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HomeMy WebLinkAboutAgenda - 02-07-2001-9eORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: February 7, 2001 Action Age a Item No. SUBJECT: Contract for Orange County Video Production DEPARTMENT: Clerk to the Board of PUBLIC HEARING: (Y/N). No Commissioners and Personnel ATTACHMENT(S): 1- Horizon Video Production Stages 2- Production Cost Estimate from Horizon Video, Inc INFORMATION CONTACT: Kathleen Goodhand, Human Resources Analyst TELEPHONE NUMBERS: Hillsborough 732-8181 Chapel Hill 968-4501 Durham 688-7331 Mebane 336-227-2031 PURPOSE: To consider approving a contract with Horizon Video Productions, Inc. to complete a: • 12 to14 minute informational video highlighting Orange County's departments and services. • An additional five minute "challenges" module that could be inserted into the information video and used in presentations to civic and other community groups to also brief them on the challenges the County faces and how it is addressing these. BACKGROUND: At the June 29 Board of Commissioners' meeting, the Board considered a proposal to contract with Horizon Video to produce an Orange County video. The Board designated Commissioners Margaret Brown and Steve Halkiotis to work with staff on considering several questions related to the video as well as the contract for Orange County's Web site design and the upcoming Report to the People. Among other things, the Board asked that a general or overall theme be developed and used for all three communications (video, web site and Report to the People) and that there be opportunity within the development process for each communication for the Board's input and review. Commissioner Brown, Commissioner Halkiotis and staff met several times to discuss the three planned communications, overall themes and production processes. For the video, they also received presentations and reviewed sample work products from the two vendors involved, including the proposed video provider - Horizon Video Productions, Inc. Below is additional background information related to the proposal. Theme Concept Commissioner Brown, Commissioner Halkiotis and staff identified the theme concept that would be reflected in and interwoven through all three communications: the website, video and Report to the People. In terms of theme for the three communications, they determined that the theme in concept would focus on "real people doing real things" and include the theme concepts of "people" and "resources," "protection" and "preservation." Among other things, the communications would highlight the quality of life in Orange County and convey the message that "You Count." Challenges In addition, it was decided to expand the originally proposed informational County video to include a module on "challenges" the County currently is addressing. This additional approximately five minute "challenges" segment could be used as part of the information video when talking to civic and other community groups. It would include efforts the County is making to address such issues as land preservation, education, water resources protection and affordable housing. Proposed Video Usage The video will be presented to: ? New County employees at employee orientation sessions, ? New members of County boards and commissions at orientation sessions Citizens on cable access television Citizens through Orange County's web site and Community, civic and educational groups. It will provide an overview of Orange County services and departments and an optional module on challenges the County is addressing. Horizon Video Horizon Video will design the video in modular segments. This will increase the shelf life of the video by allowing some ability to insert or delete dated information in a specific segment as needed to reflect changes. Modular segments will also make it possible to use the "challenges" section of the video as desired for specific presentations. Horizon Video also has identified video options that include creating a digital copy of the. video that could be viewed on the County's Web site and putting a copy of the video on CD so that it could be shown on the computer or a lap top. These costs are included in the overall costs shown in Financial Impact. Video Theme Horizon Video will design the video to reflect the County's overall theme concept of "people", and resources" and "protection" and "preservation." Theme messages will reflect "Orange County protects and plans for our people and the environment." "Orange County is proactive i 3 and working to address the challenges facing our community and preserve the quality of life. The video will communicate theme messages using a variety of visual and auditory aides. Video Development Process and County Commissioners' Review and Input Attachment 1 shows Horizon Video's proposed production stages. During each of these production stages, there will be communication between the Horizon Video staff and Orange County in order to address the County's communication objectives, provide opportunities for review, additional input, and to make changes as needed. County Commissioners may have input at each of these stages. Among other things, Commissioners would have input on the challenges to be highlighted in the optional video module. FINANCIAL IMPACT: The total cost of the proposed video production would not exceed $31,000. Attachment 2 shows the production cost estimate and includes the additional production stages and cost of the five minute "challenges" module. Funding approved in prior fiscal years is available in the Connecting Orange County Capital Project. RECOMMENDATION(S): The Manager recommends that the Board accept the proposal from Horizon Video Productions, Inc. in an amount not to exceed $31,000 and authorize the Manager to execute the contract upon satisfactory review of the staff and County Attorney. Attachment 1 Horizon Video Production Stages 1. Pre-Production Planning Pre-production planning includes meetings with Orange County representatives to obtain a total understanding of the project. During this phase, the Horizon writing team gathers the vital information and begins suggesting ideas for a treatment. Pre-production also includes location scouting, casting, planning for animation and graphics, and creating a production schedule for scripting, shooting, and editing. 2. Scripting Scripting begins with a treatment. After initial meetings and research, the Horizon writing team creates one or two treatment ideas for the County's approval. The treatment is usually a two to three page draft of a concept for the video. Once Orange County has selected a treatment, the Horizon writing team will create the first draft of the script. Orange County representatives then will review the draft script. After the script has been approved, shooting begins. 3. Shooting Shooting includes on-location and studio shooting. Horizon shoots on the broadcast standard, Betacam format, and offers standard Beta, or Beta-SP tapes for the highest quality. 4. Off-Line Editing In preparing for the off-line edit, Horizon Video transfers the footage to a computer and the footage is "digitized" in preparation for the creative editing process. The editor and director create a rough cut or "off-line" edit of the show. It is in this stage that the show begins to take shape both visually and audibly. The off-line gives the County a sense of the content and feeling of the final product. By using a computer to assemble the rough cut, changes to the program can easily be made during this process. S. On-Line Edit Once the off-line edit has been approved, Horizon begins the on-line edit. During this process, all of the video's elements, including narration, music, dissolves and effects, are blended together from the original tapes to create the final product, which will be on Digital Betacam tape stock. A protection master is also made from the edited master. All dubs are made from the protection master, after the on-line edit has been approved. Attachment 2 Production Estimate Presented to Orange County For Orange County Government Video Production Step Informational Challenges Video Module Pre-Production and Scripting - Includes research into $1,000.00 $450.00 existing footage, selection of interviewees and scripting On-Location Shooting - For information modules, $7,000.00 $3,400.00 includes crew of'two with basic camera package for four days, Producer/Director for 2 days, lipstick cam for one day. For challenges module, includes crew of two with basic camera package for two days and Producer/Director for one day. Off-Line Edit- For information modules, includes $5,420.00 $1,720.00 cataloging footage, narration talent* and recording time, 40 hours of off-line editing and producer/ director. For challenges module, includes 3 hours loading of additional footage and 16 hours off line editing. Library Music $565.00 $150.00 Title, Key and Graphics $900.00 $180.00 On-Line Edit - For information modules, includes $3,725.00 $1,700.00 graphic loading/composing, 16 hours of Digital editing and audio mixing and audio layback. For challenges module, includes 7 hours of digital editing and audio mixing and layback. Tape Costs - Includes raw & work tapes, Digital Master an $1,220.50 $550.50 Protection Master and 3 VHS copies of the final show Total $19,830.50 $8,150.50 $27,981 Digitize the video for website $450.00 $150.00 Digitize video to CD with simple navigation $1,750.00 $150.00 Grand Total $22,030.50 $8,450.50 $30,481 *Narration talent costs are estimated for the purposes of this quote and could vary depending upon the voice talent selected. TERMS AND CONDITIONS This estimate does not include per diem or sales tax. The shooting day rates are based on a ten (10) hour day. Any hours worked over ten (10) will be charged at a rate of time and one-half. Horizon Video Productions, Inc. reserves the right to a ten (10) percent contingency fee on all estimates. This estimate is valid for sixty (60) days from the date appearing on the estimate.