City of Culver City, California
City Council Agenda Item Report
RECOMMENDATION:
Staff recommends the City Council and the Culver City Redevelopment Agency
approve an amendment to the existing professional services agreement with
Imagery Video Productions to continue providing broadcasting and videotaping
services for meetings of the City Council, Redevelopment Agency and City
Commissions, and special meetings or events, for an additional three-year term with
an optional two-year extension.
BACKGROUND/DISCUSSION:
Since 1997, Imagery Video has been providing video operations services to the City
of Culver City. Imagery Video personnel have provided excellent service relative to
the scope of work required to operate both the Council Chambers’ former system
and the system recently installed. Further, Imagery Video has video taped Town
Hall meetings and various Commission meetings which have taken place outside the
Council Chambers.
On March 12, 2007, upon completion of the upgrades to the audio/video system, the
City Council authorized staff to issue the release of a Request for Proposals for
Video Operator Services. Staff mailed proposals to various companies in the area
and advertised a Public Notice in the Culver City News. Staff also required a
mandatory walk-through of the Council Chambers’ audio/video system. The
following firms participated in a mandatory walk-through of the system: Imagery
Meeting Date: 05/29/07 Item Number: J-1
AGENDA ITEM: A Joint Item to Approve an Amendment to Extend the Existing
Professional Services Agreement with Imagery Video Productions to Provide Video
Operations Services to Broadcast and Videotape Meetings of the City Council,
Redevelopment Agency and City Commissions, and Special Meetings or Events,
for an Additional Three-Year Term and an Optional Two-Year Extension.
Contact Person/Dept.: Shelly Wolfberg,
Intergovernmental Relations Officer
Phone Number: (310) 253-6008
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Public Hearing: [] Action Item: [X] Attachments: [X]
Public Notification:
Imagery Video Productions, Video Services Unlimited, Master Notification List
(05/24/07)
Department Approval:
Martin R. Cole (05/23/07)
City Attorney Approval:
Carol Schwab (by H. Iker) (05/16/07)
City Controller Approval:
Marlee Chang (05/23/07)
City Manager Approval:
Jerry B. Fulwood (05/23/07) City of Culver City, California
City Council Agenda Item Report
Video Productions, Video Services Un-Limited, and Fovea Video Productions. Both
Imagery Video Systems and Video Services Un-Limited submitted complete
proposals by the April 26, 2007 deadline. The following table summarizes the
submissions:
Imagery Video Productions
Video Services Un-Limited,
LLC
Project
Team/Relevant
Experience
• Six qualified team
members
• Multi-Camera government
meetings
• Camera operators
• Local City-sponsored event
coverage
• Promotional spot
production
• Video conferences
• Multiple City meeting
broadcast experience
• Current Culver City video
operator
• Four qualified team
members
• Feature film and
documentary
production
• Network video
coverage
• Videography
• Post Production
• Former City of Los
Angeles Audio/Video
employee on the
project team
Cost Proposal • $200/three hours on-air
flat fee from City Hall or on
location
• $40/each on-air hour after
first three hours
• All time needed for
meeting setup and strike
would be included in three
hour charge
• $100 package rental fee-
taping outside City Council
Chambers
• $40/hour for additional
services
• $70/hour on-air flat fee
from City Hall
• $500/first two hours
Taping outside City
Council Chambers;
$100/each additional
hour; $600/four hours;
$900/eight hours
• $75/hour for post
production additional
services
• $100 up to two hour
DVD for DVD scene
selection
• $15 each per 8-1/2 x
11” page photos from
video
Work Sample • Samples of meetings and
special events in Culver
City and other City/School
District Board meetings
• Public service
announcements, corporate
marketing productions, no
meeting samples City of Culver City, California
City Council Agenda Item Report
Both proposals were considered to be complete, however Video Imagery
Productions presented the most relevant experience as outlined in the proposal and
in the DVD provided. Generally, services for this contract period will include
broadcasting meetings in the Council Chambers, Patacchia Conference Room, and
Town Halls, with any additional services requiring additional funding to be
considered and allocated by the City Council in the future.
Imagery Video Productions has increased its costs for the first time in ten years from
$175 per three hour meeting to $200 per three hour meeting. Due to the positive
experience with Video Imagery’s services, the firm’s most relevant project
experience, and the competitive rate being considered, staff recommends the
Council consider awarding the multi-year contract to Imagery Video Productions.
FISCAL ANALYSIS:
For the remainder of FY 2006-07, there are adequate funds to pay Imagery Video
Productions in amounts not to exceed $11,000 from General Fund Account Number
10110000.619800 and $1,000 from Redevelopment Agency Fund Account Number
59190400.619800. These estimates are based on actual amounts paid to Imagery
Video Productions in FY 2005-06. For FY 2007-08, FY 2008-09, and FY 2009-10,
the estimated annual costs are: $25,500 from General Fund Account Number
10110000.619800 and $6,000 from Redevelopment Agency Fund Account Number
59190400.619800 (Other Contractual Service Account).
ATTACHMENTS:
Imagery Video Productions Proposal.
MOTION:
That the City Council and Culver City Redevelopment Agency:
1. Approve an amendment to the existing professional services agreement
among the City of Culver City, the Culver City Redevelopment Agency, and
Imagery Video Productions to extend the term of the Agreement until June
30, 2010, with an optional two-year extension, at the rate of $200 for three
hours and $40 per hour thereafter, for a maximum amount of $31,500
annually, subject to the Culver City Redevelopment Agency paying a
maximum amount of $6,000 annually during the contract period; and
2. Authorize the City Attorney to prepare/review the necessary documents and
authorize the City Manager to execute said documents on behalf of the City.
MEETING DATE : May 29, 2007
AGENDA ITEM : A Joint Item to Enter into a Three-Year Professional
Services Tri -Party Agreement, with an optional two-
year extension, with Imagery Video Productions to
Provide Video Operations Services to Broadcast and
Videotape City Council, Redevelopment Agency, City
Commissions, and Special Meetings or Events.
b
ATTACHMENTS
Pages
1. Imagery Video Productions Proposal. 1-19Attachment 1
City of Culver City
9770 Culver Boulevard
Culver City, CA 90232
1644 21st Street • Manhattan Beach, CA 90266
(310) 546-7471
April 26th, 2007
Dear Staff,
Imagery Video Productions has been your video system operator for the past ten
years , and I have made it a priority-to be there for the operation myself. Often
municipal video systems are setup for operation requiring separate camera operators,
a technical director and graphics specialist . I was brought early into the original 1997
RFP equipment process and was able to help the City get their equipment installed for
the best one-person operation . Culver City was told that one -person operation was not
possible or practical , but I have proved those vendors wrong and saved the city
thousands of dollars in operational cost during these past ten years.
Some of the new video equipment you are now installing is generally used only in
facilities with full time staff. This is an important time to keep the system on track and
make sure that the operational hours needed to control and program the system don't
get out of hand.
It is my intention to continue to offer the City the highest production value possible,
utilizing our wealth of experience , at the most reasonable cost to the City. The modest
increase in our proposal is the first increase in seven years . When you factor in the
added complexity of equipment operation and the addition of $1,000 ,000 business
liability insurance , we are continuing to offer the City an exceptional value.
It is my hope to expand services to you with the creation of a constantly running
creative and updated informational page display system , and to have more Town Hall
meetings , courtyard concerts, and cultural affairs programs videotaped on location and
played back at a later time.
Sincerely,
Douglas Nielsen, Imagery Video Productions
IProposal for
Video Operating, Broadcasting, and
Programming For the City of
Culver City
Imagery Video Productions
Presented by
Douglas Nielsen, Imagery Video Productions
1644 21st Street
Manhattan Beach, CA 90266
310 546-7471
1TABLE OF CONTENTS
Imagery Overview-Relevant Experience
Services Provided by Doug Nielsen/ Imagery Video Productions
to Local Municipalities
The Imagery Video Production Project Team
Suggested Improvements/Suggested Features
Page Display
Suggested Page Display Slides
Remote Videotaping and Program Playback
Current Workload
Maintenance of Equipment / Smooth Transition
Cost Proposal
References
APPENDIX MATERIAL
Sample of consultation services provided
to Culver City by Doug Nielsen
Sample of previous video operation of the Culver City System
from the Imagery Video Productions Operational Guidebook
Video operation wiring diagram of Culver City School District
single camera video coverage
Page 1 of Contract renewal for City of Redondo Beach (2004)
in regard to satisfaction of services provided
Page 2 of Contract renewal for City of Culver City (2000),
with bid quotes from RFP of 1997
Letter of Recommendation from former Imagery Video
Productions client
"Exhibit A" form the existing contract with Imagery Video
Productions with highlighted changes|1010|Page 2
Page 3
Page 4
Page 7
_Pg
Page 8
Page 9
Page 10
Page 10
Page 11
Page 12
Page 13
Page 14
Page 15
Page 16
Page 17
Page 18
Page 19IMAGERY OVERVIEW-RELEVANT EXPERIENCE
Imagery Video Productions , operated by Doug Nielsen , provides a range of
corporate video production services and technical support to corporations and munici-
palities . Doug has been a lifetime resident of the South Bay & Westside community
and has been producing video programming locally for over 30 years . Being involved
in every facet from script consultation to final edit, Doug has formed a "co-op", pooling
the talents , equipment and facilities needed specifically for each project.
Having provided video services to five local area cities, two school districts and one
health district, Imagery has provided multi-camera robotic meeting coverage every
month for the past 17 years . Imagery Video Productions interfaces well with both the
needs and direction of staff and Council , and has the experience to professionally
handle those specific needs and situations that arise , and has the skill and talent to
implement new programs and allow the system and service to grow with the needs of
the City within their budgeted constraints.|1010|Many companies can offer video contract operators , but most operators are not
specifically trained in municipal meeting coverage , and generally have only experience
in tripod operated cameras and not multi-camera robotic systems , such as that
installed in Culver City Hall . And not all videographers are well suited to apply their
skills in meeting coverage that may last over six hours.
Your system is laid out to be operated by one video operation specialist that is trained
to handle all of the various integrated audio and video production systems in addition
to being a skilled and creative robotic camera system operator.
The operators of Imagery Video Productions have not only taped countless meetings
over the years with robotic systems elsewhere , but they each have extensive
experience with the system installed at Culver City Hall, and are being trained on the
newly installed equipment as it goes on-line. We already are utilizing the new character
generator for agenda items and Doug is being trained on the new Tightrope Cablecast
system that can provide DVD playback , video server playback (similar to TiVo), and a
page display.
Imagery Video Productions has the experience to know the protocol and how to cover
Civic meetings professionally . We realize the importance of our responsibility to both
provide excellent meeting coverage for the local viewing community , and video
Minutes for the City Clerk 's Public Record.
We also know the importance of balancing this quality while operating within the
budget constraints of the City. As the City's needs grow , Imagery is there to provide
those services with the most professional cost-effective approach.Services Provided by
Doug Nielsen/ Imagery Video Productions
to Local Municipalities
Over the Years
1985
1985-1990
1987
1987-1990
1991
1990-1992
1992-present
1993-1997
1995-1997
Ordered equipment and wired Control Booth at Manhattan Beach
City Hall for the taping of City Council and Commission meetings.
Began taping and supervising the videotaping of all meetings
cablecast for the City of Manhattan Beach.
Ordered equipment and wired Hermosa Beach City Hall for the
cablecasting of live Council/Commission coverage.
Began taping and supervising the live coverage of all
Council/Commission meetings cablecast for the city of Hermosa Beach.
Rewired the Control Booth at Redondo Beach City Hall and drafted a
video wiring diagram for the city.
Began taping most City Council meetings and Commission meetings
for the city of Redondo Beach through the production company CTV.
Took over
the contract of taping all civic meetings at the city of
Redondo Beach through my company of Imagery Video Productions.
Began taping all School Board meetings for the new Redondo Beach
City School District
Began providing all video production and duplication services for the
taping of Inglewood City Council meetings as their first Video System
Operator/Services provider.
1997-2000
Began taping board meetings for the Beach Cities Health District.
Consultant for their new multiple camera robotic system.
1997-present
Was the first to receive contact and began live cablecasting
of Culver City
meetings using their new three camera robotic system.
2006-present Creation of an eye-catching PowerPoint running display , with generally
over 100 pages ,
that runs over the local Redondo Beach local govern ment
cable channel promoting City activities during off cablecast hours.
2007-present First to provide bi-monthly labor , video equipment and cable playback
of the Culver City Unified School District Board Meetings.|1010|5THE IMAGERY VIDEO PRODUCTION PROJECT TEAM|1010|As in the past, it is Doug's intention to videotape every meeting himself, which does
not conflict with other scheduled productions. With "Imagery Video Productions", you
are not only contracting with Doug and receiving his personal attention, but you are
gaining the added skills of other likewise talented video operators, each with years of
professional experience. This allows the City of Culver City to have video event cover-
age any time of the day or evening, any day of the week, or coverage of multiple meet-
ings that happen at the same time, either at City Hall or on location.
Peter Michel
Peter has worked as a contractor with Imagery Video Productions for 9 years videotap-
ing with multi-camera robotic systems for both the city of Culver City and the City of
Redondo Beach , as well as working other municipal video projects.
For over 12 years Peter has worked with Cox Communications which provides cable
service for Palos Verdes . There he coordinates local franchise studio productions,
videotapes multi-camera government meetings , and is involved in various capacities
on remote video production of location meetings and local news /event coverage.
In addition , he oversees the playback schedules and runs the playback operations for
the four local cable channels at Cox . This includes routine programming operation on
similar playback equipment to that has recently been installed at Culver City: DVD
playback, programmable video-server operation , and a bulletin board page display.
He is well versed in operation and troubleshooting of computer controlled systems and
character generators.
Peter has a BA and a MA degrees in Film and Television production from Chapman
University.
Scott McNair
Scott graduated from Cal State Dominguez Hills in 1996 with a degree in video produc-
tion and worked regularly for the next 10 years doing freelance work with Hughes Air-
craft , now Boeing , doing video documentation of various stages of satellite construc-
tion and testing . He also picked up work at Mattel Toys working on marketing videos
for many of their product lines.
Scott began working with Imagery Video Productions 12 years ago primarily videotap-
ing multi-camera robotic system meeting coverage for the cities of Inglewood,
Redondo Beach and Culver City.
Each city has specific need requirements, and Scott has been very adaptable and has
been an exceptional worker, especially in his troubleshooting skills, which has proved
invaluable, especially on location productions.
During the day Scott works as a legal videographer, taping depositions, site inspec-
tions, and "day-in-the-life" videos to be used as evidence in court.SUGGESTED IMPROVEMENTS/FUTURE FEATURES
Future improvements to the video system may include going high definition (which
would be entirely cost prohibiting ), or adding close captioning , which could be done
with the addition of a Close Caption Encoder to the system . Voice recognition is not
entirely accurate , and hiring a service to provide Real Time Captioning is very expen-
sive. If such a system is added down the road , we would do all we can to implement
the added system.|1010|Immediately we need to take steps to record all meetings in DVD format. Up to four
VHS copies can still be made as needed , but we now can be recording up to three
DVD copies of all meetings . The problem holding us up is that no provision was made
for the City Clerk to duplicate DVD disks . It could be done on a standard computer, but
it can be laborious for staff and each copy is made one at a time . The Clerk needs a
stand-alone DVD duplicator. There are several on the market for under $1000 and Im-
agery would be more than happy to make a recommendation. Either DVD-R or
DVD+R format DVD blank disks can be used . Disks can also be purchased at cost
from Imagery that are creatively pre-printed for each Culver City meeting.
At this time, there are two directions I would like to see the City take. First, adding a
page display system (electronic bulletin board) and second , videotaping more special
events and meetings on location.
Page Display
With the addition of the new Culver City Hall video equipment , the Tightrope System
installed includes a "Carousel" program . This allows pages to be created into a rotat-
ing display which could be shown as a "default" source when live meetings or replays
are not being cablecast . You would have to decide if you want the currently showing
"LA Channel 35" programming to show over your Government Channel 35, and if so,
for how much each day , or instead showing the new page display.
The problem with the Carousel is that in reality it was take some time to create a com-
prehensive and creative display that gives currently updated information . Each page
has to be individually created and give a list of attributes to have it's place it the dis-
play. To create the display working from the computer terminal in the Video Room
would be a very time-consuming process , and not very resourceful . To use a terminal
outside the room would require the system to be connected to the internet and oper-
ated remotely- perhaps not in the best interests of the City at this time.
I would suggest creating the same type page display using PowerPoint . Please take a
look at the supplied video clip of the page display Doug has running over Redondo
Beach's Government channel . It has animation to the slides , embedded music, and is
much more creative . Producing the display of site allows the use of a scanner, photo
software, internet access for info from the web , and access to pages emailed to Doug's
computer from various staff members.9
PowerPoint is updated to a constantly running City computer in the video room using a
memory stick. The addition of creating this display costs Redondo Beach about four
hours labor per week, or less than the cost of taping a meeting. Using PowerPoint also
gives a comfort level to the City, since they themselves know how to create Power-
Point slides. If there was an City emergency, a staff member could create a special
information slide to provide the community necessary information.
Suggested Page Display Slides:
CITY COUNCIL ABBREVIATED AGENDAS
CITY COMMISSION ABBREVIATED AGENDAS
SCHEDULE OF CULVER CITY PROGRAMMING
DATES AND TIME OF CITY AND AREA MEETINGS
CITY COUNCIL MEMBER EXTENSION, E-MAIL ADDRESSES, PHOTOS
PHOTOS OF PARK AND RECREATION SERVICES WITH HOURS OF OPERATION, RULES
UPCOMING SPECIAL EVENTS
LOCAL SERVICE GROUPS, CHAMBER OF COMMERCE INFORMATION
SPECIAL PROJECTS, URBAN RENEWAL
HISTORICAL LANDMARK PHOTOS, INFORMATION
HISTORICAL PHOTOS, DESCRIPTIONS OF CULVER CITY PAST
CITY EMPLOYEE RECOGNITION, WITH PHOTO IN WORKING ENVIRONMENT
STAFF POWERPOINT PRESENTATIONS ON ITEMS OF COMMUNITY INTEREST
DIRECT PUBLIC INFORMATION ITEMS FROM DEPARTMENT HEADS
DIRECT INFORMATION, PRESS RELEASES FROM CITY COMMISSIONS
INFORMATION ON THE UTILIZATION OF A VARIETY OF CITY SERVICES
LIBRARY SERVICES AVAILABLE WITH PHOTOS AND INFORMATION
POLICE, FIRE DEPARTMENT UPDATES AND INFORMATION10
Remote Videotaping and Program Playback
The new Tightrope video system also includes the ability to playback video recorded
on DVDs and video recorded onto its internal Video Server (which is much like a so-
phisticated TiVo). Meetings played back will most likely be City Council!
Redevelopment Agency and School Board meetings. Since it takes 25% time to input
the meeting into the video server (one hour to input a four hour meeting), meetings will
most likely be shown directly from DVD, with shorter promotional spots playing from
the server.
This opens up some new opportunities to videotape meetings, events, public service
announcements , promotions , and educational segments that can be shown back later
once or dozens of times.
At this time Imagery Video Productions is capable providing all labor and video equip-
ment necessary to videotape on location . General meetings and events still require
only the use of one contractor, to save on costs. We can record directly to DVD for
un-edited playback, or can record to digital DVCAM for non-linear editing, which we
also provide. _
Taping on location is done at the same labor charge as a meeting in the Chambers
with the addition of a camera package rental . This rental fee of $75.00 is 1/2 our nor-
mal charge as an incentive to videotape on location.
All programming shot on location must be shown at a later time. This could be pro-
moted using a page display system , as discussed earlier . Know that all meetings that
take place in the Patacchia Room , or events (such as the outdoor concerts) that take
place in the City Hall Courtyard can not only be taped, but can go live over cable. A
camera kit would still be needed , but Imagery would bring all necessary cables and
adaptors to hook the audio and video into the video room system.
When the time comes to produce local and promotional spots, we are here to help.
The production costs are lower that you would imagine, based on equipment rental
and hourly labor, but a simple spot may cost about $200-$300 for shooting/editing/
duplication, and even less if multiple pieces are produced at the same time.CURRENT WORKLOAD
11
Currently Imagery Video Productions videotapes and cablecasts over 20 meetings per
month, and has at that rate for over 10 years. Doug personally has videotaped City
Council and Commission meetings every month since 1985, going the extra mile to
make sure each meeting is taped in the highest professional manner possible. That is
a track record that stands on its own.
Doug plans to personally to tape all meeting possible, with the exception of when he is
unavailable due to illness or scheduling conflicts of other projects. Although Doug
does work on other various projects, they are done on a project-by-project contractual
basis. If the future workload increases at Culver City with the taping of additional
programming, Doug can make himself available to handle the workload. He has also
trained a team of video operators to provide an equally high level of video service.
Doug is also in constant contact with his operators in those circumstances to make
sure that each project and program is handled professionally.
MAINTENANCE OF EQUIPMENT
Although Public Works has stepped in to provided essential support during the past
year of equipment changeover, Imagery has provided much of this service and
overview to other municipalities over the years. With the new voting system and
operational touch screen controls coming on-line, Imagery will be there to help those
less trained when needed. And with our knowledge of video systems, Imagery has
been able to keep Culver City Hall's failing video system alive for the past few years,
and against all odds, was able to keep every meeting on the air and recorded.
In Redondo Beach, Doug provides technical service for their systems. He has
personally been in charge of rewiring their systems to meet ongoing needs. He keeps
their systems maintained, replaces equipment when needed, and provides consolation
on their equipment needs. In Culver City, Doug has and will continue to keep the City
informed not only the status of equipment problems, but also on new ways to utilize the
equipment Culver has and programs that can be implemented and produced within
their budget.
SMOOTH TRANSITION
With 10 years service to Culver City, it goes without saying that Imagery operators are
very familiar with the operation of the equipment listed on the RFP attachment #1, and
how to make the best use of it. If Imagery is selected as a continued supplier of video
operation for Culver City, there will be a continued level of expertise and service, with
very minimal change in the current budget. Doug is willing to maintain current
coverage of meetings without any increase until the next fiscal budget, with the billing
of the meetings starting in July.COST PROPOSAL
Labor charge for meeting coverage from City Hall or on location:
3 hour on-air flat fee $200.
$40 each on-air hour after 3 hours (on 1 /4 hour increment)
(All time needed for meeting setup and strike is now included in the 3 hour charge)
12
$40. per hour Labor charge for additional services , including but not limited to
maintenance, system programming and scheduling, consultation, editing and program
planning, and electronic bulletin board page creation.
$100. Package Rental Fee for taping outside of City Hall Chambers
Our camera location video package includes:
All DVD and video recording blank tape stock necessary
Professional Sony DSR-250 DVCAM camera ($5,000), tripod kit
Backup Sony DV Digital camcorder
Wireless Lav microphones/hard-wired mics, cables for sound system patch-in
Character Generator (to add meeting name/item of discussion)
DVD Recorder
S -VHS Recorder (used as backup recording)
12" LCD Video Monitor
Professional Studio Lighting kit/Battery camera light
Package is capable of recording in DVD, S -VHS and DVCAM and DV Digital formats.
Backup camera, recorder, audio, and power ensures event/meeting will be recorded
regardless of any unforeseen technical problem.
In addition, Imagery Video Productions will add the City of Culver City to its already
existing Commercial General Liability Insurance Policy #RBC1 05-0029, Municipality
Insurance Services, $2,000,000 General Aggregate / $1,000,000 each occurrence
$1,000,000 Products-Completed Operations / $1,000,000 Personal & Advertising
Injury/ $50,000 Fire Damage.REFERENCES
Maggie Healy , City Manager's Office 310 372-1171 #2224
City of Redondo Beach
P.O. Box 270
Redondo Beach , CA 90277
Cristina Sanchez, Scheduling Producer 310 252-2830
Ollie Boyd, Scheduling Producer 310 252-3741
Digital Media Productions
Mattel, Inc.
333 Continental Boulevard
El Segundo, CA 90245
Shelly Wolfberg, City Manager's Office 310 253-6008
City of Culver City
9770 Culver Boulevard
Culver City, CA 90232
David El Fatal, Assistant Superintendent 310 842-4220
Culver City Unified School District
4034 Irving Place
Culver City, CA 90232
Dave Simmons , Producer/Director 714 256-8474
VPS Productions
417 Associated Road, #A299
Brea , CA 92821
13Analysis and recommendations such as this have been
provide to Culver City over the years, free of charge as a
courtesy from Imagery Video Productions...
Imagery Video Productions Analysis of Culver City Video Upgrade RFP
First, let me go over the list of upgrades in your current Project Overview:
1. Replacement equipment for an old AMX System Control
2. LCD Dual Video/Data Projector with short throw lens
3. Automation Playback System and Transmission Server
4. DVD Authoring & Digital Editing
5. 3 Broadcast Cameras
6. Digital Broadcast Switcher/Fader/Keyer and Character Generator
7. Logo Generator with audio/animation playback functionality.
8. Installation Costs including removal of old equipment
9. Software for 5 voting station
14
1. The AMX system is the system that controls the lighting in the Chambers, the Sound Amp, mic mute, chime, radio
transmission on/off, document camera zoom/focus . Film slide control and overflow camera control not in use . There is a
button panel control in Audio Rack #2 in the video room , and a touch screen panel at the Cleric's station.
The system is running fine , but due to lack of current software , the system may need to be replaced , since adjustments
cannot seem to be made.
2. The LCD Dual Video/Data Projector needs replacing for a sharper, brighter room image that can be easily viewed in
standard room light. New projectors are much smaller than the currently used projector, and may allow room space
for other expanded needs of the video room, or for limited storage.
3. The Automation Playback System would be an addition to what is existing . This would allow playback of taped
programming, and provide current information about Culver City activities, events, and public information, which will
be described later.
I have never heard the term "Transmission Server". Further on I will discuss "Video Server", which is what I believe
they were listing. In terms of transmission, you already have a video/audio modulator provided by the cable company
that places the audio/video information over the cable back to their "headend" facility.
4. "DVD Authoring & Digital Editing" would be nothing more than a simple DVD stand-alone Recorder (the size of a
VHS deck) that can easily fit into a slot in the dub rack, and acts much as any other recorder. It may be useful to also
have a second DVD recorder with a DVD player and a monitor for the Clerk to make DVD to DVD copies of meetings
for the future, which can be kept in their area, taking up little space.
5. Three cameras are needed to replace the existing three cameras covering the meetings (The term "broadcast" has
lost the meaning it once had, since high-end "industrial/corporate" cameras cost around $20,000, and $2,000
cameras are now used on MTV.
The current cameras do not have a low enough "LUX" to shoot in low light, and are used at a 9db gain setting. When
replacing the cameras, the lenses of both side cameras can be re-installed. The rear center camera will need a new
matching lens, and a robotic camera mount to match the quality of the other two. The three cameras will need to
also be of similar small size as the existing two side cameras, for weight and aesthetics.
6. The digital switcher should have a minimum of 6 inputs, and at a minimum be able to fade , dissolve, "downstream
key" the image of the character generator , and have a true "preview" out function, to monitor off-line inputs on the
big monitor. The character generator should be a separate unit from the switcher, to enable updating of CG pages
during the course of the meeting , and to provide the reliability of switching from a unit not software controlled with aMeeting should already be live over cable at this time.
When the Council members come into room and take
their seats,
ROLL TAPE
Press Record on VCR's 1-7 being used . Keep opening
CG page and music up.
15
Listen to the audio monitor for the start of the meeting
by the Chairperson/Mayor. If the Clerk did not bring up
the mic/amp system, you do it by pressing the "Preset"
button.
Press "LIVE" button in audio rack to put audio live over
radio station.
Audio up on input #1 of audio board (PA feed), CD mu-
sic faded off.
Spacebar on toaster once to remove graphic . Keep wide
for roll call and pledge to flag.
After settling in to taping the meeting, look back to
check that recorders are indeed rolling, and that the
meeting is switched Live on RADIO- don't wait until a
half-hour passes to double check!
Cut between cameras . Use tight head & shoulder shots
After cutting to one camera , immediately reposition the
other camera to a looser 2-3 safety shot on camera #1
(or on staff or podium) and a dose-up shot on camera
#2. Use wide camera #3 as little as possible.
This is a page from the original Culver City video opera-
tional manual created by Imagery. Manuals are made for
each system and are available to Staff and operators.
^ LA
Roll T apeCG powers up with switch on
back, and power on keyboard
DVD AudioNideo out to VHS in
Z
CD
m
o
VHS AudioNideo out
to Monitor in
I|10 10 1010|Cam. Audio Ch. 182 Out to DVD In
Cam. Video out to CG in
Test audio on monitor prior to
Meeting, then turn monitor volume
Down and plug headsets into camera.
Check at meeting start, then monitor
Audio using meters in camera LCD
monitor|10 10|o'NCity of Redondo Beach
January 6, 2004
TO:
FROM:
SUBJECT:
Mayor and City Council
Louis N. Garcia, City Manager
Page 1
Contract with Imagery Video Services
Page from the Contract Renewal
Report to City-Council
For the
City of Redondo Beach
2004
APPROVAL OF CONTRACT WITH IMAGERY VIDEO SERVICES
RECOMMENDATION:
That the City Council authorize the Mayor to execute a contract with Imagery Video
Services, Inc., for an-amount not to exceed $30,000 per year for videotaping of City
meetings and events.
EXECUTIVE SUMMARY:
The attached contract provides for videotaping , editing, duplicating and miscellaneous
services related to the live broadcasting and videotaping of City meetings and events.
BACKGROUND:
Doug Nielsen of Imagery Video Services has consistently provided high-quality and
dependable service that the City has come to expect in the videotaping of meetings and
events.
Last year, Doug provided 485 hours of meeting video and completed
numerous requests for special event taping, editing and duplication services. The
attached contract reflects the terms upon which the service has been provided
and will
continue over the next year including compensation at $
for City meetings.
Staff considers the City fortunate to have a company with the professionalism and
experience of Imagery Video's staff,
their familiarity with City equipment and process,
and their availability and dedication to the City. The contract allows for two annual
extensions upon written approval of the City Manager.
COORDINATION:
The contract has been approved as to
form by the City Attorney's Office.
14
.4 -17Page from the Contract Renewal
Report to City Council
For the
City of Culver City
2000
18
Redevelopment Agency Agenda Item Report Agenda Item # 44
Continued Page 2 of 3
In October 1999, the Council and Agency approved an additional amendment to this
contract to continue broadcasting Council, Agency and Commission meetings as well as
special meetings as appropriate . Staff is requesting approval of a third amendment to the
contract to continue these services.
ANALYSIS
Doug Neilsen , owner and primary operator of Imagery Video Productions , has been an
exemplary contractor. His work is consistently of high quality, he is prompt and attentive
and he quickly responds to requests for special meetings from the City.
The following is a recap of the four proposals received In 1997 , and the
recommended bid is in italics:
Net i ork Television Time Culver City $546 (flat fee 3 on-air hours)
Studio Spectrum, Inc. Burbank $450 (flat fee per meeting)
Video Max Productions Thousand Oaks $200 (flat fee 3.5 on-air hours)
Imagery Video Productions Manhattan Beach $150 (flat per meeting rate)
Mr. Neilsen has not raised his fee of $150 per meeting over the past three contract years.
This year he has proposed a modest increase of $25 per meeting. Based on the majority
of the proposals listed above, staff believes that there is still a significant enough difference
between the cost of Imagery Video Productions and other contractors that it would not be in
the Agency's or City's best interest to re-bid for these services . Attachment A includes a
copy of Mr. Neilsen 's letter of interest.
Staff has planned for approximately 24 regular City Council meetings , four Budget Study
Sessions , 24 regular Agency meetings, an average of 14 Human Service Commission
meetings, 20 Planning Commission meetings and 14 Civil Service Commission meetings.
At $175 per meeting, the cost of televising all of the meetings would be approximately
$17,500. Staff also recommends a 10%. contingency for special meetings such as special
budget sessions, the cultural arts workshop and other appropriate community workshops
for a total not to exceed contract amount of $19,250.
MOTION:
That the Agency authorize preparation of Amendment No. 3 to Contract No. 98-09 with
Imagery Video Productions , which extends the term to September 30, 2001 , increases the
contract amount for the period by $19 .250, of which a maximum of $4,620 is to be paid by
the Agency, and authorizes the Assistant Executive Director to execute the Amendment.
ITI N C 0 R P 0 R A T E D
Manufacturers of Interiors for the World of Business
To Whom It May Concern:
Regarding : Doug Nielsen, Imagery Video Productions
It is with great pleasure that I write in reference to Doug Nielsen
and Imagery Video Productions . Our projects together included the
complete development of our company capabilities video (produced in
English as well as Japanese), an on-site project development video,
employee project development version and finally a completed
project video for our portfolio.
From the very first meeting with Doug it was clear that he
understood what it was that we were in need of and that he was not
only capable of creating the video but that he was willing to work
within our time-frame goal , within budget and consistently provide
every service and resource that was needed to complete each video
(i.e. the voices for the original English version as well as the.
Japanese version also , script coaching , material samples, music,).
Doug shared his unending energy for the projects and while I had
not had much exposure to the medium of video, he was a patient
educator, reassuring and encouraging . Displaying genuine interest
in our company, our products and our goals for the videos. Other
video companies that I had met with were so much the opposite,
telling me how much I did not know, telling me what the time frame
for completion would be , telling me what my goals should be for the
finished videos...etc. Doug instilled a sense of being totally
committed to our company , a real part of it.
Additionally , an aspect of working with Doug , I will not soon
forget was his ever-present willingness to work hard , take charge
and I do mean work hard . He worked long-exhaustive-hours, often
in the middle of the night , without assistance - hoisting
equipment , acting as director , camera man, producer & editor - all
at once , with no complaint or a flagging in his attitude. He
remained focused and upbeat as well as highly competent which
resulted in a series of outstanding videos that remain the
cornerstone of our Marketing efforts.
As I stated previously , it is with great pleasure that I write of
Doug Nielsen , he remains in our eyes , a professional's
professional, in a class by himself - with a devoted client in
Cederquist Inc.CHANGES TO EXISTING CONTRACT 20
EaRIBIT A
1. STAFFING: Videotaping/cablecasting of meetings shall be single person operation. Imagery
Video Productions shall be responsible to provide a qualified technician , specifically trained on the
Culver City video system.
2. INVENTORY: The City Clerk's Office is responsible for providing all tapestock/materials
necessary for the recording of each meeting Contractor shall make recommendations on
Inventory/materials necessary when needed. Contractor can provide videotape/materials to the
City, if necessary, if requested by the City Manager's Office or the City Clerk's office. Any such
purchases shall be billed to the City in accordance to their purchasing procedures.
3. MEETING LENGTH: Complete the cablecast of any and all scheduled meetings regardless of
length for a fee as per the payment schedule attached herein as Exhibit B. It is up to the discretion
of the City Manager, or staff member in charge, as to whether it is necessary to stay to videotape
the return from Closed Session at the end of a meeting.
EXIBIT B
A. METHOD OFPAYMENT.• ...shall be made on the basis of the labor rates set forth below:
$200.00 per Council, Agency, or Commission meeting cablecast/broadcast (3 on-air hour flay rate)
This includes setup and cleanup time necessary.
$40.00 per hour overtime for each hour the meeting runs after 3 hours, starting from scheduled
start.
$40.00 per hour Labor charge for additional services, including but not limited to maintenance,
system programming and scheduling, consultation, editing and program planning, and electronic
bulletin board page creation , scheduled to the availability of the Contractor.
D. MAXWUM COMPENSATION: ... Contractor will be notified at the time maximum
compensation is reached in any specific account , prior to any additional meetings beyond
budgeting. Hit is, it shall at that time be determined if continued coverage of those meeting will
continue with the additional allocation of monies , or whether to suspend the taping of those specific
meeting until budgeting allows.
19