Channel 43 in Abington Township
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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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