HomeMy WebLinkAbout12 - NBTV Video Production and Government Access Channel Management - HandoutCITY OF NEWPORT BEACH
REGULAR CITY COUNCIL MEETING
JANUARY 8, 2019
AGENDA ITEM #12
SUPPLEMENTAL INFORMATION
The following pages contain the Scope of Services and Submittal Requirements found in
the original Request for Qualifications (RFQ) solicitation corresponding with Agenda Item
#12.
SCOPE OF SERVICES
The successful proposer will be responsible for providing production and administrative services
for the programming, operation, and management of NBTV. The City will retain ownership of
NBTV, programs produced, and any field and edit bay equipment owned directly by the City during
the term of the agreement for services.
A. Production Services
1. Provide video production (concept development, camera operation, editing,
postproduction, etc.), and broadcast all meetings and programs as described herein;
2. Provide scheduled and unscheduled production and editing services for the development
of programming as described herein;
3. Coordinate lighting and audio levels, design sets, camera operations, editing and
production of all programming; and
4. Create and develop program scripts and interview questions, arrange interviews, and
provide show hosts as needed.
Programming may include, but is not limited to:
• City Council meetings (regular, special and emergency), approximately 24 per year
• Planning Commission meetings, approximately 24 per year
• Speak Up Newport, a 60 -minute monthly program
• Wake Up Newport, a 60 -minute monthly program
• City Talk Show, a 30 -minute monthly program
• Village Green, a 30 -minute monthly program
• PSAs / Short videos, a minimum of two (2) per month
• Special projects, including b -roll, editing existing programs, training videos, in-depth
look at issues, etc.
• City and Community events and activities, including library events and special events
organized by or co-sponsored by the City
• Dine Newport Beach, a 5 -minute video (approximately) featuring local restaurants and
chefs, to be aired as available
• Major special events not sponsored or co-sponsored by the City of Newport Beach
• Other programming as requested or approved by the City
B. General Administration
1. Manage NBTV operations including broadcasts on applicable cable channels, web stream
content and other digital platforms in compliance with applicable laws, policies, rules, and
regulations;
2. Coordinate programming of NBTV and for web streaming, including airing live meetings,
and programs and short video for playback. Tasks include loading, scheduling and
monitoring playback quality;
3. Manage availability of production staff sufficiently to schedule, operate and manage the
production and broadcast of NBTV meetings, programs and short videos;
4. Prepare production schedules;
5. Provide video duplication services to the public, staff and City Council, and assist City staff
in responding to California Public Records Act requests related to NBTV;
6. Provide regular updates to the City Project Administrator describing the programming
produced during the reporting period, including metrics;
7. Adhere to operating and programming policies and procedures for use and operation of
the equipment, facilities, and channels, and recommend modifications as necessary;
8. Coordinate proper file conversion for broadcast, computer and web -based systems; and
9. Assist City staff with the maintenance and updating of NBTV's community bulletin board.
C. Broadcast Services
1. Operate cable channel and manage digital streaming activities that result in the airing of
professional quality, City -approved programming;
2. Create and schedule fill programming such as public service announcements, page
displays, and other similar content to ensure smooth progression between programs;
3. Organize and maintain video library and digital archives of multiple formats, including the
City's recorded meetings, show archives and historical footage;
4. Manage and maintain music and special effects libraries; and
5. Produce and distribute a weekly schedule of programs and airing of onscreen channel
guides and coordinate with City staff to update NBTV's community bulletin board.
D. Equipment
1. Ensure that NBTV field and editing equipment (cameras, monitors, microphones,
character generators, modulators, computers, hardware and software, and other
accessories) is maintained and handled with care and supplies are stocked (tape,
batteries, etc.) and only trained personnel operate the NBTV equipment;
2. Consult with the City's Project Administrator of any necessary or recommended equipment
repairs or supply needs. The City Project Administrator shall have sole and absolute
discretion to coordinate maintenance with the City's NBTV engineering contractor and to
purchase NBTV equipment or supplies, which will remain the property of the City;
3. Perform initial troubleshooting to assist in identifying and resolving technical issues that
may arise during the broadcast of a program or meeting; and
4. Coordinate channel operations needs with City staff or City's designated equipment
maintenance contractor for emergency or programming operations issues.
SUBMITTAL REQUIREMENTS
A. Qualifications and Experience of Proposed Production Firm
1. Minimum of four (4) years' experience filming and producing professional quality programs
and videos, preferably with government or educational access television.
2. Describe your company's history and experience performing the services requested.
3. Describe comparable projects performed by your firm in the last four (4) years, including
the number of projects, scope of service, and status of projects.
4. Describe the qualifications of staff proposed for the assignment, position(s) in the
company, including resume(s) of the personnel who will be assigned to this project and a
description of how overall supervision will be provided.
5. Describe the type(s) of recording, editing and audio equipment your company has
experience utilizing, and the years working with each variation.
B. Questions/Response to Scope of Services
1. Describe the methods by which your company will fulfill the services requested in the
Scope of Services and subsequent sections.
2. Provide a statement of the service(s) that differentiate your company from other
respondents.
C. Additional Information
All proposals should include, as part of its proposal, the following information to demonstrate how
proposers will operate the station:
1. Detailed management plan to ensure efficient and sustainable operations
2. Program development and goals, including scheduling, playback and encoding
3. Channel operations and administration
4. Viewer engagement and marketing plan for programming
5. Sponsorship strategies
D. References
List the name, address and telephone number of references from at least three (3) recent similar
projects. Include a brief description of the work provided for each reference. California municipal
or county projects are preferred. You may offer more than three recent similar projects if desired.
The references should include the start date of the project and the date of completion for each
project. The firm or firms will be selected from those proposals submitted in response to this RFQ.
A committee composed of government employees will evaluate the proposals.
E. Legal Exceptions
The selected Proposer will be expected to enter into a Professional Services Agreement with the
City. A draft of this agreement is available at the link below — to satisfy response requirements for
this Section, please access the Draft Professional Services Agreement and provide a narrative
attesting that you intend to take no exceptions to the terms presented in the draft; or list the
exceptions you are taking the terms presented in the draft.
Draft Professional Services Aareement