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SR 07-24-2018 3S City Council Report City Council Meeting: July 24, 2018 Agenda Item: 3.S 1 of 3 To: Mayor and City Council From: Katie Lichtig, Assistant City Manager, City Manager's Office Subject: KCRW Professional Services Award to Broadcast Regular City Council Meetings Recommended Action Staff recommends that the City Council authorize the City Manager to negotiate and execute an agreement with Santa Monica Community College District (SMMCD), a California–based community college, to broadcast regular City Council meetings for up to one year. This recommended award is made as an exception to the competitive bidding process pursuant to Section 2.24,080 (a-f) and is for a total not to exceed $94,416 with future year funding contingent on Council budget approval. Summary For more than 20 years, the City has contracted with the Santa Monica Community College District (SMCCD) to provide live broadcasts of regular Santa Monica City Council meetings from 8 p.m. to midnight on public radio station 89.9 FM KCRW. KCRW is a community service of Santa Monica College (SMC) and broadcasts from the SMC campus in Santa Monica. The current agreement expired on June 30, 2018 . Staff anticipates returning to Council with a recommendation for a longer term agreement with KCRW within six months. Discussion KCRW has requested a reevaluation of the model between the City and the radio station as they report Council meetings are the least listened-to part of their broadcast and airing them has negative implications for that time slot and throughout the week. Staff is suggesting a not to exceed one-year agreement with a 3% increase over the previous contract year for a total of $94,416 to maintain the current arrangement as staff continue to negotiate with KCRW for a longer term agreement. 2 of 3 KCRW has indicated that they would like to explore evolving air coverage of various topics in place of airing council meetings. Ideas for a future arrangement may include coverage of relevant and timely issues of specific interest to Santa Monica and promotion of engagement opportunities such as how to be involved in specific projects and how to get information on City Council meetings. Staff has requested data regarding listeners during Council meetings, and is interested in getting more information about possibilities for the most effective methods to engage citizens with a new partnership with KCRW. Staff will continue to explore concepts with KCRW and return to Council with recommendations. City Council meetings will continue to be:  Broadcast on the City’s primary cable channel,  Stream live via the City’s YouTube channel, and  Viewable on the City’s own website. Exception to Competitive Bidding Staff recommends Santa Monica Community College to provide live broadcasts of regular Santa Monica City Council meetings from 8 p.m. to midnight on public radio station 89.9 FM KCRW as an exception to competitive bidding per Muni Code 2.24.080 (a) and (d). KCRW is the only major public radio station based in Santa Monica, they are the sole provider of services that perform the intended function and meet the specialized needs of the City. Per Section 2.24.080 (a) and (d), competition does not exist due to the unique function of a public radio station, and the relatively narrow potential audience for the programming. KCRW has been a reliable source for the radio broadcasts of the City Council meetings. The City maintains a radio station at KSRM AM 1680 that broadcasts within the Santa Monica city limits. However, FCC regulations require that this station be used solely for traffic and transit-related updates. Therefore, it is not possible to offer broadcasts of the City Council meetings on this radio station. 3 of 3 a. Competition does not exist, such as memberships for professional organizations and/or public utilities. Proprietary Purchase - Item of original equipment manufacturer and/or their authorized exclusive distributor. d. Only one vendor possesses the unique ability or capability to meet the particular requirements of the solicitation, such as a good or service that is copyrighted, patented or otherwise only available from one license holder. T he purchase is economically available from a single source because: Compatibility of equipment is of paramount consideration. Past Council Actions Meeting Date Description 6/19/2015 (attachment A) Previous Agreement with Santa Monica Community College District to Air City Council Meetings Live on KCRW Financial Impacts and Budget Actions The budget is available in the City Manager’s Office FY2018 -19 budget. Agreement Request Request Amount FY2018-19 Budget Department Account Number Total Contract Amount $94,416 01200004.531510 $94,416 Prepared By: Beth Rolandson, Administrative Services Officer Approved Forwarded to Council Attachments: A. Previous Professional Services Agreement with Santa Monica Community College Staff Report - 6/9/15 (Web Link) B. SMC Oaks Form march 01 2018 REFERENCE: Agreement No. 10723 (CCS)