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HomeMy WebLinkAbout5J - Cable TV Contract MEETING DATE: AGENDA#: PREPARED BY: AGENDA ITEM: DISCUSSION: STAFF AGENDA REPORT MAY 18,1998 5t' BRET WOODSON, ASSISTANT CITY MANAGER CONSIDER APPROVAL OF RESOLUTION 98-XX APPROVING CHANGE ORDER FOR CABLE TELEVISION EQUIPMENT INSTALLATION CONTRACT Historv Last year the City Council authorized staff to solicit proposals for the acquisition and installation of cable television equipment for the council chambers in the fire station. On February 2, 1998 the City Council approved Resolution #98-12 Awarding the Cable Equipment Acquisition and Installation Contract to A VW Group in the amount of $30,124. Current Circumstances The majority of the equipment has been installed and is functioning as it was designed. There are still a few pieces of equipment yet to be installed that will hopefully be in place by meeting time. On May 4th we tested the equipment by video taping the majority of the City Council meeting. With the exception of the audio portion, which was not fully connected, the meeting was recorded and both cameras worked as designed. As I viewed the tape, it became apparent to me that the quality of the production could be better. The switches back and forth, from camera to camera, were very noticeable. The production would serve our purpose, but on the other hand, improvements could be made to enhance the production. On May 15th we will be taping another city meeting. This time, however, we will be adding an additional piece of equipment called a production mixer. The mixer will improve the quality of the production. The biggest difference will be seen in the switches back and forth 16200 Eagle Creek Ave. S.E., Prior Lake, Minnesota 55372-1714 1 Ph. (612) 447-4230 1 Fax (612) 447-4245 AN EQUAL OPPORTUNITY EMPLOYER T r 1 FISCAL IMPACT: CCCABLE2.DOC .' between cameras. They will be much clearer and a lot less noticeable. We also added another monitor for the operator to use for preview purposes. This will allow for a cleaner production, whereby the character generated messages will be able to be previewed prior to being put on the "live" production. Both of these additional pieces of equipment will make for a much more professional looking telecast. To give the council an idea of \yhat the difference is, a video tape is being prepared showing both options. This tape will be included with your Weekly Update on Friday the 15th. The first part of the video shows footage from the May 4th meeting and the second part of the tape will show footage from a May 15th meeting, which incorporates the additional production mixer and the preview monitor. We will re-use the video tapes, so please turn them in when you are finished. Issues The question becomes - Is the City Council satisfied with the production from May 4th without the production mixer? Or is the Council more satisfied with the May 15th tape which incorporated the mixer and the preview monitor for use with the character generator. Secondly, if you feel the May 15th tape is better, is it worth spending an extra $2,500 - $3,000 for a better production? Conclusion The system that was designed originally, and is currently installed and functional, will serve the purpose for what we originally intended to do. However, if we are committed to providing quality service to our residents, we should consider the additional equipment as detailed above. If the Council decides not to add the additional equipment, we will continue to create the productions using the original equipment included with the original installation. Cost Recovery Analysis In looking at this analysis, there are a few assumptions that must be made. The first involves the image that the City of Prior Lake wants to portray to the citizens regarding the quality of the cable broadcasts. I believe that we want to put out a high quality product. The other assumption involves cost. I believe that we want to provide all of our services in a cost effective manner to our residents. The service of providing live and taped broadcasts of our city council meetings to the residents must try and balance both of the above mentioned assumptions of a quality production, yet in a cost-effective manner. When doing the analysis on the two options outlined in the discussion, the following conclusions lead staff to the recommendation being considered by the City Council. Option 1 _ leave the svstem as is - does not provide a very professional looking program. It will do the job and serve to provide the residents the video and audio of the meetings, but not in a manner that shows quality is important to the City of Prior Lake. Option 2 _ add the proposed production mixer and preview Monitor _ provides the best balance between a high quality production and cost effectiveness. The additional production mixer is a mid-level mixer that will make our productions look professional, but not make it unreasonably expensive to provide. Budeet Impact The amount of the change order is an amount not to exceed $3,000. This amount should be drawn from the contingency account. This would bring the total price for the cable television equipment to a maximum of $33,124, which is just over the original amount specified in the resolution from June 2, 1997. ALTERNATIVES: The Council has the following alternatives: 1. Approve Resolution 98-XX Approving the change order for Cable Television Equipment Contract in an amount not to exceed $3,000 which adds one production mixer and one preview monitor to the package. 2. Reject the change order and continue using the system as IS. RECOMMENDED MOTION: Alternative #1 - Approve as part of the Consent Agenda Resolution 98-XX Approving the Change Order to add one CCCABLE2.DOC ._,............._....".,.~,..,_'..n____'~.._~,__~_._____....,_w_. I RESOLUTION 98-XX MOTION BY: SECOND BY: WHEREAS, The City Council is desirous of cable televising its proceedings as well as selected advisory committee meetings; and WHEREAS, the City Council approved Resolution #98-12 which awarded a contract to A VW Group for acquisition and installation of cable television equipment; and WHEREAS, two additional pieces of equipment are needed to enhance the production; and WHEREAS, the issues and costs have been analyzed and reported to the City Council via a staff agenda report. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE, does hereby authorize the change order in an amount not to exceed $3,000 to add one production mixer and one preview monitor to the Cable Television Equipment Installation Contract. AND FURTHER, that funding for the change order be drawn from the Contingency account in an amount no to exceed $3,000. Passed and adopted this 18th day of May , 1998. YES NO Mader Mader Kedrowski Kedrowski Petersen Petersen Schenck Schenck Wuellner Wuellner {Seal} City Manager City of Prior Lake 16200 E~FetJA~.IbQq Prior Lake, Minnesota 55372-1714 1 Ph. (612) 447-4230 1 Fax (612) 447-4245 AN EQUAL OPPORTUNITY EMPLOYER T t 1 ~