Researching A/V Equipment for SVPB - Itemized Proposal #2

9 minute read

This article is part of multipart series: Researching A/V Equipment for the Silicon Valley Prayer Breakfast (SVPB).

Summary

# Quality Scenario Cost Description
1 Best Quality $18,169.03 6 speakers, 6 mics, 4 lights
2 Average Quality $15,085.40 6 speakers, 4 mics, 2 lights
3 Worst Quality $13,277.43 6 speakers, 4 mics, 0 lights

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Scenario 1 - Best Quality ($18,169.03)

The total cost of the best-quality revised proposal is $18,169.03, which is +$6,628.89 more than proposal #1 ($11,540.14) due to the addition of the following estimated cost escalations:

  1. 2x extra speakers (+1,305)
  2. 4x extra microphones (+2,258)
  3. 4x lighting (+3,616)

This takes into account a $3,000 capital contribution from WE.

However, this does not take into account insurance coverage, which is estimated to be $3000-$6000/year ($250-$500/month). Therefore, it is not recommended that SVPB covers the premiums in order to be assigned loss payee.

# Component Cost Description
1 Projection $4,201.99 2x 4200 lumens 1920x1080 16:9 projecting to 167” (12x7.5’) screen (includes accessories)
2 Speakers $6,791.13 6x 1000W speakers
3 Microphones $4,376.93 6x wireless microphones (2x handheld, 4x lav)
4 Lighting $3,615.94 4x flood-to-spot lights with up to 50 ft. throw
5 Video $1,175 50% off
  Subtotal $20,160.99  
  Contingency $1,008.05 5%
  Market Value $21,169.03  
  WE Contribution -$3,000  
  Total $18,169.03  

The following example ROI schedule does not consider Corp cost-escalation/inflation:

# Year Corp WE
1 2017 $5,075 $18,000
2 2018 $5,075 ($10,150) $2,175 (43% corp) ($20,175)
3 2019 $5,075 ($15,225) $2,175 ($22,350, +$7,125, -46.80% savings)
4 2020 $5,075 ($20,300) $2,175 ($24,525, +$4,225, -20.80% savings)
5 2021 $5,075 ($25,375) $2,175 ($26,700, +$1,325, -5.22% savings)
6 2022 $5,075 ($30,450) $2,175 ($28,875, -$1,575, +5.12% savings)

If you’re looking for enterprise multimedia services, please contact us at reservations@wemassmedia.com. If you’re looking for personal, family, and wedding multimedia services, please contact us at reservations@justintoocreations.com


Scenario 2 - Average Quality ($15,085.40)

The total cost of the average-quality revised proposal is $15,085.40, which is +$3,545.26 more than proposal #1 ($11,540.14) due to the addition of the following estimated cost escalations:

  1. 2x extra speakers (+1,305)
  2. 2x extra microphones (+1,129.17)
  3. 2x lighting (+1,808.03)

This takes into account a $3,000 capital contribution from WE.

However, this does not take into account insurance coverage, which is estimated to be $3000-$6000/year ($250-$500/month). Therefore, it is not recommended that SVPB covers the premiums in order to be assigned loss payee.

# Component Cost Description
1 Projection $4,201.99 2x 4200 lumens 1920x1080 16:9 projecting to 167” (12x7.5’) screen (includes accessories)
2 Speakers $6,791.13 6x 1000W speakers
3 Microphones $3,248.10 (-1,128.83) 4x wireless microphones (2x handheld, 2x lav); -2x lavs
4 Lighting $1,807.97 (-1,807.97) 2x flood-to-spot lights with up to 50 ft. throw; -2x lights
5 Video $1,175 50% off
  Subtotal $17,224.19  
  Contingency $861.21 5%
  Market Value $18,085.40  
  WE Contribution -$3,000  
  Total $15,085.40  

The following example ROI schedule does not consider Corp cost-escalation/inflation:

# Year Corp WE
1 2017 $5,075 $15,000
2 2018 $5,075 ($10,150) $2,175 (43% corp) ($17,175)
3 2019 $5,075 ($15,225) $2,175 ($19,350, +$4,125, -27.0% savings)
4 2020 $5,075 ($20,300) $2,175 ($21,525, +$1,225, -6.00% savings)
5 2021 $5,075 ($25,375) $2,175 ($23,700, -$1,675, +6.60% savings)
6 2022 $5,075 ($30,450) $2,175 ($25,875, -$4,575, +15.0% savings)

If you’re looking for enterprise multimedia services, please contact us at reservations@wemassmedia.com. If you’re looking for personal, family, and wedding multimedia services, please contact us at reservations@justintoocreations.com


Scenario 3 - Worst Quality ($13,187.03)

The total cost of the worst-quality revised proposal is $13,187.03, which is +1,646.89 more than proposal #1 ($11,540.14) due to the addition of the following estimated cost escalations:

  1. 2x extra speakers (+1,305)
  2. 2x extra microphones (+1,129.17)
  3. 0x lighting (+0.00)

This takes into account a $3,000 capital contribution from WE.

However, this does not take into account insurance coverage, which is estimated to be $3000-$6000/year ($250-$500/month). Therefore, it is not recommended that SVPB covers the premiums in order to be assigned loss payee.

# Component Cost Description
1 Projection $4,201.99 2x 4200 lumens 1920x1080 16:9 projecting to 167” (12x7.5’) screen (includes accessories)
2 Speakers $6,791.13 6x 1000W speakers
3 Microphones $3,248.10 (-1,128.83) 4x wireless microphones (2x handheld, 2x lav); -2x lavs
4 Video $1,175 50% off
  Subtotal $15,416.22  
  Contingency $770.81 5%
  Market Value $16,187.03  
  WE Contribution -$3,000  
  Total $13,187.03  

The following example ROI schedule does not consider Corp cost-escalation/inflation:

# Year Corp WE
1 2017 $5,075 $15,000
2 2018 $5,075 ($10,150) $2,175 (43% corp) ($17,175)
3 2019 $5,075 ($15,225) $2,175 ($19,350, +$4,125, -27.0% savings)
4 2020 $5,075 ($20,300) $2,175 ($21,525, +$1,225, -6.00% savings)
5 2021 $5,075 ($25,375) $2,175 ($23,700, -$1,675, +6.60% savings)
6 2022 $5,075 ($30,450) $2,175 ($25,875, -$4,575, +15.0% savings)

If you’re looking for enterprise multimedia services, please contact us at reservations@wemassmedia.com. If you’re looking for personal, family, and wedding multimedia services, please contact us at reservations@justintoocreations.com


Procurement Schedule

Here is the procurement, testing, and training schedule:

# Week Date Details
1 1 Monday, 2/13 Budget Approval
2   Wednesday, 2/15 Initial Procurement
3 2 Friday, 2/24 Equipment Arrival
4 3 Sunday, 2/26 Live event test 1/5
5 4 Sunday, 3/5 Live event test 2/5 - returns/exchanges procurement
6 5 Sunday, 3/12 Live event test 3/5
7 6 Sunday, 3/19 Live event test 4/5 - test procurements from #5 (1/2)
8 7 Sunday, 3/26 Live event test 5/5 - test replacements from #5 (2/2)
9 8 Thursday, 3/30 A/V setup at Hyatt Regency Santa Clara
10   Friday, 3/31 SVPB 23rd annual event, 7am - 8:30am

If you’re looking for enterprise multimedia services, please contact us at reservations@wemassmedia.com. If you’re looking for personal, family, and wedding multimedia services, please contact us at reservations@justintoocreations.com


Itemized A/V Components

Projection ($4,201.99)

# Item Price Qty Total Description
1 Projector: Optoma EH416 $863.02 2 $1,726.04 1920x1080 16:9 20,000:1 DLP (1) 4200 Lumens
2 Projector Screen: Da-Lite Da-Mat 92 x 144” Front Projection Fast-Fold Deluxe $895.95 2 $1,791.90 167.52” diagonal 16:10 aspect ratio, front projection, 1.0 Gain, Folding Frame / Truss
3 HDMI Cable AmazonBasics High-Speed HDMI Cable - 6 Feet $6.99 3 $20.97 Male to A Male Cable; 1x backup cable
4 SDI to HDMI Blackmagic Design Micro Converter $85 3 $255 Converts long-relay SDI signal to short-relay HDMI; 1x backup converter
5 Surge Protector Power Strip APC SurgeArrest 11-Outlet Surge Protector $34.99 2 $69.98 11 outlets, 2 USB 2.4A, 2880 joules protection, $250k connected equipment warranty
  Subtotal     $3,863.89  
  Tax 8.75%   $338.10  
  Total     $4,201.99  

See CNET: 9 things you should know about surge protectors.


If you’re looking for enterprise multimedia services, please contact us at reservations@wemassmedia.com. If you’re looking for personal, family, and wedding multimedia services, please contact us at reservations@justintoocreations.com


Audio - Speakers ($6,791.13)

# Item Price Qty Total Description
1 JBL EON615 15” 1000W Speakers $599.95 6 $3,599.70 6x Comes with Gas Assist Tripod Kit; 2 x Balanced XLR-1/4” combination inputs; 1 x male XLR loop thru out; requires AC power (1/3rd Power – 2.03A (Max))
2 JBL EON615-Bag-W Deluxe Carry Bag with Wheels $179.99 6 $1,079.94 6x speaker bags
3 dbx DriveRack 260 Equalization and Loudspeaker Control System $599.00 1 $599.00 Syncing, phasing, interference, sound control
4 Kopul Studio Elite 4000 Series XLR M to XLR F 50’ $21.49 6 $128.94 4x long 50’ cables for chaining speakers; 2x backup
5 Kopul Studio Elite 4000 Series XLR M to XLR F 100’ $29.95 6 $179.70 4x Extra long 100’ XLR cables for linking audio board to speakers; 2x backup
6 Watson 100 ft AC Power Extension Cord 14 AWG $49.95 2 $99.90  
7 Watson 50 ft AC Power Extension Cord 14 AWG $29.95 8 $239.60  
8 Furman PL-8 C Power Conditioner $158.97 2 $317.94 Ensures that each speaker gets the correct voltage and current needed
  Subtotal     $6,244.72  
  Tax 8.75%   $546.41  
  Total     $6,791.13  

If you’re looking for enterprise multimedia services, please contact us at reservations@wemassmedia.com. If you’re looking for personal, family, and wedding multimedia services, please contact us at reservations@justintoocreations.com


Audio - Microphones ($4,376.93)

# Item Price Qty Total Description
1 Shure GLXD24/SM58 Handheld Wireless System $499.00 2 $998.00 2x wireless handheld mics
2 Shure GLXD14/WL93 Lavalier Wireless System $519.00 4 $2,076.00 4x wireless lav mics
2 Shure SB902 Rechargeable Lithium-Ion Battery $29.99 4 $119.96 4x Backup batteries
3 Shure A58WS-BK - Black Windscreen $5.49 2 $10.98 2x Windscreen noise and protection covers
4 Shure RK355WS Lav Windscreens $14.49 2 $28.98 4x lav windscreens; 4x backups
4 Auray MS-5230F Tripod Microphone Stand $21.99 2 $43.98 1x microphone stand; 1x backup
5 Mackie ProFX8v2 8-Channel Sound Mixer $199.99 2 $399.98 2x 4-input chained mixers for redundancy
6 Gator Cases G-MIXERBAG-1515 $39.99 2 $79.98 2x mixer bags
7 Kopul Premium Performance 3000 Series 100’ XLR $29.99 8 $239.92 6x dedicated 100’ long XLR for handheld/lav mic-receivers-to-mixer; 2x backup
8 Kopul Premium Performance 3000 Series XLR 5’ $13.49 2 $26.98 1x short 5’ mixer-1-to-mixer-2; 1x backup
  Subtotal     $4,024.76  
  Tax 8.75%   $352.17  
  Total     $4,376.93  
# Out Into Length
1 Mic receiver #1 Mixer 1 100’
2 Mic receiver #2 Mixer 1 100’
3 Mic receiver #3 Mixer 1 100’
4 Mic receiver #4 Mixer 1 100’
5 Mic receiver #5 Mixer 2 100’
6 Mic receiver #6 Mixer 2 100’
7 Mixer 1 - L Mixer 2 - In 5’

If you’re looking for enterprise multimedia services, please contact us at reservations@wemassmedia.com. If you’re looking for personal, family, and wedding multimedia services, please contact us at reservations@justintoocreations.com


Lighting ($3,615.94)

# Item Price Qty Total Description
1 Arri 650 Watt Plus Tungsten Fresnel $484.50 4 $1,938.00 4x fresnel flood-to-spot capability (52°/14.5°); up to 50 ft. throw
2 General Electric FRG Lamp (500W/120V) $33.95 6 $203.70 4x 150 hours lamp life; commonly used in stage and studio lighting fixtures; 2x backups
3 Impact Steel Roller with Low Base and Braking Wheels (9.5’) $184.00 4 $736.00 4x 4’ - 9.5’ height; 27lb load capacity; locking wheels; 5/8” c-stand stud
4 Impact Saddle Sandbag - 15 lb $21.95 8 $175.60 8x - 2/c-stand
5 Impact D1000 1,000W AC Dimmer Control $42.95 4 $171.80 1-100% attached dimmer power control
6 Setwear Hothand Gloves $49.95 2 $99.90 heat-resistant leather gloves for working with hot-lights/rigging
  Subtotal     $3,325.00  
  Tax 8.75%   $290.94  
  Total     $3,615.94  

Video ($1,175)

# Item Cost Notes
1 Video Production $1,175 50% off

If you’re looking for enterprise multimedia services, please contact us at reservations@wemassmedia.com. If you’re looking for personal, family, and wedding multimedia services, please contact us at reservations@justintoocreations.com


Misc

In progress…

# Item Cost Notes    
1 ProTapes Pro Gaffer Tape (3” x 55 yd, Black) $29.95 3 $89.85 secure lighting, wires, power cords, etc.

Multimedia Services

If you’re looking for enterprise multimedia services, please contact us at reservations@wemassmedia.com. If you’re looking for personal, family, and wedding multimedia services, please contact us at reservations@justintoocreations.com