Item 4I MemoM E M O R A N D U M
(January 19, 2016)
To: Shana Yelverton, City Manager
From: Greg Hendricks, Director of Information Technology
Subject: Consent agenda item 4I - Approve spending over $50,000 for
FY2016 in-budget contracted personal video services for Jason
Tamplin in the amount of $68,500.
Action
Requested: Approve in-budget spending of $68,500 to Jason Tamplin for
personal video services.
Background
Information: Jason Tamplin is currently under contract providing 10 years
of high quality personal video services including producing
and recording City Council, P&Z, SPIN, and Parks meetings,
processing media conversions from legacy tapes for the
CSO, and to update the City’s Destination Video as part of
the Economic Development and Tourism (EDT)
Department’s Strategic Plan relative to T3 of their EDT 2030
Strategic Master Plan, development of a focused message.
Financial
Considerations: The requested amount of $68,500 includes the following
services:
Meeting production: $40,000
Media conversion: $10,000
Destination Video: $18,500
Strategic Link: City Strategy Map B3 – “Enhance resident quality of life &
businsess vitality through tourism” – enables EDT to
increase tourism through destination marketing and supports
the EDT 2030 Strategic Master Plan item T3 - development
of a focused message.
City Strategy Map B4 – “Provide high quality services
through sustainable business practices” – enables the City
Secretary to administer systematic record keeping ensuring
historical preservation
City Strategy Map B6 – “Optimize Use of Technology” –
Providing consistent and quality video productions
leveraging Jason’s 10 years of experience and commitment
to excellence.
Citizen Input/
Honorable Mayor and City Council
Page 2 of 2
Board Review: Not Applicable
Legal Review: Not Applicable
Alternatives: 1) Approve as proposed.
2) Reject – EDT would be required to find another source for
updating the destination video increasing the time due to
potential bidding and qualification analysis.
Supporting
Documents: Document attachments are:
Jason Tamplin contract (Applicable Exhibit A, Item 5 Other
Services costs for the destination video)
Destination Video quote
Staff
Recommendation: Approve item as proposed
CITY OF SOUTHLAKE
PERSONAL SERVICES AGREEMENT
ORIGINAL DOCUMENT
CITY OF SOUTHL
Council Action: Y
Ord./Res. No.
Date Approved) j
This Agreement is made on theltday of October, 2015 between the City of Southlake,
Texas herein referred to as "City" and Jason Tamplin, herein referred to as "Contractor",
who will provide the services to the City described on the attached Exhibit "A" —
Proposal from Jason Tamplin to perform audio visual engineering services, Ca tte
Conversion Services, as well as DVD duplication services. Dated October,2015.
1. Facilities: The City agrees to provide council chambers and related audio
visual facilities for use by Contractor in providing the services and activities
described in Exhibit "A".
2. Services: Contractor agrees to provide and supervise the services and
activities, and, if necessary, personnel described in Exhibit "A" and to provide
all necessary subordinate help and insurance if necessary.
3. Compliance with Laws: The Contractor will not discriminate against anyone
on the basis of race, national origin, age, disability, creed, religion, sex or place
of birth in the provision of services to the public and will comply with all
applicable provisions of Title VI of the Civil Rights Act of 1964, the
Rehabilitation Act of 1974, and the Americans with Disabilities Act of
1990. Contractor shall comply with all applicable federal, state and local
laws and regulations in the performance of services under this Agreement.
4. INDEMNITY: THE CONTRACTOR ASSUMES ALL
RESPONSIBILITY AND LIABLILITY FOR THE ACTS OR
OMISSIONS OF THE CONTRACTOR AND ITS OFFICERS,
AGENTS, SERVANTS, AND EMPLOYEES ARISING FROM THE
PERFORMANCE OF THIS AGREEMENT. CONTRACTOR
AGREES TO INDEMNIFY, HOLD HARMLESS, AND DEFEND
THE CITY, ITS OFFICERS, AND EMPLOYEES FROM ANY AND
ALL CLAIMS OR CAUSES OF ACTION OR LIABILITY ON
BEHALF OF ANY PERSONS, FIRM, CORPORATION, OR AGENCY,
INCLUDING THE CONTRACTOR AND ITS EMPLOYEES,
RELATING TO ANY NEGLIENT ACT OR OMISSION OR
INTENTIONAL ACT ARISING OUT OF THE PERFROMANCE
OF THIS AGREEEMENT, INCLUDING ANY NEGLIGENT ACT
OR OMISSION OF THE CITY, ITS OFFICERS AND EMPLOYEES.
5. Control of Activities: The Contractor shall have exclusive control of the
details of operation of the services and activities described in Exhibit "A"
6. Payment: City agrees to pay the Contractor $30.00 per hour during taping of City
Council , Planning & Zoning, Parks & Recreation, SPIN, and other needed special
meetings for professional fees. City agrees to pay $185.00 per completed rendered and
processed DVD(s) per meeting to include up to six (6) master copies. The Contractor
shall be responsible for payment to all subordinate help and for all necessary supplies and
equipment purchased by contractor etc. City shall pay Contractor an annual fee of
4200.00 per year for DVD duplication services. City shall pay Contractor EM per
conversion of a Stereo Cassette & $17.00 per Conversion of a Dictation Cassette as
outlined in Exhibit "A". City shall make payment to Contractor upon receipt of an
invoice.
In the event the contract is terminated, the City will be required to pay only that
current unpaid hours contractor has accrued which it accepts as complete and
satisfactory. Any dispute regarding non-payment will be submitted to non-binding
mediation upon either party's request.
7. Termination: Either party may terminate this Agreement at any time, for any reason,
with thirty (30) days written notice, provided however, the City may immediately
terminate this Agreement for any reason.
8. Term: Subject to Paragraph (7) hereof, the term of this Agreement shall be for a term
of one year.
9. Effective Date: This Agreement is not effective until it is approved and signed by the
City Manager.
ontractor Date
ACCEPTED by the City of Southlake, Texas on date indicated below.
9
Shana Yelve ,City Manager """°"•,,, *Dat
ATT;,.0r: ......•,:
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CITY SECRETARY v's,
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Exhibit "A" — Proposal from Jason Tamplin to perform audio visual engineering services,
as well as DVD duplication services. Dated October15.
Item 1: Video tape City Council meetings, Planning & Zoning meetings, Parks &
Recreation meetings, SPIN Meetings, as well as any other council chambers meeting
from start through executive sessions to completion. At completion of meeting, archive
digital recording for playback on City Cable Channel. 30.00 per hour
Item 2: Export all meeting footage to City supplied DVR drive the following day after
requisite meeting, export, render and process all the footage to DVD(s) and provide up to
six (6) master DVD(s) per meeting.
185.00 per meeting
item 3: Contractor will provide DVD copies (up to 60) per month. DVD copies will be
delivered within five (5) business days from meetings end. If the City exceeds the 60 disc
limit, Contractor will provide any additional DVD's at $6.00 per disc.
4,200.00 per year
Item 4: Contractor will schedule broadcast times for City cable channel with City's
software.
30.00 per hour
Item 5: Contractor will provide any other audio visual engineering services to the city at
30.00 per hr. In a case where Contractor must provide special equipment, a fee will be
agreed on by both parties. 30.00 per hour+
Possible Equipment Fees
Item6: Contractor will provide Cassette Conversion Services to the City.
8.00 per Stereo Cassette
17.00 per Dictation "4 track" Cassette
Includes Hard Drive for the .wave files
3
Jason Tamplin
7301 Kary Lynn Dr. E.
Watauga, Texas 76148
Phone 484-938-8550
Project Quote
DATE: JANUARY 11, 2016
TO: CITY OF SOUTHLAKE, TEXAS FOR: AUDIO VISUAL SERVICES IN
CREATING A SOUTHLAKE DESTINATION VIDEO
Proposal by: Jason Tamplin
Fiscal Year 2016
In accordance with the City of Southlake, Texas’ contract with Jason Tamplin to provide
audio/visual services.
Specifically related to Exhibit A, Section 5
Item 5: Contractor will provide any other audio visual engineering services to the city at $30.00 per hr. In a case
where Contractor must provide special equipment, a fee will be agreed on by both parties.
$30.00 per hour + Possible Equipment Fees
Cost Overview:
Pre-Production with Storyboard Creation $4,410.00
Production of Destination Video $10,230
Post-Production of Destination Video $3,720
Miscellaneous $140
Total Proposal: $18,500
Pre-Production
Summary: Meet with Agency and Develop Storyboard for Video.
The City will Approve Storyboard before Production takes Place.
Cost of Pre-Production: (147 hr’s) $4,410
Production
Summary: Jason Tamplin will perform HD production to film all necessary assets to be used in post-
production of a Destination video for The City of Southlake, Texas.
Professional Operators: (107 hr’s) $3,210
Actors: (20 hr’s) $600
Voice-Over Talent: (9 hr’s) $270
Video Gear: (Equipment Rentals) $6,150
- HD DSLR’s (3)
- 4k FS-700 (1)
- Cannon Cinema Lenses (2)
- Done & Operators (1)
- Glide Track (2)
- All Needed Audio
- All Needed Video Capturing Devices
TOTAL: $10,230
Post Production:
Summary: Editing and Color Grading for the End Product
The City of Southlake will review the drafts Jason Tamplin sends, and be able to make any revisions it
wishes until satisfied with the end product.
Total: (124 hr’s) $3,720
Thank you for your interest!
Jason@digitalgazelle.com
484-938-8550