HomeMy WebLinkAboutE-8 Staff Report - Bakers Man Amendment OneCONSENT ITEM
E-8
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
VIA: SERGIO GONZALEZ, CITY MANAGER
FROM: MIKI CARPENTER, COMMUNITY RESOURCES DIRECTOR
ADRIAN GARCIA, MMC, CHIEF DEPUTY CITY CLERK
DATE: AUGUST 17, 2020
SUBJECT: APPROVE AMENDMENT NO. ONE TO PROFESSIONAL SERVICES
AGREEMENT WITH BAKERS MAN PRODUCTION FOR VIDEO PRODUCTION
SERVICES
BACKGROUND:
In September of 2017, City Council approved a Professional Services Agreement (Agreement) with
Bakers Man Production for video production services. Selection of Bakers Man was based on the firm
being chosen through an RFP process. The terms of the Agreement began September 18, 2017, and
allowed for three (3) consecutive years with the option of extending the Agreement in writing if so
desired. Staff would like to extend the term of the Agreement for two (2) additional one-year terms, for
a total of five years as allowed by the City’s Purchasing Policy. The additional one-year term available
after this one would require City Council approval. This extension allows for continuity of services with
a service provider that is already familiar with City Departments to the extent that video production may
be expedited.
Additionally, in an effort to maintain Community Resources and other City Department programming
during COVID-19, staff is creating videos to be posted on social media, utilizing existing funds that
would have otherwise been used for in-person programming. Staff would like to broaden the Scope of
Work and increase the total annual maximum in order to utilize Bakers Man Production to assist in the
creation of quality videos. However, the annual maximum amount will need to be increased for this
current contract period.
RECOMMENDATION:
Staff recommends the City Council take the following actions:
1)Approve Amendment No. One to Professional Service Agreement with Bakers Man Productions
for Video Production Services; and
2)Authorize the City Manager to execute the agreement, in a form acceptable to the City Attorney;
and
APPROVED
CITY COUNCIL
8/17/2020
Bakers Man Production Amendment No. One
August 17, 2020
Page 2
3) Approve necessary budget amendment(s)/transfer(s) and adjust the fiscal year budgets
accordingly.
ANALYSIS:
In September of 2017, City Council approved a Professional Services Agreement (Agreement) with
Bakers Man Production for video production services. Selection of Bakers Man was based on an RFP
process, which ranked Bankers Man higher than the other firms in the areas of Specific Management
Approach and Cost. The terms of the Agreement began September 18, 2017, and allowed for three (3)
consecutive years with the option of extending the Agreement in writing if so desired.
Bakers Man Productions, established in 1987, is a private corporation with over 27 years of experience
creating high quality corporate, promotional, and training videos for organizations and public utilities
such as AT&T, Southern California Edison, LA Stage Alliance, El Camino College, and Department of
Veteran Affairs.
At this time, staff would like to extend the term of the Agreement for one additional one-year term with
one (1) more available, which would require Council approval, for a total of five years as allowed by the
City’s Purchasing Policy. Additionally, in an effort to maintain Community Resources and other City
Department programming during COVID-19, staff is creating videos to be posted on social media.
Additionally, these videos are of the quality that they could appear on Channel 3 when determined
appropriate. Staff would like to broaden the Scope of Work and increase the total annual maximum in
order to utilize Bakers Man Production to assist in the creation of quality videos.
FISCAL IMPACT:
A total of $55,600 is available in the Recreation and Senior Programs FY2019-20 Approved budgets in
various line items. These budgeted funds will be carried over to FY2020-21 since the videos are taking
the place of much of the in-person planned programming. An additional $20,000 will be funded from
PEG (28-10-130-001-6399). The City Clerk portion was programmed in the amount of $12,000 in the
FY20-21 budget in account 10-15-210-000-6405. The annual maximum contractual value is a total of
$87,600.
Prepared by: Reviewed and Approved:
Nikki Rosales Miki Carpenter
Senior Management Analyst Director of Community Resources
Reviewed and Approved: Reviewed and Approved:
Adrian Garcia, MMC Sergio Gonzalez
Chief Deputy City Clerk City Manager
Attachment:
1) Amendment No. One to Professional Services Agreement with Bakers Man Productions
1
FIRST AMENDMENT TO PROFESSIONAL SERVICES AGREEMENT
BETWEEN THE CITY OF AZUSA
AND
BAKERS MAN PRODUCTIONS
FOR VIDEO PRODUCTION SERVICES
ARTICLE 1. PARTIES AND DATE
This first amendment to the Video Production Professional Services Agreement (“First
Amendment”) is entered this 17th day of August, 2020, by and between the City of Azusa
(“City”) and Bakers Man Productions (“Contractor”).
ARTICLE 2. RECITALS
2.1 WHEREAS, the City and Contractor entered into a one year Video Production
Services Professional Services Agreement dated September 18, 2017 (“Agreement”) for
Contractor to provide video production services (“Services”) to the City of Azusa; and
2.2 WHEREAS, the City and Contractor extended the contract for two one year
terms to September 17, 2020; and
2.3 WHEREAS, Section 3.1.2 of Agreement requires written approval of any
additional extension of the contract term; and
2.4 WHEREAS, the City and Contractor have mutually agreed to allow for the
extension of the contract for two additional one year terms or until September 17, 2022; and
2.5 WHEREAS, Section 3.3.1 of Agreement requires written approval of total
compensation above $24,000 per year; and
2.6 WHEREAS, the City desires to add additional video production services to the
contract; and
2.7 WHEREAS, the City and Contractor have mutually agreed to increase the total
annual compensation to accommodate the aforementioned items;
NOW, THEREFORE, THE PARTIES DO HEREBY AGREE TO THE FOLLOWING:
1. 3.1. Scope of Services and Terms. The first paragraph of Section 3.1.2 is
hereby replaced, in its entirety, with the following:
3.1.2 Term. The term of this Agreement shall be year(s) and shall become
effective as of September 18, 2017. This agreement shall have the option to renew in one (1)
year increments to a total of 5 years, unless earlier terminated as provided herein. Consultant
shall complete the Services within the term of this Agreement, and shall meet any other
Attachment 1
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established schedules and deadlines. The Parties may, by mutual written consent, extend the
term of this Agreement if necessary to complete the Services.
2. 3.3 Fees and Payments. The first paragraph of Section 3.3.1 is hereby
replaced, in its entirety, with the following:
3.3.1 Compensation. Consultant shall receive compensation, including
authorized reimbursements, for all Services rendered under this Agreement at the rates set forth
in Exhibit “C” attached hereto and incorporated herein by reference. Compensation for City
Council and Planning Commission video production services shall be billed at the flat rate of
$250 per meeting. Compensation for Community Resources video production services shall be
billed at the rates set forth in Exhibit “C”. The total compensation shall not exceed Eighty Seven
Thousand Six Hundred Dollars (87,600) without written approval of the City Council. Extra
work may be authorized, as described below, and if authorized, will be compensated at the rates
and matter set forth in this Agreement.
For contract period ending September 17, 2020, the total compensation shall not
exceed $30,000.
3. Exhibit B – Schedule of Services is hereby replaced, in its entirety, with the
following:
City Council Meetings – Meetings are held the first and third Monday of each month. Meetings
that fall on a holiday will be held on Tuesday of the same week.
Planning Commission Meetings – Meetings are held on the Wednesday of the week following a
regularly scheduled City Council Meeting.
Community Resources Virtual Recreation:
CONSULTING SERVICES - Bakers Man Productions to furnish one producer (Aaron Steven) as
a consultant on a need-based basis to offer professional advice and consultation on the
preparation and planning phase of the project. Due to COVID-19 restrictions, in person
consultation may be replaced with video-conferences or phone calls.
● 4 hours planning meetings/ consulting calls monthly (July - August)
● 2 hours planning meetings/consulting calls monthly (Sept – June 2021)
VIDEO PRODUCTION - Bakers Man Productions will use its full array of cameras, sliders,
microphones, lighting equipment, etc. May require one day of location scouting or pre-
production. Videos to generally be approx. 15 minutes in length.
● 1 full day of video production twice per month (July 2020 – October 2020) = 8 days
● 1 full day of video production, every other month (Nov 2020 – June 2021) = 4 days
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EDITING / POST PRODUCTION - Bakers Man Productions to also create 20-30 second long
“cut-down” versions of the segments for use on social media platforms. For each 15-minute
segments, Bakers Man to provide 1-2 days of editing services, including graphic design, royalty
free music, sound effects, and animations in order to create a polished “ready to air” piece of
material. Finished video, along with all raw video files, will be delivered to the City via secure
link or physical hard drive.
● 5 videos per production day @ 12 production days
● 60 videos @ $1000/videos (includes all editing and deliverables above)
4. Exhibit C – Compensation is hereby replaced, in its entirety, with the following:
Supplies/Services Unit Rate
Video Production Services in
accordance with SOW, including
the full professional services of one
fully trained camera operator/live
switcher
Video Production Services for City
Council/Planning Commission
meeting
$250.00 (Flat Rate)
Hourly rate for troubleshooting
and/or technical meeting with
Western Audio Visual, in
accordance with SOW
Consulting Services $30.00/Hour
Furnish one producer (Aaron
Steven) as a consultant on a need-
based basis to offer professional
advice and consultation on the
preparation and planning phase of
the project. Due to COVID-19
restrictions, in person consultation
may be replaced with video-
conferences or phone calls.
Consulting Services for Community
Resources Virtual Recreation Video
Production
$65.00/Hour
Utilize full array of cameras,
sliders, microphones, lighting
equipment, etc. May require one
day of location scouting or pre-
production. Videos to generally be
approx. 15 minutes in length.
Video Production Services for
Community Resources Virtual
Recreation
$1,000/full day (8-10 hours);
$500/half day (up to 5 hours);
$4,500/full week (5 full days)
Create 20-30 second long
“cutdown” version of the segments
for use on social media platforms.
For each 15-minute segment,
provide 1-2 days of editing
services, including graphic design,
royalty free music, sound effects,
and animations in order to create a
polished “ready to air” piece of
material. Finished video, along
with all raw video files, will be
delivered to City via secure link or
physical hard drive.
Editing/Post Production Services
for Community Resources Virtual
Recreation
$1,000/15 minute video; $500/day
or $65/hour for minor tweaks
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5. Continuing Effect of Agreement: Except as amended by this First Amendment,
all provisions of the Agreement shall remain unchanged and in full force and effect. From and
after the date of this First Amendment, whenever the term “Agreement” appears in the
Agreement, it shall mean the Agreement as amended by the First Amendment.
3. Adequate Consideration: The Parties hereto irrevocably stipulate and agree that
they have each received adequate and independent consideration for the performance of the
obligations they have undertaken pursuant to this Second Amendment.
4. Counterparts: This First Amendment may be executed in duplicate originals,
each of which is deemed to be an original, but when taken together shall constitute but one and
the same instrument.
SIGNATURES ON NEXT PAGE
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IN WITNESS WHEREOF, City and Contractor have executed this First Amendment as
of the date first written above.
CITY OF AZUSA BAKERS MAN PRODUCTIONS
By: By:
Sergio Gonzalez
City Manager
Attest:
By:
Jeffrey Lawrence Cornejo, Jr.
City Clerk
Approved as to Form:
By:
Best Best & Krieger LLP
City Attorney