TO: Board of Supervisors
FROM: Jon Gjestvang, Chief Information Officer - Information Technology Services
REPORT BY: Julia Bordona, Staff Services Manager
SUBJECT: Amendment No. 6 to Agreement No. 170612B, Napa Public Access Cable Television, Inc.
RECOMMENDATION
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Approve and authorize Amendment No. 6 to Agreement No. 170612B with Napa Public Access Cable Television, Inc., increasing the contract by $15,000 for a new annual maximum of $94,420 in Fiscal Year 2023-2024; and, increasing the contract by an additional $5,580 for a new annual maximum amount of $100,000, effective July 1, 2024 for additional meeting costs incurred to live stream public television and enhance audio/video quality, as well as other related equipment and needed services for the Board of Supervisors chambers. (Fiscal Impact FY 23-24 $94,420; FY 24-25 $100,000, Expense, Information Technology Services Fund, Budgeted; Discretionary)
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BACKGROUND
The current contract allows County staff and Napa Public Access Cable Television (NPACT) to determine funding levels for the next fiscal year based on NPACT's actual expenses and the estimated number of subscribers in the unincorporated areas of Napa County. This formula allows for annual adjustments not to increase/decrease more than 17% of the total number of subscribers. Any adjustment beyond that requires a written amendment approved by the Board of Supervisors.
The agreement has been amended five times since Agreement No. 7658 was approved on August 16, 2011. On June 23, 2015, the Board of Supervisor's approved an amendment to cover 2014 earthquake-related services. On June 20, 2017, a second amendment was approved to cover additional timer rental and production assistance costs incurred to ensure a third layer of video backup for select public meetings with high public interest and expected large attendance. On February 12, 2019, a third amendment was approved to update the funding level for Fiscal Year 2018-2019 as well as costs to replace timer equipment in the Board of Supervisors chambers. On June 18, 2019, a fourth amendment was approved to include a solid-state drive (SSD) storage unit and associated installation and labor to improve audio quality of streaming public meetings. On July 28, 2020, a fifth amendment was approved to further revise the compensation to reimburse NPACT for additional postproduction assistance for audio and video services related to the March 26, 2020 board meeting, as well as ongoing efforts to improve the streaming of public meetings.
In September of 2023, the Board of Supervisors approved a project to upgrade and update the Board Chambers existing audio video system that was outdated. The audio/visual equipment had not been updated in over eight years. As the project neared completion, increased technical support was needed from NPACT to ensure the equipment would function as needed for public access and NPACT staff is needed to run the audio/visual equipment during the meetings until a full-time equivalent position is recruited and filled. The cost for these services is $100/hour and is outside the narrow equipment and services outlined in the current agreement. This request for revision allows the Chief Information Officer to approve up to $20,000 for services and equipment as improvements are needed for the streaming of public meetings. This amendment will also update and increase funds by an additional $5,580, effective July 1, 2024, for future technical support, in addition to covering the increased costs for live stream public television.
Today's requested action is for the approval of Amendment No. 6 to Agreement No. 170612B increasing the contract by $15,000 for a new annual maximum of $94,420 in Fiscal Year 2023-2024; and, increasing the contract by an additional $5,580 for a new annual maximum amount of $100,000, effective July 1, 2024 for costs to provide additional support to live stream public television and enhance audio/video quality, as well as other related equipment and needed services for the Board of Supervisors chambers in an ongoing effort to improve streaming public meeting on Napa Valley TV’s Channel 28, as well as through Granicus, Zoom, and YouTube.
NPACT is a local vendor. The organization's mission is to provide anyone living or working in Napa County the opportunity to exercise their First Amendment right to expression through access to the cable television system.
FISCAL & STRATEGIC PLAN IMPACT
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Is there a Fiscal Impact? |
Yes |
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Is it currently budgeted? |
Yes |
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Where is it budgeted? |
Information Technology Services, Admin subdivision 42000-00. |
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Is it Mandatory or Discretionary? |
Discretionary |
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Discretionary Justification: |
The Board should approve this action in order for NPACT to continue providing their services to ensure the Board of Supervisor meetings have adequate audio/visual support which will ensure the meetings continue to be streamed out to the public in a professional and efficient manner. |
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Is the general fund affected? |
No |
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Future fiscal impact: |
Future costs will continue to be included in the ITS budget and allocated to departments. |
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Consequences if not approved: |
If not approved, the County would not be authorized to pay (NPACT) for their services and the Board of Supervisors will not have support to run the audio/visual equipment during the meetings. |
ENVIRONMENTAL IMPACT
ENVIRONMENTAL DETERMINATION: The proposed action is not a project as defined by 14 California Code of Regulations 15378 (State CEQA Guidelines) and therefore CEQA is not applicable.