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Agenda Item
ASR
Control 17-000113 |
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MEETING DATE: |
03/14/17 |
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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): |
Jessica Witt (714) 834-7250 |
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Carrie Braun (714) 834-7218 |
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Subject: 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:
$98,750 |
Annual Cost:
FY 2017-18 $296,250 |
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Staffing Impact: |
No |
# of Positions:
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Sole Source:
N/A |
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Current Fiscal Year Revenue: N/A
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Prior Board Action: 2/4/2014
#20, 2/28/2012 #45 |
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RECOMMENDED ACTION(S):
Authorize the County Purchasing Agent or authorized Deputy to execute an agreement for Board of Supervisors Video and Equipment Services with Network Television Time, Inc., effective April 1, 2017, through March 31, 2020, in an amount not to exceed $1,185,000 and renewable for two additional one-year consecutive terms per Board policy.
SUMMARY:
Approval of the agreement with Network Television Time, Inc. will provide continued Board of Supervisors Video and Equipment Services for live broadcast to the public during regular Board meetings.
BACKGROUND INFORMATION:
Regular Board of Supervisors meetings are currently produced and broadcast live to the public via the Internet at www.ocgov.com. The meetings are also taped for broadcast by local cable companies and available through an online archive.
The County solicited a Request for Proposals (RFP) for Board of Supervisors Video and Equipment November 17, 2016. As a result of the RFP, the County received proposals from two firms, Network Television Time, Inc. and EIDIM Group, Inc. dba EIDIM AV Technology.
An evaluation panel, consisting of representatives from County Executive Office and the 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 of plan, equipment, and cost. The evaluation panel recommended selection of Network Television Time, Inc. (NTT).
Previously, the Board approved a prior agreement with NTT on February 28, 2012, as well as a subsequent Amendment on February 4, 2014. NTT has performed satisfactorily during this time.
The County Executive Office is requesting approval of an agreement with NTT for the period April 1, 2017, through March 31, 2020, at an estimated annual cost not to exceed $395,000 for a cumulative total amount of $1,185,000. Due to delays in contract negotiations, this Agenda Staff Report is submitted to the Board less than 30 days before contract start date.
The proposed agreement includes the following:
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1. |
Webcasting: A live webcast of Board meetings over the Internet and Intranet for public and County staff viewing. |
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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. |
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3. |
Online Government Channel: A specific website that allows Intranet users the ability to watch an entire Board meeting broadcast “on-demand” after the initial live webcast. The site will also provide the County a place to broadcast County department videos and special announcements. |
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4. |
Closed Captioning: Services will provide access for the hearing-impaired during the live webcast and will also provide searchable text for the archive. |
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5. |
Public Service Announcements (PSA)/Promotional Announcements: The production of PSAs or County promotional announcements on an as-needed basis. |
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Schedule of Services |
Unit |
Unit Cost |
Est. Annual
Cost |
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Monthly Equipment Rental |
12 |
$9,370.00 |
$112,440.00 |
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Per Meeting Broadcast Cost |
25 |
$6,350.00 |
$158,750.00 |
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Hourly Closed Captioning Services (4-hour min) |
100 |
$225.00 |
$22,500.00 |
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Contingency for special and called meetings |
12 |
$6,350.00 |
$76,200.00 |
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Service Contingency |
1 |
$25,110.00 |
$25,110.00 |
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Total: |
$395,000.00 |
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The service contingency amount allows the County with the flexibility to purchase additional services as needed or required by the Board during the term of the contract, as listed in Attachment B - Miscellaneous Services of the proposed Agreement. The service contingency amount of $25,110 is an estimate based on the fees and the potential use of miscellaneous services.
This contract includes one subcontractor, Granicus, who will provide web streaming services which fall under the Per Meeting Broadcast Cost. See Attachment C for information regarding subcontractor and Contract Summary Form.
FINANCIAL IMPACT:
Appropriations for this contract are included in the FY 2016-17 modified budget and will be included in the budgeting process for subsequent years. The agreement contains language which permits reductions or termination of the agreement immediately without penalty if approved funding or appropriations are not forthcoming.
STAFFING IMPACT:
N/A
ATTACHMENT(S):
Attachment A – Board Video and Equipment Services
Agreement MA-017-17011199
Attachment B – Evaluation Scoring Sheets
Attachment C – Contract Summary Form