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DATE: May 19, 2015
TO: Honorable Mayor and City Council
MEMORANDUM
Office of the City Manager
FROM: Dominic Lazzaretto, City Manager
By: Linda Garcia, Communications, Marketing and Special
Projects Manager
SUBJECT: PROFESSIONAL SERVICES AGREEMENT WITH STUDIO
SPECTRUM, INC. FOR VIDEO PRODUCTION AND BROADCAST
SERVICES FOR CITY COUNCIL MEETINGS
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, as well
as their competitive rates. This staff report requests City Council authorize and direct
the City Manager to execute a Professional Services Agreement with Studio Spectrum,
Inc. to produce and program City Council meetings, and to maintain a live and archived
web stream of meetings in Fiscal Year 2015 -16.
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 seldom raised their rates throughout their tenure with the City of
Arcadia. This year, due to escalating transportation and operational costs, they have
Professional Services Agreement with Studio Spectrum, Inc.
May 19, 2015
Page 2 of 3
requested an increase in the broadcast portion of their work of $50 per meeting, which
equates to $1,200 for the year, assuming 24 meetings. The cost of the web stream
remains the same. 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 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. No rate increase was requested for this work.
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 year 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.
Professional Services Agreement with Studio Spectrum, Inc.
May 19, 2015
Page 3 of 3
FISCAL IMPACT
At $875 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 $30,000. The remaining $2,500 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 services
and materials necessary will be purchased. Sufficient funds are included in the
proposed Fiscal Year 2015 -16 operating budget.
RECOMMENDATION
It is recommended that the City Council authorize and direct the City Manager to
execute a Professional Services Agreement with Studio Spectrum, Inc. on a sole source
basis, to provide video production and broadcast services for City Council meetings
taking place in Fiscal Year 2015 -16, in an amount not to exceed $32,500.
Approved:
Dominic Lazzar
City Manager