Labor
Compliance Program is included herein as an informative reference for the successful bidder. It
does not require any completion prior to contract award but should be reviewed for all necessary
provisions and requirements.
16. Protection of Resident Workers. The City of Santa Clarita actively supports the Immigration and
Nationality Act (INA) which includes provisions addressing employment eligibility, employment
verification, and nondiscrimination. Under the INA, employers may hire only persons who may
legally work in the United States (i.e., citizens and nationals of the U.S.) and aliens authorized to
work in the U.S. The employer must verify the identity and employment eligibility of anyone to be
hired, which includes completing the Employment Eligibility Verification Form (1-9). The
Contractor shall establish appropriate procedures and controls so no services or products under
the Contract Documents will be performed or manufactured by any worker who is not legally
eligible to perform such services or employment.
17. Indemnification. The bidder is required to indemnify and hold the City harmless from and against
any claim, action, damages, costs (including, without limitation, attorney's fees), injuries, or
liability, arising out of any agreement entered into between the parties. Should the City be
named in any suit, or should any claim be brought against it by suit or otherwise, whether the
same be groundless or not, arising out of this Agreement, or its performance, the bidder must
defend the City (at the City's request and with counsel satisfactory to the City) and indemnify the
City for any judgment rendered against it or any sums paid out in settlement or otherwise.
is- _On -Site Inspection. When deemed necessary by the City, an on-site inspection date and time will
be so designated. Bidder is responsible for inspecting and understanding the total scope of the
projects (i.e., specifications, quality, and quantity of work to be performed.)
Bid #CM0-17-1 a -o7
19. S e i ications. Materials differing from stated specifications may be considered, provided such
differences are clearly noted and described, and provided further that such articles are
considered by a City official to be in all essential respects in compliance with the specifications.
20. Brand Names. The use of the name of a manufacturer, or any specific brand or make, in
describing any item contained in the proposal does not restrict bidders to the manufacturer or
specific article, this means is being used simply to indicate a quality and utility of the article
desired; but the goods on which bids are submitted must in all cases be equal in quality and utility
to those referred to. This exception applies solely to the material items in question and does not
supercede any other specifications or requirements cited. Documentation of equivalency must be
submitted with the bid. At a minimum the documentation must demonstrate equivalency in form,
fit, function, quality, performance and all other stated requirements. The City is final determiner of
equivalency. Exception is made on those items wherein identical supply has been determined a
necessity and the notation NO SUBSTITUTE has been used in the specification section.
21. Price Reductions. If at any time during the life of this contract, the successful bidder reduces his
price or prices to others purchasing approximately the same quantities as contemplated by this
contract, the contract prices must be reduced accordingly, and the contractor/vendor will
immediately notify the Purchasing Agent, City of Santa Clarita.
22. Contract Pricing. Except as otherwise provided, prices must remain consistent through the term
of this contract. The City does not pay "surcharges" of any type unless identified in the response
to this bid. All costs will be included in the pricing provided to the City.
23. Non -Appropriation of Funds, The City's obligation is payable only and solely from funds
appropriated for the purpose of this agreement. All funds for payment after June 30 of the current
fiscal year are subject to City's legislative appropriation for this purpose. In the event the
governing body appropriating funds does not allocate sufficient funds for the next succeeding
fiscal year's payments- Then the affected deliveries/services may be (1) terminated without
penalty in their entirety, or (2) reduced in accordance with available funding as deemed
necessary by the City. The City shall notify the Contractor in writing of any such non -allocation of
funds at the earliest possible date -
24. Default. In case of default by the vendor of any of the conditions of this bid or contract resulting
from this bid, the vendor agrees that the City may procure the articles or services from other
sources and may deduct from the unpaid balance due the vendor, or collect against the bond or
surety, or may invoice the vendor for excess costs so paid, and prices paid by the City shall be
considered the prevailing market price at the time such purchase is made.
25. Termination. The City may terminate any service or contract with or without cause either verbally
or in writing at any time without penalty.
26. Safe - Contractor agrees to comply with the provisions of the Occupational Safety and Health
Act of 1970 (or latest revision), the State of California Safety Orders, and regulations issued
thereunder, and certifies that all items furnished under this bid will conform and comply with the
indemnity and hold harmless clause for all damages assessed against buyer as a result of
suppliers failure to comply with the Act and the standards issued thereunder and for the failure of
the items furnished under this order to so comply.
27. Gratuities. The City may, by written notice to the Contractor, terminate the right of the Contractor
to proceed under this agreement, if it is found that gratuities in the form of entertainment, gifts, or
otherwise were offered or given by the Contractor, or any agent or representative of the
Contractor, to any officer or employee of the City with a view toward securing an agreement or
securing favorable treatment with respect to the award or amending, or the making of any
determinations with respect to the performance of such agreement; provided, that the existence
Bid xCMO.17.18-07
of the facts upon which the City makes findings shall be in issue and may be reviewed in any
competent court. In the event of such termination, the City shall be entitled to pursue the same
remedies against the Contractor as the City could pursue in the event of default by the
Contractor.
28. SB854. No contractor or subcontractor may be listed on a bid proposal for a public works project
(submitted on or after March 1, 2015) unless registered with the Department of Industrial
Relations pursuant to Labor Code section 1725.5 [with limited exceptions from this requirement
for bid purposes only under Labor Code section 1771-1(a)].
No contractor or subcontractor may be awarded a contract for public work on a public works
project (awarded on or after April 1, 2015) unless registered with the Department of Industrial
Relations pursuant to Labor Code section 1725.5.
This project Is subject to compliance monitoring and enforcement by the Department of Industrial
Relations.
29- Invoices. Invoices will be forwarded to
City of Santa Clarita
Accounts Payable
23920 Valencia Blvd. Ste. 295
Santa Clarita, CA 91355-2196
Invoices will reflect the purchase order # and goods or service delivered in accordance with the
terms of the contract. Invoice processing begins on receipt of the material or invoice, whichever
is later.
The City of Santa Clarita s "Terms and Conditions" is found on a separate attachment in Planet Bids.
Bid #CMO -17-18-07
C.
SPECIFICATIONS
The City of Santa requires equipment for the local television station.
No substitutions will be accepted. All of the equipment must be the make and model
numbers listed. The City expects to award to one company that can furnish all of the
equipment listed.
Bid #CMO -17-18-o7 6
ntv• MakP- Model: Description:
3
Hitachi
Z-HD-5500-ST1
2/3" Z-HD5500 Fiber Optic Studio Package
with 20:1 HDTV Lens
Includes:
Hitachi
Z-HD5500
Head
Hitachi
TA -Z3
Tripod Adapter
Hitachi
VF-PMB-307
7" On Camera LCD Viewfinder
Hitachi
AT750
Yoke Mount
Hitachi
CU-HD500
Base Station
Hitachi
CA-HF1000
Fiber Camera Adapter
Hitachi
RU-1000VR
Small Remote Control w/ 30' Cable
Fujinon
XA20sx8.2BRM
2/3" 20x HD TV Lens
Fujinon
MS -01
Semi Servo Kit for Lens
1
Hitachi
RM-RC73
Triple Rack Mount for RU -1000A w/ Blank
Panel
1
Hitachi
VF -402
2" B/W CRT HDTV Viewfinder
3
Canare
FCCC20N
6S" 9.2mm SMPTE Fiber Camera Cable
3
Telex
PH -88R5
Lightweight Headsets with ASM connector
3
Hitachi
JMR0222
5 pin Hirose Connector for Prompter Power
1
IBC
M20
One Click SMPTE Fiber Cleaner
1Accuchart
HDTV -1
16x9 HDTV Engineering Test Chart
1
Telex/RTS
CCB -1
Audiocom to Clea rcomadapter
Bld #CM0-17-18-07
D. PRICING
Hitachi Z-HD-5500-ST1
2/3" Z-HD5500 Fiber Optic Studio Package
With 20:1 HDTV lens
The above studio package includes the following items!
-Hitachi Z-HD5500 Head
-Hitachi TA -Z3 Tripod Adapter
-Hitachi VF-PMB-307 7" On Camera LCD Viewfinder
-Hitachi AT750 Yoke Mount
-Hitachi CU-HD500 Base Station
-Hitachi CA-HF1000 Fiber Camera Adapter
-Hitachi RU-1000VR Small Remote Control w/30' cable
-Fujinon XA20sx8.2BRM 2/3" 20x HD TV Lens
-Fujinon MS -01 Semi Servo Kit for Lens
Hitachi RM-RCZ3 Triple Rack Mount for
RU-1000VR w/Blank Panel
Hitachi VF -402 2" BIW CRT HDTV Viewfinder
Canare FCCC20N 65" 9.2 mm SMPTE
Fiber Camera Cable
Telex PH -88195 Lightweight Headsets with
A5M connector
Hitachi JMR0222 5 pin Hiroso Connector for
Prompter Power
IBC M20 One Click SMPTE Fiber Cleaner
Accuchart HDTV -1 16x9 HDTV Engineering
Test Chart
Telex/RTS CCB -1 Audiocom to Clearcom
Adapter
SUBTOTAL
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00
1 ea 3 2,
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3 ea%�
43g-
3 ea
3 ea
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1 ea __(�
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1 ea �(%J�
97
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1 ea
FREIGHT CHARGE TO 91355 ZIP CODE
SALES TAX AT 9.25%
Bid #CM0-17-18-07
GRAND TOTAL
NOTE:
Include the sales tax above even if your state does not collect tax. The City is
responsible for the tax and will self tax.
ald #CM0-17-18-07