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Home My WebLink About4B, Cable Services Contract Renewal with the City of New Brighton_ EN HI LLS Re uest for Council Action q Prepared By: James Lehnhoff, Council Meetin Date: Jul 12 2010 Community Development Director g y' Cable Services Contract Renewal with the City of New Brighton Budgeted Amount: Actual Amount: Funding Source: $4,900 (2010 budget year) $5,010 (2010 budget year) Cable Fund Recommendation: Approve renewal of the contract with the City of New Brighton for cable services effective July 31, 2010, to July 31, 2011, as proposed in the July 12, 2010, memorandum. Supporting Documents: • Memorandum dated July 12, 2010, from James Lehnhoff • Email from Schawn Johnson, Assistant to the City Manager in New Brighton • Contract Proposal from the City of New Brighton for Cable Services ��i EN HILLS MEMURANDUM DATE: July 12, 2010 TO: Mayor & City Council FROM: James Lehnhoff, Community Development Director SUBJECT: Cable Services Contract Renewal with the City of New Brighton Req uested Action Approval renewal of the contract with the City of New Brighton for cable services effective July 31, 2010, to July 31, 2011, as proposed in the July 12, 2010, memorandum. Back�round Since July 2006, the City of New Brighton has operated the cable system in the City Council chambers for all regular City Council meetings, Planning Commission meetings, and special meetings when requested. They have also provided technical guidance on equipment maintenance and replacement. The current contract will expire on July 3 l, 2010. The City of New Brighton has provided a new contract that includes a few modifications and a cost increase, which are underlined on the attached proposed agreement. The email from Schawn Johnson, Assistant to the City Manager in New Brighton, explaining the reasons for the changes and cost increase is attached. In summary, the new contract increases the hours of service provided from 12 to 12.5 based on their count of the actual number of hours provided each week from the previous year. The new contract also includes language that provides an opportunity for the two cities to contract for additional services that are not already included in the contract, which could include replacing equipment, maintenance, or broadcasting special meetings. Finally, the contract includes a cost increase from $405 per month ($4,860/year) to $435 per month ($5,220/year). The cost increase is based on the increased number of service hours provided and health insurance costs. This cable service is paid for through the cable fund. City of Arden Hills City Council Meeting for July 12, 201 D IlMetro-inet.uslardenhillslAdminlTechnologylCable Services1071210 - CCMemo - Audio-Visual Operation Contract with New Brighton.doc Page 1 of 2 The 2010 budget allocated $4,900 for cable services from NeW Brighton. With the increased rate for the remaining �ve months of 2010, the total cost is expected to be $5,010. Recommendation Approve renewal of the contract with the City of New Brighton for cable services effective July 31, 2010, to July 31, 2011, as proposed in the July 12, 2010, memorandum. Attachment • Email from Schawn Johnson, Assistant to the City Manager in New Brighton • Contract Proposal from the City of New Brighton for Cable Services City of Arden Hills City Council Meeting for July 12, 2010 IlMetro-inet.uslardenhillslAdmir�ITechnologylCable Services1071210 - CCMemo - Audio-Visual Operation Contract with New Brighton.doc Page 2 of 2 Jarnes Lehnhoff Subject: RE: Proposed Cable Services Agreement fo�r 2010-2011 From: Schawn P. �ohnson [mailto:Schawn.7ohnson@newbrightomm�.gov] Sent: Friday, May 14, 2010 10:16 AM To: Becky Brazys Subject: Proposed Cable Services Agreement for 2010-2011 Hi Becky: For your review, I have attached a copy of the proposed cable services agreement for 2010- 2011. I have made a few changes to the agreement. q� The first change involves the changing of the monthly hours per month from 12 hours to 12.5 hours. The City of New Brighton has been tracking the number of hours that we have been devoting to the City of Arden Hills cable services over the past year. Chad Nolan has been averaging roughly 12.5 hours per month to provide this service. q� The second �hange involves language that would address any special projects or requests that are not outlined in the contract. With the aging of your cable system, Andre and Chad have been asked to do a little more consulting work. Therefore, I thought that it was important that we address the process for handling these types of projects in our next cont ract. � Also do the change from 12 hours to 12.5 hours per month and increases in employee health insurance costs, the proposed monthly rate has risen from $405.00 to $435.00 per month. For your review, I have attached a clean version and red-lined version with the proposed changes in red. If you have any questions or concerns, regarding the proposed agreement please let me know. Thanks Schawn P. �ohnson City of New Brighton Assistant to the City Manager 651.638.2046 (Phone) 1 Agreement between the City of New Brighton and the City of Arden Hills Fo� Cable Services Purpose: The purpose of this agreement is to outline the services to be provided by the City of New Brighton to the City of Arden Hills related to cable services. Duration: This agreement is effective July 31, 2010 and will exist for one year from this date. This agreement and terms can be renewed at the end of one year. Either party can terminate the agreement if a 90 day notice is provided in writing to the other party. Explanation of Services to be Provided: The City of New Brighton agrees to provide cable services to the City of Arden Hills. This will include video taping the monthly Planning Commission and City Council Meetings, scheduling the playback for these meetings, and inputting information on the cable channel bulletin board. The City of Arden Hills agrees to provide the cable technician with information/text for the bulletin board. It is estimated that the total time required in Arden Hills will be approximately 12.5 hours per month. The City of New Brighton will provide the City of Arden Hills with technical feedback about the operations of the equipment. If the cable equipment is not functioning properly, the City of Nevc� Brighton Cable Technician will inform the Arden Hills staff of the problem to ensure that the problem is corrected in a timely fashion . The City of Arden Hills agrees to provide the equipment needed for the above services. An,�pecial proi ects or requests for cable consultation services not outlined in the above agreement vc�ill be billed separatelv bv the City of New Brighton. The Cit,y of New Bri�hton will provide the City of Arden Hills with a cost �ro�osal for any s�ecial prol� or consulting activities that are requested by the Citv of Arden Hills but not outlined in this a�reement. The requested proiect will not proceed unless both parties are a reeable to the cost proposal. The Cit,y of Arden Hills also a_ rees to provide the equipment needed for any special proiects or requests for cable consultation services. Ernployment: The cable technician will remain an employee of the City of New Brighton during the scope of their work with the City of Arden Hills. The City of New Brighton will be responsible for worker's compensation, salary, training and other bene�ts related to this position. Cost: The City of Arden Hills agrees to pay $435/month for the above services. The City of New Brighton will invoice the City of Arden Hills on a monthly basis. Payment will be made by the 1 St of each month for services and remitted to: City of New Brighton Attn. Accounts Payable 803 Old Hwy 8 NW New Brighton, MN S 5112 Dean R. Lotter Patrick Klaers City Manager City Administrator City of New Brighton City of Arden Hills