City Manager’s Office
www.santa-ana.org/cm
Item # 18
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
December 17, 2024
TOPIC: Video Production and Technical Services
AGENDA TITLE
Agreements with Dynamic Video Communications, LLC; JPW Communications, Inc.; Pegasus Studios; and TV Pro Gear, Inc., for Video Production and Technical Services
RECOMMENDED ACTION
Authorize the City Manager to execute agreements with Dynamic Video Communications, LLC; JPW Communications, Inc.; Pegasus Studios; and TV Pro Gear, Inc., to provide on- call video production and technical services for video production of City Council meetings; other video productions including recorded event videos, live event videos, marketing and public service announcement (PSA) videos, animated videos, and social media video content; and audio/visual system design and equipment maintenance, for the period of January 1, 2025 through December 31, 2026, in a total aggregate amount not to exceed $600,000, with the option for the City to grant up to two (2), one (1) year renewals, exercisable in writing by the City Manager and the City Attorney (Core Agreement No. A- 2024-XXX).
GOVERNMENT CODE §84308 APPLIES: Yes
DISCUSSION
For the past four years, the City of Santa Ana has contracted with three companies to provide various video production and technical services. This included the City’s long- time, primary video services provider for City Council meeting broadcasts. Due to the retirement of this long-time provider and the expiration of the existing agreements on December 31, 2024, the City issued a request for proposals (RFP) for Video Production and Technical Services to replace the current provider for City Council meetings and to expand the City’s options for other types of video production.
Under the RFP, bidders were given five video service options on which they could bid – Video Production of City Council and other Public Meetings; Annual State of the City address; Event Video Production; Other Video Production, such as marketing videos, public service announcements, animated videos, and social media content; and
Video Production and Technical Services
December 17, 2024
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Cable/Video/Audio Equipment Maintenance and Installation. The City issued the RFP on PlanetBids.com on September 23, 2024, conducted an optional site walk in the City Council Chamber on September 30, 2024, and closed the RFP on October 15, 2024. The City received 13 bids, of which eight were deemed responsive. A selection team, consisting of staff from the City Manager’s Office, City Clerk’s Office, Information Technology, Community Development Agency, and Parks, Recreation, and Community Services evaluated the proposals and recommend awarding an agreement to four companies.
The four firms selected have a wide range of video production and technical expertise among their backgrounds, including livestreaming events, government meetings, event videos, marketing videos, and informational and PSA videos for government agencies.
The City can utilize each company’s strengths and areas of expertise to produce high- quality, professional videos for City Council meetings and events, to inform the community about City services and programs, and to promote and market the City. These videos may be distributed on the City’s YouTube channel, social media, website, CTV3 television channel, other communications platforms, and at public meetings.
Firm Location Primary Services Clients/Experience
Pegasus Studios Westlake
Village
•City Council
meetings
•Equipment
maintenance and
installation
•Other City
meetings if needed
•County of Los Angeles
•County of Santa
Barbara
•City of Malibu
•City of Moorpark
•City of Redondo Beach
TV Pro Gear, Inc. Glendale •Livestream events
•State of the City
•Equipment
maintenance and
installation
•Other video
productions
•City of Santa Ana
(Fiestas Patrias parade
livestream, Library
renovation video,
Understanding the
Budget video)
•City of Pasadena
•City of Newport Beach
•City of Beverly Hills
•Commercial clients
Dynamic Video
Communications,
LLC
Rancho
Santa
Margarita
•Event videos
•Other video
production
(marketing, PSAs,
etc.)
•City of Santa Ana
(event videos,
Vietnamese
businesses feature,
Made in Santa Ana)
•City of Palm Springs
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December 17, 2024
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•Los Angeles
Department of Water
and Power
•Commercial clients
JPW
Communications,
Inc.
Carlsbad •Event videos
•Other video
production
(marketing, PSAs,
etc.)
•City of Santa Ana
(Santa Ana CARES
pandemic response
marketing and videos)
•City of Tustin
•City of San Marcos
•Western Municipal
Water District
Under the agreement with Pegasus Studios, the City will pay a monthly rate of $7,200 that will include production services for both regular and special City Council meetings.
The scope of work includes:
•Two (2) broadcast technicians for all City Council meetings •Administrative services and management
•Coordination with City staff, scheduling, consultation, staff training on use of equipment
•Ongoing reporting and documentation of Council Chamber equipment, basic A/V maintenance, troubleshooting, and reporting
•Coordination with City staff and service vendors for maintenance and repair issues •Broadcast Services including channel schedule management TV Pro Gear, Inc. also submitted a proposal to provide City Council meeting services and has experience in providing this service for other municipalities. Should the need arise, the City could utilize this company for meeting services as a back-up.
Because the City does not employ videographers, audio/visual engineers, or other video services staff for citywide video services, it must rely on vendors to fill its video production and technical services needs. However, by entering into agreements with these four companies, the City will have a wide range of services, resources, specialized equipment, and expertise at its disposal. Under the agreements, the City may utilize any of the video firms on as-needed basis. Each vendor offers different price points for various services, from which the City may choose the best option (Exhibits 1-4). Execution of an agreement between the City and the selected firms does not guarantee work throughout the duration of the contract period. Numerous factors will be evaluated by the City in its delivery of project and assignments, including technical expertise required.
The approval of the agreement aligns with the City’s Five-year Strategic Plan, which has a Strategic Priority of Efficient City Services that includes Communication and Outreach to reach and engage all audiences through a variety of communication outlets.
Video Production and Technical Services
December 17, 2024
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ENVIRONMENTAL IMPACT
There is no environmental impact associated with this action.
FISCAL IMPACT
The agreements allow for a total aggregate amount not to exceed $600,000. This is for as-needed services, and the City is not obligated to pay out the full amount of the contract.
In the current fiscal year, the City Manager’s Office has a video production and services budget of $200,000. Funds are available for expenditure in the FY 2024-25 General Non- Departmental account (No. 01105015-62300).
EXHIBIT(S)
1. Agreement with Dynamic Video Communications, LLC
2. Agreement with JPW Communications, Inc.
3. Agreement with Pegasus Studios
4. Agreement with TV Pro Gear, Inc.
Submitted By: Steven A. Mendoza, Assistant City Manager Approved By: Alvaro Nuñez, City Manager