Administrative
Report
H.8., File # 22-3770 Meeting Date: 3/1/2022
To: MAYOR AND CITY COUNCIL
From: CHRISTOHPER BENSON, INFORMATION TECH DIRECTOR
TITLE
APPROVE AN AGREEMENT WITH CASHEL CORPORATION, DBA INTEGRATED MEDIA
SYSTEMS FOR COUNCIL CHAMBERS AND MAIN LIBRARY AUDIO VISUAL AND BROADCAST
SYSTEMS REMOTE MONITORING, PREVENTIVE MAINTENANCE AND MAINTENANCE SERVICES FOR AN AMOUNT NOT TO EXCEED $96,670 AND THE TERM MARCH 1, 2022 - FEBRUARY 28, 2025.
EXECUTIVE SUMMARY
Integrated Media Services (IMS) will provide maintenance and support services for the City Council Chambers and Main Library’s recently upgraded broadcast and audio-visual (AV) infrastructures and related peripheral equipment. Services will include remote system monitoring, troubleshooting, firmware updates, technical support and preventative maintenance. After hours support will also be available as needed. IMS performed the design work and implementation for the new infrastructure and is intimately familiar with the complex networking and AV signal path for both system locations.
BACKGROUND
With the recent significant upgrades to the City Council Chamber’s audio-visual and broadcast system and the implementation of similar broadcast capabilities in the Main Library large meeting room, it is imperative to have maintenance and support services for these mission critical environments. City staff can only react to basic equipment failures and do not have the expertise to maintain and adequately troubleshoot the more complex AV and broadcast issues which, at times, have resulted in the inability to broadcast/re-broadcast public meetings or have caused significant broadcast delays.
Under the terms of the agreement IMS will provide:
· Remote system monitoring
· Remote troubleshooting
· Remote reboot capabilities
· Remote firmware updates
· On-site preventative maintenance of AV and broadcast equipment · Preferred priority technical service
· After-hours support as needed
H.8., File # 22-3770 Meeting Date: 3/1/2022
Detailed descriptions of the above listed services are available in the attached agreement.
COORDINATION
The IMS agreement for maintenance and support services was coordinated between IMS and IT staff. The agreement was approved as to form by the City Attorney’s Office.
FISCAL IMPACT
The FY 21-22 cost of $28,890 for IMS maintenance services will be paid from the FY 21-22 IT Department Internal Service Fund and is included in the IT Department’s annual operating budget.
Future funding for the agreement will be included in later fiscal year budgets. The annualized cost of the services is as follows:
Funding Expenditures
$96,670 IT Internal Service
Fund
$78,300 Maintenance Cost (3 years)
4,995 Engineering Services
3,375 Technician Services
10,000 Project Work; After Hours Support
$96,670 3 Year Not to Exceed
APPROVED BY:
Mike Witzansky, City Manager
ATTACHMENTS
Agreement with IMS Design Services
Redondo Beach Certificate of Insurance through 04-01-22