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HomeMy WebLinkAbout09-18-2012 c5 broad cast room equipment enhancementscounci lj agEnda nepout C I T Y O F S A N L U I S O B I S P O FROM : Michael Codron, Assistant City Manage r Prepared By :Steve Schmidt, Information Technology Manage r SUBJECT :JENSEN AUDIO VISUAL CONTRACT FOR BROADCAST ROO M EQUIPMENT ENHANCEMENT S RECOMMENDATION S 1.Authorize the appropriation and use of funds from the City's share of the Public, Educational and Government (PEG) funds for this project . 2.Award a sole source contract to Jensen Audio Visual to enhance the City's broadcast roo m equipment and authorize the City Manager to execute the contract totaling $96,673 . DISCUSSIO N Backgroun d In the City of San Luis Obispo, Public, Educational and Government (PEG) programming i s available through Charter Communications, the City's local cable television provider . Publi c •access programming is available on Channel 2,educational programming is found on Channel 1 9 (operated by San Luis Coastal Unified School District), and government programming i s operated by the City and found on Channel 20 . Funding for PEG programming comes from a fee levied against the local cable company, a s permitted by the Digital Infrastructure and Video Competition Act of 2006 and by the City's Municipal Code (SLOMC 5 .72 .010).One of the eligible uses of these funds is for the purchas e and maintenance of broadcasting equipment in the Council Chambers . The City currently broadcasts City Council and Planning Commission meetings along with other City-relate d programming on Charter Cable Channel 20 (CATV). The purpose of this report is to seek Council authorization of proposed enhancements to th e City's broadcast room control equipment, to include : •Upgrade the existing control system to an industry standard broadcast control system alon g with numerous audio and video enhancements in the Council Chambers and Council Hearin g Room . •Provide the equipment to encode video to allow streaming to the Internet . •Increase the quality and usability of the Council Hearing Room as an overflow room fo r meetings in the Council Chamber . •Cleanup and removal of old wiring and obsolete equipment . •Installation of television monitors for the viewing of Channel 20 by visitors in the lobbies o f 919 Palm Street and City Hall . ,Meeting Date 9_-18-1 2 item Number C5 C5-1 Broadcast Room Equipment Enhancements Page 2 • Control System Upgrad e The proposed enhancements will increase functionality for the broadcast system operators a s well as present a more professional appearance for Channel 20 viewers . The new industry standard broadcast control system will provide better tactile control of audio mixing and vide o switching along with the addition of a sixth high definition (HD) camera at the back of the Council Chamber to improve the quality of the broadcasts . The addition of the sixth camera wil l give the operators the ability to pan and zoom during meetings . Video Streamin g The current technology utilized by the City to stream video to the Internet has not been update d since it was installed seven years ago . Since that time, video streaming on the Internet and th e associated technology have made great advances in quality and functionality . The widespread and ubiquitous use of video on the Internet has also increased public expectations about th e quality of video broadcasting. The upgraded equipment provided by this effort will give staff th e tools needed to create video archives of the meetings for the public to view on the City's websit e in a timely and efficient manner . Overflow Room Usabilit y The Council Hearing Room is frequently used as an overflow space during meetings in th e Council Chamber and relies on an external cable TV broadcast feed . This feed is noticeably delayed due to the time required for the broadcast signal to traverse from the City's control roo m to Charter's control system and then through Charter's CATV system back to the Counci l Hearing Room . This delay is not expected by the viewers in the overflow room and make s viewing very difficult as the conversations in the Council Chamber can be heard through the wal l in the Hearing Room . The proposed enhancement will eliminate this latency problem b y providing real time streaming of the audio and video feeds from the Council Chamber to th e Council Hearing Room . Equipment Clean-up and Remova l The current broadcast room system consists of wiring and equipment from several generations o f Council Chamber audio-visual equipment . Much of the wiring must be either replaced or cleane d up to prevent intermittent audio (popping sounds and static) and video problems no w experienced with the broadcasts on Charter Cable and the Internet . Some of the wiring an d equipment is obsolete and must be removed to make room for the new broadcast control system . The results of this clean-up will ensure future ease of troubleshooting and maintenance on th e system. Channel 20 Monitor s The placement of monitors in the lobby areas of both City Hall and 919 Palm Street will enabl e visitors the opportunity to view City broadcasts on Channel 20 . This will be an effective way t o inform visitors of City capital improvement projects, City Council and Planning Commissio n meetings, and public safety information . The monitor in City Hall will also be used as a n overflow viewing alternative at Council meetings . Sole Source Justificatio n Staff recommends sole source purchasing and installation from Jensen Audio Visual for th e following reasons : • C5-2 Broadcast Room Equipment Enhancements Page 3 ••The City's current control system was purchased and installed by ID Solutions in 2005 . When the City ended the contract with ID Solutions, the City released a request for proposal s and ultimately awarded a new contract to Jensen Audio Visual to reprogram and repair th e problem-ridden broadcast control system and make it operational . During this time, Jense n Audio Visual acquired a great deal of knowledge of the City's system and created a mor e user friendly experience for the operators . Jensen's technicians also have experience in the broadcast industry and are very familiar with commercial broadcast systems . •Jensen Audio Visual currently maintains all of the broadcast room equipment as well as othe r City audio-visual equipment when called on a time and materials basis . Jensen technician s have replaced the character generator and program scheduling equipment in the broadcas t room as well as upgraded the overhead projector systems in both the Council Chamber an d Council Hearing Room . They have the ability to remotely access the broadcast roo m equipment and have resolved many audio and video problems over the years . Their technicians have knowledge of the City's existing equipment and the experience to kno w what equipment needs to be upgraded to enhance the City Channel 20 broadcasts . Jensen Audio Visual was one of the vendors that designed and installed the Audio/Visua l system in the new Emergency Communication Center under a competitively awarde d contract . Jensen also installed audio-visual equipment at Fire Station 1, Ludwic k Community Center, Water Reclamation Facility Administration Building, Corporation Yard ; Bus Yard, and the Finance and Information Technology conference room . Each of thes e •installations conforms to the same City standards which makes it easier for staff t o troubleshoot problems . These projects were awarded competitively or directly to Jense n depending on the size of the project . •The City's Purchasing Ordinance 3 .24 .060 authorizes normal bidding procedures to b e dispensed with, "When supplies or equipment have been uniformly adopted in the city o r otherwise standardized ." Staff believes this exception is applicable here and the use o f Jensen will provide greatest reliability and time savings when maintenance is required . Staff has periodically compared Jensen's pricing with other vendors in the past and found them t o be very competitive . CONCURRENCE S The IT Steering Committee and Information Technology staff concur with this recommendation . FISCAL IMPAC T There is no fiscal impact on the General Fund for this project . It will be financed from th e Government portion .of the existing PEG funds which can only be used for the acquisition an d maintenance of equipment and facilities directly related to providing PEG services (Channel 2 0 Broadcast). There are presently no other proposed uses for these funds . The City currently has $152,118 in the Government portion of the PEG fund account . If th e broadcast enhancement request of $96,673 is approved by Council, the balance of $55,445 wil l remain . The City receives approximately $7,000 per quarter, or $28,000 a year, in ne w government PEG funds . C5-3 Broadcast Room Equipment Enhancements Page 4 ALTERNATIVE S 1.Select a different vendor or send the proposal out to bid .This is not recommende d because Jensen Audio Visual is currently under contract to maintain the City's broadcas t room equipment . Dividing maintenance responsibilities for one system among variou s vendors would be confusing and make it difficult for staff to troubleshoot problems . Additionally, the recommended vendor has extensive experience working with the City's broadcast system operators and is extremely knowledgeable and comfortable with the curren t system . 2.Do not move forward with this enhancement at this time .This is not recommende d because the operators will continue to experience difficulties efficiently using the curren t control system . In addition, the overflow users of the Council Hearing Room will continue t o experience the system's audio and video latency difficulties . Finally, the system as a whol e will experience increasing numbers of audio and video problems as the wiring and broadcas t equipment upgrade . ATTACHMEN T Jensen Broadcast Upgrade Proposal .pdf • C5-4 S • Attachment 1 CONFIDENTIAL PROPOSA L City of San Luis Obisp o Chambers Master Contro l Presented By . Michael Domingue z 210 E . Cota St. Santa Barbara, CA 9310 1 P : (805) 962-011 0 F: (805) 963-2543 CONFIDENTIALITY NOTICE : This message and all attachments are intended solely for the use of the intended recipient or entity an d may contain legally privileged and confidential information . If the reader of this message is not the intended recipient, you ar e hereby notified that any reading, disclosure, dissemination, distribution, copying or other use of this message or any attachments i s strictly prohibited . If you have received this message in error, please notify us immediately by replying to the sender of this messag e and delete this message and all attachments, including all copies or backups thereof, from your system . Jensen Audio Visual AUDIOVISUA L Page 1 of 1 2 JENSEN-0507A REV :2 PROPOSAL DATE : 08/23/2012 Initial : C5-5 Attachment 1 CONFIDENTIAL PROPOSA L Scope of Work Jensen Audio Visual is pleased to have the opportunity to su pp ly this proposal for your proiect : Chambers Master Contro l Below you will find a detailed scope of work and our terms and conditions . Read through the entir e document carefully . Please initial all pages, sign the end of the terms and conditions section an d sign the last page of the proposal . Then, return entire signed document to us by email, posta l service, or fax so we can begin working with you . Jensen Audio Visual will provide the following work : Jensen AV shall provide and install a major upgrade to the Council Chambers Control Room . In thi s estimate, (1) HD PTZ camera has been added . The city of San Luis Obispo approached Jensen AV with the need for a more sophisticated ye t traditional control room for the broadcasting of the city council and planning commission meetings . The City laid out several goals for the new system : Standardization with other traditional broadcast facilitie s Better Tactile control of the audio mixing and video switchin g Better audio quality and clarit y High quality streaming and recordin g Highest quality image from camera to at home viewe r The new production system will require a larger work surface for the required monitors and contro l surfaces . A TD style control surface shall be installed for video switching, transitions, and effects . ITEM 2 : Jensen AV shall provide and install a new production workstation with (5) articulatin g monitor mounts . Jensen AV shall install the new console against the chambers adjoining wall . I n order to occupy the necessary space, the existing flat work surface will be removed to make roo m for the new workstation . ROPOSAL DATE : 08/23/2012 Initial : Paget of 12 C5-6 Jensen Audio Visua l JENSEN-0507A REV : 2 • ITEM 1 : Jensen AV shall provide and install a Newtek Tricaster production system . The system shal l have 8 multi-format inputs, Virtual sets, built-in CG, live HD internet streaming, HD recording . The production switcher inputs shall include the following : (5) Existing camera input s (1) New HD camera Video feed from the chamber s - Doc ca m - P C - Auxiliary wall plat e (1) Routable auxiliary video channe l P Attachment 1 CONFIDENTIAL PROPOSA L •ITEM 3 : To improve the tactile audio control and audio consistency . Jensen AV shall provide an d install a new 16 channel digital mixing console with advanced auto-mixing features . The new digita l audio console shall have the capability for show presets for easy show setup . The operator shal l have the ability to adjust various DSP settings directly from the console without the need for a PC . The 16 faders on the console shall have the following inputs : (12) Deices microphone s (1) Podium Microphon e (1)New ambient room microphon e (2)Routable auxiliary audio input s Jensen AV shall utilize the existing Polycom Vortex as an audio matrix switcher . ITEM 4 : Jensen AV shall clean up and consolidate the existing rack equipment while the ne w equipment is installed . Jensen AV will be utilizing several of the existing hardware pieces an d replacing out of date equipment . All abandoned cables shall be removed . All cabling shall b e cleaned up, labeled, and secured according to AV standards . ITEM 5 : Jensen AV shall utilize the following OFE equipment : Leightronix Nexu s Polycom Vorte x AMX Control System and all of its accessorie s Document Camer a Existing switcher located in the chamber s Existing video switcher located in the AV rac k ITEM 6 : Jensen AV shall provide and install (2) 5" Active 2-way studio monitors for improve d contro l room sound monitoring . ITEM 7 : Jensen AV shall re program the existing control system to reflect the new setup . The contro l system shall perform the following functions : Give/Take control of on-air video from the Newtek Tricaster and the Nexus . Video Routin g Audio Routin g 3-way Microphone Muting (only if the microphone option is chosen ) Advanced utility function s ITEM 8 : Jensen AV shall provide and install features for sending the video and audio from th e broadcast to the council hearing room . ITEM 9 : Jensen AV shall provide and install (1) new I-ID PTZ camera and joystick control surface for a higher quality shot from the rear of the room . The joystick is capable for controlling up to (6 ) Jensen Audio Visual Page 3 of 1 2 JENSEN-0507A REV :2 PROPOSAL DATE : 08/23/2012 Initial : C5-7 • Attachment 1 CONFIDENTIAL PROPOSA L cameras, the seventh camera shall be controlled via the touch panel . Although HD cameras and video signal shall be utilized, output of this video system shall be SD 480i . ITEM 10 : Jensen shall provide and Install 2 led television monitors for public viewing (1) outside o f Chambers and (1) at 919 Palm St . These monitors will have built in tuners for viewing of channel 2 0 or any other cable tv channel . Mounts and cabling will also be provided . ** Training has not been included in this estimate . The cost and schedule of the training are TB D and will be determined at a later date . NOTE: If noted. term "OFE" stands for "Owner Furnished Equipment". • Jensen Audio Visua l JENSEN-0507A REV :2 PROPOSAL DATE : 08/23/2012 Page 4 of 12 Initial : Attachment 1 CONFIDENTIAL PROPOSA L Terms & Condition s Provided by other s Jensen AV and the client,City of San Luis Obisp o agree that others will provide the following, (unless otherwise noted in the exclusions portion o f the scope of work). 120V AC Powe r Jensen AV will require 120 VAC duplex receptacles at the head end and any display . Al l motorized screens/mounts shall require 120 VAC non-outlet connections . A dedicated 2 0 amp circuit may also be required ; this must be provided by others and all locations must b e coordinated with Jensen AV . Coring and other pathways Jensen AV will not create or core any pathways . All locations for equipment are assumed t o be accessible when we arrive to pre-wire or install . If not, additional time and materials ma y be necessary at an additional cost to the customer, including asbestos related work . Mill work, acoustical ceiling repair,patching and painting Mill work, acoustical ceiling repair, patching and painting is not considered the responsibilit y o f Jensen AV and must be provided by others . Installation Jensen AV will provide the following : all necessary junction boxes, wall plates, low voltag e power/control/audio wiring, cable pulls in free air, above ceiling, and concealed walls as wel l as mount, terminate, and test all equipment provided in our scope of work . Jensen AV wil l also provided supervisory labor at the job site if and when required . Idle time incurred b y Jensen AV employees due to escorts, clearances, inability to enter workspace and othe r factors beyond our control will be invoiced at our current labor rates . Plenum installatio n Jensen AV will not provide plenum rated wire unless specified in writing . System trainin g Jensen AV will provide a qualified trainer for the key personnel at the end of the installation . Jensen Audio Visual Page 5 of 1 2 JENSEN-0507A REV :2 PROPOSAL DATE: 08/23/2012 Initial : C5-9 • Attachment 1CONFIDENTIALPROPOSA L Additional or repeat training sessions are available at an additional rate . Drawing and documentatio n Upon request, Jensen AV will supply one (1) set af_as=~'uildrnssier lnsfdJj a Price protectio n All pricesquotctreralJd fohirtyiJ days;fom `the proposal date . Terms A 5zOV6 deposit is due at the time of proposal acceptance and 50% due upon cs le&icn .Job s with a completion date beyond 30 days will be billed monthl <with progress`pa'naerttsJesJ the deposit due upon receipt . Progressive billing wilkirtflr de toityng otm'ateriais stored fa t Jensen AV or its subcontractors and for engkteeririg,bt or rir'WAr mii2g t or o on-sit e installation . Payment is due upon rneipt o _i rdfc' E tkns1ortofrr t for billing is subject t o approval by our cred depa menttn vritinc JnWiftee}jrgeswillbecomputedbyapplying a periodicrate 15%,which tan antival percentage rate of 18% to that portion of you r bafanceWvhich has not been paid at ttre end of 30 days following date of invoice . To avoi d incurringte finarke cli'€e,your bill should be paid in full within thirty (30) days after dat e of invoice d Returns z ~r m -a x T Standard stock items purchased frpm Jensri,fu1diq V'~Ll matt tae rttprned to- any reaso n within (14) fourteen clays .aikorrttdersaseaot retikridb attd 'non-refund able . All origina l packaging, accessori24 and c umgtiVtion ntu t onfpany the item and be in unmarke d cogditic & Iterr srtnus t2be shipped vii at IeasY2nd day freight with insurance for the full valu e of $e its Ret rtjed iter s ar ubject to a 25% restocking fee . Though rare,a custome r mayJeec o return a defective product . Defective product returns are not subject to the 15 % restotkin gzfee and will be exchanged in accordance with the manufacturer's polieylhi"g 3 0 days of purchase . If you need to return an item for any reason,plea e mtaEtisue cit t n r se€ department at (805) 962-0110 BEFORE yottsliip _ Standard one year w .aicanty. Jensen AV certffr& that .a}J equipment and materAM — 5 :00 PM) to the installation sit e warra ntyon parsfurttr,Jensen AV guarantee to furnish any qualified service personne l (durfrt normal business hours, Monday - Friday £ ls furnished shall carry a ninety (90) da y Jensen Audio Visua l JENSEN-0507A REV :2 PROPOSAL DATE : 08/23/2012 Page 6o S • Attachment 1 CONFIDENTIAL PROPOSA L •for the period of one (1) year from the date of installation to repair or replace defective item s installed or provided by Jensen AV exclusively . Further, all equipment purchasedfrdf-0 'Jse n AV in our installed system is subject to a manufactures warranty . Thiswa hfy Oct'z instructions will be furnished to the end user as part of the iasCallbitttin agieem t i Jensen AV will not honor any other warran a inlpt}eciotter vipe '.is nae &t shall Jense n AV be liable, or in any way re5ponsiije for da ageS; cfefct h the system, which were ax .caused by neglect, vatidalisa, mistin g;,acts o7ff o€~_Qc l nYepairs or attempted repair s performed by nyone .ether than a kitten AV service technician . Nor shall Jensen AV be liabl e or th any ;way retfsonsibttfor any incidental or consequential economic or property damage . Soh4Tbns made simpl eOur award winning service builds lasting relationships . ,22 ,Jensen AV provides meaningful solutions to our c lients by ipip ovine tile IJJalittt o pertor'manc e and information environments . We-ate visionary fe~elsredoghizthd fofE'oirr s6r u0 t ons . We adap t mto our clients' time and budget constraints ut narte6iirrJCltJJtles `br'oad spectrum of small an d large clients inbusiness, ndusry, ed lcation, government; worship and entertainment fields . • Page 7 of 12 Jensen Audio Visua l JENSEN-0507A REV :2 PROPOSAL DATE : 08/23/2012 Initial : C5-11 Attachment 1 CONFIDENTIAL PROPOSA L Presented By : %AUDIOVISUA L Jensen 1Cidio V"l 21Q :. Co St .SanfkBarliara,67iht 9110 + (805)':962- O9d :0 Qty Description City of San Luis Obisp o Chambers Master Contro l 990 Palm St . San Luis Obispo, Ca 93401 US A Price Location'". Section :00 Control Room Upgrades, 1 HD/SD SYNC SfNER TOR,BLA~iC~UIt T ~TRI LEVEL'SYN C -GENERATO R IDIIilElTIONAI.BOUNDARY LAYER CONDENSER MICROPHON E FEMALE DB-9 TO 5-POSITION TERMINAL BLOCK ADAPTER. 5 MALE DB-9 TO 5-POSITION TERMINAL RLOCI ''A®ARTER 1 6 FT. VGA-M Tp SA T . H13MI TO13i/I-D i, FUL*R INSr,COMPACT COMPOSITE VIDEO VERSATOOLS'M MIN I SWITCHER 1 4 3 FT . VGA TO RGB ADAPTO R 25" LED DISPLAY FEMALE-LR CQNNEC'9R E XLficONNECTOR 5 ` 3 0 Jensen Audio Visua l JENSEN-0507A REV :2 PROPOSAL DATE: 08/23/2012 Page 8 of 12 Initial : $409 .5 0 45 .80 • 5 :8 0 $22 .0 0 $100 .00 $312 .5 0 11 .2 5 $1,100 .0 0 $265 .5 0 $247 .5 0 $373 .5 0 C5-12 •204 23 AWG RG59 DUAL SHEILD FOR ANALOG CQMP $ITEE FIIDi 0 e `.$ 69 .2 8 BLACK _. Y.3 TRAVEL TIME LOCATICIN.13 1, 30 P6JLK rkENUM'122 AW€,CON L}~TORWITH DRAIN WIRE FOR $12 .0 0 145-e232 CONTROL :7 7 1,73929:BULK PLENUM 22 AWG 2-CONDUCTOR WITH DRAIN - WHIT E 2 Attachment 1 • CONFIDENTIA L Qty Description PROPOSA L Price 1 CONTROL SYSTEM PROGRAMMING, AND TOUCH PANEL PESL€N 6 0.0 0 $12,160 .0 0 $760 .0 0 $2,500 .0 0 600 .0 0 1 STANDARD SHIPPING RAT E 34 SALE BNC COIYti(IRES$DN CONNECTOR FOR SOLID MINI RG59 25 $136 .0 0 ~ %vG r Y 35 r`MALE BNC COMPRESSION CONNECTOR FOR SOLID RG5 9 175 BULK SOLID CORE RGBHV CABLE - BLAC K 1 TriCaster TM 855 149 .8 0 $519 .7 5 24,999 .0 0 $0 .0 0 $0 .0 0 ****LABOR RLACEHER 0 m OR P ZEI .IgLDERONLY TO INSTALL OFE EQUIPMENT . PRIC E AQDED T;IQUABOWt"TOTA-L . Jensen Audio Visua l JENSEN-0507A REV:2 PROPOSAL DATE : 08/23/2012 Page 9 of 12 Initial : C5-13 137 BULK PLENUM 22 AWG 2-COi4D}1CT t 1MITH DRA,II W FO R RS-232 CONTI L Jensen Audio Visu a l JENSEN-0507 A PROPOSAL DATE:08/23/201 2 REV:2 1 1 R MALE BNC COMPRESSION CONNECTOR FOR SOLID MINI RG59 25 3 $8 .00 AWG :4 . CAMERA CONTROLLER WITH BUILT-IN CL 4 CGIN .ROL ,t $.,300::00 HIGH DEFINIT4QN P1TZ AND Wit\$5,500 .0 0 HIG EFIRLTON C IIERA AIM IItI*MDTE 19X C SJS,H RESO14JY1ONS 12380P-10801 OR 720 P z>CENESAED BLUEGAIN, DETAIL, CHROMA, GAMMA, IRIS & CfAIIY -POWER & CONTROL OVER TWO CAT-5E CABLES UP TO 500' - COA X Tv, C5-1 4 't3 4WG 59 DUAL SHEtLD FOR ANALOG COMPOSITE VIDEO - CK zMALE DB-9 TO 5-POSITION TERMINAL BLOCK ADAPTER . INSTALLATION LABO R ALE D-9 TO 5-POSITION TERMINAL BLOCK ADAPTER . Initial : Page 10 of 12 $85 .80 • Attachment 1CONFIDENTIALPROPOSA L Qty Description Price 2 LABOR PLACEHOLDER ONLY TO INSTALL OFE EQUIPMENT . PRJCE `;2.$0 .0 0 ADDED TO LABOR TOTAL . 2 OFE PROJECTOR - LABOR PLACE HO L4 EI}OI V LABDOERGLACE OLDE ~NLYTO IStAUO FA EQUIPMEN-T . PRIC E MDE4TO LABOR TOT4 . SPEAKER WALL kl'OU N CATSE MODULAR PLUG - SOLI D 1 $0 .0 0 $36 .00 SINGLE OPERATOR CONTROL ROOM CONSOL E tt t 1 1 Attachment 1 CONFIDENTIAL PROPOSA L •Qb Pric eDescription REQUIRED FOR HD-SD I -INCLUDES CCU, EZIM HD-SDI SLOT CARD FOR CAMERA , MOUNT BRACKET AND POWER SUPPLY_,, location :Public Viewing Mon i Jensen Audio Visua l JENSEN-0507A REV :2 PROPOSAL DATE : 08/23/2012 Page 11 of 12 Initial : C5-15 Attachment 1 CONFIDENTIAL PROPOSA L Jensen Audio Visual Project Summary • JENSEN-0507A REV :2 PROPOSAL DATE : 08/23/2012 Page 12 of 12 Initial : C5-16 -