Title:
Consider and take action on a resolution authorizing a contract with Digital Resources Inc for the design and construction of a television and podcast studio to be located at 600 West Walker Street in an amount not to exceed $350,000 (Director of Communications and Community Engagement)
Background:
Approval of this resolution will authorize a contract with Digital Resources Inc. to provide turn-key services to design and build a multi-set television and podcast studio for the Communications and Community Engagement Department located at 600 West Walker Street. As included in the FY2024 Adopted Budget, services will include design, construction, the purchase and installation of all equipment, a two-year warranty on equipment, and two years of on-site support. Request for Proposal 24-014 was advertised with responses due on 2/20/2024. Digital Resources Incorporated was the sole responder. The estimated timeline to design, construct, and furnish all necessary audio, visual, and lighting equipment is four to six months. In order to reduce the proposed cost of the project from $402,623.19, an agreement was discussed and agreed upon with Digital Resources Incorporated to remove three years of the proposed five years of on-site support, lowering the cost to $350,000.
Digital Resources Inc is one of the premiere studio and set designers in Texas with experience focused on government agencies including municipalities, school districts, and colleges and universities. Clients include the cities of Dallas, Allen, Laredo and the school districts of Prosper ISD and Fort Worth ISD. University clients include Texas Christian University in Fort Worth, which a member of the Communications team was recently able to tour and meet with representatives of the school to discuss their overall satisfaction with the studio and positive interaction with Digital Resources Incorporated. In addition, calls made to the cities of Dallas and Allen Texas to discuss their experience with Digital Resources Inc. came back with a positive recommendation.
The Communications and Community Engagement Department’s current TV studio, located at the City Annex, has become obsolete and unable to perform various functions such as streaming live content on the City’s PEG channel and Facebook page as well as other functions needed to perform the department’s day-to-day television production operations. The studio itself is six years old and the majority of the equipment is outdated and does not meet the technology standards and capabilities offered in the current marketplace. The existing studio is extremely small and provides a very limited space to conduct interviews with more than three people as well as perform other television production capabilities. The area where the current studio is located will be available for other employees who work in the Development Services Department as their space is becoming constrained.
The new television and podcast studio will provide an effective tool that will allow the City to better communicate, educate, and engage our residents when it comes to city services, initiatives, and programs. When completed, the studio will provide a seamless connection with the City’s Peg channel and Facebook page which will provide the ability to conduct live town hall meetings with the opportunity for residents to interactively participate. The new studio will be designed with multiple sets to allow flexibility when conducting live and taped interviews, particularly when it comes to the number of guests which can be accommodated. This will allow for more frequent and in-depth “content” that can be aired on the city’s PEG channel, which currently is primarily programmed with City Council meetings and short format pieces.
A breakdown of services and pricing is provided below.
Custom Set(s) Design and Construction $86,000
Installation of all AV Equipment $50,000
Video Production Equipment $55,000
Audio Equipment $20,000
Lighting Grid and Equipment $75,000
Network/Live Capabilities Integration $14,000
Two year On-Site Support/Warranty $50,000
Total $350,000
CONTRACT ORIGINATION: Agreement has been reviewed by the City Attorney’s Office.
Attachments:
1. Proposed Resolution
2. Exhibit A - Digital Resources Inc Agreement with Proposal
3. Letter of Intent to Award
4. Bid Tabulation
FUNDING
{X} Funding in the amount of $250,000 is available in Special Revenue Account: Public Access Channel Fund #22451200. If approved, a budget amendment is required to increase Public Access Channel Fund equipment account #22451200/55730 by $100,00 to be taken from existing fund balance.
STRATEGIC PLANNING
{X} Addresses Strategic Planning Critical Success Factor # 6 Engaged Residents