DATE: June 18, 2024
TO: Honorable Mayor and City Council
FROM: Dominic Lazzaretto, City Manager
By: Justine Bruno, Deputy City Manager
SUBJECT: AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT WITH STUDIO SPECTRUM, INC. FOR VIDEO PRODUCTION AND
BROADCAST SERVICES FOR CITY COUNCIL MEETINGS IN THE
AMOUNT OF $35,000
CEQA: Not a Project
Recommendation: Approve
SUMMARY
The City has a Professional Services Agreement (“Agreement”) with Studio Spectrum, Inc. for live video production and broadcast services for City Council meetings, which will expire on June 30, 2024. They have submitted a proposal to continue their services with an 8% increase in costs to account for inflationary increases over the past few years. It is recommended that the City Council approve, authorize, and direct the City Manager to execute an amendment to the Professional Services Agreement with Studio Spectrum, Inc. in the amount of $35,000 to extend services for an additional year.
DISCUSSION
For 30 years, Studio Spectrum, Inc. has provided broadcast services, including television and web-streaming, for the City of Arcadia. These services include providing two technicians for each City Council Meeting to setup and prepare the broadcast, which entails testing and operating cameras, lights, speakers, microphones, slide shows and AV. Studio Spectrum, Inc. has been the City’s sole provider for recording and broadcasting services, which includes uploading the recording of the meeting to the City’s website and the local Cable Channel. Arcadia has repeatedly selected Studio Spectrum to provide these services due to their innate knowledge of the City’s system, reliability, and high quality of work, as well as their competitive rates.
In June 2021, following a formal solicitation and bid request, the City Council approved a three year agreement with Studio Spectrum, Inc. for video production and broadcast services, expiring June 30, 2024, with the option for two, one-year extensions. This amendment to the Agreement would constitute one of the optional service extensions at
Professional Services Agreement Amendment –
Broadcast and Recording Services
June 18, 2024
a cost increase of 8% per meeting, with the total expected compensation amount remaining the same at $35,000 for incidental recording and broadcast needs. The City has been cancelling several meetings in the summertime and has cancelled one or two additional meetings throughout the year for various reasons. Therefore, the overall budget should remain sufficient even with the price increase. The proposed cost increase is reflected in the table below:
Service July 2021 –
June 2024
July 2024 –
June 2025
Production, Broadcast & Recording $875.00 $945.00
Web-streaming $375.00 $405.00
Total per Meeting $1,250.00 $1,350.00
TOTAL COMPENSATION $35,000.00 $35,000.00
Over the years, Studio Spectrum has maintained a good working relationship with the City and continues to provide high quality service. Therefore, it is recommended that the City Council extend the Agreement with Studio Spectrum, Inc. for one year.
ENVIRONMENTAL ANALYSIS
The proposed action does not constitute a project under the California Environmental Quality Act (“CEQA”), as it can be seen with certainty that it will have no impact on the environment.
FISCAL IMPACT
For the term of the Agreement, the fee for production, broadcast, and recording totals $22,680, or $945 per meeting (a $70 increase per meeting). Additionally, the cost of web- streaming has also increased to $9,720, or $405 per meeting (a $30 increase per meeting). Overall, the annual cost to broadcast, record, and produce 24 City Council Meetings is increasing by 8%. The funds for this contract extension and services have been budgeted in the City Manager’s Operating Budget for Fiscal Year 2024-25.
RECOMMENDATION
It is recommended that the City Council determine that this action does not constitute a project under the California Environmental Quality Act (“CEQA”); and approve, authorize, and direct the City Manager to execute an amendment to the Professional Services Agreement with Studio Spectrum, Inc. for video production and broadcast services in the amount of $35,000.
Attachment: Proposed Amendment No. 1 to the Professional Services Agreement
AMENDMENT NO. 1 TO THE PROFESSIONAL SERVICES
AGREEMENT FOR VIDEO PRODUCTION AND BROADCAST SERVICES WITH STUDIO SPECTRUM, INC.
This Amendment No. 1 (“Amendment No. 1”) is hereby entered into on this ____ day of ______ 2024, by and between the City of Arcadia, a charter city organized under the Constitution and laws of the State of California, and Studio Spectrum, Inc., a California S-Corporation, with respect to that certain Professional Services Agreement between the Parties dated June 16, 2021 (the “Agreement”).
The Parties agree as follows:
1. Section 3.1.2 of the Agreement, the Term, is amended by extending the term from July 1, 2024, through June 30, 2025 (the “Extended Term”).
2. Section 3.3.1 of the Agreement, the Compensation is amended for the Extended Term as referenced in the attached Exhibit “C”.
3. All of the remaining terms and provisions of the Agreement are hereby reaffirmed.
[SIGNATURES ON NEXT PAGE]
In witness whereof the Parties have executed this Amendment No. 1 on the date set forth below.
CITY OF ARCADIA STUDIO SPECTRUM, INC.
______________________________ By: _____________________________ Dominic Lazzaretto Signature
City Manager
________________________________
Print Name and Title
Date: _______________________ Date: ___________________________
ATTEST:
____________________________ By: _______________________________ City Clerk Signature
________________________________
Print Name and Title
APPROVED AS TO FORM:
____________________________
Michael J. Maurer
Exhibit “C”
Compensation
City shall pay to consultant the fee of $1,350 per meeting for the production, broadcast, and web streaming of City meetings (average meeting time of five hours) as outlined below.
Year 1 Extension (July 1, 2024 – June 30, 2025)
Service Amount
Production, Broadcast & Recording $945.00
Web -streaming $405.00
Total per Meeting $1,350.00
TOTAL COMPEN SAT ION $35,000.00
Client:City of Arcadia Proposal #: 2365
240 W. Huntington Drive Date:6/10/2024
Arcadia, CA 91007 Consultant:John Buckowski
Attn:City Clerk's Office
E-Mail This quotation
Phone:valid for 30 days
Fax:
ITM QTY Services Description Per Meeting Annual Estimate (Based on scheduling
24 meetings per year)
1 1 LIVE BROADCAST SERVICES. TWO-MAN PRODUCTION CREW, PRE
PRODUCTION SUPPORT AND ON SITE TECHNICAL SUPPORT DURING
COUNCIL MEETINGS
$945.00 $22,680.00
2 3
4 included
5 included
6 included
7 included
8 included
9 10
11 included
12 included
13 included
14 included
15 included
16 included
17 included
18 included
19 included
Includes the following project goals:
a. Provide live coverage of regularly scheduled Arcadia City Council Meetings. b. Provider must work closely with agenda management system vendor and the City Clerk’s Office to ensure the meetings are also streaming, including remote broadcast locations. c. Provider must arrive in advance of a meeting to properly put all information for captions for the meeting into the character generator.
e. Provider must display a professional attitude and business attire appropriate for a public meeting. f. Provider must keep the control room neat and report any malfunctions in equipment immediately to the City Manager’s Office.
g. Provider must assist with routine maintenance of television broadcast equipment, provide troubleshooting and repair support, and recommend resolutions to problems encountered in the broadcast and archiving of live meetings. a. Film City Council meetings twice monthly. Tasks include pre-meeting creation of graphics and installation of photos; testing and calibration of required audio and video equipment; notation of any required service issues; monitoring audio and video levels during meetings; and programming of meeting for future broadcast. b. Maintain equipment service records and coordinate required service. c. Control the lighting during City Council meetings.
d. Provide a live broadcast and two DVD copies of the City Council meeting. e. Provide on-call technical support free.
On site equipment service (non-warranty related issues, and requested serice calls on non broadcast days) will be proivided at the on-site service rate of $150 per hour.
Includes the following scope of services:
1056 North Lake St. * Burbank, California 91502
(818) 843-1610 * Fax (818) 843-1145
www.studiospectrum.com
CA Contractor's License #996920
Proposal for the City Council Chambers
Broadcast Services FY 2024-25
h. Provider must work with the City Manager’s Office to plan and schedule all meetings covered by this RFP, giving at least two weeks’ notice if they are unable to provide coverage for any particular meeting. It will be the Providers responsibility to sub-contract and/or assign resources to operate the control room for a meeting broadcast production if the provider has an emergency or other scheduling conflict. i. Provider will assist in creating a resource manual and training manual for operation of equipment. d. Provider must convert the meetings to a format to be easily placed on the City of Arcadia website or to provide an archive of Council Meetings.
This custom configuration and design is copyrighted by Studio Spectrum, Inc. and may not be copied or used without the express written permission of the designer.1
20 included
21 included
22 included
23 included
24 25 1 LIVE HD* VIDEO STREAMING and ON-DEMAND VIDEO
INDEXING; PUBLISHING and ARCHIVING SERVICES
$405.00 $9,720.00
26 27
28 included
29 included
30 included
31 included
32 included
33 34
35 36
37 38 Per Meeting Services Total (Production and Streaming)$1,350.00 39 Estimated Annual Services Total (24 Meeting Events)$32,400.00 Public meeting archives must include the ability to incorporate meeting agendas and the ability for users to jump to indexed locations in the video recordings that correspond to any agenda item. The service must include the marking and date/time stamp of the video index points both during encoding and the video has been recorded. Public meeting video archives must be automatically available to the public within six hours of meeting adjournment.
Web pages must be secured via an HTTPS sercuity certificate to allow for seamless embedding on the City provided web site.
l. Provider must comply with all applicable ordinances, laws, rules, and regulations of the city, county, state, and federal government. Person or persons shall maintain and operate under a current business license for the City of Arcadia.
Includes the following scope of services:
The City of Arcadia, specifically the City Manager or his/her designee, has the ability to approve or deny all programming submitted for broadcast on the government access channel. k. Provider must obtain and support all software required by Charter Communications to provide broadcasting services.
The streaming media will consist of live and recorded public meetings, public information, and programming accessible from the City of Arcadia's’s website. The successful bidder (Vendor) shall create and maintain portal web pages. All video shall be available as streaming h.264 format suitable for mobile devices.
Service must include storage and distribution management, continuous systems management, and technical support available 24 hours per day, seven days per week. On-demand video archives must include existing City of Arcadia archives from 2014 forward, or whatever past archive limitation is determined by the city manager.
Video and data archives will be maintained in multiple locations; in a vendor owned media vaults for public access, in at least one other media vault for use in the event of failure, and in an optional City of Arcadia owned media vault for staff access. On-demand archives must include unlimited public meeting content, unlimited storage and unlimited amount of other content. The live video stream will be provided through a Vendor owned encoder. The encoder application software must be Vendor provided, installed, and maintained. j. Provider will work with the City Manager’s Office to develop and maintain a Bulletin Board featuring community calendar events, city events and special programming notes, etc. Meeting agendas are available on our website, www.arcadiaca.gov
This custom configuration and design is copyrighted by Studio Spectrum, Inc. and may not be copied or used without the express written permission of the designer.2