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Home My WebLink About2006 08 28 Regular 301 Televising Commission Meetings COMMISSION AGENDA ITEM 301 Regular X August 28, 2006 Regular Meeting Mgr. Dept. Authorization REQUEST: Information Services wishes to update Commission on Televising of Commission meetings and requests that the Commission decide whether to move forward with the entire project or any piece of the project and if so, fund project accordingly. PURPOSE: To provide the Commission with results from Invitation to Bid for televising of Commission meeting and for the Commission to decide whether they want to pursue this project or any part of the project and fund project accordingly. CONSIDERATIONS: At the request of the City Commission, the Information Services Department was tasked with investigating options for the televising of City Commission meetings. A consultant was hired to assist with the preparation of the technical specifications and bid documents. Specifications were written for a wholly integrated, professional system that would include all the features that quality system would contain. An Invitation To Bid (ITB007- 06-JD) was issued and only one proposal was received. Results ofITB - One bidder (Digital Video Systems - DVS) I:\Admin _Docs\Agenda Items\FY 2006\August 2006\082806_ COMM _Regular _301_ Televising_ Commission_ Meetings.doc CITY OF WINTER SPRINGS CITY COMMISSION REGULAR MEETING - AUGUST 28, 2006 REGULAR AGENDA ITEM "30 I" PAGE 2 0F 4 Base Package/System to televise Commission Meetings The following is the base system required to televise Commission meetings. It includes necessary electrical and lighting work, project management, and a contingency for the ro . ect. $ 3,500.00 Contingency $ 5,000.00 Total Base Packa e To Televise Meetin s -7 $ 127,372.36 Chambers Upgrades (This is actually included in the base package from DVS) Should the Commission choose not to televise meetings on SGTV and make available for replay on the Internet, there are some components the Commission has expressed they would like to see replaced or upgraded anyway. The following chart provides these o tions. · Overhead Camera · Pro' ectors · Installation and Configuration $10,000 $6,000 $3,000 (estimated) $19,000 Delivery of Meetings over the Internet (Streaming Media) The following are two options by which we can deliver meetings to the public over the Internet. With these options we can deliver not only Commission meetings but any other public meetings, in both audio and video formats. Outsource Option (Granicus solution) Outsourcing this task will allow us to provide high-quality audio and video of Commission meetings to residents over the internet without requiring the City to purchase additional bandwidth and equipment. However, some internal components could be purchased if the City would choose to stream audio and video internally. Those components will be listed and identified as well. Granicus is a company that provides streaming media services for a fee and will provide us with space for 1 year's worth of videos regardless of how much space they require. CITY OF WINTER SPRINGS CITY COMMISSION REGULAR MEETING - AUGUST 28, 2006 REGULAR AGENDA ITEM "301" PAGE 3 0F 4 · Encoder and Software · Server for Encoder and Base Packa e · Stream Re licator · On-Site Training · Remote Trainin . Web Site Integration · Managed Services Fee $2,100 $5,000 $2,375 $4,800 $ 500 $3,150 $900/month $1 0,800/year (estimate - depends upon which options or modules are chosen Pros: Can choose which agenda item to view (no need to wait thru entire program or scroll looking for agenda item). Unlimited bandwidth for one low monthly cost to City. Cost is not based on bandwidth but rather on modules chosen and supported. In-house Option Providing this service in-house would maintenance of the followin Streamin Media In-House . Server · Cisco 2970 Switch · Additional Tllines for bandwidth reqUIre the purchase, configuration, and . $10,000 (one-time charge) $4,000 (one-time charge) $15,600 (depending on carrier, length of contract, managed vs. unmanaged, and number of T-l 's. This estimate is based on cost of $650 per month for 2 T -1 'so T -1 lines are recurring cost from $500 per month ($6,000/year) to $850 per month ($10,200/year) *NOTE: THIS MAY NOT BE ENOUGH BANDWIDTH $400 CITY OF WINTER SPRINGS CITY COMMISSION REGULAR MEETING - AUGUST 28, 2006 REGULAR AGENDA ITEM "301" PAGE 4 0F 4 Cons: Cannot tie agenda item to point to specific location in video Managing users (connections) Cannot distinguish between Internal and External users Bandwidth limitations . 7 users max per T1 at 200KB/sec simultaneously . 5 users max per T1 at 300KB/sec simultaneously Need additional switch (2970) for isolating T1 circuits to streaming media server What decisions need to be made? 1. Does Commission wish to televise commission meetings - base cost $127,373 a. If so, do they want to provide the meetings via the internet? and if so, do they wish to do so: i. In-house at an approximate cost of$30,000 ($14,400 one-time & $15,600 recurring) or 11. Outsource at an approximate cost of $44,845 ($34,045 one-time & $10,800 recurring) 2. Does Commission only wish to replace the camera and projectors in chambers at this time and not install a system to televise commission meetings at a cost of $19,000? FUNDING: From General Fund Reserves 389100-001 Depending upon decision of Commission: Base system $127,373 + outsource streaming media $44,845 = $172,218 Or Base system $127,373 + in-house streaming media $30,000 = $157,373 Or Replace Camera and Projectors only = $19,000 RECOMMENDATIONS: · Should the Commission choose to televise Commission meetings, we recommend the base system at $127,373 plus we recommend outsourcing the streaming of the meetings at a cost of $44,845 for a total of $172,218 from general fund reserves. · Should the Commission choose to only replace the camera and projectors in chambers at this time, then we recommend the Commission approve an appropriation of$19,000 from general fund reserves. ATTACHMENTS: Options to Televise City Commission Meetings Spreadsheet COMMISSION ACTION: Options to Televise City Commisslon Meetings Attachment to Regular 301 August 28, 2006 DVS bid for Televising System - Base System Electrical Work including lighting changes (estimate: Pro' ect Management Contingency $111,872.36 Includes chambers upgrade $7,500.00 $3,500.00 $5,000.00 $127,872.36 $111,872.36 $7,500.00 $3,500.00 $5,000.00 $127,872.36 $0.00 Chamber Upgrades (Can choose to do this without base s stem Overhead Camera Pro' ectors Installation and Conti ration Already included in base DVS system bid above $10,000.00 $6,000.00 $3,000.00 $19,000.00 $10,000.00 $6,000.00 $3,000.00 $19,000.00 $0.00 Page 1 of 2 1:lAdmin_DocslAgenda ItemslFY 2006IAugust 2006\Televise Commission Meetings.xls Options to Televise City Commission Meetings Attachment to Regular 301 August 28, 2006 Managed Services Fee $6,500.00 $2,100.00 $5,000.00 $2,375.00 $4,800.00 $500.00 $3,150.00 $900/month estimate - this monthly service $10,800/year fee depends upon which options or modules are chosen $35,225.00 $4,620.00 OPTIONAL $5,000.00 OPTIONAL $9,620.00 Additional T1 lines for bandwidth $10,000 $4,000 depending on carrier, length of contract, managed vs. unmanaged, and number of T -I 's oon run between $500-$850 per month per T -I. This estimate is based on cost of $650 per month $15,600.00 for 2 T-I's. T-Ilines are recurring cost from $500 per month ($6,000/year) to $850 per month ($10,200/year) *NOTE: THIS MAY NOT BE ENOUGH BANDWIDTH $400.00 Os re Card $30,000.00 Page 2 of 2 1:lAdmin_DocslAgenda ItemslFY 2006IAugust 20061Televise Commission Meetings.xls $6,500.00 $2,100.00 $5,000.00 $2,375.00 $4,800.00 $500.00 $3,150.00 $24,425.00 $10,800.00 $10,800.00 $10.000.00 $4,000.00 $15.600.00 $400.00 $14,400.00 $15,600.00