HomeMy WebLinkAboutSR - AGR-6206 - PRODUCTION EQUIPMENT INSTALLATION COUNCIL CHAMBERS�Q ,p er
[1N1Y
AGENDA ITEM
March 10, 2015
TO: Honorable Mayor and
Members of the City Council
THRU: John W. Sibley
City Manager
FROM: Rick Otto,
Assistant City Man
1. SUBJECT
ReviewedNerified B �_._
City Manag
Finance Dir
To Be Presented By: Rick Otto
Cons Calendar _
City Mgr Rpts
Council Reports _
Legal Affairs
Boards /Crates _
Public Hrgs
X Admin Reports
Plan /Environ
Agreement with Viper Cabling, Inc., for the purchase and installation of broadcast production
and master control system equipment as Phase I of broadcast and presentation improvements to
the Council Chambers.
2. SUMMARY
The existing audio /video and television production equipment serving the Council Chambers is
failing. As such, the City's 2012 -2015 Information Technology Strategic Plan identified a critical
initiative to replace the television production and audio /video infrastructure equipment. In
September 2014, the City issued RFP No. 145 -19 to solicit proposals for the system replacement.
Based on the results of bids received, it is recommended that the City Council approve the
purchase and installation of television production and audio /video equipment from Viper
Cabling, Inc.
13. RECOMMENDED ACTION
1. Approve the Consultant Services Agreement with Viper Cabling, Inc. in the amount of
$265,014.29;
2. Authorize the Mayor to execute and the City Clerk to attest to the Consultant Services
Agreement with Viper Cabling, Inc.; and,
3. Authorize the appropriation of $55,000 from the unreserved fund balance of the Public
Education Government (PEG) Access Fund (130) to account 130.1601.56032.20128.
14. FISCAL IMPACT I
Sufficient funds are available in the unreserved fund balance of the Public Education
Government (PEG) Access Fund and account 130.1601.56032.20128 for the proposed
Consultant Services Agreement.
ITEMS . L 1
03/10/15
5. STRATEGIC PLAN GO
4c. Enhance technology to improve public accessibility to information and services.
6. GENERAL PLAN IMPLEMENTATION
Not applicable.
17. DISCUSSION and BACKGROUND I
The Council Chambers is served by audio /video and television production equipment that
provides cable TV to residents via outbound transmission feeds to both Time Warner Cable and
AT &T. The equipment is used to produce video and audio recordings of City Council Meetings
and is referred to the "back of the house" production equipment. Most of the existing equipment,
which includes audio and video recording equipment, camera controls, monitors, and digital
storage, is failing or likely to fail over the next several months. As such, in September 2014 the
City released a Request for Proposals (RFP No. 145 -19) for the purchase and installation of the
video and audio recording equipment. The project includes relocating the new equipment from
the City Clerk's Office to the former Law Library so that it is in a location that is more secure
and physically closer to the City Council Chambers. A planned second phase to this project,
which will be bid and subsequently awarded separately, will include modifications to the
audio /visual technology in the Council Chambers as well as renovating the Chambers
infrastructure (referred to as the "front of the house ").
Selection Process
City staff worked with a design firm to develop design specifications and a comprehensive
equipment list for the RFP. While the RFP envisions a state -of -the -art replacement system with a
7 to 10 year life cycle, care was taken to find a cost - effective solution that does not include
excessive or unnecessary technologies or elaborate system implements.
Two firms responded to the RFP, and their cost proposals before taxes are summarized below:
Staff evaluated both proposals and concluded that the proposal from Viper Cabling was superior
due to its lower cost and comparable specifications. Staff is requesting $265,014.29, which
includes the total cost of the project as well as a three percent contingency that will only be
disbursed if necessary.
ITEM 2 03/10/15
Conclusion
It is recommended that the City Council approve the Consultant Services Agreement with Viper
Cabling, Inc. to replace the failing audio /video and television production equipment in the
Council Chambers. It is important to note that funding for this project is from the Public
Education Government (PEG) Access funds, which are provided by cable providers for the
transmission of local origination programs to cable /video subscribers. Per state regulations, the
use of these funds is reserved for equipment to support the production of local programing,
which includes City Council meetings, Planning Commission meetings, candidate forums as well
as any other programing that may originate from the City Council Chambers or City studio.
8. ATTACHMENTS
• Consultant Services Agreement with Viper Cabling, Inc.
ITEM 3 03/10/15