ADMINISTRATION- Clark Arneson, City Manager
Title
ACCEPT PROPOSAL FROM ALPHA VIDEO FOR THE CITY COUNCIL CHAMBERS AUDIO-VISUAL SYSTEM UPGRADE AND AMEND THE 2017 CABLE TELEVISION BUDGET
Background
The City’s current analog broadcast production system for City meetings was installed with the construction of City Hall in 2002. Quite a bit of the equipment is over 20 years old and the signal provided by this equipment to the North Metro Television head end is an analog signal of poor quality. North Metro Television is converting to High Definition platform for its and member Cities programming.
With the North Metro Television changeover to High Definition, the City requested proposals for a new High Definition video production system with all new equipment for the City Council Chambers, Control Room, and the Cloverleaf Farms Room. This project will also integrate the Cloverleaf Farms Room into the production system.
The City received two proposals for the project.
Alpha Video $168,310.89
Z Systems $187,693.01
City staff worked with Alpha Video on past projects and feel Alpha provides quality work and are qualified to do this project. City staff recommends accepting Alpha Video’s proposal for $168,310.89 along with a 10% contingency to bring the not-to-exceed project total to $185,142. The project will be funded from the City’s Cable Television Fund, which receives its funds from Cable Television Franchise fees paid to the City for this purpose.
Funding for this project was appropriated in 2016 and went unspent. Because no appropriation was provided in the 2017 budget, staff is also requesting that Council approve a 2017 budget amendment of $185,150 in the Cable TV Fund. The funds are on hand and available in the Cable TV Fund.
Recommendation
City staff recommend that the City Council accept the proposal from Alpha Video for the City’s new video production system, authorize the Mayor and City Manager to enter into an agreement with Alpha Video for the project, and amend the Cable Budget per the following resolution.
Body
WHEREAS, Sound budgeting principles promote appropriating necessary funds required to accomplish approved objectives; and
WHEREAS, Sound budgeting principles also promote providing for contingencies and unforeseen emergencies so as to not prevent objectives from being met; and
WHEREAS, Appropriations were made in 2017 sufficient for anticipated Cable TV related capital needs; and
WHEREAS, the City Council has expressed their desire to fund additional HD improvements in certain locations in City Hall; and
WHEREAS, sufficient funds are held in reserve to accommodate necessary and expedient budget amendments in the Cable TV Fund;
NOW THEREFORE BE IT RESOLVED that the City Council of Blaine amends the 2017 Cable TV Fund Budget, and authorizes the use of reserves to fund capital improvements for a high definition video production system and related equipment for the City Council Chambers, Control Room, and Cloverleaf Farms Room in the following account:
Cable Television Fund, Other Equipment 230.20.290.292-4580, in the amount of $185,150.
PASSED by the City Council this 13th day of July 2017.