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HomeMy WebLinkAboutItem 2l - Contract for City Council Meetings Broadcast ServicesUAW DATE: June 4, 2013 TO: Mayor and City Council FF REPORT Office of the City Manager FROM: Dominic Lazzaretto, City Manager Prepared by: Linda Garcia, Communications, Marketing and Special Projects Manager SUBJECT: AUTHORIZE THE RETENTION OF STUDIO SPECTRUM, INC., ON A SOLE SOURCE BASIS, IN AN AMOUNT NOT TO EXCEED $64,000 FOR VIDEO PRODUCTION AND BROADCAST SERVICES FOR CITY COUNCIL MEETINGS FOR FISCAL YEARS 2013 -14 AND 2014 -15 Recommendation: Approve SUMMARY The City of Arcadia has used Studio Spectrum, Inc. for production and broadcast services since first starting to film and televise City Council meetings. A web stream, also produced by Studio Spectrum, was added to the viewing options in September of 2012. The City has repeatedly retained Studio Spectrum 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 2013 -14 and 2014 -15 to produce and program City Council meetings, and to maintain a live and archived web stream of 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. Retention of Studio Spectrum, Inc. June 4, 2013 Page 2 of 3 Studio Spectrum has agreed to hold steady on their fee of $825 per meeting or $19,800 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: • 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; and 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. • Provide assistance to staff with regard to 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. In addition to the production services referenced above, Studio Spectrum also handles the City's web stream of live and archived City Council meetings for a fee of $375 per meeting or $9,000.00 annually. This work includes creating the live stream, hosting services for an Arcadia - specific web page, and indexing of agenda items for on- demand playback. 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 outstanding, it is recommended that the City continue to use Studio Spectrum for production and broadcast services related to 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, are able to meet the City's insurance requirements, 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 per meeting for production and $375 per meeting for the web stream, the annual cost to film City Council meetings and make them available on cable television and the Internet is $28,800. On occasion there are meetings that go extraordinarily long, resulting in additional cost. The remaining $3,200 is to pay for extended City Council meetings; certain maintenance or service that needs to be done on the cameras, microphones, lights, computers and playback decks; and supplies. Only the Retention of Studio Spectrum, Inc. June 4, 2013 Page 3 of 3 services and materials necessary will be purchased. Money not used will return to the General Fund at the end of each Fiscal Year. Sufficient funds are included in the proposed Fiscal Year 2013 -14 and 2014 -15 operating budgets. RECOMMENDATION It is recommended that the City Council authorize the retention of Studio Spectrum, Inc., on a sole source basis, in an amount not to exceed $64,000 to provide video production and broadcast services for City Council meetings for Fiscal Years 2013 -14 and 2014- 15. Approved: Dominic Lazzar City Manager