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HomeMy WebLinkAboutResolutions - 2006.10.19 - 282971 T MISCELLANEOUS RESOLUTION #06206 October 19, 2006 BY: FINANCE COMMITTEE, CHUCK MOSS, CHAIRPERSON IN RE: BOARD OF COMMISSIONERS - APPROVAL OF CONTRACT WITH COMMUNITY MEDIA NETWORK TO BROADCAST BOARD OF COMMISSIONER MEETINGS TO THE OAKLAND COUNTY BOARD OF COMMISSIONERS Chairperson, Ladies and Gentlemen: WHEREAS from time to time Commissioners have expressed an interest in having Board of Commissioner meeting taped for public service broadcast, and WHEREAS on March 10, 2005 Board Chairperson Bill Bullard appointed a Study Group to determine the feasibility of televising live and/or taping Board of Commissioners meetings for later broadcast, and WHEREAS the study group met numerous times with board staff, staff from Information Technology, Facilities Management, and outside broadcast experts, and WHEREAS a Request for Proposals was issued March 31, 2006 by the Oakland County Purchasing Division soliciting bids for "HOC Video Production" from various vendors, and WHEREAS following an evaluation of the bids, including presentations, the Study Committee agreed that the best proposal was submitted by Community Media Network, and WHEREAS on August 14, 2006 the Study Committee reported to the Board of Commissioners recommending the selection of Community Media Network's proposal to cablecast two to four board meetings annually, and WHEREAS sufficient funds are available in the Board of Commissioners budget and no additional funds are required. NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners authorizes a contract with Community Media Network to tape for re-broadcast selected Board of Commissioner Meetings. BE IT FURTHER RESOLVED that the Board Chairman is authorized to sign the contract on behalf of the Board of Commissioners. Chairperson, on behalf of the Finance Committee I move the foregoing resolution. 67•7-1t-ct , FINANCE COMMITTEE Motion carried as follows: Ayes: Crawford, Jamian, Coulter, Zack, Woodward, Melton Nays: Wilson, Long, Palmer, Moss Absent: Rogers REPORT BY: Cablecast Study Group, Hugh Crawford, Chairman IN RE: Recommendation on Feasibility of Cablecasting Board of Commissioners Meetings. TO: The Oakland County Board of Commissioners Chairman, Ladies and Gentlemen: The Cablecast Study Group, comprised of Commissioners Crawford, Gersherison, Melton, Moss and Palmer was established by Chairman Bill Bullard March 10, 2005, to study the feasibility of taping Board of Commissioners meetings, and duplicating and distributing a tape of the meetings to each of the sixty-one (61) local communities in the County for broadcast on their cable channel, in the event the Board decides to cablecast a meeting. The study group met numerous times, and initially considered providing this service internally. The process would have required the purchase of equipment, use of personnel from the Department of Information Technology, and contracting out the duplication and distribution of the tape to the local communities. That process would have been costly, cumbersome, and not efficient. The study group then, with the assistance of the Purchasing Division, issued a Request for Proposals seeking bids on providing the service for all Board of Commissioners meetings (approximately 24 annually), or in the alternative up to four meetings per year. The County received nine (9) responses, and on July 27, 2006, the study group interviewed three (3) of the bidders, and identified Community Media Network as the preferred vendor. The study group met on August 15, 2006, reviewed all of the information, and recommends the selection of Community Media Network's proposal to cablecast up to four (4) Board of Commissioners meetings annually at a cost of $475 per meeting, with any additional Board related meetings provided at a cost of $675 per meeting. The decision to cablecast any meeting will be at the sole discretion of the Board of Commissioner's Oversight Committee. Chairperson, on behalf of the Cablecasting Study Group, I move acceptance of the foregoing report. 2 TO: OAKLAND COUNTY PURCHASING 12D0 NORTH TELEGRAPH, BLDG. #34 EAST PONTIAC, MI 48341 ATTN: SCOTT GUZZY, SR. BUYER RE: SOLICITATION ID — IT204263 - "BOC VIDEO PRODUCTION" AS AMENDED OAKLAND COUNTY CABLE COMMUNICATIONS CORPORATION D.B.A. Community* MEDIA Network SEALED PROPOSAL, "BOC Video Production" March 31, 2006 3 EXECUTIVE. SUMMARY OF commuNny MEDIA NETWORK Oakland County Cable Communications Corporation (d.b.a., Community Media Network) is a 501(c)(3) not-for-profit, incorporated in the State of Michigan in 1983. The primary purpose of the corporation is to manage and facilitate the operation of a Public Access (community cable) television station. The station is found on Comcast Cable and WOW! Internet • Cable • Phone in eleven municipalities in southeast Oakland County. In addition to managing video production facilities and equipment, CMN conducts training to enable residents of these communities to create programming of their own. The company has served continuously as an advocate for Public, Educational and Governmental Access television for twenty-three years. The communities served by CMN's Public Access channel programming include: Ferndale, Pleasant Ridg,e, Huntington Woods, Berkley, Royal Oak, Clawson, Troy, Rochester, Rochester Hills, Auburn Hills and Oakland Township. CMN is contractually engaged with the Intergovernmental Cable Communications Authority to provide the above-mentioned services through 2007. CMN's primary source of income is derived through franchise fees, collected by the eleven individual municipalities from the cable MSOs conducting business in their respective cities or townships. A portion of those fees are to be used to support, and is divisible among, Public, Educational or Government Access television. At present, CMN receives funding from eight of eleven eligible communities (see attached financial documents). CMN is staffed by an Executive Director and three additional full-time employees, and two part- time staff. CMN makes use of volunteers and interns from time to time. CMN's volunteer Board of Directors pro.rides assistance and direction. The Board is made up of one seat from each of the eleven communities we serve. At present, eight of the eleven seats have appointed representatives znd three are vacant. The monthly meetings are open to the public, and though not required to do so by law, are conducted under the spirit of the Open Meetings Act. There are three officers (st:e below). CONTACT INFORMATION TITLE NAME ZEEEL.SaulaiTELii. Board President J. Martin Brennan, Jr. Rochester Hills 248-644-2833 Secretary: Deb Anderson Royal Oak 248-542-2846 Treasurer: Todd Gustke Ferndale 248-545-0646 Executive Director: H. Jay Wiencko, Jr. CMN 248-589-7778 OTHER BOAR) MEMBERS Nancy Line Berkley 248-546-2445 Chad Creager Auburn Hills 248-852-9395 Ellen Witz Oakland Twp. 248-651-4440 Charles Langton Troy 586-268-8200 Richard Cole Huntington Woods 248-541-4300 2 4 PROPOSAL OF SERVICES SUMMARY Of SERVICE OPTIONS (as provided in Bid Amendment I, IT204263 BOC Video Production) A. Annual Cost for 24 taped meetings plus 10 VHS and 51 DVD copies, produced and distributed by Community Media Network (CMN). ALL equipment and electronic wiring provided by CMN. B. Annual Cost for 24 taped meetings plus 10 VHS and 51 DVD copies, produced and distributed by Community Media Network (CMN). Oakland County to supply three cameras used in production (two at front, one in rear), CIV1N to supply additional equipment as determined necessary, plus labor involved with recording using County- supplied equipment stated above. C. Cost Per Meeting, including duplication and distribution of 10 VHS and 51 DVD copies (ONLY .f 2-4 meetings are recorded). CMN to provide ALL necessary equipment, wiring and labor. DESCRIPTION OF SERVICES OFFERED BY CMN A. Community Media Network is qualified and interested in bidding on Service Option A. - Includes all equipment and labor required for production. - Includes all duplications and distribution as requested in RFP. - Includes four evening meetings, held quarterly, if desired. - Includes up to six Commission Committee meetings annually, if desired, at no charge. Option 1: Equipment available for temporary (day of, or night prior) deployment includes cameras, record decks, audio, video switcher and cables from one of our remcte production vans. All equipment will be professionally positioned in the least obtrusive manner possible, with any required cable runs secured to floor or adjacent surfaces with non-destructive tape. All equipment will be completely and promptly remc ved, and disposable supplies discarded, upon conclusion of each meeting. COST: $13,900. Option 2: A simpler arrangement consisting of smaller (DVCAM) cameras, mounted on Ii ghter tripods, using smaller cables run inconspicuously to a director's table (3' x 4') in the vicinity of the meeting room. This would not require the presence of a van adjacent to the building. All set-up and tear-down as specified above. COST: $12,900 NOTE: CMN could assist the County with the facilitation of a wire-concealed installation of equipment (i.e., camera cables, etc.). Such equipment is not in the possession of CMN, and would need to be procured from a vendor. Although CMN does not engage in the retail sale of equipment, it cc uld serve as an advisor if the County was to purchase equipment to be installed 3 5 on a permanent basis. Since CMN is quoting costs that are based primarily on labor, media, and postage, this scelario does not impact the cost. B. Community Media Network is qualified and interested in bidding on Service Option B. - Includes all duplications and distribution as requested in RFP. - Includes four evening meetings, held quarterly, if desired. - Includes up to six Commission Committee meetings annually, if desired, at no charge (using ClvIN equipment). County supplies three cameras; CMN provides production crew labor, program dupli -cation and distribution. COST: $10,250 C. Commur ity Media Network is capable and interested in bidding on this service option. - Includes all duplications and distribution as requested in RFP. CMI\ provides all equipment and labor required for production, program duplication and distribution. COST: $475/meeting • Time frame for Duplication and Distribution: 1 business day to US Mail EXPERIENCE CMN routinely conducts video productions for governmental bodies, schools, and nonprofit organization 3. Commonly expected CMN-led activities include pre-production planning, crew assembly, equipment set-up, video direction, camera operation, audio mixing, live graphics and post production. Our staff ha managed both studio and remote productions of many programs of a similar nature to that of this bid's interest, including: Intergovernmental Cable Communications Authority (monthly) Local Candidate Forums (Troy, Royal Oak, Rochester Hills, Ferndale, Berkley) League r. f Women Voters Candidate Debates Access Ability Awards (Oscars -like Theatre setting) Macomb Symphony Orchestra (large-scale production setting) High School sports (football, baseball, soccer, basketball) 4 6 RESUMES CMI\l's staff is made up six individuals who have extensive experience in the field of video production and production training of others. Below is a list of those staff members who would likely be assignable to this project: Michael Kopme:rer, Remote Production Manager - Employed by CMN since 1999 - BA History, Oakland University, 2002 - Specs Howard Graduate, 1987 - TCI CabI e Production Van Coordinator - Sixteen y ear experience working in video communications Joseph Johnson, Outreach Coordinator - Employed by CMN since 2000 - Lead trainer of production at CMN - Twenty-two years experience in video production field - Public Access Studio Manager for Lake Orion (7 yrs.) - Award-winning independent producer Matt Read, Production Coordinator - Employed by CMN since 2005 - Technical training at Macomb Community College - Multi-cainera shoot specialist - Local production company experience with excellent credentials and solid skills H. Jay Wiencko, Jr., Executive Director - Employed By CMN since 1997 - BA Com.nunications, Southern CT State Univ., 1986 - Extensive production experience in all positions - Twenty years experience in communications field Additionally, CMN has a greater depth of crew resources than listed above. The individuals referred to in most cases have been trained by CMN staff and have volunteered to work on numerous past productions. Therefore, CMN has a high degree of familiarity with their capabilities, and would enjoy the opportunity, if the County were to permit, to engage these individuals as labor for these meetings. Any information needed by the county for individual security clearance will be gladly provided upon request. 5 7 Community Media Network BID L1T204263 "BOC VIDEO PRODUCT:ON" ADDEN UM Equipment optic ns for remote camera installation: This system operates and controls up to three cameras remotely by one operator. Maximum distance for each camera from controller is 600'. Provides control of pan, tilt and zoom of camera; sends signals to central controlling device, which can output each individual signal to CNN's Tricaster mixer. Added cost to purchase remote system: $3000 Recent CMN shoot with Tricaster — "Meet the Mayor," Rochester Hills Realistically, thif; is a two-person system. One operates the remote controller, the other operates the video mixer. 1Vote: The Tricerter has the added ability to provide live internet streaming of the program, if desired. 6 gn••n•• 4 0 f4,4604psito V --"'"— Rutn Jonnson, County Clerk Resolution #06206 October 19, 2006 Moved by Moss supported by Crawford the resolution be adopted. Moved by Crawford supported by Moss the resolution be amended to insert the following paragraph as the first BE IT FURTHER RESOLVED paragraph to read as follows: BE IT FURTHER RESOLVED that Corporation Counsel be authorized to negotiate a contract with Community Media Network. A sufficient majority having voted in favor, the amendment carried. Vote on resolution, as amended: AYES: Coulter, Crawford, Douglas, Gershenson, Gregory, Jamian, KowaII, Long, Melton, Middleton, Molnar, Moss, Nash, Rogers, Scott, Suarez, Wilson, Woodward, Zack, Bullard, Coleman. (21) NAYS: Palmer. (1) A sufficient majority having voted in favor, the resolution, as amended, was adopted. I MIER APPROVE ThE FORME 1.30111111 /d/1.1) STATE OF MICHIGAN) COUNTY OF OAKLAND) I, Ruth Johnson, 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 October 19, 2006, 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 19th day of October, 2006.