Agenda Item No. V. B. 7.

Washburn University Board of Regents

SUBJECT: Digital Media Asset Management System for KTWU

DESCRIPTION:

KTWU is requesting approval to purchase a Digital Media Asset Management System with peripheral equipment. The system is designed to store programs which KTWU has long term rights, including local productions. The programs will be stored in digital format which has a much longer shelf life compared to the current analog tape library. Over time, the current video tape library of over 10,500 video tapes will be transferred to the new archive system. The digital tape library will be located in the Bennett Computer Center. Request for Proposals were sent to 11 vendors. Proposals were received from the following vendors:

Vendor Total Amount

Digital Images, Inc. $232,317.00

Heartland Video Systems $240,230.75

Heartland Video Systems (alternate) $187,514.75

Professional Video Supply $267,592.00

MicroFirst $190,795.00

Proposals were evaluated by a committee consisting of members from the ISS Department and KTWU. Digital Images, Inc. submitted the lowest-price responsive proposal meeting all requirements of the Request for Proposal. The alternate proposal submitted by Heartland Video Systems and the proposal submitted by MicroFirst did not meet the specifications and requirements stated in the Request for Proposal for a digital media asset management system.

The Corporation of Public Broadcasting awarded KTWU $337,175.00 through the CPB's Digital Distribution Fund Round 8 Award. In order to utilize available PBS funding, KTWU is requesting approval to purchase an additional two years of extended warranty, an additional tape drive and server hard drive memory for the system based on the proposal submitted by Digital Images, Inc. Total amount of the purchase will be $315,231.00.

FINANCIAL IMPLICATIONS:

Funding for the Digital Media Asset Management System will be from the following:

60% from the Digital Distribution Fund Round 8 funding ($189,138.60) and 40% from local campaign funds ($126,092.40).

RECOMMENDATION:

President Farley recommends approval to award a contract to Digital Images, Inc. for $315,231.00.

_____________________ __________________________________

Date Jerry B. Farley, President


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