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HomeMy WebLinkAbout25A - AGREEMENT AMENDMENT VIDEO ENGINEERING SERVICES REQUEST FOR M7 COUNCIL ACTION CITY COUNCIL MEETING DATE: CLERK OF COUNCIL USE ONLY: JANUARY 17, 2012 TITLE: APPROVED ? As Recommended AGREEMENT AMENDMENT WITH VIDEO El Amended El Or dinance on 1ST Reading ENGINEERING SERVICES FOR CABLE ? Ordinance on 2nd Reading EQUIPMENT MAINTENANCE AND VIDEO ? Implementing Resolution PRODUCTION SERVICES ? Set Public Hearing For CONTINUED TO Ck.-t FILE NUMBER CITY MANAGER RECOMMENDED ACTION 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 $57,915, subject to non-substantive changes approved by the City Manager and City Attorney. DISCUSSION On January 18, 2011 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, $13,200 for the taping of the second Council meeting of the month at a remote location, and $6,000 contingency for unanticipated work and unforeseen emergencies. The agreement also includes $2,000 to pay for the production of the recent Cultural Forum and an extra Council meeting from last agreement term, for a total agreement amount not to exceed $57,915. This agreement amendment exercises the third 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. 25A-1 Video Engineering Services January 17, 2012 Page 2 FISCAL IMPACT Funds for this agreement are available in the PRCSA Administrative Services, Contract Services account (no. 01113200 62300). APPROVED AS TO FUNDS AND ACCOUNT: Gerardo Mouet, Francisco Gutierrez, Executive Director Executive Director Parks, Recreation and Community Finance and Management Services Agency Services Agency Exhibit: A. Agreement 25A-2 THIRD AMENDMENT TO CONSULTANT AGREEMENT THIS THIRD AMENDMENT TO CONSULTANT AGREEMENT is made and entered into this 17`h day of January, 2012 by and between Video Engineering Services (hereinafter "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 (hereinafter "City"). RECITALS: A. The parties entered into Agreement # A-2009-008, dated January 4, 2009 (hereinafter "said Agreement"), as amended from time to time, by which Consultant has provided video engineering services to the City. B. In accordance with the terms and conditions of said Agreement, the parties wish to extend the term of said Agreement and provide additional compensation to pay for services provided 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 Third Amendment to Consultant Agreement, the parties agree as follows: 1. Section 1, SCOPE OF SERVICES, shall be amended to reflect that video engineering services shall be provided as set forth in Exhibits A-2, B-2, C-2 and D-2, attached hereto and incorporated by this reference. The City Manager may, in writing, authorize additional video engineering services during the one-year term from February 1, 2012 through January 31, 2013. 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 D, for an base amount of $49,915.00 during the one- year term from February 1, 2012 through January 31, 2013. Contingency funds of up to $6,000 may be expended for authorized additional authorized services provided during the term of this Agreement. The parties further agree that Consultant shall be paid an additional $2,000 for services provided, and not yet compensated, in relation to the Cultural Forum and an additional Council meeting during the term from February 1, 1011 through January 31, 2012. The total amount to be expended pursuant to this Third Amendment to Agreement shall not exceed $57,915.00." 3. Section 3, TERM, shall be amended to read, in full as follows: "This Agreement shall commence on February 1, 2009 and terminate on January 31, 2013, unless terminated earlier in accordance with Section 12, below. The Parties may elect to renew the Agreement for an additional one-year period, by the execution of a written agreement. The parties may agree to renegotiate compensation prior to said renewal." 25A-3 4. Except as hereinabove 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: MARIA D. HUIZAR PAUL M. WALTERS Clerk of the Council Interim City Manager APPROVED AS TO FORM: JOSEPH STRAKA Interim City Attorney VIDEO ENGINEERING SERVICES Laura Sheedy Assistant City Attorney THOMAS E. BYSTRY Owner 25A-4 EXHIBIT A-2 VIDEO ENGINEERING SERVICES BASE ENGINEER 1. Consult 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. H. 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. The first and third Mondays of the month (Council Meetings) shall be two regularly assigned workdays for Contractor. 25A-5 EXHIBIT B-2 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. 25A-6 EXHIBIT C-2 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 in 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, 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. 25A-7 EXHIBIT D BUDGET SUMMARY FOR CONSULTANT AGREEMENT (CONTRACT) Between The City of Santa Ana and Video Engineering Services (Thomas E. Bystry). Annual budget for Exhibit A: $15,015 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 - if televised. Contingency for additional $6,000 Authorized services 2012/2013 Cultural Forum and additional $2,000 Council meeting 2/1/2011- 1/31/2012 TOTAL ANNUAL AMOUNT APPROPRIATED FOR COMPLETE CONTRACT: $57.915 Consultant shall submit itemized monthly invoice detailing services provided and costs associated with those services. 25A-8