2020-08-18 Ex 03 (Revised)MEMORANDUM
TO: Mayor Watford & City Council
City Attorney & City Administrator
FROM: City Clerk Gamiote
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DATE: August 17, 2020
SUBJECT: BIS Digital Quote
clarification on expenditure
The motion to award the quote to BIS Digital should be classified as an emergency purchase and
waive the formal bidding procedures to ensure compatibility with the existing digital recording and
sound system.
• The existing recording and sound system was awarded as a sole source purchase in 2006 to
BIS Digital.
• When we began having audio issues with the zoom platform that allowed us to provide access
to our public meetings through virtual media, we contacted BIS to see what solutions could be
implemented/changed/modified. They provided the quote to upgrade and expand the existing
audio system to include audio, visual, and allow an integrated broadcasting through zoom.
• BIIS is the only certified, authorized reseller of this digital recording system.
• The purchase may be covered under the CARES Act funding.
• The alternative would be to obtain formal bids from other companies to completely overhaul
the entire sound and recording system.
Thank you
BIS Digital, Inc. 1350 NE 56th Street, Suite 300 Fort Lauderdale, FL 33334 P: 800.834.7674 F: 877.858.5611
Page 1
July 21, 2020
Lane Gamiotea
City of Okeechobee (FL)
55 SE 3rd Ave.
Okeechobee, FL 34974
RE: City of Okeechobee (FL) 2
Dear Lane Gamiotea
Thank you for your continued support of BIS Digital.
We will be updating your PA DSP (Biamp) to a Biamp Tesira Dante. This will allow you to connect the
microphones in the room to your Zoom calls via the new WolfeVison Cynap Core. The Cynap Core is a
BYOD device that will allow presentation to be show in the room as well as via Zoom. It will also allow
Zoom to grab the audio from the new Tesira DSP. Video will be provided via a new HD PTZ cameara that
will connect to the Cynap Core and eSCRIBE for Zoom as well as eSRIBE live steaming and hosting. The
Video will be sent to TVs provided by the City, DCR and Zoom. We will also be adding a new wireless
microhone for the podium. eSCRIBE pricing with Live Streaming, Hosting and Closed Caption will be
following shortly in a separate proposal.
BIS Digital provides a total turnkey solution based on your needs and requirements which includes design,
programming, installation as well as training with on-going support and service. Our ability to design and
implement a fully integrated A/V workflow solution around the DCR standardized product family makes
BIS unique.
Please don’t hestitate to contact me with any questions or concerns.
Sincerely,
Michael Hernandez
Account Manager
800-834-7674 Ext 4040
michael.hernandez@bisdigital.com
BIS Digital, Inc. 1350 NE 56th Street, Suite 300 Fort Lauderdale, FL 33334 P: 800.834.7674 F: 877.858.5611
Page 2
BIS Digital – DCR Integrated Solution
Account City of Okeechobee (FL)
Quote Number Q-8016040-7.21.2020
Opportunity Name City of Okeechobee (FL) 2
About BIS Digital
BIS Digital is a technology company which provides integrated digital recording and multi-media
communications solutions. We “capture the record” with complete multi-channel audio and video
digital recording systems customized to meet client needs. Our technology helps administrators manage
courtroom and judicial proceedings as well as presentations and meetings. We work with award-winning
manufacturers to bring you the latest in AV technology.
We design systems with fully integrated audio-visual capabilities for optimal workflow and efficiency.
Founded in 1982, BIS Digital has the knowledge and experience gained through our large customer base
to build the perfect AV system from concept to completion. We handle everything from planning and
design to installation and service. Moreover, we’ll make sure staff is properly trained on using the
system to master its operation.
Our solutions include:
• Multi-channel audio and video recording
• Sound systems
• Evidence presentation
• Video arraignment
• Video conferencing
• Enterprise room control
• Language translation connectivity
Onsite service or remote service agreements may be included within this proposal or are available upon
request. Multiple-year service agreements are also available.
BIS Digital, Inc. 1350 NE 56th Street, Suite 300 Fort Lauderdale, FL 33334 P: 800.834.7674 F: 877.858.5611
Page 3
Date Tuesday, July 21, 2020
Quote Number Q-8016040-7.21.2020
City of Okeechobee (FL) 2
Sales Consultant Michael Hernandez, Account Manager
800-834-7674 Ext 4040 / michael.hernandez@bisdigital.com
Primary Contact Lane Gamiotea, City Clerk
55 SE 3rd Ave.
Okeechobee, FL 34974
(863) 763-3372 Ext. 9814 / ________ (Fax)
lgamiotea@cityofokeechobee.com (Email)
Billing Address City of Okeechobee (FL) / A-1002074
55 SE 3rd Ave.
Okeechobee, FL 34974
Shipping Address Same
Users To Train Yes
Wiring Required Yes
Installation Notes
Item Product
Code
Qty Unit Price Total Price
Professional Digital PA Mixer DANTE Capable
w/8ch USB out
BIS-MX-DAN-
USB8
1 $3,900.00 $3,900.00
DANTE Virtual Sound Card (up to 64ch)
BIS-DANTE-
V64
1 $119.99 $119.99
Digital Wireless System | Single-Channel
Receiver G50 | Series 3
BIS-M-DWS-
SCR-G50-S3
1 $1,094.00 $1,094.00
Digital Wireless System | Gooseneck
Microphone Base G50 | Series 3
BIS-M-DWS-
GNB-G50-S3
1 $625.00 $625.00
BIS Digital, Inc. 1350 NE 56th Street, Suite 300 Fort Lauderdale, FL 33334 P: 800.834.7674 F: 877.858.5611
Page 4
18" Gooseneck Microphone w/Shock Mount
(Series 3)
BIS-MIC-
GB18SM-S3
1 $294.00 $294.00
Digital Wireless System | 2-Bay Charging
Station (For GN and BN) | Series 3
BIS-M-DWS-
CS2-BNGN-S3
1 $489.00 $489.00
Screen Capture License for DCR BIS- DCR-SCL 1 $700.00 $700.00
Annotation Presentation System w/Wireless
Link (Core Series 2)
BIS-CYNAP-
CORE
1 $2,950.00 $2,950.00
DANTE USB I/O Adapter (2ch)
BIS-USB-
DANTE-
2CHIO
1 $135.00 $135.00
HDMI/USB PTZ Camera (Series 2)
BIS-USB-PTZ-
S2
1 $1,849.00 $1,849.00
Wall Mount for HDMI/USB PTZ Camera (Series
2)
BIS-USB-PTZ-
S2WM
1 $149.99 $149.99
Network Switch w/PoE 8-port (Series 6)
BIS-NS-POE-
8S6
1 $705.00 $705.00
LAN Kit 12/25
TK-CON-
CAT6-Kit1
1 $90.00 $90.00
HDMI Cable Series 2 (3ft.)
BIS-HDMI-
3FT-S2
1 $9.45 $9.45
USB Gigabit NIC (10/100/1000) BIS-NIC-GB 1 $59.99 $59.99
CAT6 Patch Cable (3ft.)
BIS-CAT6-
PCN200-003-
BK
3 $5.25 $15.75
CAT6 Cable BK (Plenum) - 1,000ft Roll BIS-W-CAT6 0.25 $599.00 $149.75
DUAL CAT5E CONFIGURED WALL PLATE BIS-CAT-WP2 4 $11.20 $44.80
Installation Supplies BIS-INST-SUP 1 $188.41 $188.41
Annual DCR REMOTE SUPPORT on above
purchased system (Hardware Replacement not
included)
NMNT-DCR-R 1 $985.55 $985.55
Shipping/Handling S/H 1 $376.82 $376.82
On-site Setup, Installation and Training SIT 1 $2,800.00 $2,800.00
Sales Tax Rate 0%
Total (Excluding Sales Tax) $17,731.50
BIS Digital, Inc. 1350 NE 56th Street, Suite 300 Fort Lauderdale, FL 33334 P: 800.834.7674 F: 877.858.5611
Page 5
Optimal Specifications for BIS Digital Recording PC Systems
DCR Specifications
2/4 Channel Audio Only
- 8GB RAM
- 512GB SSD Hard Drive
- Intel Core i5 Processor
- Ethernet RJ-45 Network Interface 100/1000 (x2 if using DANTE protocol)
- USB 3.0 Ports
- Microsoft Windows 10 Professional
4/8 Channel Audio or Audio and Video
- 16GB RAM
- 1TB SSD Hard Drive
- Intel Core i7 Processor
- Ethernet RJ-45 Network Interface 100/1000 (x2 if using DANTE protocol)
- USB 3.0 Ports
- Microsoft Windows 10 Professional
All specifications are subject to change without notice. All computers sourced from third parties must
first be approved by BIS Digital prior to purchase.
Live Stream & On-Demand Requirements
- BIS Digital, Inc. recommends customer can transmit continuous stream of 300kbps or more for
optimal performance.
BIS Digital, Inc. 1350 NE 56th Street, Suite 300 Fort Lauderdale, FL 33334 P: 800.834.7674 F: 877.858.5611
Page 6
Equipment Supply
BIS Digital will furnish the equipment as specified herein. Revisions to this contract are made by
approved written “Change Order(s.)” BIS Digital reserves the right to bill for equipment as stored
materials when delivery or installation is not possible. There are no additional implied or expressed
operations of the system other than stated within.
Electrical Installation
The customer provided electrical contractor will install all AC power, relay switches & conduit as
required for the proposed systems. If required, the customer provided electrician will be responsible for
providing and hanging all rigid electrical junction boxes, conduit and installing same. BIS Digital has
recommended and asked for Dedicated Electrical Power to be installed at the head-end, controlled end-
user equipment or at the same location of final control(s). Dedicated Power shall be the responsibility of
the end-user and any external noise or factors creating noise within the systems not exposed by
installed electronic equipment shall not be BIS Digital, Inc. responsibility and shall not be reason for any
hold-backs whatsoever by any party.
Equipment Installation and Head End Connections
BIS technicians will install all specified equipment and make all final circuit terminations in the head-end
equipment racks. The customer will provide all custom carpentry or custom room preparations as
required prior to the installation. The customer will provide scaffold or high reach for all installation
work in ceilings over fourteen feet. All network connection(s) are to be provided by the customer. Any
changes, alterations or deviations from the Equipment and installation obligations specified herein
involving extra cost for labor or material will be executed only on written orders for the same. The cost
of any added labor or material will become an extra charge over and above the total specified on the
Agreement.
BIS Digital, Inc. 1350 NE 56th Street, Suite 300 Fort Lauderdale, FL 33334 P: 800.834.7674 F: 877.858.5611
Page 7
Order Summary
Date Tuesday, July 21, 2020
Quote Number Q-8016040-7.21.2020
Account Name City of Okeechobee (FL)
Total (Excluding Sales Tax) $17,731.50
Terms and Conditions
Effective Period This proposal is a firm offer for 30 days from quote date Tuesday, July 21, 2020.
Tax Status Sales tax will be added to invoice unless Tax Exempt Form is on file with BIS Digital.
Payment Terms Deposit: All orders above $5,000 require a 50% deposit. Once the order and deposit is
confirmed (received) by BIS Digital, scheduling of the installation / and shipment of
goods will occur.
Balance: The remaining balance is to be paid on the completion of the installation
(delivery of goods at customer site.)
Install Cancellation If customer cancels (or postpones) a mutually agreed upon installation date, BIS Digital
reserves the right to ship to customer and invoice for hardware, software or other
materials procured for the project.
Restocking Fee 20% restocking fee will be charged for all cancelled orders.
Site Preparation Customer is required to supply all conduit and cable pulls not listed on this quote.
Customer will be responsible for any additional wiring or installation supplies needed
during installation.
Training BIS Digital will provide full training of all system users per agreed training schedule.
Limited Warranty All BIS supplied new systems (hardware & software) are covered for 90 days following
date of installation/delivery. Warranty does not cover On -Site Technical Support,
shipping costs, or software upgrades (See Software Assurance below).
Software Assurance
Annual Software Assurance (SAS) entitles user to unlimited software upgrades
throughout the one year term, at the cost of $350 per license/year.
This signature and Purchase Order number states acceptance to the above price, terms and conditions, authorizing
BIS Digital, Inc. to order, install and bill for the above equipment:
* Accepted by: ____________________________________ ________________________
Name Title
____________________________________ ________________________
Signature Date
* Accounts Payable Information * Required for order to be processed*
A/P Contact: ____________________________________ ________________________
Name Phone
____________________________________ ________________________
Email Address Fax
Is a Purchase Order required for processing? __________ PO # ________________