HomeMy WebLinkAbout25A - AGMT - VIDEO PRODUCTION SRVS AND CABLE EQUIPMENT MAINTREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
JANUARY 7, 2013
TITLE:
AGREEMENT AMENDMENT WITH VIDEO
ENGINEERING SERVICES FOR CABLE
EQUIPMENT MAINTENANCE AND VIDEO
PRODUCTION SERVICES
CITY MANAGER
RECOMMENDED ACTION
CLERK OF COUNCIL USE ONLY:
APPROVED
? As Recommended
? As Amended
? Ordinance on 1" 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 the attached agreement
amendment with Video Engineering Services for video production and cable equipment services
for one year in an annual amount not to exceed $56,915, subject to non-substantive changes
approved by the City Manager and City Attorney.
DISCUSSION
On January 9, 2009, the City Council approved an agreement with Video Engineering Services for
cable equipment maintenance and video production services. Video Engineering Services
provides technical expertise for the purchase, installation and maintenance of City owned audio
and video equipment in the City Council Chambers. In addition, Video Engineering Services
provides production staff to televise City Council meetings occurring in the Council Chambers.
Video Engineering Services also assists the City Clerk and other users of the Council Chambers
with audio recordings and lighting in the Council Chambers, and provides technical assistance on
other audio/visual related projects.
This agreement includes $15,015 for Base Engineering and Equipment Maintenance, $5,000 for
the filming of the State of the City event, $17,700 for the taping of the first Council meeting of the
month, $13,200 for the taping of the second Council meeting of the month at a remote location,
and $6,000 contingency for unanticipated work and unforeseen emergencies, for a total
agreement amount not to exceed $56,915. This agreement amendment exercises the fourth and
final one-year option of the 2009 base agreement. The Parks, Recreation and Community
Services Agency is satisfied with the quality of services provided by Video Engineering Services
and recommends approval of this agreement.
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Agreement with Video Engineering Services
January 7, 2013
Page 2
FISCAL IMPACT
Funds for this agreement are available in the PRCSA Administrative Services, Contract Services
account (no. 01113200 62300).
APPROVED AS TO FUNDS AND ACCOUNT:
Gerardo Mouet,
Executive Director
Parks, Recreation and Community
Services Agency
Francisco Gutierrez,
Executive Director
Finance and Management Services Agency
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FOURTH AMENDMENT TO
CONSULTANT AGREEMENT
THIS FOURTH AMENDMENT TO CONSULTANT AGREEMENT is made and
entered into this 7"' day of January, 2013 by and between Video Engineering Services (hereinafter
"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 (hereinafter "City").
RECITALS:
A. The parties entered into Agreement # A-2009-008, dated January 4, 2009 (hereinafter "said
Agreement"), as amended from time to time, by which Consultant has provided video
engineering services to the City.
B. In accordance with the terms and conditions of said Agreement, the parties wish to extend the
term of said Agreement and provide additional compensation to pay for services provided
during the extended term.
WHEREFORE, in consideration of the covenants contained in said Agreement, and subject to all
the terms and conditions of said Agreement, except those amended in this Fourth Amendment to
Consultant Agreement, the parties agree as follows:
Section 1, SCOPE OF SERVICES, shall be amended to reflect that video engineering
services shall be provided as set forth in Exhibits A, B, C and D, attached hereto and
incorporated by this reference. The City Manager may, in writing, authorize additional video
engineering services during the one-year term from February 1, 2013 through January 31,
2014.
2. Section 2.a., COMPENSATION, shall be deleted in its entirety and replaced with the
following:
"a. City agrees to pay, and Consultant agrees to accept as total payment for its services, the
rates and charges identified in Exhibit D, for an base amount of $50,915.00 during the one-
year term from February 1, 2013 through January 31, 2014. Contingency funds of up to
$6,000 may be expended for authorized additional authorized services provided during the
term of this Agreement. The total amount to be expended pursuant to this Fourth
Amendment to Agreement shall not exceed $56,915.00.
3. Section 3, TERM, shall be amended to read, in full as follows:
"This Agreement shall commence on February 1, 2009 and terminate on January 31, 2014,
unless terminated earlier in accordance with Section 12, below."
4. Except as hereinabove amended, all terms and conditions of said Agreement shall remain in
full force and effect.
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IN WITNESS WHEREOF, the parties hereto have executed this Fourth Amendment to
Consultant Agreement on the date and year first written above.
ATTEST:
MARIA D. HUIZAR
Clerk of the Council
APPROVED AS TO FORM:
SONIA R. CARVALHO
City Attorney
Lisa Storck
Assistant City Attorney
CITY OF SANTA ANA
PAUL M. WALTERS
Interim City Manager
VIDEO ENGINEERING SERVICES
THOMAS E. BYSTRY
Owner
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EXHIBIT A
BASE ENGINEER
VIDEO ENGINEERING SERVICES
Consult shall confer with the Executive Director of Parks, Recreation and Community
Services or assigned staff to evaluate needs and supervise maintenance activity of all city
owned audio/video facilities. Includes City Hall, recreation centers, senior centers,
Stadium, Soccer fields. Etc.
2. Review and make recommendation for the repair and /or replacement of said audio/video
facilities.
Design layout of electrical circuitry for existing and /or acquired audio /video equipment
Ensure compliance with local, state, and federal safety codes and regulations.
Establish and maintain equipment log and data base to keep inventory and records of
maintenance and to track equipment performance.
6. Help establish and enforce Agency wide policies for equipment use. Provide operation
instruction for staff.
7. Conduct regular security checks on the City's production equipment.
8. Prepare preventative maintenance schedules and execute said maintenance on a routine
basis.
9. Supervise annual asset inventories and tagging of new assets, as needed.
10. Coordinate equipment repair with outside agencies.
11. Coordinate acquisition of new production equipment.
12. Facilitate and supervise use of facilities or equipment by outside agencies, persons, other
City employees or cable franchisee staff.
13. Facilitate completion of production services requested by City staff (including making
dubs, editing and shooting videos, setting up equipment, delivering equipment, setting up
operating facilities as needed.)
14. Provide updates to Executive Director and/or assigned staff on progress of equipment
install, maintenance, building projects and anticipated completion dates.
15. Assist City Clerk and other staff on use of Council Chambers: video, audio, lighting,
power point, elmo or other technical needs.
COMPENSATION Annually $15,015
City will pay contractor $55 (fifty five) per hour. For an average of 10.5 hours every two weeks.
The first and third Mondays of the month (Council Meetings) shall be two regularly assigned
workdays for Contractor.
25A-5
EXHIBIT B
VIDEO ENGINEERING SERVICES
State of the City Address
Consultant shall produce the mayor's state of the city address, including
• Hiring and supervising crew for camera operations, audio mixing, cable running,
equipment load in and load out.
• Directing the show for video.
• Renting all needed video equipment and editing the finished video for playback.
Flat fee - $5,000
Itemized invoicing for this item will occur once a year. Does not include a video to be used by
the Mayor in his presentation.
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EXHIBIT C
VIDEO ENGINEERING SERVICES
Council Meetings
VIDEO ENGINEERING SERVICES (Thomas E. Bystry) will serve as Producer/Administrator for
City of Santa Ana City Council meetings. Said services include hiring and supervision of video
production staff. Consultant shall provide production services in live meeting coverage and playback
for up to twenty-seven (27) meetings, including City Council meetings held the first and third
Mondays of the month, Candidates Forum, Election coverage and swearing-in ceremonies bi-
annually, and various additional meetings as selected by the Clerk of the Council and/or City
Manager. Production services shall include all responsibility for graphics during the presentations,
video roll-ins and all audio/visual needs. Additionally, Consultant shall provide technical assistance
for city production crews and staff. Services shall include:
1) Serve as Video Producer for all council meetings and cable-casting events in council chambers.
2) Maintain open communications with city clerks' office for special needs or changes pertinent to
the agenda for each council meeting.
3) Communicate and confirm with the cable administration office in Parks and Recreation
regarding council meeting coverage and playback related to the city channel. Report of
technical playback and council problems and remedies to the cable office.
4) Provide, hire and supervise all video production crew and staff which will include Director,
Camera Robotics Operator, Audio Operator, Graphics Designer and Playback Operator. These
positions may be consolidated in one person.
5) Schedule video production staff. Pre-arrange and notify crew of video productions and
changes.
6) Provide maintenance of playback equipment located in City Hall and necessary for City
Council meeting.
7) Provide for office administration and payroll for video production crew and playback.
8) Provide and be responsible for all production staff training and hands-on use of equipment for
video crews.
9) Direct communication with City Council members and Clerk of the Council.
10) Review any needs or concerns related to production request: includes powerpoint, overheads,
video roll-ins and presentations, review cueing system, proper use of microphones for Council.
11) Arrange for and design overall look and style of productions.
12) Arrange for input of council graphics prior to the meeting. Run a spell check. Arrange for
graphics to state replays during the meeting, approximately every 30 minutes during program.
Compensation for Video Engineering services shall not exceed $30,900 annually, as follows: $17,700
for first Monday meeting each Month. $13,200 for third Monday of the Month - if televised. This is
flat rate amount regardless of duration of council meetings. Said fee includes all required crew and
insurance required by City Hall. All invoices submitted shall be itemized.
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EXHIBIT D
BUDGET SUMMARY FOR CONSULTANT AGREEMENT (CONTRACT)
Between The City of Santa Ana and Video Engineering Services (Thomas E. Bystry).
Annual budget for Exhibit A:
Annual budget for Exhibit B
Annual budget for Exhibit C
Annual budget for Exhibit C
Contingency for additional
Authorized services 2012/2013
$15,015 Base Engineer
$5,000 Produce State of The City Address
$17,700 First council meeting of month
$13,200 Second council meeting of the month -
if televised.
$6,000
TOTAL ANNUAL AMOUNT APPROPRIATED FOR COMPLETE CONTRACT: $56,915
Consultant shall submit itemized monthly invoice detailing services provided and costs associated
with those services.
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