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HomeMy WebLinkAboutCOW 2012-09-24 Item 4C - Agreement - Televising Council Meetings with Puget Sound AccessCOUNCIL AGENDA SYNOPSIS Initials Meeting Date Prepared by Npyor s review 09/24/12 I BG 1 0 4v/ 10/01/12 I BG I I I I ITEM INFORMATION STAFF SPONSOR: BOB GIBERSON AGENDA ITEM TITLE Televising Council Meetings Co,01 review LlJ ITEM NO. 4.C. ORIGINAL AGENDA DATE: 09/24/12 Contract for Services with Puget Sound Access CATEGORY Discussion Motion Resolution Ordinance Bid Award Public Hearing ❑Other Mtg Date 09124112 Mtg Date 10101112 Mtg Date Mtg Date Mtg Date Mtg Date Mtg Date SPONSOR Council Mayor HR DCD Finance Fire IT P&R Police PW SPONSOR'S Council is being asked to approve the contract with Puget Sound Access for televising SUMMARY Council meetings. There are initial one -time installation costs of $59,270.00 that include the video capture system hardware and Council lighting and audio upgrades. After installation the annual cost of operations is $24,727.00 which has been included in the IT department's 2013 -2014 Biennial Budget. REVIEWED BY COW Mtg. CA &P Cmte F &S Cmte Transportation Cmte Utilities Cmte Arts Comm. Parks Comm. Planning Comm. DATE: 9/18/12 COMMITTEE CHAIR: DE'SEAN QUINN RECOMMENDATIONS: SPONSOR /ADMIN. Public Works COMMITTEE Unanimous Approval; Forward to Committee of the Whole COST IMPACT FUND SOURCE EXPENDITURE REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED $59,270 install; $24,727/yr $0.00 Fund Source: 303 FUND FOR INSTALLATION AND IT DEPT FOR ANNUAL CHARGES OF $24,727.00. Comments: MTG. DATE 09/24/12 10/01/12 I MTG. DATE 1 09/24/12 1 10/01/12 RECORD OF COUNCIL ACTION ATTACHMENTS Informational Memorandum dated September 14, 2012 Contract for Services with Puget Sound Access Minutes from the Finance and Safety Committee meeting of 9/18/12 117 lrtt. City of Tukwila Jim Haggerton, Mayor INFORMATIONAL MEMORANDUM TO FROM DATE: 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 IQM2. COM ANALYSIS EVALUATION CRITERIA Works with Clerk, Expandable, Court, IT Scaleable Non Proprietary Yes Yes Yes Yes Yes No Yes No Yes No Yes No Yes Yes No No No 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. WA2012 Info Memos Council \televised council options 9 -12 -12 bg (2).doc L INFORMATIONAL MEMO Page 2 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. 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 $23,970.00, which is proposed in the 2013 -2014 IT budget. Council is being asked to consider this item at the September 24, 2012 Committee of the Whole meeting and subsequent October 1, 2012 Regular Meeting. Attachments: Contract for Services 120 012 info memos- councAtelevised council options 9 -12 -12 bg (2).doc LOW MEDIUM HIGH 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 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 $8,000 $8,000 Council Audio Upgrades x $12,000 $12,000 TOTAL ONE -TIME COSTS $59,270 I $70,000 Annual Operation Cost $12,000 $23,970 I $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 $23,970.00, which is proposed in the 2013 -2014 IT budget. Council is being asked to consider this item at the September 24, 2012 Committee of the Whole meeting and subsequent October 1, 2012 Regular Meeting. Attachments: Contract for Services 120 012 info memos- councAtelevised council options 9 -12 -12 bg (2).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 Payment. 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 1 of 11 121 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 Liabilitv 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 Liabilitv 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 11 122 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 Keeoine 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 Page 3 of 11 123 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 party in any such action shall be entitled to its attorney's fees and costs of suit. 124 DATED this day of CITY OF TUKWILA Mayor Attest /Authenticated: Christy O'Flaherty,City Clerk CA Revised 2012 1 2012 CONTRACTOR By: Printed Name and Title: Address: Approved as to Form: Office of the City Attorney Page 4 of 11 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 11 125 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 11 126 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 1 I 127 Figure l: Full System Draft VII Council System (Figure 2) To Channel Media Server Flash Encoder To Internet Y (Near City Cable (Near City Cable Stream Win dows r Head -end) Head End) H264 Encoder To Internet Stream for (Near City Cable Windows Head End) Gray backgrounds indicate existing City-owned equipment White backgrounds show PSA- provided, operated, and maintained facilities. Assumptions. City will provide: 1. Sufficient rack space, power, and connectivity for servers and encoders in an area immediately adjacent to cable feed 2. An audio and video feed from the Council Room to the video server 3. Public IPs for all PSA provided gear (e.g., routable IPs in DMZ and needed firewall rules for outgoing and incoming network traffic) 4. Bandwidth sufficient for required traffic (note the peak traffic requirements of encoders) 5. Physical access to PSA to server as needed Not Shown. PSA media servers (City to receive FTP or other remote access to its media files and related indexing files or data structures). Figure 2: Council System Draft Gray indicates assumed existing equipment. Signal Conditioning may not be necessary but is shown in the case that, in the view of the Contractor, it is needed. The production computer now records meeting AV so that produced DVDs are of highest quality. A stand -alone Backup Recorder is slotted in case the Production Computer fails for some reason. Note that PTZ Wide Camera and audio can be directly connected to the Production Computer and Backup Recorder for Council Meeting Failsafe or for Court no- video operator situations. An Audio Recorder, Polycom support, and external access for the Court (and others) are also now included. It may be necessary to augment the Council Room's lighting and audio system to achieve high quality results. Such modifications would be an added expense. PTZ Camera Signal Wide Conditioning To/ From Polycom z PTZ Camera Signal r Tracking 1 Conditioning Council Ttoom Councif Room. 1 VdcoAmps 'Monitors'' Camera Control PTZ Camera Signal P. Tracking 2 Conditioning Signal Video Router, f Backup Recorder PTZ Camera Staff Conditioning Switcher and Surface 3 PTZ Camera Signal Switcher Podium Conditioning Monitors Intcmct Access for Court or Computer',,,,. city Remote Access Council Computer Staff..- Computer Podium,.;.- X Video Converter Video Converter Video Converter T Control Room Audio Mixer y Court Audto Y'm x k r, RCCorder Production Computer Comeast Monitor Council Room Audio Amps DVDs of 0. Mcetin¢ From Web Stream From comcast To Channel Couneil'Room 3 Speakers To Channel Microphones Dais" Podi'un Staff Control Room Speakers City Of Tukwila ontract Number: 6200 Southcenter Boulevard, Tukwila WA 98188 M N a 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. 1W How Do I C 101 leer be" .tgentla r ncit to =etin� iee: txti� ._au Sul C— puttees l"' 0e_ ....nail Lat�a Chat T —Si_E. Oliline F..—s SenA All Fcrrns 4 GF'l Lab-s N-t F.E:;.es:es F-" i Sci is Partlally AIer:ed, rentWfneila.org) i <`CRIPT>: 2a u08)ECI>: 8 IS— CA Revised 2012 City Council Videos _G12 om 2Cdy'.111N 1,P,1t,19 IN Opb4tt9... 1 X Page 10 of I I CV. 1 mm =mall Inl Exhibit B: Estimated Budget Summary Estimates will need to be confirmed after a detailed site survey. Component Element Estimated Cost I Hardware Video Capture System (Pan, tilt, zoom cameras and accessories) 11,285 (See Figures l 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: 10 daps) $5,285 5,285 Permits (as needed) At Cost Annual Live Broadcasting of 24 Council Meetings (Assume 2 6,500 Operations meetings/month; 3 hours setup per meeting 4 hour meetings; $38.75 /hour p S271.25 /meeting) Live Broadcasting of 24 Committee of the Whole (Assume 2 6,500 meetings/month; 3 hours setup per meeting 4 hour meetings; $38.75 /hour $271 25 /meeting) Live and On- demand Streaming of Council Meetings and 7,800 Committee of the Whole Meetings (includes Granicus -like web accessible indexed video system for agendas; indexing of each meeting; permanent archive of meetings; website and media hosting; and no -cost website development— see draft prototype in Appendix Q System Maintenance (10 of hard)xare and installation costs) 3.927 Total 24,727 CA Revised 2012 Page I 1 of I 1 131 132 Finance Safety Committee Minutes September 18, 2012 Paae 2 NOTE: Prior to the next iten C'on7n7ittee Menrber Kr uller statecl that she is the At -Large Re7nresentative on the Boarcl of Directors for° Puget Souncl Access. She conve that she .tilxrke to the City Attorney to inquire of a potential conflict with this iten7 chie to 7)er position on the Boarcl. Per C'on7n7ittee Alenther Kruller, the C Attorney saicl there woulcl not be a conflict since the BoarclPosition is one that sits as a re7nresentative for the involved cornrnrrnttres. C. Contract for Sersices: Televisinu Citv Council Meetinus Per Council request made during the Annual Retreat, staff is seeking Council approval to enter into a contract for seiirices syith Puget Sound Access to provide televised Council meetings in the amount of X9,270 which includes initial set -up and one -time costs of hardware, installation and needed upgrades to the Council Chamber. Staff outlined the process of identifying possible vendors for this seii ice. Several were eliminated due to concerns of proprietaiv, maintenance, and access, as well as the inability to work with programs required by the City Clerk, Court and IT Departments. Committee Member Robertson expressed his support for ensuring that the chosen vendor is able to work with agenda maintenance software being considered by the Citv Clerk's Office. Staff confirmed that the Clerk's Office has been involved in this discussions in ensure compatibility-. Staff is hopeful that set -up and installation can be completed by year -end. UNANIMOUS APPROVAL. FORWARD TO SEPTEMBER 24 COW FOR DISCUSSION. III. MISCELLANEOUS Meeting adjoumed at 6:21 p.m. Next meeting: Tuesday, October 2, 2012 5:15 p.m. Conference Room 43 Committee Chair Approval Mm Kb� KAM. 133