HomeMy WebLinkAbout25C - AGMT VIDEO ENGINEERING SVCSREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
MAY 21, 2019
TITLE:
APPROVE THE EXERCISE OF THE LAST
ONE-YEAR EXTENSION WITH VIDEO
ENGINEERING SERVICES AND APPROVE
AN INCREASE OF $15,000 IN THE TOTAL
AMOUNT NOT TO EXCEED $359,375 FOR
BOTH CURRENT FISCAL YEAR AND
REQUESTED EXTENSION
(STRATEGIC PLAN NO. 2,3C)
RECOMMENDED ACTION
CLERK OF COUNCIL USE ONLY:
APPROVED
❑ As Recommended
❑ As Amended
❑ Ordinance on 15' Reading
❑ Ordinance on 2nd Reading
❑ Implementing Resolution
❑ Set Public Hearing For
CONTINUED TO
FILE NUMBER
Authorize the City Manager and Clerk of the Council to execute an amendment to the agreement
with Video Engineering Services by increasing the not -to -exceed amount by $15,000 for the
current term (ending June 30, 2019) and exercise the last optional one-year extension ending
June 30, 2020, which will include an increase of $15,000 for an amount not to exceed $80,875 for
each of the terms and a total agreement of $359,375 to provide video production and consulting
services. The recommended increases will be paid from the General Fund, subject to non -
substantive changes approved by the City Manager and City Attorney.
DISCUSSION
On June 2, 2015, the City entered into a three-year agreement with two, one-year options with
Video Engineering Services to provide video production of City Council meetings, other various
productions and cable/video equipment maintenance.
The City has experienced a higher than anticipated need for audio/visual engineering services.
Over the past year the City Council chambers has had multiple pieces of equipment fail, which
has required troubleshooting and repair/replacement of equipment. Each time there is an issue,
services from our professional consultant, Video Engineering Services is required. Additionally,
the City has issued a request for proposal for a replacement video wall and have consulted with
Video Engineering Services on required specifications. These needs along with holding additional
25C-1
Agreement Amendment with Video Engineering Services
May 21, 2019
Page 2
recorded meetings require the City to increase the not -to -exceed amount of the agreement with
Video Engineering Services.
STRATEGIC PLAN ALIGNMENT
Approval of this item allows the City to meet Goal #2 Youth, Education, Recreation, Objective #3
(Expand use of technology as a tool for communications and education in the community), Strategy
C (Review web, social media, and CTV3 services and develop new strategies for more effective
use).
FISCAL IMPACT
The proposed increase in the not -to -exceed amount may impact fiscal year 2018-2019 and 2019-
2020. If there is an unanticipated decrease in the need for services, then funds will not be spent
on this agreement. The funds are budgeted and available for expenditure in the current fiscal
year and will be budgeted and made available next fiscal year in the following account listed
below.
Fiscal
Accounting
Fund
Accounting Unit, Account
Amount
Year
Unit-
Description
Description
Account #
FY 18-19
01113200-
General Fund
PRCSA-Administration,
$15,000
62300
Contract Services Professional
FY 19-20
01113200-
General Fund
PRCSA-Administration,
$15,000
62300
Contract Services Professional
TOTAL
$30,000
Lisa 3ddloff
Executive Director
Parks, Recreation and Community Services
Agency
APPROVED AS TO FUNDS AND ACCOUNT:
Kath n Downs, CPA
Executive Director ',
Finance and Management Services Agency
Exhibit: 1. Agreement Amendment — Video Engineering Services
25C-2
EXHIBIT 1
FIRST AMENDMENT TO AGREEMENT WITH THOMAS BYSTRY DBA VIDEO
ENGINEERING SERVICES
THIS FIRST AMENDMENT to the above -referenced Agreement is entered into on May 21, 2019,
by and between Thomas Bystry dba Video -Engineering Services, a sole proprietor ("Consultant"), and
the City of Santa Ana, a charter city and municipal corporation organized and existing under the
Constitution and laws of the State of California ("City").
RECITALS
A. The parties entered into an Agreement No. A-2015-096 dated June 2, 2015 to provide video
engineering services for City Council Meetings, the Mayor's State of the City Address, as needed
video engineering services and technical expertise for purchase, installation and maintenance of
audio and video equipment in the City Council Chambers and other City conference rooms
("Agreement").
B. On April 13, 2018, the City exercised the first (of two) optional one-year extensions. This extended
the term of the Agreement from July 1, 2018 to June 30, 2019.
C. The parties wish to amend the Agreement to add S 15,000 to the rest of the current term (ending June
30, 2019) and an additional S 15,000 for the last optional one-year extension, which the parties
shall exercise their option to extend. The total annual not to exceed amount for each optional
extension will be $80,875 and the total Agreement not to exceed amount will be $359,375.
The Parties therefore agree:
1. Section 2a, COMPENSATION, is amended to increase the compensation for each. of the optional
two, one-year extensions by $15,000 for a total annual not to exceed amount of $80,875. The total
agreement not to exceed amount will be 5359,375.'•
2. Section 3, TERM, is amended to extend the term of the Agreement for an additional one year
period until June 30, 2020.
3. Except as modified by this First Amendment, all terms and conditions of the Agreement as extended
shall remain in full force and effect.
IN WITNESS WHEREOF, the parties hereto have executed this First Amendment to the Agreement
on the date and year first written above.
_--_ _ATTEST CITY_OESANTA-ANA
NORMA MITRE
Acting Clerk of the Council
(Signatures continue on the next page]
KRISTINE RIDGE
City Manager
Page I of 2
25C-3
APPROVED AS TO FORM
SONIA R. CARVALHO
City Attorney
By. Czaw'w' • �dat �Z t
LAURA A. ROSSINI
Senior Assistant City Attorney
RECOMMENDED F"ROVAL
—L / C
LISANWJDLOFF
Executive Director,
Parks, Recreation and Community Services Agency
[First Amendment -Agreement with Thomas Bystry]
EXHIBIT 1
CONSULTANT
� rzdz
Thom -Bystry dba Video Engine g Services