HomeMy WebLinkAboutItem 28 - Amendment for City Council Meeting Video Production and Other As-Needed Video Services City Manager Office
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Item # 28
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
November 7, 2023
TOPIC: Approve Amendment to the Agreement for City Council Meeting Video
Production and Other As-Needed Video Services
AGENDA TITLE
Approve Amendments to Agreements with Eduardo Garcia dba Dynamic Video
Communications, LLC, IPTV International Inc. dba TV Pro Gear, Inc., and Thomas
Bystry dba Video Engineering Services to Continue Video Production Services for City
Council Meetings and Other As-Needed Video Services (General Fund)
RECOMMENDED ACTION
Authorize the City Manager to execute first amendments to the agreements with
Dynamic Video Communications, LLC, TV Pro Gear, Inc., and Video Engineering
Services to continue video production services for City Council meetings and other as-
needed video services for the period of January 1, 2024 through December 31, 2024,
for a shared aggregate amount not to exceed $200,000, for a total aggregate amount
not to exceed $800,000 subject to substantive changes approved by the City Manager
and City Attorney (Agreement No. 2023-XXX).
GOVERNMENT CODE §84308 APPLIES: Yes
DISCUSSION
In December 2020, after a competitive RFP process, the City entered into an agreement
with Dynamic Video Communications, LLC, TV Pro Gear, Inc., and Video Engineering
Services for video production services for City Council meetings and other as-needed
video services for three years in an annual shared aggregate amount of $200,000, for a
total amount not to exceed $600,000 over three years. Dynamic Video
Communications, LLC, TV Pro Gear, Inc., and Video Engineering Services have
provided satisfactory services to the City and the City is in need of these services.
Therefore, staff recommends amending the current agreement with Dynamic Video
Communications, LLC, TV Pro Gear, Inc., and Video Engineering Services to continue
Video Production Services for City Council meetings and other as-needed video
services for an additional one-year period and increasing the compensation by an
additional $200,000 for the additional one year.
With these agreements, the City has been able to diversify and expand its video
Approve Amendment to the Agreement for City Council Meeting Video Production and
Other As-Needed Video Services
November 7, 2023
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production services by awarding contracts for as -needed services to three video
production companies, all of which have experience working with government agencies,
including filming and production of public meetings, installing video systems/ control
rooms for government meetings, technical consulting, event filming, and other video
production.
FISCAL IMPACT
The Amendment is for a one-year period from January 1, 2024 to December 31, 2024
for a shared aggregate amount not to exceed $200,000, for a total aggregate amount
not to exceed $800,000. The City Manager' s Office will be utilizing available funds in
the Contract Services Professional account (no. 01105015-62300) for this agreement.
EXHIBIT(S)
1. Amendment to Agreement-A-2020-057-02 - Dynamic Video Communications
2. Amendment to Agreement-A-2020-057-02 - Video Communications LLC
3. Amendment to Agreement-A-2020-057-02 - Video Engineering
Submitted By: Dulce Rocha, Management Analyst
Approved By: Steven A. Mendoza, Acting City Manager
FIRST AMENDMENT TO AGREEMENT
WITH EDUARDO GARCIA DBA DYNAMIC VIDEO COMMUNICATIONS
TO PROVIDE VIDEO PRODUCTION SERVICES
THIS FIRST ADMENDMENT to the above-referenced agreement is entered into on November 7, 2023 by
and between Eduardo Garcia dba Dynamic Video Communications ("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. Consultant is one of three (3) consultants selected by the City to provide on-call video production
services. As part of this selection, each of the three (3) consultants is compensated for on-call
services provided to the City from a shared aggregate of $200,000.00 annually during the term of
the Agreement. Neither consultant is guaranteed any minimum or maximum compensation and is
paid only for actual services performed.
B. The parties entered into Agreement No. A-2020-257-01 (“Agreement”) on December 15, 2020 for
Consultant to provide video production services, on an as needed basis. On December 29, 2022,
the parties exercised an option to extend the term of the Agreement until December 31, 2023. The
Agreement is current and in-effect.
C. The parties now wish to amend the Agreement to further extend the term of the Agreement and
increase the overall compensation amount available to each of the consultants, which may be
engaged during this extended term.
NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the terms and
conditions of said agreement, except as herein modified, the parties agree as follows:
1. Section 2.a., Compensation, is hereby amended to increase the shared aggregate amount of the
compensation for the selected consultants by $200,000.00 to cover costs during the extension of
this Agreement, defined below. The total amount to be expended for the entire term of this
Agreement shall not exceed $800,000.00.
2. Section 3, Term, is hereby amended to extend the term of the Agreement for an additional one
year from January 1, 2024 through December 31, 2024.
3. Except as modified by this First Amendment, all terms and conditions of the Agreement, as
amended, shall remain in full force and effect.
[signature page to follow]
IN WITNESS THEREOF, the parties hereto have executed this First Amendment to the Agreement on the
date and year first written above.
ATTEST CITY OF SANTA ANA
City Manager
CONSULTANT
Jennifer L. Hall
City Clerk
APPROVED AS TO FORM
SONIA R. CARVALHO
City Attorney
Jonathan T. Martinez By:
Assistant City Attorney Title:
FIRST AMENDMENT TO AGREEMENT
WITH IPTV INTERNATIONAL, INC. DBA TV PRO GEAR
TO PROVIDE VIDEO PRODUCTION SERVICES
THIS FIRST ADMENDMENT to the above-referenced agreement is entered into on November 7, 2023 by
and between IPTV International, Inc., a California Corporation, dba TV Pro Gear ("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. Consultant is one of three (3) consultants selected by the City to provide on-call video production
services. As part of this selection, each of the three (3) consultants is compensated for on-call
services provided to the City from a shared aggregate of $200,000.00 annually during the term of
the Agreement. Neither consultant is guaranteed any minimum or maximum compensation and is
paid only for actual services performed.
B. The parties entered into Agreement No. A-2020-257-02 (“Agreement”) on December 15, 2020 for
Consultant to provide video production services, on an as needed basis. On December 29, 2022,
the parties exercised an option to extend the term of the Agreement until December 31, 2023. The
Agreement is current and in-effect.
C. The parties now wish to amend the Agreement to further extend the term of the Agreement and
increase the overall compensation amount available to each of the consultants, which may be
engaged during this extended term.
NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the terms and
conditions of said agreement, except as herein modified, the parties agree as follows:
1. Section 2.a., Compensation, is hereby amended to increase the shared aggregate amount of the
compensation for the selected consultants by $200,000.00 to cover costs during the extension of
this Agreement, defined below. The total amount to be expended for the entire term of this
Agreement shall not exceed $800,000.00.
2. Section 3, Term, is hereby amended to extend the term of the Agreement for an additional one
year from January 1, 2024 through December 31, 2024.
3. Except as modified by this First Amendment, all terms and conditions of the Agreement, as
amended, shall remain in full force and effect.
[signature page to follow]
IN WITNESS THEREOF, the parties hereto have executed this First Amendment to the Agreement on the
date and year first written above.
ATTEST CITY OF SANTA ANA
Jennifer L. Hall
City Clerk City Manager
APPROVED AS TO FORM CONSULTANT
SONIA R. CARVALHO
City Attorney
Jonathan T. Martinez By:
Assistant City Attorney Title:
FIRST AMENDMENT TO AGREEMENT
WITH THOMAS BYSTRY DBA VIDEO ENGINEERING SERVICES
TO PROVIDE VIDEO PRODUCTION SERVICES
THIS FIRST ADMENDMENT to the above-referenced agreement is entered into on November 7, 2023 by
and between Thomas Bystry dba Video Engineering Services ("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.Consultant is one of three (3) consultants selected by the City to provide on-call video production
services. As part of this selection, each of the three (3) consultants is compensated for on-call
services provided to the City from a shared aggregate of $200,000.00 annually during the term of
the Agreement. Neither consultant is guaranteed any minimum or maximum compensation and is
paid only for actual services performed.
B.The parties entered into Agreement No. A-2020-257-03 (“Agreement”) on December 15, 2020 for
Consultant to provide video production services, on an as needed basis. On December 29, 2022,
the parties exercised an option to extend the term of the Agreement until December 31, 2023. The
Agreement is current and in-effect.
C.The parties now wish to amend the Agreement to further extend the term of the Agreement and
increase the overall compensation amount available to each of the consultants, which may be
engaged during this extended term.
NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the terms and
conditions of said agreement, except as herein modified, the parties agree as follows:
1.Section 2.a., Compensation, is hereby amended to increase the shared aggregate amount of the
compensation for the selected consultants by $200,000.00 to cover costs during the extension of
this Agreement, defined below. The total amount to be expended for the entire term of this
Agreement shall not exceed $800,000.00.
2.Section 3, Term, is hereby amended to extend the term of the Agreement for an additional one
year from January 1, 2024 through December 31, 2024.
3.Except as modified by this First Amendment, all terms and conditions of the Agreement, as
amended, shall remain in full force and effect.
[signature page to follow]
IN WITNESS THEREOF, the parties hereto have executed this First Amendment to the Agreement on the
date and year first written above.
ATTEST CITY OF SANTA ANA
Jennifer L. Hall
City Clerk City Manager
APPROVED AS TO FORM CONSULTANT
SONIA R. CARVALHO
City Attorney
Jonathan T. Martinez By:
Assistant City Attorney Title: