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HomeMy WebLinkAboutItem 2i - Purchase of broadcast system equipment❑�orno� «a STAFF REPORT Office of the City Manager DATE: February 4, 2014 TO: Honorable Mayor and City Council FROM: Dominic Lazzaretto, City Manager By- Linda Garcia, Communications, Marketing and Special Projects Manager SUBJECT: APPROPRIATE $36,280.95 FROM PUBLIC EDUCATION GRANT (PEG) FUNDS FOR THE SOLE SOURCE PURCHASE OF BROADCAST SYSTEM EQUIPMENT AND INSTALLATION FROM STUDIO SPETRUM, INC. Recommendation: Approve SUMMARY An element of the system the City uses to operate Arcadia Community Television is no longer working and needs to be replaced. This report describes the proposed purchase and recommends that the City Council authorize said purchase and installation on a sole source basis with Studio Spectrum, Inc. in the amount of $36,280.95. DISCUSSION The broadcast graphics system used to display graphics, images, names and agenda titles on the screen during City Council meetings recently broke and is not able to be permanently repaired. The City is currently renting equipment to continue broadcasting with graphics until the needed purchase is made. Since the first installation of broadcast equipment, the City has been diligent with maintenance and very prudent when a decision had to be made on repair versus replacement of an item. The care that has been given to the equipment has resulted in it lasting, by industry standards, a very long time; it is believed that this system was purchased in the 1990's. At this point however, this particular piece of the system is non - operational and outdated, and needs to be replaced. The determination of which broadcast system to purchase was made in consultation with Studio Spectrum, Inc., the City's audiovisual consultant. The goal is to have a system in place that enables the City to produce a quality product in an efficient manner. The purchase of a NewTek Tricaster 860 media production system Purchase of Broadcast System Equipment February 4, 2014 Page 2 of 2 accomplishes this goal; it fixes the current problem with graphics; modernizes the recording, playback, mixing, and switching operations to function at a 2014 level; and contains additional and updated features that will benefit the broadcast of City Council meetings, the scrolling Community Bulletin Board, and other ACTV programming. The TriCaster is a core component of the video system, one that is central to all other aspects of filming and broadcasting for the channel. In terms of pricing, the Tricaster is a "fixed price item," meaning that the manufacturer mandates all of its distributors sell it for the same price of $29,995. On top of this amount is the cost of two monitors and monitor mounts, cables, installation and tax, which brings the total project cost to $36,280.95. Studio Spectrum, Inc. installed the original audiovisual system in the Council Chambers and they have maintained and monitored it since that time. Their oversight and recommendations over the years have enabled the City to produce an excellent product in a cost - effective manner. This history of excellent work and service, along with the fact that the Tricaster is a fixed price item, combine to result in a recommendation to sole source the purchase and installation to Studio Spectrum, Inc. FISCAL IMPACT The total cost of purchasing and installing new broadcasting equipment is $36,280.95. If approved, this purchase will be paid for with Public Education Grant (PEG) funds provided through the local cable operators. This funding can only be used for capital expenditures related to the operation of the City's government access channel. The purchase of this equipment is a proper use of these funds. As such, there will be no impact to the General Fund. RECOMMENDATION It is recommended that the City Council appropriate $36,280.95 from Public Education Grant (PEG) Funds for the sole source purchase of broadcast system equipment and installation from Studio Spectrum, Inc.