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Home My WebLink AboutS26 - Community Programming EquipmentCITY OF NEWPORT BEACH CITY COUNCIL STAFF REPORT Agenda Item No. S26 February 27, 2007 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: City Manager's Office Dave Kiff, Assistant City Manager 949/644 -3002 or dkiff -city.newport- beach.ca.us Marilee Jackson, Public Information Officer 949/644 -3031 or mviackson @city.newport- beach.ca.us SUBJECT: Community Programming Equipment; Budget Amendment ISSUE: Should the City purchase new cable - casting and community programming equipment? RECOMMENDATIONS: Authorize the City Manager to use a portion of the PEG Capital Grant from Time Warner Cable to purchase cable- casting and community programming equipment substantially similar to the attached Equipment List in an amount not to exceed $100,000.00 2. Adopt Budget Amendment #BA programming equipment. DISCUSSION: to purchase cable- casting and community Time Warner Cable ( "TWC" and previously Adelphia) operates under a now - expired Franchise Agreement with the city. The Agreement alludes to a provision that TWC will provide production services including but not limited to cable TV coverage of "PEG" (i.e. Public Access, Educational and Government) broadcast services. PEG includes the live cablecast of City Council meetings, videotaped coverage of certain special events as requested by the City, replay of programming from its "playout headend" facility (located in Anaheim), and updating the City's Bulletin Board on Channel 3. With the signing of a Memorandum of Understanding (MOU) last year, starting January 1, 2007 and through December 31 2016 TWC's provision of PEG production and any production /playback related services were no longer required. Instead, TWC pledged to the City fifty cents per subscriber per month (roughly $95,000 per year for 10 years) plus a large one -time capital grant of $476,000 to support the City's PEG efforts. Community Programming Equipment February 27, 2007 Page 2 Today, our community channel that reaches 2 /3rds of the community (Channel 3, also known as NBTV), has no ability or equipment to create or capture programming including live city council meetings. On January 9, 2007 Assistant City Manager Dave Kiff explained the situation and suggested two options to Council during a Study Session presentation. Council indicated that we should pursue the options in this order: 1. Figure out if anyone would be willing to provide live production, editing, and playback on a month -to- month, contracted basis; and 2. Price out equivalent camera, editing, and community programming systems to see if costs are less to "do it ourselves" than to go with an outside vendor. Option One, the preferred option, was ruled out for two reasons: First, TWC, the most likely vendor of services, said that they were and are no longer in the business of producing community programming. Secondly, other potential vendors proposed lease pricing that would be equal to our own purchase of the same equipment after a 13 -month period. To us, it is worth it to own and manage our own equipment instead of being reliant on another firm to film and edit for us, especially if the cost of leasing exceeds the cost of purchase after 13 months. We also are fully cognizant of the Council's pending decision about a new City Hall. Therefore, both the robotic camera and playback systems to be purchased should be portable and designed for easy transfer from their proposed location in the back rooms of the Council Chambers to a new control room in a new building. The existing back rooms will house the robotic cameras on tripods (rather than mounting them to the walls) and other equipment necessary to set up /go live /tear down and store in between city council meetings. We are confident that the package of equipment we are proposing to purchase will be entirely portable, and will have cameras that can be removed from their tripods and permanently installed on new walls, if we have new walls. TWC staff has been working with us to assist in making this transition from TWC control to city control since the signing of the MOU. TWC kindly agreed to extend its production /playback services to NBTV through February, 2007 in order for staff to originally explore the options of equipment rental versus equipment purchase and what each would entail regarding production /playback crew needs. They have since extended this to the end of March, 2007. Starting in January, we have acquired detailed, line item qualified lists for specified equipment for both systems (see equipment lists Exhibit A). Equipment currently listed in Exhibit A is deemed to be state of the art as of 2007. We have made every effort to select the best and yet most economically correct components to assure long life with the least expense incurred. For example, because the cameras can be used for meetings or productions outside of City Hall, they must have portability. The tripods selected have extended legs to allow the cameras to stretch above heads of the audience. The robotic cameras proposed for purchase are much smaller in appearance than the ones we have today, and, as noted, they are suitable for wall mounting. 11 Community Programming Equipment February 27, 2007 Page 3 Purchasing Due Diligence. We have gathered information from various other cities (Brea, Costa Mesa, Huntington Beach, La Habra, Buena Park, Santa Ana, Irvine, Laguna Niguel, and Manhattan Beach) to acquire a comprehensive equipment list from vendors including those were interested in participating in an Invitation For Bid (IFB) on either one or both of the systems. Because knowledge of equipment components is essential, it is not unusual for the systems engineering and technical install qualifications to be included as part of vendor services with warranty and guarantees to come from equipment suppliers as well as installers. To date we have at least nine different bidders interested in bidding for our systems: • A -VIDD (Audio Video Integrated Digital Design) • Digital Networks Group, Inc. • Snader and Associates, Inc. • Keycode Media, • VMI Broadcast & Professional Video • Santucci Video Systems • Pacific Video • CEAVCO Audio Visual Company Inc; and • Burst Communications. We will continue to use the expertise and advice of the TWC Regional Engineer for technical franchise compliance (Bill Greene) to assist us in this transition. TWC Video Engineer Jeff Hirschfield (currently handling council meeting production) also provided valuable input to us. The City's Purchasing Manager, Bill West, will handle the requisitions and will do so according to Council Policy. We estimate that the entire package shown in the Attachment will not exceed $100,000.00, including installation expenses. The package should allow us to: Cable -cast (live and replay) Council Meetings, including maintaining our Webstreaming presence with Granicus; Tape, edit, and play out all community programming, including the 9 existing NBTV shows; and Establish and maintain our own Bulletin Board. Funding Availability: A Budget Amendment of $100,000 is required. It will draw from a portion of the $482,076 set aside to us by TWC for PEG support. Environmental Review: This Agenda item does not require an environmental review. Public Notice: This Agenda item may be noticed according to the Brown Act (72 hours in advance of the public meeting at which the City Council considers the item). Prepared by: Submitted by: X07ow/. � 6 t Marilee Jackso -543d Kiff Attachments: A — Equipment lists for Robotic Camera and Playback systems B — Budget Amendment #BA -_ 3 Community Programming Equipment February 27, 2007 Page 4 ATTACHMENT A NBTV GOVERNMENT CHANNEL ROBOTIC CAMERAS SYSTEM EQUIPMENT LIST 3- Camera Remote Control All- Inclusive Production System to include following: 1) Vaddio ProductionVIEW Switcher 2) 3- Camera Vaddio WalIVIEW 300 P/T /Z System includes: *(3) Sony CCD Hi Res BRC -300 P/T /Z wall mounted cameras *Sony multi- function IR remote control *Vaddio EZ QuickConnect box + shoe interface and camera control adapters *Vaddio PowerRite power supply *heavy duty camera brackets *all other necessary cables, hardware necessary for function 3) Compix Media Character Generator w/2006 upgraded software 4) Extron Scan Converter 5) Horita Black Burst Generator 6) Vaddio preview Quad 4" LCD Monitor /Rackmount 7) Vaddio preview Dual 6.4" LCD Monitor /Rackmount 8) Vaddio rack panel for QuickConnect Box 9) (3) Gitzo Extended Height Tripods /Heads 10) All Necessary Installation Materials 11) System Design /CAD schematic 12) Labor for engineering services/ installation and integration w/ cable company 13) One Day Operator(s) Training 14) Warranties for equipment/Guarantee for proper install and function NBTV GOVERNMENT CHANNEL PLAYBACK SYSTEM EQUIPMENT LIST 1) RACKMOUNT WORKSTATION Configured to Support SCALA InfoChannel & Leitronix Control Software 2) RACKMOUNT WORKSTATION Configured to support SCALA InfoChannel Player & MPEG Video Playback 3) AMCONN 4 -PORT RACKMOUNT SWITCH 4) AMCONN 15' KVM CABLE 5) LINKSYS ROUTER/SWITCHER DSL 6) UNINTERRUPTIBLE POWER SUPPLY (UPS) 7) SCALA InfoChannel 5 Starter Kit Includes: Designer, Content Manager, Player, and Template Composer 8) SCALA Weather EX Module 9) SCALA ADVANTAGE+ Support- First Year 10) SCALA ADVANTAGE+ Support- for Addt9 2 Years 11) SCALA Factory Training 2 Days/Woodland Hills 12) DAVIS WEATHER STATION KIT W/ TRIPOD /POLE MOUNTING KIT, DAVIS- SERIAL PORT OPTION 13) SHURE SM MICROPHONE FOR VOICE OVERS 14) SAMSON AUDIO MIXER 15) SAMSON FLOOR MIC STAND 16) LEIGHTRONIX VIDEO CONTROLLER/SERVER 17) LEIGHTRONIX- USB HARD DRIVE 18) LEIGHTRONIX- Rack Mount Kit for LGX -HD500 19) LEIGHTRONIX- DVD Player Interface Community Programming Equipment February 27, 2007 Page 5 20) LEIGHTRONIX- Tascam Commercial Disc Player 21) LEIGHTRONIX CABLE 22) SONY DVD RECORDER FOR PROGRAM PLAYOUT 23) KRAMER- VIDEO /AUDIO "ON -AIR" SWITCH 24) KRAMER DA 25) MARSHALL 15" Rackmount LCD Display 26) MARSHALL DUAL 7.9 RACKMOUNT LCD PANEL 27) TEC NEC RACKMOUNT AMP /SPEAKER 28) MID ATLANTIC 19" RACK 29) MID ATLANTIC VENTED TOP 30) MID ATLANTIC CASTER BASE 31) MID ATLANTIC ERKRR44 32) MID ATLANTIC OUTLET POWERSTRIP 33) MID ATLANTIC EXT SHELF 34) MID ATLANTIC PHILLIPS RACK SCREWS 35) MID ATLANTIC Sony RDR330 36) MID ATLANTIC EQUIPMENT RACK ON -DESK 37) MID ATLANTIC RK -RR12 REAR RACK RAILS 38) Labor for engineering services /installation and integration w /cable company 39) System Design /CAD Schematic 40) All Necessary Installation Materials 41) Two Days of Training on Leitronics 42) Warranties for equipment/Guarantee for proper install and function 5 City of Newport Beach NO. BA- 07BA -052 BUDGET AMENDMENT 2006 -07 AMOUNT: $�oo,000.00 EFFECT ON BUDGETARY FUND BALANCE: Increase Revenue Estimates Increase in Budgetary Fund Balance Pq Increase Expenditure Appropriations AND X Decrease in Budgetary Fund Balance Transfer Budget Appropriations No effect on Budgetary Fund Balance SOURCE: from existing budget appropriations X from additional estimated revenues from unappropriated fund balance EXPLANATION: This budget amendment is requested to provide for the following: To increase expenditure appropriations from the General Fund Time Warner Reserve to purchase equipment for community programming /NBTV. ACCOUNTING ENTRY: BUDGETARY FUND BALANCE Fund Account 010 3787 REVENUE ESTIMATES (3601) Fund /Division Account EXPENDITURE APPROPRIATIONS (3603) Description General Fund - Time Warner Reserve Description Amount Debit Credit $100,000.00 " Description Division Number 0320 City Manager - PIO Account Number 9026 Equipment, NBTV $100,000.00 Division Number Account Number Division Number Account Number Division Number Account Number Division Number Account Number Automatic System Entry. Signed: _,l/ Grp z� Financial Approval:: Administrative ervioes Director Date Signed: "4 Administrative ApprovW City Manager D Signed: City Council Approval: City Clerk Date