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ITEM 4 |
City Council Memorandum Communications and Public Affairs Memo No. N/A
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Date: |
July 17, 2023 |
To: |
Mayor and Council |
Thru: |
Joshua H. Wright, City Manager |
From: |
Matt Burdick, Communications and Public Affairs Director |
Subject: |
Agreement No. CAPA3-840-4576, with SGR Media, dba 5 Words Media, for Studio Equipment and Installation |
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Proposed Motion: |
Move City Council approve Agreement No. CAPA3-840-4576, with SGR Media, dba 5 Words Media, for studio equipment and installation, in an amount not to exceed $791,696.76, and authorize an appropriation transfer from General Fund Contingency of $150,000 to General Capital Projects Fund, Video Production Studio Digital Media Upgrade Program. |
Background/Discussion: |
When Chandler City Hall opened in 2010, the video production studio was built to produce government access channel programs that air on Cox Channel 11. The studio infrastructure, lighting system, sets and communications equipment are original from 2010. The only updates that have occurred to the studio were in 2018 when cosmetic facelifts were made to the sets and more lighting was added. The studio cameras and pedestals were last updated in 2012. Consistent maintenance and care has enabled the studio and equipment to remain operational, but much of the equipment has reached the end of its useful life. Replacement parts for the cameras are no longer available, communication headsets are out of compliance and hardware and software updates are no longer available for the lighting system. In fact, the board that controls the lighting system failed earlier this year and a temporary system is in use. The City Council has allocated a total of $800,000 in the Capital Improvement Program towards this project, with $550,000 in FY22-23 and $250,000 in FY23-24. During FY 22-23, the City of Chandler issued two purchase orders to two vendors as well as a request for proposals to select a vendor to perform the balance of the work necessary to complete the digital media upgrade. A purchase order totaling $66,137.94 was issued to Southwest Scenic in December 2022 to make structural and cosmetic modifications to the two existing sets. A purchase order totaling $85,602.88 was issued to 5 Words Media in December 2022 to install the new studio lighting system. Council approval of this agreement will commence the on-site improvements so that the contractors' activities can be coordinated to minimize construction inefficiencies and the length of time the studio is unavailable for use. This agreement marks the final purchase to begin work and complete the video production studio digital media upgrade. This agreement is funded through the Video Production Studio Digital Media Upgrade Capital Improvement Program (6GG672) and an appropriation transfer of $150,000 from General Fund Contingency; the latter funding source is a 100% revenue offset from General Fund, Franchise Fee – Cable & Uniform Video Service License fees. This agreement will complete the Video Production Studio Digital Media Upgrade Capital Improvement Program that supports the current and future digital media production needs of the city. This investment equips the studio with the infrastructure and technological foundation that can be expanded in the future as the production needs of the City evolve. The video production studio digital media upgrade will build a green screen set, an updated audio/video production set, and an advanced technology set equipped with an integrated LED video wall and interactive touch-screen display monitor. The 4k compatible production switcher will display media elements on the video wall, interactive display monitor and green screen set, which will improve video quality and save time during video production and post-production editing. This agreement will move the City toward the current industry standard of 4k cinema cameras and enable the equipment used in the studio to match the quality of the 4k compatible cameras used in field productions and in the Council Chambers. The studio update also will provide a teleprompter system, communication headsets, camera pedestals, control room console and a do-it-yourself audio/video production equipment station. |
Evaluation: |
On December 6, 2022, City staff issued Request for Proposal No. CAPA3-840-4576 for studio equipment and installation. Notification was sent to all registered vendors. Four proposals were received from the following offerors: BKW, Inc. CTI, Inc. EAR Professional Audio Video SGR Media, dba 5 Words Media The Evaluation Committee evaluated the proposals recommends award to SGR Media, dba 5 Words Media, which submitted the most advantageous offer to the City in accordance with the evaluation criteria. |
Financial Implications: |
The agreement is primarily funded through the Video Production Studio Digital Media Upgrade Capital Improvement Program (6GG672), plus an appropriation transfer of $150,000 from General Fund Contingency (100% revenue offset from General Fund, Franchise Fee – Cable & Uniform Video Service License fees). |
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Fiscal Impact |
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