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HomeMy WebLinkAboutPR 21916: COUNCIL CHAMBER BROADCASTING AND STREAMING SYSTEM � a uri rflru _ www.PortArthurTx.gov INTEROFFICE MEMORANDUM Date: April 28, 2021 To: The Honorable Mayor and City Council Through: Ronald Burton, City Manager From: Fay Young, Information Technology Director 3,y RE: Proposed Resolution No. 21916—Council Chambers Broadcasting and Streaming System Introduction: The intent of this Agenda Item is to seek City Council's authorization for the City Manager to approve the purchase of an Avior broadcasting and EASE streaming system from Swagit Productions, LLC to allow for the recording,broadcasting, and streaming of meetings conducted in the City Hall Council Chambers. For a cost of$49,990, Swagit will provide a broadcast and streaming system that includes hardware, software, and installation services. Background: In July of 2015 via Resolution 15-266, City Council approved an agreement between the City of Port Arthur and Swagit Productions, LLC of Plano, Texas for the purchase of a broadcast and streaming system. The system purchased in 2015 has reached end-of-life and needs to be replaced. In addition,the current system is not capable of integrating with other technology that has been implemented by the City. Budget Impact: The cost for the purchase and installation of the system is $49,990.00. Funds have been budgeted in Information Technology equipment account 001-09-023-8522-00-10-000-. Recommendation: It is recommended that City Council authorize the City Manager to approve the purchase of a streaming and broadcasting system from Swagit Productions, LLC in the amount of$49.990 "Remember,we are here to serve the Citizens of Port Arthur" P.O.Box 1089 X Port Arthur,Texas 77641-1089 X 409.983.8101 X FAX 409.982.6743 P.R. NO. 21916 FY 4/28/2021 RESOLUTION NO. A RESOLUTION AUTHORIZING THE CITY MANAGER TO APPROVE THE PURCHASE AND INSTALLATION OF AVIOR BROADCASTING AND EASE STREAMING SYSTEM FROM SWAGIT PRODUCTIONS,LLC OF PLANO,TEXAS FOR THE AMOUNT OF $49,990. FUNDING BUDGETED IN INFORMATION TECHNOLOGY EQUPMENT ACCOUNT 001-09-023-8522-00-10-000-. WHEREAS,the City of Port Arthur purchased the current broadcast and streaming system in 2015 via Resolution 15-266; and WHEREAS,the existing 6-year-old system has reached end of life; and WHEREAS, the current system is not capable of integrating with other technology implemented by the City of Port Arthur; and WHEREAS, Swagit Production, LLC is the sole source provider of the Extensible Automated Streaming Engine(EASETM) software framework; and WHEREAS, this procurement is exempt from the bid process under Texas Local Government Code Section 252.002 General Exemptions (a)(7), procurement of items that are available from only one source; and WHEREAS, Swagit Production, LLC's sole source letter is attached hereto as "Exhibit A"; and WHEREAS, Swagit Productions, LLC can provide an Avior broadcasting and EASE streaming system for$49,990.00 (see quote attached hereto as "Exhibit B"). NOW THEREFORE,BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR: Section 1. That the facts and opinions in the preamble are true and correct. Section 2. That, the City Council hereby authorizes the purchase of an Avior broadcasting and EASE streaming system from Swagit Productions, LLC, for the amount of $49,990.00 P.R. NO. 21916 FY 4/28/2021 Section3. That a copy of the caption of this Resolution be spread upon the Minutes of the City Council. READ,ADOPTED AND APPROVED this the day of May, A.D. 2021 at a regular meeting of the City of Port Arthur, Texas by the following vote: Ayes: Mayor: Councilmembers: Noes: Mayor ATTEST: Sherri Bellard, City Secretary APPROVED AS TO FORM: Libtedi Val Tizefo City Attorney APPROVED FOR ADMINISTRATION: 4( 1A.A Ronald Burton Clifton illiams City Manager Purchasing Manager 411 Fay Y: 4_ Information Technology Director P.R. NO. 21916 FY 4/28/2021 APPROVED AS TO AVAILABILITY OF FUNDS: Kandy Daniel, Interim Di ector of Finance P.R. NO. 21916 FY 4/28/2021 Exhibit A r r r agit Productions, LLC 12801 N. Central Expressway Suite 900 Dallas, TX 75243 214-432-5905 Swagit.com City of Port Arthur Sole Source Letter April 20, 2021 en swagiF always connected Swagit Productions, LLC 12801 N.Central Expressway,Suite 900 Dallas,TX 75243 Fay Young Director I Information Technology City of Port Arthur Phone:409-983-8164 E:fay.voung@portarthurtx.gov Fay, Swagit Productions, LLC would like to sincerely thank the City of Port Arthur for the opportunity to provide professional multimedia services,specifically live HD streaming, agenda and social media integration, HD broadcast delivery,as well as 'hands-free'video on-demand indexing and archiving. •Swagit is unique in this industry in that it is a complete video production facility capable of providing services supporting all of your video capturing, editing,agenda integration and processing. •With Swagit,all audio/video disk storage,system management and bandwidth intensive delivery tasks are offloaded to their content network which is actively managed 24 hours a day,7 days a week. •Swagit is the only vendor that gives you a choice to let our staff edit and process the video that you would be streaming 'without reaching out to third party vendors'for service. So please note that there is no need to hire any additional employees or assign staff additional responsibilities,as everything is done remotely the day/night of any of your meetings from Swagit's facilities. (co>> swagit is Live and On-Demand .11 Streaming Client's Location CONTENT ARCHIVING METADATA Swagit Headquarters Broadcast R iry agendas always connected a�ndas d OW(and on-demandloranmeaming enures pennon time-and brafwn-shined Hewing MEETING DOCUMENTS r[n roann.,n„ Document 1R onrr oN romr,v management \ ni sdunon L Smgie stream reduces Streaming Servers Swagit EASE ,�, b`,,,Mrdth nts High-bandwidth mt.rnetcom.chons Streaming Appliance \�� teynae eat uakto thousands ofumultaneousviewers Vigo through Swags Content Delivery Networ* g 0 ��w O OIANI 111111111.16 This letter is to provide notification to the City of Port Arthur to let you know that Swagit Productions, LLC,a Texas Limited Liability Company,with offices at 12801 N.Central Expressway Suite 900,Dallas,Texas 75243, is the sole source provider of Swagit's Extensible Automated Streaming Engine(EASETM)software framework. The EASETM application is manufactured, leased and distributed by Swagit alone. No other company offers a competing service and all in one solution that combines cco>> swagi• SOLE SOURCE always connected an automated editing and indexing tool (EASE'")in combination with a "hands-free" broadcast system,agenda integration, and the ability to stream video live or on-demand via the Internet in multiple streaming arenas(i.e.computers, mobile phones,etc.). Our media streaming services also allow ALL streaming formats to be used on the same video feed,which reaches more browsers(i.e. Flash,Windows HTML5). Furthermore,our applications contain media codecs that meet all specs necessary to provide AT&T with a video feed for cable expansion (i.e.AT&T Uverse). DAN DALLAS CITY NEWS NETWORK Digital-Direct•On-Demand 1 September 20,2017 Council Bneffng ea! rode, Full Agenda EM AGENDA ' Jai ;. f CITY COUNCIL BRIEFING MEETING -- . __ WEDNESDAY,SEPTEMBER 20,2017 CITY HALL 1500 MARILLA STREET DALLAS,TEXAS 75201 �- - 9:00A.M. r•n•.i t ECI,nnrr .. ` 9:00 am Invocation and Pledge of Allegiance 6ES a) :,� -„ Special Presentations Call to Order-Invocation and Pledge of Allegiance - Open Microphone Speakers Call to Order Invocation and Pledge of Allegiance VOTING AGENDA BES 1. Approval of Minutes of the September 6,2017 City Coundl Meeting 2. Consideration of appointments to boards and commissions and the evaluation and duties of board and commission members(List of nominees is available in the City Secretary's Office) ITEMS FOR INDIVIDUAL CONSIDERATION S.ag.t Ft,Wcbcns L. • lal "a ... . .. 3 © 2021 Swagit Productions, LLC• 12801 N.Central Expressway,Suite 900 • Dallas,TX 75243 214-432-5905 • 800-573-3160•swagit.com SWAGIT PRODUCTIONS,LLC PROPRIETARY AND CONFIDENTIAL INTENDED FOR INTERNAL USE ONLY.DO NOT DISTRIBUTE WITHOUT WRITTEN PERMISSION. ((EP) swa g i r SOLE SOURCE Sole Source Details Application Justification Swagit EASETM Extensible Automated Streaming Engine(EASETM)software framework that allows multiple streaming formats to be broadcast over the Internet or to multiple cable channels at the"same"time,including AT&T's Uverse network.Software allows for clients to be"Hands Free"of the process if so desired without outsourcing any production to a third-party vendor or hosted network. Solution may include closed captioning support and/or real-time or post-event transcriptions. Swagit's CDN Content Distribution Network provided and hosted by Swagit Productions, LLC. No third-party provider for streaming is used,as Swagit will host, stream and store all content deployed by client from their network. Cross Platform Solution Multiple bit rate encoding is used in all services to NOT exclude Mac, PC, Linux or mobile users utilizing"simultaneous"streams. Integrated Remote Broadcast The combination of multiple vendor hardware(i.e. Dell, Datavideo,Osprey,Sony)to achieve remote video switching while providing cross platform outputs can only be utilized through Swagit's EASETM software.All Units MUST be certified through Swagit before being deployed. Votelynx Integration The process of ingesting and analyzing digital voting tabulations and documents through a touchscreen control system that integrates into EASETM.Available for city/town councils, legislatures,and boardrooms. Sound Search'" A process of ingesting and analyzing digital audio files so words can be extracted and organized,allowing browsers too search documents and media via keywords and find specific time codes in Swagit's video archive. We appreciate your consideration in reviewing our letter and look forward to working with the City of Port Arthur on this important project. If you have any questions or would like any further information or references, please do not hesitate to contact me. Respectfully, David Alex Owusu Director of Streaming Media Swagit Productions, LLC (P) 214.432.5905 david@swagit.com www.swagit.com 4 © 2021 Swagit Productions, LLC• 12801 N.Central Expressway,Suite 900 • Dallas,TX 75243 214-432-5905 •800-573-3160•swagit.com SWAGIT PRODUCTIONS,LLC PROPRIETARY AND CONFIDENTIAL.INTENDED FOR INTERNAL USE ONLY.DO NOT DISTRIBUTE WITHOUT WRITTEN PERMISSION. (Co>> swa g i t SOLE SOURCE Item Swagit Productions, LLC Competing Vendors Indexing offered at no added X Not offered cost by the vendor Supports major media formats "simultaneously" - Flash, X Not offered Windows Media, and HTML5 Large image size on the web Only offer 320 X 240 or 400 x stream. (400X300) (448x336) X 300. Stretched thereafter with (640 x 480) noticeable pixilation Unlimited Archive Storage X Not offered Streams live multi-bit rate video X Not offered Stream Indexed Video X X Video encoding provided X X Automated file upload X X AT&T Uverse Automation X Not offered Provides video playout systems X Not offered Client can take minutes using Offered with multiple agenda X video software solutions Provide monitoring statistics X X 24 X 7 Support X Limited video support Offers added video content up to 30 hours per month at no added X Limited content outside of cost meetings Encoding of Real Time Events in multiple video codecs (on site X Not offered and/or off site) Installs/Supports Local and Remote Broadcast Systems X Not offered Supports Remote Video X Not offered Switching Provides Agenda and Document Management Solutions X X Integrated Voting System X X Media is hosted and supported by vendor X Uses third party providers 5 © 2021 Swagit Productions, LLC• 12801 N.Central Expressway,Suite 900• Dallas,TX 75243 214-432-5905 •800-573-3160 •swagit.com SWAGIT PRODUCTIONS,LLC PROPRIETARY AND CONFIDENTIAL INTENDED FOR INTERNAL USE ONLY.DO NOT DISTRIBUTE WITHOUT WRITTEN PERMISSION. P.R. NO. 21916 FY 4/28/2021 Exhibit B V ),,rj f A ,.. ! ! _._. Swagit Productions, LLC 12801 N. Central Expressway Suite 900 Dallas, TX 75243 214-432-5905 swagit.com QUOTE CITY OF PORT ARTHUR APRIL 20, 2021 ( LJ ) swaqiF always connected Swagit Productions,LLC 12801 N.Central Expressway,Suite 900 Dallas,TX 75243 April 20,2021 Fay Young Director I Information Technology City of Port Arthur Phone:409-983-8164 E:fay.voung@portarthurtx.gov Swagit Productions,LLC would like to thank you for your time and the opportunity to earn the City of Port Arthur's business.In an overpriced,complicated and hands-on video industry,Swagit has created an affordable,simple and hands-free solution that offers the most current advancements in video streaming technology. As you know,Swagit provides an easy solution for improved transparency to your constituents—without the additional workload. Initially specializing in turnaround streams for television stations and newspapers,Swagit has grown significantly to a diverse client list that includes cities,counties,states,school districts,newspapers,television stations,specialty districts,and health providers. Swagit proposes to provide hardware and monthly services for your meeting video streaming and archiving needs,using EASE'" and Avior",our proprietary hands-free video streaming and archiving solutions. The unique advantages of Swagit's sole-source EASE'"solution include: • Completely hands-free recording,uploading,and ■ High Definition(HD) archiving • 99.99%uptime • Hands-free indexing,time-stamping and cross- ■ No training needed linking • Unlimited storage • An open API,which allows for seamless integration • On-demand video search by metadata text with agenda management solutions and Sound Search'" • Agenda also integrated into video player ■ Captioning options for live and on-demand • Latest software upgrades,no upgrade fees • 24/7 support and customer service The distinctive advantages of Swagit's sole-source Avior'""HD solution include: • Fully automated ■ Real-time captioning support • 3+HD camera solution • Free software updates • Hands-free broadcast ■ Free 24/7 support and customer service system ■ Integrates and works with existing A/V equipment • Video graphics/titles overlay ■ Small footprint—equipment is self-contained on its own rack Sincerely, tnnr..ti. David Alex Owusu Director of Streaming Media Swagit Productions, LLC 214-432-5905 david@swagit.com www.Swagit.com PROPOSAL c�o>> swag it always connected I HARDWARE COST OPTIONS EQUIPMENT FOR HD BROADCAST AND STREAMING A 50%deposit is required for ALL hardware related purchases Hardware, Licenses, Setup, and Support Services Item# Quantity Description of Products/Services Unit Cost Extended Price 1 1 AviorTM HD Broadcast System w/CG $36,890.00 $ 36,890.00 • Four(4) HD PTZ CAMS to accommodate the potential need for ADA Compliance(i.e.sign language) • Includes camera mounts and connectors 2 1 EASETM C Streaming Appliance $4,590.00 $4,590.00 • EASE'' Remote Video Indexing Kit(Includes Scheduler) • Three(3)year warranty for appliance • Social Media eXstream Compatible 3 2 Multi Mode Fiber Balun&OREI HD Splitter $ 645.00 $ 1,290.00 • Needed for connectivity to current Castus device • Allows connectivity for presentation PC loop 4 1 Version 3 Media Player and Archive Upgrade $ 300.00 $ 300.00 • Includes web conferencing integration 5 1 On Site Installation, Deployment& Implementation $ 6,200.00 $ 6,200.00 for AVIORTM & EASETM Hands Free Services • Includes wiring from 5th floor A/V room to 2nd floor IT rack that houses playout device.Site survey needed to confirm 4th floor access point for cable run path 6 1 Remote Network Setup&Configuration $ 720.00 $ 720.00 Total One-Time Cost: $ 49,990.00 OPTIONAL EQUIPMENT FOR HD STREAMING AND/OR CAPTIONING Hardware, Licenses, Setup, and Support Services Item# Quantity Description of Products/Services Unit Cost Extended Price 1 1 CaptionPrime Streaming Appliance $ 16,490.00 $ 16,490.00 2 1 Advanced Caption Encoder/Decoder $9,090.00 $ 9,090.00 • Voice over IP capable 3 1 GoMobile Standard (Mini Encoder) $ 5.390.00 $5.390.00 • Includes remote setup via Swagit engineer&testing 4 1 Electronic Voting Solution TBD TBD 5 1 AviorTM Extended Hardware Warranty&Support $ 7,995.00 $7,995.00 • Cost to extend hardware warranty from three(3) years to five(5)years. Excludes cameras 3 © 2021 Swagit Productions, LLC• 12801 N.Central Expressway,Suite 900• Dallas,TX 75243 214-432-5905 •800-573-3160•swagit.com SWAGIT PRODUCTIONS,LLC PROPRIETARY AND CONFIDENTIAL INTENDED FOR INTERNAL USE ONLY.DO NOT DISTRIBUTE WITHOUT WRITTEN PERMISSION. cco>> Swagit PROPOSAL always connected I SERVICE COST OPTIONS RECOMMENDED PACKAGE: HANDS-FREE SERVICES Yearly Managed Service Package Item# Quantity Description of Products/Services Unit Cost Extended Price 1 12/yr AVIORTM/ EASETM 75- Meeting Package& Licensing $ 1,595.00/month $ 19,140.00 • Up to 75 indexed meetings per year with hands- free remote indexing services • 24/7 HD Live Stream included • Up to 120 hours of additional specialty content per year 2 12/yr Sound SearchTM Licensing $200.00/month $ 2,400.00 • Includes searchable and navigable transcripts 3 12/yr Social Media eXstream $ 150.00/month $ 1,800.00 • Facebook or You Tube Live Streaming Support Total Yearly Cost: $ 23,340.00 ADDITIONAL SERVICE OPTIONS Yearly Managed Service Package Item# Quantity Description of Products/Services Unit Cost Extended Price 1 12/yr Closed Captioning Ask Rep for TBD • Live(Real-Time)or Video on Demand services Details available in multiple languages(i.e.Spanish, English) 2 12/yr PEG Community Portal $350.00/month $4,200.00 • Includes one(1) live stream with up to 2TB of community video per year • Portal is branded to jurisdiction with integration into Facebook,YouTube or ROKU 3 12/yr PEG PSA $250.00/month $ 3,000.00 • Access to Swagit's legacy PSA content and ip to 120 HD Custom PSAs each year 4 12/yr Electronic Voting Support&Licensing Ask Rep for TBD • Covers any updates to hardware or software Details 5 12/yr Community Engagement Portal &Licensing Ask Rep for TBD • Covers any updates to hardware or software Details 4 © 2021 Swagit Productions, LLC• 12801 N.Central Expressway,Suite 900 • Dallas,TX 75243 214-432-5905 •800-573-3160•swagit.com SWAGIT PRODUCTIONS,LLC PROPRIETARY AND CONFIDENTIAL INTENDED FOR INTERNAL USE ONLY.DO NOT DISTRIBUTE WITHOUT WRITTEN PERMISSION.