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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