STAFF REPORT TO THE CITY COUNCIL. The Mayor and Members of the City Council. Margaret Roberts, Administrative Services Director

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2 STAFF REPORT TO THE CITY COUNCIL DATE: Regular Meeting of March 25, 2014 TO: SUBMITTED BY: SUBJECT: The Mayor and Members of the City Council Margaret Roberts, Administrative Services Director Upgrade of cable station equipment RECOMMENDED ACTION: Approve a resolution authorizing the City Manager to execute an agreement with Media Solutions for upgrades for Phase I of the cable television equipment in the Council Chambers in an amount not to exceed $28,250. FISCAL IMPACT OF RECOMMENDATION: In the adopted budget there is $28,250 budgeted for the upgrade. If approved, Phase I will replace the video scan recorder, character generator, monitors, change from recording to a VHS Tape to DVD and prepare for Phases II and III. DISCUSSION: The City sent out a Request for Proposal (RFP) on November 7, 2013, and subsequent addendum on November 26, 2013 for equipment and installation to upgrade the entire Cable TV system. The proposal was written into three phases due to the complexity of the project. Phase I would include equipment rack and core broadcast equipment upgrade/replacement, Phase II would include the digital camera upgrade and Phase III would include the audio component/ancillary equipment upgrade. The estimated cost excluding sales tax, shipping and installation was $81, The City received only one proposal to the RFP, however Phase I of the project came in at more than double the amount budgeted for this year. Staff scaled down Phase I and contacted venders with the specs needed and received five proposals. Three proposals are over the budgeted amount and one proposal does not contain all of the necessary components. This leaves the City with one responsive proposal; Media Solutions for $26,662.71, which also includes four hours of training on the new equipment. Attachment 2 is an analysis of the current CCTV equipment. Upgrading the equipment is essential in order to convert the feed to broadcast directly to the viewer. It will also provide for improved March 11, 2014 Page 1

3 visibility of presentations both in the Council Chamber and to the viewing audience. The current equipment is old, patches have been made to keep it working and parts are difficult to locate. It needs to be replaced prior to completely breaking failing. ATTACHMENTS: Attachment 1 Resolution Attachment 2 Equipment Analysis Attachment 3 Comparison spreadsheet Financial Impact Description: Cable TV Access, Professional Services Funding Source: Account Number: Budget Recap: Total Estimated cost: $26, New Revenue: $ Amount Budgeted: $28, Lost Revenue: $ New funding required: $ 0 New Personnel: $ Council Policy Change: Yes No X March 11, 2014 Page 2

4 Attachment 1 RESOLUTION NO. 14- RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HERCULES AUTHORIZING THE CITY MANAGER TO EXECUTE AN AGREEMENT WITH MEDIA SOLUTIONS FOR UPGRADES FOR PHASE I OF THE CABLE TELEVISION EQUIPMENT IN THE COUNCIL CHAMBERS IN AN AMOUNT NOT TO EXCEED $28,250 WHEREAS, the equipment in the Council chambers is in need of updating; and WHEREAS, a Request for Proposals (RFP) was sent out in November 2013, with only one proposal received; and WHEREAS, in January, staff sent out a request for only Phase I of the necessary upgrades and received five proposals; and WHEREAS, three proposals were over the budgeted amount and one proposal did not contain all of the necessary equipment, leaving one responsive proposal. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Hercules that the City authorizes the City Manager to execute an agreement with Media Solutions for upgrades for Phase I of the cable television equipment in the Council Chambers in an amount not to exceed $28,250. The foregoing Resolution was duly and regularly adopted at a regular meeting of the City Council of the City of Hercules held on the eleventh day of March, 2014 by the following vote of the Council/Agency Board: AYES: NOES: ATTEST: ABSTAIN: ABSENT: Myrna L. De Vera Margaret S. Roberts Administrative Services Director/City Clerk

5 Attachment 2 ANALYSIS OF CCTA EQUIPMENT RECORDINGS OF THE MEETING: The City of Hercules currently maintains the production of meetings onto a VHS videotape instead of DVD media which would provide for a digital quality reproduction of the original broadcast. PRODUCTION CONTROL ROOM COMPUTER; The production control room computer often fails to communicate with the control computers at PCTV. This requires a standby person at PCTV to facilitate the live switching, broadcast and recording to the on air hard drives. USE OF POWERPOINT: Currently, there is no built-in PowerPoint presentation software or system that would provide users with an interface to design multimedia presentation slides, handouts, notes and outlines requiring additional staff time to setup a portable projector and laptop for every meeting. PCTV does not have access to this equipment. SCAN CONVERTER: This system no longer uses a scan converter, requiring staff to aim a camera at the screen for PowerPoint displays to be viewed by home audiences. Utilizing this method imposes a high degree of image degradation which is either not easily readable or unreadable by most viewers. PORTABLE PROJECTOR: The Lumen rating for the portable projector produces low output and not commensurate with international standards thus effecting resolution, image size and throw distance subsequently requiring the lights to be lowered in order to view important, detailed PowerPoint presentations. This makes it impossible for PCTV staff to transition to a shot of the speakers when needed. ADEQUATE LIGHTING FOR BROADCASTS: Comcast uses an automatic video gain structure that has caused broadcasts to suffer greatly as the room lights are powered off/on. This leaves the broadcast under lit or with very low video gain. PRODUCTION SWITCHER: The production switcher is obsolete and was never designed for use as a live broadcast switcher. It frequently requires extra fans to cool the system to prevent video color shifting. Additionally, this unit has an image ghosting issue that needs extra attention. It has outlived its useful life as its use is very limited. CHARACTER GENERATOR: The current character generator technology is outdated by approximately 21 years and is incapable of providing up-to-date broadcast quality graphic support and features needed for today s demanding audio-visual presentational needs.

6 Description NewTek TriCaster 460 with Kit and Control NewTek Live Text 2.5 with DataLine 3 technology Attachment 3 ESTIMATE MEDIA SOLUTIONS Qty Cost (Each) Total Cost (Each) Total 1 $20, $20, $19, $19, $1, $1, $ $ JVC BLU-RAY DISC & HDD RECORDER W /HDSDI 1 $1, $1, $ $ OMNITRAX ProStation workstation with RACK SYSTEM 1 $1, $1, $1, $1, OMNITRAX versative cabinet on heavy duty casters 1 $ $ $ $ Panasonic 42-Inch 1080p 120Hz Smart LED HDTV Panasonic 27-Inch 1080p Full HD LED LCD TV 1 $ $ $ $ $ $ $ $ Cabling, wiring, freight, installation and sales tax Material (cabling/wiring) 1 $1, $1, $0.00 Training 1 $ $ Freight 1 TBD TBD $0.00 Installation Labor 1 $ $ $ $ Sales Tax 1 $2, $2, $ $ Phase I Subtotal: $29, $26,662.71

7 Description Panasonic HD Integrated P-T-Z Digital Camera PAN ESTIMATE Qty Cost (Each) Total 3 $8, $26, Wall Mount for AW-HE100 Camera (White) 3 $ $ HD-SDI Video Coaxial Cable connectors 3 $84.95 $ Tripp-Lite SMART500RT1U 500VA 300W UPS Smart Rackmount AVR 120V USB DB9 SNMP 1URM, 7 Outlets * 1 $ $ Installed surface mount power outlets with conduit 3 $50.00 $ Panasonic Multifunction Camera Control System * 1 $4, $4, MSVisio 2013 Professional 1 $ $ Uninstall existing Cameras, Configuration and Setup of HD Cameras, Running of new cabling to HD Cameras 6 TBD Per Hour TBD Per Hour Remounting of two Analog Cameras. Running of new cabling to analog cameras (Optional- for additional coverage) 4 TBD Per Hour TBD Per Hour Cabling, wiring, freight, installation and sales tax Material (cabling/wiring) 1 $1, $1, Freight 1 TBD TBD Installation Labor 1 $4, $4, Sales Tax 1 $3, $3, Phase II Subtotal: $42,644.86

8 Description 8-Channel Digital IntelliMix Automatic Mixer (DANTE) ESTIMATE Qty Cost (Each) AMOUNT 2 $1, $3, Shure ULXS124/85 - J1 Band, MHz ULXS4 Wireless Receiver, ULX1 Bodypack Transmitter, WL185 Lavalier Microphone, and ULX2/SM58 Wireless Cardioid Dynamic Microphone 2 $ $1, Dorrough Side-bySide 2RU, Two Channel, 32-96ks XLR Digital Meter 1 $ $ Custom Desktop Box for one (1) 12-AES Meter 1 $80.00 $80.00 DSAN Limitimer Audience Signal Lights 4-inch digits wireless with integrated bluetooth receiver 1 $ $ DSAN Limitimer Audience Signal Light with 4-inch digits Video "On-Air/Recording" Sign Light 1 $ $ $ $ Radio Systems 4-Inch LED Desktop Studio Clock & Timer with I/R Remote 1 $ $ M-Audio Studiophile BX8a Deluxe Studio Monitors 2 $ $ Overhead/perimeter lighting re-design/overhaul Overhead speaker re-design 1 $2, $2, $2, $2, Cabling, wiring, freight, installation and sales tax Material (cabling/wiring) 1 $1, $1, Freight 1 TBD TBD Installation Labor 1 $5, $5, Sales Tax 1 $1, Phase III Subtotal: $1, $22, Grand Total: $94,737.95