CITY OF SIGNAL HILL
STAFF REPORT
2175 Cherry Avenue • Signal
Hill, California 90755-3799
8/8/2023
AGENDA ITEM
TO: HONORABLE MAYOR
AND MEMBERS OF THE CITY COUNCIL
FROM: CARLO TOMAINO
CITY MANAGER
BY: GRISSEL CHAVEZ
DEPUTY CITY MANAGER
SHARON DEL ROSARIO
ADMINISTRATIVE SERVICES OFFICER/FINANCE DIRECTOR
KIMBERLY BOLES
SENIOR DEPUTY CITY CLERK
SUBJECT:
CONTRACT SERVICES AGREEMENT WITH STUDIO SPECTRUM, INC. FOR CITY
COUNCIL CHAMBER AUDIO VISUAL IMPROVEMENT PROJECT
Summary:
The City Council will consider entering into a new Contract Services Agreement with Studio Spectrum, Inc. (Studio Spectrum) to purchase and install new video hardware and broadcast systems, City Council Chamber and control room equipment, and provide streaming video services, including closed captioning, for a not-to-exceed amount of $198,088.79, in a form approved by the City Attorney; and authorize the City Manager to approve a contingency in the amount not to exceed 10%.
Recommendation:
Authorize the City Manager to enter into a three-year Agreement with Studio Spectrum to purchase and install new video hardware and broadcast systems, City Council Chamber and control room equipment, and provide streaming video services, including closed captioning, for a not-to-exceed amount of $198,088.79, in a form approved by the City Attorney; and authorize the City Manager to approve a contingency in the amount not to exceed 10%.
Fiscal Impact:
Funds in the amount of $213,000 are budgeted in the approved FY 2023-24 City Council budget (Account No. 100-43-5400) for this project. The total contract amount over the three-year term is CITY OF SIGNAL HILL Page 1 of 6 Printed on 8/4/2023
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(Account No. 100-43-5400) for this project. The total contract amount over the three-year term is $198,088.79 as broken down below. Funding for years 2 and 3 will be included in the respective fiscal year budget.
Strategic Plan Objective:
Goal No. 6: Promote a transparent and open government.
Background:
The City’s video hardware and broadcast equipment has not been replaced in several years. The equipment continues to have multiple technical issues requiring IT or other technical assistance either during or prior to City Council meetings to ensure continued functionality. The City also retains the services of a video consultant to provide support for each meeting. Last year, staff began researching options for a replacement system compatible with the City’s existing agenda management portal, Granicus, that would also support remote video services. The City investigated three options and solicited proposals from these firms. Staff recommended City Council approve a contract with Swagit and on September 27, 2022, the City Council approved an agreement to purchase and install video hardware and broadcast system and streaming video services for a not-toexceed amount of $111,900. Another company subsequently acquired Swagit which created uncertainty regarding its ability to perform the requested contract services. Staff ultimately did not proceed with the implementation of the Swagit contract.
Analysis:
The City recently solicited proposals from four firms, including two firms from the prior solicitation request, to complete the equipment upgrades and production services support for the City’s public meetings.
Selection of Studio Spectrum
Staff performed its due diligence and extensive research and analysis to identify competent, experienced, and qualified vendors that could provide the desired scope of services for the City CITY OF SIGNAL HILL Page 2 of 6 Printed on 8/4/2023
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experienced, and qualified vendors that could provide the desired scope of services for the City which include leveraging the City’s existing agenda management software and providing closed captioning services. As there are a limited number of vendors that provide this type of work and scope specific to Signal Hill’s need, staff invited the two vendors from the first solicitation to rebid the expanded project scope and invited two additional vendors selected based on the City’s IT provider’s experience based on the City’s technology and software compatibility needs and overall technical qualifications. Staff met with the proposers and performed a job walk, holding several meetings and phone calls with each one to confirm their understanding and scope involved given the importance of the project. Staff believes the proposed contract with Studio Spectrum satisfies the City’s Purchasing Policy; therefore, the procurement actions taken were in the best interest of the City.
Upon review of proposals by the Selection Committee consisting of the Senior Deputy City Clerk, Finance Director, Deputy City Manager, and IT Consultant, staff recommends awarding the contract to Studio Spectrum. Based on staff’s review, Studio Spectrum provided the most pragmatic approach for the planning, installation, and maintenance of a new audiovisual system. Studio Spectrum will utilize elements of the City’s existing system’s most reliable pieces of existing equipment and integrate them with cost effective, current, state-of-the-art hardware, software, and custom programming to deliver the requested features.
Studio Spectrum is a local Southern California audio-visual system integrator and video production company providing these services for almost 50 years. A few of the Southern California cities and government entities for whom the company provides a full range of services include, Alhambra, Arcadia, and South Pasadena along with system design and installation of production systems for cities of Burbank, Calabasas, Cerritos, Eastvale, Fountain Valley, Glendale, La Mirada, Long Beach, Norwalk, Pasadena, Rosemead, and South Gate. Staff contacted references and all provided positive feedback regarding services provided by Studio Spectrum. Overall, Studio Spectrum provided equipment options and services that are cost effective while meeting the City’s goal of broadly improving the equipment functionality in the City Council Chambers while enhancing viewer experiences.
Proposed Scope of Work
The City’s initial solicitation in 2022 proposed reusing the existing equipment, however, after further review, staff determined the equipment should also be upgraded and was therefore included in the revised scope of work. A partial list of the hardware and software upgrades to the system included the following:
· Rebuild the current City Council Chamber Audio-Video and Broadcast Systems. · Move the current control room from the basement to the IT room. · Provide on-going broadcast operational staffing and maintenance services. · Two video monitors that will replace the projection screen. · Touchscreen controls for the audio-visual system.
· Capabilities for high-definition broadcast.
· Closed-captioning encoder.
· Direct to Internet streaming encoder.
· More advanced Zoom integration for Hybrid Meetings.
· Video and audio recording ability for backups.
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· Ability to operate remotely through the Internet in emergency situations. · A closed captioning encoder to allow closed captioned text on Cable Broadcast and Cable playback streams.
As noted, the current control room would be moved from the basement to the IT room. Closer proximity of the control room to the City Council Chamber would also allow the video operator to provide technical assistance more quickly as needed for staff in the City Council Chamber during meetings. The new vendor would also provide ongoing operation and maintenance of the City’s new systems. These services include:
· Pre-preparation of graphics and related materials needed for the broadcast. · Testing and adjustments of cameras and sound before broadcast. · Full operation of the broadcast system including:
o Camera positioning and switching.
o Lower third graphics as appropriate.
o Playback of scheduled inserted materials such as videos and presentations o Recording of the meetings to backup files.
o Adjusting and balancing of broadcast video and audio signals. o Interfacing with Granicus for internet streaming.
o Controlling live cable feeds to Charter and Frontier Cable. o Inserting Closed Captioning into the Cable stream.
o Programming cable playback scheduling at the conclusion of the meetings. o Cleanup and performing maintenance as required.
o Maintenance and recalibration of the entire system.
· Reporting and coordinating with staff on operation and changing needs. · Expanded Cablecast streaming encoder and system which include:
o The ability to stream to the Internet on multiple social media platforms. o More complete analytics and user viewing insights.
o Multiple language subtitling.
o Video on demand.
o Program indexing.
· Production and broadcast live special events remotely as requested. · Pre-production of special videos and public service announcements as requested.
Studio Spectrum’s one-time cost of equipment and installation totals $113,008.79. Additionally, the annual cost of production staffing for streaming, indexing and maintenance services during live City Council Meetings ($26,500), along with closed captioning services ($1,860) is estimated at $28,360.
These annual fees are estimated based on a certain number of hours of meetings, and translation based on the Spanish language only. Actual costs will depend on the number of meetings held and their duration. The total cost of the contract with Studio Spectrum over the three-year term including equipment, labor, and production staffing is $198,088.79.
City’s Streaming System
Through recent conversations with Granicus, the current service provider that streams the City Council meetings live, staff learned that the existing standard definition video feed shown on the CITY OF SIGNAL HILL Page 4 of 6 Printed on 8/4/2023
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Council meetings live, staff learned that the existing standard definition video feed shown on the City’s website can be upgraded to 720P high-definition for an approximate cost of $1,000 for a 12- month period. Staff is in the process of securing that upgrade and anticipates the high-definition resolution on the website live streaming will be in effect by mid-September 2023. In the next six to 12 months, the vendor will offer its users an enhanced encoder that could upgrade to full highdefinition resolution from 720P to 4K; the additional costs to upgrade to this resolution are unknown at this time.
Additionally, Granicus’ cost for providing closed captioning streaming is cost prohibitive at over $53,000 annually. The City is unable to introduce another closed captioning streaming device into the Granicus system. For that reason, the City recommends providing a secondary streaming system (through Cablecast) that will offer closed captioning, as further stated below.
City’s Cable Channel
Despite the implementation of a new audio-visual system broadcast, viewers will be unable to access these enhanced features through the Spectrum cable channel. This limitation is due to the City's outdated system, which hinders the delivery of high-quality content and closed captioning. Staff explored an option to improve video quality with Spectrum Cable, which requires upgrading a piece of hardware called an encoder at an estimated cost of $5,000 as a one-time expense. Additionally, there may be further installation costs as well as ongoing support costs of approximately $10,000 annually. Spectrum Cable would not provide information regarding the number of cable television viewers, making it difficult to assess the true public benefit. Considering the high costs involved and the uncertainty surrounding the number of potential viewers, the staff suggests forgoing this cable channel improvement at this time.
Instead of working with the City’s cable provider, staff recommends a streaming service called Cablecast to stream City Council meetings live with closed captioning. This option would allow the City Council meetings and City’s cable channel programming to be viewed in high-definition and provide closed captioning on three media sites:
· City’s website.
· Video on demand on smart television platforms (Roku, Apple TV, Amazon, Android Mobile, IOS Mobile).
· Smart phones via Cablecast application (phone app).
This Cablecast option is included in Studio Spectrum’s proposed scope of work and total contract costs referenced in the fiscal impact. Staff will work on an educational outreach information campaign to educate residents on this new offering when the system goes live.
Schedule
Subject to City Council approval of the proposed contract, Studio Spectrum anticipates it will take approximately three weeks to install the new video production system. The work is anticipated to be completed during the November 15 to December 8 timeframe when the City Council meeting calendar is expected to go dark.
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Attachment:
A. Contract Services Agreement
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