RECOMMENDATION: Accept the bid from Utter Associated and authorize the City Manager to take the necessary actions to negotiate a contract.

City of Woodinville, WA Report to the City Council 17301 133 rd Avenue NE, Woodinville, WA 98072 www.ci.woodinville.wa.us To: Honorable City Council Date: August 7, 2018 By: Blaine Fritts, Finance Director Subject: City Council Chambers Audio/Visual and Broadcasting Upgrade FNANCAL ACTON SUMMARY Expenditure Required Amount Budgeted/Approved Additional Amount Required Proposal $282,019 Contingency $12,631 Total $294,650 $211,600 $83,050 SSUE: Shall the City Council accept the bid from Utter Associates and authorize the City Manager to take the necessary actions to negotiate a contract? RECOMMENDATON: Accept the bid from Utter Associated and authorize the City Manager to take the necessary actions to negotiate a contract. BACKGROUND/DSCUSSON: The technology infrastructure in the City s council chambers enables the City to record, broadcast and stream open public meetings. The infrastructure contains technology that is used to record video and provide live and recorded streaming over the internet. The technology equipment is used for the following: Broadcast meetings, both live and recorded, on cable channels with Frontier and Comcast Provide audio (microphones and speakers) Provide visual output via projection equipment used during meetings Record a separate audio backup of meetings as a failsafe redundancy should video fail Provide control systems used to direct the four cameras Enable editing needed to add messaging to the video image, such as a speaker s name and banner messaging for times of recess or executive session The core of the existing infrastructure is 17 years old. The overflow video system in the West Lobby is inoperable. Cables run over the carpet are prone to damage and are trip hazards. Due to the various analog and digital components and cabling in place, it s cumbersome to troubleshoot problems when it comes to video and audio quality. The various AD-HOC adapters and converters result in poor quality and signal degradation. Over the last year and a half, there have been five instances when the audio has failed, and the City had to use the backup audio recorder to correct the issues. n addition, T staff have spent an estimated 100 hours responding to technical failures with the system, and the City has spent $7,700 for repair services and equipment replacement. To keep up with technological advancements, such as digital signals and internet streaming, new technology has been added over time. The result is a patchwork of unreliable systems that need to be completely replaced with current technology. As part of the 2017/2018 mid-biennial Budget adjustments, the City Council identified the need to upgrade the council chamber s audio/visual and broadcasting equipment and set aside $212,000 to fund the project. The City issued a request for proposals (RFP) on May 24, 2018 and received three bids on June 20, 2018. One bidder, Signal Perfection, was determined to be non-responsive to the RFP due to an incomplete bid proposal. The two responsive bids were from Sound Morgan and Utter Associates. Both are reputable firms in the industry that specialize 1

in Audio/Visual Broadcasting services. Bids ranged from 19% to 38% over the original budget estimate for the project. Sound Utter Associates Morgan Base Proposal $277,877 $246,996 Optional Additives $4,142 $10,451 Optional - Remote Participation Audio $3,504 $1,056 Optional - Remote Participation Video $20,769 $4,673 Optional additives include replacing the lectern desk, reconfiguring/programing a camera to improve the viewing angle on roundtable meetings, moving the location of equipment rack in the A/V room, redundant video recording, and wireless speaker s timeclock. The request for proposals included several other bid additives that Staff does not recommend: Lighting upgrades to improve image quality Remote broadcasting Video display in the Calkins Room (the small conference room adjacent to the council chambers) Secondary screen/projector facing the audience nfrastructure to add monitors to the Council dais Replacement of the computer desk to the right of the City Clerk s station in the chambers Automated recording/broadcasting Life Cycle Value: The two proposed systems have different life cycle expectancies. With Sound Morgan s proposal, many of the systems are PC based, and as a result, the life expectancy of the system is between eight to 10 years. The proposal from Utter Associates mostly avoids using PC based components and as a result, the life expectancy of the system is between 13 to 15 years. n the table below, Staff calculated the estimated annual cost of ownership over 15 years (the longest expected life) based on the costs and expected life provided in the proposals, which include: nitial capital investment Extended warranty & support Maintenance (software/firmware updates) Replacement of PC based system components every five years Repair Utter Associates Sound Morgan nitial Capital nvestment $282,019 $257,447 15-year Cost to Maintain the System $203,942 $381,689 * Total $485,962 $639,135 Annual Cost of Ownership $32,397 $42,609 *Assumes a replacement of the system in year 10. Funding Source: The City has franchise agreement with Comcast and Frontier. As part of their agreements, Comcast and Frontier pay the City a fee per month for every cable subscriber in City limits. The purpose of this fee is to support the capital cost of cablecasting equipment for Public, Education 2

and Government (PEG) broadcasting. This is broadly defined to include capital expenditures related to PEG access including, but not limited to; studio, City Council chamber equipment, portable production equipment, editing, program playback equipment, access related facilities purchases, and renovation or construction. The City receives approximately $13,000 in PEG funds annually and is expected to have about $90,000 in reserves by the end of the year. Any remaining funding would come from General Fund reserves. Recommendation: Staff recommends to Council that the City accepts the Utter Associate proposal. The attached diagram provides a visual of the scope of this proposal. Significant benefits of the proposal that were considered with this recommendation are: Lower annual cost of ownership Longer system life cycle Fewer components to maintain and troubleshoot Fewer staff hours required to maintain and troubleshoot the system All system requirements were met or exceeded The City would receive new: Projector Microphones Cablecasting equipment Streaming equipment Cameras Lectern Assistive listening system (ADA requirement) Cabling and cable organization The benefits of a new system include: mproved broadcasting/streaming image quality mproved audio quality Reliable and stable system mproved redundancy to ensure fewer interruptions of service Brighter and sharper projected on-screen image Reduction in staff hours to support the system mproved cable management Schedule: Aug 2018 - Aug 2018 Nov 2018 Nov 2018 - Dec 2018 - Accept proposal and authorize negotiations Finalize design and scope**, execute contract Replace carpet to accommodate under-carpet assisted listening system wiring Replace A/V and broadcasting system ** Once guidance from Council is received, Staff and Consultant will verify final design and scope of work, which may have a minor impact on the amount of the contract. For example, with additional testing we may decide to add an additional microphone on the large work session table to improve sound capture, which would add approximately $550 to the contract amount. f the total contract were to exceed the available funding, including contingency ($294,650), Staff will return the item for additional Council guidance. 3

Alternatives: Staff recommends the Council accepts the Utter Associate proposal; however, there are two other alternatives: 1. Accept the Sound Morgan proposal. Both proposals meet the City s needs and Sound Morgan s solution is a viable, albeit more costly over time, alternative. 2. Reject all proposals. This alternative will require that the City invest approximately $70,000 into the immediate replacement of existing video equipment to avoid likely complete system failure and protect ability to record and publicly broadcast public meetings. This solution is not a system overhaul and will not resolve any of the reliability/stability issues, nor improve the broadcasting quality. Remote Participation Options: n addition to the costs provided above, the Utter System can support both audio only and audio/video remote participation in City Council meetings. Either of these options can be added at any time. Remote Participation Audio $3,504 Remote Participation Audio/Video $20,769 RECOMMENDED MOTON: MOVE THAT THE CTY COUNCL ACCEPT THE PROPOSAL FROM UTTER ASSOCATES FOR THE REPLACEMENT OF THE AUDO/VSUAL AND BROADCASTNG SYSTEM AND AUTHORZE THE CTY MANAGER TO TAKE ACTONS, NCLUDNG NEGOTATON AND EXECUTON OF A CONTRACT N THE APPROXMATE AMOUNT PROPOSED BY UTTER ASSOCATES, NECESSARY TO EFFECTUATE THE PROJECT. ATTACHMENTS: Attachment 1 Utter Associates Broadcast & A/V System Diagram 4

Attachment 1 COUNCL CHAMBERS ~ - -----... -----~----' ' Crestron : a. OeskCmird ~- ~ Projector --: ' Crestron AV mage Proc. ~-R'- -2=----=----=----=----..L -~ - j /'::> ~ Crestron Tech Con:rol PRODUCTON DESK PTZ Control,------i + +! i ---- ~...: ---.-- l ------ ~ ------------------'-----,-------------------------------. PlAYOUT DESK Scheduling lrgtr..t!play-o..t Carbonite Solo Switcher Multi-v iewer Speakers W ireless Presentation Devices Speakers M icrophones.--,---- : = a;] -- ------- +----"--1- --:---- Audio Processing ~. - ee. ee 111 ~ ---- = _:::: Dashboard System Conu-ol & Mcrioring,-, ~ i :.: ',----- ' ' ~---- ' ' r---- ' ---+ ------- ---- Cable Boxes Video Router Backup ~ Recorder T""" Video Processing -.,,... ------- Tightro1:ie Flex2 HD Playout/ Record Server Playout M ult iviewer R COl'l FrO!rtier ~,.U -:;:;:... Multi-v iewer ----_.@omcast. Fr~~tier COMMUNCATONS Granicus Web SU-wrring City of Woodinville Council Cambers Broadcast & AV Systems PTZCams X4 PoE-+5witch t ' City Network Tightrooe CG34D Reader -board 5 Drawing Key UTTER ASSOCATES ---------- Video Audio Network

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COUNCL CHAMBER AUDO/VSUAL & BROADCASTNG SYSTEM REPLACEMENT

System Function Broadcasts live & recorded A/V on two cable channels Audio (microphones and speakers) Visual output via projection equipment Audio failsafe redundancy should video fail Control systems to direct the four cameras Editing hardware & software used to add messaging to the video image

Current State of the System The core of the existing infrastructure is 17 years old The overflow video system in the West Lobby is inoperable The over carpet cables are damage prone & are trip hazards The hodgepodge of analog, digital, and cabling components make it difficult and time consuming to troubleshoot problems with video and audio quality The various AD-HOC adapters and converters result in poor quality and signal degradation

Technical Maintenance 2017 to Present Five instances of audio failure Estimated 100 hours of T staff time fixing the system $7,700 for repair services and equipment replacement This does not capture the time spent by the City Clerk on: System failure recovery Responding to emails and calls from Citizens related to technical issues

Budget Mid-Biennial budget adjustment of $212,000: Based off a vendor recommendation after evaluating our system That vender did not bid on the project RFP was issued May 24, 2018 & closed on June 20, 2018 Three bids were received, but one was nonresponsive Bids ranged from 19% to 38% over the original budget

Remote Broadcasting Bid Results Lighting Upgrades Utter Sound Associates Morgan Base Proposal Audience Facing $277,877 $246,996 Calkins Room Video Optional Additives Secondary Display Video Display $4,142 $10,451 Optional - Remote Participation Audio $3,504 $1,056 Optional - Remote Participation Video $20,769 $4,673 Dais Monitors Automated Broadcasting

Proposal Analysis Life cycle: Utter Associates 13 15 years Sound Morgan 8 10 years Utter Sound Associates Morgan nitial Capital nvestment $282,019 $257,447 15-year Cost to Maintain the System $203,942 $381,689 * Total $485,962 $639,135 Annual Cost of Ownership $32,397 $42,609 *Assumes a replacement of the system in year 10. Costs included in analysis: nitial capital investment Extended warranty & support Maintenance (software/firmware updates) Replacement of PC based system components every five years Repairs

Where s the Money Coming From? City collects approximately $13,000 annually in Public, Education and Government (PEG) broadcasting fees through two franchise agreements. The project will be funded by available PEG funds and tax revenues from the General Fund: PEG funds $90,000 General Fund (tax revenues) $179,500 to $205,000

RFP Evaluation Evaluation Criteria: 1. System functionality and scope of the services to be offered entire vision 2. Qualifications of the Service Provider and assigned individuals with similar projects 3. Cost of the proposal 4. Can meet the City s schedule requirement Utter Associates Sound Morgan 1. 1. 2. 2. 3. Lower Annual Cost 3. Higher Annual Cost 4. 4.

Recommendation Utter Associates New Equipment: Projector Microphones Cablecasting equipment Streaming equipment Cameras Lectern Assistive listening system (ADA requirement) Cabling and cable organization Benefits include: mproved broadcasting/streaming image quality mproved audio quality Reliable and stable system mproved redundancy to ensure fewer interruptions of service Brighter and sharper projected onscreen image Reduction in staff hours to support the system mproved cable management

COUNOL CHAMBERS Crestron : DeskCc.-trcl -----~----------... ~ Crestron AV mage Pmc. PLAYOUT DESK PRODUCTON DESK Projector --: Crestron Tech Con:rO, PTZ Control Graphics,--------------~-----------------'------------------------' ------------------------------------------ 1... ' Multi-viewer Speakers Wireless Presentation Devices Speakers Microphones PTZ Cams x4 ' ~- ---- ' :- a:.) : :. '..-. Aud io Processing Vlt"i... PoE - Switch + ' City Network,---- ' r---- 1 ---------------~ ~---- ' ~---- ' ' ------- Cab le Boxes Video Router Backup Recorder. - --11..,... -. Video Processi ng -----:.. ----+ TightroRe Flex2 HD PlayouU Record Server L _ - ---- -.,. Tightrope CG340 Reader-board Playout M ultiviewer Multi-viewer......-----.@:omcast. F~~ier COMMUN C.O.TO NS Granicus Web Stra,msig City of Woodinville Council Cambers Broadcast & AV Systems Drawing Key Video Audio Network

Alternatives 1. Sound Morgan proposal: Meet the City s needs Lower initial investment Costs more over time 2. Reject all proposals: Requires the City invest approximately $70,000 for immediate replacement of existing video equipment Solution will not resolve any of the reliability/stability issues, nor improve the broadcasting quality Requires more staff time to manage Does not address cable management issues, inoperable overflow A/V issues

Schedule Aug 2018 Accept proposal & authorize negotiations Aug 2018 Nov 2018 Finalize design and scope**, execute contract Nov 2018 Replace carpet to accommodate under-carpet assisted listening system wiring Dec 2018 Replace A/V and broadcasting system ** Final design and scope of work may have a minor changes depending on negotiations and testing of equipment. f the total contract were to exceed the available funding, including contingency ($294,650), Staff will return the item for additional Council guidance.

Remote Participation Options Utter System can support both audio only and audio/video remote participation in City Council meetings. Either of these options can be added at any time. Remote Participation Audio $3,504 Remote Participation Audio/Video $20,769

RECOMMENDED MOTON MOVE THAT THE CTY COUNCL ACCEPT THE PROPOSAL FROM UTTER ASSOCATES FOR THE REPLACEMENT OF THE AUDO/VSUAL AND BROADCASTNG SYSTEM AND AUTHORZE THE CTY MANAGER TO TAKE ACTONS, NCLUDNG NEGOTATON AND EXECUTON OF A CONTRACT N THE APPROXMATE AMOUNT PROPOSED BY UTTER ASSOCATES, NECESSARY TO EFFECTUATE THE PROJECT.

QUESTONS?