Administrative
Report
H.7., File # 24-1240 Meeting Date: 7/23/2024
To: MAYOR AND CITY COUNCIL
From: MIKE COOK, INFORMATION TECHNOLOGY DIRECTOR
TITLE
AMEND THE AGREEMENT WITH PEGASUS STUDIOS TO ADD $65,000 IN FUNDING TO
CONTINUE AUDIO/VISUAL PROJECT SERVICES FOR THE LIVE BROADCASTING OF ALL CITY COUNCIL, COMMISSION, AND SPECIAL MEETINGS THROUGH APRIL 15, 2025
EXECUTIVE SUMMARY
Approval of this item would amend the agreement with Pegasus Studios to continue Audio/Visual project and video production services for the live broadcasting of all City Council, Commission, and Special Meetings hosted in the City Council Chambers and Redondo Beach Main Library. The existing Agreement is funded through September 1, 2024. This amendment will provide $65,000 of additional funding to continue these services through the end of the contract term, which is dated April 15, 2025. The total not to exceed cost of the agreement, following approval of the amendment, would be $98,600.
BACKGROUND
The City of Redondo Beach has used third parties to facilitate live video broadcasting of its public meetings for over 30 years. Following the retirement of the City’s long-time video broadcasting partner, a one-year contract (April 16, 2024 - April 15, 2025) was awarded to Pegasus Studios that included only 3-months’ worth of funding, in order to test the firm’s performance and quality of services. Pegasus Studios has since provided high quality production-level services for all public meetings, and staff recommends amending the Agreement to fund the services through April 15, 2025.
COORDINATION
Information Technology staff coordinated directly with Pegasus Studios to structure and scope the project services agreement. The agreement has been approved as to form by the City Attorney’s Office.
FISCAL IMPACT
Funding for the proposed amendment is available in the Information Technology Internal Service Fund FY 2024-25 adopted annual budget. The total not to exceed cost of the agreement would be increased by $65,000 to $98,600. Costs are based on the upper range of hours anticipated for the project. The project cost could come in lower if fewer public meetings occur and less hours are needed to complete the assigned work.
H.7., File # 24-1240 Meeting Date: 7/23/2024
Funding Expenditures
IT Internal Service Fund $65,000 Professional Services $65,000 Total $65,000 Total $65,000
APPROVED BY:
Mike Witzansky, City Manager
ATTACHMENTS
· Agmt - First Amendment to the Agreement with Pegasus Studios · Agmt - Original Agreement with Pegasus Studios, April 16, 2024 · Insurance - Pegasus Studios