HomeMy WebLinkAbout7 Board Meeting Video Services Agenda Item # 7
TRUCKEE DONNER
Public Utdity District
ACTION
To: Board of Directors
From: Ian Fitzgerald
Date: April 16, 2008
Subject: Award Streaming Video Services and Broadcast Services for
District Board Meetings
1. WHY THIS MATTER IS BEFORE THE BOARD
At a previous board meeting, the Board of Directors requested staff to look into the
possibility of streaming the District's Board Meetings over the internet.
Staff is proposing to extend an es existing exces
s of $15,000 per year, hu adding another
' ech will s possibly
place TDPUD's costs for services
requirement for coming before the Board.
2. HISTORY
In November, 2004, the District began investing the desire to televise Board
Meetings. In December of that year, staff met with and subsequently received a
proposal from TTCTV for televising TDPUD Board Meetings.
During the first meeting in January of 2005, a workshop was presented to the Board
outlining the advantages and disadvantages of this venture. Later that month, the
Board voted unanimously to begin televising TDPUD Board Meetings, and enter into
a contract with TTCTV for broadcasting services and a camera operator.
At the February 20, 2008 meeting, the General Manger presented a workshop to the
Board on the possibility of extending the broadcast of TDPUD's Board Meetings to
the internet via streaming video technology. The comments received from this
workshop were that the options presented were not viable and/or too expensive to
implement by ourselves using third party vendors. At that meeting, the General
Manager also stated that we would continue to look for lower cost options, possibly
through TTCTV.
3. NEW INFORMATION
Staff met with and received a proposal from TTCTV for extending broadcast services
of the TDPUD's Board Meetings to include streaming video services.
Staff believes that the proposal presented by TTCTV (Exhibit A) is both a viable and
inexpensive option, which the Board of Directors should consider. Considering the
TDPUD already has equipment, staff, and services in place with TTCTV, extending
broadcast services with TTCTV is a natural progression for TDPUD to take.
In our discussions on this subject with TTCTV, it was discovered that although the
Board of Directors authorized the TDPUD to "enter into a contract with TTCTV" back
in 2005, no contract was ever developed or signed by either party. In order to correct
this oversight, any inclusion of streaming services with TTCTV, should involve the
creation of a contract between TTCTV and the TDPUD for all services rendered.
TDPUD currently pays for services relating to the broadcast of the Board meetings
on Channel 6, amounting to $5343.75 during FY07. The estimated costs for FY08 is
$8000.00. Additional costs associated with streaming over the internet is estimated
are $9000.00 per year.
In addition to the anticipated costs for services from TTCTV, some additional
hardware will be required. This new hardware will be a one-time costs and is
estimated at $1000.00.
Resolution No. 9603 states: "WHEREAS, the District finds that the computer
hardware, software and support services more nearly resembles a special service,
for which no competitive bidding is required, as opposed to a good". In addition,
TTCTV is the only service provider which can provide both television broadcast
services on Truckee's local channels and video streaming services over the internet,
needs to which the TDPUD has both. District council has reviewed this matter and
concurs that no competitive bidding is required. District council has also reviewed
the form of the contract (Exhibit B) between the District and TTCTV and finds the
contract acceptable.
4. FISCAL IMPACT
Sufficient funds exist in the approved FY08 budget to cover the anticipated annual
charges from TTCTV and the required facilities upgrade.
5. RECOMMENDATION
That the Board approve a contract with TTCTV to provide streaming video and
television broadcast services (including an on-site Camera Operator) in an annual
amount not to exceed $18,000.
Steve Hollabaugh, As - tant General Michael D. Holley, General Manager
Manager
Truckee Tahoe Community Television Y26/2008
Channel 6
11725 Donner Pass Rd.
Truckee,CA%161
Michael Holley
General Manager
Truckee Donner PUD
11570 Donner Pass Rd.
Truckee, Ca 96161
Dear Mr. Holley,
Thank you allowing us to provide you with this quote for video streaming,video on demand,and
archiving services. We believe this plan covers your meeting coverage objectives. Additionally,
we would be pleased to schedule a live demonstration for you,your staff and board members.
If you have any other suggestions or concerns we would be pleased to discuss them further,at
your convenience.
Thank you,
Cristie Bray
Executive Director
TTCTV-Channel 6, Channel 24
Truckee Tahoe Community Television 3/26/2008
Channel 6
11WN 11725 Donner Pass Rd.
Truckee,CA 96161
TTCTV/Truckee Donner P.U.D
Public Meeting Streaming Proposal
Project Summary:
The goal of this project is to bring TDPUD meeting coverage to the whole of the community
through internet live video streaming,video on demand(VOD),and archiving with live server
access of 1 year.
This project will come to fruition using agency partnerships and utilizing the current investment
in the communities PEG Cable Access Station,TTCTV. By originating the digital stream at the
TTCTV studio, all local agencies may participate at a fraction of the cost of purchasing
individual systems. Additionally,TTCTV can also provide links to TDPUD calendar pages,a
general support troubleshooting page, and handle technical updates and or issues as they arise.
This is a"Turn Key" system designed to work within your current infrastructure.
Specifications:
TTCTV will take the video signal that loops into the studio, split that signal to a digital encoder
and a dedicated capture CPU. The encoded streaming signal will be accessible by up to 3,000
simultaneous users at a 384 Kb video stream ,with a 15 second delay from the point of
origination. A link from the TDPUD web site will connect viewers(invisibly)to the remote
hosting computer. Within 24 hours the video data is accessed,processed,archived and made
available to customers as VOD. Features will include: agenda item searching, agenda item
"jump to"points, subject or title word search,and a video timeline send-link feature.
Cost:
Monthly streaming and video content management price list:
1-10 hours $750.
10-20 hours $1000.
20-30 hours $1400.
30-40 hours $1800.
41-50 hours $2200.
Over the last 2 years,the TDPUD monthly meetings have averaged just under 8 hours per month,
with a quarterly max at 10.25 hours monthly during the fall of 2006. The estimated cost to the
TDPUD would be in the lowest tier of 1-10 hours,$750,or$ 9,000 per year.The TDPUD may
choose the lower tier, and due to meeting turnout, or community interest and or special meetings,
go over the contracted amount,TTCTV will invoice the TDPUD for the additional time as
needed.
Thank you for your time and consideration of this proposal. We appreciate the opportunity to
grow our meeting coverage services, and become your Streaming/VOD service provider.
Thank you,
Cristie Bray
Executive Director
TTCTV- Channel 6, Channel 24
* System supports up to 3,000 concurrent hits at 384 Kb without prior notification. Additional
bandwidth may be requested on"special case"basis.
Truckee Tahoe Community Television 4/10/2008 Channel 6,Channel 24 11725 Donner Pass Rd.Truckee,CA 96161
TTCTV-Channel 6,Channel 24
11725 Donner Pass Rd Truckee,
Ca 96161 April 9,2008
Truckee Donner Public Utility District
11570 Donner Pass Road.Truckee,
CA 96161
This contract will cover video services to be provided by TTCTV and includes:
A. Providing a video technician to run the video control room during Truckee Donner PUD regularly scheduled
board meetings,on the first and third Wednesday evenings of each month.
B. Related streaming and video capture hard-ware(outside of the Truckee Donner PUD facility).
C. Live broadcasting on the Suddenlink cable system(as provided by Suddenlink Communications).
D. Live intemet streaming video of board meetings at the rate of 384Kb for up to 3000 concurrent download streams.
E. Video on Demand archiving:Archived digital video of previous board meetings available for viewing up to one
year via the intereet.
F. Related initial web pages to host video services to include:basic troubleshooting,web meeting calendar template,
and web hyper-link set up services. Available as a link web pages which the TDPUD will be able to access from
their website.The form in content will must be approved in advanced by the TDPUD.
TTCTV will manage the third party contract between TTCTV and Video Streaming Services.As such,contracts,invoices,
and statements of services will be between TTCTV and the Truckee Donner PUD.Membership to TTCTV is awarded and
provided to the Truckee Donner PUD within the cost structure of the basic video broadcasting services.
Fees:
Basic Broadcasting Video Services:$75.00 per meeting hour,to include up to'/a hour set up and close after meeting
conclusion.
Monthly streaming and video content management price list: 1-10 hours$750. 10-20 hours$1000.20-30 hours$1400.30-
40 hours$1800.41-50 hours$2200.
Multimedia archive copies(DVD's)are available to be made from the Truckee Donner PUD master DVD(made on site at
the time of the meeting)for$10.00.All content is the responsibility and is owned by Truckee Donner PUD,such that the
Truckee Donner PUD owns all right,title and interest in the Content and possesses the necessary rights for Content to be
delivered by TTCTV under this agreement.Truckee Donner PUD shall not identify for delivery Content that Truckee
Donner PUD knows or has reason to know violates any laws or regulations relating to content or content distribution.
Payment fees are to be made as follows:TTCTV will invoice the Truckee Donner PUD,including hours of basic video
services and the monthly streaming/content management fees,quarterly.If there is any conflict,power outage,or
transmission failure etc,the Truckee Donner PUD will be credited accordingly.
This contract is valid for one year(12 months)from the date of signing,and is a legal binding agreement. Either the
Truckee Donner Public Utility District or TTCTV may terminate this agreement with thirty(30)days notice.
For and on behalf of Accepted for and on behalf of
TTCTV Truckee Donner PUD
(Signature)
(Signature)
Name:
Name:
Designation:
Designation:
Date:
Date:
RESOLUTION NO. 9603
OF THE
TRUCKEE DONNER PUBLIC UTILITY DISTRICT
DIRECTING THAT COMPETITIVE BIDDING BE DISPENSED WITH IN
CONNECTION WiTH UPGRADING THE DISTRICT'S EXISTING
HARDWARE AND SOFTWARE IN ORDER TO ACCOMMODATE
CHANGES IN ELECTRIC METERING EQUIPMENT
WHEREAS, the District purchased new meter reading hardware from ltron and upgraded its meter
reading software provided by OrCom Systems, inc. in 1992, and
WHEREAS, the District purchased an IBM AS400 computer system in 1993 and at the same time
purchased software, training and support services from OrCom Systems, Inc.; and
WHEREAS, the District has decided that it is cost effective to implement new meter reading
technologies; and
WHEREAS,implementing new meter reading technologies will require modification to the District's
existing meter reading hardware and software and training of staff to run the modified hardware
and software provided by Itron and OrCom Systems, inc.; and
WHEREAS, the District's meter reading function has been converted to the current OrCom
software and Itron hardware systems at great expense to the District, and
WHEREAS, converting all of these software packages to another vendor's hardware and/or
software system would not be desirable and would be very costly to the District; and
WHEREAS, due to the facts set forth above, competitive bidding would be unavailing and would
not produce an advantage to the District and the advertising for competitive bids would not
produce an advantage to the District and would be undesirable; and
WHEREAS, various Califomia court decisions, including Graydon v Pasadena Develop
Aaencv. 104 C.A. 3d 631 (1980), hold that if the subject of a contract is such that competitive
proposals would be unavailing or would not produce an advantage and the advertisement for
competitive bids would thus be undesirable or impractical, a public agency may dispense with
competitive bidding; and
WHEREAS, Public Utilities Code Section 20206.4 generally requires that the District seek
competitive bids in connection with the purchase of goods; and
WHEREAS, the District finds that the computer hardware, software and support services more
nearly resembles a special service, for which no competitive bidding is required, as opposed to
a "good,,"and
WHEREAS, the Public Utilities Code Section 16034 and Govemment Code Section 53060 provide
that the District may, without competitive bidding, contract for special services and advice in
financial, economic, accounting, engineering,legal,administrative and professional matters if such
persons are specially trained and experienced and competent to perform the special services
required;
NOW, THEREFORE, BE/T RESOLVED by the Board of Directors that for the reasons set forth
above, the District finds that competitive bids for the upgrade of existing meter reading hardware
and software would be unavailing and would not produce an advantage to the District and the
advertisement for competitive bids would not produce an advantage to the District and would be
undesirable and costly.
BE IT FURTHER RESOLVED that the District rinds that upgrading existing meter reading
hardware, software and support services more nearty resembles a special service, for which no
competitive bidding is required, as opposed to a "good."
PASSED AND ADOPTED by the Board of Directors at a meeting duly called and held within the
District on the 17th day of January 1996 by the following roll call vote:
AYES: Aguera, Jones, Maass, Sutton and Hemig.
NOES: None.
ABSENT- None.
TRUCKEE DO NN R PUBLIC UTILITY DISTRICT
By
Peter L. Holzme star, dierk of the Board
ATTE
Susan M. Craig, Deputy District CI