REQUEST FOR CITY COUNCIL ACTION
SUBMITTED TO: Honorable Mayor and City Council Members
SUBMITTED BY: Travis Hopkins, City Manager
PREPARED BY: Jennifer Carey, Deputy City Manager
Subject:
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Approve and authorize the execution of Amendment No. 1 to Professional Services Contracts with Dorado Creative, Inc., Tripepi Smith and Associates, and Marketworks for On-Call Video Production Services
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Statement of Issue:
Existing contracts for on-call Video Production Services expire on June 30, 2025. These contracts are essential to ensure the ongoing production of HBTV Channel 3 programs like Hidden Huntington Beach, FlasHBack, Huntington Beach City Council meetings, and City ribbon cuttings and events. In anticipation, staff requests for City Council to approve Amendments for one-year extensions with Dorado Creative, Inc. (Dorado), Tripepi Smith and Associates (Tripepi), and Marketworks to extend for one additional year. The City issued a Request for Proposals (RFP) to identify qualified contractors to continue producing informative video content for the City’s outreach platforms. Following a careful evaluation of all proposals received, the City recommends awarding two-year on-call contracts to Dorado Creative, Inc. (Dorado), Tripepi Smith and Associates (Tripepi), and Marketworks.
Financial Impact:
Sufficient funds for this one-year extension ($160,000) are available in the remaining Fiscal Year 2024 - 25 and proposed Fiscal Year 2025-2026 Operating Budget, using PEG funds in Business Unit 24330101. These funds will finance technical support and audio-visual staffing for regular and special meetings of the City Council and Planning Commission. Should the Amendment be approved, the total not-to-exceed amounts for these agreements will increase to: Attachment 1 - Dorado ($190,000); Attachment 2 - Marketworks ($200,000); Attachment 3 - Tripepi ($160,000).
Recommended Action:
recommendation
A) Approve and authorize the Mayor and City Clerk to execute “Amendment No. 1 to Agreement Between the City of Huntington Beach and Dorado Creative, Inc. for On-Call Video Services”; and
B) Approve and authorize the Mayor and City Clerk to execute “Amendment No. 1 to Agreement Between the City of Huntington Beach and Tripepi Smith and Associates for On-Call Video Services”; and
C) Approve and authorize the Mayor and City Clerk to execute “Amendment No.1 to Agreement Between the City of Huntington Beach and Professional Services Contract Between the City of Huntington Beach and Marketworks for On-Call Video Services.”
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Alternative Action(s):
Do not approve, and direct staff accordingly.
Analysis:
Background
In the City of Huntington Beach's ongoing efforts to expand communication efforts and create relative and informative content, there is a need for video production service contractors to produce a wide variety of videos. Video content is distributed to the community via the City's local television channel HBTV3, YouTube, Social Media, Surf City Break, and email newsletter. The City currently produces a wide range of programming, such as Hidden Huntington Beach, Mayor's Roundtable, Public Service Announcements, and Surf Scene. Additionally, there is a need to create internal video content to aid with recruitment efforts, training, and employee awareness. The City' s Office of Communications is in the process of building out a robust communications strategy to better relay information to residents, businesses, and visitors. Digital communication is critical in this overall strategy to both communicate City initiatives, services, programs, and events. The Office of Communications looks to begin producing video content internally and becoming less reliant on contracted services by utilizing in- house staff and resources in the future. In the interim, the City proposes to award on-call video production services contracts to three firms, following an RFP evaluation process.
Dorado Creative, Inc.
Dorado Creative, Inc. (formerly Dakota) has worked with the City since 2020. During the pandemic, the production company produced weekly video messages from the Mayor and helped with social media messaging as well as videos featuring our first responders, local clinics and hospitals, and videos highlighting our dedicated City team still working through COVID- 19.
Since then, Dorado Creative, Inc. has assisted the City with content creation and has produced multiple public service announcements featuring adoptable pets, monthly messages, and content like the Mayor's Roundtable - a show with former Mayor Tony Strickland that featured special guests. With the new contract, the team will continue producing public service announcements and assisting the City with content creation. Should this contract be approved, the total not-to-exceed contract amount will be up to $ 30,000 per year for a one-year period.
Tripepi Smith and Associates
As they have since 2019, Tripepi Smith and Associates will continue to provide staffing to produce and livestream the City Council, Planning Commission, and special meetings, as needed. Should this contract be approved, the total not-to-exceed contract amount will be up to $ 30,000 per year for a one-year period.
Marketworks
Marketworks covers the City' s special events such as ribbon cuttings, groundbreakings, special events, and town halls. Recent examples include the Mayor's Spotlight Awards, Mayor' s Town Halls, Public Works Open House, Pacific Air Show announcement, and public art unveiling at Central Park. Marketworks also produces recurring original content such as Surf Scene and FlasHBack. Should this contract be approved, the total not-to-exceed contract amount will be up to $ 100,000 per year for a one-year period.
Environmental Status:
This action is not subject to the California Environmental Quality Act (CEQA) pursuant to Sections 15060(c)(2) (the activity will not result in a direct or reasonably foreseeable indirect physical change in the environment) and 15060(c)(3) (the activity is not a project as defined in Section 15378) of the CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3, because it has no potential for resulting in physical change to the environment, directly or indirectly.
Strategic Plan Goal:
Goal 7 - Public Engagement, Strategy D - Enhance capacity of HBTV and produce relevant television content to expand the City's public engagement reach across diverse audiences.
For details, visit www.huntingtonbeachca.gov/strategicplan
Attachment(s):
1. Amendment No. 1 to Agreement Between the City of Huntington Beach and Dorado Creative, Inc. for On-Call Video Services
2. Amendment No. 1 to Agreement Between the City of Huntington Beach and Marketworks for On-Call Video Services
3. Amendment No. 1 to Agreement Between the City of Huntington Beach and Tripepi Smith and Associates for On-Call Video Services