Placentia City Council
TO: CITY COUNCIL
VIA: CITY ADMINISTRATOR
FROM: COMMUNICATIONS AND MARKETING MANAGER
DATE: JANUARY 23, 2024
AGENDA REPORT
SUBJECT: AWARD OF CONTRACT TO RED88MEDIA FOR BROADCASTING OF CITY
COUNCIL AND PLANNING COMMISSION MEETINGS
FISCAL EXPENSE: $30,000 Annually
IMPACT: BUDGETED: $40,000 after proposed Mid -Year adjustment (581573-6290) SUMMARY:
This proposed agreement with Red88Media provides broadcasting services for City Council and Planning Commission Meetings. The Broadcasting Services is currently staffed by one consultant and the consultant is responsible for all the broadcasting of the City Council and Planning Commission meetings. This includes all aspects of managing a 24-hour municipal access television channel, AT&T U -Verse Channel 99 and Spectrum Channel 3 (PCTV). This involves planning, producing, and directing live public meetings in the Council Chambers for all City Council and Planning Commission Meetings in the Council Chambers. This action will award an agreement with Red88Media in the amount of $30,000 per year.
RECOMMENDATION:
It is recommended that the City Council take the following actions:
1. Approve a Professional Services Agreement with Red88Media for a three (3) year contract, with the option to extend for an additional two (2) years for the broadcasting of City Council and Planning Commission meetings in the not -to -exceed amount of $30,000 per year; and
2. Reject all other bids received; and
3. Authorize the City Administrator and/or his designee to execute all necessary documents in a form approved by the City Attorney.
STRATEGIC PLAN STATEMENT:
This item conforms to Strategic Plan Goal 4 and Objective 4.2 of Increasing Community Engagement.
td.
Jan 23, 2024
City Council Agenda
January 23, 2024
DISCUSSION:
The City initiated a Request for Proposals (RFP) on November 29, 2023, to identify a highly qualified firm to establish a contract for Broadcasting Services for City Council and Planning Commission Meetings. The Request for Proposals was published on PlanetBIDS for approximately five (5) weeks. The Request for Proposals closed on January 4, 2024, and the City received two proposals from Red88Media and REWIRE LLC.
Proposals were evaluated based on the overall best value to the City based upon quality, service, price, and any other criteria set forth in the RFP, including, but not limited to, the Proposer's ability to meet the requirements, qualifications, and competencies included.
Name of Company
Red88Media
REWIRE LLC
Bid Amount
$692 per meeting /
approximately $25,000 annually
$6,839.04 monthly /
$82,068.48 annually
After reviewing the submitted proposals, Staff recommends moving forward with Red88Media for a 3 -year contract with a not -to -exceed amount of $30,000 per year, with an option to extend for two additional years, to allow for the production of all regular City Council and Planning Commission meetings and any special meetings that may be scheduled throughout the year.
Red88Media has performed these duties with the City for two years and has worked with many other local government agencies in a similar capacity. Red88Media has demonstrated that they exhibit the capability, capacity, and experience to perform the work required under the bid solicitation.
Under the Agreement, Red88Media will provide the following services:
• Advise, develop, produce, and record video productions for City Council and Planning Commission Meetings, including lighting, audio levels, presentations, and camera operations.
• Coordinate the uploading of video programs to the City's municipal access channel (PCN), including scheduling and monitoring playback quality. • Coordinate and troubleshoot public, education, government channels, and the live web stream feed.
• Make recommendations for any repairs/maintenance of City production equipment, including video cameras, audio, microphones, television monitors, projector, character generator software, computer hardware/software, and other accessories located in the City Council Chambers.
• Specify and request equipment and supplies replacement and upgrades as needed. • Build on -air graphics as needed.
• Prepare Staff presentations for display during the broadcast. • Upload and format archived meetings for the website.
• Provide audio/visual support to the City Council Chambers.
City Council Agenda
January 23, 2024
• If needed, provide video duplication services of City Council and Planning Commission Meetings to the public, staff, and City Council. Be familiar with the requirements of the California Public Records Act and be able to coordinate with Staff to comply with both public records requests and records retention.
• Organize and maintain video library and digital archives of multiple formats, including the organization of recorded public meetings and historical footage.
FISCAL IMPACT:
The agreement with Red88Media is for the not -to -exceed amount of $30,000 per year. If the contract is approved, Red88Media will provide these services beginning in February 2024.
Prepared by: Reviewed and approved:
Nicolette Drulias Jean ett Q'rtega
Communications and Marketing Manager Deep y Director of Administrative Services Reviewed and approved:
Damien R. Arrula
City Administrator
Attachments:
1. Request for Proposals for Broadcasting City Council and Planning Commission Meetings
2. Professional Services Agreement with Red88Media
3. Red88Media Proposal