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HomeMy WebLinkAboutItem 14 - Amendment to Agreement for Planning Informational Videos Planning and Building Agency www.santa-ana.org/pb Item # 14 City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report November 2, 2021 Topic: Amendment to Agreement for Planning Informational Videos AGENDA TITLE Approve Amendment to the Agreement with Enlightened Pictures, Inc. for the Development of Planning Informational Videos for a Total not to Exceed $96,865 (Non-General Fund) RECOMMENDED ACTION Authorize the City Manager to execute an amendment to the agreement with Enlightened Pictures, Inc. for one year ending November 16, 2022, increase compensation by $14,615 for a total not to exceed amount of $96,865 for planning informational videos, subject to non-substantive changes approved by the City Manager and City Attorney. DISCUSSION On November 17, 2020, the City of Santa Ana approved an agreement with Enlightened Pictures, Inc. for the production of planning informational videos with a budget of $82,250. Due to the pandemic, adjustments were made during script writing and production to accommodate social distancing measures, shifts in staff resources, and enhance the illustrative videos. Therefore, additional time and funds are necessary to ensure the improved completion of the project. The increase in cost is $7,440 with an 8% contingency for a total amount of $96,865. The revised budget can be accommodated within the SB2 grant. ENVIRONMENTAL IMPACT There is no environmental impact associated with this action. FISCAL IMPACT Funds are budgeted and available in the following Planning and Building expenditure account for FY 2021/2022. Fiscal Year Accounting Unit- Account # Fund Description Accounting Unit, Account Description Amount FY2021/2022 15816500- 62300 Planning Grants Program PBA SB2 Planning Grants Program, Contract Services- Professional $14,615 Amendment to Agreement for Planning Informational Videos November 2, 2021 Page 2 1 8 2 6 EXHIBIT(S) Exhibit: 1. Amended Agreement with Enlightened Pictures, Inc. Submitted By: Minh Thai, Executive Director, Planning and Building Approved By: Kristine Ridge, City Manager Page 1 of 2 FIRST AMENDMENT TO AGREEMENT WITH ENLIGHTENED PICTURES TO PROVIDE PLANNING INFORMATIONAL VIDEOS THIS FIRST AMENDMENT to the above-referenced agreement is entered into on November 2, 2021, by and between Enlightened Pictures, Inc. (“Consultant”), and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California (“City”). RECITALS A. The parties entered into Agreement No. A-2020-227, dated November 17, 2020, by which Consultant agreed to develop and provide informational videos for the City’s Planning and Building Agency (“Agreement”). B. The Agreement remains in effect through November 16, 2021, with provision for extension. C. The parties now wish to expand the scope of work and increase the amount to be expended under the Agreement in consideration of the expanded scope. The Parties therefore agree: 1. Section 1, Scope of Services, is amended to include the scope of services described on Exhibit A. 2. Section 2.a., Compensation, is amended to increase the total sum to be expended under the Agreement, including any extension periods, by $14,615 for the expanded scope of services above so that the total sum to be expended shall now be $96,865. 3. Section 3, Term, is amended to extend the term of the Agreement through November 16, 2022. 4. Except as modified by this First Amendment, all terms and conditions of the Agreement shall remain in full force and effect. IN WITNESS WHEREOF, the parties hereto have executed this First Amendment to the Agreement on the date and year first written above. ATTEST CITY OF SANTA ANA _______________________________ ______________________________ Daisy Gomez Kristine Ridge Clerk of the Council City Manager [signatures continue on next page] Page 2 of 2 APPROVED AS TO FORM CONSULTANT Sonia R. Carvalho City Attorney By:___________________________ John M. Funk Senior Assistant City Attorney _______________________________ By: Jessica Gamburg Title: Co-Owner, CEO RECOMMENDED FOR APPROVAL ________________________________ Minh Thai Executive Director Planning and Building Agency EP INC. RFP No. 20-103 Planning Information Videos page 4 DELIVERY TIMELINE •9/22/21 all scripts, except for 9 and 10, have received final approval from Santa Ana for production. •9/22/21 we have completed the first round of animation and received client notes for videos 1, 2, 3, 4, 5, and 7. Video 6 is currently half completed pending approval for additional funds for animation. •As of 9/22/21 animation production has stopped pending approval for our revised scope and funds for additional animation for Video 6 “Development Project Review & Discretionary Permits”, Video 7 “Notice of Violation” (replacing text with icons/symbols), and Video 8 “Single Family Additions”. •Voice Over recording for our main character Annie, will begin on October 4th. •Spanish translation will begin at the end of October. •We will scout and film all necessary locations for Video 9 “Harbor Specific Plan”, and 10 “Transit Zoning Code” between October and November. •Pending approval for additional funds animation production will re-commence in December or January. This will include the currently allotted 3 weeks for notes, plus the 2 extra weeks for additional animation for videos 6, 7, and 8. •We estimate final delivery of all 10 videos by end of March 2022. This will give time for staff reviews, notes, and feedback, and any additional last minute changes. EXHIBIT A EP INC. RFP No. 20-103 Planning Information Videos page 7 AMENDED COST PROPOSAL This cost proposal is for an animated video series that includes an animated titles sequences, animated narration host, and 2D graphics of buildings and city street views. Demo PRE- PRODUCTION Description Rate Days/ Hours Total Proposed Changes Meetings & Location Scout $500/day 1 day $500 Script Writing (10 scripts) $600/day 11 days $6,600 Production Coordination $600/day 1 days $600 Voice Over Casting $500/day 1 day $500 Animation Design $500/day 5 days $2,500 Sub-Total $10,700 PRODUCTION Directing VO sessions $750/day 2 days $1,500 Animation & Graphics $1,200/day 30 days $36,000 *$7,440 Voice Over Studio Engineer $600/day 2 days $1,200 English VO Talent $900/day 1.5 day $1,350 Spanish VO Studio Recording $900/day 1.5 day $1,350 Sub-total $41,400 $7,440 POST- PRODUCTION Includes 1st, 2nd, and 3rd edit drafts and closed-captioning Editor/Director $70/hr. 250 hrs. $17,500 Edit Suite $45/hr. 250 hrs. $11,250 Library Music $40/cut 5 cuts $200 Translation to Spanish Text $300/day 4 days $1,200 Sub-Total $30,150 TOTAL $82,250 $89,690 8% Contingency **$7,175 Additional proposed changes not to exceed total $96,865 *6.5 additional days of animation for Development Project Review video flow chart, Notice of Violation video images to replace text, and Single Family Addition video measurement code graphics. ** 8% contingency for possible changes, updates to code information, or additions such as captions for another language.