STAFF REPORT
Meeting Date:
October 14, 2025
CONSENT
16 SUBJECT: SERVICE AGREEMENT FOR ONSITE MULTIMEDIA SUPPORT FOR CITY
COUNCIL MEETINGS
RECOMMENDATION: It is recommended that the City Council:
1. Authorize the City Manager to execute a service agreement with Network Television Time, Inc. in the amount of $48,000 for onsite City Council meeting support services in Fiscal Year 2025-26;
2. Appropriate $48,000 from the General Fund available fund balance for Fiscal Year 2025-26;
3. Authorize the City Manager to extend the agreement for up to two additional one-year terms, provided that sufficient funding is available in the approved budget; and
4. Find that the action is not a “project” under the California Environmental Quality Act pursuant to CEQA Guidelines Section 15378(b)(4) and (b)(5).
SUMMARY OF THE MATTER
This report recommends that the City Council approve a professional services agreement with Network Television Time, Inc. (NTT) in the amount of $48,000 for multimedia support during City Council meetings in Fiscal Year (FY) 2025-26. These services include audiovisual support and backup broadcasting coverage, during public meetings.
The agreement is necessary because funding was not included in the City Clerk’s original budget for FY 2025-26. Staff recommends appropriating $48,000 from the General Fund available fund balance.
The proposed contract aligns with the City’s goal of ensuring high-quality public service delivery and effective governance. The action is not a project under CEQA as it constitutes an administrative activity with no physical impact.
DISCUSSION
In 2024, following the retirement of the City’s in-house staff member responsible for City Council meeting support, the City retained NTT to provide onsite audiovisual assistance during Council meetings. Since then, NTT has delivered reliable services through a dedicated contract staff member.
This contractor provides technical support to City staff and the public, facilitates presentation display, and serves as backup for the City’s contracted meeting broadcaster. The consistent presence of a trained individual at meetings has improved service continuity and technical responsiveness.
The current agreement was not included in the FY 2025-26 budget for the City Clerk’s Office and requires a one-time General Fund appropriation of $48,000. Staff also recommends authorizing the City Manager to extend the agreement for up to two additional years, subject to future budget approval. A copy of the proposed agreement is included as Attachment 1.
SERVICE AGREEMENT FOR ONSITE MULTIMEDIA SUPPORT FOR CITY COUNCIL
MEETINGS
October 14, 2025
FINANCIAL ANALYSIS
The total cost of the agreement is $48,000 for FY 2025-26. This expense is not currently budgeted. Staff recommends appropriating $48,000 from the General Fund available fund balance to the City Clerk Department budget. Future renewals will be subject to the availability of funds in subsequent adopted budgets.
Compliance with new Purchasing Policy
The proposed professional services agreement with NTT complies with the City’s new Purchasing Policy.
The total contract amount of $48,000 falls within the City Manager’s contract award authority; however, City Council approval is requested due to the need for a new budget appropriation in FY 2025-26.
Pursuant to the new Purchasing Ordinance, competitive bidding is not required when a contract qualifies as a sole source. NTT is uniquely qualified to provide the services due to its direct experience supporting Laguna Beach City Council meetings, familiarity with the City’s audiovisual systems, and proven performance. A written sole source justification has been prepared and will be maintained in the contract file (Attachment 2).
Award of this contract for professional services is also consistent with the updated Purchasing Ordinance, which allows professional services to be awarded based on demonstrated competence and qualifications offered at a fair and reasonable price.
ENVIRONMENTAL ANALYSIS
This action is not subject to the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines Section 15378(b)(4) and (b)(5). The contract constitutes a funding and administrative activity that will not result in a direct or reasonably foreseeable indirect physical change to the environment. No environmental review is required.
ATTACHMENTS
1. Professional Services Agreement with NTT (Pgs. 3-22)
2. Justification sole source memo (Pg. 23)
Submitted By: Ann Marie McKay Approved: .David A Kiff
Ann Marie McKay, City Clerk Dave Kiff, City Manager
Report Prepared By: Coordinated With:
Ann Marie McKay, City Clerk