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HomeMy WebLinkAbout10/17/2012 - STAFF REPORTS - 2.J. ���?PLM SA4 iy V N Gy>O4PiFa i c44 1F0"` CITY COUNCIL STAFF REPORT DATE: OCTOBER 17, 2012 CONSENT CALENDAR SUBJECT: APPROVE AN AGREEMENT FOR VIDEO BROADCASTING AND PRODUCTION SERVICES (RFP11-12) WITH PS89 PRODUCTIONS, LLC FROM: David H. Ready, City Manager BY: James Thompson, City Clerk SUMMARY The City Council will consider approving an agreement with PS89 Productions, LLC for video broadcasting and production services for City Council meetings and other as- needed special events and projects. RECOMMENDATION: 1. Approve an agreement with PS89 Productions, LLC for Video Broadcasting and Production Services for City Council meetings and other as needed projects and events for a three-year period. 2. Adopt Resolution No. , "A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PALM SPRINGS, CALIFORNIA, AMENDING THE BUDGET FOR FISCAL YEAR 2012-13 FOR VIDEO BROADCASTING AND PRODUCTION SERVICES." 3. Authorize the City Manager to execute the Agreement. STAFF ANALYSIS: In 2010, the City's Cable Communications Coordinator retired from City service, and at that time, the City did not replace the position as part of the 2010 Budget Reduction Plan. The City traditionally operated PSCTV with 1.5 FTE's; the full-time Communications Coordinator (now retired), and one part-time Broadcast Assistant. In response to the reduction in staff in 2010, the City no longer broadcasts commission and board meetings live on PSCTV, but records them and broadcasts the taped meetings as part of a routine broadcast schedule. ITEM NO. �, City Council Staff Report October 17, 2012-- Page 2 Video Broadcast Services To facilitate the live broadcast of City Council meetings, a two-member broadcast crew is required, and the City utilized other staff in administrative departments on a "volunteer" overtime basis. While, the alternative "volunteer' method has been successful in maintaining live broadcasts of City Council meetings, it requires constant coordination and training of staff to ensure adequate coverage. City staff has been discussing a consistent and comprehensive method to address the City's broadcasting services, including the live broadcast of City Council meetings, along with the ability to film special events and projects on an as-needed basis. To that end, City staff developed and released an RFP for Video Broadcasting and Production services, to determine the feasibility of providing such services in an efficient and effective manner, which meets the City's service needs and expectations of the community who view PSCTV. City staff developed the RFP, for respondents to provide two separate activities: a) the cost for producing and broadcasting a typical live City Council meeting; and b) as- needed special events and projects using the equipment provided by the production company, as the City owns limited off-site equipment. Three proposals were received as follows, along with the costs to broadcast a live City Council meeting using the PSCTV studio and City equipment: Firm Name, Location Bid cost per hour for live meeting PS89 Productions, Coto de Caza, CA Engineer $70 per hour Asst. Engineer $55 per hour TOTAL $125 per hour Mercury Film & Television, Palm Desert, CA Director $50 per hour Producer $50 per hour Tech Dir./Editor $50 per hour Camera A $20 per hour Camera B $20 per hour Audio Engineer $30 per hour TOTAL $220 per hour + Addl. Costs Kaminsky Productions, Palm Springs, CA Producer $125 per hour Engineer $125 per hour TOTAL $250 per hour 002 City Council Staff Report October 17, 2012 -- Page 3 Video Broadcast Services As standard RFP procedure, a City RFP review team was assigned to review, rate and score the proposals and make a recommendation. After the comprehensive review and reference check, the RFP review team recommends PS89 Productions. Two firms responded to the RFP that are located in the Coachella Valley. The City's local preference policies and procedures were incorporated into the review, rating and scoring of the three proposals. Kaminsky Productions (Palm Springs) received the local preference as part of the review and rating. Mercury Film and Television (Palm Desert) did not receive the local preference as they did not submit the required documentation necessary for the Procurement Division to establish the local preference. It should be noted the recommended vendor, PS89 Productions, is not located in the Coachella Valley, but indicated they utilize local talent and resources when feasible, and have lined-up staff and vendors in Palm Springs and the Coachella Valley for staff and services under the proposed agreement with the City of Palm Springs. Ancillary to the cost to produce and broadcast live meetings, the City requested as part of the RFP, staffing and other costs to film, edit, and produce, along with providing all the necessary equipment for special events. In the past, the City staff with 1.5 FTE's was limited in depth, and owns minimal equipment to produce the video, lighting, and audio necessary for production outside of the City Hall cable facility. The number and scope of the as-needed special events and projects is not entirely predictable in any given year. The costs in the three proposals for special events and projects were basically proportional to those costs for producing the live broadcast of meetings. Equipment charges varied based on the inventory of the contractor, from stated fixed costs to the costs of outsourcing, plus an hourly rate for scheduling and a 15% administrative charge. It should be noted that the local Palm Springs vendor indicated in their submitted proposal, they preferred all special events and projects be individually negotiated and costs would be determined based on the specifics of the particular event. Such an arrangement is not preferred by City staff, as the goal was to have established fixed and guaranteed rates and charges, and not have to bid and negotiate each and every individual special event and project that may occur in any given year. The proposed contract is for a three year period, with no cost increases or adjustments allowed in the first three years. Additionally, the contract provides for an extension of the term for two additional years, and rates may be adjusted based on the CPI. The proposed contract provides a 30-day cancellation clause by the City or the contractor with or without cause. The proposed contract is not an exclusive contract, and the City may still use other vendors for filming special events and projects, if feasible under the specific circumstances. 003 City Council Staff Report October 17, 2012 -- Page 4 Video Broadcast Services The current part-time Broadcast Assistant will remain on staff to: tape commission and board meetings, schedule current programming and the current and topical "information board" broadcast on PSCTV, along with special projects and presentations. FISCAL IMPACT: Staff estimates to broadcast live a typical 4 hour City Council meeting would require the two-member team approximately 10 hours to prepare presentations and graphics for the meeting, pre-meeting set-up and audio checks, along with breakdown and post meeting work. Based on 10 hours per meeting, the estimated cost for the live broadcast of City Council meetings per year is approximately $27,000. A budget resolution has been prepared and included with this report to budget for the live broadcast of City Council meetings. Additional costs for special events and projects will be budgeted in the individual departments that would utilize the contract services on an annual basis as part of the regular budget process. 1 ames Thompson, City Clerk Iais ell, Communica ions Direc or DAVID H. READY, NAGER Attachments: PS89 Request for Proposal Proposed Agreement Budget Resolution 004 RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PALM SPRINGS, CALIFORNIA, AMENDING THE BUDGET FOR FISCAL YEAR 2012-13 TO PROVIDE FUNDING FOR VIDEO BROADCASTING AND PRODUCTION SERVICES. WHEREAS, Resolution No.23235 approving the budget forthe Fiscal Year2012-13 was adopted on June 1, 2012; and WHEREAS, the City Manager has recommended, and the City Council desires to approve, certain amendments to said budget. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF PALM SPRINGS DOES HEREBY RESOLVE, that the Director of Finance is authorized to record inter-fund cash transfers as required in accordance with this Resolution, and that Resolution No.23235, adopting the Fiscal Year 2012-13 budget is hereby amended as follows: SECTION 1. ADDITIONS: Fund Activity Account Amount 001 1231 43200 $27,000. General Fund Public Affairs Contract Services Purpose: Establish funding for Airline Incentive Program SECTION 2. SOURCES: Fund Activity Account Amount 001 General Fund Fund Balance 001-29301 $27,000. PASSED,APPROVED AND ADOPTED BY THE PALM SPRINGS CITY COUNCIL THIS 17T" DAY OF OCTOBER 2012. DAVID H. READY, CITY MANAGER ATTEST: JAMES THOMPSON, CITY CLERK 005 Resolution No. Page 2 CERTIFICATION STATE OF CALIFORNIA ) COUNTY OF RIVERSIDE ) ss. CITY OF PALM SPRINGS ) I, JAMES THOMPSON, City Clerk of the City of Palm Springs, hereby certify that Resolution No. is a full, true and correct copy, and was duly adopted at a regular meeting of the City Council of the City of Palm Springs on October 19, 2012, by the following vote: AYES: NOES: ABSENT: ABSTAIN: JAMES THOMPSON, CITY CLERK City of Palm Springs, California 006 CONSULTING SERVICES AGREEMENT (VIDEO BROADCASTING AND PRODUCTION SERVICES) THIS AGREEMENT FOR CONSULTING SERVICES ("Agreement") is made and entered into on November 1, 2012, by and between the City of Palm Springs, a California charter city and municipal corporation ("City"), and PS89 Productions, LLC, A California Limited Liability Corporation, ("Consultant"). City and Consultant are individually referred to as "Party" and are collectively referred to as the"Parties". RECITALS A. City has determined that there is a need for Video Broadcasting and Production services for broadcasting and production of Palm Springs City Council meetings and special events and projects (`Project"). B. Consultant has submitted to City a proposal to provide Video Broadcasting and Production Services to City under the terms of this Agreement. C. Based on its experience, education, training, and reputation, Consultant is qualified and desires to provide the necessary services to City for the Project. D. City desires to retain the services of Consultant for the Project. In consideration of these promises and mutual agreements, City agrees as follows: AGREEMENT 1. CONSULTANT SERVICES 1.1 Scope of Services. In compliance with all terms and conditions of this Agreement, Consultant shall provide Video Broadcasting and Production, services to City as described in the Scope of Services/Work attached to this Agreement as Exhibit "A" and incorporated by reference (the "services" or "work"). Exhibit "A" includes the agreed upon schedule of performance and the schedule of fees. Consultant warrants that all services and work shall be performed in a competent, professional, and satisfactory manner consistent with prevailing industry standards. In the event of any inconsistency between the terms contained in the Scope of Services/Work and the terms set forth in this Agreement, the terms set forth in this Agreement shall govern. 1.2 Compliance with Law. Consultant services rendered under this Agreement shall comply with all applicable federal, state, and local laws, statutes and ordinances and all lawful orders, rules, and regulations. 1.3 Licenses and Permits. Consultant shall obtain at its sole cost and expense such licenses, permits, and approvals as may be required by law for the performance of the services required by this Agreement. 720599.1 1 00ry ! 1.4 Familiarity with Work. By executing this Agreement, Consultant warrants that it has carefully considered how the work should be performed and fully understands the facilities, difficulties, and restrictions attending performance of the work under this Agreement. 2. TIME FOR COMPLETION The time for completion of the services to be performed by Consultant is an essential condition of this Agreement. Consultant shall prosecute regularly and diligently the work of this Agreement according to the agreed upon schedule of performance set forth in Exhibit "A." Consultant shall not be accountable for delays in the progress of its work caused by any condition beyond its control and without the fault or negligence of Consultant. Delays shall not entitle Consultant to any additional compensation regardless of the party responsible for the delay. 3. COMPENSATION OF CONSULTANT 3.1 Compensation of Consultant. Consultant shall be compensated and reimbursed for the services rendered under this Agreement in accordance with the schedule of fees set forth in Exhibit"A". 3.2 Method of Payment. In any month in which Consultant wishes to receive payment, Consultant shall submit to City an invoice for services rendered prior to the date of the invoice, no later than the first working day of such month, in the form approved by City's finance director. Payments shall be based on the hourly rates set forth in Exhibit "A" for authorized services performed. City shall pay Consultant for all expenses stated in the invoice that are approved by City and consistent with this Agreement, within thirty (30) days of receipt of Consultant's invoice. 3.3 Changes. In the event any change or changes in the Scope of Services/Work is requested by City, Parties shall execute a written amendment to this Agreement, specifying all proposed amendments, including, but not limited to, any additional fees. An amendment may be entered into: A. To provide for revisions or modifications to documents, work product, or work,when required by the enactment or revision of any subsequent law; or B. To provide for additional services not included in this Agreement or not customarily furnished in accordance with generally accepted practice in Consultant's profession. 3.4 Appropriations. This Agreement is subject to, and contingent upon, funds being appropriated by the City Council of City for each fiscal year. If such appropriations are not made, this Agreement shall automatically terminate without penalty to City. 720599.1 2 008 4. PERFORMANCE SCHEDULE 4.1 Time of Essence. Time is of the essence in the performance of this Agreement. 4.2 Schedule of Performance. All services rendered under this Agreement shall be performed under the agreed upon schedule of performance set forth in Exhibit "A." Any time period extension must be approved in writing by the Contract Officer. 4.3 Force Maieure. The time for performance of services to be rendered under this Agreement may be extended because of any delays due to unforeseeable causes beyond the control and without the fault or negligence of Consultant, if Consultant notifies the Contract Officer within ten (10) days of the commencement of such condition. Unforeseeable causes include, but are not limited to, acts of God or of a public enemy, acts of the government, fires, earthquakes, floods, epidemic, quarantine restrictions, riots, strikes, freight embargoes, and unusually severe weather. After Consultant notification, the Contract Officer shall investigate the facts and the extent of any necessary delay, and extend the time for performing the services for the period of the enforced delay when and if, in the Contract Officer's judgment, such delay is justified. The Contract Officer's determination shall be final and conclusive upon the parties to this Agreement. 4.4 Term. Unless earlier terminated in accordance with Section 4.5 of this Agreement, this Agreement shall continue in full force and effect for a period of three (3) years, commencing on November 1, 2012 and ending on October 31, 2015, unless extended by mutual written agreement of the parties. The City Manager and Consultant may extend this agreement for two (2) additional one- year terms. If the extension is exercised, the hourly rates and equipment rates may be adjusted once based on the regional (Los Angeles/Riverside/Anaheim) Consumer Price Index (CPI) for the period of twelve (12)months, to be effective on the anniversary date of any such extension or renewal. 4.5 Termination Prior to Expiration of Term. City may terminate this Agreement at any time, with or without cause, upon thirty (30) days written notice to Consultant. Where termination is due to the fault of Consultant and constitutes an immediate danger to health, safety, and general welfare, the period of notice shall be such shorter time as may be determined by the City. Upon receipt of the notice of termination, Consultant shall immediately cease all services except such as may be specifically approved by the Contract Officer. Consultant shall be entitled to compensation for all services rendered prior to receipt of the notice of termination and for any services authorized by the Contract Officer after such notice. Consultant may terminate this Agreement, with or without cause, upon thirty(30) days written notice to City. 5. COORDINATION OF WORK 5.1 Representative of Consultant. The following principal of Consultant is designated as being the principal and representative of Consultant authorized to act and make all decisions in its behalf with respect to the specified services and work: EDWARD GARCIA. It is expressly understood that the experience, knowledge, education, capability, and reputation of the foregoing principal is a substantial inducement for City to enter into this Agreement. Therefore, 720599.1 3 009 nn the foregoing principal shall be responsible during the term of this Agreement for directing all activities of Consultant and devoting sufficient time to personally supervise the services under this Agreement. The foregoing principal may not be changed by Consultant without prior written approval of the Contract Officer. 5.2 Contract Officer. The Contract Officer shall be the City Manager or his/her designee ("Contract Officer"). Consultant shall be responsible for keeping the Contract Officer fully informed of the progress of the performance of the services. Consultant shall refer any decisions that must be made by City to the Contract Officer. Unless otherwise specified, any approval of City shall mean the approval of the Contract Officer. 5.3 Prohibition Against Subcontracting or Assignment. The experience, knowledge, education, capability, and reputation of Consultant, its principals and employees, were a substantial inducement for City to enter into this Agreement. Therefore, Consultant shall not contract with any other individual or entity to perform any services required under this Agreement without the City's express written approval. In addition, neither this Agreement nor any interest may be assigned or transferred, voluntarily or by operation of law, without the prior written approval of City. 5.4 Independent Contractor. Neither City nor any of its employees shall have any control over the manner, mode, or means by which Consultant, its agents or employees, perform the services required, except as otherwise specified. Consultant shall perform all required services as an independent contractor of City and shall not be an employee of City and shall remain at all times as to City a wholly independent contractor with only such obligations as are consistent with that role; however, City shall have the right to review Consultant's work product, result, and advice. Consultant shall not at any time or in any manner represent that it or any of its agents or employees are agents or employees of City. 5.5 Personnel. Consultant agrees to assign the following individuals to perform the services in this Agreement. Consultant shall not alter the assignment of the following personnel without the prior written approval of the Contract Officer. Acting through the City Manager, the City shall have the unrestricted right to order the removal of any personnel assigned by Consultant by providing written notice to Consultant. Name: Title: EDWARD GARCIA Owner/Producer 6. INSURANCE Consultant shall procure and maintain, at its sole cost and expense, policies of insurance as set forth in the attached Exhibit "B", incorporated herein by reference. 7. INDEMNIFICATION. 7.1 Indemnification. To the fullest extent permitted by law, Consultant shall defend (at Consultant's sole cost and expense), indemnify, protect, and hold harmless City, its 720599.1 4 010 elected officials, officers, employees, agents, and volunteers (collectively the "Indemnified Parties"), from and against any and all liabilities, actions, suits, claims, demands, losses, costs, judgments, arbitration awards, settlements, damages, demands, orders, penalties, and expenses including legal costs and attorney fees (collectively "Claims"), including but not limited to Claims arising from injuries to or death of persons (Consultant's employees included), for damage to property, including property owned by City, from any violation of any federal, state, or local law or ordinance, and from errors and omissions committed by Consultant, its officers, employees, representatives, and agents, that arise out of or relate to Consultant's performance under this Agreement. This indemnification clause excludes Claims arising from the sole negligence or willful misconduct of the City, its elected officials, officers, employees, agents, and volunteers. Under no circumstances shall the insurance requirements and limits set forth in this Agreement be construed to limit Consultant's indemnification obligation or other liability under this Agreement. Consultant's indemnification obligation shall survive the expiration or earlier termination of this Agreement until all actions against the Indemnified Parties for such matters indemnified are fully and finally barred by the applicable statute of limitations or, if an action is timely filed, until such action is final. This provision is intended for the benefit of third party Indemnified Parties not otherwise a party to this Agreement. 7.2 Desian Professional Services Indemnification and Reimbursement. If the Agreement is determined to be a "design professional services agreement" and Consultant is a "design professional" under California Civil Code Section 2782.8, then: A. To the fullest extent permitted by law, Consultant shall indemnify, defend (at Consultant's sole cost and expense), protect and hold harmless City and its elected officials, officers, employees, agents and volunteers and all other public agencies whose approval of the project is required, (individually"Indemnified Party'; collectively"Indemnified Parties") against any and all liabilities, claims,judgments, arbitration awards, settlements, costs, demands, orders and penalties (collectively"Claims"), including but not limited to Claims arising from injuries or death of persons (Consultant's employees included) and damage to property, which Claims arise out of, pertain to, or are related to the negligence, recklessness or willful misconduct of Consultant, its agents, employees, or subcontractors, or arise from Consultant's negligent, reckless or willful performance of or failure to perform any term, provision, covenant or condition of this Agreement ("Indemnified Claims"), but Consultant's liability for Indemnified Claims shall be reduced to the extent such Claims arise from the negligence, recklessness or willful misconduct of the City and its elected officials, officers, employees, agents and volunteers. B. The Consultant shall require all non-design-professional sub-contractors, used or sub-contracted by Consultant to perform the Services or Work required under this Agreement, to execute an Indemnification Agreement adopting the indemnity provisions in sub- section 7.1 in favor of the Indemnified Parties. In addition, Consultant shall require all non- design-professional sub-contractors, used or sub-contracted by Consultant to perform the Services or Work required under this Agreement, to obtain insurance that is consistent with the Insurance provisions as set forth in this Agreement, as well as any other insurance that may be required by Contract Officer. 720599.1 5 O i l 8. RECORDS AND REPORTS 8.1 Reports. Consultant shall periodically prepare and submit to the Contract Officer reports concerning the performance of the services required by this Agreement, or as the Contract Officer shall require. 8.2 Records. Consultant shall keep complete, accurate, and detailed accounts of all time, costs, expenses, and expenditures pertaining in any way to this Agreement. Consultant shall keep such books and records as shall be necessary to properly perform the services required by this Agreement and enable the Contract Officer to evaluate the performance of such services. The Contract Officer shall have full and free access to such books and records at all reasonable times, including the right to inspect, copy, audit, and make records and transcripts from such records. 8.3 Ownership of Documents. All drawings, specifications, reports, records, documents, video, audio, images, and other materials prepared by Consultant in the performance of this Agreement shall be the property of City. Consultant shall deliver all above-referenced documents to City upon request of the Contract Officer or upon the termination of this Agreement. Consultant shall have no claim for further employment or additional compensation as a result of the exercise by City of its full rights or ownership of the documents and materials. Consultant may retain copies of such documents for Consultant's own use. Consultant shall have an unrestricted right to use the concepts embodied in such documents. 8.4 Release of Documents. All drawings, specifications, reports, records, documents, video, audio, images and other materials prepared by Consultant in the performance of services under this Agreement shall not be released publicly without the prior written approval of the Contract Officer. 8.5 Cost Records. Consultant shall maintain all books, documents,papers, employee time sheets, accounting records, and other evidence pertaining to costs incurred while performing under this Agreement. Consultant shall make such materials available at its offices at all reasonable times during the term of this Agreement and for three (3) years from the date of final payment for inspection by City and copies shall be promptly furnished to City upon request. 9. ENFORCEMENT OF AGREEMENT 9.1 California Law. This Agreement shall be construed and interpreted both as to validity and to performance of the parties in accordance with the laws of the State of California. Legal actions concerning any dispute, claim, or matter arising out of or in relation to this Agreement shall be instituted in the Superior Court of the County of Riverside, State of California, or any other appropriate court in such county, and Consultant covenants and agrees to submit to the personal jurisdiction of such court in the event of such action. 9.2 Interpretation. This Agreement shall be construed as a whole according to its fair language and common meaning to achieve the objectives and purposes of the Parties. The terms of this Agreement are contractual and the result of negotiation between the Parties. Accordingly, any rule of construction of contracts (including, without limitation, California Civil 720599.1 6 012 Code Section 1654) that ambiguities are to be construed against the drafting party, shall not be employed in the interpretation of this Agreement. The caption headings of the various sections and paragraphs of this Agreement are for convenience and identification purposes only and shall not be deemed to limit, expand, or define the contents of the respective sections or paragraphs. 9.3 Waiver. No delay or omission in the exercise of any right or remedy of a non- defaulting party on any default shall impair such right or remedy or be construed as a waiver. No consent or approval of City shall be deemed to waive or render unnecessary City's consent to or approval of any subsequent act of Consultant. Any waiver by either party of any default must be in writing. No such waiver shall be a waiver of any other default concerning the same or any other provision of this Agreement. 9.4 Ri2hts and Remedies are Cumulative. Except with respect to rights and remedies expressly declared to be exclusive in this Agreement, the rights and remedies of the parties are cumulative. The exercise by either party of one or more of such rights or remedies shall not preclude the exercise by it, at the same or different times, of any other rights or remedies for the same default or any other default by the other party. 9.5 Leeal Action. hi addition to any other rights or remedies, either party may take legal action, in law or in equity, to cure, correct, or remedy any default, to recover damages for any default, to compel specific performance of this Agreement, to obtain injunctive relief, a declaratory judgment, or any other remedy consistent with the purposes of this Agreement. 10. CITY OFFICERS AND EMPLOYEES: NON-DISCRIMINATION 10.1 Non-Liability of City Officers and Employees. No officer or employee of City shall be personally liable to the Consultant, or any successor-in-interest, in the event of any default or breach by City or for any amount which may become due to the Consultant or its successor, or for breach of any obligation of the terms of this Agreement. 10.2 Conflict of Interest. No officer or employee of the City shall have any direct or indirect financial interest in this Agreement nor shall any such officer or employee participate in any decision relating to the Agreement which effects their financial interest or the financial interest of any corporation, partnership, or association in which he/she is, directly or indirectly, interested in violation of any state statute or regulation. Consultant warrants that Consultant has not paid or given, and will not pay or give, any third party any money or other consideration in exchange for obtaining this Agreement. 10.3 Covenant Against Discrimination. Consultant covenants that, by and for itself, its heirs, executors, assigns, and all persons claiming under or through them, that there shall be no discrimination or segregation in the performance of or in connection with this Agreement regarding any person or group of persons on account of race, color, creed, religion, sex, marital status, disability, sexual orientation,national origin, or ancestry. 11. MISCELLANEOUS PROVISIONS 11.1 Notice. Any notice, demand, request, consent, approval, or communication that either party desires, or is required to give to the other party or any other person shall be in 720599.1 7 013 writing and either served personally or sent by pre-paid, first-class mail to the address set forth below. Notice shall be deemed communicated seventy-two (72) hours from the time of mailing if mailed as provided in this Section. Either party may change its address by notifying the other party of the change of address in writing. To City: City of Palm Springs Attention: City Manager/City Clerk 3200 E. Tahquitz Canyon Way Palm Springs, California 92262 To Consultant: PS89 Productions LLC Edward Garcia, Owner/Producer 22 Saint Georges Court Coto de Caza, CA 92679 11.2 Inte¢rated Agreement. This Agreement contains all of the agreements of the parties and supersedes all other written agreements. 11.3 Amendment. No amendments or other modifications of this Agreement shall be binding unless through written agreement by all Parties. 11.4 Severability. Whenever possible, each provision of this Agreement shall be interpreted in such a manner as to be effective and valid under applicable law. In the event that any one or more of the phrases, sentences, clauses, paragraphs, or sections contained in this Agreement shall be declared invalid or unenforceable by valid judgment or decree of a court of competent jurisdiction, such invalidity or unenforceability shall not affect any of the remaining phrases, sentences, clauses, paragraphs, or sections of this Agreement, which shall be interpreted to carry out the intent of the parties. 11.5 Successors in Interest. This Agreement shall be binding upon and inure to the benefit of the Parties' successors and assignees. 11.6 Third Party Beneficiary. Except as may be expressly provided for in this Agreement, nothing contained in this Agreement is intended to confer, nor shall this Agreement be construed as conferring, any rights, including, without limitation, any rights as a third-party beneficiary or otherwise, upon any entity or person not a party to this Agreement. 11.7 Recitals. The above-referenced Recitals are hereby incorporated into the Agreement as though fully set forth in this Agreement and each Party acknowledges and agrees that such Party is bound, for purposes of this Agreement, by the same. 11.8 Authority. The persons executing this Agreement on behalf of the Parties warrant that they are duly authorized to execute this Agreement on behalf of Parties and that by so executing this Agreement the Parties are formally bound to the provisions of this Agreement. 720599.1 8 014 IN WITNESS WHEREOF, the Parties have executed this Agreement as of the dates stated below. "CITY" City of Palm Springs Date: By David H.Ready City Manager APPROVED AS TO FORM: ATTEST By j By: Douglas C. Ti if James Thompson, City Attorney City Clerk "CONSULTANT"' PS89 Productions LLC Date: By Edward Garcia Owner/Producer 720599.1 9- 0!5 EXHIBIT "A" CONSULTANT'S SCOPE OF SERVICES/WORK Including, Schedule of Fees And Schedule of Performance 720599A 10 016 Response to Request for Proposal City of Palm Springs, California Video Broadcasting and Production Services # 11 -12 Submitted by: Productions LLC �,x t�rig�ntl 017 t ATTACHMENT "A" *THIS FORM MUST BE COMPLETED AND SUBMITTED WITH YOUR TECHNICALIWORK PROPOSAL (Envelope#1)* REQUESTS FOR PROPOSALS (RFP)# 11-12 Video Broadcasting and Production Services SIGNATURE AUTHORIZATION NAME OF COMPANY(PROPOSER): (' 329 l roduciions Llc BUSINESS ADDRESS: .2& . njn •ra s ei1 r . _non r(e ra.-cL . CA 1 '4 cl TELEPHONE: qy CELL PHONE FAX CONTACT PERSON & dwnrd VYOM EMAIL ADDRESS-&AwardaateiaAfrylat.cern A. I hereby certify that I have the authority to submit this Proposal to the City of Palm Springs for the above listed individual or company. I certify that I have the authority to bind myself/this company in a contract should I be successful in my proposal ed a/cLrd QlaVCiCL . Uwner / radocer TED NAME AND TITL i/ / SIGNATURE AND DATE B. The following information relates to the legal contractor listed above, whether an individual or a company. Place check marks as appropriate: 1. If successful, the contract language should refer to me/my company as: _An individual; —A partnership, Partners' names: V A company; _A corporation If a corporation, organized in the state of. _A Local Business (Licensed within the jurisdiction of the Coachella Valley). Copy of current business license is required to be attached to this document. 2. My tax identification number is: 3 9J ' ) l q 2 0 q off. ADDENDA ACKNOWLEDGMENT: Acknowledgment of Receipt of any Addenda issued by the City for this RFP is required by including the acknowledgment with your proposal. Failure to acknowledge the Addenda issued may result in your proposal being deemed non-responsive. In the space provided below, please acknowledge receipt of each Addenda: Addendum(s)# is/are hereby acknowledged. 13 018 ATTACHMENT"B" *THIS FORM MUST BE COMPLETED AND SUBMITTED WITH YOUR TECHNICAL/WORK PROPOSAL (Envelope #1)* NON-COLLUSION AFFIDAVIT TO BE EXECUTED BY PROPOSER AND SUBMITTED WITH PROPOSAL STATE OF CALIFORNIA)ss COUNTY OF RIVERSIDE) The undersigned, being first duly sworn, deposes and says that he or she is &AWa.rd aareia. of PS 9 QYoAdaliDhS Llc the party making the foregoing ProVoosal. That the Proposal is not made in the interests of, or on the behalf of, any undisclosed person, partnership, company, association, organization, or corporation; that the Proposal is genuine and not collusive or sham; that the Proposer has not directly or indirectly induced or solicited any other Proposer to put in a false or sham Proposal, and has not directly or indirectly colluded, conspired, connived, or agreed with any Proposer or anyone else to put in a sham Proposal, or that anyone shall refrain from Proposing; that the Proposer has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the Proposal price of the Proposer or any other Proposer, or to fix any overhead, profd, or cost element of the Proposal price, or of that of any other Proposer, or to secure any advantage against the public body awarding the contract of anyone interested in the proposed contract; that all statements contained in the Proposal are true; and, further, that the Proposer has not, directly or indirectly, submitted his or her Proposal price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereof, or paid, and will not pay, any fee to any corporation, partnership, company, association, organization, Proposal depository, or any other member or agent thereof to effectuate a collusive or sham Proposal. By: �i I Job Z Title: ,,?rl)d ),-et / rr -o»? C k Subscribed and swornhi before me this w day of UI 2012 See a1aUs✓Ylnie� T 7206691 14 019 CALIFORNIA JURAT WITH AFFIANT STATEMENT See Attached Document (Notary to cross out lines 1-6 below) ❑ See Statement Below (Lines 1-5 to be completed only by document signer[s], nat Notary) 7 d rJ u _ Signature of Document Signer No.t Signature of Document Signer No.2(e any) State of California County of tl Subscribed and sworn to (or affirmed) before me on this l � day of 0 � 20� /� by Date NW Year (1) gbUJ}R Dn CT-6PL G1 /9 Name of Signer S.YAVARI NOURI proved to me on the basis of satisfactory evidence Commission# 1893421 to be the person who appeared before me �� Notary Public-California i z Orange County ' (and My Comm.Expires Jul 18,2014+ (2) Name of Signer proved to me on aei satisfactory evidence to be the per n who appeare efore me.) Signature Sgnature of Notary Public Piece Notary Seal Above - - OPTIOA Though the information below is not required by law, it may prove _ valuable to persons relying on the document and could prevent . - fraudulent removal and reattachment of this form to another document. Top of thumb here Top of thumb here Further Description^off rA,�nyrAttach�e�d��(DDocument Title or Type of Document: 1•(la—�-Uf1�L(-L05 lewl og-Fb D&VI7— Document Date: S yj_?OJ 2 Number of Pages: f Signer(s)Other Than Named Above: 02007 National Notary Association-9350 De SOW Ave.,P.O.Sox 2402•Chatsworth,CA 9131e-2402•w .NafionalNotaryorg Itemk5910 Reorder.Call Toll-Free 1-800-876-6827 020 SECTION A.2 Thank you for this opportunity to submit a proposal to provide Video Broadcasting and Production Services for the City of Palm Springs. PS89 Productions, LLC is an award winning video and multimedia digital production company specializing in corporate communications. For over 20 years, our team has been producing high quality video and multimedia programs for major corporations such as Toshiba, Apple, PepsiCo, Taco Bell Corp., Boys and Girls Club of America, KFC and Mars to name just a few. Our clients big and small continue to return to PS89 because we consistently demonstrate a passion for our craft, a thorough understanding of the goals and objectives of each project, and a commitment to quality. Those values are reflected in every project undertaken by our team of experienced filmmakers, producers, videographers, writers and editors. We have one very powerfiil business mantra that is concentrated in three words: Professionalism, Creativity and Courtesy. Our depth and breadth of our experience makes PS89 the ideal choice to partner and execute your video production and broadcasting requirements. Collectively, the PS89 team has over 90 years of video production experience. We have a solid track record for meeting deadlines and budgets; a multi-layered system for safeguarding digital files throughout the production and post-production processes; and an unwavering focus on achieving our clients' goals and expectations on every multimedia project PS89 provides a variety of digital video production services, editing, duplication, graphics and animation. We leverage our diverse experience to produce and capture engaging and memorable events for a variety businesses and organizations. Video Broadcasting - PS89 and our partner at Video Resources are involved in more than 45 corporate and community events every year, providing everything from simple audio/visual assistance to a full-scale 2300 seats Las Vegas meeting. These are several examples of community broadcasting events similar in size and scope meetings: 021 > For the City of Tustin, VR reviewed and consulted in specifying CCTV system for city council chambers. VR made recommendations on seating placement, camera positions, recording and archiving support systems. > VR provides and operates portable multi-camera systems for Toyota's focus group recording at various venues around Southern California. The recordings include remote cameras in Toyota's conference areas. >At the annual BlogHer conference and trade show,VR taped keynote and guest speakers on stage. This event includes PowerPoint management, remote editing and remote M (pan tilt zoom) cameras. >Taco Bell's marketing and consumer insights departments commissioned PS98 and VR for their monthly focus groups at their support headquarters. We are responsible for streaming the captured video, checking and duplicating the groups session once a month. We believe our background makes PS89 the ideal candidate to manage your City Council meetings. Based on our site visit and conversation, we believe it's essential to have one experienced engineer on site, as well as an immediate access to a back up engineer. In every broadcast event we've produced, our policy is to have back ups in place to ensure the project's success. With that said, our initial challenge is two-fold: First, to train our team to work with video and sound gear that is aging and has limited capabilities; And secondly, finding an additional qualified engineer with the expertise to operate the existing gear and get professional results. We feel we can provide a solution to these two challenges by conducting an in- depth, on-site training. We recommend two days of training, plus being on-site for a live council meeting will be sufficient for our team to get fully adapted to the gear and the process. Chuck Perez will be our primary Broadcast Engineer/Techmcian and be present for each Council meeting as our lead switcher. Stephen Rodriguez, from a local Palm Springs video company will be our back up Engineer in the event of a scheduling conflict This redundancy will ensure that our staff' and the City will always have qualified engineers available. We've found that the best way to get to know a new or foreign video production system is to be able to teach it to someone else. Chuck and I will personally train 022 Stephen on the existing equipment to ensure that everyone is comfortable and up to speed. Another best practice is to have a fil ly prepared checklist and a maintenance schedule for all equipment We would have our engineers create comprehensive checklists — one for opening the broadcast and one to shut it down. Over the years, we've learned that these simple checklists are highly effective at preventing production issues. We also recommend that equipment maintenance / services are scheduled at least four times a year if the cost is acceptable to the City. Production Services - Our expertise in Production Services includes the following accomplishments: > PS89 was hired to produce Taco Bell's PR, training and promotional video elements to create an online buzz around their innovative new Doritos Locos Tacos menu item. This project had an immense impact. Since the launch, the Doritos Locos Tacos campaign has generated historical sales increase for the brand. We're proud to be a part of that success. > FRANMAC is Taco Bell's franchisee organization. PS89 was commissioned to produce a video for its 25" anniversary - which depicted the organization's growth and progress. The piece won a Telly Award and a Corp. Communications Award > PS89 served as the producing entity to Woodland Terrace, a large chain of high- end retirement communities. The videos produced required my team to fly to a dozen locations all over the country to capture images and interviews that showcased each of their retirement communities, highlight their people, and the organization. > For Dine Equity, the largest family dining company in the nation - we produced the brand's PRIMETIME messaging, reaching over 125,000 restaurant members. This video served as their opening piece to their 2700-member confererwF event during which the brand rolled out its new direction and initiatives. > Most recently we partnered with MAWO Productions to produce Disney's California Adventure electronic press kit The press kit was picked up by all major news channels locally as well as Internationally. 023 During production of special events, training videos, event capturing, public relations pieces, etc - Gettig the Maximum Value from Each Production is the main objective for our PS89 Producers. We believe that it's our job to help client's business maximize the value of production budgets. No matter how intricate or simple each production is, the Producer acts as the point person from start to finish. So we offer Producers that are capable of communicating to clients as well as to crews. The Producer maintains constant communication with all stakeholders, specifies the equipment needed to accomplish the task, and keeps the project on schedule and on budget Our Producer will work with the City to set the tone and the style of each piece. Our team takes pride in our passion for engaging storytelling and effective filmmaking techniques. These talents are what differentiate PS89 from other video production teams. The team at PS89 is comprised of seasoned producer-directors and editors, with our own post-production facility. We also have long-term professional relationships with award-winning writers and creative directors that will elevate the program. For capturing high-quality, high-resolution digital imagery, we have top of the line F3 SONY HD, HVX200 and Cannon 7Ds camera packages, complete with multiple lighting units and grip gear. For recording and editing voiceover, we have the sound stage and digital recording equipment to capture and edit broadcast-quality material. Everything we create is captured, edited and stored in digital formats, and all data is digitally backed up in triplicate: once on the digital drive as a safety back up, again on the our Final Cut editing system, and again on a redundant drive in remote location. We are set up for success. Take a look at the samples on our website to get a glimpse of the work we've accomplished. We are confident you'll recognize that PS89 Productions, LLC has the talent, experience and vision to earn your trust and achieve the video production and broadcast objectives for the City of Palm Springs. Respectfully Edward Garcia, Producer, PS89 Productions, LLC / 949 232 3220 / PS89MEDIA.com - 22 Saint Georges Court, Coto de Caza, California, 92679 024 SECTION A.3 PS89 will be partnering with the following companies to assure project success. - VIDEO RESOURCES, 1809 East Dyer Road, Santa Ana, CA 92705 Video Resources Inc. is an audio and video production company. Video Resources has provided services to well over a thousand clients worldwide, including corporate accounts, legal f rn s and advertising agencies. VR supports the legal community with a large variety of services including recording and editing depositions, recording and editing courtroom presentations, integrating technology into courtrooms and law offices, consulting and managing mock trials and jury deliberations, including creation of courtroom exhibits, analyzing audio and video evidence, and documenting experiments and technology demonstrations. VR has also provided their expertise on several city council meetings, specifically, the City of Tustin. In addition, with over 22 years in the business, they provide large event productions for organizations such as Allergen, General Electric, New Horizons and United Health Care. HOME VIDEO STUDIO, 82-375 Padova Drive, Indio, CA 92203 Home Video Studio specializes in video editing, video to DVD transfer, DVD and CD duplication,Super 8mm, 8mm & 16mm home movie transfers, 35mm slide transfers,and video tape repair. They are uniquely qualified to supply a back up Video Engineer or Technician based upon their editing and duplication facility. 025 SECTION A.4 - Our Staff Edward Garcia, Producer— Account Supervisor Edward is one of the top 10 corporate producers in Orange County, California. In 2009, Boards Magazine listed Edward among the top five Corporate Multimedia Producers. He has received coveted industry awards including the Telly Award, Cindy, Communicator Award, ITVA Golden Angel Award, and American Corp. Awards for Multimedia Excellence. Producing virtually all of the branded media for the largest Mexican QSR - Taco Bell Corp. - including website portals, operations, marketing, and corporate events, Edward has translated the company's brand vision into professional, consistent formats. This multimedia content is distributed to over 7,300 restaurants and more than 1,500 organizations worldwide. In this new era of global, youth-minded multicultural communication, Edward understands the value of producing inspirational, multi and social media communications that can bring about change. His clients include IHOP, Mimi's Cafe, Apple, PepsiCo, HOAG, Mars, Lakeshore Learning, KFC and is currently creating a training DVD series for the City of Sacramento. Edward and his team also take pride in supporting a variety of non-profit organizations. Some of these include PADRE, HUMAN OPTIONS, The USC Cinematic Arts Program, The Irvine School Foundation, the Mark Walberg Foundation, and the Graduate to Go Foundation for which this team helped raise over 1.3 million dollars in 2011. Beyond his extensive experience and career achievements, Edward brings exceptional vision and proven leadership to every new project or initiative. His passion for filmmaking and commitment to quality productions continues to drive the team's success. Edward's team consistently demonstrates the ability to assemble talented people, align all stakeholders, and utilize each associate's skill set to meet or exceed the desired goal or result. 026 Chuck Perez, Video Resources - Video Broadcast Engineer Chuck is a seasoned veteran with unparalleled expertise in the realm of broadcast /video and photographic arts. A graduate of the prestigious Brooks Institute of Photography in Santa Barbara, California, Chuck also holds a Bachelor of Science Degree in Engineering. In 2002, Chuck was recruited by Video Resources, a leading provider of broadcast quality video and staging production services for corporations, where he managed the firm's forensic video analysis department While at Video Resources, Chuck became certified in audio and Video Clarification and can clarify segments from videotapes or disc-based media, isolate and loop segments, slow down motion, and add graphics to enhance presentations. Chuck is a Certified Video Engineer, a title granted to an individual that successfully meets the experience and examination requirements of the certification. The certification is regulated by the Society of Broadcast Engineers. In 2011, Chuck expanded his skills to become a certified Trial Tech Presenter and has videotaped the depositions of numerous high profile entertainers. With over 30 years of industry experience, Chuck has contributed to the success of countless audio and video projects. He is thoroughly familiar with how to operating a huge spectrum of camera and microphone equipment for recording and streaming live video. Robert Francke, Director/Account Manager— Special Events Robert has written, directed and edited hundreds of industrial, training, promotional and educational programs as well as commercial spots for such companies as Taco Bell, Nito Lay, PepsiCo, California. Pizza Kitchen, Norwest Financial, UNOCAL., Electronic Arts, Hot`N Now restaurants, and the Hospital Satellite Network. In addition to his multi-functional roles, Robert has also produced projects from concept to completion including a 5 part series on sales Training for the Kent H. L.andsberg Company and a 12 part series of tapes on Dr. W. Edwards Deming and his management philosophy. Along with Robert's diverse background in production and post-production, he brings to his work a unique perspective and creative direction that utilizes the visual mediums in their best and most innovative forms. He enjoys working with clients to develop their communication needs and to explore new creative methods of bringing a client's message to their audience creating a lasting impression. 027 Jason Woods, Senior Editor - Special Events In the early 1990's while attending Musician's Institute in Hollywood and deciding between his interests in music and his passion for storytelling, Jason began his instruction in film, giving him an introduction to the knowledge and training required of the industry. Accompanying his studies in film and video production, Jason soon began work in the music video arena, and was involved in the production of videos for artists such as Paul McCartney, Sade and Annie Lennox. As PS89`s senior editor, and whether it be short films, television spots, corporate theater, training videos, documentaries and the like, it is Jason's multi-faceted abilities, unwavering consistency and dedication that keep people in the industry returning to work with him again and again. His capacity to grasp the challenge of each endeavor and his execution of the project sets him apart - aspects that can be most important in production. In the recent years he has skilled himself even more expansively in a variety of special effects applications and taken on assignments for companies like Dreamworks Pictures and Showtime Entertainment 028 SECTION A.5 - Production Services References - for Edward Garcia PS89 Dine Equity / IFIOP 450 North Brand Boulevard, Glendale, California 91203 Contact; Yvonne Belmont, Training Manager, IHOP 818 637 3230 YvonneBeltnont@ihop.com Date Services Provide - Currently Producing a training DVD for their team members. Budget Estimate: 16K Taco Bell Corp. 1 Glen Bell Way, Irvine, California 92618 Contact Nicole Hannon, Multimedia Producer 949 863 3741 nicole.harmon@vum.com Date Services Provide - Currently Producing a website message From the company COO; editing a Training video for their new QSR Rail retrofit and Coordinating their main event opening video called FRANMAC. Budget Estimate: COO messaging 5K QSR training 8K FRANMAC 38K 029 Mimi's Cafe 18872 MacArthur Blvd., Suite 400, Irvine, California 92612 Contact: Kevin Clinton, Senior Manager, Marketing 949 825 7278 Kevinc@mimiscafe.com Date Services Provide - Several weeks ago we provided production equipment to support their PR efforts. Budget Estimate: 2K SECTION A.5 /Broadcasting Services References - for Video Resources Allergan Alexandra Gallo Director, Internal Communication PO Box 19534 Irvine, CA 92623 714-24"569 Video and live event support Scan Healthcare Holly Ackman VP, Sales Performance Managements 3800 Kilroy Airport Way#100 Long Beach, CA 562-997-1894 Video and live event support Johnson &Johnson Partner, Neville Johnson 310-975-1080 439 North Canon Drive, Suite 200 Beverly Hills, CA 90210 Video and live event support 030 SECTION A.5 /Personal Reference - for Edward Garcia PS89 SWISS RE Group 175 King Street, Armonk, New York 10504 Contact Martha Quiros, Senior VP, Reinsurance Division 914 828 8328 martha quiros@swissre.com Cotti Foods Corp. 29889 Santa Margarita Parkway, RSM, California 92688 Contact Steve Dees, COO 949 858 9191 detlions3@hotmail.com 031 SECTION B.2 We have reviewed all of the requirements of the project, deliverables, contract terms and conditions. We also gained an understanding of the purpose of the project based upon the background information provided in the RFP document and by visiting the control room and meeting areas. We do not foresee any potential problems or any pertinent issues to be addressed before commencement of this project, if awarded. We understand that the project involves hiring a Broadcast Engineer / Tech to manage and direct twenty-two (22) City Council Meetings. PS89 would be responsible to supply experienced and professional crew, management and equipment for Special Events for the City of Palm Springs. We would also be accountable to provide our services producing and directing programming of the PSCTV-17 access channel. Our production services may be required for other videos for Public Relations, training and city documentation. We recognize the pieces we produced will be aligned with the Cities communication strategy and will be used on the Cities website and social media sites. Our team has the extensive experience producing short and long-length video and broadcasting that will aid us in ensuring that we are able to meet and even exceed your expectations in this area. We strive for the very best final products, and have the equipment, the team, the talent, and the experience to ensure that your City of Palm Springs gets the very best video production available. Having reviewed the Scope of Work, we recognize that PS89 Productions would be providing all of the below listed requirements: • A Broadcast Engineer/Tech for all City Council meetings. Prepare power points/slides, support equipment, monitors and solve broadcast issues. • PS89 will coordinate training and methodology for a successful broadcast with all Keys Players. • Provide Broadcast Engineer back up in case there is a conflict or unplanned circumstances. • Develop script and Coordinate production, including equipment, personnel for City Departments and special events. • Coordinate production schedule with the Director of Communications. 032 • Provide editing of footage, including sound sweetening, color correction, and motion graphics. • Perform production and post-production for each video produced. • Provide above—the line crew, including a Director and Coordinator if the need arises. • Review all drafts and provide feedback to the City prior to production. • Provide professional voice talent, production equipment, and personnel for recording narration. • Assure our videos are shot in high definition within the standards for broadcast. • Maintain web site, and digital signage and web streaming along with a production schedule to keep all parties aligned. • Coordinate with all Key departments regarding any promotional materials necessary for a successful launch. • Be accessible any tine for any logistical and creative meetings. • Provide recommendations and budgets for Broadcast equipment, archiving system and software. • Provide a system for archiving purposes. • Maintain utmost professionalism throughout each phase of production and broadcast events. 033 SECTION B.3 We do not believe we have any critical issues. We have a slight concern regarding the City's somewhat antiquated equipment, but we have a plan to resolve the issue. Our associate, Chuck Perez, is a broadcast engineer with over 12 year of industry experience and a Bachelors' of Science Degree in Engineering. We are confident that having Chuck take the lead along with our Local resources, they will overcome this minor issue but also ensure the best possible outcomes for recorded and live broadcasts. To streamline production, we have a workflow chart we will share with our Palm Springs clients that clearly outlines all facets of the production process. This Creative Workflow chart, if followed with care, will eliminate virtually all potential scheduling or technical issues during the production process. With over a dozen loyal clients and our extensive production expertise, PS89 has faced every possible production challenge. Another key to our professional success is our ability to roll with the punches and seamlessly adapt to any situation that might present itself. We are looking forward applying our best practices to exceed the video production and live broadcasting goals and objectives of the City of Palm Springs. 034 SECTION C.1 PS89 Productions is accustomed to working within client timelines to produce exemplary work and provide our clients' identified deliverables within that timeline. Our methodology for accomplishing projects is timeline-focused. Our team produces timelines for each individual project, establishing the deadline first and then working backwards to identify crucial milestones for the project Video Broadcast Methodology After reviewing the RFP document, we believe that it would be best to train Chuck for two days and have him attend a city council meeting. We would determine if whether it makes sense to have our Back-Up Engineer attend the training as well. Based upon the information provided, we believe that it would be best to conduct training with our Lead Engineer and have Chuck Train the backup. Chuck's training will also include information regarding any efforts required for any PSCTV announcements and maintaining the message bulletin board. Chuck and the Project Manger, Edward Garcia will be the main contacts for the Director of Communications. Chuck will arrive with ample time to set up the system, cross check, work with the department heads and operate the cameras during the meeting. Edward and Chuck will make sure any power point, videos, etc are available and ready for broadcast Immediately, after the recording, Chuck's accountabilities will involved editing, storing, labeling and delivering the media accordingly. After a couple of months, Stephen Rodriguez will join the production to become fully acclimated to the system. After Chuck begins to be comfortable - and the process becomes second nature, Chuck will become your main contact in terms of any Video Broadcasting efforts. Production Services Methodology PS89 Productions utilizes a system to complete our projects that also works very well for us and for our clients. Every client has an Account Supervisor, Edward Garcia, who focuses on the more external aspects of our relationship, including achievement of client goals as well as making sure that each broadcast and messages are the very best that we can provide,in support of our clients' goals. The Account Supervisor works with the client to identify for all uses for the completed project deliverables and to identify the desired action by the audience being targeted for each deliverable. 035 In terms of Production Services, we will assign an Account Manager, Robert Francke, who works with the client on a day-today basis to provide scripts, proofs, schedules, and other needs to the client as well as driving timelines and tasks. The Account Manager works with all departments to ensure that every aspect of your campaigns will be completed on-time and within budget When the contract or project begins, an initial client meeting always takes place to review and complete a Creative Brief ( a copy is attached to the proposal). A creative breif allows us to fully understand what we need to know to make sure your campaigns are successful. We will also gain insight into your vision for the campaign, including expected outcomes as well as what you may like or not like for video content You will receive frill meeting notes outlining all of the action items identified in our meetings with dates assigned to all required actions. Before this initial client meeting, our team will meet internally to "intro' the client and project to the assigned team and uncover any questions we might need answered at our initial client meeting as well. Once the initial meetings have been held, a creative meeting will take place to review the final creative treatment form. All production needs, needs for locations and actors, concepts and scripts are discussed at this time. Once completed, concept outlines, scripts, and shot lists are provided to the client for approval. Our production team is also scheduled at that time to work within the client's required completion date. For multiple projects, there will be separate concepts, scripts, and shot lists provided. Shoots, editing, recording, and all other production-related tasks are then carried out These aspects of production are always coordinated and overseen by our Director. They will ensure that all requirements are met, including any tagging and delivery requirements as well as final output requirements, especially if several versions are required. Once video segments are completed, the Account Manager and the rest of the account team will approve them internally before sending on to the client for approval. Once the first draft is provided, we allow several days to a week or more for review by the client, especially if several members of the client organization must review and approve the produced materials. We expect that there will be some changes, updates and edits to be completed to adjust the videos to your ideal finalized output We always allowed for up to three 036 rounds of changes in our timeline, although there is no limit to the number of revisions if necessary. Once each video is approved, we will deliver the videos in all of your required formats. We will also be happy to post your videos to any websites to which you have access. Since we will likely be completing the videos at different times, we will also burn all of the completed videos to one disc once all video projects are completed so that you have a single disc for reference. Files will also be provided to you in Windows Media and Quicktime formats, providing you with flexibility for use of the completed videos. During production, we will also catalog all footage related to your project so that it is readily available when you make a request Footage can be provided in multiple current industry-standard formats. Your account team will always be available to answer any additional questions you may have once your projects are underway. We will always keep you up-to-date on the status of your projects, and will schedule in-person meetings at key intervals of each project to keep things running smoothly and to ensure that we are meeting and even exceeding expectations! SECTION D.2 - HOME VIDEO STUDIO, 82375 Padova Drive, Indio, CA 92203 Home Video is a small production studio with over 10 years of production experience. Home Video Studio will provide our back up Video Broadcasting Engineer, equipment and duplication. - CDC Productions, 1480 North Canyon Dr. Palm Springs, CA 92262 CDC is an Event Management and consulting firm. CDC can assist PS89 with event layout and design and print materials. CDC is a veteran in trade show, conference and production management. 037 Multi-Media Creative Brief Date: Presenter: Presentation Title: Objective: What is the purpose of your presentation? (What perception,habit or belief are you trying to build,change or reinforce?) Audience: Who will be listening to your presentation and how will they be involved? Message and Tone: What is your message/idea?What tone will you use?(Bold,funny,smart,etc.) The ONE Thing: Why your audience should care and believe? Outcome: What do you want your audience to take-away?Remember? Execution and Materials: Define creative/design or video elements needed for presentation or WIN session? Include length—minimum and not to exceed for video 038 REQUEST FOR PROPOSALS (RfP 11-12) c VIDEO BROADCASTING AND.PRODUCTION w.w.,.: f,F'fo SERVICES ADDENDUM NO. 1 F_ This Pddendum is being issued for the following changes and informational items: THIS ADDENDUM SHALL TAKE PRECEDENCE OVER ANYTHING CONTRARY ON THE PR VIOUSLY ISSUED SPEOtFICArioNs AND INSTRUCTIONS AND SHALL BE AM%--R1R'D TO HEREINAFTER At PART OF THE CONTRACT DOCfIME14T8. Ti OCAY has reseMed the fatdJr Wwg quesboasandis bersbyproV4,0ing answers tkod ai Q 1. The RFP Outlines 264 hours per year forCily Council meetings and 42E hovers per year for „special events" for a total of 384 hours per year. Is this to be the total (maximWn) number of hours bid?The scope of work suggests dhere is a,rather broad bads of,.ork, including "assist in the development and production of promotional materials, "create and maintain a community bulletin board..., develop and raintain social Media efforts...." Are hese Itehas to :included under the 10 hours per month for"special ever ts"-or are they in addition to the t©tef`3134°ta0urt? A 3,As noted on page€of:t6e RFP,VV"etal of 3 Yours of SV*V Coverage Per fear Jsatr. mateanndjshange ir]`iehoursee3ma#edionthe ,past It n and fret °rtiax i "nor a " � u S suah fifty in die ptaikoiii won .pro ena oe ow to anal Rtiain s rtre marts"a qpt IWO*1 to ro of the t�J�' arrd arae�# f f ft 0l1 w �tre gym' fiiou or Events". ',&cacti ; IT ' ested;4 "be e4 ifte `_ [es leo urt "gpe�igJ- ems.�Jng ."" ' ire gt�t t►ilJ�% Q 2. Please elaborate on haw the City Council meeting days were im.00ted at 12#hours_ SpeslFicaily, what is the scope of+, ,* to be cotr+pleted b t�jueen noon a[td p.m,? Hss;ilrrr t e>�been to require a full$<hdur:prep? A 2 Some.of the bas reparatSri worki11 be coprplet�L:p)r the CSroadGCa�t sfard prior to gie �tlrlesda (Ity Coricil mnMg wJ3 + may ui a cre shdgs and pow point Jtclwev just like. m AIe step of 17 rrm tt vil could change on s_' ectron ++ fife r'IGI ger in a V sh e period As such ,you might;be asked to cute $,A mill nlpl any. oty,h ke changes to pourer points, etdr In aeon, etaery Cl* t oun7 meei3Jlg is ereii and Mere Is no way to know how long a meeLa+g"WiJ/last- ased n our�t pe six hays of prep works adequate and a meetrng generaYly roils 3 to lioprs. HoiYa r er, It varies from week to week i 039 Q 3r We are ew,are there are many additional meetings of boards and commissions recorded in the smaltercoofet ence room. Do these fall under the 10:hours per month for"special events'? A 3' 7�A s 8 5tAssistant wit/continue Yo be re pq►tsfbl for 6roadcasfirrg ii*Q# 4nys And providing support to ©oartmeot heads ,e. audio vrsf°set.upy ' at thrsihe. -4-St e athe's00, f tnYerlt'suggests we might be required tohave a staff person on--site. OMIT al bum, ss h4mis and pos_'sibly more, eg„ "monitor public, education and $ aarrr ls" and'"provide audio-visual set-up to other City departments and staff." f4ease Advise. A ?fr You aa7i only be requited to have staff people on site an tie days the City b dea;ts a aGoor7rnslniteetirgs. ir,at(drbeti, f.rirstaffM o Gf foravade4rof ti p sdC1r has not L$+tted►to t y4/ayoi a'te'df the Cif;" event a�r e�7 iv ptldrmobnai vidoos artd ether me4eft toms to promote!!re PaXt tpefngsraip ALL10"M TERMS AIND,VONDITIOM 1351NA N UNC#1ANGED. BY DRA9R OF THE QTY OF PALM SPRINGS,CALIFORNIA Gn"L. G}adders, GPM Prowement&Contracting Manager DATE: July 18, 20-12 ADDENDUM ACKNOVVLEDGfulMT: ptbposerfir"Narne: ",; S/D� �, /1Ott lC"�/0�7J Authorized 64hatt : � t /� � �/ - Bate: �y ipt of Adderfr►gYn 1 is n guff by nufg and +acludi the t X dmo* �: Rad#irtf. 8lr.ie iii�f� Ybur ng its` § . litive 13N'XOJc78Z8E31QQ3 0ZZEZBZ6b6 Dll `3N0I1Dn(108d 683d 83XCI08d VIDWO ®4 Q ObVma3 Response to Request for Proposal City of Palm Springs, California Video Broadcasting and Production Services # 11-12 Submitted by: x Productions LLC . Cost Propos,al- Original 041 ATTACHMENT"C" *THIS FORM MUST BE COMPLETED AND SUBMITTED IN A SEPERATELY SEALED ENVELOPE#2 "Cost Proposal", NOT with Envelope#1, Technical/Work Proposal*) REQUEST FOR PROPOSAL(RFP#1142) Video Broadcasting and Production Services COST PROPOSAL Responding to Request for Proposal No. 11-12 for Video Broadcasting and Production Services, the undersigned Proposer proposes and agrees that UWE will accept as full payment the following fees for providing all labor, supervision, services, materials equipment, and supplies to perform the Video Broadcasting and Production Services to produce the Special Events and City Council meetings as defined in the Scope of Services provided herein. The hourly rates provided, and any other associated costs identified, shall remain fixed for the first three (3) years of the agreement and may be subject to a CPI adjustment in the fourth and fifth years. The hourly rates shall be adjusted (decreased or increased) at the beginning of any such renewal period to correspond with the most recent annual change to the Consumer Price Index for All Urban Consumers as published by the U.S. Bureau of Labor Statistics for the Los Angeles, Anaheim and Riverside Areas. (This information may be found on the U.S. Department of Labor's website at www.bls.00v.) VIDEO PRODUCTION SERVICES (SPECIAL EVENTS): Provide the Job Title and the Hourly Rate for each and every person that may be assigned to provide any and all Viideo Production services for Special Events for the City. Job Title Hourly Rate c $ 29. 00 $ 0 $ I tin . 60 $ For the production of Special Events, the City does not provide any supplies or equipment. If there are any supplies or equipment fees for the production of Special Events, please define them in the space below- Pa.,•,opor P 2 e on fL%-I— $ Ye lah $ $ $ 720"9.1 is 042 . VIDEO BROADCASTING &PRODUCTION SERVICES (CITY COUNCIL MEETINGS): • Pre-City Council meeting preparation time starts at approximately 12 noon on the day of the meeting and requires approximately six hours to prepare the following: power points and slides, sound checks, checking video equipment, computers and monitors, solving engineering problems, prepping the Council Chamber for audiovisual issues, streaming video for the web. This must be completed by 6pm when the meeting starts. • The TV broadcast of a typical City Council meeting begins at 6pm and runs between four and five hours, with one additional hour following the meeting for wrap-up. Note that it is REQUIRED that one member of the team has Broadcast Engineering training and experience and must be present for all City Council meetings. PROVIDE BELOW THE COSTS FOR PRODUCING ONE (1) CITY COUNCIL MEETING AS PER THE SPECIFICATIONS CONTAINED HEREIN: Job Title Hourly Rate Total Number of Total Amount Hours $ $ $ 7 n z A 10 h0ur3 $ 700 .00 $ $ $ $ Total Number of labor hours to produce one (1) Council Meeting: "e'en Total Cost for labor to produce one(1)Council Meeting: $ 700.66 For the production of City Council Meetings, the City provides all supplies and equipment. If there are any supplies or equipment fees for the production of a City Council Meeting, please define them in the space below: $ Total for supplies, equipment or other fees(1)one Council Meeting: $ — -- GRAND TOTAL COST TO PRODUCE ONE (1)COUNCIL MEETING : $ 700 .00 72W9.1 16 043 Page 1 of 2 Jay Thompson From: Jay Thompson Sent: Tuesday, October 09, 2012 10:26 AM To: Jay Thompson Subject: FW:Addendum From: EDWARD GARCIA [mailto:edwardgarcia2@me.com] Sent: Tuesday, August 28, 2012 11:04 AM To: Jay Thompson Subject: Re: Addendum Hello Jay- Per this note - We are confirming that our Asst. Broadcast Engineer, Kevin Curran, will be available at 55.00 per hour for the City Council Meetings for a total cost of 550. based on the RFP information. Feel free to contact me at your convenience. Edward Garcia PS89 Productions, LLC 949 232 3220 On Aug 27, 2012, at 2:13 PM, Jay Thompson wrote: Thank you Edward, information received. 1. Could you confirm that the Asst. Broadcast Engineer is$55.00 per hour for an estimated 10 hours for City Council meetings for the total cost of$550.00 to be consistent with the information solicited in the RFP. 2. Could you please provided background/bio information for these staff that will be assigned to the Palm Springs contract, that such information was not included in your response to the RFP. James Thompson, City Clerk City of Palm Springs, California TEL (760) 323-8204 From: Edward Garcia (mailto:eddie3828@cox.net] Sent: Thursday, August 23, 2012 4:11 PM To: Jay Thompson Subject: Addendum Mr. Thompson, Thanks again for the opportunity to meet once again and provide additional information to supplement our proposal to provide quality multimedia/broadcast services for The City of Palm Springs. Per our conversation, feel free to contact our references listed in the proposal. I'm confident that they will have good reviews regarding our capabilities and professionalism. For our event references, VR(Video Resources) and I have several successful collaborations over the years. Also feel free to contact my personal references for insight into my individual character and integrity. Based on our discussion, the following is an addendum to the RFP. 044 10/9/2012 Page 2 of 2 For Broadcast Engineer,the cost is 700.00 for the key as stated in the RFP. For his Assistant, the rate is 550.00 Since we want to utilize local talent and resources when possible, we have lined up the following individuals and vendors: Dur KEY Broadcast Engineer is Bob Thomdike His Asst. is Kevin Curran based in Rancho Mirage Dur Videographer& Support facility is Imprint Media based in Palm Springs For any other requirements or assistance we will use Desert Cam located in Pahn Springs and Alan Gough in Palm Desert [tick will be our back up in case Bob is unavailable or an issue with scheduling occurs If Kevin is unavailable, I will be his back up. lieve this combination of project management, hands-on talent and local resources will enable us to meet or exceed the City's expectations and requirements for the duration of the contract. We look forward to attending the training this coming Tuesday. If you have any further questions or concerns, please don't hesitate to call me. Thanks again for the opportunity to serve you. Best Regards, Edward Garcia/PS89 Productions, LLC/949 232 3220/ 045 10/9/2012 Robert W. Thorndike Audio /Video Engineer and Technician Employment History and Experience: 1991-1992: CBS Television 3 month assignment in Albertville, France for the 1992 Winter Olympics. Installation and integration of Audio-Video systems at the International Broadcast Center(IBC) for world wide Broadcast of the Olympic Games. 1993: Hoffman Video in Glendale, CA. Certification for Audio-Video systems integration for large corporations in Southern CA.Lead installer for cable and equipment display systems in corporate meeting rooms. Boeing, TRW, Chapman College and FAA en route radar operations center San Diego were some of the larger projects. 1999: Spinitar Corporation Santa Fe Springs, CA. Training and certification for Video projector trouble shooting and repair. Promoted to manager of warranty repair center and in charge of customer support. 2001-2008 Video Resources Santa Ana, CA. Employed as manager of the Audio-Video Rental Department. Responsible for repair,maintenance and operation of entire equipment inventory. Developed and expanded the rental operation through excellent customer support and service.Assisted in major corporate live meetings and staging events on the West Coast. 2008: Independent Contractor for on location video production support. to Some major clients are: Present Discovery Channel Television Productions Lion's Gate Films, Santa Monica Toyota Motor Corporation, US National Sales Center,Torrance, CA. United States Coast Guard, San Diego Naval Base Taco Bell Corporation, Irvine, CA. 046 Resume Kevin Curran Objective: To become an asset to an organization that will use my talents in Video, Broadcast, Audio and Post production. Qualifications: > Experience with HD Cameras (Operated a HVX 200a since 2007/canon 5D MK2 and 7D since 2009/Sony ex 3 since 2011) > Editing Programs > Final Cut Suite (since 2007) > Photo Shop (since 2008) > After Effects (since 2011) > Understanding of video web hosting and presentation > Understanding of current day camera equipment and Editing /Workflow > Experience with focus and subject in a frame Work Experience: Desert Cam 2011 - Present > Encanto Del Caribe (US Offline Editor and Color Correction) > Patti Gribow Show (Director, Editor, Live switch operator, Graphics/ lower thirds, and set/Green screen consultant) > Rhythm of the Dance (Color Corrector, Uncredited Editor using smooth cam and covering up mistakes using after effects) Kaswit Entertainment-Various Projects for Denise DuBarry Hay 2010- Present > Editor(Stash and Dash /Broken Glass Awards 11' 12' / Bikram Yoga/30 minute Dog) > Camera Operator(Broken Glass Awards/Personal Events/Bikram Yoga) > Writer(Stash and Dash Script commercial) College of the Desert-Osher Comercial 2012 > Directed, edited, and shot Education: Southern Oregon University: BS in Communications-Video and Film Production Accomplishments - Final selection for Reel Rock Film Competition 08/09/10 047 i 1 CAMERA PACKAGES Camera Package For a Straightforward Recording Includes: Cost 400.00 HVX or AF100 HD Camera with Support Gear Camera Mike Audio Basic Lighting-two lights-Reflectors/Diffusers 100.00 an Hour for Videographer with a 4 hour minimum Camera Package For Basic Sit Down Interviews Includes: Cost 550.00 HVX or AF100 HD Camera with Support Audio/Lav Support A 4 Light Arri Kit Reflectors/Diffusers Grip Gear 100.00 an Hour for Videographer with a 4 hour minimum We recommend an Assistant at 80.An hour for these types of shoots. 048 Camera Package For Scripted Piece with interviews Includes: Cost 750.00 Cannon 7D,F3Sony or AF100 HD Camera with Support Audio/Lav Support A 4 Light Arri Kit Reflectors/Diffusers/Filters Grip Gear/Expendables 100.00 an Hour for Videographer with a 4 hour minimum 80.00 an hour for an Audio Engineer/Gaffer 85.00 an hour for Producer/Director 4 hour minimum portal to portal 70.00 for Mileage will incur for the equipment van. As Sample of a scripted piece is included FULL DAY 10 Hour day HALF 5 Hour day 049 EXHIBIT `B" INSURANCE PROVISIONS Including Verification of Coverage, Sufficiency of Insurers, Errors and Omissions Coverage, Minimum Scope of Insurance, Deductibles and Self-Insured Retentions, and Severability of Interests (Separation of Insureds) 050 720599.1 11 INSURANCE 1. Procurement and Maintenance of Insurance. Consultant shall procure and maintain public liability and property damage insurance against all claims for injuries against persons or damages to property resulting from Consultant's performance under this Agreement. Consultant shall procure and maintain all insurance at its sole cost and expense, in a form and content satisfactory to the City, and submit concurrently with its execution of this Agreement. Consultant shall also carry workers' compensation insurance in accordance with California workers' compensation laws. Such insurance shall be kept in full force and effect during the term of this Agreement, including any extensions. Such insurance shall not be cancelable without thirty(30) days advance written notice to City of any proposed cancellation. Certificates of insurance evidencing the foregoing and designating the City, its elected officials, officers, employees, agents, and volunteers as additional named insureds by original endorsement shall be delivered to and approved by City prior to commencement of services. The procuring of such insurance and the delivery of policies, certificates, and endorsements evidencing the same shall not be construed as a limitation of Consultant's obligation to indemnify City, its elected officials, officers, agents, employees, and volunteers. 2. Minimum Scope of Insurance. The minimum amount of insurance required under this Agreement shall be as follows: 1. Comprehensive general liability and personal injury with limits of at least one million dollars ($1,000,000.00) combined single limit coverage per occurrence and two million dollars ($2,000,000) general aggregate; 2. Automobile liability insurance with limits of at least one million dollars ($1,000,000.00) per occurrence; 3. Professional liability (errors and omissions) insurance with limits of at least one million dollars ($1,000,000.00) per occurrence and two million dollars ($2,000,000) annual aggregate is required: 4. Workers' Compensation insurance in the statutory amount as required by the State of California and Employer's Liability Insurance with limits of at least one million dollars $1 million per occurrence. If Consultant has no employees, Consultant shall complete the City's Request for Waiver of Workers' Compensation Insurance Requirement form. 3. Primary Insurance. For any claims related to this Agreement, Consultant's insurance coverage shall be primary with respect to the City and its respective elected officials, officers, employees, agents, and volunteers. Any insurance or self-insurance maintained by City and its respective elected officials, officers, employees, agents, and volunteers shall be in excess of Consultant's insurance and shall not contribute with it. For Workers' Compensation and Employer's Liability Insurance only, the insurer shall waive all rights of subrogation and contribution it may have against City, its elected officials, officers, employees, agents, and volunteers. 4. Errors and Omissions Covera¢e. If Errors & Omissions Insurance is required, and if Consultant provides claims made professional liability insurance, Consultant shall also 720599.1 12 051 agree in writing either(1) to purchase tail insurance in the amount required by this Agreement to cover claims made within three years of the completion of Consultant's services under this Agreement, or (2) to maintain professional liability insurance coverage with the same carrier in the amount required by this Agreement for at least three years after completion of Consultant's services under this Agreement. Consultant shall also be required to provide evidence to City of the purchase of the required tail insurance or continuation of the professional liability policy. 5. Sufficiency of Insurers. Insurance required in this Agreement shall be provided by authorized insurers in good standing with the State of California. Coverage shall be provided by insurers admitted in the State of California with an A.M. Best's Key Rating of B++, Class VII, or better, unless otherwise acceptable to the City. 6. Verification of Coverage. Consultant shall furnish City with both certificates of insurance and endorsements, including additional insured endorsements, effecting all of the coverages required by this Agreement. The certificates and endorsements are to be signed by a person authorized by that insurer to bind coverage on its behalf. All proof of insurance is to be received and approved by the City before work commences. City reserves the right to require Consultant's insurers to provide complete, certified copies of all required insurance policies at any time. Additional insured endorsements are not required for Errors and Omissions and Workers' Compensation policies. Verification of Insurance coverage may be provided by: (1) an approved General and/or Auto Liability Endorsement Form for the City of Palm Springs or(2) an acceptable Certificate of Liability Insurance Coverage with an approved Additional Insured Endorsement with the following endorsements stated on the certificate: 1. "The City of Palm Springs, its officials, employees, and agents are named as an additional insured... " ("as respects City of Palm Springs Contract Na" or 'for any and all work performed with the City"may be included in this statement). 2. "This insurance is primary and non-contributory over any insurance or self- insurance the City may have..." ("as respects City of Palm Springs Contract No. " or 'for any and all work performed with the City" may be included in this statement). 3. "Should any of the above described policies be canceled before the expiration date thereof, the issuing company will mail 30 days written notice to the Certificate Holder named." Language such as, "endeavor to" mail and "but failure to mail such notice shall impose no obligation or liability of any kind upon the company, its agents or representative" is not acceptable and must be crossed out. 4. Both the Workers' Compensation and Employers' Liability policies shall contain the insurer's waiver of subrogation in favor of City, its elected officials, officers, employees, agents, and volunteers. In addition to the endorsements listed above, the City of Palm Springs shall be named the certificate holder on the policies. 720599.1 13 052 All certificates of insurance and endorsements are to be received and approved by the City before work commences. All certificates of insurance must be authorized by a person with authority to bind coverage, whether that is the authorized agentibroker or insurance underwriter. Failure to obtain the required documents prior to the commencement of work shall not waive the Consultant's obligation to provide them. 7. Deductibles and Self-Insured Retentions. Any deductibles or self-insured retentions must be declared to and approved by the City prior to commencing any work or services under this Agreement. At the option of the City, either (1) the insurer shall reduce or eliminate such deductibles or self-insured retentions with respect to the City, its elected officials, officers, employees, agents, and volunteers; or (2) Consultant shall procure a bond guaranteeing payment of losses and related investigations, claim administration, and defense expenses. Certificates of Insurance must include evidence of the amount of any deductible or self-insured retention under the policy. Consultant guarantees payment of all deductibles and self-insured retentions. 8. Severability of Interests (Separation of Insureds). This insurance applies separately to each insured against whom claim is made or suit is brought except with respect to the limits of the insurer's liability. 720599.1 14 053