Memorandum

City of Lawrence

City Manager’s Office

 

To:

David Corliss, City Manager

From:

Megan Gilliland

cc:

Diane Stoddard, Cynthia Wagner, Jonathan Douglass, James Wisdom, and Mark Thiel

Date:

August 9, 2012  

Re:

City Commission room upgrades  

 

City staff has completed an evaluation of the technology and broadcast system for the City Commission chambers.  The last time the city did any significant upgrades to the room was in the early 1990s.  There are several issues that need to be addressed from a technological standpoint which will improve the functionality for the City Commission and staff, public participation and viewer experience. City staff plans to work over the month of August and September 2012 to install the system and all of its components.

 

The major expenditure items are listed below; city staff has requested permission to provide quotes instead of sealed bids for these items.

 

Equipment:

TriCaster 855: The primary piece of equipment needed for the broadcast/capture system is called a NewTek TriCaster 855.  NewTek sets the price of this equipment at $29,995 and it cannot be sold at a different price.  Two online vendors offer the equipment or it can be purchased from a Kansas vendor at the same price.  Staff recommends purchasing the equipment from WinkAV, the Kansas vendor, at a cost of $29,995.   The vendor will provide the needed surface controller at no additional cost and provide free training for the product.  Three quotes are attached from B & H Photo ($29,995), Wink AV ($29,995) and Full Compass ($29,995). 

 

Recommendation:  Purchase the NewTek TriCaster 855 at $29,995 from WinkAV.

 

Cameras:  The new design or the Commission room calls for installing five, remote-controlled cameras.  The camera recommended is a Sony BRC-Z330.  It is a high-definition camera.  An online vendor (Adorama) is offering a $500 rebate on the camera specified in the design.  The camera retails for $4,200 can be purchased online for $3,659.00 (rebate calculated in final price).  Three quotes are attached for Adorama, B & H Photo and Full Compass. By purchasing this product online, the city will experience a significant cost savings.

 

Recommendation:  Purchase 5 Sony BRC-Z330 cameras at a cost of $4,159.00 and submit the rebate information for a discount of $2,500 after purchase.  Cost of cameras would be $3,659 each or $18,295.