COUNCIL AGENDA - NOVEMBER 18, 2014
SUBJECT:
CONSIDERATION OF ALTERNATIVES FOR UPGRADES TO THE
COUNCIL CHAMBERS
SOURCE:
ADMINISTRATIVE SERVICES DEPARTMENT
COMMENT:
In response to concerns voiced at the City Council Meeting of October
21 sl with regard to proposed A/V upgrades within the Council Chambers
and the potential utilization of live/video streaming of City Council
Meetings, staff has compiled additional information to provide
clarification and fUliher options for Council's consideration.
Audio/Visual Upgrades in Council Chambers
As the Council is aware, the A/V appliances cunently in place are antiquated
and lack expansion capabilities and modern input ports which render them
incompatible with newer technologies. Issues with audio are a common
occun'ence which cannot be effectively addressed with the cun'ent hardware.
As such, staff proposes upgrades to the AN infrastructure which includes an
HD projector with mixer; new microphones on the dais; HD AN
connectivity panel, and related appurtenances. Staff obtained three quotes
from vendors for the proposed A/V appliance upgrades, which are attached
hereto for Council's reference. It is staff's opinion that ITC offers the best
solution at the lowest cost, at $19,419.97. In addition to some necessary inhouse electrical work which staff estimates will not exceed $1,000, the total
cost for the proposed work is not to exceed $20,419.97.
Live/Video/Audio Streaming Options
Option 1:
Annual Cost: $6, 000
Status Quo
As previously reported, the City cunoently provides Mr. Will Lloyd access
to video City Council Meetings after which the City then purchases an
unedited complete video recording.
Pros: Equipment is owned, maintained and operated by local vendor. No
additional equipment purchase by City is necessary; no staff time needed
for camera operation.
Cons: High cost; does not provide for public access unless PRA request
is submitted; staff time required for producing video/audio recordings on
/tub
Funded/
Appr.
Item No.
IE
Option 2:
One-time Cost: $2,400
Annual Cost: $10,800
Status Quo with Video Uploaded to City's Website
Another option is to maintain the City's arrangement with Mr. Lloyd and
increase the City's storage capacity through its internet provider to allow
for the uploading of meeting videos. The quote provided by the City's
vendor to upgrade the City'S website for greater storage capacity and
increased bandwidth for public access to allow for the video uploads is
$400 per month, or $4,800 per year.
Pros: Equipment is owned, maintained and operated by local vendor; No
additional equipment purchase is necessary; provides for direct public
access which increases staff efficiency.
Cons: High cost; upgrade to storage capacity and bandwidth necessary;
video saved as one large tile without bookmarking capabilities.
Option 3:
One-Time Cost: $6,380
Annual Cost: $2,976
SuiteOne Media Live/Video Module:
This option presented to the Council on October 21 51 consists of
contracting with a web-based vendor, SuiteOne Media, for the provision
of live streaming/on-demand video capabilities. A key feature of this
function through SuiteOne Media is the linking of the streaming
component to the agenda management component thereby allowing users
to simply click on the specific item they wish to view. The contract is
essentially for unlimited cloud storage which mirrors the City'S website,
unlimited bandwidth, and 2417 technical suppOli, while the City
maintains ownership of the tiles.
Pros: Low annual cost; provides for direct public access; increased staff
efficiency; capabilities for live or on-demand streaming; video linked to
agenda items; inexpensive unlimited cloud storage and bandwidth; 2417
technical suppOli.
Cons: Purchase, installation and maintenance of video cameras required.
Annual Cost: $2,976
Option 4:
SuiteOne Media Live/Audio Streaming:
This option utilizes the same Suite One Media module, without the
necessity of purchasing cameras. By utilizing only the audio component,
public users would be able to directly link to an agenda item to which
they wish to listen.
Pros: Lowest cost; provides for direct public access; increased staff
efficiency; capabilities for live or on-demand video streaming in the
future if desired; audio linked to agenda items; inexpensive unlimited
cloud storage and bandwidth; 2417 technical suppOli.
Cons: None identified.
Funding for the Audio/Visual Chamber Upgrades Project is proposed to be
from the Special Purposes Reserve Fund.
Depending on the
live/video/audio streaming option(s) selected, future ongoing costs would be
offset by the current annual expenditure of $6,000, and is proposed to
become a budgetary item.
RECOMMENDATION:
ATTACHMENTS:
That the Council:
1.
Approve the proposed Audio/Visual Chamber
Upgrades and authorize staff to engage the services of
in-house staff for miscellaneous electrical upgrades not
to exceed $1,000; and ITC in an amount up to
$19,419.97; and
2.
Approve one of the four options presented, or any
combination thereof, with regard to live/video/audio
streaming of City Council Meetings.
Quotations for AlV Appliance Upgrades
Estimate
244 W. Olive Ave.
Porterville, CA 93257
Date
Estimate #
10/2/2014
2288
Name / Address
The City of Porterville
291 North Main Street
Porterville, California 93257
Project
Qty
Description
Total
Rate
City of Porterville AV System Upgrade:
Provide and install listed material. A new HD scaler and switching
system controller with picture in picture will be installed and
programmed. The existing peripheral display source equipment will
be reused. A new HD Projector system with wireless and LAN
based display options will be installed. Two HD media source
connectivity panels with VGA, HDMI, and Composite video/ audio
will be installed. The Audio system will be updated to include all
mic inputs and display audio inputs. The existing audio system and
components/ microphones will be reused, five microphones will be
replaced. The video display system will be controlled via the new
system controller ** Optional lighting control an be added**.
Estimated Labor
Material:
HD Projector
Wireless Display Module ( proprietary to projector)
HD AN Connectivity Panel
Ix8 HDMI Splitter & Clock Stretcher, Supports 3D and Deep Color
Ix2 HDM! Splitter & Clock Stretcher, Supports 3D and Deep Color
HDMI extension/ interconnect cable
Touch screen remote
Remote base and remote power
Equipment rack with slide out base
Equipment shelf
Light duty duty equipment shelf
Fan system
Data Run
HDM! Feeder
HDM! to VGA switch
HD video scaler and switching system
Projector link cables
Remote mixer 4ch
DI receiver 4ch
1
3,360.00
3,360.00
I
I
2
1
1
12
1
I
2
4
2
1
4
2
1
I
I
2
I
2,409.00
119.00
360.00
167.93
62.93
48.93
754.79
385.00
365.40
36.72
48.00
280.00
116.20
265.92
240.00
3,045.00
320.00
658.90
158.40
2,409.00
119.00
720.00
167.93
62.93
587.16
754.79
385.00
730.80
146.88
96.00
280.00
464.80
531.84
240.00
3,045.00
320.00
1,317.80
158.40
Total
Page 1
Estimate
244 W. Olive Ave.
Porterville, CA 93257
Date
Estimate #
10/2/2014
2288
Name 1 Address
The City of Porterville
291 North Main Street
Porterville, California 93257
Project
Qty
Description
Sure 12" gooseneck with switch
Crown Amplifier CDi 1000
Sales Tax
Freight
5
1
293.25
659.99
1,466.25
659.99
14,663.57
0.085
1,246.40
1
150.00
150.00
Total
Page 2
Total
Rate
$19,419.97
LEE'S STEREO
THANK YOU
3120 SOUTH MOONEY BLVD
Created On:
OOTFINAL
93277
VISALIA
CA
(559) 734-1225
Fax: (559) 635-2192
www.leesstereo.com
CUSTOMER INFORMATION
TYPE
DATE
Y
RETAIL
10/2/2014
112543
VIP#
CA
93257
Work:
PAGE#
3:05:55 PM
1
ID#
Ext:
Cell: (559) 333-7439
STK:
PO:
AUTOMOBILE DESCRIPTION
Make:
Year:
VIN#:
Odometer:
Reg istration:
TIME
DEALER INFORMATION
WilliomsTed
291 N Main St
Porterville
Home: 782-7439
INVOICE
7/28/2014
RO:
APPOINTMENT INFORMATION
Model:
Color:
Day: Monday Bay#: 0
Date: 7/28/2014
Stop lime: 03:25 PM
Sales1: PL
Sales2:
Start lime: 03:25 PM
JOB DESCRIPTION
QTY.
7
MODEL
MAKE
#MISCITEM
MISCITEM
desk top mic
DESCRIPTION
#MISCITEM
$459.95
$3219.65
#MISCITEM
MISCITEM
matrix swicher
#MISCITEM
$699.95
$699.95
SERIAL NO.
PRICE
SUBTOTAL
1
#MISCITEM
MISCITEM
convgahd
#MISCITEM
$179.95
$179.95
8
#MISCITEM
MISCITEM
speco 8 dual cone commercial
#MISCITEM
$49.95
$399.60
1
#MISCITEM
MISCITEM
crown mixer/amp
#MISCITEM
$799.95
$799.95
4
MHX-HDME3
ETHEREAL
3M (9.8 FT.) HIGH SPEED HDMI C
MHX-HDME3
$49.95
$199.80
1
#MISCITEM
SONY
projector
#MISCITEM
$1600.00
$1600.00
1
#MISCITEM
MISCITEM
mixer shure
#MISCITEM
$1999.95
$1999.95
7
XC-10
NADY
10' MICROPHONE CABLE
XC-lO
$19.99
$139.93
$0.50
$75.00
150 24/4P-LS-C
LIBERTY
Cat-5e Telephone/data Cable
24/4P-LS-C
LABOR/SUBLET DESCRIPTION
SUBLET:
TECHNICIAN
Materials:
Labor:
Sublet:
Other:
Mise:
Sales Tax:
$12818.08
$6000.00
$0.00
$0.00
$0.00
$1057.50
Invoice
$19875.58
TERMS & CONDITIONS
**NO CASH REFUNDS**
ALL RETURNS OR EXCHANGES MUST BE MADE WITHIN 10 DAYS OF PURCHASE DATE. IN STORE
CREDIT WILL BE GIVIN ONLY. WARRANTIES ONLY APPLY TO PRODUCTS SOLD BY LEES
STEREO,CUSTOMER MUST PAY SHIPPING ON ALL WARRANTIES AND REPAIR SHIIPMENTS. ALL
SPECIAL ORDER ITEMS MUST BE PAID IN FULL BEFORE ORDERING AND NO RETURNS. NO RETURNS
ON ELECTRONIC PARTS INCLUDING TV LAMPS.
SIGNATURE
HOW PAID
Paid Cash:
Paid Charge:
Card Info:
Auth. Code:
Gift Card:
Gift Cert:
Paid Check: Chk#
Paid House:
AIR Open: Due:
Deposit: Type:
Balance
$0.00
$19875.58
I
LEE'S STEREO
THANK YOU
3120 SOUTH MOONEY BLVD
INVOICE
IYPE
DATE
Y
RETAIL
10/2/2014
112543
VIP#
CA
93257
Work:
PAGE#
TIME
3:05:55 PM
2
ID#
Ext:
Cell: (559) 333-7439
STK:
PO:
AUTOMOBILE DESCRIPTION
Make:
Year:
VIN#:
Odometer:
Registration:
7/28/2014
DEALER INFORMATION
WiliiomsTed
291 N Main St
Porterville
Home: 782-7439
Created On:
I\OTFlNAL
93277
CA
VISALIA
(559) 734-1225
Fax: (559) 635-2192
www.leesstereo.com
CUSTOMER INFORMATION
RO:
APPOINTMENT INFORMATION
Model:
Color:
Day: Monday Bay#: 0
Date: 7/28/2014
Stop Time: 03:25 PM
Sales1: PL
Sales2:
Start Time: 03:25 PM
JOB DESCRIPTION
QTY.
MODEL
DESCRIPTION
MAKE
PRICE
SERIAL NO.
SUBTOTAL
250
16-2C KO
UBERIY
16AWG 65STR. SPKR. WIRE
16-2C KO
$0.65
$162.50
150
RG6/2C
ARBUCKLE
RG6 COAX W/ 18G 2C POWER
RG6/2C
$0.95
$142.50
1
#MISCITEM
MISCITEM
hdmi extender over coax
#MISCITEM
$449.95
$449.95
2
#MISCITEM
MISCITEM
wireless mic
#MISCITEM
$499.95
$999.90
1
#MISCITEM
MISCmM
hdmi 1 in 8 out
#MISCITEM
$399.95
$399.95
$600.00
1
#MISCITEM
MISCmM
hdmi cables
#MISCmM
$600.00
10
#MISCITEM
MISCITEM
hdmi wall plates
#MISCmM
$39.95
$399.50
1
#MISCITEM
MISCITEM
parts
#MISCITEM
$350.00
$350.00
1
LABOR
LABOR
labor
LABOR
$6000.00
$6000.00
TECHNICIAN
LABOR/SUBLET DESCRIPTION
SUBLET:
Materials:
Labor:
Sublet:
Other:
Mise:
Sales Tax:
$12818.08
$6000.00
$0.00
$0.00
$0.00
$1057.50
Invoice
$19875.58
HOW PAID
TERMS & CONDITIONS
**NO CASH REFUNDS**
ALL RETURNS OR EXCHANGES MUST BE MADE WITHIN 10 DAYS OF PURCHASE DATE. IN STORE
CREDIT WILL BE GIVIN ONLY. WARRANTIES ONLY APPLY TO PRODUCTS SOLD BY LEES
STEREO/CUSTOMER MUST PAY SHIPPING ON ALL WARRANTIES AND REPAIR SHIIPMENTS. ALL
SPECIAL ORDER ITEMS MUST BE PAID IN FULL BEFORE ORDERING AND NO RETURNS. NO RETURNS
ON ELECTRONIC PARTS INCLUDING TV LAMPS.
SIGNATURE
Paid Cash:
Paid Charge:
Card Info:
Auth. Code:
Gift Card:
Gift Cert:
Paid Check: Chk#
Paid House:
A/R Open: Due:
Deposit: Type:
Balance
$0.00
$19875.58
TECHNOLOGIES
Audio System Proposal
City of Porterville, CA
October 1, 2014
JCG Audio Solution
JCG Technologies, Inc (JCG) provides cost effective software solutions to cities
and other organizations that want to automate their legislative workflow and
improve access to information; improving customer service while saving time and
money.
JCG solutions include Digital Audio and Video Recording, Agenda Automation,
Public Records Request Management, Video Streaming and Archiving Services,
Media Presentation, and AudioNideo Systems. Please visit our web site at
www.jcgtechnologies.com.
This system proposal is offered as a detailed explanation and outline for the
above referenced project. The proposal details our scope of work, any concerns
or exclusions, and our cost to you for the referenced project. Please read all
information carefully and feel free to contact us with any questions or concerns.
Scope of Work
It is our goal to deliver a complete and functional, integrated media design whose
components are listed below.
JCG will:
•
Provide, install, and control 6 new Shure MX412S/S microphones, and the
clients existing microphones, through a JCG Provided Lectrosonic Model
16/12 Digital mixer and a Lectrosonics Model 8/12 Digital mixer.
•
TECHNOLOGIES
Replace the client's
existing amplifier with the QSC Amplifier.
•
JCG will utilize the clients existing speakers.
•
Provide and install Mid Atlantic Power Supply in clients existing rack.
•
Mount and Install a HD Projector.
•
Provide and configure a new Extron controller system.
•
JCG will terminate and test the complete system prior to training.
•
Provide the client with a binder of the manufacturers manuals, warranty
cards, and any other pertinent pieces of documentation.
•
Install and test all specified equipment and components to provide the
client with a fully functional integrated media system. Specified equipment
and components will be installed per the initial build documentation set.
•
Provide comprehensive training on system usage and features to the
client.
Requirements and Exclusions
The following details certain exclusions and points of concern as it relates to this
project.
•
JCG is not responsible for providing 110 VAC circuits to the specified
equipment and/or to the equipment locations. JCG will coordinate with the
client as to the engineered and physical requirements of the power circuits,
which will be provided by client and or its subcontractor.
•
Client will need to provide adequate space for any equipment rack mounting.
JCG will furnish requirements for the rack locations if required.
•
Client is responsible for speaker wire and termination of speaker wire to audio
rack.
System Cost
This proposal is valid for 90 days from the date shown above. In the event
the date of your approval to proceed exceeds this 90-day limitation, JCG will
recalculate this proposal to represent the current costs for the system.
Equipment Cost
$15,350.25
Engineering/Programming
1,250.00
Closeout Documentation and User Manual
Included
Assembly Labor
3,500.00
Travel/ Lodging / Expenses
Testing
Training
Freight Equipment
Included
450.00
Sales Tax
Total Cost
NA
~'O,~~O
Components
Item Description
Qty
Common Items
JCG, Inc. Cables and Connectors, Screws, Microphone
Cables, Misc Connectors
1
AudtoNideo System
Lectrosonics DM812 Digital Matrix Audio Processor (8
inputs 12 outputs)
1
Lectrosonics DM1612 Digital Matrix Audio Processor (16
inputs 12 outputs)
1
QSC ISA500Ti Amplifier
1
Shure MX412S/S Microphones
6
LG HD Projector
1
Projector Mounts
1
HDMI Splitters
2
Mid-Atlantic Power Supply
1
Extron Equipment ..
Extron 4 input Switcher with Mono Audio Amplifier
1
Extron Secondary Control Panel
1
Extron Surface Mount Boxes
1
Extron VGA Twisted Pair Transmitter
3
Extron VGA Twisted Pair Transmitter
3
TECHNOLOGIES
Deadline and Deliverables
A successful project requires that all parties work toward a common goal,
especially as it relates to the completion of the project. JCG deliverables are
based on a timeline that commences when JCG receives a signed contract or a
purchase order authorizing its engagement for this project.
JCG is forecasting the delivery, installation, testing and commissioning of the
proposed system to be complete no later than 60 days from receipt of a purchase
order or signed contract. Upon official acceptance of this proposal and issuance
of a signed contract or purchase order, JCG will contact the client to establish a
working deadline for the completion of this project.
In the event the client requests changes to the original scope or deadline, JCG
will propose a revised cost to the client for such changes and will issue an altered
deadline as dictated by the request.
Method and Terms of Payment
A signed contract or a purchase order will serve as an acknowledgement and an
agreement to the payment terms. In the event that it is impossible to honor these
payment terms due to corporate or government restrictions, JCG will issue a new
proposal or acceptance reflecting the altered and agreed upon terms of payment.
Each invoice shall be due and payable to JCG Technologies, Inc., at the address
specified in this quotation. Client agrees to pay a late charge of two percent (2%)
per month or the maximum lawful rate; whichever is less, for all amounts not paid
within thirty (30) days of receipt of invoice.
JCG. will provide detailed accounting of part numbers, serial numbers, and
equipment location. Our payment terms for this project are:
50% When the Purchase Order is issued.
Final payment of the contract upon completion and delivery of proposed system.
TECHNOLOGIES
System Warranty
The strength of any Systems Integration Company is its ability to stand behind its
system and workmanship. JCG is proud to offer a one-year "bumper to bumper"
warranty for this project. This warranty period commences upon the completed
installation.
What is Covered?
Workmanship:
Should any part of the system installed by JCG fail due to faulty wiring, faulty
termination, or any other negligent act of labor by JCG; we will repair the
system at no charge to the client.
Hardware and Components:
JCG honors the manufacturer's warranty for all equipment sold for this
project. Each individual manufacturer warrants its product for varying lengths
of time. Should any product need replacement during the system warranty
period, JCG will repair or replace that product at no charge to the client.
Outside of the system warranty period, JCG will assist the client in exercising
any remaining warranty on the specific product. This will be done at normal
service rates and expenses.
What We Will Do:
During the system warranty period, JCG will make every attempt to remotely
diagnose and/or repair the deficiency of the system prior to an on-site service
call. Once our staff has determined that there is no alternative but to conduct
an on-site visit, we will make every attempt to respond as quickly as possible.
Handling a Warranty Claim:
Once a service call is made, our service department will handle the claim.
Our service department can be reached during normal business hours at
(480) 661-5629. Our normal business hours are Monday through Friday,
8:00am to 5:00pm. AZ MST, excluding holidays. We encourage our clients to
keep us aware of critical meeting dates in the unlikely event a service issue
arises. During the first year, there is no charge for handling the warranty.
Outside of that period, should a service call be required, you will incur time
and material charges at a current service rates and expenses of JCG
Technologies, Inc. This includes travel expenses. Additional comprehensive
preventative maintenance programs are available from JCG.
Individual Equipment Warranty:
Aside from the system warranty, most components will carry additional
manufacturer warranty coverage anywhere from two to four years. Our
system documentation includes all of the necessary paperwork and cards so
that the client can register with the manufacturers to officially be eligible for
the warranty. As an authorized dealer of each system component, JCG will
be available to assist in the processing of warranty claims for your project if
and when the need arises.
What This Warranty Does Not Cover:
This system warranty does not cover defects resulting from accidents,
alterations to the system, unauthorized repair of components, or general
misuse of the system. JCG reserves the right to refuse warranty service if it
is found that the client is negligent as described above.
TECHNOLOG!ES
Contact Information
Please do not hesitate to contact me if you have any questions or require any
additional information.
Christie Schmenk
Regional Sales Manager
JCG Technologies, Inc.
9941 East Mission Lane
Scottsdale, Arizona 85258
Phone:
Fax:
Mobile:
E-mail:
Web:
619 955-8954
480661-7589
602 418-5307
cnschmenk@jcgtechnologies.com
www.jcgtechnologies.com