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HomeMy WebLinkAboutItem 2m: Renewal of Contract with Studio Spectrum to Film, Program and Ancillary Services for Live Taping and Broadcast of City Council Meetings during FY 11-12 & 12-13 • F ARC, U � 4 4. Nt o oRA,41 .gyp . ' w a. T • •7 M,u�i S� H03 4Ahy °f 1" STAFF REPORT Office of the City Manager DATE: June 7, 2011 TO: Mayor and City Council FROM: Don Penman, City Manager`' By: Linda Garcia, Com nications, Marketing and Special Projects Manager 11" SUBJECT: TWO -YEAR RETENTION OF STUDIO SPECTRUM, INC. IN AN AMOUNT UP TO $27,000.00 PER YEAR TO FILM, PROGRAM AND PROVIDE ANCILLARY SERVICES RELATED TO THE LIVE AND TAPED BROADCAST OF CITY COUNCIL MEETINGS DURING FISCAL YEARS 2011 -2012 AND 2012 -2013 Recommendation: Approve SUMMARY Since the City of Arcadia began filming and televising City Council meetings we have used the firm of Studio Spectrum, Inc. for these services due to their high quality of work, responsiveness, experience with and knowledge of our system, and their competitive rates. This staff report requests City Council approval to continue to use Studio Spectrum in fiscal years 2011 -2012 and 2012 -2013 to produce and program City Council meetings. DISCUSSION Studio Spectrum designed and installed the City's original audiovisual system in the Council Chambers as well as the upgrades that have been made over the years. They have also conducted all of the maintenance and service for the video equipment, made recommendations on efficient and cost - effective modifications to the system, and filmed the City Council meetings since we first began providing this service. Their work, in terms of product knowledge, application, dependability and overall performance, has been excellent. Studio Spectrum has agreed to hold steady on their fee of $825.00 per meeting or $19,800.00 annually to broadcast live City Council meetings held in the Council Chambers. Included in this fee is a two- person crew for a meeting time of up to five hours to perform the following services: Mayor and City Council - Studio Spectrum, Inc. 2011 -2013 June 7, 2011 Page 2 • Film City Council meetings twice monthly. Tasks include pre- meeting creation of graphics and installation of photos; testing and calibration of required audio and video equipment; notation of any required service issues; monitoring audio and video levels during meetings; programming of meeting for future broadcast. An hourly fee is assessed for meetings that go longer than five hours. • Maintain equipment service records and coordinate required service. • Prepare the City Clerk's area for audio recording. • Provide assistance to staff with regard to any additional audio or video needs they may have for presentations. • Control the lighting during City Council meetings. • Provide a live broadcast and two DVD copies of the City Council meeting. • Provide on -call technical support (at a separate cost). Other costs that would be included in this agreement with Studio Spectrum are related to maintenance, repair and supplies. Because there are a limited number of companies that have the amount of experience Studio Spectrum does in providing this type of service to local government, as well as the fact that their record with Arcadia is excellent, staff is recommending that we continue to use Studio Spectrum to film City Council meetings in the coming two years without seeking proposals from other companies. They produce a high quality product, have been of considerable value in terms of our cable equipment/system /needs, are very flexible and accommodating with regard to unusual situations and /or troubleshooting needs that arise, and they endeavor to keep the cost to the City as low as possible, currently agreeing to the existing fee for another two -year period. FISCAL IMPACT At $825.00 per meeting the annual cost to film City Council meetings is $19,800.00. On occasion there are meetings that go extraordinarily long resulting in additional cost. The remaining $7,200.00 is to pay for extended City Council meetings; any maintenance or service that needs to be done on the cameras, microphones, lights, computers and playback decks; and supplies. Only the services and materials necessary will be purchased. Money not used will return to the General Fund at the end of the fiscal year. Sufficient funds are included in the proposed fiscal year 2011 -2012 and 2012 -2013 operating budgets. RECOMMENDATION Staff recommends that the City Council authorize the retention of Studio Spectrum, Inc. on a sole source basis, in an amount up to $27,000.00 per year to film, program and provide ancillary services related to the broadcast of City Council meetings during fiscal years 2011 -2012 and 2012 -2013.