HomeMy WebLinkAboutItem 3u: Retention of Studio Spectrum to Film and Broadcast City Council Meetings during FY 2010-2011DATE:
TO:
June 15, 2010
Mayor and City Council
Office of the City Manager
FROM: Don Penman, City Manager'€
By: Linda Garcia, Comm nications, Marketing and Special
Projects Manage
SUBJECT: AUTHORIZE THE RETENTION OF STUDIO SPECTRUM, INC. IN
AN AMOUNT NOT TO EXCEED $27,000.00 TO FILM,
PROGRAM AND PROVIDE ANCILLARY SERVICES RELATED
TO THE LIVE AND TAPED BROADCAST OF CITY COUNCIL
MEETINGS DURING FISCAL YEAR 2010 -2011
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 year 2010 -2011 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
all of 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.
For fiscal year 2010 -2011, the fee to broadcast live City Council meetings held in the
Council Chambers will remain at $825.00 per meeting or $19,800.00 annually. 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. 2010 -2011
June 15, 2010
Page 2
FISCAL IMPACT
• 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 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, and they endeavor to keep the cost to the City as low
as possible.
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 2010 -2011 operating budget.
RECOMMENDATION
Staff recommends that the City Council authorize the retention of Studio
Spectrum, Inc. on a sole source basis, in an amount not to exceed $27,000.00 to
film, program and provide ancillary services related to the broadcast of City
Council meetings during fiscal year 2010 -2011.