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07-791Council File # �� � Green Sheet #3042973 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 CITY Presented by RESOLUTION PAUL, MINNESOTA �(Q WF3EREAS, since April 1, 1995 by written agreement between the City of Saint Paul and Ramsey County, meetings of the Board of Ramsey Counry Commissioners and Counry Boazd committee meetinas have been recorded in the CHCH Council Chambers and telecast live on Saint Paul cable television by the City's Office of Cable Communications, and: WHEREAS, the Boazd of Ramsey County Commissioners wishes to continue to have the Ciry's Office of Cable Communications record and cablecast these meetings, and; WHEREAS, the City's Office of Cable Communications is prepazed to provide the services required by Ramsey County, and; WI�EREAS, an"A�eement between Ramsey County and the City of Saint Paul for Recording and Broadcast Services" (agreement) has been reached whereby these services will be provided by the City and the County will pay the City for these services according to this agreement, and; WHEREAS, the agreement also includes an equal contribution from both the City and the County to provide funding for replacement and maintenance of the production equipment associated with recording of the meetings; THEREFORE, LET IT BE RESOLVED, that the proper City officials aze hereby authorized and d'uected to execute the agreement with Ramsey County which provides for the recording and cablecasting of Ramsey County Commission and committee meetings, a copy of said agxeement to be kept on file and record in the Department of Office of Technology and Communications. Benanav Bostrom Harris Helgen � ✓ ✓ Requested by Department of: and Communications � Services Thune ✓ Approved by City Attorney /'/ B �� Adopted by Council: Date g S/9' Appro d by yo for b'ssion o�Council Adoption Certified by Councl Secretary B �-y BY� ,/ / /,f/�/ i��Sorr� Approved M . Date �/��l� By: � Green Sheet Green Sheet Green Sheet Green Sheet Green Sheet Green Sheet � b�-��l DepartmeM/officelcouncil: Date initiated: TE — T��i�r�Mana�em�is� ,¢A��� Green Sheet NO: 3042973 -,_ Contact Person & Phone: Mike Reardon 68675 must ne on 29-AUG-07 Doa Sype: RESOLUTION E-DOCUment Required: N Document Contact: Mike Reardon ConWCt Phone: 68875 � ueaaraae� �er¢�orerson 0 ecLnol and Man ement Se Assign 1 echnol and Man ement Se De artmeut D'vector Number Z . ty Attom For Routing 3 r's Office Ma or/ASSisfavt Order 4 ouncil 5 Clerk Ci Clerk Tofal # of Signature Pages _(Clip All Locations for Signature) Approving Agreement between Ramsey County and the City of Saint Paul for Recording and Broadcas[ Services iaatlons: Approve (A) o� R Planning Commission CI8 Gommittee Civil Service Commission 1. Has this personlfirm ever worked under a contract for this department? Yes No 2. Has this persoNfirm ever been a city employee� Yes No 3. Does this person/firm possess a skill not normally passessed by any current city employee? Yes No EzpWin al4 yes,answers on separate sheet and attach to green sheet Initiatim,� Probiem, Issues, Opportunity (Who, What, When, Where, Why): Agreement for City to provide recording and broadcast services of Ramsey County meetings has expired. The County has adopted the new agreement for City to continue to provide the same services through 2010, with reimbursement of expenses provided to the City, including video productiou equipment replacement funds. Advantages If Approved: Ramsey County meetings will continue to be teievised, the Ciry will continue to reimbursed for their costs in providing these services, and funding is equally shazed for future equipment replacement. Disadvantages If Approved: None DisadvanWges If NotApproved: Ramsey County meetings will not be televised and City will be solely cesponsible for production equipment zeplacement expenses. Transaction: CostlRevenue Budgeted: Funding Source: Activity Number: � 3 Financial information: � � �� �� � (Explain) r l'`=�i�^, � � 2�07 � w . � ..!° /'i( ; August 14, 2007 336 PM Page 1 b� -� t ! AGREEMENT BETWEEN RAMSEY COUNTY AND THE CITY OF ST. PAUL FOR RECORDING AND BROADCAST SERVICES This Agreement is between Ramsey County, a political subdivision of the State of Minnesota (hereinafter "County"), by the Ramsey County Department of Properiy Management, and the City of St. Paul, a political subdivision of the State of Minnesota (hereinafter "City"), by the St. Paul Office of Cable Communications. WHEREAS, The renovation of the St. Paul City HalURamsey County Courthouse (hereinafter "CHCH") that was completed in 1993 included installation of City-owned and County-owned recording and cablecast equipment for the Council Chambers on the third floor of the CHCH, where meetings of the St. Paul City Council and the Ramsey County Board of Commissioners are held; and WHEREAS, Since April 1, 1995, by written agreements between the City and the County, meetings of the Board of Ramsey County Commissioners ("County Board") and of County Board committee meetings in the Council Chambers have been recorded and broadcast live on St. Paul cable television by the City's Office of Cable Communications; and WHEREAS, The County Board wishes to continue to have the City record and cablecast these meetings, and the City has agreed to provide these services, pursuant to the terms of this Agreement; NOW, THEREFORE, the County and the City agree as follows: I. SCOPE OF CITY SERVICES The City shall: A. Record and cablecast live on the City of Saint Paul's government access channel (currently channel 18), County Board meetings, meetings of County Board committees, and other County meetings in the Council Chambers (`Becording and Cablecasting Services"), a11 in accordance with the standards and procedures of the City's Office of Cable Communications for recording and cablecasting meetings of the Saint Paul City Council. B. Provide the County with administrative oversight of technicians and staff involved in the cablecasts and graphics consultations, not to exceed four hours per month unless previously approved by the County's Director of Property Management. C. Furnish all labor necessary to perform the services set forth in this Agreement. The City shall utilize CHCH equipment andlor City-owned equipment for the Recording and Cablecasting Services, and shall furnish up to two technicians as required for each meeting that is recorded. D. By 12:00 noon foilowing the day of recording a meeting, provide to County Properiy Management staff one videotape, or similar video media as technology dictates, of the meeting. Ageement w�th City for CounTy Council Chambers Recording and Cablecasting I/1/2007-12/31/2010 Pa�e 1 of 4' D� 7q i E. Replace bulbs and other lighting supplies in the Council Chambers used for cablecasting of the meetings and maintain the City-owned equipment ("City-Owned Equipmen�') idenrified in E�ibit A, attached hereto and made a part of this Agreement. F. Maintain a Capital Replacement Fund (hereinafter "Fund") for replacement of the City- Owned Equipment idenrified in Exhibit A. The scheduled times for replacement are set forth in Exhibit A. The City and the County sha11 each contribute 50% of the annual amount placed in the Fund. The City shall manage the Fund and shall report to the County the amounts of both City and County contributions and expenditures made from the Fund in accordance with Exhibit A. It is understood and agreed to by the parties that the County's contributions to the Fund in no way give the County an ownership or property interest in the City-Owned Equipment. II. COUNTY RESPONSIBILITIES The County shall: A. Provide the City, two days in advance of a meeting to be recorded, an electronic copy of the agenda for the meeting. B. Provide the City with all videotapes, or other similar video media as technology dictates, needed by the City to record meetings under this Agreement. III. COMPENSATION/PAYMENT A. The County shall pay the City for ongoing services as follows: 1. for technician time for pre-telecast room set-up, recording and playback editing services: at the actual hourly rate plus 34 % for overhead and benefits. 2. for administrative oversight/graphics consultation: at the rate of $35 per hour. 3. for cablecasting of both live and previously recorded County meetings and programs on the City's govemment access channel, the County Board meetings and County Board committee meetings, which take place on the first through the fourth Tuesdays of each month between 830 AM - 5:00 PM, and other County meetings in the Councii Chambers: at the rate of $300.00 per month. 4. for annual and regular maintenance of the City-Owned Equipment identified in - E�ibit A and the replacement of lighting bulbs and supplies in the Council Chambers used for cablecasting of the meetings: $625 per quarter, or $2,500 annually. B. The City and the County shall each make contributions to the Fund, as identified in Section I.E. herein, as follows: $32,000 for each of the years 2007, 2008, 2009, and 2010, for a total combined annual conhibution of $64,000 per year, for a total of $256,000 over the Initial Term of this Agreement. Agreement with CiTy for County Council Chambers Recording and Cablecasting 1/1 /2007-12/31/2070 Page 2 of 4 ��/�� � C. The City shall submit an invoice to the County on a quarterly basis, including the dates and hours of services for the previous quarter, for ongoing services. The City will include on each invoice a one-quarter share of the County's agreed-upon Contribution pursuant to Secfion III.B. D. The County shall pay uncontested amounts to the City within thirty-five (35) days of receipt of an invoice. E. Payment of interest on late payments and good faith disputes regarding invoices shall be govemed by the provision of Minn. Stat. § 471.425. IV. TERM A. The term of this Agreement is for the four-year period from January 1, 2007, through December 31, 2010 ("Initial Term"). It is the intention of the parties that this Agreement shall be ongoing, and therefore the parties agree to meet by no later than September 1, 2010 to negotiate the terms of a similar agreement so that services may be continued without interruption. B. The parties acknowledge and agree that upgrades in technology and equipment capacity are ongoing in the market, and that, from time to time, such upgrades may be necessary andlor beneficial to the parties. It is agreed, therefore, that either party may request that this Agreement be reopened for negotiations related to the addition of technological andfor equipment upgrades of the City-Owned Equipment identified in Exhibit A, and that the other party will cooperate in discussion and negotiation thereof. C. Either party may terminate this agreement with or without cause upon sixty (60) days' written notice to the other party. Upon termination, the City shall be entitled to payment for services provided in accordance with the terms of this Agreement through the date of terminarion. V. GENERAL TERMS AND CONDTI'IONS A. Indemnification The County and the City each agree to defend, indemnify and hold harmless the other, its officials, employees, and agents, from any and all liability, loss or damage it may suffer as a resuit of claims, demands, judgments, or costs, including reasonable attorney's fees, arising out of or related to the indemnifying party's performance of this Agreement. Any liability shall be governed by the terms of Minnesota Statutes Chapter 466 and all laws applicable and related thereto. B. Alterations Any alterations, variations, modifications, or waivers of provisions of this Agreement shall only be valid when reduced to writing and signed by both parties. Ageement with Ciry for County Council Chambers Recording and Cablecasring 1/1/2007-I2/31/2010 Page 3 of 4 ��/ I�I C. D. Insurance Each party shall be responsibie for obtaining and maintaining, either through commercial insurance or a program of self-insurance, property coverage, commercial general liability coverage, workers compensation, and such other insurance as will protect from claims which may arise out of or result from performance of the pariy under the terms of this Agreement. Entire Agreement This Agreement shall constitute the entire agreement between the parties and shall supersede all prior oral or written negotiarions. WHEREAS, the parties have executed this Agreement on the last date shown below. RAMSEY COUNTY By: Tony Bennett, Chair Board of County Commissioners Date: By: Bonnie Jackelen, Chief Clerk Board of County Commissioners Approved as to form: Karen Kushner, Assistant County Attorney Approval Recommended: Julio Mangine, Director Department of Property Management Funds Available: Kay Moon, Budgeting and Accounting CITY OF ST. PAUL � Matt Smith, Director Department of Financial Services Date: � Mike Reardon, Cable Communications Officer, Office of Cable Communicarions Approved as to form: Lisa L. Veith, Assistant City Attomey Agreement with Ciry for Counry Council Chambers Recording and Cablecasring 1/1/2007-12/312010 Page 4 of 4 �� -1 1 Exhibit A Council Chambers and Control Room Equipment Replacement & Maintenance Plan The dollar figures and replacement schedule as originally determined in November, 2006, and updated in June, 2007. Year E ui ment T e Pro osed Re lacement Cost/unit Totai Cost Re lace in 1993 Video Switcher Echo Nova 16 Production 25,000 25,000 Past due Switcher Chambers Displays Panasonic Professional 5,000 15,000 Past due 3 Dis la s Control Room Sony LCD broadcast displays 8,�00 8,000 Past due Dis la 5 20 Electronics Furniture Winsted Control Room 5,000 5,000 Past due Furniture 1999 Character Generator Inscriber TitleOne CG 12,000 12,000 Past due Camera w/Lens Sony DXCD55S, Lens, CCU 25,000 125,000 3-4 years 5 Camera Robotics Telemetrics Servo Pan/Tilt 12,000 60,000 3-4 years 5 Head and controller 2004 Computers: Delf Precision workstations 2,000 6,000 3 years Presentation, Encoder O erations Total 256,000 Equipment replacement costs - $256,000 The total cost of $256,000 includes $65,000 of equipment that has exceeded the normal useful life- span of that particular piece of equipment but is still functioning. This leaves $191,000 that will be spent for the remaining equipment over the next 3 to 4 years. Annual maintenance costs - $5000 It is assumed that both the City and County will each contribute $2500 annually to this activity. We do not have a service maintenance contract (SMA) with an outside vendor in place at this time. It was dropped for budgetary reasons. If there is equipment failure, we handle the problem as best we can with internal staff or we have to pay a vendor to repair the equipment at catastrophic replacement costs. Please Note: The equipment and replacement dollar amounts only represent the existing equipment, as estimated based on current technology and expense to replace. Discussion should be had by the government bodies that utilize the room on what they may want/need in the future in respect to electronia.