SR 06-13-2017 3F
Ci ty Council
Report
City Council Meeting : June 13, 2017
Agenda Item: 3.F
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To: Mayor and City Council
From: Debbie Lee, Chief Communications Officer , City Manager's Office, Office of
Communications
Subject: Video Production Truck and Equipment
Recommended Action
Staff recommends that the City Council:
1. Award RFP #103 to IPTV International, Inc. dba TV Pro Gear, a California -based
company), for purchase of a video production vehicle with installation of new
infrastructure and production equipment;
2. Authorize the City Manager to negotiate and execute an agreement with TV Pro
Gear, in an amount not to exceed $625,471 , including a $43,173 contingency, for
one year .
Executive Summary
CityTV is in need of replacing its 15 -year -old Mobile Production Vehicle (MPV) and
aging video equipment in order to continue providing a full ran ge of on -location video
production services. The current vehicle and equipment is at the end of its life cycle and
is already subject to intermittent failures while in use . Staff is recommending RFP #103
be awarded to TV Pro Gear for purchase of the truck and production equipment, with
retrofitting of the vehicle and installation of the new equipment at a total cost not to
exceed $625,471, including contingency . The new MPV would be in service later this
year and used to livestream and broadcast public meet ings not held in the Council
Chambers, such as school board meetings and Council meetings during construction of
the City Services Building. The MPV would also be used for event coverage requiring
multiple camera set -up such as the Twilight Concerts, parad es, and sporting events.
Coverage of these types of productions requires sophisticated equipment in order to
provide high quality programming for immediate viewing. The proposed equipment
costs $396,964 and includes, but is not limited to: HD camera/lenses , live streaming,
graphics, video, and audio mixing equipment . The proposed vehicle meets CNG
requirements and would be retrofitted to accommodate installation of the equipment.
The cost of the vehicle is $128,653 with labor costs of $56,681.The new vehicl e would
be expected to have a life cycle of approximately twelve years, while some of the
production equipment would need replacement in five to six years.
Background
The City’s current video production vehicle and most of the equipment is approximatel y
15 years old. The audio and video equipment is outdated and the majority of
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components are at the end of life services. Due to the age of the equipment, intermittent
failures have occurred, primarily during production. CityTV staff operate the production
vehicle and use it to handle live and taped multi -camera productions at various locations
throughout the City. It has been used to tape Santa Monica/Malibu Unified School
District’s Board Meetings on a monthly basis, taping of the Twilight Concert Series,
sporting events, Downtown Community Plan and other workshops, and special Council
meetings not held in the Chambers, such as the March 25, 2017 Council retreat
meeting held at the Civic Auditorium.
This MVP will allow CityTV to be present throughout the community to promote civic
engagement and a sense of community by featuring local meetings and events. Council
has approved a fee schedule requiring non -City agencies to contribute toward the cost
of these efforts and staff will be working to coordinate ad ditional revenue generating
opportunities not currently available with the existing MVP.
Discussion
This contract is to replace and install video production equipment in a new television
production vehicle. The production truck enables CityTV staff to exp and coverage
throughout the community for both live and taped productions. The production truck and
equipment will also be needed to cover City Council and other meetings normal ly
occurring in the Council Chambers during a portion of the construction of th e City
Services Building.
Vendor/Consultant Selection
On February 22, 2017, the City published RFP #103 to furnish and deliver a Video
Production Vehicle with installation of new infrastructure and all new production
equipment in accordance with City sp ecifications. The RFP was posted on the City's on -
line bidding site, and notices were advertised in the Santa Monica Daily Press in
accordance with City Charter and Municipal Code provisions. 1,032 vendors were
notified and 29 vendors downloaded the RFP . O ne RFP was received and publicly
opened on March 13, 2017. The RFP was evaluated based on the criteria in SMMC
2.24.072, including cost , previous experience, capacity and skill, ability to deliver,