1 STAFF REPORT
DATE: November 19, 2024
TO: Justin Hess, City Manager
FROM: Jonathan Jones, Communications Manager
BY: Daniel Amaya, Administrative Analyst II
SUBJECT: Approval of a Sole-Source Professional Service Agreement with Key Code Media, Inc. for the Purchase and Integration of Audio-Visual Equipment and Equipment Support Renewals for the City of Burbank’s Community Services Building Room 104 and Amend the Fiscal Year 2024-25 Adopted Budget
RECOMMENDATION
1. Approve a Sole-Source Professional Services Agreement (Attachment 1) between the City of Burbank and Key Code Media, Inc. for the purchase , integration, and support renewals of audio -visual, broadcast, and recording equipment in the Community Services Building Room 104.
2. Amend the Fiscal Year (FY) 2024 -25 Adopted Budget by appropriating $185,450.62 from account no. 001.ND000.30013.1015.000000.00000 (General Fund, Non-Departmental, Restricted PEG fees) to expenditure account no. 001.CM02A.62300.1016.000000.00000 (General Fund, Public Information Office, Special Departmental Supplies, Burbank Channel) for the purchase and installation of audio-visual, broadcast, and recording equipment in the Community Services Building Room 104.
BACKGROUND
The City currently operates a government-access television station, The Burbank Channel, which broadcasts on Spectrum Cable Channel 6 and AT&T U -Verse Channel 99, and streams live on the City's website.
2 In April 2010, the City Council (Council) authorized the implementation of a one percent Public, Education, and Government (PEG) access fee, paid by video service franchisees Charter Communications (now Spectrum) and AT&T U-verse. PEG revenue funds offset capital expenditures associated with PEG access channels, which would have previously been funded by the General Fund. PEG revenue funds cannot be used for operating expenses and are restricted for use only towards PEG-related capital expenditures. PEG funds were previously used to equip the Community Services Building Room 104 (CSB 104), located at 150 North Third Street, Burbank, CA 91502 , with broadcast equipment to televise public meetings. The existing equipment is now aging or no longer operational, and the City will utilize PEG funding to upgrade the audio-visual equipment in CSB 104.
The Public Information Office (PIO) currently utilizes audio-visual equipment in CSB 104 to broadcast, stream, record, and archive live public meetings. An important aspect of these meetings is ensuring a high-quality audio and video feed in CSB 104 for broadcast viewers. The current equipment has become dated, at times unreliable, and challenging to use. Th is project aims to upgrade the audio system within CSB 104 and provide a redundancy system to ensure equipment reliability. Another key goal is to ensure the video feed’s reliability as it is routed through various City-owned equipment to the viewers.
This project will also enhance the broadcast system ’s ability to bypass any equipment malfunctions that could disrupt the video feed.
DISCUSSION
Pursuant to Burbank Municipal Code § 2-2-112, the City may enter into a sole -source agreement as an exception to competitive bidding when compatibility with items in use by the City is an overriding consideration and/or when it is in the best interest of the City.
The PIO has selected Key Code Media (Key Code) to complete this project. Key Code has demonstrated exceptional reliability and knowledge in purchasing and installing broadcast and live production equipment, having successfully completed similar projects in the City Hall Council Chamber and CSB 104. Using Key Code as the vendor for this project will ensure consistency in the quality of work and integration with existing equipment within the City. Key Code currently provides on-call technical support and a service warranty for equipment through out the City in accordance with Agreement #159284, dated and approved by Council on October 16, 2019. This project also aims to renew support with Key Code and existing equipment manufacturers , ensuring that the City’s audio-visual equipment remains covered in the event of malfunction. All new equipment implemented in this project will be covered under Key Code’s service warranty.
It is in the City’s best interest to benefit from the cost savings, efficiency, and consistency offered through a seamless upgrade and integration process provided by Key Code. Staff will coordinate with Key Code on i mplementation dates to ensure that the equipment installation does not interfere with scheduled public meetings in CSB 104. 3 ENVIRONMENTAL REVIEW
This activity has no potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment, and as such, is not a “project” subject to the requirements of the California Environmental Quality Act (CEQA) 14 Cal. Code Regs § 15378.
FISCAL IMPACT
This project will be fully funded utilizing restricted PEG funds. Staff is requesting Council authority to amend the FY 2024 -25 Adopted Budget by appropriating $185,450.62 from account no. 001.ND000.30013.1015.000000.00000 (General Fund, Non -Departmental, Restricted PEG fees) to expenditure account no. 001.CM02A.62300.1016.000000.00000 (General Fund, Public Information Office, Special Departmental Supplies, Burbank Channel) for the purchase and in tegration of audio -visual, broadcast, and recording equipment in CSB 104. Key Code’s sales media quotation is included (Attachment 2).
CONCLUSION
CSB 104 is the City’s most frequently used meeting space and hosts a variety of City boards, commissions, and coalitions, and City /community meetings. This project will equip the meeting room with high quality , up-to-date audio-visual equipment consistent with industry standards. These upgrades will ensure the quality and reliability of audio and video for public meetings in CSB 104 and prepare staff against equipment malfunction to support continuity of all broadcast operations.
Staff recommends the approval of a sole -source agreement with Key Code as compatibility with existing equipment is an overriding concern and it is in the best interest of the City.
ATTACHMENTS
Attachment 1 – Professional Services Agreement with Key Code Media, Inc.
Attachment 2 – Key Code Media Quotation #235143