HomeMy WebLinkAbout25A - CABLE EQUIPMENT MAINT AND VIDEO PRODUCTION SERVICESREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
JANUARY 18, 2011
TITLE:
AGREEMENT AMENDMENT WITH VIDEO
ENGINEERING SERVICES FOR CABLE
EQUIPMENT MAINTENANCE AND VIDEO
PRODUCTION SERVICES
') A, 1.
CITY MANAGER
RECOMMENDED ACTION
CLERK OF COUNCIL USE ONLY:
APPROVED
? As Recommended
? As Amended
? Ordinance on 1St Reading
? Ordinance on 2"d Reading
? Implementing Resolution
? Set Public Hearing For
CONTINUED TO
FILE NUMBER
Authorize the City Manager and Clerk of the Council to execute the attached agreement
amendment with Video Engineering Services for video production and cable equipment services
for one year in an annual amount not to exceed $49,915, subject to non-substantive changes
approved by the City Manager and City Attorney.
DISCUSSION
On January 4, 2010 Council approved a one-year agreement with Video Engineering Services
for cable equipment maintenance and video production services. Video Engineering Services
provides technical expertise for the purchase, installation and maintenance of City owned audio
and video equipment in the City Council Chambers. Video Engineering Services provides
production staff to televise City Council meetings occurring in the Council Chambers. In addition,
Video Engineering Services assists the City Clerk and other users of the Council Chambers with
audio recordings and lighting in the Council Chambers, and provides technical assistance on
other audio/visual related projects.
This agreement includes $15,015 for Base Engineering and Equipment Maintenance, $4,000 for
the filming of the State of the City event, $17,700 for the taping of the first Council meeting of the
month, and $13,200 for the taping of the second Council meeting of the month at a remote
location. This agreement amendment exercises the second of four one-year options. The Parks,
Recreation and Community Services Agency is satisfied with the quality of services provided by
Video Engineering Services and recommends approval of this agreement.
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Agreement with Video Engineering Services
January 18, 2011
Page 2
FISCAL IMPACT
Funds for this agreement are available in the Recreation Administration, Contract Services -
Professional account (no. 01113200 62300).
APPROVED AS TO FUNDS AND ACCOUNT:
Gerardo Mouet,
Executive Director
Parks, Recreation
Services Agency
d Community
Francisco Gutierrez,
Executive Director
Finance and Management Services Agency
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SECOND AMENDMENT TO AGREEMENT
THIS SECOND AMENDMENT TO AGREEMENT is entered into on January 18, 2011,
by and between 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. The parties entered into that certain Agreement A-2009-008, dated January 5, 2009,
(hereinafter "said Agreement") by which Consultant has provided video production and cable
equipment maintenance services.
B. Said Agreement was amended on January 4, 2010, to extend the term and provide
compensation during the extended term.
C. In accordance with the terms and conditions of said Agreement, the parties wish to renew the
term for an additional one-year period and amend the scope of services and compensation to
provide uninterrupted services at a reduced service level.
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
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 equipment scheduling and maintenance services as set forth in
Exhibits A-1, B-1 and C-1, attached hereto and incorporated by reference."
2. Section 2.a., COMPENSATION, shall be deleted in its entirety and replaced with the
following:
"a. City agrees to pay and Consultant agrees to accept as total payment for its services, the
rates and charges identified in Exhibit E-1, attached hereto and incorporated by reference.
The total sum to be expended pursuant to this Agreement shall not exceed $49,915, annually,
during the remaining term of said Agreement."
3. Section 3, TERM, shall be amended to renew the terms and conditions of said Agreement for
an additional one-year period, from February 1, 2011 through January 31, 2012. The Parties
may elect to renew the Agreement for up to two (2) successive one-year periods, by the
execution of a written agreement. The parties may agree to renegotiate compensation
prior to each annual renewal.
4. Except as hereinabove amended, all terms and conditions of said Agreement shall remain in
full force and effect.
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IN WITNESS WHEREOF, the parties hereto have executed this Second Amendment to
Agreement on the date and year first written above.
ATTEST:
MARIA D. HUIZAR
Clerk of the Council
APPROVED AS TO FORM:
City Attorney
By:
Laura Sheedy
Assistant City Attorney
CITY OF SANTA ANA
DAVID N. REAM
City Manager
VIDEO ENGINEERING SERVICES
THOMAS E. BYSTRY
Owner
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EXHIBIT A-1
VIDEO ENGINEERING SERVICES
(February 1, 2011 -January 31, 2012)
BASE ENGINEER
1. Consultant shall 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, Stadium, soccer
fields, etc.
2. Review and make recommendation for the repair and /or replacement of said audio/video
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. Provide operation
instruction for 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 cable franchisee 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 $15,015
City will pay contractor $55 (fifty five) per hour. For an average of 10.5 hours every two weeks per
week. The first and third Mondays of the month (Council Meetings) shall be two regularly assigned
workdays for Contractor.
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EXHIBIT B-I
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 fee - $4,000
Itemized invoicing for this item will occur once a year.
Note: Creation of presentation video, if required, will be at additional cost, to be negotiated.
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EXHIBIT C-1
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 include 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 various 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. Services shall include:
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
regarding 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. These
positions may be consolidated into one person.
5) Schedule video production staff. Pre-arrange and notify crew of video productions and changes.
6) Provide maintenance of playback equipment located in City Hall and necessary for city council
meeting.
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, 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.
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EXHIBIT E-1
BUDGET SUMMARY FOR CONSULTANT AGREEMENT (CONTRACT)
Between The City of Santa Ana and Video Engineering Services (Thomas E. Bystry).
Annual budget for Exhibit A
Annual budget for Exhibit B
Annual budget for Exhibit C
Annual budget for Exhibit C
(Contingency)
$15,015 Base Engineer
$4,000 Produce State of The City Address
$17,700 First council meeting of month
$13,200 Second council meeting of the month -
if televised.
TOTAL ANNUAL AMOUNT APPROPRIATED FOR COMPLETE CONTRACT: $49,915
Consultant shall submit itemized monthly invoice detailing services provided and costs associated
with those services.
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