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Channel 43 in Abington Township

FIRST SET OF BID SPECS - ALL 25 PAGES

BID SPECS ON THIS PAGE ARE NOT TO BE RELIED ON AS ACCURATE ----   PLEASE APPLY TO THE TOWNSHIP FOR AN ACCURATE COPY.  THESE ARE PUT HERE SO YOU CAN GET AN IDEA OF THE SCOPE  AND FOR YOUR GENERAL INFORMATION.

               - CLICK HERE FOR  BID SPEC SUMMARY WITH NOTES

_______________________________________________
 

TOWNSHIP OF ABINGTON

MUNICIPAL MEETING VIDEO RECORDING CONTRACT

BID DOCUMENTS

Township of Abington

1176 Old York Road

Abington, P A 19001

(267) 536-1000

Table of Contents

Checklist For Bidder's Use

Notice To Bidders 1

General Conditions 2

Instructions To Bidders 4

Experience Record (To Be Completed By Bidder)

11

Non-Collusion Affidavit (To Be Completed By Bidder) 12

Hold Hannless Agreement (To Be Completed By Bidder) 14

WORK SPECIFICATIONS 5

BID FORM (To Be Completed By Bidder) 22

TOWNSffiP OF ABINGTON

MUNICIPAL MEETING VIDEO RECORDING CONTRACT

Checklist for Bidder's Use

The following documents must be completed submitted with your bid.

ExperienceR ecord

2.

Financial Statement

Certificate of Errors and

Omissions Insurance

3.

4. Non-Collusion Affidavit

4. Hold Harmless Agreement

5 Bid Securityo r Bond

6. Attend pre-bid meeting

7. Two (2) work product samples

8 Addenda received (list by number)

8 Bid Form

NOTE

The completed Bid Form (pages 22 and 23), must remain attached

to this entire set of bid documents, and this entire set of bid

documents, together with all other documents to be provided by the

bidder, must be submitted in accordance with paragraph 8 of the

Instructions to Bidders (see page 3).

PUBLIC NOTICE TO BIDDERS

TOWNSHIP OF ABINGTON

MONTGOMERY COUNTY, PENNSYLVANIA

MUNICIPAL MEETING VIDEO RECORDING CONTRACT

Sealed bids for the Municipal Meeting Video Recording Contract will be received at the

municipal offices of the Township of Abington, 76 Old York Road, Abington, P A 19001. All bids

must be delivered to the Township municipal offices by 12:00p.m. (noon) on February 21, 2007, at

which time and place all bids will be publicly opened and read aloud. Additionally, all bidders must

attend a mandatory pre-bid meeting at 10a.m. on February 14, 2007, to be held in the Board Room

of the Abington Township munIcipal building, 1176 Old York Road, Abington, PA 19001

FAILURE TO ATTEND THE MANDATORY PRE-BID MEETING WILL RESULT IN

REJECTION OF THE BID.

All

bids must be submitted in a SEALED ENVELOPE, clearly marked on the outside

TownshiQ of AbinQton Municinal MeetinQ Video RecordinQ Contract, and addressed to the

Township of Abington, 1176 Old York Road, Abington, P A 19001. The Township reserves the right

to accept or reject any and all bids.

Bidding documents, including General Conditions, Instructions to Bidders, Work

Specifications and Bid Form, are available at the Township of Abington municipal offices, 1176 Old

York Road,A bington, Pennsylvaniab, etween9 :00 a.m.a nd 5:00 p.m. Mondayt hroughF riday.

All bids must include bid surety in an amount equal to 10% of the product of the bidder's

price for Item No. I.A multiplied by twenty-four (24). The surety must be in the form of either a

certified check or bid bond issued by an insurance company licensed to transact business in the

Commonwealtho f Pennsylvania.

Burton T. Conway, Township Manager

Page 1 of 23

GENERAL CONDITIONS

Paragraphs 1 Through 10

1

Addendum

The Township of Abington (hereinafter "the Township") reserves the right to correct,

change, add or delete from the bidding documents by written addendum.

2. Assi~nment

Bidder to whom award is made shall not sublet, transfer or assign the contract or any

portion thereof without the prior written consent of the Township.

Award

3.

Award of any contract hereunder shall be made within forty-five (45) days following

the opening of bids by the Township, and the Bidder agrees that his, her or its bid will

remain open and subject to acceptance for a period of sixty (60) days after opening.

4. Ex~lanations

Any explanation or interpretation of the bidding documents by the Township shall

be binding only if in the form of a written addendum. Oral or other explanation or

interpretation made prior to the opening of the bid proposal shall not be binding.

5. Exceutions

Any deviation from the requirements of the bidding documents pertaining to

equipment or material shall be itemized and fully set forth in a letter of

exception attached to the bid by the Bidder, and must be submitted with this

bid.

A.

The exception shall, whenever possible, be identified with the section and

subsection to which it relates. Multiple exceptions shall be set forth in the

same sequence as the items to which the exceptions pertain appear in the bid

documents.

B

Inguiries

6.

All inquiries shall be addressed in writing to the Township Manager, Burton T

Conway, Township of Abington, 1176 Old York Road, Abington, PA 19001.

Page 2 of 23

7. Laws and Ordinances

The successful bidder must comply with all laws, ordinances, rules and/or regulations

of any governmental body, agency or commission havingjurisdiction in the matter and must

obtain any and all necessary permits.

8. Bid Reguirements

A Each bid shall be made on the original bid form attached hereto, which shall

be M!Y completed with two (2) additional coRies for the use of Township

personnel. NOTE: The original completed Bid Form (pages 22 and 23),

must remain attached to this entire set of bid documents, and this entire set

of bid documents must be submitted in accordance with the terms of this

paragraph 8.

B All bids must be submitted in a sealed envelope clearly marked on the outside

"TownshiR of Abin~ton MuniciRal Meetin~ Video Recordin~ Contract."

c The bid price shall remain in effect and shall not be raised between the time

of award of the contract and the time work commences pursuant to the

contract.

D.

All bidders are required to attend a mandatory pre-bid meeting at

10:00a.m. on February 14, 2007, to be held in the Board Room of the

Abington Township municipal building, 1176 Old Y orkRoad, Abington,

PA 19001. FAILURE TO ATTEND THE MANDATORY PRE-BID

MEETING WILL RESULT IN REJECTION OF THE BID.

E The Township reserves the right to extend the time for receipt of bids and/or

the time for opening of bids.

Bids not received at the municipal offices of the Township of Abington, 1176

Old York Road, Abington, PA 19001, by 12:00p.m. (noon) on February 21,

2007, will not be opened or considered by the Township.

F

9.

Bid Rejection

The Township reserves the right to waive any nonmaterial defects in bid documents,

and reserves the right to reject all bids.

Page 3 of 23

10. PaIment

Payments shall be made at the bid price, within sixty (60) days of receipt of invoice

from the bidder, subject to the approval of the Township Manager and Board of

Commissioners of the Township of Abington.

INSTRUCTIONS TO BIDDERS

Paragraphs 11 Through 29

11. Definitions

The term "Bidder" means one who submits a bid directly to the Township of

Abington, as distinct from a sub-bidder who submits a bid to a Bidder.

A.

The term "Successful Bidder" means the lowest qualified, responsible and

responsive bidder.

B

The term "Bid Documents" includes the Notice to Bidders, General

Conditions, Instructions to Bidders, the attached documents including the Bid

Form, and all addenda issued prior to the deadline for receipt of bids.

c

The term "Work" means the supplying of goods and/or services as set forth

in the Work Specifications attached hereto.

D12..

CoRies of Bid Documents

Complete sets of Bid Documents must be used in preparing bids. Neither the

Owner nor Owner's professional consultants or Owner's agents or employees

assumes any responsibility for errors or misinterpretations resulting from the

use by bidders of incomplete Bid Documents.

A

Township shall provide sets of the Bid Documents only for the purpose of

obtaining bids on the Work, and does not confer a license or grant of authority

for any other use.

B.

13. Qualification of Bidders

To demonstrate qualification to perform the Work, each bidder must submit with its

bid the following documents:

A An experiencer ecord containing at leastf ive (5) projects similar in nature and

Page 4 of 23

B.

A financial balance statement listing assets and liabilities and an operating

statement for the most recent year, but no earlier than a fiscal year ending in2006.

c A non-collusion affidavit fully completed, witnessed, signed and sealed by a

notary public.

D. Bidders shall own or possess all the technical equipment necessary to perform

the recording of Township meetings according to the bid documents and

specifications contained herein without the need to rely on Township-owned

equipment or personnel, except that electrical outlets, monitoring screens, and

a wireless audio feed shall be provided by the Township, if requested by the

successful bidder.

E, Bidders shall be required to provide to the Township IT staff a list of all

professional recording equipment owned and likely to be used for recording

of the meetings, including all camera makes and models, editing equipment

and/or editing software likely to be used, together with all mixing and

monitoring equipment likely to be used in the recording of final media

production.

F Any additional staff associated with the recoding and media projection shall

have a minimum of three years experience as a video filming or editing

technician working for such firms that produce materials a described above.

G Bidders and the camera operator ultimately in charge of recording the

Township meetings shall have a minimum of three years' experience in the

video recording profession, where such work products and materials produced

were utilized for other than home video enjoyment, including for such

activities corporate video training, professional television broadcast, television

commercials, marketing materials, or the like.

H All bidders shall submit at least two work products for review by the

Township IT staff that reflect the quality of the bidder's work.

14. Examination of Bid Documents

It is the responsibility of each bidder, before submitting a bid, to perform the

following:

Page 5 of 23

A.

Examine the Bid Documents thoroughly.

B. To make a site visit to view the existing conditions. Arrangements can be

made by calling the Township Manager at (267) 536 -1003, Monday through

Friday, 8:00 a.m. to 5:00 p.m. Attendance at the pre-bid meeting to be held

at 10 :OOa.m. on February 14, 2007, will satisfy this requirement.

c. Become familiar with all applicable federal, state and local laws and

regulations that may affect cost, progress, performance and furnishing of the

Work.

D. Notify the Township Manager in writing of all conflicts, errors or

discrepancies in the Bidding Documents at least ten (10) days prior to the date

of bid opening.

E. The submission of a bid will constitute an incontrovertible representation

by the bidder that the bidder has complied with each and every

requirement of this paragraph 14, that without exception the bid is

premised on performing and furnishing the Work required by the Bid

Documents, and that the Bidding Documents are sufficient in scope and

detail to indicate and convey to the bidder a clear understanding of all of

the terms and conditions for performance and furnishing of the Work.

15. Interuretation and Addenda

A. All questions concerning the meaning or intent of the Bidding Documents are

to be directed to the Township Manager. Interpretation or clarification

considered necessary by the Township Manager in response to such question

will be provided by addenda mailed or delivered to all parties recorded by the

Township as having received the Bidding Documents. Only questions

answered by written addenda will be binding. Oral and other interpretations

or clarifications will not be binding upon the Township.

B.

Addenda may also be issued to modify the Bidding Documents as issued by

the Township.

16. Bid SecuritY

A, Each bid must be accompanied by a certified check made payable to the

Township in an amount equal to ten percent of the product of the amount of

Page 6 of 23

the bidder's price for Item No. I.A on the Bid Form multiplied by twenty- four

(24). Alternatively, the security may be in the form of a bid bond in the same

amount issued by a surety licensed to do business in the Commonwealth of

Pennsylvania

B. The bid security of the successful bidder will be retained until such bidder has

furnished all required documents and materials and signed the contract,

whereupon the bid security will be returned. If the successful bidder fails to

furnish the required documents and materials and signed contract within ten

(10) days after notice of award, Owner may annul the notice of award, and the

bid security of the bidder will be forfeited. The bid security of other bidders

whom the owner believes to have a reasonable chance of receiving the award

may be retained by the Owner for a period of sixty (60) days from the date of

bid opening.

17. Insurance

(a) The successful bidder must provide the Township with the certificate of an

insurance company, licensed to do business in Pennsylvania, or its authorized agent, stating

that the bidder carries for the benefit of all parties hereto, adequate insurance of public

liability and property damage in an amount of not less than ONE MILLION DOLLARS

($1,000,000.00) for an individual, ONE MILLION DOLLARS ($1,000,000.00) for more

than one individual, and TWO HUNDRED AND FIFTY THOUSAND DOLLARS

($250,000.00) for property damage. The successful bidder must also show proof of

workers' compensation insurance.

(b) The successful bidder must provide the Township with the certificate of an

insurance company licensed to do business in Pennsylvania, or its authorized agent, stating

that the bidder carries for the benefit of all parties hereto, a policy of Errors and Omissions

Insurance.

Subcontractors. Sunnlies. and Others

The use of subcontractors is not pennitted by this Contract.

Bid Form

A.

The Bid Form is included with the Bid Documents. Additional copies of the

Bid Form may be obtained from the Township at a cost of$I.50 per copy.

B, All blanks on the Bid Form myg be completed in ink or by typewriter.

Page 7 of 23

c Bids from corporations~ be executedb y a comorateo fficer showingt hat

person'st itle (presidentv, ice president,t reasurero r secretary).T he corporate

seal~ be affixed andt he corporatea ddressa nds tateo f incorporationm ust

be show below the signature.

D. Bids by partnerships must be executed in the partnership's name and signed

by a partner, whose title must appear under the signature. The partnership

address must also be shown below the signature.

E. All names must be typed or printed below the signature.

F. The bid must contain an acknowledgment of receipt of all addenda (the

numbers of which must be filled in on the Checklist for Bidder's Use).

G The address and telephone numbers for communications regarding the bid

must be shown clearly.

H. The bid price shall include all amounts as bidder deems proper for overhead

and profit.

21. Submission of Bids

A.

Bids shall be submitted at the time and place indicated in the Notice to

Bidders, and shall be enclosed in an opaque, sealed envelope labeled

"T ownshiJ2 of Abington MuniciJ2al Meeting Video Recording Contract," with

the name and address of the bidder shown on the outside of the envelope. If

the bid is sent through the mail or other delivery system, the sealed envelope

shall be enclosed in a separate envelope with the notation "Bid Enclosed" on

the face of it.

B.

All bids must be accompanied by the bid security,

c. The Bidder must submit two copies of his, her or its completed bid documents

together with the original.

22. Modification and Withdrawal of Bids

Bids may be modified or withdrawn by an appropriate document duly

executed in the manner in which the Bid Form must be executed, and

delivered to the place where bids are to be submitted at any time prior to the

opening of bids.

A

Page 8 of 23

B. If written notice is provided within two (2) business days after bids are

opened, pursuant to and in accordance with the provisions of 73 P .s. 1602,

any bidder files a written, duly signed notice with the Township and promptly

thereafter demonstrates to the reasonable satisfaction of the owner that there

was a material and substantial mistake, as defined in said statute, in the

preparation of the bid, that the bidder may withdraw its bid and bid security

will be returned. Thereafter the withdrawing bidder will be disqualified from

further bidding of the Work to be provided under the Bid Documents, or

supplying any material or labor, or performing any other work to any person

to whom a contract for this Work is awarded.

23. Onenin2 of Bids

Bids will be opened and read aloud publicly as listed in the Notice to Bidders

24. Accentance of Bids

All bids will remain subj ect to acceptance for a period of sixty (60) days after the date

of bid opening, but the Township may in its sole discretion release any bid and return the bid

surety prior to that date.

26. Award of Contract

A The Township reserves the right to reject any and all bids, to waive any nonmaterial

defects. The Township will not give consideration to nonconfonning,

non-responsive, unbalanced, or conditional bids. Discrepancies in the

multiplication of units of work and unit prices, and discrepancies between the

indicated sum of any column of figures and the correct sum thereof will be

resolved in favor of the correct sum.

B. The Township may conduct such investigation as it deems necessary to assist

in the evaluation of any bid and to establish the responsibility, qualifications

and financial ability of bidders, proposed subcontractors, suppliers and other

persons and organizations to perform and furnish the Work in accordance with

the Bid Documents to the Township's satisfaction within the prescribed time.

If the contracti s to be awardedt,h e Townshipw ill give the successfubl idder

notice of award within forty-five (45) days after bid opening.

c.

Page 9 of 23

27. Si&nin& Of Contract

When the Township gives Notice of Award to the successful bidder, it will be

accompanied by the required number of unsigned counterparts of the contract. Within ten

(10) days thereafter the successful bidder shall sign and deliver the required number of

counterparts of the contract to the Township with the required bonds. Within thirty (30)

days thereafter, the Township shall deliver one fully signed counterpart to the successful

bidder.

28. Sales and Use Taxes

The Township is exempt from Pennsylvania state sales tax and use taxes on materials

and equipment, if any, to be incorporated in the work. Said taxes shall not be included in

the bid price.

Page 10 of 23

EXPERIENCE RECORD

Complete the following experience record, covering work performed in the last five

(5) years, and attach the experience record to your bid.

Date

Started

Date

Finished

Name ofPro_iect Amount

of Contract

[We are] [I am] presently working on the following projects:

Have you ever defaulted on a project? Yes No

If yes, give name of Owner, name of Bonding Company, and circumstances:

CONTRACTOR

Date: By:

NOTE: This Experience Record must be submitted with the bid, and failure to submit will

be considered justification for rejection of the bidder's bid.

Page 11 of 23

NON-COLLUSION AFFIDA VIT

TOWNSHIP OF ABINGTON

COMMONWEALTH OF PENNSYLVANIA

ss

COUNTY OF MONTGOMERY

I, -~ , of ,

in the County of Montgomery and the Commonwealth of Pennsylvania, being of full age and

duly sworn according to law and on my oath, depose and say as follows:

I am of the firm of , the bidder submitting the attached

bid for the Municipal Meeting Video Recording Contract of the Township of Abington. I

executed the Bid Documents with full authority to do so, and I/we have not, directly or

indirectly, entered into any agreement, participated in any collusion, or otherwise taken any

action in restraint of free, competitive bidding in connection with the above-named project.

All statements contained in said bid and in this affidavit are true and correct, and made with

full knowledge that the Township of Abington relies upon the truth of the statements

contained in said bid and in the statements contained in this affidavit in awarding the

contract forth the said project. The undersigned, on behalf of the bidder, declares that the

bidder has not been convicted or found liable for any act prohibited by State or Federal law

in any jurisdiction involving conspiracy or collusion with respect to bidding on any public

contract within the last three (3) years.

A person's affidavit stating that the person has been convicted or found liable for any

act prohibited by state or federal law in any jurisdiction, involving conspiracy or collusion

with respect to bidding only any public contract within the last three (3) years does not

prohibit a governmental agency from accepting a bid from or awarding a contract to that

person, but it may be grounds for administrative suspension or debarment in the discretion

of the governmental agency under the rules and regulations of that agency, or in the case of

a governmental agency with no administrative suspension or debarment regulations or

procedures, may be a ground for consideration of the question whether such agency should

decline to award a contract to that person on the basis if a lack of responsibility.

[REMAINDER OF THIS PAGE INTENTIONALLY BLANK]

Page 12 of23

Non-Collusion Affidavit (continued)

further warrant that no person or selling agency has been employed or retained to

solicit or secure such contract upon an agreement or understanding for a commission,

percentage, brokerage, or contingent fee, except bona fide employees or bona fide

established commercial or selling agencies maintained by --

Name of Contractor

By: -

Signature and Title

Attest:

Printed or Typed Name and Title

Sworn to and subscribed

before me this day of

,200.

Notary Public

My commissione xpires ,200

Page 13 of 23

HOLD HARMLESS AGREEMENT

KNOW ALL MEN BY THESE PRESENTS, that, WHEREAS,

~ (name of Contractor), (hereinafter

"CONTRACTOR") has entered into a contract with the Township of Abington

(hereinafter "Township"), dated for Contract number

~ , known as the "Municipal Meeting Vide Recording

Contract."

NOW, THEREFORE, in consideration of the award of said contract to

CONTRACTOR, as well as other good and valuable consideration, CONTRACTOR,

intending to be legally bound hereby, agrees to indemnify and hold harmless the Township,

its employees, and its elected and appointed officials from and against all claims, damages,

losses, and expenses (including attorneys' fees) arising out of or resulting from the

perfonnance of the Work, provided that any such claim, damage, loss or expense is

attributable to bodily injury, sickness, disease or death, or injury or destruction of real or

personal property, including loss of use resulting therefrom, caused in whole or in part by

any act or omission of the CONTRACTOR, subcontractor, and/or anyone directly or

indirectly employed or controlled by anyone of them, regardless of whether or not said

claim, damage, loss or expense is caused in part by the Township, its employees and its

elected and appointed officials. The obligations of the CONTRACTOR to the TOWNSHIP

under this Hold Harmless Agreement shall not extend to the liability of the Township, its

employees and its elected and appointed officials arising out of (a) the preparation of or

approval of maps, drawings, opinions, reports, surveys, change orders, designs or

specifications, or (b) the giving of or the failure to give directions or instructions by the

Township, provided that such giving or failure to is the proximate cause of injury or

damage. In any and all claims against the Township and/or its elected and appointed

officials, or any of their agents or employees by any employee of the CONTRACTOR or any

subcontractor or anyone directly or indirectly employed by any of them, or anyone for

whose acts anyone or more of them may be liable, the indemnification obligation of the

CONTRACTOR hereunder shall not be limited in any way by an limits of the amount or

types of damages, or by compensation or benefit acts of the Commonwealth of

Pennsylvania, or any other employee benefit act of any other state.

Attest: (Name of Contractor)

By:

Title:

(Corporate Seal)

Page 14 of 23

WORK SPECIFICATIONS

1 The successful bidder shall be required to report for the recording of twelve

consecutiver egularly scheduledm eetingso f the Board of Commissionerso f

Abington Township, and in addition shall be required to record not more than

three additional meetings upon a written or verbal request with a minimum

twenty-four hour notification period from Township Administration.

The successful bidder shall be required to report for the recording of meetings

in sufficient time to allow advanced equipment setup, so as to be ready to

commence recording a full fifteen minutes prior to the official or planned start

of the meeting. The successful bidder shall also be required to complete

breakdown of all equipment within fifteen minutes following the conclusion

of any meeting.

3 Since the exact duration of any given

meetings are usually not of any agreed

be required record as long as the meeti

adjourned.

The recording of all meetings shall be from gavel-to-gavel, meaning that all

video and audio content between commencemenat nd adjournmento f the

meeting shall be captured by the recording instruments and made a part of the

official recording of the meeting. The recording shall not contain material or

content prior to commencemenot f the meeting or following adjournmento f

the meeting.

4.

Camera staff shall begin and end recording at the direction of either the

President of the Board of Commissioners, or the person conducting the

meeting,u suallyi dentified as the meetingc hair. In rare cases,t he Presidento r

Chair may request that the recording be stopped. This may be the case with

matterso f temporarya djournmentr, ecess,o r for someu nusualr easond eemed

necessary by the Chair. Camera staff shall be required to capture the stop

statement, and shall generally resume recording as appropriate with focus on

the samei ndividual reopeningt he meeting.

5

6.

The successful bidder shall be required to bring sufficient equipment, power

supplies, and recording media to the meeting to last through the duration of

any given meeting, but unless specially requested by Township

Administration, suchr equiremenst hall generallyn ot exceeds ix hour duration.

The successful bidder shall be required to bring such additional or backup

equipment and supplies, including but not limited to staff, cameras, batteries,

tape or other recording media, to provide recording coverage in event of

failure or malfunction of the primary equipment and supplies intended to

record the meeting event. Such additional or backup equipment shall be

7.

Page 15 of 23

meeting cannotb e pre-detennineda nd

upon length, the successful bidder willng

is in progress, or until it is fonnally

poised so as to provide a seamlesstr ansitiono f the recording, without loss of

signal or content.

8 Meetings are to be recorded in a professional manner and shall be of such

quality as to equal the quality of recordings typically identified as the standard

in the television broadcast industry.

9. The successful bidder shall use only high-quality, professional grade

equipment and cameras, using the most advanced and latest technology

available, or that which is time-tested as a professional standard in the

recording industry. As such, no equipment recognized by the Township IT

staff as amateurisho r of home-basedq uality shall be utilized. All proposed

equipment shall be initially reviewed by the Township IT staff to ensure

agreement on quality, and thereafter, only such approved cameras and

equipmentm ay be utilized in the performanceo f this bid.

1O. The successful bidder shall use only cameras which record using high

resolution digital foTn1at, high resolution analog foTn1at, full DV quality, or

with equivalent beta cam technology. Such cameras shall record direct to

high-quality tape or DV disk storage devices. All cameras, including mini DV

tape camera may be utilized provided such cameras utilize three chip

recording technology to provide capture in full resolution or DV quality.

11 Cameras may be, but are not required to be, High Definition quality, until

such time as the Township may be required under the terms of its TV

franchise to produce high definition digital broadcast. At the present time,

this is not anticipated until January 2009.

12 The successful bidder shall utilize a minimum of two primary recording

cameras to capture the meeting environment. One such camera shall be

utilized to record the Board of Commissionersa nd staff at large and to focus

on the designated member of the Board or staff who is speaking at any

particular time. The second camera shall be utilized to record a speaker,

presenter or member of the audience who is speaking at or near the podium,

generally located near the center of the room.

13. Primary cameras should remain focused on the Board or member of the Board

speaking, or podium speaker/presenter at any particular time as the case may

warrant, and generally shall not pan around the room with roving or random

shots. Not more than one primary camera shall be fixed on a tripod or other

similar device, and not more than one camera shall be non-zoom controlled

during the recording. At least one camera shall be directly controlled by

camera staff or personnel, so as to provide of variety of recording shoots and

angles.

Page 16 of 23

14. The successful bidder shall have sufficient staff or equipment to control

multiple cameras. When utilizing staff for direct control of multiple cameras,

each staff member shall directly control one camera, producing the shots and

angles as described herein. The content of such cameras may then be mixed

off-site following conclusion of the meeting. When utilizing equipment for

direct control of multiple cameras, one staff member may control multiple

camerasp rovided an audio visual mixer with monitors for eachc amerao utput,

together with multi-control mixing functions is used.

15 In addition to using primary cameras for recording the meetings as described

herein, a separate individual backup camera for contingency purposes shall be

deployed and functional to capture the record in the event of camera

malfunctions, loss of recording signal, unexpected interference, obliteration of

view, power loss, or any other malfunction by equipment or personnel. The

backup or contingency camera may be fixed or stationary, need not be under

direct control, and as such, will maintain a static view of the meeting,

recording both audio and visual communications. The backup camera shall

only be used to produce media of the meeting or incorporated in the final

product in the event of primary equipment or staff malfunctions.

16. The recording media from the backup camera shall, at the end or conclusion

of the meeting, become the immediate property of Abington Township, and

shall be presented to Township Administration prior to equipment breakdown.

Such media shall be kept by the Township as a permanent record of the

meeting, and may serve as a basis of comparison between what shall be called

the static and absolute view of the meeting, and any version of returned or

processed media of the meeting when such media may be questioned with

respect to length of the actual meeting and any missing or deleted content. If

such discrepancy is found, the successful bidder shall be required to reproduce

the media of the meeting in question to match the absolute view, without

additional charge to the Township.

17 The camera person in charge shall immediately notify the chair of the meeting

of any known malfunction of the primary recording equipment, and an

announcemenotf suchs hall be madef or the meetingr ecord and for captureb y

backup cameras. At that moment, a determination of the recorded time lost

shall be made by camerap ersoni n chargea nd shall be announcedto the chair

of the meeting.

18. If for any reason whatsoever, all camera and recording equipment in the

meeting room shall fail, the successful bidder shall, within twenty fours hours,

produce written notification to the Township of the occurrence, identifying

any and all reasons for the problem, how such may be prevented in the future,

and there shall be no charge to the Township for services rendered at that

meeting.

Page 17 of 23

19. Recording of meetings shall be monitored live so that all present may have

some sense of the current capture scene and/or particular indication of how a

given moment may ultimately appear on the recorded version. To accomplish

this intent, at a minimum, at least one of the primary cameras shall provide an

A V feed to one or both of two television monitors permanently located in the

Township meeting room. Wireless A V signal senders shall be used for this

purpose unless a closed circuit broadcast camera is utilized. As the quality of

the signal will be a function of the sending device, the successful bidders is

not responsible for the quality of monitoring produced by the sender. If not

familiar with this technique, the successful bidder may consult with the

Township IT staff to make the monitoring possible.

20. The final media produced for broadcast shall conform to all modem DVD

standards. Until directed otherwise, the viewing ratio shall be provided in 4 X

3 format and shall be provided on standard DVD disk. The DVD disk shall be

created without a menu or title list of any type whatsoever, so that upon load

into DVD players; the beginning of the meeting shall play automatically

without need for any additional play commands.

21 The DVD disk of any meeting recorded shall be provided back to Abington

Township Administration no later than fifteen hours from the conclusion of

the meeting. The DVD disk shall be marked and labeled indicating the name

and date of the meeting it contains, and shall be marked with the exact playing

time in minutes and seconds from start of gavel to close of gavel, as described

herein earlier. A second time length shall also be included on the label which

indicates the total running time including any and all introductory title

material and closing identification footage. In the event a meeting requires

more than one disk to report the full meeting content, each DVD disk shall be

additionally labeled as to its part of the whole and its viewing sequence.

22 The final media product of any recorded Township meeting or event shall

contain a one minute introductory title sequence displaying the official

Township Seal and Township Building entrance picture, upon which the

name, date and length of the particular meeting in question shall be displayed

prior to start of the gavel to gavel presentation.

23 The final media product of the any recorded Township meeting or event shall

contain the official Township Seal clearly displayed on the right side of the

lower third. Such projection shall be transparent o the viewing field, and

shall remain continuously displayed throughouthe duration of play.

24 The lower third of the display shall also be used to identify who among the

Board of CommissionersT, ownships taff, or agendap resentationsis speaking

at a given time. This will be particularly applicable when the recording angle

of the camera is not capable of picking up the displayed name tag usually

present near the speaker.

Page 18 of 23

25 The successful bidder is responsible for correct identification and correct

spelling of all Commissioners, Committee members, Township staff, and

formal agenda presenters who speak longer than for simple affirmation of a

statement or motion, longer than for fifteen seconds, or with substantive

content to an extended message. In such case, the full name of the appropriate

speaker shall be displayed for a minimum of five seconds, or for twenty

percent of any extended message or presentation. Persons speaking from the

floor, out of turn, or from the audience, are not required to be identified by

name in the lower third display.

26. Although the intent of the recording is to produce a gavel to gavel, continuous

production of the meeting content and environment, the final media product

may in fact be a seamlesse, dited DVD version of the eventr epresentingth e

seamless merger of two or more camera recordings to produce a more

interestinga nd more comprehensivee nd result recording. When such is the

case, it is expected that such editing will be produced off-site from the

Township premises. It shall be the responsibility of the successful bidder to

return a DVD product to the Township which is in fact a true and complete

representationo f the actual meetingc ontent. While visual anglesa nd scenes

will vary, scene transition from camera to camera shall be seamless and

without deletiono f scene,e veni f suchs cener epresentsa n imperfectioni n the

recording function, or contains such pan and tilt scenes as would be normally

unacceptablein traditional video production. Suchs ceness hall be kept to an

absolute minimum, but in no case shall the audio feed be deleted or edited

when a camera transition may loose some visual content or quality.

27. The final edited DVD media production shall therefore be little more than

straight gavel to gavel production of a variety of viewing angles, contain intro

and closing identification, and contains peakerid entification in the lower third

portion. Except as specified herein, all other meeting content shall remain

processed for media production, but unedited relative to actual meeting

content.

28. The final media product returned as specified herein to the Township shall be

a professional grade DVD, together with the original primary tape or DV

recording material, and the backup recording media.

29.

All tapes, disks, recording cartridges use for initial recording shall all be new,

fresh media, and shall not be recycled or reused product.

30. Where an on-site or on-location mixing station is utilized by the successful

bidder to control multiple camerasa, nd which has the capabilityt o add intro,

closing and lower third identification, it would be possible to produce the final

media product on-site via a direct recording device attached to the mixer, or

via a recordingd evicec onnectedto the required Townshipm onitors. In such

Page 19 of 23

scenario,t he Townships hall assumep ossessiono f the final media producta nd

backup production prior to the successful bidder leaving the premises and

within thirty minutes of the close of the meeting. In such scenario, there

would be no additionalr esponsibilityt o post edit the production.

31. All recording shall be accomplished from a relatively fixed location within the

meeting room, as previously agreed between the successful bidder and the

Township IT staff. There shall be no walking or roving about the meeting

room for the purpose changing recording angles. Should any individual block

the camera view, camera staff shall immediately inform Township

administrative staff to request an individual to move.

32. At leasto ne of the primary camerass hall utilize a wirelessa udio feed from the

Township sound system to ensure the highest quality sound possible. The

final video production shall contain one hundred percent sound to vision

synchronization.

33. The successful bidder shall be required to meet with Township IT staff at least

three weeks prior to the first intended recording to review all technical

conditions and requirements, and to agree on any necessary technical

protocols.

34. At least two weeks prior to the first intended production, the successful bidder

shall meet with Township IT staff to conduct a practice production not lasting

longer than ten minutes as an actual field test. Such test shall include return of

the production media for ultimate test on the Township TV broadcast system.

35 If any defects or concerns are revealed in the practice test, the successful

bidder shall satisfy, correct or adjust as necessary all equipment and

circumstances causing the defect or concern within one week of the initial

meeting recording.

36. It shall be the ultimate responsibility of the successful bidder to ensure that the

final media produced for the Township is in fact useable on the Township

broadcast system, and is produced in such a fashion that is viable and playable

by whatever DVD broadcast players the Township shall utilize for such

purposes. This responsibility may include adjusting the type of DVD burning

media traditionally utilized by the bidding firm, the DVD burning format

whether +R,+RW, -R or -RW as most commonly used by the bidder, the

editing or production software, or the particular DVD codex which may be

traditionally used for DVD production by the successful bidder.

Page 20 of 23

37. The successful bidder shall be required to have an up-to-date and bonafied

errors and omissions policy which may be substituted for the referenced

performance bond.

38, The first hour charge for services shall included any cost for equipment setup,

transportation and all expenses for batteries, tapes, disks and the like.

39. The first hour charge for servicesa nd the subsequenct hargesf or half hour

service intervals shall include the cost of all personnel.

40. If requested to film in an alternate location, all assumptions shall be that

nearly equivalent recording conditions exist with respect to power outlets,

lights, sounda nd the like. Any substantiadl ifferencess hall be identified and

billed separately, but the total cost for such extras may not exceed the first

hour price for video services.

Page 21 of 23

BID FORM

MUNICIPAL MEETING VIDEO RECORDING BID UNITS

ITEM NO.1 -System Backbone

A. Video record meetings using two

primary cameras each operated by

camera personnel

1 first hour

of meeting

$ $

B1.

Video record meetings using two

primary cameras each operated by

camera personnel

each additional

half hour or

fraction thereof

$ $

c. Produce and deliver final recorded

DVD material to Township within

84 hours following close of meeting

1 or (set) DVD disk(s) $ $

D. Cost to produce initial lower third,

intro and closing footage

1 unit material $ $

Eo Video record meetings on a twenty- 1 meetingh our(s) $ $

four hour notification at Township

Board Room or alternate meeting

location in Abington Township

Alternate Bid Items:

A Video record meetings using three

primary cameras each operated by

camera personnel

1 first meeting hour $ $

B.

Video record meetings using three

primary cameras each operated by

camera personnel

each additional

half hour or

fraction thereof

1 $- $

c. Video recordm eetingsu sing two 1 first meetingh our $ $

or morer emotec ameraso perated

by remote control mixing station

using single staff person to operate

cameras

Page 22 of 23

D.

each additional

half hour or

fraction thereof

Video record meetings using two $ $

or more remote cameras operated

by remote control mixing station

using single staff person to operate

cameras

E.

Produce and deliver final recorded

DVD material to Township within

15 hours of close of meeting

or (set) DVD disk(s) $- $

F.

Produce and deliver final recorded or (set) DVD disks $ $

DVD material to Township within

30 minutes of close of meeting -

DVD produced on Township premises

All bids ~ be signed by a corporate officer if the bidder is a corporation, partner

if the bidder is a partnership, or owner if the bidder is a sole proprietorship, of the

entity submitting this bid. If the bidder is a corporation, the corporate seal must be

affixed.

Date

Signature

Printed Name and Title

Name of Bidder

Address

TelephoneN umber

Page 23 of 23

PUBLIC NOTICE TO BIDDERS

TOWNSHIP OF ABINGTON

MONTGOMERY COUNTY, PENNSYLVANIA

MUNICIPAL MEETING VIDEO RECORDING CONTRACT

Sealed bids for the Municipal Meeting Video Recording Contract will be received at the

municipal offices of the Township of Abington, 1176 Old York Road, Abington, P A 19001. All bids

must be delivered to the Township municipal offices by 12:00p.m. (noon) on February 21,2007, at

which time and place all bids will be publicly opened and read aloud. Additionally, all bidders must

attend a mandatory pre-bid meeting at 10:00a.m. on February 14,2007, to be held in the Board

Room of the Abington Township munIcipal building, 1176 Old York Road, Abington, PA 19001.

FAILURE TO ATTEND THE MANDATORY PRE-BID MEETING WILL RESULT IN

REJECTION OF THE BID.

All bids must be submitted in a SEALED ENVELOPE, clearly marked on the outside

TownshiD of Abinl:!:ton Munici12al Meeting Video Recording Contract, and addressed to the

Township of Abington, 1176 Old York Road, Abington, P A 19001. The Township reserves the right

to accept or reject any and all bids.

Bidding documents, including General Conditions, Instructions to Bidders, Work

Specifications and Bid Form, are available at the Township of Abington municipal offices, 1176 Old

York Road, Abington, Pennsylvania, between 9:00 a.m. and 5 :00 p.m. Monday through Friday.

All bids must include bid surety in an amount equal to 10% of the product of the bidder's

price for Item No. I.A on the bid form multiplied by twenty-four (24). The surety must be in the

form of either a certified check or bid bond issued by an insurance company licensed to transact

businessin the Commonwealtho f Pennsylvania.

Burton T. Conway, Township Manager


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Abington Township, with John Spiegelman in charge, revamped the entire Township website at the end of 2015 and broke all the links to the information we had archived on this site for you.   In 2017, Manager Richard Manfredi arrived and assigned someone not qualified to redo the entire website again. They not only broke all archived links we had reinstated, but made everything as impossible to find as they could. Nearly all of our comments and recommedations to fix the Township website have been wholly ignored.

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