Camarillo City Council
AGENDA REPORT
Date: February 26, 2025
To: Honorable Mayor and City Councilmembers
From: Greg Ramirez, City Manager
Submitted by: Carmen Nichols, Assistant City Manager
Subject: Pegasus Studios – Agreement for Video Production Services
BACKGROUND
In 2021, the City entered into a three-year Professional Services Agreement (No. 2021- 143) with Pegasus Studios for video production services. The term of Agreement No. 2021-143 was set to expire on June 30, 2024 but was extended through June 30, 2025 (Agreements No. 2021-143A and 2021-143B) to allow for additional time needed to produce remaining videos planned and budgeted for in FY 2023-24.
DISCUSSION
On November 1, 2025, staff advertised a new Request for Proposals (RFP) via PlanetBids for video production services. On November 22, 2025, the City received 9 proposals, all of which were reviewed for consideration. A three-person evaluation team evaluated the proposals, based on each company’s ability to respond and satisfactorily define their ability to meet the following criteria:
· Qualifications of the firm
· Qualifications of personnel
· Related experience
· Completeness of response
· Reasonableness of cost and price
After thorough review and ranking of all proposals, Pegasus Studios was found to have the most responsive and qualified proposal. Pegasus received the highest scores from each evaluator, getting high marks for related experience, realistic approach, reasonable price, qualified personnel, and firm stability/performance.
Staff recommends the City Council award the contract for video production services to Pegasus Studios as the most qualified vendor to fulfill the scope of the City’s video production services program. Staff wishes to enter a multi-year agreement for a period of three (3) years, with the option to extend the agreement for two (2) additional one-year terms.
Video production services
February 26, 2025
2 3
3 1
A breakdown of the estimated annual cost to enter into a three-year Professional Services Agreement with Pegasus Studios is shown in the table below. A contingency amount of $10,000 per fiscal year (approximately 15%) is requested for unforeseen additional services if required. The total not-to-exceed amount of the contract for a period of three years, including contingencies, is $238,500.
Fiscal
Year
CityScene
TV (12)
Short
Videos
(4)
Annual
State
of the
City
Additional
Filming and
Photography
Subtotal
Contingency
Amount
per FY
$ Est.
total
per FY
2024/25 $28,500 $21,500 $11,500 $8,000 $69,500 $10,000 $79,500 2025/26 $28,500 $21,500 $11,500 $8,000 $69,500 $10,000 $79,500 2026/27 $28,500 $21,500 $11,500 $8,000 $69,500 $10,000 $79,500
FISCAL IMPACT
Funds for description of expenditure are included in the FY 2024/25 Community Relations Professional Services/Cable TV Services budget, Account No. 101-1410- 414.32-69 budget. Funds for Fiscal Years 2025/26 and 2026/27 will be included in future budgets.
CEQA DETERMINATIONS
Not applicable
RECOMMENDATION
Authorize the City Manager to execute Agreement No. 2025-6 with Pegasus Studios for video production services for a total not-to-exceed amount of $238,500 for Fiscal Years 2024/25, 2025/26, and 2026/27.
ATTACHMENTS
1. Agreement No. 2025-6
REFERENCE MATERIALS – AVAILABLE FOR REVIEW AT CITY HALL None