HomeMy WebLinkAboutItem 11g - Amendment to Agreement for Video Production and Broadcast Services
DATE: August 18, 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 $61,200
Recommendation: Approve
SUMMARY
On June 16, 2020, the City Council approved the existing Professional Services
Agreement (“Agreement”) with Studio Spectrum, Inc. in the amount of $33,150 for Fiscal
Year 2020-21, to perform broadcast services, including television and web streaming. As
part of the City of Arcadia’s COVID-19 transmission mitigation efforts during that time, it
was anticipated that only two Arcadia Planning Commission meetings scheduled for July
2020 would be conducted virtually and streamed live on the City’s website and ACTV.
The existing contract with Studio Spectrum was approved by the City Council under the
assumption that in-person Planning Commission meetings would resume after July 2020.
However, due to the increase in the number of COVID-19 cases and the modified Public
Health orders issued by the County of Los Angeles, it is now a possibility that the Planning
Commission meetings will continue virtually through the rest of Fiscal Year 2020-21.
Therefore, it is recommended that the City Council approve, and authorize and direct the
City Manager to execute, an amendment to the Professional Services Agreement with
Studio Spectrum for Fiscal Year 2020-21 for video production and broadcast services for
22 additional virtual Planning Commission meetings. This will require an additional cost
of $28,050, for a total contract amount not to exceed $61,200.
DISCUSSION
Under the existing contract, Studio Spectrum provides the broadcast services for City
Council meetings for a fee of $900 per meeting, or approximately $21,600 annually.
Studio Spectrum also handles the City’s web stream of live and archived City Council
Amendment to Professional Services Agreement with Studio Spectrum, Inc.
August 18, 2020
Page 2 of 2
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.
As part of the City of Arcadia’s COVID-19 transmission mitigation efforts, up to an
additional 22 Arcadia Planning Commission meetings are anticipated to be conducted
virtually and streamed 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 additional virtual
Planning Commission meetings, at a cost of $1,275 per meeting. For Fiscal Year 2020-
21, this would be an additional $28,050.
Staff will continue to monitor Public Health Orders and will modify arrangements as
necessary. This request anticipates having virtual meetings the entire Fiscal Year, but it
is hoped that this will not be necessary. Should the State or County orders ease and live
meetings be once again feasible, this additional funding will not be necessary.
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 cost for
an additional 22 Planning Commission meetings is $28,050. The additional cost of
providing virtual Planning Commission meetings in light of COVID-19 would qualify for
reimbursement under the CARES Relief Fund. As such, there are sufficient funds
available to be charged in the Emergency Response Fund (041) for this purpose.
RECOMMENDATION
It is recommended that the City Council determine that this action does not constitute a
project and is therefore exempt under the California Environmental Quality Act (“CEQA”);
and approve, and authorize and direct the City Manager to execute, an amendment to
the Professional Services Agreement with Studio Spectrum for Fiscal Year 2020-21, for
video production and broadcast services for 22 additional virtual Planning Commission
meetings at an additional cost of $28,050 for a total contract amount not to exceed
$61,200.
Attachment: Proposed Amendment No. 2 to Professional Services Agreement
AMENDMENT NO. 2 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. 2 (“Amendment No. 2”) is hereby entered into by and
between the City of Arcadia, a municipal corporation of the State of California, and Studio
Spectrum, Inc., with respect to that certain Professional Services Agreement between the
Parties dated August 14, 2017, as amended by Amendment No. 1 dated June 16, 2020
(“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 3.2.2. of the Agreement, the Schedule of Services is amended for the
Extended Term as referenced in the attached Exhibit “B”.
3. Section 3.3.1 of the Agreement, the Compensation is amended for the
Extended Term as referenced in the attached Exhibit “C”.
4. All of the remaining terms and provisions of the Agreement not amended by
this Amendment No. 2 are hereby reaffirmed.
In witness whereof the Parties have executed this Amendment No. 2 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
Date: _______________________
APPROVED AS TO FORM:
___________________________
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 twenty-two Arcadia Planning Commission
meetings. As part of the City of Arcadia’s COVID-19 transmission mitigation efforts,
twenty-two Arcadia Planning Commission meetings scheduled for August 2020 through
June 2021 are expected to be conducted virtually. 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 the month.
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 the month from
August 2020 through June 2021.
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) for twenty-two
additional virtual Planning Commission meetings as outlined below. The total cost of the
contract shall not exceed $61,200.
(August 1, 2020 – June 30, 2021)
Service Amount
Production, Broadcast, & Recording $900.00
Web-streaming $375.00
Total Per Meeting $1,275.00
22 Planning Commission Meetings $28,050.00
Approved Contract $33,150.00
TOTAL COMPENSATION $61,200.00