CITY OF LAGUNA NIGUEL
CITY COUNCIL AGENDA ITEM
198)
To: Honorable Mayor and Council Members
FROM: Justin J. Martin, Deputy City Manager
DATE: March 21, 2023
SUBJECT: Approval of Amendment No. 2 to the Professional Services Agreement for Video Production Services with SOCTV Productions
RECOMMENDATION
Staff recommends that the City Council:
1. Approve Amendment No. 2 to the Professional Services Agreement for Video Production Services with SOCTV Productions for additional meeting and training services and to increase the contract amount by $35,800, for a total not-to-exceed amount of $79,580 for Fiscal Year 2022-23; and,
2. Authorize the City Manager to execute Amendment No. 2 and future amendments to the Professional Services Agreement for Video Production Services with SOCTV Productions, subject to the City Attorney making non-substantive changes.
BACKGROUND
On June 30, 2022, the initial Professional Services Agreement with SOCTV Productions (SOCTV) was administratively extended to a one-year term for the contract amount of $43,780. The existing agreement is for video production services of various City meetings and community events, such as City Council meetings, the Summer Concert Series, and the Laguna Niguel Holiday Parade. The agreement with SOCTV supports Goal 4 (Infrastructure and Technology) and Goal 6 (Communication and Community Outreach) of the Strategic Plan Implementation Action Plan.
Many of the services SOCTV provides to the City of Laguna Niguel are conducted using the audio-visual system installed at the City Hall - Council Chambers. However, with the ongoing City Hall Audio-Visual Equipment Upgrade Project, these services have been temporarily conducted offsite at the Crown Valley Community Center Ballroom to ensure the continuity of services provided to the public. During the ongoing project, SOCTV has also provided additional services, within the agreement's scope of work, by attending and providing audio-visual equipment needs at all Commission and Committee meetings.
Traditionally, SOCTV has not been requested to attend all City Commission and Committee meetings, but given the complexities of the remote audio-visual system needs, SOCTV's attendance has been deemed necessary to confirm all meetings are held without any technological disruptions. As such, these additional services have resulted in additional meeting expenses.
ANALYSIS
SOCTV is anticipated to attend nineteen additional offsite City meetings, along with 165 hours of training regarding the new audio-visual presentation and City Council voting equipment. It is imperative that SOCTV attend all of the remaining offsite City meetings and upcoming trainings to ensure that public meeting services are not impacted, and to assure the successful transition back to the newly renovated City Council Chambers.
Given the need for these additional services, the associated costs are projected to exceed the current contract amount of $43,780.
Upon approval, Amendment No. 2 to the Professional Services Agreement for Video Production Services with SOCTV will include a one-time increase of $35,800 for the remainder of the current Fiscal Year. The amended contract amount will be for a total not- to-exceed amount of $79,580.
This one-time increase will address the additional costs associated with the remaining services and any unforeseen troubleshooting and/or system configurations. Amendment No. 2 to the Professional Services Agreement for Video Production Services with SOCTV Productions is included as Attachment A.
ALTERNATIVES CONSIDERED
The City Council may decide not to approve Amendment No. 2 for additional video production services and to not increase the annual amount spent with SOCTV Productions; however, staff does not recommend this alternative as it will disrupt the delivery and production of public meeting services to the community.
FISCAL REVIEW
There is sufficient funding in the Fiscal Year 2022-23 Budget to fund the one-time increase.
LEGAL REVIEW
The City Attorney's Office has reviewed Amendment No. 2 and this staff report and has approved both documents as to form.
CONCLUSION
Staff recommends that the City Council:
1. Approve Amendment No. 2 to the Professional Services Agreement for Video Production Services with SOCTV Productions for additional meeting and training services and to increase the contract amount by $35,800, for a total not-to-exceed amount of $79,580 for Fiscal Year 2022-23; and,
2. Authorize the City Manager to execute Amendment No. 2 and future amendments to the Professional Services Agreement for Video Production Services with SOCTV Productions, subject to the City Attorney making non-substantive changes.
Lamasa 8 Optonneau Peter
Tamara S. Letourneau Nicholas Ghirelli
City Manager Interim City Attorney
Fran Bit om
Martin
Deputy City Manager Management Analyst
Attachments:
A. Amendment No. 2 to the Professional Services Agreement with SOCTV Productions
ATTACHMENT A
Amendment No. 2 to the
Professional Services Agreement with SOCTV Productions
AMENDMENT NO. 2 FOR PROFESSIONAL SERVICES
VIDEO PRODUCTION SERVICES
THIS AMENDMENT NO. 2 TO THE PROFESSIONAL SERVICES
AGREEMENT dated September 19, 2017, by and between the City of Laguna Niguel, a municipal corporation, hereinafter the "City", and SOCTV Productions, a California corporation, hereinafter the "Consultant" is entered into as of March 21, 2023 ("Amendment No. 2").
RECIIALS:
A. The City entered into a Professional Services Agreement with the Consultant dated September 19. 201Z, (the "Agreement") to provide professional video production services as requested by the City, including City Council meetings, summer concerts, and other community events. The Term of the Agreement was set to expire on June 30, 2022, subject to renewal for two one-year terms if the consultant's performance is satisfactory.
B. The City entered into a First Amendment with the Consultant dated June 30, 2022, to provide additional services for Fiscal Year 2022-23.
C. The City has requested the following additional services from the Consultant:
provide offsite video production services and attend training sessions as a result of the City Council Chamber Improvements Project ("Additional Services"), as described in Exhibit "A-2," attached hereto and incorporated herein.
D. At the request of the City, the Consultant submitted a cost proposal for the above requested Additional Services, which is included in Exhibit "A-2." E. Consultant has the qualifications and experience to render the requested Additional Services.
F. City now desires to enter into this Amendment No. 2 to the Agreement with the Consultant for the requested Additional Services.
AGREEMENI:
NOW, THEREFORE, in consideration of the foregoing premises and the mutual promises and covenants herein contained, the parties hereto agree as follows:
Services to be Performed by Consultant. Consultant agrees to perform the Additional Services for the City, in a manner satisfactory to the City, as detailed in Exhibit "A-2." Term. This Amendment No. 2 shall become effective as of the date stated above, and will continue in effect until June 30, 2023. The Agreement dated September 19, 2017, may be extended by up to one-year upon written notice provided by the City Manager.
Amendment No. 2 is subject termination as provided in the Agreement, except the indemnification provisions contained in the Agreement shall remain in full force and effect after Amendment No. 2 is terminated.
Payment for Services. City agrees to pay the Consultant for providing the Additional Services an amount not to exceed Thirty-Five Thousand Eight Hundred Dollars ($35,800.00) for Fiscal Year 2022-23. Consultant shall invoice the City monthly on a time and materials basis as set forth in Exhibit "A-1"
In no event shall the total compensation paid to the Consultant exceed Seventy-Nine Thousand Five Hundred Eighty Dollars ($79,580.00) for Fiscal Year 2022-23.
Continuation of Terms and Conditions of the Agreement. Except as otherwise expressly provided in this Amendment No. 2, all the terms and conditions of the Agreement, as amended by Amendment No. 1, shall remain in full force and effect and shall apply to the performance of services pursuant to this Amendment No. 2.
5. Authority to Sign. The person(s) executing this Amendment No. 2 on behalf of the Consultant warrants and represents that they have the authority to execute this Amendment No. 2 on behalf of the Consultant and have the authority to bind the Consultant to the performance of the obligations hereunder.
2 IN WITNESS WHEREOF, the parties hereto have executed this Amendment No. 2 to the Agreement as of the date first above written.
"CITY"
CITY OF LAGUNA NIGUEL
Tamara S. Letourneau
City Manager
ATTEST:
Marissa J. Asistin
City Clerk
"CONSULTANT"
SOCTV PRODUCTIONS,
A CALIFORNIA CORPORATION
By:
Print Name:
Title:
By:
Print Name:
Title:
3 EXHIBIT "A-2"
COST PROPOSAL
SOCTV
RODUC TION 5
Favian Bravo, MBA
City of Laguna Niguel
30111 Crown Valley Parkway Laguna
Niguel, CA 92677
PROPOSAL FOR CITY OF LAGUNA NIGUEL
ADDITIONAL VIDEO PRODUCTION SERVICES FY2022/2023
DESCRIPTION QUANTITY PRICE TOTAL
New Systems Training 165 hours $100 p/hour $16,500
Channel Preparedness 25 hours $100 p/hour $2,500
Remote City Council support 5 meetings $1,200 p/mtg $6,000 Remote Commission/Committee support 14 meetings $600 p/mtg $8,400 Regular City Council meeting support 4 meetings $600 p/mtg $2,400 TOTAL NOT TO EXCEED $35,800
If you have any questions about this proposal, please contact Chris Cardenas at (949) 813-2400 Thank you for your business!
SOCTV PRODUCTIONS
3528 WINDSPUN DRIVE
HUNTINGTON BEACH, CA 92649
(949) 813-2400
[email protected]