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HomeMy WebLinkAboutVIDEO ENGINEERING SERVICES 4A - 2015City of Santa I i t Clerk of the Council AGREEMENT TERMINATION FORM Please complete this form when the attached agreement and all amendments (if any) are no longer in effect. Return form to the Clerk of the Council Office (M-30). Call 647-6520 if you have any questions. The agreement with No. A - aG 1-3- o-7) was completed on (List all amendments. Use space below if needed.) A_aC)�L'�—JOl Revised 08-23-10 COTC Office Use Only City of Santa Ana a 2 621 Clerk of the Council G(L and final payment has been made. Department: PP42BA Phone/Ext.: gmck Signature: �,✓ Date:C\ W011K MAY PiiCXT'Ift, UN 1IL INSURANCE E'XJIIRF,4, �^ CLERKO COUNCIL DATE D- kQ _ �15 AMENDMENT TO CONSULTANT AGREEMENT THIS AMENDMENT TO CONSULTANT AGREEMENT is made and entered into this 20"' day of January, 2015 by and between Video Engineering Services (hereinafter "Consultant"), and the City of Santa Ana, a charter city and municipal corporation organized and existing ender the Constitution and laws of the State of California (hereinafter "City"). RECITALS: A. The parties entered into Agreement # A-2014-013, dated January 7, 2014 (hereinafter "said Agreement") 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 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,13, C and D, attached hereto and incorporated by this reference. 2. Section 2,a,, COMPENSATION, shall be amended as. follows: "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 additional amount of $38,875.00 during the amended and extended term through June 30, 2015. The total amount to be expended under said Agreement shall not exceed $94,920.00. 3. Section 3, TERM, shall be. amended to read, in full as follows: "This Agreement shall ternimate on June 30, 2015, unless terminated earlier in accordance with Section 12, below," 4, Except as heremabove amended, all terms and conditions of said Agreement shall remain in full force and effect. IN WITNESS WHEREOF, the parties hereto have executed this Amendment to Consultant Agreement on the date and year first written above, ATTEST: Maria D. Huizar Clerk of the Council APPROVED AS TO FORNI: SONIA R. CARVALHO City Attorney e Lisa Storck Assistant City Attorney CITY OF SANTA A A David Cavazo City Manager VIDEO ENGINEERING SERVICES <(Z-./ Thonias E. ITystry Owner RECOMMENDED FOR APPROVAL: �� - Knunity Gerardo Mouet, Executive Parks, Recreation and Co rvices Agency EXHIBIT A 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. Said facilities include, but are not limited to: City Hall and Council Chambers, 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. $. 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, Powerpoint, elmo or other technical needs. 16. Installation of camera and control room equipment upgrades. COMPENSATION for Term of Contract = $35,495.00, City will pay Consultant $65,00 (Sixty Five dollars) per hour. The first and third Tuesdays of the month (Council Meetings) shall be two regularly assigned workdays for Consultant. 14:I:11.11 :] 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 for event. • Directing the show for video. • Renting all needed video equipment and editing the finished video ffo(r' play, ack. \1 �` COMPENSATION - � $5,000 for State of the City Address in June 2015 Itemized invoicing for this item will occur once a year. Does not include a video to be used by the Mayor in his presentation. EXHIBIT C VIDEO ENGINEERING SERVICES City Council Meetings VIDEO ENGINEERING SERVICES (Thomas E. Bystry) will serve as Prod ucer/Ad m inistrator 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-four (24) meetings, including City Council meetings held the first and third Tuesdays of the month, Candidates Forum, Election coverage and swearing -in ceremonies biannually, 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 $49,425,00 for the term of the contract: $1,475 for first Tuesday meeting each month. $1,300 for additional meetings in the month (if televised). This is a 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 BUDGET SUMMARY FOR CONSULTANT AGREEMENT Between The City of Santa Ana and Video Engineering Services (Thomas E, Bystry), Annual budget for Exhibit A: $35,495 Base Engineer Annual budget for Exhibit B: $10,000 Produce (2) State of The City Address Annual budget for Exhibit C: $49,425 Council Meetings TOTAL COMPENSATION FOR TERM OF THE CONTRACT (as Amended) FEBRUARY 1, 2014 — JUNE 30, 2015 $94,920.00 Consultant shall submit itemized monthly invoices detailing services provided and costs associated with those services. CERTIFICATE OF LIABILITY INSURANCE I D^EM 1—YY'Y) THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER, IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the PRODUCER NnmNE s" Chris Rudolph Triton of Calif Insurance Services, Inc. PHO _ FAX 2332Auburn Blvd No Ext: (91s)48s-nos Alc No: (916)485-0198 E-MAILAID ADDRESS: chris@tritoninsurance.com Sacramento, CA 95821 License #: OF41767 _ INSURER(S) AFFORDING COVERAGE NAIC# INSURER A: Associated industries Insurance Company__ INSURED TOM BYSTRY INSURERS: DBA: VIDEO ENGINEERING SERVICES INSURERC: 16875 DONWEST INSURERD: Tustin, CA 92780 INSURERE: INSURER F : COVERAGES CERTIFICATE NUMBER: 00003962.14535 REVISION NUMBER: 7 THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACTOR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAYBE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INBR LTR TYPE OF INSURANCE ADDL SUBR POLICY NUMBER POLICY EFF MMIDDIYYVY POLICY EXP MMIDDNYVY LIMITS A GENERAL LIABILITY Y Y ' NA104666702 02/01/2016 02/01/2016 EACH OCCURRENCE 1,000 000 x COMMERCIALGENERAL LIABILITY DAMAGE TO RENTED PR EMISESEeoccurrence __$ $ 100000 CLAIMS -MADE n OCCUR MED EXP (Any one person)_ $ 5 000 PERSONAL&ADV INJURY $_ 000000 _ _ GENERAL AGGREGATE _1 i1$ _ 1,000 ,000 GEN'LAGGREGATE LIMIT APPLIES PER: PRODUCTS -COMPIOP AGG $ 1, 000,000 xl POLICY JECTPRC- LOC $ AUTOMOBILE LIABILITY COMBINEDSINGLE LIMIT His eccitlent BODILY INJURY (Per person) $ ANY AUTO ALL OWNED SCHEDULED AUTOS AUTOS HIRED AUTOS NON OWNED p Reviewed by. - $ BODILY INJURY (Per accident) (Per acciden DAMAGE-- $ .7 UMBRELLA LIAB OCCUR I EACH OCCURRENCE $ $ EXCESS LIAB CLAIMS -MADE AGGREGATE DED I I RETENTION$ Cl levas$ _ WORKERS COMPENSATION ANOEMPLOYERS'LIABILItt YIN' i Rl^, A A R' rn' NC STATU- OTH- iCRY LIMITS ER _. ANY PROPRIETORIPARTNERIEXECUTIVE "'�' `/' ` 1f,ln EL EACH ACCIDENT $ OFFICERIMEMBER EXCLUDED? ❑ NIA $ (Mandatory In NH) EL DISEASE - EA EMPLOYEE If yes, describe under DESCRIPTION OF OPERATIONS below E.L. DISEASE -POLICY LIMIT $ DESCRIPTION OF OPERATIONS I LOCATIONS/VEHICLES (Attach ACORD 101, Additional Remarks Schedule, if more space is requl®d The City of Santa Ana, 20 Civic Center Plaza, Santa Ana, California 92701; it officers, employees, agents and representative are named as additional insureds ("additional insureds") with regard to liability and defense of suits arising from the operations and uses performed by or on behalf of the named insured. With respect to claims arising out of the operations and uses performed by or on behalf of the named insured, such insurance as is afforded by this policy is primary and is not additional or contributing with any other insurance carried by or for the benefit of the additional insureds. This insurance applies separately to each continued on ACORD 101 Additional Remarks Schedule) CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE CITY OF SANTA ANA, IT'S OFFICERS, EMPLOYEES, AGENTS AND THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN REPRESEN ACCORDANCE WITH THE POLICY PROVISIONS. 20 CIVIC CENTER PLAZA M-16 AUTHORIZED REPRESENTATIVE Santa Ana, CA 92702 (CPR) ©1988-2010 ACORD CORPORATION. All rights reserved. ACORD 25 (2010106) The ACORD name and logo are registered marks of ACORD Printed by CPR on January 27, 2015 at 11:13AM AGENCY CUSTOMER ID: 00003962 LOC M ADDITIONAL REMARKS SCHEDULE Page 2 of 2 AGENCY Triton of Calif Insurance Services, Inc. NAMEDINSURED TOM BYSTRY DBA: VIDEO ENGINEERING SERVICES POLICY NUMBER NA104656702 CARRIER "IC CODE Associated Industries Insurance Company eFFecTwe DATe:02/0112015 ADDITIONAL REMARKS THIS ADDITIONAL REMARKS FORM IS A SCHEDULE TO ACORD FORM, FORM NUMBER: 25 FORM TITLE: Certificate of Liability tnsurance (continued from Description of Operations) Insured against whom claim is made or suit is brought except with respect to the comany's limits of liability. The inclusion of any person or organization as an insured shall not affect any right which such person or oranization would have as a claimant if not so included. With respect the additional Insureds, this insurance shall not be cancelled, or materially reduced In coverage or limits except after thirty (30)days written notice has been given to the City of Santa Ana, 20 Civic Center Plaza, Santa Ana, California 92701. Reviewed by: Silvia Cuevas PRCSAIAdmin, ACORD 101 (2008101) 02008 ACORD CORPORATION. All rights reserved. The ACORD name and logo are registered marks of ACORD Printed by CPR on January 27, 2015 at It: 13AM BLANKET ADDITIONAL INSUREDS - OWNERS, LESSEES OR CONTRACTORS This endorsement modifies insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE PART SCHEDULE Policy Number: NA104655702 Endorsement Effective: 211/2015 12:01 a.m. Named Insured Countersigned By: TOM BYSTRY VIDEO ENGINEERING SERVICES SCHEDULE Name of Person or Organization: THE CITY OF SANTA ANA FINANCE, ITS OFFICERS, EMPLOYEES, AGENTS AND Reviewed y: REPRESENTATIVES. 20 CIVIC CENTER PLAZA M-16 ���� SANTA ANA CA 92702 20 CIVIC CENTER PLAZA, SANTA ANA CA 92702 (It no entry appears above, intorma as applicable to this endorsement,) A. Section II — Who Is An Insured is amended to include as an insured the person or organization shown in the Schedule, but only to the extent that the person or organization shown in the Schedule is held liable for your acts or omissions arising out of your ongoing operations performed for that insured. B. With respect to the insurance afforded to these additional insured, the following exclusion is added: 2. Exclusions This insurance does not apply to "bodily injury" or "property damage" occurring after: (1) All work, including materials, parts or equipment furnished in connection with such work, on the project (other than service, maintenance or repairs) to be performed by or on behalf of the additional insured(s) at the site of the covered operations has been completed; or (2) That portion of "your work' out of which the injury or damage arises has been put to its intended use by any person or organization other than another contractor or subcontractor engaged in performing operations for a principal as a part of the same project. C. The words "you" and "your" refer to the Named Insured shown in the Declarations. D. "Your work' means work or operations performed by you or on your behalf, and materials, parts or equipment furnished in connection with such work or operations. Primary Wording If required by written contract or agreement: Such insurance as is afforded by this policy shall be primary insurance, and any insurance or self-insurance maintained by the above additional insured(s) shall be excess of the insurance afforded to the named insured and shall not contribute to it. 11 Waiver of Subrogation If required by written contract or agreement: We waive any right of recovery we may have against an entity that is an additional insured per the terms of this endorsement because of payments we make for injury or damage arising out of "your work' done under a contract with that person or organization. 49-0108 0711 May Include Copyrighted Material of Insurance Services Offices, Inc. Page 1 of 1 ❑ Used with permission COMMERICAL GENERAL LIABILITY CG 20 37 07 04 Policy#: NA104655702 Insured Name: VIDEO ENGINEERING SERVICES THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. ADDITIONAL INSURED - OWNERS, LESSEES OR CONTRACTORS - COMPLETED OPERATIONS This endorsement modifies insurance provided under the following', COMMERCIAL GENERAL LIABILITY COVERAGE PART SCHEDULE Name of Additional Insured Person(s) or Organization(s): Location and Description of Completed Operations THE CITY OF SANTA ANA FINANCE, ITS THE INSURED WILL BE WORKING FOR THE OFFICERS, EMPLOYEES, AGENTS AND ADDITIONAL INSURED DOING SERVICING OF REPRESENTATIVES. AUDIONIDEO. 20 CIVIC CENTER PLAZA M-16 20 CIVIC CENTER PLAZA, SANTA ANA CA 92702 SANTA ANA CA 92702 Information required to complete this Schedule, if not shown above, will be shown in the declarations Section II - Who is an Insured is amended to include as an additional insured the person(s) or organization(s) shown in the Schedule, but only with respect to liability for "bodily injury" or "Property damage" caused, in whole or in part, by "your work' at the location designated and described in the schedule of this endorsement performed for that additional insured and included in the "products - completed operations hazard". Reviewed by; Silvia Cuevas PRCSA/Adrnin. CG 20 37 07 04 Copyright Iso Properties, Inc., 2004 Page 1 of 1 Insured