TO: Honorable Mayor and Members of the City Council
THRU: Tom Kisela, City Manager
FROM: Steven Scardina, Information Technology Manager
1. Subject
title
Replacement of audio-visual equipment for City Council Chamber and broadcast room.
body
2. Summary
Various audio-visual equipment in the Council Chamber and broadcast room is recommended for replacement to maintain the equipment’s health and avoid failures.
3. Recommended Action
recommendation
1. Authorize the appropriation of $27,911.65 from Government Access 1% PEG (130) unreserved fund balance to:
130.1601.56033.20516 CIP-Computer Equip-Video Prod. Refresh
2. Approve the Ninth Amendment to Master Subscription Agreement with Granicus, LLC for streaming encoder replacement in the amount of $14,160.33; and authorize the Mayor and City Clerk to execute on behalf of the City.
3. Authorize the purchase of audio-visual equipment from Triton Technologies Solutions, Inc. for a total amount of $57,954.49.
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4. Fiscal Impact
The total expenditure for the audio-visual equipment is $72,114.92 and will be funded through Government Access 1% PEG (130):
130.1601.56033.20516 CIP-Computer Equip-Video Prod. Refresh
Upon approval of this appropriation, the estimated Government Access 1% PEG (130) fund balance at June 30, 2025 will be $173,282.
5. Strategic Plan Goals
Goal 5: Improve Infrastructure, Mobility, and Technology
6. Discussion and Background
Every year, staff evaluates the City Council Chamber presentation and broadcast equipment for possible replacement. The most vulnerable, end-of-life, and critical equipment is recommended for replacement. This year, staff proposes the following replacements:
• Wireless hand-held mic.
• Wireless lapel mic.
• Touchscreen monitors for the dais.
• Character generator for broadcast production.
• Stream Deck for camera control automation.
• Two monitors for program and preview control room production.
• Sound mixer.
• Encoder for video streaming.
Two vendors will provide the needed equipment. Triton Technology Solutions (Triton) will provide a combination of equipment while Granicus, LLC (Granicus) will provide the streaming encoder.
Granicus Encoder
The current streaming encoder will soon reach its end of life, potentially leading to issues with the City’s online streaming and limiting the community’s access to public meetings. Staff recommends an amendment to the current Granicus agreement to replace the encoder thereby limiting online streaming interruptions. In addition to ensuring uninterrupted streaming, the new encoder adds the ability to stream to YouTube. The new encoder will also allow for an update to the voting software.
Triton Equipment
Three quotes for the remaining equipment were secured from Triton, VMI, and Media Control Systems. Of these, Triton provided the lowest price. Staff requests a five percent contingency of the Triton costs due to potential unknown tariff pass-through costs and variances of estimated versus actual taxes and shipping. The following summarizes the project costs:
|
Vendor |
Costs |
|
Granicus |
$14,160.33 |
|
Triton |
$55,194.59 |
|
Five percent contingency of Triton Cost |
$2,760.00 |
|
Total |
$72,114.92 |
No General Fund money is proposed for this purchase. This purchase will be made with Public, Educational, and Governmental (PEG) funds. PEG funds are comprised of contributions made by cable operators. The City may use PEG funds to support the City’s broadcast channel equipment and related facilities.
Should the City Council approve staff’s recommendation, the City’s audio-visual support and broadcast contractor, Darren Doerschel, will install the equipment.
Staff recommends the City Council approve the equipment replacement to maintain healthy operations for Council Chamber presentation and broadcast.
7. ATTACHMENTS
• Attachment 1 Ninth Amendment to Master Subscription Agreement with Granicus, LLC
• Attachment 2 Triton quote for various audio-visual equipment
• Attachment 3 VMI quote for various audio-visual equipment
• Attachment 4 Media Control Systems quote for various audio-visual equipment