HomeMy WebLinkAboutAgenda - 06-12-2007-4fORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: Juhe 12, 2007
Action Agenda
Item No. ~~~-~
SUBJECT: Contract Renewal -The Peoples Channel for Live Casting, Video Taping, and
Cable Casting Orange County Board of Commissioners' Meetings
DEPARTMENT: Purchasing & Central Services PUBLIC HEARING: (Y/N) No
ATTACHMENT(S):
Proposed Contract Renewal w/Exhibits
INFORMATION CONTACT:
Pam Jones, Purchasing & Gentral
Services, 245-2652
Donna Baker, County Clerk, 245-2130
Gwen Harvey, Assistant County
Manager, 245-2307
PURPOSE: To present for approval a contract renewal with The People's Channel for live
casting, videotaping, and cable casting regular Board of County Commissioners' 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 BOCC meetings
from the Southern Human Services Genter in Chapel Hill and the F. Gordon Battle Courtroom in
Hillsborough. The attached contract renewal has been revised to reflect the recently completed
technical upgrades at Southern Human Services Center in order to automate videotaping and
initiate live casting.
The renewal also references plans to equip BOCC meeting space for live casting in similar style
in the future redesign of the John M. Link, Jr. Government Services Center.
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 are
reduced from $1,204 under the old contract to $666 per meeting; the payment for meetings held
at the Gordon Battle Courtroom are also reduced slightly from $1,266 to $1,140.
Using the approved 2007 BOCC calendar as an illustration, total County costs under the terms
of the revised contract proposal would be $19,866. Actual costs in FY07-08 will be based upon
the 2007 BOCC calendar (July-January) and the 2008 BOCC calendar (January-July) as
prepared by the County Clerk and approved by the BOCC.
The contract term is consistent with the fiscal year-July 1 through June 30. Funds to cover the
costs of this contract are included within the non-departmental account, Cable Casting of Board
of Commissioners Meetings, as part of an annual appropriation.
RECOMMENDATION(S): The County Manager recommends that the BOCC approve the
contract renewal with The People's Channel and authorize the Chair to sign and execute the
agreement.
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STATE OF NORTH CAROLINA
CONTRACT RENEWAL
ORANGE COUNTY
WHEREAS, this the day of , 2007, 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 $35 to cover standard cable
service in order to monitor Orange County Government Access Channel 265.
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
• $1,140: meeting with The People's Channel equipment at the F. Gordon Battle Courtroom,
Hillsborough
• $1,600: meeting with The People's Channel equipment at any other location (including
meetings held in other areas of the Courthouse)
• 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, Jr. 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.
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9. The effective term of this agreement is July 1, 2007 through June 30, 2008 and is renewable on
an annual basis.
Contractor:
Board of County Commissioners
County:
Moses Carey, Jr., Chair
Witness:
County Clerk
Attest:
Donna S. Baker, Clerk
5
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BOCC Automated Job Descriptions
The Peoples Channel
Director
- Call and schedule crew for each shoot
- Manage crew during set up/break down/shoot
- Enter appropriate keys for each taping
- Make sure that program goes live
- Direct live program of County Commissioners
- Set up/break down and test Elmo Podium and microphones
- Assure that control room is in clean and working order
- Automate Channe1265 for repeat broadcast of BOCC meetings
- Assure County has copy of program for its archive
- Serve as main contact between The Peoples Channel and Orange County
Assistant Director
- Assist Director in set up/break down/shoot of County Commissioners meeting
- Assist Director, as needed, with keys for each taping
- Assist Director in making sure program goes live
- Frogram (as necessary) and operate robotic cameras for the meeting
- Assist in set up/break down and test of Elmo Podium and microphones
- Assure that control room is in clean and working order