Broadcasting, Media, and Video Production Services

The Vendor is required to provide broadcasting, media, and video production services for include:
•    Produce, record, and broadcast approximately 40 annual public meetings per year, including city council (24), planning commission (12), and police advisory commission (4). 
•    Regular city council meetings are generally two Tuesdays per month at 9am or 5:30pm with an average duration of 2-6 hours; planning commission is generally one Thursday per month at 3pm with an average duration of 2-3 hours; and police advisory commission varies quarterly with an average duration of 1-2 hours. 
•    The city may call special meetings on occasion, including special closed session meetings that generally start one hour before the regular city council meetings. 
•    The special-called meetings or additional meetings are not limited to city council, planning commission, or police advisory commission. 
•    Live broadcasts shall include agenda graphics, natural transitions, and bottom thirds for agenda item and speaker identification. 
•    Consultant shall provide staff, technology, and data redundancy to ensure public meeting broadcasts will not be interrupted. 
•    Consultant technicians will be on-site for public meeting production. 
•    Consultant will provide basic set-up and take-down, as necessary, for meetings, as well as routine maintenance and minor repairs of all audio and visual equipment in conjunction with the activities listed above.
•    The consultant will demonstrate proficiency with all equipment and will make a request in advance to the city for any purchases or repairs needed, or any labor on the consultant’s part, which would exceed that described as routine or minor and which could trigger additional charges. 
•    On-site technician(s) will be responsible for securing the control room after any on-site maintenance or after a meeting was adjourned and all other duties are complete, unless other arrangements have been made with city staff. 
•    All public meeting video recording productions must be compatible with the current set-up: Granicus agenda software system to live cast via Granicus on city website, live cast on Facebook live through Castus, seamlessly connect to zoom for public comment and live Spanish translation, and connect to Castus to broadcast on peg channel 21. 
•    Consultant shall have remote and automated public meeting production, broadcast, and recording capabilities as a contingency in cases of inclement weather or emergency or unforeseen circumstances that would prevent production team from being on-site. 
•    Remote video production is to be used only as an exception and must be approved by the city clerk and public information officer in advance. 
•    Ensure all public meeting videos and original content comply with current local, state, and federal regulations related to audio and visual media, including the brown act for public meetings. 
•    Manage and program the 24/7 schedule of peg channel 21 using Castus, including organizing and managing content to be scheduled live and for re-broadcast. 
•    Consultant will have the relevant knowledge and experience in peg television policy and law to consult the city on upcoming trends and issues. 
•    Create original content for peg channel 21, including but not limited to educational videos about city services and programs, scrolling news flashes, localized television series, and bulletin boards or static informational displays. 
•    Consultant will produce a minimum of four (4) videos for the first year, after which the city will reassess minimum number and length of videos preferred annually. 
•    Produce and manage a city bulletin board on upcoming events, notices, and other important public service announcement information to be aired to fill airtime between regular programming or in the case of a loss of a cable signal. 
•    May also be used for dissemination of emergency communications. 
•    All content should follow city brand and style guidelines, and in some cases, existing creative direction to compliment current or ongoing programs. 
•    Creation of original video content will be done primarily with vendor’s own equipment, tools, and supplies, with the opportunity to use city-owned equipment as needed and mutually agreed upon prior to beginning any new project. 
•    For public meetings held at city hall, city will provide consultant with all equipment, tools, and supplies necessary to provide the related services. 
•    All original content videos will be made available in formats suitable for broadcast to peg channel 21, social media, and website. 
•    Build and maintain a video library of previous and future videos, b-roll, and images for use in future media and video productions. 
•    Examples of video and photography opportunities may include the state of the city address, July 4th parade, festival of winter lights, groundbreakings, and other community-wide events. 
•    Post-event editing of events that are recorded using personal mobile devices by city staff or recorded by a third party, in order to be programmed into Castus for peg channel 21 broadcast. 
•    This would be done on an as-needed basis for up to five (5) special events per year. 
•    Consultant will work with public information officer, city clerk, and information technology staff to ensure holistic approach to operations.
•    Consultant shall respond initially to requests from staff in writing within a 24-hour period, unless otherwise noted as urgent, to indicate confirmation of receipt. 
•    The consultant’s responses will include confirmation of service or project direction and needs, an estimated number of billable hours to be dedicated to the project, and the turnaround time of the request.