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HomeMy WebLinkAboutAgenda - 11-17-1998 - 9hi ORANGE COUNTY BOARD OF COMMISSIONERS Action Agenda Item No. q- ACTION AGENDA ITEM ABSTRACT Meeting Date: November 17, 1998 SUBJECT: Telecasting County Commissioners' Meetings DEPARTMENT: Manager's Office PUBLIC HEARING: (Y/N) Na. ;, BUDGET AMENDMENT: (Y/N) Nt~.~~>-~ ATTACHMENT(S): Television Production Facilities Design Consultant Agreement INFORMATION CONTACT: Albert T. Kittrell, Assistant County Manager TELEPHONE NUMBERS: - -ext. 2300 Hillsborough 732-8181 Chapel Hill 968-4501 Durham 688-7331 Mebane 227-2031 PURPOSE: To consider approving a consultant agreement to design county facilities for telecasting County Commissioners' Meetings. BACKGROUND: At the May 19, 1998 Board meeting the County Cable TV Citizen Advisory Committee presented a report outlining the possible options for telecasting County Commissioners Meetings. The Board approved the solicitation ofaudio-visual design consultant proposals for equipping the meeting room at the Southern Human Services Center and the F. Gordon Battle Coumoom for telecasting. In June 1998, staff requested proposals from three local audio-visual consultants. One consultant responded; another firm expressed an interest in bidding on installation of the equipment rather than the facility design; and the third consultant firm did not respond to the request for proposal. On July 21, 1998, County staff and a subcommittee of the Cable TV Advisory Committee interviewed the principal of MHT of North Carolina, a Chapel Hill audio-visual design consulting firm. MHT's proposal was consistent with the desires of the cable committee and staff, but additional revisions were requested in the proposal. On August 28, 1998, staff and the cable subcommittee met with MHT to further discuss provisions in the proposal. The staff and the cable subcommittee continued to discuss elements of the proposed design during the month of September. ~> 2 On October 7, 1998 the full Cable TV Advisory Committee reviewed MHT's proposal. Additional questions about the design and cost were discussed. The cable committee suggested that staff receive further clarification of the cost and design proposal. Bob Sepe, Triangle J Council of Governments Cable TV Consultant, and the audio-visual engineer for the People's Channel conducted sepazate reviews of the proposal. The People's Channel engineer endorsed the proposal and fee. Bob Sepe endorsed the proposal, fee and revised the format of the proposal. At the November 2, 1998 Cable TV Committee meeting, MHT consultant discussed the proposal in detail with the committee. The committee recommended MHT of North Carolina to the Board for audio-visual design of county facilities. During the construction of the Southern Human Services Center and the F.Gordon Battle Courtroom conduits for wiring, cable connections, lighting, and production control rooms were included to make the facilities more desirable for telecasting. MHT of North Cazolina scope of work would go beyond the basic infrastructure needs for telecasting to include the following scope of work: - Development of technical design specifications, including detailed equipment lists, equipment integration and signal flow diagrams, equipment rack layouts, HVAC and electrical modifications to the control rooms, ambient and television lighting specifications, camera and equipment placement; - Development of the aforementioned items shall be included for the Southern Human Services Public Meeting Room in Chapel Hill and the F. Gordon Battle Courtroom in Hillsborough; - Development of video courtroom capabilities in the Battle Courtroom; - Development of plans to ensure audio visual support equipment for each meeting room to facilitate group viewing and listening ofpre-recorded video recordings, computer based presentations, big screen projection from paper, transparencies, small solid objects and models and video images and simultaneous videotape recordings or telecasts of these images; - Incorporation, modification or replacement of public address systems to provide the sound portion of telecast and documentary recordings. - Develop and prepaze a report outlining budgetary requirements, impact of construction and installation, project timetable, evaluation and selection of appropriate technology, operational requirements and telecast logistics; - Preparation of a set of master documents suitable for bidding and installation of equipment. The cost for this contract shall be $12,000 for one room or $22,000 for two rooms. Funds are available in the Commissioners' contingency account. The estimated cost of equipment (cameras, etc.) necessary for telecasting will become clearer after the consultants work has been completed. There are two options for financing the purchase of equipment. 1. Time Warner Cable can be required to provide capital equipment for telecasting Commissioners Meetings if the County has areport/plan identifying the equipment and technical specifications for telecasting. Time Warner can use the following methods of payments: (a) purchase the equipment with no cost to the County; (b) purchase the equipment and pay a portion of the total cost, and chazge the cable subscribers in the unincorporated azeas of the County a monthly repayment fee over a period of one yeaz or several yeazs; or (c) purchase the equipment then chazge the cable subscribers a monthly repayment fee over a period of one year or several yeazs for the total cost. 2. The County provides the equipment for telecasting Commissioners' Meetings. RECOMMENDATION: The Manager recommends that the Boazd awazd a contract to MHT of North Carolina, Inc. for consulting work in the development of telecasting capabilities in two County facilities for a sum not to exceed $22,000; and authorize the Chair to sign on behalf of the Boazd. 4 TELEVISION PRODUCTION FACILITIES DESIGN CONSULTANT AGREEMENT THIS AGREEMENT, made and entered this day of , 1998 by and between Orange County, North Carolina [the COUNTY] a Municipal corporation and MHT of North Carolina, Inc., a private corporation having an office at The Lennox Building, Suite 202 Chapel Hill, NC 27514-4048. WHEREAS, the County has entered into a franchise agreement ("Franchise") with a certain cable television operator for the provision of cable television services and govemment access television telecasts within the franchise territory of the County as defined in such Franchises; and, WHEREAS, the County is to televise its public meetings and provide other live and pre-recorded local govemment television programs within the franchise territory; and, WHEREAS, the County lacks television production and telecast facilities and needs to have these facilities designed, equipment acquired and installed so that it can produce television programs for telecast to the residents of Orange county via the cable television system; and, WHEREAS, MHT of North Carolina, Inc,j desires to perform such professional and technical services to the County. NOW THEREFORE, in consideration of the mutual covenants contained herein the parties hereto agree as follows: 1. TERM.- This Agreement shall commence on December 1, 1998 and shall-#erminate twelve (12) months later unless otherwise terminated in accordance with the provisions contained herein. 2. SERVICES -TELEVISION PRODUCTION FACILITIES DESIGN MHT of Northr-Carolina, Inc., shalt develop technical design specifications (detailed equipment lists, equipment integration and signal flow diagrams, equipment rack layouts, HVAC and electrical modifications to the control rooms, ambient and television lighting specifications, camera and equipment placement). The aforementioned shall con_ stitute the GATV production plan for each Orange County facility: Additionally, the plan shall for address the provisioning providing the following capabilities in one or two designated meeting rooms, one located near Chapel Hill and one located in the County Courthouse in Hillsborough to: a. Provide for live telecasts of public meetings via govemment access on the local CAN system. b. Provide for video courtroom capabilities for the facility in Hillsborough. c. Include audiovisual support equipment far each meeting room to facilitate group viewing and listening for prerecorded video recordings, computer based presentations, big screen projection from paper, transparencies, small solid objects, and models and video images and simultaneous videotape recordings or telecasts of these images. d. Incorporate, modify, or replace existing public address systems to provide the sound portion of telecast and documentary recordings to include playback of sound recordings during presentations. Necessary improvements to the existing sound reinforcement systems will be addressed. e. Plan shall progress through stages of design that address the development of a budget, impact of construction and installation, project timetable, evaluation and selection of appropriate technology, operational requirements, and telecast logistics. f. Prepare and provide the County a reports describing each aspect of the plan to include the development of a budget, impact of construction and installation, project timetable, evaluation and selection of appropriate technology, operational requirements, and telecast logistics. g. Included in the final report shall be appropriate narrative, block diagrams, recommended layout of the affected space, equipment lists, and applicable performance or interface specifications, specifications for up-fit of the space to accommodate the telecasting system, and vendor/contractor requirements and technical qualifications. h. Prepare a single master set of documents and any necessary support materials to enable Orange County to solicit bids for installation of the system(s). Assist the County find qualified vendors, answer questions or respond to potential vendors seeking to bid on the project, and oversee the bid review process. 3. COMPENSATION In the event the County chooses to prepare one room for cablecasting, the County shall pay MHT of North Carolina, Inc., a $12,000 consulting fee for services with an initial payment of $4,000, balance due upon completion of work. In the event the County chooses to prepare two rooms for cablecasting, the County shall pay MHT of North Carolina, Inc a total of $22,000, with an initial payment of $7,333, balance due upon completion of work. This shall constitute the complete compensation to MHT for this project. 4. RESPONSIBILITIES. The County shall: a. Instruct its employees to cooperate with MHT of North Carolinas' agents and provide information and/or documents necessary to perform the design services; b. Provide MHT of North Carolina, Inc with a letter of authori~, appointing M1`•IT of North Carolina, Inc., the County's agent in this matter, c. Provide the MHT of North Carolina,-Inc., with copies of all County documents, such as architectural, mechanical, electrical and other information relevant to the scope of this Agreement. Generally, these are in the form of measured drawings in electronic or paper~form, of the involved spaces including any relevant adjoining spaces; d. Designate a project liaison to manage communications coordinate meeting schedules and assume responsibility for contacting involved parties and directing e. Access to the premises on apre-arranged basis for the purpose of taking measurements or other tasks pertinent to the design process. f. Guidelines pertinent to allowing inspection of the premises by specialists or other outside parties we may elect to include in our design process. (Some consultants may be affiliated with potential vendors). g. Bid language pertaining to vendorrnstallerquolifications or indemnification boiler plate language. 5. CANCELLATION. The County shall have the right to cancel this Agreement upon 30 days prior written notice. In the event the County exercises its right of cancellation, MHT of North Carolina, Inc., shall immediately cease to perform all services and keep the retainer for services rendered. 6. NOTICE Any notice provided for under this Agreement shall be sufficient if in writing and delivered personally to the following addressee or deposited in the United States Mail, postage prepaid, certified mail, return receipt requested, addressed as follows, or to such other address as the receiving party hereafter shall specify in writing: If to the County: Pamela K. Jones, Director COUNTY of ORANGE, Dept. of Purchasing & Central Services P.O. Box 8181, 132 East King Street Hillsborough, North Carolina, 27278 If to the Contractor MHT of North Carolina,-Inc. The Lennox Building, Suite 202 .. Chapel Hill, NC 27514-4048 . TEL: 919 967-6965 FAX: 919 967-6966 E-MAIL: CHENAGEMHT cQaol.com 7. INDEPENDENT CONTRACTOR. In the performance of this Agreement, MHT of North Carolina, Inc., and its agents, shall act solely as an independent consultant and contractor and not as an employee of County. Further, nothing in this Agreement is to be construed or implied to create a relationship of partners, agency or joint venturers or of employer and employee. MHT of North Carolinas' representatives shall not represent themselves as an agents of County, as authorized to assume'or create any obligation of any kind, express or implied, on behalf of the County or othetv+rise bind County in any manner whatsoever. $-ENTIRE AGREEMENT. This Agreement constitutes the full and complete understanding between the parties hereto with respect to this subject matter and supersede and cancels any previous understanding and agreement between the parties with respect to the services to be provided hereunder. All agreements, modifications to and waivers of the terms of this Agreement shall be written and signed by both parties hereto. IN WITNESS WHEROF, the parties hereto have caused this Agreement to be executed on the day and yeaz first above written. Chuck Henage MHT, of North Carolina, Inc. Mazgazet Brown Chair, Orange County of Commissioner ATTEST: