HomeMy WebLinkAboutOrdinance 5217 ORDINANCE NO, 5217 AN ORDINANCE WAIVING THE REQUIREMENTS OF FORMAL COMPETITIVE BIDDING AND APPROVING THE PURCHASE OF A BROADCAST VIDEO SERVER, PRODUCTION SYSTEM AND TRAINING FROM MEDIASTAR, INC. IN THE AMOUNT OF $27,375 .87. WHEREAS, the P.E.G. Television Center currently uses a MediaStar master control system; and, WHEREAS, the P.E.G. Television Center is in need of an additional MediaStar compatible server in order to maintain reliable on-air content; and. WHEREAS, MediaStar, Inc. is the sole-source provider of the needed equipment and training. NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1 . That the City Council of the City of Fayetteville, Arkansas hereby determines that an exceptional situation exists in which competitive bidding is deemed not feasible or practical, and therefore waives the requirements of formal competitive bidding to approve the purchase of a broadcast video server, production system and training from MediaStar, Inc. in the amount of $27,375.87. A copy of the MediaStar, Inc. proposal, marked Exhibit "A" is attached hereto and made a part hereof. �TR46aq Nt PASSED and APPROVED this 3d day of February, 2009. ��; G , p APPROVED: ATTEST: c : FpYETTEVILLE : 3 /h; �• '; ''r3roN �o. By: 2110By: O ELD JORDAN, yor SONDRA E. SMITH, City Clerk/Treasurer City of Fayetteville Staff Review Form C) kp City Council Agenda Items and j� ,j Contracts, Leases or Agreements /"' t ► d.star, 2/3/2009 T NC City Council Meeting Date Agenda Items Only Neal Bilbe Cable Administration General Government Submitted By Division Department Action Required: resolution to waive formal competitive bidding and approve the purchase of a Broadcast Video Server, Production System and Training from MediaStar Inc., in the amount of $27,375.87 $27,375.87 $42,000.00 PEG Television Center - Equipment Cost of this request Category / Project Budget Program Category / Project Name 4470.9470.5801 .00 $- Other Account Number Funds Used to Date Program / Project Category Name 02061 .1 $42,000.00 Sales Tax / Capital Project Number Remaining Balance Fund Name Budgeted Item =J Budget Adjustment Attached Previous Ordinance or Resolution # -'(Department Director Date Original Contract Date: i Original Contract Number: City Attorney Date Received in City Clerk's Office WFinanced Internal Service Director Date MJ Received in Oma � Mayors Office` Date omments: Revised April 16, 2007 Taye evi ARKANSAS City Council Memo To: Mayor Jordan and City Council From: Neal Bilbe, Production Technician, Cable Administration Date: January 12, 2009 Subject: MediaStar Equipment and Training RECOMMENDATION Approval of a purchase request for a larger capacity Server, a Production/Scheduling Computer and training from MediaStar, Inc in the amount of $27,375. 87. BACKGROUND The P.E.G. Television Center has been operating its MediaStar master control system for 18 months. As a result, City 16 Television's (Government Channel)on air presentation has greatly improved and its hours of on air programming have nearly doubled over the system it replaced. DISCUSSION City 16 has been transitioning from videotape and DVD formats to the more reliable Server for on air content and has fully utilized the capacity of the existing unit. Purchasing a second Server will ensure more reliable on air content. Purchasing a second Production/Scheduling system will allow City 16 and Community Access Television to separate databases, eliminating staff programming conflicts and cross channel database and hardware failure/corruption. The training being requested will allow staff of both channels to fully utilize the existing system and ensure that MediaStar operates at peak efficiency. BUDGETIMPACT The total cost of this request is $27,375. 87 and will be charged to the P.E.G. Television Center CIP budget for 2009 approved by the City Council. ORDINANCE NO. AN ORDINANCE WAIVING THE REQUIREMENTS OF FORMAL COMPETITIVE BIDDING AND APPROVING THE PURCHASE OF A BROADCAST VIDEO SERVER, PRODUCTION SYSTEM AND TRAINING FROM MEDIASTAR, INC. IN THE AMOUNT OF $273375 .87. WHEREAS, the P.E.G. Television Center currently uses a MediaStar master control system; and, WHEREAS, the P.E.G. Television Center is in need of an additional MediaStar compatible server in order to maintain reliable on-air content; and. WHEREAS, MediaStar, Inc. is the sole-source provider of the needed equipment and training. NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1 . That the City Council of the City of Fayetteville, Arkansas hereby determines that an exceptional situation exists in which competitive bidding is deemed not feasible or practical, and therefore waives the requirements of formal competitive bidding to approve the purchase of a broadcast video server, production system and training from MediaStar, Inc. in the amount of $27,375 .87. A copy of the MediaStar, Inc. proposal, marked Exhibit "A" is attached hereto and made a part hereof. PASSED and APPROVED this 3 d day of February, 2009. APPROVED: ATTEST: By: By: LIONELD JORDAN, Mayor SONDRA E. SMITH, City Clerk/Treasurer - k G \ : Ef7 « , c ! § 7 ■ K ` \ f 4 � | on CT tz - � 1p K \ kms \ { ) / r | E 0 ) « \ ~ & | , k % ( ( k ( # ° % bo ; m * � \ [ § \ / = G ! ' m \ ! Anew direction! mediastar- SG© Made in the U.S.A. U ■mw l Proposal for City of Fayetteville, AR, PEG center By Leslie Clavey September 16t4, 2008 1 of 1 Second Mediastar-SG Production/Scheduling system.. .......... .... ..... ............ .. .. .................................... .. .......... .... ..... ..$ 11 ,400 Price of additional Production/Scheduling system includes site license for second Mediastar-SG application MediastarSG integrated software package, includes these four modules: Production — create templated or scripted frames for mabmum efficiency Bookkeeping/content management — easy to use content library Editing - storyboard "thumb-nails* for quick editing, pre-air proofing Scheduling - unlimited advanced user-friendly scheduling, automatic drop-offs Mediastar-SG integrated hardware package, typically: Intel Pentium IV processor with redundant hard drives 32-bit (RS170M) broadcast-quality Image Capture board 19• color menu VGA monitor or LCD and AGP video card Mull channel RGB/S-Video/Composite NTSC display monitor, with under-scan Professional Audio (studio quality) production system High-speed communications software, including diagnostic modem Additional 1G Network switch for dedicated LAN configuration (no bandwidth constraints) Vstar-SG compatible MPEG2 SD & HD player - Broadcast-grade MPEG2 video server ......... .... ................. .... ..$ 7,000 This MPEG2 SD & HD player offers 90.150 hours of on-line video for on-air insertion. Transfer content using your network (10/100bt). This unit is HD capable and will play MPEG1 , MPEG2 (full DI ), MPEG4.2 (full D1) and MPEG4.10 (up to 720X48Op3O). Remotely manage your content. This industrial-grade, rackmount MPEG2 player has built-in error correction and will automatically recover from a power failure. Expenses: Shipping and Handling (estimated) ......................................... ....................... .........$ 297 Installation 1 day (1 technician)....... .................. ................... ................... .. .. ........... .$ 960 Training for 1 day (GAC) for up to 10 staff.... ................... .................. ................. ... .$ 800 Training for 1 day (CAT) for up to 10 staff . .......... ..... .................. ..... ............ .... .......$ 800 Per diem and travel for 3 days (5 actual travel days) .... ..... ....... ....... ..... .... .......... ....$ 3,801 Fullsystem price ............ ................................. ..... .... ................. .. ............. .. .............$ 26,058 Note: Changes to annual Full Service Support Contract: Additional system device (2n° Production/Scheduling workstation). . .... ..................$ 500 Future options (as GAC will be Increasing its use of MPEG2s, a DAS RAID will become necessarvl: Promise (DAS) — 600-800 hours of additional storage at 8 Mbps (2-3Tb formatted) ........................ .... .......... ....$ 9,725 Promise (DAS) is a Directly Attached Storage device onto which your MPEG2 files can be encoded directly, in real- time. The Promise (DAS) is connected directly to your Netstar system, which offers the opportunity to share all your video files throughout your LAN. The Promise (DAS) is a RAID device that ensures no data loss and support hot swapping of drives and power supply. mealastar- SG@ 702 Mangrove Ave. #221 • Chico, California 95926-3948 T (530) 82MEDIA • F (5301 898-9588 www.Me-d asior-SQ.com Employee owned and operated! mediastar--sG© 702 Mangrove Ave. #221 Chico, CA 95926-3948 Phone (530) 82 Media Fax (530) 898-9588 October 2008 Susan Thomas City of Fayetteville 113 West Mountain Street Fayetteville, AR 72701 Dear Susan Thomas In researching the "sole source" requirements and our responses to this question over the years, we believe we have found a credible response to this question. The justification herein is part of the public record regarding the acquisition of the Mediastar system by the US Air Force. The Broadcast-Grade MPEG2 Video Server is a proprietary item in that we, the exclusive OEM (Original Equipment Manufacturer) contracted with the manufacturer to modify the Video Server for use with the Mediastar system. Furthermore these significant modifications to both the hardware and software of the MPEG2 Video Server are required in order to integrate the Video Server within our Mediastar System. These modifications are unique to Mediastar and were created in-house by our own developers - hence we are the sole source of this item. Any use of our proprietary software or hardware would be a breach of both our license agreement with the city of Fayetteville and a breach of Copyright laws in the US and internationally. The Department of the Air Force, 90th Space Wing described our "audio visual production studio system" as follow: "... (Mediastar Inc.) is the only contractor found to offer a cradle to grave package. They provide for the total needs of the system — equipment, setup, installation, initial and continued training, support services and troubleshooting. Mediastar is the only fully integrated system available. The company is the sole manufacturer who does not sell through distributors, therefore the products cannot be obtained from another source. . . and is the only company that continues to support legacy equipment through a Full Service Contract service program" This was the US Air Force's sole source justification for purchasing the Mediastar system and all its integrated components, including the Broadcast-Grade MPEG2 Video Server. I hope this provides you with the information that you needed. Leslie Clavey PEG Specialist Mediastar Inc. Page 1 of 1 Clarice Pearman - Ord. 5217 From: Clarice Pearman To: Bilbe, Neal Date: 2.9.09 12:42 PM Subject: Ord. 5217 CC: Audit Attachments: Audit Neal: Attached is a copy of the above ordinance passed by City Council regarding a bid waiver for Mediastar, Inc. I will forwarding the original purchase requisition to Purchasing. Please let me know if there is anything else needed for this item. Have a good day. Clarice file:HC :\Documents%20and%20 Settings\cpearman.000\Local%20Settings\Temp\XPgrpwise\499024B4FA.. . 2.9.09