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Agenda Item
ASR
Control 14-000112 |
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MEETING DATE: |
02/04/14 |
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legal entity taking action: |
Board of Supervisors |
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board of supervisors
district(s): |
All Districts |
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SUBMITTING
Agency/Department: |
County Executive Office (Approved) |
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Department contact
person(s): |
Jean Pasco (714) 834-7218 |
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Jessica Good (714) 834-7643 |
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Subject: Amendment #2 to Agreement
for Board Meeting Broadcast Services
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ceo Concur |
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Clerk of the Board |
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Concur |
Approved Agreement to Form |
Discussion |
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3 Votes Board Majority |
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Budgeted: Yes |
Current Year Cost:
$65,000 |
Annual Cost:
$250,000 |
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Staffing Impact: No |
# of Positions:
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Sole Source:
No |
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Current Fiscal Year Revenue: N/A
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Prior Board Action: 2/1/11
#20; 2/28/12 #45; |
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RECOMMENDED ACTION(S):
Approve Amendment #2 to Contract # MA-017-12011319 for Board of Supervisors Video and Equipment Services with Network Television Time, effective April 1, 2014 through March 31, 2017, in an annual amount not to exceed $250,000 as stated in the terms and conditions of the contract.
SUMMARY:
The County Executive Office requests approval of Amendment #2 to Contract # MA-017-12011319 with Network Television Time for Board of Supervisors Video and Equipment Services. The contract renewal is for the period April 1, 2014 through March 31, 2017, in an annual amount not to exceed $250,000.
BACKGROUND INFORMATION:
Weekly Board of Supervisors meetings are produced and broadcast live to the public on the Internet and to County staff through the County's Intranet service. The meetings are also taped for broadcast by local cable companies and available through an on-line archive.
In 2011, the County solicited
proposals for Board of Supervisors Video and Equipment Services. The solicitation was sent electronically to
2,935 vendors. As a result of the
solicitation, the County received proposals from two (2) firms.
An evaluation panel, consisting of representatives from CEO/IT, CEO
Community/Media Relations and Clerk of the Board, individually rated each
proposal in accordance with the criteria outlined in the RFP and scored each
proposal using pre-established weighting factors. The individual scores were averaged and a
rank order was established for the slate of proposals received. Written evaluation criteria included
understanding of and the ability to meet the requirements of the scope of work,
company experience and qualifications, implementation plan, equipment, and
cost. The evaluation panel recommended selection
of Network Television Time. The Board of Supervisors unanimously approved the
Agreement with Network Television Time on February 28, 2012.
The County Executive Office is requesting approval of Amendment #2 to Contract # MA-017-12011319 with Network Television Time, Inc., for the period April 1, 2014 through March 31, 2017, at an annual cost not to exceed $250,000. The contract includes the following services:
1) Webcasting: A live webcast of Board meetings over the Internet and Intranet for public and County staff viewing.
2) Online Searchable Archive: A hosted service that allows any Internet user to conduct a search within any single meeting or within all archived meetings, based on keyword, agenda item or closed captioned text.
3) Online Government Channel: A specific website that allows an Internet user the ability to watch an entire Board meeting broadcast “on-demand” after the initial live webcast.
4) Closed Captioning: Services will provide access for the hearing-impaired during the live webcast and will also provide searchable text for the archive.
5) Public Service Announcements/Promotional Announcements: The production of PSAs or County promotional announcements on an as-needed basis.
The estimated cost for scheduled services based on 32 Board meetings is as follows:
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Type of Service |
Unit |
Unit Cost |
Est. Annual Cost |
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Equipment Rental |
Per Month |
$8,732 |
$104,784 |
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Production Staff |
Per Meeting |
$1,364 |
$43,648 |
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Closed Captioning Services |
Per Hour |
$139 |
$26,688 |
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Webcasting/Internet Services |
Per Meeting |
$1,348 |
$43,136 |
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Online Government Channel
tapings and other optional services |
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$5,000 |
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Contingency for special and
called meetings |
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$20,000 |
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Estimated One-Year Total |
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$243,256 |
The Vendor has agreed to lock in pricing for the remaining three years of the agreement with an annual not-to-exceed amount of $250,000, which represents significant savings over the pricing in place prior to the initiation of this contract in 2012.
The contract contains language which permits reduction or termination of the contract immediately without penalty if approved funding or appropriations are not forthcoming.
FINANCIAL IMPACT:
N/A
STAFFING IMPACT:
N/A
ATTACHMENT(S):
1. Amendment #2 to Contract MA-017-12011319