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Item F03BOARD OF COUNTY COMMISSIONERS AGENDA ITEM SUMMARY Meeting. Date: 11116/2 011 Bulk Item: Yes X No Division: TECHNICAL SERVICES Department: TECHNICAL SERVICES Staff Contact Person/Phone #: Lisa Druckemiller, 295-5100 AGENDA ITEM WORDING: Approval to purchase three HDX 7000 Polycom video conferencing cameras, Multipoint software, 25 desktop licenses, 42" NEC LCD Flat Panel Displays and mobile carts from BT Conferencing Video, Inc. as shown on quote # 106762.01 with pricing from FL State Contract # 880-000-09-1, to implement video conferencing in Key west, Marathon and Key Largo ITEM BACKGROUND: Monroe County has small conference rooms located in most government office buildings. At least one conference room in Ivey west, Marathon and Ivey Largo will be equipped with a camera and LCD on a cart (for mobility) to enable groups of people in each conference room to meet with each other over video conferencing. Furthermore, all of the senior County leadership will receive desktop copies of this software to enable one -to --one conversations as well. This will save the County money by lowering our fuel usage, increase our productivity due to savings on travel time, lower our costs for vehicle maintenance, and lower our carbon footprint. while we have tried other conferencing systems in the past, such as Skype, they have required traffic be sent over the Internet. Due to congestion of Internet traffic, it was unreliable, the clarity of the picture was poor, and the quality of the audio was also low, rendering the system unusable. This solution does not use the Internet to mare the connections but rather it uses our fast internal data network with very low latency and high throughput. There will be no reduction in clarity or audio quality issues as a result. PREVIOUS RELEVANT BOCC ACTION: NIA CONTRACT/AGREEMENT CHANGES: NIA STAFF RECOMMENDATIONS: Approval TOTAL. COST: $36,851.04 INDIRECT COST: $0 BUDGETED: Yes X No DIFFERENTIAL OF LOCAL PREFERENCE: NIA COST TO COUNTY: $36,851.04 REVENUE PRODUCING: Yes No APPROVED BY: County Aft I DOCUMENTATION: Included Revised 7/09 SOURCE OF FUNDS: Primarily Ad Valorem X MOUNT PER MONTH Year Pit.- I OMB/Pur asing Risk Managemen V2 Not Required AGENDA ITEM # MONROE COUNTY BOARD OF COUNTY COMMISSIONERS CONTRACT SUMMARY Contract with: BT Conferencing Video Contract # uote 106762.01 Effective Date: 11/16/11 Expiration Date: 11/16/12 Contract Purpose/Description: BT Conferencing Video, Inc. quote agreement for purchase of Pol com video conferencipg equipment from the State of Florida contract # 880-000-09-1 to implement video conferencing in Key West, Marathon and jLey Largo conference rooms Contract Manager: Lisa Druckemiller 5100 Technical Services 5-B (Name) (Ext.) (Department/Stop #) for BOCC meeting on 11/16/11 Agenda Deadline: 11/01/11 CONTRACT COSTS Total Dollar Value of Contract: $ 3M51.04 Current Year Portion: $ 369851.04 Budgeted? Yes® No ❑ Account Codes: 001--05002-530-340- Grrant: $ - - - - County Match: $ - - - ADDITIONAL COSTS Estimated Ongoing Costs: $9lyr For: Video Conferencing equipment (Not included in dollar value above) �eg- maintenance, utilities, janitorial, salaries, etc.} CONTRACT REVIEW Change: Wte Needed Division Director % J/ // Yes❑ No Risk Managem nt � d,J1' �� Yes❑ No Date Out IVAY111 / I 0,�t --- f ( O.M.B./Pursing Yes[:] No❑ � �,,a., /D -31-1 County Attorney f ('� Yes❑ NoM Comments: DMB Form Revised 2/27/01 MCP #2 0 0 D y a a a .3 Cl) o o rMIL o rqL 0 w w w a:) v� 0 ov oa r000 •v "v o CL C) aC `, C @ CO[QQ •D Cn 0 CD 0 0 CD cn 0 CD n C S' C iQ C x 0 z > w � _ 0 0 m 0 N to 00 �. 0 � � � C) �0=Z0M Ca � �n•>Z3 O .. > � 0 0 IcC� CD n aPw N3� C0-0 �= CD U)CD Co C:) 3 wm Tin ��m CD coco W 1 W K PO w y 0 o 0cn co = CD C7 0 W c� CD CD o 0 3"00 cn C-nCCD D m C rn 3 o Q ooca 00 o Q C) n CD �o 0 ONO f Q as a c� w -4 vv � n c`n 0) M o � w 0 o 07 OD rql 0 3 w-v0ov0 0 0 CD --I C ■ • W -Q C) I e i � C7 : C'Do ' - a: 3 I Co�WCD � � a) �' ov a) CbCA) a N N) N) �0 to — ocn Q 0 rli rt D CD N) 0 h 44. 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CD CD -01 0 h 4�k > w co03 z 0 C) 0 X Q m 0 m XI Fq CD =3 lei X ;a M > -n 0 CD Cl) co CD =3 Cl) 0 a m ;u -1 cc) :3 0• ccl 0 ic DQ > < CL z MCD CD 0 Cl) Z cn x 0 0 0 > 0 M > M X mV X -n m 0 ;u :< CO) > m Z c z na C) M z M Cl) CD =i C) 0 z Z M cn > v ;u m --I 0 Fn cn > > 0 A z < 0 Z < m -13 0 ;a G) m m > ;a z zv -0 > m C) ;u M r-t- c r-l- m m m z 0 R, 0 3 M .1 0 CD CD 0- CD % CA > co z m -77 0 m 00 z 7- lot Co 0 Cl) z z k C: S D -010 cn CJ mn Y p j 0 --I CO cn JO (D = c 0 > --I Z m • TM QUOTATION uovcomection quote # 23039214.04 SolutiFons for Government anucation PLEASE REFER TO THE ABOVE QUOTE NUMBER WHEN ORDERING 7503 Standish Piave Rockville, MD 20855 Date: October 28, 2011 Valid through; November 27, 2011 Account #: 12334910 Account Executive: Scott Little Phone: (800) 986-2259 Fax: (503) 683-0427 Email: fl@govconnection.com QUOTE PROVIDED TO: SHIP To: Monroe Bocc F! AB#: 12476143 Bob Ward MURRAY E NELSON GOV & CULTURAL CTR 102050 Overseas Hwy Ste 222 BOB WARD Monroe County BOCC 102050 OVERSEAS HIGHWAY Key Largo, FL 33037--2785 KEY LARGO, FL 33037 DELIVERY FOB TERMS CONTRACT ID # 1-30 Days AIRID Destination NET 30 ` Line # Qty Item # Manuf. Part # Description Price I Ext 1 3 11440600 7200-23130-001 HDX 7000-720 EagleEye HD Camera HDX Mic Array P+C $7,210.61 $21,631.83 PPCIP Polycom-Video 2 3 8404616 4870-00408-106 1-Year Premier Coverage for HDX 7000 Series $878.83 $2,636.49 Polycom Inc/service 3 3 13344937 RPS-1000S-E 32" Tall cart holds one plasma or LCD screen from 32" to $1,901.89 $5,705.67 46" (400 x 400 VESA pattern max).Comes standard with 12RUs of rack space (includes 4 cage nuts), 6 port APC power module, universal screen mounting system and vlc camera platform. Assembly required. Avteq, Inc. 4 25 13059693 5150-82725-001 Telepresence M 100 Desktop Conferencing 1 User $64.18 $1,604.50 Polycom, Inc. 5 3 7717901 5150-23912-001 HDX MPPIus Multipoint Software - 4 Sites $2,062.98 $6,188.94 Polycom, Inc. Page I of 2 k ovcomection QUOTATION quote # 23039214.04 ,,00w02=V IT Solutions for Government and Education PLEASE REFER TO THE ABOVE QUOTE NUI�IBER WHEN ORDERING 7503 Standish Place Rockville, NM 20855 Date: October 28, 2011 Valid through: November 27, 2011 Account #: 12334910 Account Executive: Scott Little Phone: (800) 986-2259 Fax: (603) 683-0427 Email: fl@govconnection.com QUOTE PROVIDED To: SHIP To: Monroe Bocc F1 AB##: 12476143 Bob Ward MURRAY E NELSON GOV & CULTURAL CTR 102050 Overseas Hwy Ste 222 BOB WARD Monroe County BOCC 102050 OVERSEAS HIGHWAY Key Largo, FL 33037-2785 KEY LARGO, FL 33037 DELIVERY FOB TERMS CONTRACT ID # 1-3 0 Days AIRID Destination NET 30 Line # Qty Item # Manuf. Part # Description Price Ext 6 3 13105071 E422 42" E422 Commercial Full HD LCD Display with Tuner, Blac $696.16 $2,088.48 NEC Display Solutions Of America Lines: 6 Total $39,855.91 Merchandise Fee Ship Via: 982. pounds Heavy weight Ground Shipping and $0 00 Handling Tax TOTAL $399855.91 * Lease for as low as: $1,145.061Mo. Page 2 of 2 0 v;t'jrf f RRAw RRA}f� f"R A. 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