SR-10-02-2012-3BCity Council Meeting: October 2, 2012
Agenda Item: 38
To: Mayor and City Council
From: Kathryn Vernez, Deputy City Manager — Special Projects
Subject: Purchase of City TV Studio Camera Equipment
Recommended Action
Staff recommends that the City Council authorize the City Manager to negotiate and
execute a contract with Ikegami, a Maywood, NJ -based company, for the purchase of 4
studio video cameras plus related support equipment for the CityTV Studio in the
amount of $276,553.
Executive Summary
Beginning this fall, CityTV's studio and local election programming will be produced in a
new City -owned facility at 1654 19th Street. Property acquisition, design, and tenant
improvements have been funded by cable television related sources. The facility is now
in need of studio production equipment at a cost of $276,553, in order to become fully
operational and productive.
Background
CityTV is responsible for the government community cable channel of the City of Santa
Monica. The channel is funded, programmed, and operated by the City, and is
available to every cable television subscriber within the City. CityTV's flagship cable
channel provides live coverage of public meetings, news, series, and live call -in
programming. Programming is also streamed live on the web and some programs are
also available on -line.
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On July 8, 2008, Council approved a property lease at 1654 19th Street for the new
CityTV facility. The lease term was for ten years with two five -year options and included
an option to acquire the property.
Design services were approved by Council on December 2, 2008 and on October 27,
2009, Council approved the acquisition of the property at 1654 19th Street. On
December 14. 2010 Council approved tenant improvements for the new CityTV facility.
The $3.2 million cost for the acquisition of the property will be paid for using current and
future cable television / "PEG" (Public, Educational and Government Access) fees. The
design and tenant improvements have been funded by utilizing a one -time settlement
payment from Adelphia Cable, a former cable television operator in the City.
On March 27, 2012, Council approved an appropriation of $450,000 to allow for the
purchase of cameras, control room equipment, audio equipment, graphics equipment
and lighting equipment needed to fully equip the studio production facility.
Discussion
Beginning this fall, CityTV's studio and local election programming will be produced in
the new facility at 1654 19" Street. The cost of the studio camera equipment, 4 video
cameras including lenses, viewfinders, pedestals, camera control units and other
related support equipment is $276,553. The estimated life of this equipment is 8 to 12
years.
CityTV studio programs will be produced in partnership with Santa Monica College, the
Santa Monica - Malibu Unified School District, City departments, boards and
commissions, local non - profits and local arts organizations.
Vendor Selection
In August 2012, the City published Notices Inviting Bids to provide studio cameras as
required by City TV in accordance with City specifications. The bid was posted on the
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City's on -line bidding site, and notices were advertised in the Santa Monica Daily Press
in accordance with City Charter and Municipal Code provisions. There were 421
vendors notified and 31 vendors downloaded the bid. One bid was received and
publicly opened on August 29, 2012 per Attachment A. The bid was evaluated based
on the price, product availability, selection, quality of material, and compliance with City
specifications. Based on these criteria Ikegami is recommended as the best bidder to
provide the studio cameras in accordance with the City specification.
Financial Impacts & Budget Actions
The contract to be awarded to Ikegami is $276,553. Funds are available in the FY
2012 -2013 budget in division 2072 Community & Government Relations /CityTV. The
contract will be charged to account 0013140.589000.
Prepared by: Robin Gee, Cable TV and Public Information Manager
Approved:
I -�
K 4thryne ez
Deputy City Manager, Special Projects
3
Forwarded to Council:
Rod Gould
City Manager
ATTACHMENT
BID: F4030 CITY TV STUDIO CAMERAS
BID DESCRIPTION: Provide decals as required by Resource Recovery and Recycling for the period of 711112 — 6/30/13.
ITEM #
QUANTITY
MODEL #
UNIT
PRICE
EXTENDED
COST
COMMENTS
1
4
HDK- 77EC /BSF9
$36,999
$147,996
2
1
VF41XHDE
$2,288
$2,288
3
4
MH -904
$266.50
$1,066
4
4
TAP -79
$130
$520
ITEM SUBSTITUTION ET- HLM/PT
5
4
OCP -200
$4,030
$16,120
6
4
CP -5 MINI
$120.25
$481
7
1
CPU -301 W
$945
$945
8
11
IKJ13X6BKRS
$6,400
$6,400
9
3
KJ17e7.7BIRSE
$8,745
$26,235
10
3
MS -220M
$2,301.40
$6,904.20
11
13 1
P70- MASTER
$14,434
$43,302
FOB MAYWOOD, NJ
SUB TOTAL
$252,257.20
SALES TAX (9.25 %)
$23,333.79
DELIVERY IF ANY)
$962.00
GRAND TOTAL
$276,552.99
BID CLOSING DATE: 8/29/12
Reference Contract No.
9647(CCS).