25B - AGMT FOR CCM VIDEO - Laserfiche WebLink

Home Browse Search

City Council Meeting and Other Video Production Services December 15, 2020 Page 2 The City Manager's Office additionally intends to expand on the video services that have been provided in order to produce more professional videos to inform the community about City of Santa Ana services and programs and to promote and market the City to a wider audience. These videos will be distributed digitally on the City's YouTube channel and social media. They also will be shown on CTV3, the City's government television channel, as part of a strategy to better utilize the channel and improve its content. Under the agreements, all three entities can be utilized to provide any of the video production services. The intent is that the current contractor, Video Engineering Services, will continue to be the primary party providing City Council meeting production services. The company has reliably and consistently provided these services for the past five years. However, by diversifying our vendor list to include the two additional companies, the City will have the ability to bring in extra assistance or to fill in to provide City Council meeting production services, should Video Engineering Services be unable to do so. The City will also have ready access to the two new vendors' technical expertise and consulting. The uncertainties of the COVID-19 pandemic and the transition to virtual meetings have made clear the City's need for additional video and technical resources on which to draw. Furthermore, the two new contractors each have a wide range of experience in filming events and creating high -quality marketing and public service announcement videos for both government agencies and commercial businesses. These two vendors will be primarily utilized to produce such videos for the City of Santa Ana. The agreements include a two-year contract term, which the City has the ability to cancel with a 30-day notice. Each vendor offers different pricing points for various services, from which the City may choose the best option (Exhibits 1-3), which provides the City with greater flexibility in planning its video service needs. The approval of the agreements align with the City's Five-year Strategic Plan, which has a Strategic Priority of Efficient City Services that includes Communication and Outreach to reach and engage all audiences through a variety of communication outlets. FISCAL IMPACT The agreements allow for an aggregate amount not to exceed $600,000, including $400,000 for the two-year term of the contract and $200,000 if the City chooses to activate the optional one- year extension. This is for as -needed services and the City is not obligated to pay out the full amount of the contract. Approximately half of that amount is expected to be used for filming and production of up to 26 City Council meetings per year and related technical and support costs. The City Manager's Office will be utilizing available funds in the Contract Services Professional account (No. 01105015-62300) for this agreement. While the estimated cost is approximately $200,000 per year, in FY 2020-21 funding will only be available for the second half of the year pending approval of this agreement. Thus, the remaining $100,000 may be utilized in the final year of the agreement, FY 2022-23. 25B-2