HomeMy WebLinkAboutS26 - 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 -_
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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