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SUBJECT: PROFESSIONAL SERVICES AGREEMENT FOR BROADCAST UPGRADE <br />DATE: APRIL 17, 2018 <br />PAGE 2 OF 3 <br />The City received the following proposals in response to the RFP: <br />Firm <br />Proposed Fee <br />Encore Broadcast Solutions <br />$283,000.00 <br />5280 Digital Inc. <br />$148,611.25 <br />Sandy Audio Visual <br />$102,394.00 <br />The proposal review committee consisted of City Clerk Meredyth Muth, Camera <br />Operator Dave Lee, System Administrator Daniel Wooldridge and Assistant to the City <br />Manager Emily Hogan. The review committee selected 5280 Digital Inc. because the <br />firm has extensive experience designing and installing similar broadcast systems for <br />other municipalities and can provide ongoing maintenance as the firm is located in <br />Colorado. <br />FISCAL IMPACT <br />The breakdown of project costs for the selected proposal (including labor for installation) <br />is listed below: <br />205120-600008 (PEG Fund) <br />Broadcast - $81,187.20 <br />Visual - $52,776.05 <br />Audio - $4,350.00 <br />Closed Captioning $10,298.00 <br />Total Cost - $148,611.25 <br />Per the Franchise Agreement, Comcast is required to provide the City $.50 per month <br />per Residential Subscriber to be used for capital costs related to PEG access. The 2017 <br />year-end balance of the City's PEG Fee Fund is $76,376. The City is planning to <br />replace a portion of the audio equipment in May to address immediate sound issues <br />prior to the upgrade. The cost of the audio repair is $9,996.50. Following the repair, the <br />remaining balance of the PEG Fee Fund will be $66,380. <br />Staff will request a budget amendment in the amount of $140,000 in June to cover the <br />total cost of the upgrade, pay the monthly closed captioning fee for the remainder of <br />2018 and leave a balance of $5,000 in the PEG fund for any unforeseen expenses. To <br />adequately fund this amendment, staff also proposes to transfer approx. $70,000 from <br />the General Fund to the PEG Fee Fund. This transfer will also be formalized during the <br />upcoming budget amendment. <br />It should be noted that the General Fund can be reimbursed the $70,000 over the next 3 <br />to 4 years with future PEG fees. Staff is seeking approval of the professional services <br />CITY COUNCIL COMMUNICATION <br />57 <br />