HomeMy WebLinkAboutVIDEO ENGINEERING SERVICES 1dCity of Santa Ana
Clerk of the Council
AGREEMENT TERMINATION FORM
COTCOaaffice Use Only
Please complete this form when the attached agreement and all
amendments (if any) are no longer in effect. }T o SA�ffn f
Return form to the Clerk of the Council Office (M-30). CL R}` C{F r' 33 `-
Call 647-6520 if you have any questions.
i
The agreement with Video Engineering Services
No. A-2006-003 was completed on 1 /31 /09 and final payment has been made.
(List all amendments. Use space below if needed.)
A-2005-005
Department:
PRCSA
A-2006-003
A-2006-331
Phone/Ext.:
5254
A-2007-279
Signature:
Cj d �[ (}g ��GA .Q-
Date:
2/17/15
Revised 08-23-10
INSURANCE ON FILE
WORK MAYPROCEED
UNTIL INSURANCE EXPIRES
_;,n�
CLERKOFCOUNCIL
DATE:Ia-lo-D7 )
o 1 Parks, Rec. 8 a" •Svcs.
CG,Y-i -Tkcwnpkzns
FOURTH AMENDMENT TO
CONSULTANT AGREEMENT
A-2007-279
THIS FOURTH AMENDMENT TO CONSULTANT AGREEMENT is entered
into on December 3, 2007, by and between Video Engineering Services ("Consultant')
and the City of Santa Ana, a charter city and municipal corporation of the State of
California ("City").
Recitals:
A. The parties entered into Agreement #A-2003-269, dated February 1, 2004,
(hereinafter "said Agreement') by which Consultant has provided audio/visual
equipment maintenance and service to the City.
B. In accordance with the terms and conditions of said Agreement, the parties wish to
extend said Agreement for an additional one-year period and to increase
compensation to pay for services during the extended term.
Wherefore, in consideration of the covenants contained in said Agreement, and subject
to all the terms and conditions of said Agreement, except those amended in this Second
Amendment to Consultant Agreement, the parties agree as follows:
1. Section 1, SCOPE OF SERVICES, shall be deleted in its entirety and replaced with
the following:
"Consultant shall perform those equipment scheduling and maintenance services as
set forth in Exhibits A, B, C and D, attached hereto."
2. Section 2. a, COMPENSATION, shall be deleted in its entirety and replaced with the
following:
"City agrees to pay, and Consultant agrees to accept as total payment for its services,
the rates and charges identified in Exhibit E, attached hereto. The total sum to be
expended under this Agreement shall not exceed $99,660.00, during the term from
February 1, 2008 through January 31, 2009."
3. Section 3, TERM, shall be amended to extend the termination date January 31, 2009.
4. Except as herein amended, all terms and conditions of said Agreement shall remain in
full force and effect.
//
IN WITNESS WHEREOF, the parties hereto have executed this Third Amendment to
Consultant Agreement on the date and year first written above.
CITY OF SANTA ANA
ATTEST:
� 1 ArA RI�.A E HEALY DAVID N. REA
Clerk of the Council City Manager
APPROVED AS TO FORM:
JOSEPH W.FLETCHER
City Attorney
By:
Laur Sheedy
Assistant City Attorney
CONSULTANT
7
VAS E. BYSTRY
Owner
EXHIBIT A
VIDEO ENGINEERING SERVICES
Services to be Provided BASE ENGINEER
I . Consult and confer with The Executive Director of Parks, Recreation And Community
Services or assigned Staff to evaluate needs and supervise maintenance activity of all city
owned audio/video facilities. Includes City Hall, Recreation Centers, Senior Centers.
Parks and Recreation Building, Stadium, Soccer fields. Etc.
2. Review and make recommendation for the repair and /or replacement of said facilities.
3. Design layout of electrical circuitry for existing and /or acquired audio /video equipment
4. Ensure compliance with local, state, and federal safety codes and regulations.
5. Establish and maintain equipment log and data base to keep inventory and records of
maintenance and to track equipment performance.
6. Help establish and enforce Agency wide policies for equipment use. Give instruction of
operation to staff.
7. Conduct regular security checks on the City's production equipment.
8. Prepare preventative maintenance schedules and execute said maintenance on a routine
basis.
9. Supervise annual asset inventories and tagging of new assets, as needed.
10. Coordinate equipment repair with outside agencies.
11. Coordinate acquisition of new production equipment.
12. Facilitate and supervise use of facilities or equipment by outside agencies, persons, other
City employees or Time Warner Staff.
13. Facilitate completion of production services requested by City staff (including making
dubs, editing and shooting videos, setting up equipment, delivering equipment, setting up
operating facilities as needed.)
14. Provide updates to Executive Director and/or assigned staff on progress of equipment
install, maintenance, building projects and anticipated completion dates.
15. Assist City Clerk and other staff on use of Council Chambers: video, audio, lighting,
power point, elmo or other technical needs.
COMPENSATION Annually $45,760
City will pay contractor $55 (fifty five) per hour. For a maximum of sixteen hours per
week. The first and third Mondays of the month (Council Meetings) shall be two
regularly assigned workdays for Contractor.
EXHIBIT B
VIDEO ENGINEERING SERVICES
State of the City Address
Consultant shall produce the mayor's state of the city address, including
• Hiring and supervising crew for camera operations, audio mixing, cable running,
equipment load in and load out.
• Directing the show for video.
• Renting all needed video equipment and editing the finished video for playback.
Flat amount of $4,000
Itemized invoicing for this item will occur once a year.
EXHIBIT C
VIDEO ENGINEERING SERVICES
Council Meetings
VIDEO ENGINEERING SERVICES (Thomas E. Bystry) will serve as Producer/Administrator for City of
Santa Ana City Council meetings. Said services includes hiring and supervision of video production staff.
Consultant shall provide production services in live meeting coverage and playback for up to twenty-seven
(27) meetings, including City Council meetings held the first and third Mondays of the month, Candidates
Forum, Election coverage and swearing -in ceremonies bi-annually, and selected additional meetings as
selected by the Clerk of the Council and/or City Manager. Production services shall include all
responsibility for graphics during the presentations, video roll -ins and all audio/visual needs. Additionally,
Consultant shall provide technical assistance for city production crews and staff.
In providing services, Consultant shall:
1) Serve as Video Producer for all council meetings and cable -casting events in council chambers.
2) Maintain open communications with city clerks' office for special needs or changes pertinent to the
agenda for each council meeting.
3) Communicate and confirm with the cable administration office in Parks and Recreation of council
meeting coverage and playback related to the city channel. Report of technical playback and council
problems and remedies to the cable office.
4) Provide, hire and supervise all video production crew and staff which will include Director, Camera
Robotics Operator, Audio Operator, Graphics Designer and Playback Operator, in the future two of
these positions could be consolidated into one person.
5) Schedule video production staff. Pre -arrange and notify crew of video productions and changes.
6) Control and operate Playback from City Hall, playback of bulletin board and of city council meeting
replays. Hire a playback operator when necessary for council playback.
7) Provide for office administration and payroll for video production crew and playback.
8) Provide and be responsible for all production staff training and hands-on use of equipment for video
crews.
9) Direct communication with City Council members and Clerk of the Council.
10) Review any needs or concerns related to production request: includes powerpoint, overheads, video
roll -ins and presentations, review cueing system, proper use of microphones for Council.
11) Arrange for and design overall look and style of productions.
12) Arrange for input of council graphics prior to the meeting. Run a spell check. Arrange for graphics
to state replays during the meeting, approximately every 30 minutes during program.
Compensation for Video Engineering services shall not exceed $30 900 annually, as follows: $17,700 for
first Monday meeting each Month. $13,200 for third Monday of the Month — if televised. This is flat rate
amount regardless of duration of council meetings. Said fee includes all required crew and insurance
required by City Hall. All invoices submitted shall be itemized.
EXHIBIT D
VIDEO ENGINEERING SERVICES
Video Playback 24/7
Playback for CTV3 includes responsibility for playback of the City of Santa Ana's City Channel
3 (CTV3) television programs. Annual playback budget is $19,000 under the supervision of
Senior Engineer, Tom Bystry, Video Engineering Services.
Services provided pursuant to this Exhibit will be paid at a flat rate of $1,583.33 per month.
Annual $19,000
Playback operator will input television programs into the computer server system for
automation. This will include input from multiple formats of video sources including'/d'
videotape, ''/z" videotape, Dvd, and Scala Bulletin Board System and any other applicable
formats.
0 New programs will be loaded and old programs removed from the server per scheduling
Agreed between Consultant and City.
Playback will provide a weekly/monthly calendar of programs with titles and times to the
CTV3 administration office for the monthly Parks, Recreation and Community Services
board meetings. Programs and calendar are to be approved by city's cable television
administrator in Parks and Recreation Department. Playback will assist in outreach and
maintain outside programs such as Orange County Forum and Nasa programs to place in
monthly program schedule as well as city programs including Talk About Town, Sports
& Activities Scene, Santa Ana Now, City of Santa Ana Council Meetings and the State of
the City Address. The City also receives the Orange County Board of Supervisors
meetings and will continue to cablecast these on Saturday mornings at 8:OOam to assist
the County.
• Logs of Leightronix playback times will be kept in Playback Department and made
available as needed to City Cable Administrator..
• Playback operator will assist in organization of videotape library.
• Playback operator will make dvd copies of requested show copies with labels.
• Playback operator will be supervised by both the Senior Engineer and City Television
Cable Administrator.
• Work hours will be split between two partial work days as needed.
EXHIBIT E
BUDGET SUMMARY FOR CONSULTANT AGREEMENT (CONTRACT)
Between The City of Santa Ana and Video Engineering Services (Thomas E. Bystry).
Annual budget for Exhibit A:
$45,760
Base Engineer
Annual budget for Exhibit B
$4,000
Produce State of The City Address
Annual budget for Exhibit C
$17,700
First council meeting of month
Annual budget for Exhibit C
$13,200
Second council meeting of the month —
(Contingency)
if televised.
Annual budget for Exhibit D
$19,000
24/7 Playback of City Cable Channel.
TOTAL ANNUAL AMOUNT APPROPRIATED FOR COMPLETE CONTRACT: $99,660
Consultant shall submit itemized monthly invoice detailing services provided and costs associated
with those services.
TO:714 647 5311
FE8-16-20M 14:57 FROM:
DIUVER - ALLIANT
Lhenec Ne>ober: OCUM 2713
Phone (949) 7S6-027/ / Fax (949)
CenifeeleNumber-035 Date: 2/9/06
VENDOR/CONTRACTOR LIABILTTY PROGRAM
Nalned1muraL VID6OENGINEERING SERVICES -THOMASE.BYSTRY
Address; 305SNORTH WESTHAVENST.
City/SWtJZip: ORANGE, CA 92865
Additional Insured' CITY OF SANTA ANA
CenuectTerm: pro1R: 02/01/06 TO 02/01/07
Deseri0M of Cu,,mg2: VIDEO PRODUCER
Contract Amount: $63.400
COMMSRCIAt C[NEYAL-LUKLM — NF,.W-OCCURRENCE17ORM
General Aggrollate:
pMUx,WCoMpleted Operations Limit:
S1,000,000.
SLOM,OM-
Personal Adveniemg!
SI,OM,000.
Each Downtime:
$1,000,0110.
S 50,000.
Faro Daanage:
S S,000
Medical Payments:
IMPORTANT-
Coverages are Limited to dwriW coutlxt.
DEDUCTIBLE: SI.OW. Exh Claim Including Legal and Adjualm rA EXPeoseS
ANMIALPREMMM: SI,902.00 Fully Serned el lnc4 tkm
SURPLUS LINES TAX: S 60.3911111Y Eamad al bVA00n
POLICY FEE: S 10.00 Fully Famed at Invelaioa
TOTAL S2,012.39
COMPANY: COLONY INSURANCE COMPANY
P. 313
THIS COMPANY SINOS THE KINO(S) OF INSURANCE STIPULATED HEREON. THIS
INSURANCE IS SUBIECT TO THE TERMS, CONDITIONS, AND LIMITATIONS OF THE POLICY
OF MA&MR'POLICy*0L3309213-ISgt To-NDORRICk RACTORSi IABtYfY QROIfPr R
COPY OF THIS.PWCY IS AVAILABLE ON REQUEST.
THIS CERTIFICA rG MAY HU CANCELLED BY T11E INSURED BY SURRENDER OF THIS
BINDER OR BY W WTl'EN NOTICE TO THE COMPANY STATING WHEN CANCELLATION WILL
BE EFFECTIVE. THIS CERTIFICATE MAYBE CANCELLED BY THE CUMFANY BY NOTICE TO
THE INSURED IN ACCORDANCE WITH THE POLICY CONDITIONS.
AU7710RIZED SIGNATURE/CO RSIGNATURE
R.E.fdNXtAS50CIA1Y5 A'19URANCE BRU(ERI,INC.-
I ke Ne hw. 0726211
� I Caawu Pack Smu 310, Irvine, GA 92a06
MONECW)72241771 FAX 1941n7224172
DyraR. ALLIANT
Ueanae Nltwbar: OC36861
phone (949) 736.Y271 I Fats (949) 756.2113
Date: 1/240
CaEftcateNumbat043 VgpMORJCONTRACTORLIABILITYPRO
GRAM
Named Wumd:
Addm/a:
citAddmmzl ll>
Caonaat TOM From:
Description of Conaut:
TOM BYSTRY
3058 WESTHAVEN STREET
OgANGE, CA 92963
CITY OF SANTA ANA
02101105 TO02101106
VDIBO TAPING CITY 00UNCIN'TINGS
Cortnet Amount; - $45,760.00
cobflHRRCIAL GBNE,RAI I.IABILtI'Y—
NZy 0CCURRl4NCB FORM
s1.000.000•
GPro&zucomIvw Opmuoaa limit 91^�.
Paraooal Adverd ' 51.000.000.
�1t tx�: s 50 AM.
Fire Dump: S 5+000
Medieal Paynwim
T
Cot aayes are Lioalted to dtscnoed ccatraU.
DEDUCTIBLE: $1,000. Bttclt C,m• lmludioa IRpI and Adj °Em
libweptiolt
ANNUAL PAEMIDAI: $ 22-12 FUIIY road at Ioaepbar
SURPLUS LINES TAX: i 2 � fu11Y emod at IWCP*m
POLICY FEE: S75LI2
TOTAL
MPANY
COMPANY; COLONY INbUWLMQ CO
CB S IPULAT D T}T>s POLICY
AIiY BII8D6 IHB S) OL%COMU IdS, AND LII'MATIONS OF SOUP. A
CEISSUBJLtCTTOTIETIOtMS. �gACTORSLiABLITY
OFMASfHRPOLICY9(�s 9215216ISSUEDTOV�1DO
COPY OF THIS POLICY IS AVAU ABLB ONREQUESTTHIS
y THE INSUREBY SURRENDER OF ATI
LL
THIS CERTIITCON WILL
ATS MAY BB CAN TO O�XD FLIBCO7 Own STATING WI N C A CE BY NOTICE TOTO
BINDERCmT[VBY TMCBRI FICC�ATEM�AYi CANPOLICY SONS
To INS�ry�J� i�•�fW'M� �IGNA[Z7Rfi
AIlRiORIZEDSI'C'14A ;r'i'ROV61) AS TO FORM
0.t> CW.tX R MATS UiSURANCE Sn0teas
t3aMa Nutben 6136213
41 Cuya�' Sulb S l0.Yvitr.�ji23 i1'R
1, �ME(WM241TJ / FAX (W "auta Stitt S edy
A wm tant City Attorney