Loading...
HomeMy WebLinkAboutItem 11p - Video Production and Broadcast Services for City Meetings DATE: June 16, 2020 TO: Honorable Mayor and City Council FROM: Dominic Lazzaretto, City Manager By: Laena Shakarian, Management Analyst SUBJECT: AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT WITH STUDIO SPECTRUM, INC. FOR VIDEO PRODUCTION AND BROADCAST SERVICES FOR CITY MEETINGS IN AN AMOUNT NOT TO EXCEED $33,150 Recommendation: Approve SUMMARY On June 20, 2017, the City Council approved a Professional Services Agreement with Studio Spectrum, Inc. (“Studio Spectrum”) in the amount of $30,600 annually, for three years with the option of two additional one-year extensions, to perform broadcast services, including television and web streaming. The current agreement with Studio Spectrum is reaching the end of its term on June 30, 2020. As part of the City of Arcadia’s COVID-19 transmission mitigation efforts, two Arcadia Planning Commission meetings scheduled for July 2020 will be conducted virtually and streamed live on the City’s website and ACTV, adding to the cost of the original contract. It is recommended that the City Council approve, and authorize and direct the City Manager to execute, a one-year extension to the Professional Services Agreement with Studio Spectrum for FY 2020-21, for video production and broadcast services for 24 City Council meetings, two (2) virtual Planning Commission meetings, and to maintain a live and archived web stream of meetings in the amount of $33,150. DISCUSSION Studio Spectrum has provided broadcast services, including television and web streaming, for the City of Arcadia for over 20 years. In 2017, the City submitted a Request for Proposals for broadcast services. 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. Amendment to Professional Services Agreement with Studio Spectrum, Inc. June 16, 2020 Page 2 of 3 Studio Spectrum has proved to be a responsible and effective contractor and it is recommended that they continue to provide video production and broadcast services. 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 the City 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. Studio Spectrum provides the broadcast services for the City Council meetings for a fee of $900 per meeting, or approximately $21,600 annually. For Fiscal Year 2020- 21, this amount will remain unchanged from the current year at $900 per meeting. 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 approximately $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. For Fiscal Year 2020-21, this amount will remain unchanged from the current year at $375 per meeting. As part of the City of Arcadia’s COVID-19 transmission mitigation efforts, two Arcadia Planning Commission meetings scheduled for July 2020 are anticipated to be conducted virtually and steamed live on the City’s website and ACTV for members of the public who would like to participate virtually. Studio Spectrum would provide the same broadcast and web streaming services it provides for City Council meetings for the two additional virtual Planning Commission meetings, at a cost of $1,275 per meeting. For Fiscal Year 2020-21, this would be an additional $2,550. As has been past practice, included in the total per meeting fee of $1,275 is a two- person crew for a meeting time of up to five hours to perform the following services: • Film a City Council or City Commission meeting. 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 meetings 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 or City Commission meetings. • Provide a live broadcast and two DVD copies of the City Council or City Commission meeting. • Provide on-call technical support (at a separate cost). Amendment to Professional Services Agreement with Studio Spectrum, Inc. June 16, 2020 Page 3 of 3 Studio Spectrum has provided broadcast services to the City of Arcadia since 1994 and their record with Arcadia is outstanding. Studio Spectrum produces a high quality product and has been of considerable value in terms of our cable equipment/system/needs. Additionally, Studio Spectrum is very flexible and accommodating with regard to unusual situations and/or troubleshooting needs that arise, is able to meet the City’s insurance requirements, and they endeavor to keep the cost to the City as low as possible. ENVIRONMENTAL ANALYSIS The proposed action does not constitute a project under the California Environmental Quality Act (“CEQA”), and it can be seen with certainty that it will have no impact on the environment. Thus, this matter is exempt under CEQA. FISCAL IMPACT At $900 per meeting for production and $375 per meeting for the web stream, the annual cost to film all City Council meetings, two Planning Commission meetings, and make them available on cable television and the Internet is $33,150. Sufficient funds are included in the City Manager’s Office proposed Fiscal Year 2020-21 operating budget. RECOMMENDATION It is recommended that City Council determine that this action does not constitute a project and is therefore exempt under the California Environmental Quality Act (“CEQA”); and approve, authorize, and direct the City Manager to execute an amendment to the Professional Services Agreement with Studio Spectrum for video production and broadcast services for City meetings in the amount not to exceed $33,150. Attachment: Proposed Amendment No. 1 to Professional Services Agreement AMENDMENT NO. 1 TO THE CITY OF ARCADIA PROFESSIONAL SERVICES AGREEMENT REGARDING VIDEO PRODUCTION, BROADCAST, AND WEB STREAMING SERVICES FOR CITY COUNCIL AND COMMISSION MEETINGS This Amendment No. 1 (“Amendment No. 1”) is hereby entered into by and between the City of Arcadia, a charter city organized under the Constitution and laws of the State of California, and Studio Spectrum, Inc. with respect to that certain Professional Services Agreement between the Parties dated August 14, 2017 (the “Agreement”). The Parties agree as follows: 1. Section 3.1.1 of the Agreement, the Scope of Services is amended for the Extended Term as referenced in the attached Exhibit “A”. 2. Section 3.1.2 of the Agreement, the Term is amended by extending the term from July 1, 2020 through June 30, 2021 (the “Extended Term”). 3. Section 3.2.2. of the Agreement, the Schedule of Services is amended for the Extended Term as referenced in the attached Exhibit “B”. 4. Section 3.3.1 of the Agreement, the Compensation is amended for the Extended Term as referenced in the attached Exhibit “C”. 5. All of the remaining terms and provisions of the Agreement are hereby reaffirmed. In witness whereof the Parties have executed this Amendment No. 1 on the date set forth below. CITY OF ARCADIA STUDIO SPECTRUM, INC. ____________________________ Dominic Lazzaretto Ken Buckowski City Manager President Date: ______________________ Date: _______________________ ATTEST: ___________________________ ____________________________ City Clerk John Buckowski Vice President APPROVED AS TO FORM: Date: _______________________ ___________________________ Stephen P. Deitsch City Attorney EXHIBIT "A" SCOPE OF SERVICES Consultant shall provide video production, broadcast, live and archived web streaming, and ancillary services for City Council meetings including the maintenance of service records as well as the coordination of required service. The date and time of the meetings will be coordinated by the City with the Consultant. It is generally assumed that City Council meetings will occur on the first and third Tuesday of each month. In addition, the Consultant shall provide video production, broadcast, live and archived web streaming, and ancillary services for two Arcadia Planning Commission meetings. As part of the City of Arcadia’s COVID-19 transmission mitigation efforts, two Arcadia Planning Commission meetings scheduled for July, 2020 are expected to be conducted virtually. For members of the public who would like to participate virtually, the meeting will be streamed live on the City’s website and on ACTV. The date and time of the meetings will be coordinated by the City with the Consultant. It is generally assumed that Planning Commission meetings which will occur virtually will occur on the second and fourth Tuesday of July, 2020. Exhibit "B" SCHEDULE OF SERVICES Consultant shall provide services, as referenced in Exhibit “A”, commencing July 1, 2020 through June 30, 2021. The date and time of the meetings will be coordinated by the City with the Consultant. It is generally assumed that City Council meetings will occur on the first and third Tuesday of each month, and the Planning Commission meetings which will be conducted virtually will occur on the second and fourth Tuesday of July, 2020. Exhibit "C" COMPENSATION City shall pay to Consultant the fee of $1,275 per meeting for the production, broadcast, and web streaming of City Council meetings (average meeting time of five hours), and two virtual Planning Commission meetings as outlined below: Fiscal Year 2020-21 (July 1, 2020-June 30, 2021) Service Amount Production, Broadcast, & Recording $900.00 Web-streaming $375.00 Total Per Meeting $1,275.00 TOTAL COMPENSATION $33,150.00