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CC - CONSENT ITEM: (1) Approval of Amendment to Existing Professional Services Agreement with Cashel Corporation dba Integrated Media Systems (IMS) Increasing the Contract Amount by $227,845 to include Broadcast Closed Captioning, Millwork Services, Enhanced Audio Visual Functionality, and a Preventative Maintenance Support Agreement with an Aggregate Contract Amount Not-to-Exceed $628,435; and (2) Authorization to the City Manager to Approve Amendments to the Annual Preventative Maintenance Support Agreement and Related Ongoing Expenditures in an Amount Not-to-Exceed $35,000 per Fiscal Year Allowing for an Annual Increase of Five Percent Until the Agreement is Substantially Changed or Terminated.
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Meeting Date: November 11, 2024
Contact Person/Dept.: Michele Williams/Information Technology Department
Phone Number: (310) 253-5950
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Attachments: Yes [] No [X]
Public Notification: (E-Mail) Meetings and Agendas - City Council (11/07/2024)
Department Approval: Michele Williams, Chief Information Officer (10/22/2024) _____________________________________________________________________
RECOMMENDATION
Staff recommends the City Council (1) approve an amendment to the existing professional services agreement with Cashel Corporation dba Integrated Media Systems (IMS) increasing the contract amount by $227,845 to include broadcast closed captioning, millwork services, enhanced audio visual functionality, and a preventative maintenance support agreement with an aggregate contract amount not-to-exceed $628,435; and (2) authorize the City Manager to approve amendments to the annual preventative maintenance support agreement and related ongoing expenditures in an amount not-to-exceed $35,000 per fiscal year allowing for an annual increase of five percent until the agreement is substantially changed or terminated.
BACKGROUND
On November 10, 2014, City Council approved a professional services contract to Integrated Media Systems (IMS) to update the Council Chambers audio visual (AV) and broadcast system. The upgraded system was completed and placed into production in April 2015. In July 2018, IMS completed audio visual component installations at the City’s Senior Center conference rooms. In 2020, additional AV components were added to support virtual meetings using WebEx as the videoconferencing platform and devices were introduced to the Council Chambers AV equipment to allow for live streaming of public meetings via YouTube. Later in 2021, the AV systems were further modified to support hybrid public meetings. The hybrid meeting functionality allowed for both in-person and virtual public participation.
DISCUSSION
On August 26, 2024, City Council authorized entering into a professional services agreement with IMS to upgrade the Council Chambers AV Equipment in an amount not-to-exceed $400,590. As stated in the staff report, a preliminary design was presented by IMS but it was understood that further analysis and design work would be required. The design phase would initiate after contract execution and would be used to further refine the specifications and incorporate customizations that are specific to the City. During the design phase, IMS met with the City’s project team which included representation from the City Manager’s Office, City Clerk’s Office, and Information Technology Department. Design sessions were also held with members of City Council to also obtain their feedback and recommendations to enhance the public meeting experience. The final design package was delivered to the City on October 7, 2024. Additional functionality not originally included in the initial scope includes the following:
• Ability to broadcast remotely (would be able to send stream of meetings to all broadcast outputs from a remote location other than Council Chambers).
• Install a WiFi Assisted Listening Device (those attending the meeting would be able to use personal devices such as Bluetooth ear buds (iPods, etc.) to hear the meeting while in the Chambers).
• Expand the AV conferencing platforms to include WebEx, Zoom, and/or Microsoft Teams.
• Audio Updates - Upgrade and replace all microphones.
• Install updated Live Production System - allows for additional future proofing and streamlined functionality of the overall AV system.
• Additional touch panel at the Mayor’s location to provide for microphone controls.
• Added one additional Camera in the Chambers (total 5 cameras).
• Additional Millwork required for replacement of microphones and installation of cameras.
• Optimize existing lighting system to enhance the lighting in the Chambers.
Closed Captioning for Public Meetings
Closed captioning is now required for videos on government websites in compliance with the American with Disabilities Act (ADA) and Section 508 of the Rehabilitation Act. The ADA requires public entities, including state and local governments, to provide closed captioning for internal and external video communication. Closed Captioning is new functionality that was not originally requested of the AV consultant as staff was proceeding to satisfy this requirement through the City’s existing agenda management/streaming software supplied by Granicus.
During the design phase of the project, discussion ensued regarding the incorporation of Closed Captioning into the AV system. This functionality was quoted separately by IMS in an effort to compare the functionality from both vendors. Granicus provided the City with a quote for their closed captioning which incorporates AI software and some human labor based on an annual bank of 280 hours. The quote from Granicus for one year is $41,935.68 compared to $33,637.92 as quoted by IMS which includes on-premises hardware and software allocation of 360 hours annually. The primary benefit of incorporating closed captioning into the AV system is that it would also be available to the City for broadcasts that are not run through the Granicus Agenda Streaming software, for example an offsite community meeting. The AV closed captioning also provides for multiple languages which is not available through the Granicus software.
FISCAL ANALYSIS
The Adopted Budget for Fiscal Year 2024-2025 includes $628,435 of funding for the proposed agreement and amendments in Account No. 42080000.730100.PE007 (Capital Improvement Project - Council Chambers AV Replacement) which can be found in the Capital Improvements section of the budget book under Fund 420 (Capital Improvements and Acquisition Fund.) on page 478. This expenditure would also include the first year of preventative maintenance and support.
Should the City Council approve this agreement, funding for future years of ongoing annual preventative maintenance and support will be requested in future fiscal year budgets.
ATTACHMENTS
None.
MOTIONS
That the City Council:
1. Approve amendment to the existing professional services agreement with Cashel Corporation dba Integrated Media Systems (IMS) increasing the contract amount by $227,845 to include broadcast closed captioning, millwork services, enhanced audio visual functionality, and a preventative maintenance support agreement with an aggregate contract amount not-to-exceed $628,435;
2. Authorize the City Manager to approve amendments to the agreement for the annual preventative maintenance support agreement and related ongoing expenditures in an amount not-to-exceed $35,000 per fiscal year allowing for an annual increase of five percent until the agreement is substantially changed or terminated;
3. Authorize the City Attorney to review/prepare the necessary documents; and,
4. Authorize the City Manager to execute such documents on behalf of the City.