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HomeMy WebLinkAbout09/07/1999, C2 - CITY COUNCIL CHAMBER CABLECASTING SYSTEM council M.V7-99 j acEnbA n6PORt C2 - - CITY OF SAN LUIS OBI S PO FROM: Lee Price, City Cler6. SUBJECT: CITY COUNCIL CHAMBER CABLECASTING SYSTEM CAO RECOMMENDATION 1. Approve Request for Proposals for City Council Chamber Cablecasting System.. 2 Authorize soliciting of proposals. 3. Authorize contract award by-the CAO if the lowest responsible proposal is within the consultant's cost estimate of$95,000. DISCUSSION Backsround: A stipulation in the 1995 cable franchise agreement with Sonic Cable Television provided the City with the capability to broadcast live public meetings from the Council Chamber. and the Library Community Room, at no cost to the City. About eighteen months ago, City staff began working with Sonic to explore how best to fulfill this requirement. Due to the pending transfer of the cable franchise from Sonic to Charter Communications in May of 1998., the parties agreed that the City would take control of the.project. Sonic, in turn., agreed to provide the City with a fixed sum of money totaling $100,000. As part of the transfer.agreement, Charter paid the City an additional $20,000 which can also be used for equipment needed. It is important to note that the funds may only be used for equipment,:installation and related costs. Desitin Work for Installation-of the.System: In order to provide a concise specification for the upcoming Request for Proposals for the work, the City retained the services of The Buske Group for design and project management services. In September of 1998, The Buske Group completed a site visit to gather information necessary to draft a system design for installation of an integrated control center for cameras, microphones and multi-media components. In November, the Council held a special study session to receive an update and to provide input to staff and the consultants. Design work for bidding the installation of the cablecast system in the Council Chamber and Council Hearing Room has now been completed. The next steps in the process are to seek proposals, award the contract and schedule installation. The Buske Group will-oversee the equipment installation. Overview of the System: Two bid options were prepared by the consultant in an effort to give the City the opportunity to select the best system possible within the available budget. Option A is the "ultimate" system, which includes five cameras;.four in the Chamber and one in the Council Hearing Room. In addition, this option includes editing equipment,a separate audio system and individual controls C2-1 Council Agenda Report—RFP for Cablecasting System Page 2 at each camera (which eliminates the momentary visual "blips" during camera changes). Option B is the "bare bones" approach. This system includes the basic equipment needed to cablecast from the Chamber, but does not include some of the other enhanced features. Option B also eliminates the camera, microphone and wiring in the Council Hearing Room. The two bid options provide some flexibility in the area of equipment. In addition, because it is anticipated that there will be a range in the costs quoted, staff and the consultant are prepared to review the proposals to determine if equipment and related installation costs may be reduced by eliminating or substituting equipment, as appropriate. If, however, any substantial changes are necessary to stay within the budget, staff will bring the contract award back to Council for final action. It is important to note that neither option includes installing any equipment in the City/County Library Community Room. The Buske Group estimates that additional funding in the amount of $12,000 would be needed to add that facility to the system. (See further discussion under "Alternative# 1"). System Selection: The contract award will not be based solely on price, but on a combination of factors as determined to be in the best interest of the City. Proposals will be evaluated by a review committee based on certain criteria including but not limited to: a) quality, clarity and responsiveness of the proposal, b) competence and professional qualifications, c) references, and d) recent experience in successfully performing similar services. After evaluating the proposals and discussing them further with the finalists or the tentatively selected contractor, the City has the right to further negotiate the proposed work and/or the methods for installing the equipment, and the amount of compensation. Project Schedule: As outlined in the RFP,the proposed schedule is as follows: Issue RFP 9/08/99 Conduct pre-proposal conference 9/22/99 Receive sealed proposals 10/01/99 Complete proposal evaluation 10/08/99 Conduct finalist interviews(if needed) 10/22/99 Finalize staff recommendation;award contract 10/29/99 Execute contract 11/12/99 Start work on-site 12/15/99 Complete on-site work 2/15/00 With the above proposed schedule, it is anticipated that the City would begin cablecasting Council meetings by the first meeting in March,2000. C2-2 Council Agenda Report—RFP for Cablecasting System Page 3 CONCURRENCES Administration and Public Works have provided input, reviewed the plans and concur with the recommendations. The plans have also been discussed with Charter Communications. FISCAL IMPACT Funds received from Sonic and Charter in the total amount of$120,000 were received and set aside for the purpose of designing, purchasing and installing the system. The City has incurred costs in the amount of$15,580 to-date for consulting services, leaving a current balance in the amount of$104,420. The Buske Group estimates the equipment and installation costs will range between $75,000-95,000. Costs for the remaining installation oversight services are anticipated to be $8,950. Staff expects to be able to complete the project within the budget, even if the proposals come in at the top of the range. ALTERNATIVES 1. The Council may consider directing staff to include the City/County Library Community Room in the scope of work. As mentioned above, the consultant estimates that the extension of the system to the Community Room will add an additional $12,000 to the overall cost of the project. While it is possible that the proposals will come in low enough to result in some leftover funds, it is anticipated that the total cost of the project, if the Community Room is added to the scope of work, would exceed the amount of funds available. In that case, an appropriation of money from the General Fund to complete the work would be necessary. Adding the design and installation of the Community Room at this juncture would delay the project and timing for going "live". Staff, therefore, recommends that the Council proceed with the installation of equipment in the Council Chamber and, if still within budget, the Hearing Room at this time. Installation of equipment in the Community Room may be considered at a later day, when and if funding becomes available. 2. The Council can consider the alternative of not proceeding with the project, however, if that were the case, the funds, including what has already been spent to-date, would need to be returned to the Cable operator. Therefore, this alternative is not recommended. AVAILABLE FOR REVIEW IN THE COUNCIL OFFICE Request for Proposals Equipment Lists - Options A&B Proposers List Plans & Specs C2-3