Report to Mayor and City Council
Tuesday, May 05, 2020
Consent
SUBJECT:
Title
CONSIDER APPROVAL OF RESOLUTION NO. 20-080, AMENDING THE 2019-2020 BUDGET IN THE AMOUNT OF $11,250 FOR REMOTE MANAGEMENT OF AV SERVICES FOR ALL CITY COUNCIL & SPECIAL MEETINGS AND AMENDMENT NO. 1 OF THE CONTRACT SERVICES AGREEMENT WITH MEDIASTAR, INC. FOR AUDIO VIDEO (A/V) SERVICES FOR THE CITY COUNCIL CHAMBERS (CITY COUNCIL)
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I. SUMMARY
For purposes of public access and transparency, it is critical for the City to ensure the Audio/Video (AV) services in the Council Chambers function smoothly during public meetings and deliver high quality content to the public access channel and Internet. Additional funds are requested to remotely manage and monitor all AV services for City Council Special Meetings and ensure broadcasting to public media sites (City Website, Cable Channel, Social Media Sites) until the end of the budget year (June 30, 2020).
II. RECOMMENDATION
Recommendation
TAKE the following actions:
1. APPROVE Amendment No. 1 to Contract Services Agreement with Mediastar, Inc. for remote management of AV services for all City Council Special Meetings, for an additional contract sum of $11,250.
2. WAIVE further reading and ADOPT Resolution No. 20-080, “A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARSON, amending the 2019-2020 budget in the amount of $11,250 to pay for services for remote management of AV services for all City Council Specials Meetings”
3. AUTHORIZE the Mayor to execute the same upon approval as to form by the City Attorney.
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III. ALTERNATIVES
TAKE any other action the Council deems appropriate.
IV. BACKGROUND
On March 17, 2020, the City Council approved a contract with Mediastar Inc. for a not to exceed contract sum of $62,972 to manage and monitor the City’s Audio Visual (AV) equipment during City Council meetings until the end of this year’s budget cycle (June 30th 2020). This helps to not only work out any unknown anomalies found in the installed equipment, but also ensuring a quick fix during live Council meetings having the AV staff present.
Now, staff is requesting an additional $11,250 to pay for services for remote management of AV equipment during all City Council Special Meetings, to bring the total contract sum to $74,222. Mediastar Inc. will commit two staff members toward the remote management services and all services will cease when the contract expires June 30, 2020.
V. FISCAL IMPACT
A budget amendment is necessary to increase FY 2019/20 general fund budget allocation for the contract amendment by $11,250.00. Adoption of the proposed Resolution No. 20-080 would authorize the necessary budget amendment.
VI. EXHIBITS
1. Mediastar, Inc. Proposal Dated April 1, 2020. (pg. 3)
2. Amendment No. 1 to Contract Services Agreement. (pgs. 4 - 10)
3. Resolution No. 20-080. (pgs. 11 - 12)
Prepared by: Kevin Kennedy, Information Technology Manager