HomeMy WebLinkAboutAgenda - 06-24-2008-4sORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: June 24, 2008
Action Agenda
Item No. ~-~
SUBJECT: Contract Renewal -The Peoples Channel for Live Casting, Video Taping, and
Cable Casting Orange County Board of Commissioner Meetings
DEPARTMENT: Purchasing & Central Services PUBLIC HEARING: (Y/N) No
ATTACHMENT(S):
Proposed Contract Renewal w/Exhibits
INFORMATION CONTACT:
Pam. Jones, Purchasing & Central
Services, 245-2652
Donna Baker, County Clerk, 245-2130
Gwen Harvey, Assistant County
Manager, 245 2307
PURPOSE: To consider approving a contract renewal with The People's Channel for live
casting, videotaping, and cable casting regular Board of .County Commissioner meetings.
BACKGROUND: Orange County has contracted with The People's Channel since the late
1990s to provide equipment and personnel to create quality productions of BOGC meetings
from the Southern Human Services Center in Chapel Hill and the F. Gordon Battle Courtroom in
Hillsborough. Under the renewal, The People's Channel will continue to be responsible for live
casting and videotaping/cable casting regular BOCC meetings along with playback automation
and technical monitoring via Orange County Government Access Channel 265. The contract
also allows for additional services; i.e., original program development and technical production,
which may be provided, upon request, at an additional predetermined fee for service.
FINANCIAL IMPACT: Orange County pays The People's Channel on a per meeting basis
according to location. Under the revised terms, the payment for meetings held at Southern is
reduced, from $1,204 under the old contract to $666 per meeting and the payment for meetings
held at the F. Gordon Battle Courtroom are also reduced slightly, from $1,266 to $1,140 per
meeting.
Total County costs under the terms of the contract renewal are estimated at $20,000 - $25,000.
Actual costs in FY2007-08 will be based upon the 2008 BOCC calendar (July-January) and the
2009 BOCC calendar (January-July) as prepared by the County Clerk and approved by the
BOCG. Sufficient funds have been provided in the Manager's recommended ,budget to continue
this contract service.
RECOMMENDATION(S):. The Manager recommends that the BOCC approve the contract
renewal with The People's Channel and authorize the Chair to sign and execute the agreement
contingent upon adoption of the FY2008-09 budget.
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STATE OF NORTH CAROLINA
CONTRACT RENEWAL
ORANGE COUNTY
WHEREAS, this the day of , 2008, the County of Orange North Carolina,
hereinafter referred to as "County", and the People's Channel, hereinafter referred to as
"Contractor" desire to enter into an agreement for live casting and/or videotaping and cable casting
meetings that are held by the County Board of Commissioners and mutually agree as follows:
County Responsibilities:
1. The County shall provide the Contractor with a schedule of regular meetings as quickly as
practicable after they have been established;
2. The County shall provide the Contractor with as much notice as is possible for unscheduled
meetings, but not less than 48 hours prior to meeting time;
3. The County shall pay the invoices submitted by Contractor with 30 days of receipt of invoice;
4. The County shall provide the Contractor with a monthly amount of $50 to cover standard cable
service in order to monitor Orange County Government Access Channel 265, and $35 per hour
for bulletin board maintenance.
5. Additional services may be authorized in advance by the County Clerk or County Manager.
Invoices payable according to The People's Channel Productions Channel 265-OC
Government TV Management and Extra Service Rates sheet attached.
Contractor Responsibilities:
1. The Contractor shall operate and/or provide all equipment and personnel necessary to provide
a quality production of County Commissioner meetings.
2. The Contractor shall ensure that the meeting site is left in the. manner in which it was found
prior to the Contractor setting up their equipment for such meeting.
3. The Contractor shall conduct them selves in a professional manner while at the meeting site
and shall ensure that the live casting and videotaping processes are as professional and
unobtrusive to the meeting proceedings as possible.
4. The Contractor shall provide the County with one videotaped copy of each meeting and such
copy shall become the property of the County.
5. The Contractor shall be responsible for automating Channel 265 for repeat broadcast of BOCC
meetings;
6. The Contractor shall submit invoices to County pursuant to the following schedule:
• $666: meeting with automated equipment at the Southern Human Services Center, Chapel
Hill
• $1140: meeting with The People's Channel equipment at the F. Gordon Battle Courtroom,
Hillsborough
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$1600: meeting with The People's Channel equipment at any other location (including
meetings held in other areas of the Courthouse)
$50: Monthly Channel, Monitoring; $35 per hour Bulletin Board Maintenance.
NOTE: A fee of $693 is proposed for meetings to be held in the fully-wired space to be
developed for BOCC purposes as part of a future remodeled John M. Link, Sr. Government
Services Center.
7. Invoices shall be sent to County of Orange, Director of Purchasing and Central Services, POB
8181, Hillsborough, NC 27278
8. The People's Channel will, at the request of the County, provide other production services and
Channel 265 technical management or maintenance at the rates attached to this document.
9. The effective term of this agreement is July 1, 2008 through June 30, 2009.
10. Either party may terminate this agreement upon 30 day written notification.
Contractor:
The People's Channel
Title:
Date:
County:
Board of County Commissioners County Clerk
Attest:
Barry Jacobs., Chair Donna S. Baker, Clerk
Date:
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