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03.11 Budget Adjustment FY 18-19 and 19-20 0 ok��:�-��--� � \aGpRPORATFQ� V~'�� '•�CA �,:.. :�_` A GENDA ITEM �y:�..R _�oQ �F�u���GP��� July 9, 2019 TO: Honorable Mayor and Members of the City Council , THRU: Rick Otto, City Manager FROM: Robert Zornado, Chief Clerk �� REVIEW: City Mana r Finance� 1 . � SUBJECT Budget adjustment in Fiscal Years 2018-2019 and 2019-2020 for the production of local cable programming, on-line streaming services, and the purchase of audio and visual equipment for public meetings. 2. SUMMARY Budget adjustments of $26,000 for Fiscal Year 2018-2019 for the local cable programming agreement with Chapman University, and $27,600 for Fiscal Year 2019- 2020 for Granicus on-line streaming service and supporting equipment. 3. RECOMMENDED ACTION 1. Authorize the appropriation of $26,000 in Fiscal Year 2018-2019 from the Public, Education and Government (PEG) unreserved fund balance to expenditure account number 130.0000.51700.20067 PEG Program. 2. Authorize the appropriation of $27,600 in Fiscal Year 2019-2020 from Public, Education and Government (PEG) unreserved fund balance to expenditure account number 130.0000.51670.00000 Other Professional and Consulting Services. 4. FISCAL IMPACT The total expenditure for this agreement in Fiscal Year 2018-2019 is $26,000 and will be funded through Public, Education and Government (PEG) (130). The total expenditure for this agreement and purchase in Fiscal Year 2019-2020, is $27,600 and will be funded through Public, Education and Government (PEG) (130). 5. STRATEGIC PLAN GOALS Goal 3: Enhance and promote quality of life in the community e: Develop and strengthen collaborative partnerships to enhance and promote quality of life programs, projects, and services. ITEM 3. �� 1 7/9/2019 6. DISCUSSION AND BACKGROUND The funding commitment for the Chapman University agreement for local cable programming derives from the City of Orange Public, Education and Government (PEG) fees that the City collects from the cable companies. The Federal Communications Act, Section 22(g)(2)(C), limits the use of PEG fees to capital expenditures in support of PEG channel facilities. Fiscal Year 2018-2019 (FY19� In April 2019, the City Council approved a new contract with Chapman University to continue local cable programming. The annual cost of $180,000 was an increase of $20,000 per year from the prior contract amount, and took effect on April 16, 2019. Because the increased amount was not anticipated, staff is requesting an appropriation of $26,000 from FY19 unreserved fund balance. Fiscal Year 2019-2020 (FY20) As part of the City Council Chamber's remodel project, completed in FY19, the City installed new cameras and broadcast equipment for the high definition live stream of all City Council and Planning Commission meetings. The original encoder equipment needs to be upgraded to match the high definition broadcast demands. In addition, staff is proposing to replace and add wireless microphones for off-site public meetings, and as backup in case of audio equipment complications. The total cost of this equipment and upgraded streaming services is $7,600. Granicus, Inc. provides streaming services for all City Council and Planning Commission meetings for$1,677 a month, a cost that was inadvertently omitted from the FY20 budget. Staff is requesting an appropriation for the total amount of$27,600 from FY20 unreserved fund balance. 7. ATTACHMENTS LL_ • Attachment A - Granicus Encoder and upgraded streaming proposal ITEM 2 7/9/2019 � � Granicus Proposal for Orange, CA , Name:Andrew Murray Phone:(202)407-7435 Email:andrew.murray@granicus.com . �� .- Quote Number:Q-42589 Prepared On:1/14/2019 Valid Through: 1/31/2019 Payment Terms: Net 30(Payments for subscriptions are due at the beginning of the period of performance.) Currency:USD • - - .. ,,,..,,..�. .......... ..,ry. .�..... .m.......,.........,�.� ....<::.,. ,i. ,��>. ,; . ..:�.�r�.Y°,._��, � � �• . 4 �:'i�. ..e :.���.. '..' ..e.... ,... ;, "� ^�`�� :�i�:, .w^:.+...�.�;;.;..�.«�. g Y .,S.,.sx..'4. ,...'W. ..,..r..�,u :.. .;,.�..w, , a... . . . " r.. ...•:a�k S r i p .;na,lM,� �.,,,. ..:N.,'.. .'�. ..V, a.. �\�a �^� ��we� ����, :;,' �r.g� . .,. ... . �...•. . a� . .��...•: .e:..�'... ..,,�. � G>. .. .. .w... .`�'... . .. .... ., � �.... .�i'•'J.s:.n.`,(;�� `• +C� �:�(,' .:MSWW �.,.., na:. 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AMAX Encoder witli Os re SDI,Card.Used.to pass corrirnands and,data from LiveManager'that,' �Appliante Mar.dware='include Start/Stop of webcast,indexing,and document�display.Aiso serves to distribute video ` , .., SDI,(AMAX)(GT):. and cepfions to be distributed.to the.CDN"or Performance Accelerator. � .. . „ . .... ,..... �.. ,...,. .. .. : .-. . �Granicus Encoding 'Remofe configuration and deployment of an encoding appliance. � ; �Appliance Hard`ware- ' .. . { , � �Setup&Config � �, � ..�....... .... .. .: . ......... a � , �.. .,.. ,.�..._............,..._ . ,_....._.:...q..�,.,. _.......: .:. .... __. : ....�.. . ._ ,;.... . .... :.........�.... � ;US.Shipping Charge C �US ship,ping of a;large item, ' ° , , : : . �-Large.ltem.. ,.,. .. . ..:. :. .. .. : : , ,. ........,. m... '.:..: �� :..:. • . . :..:.,.��.�_.. . '. _ ........ . i ,. f:�_ �,.._ ... .� ,. ..:�.............. .._.... .,,�.. ,.....__,....... . .. ;:;:..mw �Upgrade,to SDI 720p Upgrade to SD1720p Strearriing(requires,Digital encoder and HD feed) , , iStreaming :�: . , " .... ......."_.._..__ _. ... ._:........ ......... __ _._...:. ... . � � � � � . . � • Link to Terms:�.tf�s;//eranicus co�/�dfs/ aster Subscrj.ptiotl Agr_eement pdf • This quote is exclusive of applicable state,local,and federal taxes,which,if any,will be included in the invoice.It is the responsibility of Orange,CA to provide applicable exemption certificate(s), • Any lapse in payment may result in suspension of service and will require the payment of a setup fee to reinstate the subscription. • If submitting a Purchase Order,please include the following language:All pricing,terms.and conditions of quote Q-42589 dated 1/14/2019 are incorporated into this Purchase Order by reference. • Granicus will provide a three(3)year warranty with respect to required hardware.Within the three(3)year warranty period,Granicus shall repair or replace any required hardware provided directly from Granicus that fails to function properly due to normal wear and tear,defective workmanship,or defective materials. • Orange,CA is eligible to receive up to five(5)two-day passes to the 2019 Granicus National Summit,valued at $299.00 each.The Granicus National Summit is the premiere user conference for public sector professionals across federal,state,and local government.Attendees will be provided with hands-on training led by Granicus subject matter experts,as well as opportunities to learn and network with peers and leaders in government. Granicus National5ummit Dates:May 14-15,2019 , . . � - . By signing this document,the undersigned certifies they have authority to enter the agreement.The undersigned also understands the services and terms. ' ^;�;„+t.: "'��r,"��,,.�,'�5�.;-.. �,`•`".�«�.�°' ',� '.,»'���.�.>< '""•'+"'�^�,�?,;z,6c:"•;�"":-.�.-�,'-�,�;�`:�^,�aw...�Y"'.,.,.r,u c.'.h�t�;'""`�'� �`�@°ri°� �"'<'x!. .�«, ��;,t, r.^s,, a�, r� ;d,�::. ti'� �; �., �..,..,;. �,� �. Y �.. t Q�. .`_b°,s:u.': :"'4�5.�«� r.;A" ��b r:a'."s�,,+,,�.�.� ':���:� ."�:�,",g-� <.k%xi"�.x-a:�.°��..�+;.:.""ear�aY�' �`:. x''ti�:;�i�, �8illingA�.nfairr�i?i;ki,,n�= � �f�..�,�..� '�� - _ '�»'�< ���., . ,.,.._ ,__. : , ,. , ,,. _. ;.. . <. . - Name• :, . . . . . 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