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Andrew Dymczyk, Township Manager SUBJECT: Audio and Video

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Andrew Dymczyk, Township Manager SUBJECT: Audio and Video SUPERVISOR TRUSTEES Rick Galardi David Fedewa Steven Smith CLERK Brian Ross Adam Cramton David Seeger TREASURER MANAGER Sandy Stump 1401 W. Herbison Road, DeWitt, MI 48820-7900 Andrew Dymczyk TO: Township Board FROM: Andrew Dymczyk, Township Manager SUBJECT: Audio and Video Boardroom Update DATE: May 6, 2021 In March of 2021 we began the process of soliciting vendors to update the technology in the boardroom and adjacent conference room. This upgrade was included in the 2021 Budget at an estimated cost of $15,000. Solicitation and receipt of bids were delayed due to pandemic related restrictions and the global microchip shortage. The Township received bids from two vendors. Vendors were encouraged to bid with product options. Vendor bids are as follows: Vendor Total Town & Country Technologies $14, 860 – $30,790 Buist Audio Visual $11,657 – $46,683 Sound Solutions Audio & Video No Bid Third Coast Tech No Bid Clerk Cramton, Treasurer Stump and I reviewed the bids and we believe Town & Country Technologies Option 1 has emerged as the best fit and value for the Township. I would recommend authorization to execute an agreement with Town & Country Technologies in an amount not to exceed the bid price of $30,790 plus a 10% contingency of $3,079 totaling $33,869 for the purpose of updating the audio and video technology in the boardroom and adjacent conference room at the Township Hall. STRATEGIC PLAN: Strategic: Fiscal and Organizational Excellence Strategies: Maintain sound fiscal policy and budgets that allow the Township to address service needs and maintain community quality SUGGESTED ACTION: 1. Authorize the Manager to execute an agreement with Town & Country Technologies in an amount not to exceed $33,869 including a 10% contingency for the purpose of updating the audio and video technology in the boardroom and adjacent conference room at the Township Hall. 2. The Board approve the following budget adjustment to the 2021 Budget: $18,869 To: 101-265-977-001 From: 101-000-390-000 Township Hall – Cap. Exp. General Fund Balance H:\Andrew\Board\2021\05.10.21\Audio and Video Bids.doc Estimate #: T21AV2062 Date: April 27, 2021 To: DeWitt Charter Township Attn: Andrew Dymczyk Project Location: Township Offices Boardroom DESCRIPTION: TCTC to provide labor and materials to replace/upgrade the existing AV system in the Boardroom and to install a video conference system in the Conference Room. The Boardroom system to include new wireless microphones, new gooseneck desktop microphones with mute buttons, a new projector, new overhead speakers, a new digital signal processor, a wall mounted touch screen controller, a conference mini-PC with wireless mouse and keyboard, a USB conference bridge and a ceiling mounted PTZ camera. The system will be programmed so that when a person is speaking into a microphone, all other microphones will be automatically muted. Each microphone will also have a manual mute switch. The video conference camera, projector screen, projector and volume levels will be controlled by the touch-screen. The Conference Room system will include new ceiling speakers, a conference mini-PC with a wireless mouse and keyboard, a USB conference bridge, a 50” wall mounted monitor, a video conference camera and a ceiling mounted 360-degree conference microphone. Both systems will be controlled by the touch-screen controller and will have the ability to be fully integrated or operate independent of each other. Each room will have the ability to make either a video conference call using any internet-based video conference software (Zoom, Google Meet, Microsoft Teams etc.) or a phone conference call. (Note- phone system vendor to provide an analog extension port for phone conferencing.) Thank you for this opportunity to be of service. If you have any questions, please call. Phone: 616-772-2772 APPROVED BY: Steve Pierce Estimate VOID after 30 days and subject to change due to material increases without notice. Net 10 upon receipt TERMS & CONDITIONS: ESTIMATE IS FOR COMPLETING THE JOB AS DESCRIBED ABOVE. IT IS BASED ON OUR EVALUATION AND DOES NOT INCLUDE MATERIAL PRICE INCREASES OR ADDITIONAL LABOR AND MATERIALS WHICH MAY BE REQUIRED SHOULD UNFORESEEN PROBLEMS OR ADVERSE WEATHER CONDITIONS ARISE AFTER THE WORK HAS STARTED. PAYMENT NET (10) DAYS UPON RECEIPT OF INVOICE. I (WE) UNDERSTAND AND AGREE THAT ANY CREDIT GRANTED SHALL BE PAID PROMPTLY IN ACCORDANCE WITH ABOVE TERMS AND AGREEMENTS. TOWN & COUNTRY MAY ADD LEGAL RATE OF INTEREST PER MONTH TO ANY BALANCE NOT PAID IN ACCORDANCE WITH SAID TERMS AND AGREEMENTS. I (WE) ALSO AGREE, IN THE EVENT OF DEFAULT, TO PAY REASONABLE COLLECTION CHARGES, ATTORNEY FEES, AND COURT COSTS WHERE APPLICABLE. Please Sign, Date and Return: Signature:______________________________________________________________Date:___________ Customer Authorizes Town & Country To Perform Work as Described Above 9327 Riley Street • Zeeland Michigan 49464 • Phone 616-772-6746 Option 1 – Complete System Estimate to include: A. 1- QSC Core 110f Digital Signal Processor with UCI and Scripting Licenses B. 8- QSC AC-C8T Ceiling Speakers (6- Boardroom, 2- Conference Room) C. 1- QSC MP-A40V Zone Amplifier D. 1- QSC TSC-7w Touch Screen Controller E. 1- QSC PTZ 12x72 Camera F. 2- QSC I/O USB Conference Bridge G. 2- OnLogic CL100 mini-PC (Windows 10 Pro) H. 1- Samsung 50” UHD Smart TV I. 1- Kanto Articulating TV Wall Mount Bracket J. 1- Logitech MeetUp Video Conference Camera K. 2- Logitech Wireless Mouse and Keyboard Combo L. 1- Clear One Ceiling Mounted Conference Mic M. 1- Pakedge POE Network Switch N. 11- Shure MX418S/C Gooseneck Mic with Mute Button O. 1- Shure Dual Channel Wireless Mic System with 2-Handheld Mics P. 1- Epson PowerLite 109W Projector Estimated Cost: $30,790.00 Thank you for this opportunity to be of service. If you have any questions, please call. Phone: 616-772-2772 APPROVED BY: Steve Pierce Estimate VOID after 30 days and subject to change due to material increases without notice. Net 10 upon receipt TERMS & CONDITIONS: ESTIMATE IS FOR COMPLETING THE JOB AS DESCRIBED ABOVE. IT IS BASED ON OUR EVALUATION AND DOES NOT INCLUDE MATERIAL PRICE INCREASES OR ADDITIONAL LABOR AND MATERIALS WHICH MAY BE REQUIRED SHOULD UNFORESEEN PROBLEMS OR ADVERSE WEATHER CONDITIONS ARISE AFTER THE WORK HAS STARTED. PAYMENT NET (10) DAYS UPON RECEIPT OF INVOICE. I (WE) UNDERSTAND AND AGREE THAT ANY CREDIT GRANTED SHALL BE PAID PROMPTLY IN ACCORDANCE WITH ABOVE TERMS AND AGREEMENTS. TOWN & COUNTRY MAY ADD LEGAL RATE OF INTEREST PER MONTH TO ANY BALANCE NOT PAID IN ACCORDANCE WITH SAID TERMS AND AGREEMENTS. I (WE) ALSO AGREE, IN THE EVENT OF DEFAULT, TO PAY REASONABLE COLLECTION CHARGES, ATTORNEY FEES, AND COURT COSTS WHERE APPLICABLE. Please Sign, Date and Return: Signature:______________________________________________________________Date:___________ Customer Authorizes Town & Country To Perform Work as Described Above 9327 Riley Street • Zeeland Michigan 49464 • Phone 616-772-6746 Option 2 – Boardroom Only Estimate to include: A. 1- QSC Core 110f Digital Signal Processor with UCI and Scripting Licenses B. 6- QSC AC-C8T Ceiling Speakers (6- Boardroom, 2- Conference Room) C. 1- QSC MP-A40V Zone Amplifier D. 1- QSC TSC-7w Touch Screen Controller E. 1- QSC PTZ 12x72 Camera F. 1- QSC I/O USB Conference Bridge G. 1- OnLogic CL100 mini-PC (Windows 10 Pro) H. 1- Logitech Wireless Mouse and Keyboard Combo I. 1- Pakedge POE Network Switch J. 11- Shure MX418S/C Gooseneck Mic with Mute Button K. 1- Shure Dual Channel Wireless Mic System with 2-Handheld Mics L. 1- Epson PowerLite 109W Projector Estimated Cost: $23,985.00 Thank you for this opportunity to be of service. If you have any questions, please call. Phone: 616-772-2772 APPROVED BY: Steve Pierce Estimate VOID after 30 days and subject to change due to material increases without notice. Net 10 upon receipt TERMS & CONDITIONS: ESTIMATE IS FOR COMPLETING THE JOB AS DESCRIBED ABOVE. IT IS BASED ON OUR EVALUATION AND DOES NOT INCLUDE MATERIAL PRICE INCREASES OR ADDITIONAL LABOR AND MATERIALS WHICH MAY BE REQUIRED SHOULD UNFORESEEN PROBLEMS OR ADVERSE WEATHER CONDITIONS ARISE AFTER THE WORK HAS STARTED. PAYMENT NET (10) DAYS UPON RECEIPT OF INVOICE. I (WE) UNDERSTAND AND AGREE THAT ANY CREDIT GRANTED SHALL BE PAID PROMPTLY IN ACCORDANCE WITH ABOVE TERMS AND AGREEMENTS. TOWN & COUNTRY MAY ADD LEGAL RATE OF INTEREST PER MONTH TO ANY BALANCE NOT PAID IN ACCORDANCE WITH SAID TERMS AND AGREEMENTS. I (WE) ALSO AGREE, IN THE EVENT OF DEFAULT, TO PAY REASONABLE COLLECTION CHARGES, ATTORNEY FEES, AND COURT COSTS WHERE APPLICABLE. Please Sign, Date and Return: Signature:______________________________________________________________Date:___________ Customer Authorizes Town & Country To Perform Work as Described Above 9327 Riley Street • Zeeland Michigan 49464 • Phone 616-772-6746 Option 3 – Boardroom Only, No Video Conferencing Estimate to include: A. 1- QSC Core 110f Digital Signal Processor with UCI and Scripting Licenses B. 6- QSC AC-C8T Ceiling Speakers (6- Boardroom, 2- Conference Room) C. 1- QSC MP-A40V Zone Amplifier D. 1- QSC TSC-7w Touch Screen Controller E. 1- Pakedge POE Network Switch F. 11- Shure MX418S/C Gooseneck Mic with Mute Button G. 1- Shure Dual Channel Wireless Mic System with 2-Handheld Mics H. 1- Epson PowerLite 109W Projector Estimated Cost: $18,170.00 Thank you for this opportunity to be of service. If you have any questions, please call. Phone: 616-772-2772 APPROVED BY: Steve Pierce Estimate VOID after 30 days and subject to change due to material increases without notice. Net 10 upon receipt TERMS & CONDITIONS: ESTIMATE IS FOR COMPLETING THE JOB AS DESCRIBED ABOVE. IT IS BASED ON OUR EVALUATION AND DOES NOT INCLUDE MATERIAL PRICE INCREASES OR ADDITIONAL LABOR AND MATERIALS WHICH MAY BE REQUIRED SHOULD UNFORESEEN PROBLEMS OR ADVERSE WEATHER CONDITIONS ARISE AFTER THE WORK HAS STARTED.
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