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Res No 184-16-14739RESOLUTION NO:184-16-14739 A Resolution authorizing the City Manager to negotiate and purchase high definition cameras for the City chambers to support the broadcasting and recording of public meetings from Rushworks. WHEREAS,the City broadcasts and records various public meetings over cable systems and on-demand streaming services;and WHEREAS,the public's access to view public meetings promotes an informed citizenry by providing access to City government through open and accessible meetings and accurate recordings of public meeting proceedings;and WHEREAS,the standard definition cameras currently in use are over eight years old and represent a significant component of the overall broadcast media system and; WHEREAS,over the past three-years the City has replaced and upgraded all of the broadcast media components,with the primary media components purchased from Rushworks, to ensure the timely and reliable delivery oflive broadcasts and recordings of public meetings; and WHEREAS,replacement and upgrade of the cameras to high definition enhance the reliabilityof the broadcast system andwill improve the video quality forlive broadcasts and recordings;and WHEREAS,the City obtained quotes from three sources of supply andwhile the high definition camera quote fromRushworksisnot the lowbidder,the Cityis recommending to purchase the cameras fromRushworkswho will actasasingle point of contact for the entire broadcast mediasystem,including cameras,and will coordinate repairs if necessary and replacement or warranty work by the manufacturer;and WHEREAS,the expense for the high definition cameras willbe charged to Account No. 001-1340-513-3450,Contractual Services. NOW,THEREFORE,BEIT RESOLVED THE MAYOR AND THECITY COMMISSION OFTHE CITYOF SOUTH MIAMI,FLORIDA: Section 1.TheCity Manager is hereby authorized to negotiate and purchase high definition cameras for the City chambers to support the broadcasting andrecordingofpublic meetings from Rushworks for an amount not to exceed $10,599. Page 1 of 2 Res.No.184-16-14739 Section 2.Severability.If any section,clause,sentence,or phrase of this resolution is forany reason heldinvalid or unconstitutional bya court of competent jurisdiction,this holding shall not affect the validity of the remaining portions of this resolution. Section 3.Effective Date:This resolution shall take effect immediately upon approval. PASSEDAND APPROVED this 20thdav of September ,2016 ATTEST: CITY CLERK READ AND APPROVED ASTOFORM LANGUAGE^jfSALITY AND EXECUI«m%EREOFy Page 2 of 2 COMMISSION VOTE: Mayor Stoddard: Vice Mayor Welsh: Commissioner Edmond: Commissioner Liebman: Commissioner Harris: 3-2 Yea Nay Yea Nay Yea (J) South"Miami THE CITY OF PLEASANT LIVING CITY OF SOUTH MIAMI OFFICE OF THE CITY MANAGER INTER-OFFICE MEMORANDUM To:The Honorable Mayor&MembersoftheCityCommission FROM:StevenAlexander,CityManager Date:September 20,2016 AgendaItem No.:_J Subject: Background: A Resolution authorizing the City Manager to negotiate and purchase high definition cameras for the City chambers to support the broadcasting and recording of public meetings from Rushworks. TheCityregularly broadcasts and records publicmeetingsanddelivers those broadcasts to cablesystemsand on-demand streaming through Granicus,a software program that distributes live and on-demand media. Over thepast three years,the Cityhasreplacedandupgraded the broadcast media components and related equipment and servers to ensure publicmeetings are delivered efficientlyand without interruption to the viewingpublic.The four cameras currently inusehave not been replaced and represent asignificant component of the overallsystem to deliverand broadcast publicmeetings. The current cameras are Standard Definition(SD)technology andhave beeninplaceforovereightyears.The proposed High Definition (HD) cameras are the latest technology andcoupledwith the upgraded broadcast mediaequipment,wouldenabletheCity to deliver high definition broadcasts ofpublicmeetings. TheuseofHDcameras will improve the picturequalityfor those viewers that havehigh definition equipment and more importantlywiththis upgrade,the City will havereplacedallrelated broadcast media equipment usedto broadcast anddeliverpublicmeetings to theviewing public.SD cameras that are over eight years oldhaveahigherprobability ofout-of-service interruptions andwould compromise the City'sability to deliverpublicmeetingsto the viewingpublicwhen expected. Anadditionalbenefitto high definition broadcasts isthe improvement to the viewingqualityofgraphic presentations that accompanyagendaitems or workshops andfor informational presentations presented bystaff,the publicandgueststopublicmeetings. MrMi'South'Miami THE CITY OF PLEASANT LIVING CITY OF SOUTH MIAMI OFFICE OF THE CITY MANAGER INTER-OFFICE MEMORANDUM TheCityisrecommendingpurchasing the camerasfromRushworks,the providerof the audio visual broadcastmediaequipment.The broadcast media equipment represents a significant investmentfortheCityandis currently supported byRushworks through an on-call 24/7/365 annual support agreement.TheCityis recommending the cameras be supported byasimilar agreement fromRushworks that includes software updatesandallintegratedcamerafunctions.Thecamera support agreement wouldapplyoneyearafter the initial purchase.The purchase pricefor the camerasincludes the support agreement features and servicesduringtheoneyearwarrantyperiod. Cameras canbepurchasedfrom other sources besidesRushworksandin some cases,at a lower acquisitionprice.Forexample,a quotation secured fromB&HVideoisthelow quote forfour cameras,$9,160. However,the Citybelievesitisthelong-termbest interest of the City forthe entire broadcast mediasystem,including the HDcameras,be maintainedand supported byasingleprovider,Rushworks.Moreover, Rushworkswillbeasinglepointof contact for the entire broadcast mediasystemwho will coordinate repairsifnecessaryand replacement or warranty work bythemanufacturer.B&HVideo cannot providethe same support and level ofserviceasRushworksandactassingle point of contact for service issues related to the entire broadcast media system. Asummaryof the quotations,forfourModelVC-A50SLumenscameras (white or blackoption),are below: VENDOR AMOUNT B&H Video $9,160 Rushworks $10,599 Sale Stores $13,000 For comparison purposes,aSDcamera quotation isincludedin the back up.ThepriceforfourSDcamerasisapproximately$11,996,whichisa higher cost than the recommended HD option fromRushworks. The support agreement feeis8%of the camera acquisitioncost, representing $840.The support agreement costsarenotapartofthe HDcamerapurchase recommendation. tWI MiamiSouth'Miami office OF THE CITY MANAGER THE CITY OF PLEASANT LIVING CITY OF SOUTH MIAMI CE OF THE CITY MANA INTER-OFFICE MEMORANDUM Expense:$10,599 to Account No.001 -1340-513-3450 "Contractual Services,"with a balance of $18,412. Attachments:Resolution Rushworks Quotation HD&SD Camera Comparable Quotations 800 ParkerSquare,Suite 200*FlowerMound,TX75028 *888.894.7874*972.899.8140 fax AUTOMATION & PRODUCTION SYSTEMS Proposal Prepared For John Webster CITY OF SOUTH MIAMI September 8,2016 This Proposal valid for 30 days SMIAM090816-LU 4JLUMENS VC-A50S HD PAN/TILT/ZOOM CAMERAS 20x OPTICAL 2,625.00 $10,500.00 Notes ASAP support is included for one year fromthe date ofacquisition. Renewal onthis portion is optional bginningthe second year after acquisition.WithASAP,any issues wiith operations or connections on the camera willbe directed to RUSHWORKS,who will also coordinate any requisite repairs,replacement and/or warrantyworkbythe manufacturer. SDI-rated coax is recommended to replace the current analog coax on the camera runs:Gepco VSD-2001 isa cost-effective alternative. Terms:50%withPurchase Order;balancedue priortoshipping. 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