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HomeMy WebLinkAboutKCBX - Cablecast Operating Agreement - Expires 06/30/2017 AGREEMENT TIIIS AGREEMENT is made and entered into in the City of San Luis Obispo on_isitpy ej i_70 I Lj- by and between the CITY OF SAN LUIS OBISPO. a municipal corporation hereinafter referred to as City and KCBX/KCBXnet hereinafter referred to as Contractor WITNESSETIF WHEREAS, on March 17 2014 the City requested proposals for the cablecast operations that would provide for live coverage of City Council and Planning Commission meetings and other cablecast related services per Specification No 91292 WHEREAS. pursuant to said invitation No 91292 Contractor submitted a proposal that was accepted by City for said cablecast operations for live coverage of City Council and Planning Commission meetings and other cablecast related services NOW THEREFORE in consideration of their mutual promises. obligations and covenants hereinafter contained,the parties hereto agree as follows 1 TERM The term of this Agreement shall be from the date this Agreement is made and entered as first written above, until acceptance or completion of services 2 INCORPORATION BY REFERENCE City Specification No 91292 and Contractor's proposal dated April 7. 2014 are hereby incorporated in and made a part of this Agreement . unless otherwise amended under that proposal submittal summary 3 CITY'S OBLIGATIONS For providing services as specified in this Agreement. City will pay and Contractor shall receive therefore compensation in a total sum not to exceed 540.000 00 per year 4 CONTRACTOR'S OBLIGA"I IONS For and in consideration of the payments and agreements herembefore mentioned to be made and performed by City Contractor agrees with City to provide services as set forth in Exhibit A attached hereto and incorporated into this Agreement 5 AMENDMENTS Any amendment modification or variation from the terms of this Agreement shall be in writing and shall be effective only upon approval by the City Manager, or his'her designee 6 COMPLETE AGREEMENT This written Agreement. including all writings specifically incorporated herein by reference shall constitute the complete agreement between the parties hereto No oral agreement. understanding or representation not reduced to writing and specifically incorporated herein shall be of any force or effect nor shall any such oral agreement understanding or representation be binding upon the parties hereto 7 NOTICE All written notices to the parties hereto shall be sent by United States marl, postage prepaid by registered or certified mail addressed as follows City City Clerk City of San Luis Obispo 990 Palm Street San Luis Obispo-CA 93401 Contractor KCBX/KCBXnet 4100 Vachell Lane San Luis Obispo-CA 93401 8 AUTHORITY TO EXECUTE AGREE•\IE\T Both City and Contractor do covenant that each individual executing this agreement on behalf of each pany is a person duly authorized and empowered to execute Agreements for such party IN WI NESS WHEREOF, the parties hereto have caused this instrument to be executed the day and year first above written ATTEST CITY OF SAN LUIS 0131 • II C 4r'or. C' ItAs' B: ty tow. Manag- APPROVED A' TO FORM CONTRACTOR Are:a/ By Cifr.r ey ILC13K) le-cQ%UC :5sPE.071G-e. UAi2 - -3 - PROPOSAL SUBMITTAL SUMMARY The undersigned declares that she or he has carefully examined Specification No 91292. which is hereby made a pan of this proposal. is thoroughly familiar with its contents- is authorized to represent the proposing firm- and agrees to perform the specified work for the following cost quoted in full Description'of Service timatedPer ,Price Per Meetinn Total q• • - - Year !or Es ent (specify) Cablecast/recording Regular City Council Meetings including pre-event programming 74 5469 $11.256 and deliverables i UP TO 4 5 HOURS Cablecast/recordmg Special City Council Meetings, including pre-event programming 8 $469 53.752 and deliverables I UP 1 0 4 5 HOURS Cablecast/recording Regular Planning Commission Meetings, including pre-event $349 (2 operators) 57 656* programming and deliverables 2 UP TO 2 5 24 $130(I operatoi) HOURS Cablecast/recording Special Planning Commission Meetings, including pre-event 5349 (2 operators) $2,552 programming and deliverables 2 UP TO 2 5 8 $280 (1 operator)* HOURS Cablecast/recording Special Events including -- pre-event programming and deliverables 5 \ $360 $1.300 3 SEE i3ELOw - Weekly maintenance updates to scheduler 5/ $68 53,536 (typically on a weekly basis) TOTAL S30.552 Hourly rate for supplemental services (including ' Special Considerations" as $29 outlined in the proposal) i City Council meetings lasting beyond 4 5 hours will be subject to an additional $45/per hour fee 2 Planning Commission meetings lasting beyond 2 5 hours will be subject to an additional 545/per hour fee 3 Special events billed at the hourly rate as set-up will vary depending on venue and production complexity (Example An hour event could be billed for S 174. 2 individuals at 529/hour for 2 hours setup and 1 hour event) * The City, at its discretion, may elect to utilize one cablecast operator for Planning Commission meetings at a reduced charge of$280 for up to 2 5 hours, plus$45 per hour thereafter "Deliverables" shall include providing the City with a DVD (or other media format acceptable and furnished by to the City) and to upload Council meeting to a website selected by the City -3 - CABLECAST OPERATIONS PROPOSAL Specification No. 91292 Bidder KCBX/KCBXnet Proposal Opening: Monday, April 7, 2014 at 2:30 p.m. Proposal Content Proposal submittal summary Certificates of insurance References Experience, Qualifications, Work Program, Compensation Experience, Qualifications and Work Program The partnership of KCBX and KCBXnet, (KCBX) two 501(c)(3) non - profit organizations, have worked together for more than 15 years, sharing facilities and resources as they promote community building through community media. The two agencies operate under the direction of a parallel Board of Directors. The two organizations became partners to share resources as technologies converge and as the two groups move toward a shared goal of increasing the services and quality of community media for our region. The organizations currently operate a training center that provides low -cost and free training for local San Luis Obispo residents. The training center is also available to other nonprofit organizations at no charge or at extremely low rates. The room is also utilized by commercial organizations for various training activities. The room is equipped with 25 state of the art computers and a projector, with the ability to provide conferencing and other multi -media functions. KCBX proposes to meet all specifications included in CABLECAST OPERATIONS Specification No. 91292. KCBX is pleased to have been working with the City of San Luis Obispo since 2000 in this capacity. It has been a successful collaborative partnership, working in concert to improve the quality of the cablecast as well as improve the cablecast systems. When the City purchased new cablecast equipment, KCBX offered advice, training, and feedback. KCBX staff helped to develop and to date maintains a checklist for operators as well as a control room manual and control room quick reference guide. KCBX staff members have demonstrated that they can professionally and effectively operate all of the cablecast equipment. If awarded this contract, KCBX will utilize the procedures and checklists that have been adopted in consultation with City staff, refining them as necessary to assure excellence. In regard to Special Consideration, KCBX subcontracts with Matrix Mobile TV, to provide off -site meetings or special programs. KCBX staff has worked with, and is familiar with the professional, state -of- the -art equipment owned by Matrix Mobile TV, with options for complex as well as simple needs. KCBX will continue the current agreement to provide information regarding City of San Luis Obispo meetings and activities via our online calendar. A link to the city, as our cablecast partner, is included on our website: http: / /www.kcbx.org. KCBX will provide a minimum of two employees for each City Council session. We will maintain a minimum of four trained operators to allow for illness, vacation, or other substitutions, to assure that we always have adequate coverage for all meetings. One employee will arrive on -site a minimum of 60 minutes prior to the start of each session to prepare for cablecasting. Compensation will be based on dollar amounts contained in the proposal submittal summary. The payment schedule will follow procedures stated in Specification No. 91292. The talented and qualified professionals at KCBX assure that we will meet and exceed the City of San Luis Obispo's cablecast operation requirements: Project Management Frank Lanzone, General Manager, KCBX since 1980 and past manager of public radio KCSM serving the San Francisco Bay Area. For several years he instructed TV and radio operation classes on the faculty of the Telecommunications Dept. at the College of San Mateo before moving to California's Central Coast. Frank is currently the president of California Public Radio. Henry Hadley, Operations Manager, KCBX since 1988, and Video Broadcast Director for the City of San Luis Obispo's cablecast operations since 2000 and for the City of Pismo Beach cablecast operation since 2009. Experience includes an intensive video production internship with Continental Cablevision of California. BS in Broadcast Communications, University of the Pacific, Stockton, CA. OperationslProduction Management Christopher Correa, KCBX Studio Operator since 2004. KCBXnet operator since 2005. Chief Operator and primary trainer for KCBX's San Luis Obispo cablecast operations. He wrote and maintains training materials and the pre- meeting checklist for SLO cablecast operations. He communicates with IT staff and equipment vendors on the immediate needs and long -term operational goals of the cablecast, so equipment replacements and adjustments will make best use of PEG funds. He designed broadcast graphics to maximize both their information and aesthetic value. The end result is to keep the viewer informed of the subject of discussion and to put a name and face to the people carrying out City business. He's currently working with staff to bring Channel 20 graphics in line with the City's newly - established Brand Identity Guidelines for text, colors, and the City emblem. He manages Channel 20's public service announcement slides and provided a PowerPoint guide for staff to design slides properly formatted for television. He is an excellent troubleshooter, identifying anomalies and errors, devising workarounds, and communicating that information to the equipment installers, IT, and other operators.. BA in History, UCLA. Greg Perry, KCBXnet Program Manager since November 2008. Greg teaches basic and advanced computer and software classes, supervises instructors, and manages a training center with 25 computers and state of the art projection equipment. Greg is the Chief Operator and primary trainer for our City of Pismo Beach cable operations. Full resumes available on request. Business Tax: As nonprofit organizations, we are exempt from holding a business tax certificate. Additional Reference: Lee Price, MMC 4300 Larkspur Street San Luis Obispo, CA 93401 805- 801 -0414 flprice @gmail.com Lee Price is a Master Municipal Clerk with 23+ years of experience in local government. Previously City Clerk for the City of San Luis Obispo, San Jose and others, she currently is a well- respected consultant and trainer. Statement of Contract Disqualifications: NONE This document prepared by: Frank R. Lanzone Section F PROPOSAL SUBMITTAL SUMMARY The undersigned declares that she or he has carefully examined Specification No. 91292, which is hereby made a part of this proposal; is thoroughly familiar with its contents; is authorized to represent the proposing firm; and agrees to perform the specified work for the following cost quoted in full: Description ot'.Service Cablecast/recording Regular City Council Vsthuale(l Per Price Per Nleetiiig Total Meetings, including pre -event programming 24 $469 $11, 2 5 6 and deliverables. Cablecast /recording Special City Council Meetings, including pre -event programming 8 $469 $_ 3 7 5 2 and deliverables. Cablecast/recording Regular Planning Commission Meetings, including pre -event 24 $469 $11 , 2 5 6 programming and deliverables. Cablecast/ recording Special Planning Commission Meetings, including pre -event g $469 $ 3, 7 5 2 programming and deliverables. Cablecast/ recording Special Events, including 5 $360 $1. 800** pre -event programming and deliverables. , Weekly maintenance updates to scheduler 52 $68 $ 3, 5 3 6 (typically on a weekly basis) TOTAL 121 per yr $2,304 $ 35,352 Hourly rate for supplemental services (including "Special Considerations" as i $ 2 9 outlined in the proposal). J ZK Certificate of insurance attached; insurance company's A.M. Best rating: A (Excellent) Firm Name and Addrec.c KCBX /KCBXnet 4100 Vachell Lane San Luis Obispo, CA 93401 Contact Frank R. Lanzone Phone 805- 549 -8855 Date 'V ---;7 - oe) / *Meetings lasting beyond 4 hours subject to additional $45 /hour flat charge. * *Special events billed at the hourly rate as set -up will vary depending on venue and production complexity. Example: an hour event could be billed for $174 (2 individuals @ $29 /hour for 3 hours. -14- REFERENCES Number of years engaged in providing the services included within the scope of the specifications under the present business name: 36 years Describe fully the last three contracts performed by your firm that demonstrate your ability to provide the services included with the scope of the specifications. Attach additional pages if required. The City reserves the right to contact each of the references listed for additional information regarding your firm's qualifications. Reference No. 1 Customer Name City of Pismo Beach Contact Individual Elaina Cano Telephone & FAX number 805 - 773 -7003 Fax: 805- 773 -7006 Street Address 760 Mattie Road City, State, Zip Code Pismo Beach, CA 93449 Description of services provided Provide all cablecast services for the including contract amount, when City of Pismo Beach. $32,000 /year provided and project outcome 2009 to present Reference No. 2 Customer Name City of San Luis Obispo Contact Individual Anthony J. Me j is 625 Tank Farm Road Telephone & FAX number 805- 781 -7102 Fax: 805 - 781 -7109 Street Address 990 Palm Street City, State, Zip Code San Luis Obispo, CA 93401 Description of services provided including contract amount, when provided and project outcome Provide services $30,000 all cablecast operations to City of San Luis Obispo. 2000 to present (cost unchanged) Reference No. 3 Customer Name Matrix Mobile TV Contact Individual Hilding Larson Telephone & FAX number 805- 544 -2445 Fax: 805- 544 -1515 Street Address 625 Tank Farm Road City, State, Zip Code San Luis Obispo, CA 93401 Description of services provided including contract amount, when provided and project outcome Special events, meetings. All successfully completed. Contract amount varies per event, length, complexity. EFoll CERTIFICATE OF LIABILITY INSURANCE DATE THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER Morro Bay Insurance Agency P.O. Box 6042 7070 Morro Road, Suite A Atascadero CA 93423 CONTACT' Json C bulski NAME: Y PrIoNe (805)772 -4444 FAX caos»TZ -s ?3z No, E-MAIL ,jcybulskil2 @atascaderoins.com INSURERS AFFORDING COVERAGE NAIC # INSURER A:Hartford Insurance Co. POLICY EXP POLICY INSURED KCBX, Inc. Attn: Frank Lanzone 4100 Vachell Lane San Luis Obispo CA 93401 INSURER B: GENERAL LIABILITY INSURER C : INSURERD: INSURERE: EACH OCCURRENCE INSURER A COVERAGES CERTIFICATE NUMBER:14 -15 REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR LTR TYPE OF INSURANCE L B POLICY NUMBER POLICY EFF POLICY EXP POLICY LIMITS GENERAL LIABILITY EACH OCCURRENCE $ 1,000,000 A X COMMERCIAL GENERAL LIAMUTY CLAIMS-MADE FX7 OCCUR X 151UUNGG0388 3/1/2014 3/1/2015 DAMA NT REMI ES lEa p rrn $ 300,000 MEDEXP (Any one person) $ 10,000 PERSONAL & ADV INJURY $ 1,000,000 GENERAL AGGREGATE $ 2,000,000 GEN'L AGGREGATE LIMIT APPLIES PER: PRODUCTS - COMP /OPAGG $ 2,000,000 X POLICY 7 PRO- LOC $ AUTOMOBILE LIABILITY COMBINEO SINGLE LIMIT nil (Ea cG r BODILY INJURY (Per person) $ ANY AUTO ALL OWNED SCHEDULED AUTOS AUTOS ^ BODILY INJURY (Per accident) $ NON -OWNED HIRED AUTOS AUTOS ( PROPERTY DAMAGE (Per n $ $ UMBRELLA LIAB OCCUR EACH OCCURRENCE $ AGGREGATE $ EXCESS LIAB CLAIMS -MADE DED I I RETENTION $ WORKERS COMPENSATION WC STATU- OTH- ER AND EMPLOYERS' LIABILITY YIN ANY PROPRIETOR/PARTNER/EXECUTIVE OFFICER/MEMBER EXCLUDED? ❑ NIA E.L. EACH ACCIDENT $ E.L. DISEASE - EA EMPLOYEE $ (Mandatory in NH) If yes, describe under DESCRIPTION OF OPERATIONS below E, L, DISEASE -POLICY LIMIT $ DESCRIPTION OF OPERATIONS I LOCATIONS / VEHICLES (Attach ACORD 101, Additional Remarks Schedule, It more space Is required) The City of San Luis Obispo, its officers, officials, employees, agents and volunteers are included as Additional Insureds as respects General Liability per form CG2026 07 04 (copy attached). This insurance shall be primary and non - contributory per policy form HG 00 01 06 05 (copy attached). UhK I II-lL;A I t HULUtK CANCELLA I IUN (805)781 -7144 City of San Luis Obispo Finance Department 990 Palm Street San Luis Obispo, CA 93401 ACORD 25 (2010/05) INS025 (201005) 01 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. AUTHORIZED REPRESENTATIVE Jason Cybulski /DEH -- —- `zl 'f ©1988 -2010 ACORD CORPORATION. All rights reserved. The ACORD name and logo are registered marks of ACORD r POLICY NUMBER: 51 UUN GG0388 COMMERCIAL GENERAL LIABILITY CG 20 26 07 04 THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. ADDITIONAL INSURED - DESIGNATED PERSON OR ORGANIZATION This endorsement modifies insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE PART SCHEDULE Name Of Additional Insured Person(s) Or Organization(s) The City of San Luis Obispo, its officers, officials, agents, employees and volunteers Office of the City Clerk 990 Palm St. San Luis Obispo, CA 93401 Information required to complete this Schedule, if not shown above, will be shown in the Declarations. Section II — Who Is An Insured is amended to include as an additional insured the person(s) or organization(s) shown in the Schedule, but only with respect to liability for "bodily injury", "property damage" or "personal and advertising injury" caused, in whole or in part, by your acts or omissions or the acts or omissions of those acting on your behalf: A. In the performance of your ongoing operations; or B. In connection with your premises owned by or rented to you. CG 20 26 07 04 © ISO Properties, Inc., 2004 Page 1 of 1 990 Palm Street San Luis Obispo, CA 93401  Notice Requesting Proposalsfor CABLECAST OPERATIONS Specification No. 91292 The City of San Luis Obispo is requesting sealed proposals for cablecast operations of the Government Access Channel (GAC) to provide live cablecast operations for City Council and Planning Commission meetings, and the production of City informational programs and in-house training, pursuant to 2:30 p.m. on Specification No. 91292. All proposals must be received by the Finance Division by Monday, April 7, 2014 when they will be opened publicly in the City Hall Council Chambers, 990 Palm Street, San Luis Obispo, CA 93401. Proposals received after said time will not be considered. To guard against premature opening, each proposal shall be submitted to the Finance Division in a sealed envelope plainly marked with the proposal title, specification number, bidder name, and time and date of the proposal opening. Proposals shall be submitted using the forms provided in the specification package. A pre-proposal conference will be held at City Hall, Council Hearing Room, 990 Palm Street, San Luis Monday, March 31, 2014 at 2:30 p.m. Obispo, on to answer any questions that the prospective proposers may have regarding the City's request for proposals. Specification packages and additional information may be obtained by contacting Anthony Mejia, City Clerk, at (805) 781-7102 or amejia@slocity.org. Specification No. 91292 TABLE OF CONTENTS A. Description of Work 1 B. General Terms and Conditions 3 Proposal Requirements Contract Award and Execution Contract Performance C. Special Terms and Conditions 7 Contract Term Proposal Content Proposal Evaluation and Selection Proposal Review and Award Schedule D. Agreement 9 E. Insurance Requirements 11 F. Proposal Submittal Summary 13 Resume References Section A DESCRIPTION OF WORK BACKGROUND The City of San Luis Obispo places a high priority in effectively engaging its citizens in local government. In support of this goal, the City has established a Government Access Channel (GAC) to provide live cablecast operations for City Council and Planning Commission meetings, and the production of City informational programs and in-house training. Furthermore, the City has provided access to these meetings as well as special programs on the City’s GAC and through video streaming on the City’s website. Since the GAC was first established in 2000, the broadcasting equipment has undergone a major upgrade from analog to digital technology. The new broadcast system was designed and installed by ID Solutions. ID Solutions continues to provide technical support for the system. The system consists of AMX, Polycom, V-Brick, Newtek, Vaddio, Leightronix, Yamaha, Sennheiser, etc. equipment. The contractor must be familiar with the most current cablecast technologies. The RFP A qualified, independent contractor is being sought to provide the following services in support of the City’s goal to continue providing television cablecast programming on the City’s GAC:  Operate cablecast of, and video record, all live regular and special City Council and Planning Commission meetings, gavel-to-gavel, including a minimum of 60-minutes of pre-event programming and deliverables (approximately 48 regular and 16 special meetings annually). The contractor will provide a minimum of two qualified and trained employees for City o Council and Planning Commission meetings for the duration of said meeting.  Operate cablecast of and/or video record a limited number of special events.  Perform limited editing, including content assembly and character generation.  Program and schedule meetings and special programs for rebroadcast on City’s GAC. Includes recording MPEG files and burning DVDs from recordings.  Analyze, trouble shoot and resolve any system problem that may arise during a broadcast.  Perform pre-meeting turn-up and testing of the audio and video systems. The successful contractor must be able to demonstrate the ability to effectively operate, or be trained to effectively operate, City owned equipment located in the broadcast room at City Hall, San Luis Obispo. The equipment includes (but is not limited to) the following:  Production Switcher: Operate a Newtek Tricaster 855 Production switching system.  Touch panel: Manual control of the cameras, video inputs, video outputs and broadcast system is through a customized touch screen interface.  Automatic audio system: Pre-set audio system requiring only a limited amount of manual adjustments.  Character generator system: Using Compix CG Media, create and edit graphics for on-air and off-air broadcasts.  Cameras: Six remote-controlled video cameras, one mounted in the Council Chamber on each wall with an additional camera located on the back wall.  Scheduling: Operate a LeightronixNEXUSscheduler to set the times for video rebroadcast on City’s GAC. - 1 - In addition, the successful contractor must be able to demonstrate the ability to effectively perform the following technical tasks:  Troubleshoot equipment errors  Operate live production switcher  Control camera and other video sources  Control microphone levels  Video monitoring  Video digital playback  Character generation  Monitor status of similar broadcast equipment  Balance acoustics of the City Council Chambers and video feed as conditions change.  Operate Windows 7 based systems Special Consideration Although this current request is for operations of the government access component only, the scope of services may be expanded in the future if significant opportunities for the City to partner with other agencies should arise. Additionally, the ability to provide audio and/or video recording of off-site meetings or special programs, including possessing the equipment or the ability to subcontract for this service, will also be given special consideration. Training Training shall be provided to the Contractor by Jensen Audio Visual. Two sessions of three hours each shall be provided at times and dates to be agreed upon between the contractor and the City. These shall be “hands-on” training sessions utilizing the cablecast equipment. Performance Successful execution of the contract will include the following:  The contractor will provide gavel-to-gavel coverage of all regular and special City Council and Planning Commission meetings. A contingency plan must be developed to the satisfaction of the City to ensure that all meetings are cablecast, without exception.  The contractor will work cooperatively with City staff on special events, or meetings.  The contractor shall operate the City’s equipment in a safe, responsible and professional manner. Irresponsible or unauthorized use of the equipment will subject the contractor to termination.  The contractor shall perform simple and routine inspections on the broadcast equipment prior to the scheduled meetings. The contractor will immediately notify the City if the equipment is in need of maintenance, repair or replacement.  The contractor shall maintain updated documentation (checklists, procedures, logs) as agreed upon by the City.  The contractor shall at all times provide courteous, high quality, efficient and professional technical service to the reasonable satisfaction of the City. - 2 - Section B GENERAL TERMS AND CONDITIONS PROPOSAL REQUIREMENTS Requirement to Meet All Provisions. 1. Each individual or firm submitting a proposal (proposer) shall meet all of the terms, and conditions of the Request for Proposals (RFP) specifications package. By virtue of its proposal submittal, the proposer acknowledges agreement with and acceptance of all provisions of the RFP specifications. Proposal Submittal 2. . Each proposal must be submitted on the form(s) provided in the specifications and accompanied by any other required submittals or supplemental materials. Proposal documents shall be enclosed in an envelope that shall be sealed and addressed to the Department of Finance, City of San Luis Obispo, 990 Palm Street, San Luis Obispo, CA, 93401. In order to guard against premature opening, the proposal should be clearly labeled with the proposal title, specification number, name of proposer, and date and time of proposal opening. No FAX submittals will be accepted. Insurance Certificate. 3. Each proposal must include a certificate of insurance showing: a. The insurance carrier and its A.M. Best rating. b. Scope of coverage and limits. c. Deductibles and self-insured retention. The purpose of this submittal is to generally assess the adequacy of the proposer’s insurance coverage during proposal evaluation; as discussed under paragraph 12 below, endorsements are not required until contract award. The City’s insurance requirements are detailed in Section E. Proposal Quotes and Unit Price Extensions 4. . The extensions of unit prices for the quantities indicated and the lump sum prices quoted by the proposer must be entered in figures in the spaces provided on the Proposal Submittal Form(s). Any lump sum bid shall be stated in figures. The Proposal Submittal Form(s) must be totally completed. If the unit price and the total amount stated by any bidder for any item are not in agreement, the unit price alone will be considered as representing the bidder's intention and the proposal total will be corrected to conform to the specified unit price. Proposal Withdrawal and Opening 5. . A proposer may withdraw its proposal, without prejudice prior to the time specified for the proposal opening, by submitting a written request to the Director of Finance for its withdrawal, in which event the proposal will be returned to the proposer unopened. No proposal received after the time specified or at any place other than that stated in the "Notice Inviting Bids/Requesting Proposals" will be considered. All proposals will be opened and declared publicly. Proposer or their representatives are invited to be present at the opening of the proposals. Submittal of One Proposal Only 6. . No individual or business entity of any kind shall be allowed to make or file, or to be interested in more than one proposal, except an alternative proposal when specifically requested; however, an individual or business entity that has submitted a sub-proposal to a proposer submitting a proposal, or who has quoted prices on materials to such proposer, is not thereby disqualified from submitting a sub-proposal or from quoting prices to other proposers submitting proposals. - 3 - Cooperative Purchasing 7. . During the term of the contract, the successful proposer will extend all terms and conditions to any other local governmental agencies upon their request. These agencies will issue their own purchase orders, will directly receive goods or services at their place of business and will be directly billed by the successful proposer. Communications 8. . All requests for information submitted in writing, up to 48 hours before the proposal deadline, will receive a written response from the City. Requests for information from City staff are encouraged through email, though telephone communication will be permitted. However, any such oral communication shall not be binding on the City. CONTRACT AWARD AND EXECUTION Proposal Retention and Award 9. . The City reserves the right to retain all proposals for a period of 60 days for examination and comparison. The City also reserves the right to waive non-substantial irregularities in any proposal, to reject any or all proposals, to reject or delete one part of a proposal and accept the other, except to the extent that proposals are qualified by specific limitations. See the "special terms and conditions" in Section C of these specifications for proposal evaluation and contract award criteria. Competency and Responsibility of Proposer 10. . The City reserves full discretion to determine the competence and responsibility, professionally and/or financially, of proposers. Proposers will provide, in a timely manner, all information that the City deems necessary to make such a decision. Contract Requirement 11. . The proposer to whom award is made (Contractor) shall execute a written contract with the City within ten (10) calendar days after notice of the award has been sent by mail to it at the address given in its proposal. The contract shall be made in the form adopted by the City and incorporated in these specifications. Insurance Requirements 12. . The Contractor shall provide proof of insurance in the form, coverages and amounts specified in Section E of these specifications within 10 (ten) calendar days after notice of contract award as a precondition to contract execution. Business Tax 13. . The Contractor must have a valid City of San Luis Obispo business tax certificate before execution of the contract. Additional information regarding the City's business tax program may be obtained by calling (805) 781-7134. CONTRACT PERFORMANCE Ability to Perform. 14. The Contractor warrants that it possesses, or has arranged through subcontracts, all capital and other equipment, labor, materials, and licenses necessary to carry out and complete the work hereunder in compliance with any and all federal, state, county, city, and special district laws, ordinances, and regulations. Laws to be Observed 15. . The Contractor shall keep itself fully informed of and shall observe and comply with all applicable state and federal laws and county and City of San Luis Obispo ordinances, regulations and adopted codes during its performance of the work. Payment of Taxes 16. . The contract prices shall include full compensation for all taxes that the Contractor is required to pay. Permits and Licenses 17. . The Contractor shall procure all permits and licenses, pay all charges and fees, and give all notices necessary. - 4 - Safety Provisions 18. . The Contractor shall conform to the rules and regulations pertaining to safety established by OSHA and the California Division of Industrial Safety. Preservation of City Property. 19. The Contractor shall provide and install suitable safeguards, approved by the City, to protect City property from injury or damage. If City property is injured or damaged resulting from the Contractor's operations, it shall be replaced or restored at the Contractor's expense. The facilities shall be replaced or restored to a condition as good as when the Contractor began work. Immigration Act of 1986 20. . The Contractor warrants on behalf of itself and all subcontractors engaged for the performance of this work that only persons authorized to work in the United States pursuant to the Immigration Reform and Control Act of 1986 and other applicable laws shall be employed in the performance of the work hereunder. Contractor Non-Discrimination 21. . In the performance of this work, the Contractor agrees that it will not engage in, nor permit such subcontractors as it may employ, to engage in discrimination in employment of persons because of age, race, color, sex, national origin or ancestry, sexual orientation, or religion of such persons. Work Delays 22. . Should the Contractor be obstructed or delayed in the work required to be done hereunder by changes in the work or by any default, act, or omission of the City, or by strikes, fire, earthquake, or any other Act of God, or by the inability to obtain materials, equipment, or labor due to federal government restrictions arising out of defense or war programs, then the time of completion may, at the City's sole option, be extended for such periods as may be agreed upon by the City and the Contractor. In the event that there is insufficient time to grant such extensions prior to the completion date of the contract, the City may, at the time of acceptance of the work, waive liquidated damages that may have accrued for failure to complete on time, due to any of the above, after hearing evidence as to the reasons for such delay, and making a finding as to the causes of same. Payment Terms 23. . The City's payment terms are 30 days from the receipt of an original invoice and acceptance by the City of the materials, supplies, equipment or services provided by the Contractor (Net 30). Inspection 24. . The Contractor shall furnish City with every reasonable opportunity for City to ascertain that the services of the Contractor are being performed in accordance with the requirements and intentions of this contract. All work done and all materials furnished, if any, shall be subject to the City's inspection and approval. The inspection of such work shall not relieve Contractor of any of its obligations to fulfill its contract requirements. Audit 25. . The City shall have the option of inspecting and/or auditing all records and other written materials used by Contractor in preparing its invoices to City as a condition precedent to any payment to Contractor. Interests of Contractor 26. . The Contractor covenants that it presently has no interest, and shall not acquire any interest—direct, indirect or otherwise—that would conflict in any manner or degree with the performance of the work hereunder. The Contractor further covenants that, in the performance of this work, no subcontractor or person having such an interest shall be employed. The Contractor certifies that no one who has or will have any financial interest in performing this work is an officer or employee of the City. It is hereby expressly agreed that, in the performance of the work hereunder, the Contractor shall at all times be deemed an independent contractor and not an agent or employee of the City. - 5 - Hold Harmless and Indemnification 27. . The Contractor agrees to defend, indemnify, protect and hold the City and its agents, officers and employees harmless from and against any and all claims asserted or liability established for damages or injuries to any person or property, including injury to the Contractor's employees, agents or officers that arise from or are connected with or are caused or claimed to be caused by the acts or omissions of the Contractor, and its agents, officers or employees, in performing the work or services herein, and all expenses of investigating and defending against same; provided, however, that the Contractor's duty to indemnify and hold harmless shall not include any claims or liability arising from the established sole negligence or willful misconduct of the City, its agents, officers or employees. Contract Assignment 28. . The Contractor shall not assign, transfer, convey or otherwise dispose of the contract, or its right, title or interest, or its power to execute such a contract to any individual or business entity of any kind without the previous written consent of the City. Termination 29. . If, during the term of the contract, the City determines that the Contractor is not faithfully abiding by any term or condition contained herein, the City may notify the Contractor in writing of such defect or failure to perform. This notice must give the Contractor a 10 (ten) calendar day notice of time thereafter in which to perform said work or cure the deficiency. If the Contractor has not performed the work or cured the deficiency within the ten days specified in the notice, such shall constitute a breach of the contract and the City may terminate the contract immediately by written notice to the Contractor to said effect. Thereafter, neither party shall have any further duties, obligations, responsibilities, or rights under the contract except, however, any and all obligations of the Contractor's surety shall remain in full force and effect, and shall not be extinguished, reduced, or in any manner waived by the termination thereof. In said event, the Contractor shall be entitled to the reasonable value of its services performed from the beginning date in which the breach occurs up to the day it received the City's Notice of Termination, minus any offset from such payment representing the City's damages from such breach. "Reasonable value" includes fees or charges for goods or services as of the last milestone or task satisfactorily delivered or completed by the Contractor as may be set forth in the Agreement payment schedule; compensation for any other work, services or goods performed or provided by the Contractor shall be based solely on the City's assessment of the value of the work-in-progress in completing the overall workscope. The City reserves the right to delay any such payment until completion or confirmed abandonment of the project, as may be determined in the City's sole discretion, so as to permit a full and complete accounting of costs. In no event, however, shall the Contractor be entitled to receive in excess of the compensation quoted in its proposal. - 6 - Section C SPECIAL TERMS AND CONDITIONS Contract Term 1. . The supplies or services identified in these specifications will be used by the City between May 2014 and through June 30, 2017, with the option of a two year extension (see below). The prices quoted for these items must be valid for the entire period indicated above unless otherwise conditioned by the proposer in its proposal. Contract Extension 2. . The term of the contract may be extended by mutual consent for an additional twenty-four months, beyond the end of the original 38 month term. During this extended period, unit prices may not be increased. Estimated Quantities. 3. The quantities indicated in the Detail Proposal Submittal Form are estimates based on past purchasing experience, and will be used to determine the lowest overall proposal. Actual quantities purchased during the period of this contract may vary from these estimated amounts as required by the City. Supplemental Purchases. 4. Supplemental purchases may be made from the successful proposer during the contract term in addition to the items listed in the Detail Proposal Submittal Form. For these supplemental purchases, the proposer shall not offer prices to the City in excess of the amounts offered to other similar customers for the same item. If the proposer is willing to offer the City a standard discount on all supplemental purchases from its generally prevailing or published price structure during the contract term, this offer and the amount of discount on a percentage basis should be provided with the proposal submittal. Contractor Invoices. 5. The Contractor shall deliver a monthly invoice to the City completely and accurately detailing live and video production activities by the 10th of each month for the preceding month’s services. Non-Exclusive Contract 6. . The City reserves the right to purchase the items listed in the Detail Proposal Submittal Form, as well as any supplemental items, from other vendors during the contract term. Submittal of References 7. . Each proposer shall submit a statement of qualifications and references on the form provided in the RFP package. Statement of Contract Disqualifications 8. . Each proposer shall submit a statement regarding any past governmental agency bidding or contract disqualifications on related projects on the form provided in the RFP package. Proposal Content 9. . Your proposal must include the following information: Submittal Forms a. Proposal submittal summary. b. Certificate of insurance. c. References from at least three firms for whom you have provided similar services. Qualifications d. Experience of your firm in performing similar services. e. Resumes of the individuals who would be assigned to this project, including any sub- consultants. - 7 - f. Statement and explanation of any instances where your firm has been removed from a project or disqualified from proposing on a project. Work Program g. Description of your approach to completing the work. h. Any other information that would assist us in making this contract award decision. Compensation i. Proposed compensation and payment schedule tied to accomplishing key tasks. Proposal Length and Copies j. Proposals should not exceed 10 pages, including attachments and supplemental materials. k. Six copies of the proposal must be submitted. Proposal Evaluation and Selection 10. . Proposals will be evaluated by a review committee based on the following criteria: a. Understanding of the work required by the City. b. Quality, clarity and responsiveness of the proposal. c. Demonstrated competence and professional qualifications necessary for successfully performing the work required by the City. d. Recent experience in successfully performing similar services. e. Proposed approach in completing the work. f. References. g. Related experience of the specific individuals to be assigned to this project. h. Proposed compensation. As reflected above, contract award will not be based solely on price, but on a combination of factors as determined to be in the best interest of the City. After evaluating the proposals and discussing them further with the finalists or the tentatively selected contractor, the City reserves the right to further negotiate the proposed work and/or method and amount of compensation. Proposal Review and Award Schedule 11. . The following is an outline of the anticipated schedule for proposal review and contract award: a. Issue RFP 03/17/14 b. Conduct pre-proposal meeting 03/31/14 c. Receive proposals 04/07/14 d. Conduct finalist interviews 04/14/14 e. Complete background 04/21/14 f. Award/Execute contact 05/02/14 g. Complete training 05/23/14 h. Begin work 05/24/14 Pre-proposal Information Meeting and Tour. A meeting and tour will be offered to 12. introduce interested applicants to the City’s equipment and cablecast operations. This will be an opportunity to ask any questions regarding the City’s request for proposals. Monday, March 31, 2014 2:30-3:30 p.m. Council Hearing Room 990 Palm Street San Luis Obispo, CA - 8 - Required Deliverable Products. 13. The Contractor will be required to provide: a. Recordings addressed in the workscope must be submitted to the City on a write-protected “digital video disc” (DVD), or other media subject to the approval by the City, formatted for use on industry standard systems, within 24 hours. Each disc must be clearly labeled. City staff will review any materials provided by the Contractor and, where necessary, the Contractor will be required to respond to staff comments and make such changes as deemed appropriate. Ownership of Materials. 14. All original drawings, plan documents and other materials prepared by or in possession of the Contractor as part of the work or services under these specifications shall become the permanent property of the City, and shall be delivered to the City upon demand. Release of Reports and Information. 15. Any reports, information, data, or other material given to, prepared by or assembled by the Contractor as part of the work or services under these specifications shall be the property of City and shall not be made available to any individual or organization by the Contractor without the prior written approval of the City. Copies of Reports and Information. 16. If the City requests additional copies of reports, drawings, specifications, or any other material in addition to what the Contractor is required to furnish in limited quantities as part of the work or services under these specifications, the Contractor shall provide such additional copies as are requested, and City shall compensate the Contractor for the costs of duplicating of such copies at the Contractor's direct expense. Alternative Proposals 17. . The proposer may submit an alternative proposal (or proposals) that it believes will also meet the City's project objectives but in a different way. In this case, the proposer must provide an analysis of the advantages and disadvantages of each of the alternatives, and discuss under what circumstances the City would prefer one alternative to the other(s). If an alternative proposal is submitted, the maximum length of the proposal may be expanded proportionately by the number of alternatives submitted. - 9 - Section D AGREEMENT AGREEMENT THIS AGREEMENT is made and entered into in the City of San Luis Obispo on [day, date, year] by and between the CITY OF SAN LUIS OBISPO, a municipal corporation, hereinafter referred to as City, and [CONTRACTOR’S NAME IN CAPITAL LETTERS], hereinafter referred to as Contractor. W I T N E S S E T H: WHEREAS, on March 17, 2014 the City requested proposals for the cablecast operations that would provide for live coverage of City Council and Planning Commission meetings and other cablecast related services per Specification No. 91292. WHEREAS, pursuant to said invitation No. 91292 Contractor submitted a proposal that was accepted by City for said cablecast operations for live coverage of City Council and Planning Commission meetings and other cablecast related services. NOW THEREFORE, in consideration of their mutual promises, obligations and covenants hereinafter contained, the parties hereto agree as follows: TERM 1.. The term of this Agreement shall be from the date this Agreement is made and entered, as first written above, until acceptance or completion of services. INCORPORATION BY REFERENCE 2.. City Specification No. 91292 and Contractor's [date] proposal dated , are hereby incorporated in and made a part of this Agreement. CITY'S OBLIGATIONS 3.. For providing services as specified in this Agreement, City will pay and Contractor shall receive therefore compensation in a total sum not to exceed $ .00 per year. CONTRACTOR'S OBLIGATIONS 4.. For and in consideration of the payments and agreements hereinbefore mentioned to be made and performed by City, Contractor agrees with City to provide services as set forth in Exhibit A attached hereto and incorporated into this Agreement. AMENDMENTS 5.. Any amendment, modification or variation from the terms of this Agreement shall be in writing and shall be effective only upon approval by the City Manager, or his/her designee. COMPLETE AGREEMENT 6.. This written Agreement, including all writings specifically incorporated herein by reference, shall constitute the complete agreement between the parties hereto. No oral - 10 - agreement, understanding or representation not reduced to writing and specifically incorporated herein shall be of any force or effect, nor shall any such oral agreement, understanding or representation be binding upon the parties hereto. NOTICE 7.. All written notices to the parties hereto shall be sent by United States mail, postage prepaid by registered or certified mail addressed as follows: City City Clerk City of San Luis Obispo 990 Palm Street San Luis Obispo, CA 93401 Contractor Name Address AUTHORITY TO EXECUTE AGREEMENT 8.. Both City and Contractor do covenant that each individual executing this agreement on behalf of each party is a person duly authorized and empowered to execute Agreements for such party. IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed the day and year first above written. ATTEST: CITY OF SAN LUIS OBISPO ________________________________ By:_____________________________________ City Clerk City Manager APPROVED AS TO FORM: CONTRACTOR ________________________________ By: _____________________________________ City Attorney - 11 - Section E INSURANCE REQUIREMENTS Operation & Maintenance Contracts The Contractor shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property that may arise from or in connection with the performance of the work hereunder by the Contractor, its agents, representatives, employees or subcontractors. Minimum Scope of Insurance . Coverage shall be at least as broad as: 1. Insurance Services Office Commercial General Liability coverage (occurrence form CG 0001). 2. Insurance Services Office form number CA 0001 (Ed. 1/87) covering Automobile Liability, code 1 (any auto). 3. Workers' Compensation insurance as required by the State of California and Employer's Liability Insurance. Minimum Limits of Insurance . Contractor shall maintain limits no less than: 1. General Liability: $1,000,000 per occurrence for bodily injury, personal injury and property damage. If Commercial General Liability or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to this project/location or the general aggregate limit shall be twice the required occurrence limit. 2. Automobile Liability: $1,000,000 per accident for bodily injury and property damage. 3. Employer's Liability: $1,000,000 per accident for bodily injury or disease. Deductibles and Self-Insured Retentions . Any deductibles or self-insured retentions must be declared to and approved by the City. At the option of the City, either: the insurer shall reduce or eliminate such deductibles or self-insured retentions as respects the City, its officers, officials, employees and volunteers; or the Contractor shall procure a bond guaranteeing payment of losses and related investigations, claim administration and defense expenses. Other Insurance Provisions. The general liability and automobile liability policies are to contain, or be endorsed to contain, the following provisions: 1. The City, its officers, officials, employees, agents and volunteers are to be covered as insureds as respects: liability arising out of activities performed by or on behalf of the Contractor; products and completed operations of the Contractor; premises owned, occupied or used by the Contractor; or automobiles owned leased, hired or borrowed by the Contractor. The coverage shall contain no special limitations on the scope of protection afforded to the City, its officers, official, employees, agents or volunteers. 2. For any claims related to this project, the Contractor's insurance coverage shall be primary insurance as respects the City, its officers, officials, employees, agents and volunteers. Any insurance or self-insurance maintained by the City, its officers, officials, employees, agents or volunteers shall be excess of the Contractor's insurance and shall not contribute with it. 3. The Contractor's insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer's liability. - 12 - Each insurance policy required by this clause shall be endorsed to state that coverage shall not be suspended, voided, canceled by either party, reduced in coverage or in limits except after thirty (30) days' prior written notice by certified mail, return receipt requested, has been given to the City. Acceptability of Insurers . Insurance is to be placed with insurers with a current A.M. Best's rating of no less than A:VII. Verification of Coverage . Contractor shall furnish the City with a certificate of insurance showing required coverage. Original endorsements effecting general liability and automobile liability coverage are also required by this clause. The endorsements are to be signed by a person authorized by that insurer to bind coverage on its behalf. All endorsements are to be received and approved by the City before work commences. Subcontractors . Contractor shall include all subcontractors as insured under its policies or shall furnish separate certificates and endorsements for each subcontractor. All coverages for subcontractors shall be subject to all of the requirements stated herein. - 13 - Section F PROPOSAL SUBMITTAL SUMMARY The undersigned declares that she or he has carefully examined Specification No. 91292, which is hereby made a part of this proposal; is thoroughly familiar with its contents; is authorized to represent the proposing firm; and agrees to perform the specified work for the following cost quoted in full: Description of Service Estimated Per Price Per Meeting Total Year or Event (specify) Cablecast/recording Regular City Council Meetings, including pre-event programming 24 and deliverables. Cablecast/recording Special City Council Meetings, including pre-event programming 8 and deliverables. Cablecast/recording Regular Planning Commission Meetings, including pre-event 24 programming and deliverables. Cablecast/ recording Special Planning Commission Meetings, including pre-event 8 programming and deliverables. Cablecast/ recording Special Events, including pre-event programming and 5 deliverables. Weekly maintenance updates to scheduler 52 (typically on a weekly basis) $ TOTAL Hourly rate for supplemental services (including “Special Considerations” as outlined in the proposal). Certificate of insurance attached; insurance company’s A.M. Best rating: __________________.  Firm Name and Address Contact Phone Signature of Authorized Representative Date - 14 - REFERENCES Number of years engaged in providing the services included within the scope of the specifications under the present business name: . Describe fully the last three contracts performed by your firm that demonstrate your ability to provide the services included with the scope of the specifications. Attach additional pages if required. The City reserves the right to contact each of the references listed for additional information regarding your firm's qualifications. Reference No. 1 Customer Name Contact Individual Telephone & FAX number Street Address City, State, Zip Code Description of services provided including contract amount, when provided and project outcome Reference No. 2 Customer Name Contact Individual Telephone & FAX number Street Address City, State, Zip Code Description of services provided including contract amount, when provided and project outcome Reference No. 3 Customer Name Contact Individual Telephone & FAX number Street Address City, State, Zip Code Description of services provided including contract amount, when provided and project outcome - 15 - - i- city of san Luis oalspo CITY MANAGER REPORT Final City Manager Approval Approver Name Date Approved I City Administration Michael Codron May 5, 2014 Reviewer Routing List I Reviewer Name Date Reviewed I City Attorney IL 4/30 I City Administration I JD 04/22 Finance & Information Technology I mwP 5/2/14 Apnl 22, 2014 FROM Anthony Mepa, City Clerk SUBJECT- City Cablecast Operations Agreement RECOMMENDATION 1 Authonze the City Manager to execute an agreement with KCBX/KCBXnet for an amount not to exceed $40.000 for cablecast operation services DISCUSSION Three proposals were received, from APG Video, JAV (Jensen), and KCBX. which were opened on April 7, 2014 Interviews were conducted on Apnl 16 with each of the applicants Dunng the interviews it was discovered that Jensen has no experience providing cablecast operations nor have they hired any personnel that would be assigned to operations In addition, their references relate to providing and installing audio/video equipment, references for the operation of cablecasting relates only to expenence of Enk Kalpakoff as a freelancer. Reference checks were conducted on APG and KCBX Favorable references were provided for both companies, with one exception on APG Former City Clerk Cano advised that APG was the City's former operator and there were instances in which equipment was misused and/or damaged KCBX has provided the City with quality cablecast operations for nearly 14 years, continues to provide competitive pricing, and meets all of the specifications of the RFP Therefore, staff recommends that the City execute a contract with KCBX, in an annual amount not to exceed $40,000, at the rates identified in the Proposal Submittal Summary enclosed with the attached draft agreement RFP for Cablecast Operations Page 2 FISCAL IMPACT The 2011 agreement with KCBX was in the amount of$29,800 for cablecast operations, and a contingency amount of $6,000 for additional services and coverage at special events Staff recommends increasing the contract to a total not to exceed amount of $40,000 to include meeting coverage and contingency The annual budget for cablecast operations is $40.000