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HomeMy WebLinkAbout5L Tricaster Mini Report Phone 952.447.9800 / Fax 952.447.4245 / www.cityofpriorlake.com 4646 Dakota Street SE Prior Lake, MN 55372 CITY COUNCIL AGENDA REPORT MEETING DATE: OCTOBER 16, 2017 AGENDA #: 5L PREPARED BY: DAVE ELBON, COMMUNICATIONS COORDINATOR PRESENTED BY: DAVE ELBON AGENDA ITEM: CONSIDER APPROVAL OF A RESOLUTION AUTHORIZING THE PURCHASE OF TELEVISION EQUIPMENT FOR THE CITY’S CABLE CHANNEL DISCUSSION: Introduction This agenda item addresses the need to replace the 11-year-old mobile production equipment, Tricaster, used to produce PLTV programming in house and in the field. The Tricaster is also used to record City Council meetings. Funding is provided from Public, Educational, Government (PEG) Fees paid by cable television subscribers. History The Tricaster was purchased in 2006 and is used to record and edit City programming such as Inside City Hall, public meetings and events. It is also used as a backup recorder for City Council and Planning Commission meetings. The operating system the Tricaster software runs on is Windows XP which is no longer supported by Microsoft. The new Tricaster runs on Windows 10. Current Circumstances The Tricaster is failing due to its age. Typical life span of such equipment is five years. Examples of the equipment’s unreliability include stopping in the middle of recording an event and recording in fast forward. In fact, we lost a little less than half of this year’s parade because the existing equipment stopped recording. The current Tricaster also records in standard definition which means it is not compatible with our high definition cameras or with the high definition channel we will be using in the coming years. With recent functionality issues with the Tricaster, it has become increasingly important to replace this piece sooner rather than later. It is a vital piece of our production equipment as a backup recorder for City Council Meetings and studio productions. Money is available for this purchase and staff just learned that tricaster is offering a $750 trade-in rebate and a $2,000 free upgrade if purchased before the end of October. 2 Conclusion Staff received quotes from three vendors and researched online. The price for the Tricaster Mini Bundle alone from two of the vendors and online was $9,995. Advanced Systems Integration gave a quote of $9,682. This price includes shipping, a computer monitor, monitor case and three 50’ HDMI cables. The $750 trade-in rebate will bring the final cost down to $8,932. ISSUES: The City Council may recall that at the first Town Hall meeting on communication that many residents in attendance encouraged us to upgrade our picture. They continue to tell us that our graphics do little good because they cannot see them. With this purchase and improvements planned for 2018 all equipment will be of high definition quality to address this problem. FINANCIAL IMPACT: The total cost of the Tricaster Mini Bundle and accessories is $8.932.80 Funding for this will come from public, educational and government (PEG) access fees. These subscriber fees are collected in accordance with the franchise agreements between the City and Mediacom and Integra for the support of our government channel and equipment. These funds are restricted to be used to support our public, government and educational channels. This expenditure will have no effect on the general fund. ALTERNATIVES: 1. Motion and a second as part of the consent agenda to approve a resolution authorizing the purchase mobile studio production equipment from Advanced Systems Integration. 2. Motion and second to remove this item from consent agenda for additional discussion. RECOMMENDED MOTION: Alternative No. 1 4646 Dakota Street SE Prior Lake, MN 55372 RESOLUTION 17-___ A RESOLUTION AUTHORIZING THE PURCHASE OF CABLE TELEVISION EQUIPMENT TO SUPPORT THE CITY’S PUBLIC, EDUCATION AND GOVERNMENT ACCESS CHANNEL Motion By: Second By: WHEREAS, Mobile studio production equipment in the control room is failing and needs to be updated to keep up with technology standards; and WHEREAS, The current equipment purchased in 2006 does not meet the technology standards our residents are using to view our programming; and WHEREAS, During a recent town hall residents expressed that our programming quality is low and hard to see because of the old equipment we are using; and WHEREAS, Updating all of the cable tv production will be a three phase process due to cost. This was anticipated to be included in the production phase; and WHEREAS Expenditures for this project will come from the cable fund; and WHEREAS Staff is seeking approval to proceed with this purchase; and WHEREAS, Staff has received several proposals and is recommending the low quote by Advanced Integration Systems be awarded the contract. NOW THEREFORE, BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE, MINNESOTA as follows: 1. The recitals set forth above are incorporated herein. 2. Advanced Integration Systems is hereby selected as the vendor to purchase and install the mobile production equipment in an amount not to exceed $8932.80. 3. Funds for this purpose are hereby allocated for the Public, Education and Government Fees collected as part of the cable TV Franchise. Passed and adopted by the Prior Lake City Council this16th day of October 2017 VOTE Briggs McGuire Thompson Braid Burkart Aye ☐ ☐ ☐ ☐ ☐ Nay ☐ ☐ ☐ ☐ ☐ Abstain ☐ ☐ ☐ ☐ ☐ Absent ☐ ☐ ☐ ☐ ☐ ______________________________ Frank Boyles, City Manager CITY OF PRIOR LAKE SCOPE City of Prior Lake would like to upgrade the NewTek Tricaster unit to the upgraded model. Client will get $750.00 towards the purchase of the new unit with a trade-in of the old model. NewTek will provide the Advanced Edition at no additional cost to the client. A soft sided travel case has been included for the PC monitor. No additional parts have been requested at this time. VIDEO QTY DESCRIPTION PRICE PRICE EXT 1 NewTek TCMINIHD4I TriCaster Mini Bundle(w/ Integrated Display, 2 Internal Drives TriCaster Mini Control Surface, and NewTek custom travel case) $8,819.00 $8,819.00 1 NewTek CT100 NewTek Trade-In Discount for Tricaster 100. Credit will be applied to final invoice. -$750.00 -$750.00 3 Liberty AV Solutions E2-HDSEM-M-15 50' Liberty Commercial Grade High Retention High Speed HDMI with Ethernet cable $172.60 $517.80 1 Gator Cases G-LCD-TOTE-SMX2 Padded Nylon Carry Tote Bag for Transporting (2) LCD Screens Between 19" - 24" $77.00 $77.00 1 ACER B206HQL 19.5" LED LCD Monitor - 16:9 - 8 ms - 1920 x 1080 - 16.7 Million Colors - 250 Nit - 100,000,000:1 - Full HD - Speakers - DVI - VGA - Dark Gray - EPEAT Gold, TCO UM.IB6AA.A01 DVI VGA 8MS $119.00 $119.00 Confidential Proposal Version 1.0 October 4, 20171 of 5Equipment prices include any required accessories. Labor prices include design, engineering, installation and programming. FINANCIAL PAYMENT SCHEDULE NET 30 EQUIPMENT TOTAL $8,782.80 SHIPPING TOTAL $150.00 LABOR TOTAL $0.00 PROJECT TOTAL $8,932.80 TOTAL SALES TAX $0.00 PROJECT TOTAL $8,932.80 ACCEPTANCE TERMS Advanced Systems Integration, LLC uses progress billing, and invoices for equipment allocated to the Project when it is received by ASI. Unless otherwise specified, all items quoted (equipment and services) as well as applicable out of pocket expenses (permits, licenses, shipping, etc.) are invoiced in detail (including applicable sales taxes due for invoiced item(s) on a monthly basis with payment in full required within 30 days of the date of the invoice. Customer is to make payments to the address on invoice. Full payment is due before any support coverage begins. Overdue balances are subject to a finance charge of 1.5% per month, or interest at the highest rate permitted by applicable law. In the event ASI must pursue collection of unpaid invoices, Customer agrees to pay all of ASI's cost of collection, including the attorney's fees and costs. Taxes and Delivery Unless stated otherwise, ASI will add and include all applicable taxes, permit fees, license fees, and delivery charges to the amount of each invoice. Taxes will be calculated according to the state law(s) in which the product(s) and/or service(s) are provided. Customer must provide a valid tax exemption certificate for any tax exemption(s) claimed, otherwise ASI will invoice for and collect all applicable taxes in accordance with state laws. Agreement of Proposal and Contract Formation Customer hereby accepts the above quote from ASI for equipment and/or services for the Project as specified. Once the proposal is signed by both parties, this forms a binding Agreement between Customer and ASI. Should ASI at any time prior to commencing work on the project, disapprove of the terms of the Agreement, ASI reserves the right to terminate the Agreement without cause and without penalty to ASI. Terms and Conditions for Project Agreement The following Terms and Conditions of Sale (the "T&Cs") in combination with a signed proposal constitute a binding contract (the "Agreement") between Advanced Systems Integration, LLC ("ASI") and the entity identified on page one of the proposal ("the Customer"). Any terms and conditions set forth in any correspondence, purchase order, or internet based form from Customer to ASI which purport to constitute terms and conditions which are in addition to those set forth in this Agreement or which attempt to establish conflicting terms and conditions to those set forth in this agreement are expressly rejected by ASI unless the same has been manually countersigned in wet ink by an officer of ASI. Changes in Scope of Work - Where a Scope of Work is included with this Agreement, costs resulting from changes in the scope of the Project by Customer, including any additional requirements or restrictions placed on ASI by Customer or its representatives, will be added to the contract price. When ASI becomes aware of the nature and impact of the change, a Change Order will be submitted for review and approval by Customer before work continues. Where applicable, changes in the configuration of the Equipment described herein shall be made in writing by submission of a Change Order document. Installation Hours - The proposal provided is based on working hours of 6:00am until 5:00pm. If work needs to be completed after these hours, the hourly rate will be 1.5 times the standard hourly rate. Mobilization Fees - In the event the jobsite isn't ready or rooms are not available on the scheduled installation day, a $250.00 fee will be added to the final bill. If the project is located out of Minnesota, this fee will be added each day work is not completed. Faulty or Damaged Equipment Fees - Any equipment that is purchased through ASI that is received in damaged or defective will be replaced at no additional cost to the client. Equipment that is supplied by the client or another vendor that is received in damaged or defective will result in an additional fee of $250.00 per occurrence if an additional trip is needed for installation. Confidential Proposal Version 1.0 October 4, 20172 of 5Equipment prices include any required accessories. Labor prices include design, engineering, installation and programming. Ownership and Use of Documents and Electronic Data -Where applicable, drawings, specifications, other documents, and electronic data furnished by ASI for the Project under this Agreement are instruments of the services provided. ASI shall retain all common law, statutory and other reserved rights, including any copyright in these instruments. These instruments of service are furnished for use solely with respect to the Project under this Agreement. The Customer shall be permitted to retain copies of any drawings, specifications, other documents, and electronic data furnished by ASI but only for information and reference in connection with the Project and for no other purpose. Proprietary Protection of Programs - Where applicable this Agreement does not cause any transfer of title, or intellectual rights, in control systems programs, or any materials produced in connection therewith, including any source code. Any applications or programs supplied by ASI are provided and are authorized for installation, execution, and use only in machine-readable object code form. This Agreement is expressly limited to the use of the programs by Customer for the equipment in connection with this Project. Customer agrees that it will not seek to reverse-engineer any program to obtain source code, and that it will not disclose the programs source code or configuration files to any third party, without the written consent of ASI. The program source code and configuration files, together with ASI know-how and integration and configuration techniques furnished hereunder are proprietary to ASI, and were developed at its private expense. If Customer is a branch of the United States Government, for purposes of this Agreement any software furnished by ASI hereunder shall be deemed "restricted computer software", and any data, including installation and systems configuration information, shall be deemed "limited rights data", as those terms are defined in FAR 52.227- 14 of the Code of Federal regulations. Shipping and Taxes - The prices shown are F.O.B. manufacturer's plant. Customer, in accordance with ASI's current shipping and billing practices, will pay all destination charges. In addition to the prices on this Agreement, Customer agrees to pay amounts equal to any sales tax invoiced by ASI, or (where applicable) any use or personal property taxes resulting from this Agreement or any activities hereunder. Customer will defend and indemnify ASI for any claims for all unpaid taxes or for any sales tax exemption claimed by Customer. Title - Where applicable, title to the Equipment passes to Customer on the earlier of: (a) the date of shipment from ASI to Customer, or (b) the date on which ASI transmits its invoice to Customer. Security Interest - In addition to any mechanic's lien rights, Customer, for value received, hereby grants to ASI a security interest under the Minnesota Uniform Commercial Code together with a security interest under the law(s) of the state(s) in which work is performed or equipment is delivered. This security interest shall extend to all Equipment, plus any additions and replacements of such Equipment, and to all accessories, parts, and connecting Equipment now and hereafter affixed thereto. This security interest will be satisfied by payments in full unless otherwise provided for in an installation payment agreement. The security interest shall be security for all sums owed by Customer under this Agreement. A copy of this Agreement may be filed as a financing statement with the appropriate authority at any time after signature by Customer. Such filing does not constitute acceptance of this Agreement by ASI. Risk of Loss or Damage - Notwithstanding Customer's payment of the purchase price for Equipment, all risk of loss or damage shall transfer from ASI to Customer upon transfer of Title to Customer. Customer shall be responsible for securing insurance on Equipment from this point forward. Receiving / Integration - Unless the Agreement expressly includes integration services by ASI, Customer agrees to furnish all services required for receiving, unpacking, and placing Equipment in the desired location along with integration. Packaging materials shall be the property of Customer. Equipment Warranties - To the extent ASI receives any warranties from a manufacturer on Equipment, it will pass them through to Customer to the full extent permitted by the terms of each warranty. Factory warranties vary by manufacturer, and no additonal warranties are expressed or implied. General Warranties - Each party represents and warrants to the other that: (1) it has full right, power and authority to enter into and fully perform its obligations under this Agreement, including without limitation the right to bind any party it purports to bind this Agreement, (ii) the execution, delivery and performance of this Agreement by that Party does not conflict with any other agreement to which it is a Party or by which it is bound, and (iii) it will comply with all the applicable laws in its discharge of its obligations under this Agreement. ASI warrants, for a period of 90 days from substantial completion the systems integration to be free from defects in material and workmanship. CUSTOMER WARRANTS THAT IT HAS NOT RELIED ON ANY INFORMATION OR REPRESENTATION PROVIDED BY OR ON BEHALF OF ASI WHICH IS NOT EXPRESSLY INCLUDED IN THESE TERMS AND CONDITIONS OR THE PROJECT AGREEMENT. EXCEPT AS EXPRESSLY SET FORTH HEREIN, ASI DISCLAIMS ANY EXPRESS OR IMPLIED WARRANTIES WITH REGARD TO THE MATERIALS AND SERVICES PROVIDED BY ASI, INCLUDING WITHOUT LIMITATION MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, NON-INFRINGEMENT AND TITLE. Indemnification - Customer shall defend, indemnify and hold harmless ASI against all damages, claims, liabilities, losses and other expenses, including without limitation reasonable attorneys' fees and costs, whether or not a lawsuit or other proceeding is filed, that arise out of (a) any negligent act or omission of Customer, its agents, or subcontractors, (b) Customer's failure to full conform to all laws, ordinances, rules and regulations which affect the Agreement, or (c) Customer breach of this Agreement. If Customer fails to promptly idemnify and defend such claims and/or pay ASI's expenses, as provided above, ASI shall have the right to defend itself, and in that case, Customer shall reimburse ASI for all of its reasonable attorneys' fees and costs, and damages incurred to settling or defending such claims within thirty (30) days of each of ASI's written requests. ASI shall indemnify and hold harmless Customer against all damages, claims, liabilities, losses and other expenses, including without limitation reasonable attorneys' fees and costs, whether or not a lawsuit or other proceeding is filed, to the extent that the same is finally determined to be the result of (a) any grossly negligent act or omission of ASI, its agents, or subcontractors, (b) ASI's failure to fully conform to any material law, ordinance, rule or regulation which affects the Agreement, or (c) ASI's material breach of this Agreement. Confidential Proposal Version 1.0 October 4, 20173 of 5Equipment prices include any required accessories. Labor prices include design, engineering, installation and programming. Remedies - Upon default as provided herein, ASI shall have all the rights and remedies of a secured party under the Minnesota Uniform Commerical Code and under any other applicable laws. Any requirements of reasonable notice by ASI to Customer shall be met. If such notice is mailed, postage prepaid, to the address of the party to be notified shown on the first page of this Agreement (or to such other mailing address as that party later furnishes in writing to ASI) at least ten (10) calendar days before the time of the event or contemplated action by ASI set forth in said notice. The rights and remedies herein conferred upon ASI, shall be cumulative and not alternative and shall be in addition to and not in substitution of or in derogation of rights and remedies conferred by the Minnesota Uniform Commercial Code and other applicable laws. Limitation of Remedies for Equipment - ASI's entire liability and Customer's exclusive remedy shall be as follows: in all situations involving performance or nonperformance of Equipment furnished under this Agreement, Customer's remedy is the adjustment or repair of the Equipment or replacement of its parts by ASI, or, at ASI's option, replacement of the Equipment. Limitation on Liability - The total liability of ASI under this Agreement for any cause shall not exceed (either for any single loss or all losses in the aggregate) the net amount actually paid by Customer to ASI under this Agreement during the twelve (12) month period prior to the date on which ASI's liability for the first loss first arose. No Consequential Damages - ASI SHALL NOT HAVE ANY LIABILITY TO CUSTOMER OR TO ANY OTHER PERSON OR ORGANIZATION FOR ANY INDIRECT, INCIDENTAL, CONSEQUENTIAL, EXEMPLARY, PUNITIVE OR SPECIAL DAMAGES OF ANY DESCRIPTION (INCLUDING WITHOUT LIMITATION LOST PROFITS OR LOSS OF INTERRUPTION OF BUSINESS), WHETHER BASED ON CONTRACT, NEGLIGENCE, TORT, OR ANY OTHER LEGAL THEORY, REGARDLESS OF WHETHER ADVISED OF THE POSSIBILITY OF SUCH DAMAGES AND IRRESPECTIVE OF THE NUMBER OR NATURE OF CLAIMS. Acceleration of Obligations and Default - Payment in full for all "Equipment," which is defined as all goods indentified in the Agreement, as well for any and all amounts due to ASI for integration services identified in the section of the Agreement shall be due within the terms of the Agreement. Upon the occurence of any event of default by Customer, ASI may, at its option, with or without notice, declare the whole unpaid balance of any obligation secured by this Agreement immediately due and payable and may declare Customer to be in default under this Agreement. Choice of Law and Venue - This Agreement shall be governed by the laws of the State of Minnesota in the United States of America without reference to or use of any conflicts of law provisions therein. For the purpose of resolving conflicts related to or arising out of this Agreement, the Parties expressly agree that the venue shall be in the State of Minnesota in the United States of America only, and, in addition, the Parties hereby consent to the exclusive jurisdiction of the Federal and State Courts located in Hennepin County, Minnesota in the United States of America. The Parties specifically disclaim application (i) of the United Nations Convention on the International Sales of Goods, the 1980, and (ii) of Article 2 of the Uniform Commercial Code as codified. In the event ASI must take action to enforce its rights under this Agreement, the court shall award ASI the attorney's fees if incurred to enforce its rights under the Agreement. General - Headings are for reference purposes only and shall not affect the meaning or interpretation of this Agreement. The Parties acknowledge and agree that this Agreement has been negotiated by the Parties and that each had the opportunity to consult with its respective counsel, and shall be interpreted fairly in accordance with its terms and without any strict construction in favor of or against either Party based on draftmanship of the Agreement. This Agreement is not assignable by Customer without the prior written consent of ASI. Any attempt to assign any of the rights, duties, or obligations of this Agreement without such consent is void. ASI reserves the right to assign this Agreement to other parties in order to fulfill all warranties and obligations expressed herein, or upon the sale of all or substantially all of ASI's assets or business. This Agreement can only be modified by a written agreement duly signed by persons authorized to sign agreements on behalf of Customer and of ASI and variance from the terms and conditions of the Agreement in any order or other written notification from Customer will be of no effect. If any provision or provisions of this Agreement shall be held to be invalid, illegal, or unenforceable, the validity, legality or enforceability of the remaining provision or provisions of this Agreement shall not in any way be affected or impaired thereby. ASI is not responsible for any delay in, or failure to, fulfill its obligations under this Agreement due to causes such as natural disaster, war, emergency conditions, labor strikes, acts of terrorism, the substantial inoperability of the Internet, the inability to obtain supplies, or any other reason or any other cause or condition beyond ASI's reasonable control. Except as agreed herein, ASI is not obliged to provide any services hereunder for Equipment located outside the United States or Puerto Rico. Scheduled completion dates are subject to change based on material shortages caused by shortages in cable and materials that are industry wide. Confidential Proposal Version 1.0 October 4, 20174 of 5Equipment prices include any required accessories. Labor prices include design, engineering, installation and programming. SIGNED DATE PRINT NAME TITLE SIGNED DATE PRINT NAME TITLE ACCEPTANCE CITY OF PRIOR LAKE ADVANCED SYSTEMS INTEGRATION, LLC Confidential Proposal Version 1.0 October 4, 20175 of 5Equipment prices include any required accessories. Labor prices include design, engineering, installation and programming. Integration Manager October 4, 2017 Brandon J Carleton I just left you a voice mail. I am assuming you want the TriCaster Mini with the integrated monitor, and then the Tricaster Mini control panel as well. Tricaster HD-4i (integrated 7” display) • SDI Version : $9,995 • HDMI Version: $7,995 Tricaster Mini Control Surface: • $2,495