HomeMy WebLinkAboutFS 2012-09-18 Item 2C - Agreement - Televising Council MeetingsCity of Tukwila
TO:
FROM
DATE:
Jim Haggerton, Mayor
INFORMATIONAL MEMORANDUM
Mayor Haggerton
Finance and Safety Committee
Bob Giberson, Public Works Director
September 14, 2012
SUBJECT: Televising Council Meetings
ISSUE
Authorize staff to contract for televised Council meeting services.
BACKGROUND
Staff was asked to review and recommend options for televised Council meetings. The
initial goal of televised Council meetings is to link agendas, minutes and archived
streaming video on our website and on Tukwila TV Channel 21.
Six qualified vendors were selected for interviews. All six vendors were rated to be
capable; however, not all vendors met all of the evaluation criteria. The matrix below
shows the criteria and sample municipal customers.
VENDORS
AVCAPTUREALL.COM
PugetSou ndAccess.org
SWAGIT. COM
GRANICUS.COM
PBTECH. org
I QM2. COM
ANALYSIS
EVALUATION CRITERIA
Works with Clerk, Expandable,
Court, IT Scaleable Non- Proprietary
Yes Yes Yes
Yes
No
No
No
No
Yes
Yes
Yes
No
Yes
No
Yes
No
Yes
No
SAMPLE CUSTOMERS
Island County, WA
Renton, WA
Plano, TX
Bellevue, WA
Auburn, WA
Kent, WA
Four of the six vendors utilize proprietary equipment that cannot be serviced by our IT
Department. Currently, the City Clerk uses FTR Gold to record the audio portion of
council meetings and the Municipal Court utilizes AV Capture All for recording the audio
portion of court proceedings. In addition, the Digital Record Center is powered by
Laserfiche and will be linked to this video streaming system.
C:\ temp\ Content .Outlook \TD8KICPZ \televised council options 9 -12 -12 bg rev 1.doc
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INFORMATIONAL MEMO
Page 2
30
The available options range from low (low resolution archived streaming audio /video on
our website) to high (high resolution live and archived audio /video on our website and
Tukwila21 with upgrades to Council chambers lighting and sound system for a quality
end result). The table below outlines these ranges with necessary equipment, upgrades,
and appropriate costs.
Council Lighting Upgrades x
Council Audio Upgrades x
TOTAL ONE -TIME COSTS
Annual Operation Cost $12,000
$8,000
LOW
MEDIUM
HIGH
$59,270
Basic archived
High resolution
High resolution audio /video
streaming on website
audio /video with
with archived and live
and on TV21
archived and live
streaming on website and TV21
streaming on website
Cameras (pan tilt -zoom)
3
5
5
Operations
Automatic
1 operator
2 operators and control room
Archive Web
Yes
Yes
Yes
Archive Cable
I Yes
Yes
Yes
Live streaming Web
No
Yes
Yes
Live streaming Cable
No
No
Yes
Video Resolution
Low
High
High
Production Quality
Low
High
High
Installation Cost
$20,000
$39,270
$50,000
Council Lighting Upgrades x
Council Audio Upgrades x
TOTAL ONE -TIME COSTS
Annual Operation Cost $12,000
$8,000
$8,000
$12,000
$12,000
$59,270
$70,000
$24,727
$60,000
RECOMMENDATION
Based on the goal to balance the needs of the City Clerk for document and agenda
management and the ease of interface with the Digital Record Center, the recording needs of
the Municipal Court, including the existing audio AV Capture All system and the SCORE video
system and the required interface with our IT Department and website management, we are
recommending a medium system as proposed by Puget Sound Access.
Council is being asked to approve the contract with Puget Sound Access for televising Council
meetings for an initial one -time setup cost of $59,270, including $39,270 for the video capture
system hardware (5 pan /tilt /zoom video cameras and accessories, video switcher, audio
recorder, channel interface, switch and channel monitor) plus installation labor at $5,285.00.
Additional upgrade costs include lighting at $8,000 and council chambers audio upgrades at
$12,000. The initial one -time costs are proposed to be charged to the 303 fund. The annual
cost of operations is $24,727.00, which is proposed in the 2013 -2014 IT budget. Council is
being asked to consider this item at the October 8, 2012 Committee of the Whole meeting and
subsequent October 15, 2012 Regular Meeting.
Attachments: Contract for Services
c:ltempl content .oullookltd8kicpzltelevised council options 9 -12 -12 bg rev t.doc
City of Tukwila Contract Number:
6200 Southcenter Boulevard, Tukwila WA 98188
CONTRACT FOR SERVICES
This Agreement is entered into by and between the City of Tukwila, Washington, a non charter
optional municipal code city hereinafter referred to as "the City," and Puget Sound Access, hereinafter
referred to as "the Contractor," whose principal office is located at 22412 72 Avenue South. Kent,
Washington 98032.
WHEREAS, the City has determined the need to have certain services performed for its citizens
but does not have the manpower or expertise to perform such services; and
WHEREAS, the City desires to have the Contractor perform such services pursuant to certain
terms and conditions; now, therefore,
IN CONSIDERATION OF the mutual benefits and conditions hereinafter contained, the parties
hereto agree as follows:
1. Scone and Schedule of Services to be Performed by Contractor. The Contractor shall perform
those services described on Exhibit A attached hereto and incorporated herein by this reference as if
fully set forth. In performing such services, the Contractor shall at all times comply with all Federal,
State, and local statutes, rules and ordinances applicable to the performance of such services and the
handling of any funds used in connection therewith. The Contractor shall request and obtain prior
written approval from the City if the scope or schedule is to be modified in any way.
2. Compensation and Method of Pavment. The City shall pay the Contractor for services rendered
according to the rate and method set forth on Exhibit B attached hereto and incorporated herein by this
reference. The total amount to be paid shall not exceed $39,270 for the initial hardware and
installation plus annual operational costs of $24,727.
3. Contractor Budget. The Contractor shall apply the funds received under this Agreement within the
maximum limits set forth in this Agreement. The Contractor shall request prior approval from the
City whenever the Contractor desires to amend its budget in any way.
4. Duration of Agreement. This Agreement shall be in full force and effect for a period commencing
upon written Notice to Proceed, and ending December 31. 2014. unless sooner terminated under the
provisions hereinafter specified.
5. Independent Contractor. Contractor and City agree that Contractor is an independent contractor
with respect to the services provided pursuant to this Agreement. Nothing in this Agreement shall be
considered to create the relationship of employer and employee between the parties hereto. Neither
Contractor nor any employee of Contractor shall be entitled to any benefits accorded City employees
by virtue of the services provided under this Agreement. The City shall not be responsible for
withholding or otherwise deducting federal income tax or social security or contributing to the State
Industrial Insurance Program, or otherwise assuming the duties of an employer with respect to the
Contractor, or any employee of the Contractor.
CA Revised 2012
Page I of I I
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6. Indemnification. The Contractor shall defend, indemnify and hold the City, its officers, agents,
officials, employees and volunteers harmless from any and all claims, injuries, damages, losses or suits
including attorney fees, arising out of or in connection with the performance of this Agreement, except for
injuries and damages caused by the sole negligence of the City. Should a court of competent jurisdiction
determine that this Agreement is subject to RCW 4.24.115, then, in the event of liability for damages
arising out of bodily injury to persons or damages to property caused by or resulting from the concurrent
negligence of the Contractor and the City, its officers, officials, employees, and volunteers, the
Contractor's liability hereunder shall be only to the extent of the Contractor's negligence. It is further
specifically and expressly understood that the indemnification provided herein constitutes the Contractor's
waiver of immunity under Industrial Insurance, Title 51 RCW, solely for the purposes of this
indemnification. This waiver has been mutually negotiated by the parties. The provisions of this section
shall survive the expiration or termination of this Agreement.
7. Insurance. The Contractor shall procure and maintain for the duration of the Agreement, insurance
against claims for injuries to persons or damage to property which may arise from or in connection
with the performance of the work hereunder by the Contractor, their agents, representatives,
employees or subcontractors. Contractor's maintenance of insurance, its scope of coverage and limits
as required herein shall not be construed to limit the liability of the Contractor to the coverage
provided by such insurance, or otherwise limit the City's recourse to any remedy available at law or in
equity.
A. Minimum Scope of Insurance. Contractor shall obtain insurance of the types and with the limits
described below:
1. Automobile Liability insurance with a minimum combined single limit for bodily injury and
property damage of $1,000,000 per accident. Automobile liability insurance shall cover all
owned, non owned, hired and leased vehicles. Coverage shall be written on Insurance Services
Office (ISO) form CA 00 01 or a substitute form providing equivalent liability coverage. If
necessary, the policy shall be endorsed to provide contractual liability coverage.
2. Commercial General Liability insurance with limits no less than $1,000,000 each occurrence,
$2,000,000 general aggregate and $2,000,000 products completed operations aggregate limit.
Commercial General Liability insurance shall be written on ISO occurrence form CG 00 01
and shall cover liability arising from premises, operations, independent contractors, products
completed operations, stop gap liability, personal injury and advertising injury, and liability
assumed under an insured contract. The Commercial General Liability insurance shall be
endorsed to provide the Aggregate Per Project Endorsement ISO form CG 25 03 11 85 or an
equivalent endorsement. There shall be no endorsement or modification of the Commercial
General Liability Insurance for liability arising from explosion, collapse or underground
property damage. The City shall be named as an insured under the Contractor's Commercial
General Liability insurance policy with respect to the work performed for the City using ISO
Additional Insured endorsement CG 20 10 10 01 and Additional Insured- Completed
Operations endorsement CG 20 37 10 01 or substitute endorsements providing equivalent
coverage.
3. Workers' Compensation coverage as required by the Industrial Insurance laws of the State of
Washington.
CA Revised 2012 Page 2 of 11
32
B. Other Insurance Provision. The Contractor's Automobile Liability and Commercial General
Liability insurance policies are to contain, or be endorsed to contain that they shall be primary
insurance with respect to the City. Any insurance, self insurance, or insurance pool coverage
maintained by the City shall be excess of the Contractor's insurance and shall not contribute with
it.
C. Acceptability of Insurers. Insurance is to be placed with insurers with a current A.M. Best rating
of not less than A: VII.
D. Verification of Coverage. Contractor shall furnish the City with original certificates and a copy
of the amendatory endorsements, including but not necessarily limited to the additional insured
endorsement, evidencing the insurance requirements of the Contractor before commencement of
the work.
E. Subcontractors. The Contractor shall have sole responsibility for determining the insurance
coverage and limits required, if any, to be obtained by subcontractors, which determination shall
be made in accordance with reasonable and prudent business practices.
F. Notice of Cancellation. The Contractor shall provide the City and all Additional Insureds for this
work with written notice of any policy cancellation, within two business days of their receipt of
such notice.
G. Failure to Maintain Insurance. Failure on the part of the Contractor to maintain the insurance as
required shall constitute a material breach of contract, upon which the City may, after giving five
business days notice to the Contractor to correct the breach, immediately terminate the contract or,
at its discretion, procure or renew such insurance and pay any and all premiums in connection
therewith, with any sums so expended to be repaid to the City on demand, or at the sole discretion
of the City, offset against funds due the Contractor from the City.
8. Record Keeping and Reporting.
A. The Contractor shall maintain accounts and records, including personnel, property, financial and
programmatic records which sufficiently and properly reflect all direct and indirect costs of any
nature expended and services performed in the performance of this Agreement and other such
records as may be deemed necessary by the City to ensure the performance of this Agreement.
B. These records shall be maintained for a period of seven (7) years after termination hereof unless
permission to destroy them is granted by the office of the archivist in accordance with RCW
Chapter 40.14 and by the City.
9. Audits and Inspections. The records and documents with respect to all matters covered by this
Agreement shall be subject at all times to inspection, review or audit by law during the performance of
this Agreement.
10. Termination. This Agreement may at any time be terminated by the City giving to the Contractor
thirty (30) days written notice of the City's intention to terminate the same. Failure to provide
products on schedule may result in contract termination. If the Contractor's insurance coverage is
canceled for any reason, the City shall have the right to terminate this Agreement immediately.
11. Discrimination Prohibited. The Contractor shall not discriminate against any employee, applicant
for employment, or any person seeking the services of the Contractor to be provided under this
Agreement on the basis of race, color, religion, creed, sex, age, national origin, marital status or
presence of any sensory, mental or physical handicap.
CA Revised 2012
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33
12. Assignment and Subcontract. The Contractor shall not assign or subcontract any portion of the
services contemplated by this Agreement without the written consent of the City.
13. Entire Agreement: Modification. This Agreement, together with attachments or addenda,
represents the entire and integrated Agreement between the City and the Contractor and supersedes
all prior negotiations, representations, or agreements written or oral. No amendment or modification
of this Agreement shall be of any force or effect unless it is in writing and signed by the parties.
14. Severabilitv and Survival. If any term, condition or provision of this Agreement is declared void or
unenforceable or limited in its application or effect, such event shall not affect any other provisions
hereof and all other provisions shall remain fully enforceable. The provisions of this Agreement,
which by their sense and context are reasonably intended to survive the completion, expiration or
cancellation of this Agreement, shall survive termination of this Agreement.
15. Notices. Notices to the City of Tukwila shall be sent to the following address:
City Clerk, City of Tukwila
6200 Southcenter Blvd.
Tukwila, Washington 98188
Notices to the Contractor shall be sent to the address provided by the Contractor upon the
signature line below.
16. Applicable Law: Venue: Attornev's Fees. This Agreement shall be governed by and construed in
accordance with the laws of the State of Washington. In the event any suit, arbitration, or other
proceeding is instituted to enforce any term of this Agreement, the parties specifically understand and
agree that venue shall be properly laid in King County, Washington. The prevailing parry in any such
action shall be entitled to its attorney's fees and costs of suit.
34
DATED this day of
CITY OF TUKWILA
Mayor
Attest /Authenticated:
Christy O'Flaherty,City Clerk
CA Revised 2012
2012
CONTRACTOR
By:
Printed Name and Title:
Address:
Approved as to Form:
Office of the City Attorney
Page 4 of 1 l
Exhibit A: Scope of Work
This agreement covers operation of the City's Channel 21 and related support, maintenance, and administrative
work. The objectives of this agreement are:
To inform and engage citizens in the governmental, civic, and cultural affairs of the City of Tukwila through the
compelling use of television, Internet, and other media.
To improve the effectiveness of the City's media by making them more attractive, engaging, and informative.
To facilitate linkages among a variety of public and governmental information resources and to create
opportunities for citizens to interact with their government and each other across a wide range of media platforms
and outlets.
This agreement covers the following tasks:
1. Channel 21 Operation and Production. The Contractor shall:
Produce City Council meetings by:
(1) Providing live video coverage of their sessions; and
(2) Recording the proceedings for subsequent replay and archiving.
(3) Providing staff as needed to support production and broadcast of Council meetings
Create original informational graphics, video recordings, and creative productions on various topics for the
Channel in coordination with a designated City contact. These include but are not limited to graphical or video
slates such as those that promote upcoming City- related events, announce the availability of City services, and that
inform citizens of news about the community (about four [4] per week up to a total of two hundred [200] slates
per year)
Provide the City with additional -cost video production services such as the creation of such programming as
(1) Coverage of significant events such as ribbon cuttings, community meetings, grand- openings, parades,
volunteer efforts, and press conferences;
(2) Production of business development videos products and other media needed to promote the City;
(3) Creation of B -roll of Tukwila activities and environment;
(4) Production of video products or other productions that are unique to any one city department and for
which that department has an independent funding source; and
(5) Other productions that complement the City's communications plan.
In collaboration with the City, the Contractor shall plan, direct, and coordinate all aspects of video production
including writing, directing, operating studio and field equipment, editing, and performing other related on -site
and off -site tasks. The Consultant will supply the required equipment and supplies in addition to manpower.
As necessary, the Contractor shall also schedule, transport, and provide needed equipment, facilities, and
production staffing.
Such productions shall require advance City e- mailed notice of desired productions from the City and the
Contractor's positive e- mailed confirmation.
Expand the Channel's content by facilitating the use of relevant content and materials from other agencies,
entities, and organizations. This may include locating, securing, converting, editing, loading, and scheduling such
external content as is necessary.
Require completion of the City of Tukwila video release form as directed by the City.
CA Revised 2012
Page 5 of 11
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Websites. The Contractor shall:
Maintain a streaming media server for City Council, Committee of the Whole, and other City media
Capture and store Council videos on streaming media server
Provide FTP or other access (e.g., LogMeIn) to City staff so that they may annotate media with time indices, back-
up files, and perform other functions that the City deems necessary
Occasionally post to the streaming media site Contractor- produced content and content from other producers
Update the Channel 21 schedule on a weekly basis on the streaming media website.
Branding and Marketing. The Contractor will help the City in its efforts to establish and promote its identity and
reputation. The Contractor shall:
Incorporate the City's logo, visual styles, and other City branding design features into new Channel graphical, text,
video, and other templates as necessary to better incorporate the channel into the City's overall marketing
effectors and to improve the Channel's production efficiencies.
Design, create, and use slates, lower- thirds, crawls, and other textual and graphical elements and professional
media techniques to increase public awareness, understanding, and appreciation of civic events, processes, and
deliberations.
Strategic Support and Customer Service. The Contractor will help support activities related to the
City's use of media. At the City's option, the Contractor shall:
Advise City, staff, and officials on media design, appearances, staging, etc.
Respond to City and public questions, complaints, and comments about the City's channel, programming, or
streaming media site.
Provide the Clerk's office with two original copies of the video recording of the Committee of the Whole meeting,
of the Council meeting each week, and any video production created for the City for records purposes.
Consult with City on media equipment purchases and service contracts.
Participate in planning and other meetings regarding City communication.
Help negotiate cable and other media related franchises as needed.
Technology. The Contractor will help the City embrace new technologies as they emerge and as they
become desired and practical alternatives for the City. The Contractor shall:
CA Revised 2012 Page 6 of 11
36
Integrate technology for example, e -mail, Internet chat, indexed video on demand, instant polling, wireless
services, television, etc. to promote civic engagement and participation.
Incorporate new City- purchased or City- leased technologies into the media production, distribution, and analytical
environment.
Maintain Systems. The Contractor will help troubleshoot problems with the channel as needed.
Partnerships. The Contractor shall help the City engage citizens, organizations, and businesses. The
Contractor shall:
Pursue partnerships with local television and radio stations, high -tech companies and community and non profit
organizations to leverage operational, content and technical resources.
Operate its own community access channel to the benefit of the Greater Tukwila community.
CA Revised 2012
Page 7 of 11
37
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City Of Tukwila Contract Number:
6200 Southcenter Boulevard, Tukwila WA 98188
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Figure 3: Streaming Media Demonstration Prototype
This streaming media design allows uses to jump to specific points in the meeting video by using a dynamic
tree. Tree branches open and close as is intuitive. Clicking on the time jumps the video. Clicking on the
hyperlinked text (in blue) opens the documents associated with the clicked agenda item.
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Exhibit B: Estimated Budget Summary
Estimates v, ill need to be confirmed alter a detailed site survey.
Component Element Estimated Cost
Hardware Video Capture System (Pan, tilt, zoom cameras and accessories) 11,285
(See Figures I and 2) Control Room (Video switcher, audio, recording) 13,400
Channel Interface (Remotely switch and monitor channel) 2,200
Video Server (Store and automatically play back content) 7,100
Total 33,985
Installation Recommended Hardware (Estimated work time: Io clays)
$5,285 S5,285
Permits (as needed)
At Cost
Annual Live Broadcasting of 24 Council Meetings (Assume 2
S6,500
Operations meetings /month; 3 hours setup per meeting 4 hour meetings; S38.75/hour
p era
$271 25 /meeting)
Live Broadcasting of 24 Committee of the Whole (Assume 2
S6,500
meetings/month; 3 hours setup per meeting 4 hour meetings; 538.75 /1101ir
S271.25 /meeting)
Live and On- demand Streaming of Council Meetings and
7,800
Committee of the Whole Meetings (includes Granious -like yveb-
accessible indexed video system for agendas; indexing of each meeting;
permanent archive of meetings; vvebsite and media hosting; and no -cost
vvebsite development see draft protota pe in Appendix C)
System Maintenance (10% of hardware and installation costs)
3.927
Total
24,727
CA Revised 2012 Face 1 1 of 1 1
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