HomeMy WebLinkAbout25D - AGMT - VIDEO SRVSme SAMS
CITY COUNCIL MEETING DATE:
JANUARY 20, 2015
TITLE:
AGREEMENT AMENDMENT WITH
VIDEO ENGINEERING SERVICES
FOR VIDEO PRODUCTION AND
CABLE EQUIPMENT SERVICES
{STRATEGIC PLAN NO. 2, 3C}
IT MANAGER
RECOMMENDED ACTION
CLERK OF COUNCIL USE ONLY:
❑ As Recommended
❑ As Amended
❑ Ordinance on 151 Reading
❑ Ordinance on 2ntl Reading
❑ Implementing Resolution
❑ Set Public Hearing For
CONTINUED TO
FILE NUMBER
Authorize the City Manager and Clerk of the Council to execute
with Video Engineering Services for video production services,
by $38,875, and increasing the term by five months, sub
approved by the City Manager and the City Attorney.
DISCUSSION
an amendment to the agreement
increasing the total compensation
ject to non - substantive changes
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, production staff televises 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 and provides technical assistance on other audio /visual related
projects.
This agreement amendment increases the total compensation of the agreement by $38,875 for a
total agreement amount not to exceed $94,920. In addition the term is extended by five months
for a total of 17 months with an expiration date of June 30, 2015. The Parks, Recreation and
Community Services Agency is satisfied with the quality of services provided by Video
Engineering Services and recommends approval of this amendment. In the next few months city
staff will issue a request for proposals to solicit proposals for video production services for the
2015 -2016 fiscal year.
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.
2501-1
Agreement Amendment with Video
Engineering Services
January 20, 2015
Page 2
FISCAL IMPACT
Funds for this agreement are available in the PRCSA Administrative Services, Contract Services
account (no. 01113200 62300).
Gerardo Mouet,
Executive Director
Parks, Recreation and Community
Services Agency
APPROVED AS TO FUNDS AND ACCOUNT:
Francisco Gutierrez,
Executive Director
Finance and Management Services Agency/P
25D -2
AMENDMENT TO
CONSULTANT AGREEMENT
THIS AMENDMENT TO CONSULTANT AGREEMENT is made and entered
into this 20`x' day of January, 2015 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- 2014 -013, dated January 7, 2014 (hereinafter
"said Agreement ") 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
Amendment to Consultant Agreement, the parties agree as follows:
I. 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.
2. Section 2.a., COMPENSATION, shall be amended as follows:
"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 additional amount of
$38,875.00 during the amended and extended term through June 30, 2015. The total
amount to be expended under said Agreement shall not exceed $94,920.00.
3. Section 3, TERM, shall be amended to read, in full as follows:
"This Agreement shall terminate on June 30, 2015, 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.
25D -3
IN WITNESS WHEREOF, the parties hereto have executed this 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
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CITY OF SANTA ANA
David Cavazos
City Manager
VIDEO ENGINEERING SERVICES
Thomas E. Bystry
Assistant City Attorney Owner
RECOMMENDED FOR APPROVAL:
Gerardo Mouet, Executive Director
Parks, Recreation and Community Services Agency
25D -4
EXHIBIT A
VIDEO ENGINEERING SERVICES
BASE ENGINEER
1. 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. Said facilities include, but are not limited to: City Hall and Council
Chambers, Recreation Centers, Senior Centers, Stadium, Soccer fields, etc.
2. Review and make recommendation for the repair and /or replacement of said audio /video
facilities.
3. Design layout of electrical circuitry for existing and /or acquired audio /video equipment.
4. Ensure compliance with local, state, and federal safety codes and regulations.
5. 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,
Powerpoint, elmo or other technical needs.
16. Installation of camera and control room equipment upgrades.
COMPENSATION for Term of Contract = $35,495.00. City will pay Consultant $65.00 (Sixty Five
dollars) per hour.
The first and third Tuesdays of the month (Council Meetings) shall be two regularly assigned
workdays for Consultant.
25D -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 for event.
• Directing the show for video.
• Renting all needed video equipment and editing the finished video for playback.
COMPENSATION - $5,000 for State of the City Address in June 2014
$5,000 for State of the City Address in June 2015
Itemized invoicing for this item will occur once a year.
Does not include a video to be used by the Mayor in his presentation.
25D -6
EXHIBIT C
VIDEO ENGINEERING SERVICES
City 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 -four (24) meetings, including City Council meetings held the first and
third Tuesdays of the month, Candidates Forum, Election coverage and swearing -in ceremonies
biannually, 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 $49,425.00 for the term of the
contract: $1,475 for first Tuesday meeting each month. $1,300 for additional meetings in the
month (if televised). This is a 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.
25D -7
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BUDGET SUMMARY FOR CONSULTANT AGREEMENT
Between The City of Santa Ana and Video Engineering Services (Thomas E. Bystry).
Annual budget for Exhibit A: $35,495 Base Engineer
Annual budget for Exhibit B: $10,000 Produce (2) State of The City Address
Annual budget for Exhibit C: $49,425 Council Meetings
TOTAL COMPENSATION FOR TERM OF THE CONTRACT (as Amended)
FEBRUARY 1, 2014— JUNE 30, 2015
$94,920.00
Consultant shall submit itemized monthly invoices detailing services provided and costs
associated with those services.
25D -8