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HomeMy WebLinkAbout2011-403 BOCC - Velasquez Digital Media Communications for videography of BOCC meetings for 2011-2012 [Departmental Use Only] TITLE Videography of County Commissioner Meetings through December 31,2010 FY 2011 ORANGE COUNTY CONTRACT UNDER$10,000.00 NORTH CAROLINA THIS AGREEMENT, made and entered into this 1st day of October, 2010, ("Effective Date") by and between Orange County, North Carolina, a body politic and corporate organized under the laws of the State of North Carolina, (the "County"), party of the first part; and Velasquez Digital Media Commuications (VDMC)(the"Provider"),party of the second part; WITNESSETH: For the purpose and subject to the terms and conditions hereinafter set forth, the County hereby contracts for the services of the Provider, and the Provider agrees to provide the following services to the County in accordance with the terms of this Agreement,time being of the essence: The services and/or materials (hereinafter referred to collectively as "Services") to be furnished under this Agreement are as follows: Videography of regular County Commissioner meetings and other related services per the attached proposal dated August 30,2010. The term of this agreement rendered shall be from October 1,2010 to January 1,2011. Provider represents and agrees that Provider is qualified to perform and fully capable of performing and providing the services required or necessary under this Agreement in a fully competent, professional and timely manner to the satisfaction of the County. Provider shall be responsible for all errors or omissions, in the performance of the Agreement. Provider shall correct any and all errors, omissions, discrepancies, ambiguities,mistakes or conflicts at no additional cost to the County. Provider agrees that Provider shall not sub-contract any of the services to be provided in this Agreement, nor shall Provider assign any right or responsibility granted or required by this Agreement,without the prior written approval of the County. SPECIFIC TERMS 1. Payment: The County agrees to pay at the rates specified for Services satisfactorily performed in accord with this Agreement. The amount to be paid by the County shall not exceed seven thousand dollars, ($7,000). Payment shall be made within thirty (30) days of an invoice properly submitted to County. Should Provider fail to perform its duties under the terms of this Agreement,County may,without fault or penalty,withhold any payment associated with the work to be performed until such time as said work is completed. 2. Non—waiver: Failure by County at any time to require the performance by Provider of any of the provisions hereof shall in no way waive or affect the County's right hereunder to enforce the same,nor shall any waiver by the County of any breach be held to be a waiver of any succeeding breach or a waiver of this Non-Waiver Clause. 3. Independent Contractor: The Provider shall operate as an independent Provider, and the County shall not be responsible for any of the Provider's acts or omissions. The Provider shall not be treated as an employee with respect to the Services performed hereunder for federal or state tax, unemployment or workers' compensation purposes. The Provider understands that neither federal, nor state, nor payroll tax of any kind shall be withheld or paid by the County on behalf of the Provider or the employees of the Provider. 4. Insurance: The Provider shall obtain, at its sole expense, all insurance needed to adequately insure itself during the performance of these services as required by the County's Risk Management Policy. Revised July 2010 1 5. Indemnity: The Provider agrees to defend, indemnify, and hold harmless Orange County from all losses, liabilities, claims, demands, suits, costs, damages or expenses (including reasonable attorney's fees) arising from bodily injury, including death, to any person or persons or damage to or destruction of any property caused in whole or in part by any negligent or intentional act or omission on the part of the Provider. 6. Termination:This Agreement may be terminated at any time by mutual written agreement of the parties or by the County upon written notice to the Provider. 7. Entire Agreement: The parties have read this Agreement and agree to be bound by all of its terms, and further agree that it constitutes the complete and exclusive statement of the Agreement between the parties unless and until modified in writing and signed by the parties. Modifications may be evidenced by telefacsimile signature. 8. Governing Law:aw: Both parties agree that this Agreement shall be governed by the laws of the State of North Carolina. Should either party initiate litigation to settle any dispute involving the terms of this Agreement such litigation shall be initiated in the General Court of Justice of North Carolina seated in Orange County,North Carolina. 9. Non Appropriation: Provider acknowledges that County is a governmental entity, and the validity of this Agreement is based upon the availability of public funding under the authority of its statutory mandate. In the event that public funds are unavailable and not appropriated for the performance of County's obligations under this Agreement, then this Agreement shall automatically expire without penalty to County immediately upon written notice to Provider of the unavailability and non-appropriation of public funds. IN WITNESS WHEREOF,Orange County and the Provider have signed this Agreement,effective as of the day first written above. ORANGE COUNTY PROVIDER By: 42— P By: ``r' ` / / County Manag r Title: , (/2� 200 S. Cameron St. P.O. Box 8181 Hillsborough,NC 27278 This ins ent h be ppr ved as to technical content. Donna VBaker,D artment Director This instrument has been pre-audited in the manner required by the Local Government Budget and Fiscal Control Act. V(IAn(,W /J • (lI Office of the Finance Director This instrument has been approved as to form and legal sufficiency. O ce of the County Attorney Revised July 2010 2 Velasquez Digital Media Communications, LLC, (VDMC), respectfully submits this proposal for cable casting services to Orange County North Carolina Government on August 30, 2010. The quote is based on providing services at two different venues. Each venue has been inspected and this quote provides details to ensure professional cable casting services for both venues. One venue is known to have equipment sufficient to cable cast and requires expertise and labor. The second venue is partially wired and requires equipment and labor to be supplied by VDMC. The additional services in this quote are for both venues' set up of County microphones and presentation podium and providing government channel scheduling and updating bulletin board system for cable casting. The County may add a camera to the Department of Social Services, Hillsborough Commons, 113 Mayo Street, Hillsborough,North Carolina venue. This will not increase the costs nor is it necessary. VDMC requests that the County supply an additional camera when possible to add to the value of the final product. VDMC requests a monthly review of services by the County staff. The review is requested so that VDMC can make adjustments or corrections to processes and procedures. The review is also to ensure that the County remains informed about inventory, manuals,procedures and equipment. CABLE CASTING SERVICES $1,665 for three BOCC meetings held in the Southern Human Services Center 02501 Homestead Rd., Chapel Hill,NC. $555 /meeting under four hours using an equipped meeting room and staffed with two people. If meeting exceeds five hours, VDMC will charge $501 per half hour after the fifth hour. The tasks include: • Entering text for titles and agenda • Composing appropriate shots • Monitoring Audio levels • Monitoring video light levels • Recording the meeting • Going live to cable • Scheduling a rebroadcast of the meeting • Regular maintenance • Compiling equipment and procedure manual • Communicating with clerk,manager and staff about cable schedule • Maintain a professional meeting environment • Enter bulletin board items • Standardize the video and audio system • Set up and break down microphones and podium equipment • Annual report submitted to clerk/manager 2 weeks before contract conclusion Labor includes: • Technical Director • Audio/Graphics operator $4,665 for three BOCC meetings in the Department of Social Services, Hillsborough Commons, 113 Mayo Street, Hillsborough,North Carolina. $1,555 /meeting under five hours and staffed with four people. If meeting exceeds five hours, VDMC will charge a $195/half hour after the fifth hour. Professional equipment being provided by VDMC; • Communication system • Two broadcast quality video cameras • Tripods • Headphones • Video switcher • Scan converter • Audio mixer • Video and Audio monitor for control room • Video monitor for meeting room • DVD-recorder • Title and graphic Generator • Set up and break down microphones and podium equipment Labor includes: • Technical Director • Two camera operators • Audio/Graphics operator GOVERNMENT CHANNEL MAINTENANCE $390 for three months of updates to the Bulletin Board System. VDMC will review public announcements; design new BB announcements and update in a timely manner. $130/month for updates to the BB and scheduling the government cable channel. OTHER SERVICES Maintenance, Research and Consulting will be provided at $35/hour. Meetings held in any venue not listed in this quote will start at$1,500 plus costs for any additional sound or AV support as requested. Main contact for this proposal is Monique Velasquez, Office (919) 682-9874, monique @velasquezmedia.com.