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HomeMy WebLinkAbout05-10 Resolution No. 05-10 RESOLUTION AUTHORIZING EXECUTION OF A PROFESSIONAL VIDEO PRODUCTION SERVICES AGREEMENT WITH BTE VIDEO, INC. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS,that David M.Dorgan,City Manager,and Dolonna Mecum,City Clerk,be and are hereby authorized and directed to execute a Professional Video Production Services Agreement on behalf of the City of Elgin with BTE Video, Inc. for local programming, a copy of which is attached hereto and made a part hereof by reference. s/Ed Schock Ed Schock, Mayor Presented: January 12, 2005 Adopted: January 12, 2005 Omnibus Vote: Yeas: 6 Nays: 0 Attest: s/Dolonna Mecum Dolonna Mecum, City Clerk F. City video production and other related equipment may be used by BTE for City programming only. G. BTE shall provide all shows in digital video (dv) format to the PIO for studio playback. Scheduled below outlines due dates for each show. H. The proposed 2005 production schedule for the bi-weekly public information programming created under the project shall be as follows: Schedule for 30 minute Bi-weekly Show for 2005 New Show Airs First & Third Tuesday of Each Month BTE&PIO BTE Begins PIO Approves Show Airs Review Topics Production Show for Air Tuesdays 01/18 01/18 01/27 02/01 02/01 02/01 02/10 02/15 02/15 02/15 02/24 03/01 03/01 03/01 03/10 03/15 03/15 03/15 03/24 03/29 03/29 03/29 04/07 04/12 04/12 04/12 04/21 04/26 04/26 04/26 05/05 05/10 05/10 05/10 05/19 05/24 05/24 05/24 06/02 06/07 06/07 06/07 06/16 06/21 06/21 06/21 06/30 07/05 07/05 07/05 07/14 07/19 07/19 07/19 07/28 08/02 08/02 08/02 08/11 08/16 08/16 08/16 08/25 08/30 08/30 08/30 09/08 09/13 09/13 09/13 09/22 09/27 09/27 09/27 10/06 10/11 10/11 10/11 10/20 10/25 10/25 10/25 11/03 11/08 11/08 11/08 11/17 11/22 11/22 11/22 12/01 12/06 12/06 12/06 12/15 12/20 12/20 12/20 12/29 01/03 01/03 01/03 01/12 01/17 Subsequent showings (reruns) of the bi-weekly public information programming created under the project shall be determined at the sole discretion of the PIO. I. The proposed 2005 production schedule for the monthly public information programming created under the project shall be as follows: - 2 - Schedule for 30 minute Monthly Show for 2005 New Show Airs Second Thursday of Each Month BTE&PIO BTE Begins PIO Approves Show Airs Review Topics Production* Show for Air Thursdays 02/01 02/02 02/08 02/10 03/01 03/02 03/08 03/10 04/05 04/06 04/12 04/14 05/03 05/04 05/10 05/12 05/31 06/01 06/07 06/09 07/05 07/06 07/12 07/14 08/02 08/03 08/09 08/11 08/30 08/31 09/06 09/08 10/04 10/05 10/11 10/13 11/01 11/02 11/08 11/10 11/29 11/30 12/06 12/08 Subsequent showings (reruns) of the monthly public information programming created under the project shall be determined at the sole discretion of the PIO. BTE shall be solely responsible for contacting the secretary of the CITY's mayor to schedule interview times for the Wednesday productions. 2. BTE WORK PRODUCTS All work products prepared by BTE pursuant to this Agreement, including, but not limited to, video recordings, reports, designs, calculations, work drawings, studies, photographs, models and recommendations and any and all rights thereto shall be the sole property of the CITY and shall be delivered to the CITY upon request of the CITY MANAGER, and may be used, reused, edited, altered, reproduced, broadcast, rebroadcast, displayed or used in any other matter in the sole and absolute discretion of the City. 3. PAYMENTS TO BTE A. The CITY shall reimburse BTE for services, cost and expenses under this Agreement in the amount of two thousand dollars ($2000.00) for each video production of the bi-weekly public information program as described in Section 1 of this Agreement, regardless of actual costs incurred by BTE unless SUBSTANTIAL modifications to the project are authorized in writing by the CITY MANAGER. B. The CITY shall reimburse BTE for services, cost and expenses under this Agreement in the amount of four hundred dollars ($400.00) for each video production of the monthly public information program as described in Section 1 of this Agreement, regardless of actual costs incurred by BTE unless SUBSTANTIAL modifications to the project are authorized in writing by the CITY MANAGER. - 3 - define, limit or describe the scope of intent of any provision of this Agreement, nor shall they be construed to affect in any manner the terms and provisions hereof or the interpretation or construction thereof. 18. MODIFICATION OR AMENDMENT This Agreement and its exhibits constitutes the entire Agreement of the parties on the subject matter hereof and may not be changed, modified, discharged or extended except by written amendment duly executed by the parties. Each party agrees that no representations or warranties shall be binding upon the other party unless expressed in writing herein or in a duly executed amendment hereof, or change order as herein provided. 19. APPLICABLE LAW This Agreement shall be deemed to have been made in, and shall be construed in accordance with the laws of the State of Illinois. Venue for the resolution of any disputes or the enforcement of any rights pursuant to this Agreement shall be in the Circuit Court of Kane County, Illinois. 20. NEWS RELEASES BTE may not issue any news releases without prior approval from the CITY MANAGER, nor will BTE make public proposals developed under this Agreement without prior written approval from the CITY MANAGER prior to said documentation becoming matters of public record. 21. COOPERATION WITH OTHER CONSULTANTS BTE shall cooperate with any other consultants in the CITY's employ or any work associated with the PROJECT. 22. SEXUAL HARASSMENT As a condition of this contract, BTE shall have written sexual harassment policies that include, at a minimum, the following information: A. the illegality of sexual harassment; B. the definition of sexual harassment under state law; C. a description of sexual harassment, utilizing examples; D. the vendor's internal complaint process including penalties; E. the legal recourse, investigative and complaint process available through the Illinois Department of Human Rights, and the Illinois Human Rights Commission; F. directions on how to contact the department and commission; G. protection against retaliation as provided by Section 6-101 of the Human Rights Act. - 7 - C. The CITY shall make monthly payments to BTE based upon each completed video production within 30 days after receipt and approval of invoice. Said periodic payments to BTE shall not be made until the task is completed and accepted by the CITY MANAGER. 4. INVOICES BTE shall submit invoices in a format approved by the CITY. 5. TERMINATION OF AGREEMENT Notwithstanding any other provision hereof, the CITY may terminate this Agreement at any time upon fifteen (15) days prior written notice to BTE. In the event that this Agreement is so terminated, BTE shall be paid for services actually performed and reimbursable expenses actually incurred prior to termination. It is expressly agreed and understood by the parties to this Agreement that if BTE does not utilize Jeff Meyers as the host of the public information programs created under the PROJECT, the CITY may terminate the Agreement at any time upon three (3) days prior written notice to BTE. 6. TERM This Agreement shall become effective as of the date BTE is given a notice to proceed and, unless terminated for cause or pursuant to Article 5, shall be deemed concluded upon the completion of the final bi-weekly public information program created under the project during 2005, as set forth in Article 1 if this Agreement. A determination of completion shall not constitute a waiver of any rights or claims that the CITY may have or thereafter acquire with respect to any term or provision of the Agreement. This Agreement shall automatically renew for an additional one-year term for the 2006 programming year with the production schedules set forth in Article 1, subparagraphs F and G, being determined at the sole discretion of the PIO consistent with the production frequency and lead times set forth in said subparagraphs of this Agreement. 7. NOTICE OF CLAIM If BTE wishes to make a claim for additional compensation as a result of action taken by the CITY, BTE shall give written notice of his claim within 15 days after occurrence of such action. No claim for additional compensation shall be valid unless so made. Any changes in BTE's fee shall be valid only to the extent that such changes are included in writing signed by the CITY and BTE. Regardless of the decision of the CITY MANAGER relative to a claim submitted by BTE, all work required under this Agreement as determined by the CITY MANAGER shall proceed without interruption. 8. BREACH OF CONTRACT If either party violates or breaches any term of this Agreement, such violation or breach shall be deemed to constitute a default, and the other party has the right to seek such administrative, contractual or legal remedies as may be suitable to the violation or breach; and, in addition, if either party, by reason of any default, fails within fifteen (15) days after notice thereof by the other party to comply with the conditions of the Agreement, the other party may terminate this Agreement. - 4 - A copy of the policies must be provided to the Department of Human Rights upon its request (775 ILCS 5/2-105). 23. WRITTEN COMMUNICATIONS All recommendations and other communications by BTE to the CITY MANAGER and to other participants that may affect cost or time of completion shall be made or confirmed in writing. The CITY MANAGER may also require other recommendations and communications by BTE be made or confirmed in writing. 24. NOTICES All notices, reports and documents required under this Agreement shall be in writing and shall be mailed by First Class Mail, postage prepaid, addressed as follows: As to CITY: As to BTE: Ms. Meredith Marth Mr. Michael A. Dimiceli Interim Public Information Officer BTE Video, Inc. City of Elgin 39W907 Bowes Road 150 Dexter Court Elgin, IL 60123-1394 Elgin, IL 60120-5555 The parties hereto have entered into and executed this agreement on the date and year first written above. CITY OF ELGIN BTE V •EOI BBy /� City Manager ice'' A t: City Clerk F:\Legal Dept\Agreement\BTE Video Productions.doc - 8 - • 9. INDEMNIFICATION To the fullest extent permitted by law, BTE agrees to and shall indemnify, defend and hold harmless the CITY, its officers, employees, agents, boards and commissions from and against any and all claims, suits, judgments, costs, attorneys fees, damages or other relief, including but not limited to workers compensation claims, in any way resulting from or arising out of negligent actions or omissions of BTE in connection herewith, including negligence or omissions of employees or agents of BTE arising out of the performance of this Agreement. In the event of any action against the CITY, its officers, employees, agents, boards or commissions, covered by the foregoing duty to indemnify, defend and hold harmless such action shall be defended by legal counsel of the CITY's choosing. The provisions of this paragraph shall survive any completion, expiration and/or termination of this agreement. 10. NO PERSONAL LIABILITY No official, director, officer, agent or employee of the CITY shall be charged personally or held contractually liable under any term or provision of this Agreement or because of their execution, approval or attempted execution of this Agreement. 11. INSURANCE A. Comprehensive Liability. BTE shall provide, pay for and maintain in effect, during the term of this Agreement, a policy of comprehensive general liability insurance with limits of at least $1,000,000 aggregate for bodily injury and $1,000,000 aggregate for property damage. BTE shall deliver to the CITY MANAGER a Certificate of Insurance naming the CITY as additional insured. The policy shall not be modified or terminated without thirty (30) days prior written notice to the CITY MANAGER. The Certificate of Insurance which shall include Contractual obligation assumed by BTE under Article 10 entitled "Indemnification" shall be provided. This insurance shall apply as primary insurance with respect to any other insurance or self-insurance programs afforded to the CITY. There shall be no endorsement or modification of this insurance to make it excess over other available insurance, alternatively, if the insurance states that it is excess or prorate, it shall be endorsed to be primary with respect to the CITY. B. Comprehensive Automobile Liability. Comprehensive Automobile Liability Insurance covering all owned, non-owned and hired motor vehicles with limits of not less than $500,000 per occurrence for damage to property. C. Combined Single Limit Policy. The requirements for insurance coverage for the general liability and auto exposures may be met with a - 5 - PROFESSIONAL VIDEO PRODUCTION SERVICES AGREEMENT THIS AGREEMENT, made and entered into this I T4-f day of u,4 R y , 200K by and between the CITY OF ELGIN, an Illinois municipal corporation ("CITY") and BTE VIDEO, INC., an Illinois corporation ("BTE"). WHEREAS, the CITY desires to engage BTE to furnish certain professional services in connection with the video production of bi-weekly and monthly public information programming highlighting special city events, city programs and services and other community events, including the video taping, editing and mastering the production for broadcast over the public, educational and governmental (PEG) programming cable television channels. NOW, THEREFORE, for and in consideration of the mutual undertakings as set forth herein, and other good and valuable consideration, the receipt and sufficiency of which is hereby acknowledged, the parties agree that the City does hereby retain BTE to provide the video production services as described herein subject to the following terms and conditions to-wit: 1. SCOPE OF SERVICES A. All work hereunder shall be performed under the direction of the City Manager of the CITY, or his designee, herein after referred to as the �.. "CITY MANAGER". B. BTE shall provide professional services in connection with the video production of 30 minute bi-weekly and monthly public information programming highlighting special city events, city programs and services, interviews with elected officials, and other community events, including the video taping, editing and mastering the production for broadcast over the public, educational and governmental programming cable television channels ("PROJECT").The content of the bi-weekly and monthly public information programs created under the PROJECT shall be as determined by the CITY's Public Information Office (PIO) in its sole discretion. C. BTE shall provide the PIO with proposed outlines and scripts for any public information program created under the PROJECT not less than two (2) weeks prior to the public information program's initial airing date and before commencing any video recording. BTE shall commence video recording for any public information program created under the PROJECT only after first receiving approval from the PIO. D. BTE shall provide the PIO with a fully produced and completed 30 minute public information program created under the PROJECT not less than five (5) days prior to the public information program's initial airing date. The PIO may request BTE to edit, revise or record new video content for any such fully produced and completed public information program created under the PROJECT prior to the program's initial airing date. E. BTE shall schedule all studio, equipment and production room equipment time with Hemmens Technical Staff. `F c" City of Elgin Agenda Item No. I "" L December 10, 2004 �►n` plot• z tug; ra ' TO: Mayor and Members of the City Council N ln► ,tr It 1.I FROM: David M. Dorgan, City Manager FINANCIALLY STABLE CITYGOVERNMENTEFFICIENT SERVICES. iv AND QUALITY INFRASTRUCTURE Sean R. Stegall, Assistant City Mana er Meredith A. Marth, Interim Public Information Officer Butch Wilhelmi, Technical Supervisor SUBJECT: A Local Programming Agreement Professional Services Agreement with BTE Video, Inc. PURPOSE The purpose of this memorandum is to provide the Mayor and Members of City Council with information to consider a professional services agreement with BTE Video, Inc. RECOMMENDATION 110 It is recommended that the City Council approve an agreement between the City of Elgin and BTE Video and approve the related staff adjustments as it relates to local programming, as outlined. BACKGROUND In 2003, the City Council established a Local Programming Committee (LPC). The purpose of the Committee was to provide recommendations to the City Council relating to the level and type of local programming services to be offered. For many years, Elgin was in a unique position in that local programming services were provided by Comcast, Inc. and its predecessors. These services were provided at the discretion of Comcast. The franchise agreement with Comcast, which was adopted on April 28, 2004, places the responsibility for the local programming services with the City. A similar arrangement exists with Wide Open West, Inc. While each cable company is not the direct service provider as it relates to local programming, both companies provide financial support for this service. At the direction of the LPC and City Council, City Staff formally solicited proposals for local programming services. As a result, the City received six responses. On January 14, the City Council accepted the report provided by the Committee, which outlined the results of proposal process, and directed City Staff to move forward with an agreement with BTE Video and to provide a studio and the equipment necessary for the service. • • • combined single limit of $1,000,000 per occurrence subject to a $1,000,000 aggregate. 12. NONDISCRIMINATION In all hiring or employment made possible or resulting from this Agreement, there shall be no discrimination against any employee or applicant for employment because of sex, age, race, color, creed, national origin, marital status, of the presence of any sensory, mental or physical handicap, unless based upon a bona fide occupational qualification, and this requirement shall apply to, but not be limited to, the following: employment advertising, layoff or termination, rates of pay or other forms of compensation and selection for training, including apprenticeship. No person shall be denied or subjected to discrimination in receipt of the benefit of any services or activities made possible by or resulting from this Agreement on the grounds of sex, race, color, creed, national origin, age except minimum age and retirement provisions, marital status or the presence of any sensory, mental or physical handicap. Any violation of this provision shall be considered a violation of a material provision of this Agreement and shall be grounds for cancellation, termination or suspension, in whole or in part, of the Agreement by the CITY. 13. ASSIGNMENT AND SUCCESSORS This Agreement and each and every portion thereof shall be binding upon the successors and the assigns of the parties hereto; provided, however, that no assignment shall be made without the prior written consent of the CITY. 14. DELEGATIONS AND SUBCONTRACTORS Any assignment, delegation or subcontracting shall be subject to all the terms, conditions and other provisions of this Agreement and BTE shall remain liable to the CITY with respect to each and every item, condition and other provision hereof to the same extent that BTE would have been obligated if it had done the work itself and no assignment, delegation or subcontract had been made. Any proposed subcontractor shall require the CITY's advanced written approval. 15. NO CO-PARTNERSHIP OR AGENCY This agreement shall not be construed so as to create a partnership, joint venture, employment or other agency relationship between the parties hereto. 16. SEVERABILITY The parties intend and agreed that, if any paragraph, sub-paragraph, phrase, clause or other provision of this Agreement, or any portion thereof, shall be held to be void or otherwise unenforceable, all other portions of this Agreement shall remain in full force and effect. 17. HEADINGS The headings of the several paragraphs of this Agreement are inserted only as a matter of convenience and for reference and in no way are they intended to - 6 - I • BTE Video and Local Programming December 10, 2004 Page 2 • The City Council recently reiterated its desire to move forward with the local programming effort on August 18, 2004. BTE Video provided the lowest cost option at $2,000 per semi- monthly program and $400 per monthly show. BTE Video also retains the services of Jeff Myers, formerly Comcast's on-air personality, which was deemed to be a great asset by the LPC. It is proposed that the semi-monthly program be known as Elgin Today and the monthly program will be Elgin Up-Close. Both shows will complement the City's Community Newsletter, The Spirit, highlighting City events, services, programs, and other community events. Elgin Today will feature a wide range of activities that occurred within community over the prior two weeks. Elgin Up-Close will be an interview program featuring the Mayor, Members of City Council and other community leaders about issues facing the community. Elgin Today will closely resemble the former Week in Review Program. Neither of the programs are intended to be "news" oriented, but rather forums for public information providing information about City programs and services to the community, similar to the City's community newsletter, The Spirit, and the City's Website. In conjunction with the agreement with BTE, City Staff will continue taping and airing the Elgin City Council meetings. Per Council request, Planning and Development meetings will also be produced by City Staff. A Hemmens Part-Time Operator will be responsible for these functions. It is less expensive for these programs to be produced by City Staff as opposed to contracting with BTE Video for these services. BTE Video proposed a rate of $50 per hour for meeting • production or approximately $250 per meeting (5 hours). The hourly rate (salary and benefits) for the in-house personnel is $20.70 or approximately $103 per meeting (5 hours). It is recommended that this existing part-time position be upgraded to permanent part-time (30 hours per week, 1560 per year) in order to provide for the additional staff time needed to manage the taping, editing and scheduling of programs, and maintaining the community bulletin board. This cost is estimated to be $32,300 (salary and benefits) per annum, with $11,000 already budgeted in 2004. Therefore, the additional costs related to this effort are $21,300. This cost has been included in the 2005 Proposed Budget. With the closing of Comcast's Weld Road studio, City Staff has been working with both Comcast and Wide Open West (WOW) to establish a_studio at The Hemmens with connecting feeds to both cable companies. The installation of the necessary cables and fiber optics has been installed allowing the shows to be aired directly from The Hemmens. The City Council previously approved the purchase of the necessary equipment for the filming, editing, and airing of shows and meetings earlier this year. It is important to note that Channel 17 on both Comcast & WOW will be Government Access Channels not Public Access and will not provide a public studio for the general public. The station will continue to offer the Bulletin Board component that currently broadcasts community events and postings as they are included in the Connections newsletter and on the City's website calendar. In addition, the shows produced by BTE will cover local events throughout the • community. The decision whether to broadcast certain events will be made on a case-by-case basis. If necessary, policy direction will be requested of the City Council. As with any new . endeavor, it will evolve over time as the City experience in this area grows. vu BTE Video and Local Programming ' December 10, 2004 Page 3 0 COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED The Local Programming Committee and various neighborhood associations. In addition, as a part of the Comcast Franchise Renewal process, a public input session was held concerning all cable related topics, including local programming. 9,,,,_ FINANCIAL IMPACT The Proposed 2005 Budget contains $70,000 for local programming services as a part of the 2005 General Fund Decision Packages. The monthly cost for the Elgin Today and Elgin Up- Close programs, via BTE Video, will be $4,400 per month or $52,800 per annum. The additional personnel costs to the City are estimated to be $21,300 for 2005. This results in a total projected cost of $74,100. The $4,100 difference will be absorbed by the 2005 Hemmens Operating Budget. The costs related to the contract with BTE Video ($52,800) will be accounted for in account number 010-0302-711.30-99 "Miscellaneous Professional Services." The in-house personnel costs ($21,300) will be accounted for in 296-5402-765.01-04 "Hemmens — Part Time Employee Earnings." In order to support this effort, the Proposed 2005 Budget contains $70,000 in revenue from • Comcast and Wide Open West. These monies have been budgeted in account numbers 010- 0000-604.03-23 "Comcast — PEG Support" and 010-0000-604.03-24 "WOW — PEG Support" respectively. These payments are made in accordance with the respective franchise agreements. LEGAL IMPACT \MP/None. ALTERNATIVES 1. Do not approve the Purchase of Service Agreement with BTE Video and not move forward with local programming efforts. 2. Approve the Purchase of Service Agreement with BTE Video. Respectfully submitted for Council consideration. SRS/MAM:mam Attachments 4111