To: Board of Supervisors
Department or Agency Name(s): Board of Supervisors, Transportation and Public Works
Staff Name and Phone Number: Marcie Woychik 707-565-2241
Vote Requirement: Majority
Supervisorial District(s): Countywide
Title:
Title
Daydreamer Cinema, LLC dba Culture Pop Films Contract Amendment
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Recommended Action:
Recommended action
Authorize the Chair of the Board to execute the second amendment to the agreement with Daydreamer Cinema, LLC dba Culture Pop Films for Board of Supervisors meeting video production services increasing the amount by $200,000, resulting in a new not-to-exceed amount of $566,067 and extending the term for an additional year ending August 31, 2022.
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Executive Summary:
Daydreamer Cinema, LLC dba Culture Pop Films (Culture Pop Films) is the current vendor providing Video Production Services to the Board of Supervisors, Economic Development Board and other County departments in accordance with a contract that was awarded on August 14, 2018.
The incorporation of a hybrid, in-person and virtual format, and significant increases to the number and length of Board of Supervisors meetings over the past few years primarily due to multiple wildfire disasters, and COVID-19 public health emergency event resulted in the increased use of video production services. Staff is requesting that the Board authorize execution of a second contract amendment with Culture Pop Films increasing the contract amount by $200,000 and to extend the term of the agreement for an additional year in order to provide contract capacity needed to continue services.
Discussion:
In June 2018 a Request for Proposals was issued seeking out qualified video production service providers to capture, record and distribute various County events including Board of Supervisors general public meetings, the Economic Development Board’s annual State of the County address, and various other videography needs by other County departments.
The County received two proposals from qualified vendors. After a thorough, weighted evaluation of the proposals, conducted by a review team comprised of staff from General Services, Information Systems, Economic Development Board, and Board of Supervisors departments, the team recommended entering into an agreement with Culture Pop Films.
The County entered into an agreement with Culture Pop Films on August 14, 2018 for a period through August 31, 2021 in an amount not to exceed $258,354 to provide Video Production Services to the Board of Supervisors, Economic Development Board and other County departments. A first amendment to the original contract was approved November 17, 2020 increasing the agreement amount by $107,713 and all other terms remained unchanged.
The number of Sonoma County Board of Supervisors meetings has nearly doubled over the past 10 years. From 2017 to present the Board of Supervisors have held more special meetings in order to receive updates on various emergencies impacting the County. The years 2019 and 2020 represented the largest number of meetings with a total of 57 and 60 meetings respectively. Due to the COVID-19 pandemic, meetings increased sharply in order to provide updates on the current response efforts, community reopening considerations, and economic recovery coordination. Additionally, the incorporation of a hybrid Board meeting format has increased the number of production staff needed to support both in-person and remote operations thus increasing service provider costs by about 50%.
In order to continue to receive video production services for an additional year, a second amendment increasing the contract amount by $200,000 and extending the original terms of the agreement through August 31, 2022 is required. All other terms remain unchanged from the initial agreement. To ensure the County continues to obtain the most competitive vendor, County staff will prepare an updated request for proposals for the provision of this service when this contract amendment expires in 2022.
Prior Board Actions:
November 17, 2020 - Execute a First Amendment with Culture Pop Films, Inc. for video production services
August 14, 2018 - Execute an agreement with Culture Pop Films, Inc. for video production services
August 25, 2015 - Execute an agreement with Culture Pop Films, Inc. for video production services
Fiscal Summary
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Expenditures |
FY 21-22 Adopted |
FY22-23 Projected |
FY 23-24 Projected |
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Budgeted Expenses |
$174,000 |
S26,000 |
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Additional Appropriation Requested |
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Total Expenditures |
$174,000 |
S26,000 |
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Funding Sources |
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General Fund/WA GF |
S116,000 |
S26,000 |
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State/Federal |
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Fees/Other |
S58,000 |
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Use of Fund Balance |
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Contingencies |
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Total Sources |
S174,000 |
S26,000 |
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Narrative Explanation of Fiscal Impacts:
The annual budget for filming and video production services of Board of Supervisors' meetings of $116,000 and is financed by Cable Franchise Fees. Costs are budgeted in the Transportation and Public Works Special Projects Unit that oversee our jurisdiction’s cable operators state franchise agreements. Projected costs of $26,000 for July and August 2022 services will be included in the FY 2022-23 Transportation and Public Works Recommended budget.
The EDB's FY 2021/22 annual cost for services is $10,000 is funded with Transient Occupancy Tax funds annually allocated to the department. The remainder $48,000 is anticipated to be available in other departmental budgets should services be needed.
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Staffing Impacts: |
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Position Title (Payroll Classification) |
Monthly Salary Range (A-I Step) |
Additions (Number) |
Deletions (Number) |
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Narrative Explanation of Staffing Impacts (If Required):
None
Attachments:
Second Amendment
Related Items “On File” with the Clerk of the Board:
Original Contract with Daydreamer Cinema, LLC dba Culture Pop Films