STAFF REPORT TO THE CITY COUNCIL DATE: Regular Meeting of July 23, 2013 TO: SUBMITTED BY: SUBJECT: Honorable Mayor and Members of the City Council Margaret Roberts, Administrative Services Director Upgrade of Cable Station Equipment RECOMMENDED ACTION: Adopt a resolution authorizing the expenditure to provide for the replacement and upgrade of the City of Hercules cable CCTV equipment, approve a $2,000 transfer from the professional Services Budget to the Cable TV Access Budget and authorizing the expenditure of an amount not to exceed $30,250 from the approved Cable TV Access Budget. COMMISSION/SUBCOMMITTEE ACTION AND RECOMMENDATION: Not applicable. FISCAL IMPACT OF RECOMMENDATION: In the adopted budget there is $28,500 budgeted for the upgrade. A new laptop is needed at an approximate cost of $2,000, which was inadvertently not included in the budget. There are adequate funds in the Professional Services budget to transfer to the Cable TV Access budget to cover the additional cost. DISCUSSION: The current broadcast equipment is operational however is limited in capabilities due to its age. Below is an analysis of the current 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. July 23, 2013 Page 1
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. Upgrading the equipment is essential in order to convert the feed to broadcast directly to the viewer. It will also provide for improved visibility of presentations both in the Council Chamber and to the viewing audience. The cost of the project includes the purchase of the extended warranty for the character generator. ATTACHMENTS: Attachment 1 Resolution Attachment 2 Quotes July 23, 2013 Page 2
Description: Cable TV Access Professional Services Financial Impact Funding Source: Account Number: 100-4423-621-20-00 Account Number: Transfer from 100-4423-611-90-00 to 100-4423-621-20-00 Budget Recap: Total Estimated cost: $30,250 New Revenue: $ Amount Budgeted: $28,250 Lost Revenue: $ New funding required: $ New Personnel: $ Council Policy Change: Yes No X July 23, 2013 Page 3
RESOLUTION NO. 13- ADOPT A RESOLUTION AUTHORIZING THE EXPENDITURE TO PROVIDE FOR THE REPLACEMENT AND UPGRADE OF THE CABLE STATION EQUIPMENT, APPROVE A $2,000 TRANSFER FROM THE PROFESSIONAL SERVICES BUDGET TO THE CABLE TV ACCESS BUDGET AND AUTHORIZING THE EXPENDITURE OF AN AMOUNT NOT TO EXCEED $30,250 FROM THE APPROVED CABLE TV ACCESS BUDGET WHEREAS, the City of Hercules broadcasts City meetings from the Council Chambers to PCTV; and WHEREAS, the broadcast equipment is operational but limited in its capabilities; and WHEREAS, there are many components that have outlived their usefulness; and WHEREAS, the City has experienced a failure to communicate with the control computers in PCTV; and WHEREAS, the replacement of the equipment will provide for better viewing of City meetings; and WHEREAS, City staff has worked with the staff of PCTV to identify and select the appropriate replacement equipment. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Hercules as follows: 1. That the City Council hereby authorizes the transfer of $2,000 from the Professional Services Budget 100-4423-611-90-00 to the Cable Access TV Budget 100-4423-621-20-00. 2. That the City Council hereby authorizes the expenditure of an amount not to exceed $30,20 from the approved FY2013-14 Cable Access TV Budget, account no. 100-4423-621-20-00. The foregoing Resolution was duly and regularly adopted at a regular meeting of the City Council of the City of Hercules held on the twenty-third day of July, 2013 by the following vote of the Council: AYES: NOES: ABSTAIN:
ABSENT: John Delgado, Mayor ATTEST: Margaret S. Roberts, City Clerk
Bill to: City of Hercules Chuck Durley 111 Civic Drive Quotation Page 1 of 1 Gary Hinderliter 211 E Weddell Dr Date: 3/26/2013 Sunnyvale, CA 94089 Quote: GH1303269A 408-745-1700 Phone Valid For: 30 Days 415-362-1330 Phone Availability: 5-10 Days ARO 408-745-6721 FAX garyh@vmivideo.com RFQ #: www.vmivideo.com CA License 976298 CA Reseller # SCGH26-829030 Ship to: City of Hercules Chuck Durley 111 Civic Drive Project Name: Hercules, California 94547 510-799-8284 Hercules California 94547 Tax Terms Drop Ship Ship Via FOB Required By PO # YES NET-30 YES UPS Ground Origin Qty Manufacturer Item Description Unit Price Total 1 COMPIX CompactCG SD-SDI Single ch analog and SD-SDI CG $7,055.00 $7,055.00 broadcast graphics system (List $7,995.00) OPTIONS COMPIX NewsScroll Playback 2 crawls, ratings, 2 logos $705.00 (static or animated), time/date, data box with URL connectivity for live weather, live data updates via RSS feeds and txt files (list $795) COMPIX AutoCast Manual or completely automated $1,768.00 template based graphic data entry and playback via Ethernet or serial connections (list $1,995) COMPIX Extended Warranty 2nd and 3rd year available at time $300.00 of original purchase only subtotal $7,055.00 9.000% tax $634.95 Total $7,689.95 Comments: Please Put this Quote # on your PO. Applicable Tax and Freight will be added. Thank you for requesting this quote. Please let me know of any changes you wish. VMI, Inc. Accepted By: Title: Date: PO Number:
Federal ID#: 13-2768071 Prices Are Valid Until: Bid No.: 444399590 Sold To: Fay Florez City Of Hercules 111 Civic Drive Attn: Fay Florez HERCULES, CA 94547 Ship To: City Of Hercules 111 Civic Drive Attn: Fay Florez HERCULES, CA 94547 Bill Phone: (510)245-4802 (510)245-4802 Date 07/18/13 Qty Ord 1 Customer Code 63532009 Terms N/A Item Description PANASONIC HD/SD MULTI-FORMAT LIVE SWITCHER/REG This Item Has Free Shipping To The Continental USA. Salesperson 2LQ Ship Via STANDARD SKU# MFR# Item Price Amount PAAVHS410 11,995.00 11,995.00 (AVHS410) 1 JVC SR-HD2500US BLU-RAY DISC HDD RECORDER/REG This Item Has Free Shipping To The Continental USA. JVSRHD2500US (SRHD2500US) 3,269.00 3,269.00 PLEASE NOTE: ------------------------------------------------------------------ Certain items may be enforced by vendor to sell at the vendor-imposed price posted at the time of order. Payment Type - NO PAYMENT TYPE SELECTED - Amount Sub-Total: 15,264.00 Shipping: 0.00 BNH_quote Total: 15,264.00 Customer Copy Page 1 of 1
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