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HomeMy WebLinkAboutOrdinance 13461-. Ordinance No.~~ AN ORDINANCE INCREASING THE ESTIMATED RECEIPTS AND APPROPRIATIONS IN THE CABLE SPECIAL TRUST OPERATING FUND IN THE AMOUNT OF $5,000 00 FROM AVAILABLE FUNDS FOR THE PURPOSE OF FUNDING THE PURCHASE OF REMOTE CONTROL PANELS AND LIGHTING FOR THE PRE-COUNCIL CHAMBERS FROM XTG, INC., PROVIDING FOR A SEVERABILITY CLAUSE, MAKING THIS ORDINANCE CUMULATIVE OF PRIOR ORDINANCES AND REPEALING ALL PRIOR ORDINANCES IN CONFLICT HEREWITH, AND PROVIDING AN EFFECTIVE DATE. BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF FORT WORTH, TEXAS SECTION 1 That in addition to those amounts allocated to the various City departments for the Fiscal Year 1997-98 and in the Budget of the City Manager, there shall also be increased estimated receipts and appropriations in the Cable Special Trust Operating Fund in the amount of $5,000 00 from available funds for the purpose of funding the purchase of remote control panels and fighting for the Pre-Council Chambers from XTG, Inc. SECTION 2. Should any portion, section or part of a section of this ordinance be declared invalid, inoperative or void for any reason by a court of competent jurisdiction, such decision, opinion or judgment shall in no way impair the remaining portions, sections, or parts of sections of this ordinance,. which said remaining provisions shall be and remain in full force and effect. SECTION 3 That this ordinance shall be cumulafive of Ordinance No. 13111 and all other ordinances and appropriations amending the same except in those instances where the provisions of this ordinance are in direct conflict with such other ordinances and appropriations, in which instance said conflicting provisions of said prior ordinances and appropriations are hereby expressly repealed. SECTION 4 This ordinance shall take effect and be in full force and effect and after the date of its passage, and it is so ordained. APPROVED AS TO FORM AND LEGALITY Assistant Attorney ~(L ~~9~ Date Adopted .~ a~-~~ Effective City of Fort Forth, Texas ~Ayar and ~aunc~l ~ommun;cAtian DATE REFERENCE NUMBER LOG NAME PAGE 5/26/98 P-8617 970459 1 of 2 SUBJECT APPROPRIATION ORDINANCES AND PURCHASE OF REMOTE CONTROL PANELS AND LIGHTING FOR THE PRE-COUNCIL CHAMBER FROM XTG, INC ,FOR THE CITY MANAGER'S OFFICE RECOMMENDATION It is recommended that the. City Council Adopt the attached supplemental appropriation ordinance increasing appropriations in the Cable Special Trust Fund by $35,000 from a fund balance, and authorize the transfer of these funds to the Public Information Office operating budget; and 2 Adopt the attached supplemental appropriation ordinance increasing estimated receipts and appropriations in the Cable Special Trust Operating Fund by $5,000 from available funds, and authorize the transfer of these funds to the Public Information Office operating budget; and 3 Adopt the attached appropriation ordinance increasing estimated receipts and appropriations in the General Fund by $40,000 from available funds, and 4 Authorize the purchase of remote control panels and additional lighting for the Pre-Council Chamber from XTG, Inc., on the basis of the best evaluated proposal, in the amount of $50,686 76, net 30 days, f o b destination, freight included DISCUSSION PURPOSE -The Pre-Council Chamber audio-visual system enables the City staff to use its technical capabilities to display information to the City Council, boards and commissions, general meetings and to residents watching City meetings via cable through a variety of presentation methods When the system was installed, the City anticipated that the Pre-Council lighting would require modifications and a touch screen control system would be added when the City had sufficient experience with the new system Based on discussions with City Council members, department heads, staff, citizens who view meetings from the Pre-Council Chamber, the Cable staff, the General Services staff and the City Manager's Office, the City requested proposals to accomplish the following A. Modify the lighting system to provide lighting for individuals who are meeting in the Pre- Council Chamber while allowing presentations to be projected onto the screen, and B Integrate controls of all audio-visual components into control panels located at the podium, at the Mayor's position and the Cable Control Room, and C Integrate the audio-visual components to allow control and amplification of the system during non-cablecast meetings A key feature of the request for proposal was to use remote control touch panels and additional lighting to all presenters to control the pre-existing audio, lighting, and visual systems in the Pre-Council Chamber BID ADVERTISEMENT -This bid was advertised in the Fort Worth Commercial Recorder on January 28 and February 4, 1998 Two vendors submitted a proposal City of Fort T~'orth, Texas M'Ay~r And ~~uncel ~~ea~munics~tion DATE REFERENCE NUMBER LOG NAME PAGE 5/26/98 P-86~ 7 970459 2 of 2 SUBJECT APPROPRIATION ORDINANCES AND PURCHASE OF REMOTE CONTROL PANELS AND LIGHTING FOR THE PRE-COUNCIL CHAMBER FROM XTG, INC ,FOR THE CITY MANAGER'S OFFICE BID TABULATION -See attached Proposal Evaluation Matrix BID DISCUSSION -The Request for Proposal (RFP) was developed by the City Manager's Office and the Purchasing Division, which included information relative to the following objectives. to design and install a system to control the various existing audio and visual systems, create a new lighting pattern to get the City Council out of the dark during presentations, warranty; and maintenance On February 26, 1998, the City received two proposals in response to the RFP from XTG, Inc., and Electro Acoustics. An evaluation team was formed which included members from the City Manager's Office, Cable Office, General Service Department, Information Systems and Services Department, and the Purchasing Division The evaluation process included a technical review and analysis of the responses received The system concept and the total cost of the project were key factors in determining the best-evaluated proposal The proposal submitted by XTG, Inc., was not only the lower based cost, but also presented a better lectern design, better lighting by offering the T8 lighting, which has a longer shelf life, and a better sound system Therefore, it was determined that the XTG, Inc., proposal was the best-evaluated offer and is recommended for award EXPENDITURE -Estimated $50,686 76 M/WBE - A waiver of the M/1NBE requirement for subcontracting goals was requested by the Purchasing Division and approved by the M/WBE Office because the purchase of goods was from a source(s) where subcontracting or supplier opportunities were negligible FISCAL INFORMATION/CERTIFICATION The Director of the Department of Finance certifies that upon approval of the above recommendations, funds will be available in the current operating budget, as appropriated, of the General Fund After the completion of this transfer, the unreserved undesignated fund balance will be $1,013,808 CB m Submitted for City Manager's FUND ACCOUNT CENTER AMOUNT CITY SECRETARY Office by: (to) GG01 541390 0025000 $50,688 76 Charles Boswell 8511 GG01 472072 0025000 $40,000.00 Originating Department Head: GG01 538070 0025000 $40,000 00 Jim Keyes 8517 (from) l;a ~,',~ `~~, ~ ~~~~i FE72 481306 002500100000 $35,000 00 Additional Information Contact: FE72 481306 002500100000 $ 5,000 00 `~'.~"` ~Ym ~~" ~~ ~~u~~ f T'o*~ ~o~' Judy Harrell 8334 ~ ~i1y o i ..,t`.c Y,.Ea. .i. _ ~ L ~. ~ , ." ~ ,M~ ~ ., 1. --~ ~=1 ?,~..~ /.