Due to the continued expansion of the City's ACTV video archives and long-term storage, it is necessary to replace the current server(s) with a more robust, reliable, redundant and user friendly system.  The current system was originally installed in February 2008, when ACTV began shooting in HD, with an expansion several years later.  The current servers are essentially 3 separate computers filled with several redundant hard drives that store all of ACTV's video archives.  Failing drives were replaced up until they were not covered under warranty. Additional replacements were covered as an emergency from the PEG fund in March of this year.  With the current system, ACTV staff are only able to save, copy, move and open files on this server.  Searching for files is becoming increasingly cumbersome.

The new server is a complete overhaul/replacement with the addition of software that will allow storage of video and other assets and provide ACTV staff the ability to edit directly from the server.  This system will eliminate the need for staff to search for files or edit from multiple external hard drives by storing all video assets in one place.  The other addition to this system is an LTO tape backup machine that will continuously save the files on the server to data tape that has a shelf life of 100 years.  ACTV will obtain software updates as they are provided by the vendor.  Hardware is anticipated to last 8-10 years with minimal repairs as the need dictates.

On August 10, 2017, the Purchasing Division solicited and received two responses for the Editorial Storage & Asset Management request for proposal. The proposal has been evaluated based on the following criteria: Company Qualifications and Experience, Price and References. City of Allen staff represented the evaluation committee. The committee's goal was to determine if the vendor could provide the required combination of experience, capability, quality and service. Based on the review of specific rating criteria, the evaluation committee recommends award to TM Television for Editorial Storage & Asset Management for Allen City Television.

Funding for this item is included in the Fiscal Year 2016-2017 budget, from the portion of the Special Revenue Fund that is earmarked for PEG capital equipment. PEG (Public, Education, Government Access) revenue is paid by the cable companies to support cities' ability to air meetings and other information to the public.

Staff recommends the City Council award bid and authorize the City Manager to purchase the installation and deployment of Editorial Storage and Asset Management Software with Archival Tape Backup from Halbrook and Miller, Inc., dba TM Television in the Amount of $110,802.

I make a motion to award bid and authorize the City Manager to purchase the installation and deployment of Editorial Storage and Asset Management Software with Archival Tape Backup from Halbrook and Miller, Inc., dba TM Television in the Amount of $110,802.