NEVER TOO LATE TO VACCINATE
Get up-to-date. Get boosted.
603-589-3456
City of Nashua
Purchasing Department
Administrative Services Division
229 Main Street - Nashua, NH 03060
May 11, 2022
Memo #22-272
TO: Mayor Donchess
Finance Committee
SUBJECT: Audio Visual Equipment in the amount not to exceed $35,553.68 funded from 71000
Equipment/PEIPP Trust
Please see attached communications from William Atkinson, Assistant Chief dated April 26, 2022 for project
specific details related to this purchase. Below please find a summary of the purchase approval request:
Item: Audio Visual Equipment for the Classroom & Library at the Nashua Fire Training &
Safety
Value: $35,553.68
Vendor: CCS Presentation Systems of Nashua NH
Department: 152 Fire Rescue
Source Fund: 71000 Equipment/ PEIPP Trust
Ordinance: Pursuant to § 5-78 Major purchases (greater than $25,000) A. All supplies and
contractual services, except as otherwise provided herein, when the estimated
cost thereof shall exceed $25,000 shall be purchased by formal, written contract
from the lowest responsible bidder, after due notice inviting bids.
A competitive bidding RFP for this project was issued on 2/11/2022 and the following bids were received:
Vendor Location Amount Note
Access AV, LLC Concord, NH $32,179.00 | Does not include shipping charges
Northeast Digital Integrators | Merrimack, NH $33,464.00 | Does not include shipping charges
CCS Presentation Systems Nashua, NH $34,058.68 | Shipping charges are included in this total.
Additional $1495 needed for service
agreement.
Ockers Technology Brockton, MA $36,651.00
Red Thread Spaces Manchester, NH $40,650.42
AVI-SPL North Billerica, MA | $71,274.98
We recommend this bid to be awarded to the most advantageous, lowest total cost vendor who met the
RFP specified requirements and meets the requirements for § 5-78 Local Preference.
The Nashua Fire Rescue, and the Purchasing Department respectfully request your approval of this
contract.
Regards,
Kelly Parkinson
Purchasing Manager
Ce: J Graziano
S Buxton
(603) 589-3330
Fax (603) 594-3233
Nashua Fire Rescue William B. Atkinson
ini ; ; Assistant Chief
Administrative Office tas) eed oas
70 East Hollis Street, Nashua, NH 03060 FAX (603) 594-3654
www.nashuafire.com AtkinsonW @NashuaNH.gov
To: Steve Buxton, Chief of Department
From: William Atkinson
Date: April 26, 2022
Re: Audio/Video Upgrade Quotes
The audio and visual equipment in the Training and Safety Division classroom and library are in
need of replacement and upgrade. This issue was initially noted during COVID and has
continued to show itself as we attempt to host meetings, conduct training, and communicate our
message out to the public as needed.
Currently we do not have the capability in the classroom to do web meetings or online classes
where video conferencing is required. The projector does not meet new standards in video input
or resolution. We often host guest instructors who cannot connect to our equipment with all new
hardware being equipped with HDMI and DisplayPort not VGA connectors.
With your approval, the classroom would gain a much needed upgrade. The computer, monitors,
audio speakers, microphones and sound processors would all be reused. Two new cameras would
be installed. This will provide us with the ability to video conference, record public meetings and
broadcast the signal from this room to Nashua Community Television. Thus providing the city
with an additional location in which public meetings can be held when social distancing and the
use of the web delivery may require it.
The library upgrades are focused around reusing as much of the existing equipment as possible
while replacing and upgrading the ceiling mounted projector and upgrading to HDMI video
resolution.
The Quotes:
An RFP, 1050-022522 AV Equipment, was put out for bids with six bids submitted. After
careful review, we narrowed the bids to the three lowest bidders for additional consideration.
Access AV
Access AV quote totals starts at $32,179.00. This quote addresses all the items contained in the
RFP. Some of the specified enclosures are plastic where other vendors are quoting metal
enclosures. Access AV is the company who City Hall used for the auditorium project. Access
AV’s quote, specifies that “shipping charges will be added to the final invoice.” If we use the
shipping charges of $815.00 from the CCS quote, as the specified equipment is from the same
vendor, that would bring the bid to a total of approximately $32,994.00.
Northeast Digital Integrators
Northeast Digital Integrators quote starts at $33,464.00. It is not clear if this quote addresses all
items contained in the RFP. We were not able to fairly evaluate this proposal as there are no
vendor names, model numbers or part numbers to be able to compare between bidders. This
proposal also specifies shipping “TBD”. If we consider the shipping charge of $815 from the
CCS proposal as comparable it brings Northeast Digital Integrators proposal to a total of
approximately $34,279.00
CCS Presentation Systems:
This quote totals $35,553.68, including shipping. This quote is written in three parts. It addresses
all items contained in the RFP, with some controllers encased in metal enclosures. The yearly
service plan for CCS is an option included in the above quote. CCS Presentation Systems is
located here in Nashua. CCS Presentation Systems bid includes some of the components
specified in one of the more expensive bids. CCS Presentation Systems in our opinion is the
lowest qualified bid.
Ockers Technology
This quote totaled $36,651.00 included shipping costs and addressed all items contained in the
RFP. This vendor specified cameras that are a step higher in quality as are the camera
controllers.
Red Thread Spaces
This quote totals $40,650.42. This quote is written in three parts. This quote addresses all items
contained in the RFP. This quote specifies the same model cameras as does the CCS proposal.
Red Thread has a yearly service plan option which, for the first year, basic service is included in
the quote.
AVI-SPL
This quote totals $71,274.98. This quote addresses all items contained in the RFP. This quote
specifies higher end components and includes one year of enhanced service. I was told this is the
vendor the school department has used in the past.
In Summary:
The AV upgrades to the classroom and library are overdue. The outlined upgrades will bring us
up to pace with current technology, allow for more online video capability and will provide more
reliable options for our organization to utilize communicating with our community.
A review of the bids submitted finds the lowest qualified bid to be CCS Presentation Systems
(CCS) with a bid of $34,058.68. Adding in the proposed one year service agreement brings the
total to $35,553.68.
For comparison, the lowest bidder (Access AV, LLC) specified:
e A projector that has an estimated bulb life of 3,000 hours.
e A projection screen size of 38” x 67”.
e “Shipping charges will be added to final invoice”. If we use CCS’s shipping charges of
$815.00 as an example, because we are basically talking about similar parts from the
same vendors, the margin between vendors narrows significantly.
The next lowest bidder, Northeast Digital Integrators, failed to specify any model or part
numbers necessary to compare bids.
While there are many similarities, in fact both Access AV and CCS are supplying many of the
same components, the CCS Presentation Systems bid offers a few enhancements:
CCS specified a laser projector with an estimated bulb life of 20,000 hours.
CCS specified a screen size of 57.5” x 92”
Metal enclosures vs plastic.
A LED projector is brighter, has longer bulb life and in most cases is industry standard
today.
e The CCS specified PTZ cameras have additional zoom capabilities
CCS Presentation Systems, a local Nashua company, while not the lowest bid, provides what we
believe to be the lowest cost of ownership. We would like to move forward using CCS
Presentation Systems to complete our AV and videoconferencing upgrade project.
Sincerely,
William Atkinson
Assistant Chief
Project Identification: RFP1020-02252?
Audio Video Equipment
This Proposal is submitted to: City of Nashua
Purchasing Department
229 Main Street, City Hall
Nashua, NH 03061-2019
i. The proposal wit remain subject to acceptance for ninety (SO) days after the day of proposal! onening, ar
for such longer period of time that Vendor may agree to in writing upon request of the City.
2. In submitting this proposal, Vendor represents, as set forth in the Agreement, that:
A. Vendor has examined and carefully studied the RFP Documents and the following Addenda, receipt
of all which ic hereby acknowledged.
Addendum No. Addendum Date
B. Vendor does not consider that any further examinations, investigations, explorations, tests,
stiri es, or date gre necessary for the determination of this crocosa! for performance of the Work
SAMMI, WT MOA GPS ECC ee id hes
at the price(s) bid and within the times and in accordance with the other terms and conditions of
the RFP Documents.
C. Vendor is aware of the general nature of work to be performed by the City and others at the Site
inal relates to the Work as indicated in the RFP Documents.
D. Vendor has given the City written notice of all conflicts, errors, ambiguities, or discrepancies that
Vendor has discovered in the RFP Documents, and the written resolution thereof by the City is
accentable to Vendar
—. The RFP Documents are generally sufficient to indicate and convey understanding of all terms and
conditions for performance of the Work for which this proposal is submitted.
2 Vendor further represents that this oronaosal is genuine and net made in the interast of or on behalf of any
ror WOR) PUP Pe Coe ito Lat Uo MUNG lo Berra Gr PPG Pe oe a re ea Ge ay
undisclosed individual or entity and is not submitted in conformity with any agreement or rules of any
group, association, organization or corporation; Vendor has not directly or indirectly induced or solicited
any other Vendors to submit a false or sham proposal; Vendor has not solicited or induced any individual
or entity to refrain fram bidding; and Vendor has not sought by collusion to obtain for itself any advantage
over any other Vendor or over the City
Submitted by:
Name of Organization Advanced Presentation §$ Sysit Mitre. DBA CCS Pre HAS at 3
Name & Title of Individual (Wrist: OM Ogmns v ALLOW F mye cutive,
Address IBQ Nortweastern Biyd. Nashua Atk 03067
Telephone/Email A7K% 3415 OUDY Clqamst@ cosmewengland. Com
BiD FORM
SYS
Sun 5
Submitted on Eeloruacy oY & 20 22
Business Name (typed or printed): Advanced Presencaion SyBems Tyce. DOA COS Preentebiy
ey .¢
Oindividual CPartnership i Corparation CiJoint Venture Sy Sem 5
Type: CiGenerai ee Business
O Publicly Traded “Professional
OLimited OServices
COther UCLimited Liability
Doing business as: CCS Presentation Sy sxe mS
Business address: ee! Norneaskern Bivd. Nashua, Ay QO306GR
Phone: v9 “25 QOU \ Email: Chaamsxe)ces newengland .caom
LIST OF SUBCONTRACTORS (to be submitted with bid)
total bid shall be listed below. To be deemed a responsive bid, this form must be submitted even if no
subcontractors are required ta be listed. In that case, the bidder should state “None” (or similar language stating
that no subcontractors need ta be listed) in the space below. (Refer to Genera! Condition
nsgoe yi
We
Name Address of Subcontractor Portion of Work
Nom 2
Please submit a detailed line itemed quote on your company’s letterhead and provide a summary total below.
TOTAL BID (Nex induden 4 Servi ABFamMent WPNer $1,445)
Tricky four thousand And FiFry Ciant dollacs , Srety Ei aint eenx$
DOLLARS 3H, 058. OX 3
(Amounts where indicated shall be shown in both words and figures. In case of discrepancy, the amount shown in
words will govern.)
Part D: Experience and Qualifications
References: inciude at least 3 professional references (business name, contact, email address & phone number).
References may be contacted as part of our preliminary bid review to assist project committee in assessing Vendor
qualifications. Current City of Nashua personnel and elected officials shall not be used as references.
City Projects: Provide a jist of project awards Vendor has received from the City of Nashua in the past 5 years.
Please include project detail, City department and City project lead.
marine aman mf thic Cantesnst viniates thea mernuicinne wf the Tadass! teeerioeatinn Rafarcm and Contrsi Act of 1886
PEMrOrinanele Ut Lins VUTILIGLt VIVIGLt ti piu viotuiis UE Lie beueial TPEPPHIBP Qu FNCPUTTT! ain VU AALE Ut 4o0uU,
which prohibits employment of illegal aliens.
DISQUALIFICATION OF CONTRACTORS: By signing this proposal! or proposal, the undersigned certifies that this
Hampshire, nor is this person/firm/corporation a part of any firm/corporation that is currently barred from bidding
on contracts by any Agency of the State of New Hampshire.
Either the undersigned or one of the following individuals, if any, is authorized to modify inis propusai prior tu tie
deadline for receipt of proposals by writing the modification and signing his name on the face of the proposal, on
the envelope in which it is enclosed, on a separate document, or on a document which is faxed to the City or by
sendingythe City’s representative an e-mail message:
KO Qh Chastrrar Gamst Acogunt Executive.
CCS References
James Harrington
Director of Instructional Media and Production Services
North Shore Community College
1 Ferncroft Rd Danvers, MA 01923
781-477-2159
978-490-6849 (Mobile)
Michael P Gordon
End User Services & Executive Support Specialist
O: +1 781.238.3053
M: +1 781.730.8683
michael.p.gordon@rtx.com
Raytheon Technologies
Raytheon Intelligence & Space
3 Van de Graaff Drive
Burlington, MA 01803
Donn E. DeSilva
Technology Systems Specialist
66th Air Base Group / CAG
20 Schilling Circle Bldg.1305
Hanscom Air Force Base, MA.
781-225-1308 DSN 845-1308
I 4 -1 ; rs Ting re |
dom. .desiiva. ((Yus.ar. mil
CCS Past Projects for the City of Nashua
Nashua High School South - Auditorium Projector System - Updated Projector
-Installation of a new projection system in the auditorium.
-Nashua School District
-Susan Wilborg
hoo! - Electrical Bid Y4- Classroom Audic (22 Rooms}
Dennichuck Midd!
Ma
“
Ww
ce)
-Installation of all in one Lightspeed audio systems in 32 classrooms.
-Nashua School District
-Mark Krantz
Nashua High School South - Media Center
-Installation of interactive projection system in the Media Center.
-Nashua School District
-Susan Wilborg
