HomeMy WebLinkAboutItem 04 Lane Council of Goverenments Public Access, Education or Government (PEG) Grant Award and IGAAGENDA ITEM SUMMARY Meeting Date: 10/15/2012
Meeting Type: Regular Meeting
Staff Contact/Dept.: Len Goodwin/
Development and
Public Works
Staff Phone No: 726-3685
Estimated Time: Consent Calendar
S P R I N G F I E L D
C I T Y C O U N C I L
Council Goals: Financially
Responsible and Stable
Government Services
ITEM TITLE: LANE COUNCIL OF GOVERNMENTS PUBLIC ACCESS, EDUCATION, OR
GOVERNMENT (PEG) GRANT AWARD AND INTERGOVERNMENTAL
AGREEMENT
ACTION
REQUESTED:
Authorize/not authorize the City Manager to accept the Access, Education, or Government
Grant award in the amount of $62,900 and execute an Intergovernmental Agreement with
Lane Council of Governments (LCOG) to fund and facilitate cablecast installations in the
Library Meeting Room and the Emergency Operations Room.
ISSUE
STATEMENT:
Should the Council agree to be awarded the PEG grant and be in partnership with LCOG to
allow them to install cablecast equipment in City facilities?
ATTACHMEN
TS:
1. LCOG PEG Grant Intergovernmental Agreement
2. Public Access, Education, or Government grant Cover Letter
DISCUSSION/
FINANCIAL
IMPACT:
The Metropolitan Policy Committee (MPC) has awarded the City of Springfield a Public
Access, Education, or Government (PEG) Grant in the amount $62,900. The grant, in
conjunction with a $75,000 grant from Comcast, will allow the City to install equipment
enabling broadcast of public meetings on the Public Channel operated by MetroTV and
provided by Comcast to all Springfield cable subscribers.
City and MetroTV staff reviewed potential facilities at three sites and ultimately
decided to apply for funding for just two, the Springfield City Hall Library Meeting
Room, and the Springfield Justice Center Emergency Operations Center (EOC). The
third site, the Wildish Theatre, would not have been eligible for the PEG funding.
Installation of the equipment reduce City costs for broadcasting meetings from
Springfield and will permit live broadcasting of the MPC (and other) meetings.
The Intergovernmental Agreement with LCOG will allow the MetroTV staff to
supervise the installation of the cablecasting equipment on the MetroTV site and work
with City staff on the installation of the cablecasting equipment and fiber link required
at the City to make the system ready for MetroTV cablecasting.
This Intergovernmental Agreement also authorizes the use of the Public Access,
Education, or Government Grant funds on this project. Staff recommends that the
Council approve the award and Intergovernmental Agreement for this grant funding.
Staff will continue to pursue the installation of similar equipment at the Wildish
Theatre, using money from the Comcast grant and other sources, which remain to be
identified.
INTERGOVERNMENTAL AGREEMENT
Contract #762
THIS AGREEMENT entered into by and between Lane Council of Governments, an organization of governments
within Lane County, Oregon, hereinafter referred to as AGENCY, and City of Springfield, a municipality of the State
of Oregon, hereinafter referred to as CITY.
EFFECTIVE DATE: July 1, 2012
WHEREAS, ORS 190.010 provides that units of local governments may enter into agreements for the performance
of any or all functions and activities that a party to the agreement, its officers or agents, have the authority to
perform; and
WHEREAS, CITY desires to engage AGENCY to provide the Scope of Services described in Exhibit A, attached
hereto and incorporated herein by reference and this contract on the terms and conditions set forth herein.
NOW, THEREFORE, it is agreed that:
1. Funding Source. The CITY was awarded a $62,900 Public Access, Education, or Government (PEG)
Grant that AGENCY is facilitating for the Metro Planning Commission (MPC). It is agreed that this grant
will be used to fund activities in this IGA approximately divided between $57,900 in equipment purchases
and $5,000 establishing a communication link between the City and RIS. The PEG grant is lump sum not-
to-exceed grant in the amount of $62,900. If activities and expenses exceed $62,900 then the City of
Springfield shall reimburse AGENCY for the difference up to but not-to-exceed $25,039.
2. Termination. This agreement shall be in effect from effective date shown above to December 31, 2012 or
until project completion, whichever comes first.
3. Contract Administration. Each party designates the following as its representative for purposes of
administering this contract. Either party may change its designated representative by giving written notice to the
other as provided in paragraph 13.
AGENCY: Robert Lewis
RLEWIS@lcog.org
Phone: 541.682.3799
City: Rhonda Rice
rrice@springfield-or.gov
Phone: 541.726.3655
4. Services to be Provided. AGENCY shall be paid on a quarterly basis for the services described in
Attachment A within 21 business days of receipt of invoice. Invoices are to be sent to Rhonda Rice, City of
Springfield, 225 5th Street Springfield, OR 97477. The total agreement amount shall not exceed
$87,939.00.
5. Workers Compensation. Each party working under this agreement is either a subject employer under the
Oregon Worker’s Compensation Law and shall comply with ORS 656.017, which requires each to provide
Worker’s Compensation coverage for all its subject workers, or is an employer that is exempt under ORS
656.126.
6. Amendments. This agreement may be modified or extended by written amendment signed by both
parties.
7. Termination. Upon thirty days’ prior written notice delivered to the other party by certified mail or in person,
either party, without cause, may terminate its participation in this agreement.
C762 Lane Council of Governments IGAPage 1 of 6
Attachment 1
8. Records/Inspection. CITY and AGENCY shall each maintain records of its costs and expenses under this
contract for a period of not less than three full fiscal years following AGENCY's completion of this contract.
Upon reasonable advance notice, either party or its authorized representatives may from time to time
inspect, audit, and make copies of the other party's records.
9. Indemnification. To the extent allowed by the Oregon Constitution and the Oregon Revised Statutes, each of
the parties hereto agrees to defend, indemnify, and save the other harmless from any claims, liability or damages
including attorney fees arising out of any error, omission or act of negligence on the part of the indemnifying
party, its officers, agents, or employees in the performance of this agreement.
10. Status. In providing the services specified in this agreement (and any associated services) both parties are
public bodies and maintain their public body status as specified in ORS 30.260. Both parties understand and
acknowledge that each retains all immunities and privileges granted them by the Oregon Tort Claims Act (ORS
30.260 through 30.295) and any and all other statutory rights granted as a result of their status as local public
bodies.
11. Workers Compensation Insurance. AGENCY is a subject employer that will comply with ORS 656.017.
12. Subcontracting. AGENCY shall not subcontract its work under this contract, in whole or in part, without the
CITY'S prior written approval. AGENCY shall require any approved subcontractor to agree, as to the portion
subcontracted, to comply with all obligations of AGENCY specified in this contract. Notwithstanding the CITY'S
approval of a subcontractor, AGENCY shall remain obligated for full performance of this contract and CITY shall
incur no obligation to any sub-contractor.
13. Assignment. Neither party shall assign this contract in whole or in part, or any right or obligation hereunder,
without the other party's written approval.
14. Compliance with Laws. AGENCY shall comply with all applicable federal, state, and local laws, rules,
ordinances, and regulations at all times and in the performance of the work.
15. Notices. Any notices permitted or required by this contract shall be deemed given when personally delivered or
upon deposit in the United States mail, postage fully prepaid, certified, and return receipt requested, addressed
to the representative designated in paragraph 4. Either party may change its address by notice given to the
other in accordance with this paragraph.
16. Integration. This contract embodies the entire agreement of the parties. There are no promises, terms,
conditions or obligations other than those contained herein. This contact shall supersede all prior
communications, representations or agreements, either oral or written, between the parties. This contract shall
not be amended except in writing, signed by both parties.
17. Interpretation. This contract shall be governed by and interpreted in accordance with the laws of the state of
Oregon.
LANE COUNCIL OF GOVERNMENTS CITY OF SPRINGFIELD
_________________________________ ________________________________
Brendalee S. Wilson NAME:
Executive Director TITLE:
________________________ _______________________
Date Date
C762 Lane Council of Governments IGAPage 2 of 6
Attachment 1
ATTACHMENT A
Scope of Services
AGENCY Responsibilities:
AGENCY to provide services related to telecommunication installation at:
Springfield City Hall – Library Meeting Room
225 5th Street
Springfield, OR 97477
Springfield Justice Center- Emergency Operations Center
230 4th Street
Springfield, OR 97477
Metro TV
125 East 8th Avenue
Eugene, OR 97401
1. Purchase of Equipment as outlined in ATTACHMENT B- Professional Video and Tape quote attached hereto
and incorporated herein by reference.
Funding split as follows:
a. $57,900 from the AGENCY PEG Grant (total grant amount $62,900).
b. $18,161.00 from the City of Springfield.
2. Purchase of materials and labor necessary to install all of the equipment in #1 above and successfully
integrating it into the existing Metro TV system, with funding split as follows:
a. $5,000.00 from the AGENCY PEG Grant (total grant amount $62,900).
b. $6,878.00 from the City of Springfield.
3. Coordination of following elements for the City of Springfield PEG grant project provided by Robert Lewis of
AGENCY. Coordination services shall be on a not-to-exceed basis of $2,500 billed at $100.00/hour.
Services to be paid for out of the PEG grant will include:
a. Six, two (2) hour planning meetings. Including three retroactive meetings in December 2011,
February 2012, and May 2012.
b. Oversight of equipment and installations done for this project at Metro TV offices.
i. Oversight shall included visiting the work at intervals to become generally familiar with the
work progress in order to check quality and endeavor to guard against defects and
deficiencies; and to make sure the work is being performed in a manner that when complete it
will be in accordance with plans and specs. However, this does not include exhaustive or
continuous on site inspections, or to control contractor means, methods, techniques,
sequences or procedures.
ii. Authorization and tracking of contracted hours will be accomplished by e-mail communication
between Jim Polston (CITY) and Robert Lewis (AGENCY). No work shall be done by
AGENCY without prior authorization by Jim Polston.
c. Final inspection of Audio/Video broadcasting installations at the Springfield Library meeting room, the
Springfield Justice Center Emergency Operations Center (EOC) and Metro TV offices. Such
inspection are to:
i. Determine compatibility of the installed system with the Metro TV system.
ii. Verify the proper operational layout and configuration of the installed equipment.
iii. Determine complete and proper operation of the system as a whole.
d. Invoicing CITY for applicable project costs above the PEG grant amount of $62,900.00. Total billings
invoiced to the CITY shall not exceed $25,039.00.
C762 Lane Council of Governments IGAPage 3 of 6
Attachment 1
ATTACHMENT A
CITY Responsibilities:
CITY responsibilities in this agreement are as follows:
1. Oversight of the installation of materials and equipment for Audio/Video recording of meetings in the
Springfield Library meeting room and the Springfield Justice Center Emergency Operations Center (EOC),
shall be accomplished by Jim Polston, Springfield’s Facility Manager. Oversight shall included visiting the
work at intervals to become generally familiar with the work progress in order to check quality and endeavor
to guard against defects and deficiencies; and to make sure the work is being performed in a manner that
when complete it will be in accordance with plans and specs. However, this does not include exhaustive or
continuous on site inspections, or to control contractor means, methods, techniques, sequences or
procedures
2. Report project status to AGENCY on a monthly basis and submitted via email. Report shall include status of
installation, listing of materials and equipment installed.
3. CITY shall pay for applicable project costs above the PEG grant amount of $62,900.00. Total billings payable
by the CITY shall not exceed $25,039.00. CITY shall make payments within 21 days from receipt of invoice.
C762 Lane Council of Governments IGAPage 4 of 6
Attachment 1
PROFESSIONAL VIDEO & TAPE Sales Quote
10260 SW Nimbus Ave., Suite M-4
Tigard, Oregon 97223
(503) 598-9142
(503) 598-9172 (fax)
Bill To:
Lane Council of GovernmentCity of Springfield Library
859 Willamette Suite 500Attn Jim Polston
Eugene, OR 97401
Attn Robert Lewis
Salesperson:Doug McAndrewsDate:6/29/2012
Ship to PVT:UPS GroundPhone:
Payment Terms:Net 30PO #:e-mail:
Ship to Customer:Company TruckNotes:
FOB:Tigard
QtyManufacturerModel Number Price Ea.Extend
2PANASONICAW-HE50SROBOTICS CAMERAS W/HD-SDI5,195.00$ 10,390.00$
1PANASONICAW-RP505 CAMERA REMOTE CONTROL2,099.00$ 2,099.00$
2WALL MOUNTS150.00$ 300.00$
1BLACK MAGICATEM TV STUDIO6 INPUT HD VIDEO SWITCHER995.00$ 995.00$
1BLACK MAGIC SWITCHER CONTROL PANEL4,995.00$ 4,995.00$
1BLACK MAGICHYPERDECK SHUTTLE345.00$ 345.00$
1BLACK MAGICHD-SDI TO ANALOG VIDEO CONVERTERS295.00$ 295.00$
1BRIGHT EYESBEM-3VGA/DVI TO HD-SDI CONVERTER2,500.00$ 2,500.00$
1SAMSUNGUN32D4000N32" MULTIVIEW MONITOR529.00$ 529.00$
1SENNHEISERADN-CU1CENTRAL AUDIO CONFERENCE UNIT3,998.00$ 3,998.00$
1SENNHEISERADN-C115" GOOSENECK MIC - CHAIR UNIT635.00$ 635.00$
12SENNHEISERADN-D115" GOOSENECK MIC - DELEGATE UNIT585.00$ 7,020.00$
1CUSTOM CASE FOR CONFERENCE SYSTEM700.00$ 700.00$
1MACKIE1202VLZ3AUDIO MIXER349.00$ 349.00$
1BROAD TOOLSADC-1ANALOG TO DIGITAL CONVERTER279.00$ 279.00$
2KRKRP5G2TWO WAY ACTIVE POWERED SPEAKERS149.00$ 298.00$
1PVTSINGLE MODE FIBER CONVERSION SYSTEM16,960.00$ 16,960.00$
1PVTINSTALL MATERIALSALL MATERIALS NEEDED FOR INSTALLATION4,928.00$ 4,928.00$
1PVTINSTALL LABORLABOR FOR LIBRARY, EOC AND LCOG INSTALL,6,950.00$ 6,950.00$
(INCLUDES SYSTEM RESEARCH/DESIGN LABOR)-$ -$
-$ -$
-$ -$
-$ -$
Credit / Debit Price-$ -$
66,501.95$ -$ -$
-$ -$
Cash Sub-total:64,565.00$
Purchaser PrintSignatureShip & Insure:-$
Used equipment is sold "as is" unless otherwise noted. Warranty on all new equipment is limited to the established manufacturer's warranty at the time of sale.Handling:-$
A 20% restocking charge will apply on all returned equipment after management approval.
Sales Tax:-$
Grand Total:64,565.00$
All prices based on cash / check discount
Visit the HD Experts now at www.provideoandtape.com
Description
3% Lost of Cash Discount for Credit/Debit Cards
Prices subject to change at any time
Ship To:
C762 Lane Council of Governments IGAPage 5 of 6
Attachment 1
PROFESSIONAL VIDEO & TAPE Sales Quote
10260 SW Nimbus Ave., Suite M-4
Tigard, Oregon 97223
(503) 598-9142
(503) 598-9172 (fax)
Bill To:
Lane Council of GovernmentCity of Springfield EOC
859 Willamette Suite 500Attn Jim Polston
Eugene, OR 97401
Attn Robert Lewis
Salesperson:Doug McAndrewsDate:6/29/2012
Ship to PVT:UPS GroundPhone:
Payment Terms:Net 30PO #:e-mail:
Ship to Customer:Company TruckNotes:
FOB:Tigard
QtyManufacturerModel Number Price Ea.Extend
2PANASONICAW-HE50SROBOTICS CAMERAS W/HD-SDI5,195.00$ 10,390.00$
1PANASONICAW-RP505 CAMERA REMOTE CONTROL2,099.00$ 2,099.00$
2WALL MOUNTS150.00$ 300.00$
1BLACK MAGICATEM TV STUDIO6 INPUT HD VIDEO SWITCHER995.00$ 995.00$
1BLACK MAGIC SWITCHER CONTROL PANEL4,995.00$ 4,995.00$
1BLACK MAGICHYPERDECK SHUTTLE345.00$ 345.00$
1BLACK MAGICHD-SDI TO ANALOG VIDEO CONVERTERS295.00$ 295.00$
1BRIGHT EYESBEM-3VGA/DVI TO HD-SDI CONVERTER2,500.00$ 2,500.00$
1SAMSUNGUN32D4000N32" MULTIVIEW MONITOR529.00$ 529.00$
1MACKIE1202VLZ3AUDIO MIXER349.00$ 349.00$
1BROAD TOOLSADC-1ANALOG TO DIGITAL CONVERTER279.00$ 279.00$
2KRKRP5G2TWO WAY ACTIVE POWERED SPEAKERS149.00$ 298.00$
-$ -$
-$ -$
-$ -$
Credit / Debit Price-$ -$
24,075.22$ -$ -$
-$ -$
Cash Sub-total:23,374.00$
Purchaser PrintSignatureShip & Insure:-$
Used equipment is sold "as is" unless otherwise noted. Warranty on all new equipment is limited to the established manufacturer's warranty at the time of sale.Handling:-$
A 20% restocking charge will apply on all returned equipment after management approval.
Sales Tax:-$
Grand Total:23,374.00$
All prices based on cash / check discount
Visit the HD Experts now at www.provideoandtape.com
Description
3% Lost of Cash Discount for Credit/Debit Cards
Prices subject to change at any time
Ship To:
C762 Lane Council of Governments IGAPage 6 of 6
Attachment 1
Attachment 2
CITY OF SPRINGFIELD, OREGON
PUBLIC WORKS DEPARTMENT ADMINISTRATION MAINTENANCE DIVISION
ENGINEERING DIVISION TRANSPORTATION DIVISION
ENVIRONMENTAL SERVICES DIVISION
225 FIFTH STREET
SPRINGFIELD, OR 97477
www.ci.springfield.or.us/dept_pw.htm
February 23, 2012
Mr. Milo Mecham, Program Manager
Lane Council of Governments
859 Willamette Street
Suite 500
Eugene, OR 97401
Dear Mr. Mecham,
The City of Springfield is aware of the Public Access, Education, or Government (PEG) Grant that LCOG
is facilitating for the Metro Planning Commission (MPC). We wish to apply for a portion of the Fiscal Year
2012 PEG funding for our capital broadcasting needs.
The City of Springfield and MetroTV staff visited and review potential facilities at the City of Springfield, to
assess priorities for the purchase and installation of recording and broadcasting equipment. We
assessed three sites and ultimately decided to apply for funding for just two, the Springfield City Hall
Library Meeting Room, and the Springfield Justice Center Emergency Operations Center (EOC). I am
attaching pricing estimates for those two facilities provided to us by MetroTV staff.
Currently the MPC meets six times per year in the Library Conference room in Springfield City Hall. In
addition, several meetings of the Joint Elected Officials are held each year in Springfield. At each meeting
Metro TV is required to allocate at least two staff members to remotely record the proceedings for
delayed broadcast. Installation of the equipment outlined in the attached grant application, would help
reduce those broadcasting costs and accomplish at least four specific goals.
1. It would be to eliminate the need for two Metro TV personnel to broadcast from Springfield. A
single person would be able to operate the equipment.
2. It will provide equipment that could easily be used to record and/or broadcast a wider variety of
meetings of interest to PEG viewers.
3. The installation would allow for live cable casting of the MPC (and other) meetings.
4. The Justice Center EOC included in the application is an excellent room that would provide a
space large enough for JEO/MPC meetings to be cablecast and the equipment could also be
utilized for internal and regional training purposes by Springfield staff.
The City of Springfield sees these goals as great benefits to our citizens and PEG viewers alike; therefore
we are submitting the attached “Application Request for PEG Equipment Funds”. We plan to have staff
attend the March 8th MPC meeting in order to answer any questions that may arise. In the meantime,
should you have any questions please let me know.
Sincerely,
Len Goodwin
Assistant Public Works Director