HomeMy WebLinkAboutResolutions - 2014.07.16 - 21392REPORT (MISC. #14155)
July 16, 2014
BY: Finance Committee, Tom Middleton, Chairperson
IN RE: BOARD OF COMMISSIONERS — APPROVAL OF WEBCASTING
CONTRACT AND CONTINUATION OF WEBCASTING AD HOC COMMITTEE
To: THE OAKLAND COUNTY BOARD OF COMMISSIONERS
Chairperson, Ladies and Gentlemen:
The Finance Committee, having reviewed on July 10, 2014, the above-titled
resolution, reports with the recommendation that the resolution be amended by changing
the 7th WHEREAS paragraph into the 1 st BE IT FURTHER RESOLVED paragraph, as
follows:
BE IT FURTHER RESOLVED WHEREAS that the Board of Commissioners'
staff will reach out to local cable stations to confirm their interest in receiving broadcasts
of the meetings. All questions regarding broadcasts shall be referred to the
wWebcasting Aad Hhoc cub Ccommittee that shall respond within a month to any
reasonable inquiries. The sub-committee Webcastinq Ad Hoc Committee shall report
to the General Government Committee with quarterly updates.
Chairperson, on behalf of the Finance Committee, I move acceptance of the
foregoing report.
FINANCE COMMITTEE VOTE:
Motion carried unanimously on a roll call vote with Middleton absent.
MISCELLANEOUS RESOLUTION #1 4155
BY: General Government Committee, Christine Long, Chairperson
IN RE: BOARD OF COMMISSIONERS —APPROVAL OF WEBCASTING CONTRACT AND CONTINUATION
OF WEBCASTING AD HOC COMMITTEE
July 16, 2014
TO THE OAKLAND COUNTY BOARD OF COMMISSIONERS
Chairperson, Ladies and Gentlemen:
WHEREAS the Oakland County Board of Commissioners has been webcasting their committee meetings and full board
meetings for the past 2 years through services provided by SoundQue Entertainment; and
WHEREAS Miscellaneous Resolution #11005 established a Webcasting Ad Hoc Committee to study and report back the
progress of the webcasting of the meetings to the General Government Committee; and
WHEREAS the Webcasting Ad Hoc Committee recently worked with staff from Purchasing and Information Technology to
issue an RFP and evaluate and interview the companies that bid on the project, in accordance with Oakland County
purchasing procedures; and
WHEREAS Purchasing and Information Technology are unanimously recommending SoundQue Entertainment as the
webcasting vendor and continuing the services that they have been providing; and
WHEREAS the Webcasting Ad Hoc Committee is unanimously concurring with the recommendation from Purchasing and
Information Technology that the Board of Commissioners enter into a three (3) year contract with SoundQue Entertainment
at an annual cost of $31,740, with the scope of services to be outlined in the final contract; and
WHEREAS it is also recommended that the Board of Commissioners authorizes the continuation of the Webcasting Ad Hoc
Committee for the purpose of reviewing the performance of the webcasting vendor and addressing any concerns that may
arise.
WHEREAS the Board of Commissioners staff will reach out to local cable stations to confirm their interest in receiving
broadcasts of the meetings. All questions regarding broadcast shall be referred to webcasting ad hoc subcommittee that shall
respond within a month to any reasonable inquiries. The subcommittee shall report to General Government Committee with
quarterly updates,
NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners hereby accepts and authorizes
moving forward to finalize a contract with SoundQue Entertainment for a period of three (3) years at an annual cost of
$31,740 for the webcasting of all of the meetings of the Board of Commissioners and its Standing Committees, under the
terms and scope of services negotiated by the Purchasing Department and approved by Corporation Counsel,
BE IT FURTHER RESOLVED that the Oakland County Board of Commissioners hereby authorizes the continuation of
the Webcasting Ad Hoc Committee to review the performance and quality of services provided by the vendor and to address
any concerns that may arise.
BE IT FURTHER RESOLVED that the Oakland County Board of Commissioners' Chairperson or his designee, is
authorized to sign the contract with SoundQue Entertainment, and any related documents, on behalf of the Board of
Commissioners to consummate this agreement.
Chairperson, on behalf of the General Government Committee, I move the adoption of the foregoing resolution.
GENERAL GOVERNMENT COMMITTEE
Motion to directly refer to Finance Committee carried on a voice vote.
GENERAL GOVERNMENT COMMITTEE
Motion carried unanimously on a roll call vote with Hatchett absent.
')A16
REPORT (MISC. #14155)
July 7, 2014
BY: Webcasting Ad Hoc Committee, Jeff Matis, Chairperson
RE: RECOMMENDATION OF VENDOR FOR WEBCASTING SERVICES
TO: THE OAKLAND COUNTY GENERAL GOVERNMENT COMMITTEE
Chairperson, Ladies and Gentleman:
The Purchasing Department of Oakland County received responses from two
companies, SoundQue Entertainment ("SoundQue"), the current vendor, and Motown
Digital, LLC ("Motown"). Copies of the bid responses were provided to the Webcasting
Ad Hoc Committee members, and interviews were conducted. The current annual
amount paid to SoundQue is $49,830.
Motown, LLC, bid at an annual cost of $71,880, which is $22,050 per year higher
than the current cost, and includes an implementation fee of $6,600 and an additional
potential ongoing annual cost of $1,800 per year for internet access. Their proposal
includes remote controlled cameras on tripods and construction of a control room.
Although asked to do so, Motown did not provide a bid to continue the same type of
service currently being provided by the current vendor, namely person operated
cameras without construction of a control room.
SoundQue bid with 2 Options, Option 1, which would continue the same service
that is currently being provided, and Option 2, which would include additional cabling to
install remote cameras at an additional one-time cost of $7,800.00. The cost for Option
1 is $31,740, which is $40,140 less per year than the Motown proposed cost, and
$18,090 less per year than the current price. SoundQue has also agreed to add an
additional service at no cost. Specifically, all archived videos would include the "jump-to-
agenda indexing." Thus, the SoundQue bid offers a significant savings over the current
price with increased service. The above cost is for a three to five year contract. A one-
year contract would incur a 30% increase. Option 2 is $32,320 per year plus the
additional one-time cost of $7,800, and would eliminate the camera operators in lieu of
remote controlled cameras operated from the SoundQue van.
The Purchasing Department and the Information Technology Department ("IT")
have reviewed the bid materials and attended the interviews regarding both Motown
and SoundQue, and both departments are in unanimous agreement in favor of
recommending SoundQue for the webcasting service. IT also stated that it has reviewed
the current service provided by SoundQue and that it is a reasonable broadcast quality.
For these reasons, The Webcasting AdHoc Committee hereby recommends that
the Oakland County Board of Commissioners enter into a 3-year contract with
SoundQue at an annual cost of $31,740, as proposed under Option 1 of SoundQue's
bid, utilizing the current setup. This option will provide a reduced overall annual
expense and provide more services for less money.
Chairperson, on behalf of the Webcasting Ad Hoc Committee, I move acceptance of the
foregoing report.
WEBCASTING A H COMMIT7EE ;CC
WEBCASTING ADHOC COMMITTEE VOTE:
Motion carried unanimously on a roll call vote.
FISCAL NOTE (MISC . #14155) July 16, 2014
BY: Finance Committee, Tom Middleton, Chairperson
IN RE: BOARD OF COMMISSIONERS-APPROVAL OF WEBCASTING CONTRACT AND
CONTINUATION OF WEBCASTING AD HOC COMMITTEE
To the Oakland County Board of Commissioners
Chairperson, Ladies and Gentlemen:
Pursuant to Rule XII-C of this Board, the Finance Committee has reviewed the above referenced
resolution and finds:
1. This resolution accepts and approves a three (3) year contract with SoundQue Entertainment to
webcast the meetings of the Board of Commissioners and its Standing Committees.
2. Also, it authorizes the continuation of the Webcasting Ad Hoc Committee to review the
performance and quality of services provided by vendor and to address any concerns that may
arise.
3. The original contract will expire on July 31, 2014.
4. The annual cost of the three (3) year contract is $31,740 which is $18,090 less than the current
annual contract amount.
5. Funds are available to cover the cost of the existing contract for FY 2014, per MR# 14130 FY
2014 Second Quarter Financial Forecast and Budget Amendments.
6. The FY 2015-2017 County Executive Recommended Budget is amended as follows:
GENERAL FUND (10100) FY 2015- FY 2017
Expenditures
9090101-196030-731080 Non-Dept.— Legislative Expense ($ 27,800)
5010101-180020-731500 BOC- Public Information $ 27,800
Total Expenditures $
FINANCE COMMITTEE VOTE:
Motion carried unanimously on a roll call vote with Middleton absent.
Resolution #14155 July 16, 2014
Moved by VVelpert supported by Jackson the resolutions (with fiscal notes attached) on the amended
Consent Agenda be adopted (with accompanying reports being accepted).
AYES: Dwyer, Gershenson, Gingell. Gosselin, Hatchett, Jackson, Long. Matis McGillivray,
Middleton, Scott, Spisz, Taub, VVeipert, Woodward, Zack, Bosnic, Crawford. (18)
NAYS: None. (0)
A sufficient majority having voted in favor, the resolutions (with fiscal notes attached) on the amended
Consent Agenda were adopted (with accompanying reports being accepted).
0.-6":_.0 ("4w_
I HEREBY APPROVE THIS RESOLUTION
CHIEF DEPUTY COUNTY EXECUTIVE
ACTING PURSUANT TO MCL 45.559A (7)
STATE OF MICHIGAN)
COUNTY OF OAKLAND)
I, Lisa Brown, Clerk of the County of Oakland, do hereby certify that the foregoing resolution is a true and
accurate copy of a resolution adopted by the Oakland County Board of Commissioners on July 16, 2014,
with the original record thereof now remaining in my office.
In Testimony Whereof, I have hereunto set my hand and affixed the seal of the County of Oakland at
Pontiac. Michigan this 16th day of July 2014.
Lisa Brown, Oakland County