Grand River Ctr Video Conferenc
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MEMORANDUM
August 11, 2004
TO:
The Honorable Mayor and City Council Members
FROM:
Michael C. Van Milligen, City Manager
SUBJECT: Video Conferencing for Grand River Center
Information Services Manager Chris Kohlmann is recommending the installation of
video conferencing in the Grand River Center and that the system be supplied by and
installed by Communication Engineering in the amount of $48,159.27.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
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Michael C. Van Milligen -
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Attachment
cc: Barry Lindahl, Corporation Counsel
Cindy Steinhauser, Assistant City Manager
Chris Kohlmann, Information Services Manager
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MEMORANDUM
Date: August 11 , 2004
To: Michael C. Van Milligen, City Manager
From: Chris Kohlmann, IS Manager
RE: Video Conferencing for Grand River Center
BACKGROUND
The purpose of this memo is to provide you with information regarding a video
conferencing solution for Grand River Center. Video conferencing will give the ability
to transmit and receive real-time audio and video feeds to and from remote
locations. Video conferencing is typically used for meetings, presentations and
classrooms of groups of varying sizes and applications.
This system was not specified as part of the original technical systems for the
facility, as the need had not originally presented itself. Since that time, Grand River
Center management has identified video conferencing as a needed service for the
facility to offer. Video Conferencing services are typically marketed as a "stand-
alone" service that would not necessarily have to be associated with a conference
or an event.
Based upon the existing technology in the Grand River Center and the intended
use, a system using VCON equipment has been proposed. VCON is one of the top
two distributors of video conferencing equipment.
DISCUSSION
I obtained two proposals for video conferencing solutions - one from Tri-City Electric
in Davenport, Iowa and the other from Communications Engineering in Hiawatha,
Iowa. Both proposals were for identical equipment and installation services. Both
08/11/2004
proposals included 4 hours set-up on the first day of the first session. Tri-City
Electric has installed the telephone system at Grand River Center.
Communications Engineering has done the network electronics and fiber optic
cabling to the Grand River Center. Both companies are familiar with the operations
of the center as well as the equipment proposed. Both companies have provided
the city with excellent service and equipment on past projects.
The pricing for the Tri-City proposal is $61,588.40. Pricing for the Communication
Engineering Proposal was $48,159.27.
RECOMMENDATION
Based on the information provided, I would recommend accepting the proposal from
Communications Engineering and proceeding with implementation of the system.
SOURCE OF FUNDING
The source of funding for this project would be from savings realized in the FF&E
budget for the Grand River Center.
ACTION STEP
Let me know if you have further questions. I have attached a copy of both
proposals.
08/11/2004
2
Proposal Number: 517147
(-~~posal . .~----- -_-~------=-'I
!cITY OF DUBUQ~- - I'
I Chris Kohlman
1300 MAIN STREET -ANNEX BLDG I
I DUBUQUE, IA 52001
~ ::~ .56H89-4281 _Fax563-589-4299.. .}I
I my OF DUBUQU;-
I VCon System
Freight Terms.
I,
* * Proposal * *
CommJ_E~_~ Company
CEC
405 Bovson Road
Hiawatha, IA 52233
(319) 294-9000 Fax (319) 364-6970
- -----
- - -. - - lhillPr~ -Ex;;;ded1
r Qty . Mfr-Part No~-DeSCriPti';-
1 CEC will supply and install the followin9:
HD5000d NTSC
1 VCB 2008
Includes.
VCB2000 8 Port Software
I Media Exchange Manager (10 User)
Conference Moderator (10 User)
I Server
First Year Maintenance
1
1
RadVlsion PRI Gateway
RadVlslon 1 st Yr Maintenance
Voice Finder
1000 VA UPS
34" HDTV Monitor
Roll About Cart
Misc Hardware and Cables
Equipment Total
Installation, Configuration, and Testing (Not To Exceed)
4
4 Hour First Event Standby
8,996.25
11,246.25
13,883.95
1,976.00
1,496.25
480.07
2,81750
897.00
200.00
135.00
8,996.251
11,246.25
I
I
I
I
41,993.271
5,437.00 I
540.00 I
I
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--
13,883.95
1,976.00
1,496.25
480.07
2,817.50
897.00
200.00
Thank you for considering CEC for this project. Please feel
free to contact us at 319-731-1212 should you have any questions
or require addtional informtion
-- - - - -- --
All prices are plus tax. Payment Terms are NET 30 with approved credit. Standard CEC Terms
and Conditions Apply,
Account Executive:
Dave B'azicek
Accepting Signature.
811 0/2004
Date:
,----
I Shipping Charge..s
Project Total:
---
This' . Proposal' . is Valid for 30 Days.
$189.00 '
I
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Page 1 of 1
Chris Kohlman
City of Dubuque
500 Bell Street
Dubuque, IA 52001
III
Data, Voice & Video
Structured Cabiing & Fiber Optics
Network Electronics
Wireless & Remote Solutions
Telephone & Voice Mail Systems
System Integration
415 Perry Street
Davenport, IA 52801
telephone.563.322.7181
fax.563.322.1643
www.tricityelectric.com
Tri-City Communications
A o;vision of T.i-City Electric Co.
Proposal August 11, 2004
Pursuant to your request, Tri-City Communications, a division of Tri-City Electric Co., agrees to sell and
Customer agrees to purchase from Tri-City Communications the equipment listed below in accordance with
the scope of work as outlined below.
Scope Of Work. To provide, install and setup a VCON HD-5000 videoconferencing unit, with bridge &
management server and PRI Gateway. This includes training for River Center personnel.
QTY Description Price List Price
1 HD5000d NTSC $ 10,915.45 $ 11,995.00
1 Media Xchange Manager -MXM Software $ 4,550.00 $ 5,000.00
1 VCB2000 - 8 Port software $ 5,460.00 $ 6,000.00
1 Conference Moderator for MXM 10-100 $ 3,185.00 $ 3,500.00
1 PRI Gateway with Audio Transcode $ 19,974.50 $ 21,950.00
1 Voice Finder Option $ 1,815.45 $ 1,995.00
1 1000 VA UPS $ 910.00 $ 1,012.00
1 34" HDTV Monitor $ 2,600.00 $ 2,889.00
1 Rolling Rack $ 1,092.00 $ 1,250.00
Total (Including Labor & Excluding tax). $ 61,588.40
Warranty period is for one years parts and one-year labor. Any work not covered in this proposal will be billed
on a time and material basis. The Terms and Conditions are included for your review on the back of this
document.
Thank you for the opportunity to provide you with this price quotation. If there are any questions or if I can be
of further assistance, please feel free to call.
Roger Killion
Solution Consultant
Tri-City Communication
563-823-1618
rkillion@tricitvelectric.com
Cil.,.. W~
8/11/04
Date
Customer
Date
Tri-City Communications
Pricing is Confidential. This Quote is valid for 30 Days.