HomeMy WebLinkAboutAGENDA REPORT 2025 0702 CC REG ITEM 10ECITY OF MOORPARK, CALIFORNIA
City Council Meeting
of July 2, 2025
ACTION APPROVED STAFF
RECOMMENDATION.
BY A. Hurtado.
E. Consider Amendment No. 1 to Agreement with Pegasus Studios for Video
Production and Broadcast Services, to Add Broadcast Services for Outside
Agencies Using the City Council Chambers to the Scope of Work. Staff
Recommendation: Approve an amendment to the existing agreement with
Pegasus Studios for video production and broadcast services and authorize the
City Manager to execute the amendment subject to the final language approval of
the City Manager, to add broadcast services for outside agencies using the City
Council Chambers to the Scope of Work. (Staff: Brian Chong, Assistant to the
City Manager)
Item: 10.E.
MOORPARK CITY COUNCIL
AGENDA REPORT
TO: Honorable City Council
FROM: Brian Chong, Assistant to the City Manager
DATE: 07/02/2025 Regular Meeting
SUBJECT: Consider Amendment No. 1 to Agreement with Pegasus Studios for
Video Production and Broadcast Services, to Add Broadcast
Services for Outside Agencies Using the City Council Chambers to
the Scope of Work
BACKGROUND
The City currently contracts with Pegasus Studios for video production and broadcast
services, entering into its current contract in June 2024. Pegasus Studios has provided
these services continuously following a Request for Proposals process in 2008,
although they did business as Reel Life Pictures prior to 2017. The main component of
the services provided under the contract is the broadcast of City meetings of the City
Council, Planning Commission, Library Board, Arts Commission, and Parks and
Recreation Commission. Pegasus Studios also provides standby photography,
videography, and post-production services for the City for special events (such as the
State of the City) and program/event advertising.
With a new, state-of-the-art City Council Chambers now available, potential users have
inquired about the possibility of utilizing the Chambers’ audio-video capabilities to
record and/or produce live broadcasts of events inside the Chambers. However, the
City currently has no policy governing such requests.
Indeed, since City Hall and the City Council Chambers were relocated from
799 Moorpark Avenue to the new City Hall building at 323 Science Drive, the City has
experienced an increase in inquiries for use of the City Council Chambers by non-City
entities. This includes both governmental entities (such as the County of Ventura) and
Item: 10.E.
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Honorable City Council
07/02/2025 Regular Meeting
Page 2
non-governmental entities (such as the Southeast Ventura County YMCA, for its Bill
Night event).
DISCUSSION
Staff recommends that the City Council take two actions related to requests to use the
audio-video capabilities of the new City Council Chambers to facilitate their use by
outside entities.
First, staff recommends that the City Council only allow outside entities to utilize the
City’s current broadcast services vendor to utilize the audio-video equipment in the City
Council Chambers. Doing so will ensure that the personnel utilizing the equipment will
be technically qualified and familiar with the equipment capabilities and have access to
the facility. It would also ensure that any damage caused to the City’s audio-video
equipment during such use would be covered by the broadcast services consultant’s
insurance.
Second, staff recommends that the costs of any broadcast services for an outside
entity’s events be borne by that outside entity, directly with the City’s current broadcast
services vendor. Doing so will reduce the administrative burden on City staff and
address the inadvertent risk of the City reaching its contract amount limits with its
broadcast services vendor should a high volume of requests be experienced.
The proposed amendment to the existing contract would add “Broadcast Services for
City Council Chambers Use by Outside Entities” to the contract’s existing Scope of
Work, at zero cost to the City. By incorporating this line item into the Scope of Work,
the vendor’s general liability insurance would be in effect during provision of these
services to outside entities. The amendment would also allow the City’s broadcast
services vendor to charge an outside entity for such broadcast services.
Additionally, the proposed amendment would update the City’s mailing address to
reflect the new City Hall location at 323 Science Drive.
It should also be noted that, under the City’s current Facility Rules and Fees,
governmental agencies (and Moorpark non-profit organizations that meet certain
criteria) may rent City facilities at the City’s “direct cost.” The new City Council
Chambers are not currently included in the Facility Rentals Rules or Rental Fees
policies. This facility will be added to the Rules and Fees policies in the next update,
which will be presented to City Council this fall. This update will add rental rules for the
Council Chambers, including types of uses allowed and conditions for using broadcast
services. The Council Chambers will also be added to the fee schedule, which will also
specify that use of broadcast services will be paid directly by the renter.
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Honorable City Council
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ENVIRONMENTAL DETERMINATION
This action is exempt from the California Environmental Quality Act (CEQA) as it does
not constitute a project, as defined by Section 15378 of the State CEQA Guidelines.
Therefore, no environmental review is required.
FISCAL IMPACT
None.
COUNCIL GOAL COMPLIANCE
This action does not support a current strategic directive.
STAFF RECOMMENDATION
Approve an amendment to the existing agreement with Pegasus Studios for video
production and broadcast services and authorize the City Manager to execute the
amendment subject to the final language approval of the City Manager, to add
broadcast services for outside agencies using the City Council Chambers to the Scope
of Work.
Attachment: Amendment No. 1 with Pegasus Studios
200
Rev. 12/15/2023 Amendment No. 1 to Agreement between City of Moorpark and Pegasus Studios. Page 1
AMENDMENT NO. 1 TO AGREEMENT BETWEEN THE CITY OF MOORPARK AND
PEGASUS STUDIOS FOR VIDEO PRODUCTION AND BROADCAST SERVICES
This Amendment No. 1 to the Agreement between the City of Moorpark, a
municipal corporation (“City”), and Pegasus Studios, an S Corporation (“Contractor”), for
video production and broadcast services for City meetings and off-site City events, as
well as related production services (“Agreement”), is made and entered into on
______________________.
RECITALS
WHEREAS, on June 28, 2024, the City and Contractor entered into an Agreement
to have the Contractor provide video production and broadcast services; and
WHEREAS, the City and Contractor desire to amend the Agreement to allow
broadcast services for non-City users of the City Council Chambers; and
WHEREAS, the City has relocated its City Hall from 799 Moorpark Avenue to
323 Science Drive.
NOW, THEREFORE, it is mutually agreed by and between the parties to the
Agreement as follows:
I. Section 18, NOTICE, is amended as follows:
Any notice to be given pursuant to this Agreement shall be in writing, and
all such notices and any other document to be delivered shall be delivered by personal
service or by deposit in the United States mail, certified or registered, return receipt
requested, with postage prepaid, and addressed to the party for whom intended as
follows:
To: City Manager
City of Moorpark
799 Moorpark Ave.
323 Science Drive
Moorpark, CA 93021
To: Pegasus Studios
Attn: Robert Schwieger
5760 Lindero Canyon Road, #1151
Westlake Village, CA 91362
Either party may, from time to time, by written notice to the other, designate a
different address or contact person, which shall be substituted for the one above
specified. Notices, payments and other documents shall be deemed delivered upon
receipt by personal service or as of the third (3rd) day after deposit in the United States
mail.
ATTACHMENT
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Rev. 12/15/2023 Amendment No. 1 to Agreement between City of Moorpark and Pegasus Studios. Page 2
II. Exhibit B, SCOPE OF SERVICES, is amended by replacing it in its entirety as
shown in Attachment 1.
III. Remaining Provisions:
Except as revised by this Amendment No. 1, all of the provisions of the Agreement
shall remain in full force and effect.
In Witness Whereof, the parties hereto have caused this Amendment to be executed the
day and year first above written.
CITY OF MOORPARK Pegasus Studios
_______________________________ _______________________________
PJ Gagajena
City Manager
Robert Schwieger
President
Attest:
_______________________________
Ky Spangler
City Clerk
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ATTACHMENT 1
Rev. 12/15/2023
EXHIBIT B
SCOPE OF SERVICES
This Agreement is not to exceed $30,000 annually for video production and operations services
for the Moorpark Public Cable Television Channel (MPTV) and off-site City events. Services shall
include the following:
Public Meeting Broadcasts: Consultant shall manage and run the public meeting broadcasts that
consist of City Council, Planning Commission, Parks and Recreation Commission, Arts
Commission, Library Board, Oversight Board, and other special public meetings as may be called
by the City. Consultant shall provide two operators for each meeting, unless otherwise agreed to
in advance by the City and Consultant in writing. Up to one hour of setup time for each meeting
may be billed to the City, provided Consultant was present doing setup, unless previously
authorized by the City and Consultant in writing. Upon conclusion of a public meeting broadcast,
Consultant shall schedule replays of the public meeting as directed by the City.
Standard Operating Procedures Binder: Consultant shall develop and continuously update a
binder of Standard Operating Procedures for conducting public meeting broadcasts and place it
the City’s broadcast room.
Supplies for Public Meeting Broadcasts: Consultant shall monitor supplies needed for the Video
Control Room for public meeting broadcasts (such as DVDs, Blu-rays, and jewel cases) and shall
advise the City designee if additional supplies are needed. Consultant shall not be responsible
for ordering or obtaining the supplies, unless mutually agreed to in writing by the City and
Consultant. If Consultant orders or obtains the supplies, then Consultant shall invoice the City for
the cost of the supplies, plus a 15% Administrative Fee. This Administrative Fee shall be in lieu
of the hourly rate for Additional Services listed below.
MPTV Scheduling: In addition to scheduling public meetings live broadcasts and replays,
Consultant shall manage the scheduling of other MPTV broadcasts as authorized and/or directed
by the City for such content as public service announcements, public programming, and City
advertisements. Upon request, Consultant shall send the current schedule of broadcasts to the
City Designee.
Special Programming/Production Services: Consultant shall provide proposals upon request for
special programming and/or production services, which may take place at City Hall or at off-site
locations. Upon written authorization from the City to proceed, Consultant shall record special
programming and provide production services as contained in the proposal.
Video Hosting: Upon request by City, Consultant shall host videos produced by Consultant and
provide streamable, ad-free links to City for use on its website and social media. Upon
termination, Consultant shall provide downloadable copies of all videos hosted by Consultant to
City.
Broadcast Services for City Council Chamber Use by Outside Entities: Consultant may provide
broadcast services for outside entity users of the City Council Chambers at Moorpark City Hall
(323 Science Drive) at no cost to City, if the City has authorized the outside entity to use the
facility. Consultant may charge outside entities separately from this Agreement for their services
(insurance policies naming the City as additional insured remain in effect).
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Rev. 12/15/2023 Page 4 of 4
Monthly Fees
Item Description Monthly
Rate
Notes
1 Video Hosting, MPTV Scheduling,
Standard Operating Procedures Binder
$300.00
per month [See item 10, below]
Schedule of Hourly Fees
Item Description Hourly Rate Notes
2 Public Meeting Broadcasts at City
Facilities
$75.00
per operator
Two-hour minimum guarantee.
Up to six hours per meeting at this
rate.
3 Public Meeting Broadcasts at City
Facilities: Extended Meeting Rate
$125.00
per operator
Rate effective for meetings after
six hours, inclusive of setup time.
4 Special Programming/Production
Services: Photography
$200.00
per operator Two-hour minimum guarantee.
5 Special Programming/Production
Services: Videography
$200.00
per operator Two-hour minimum guarantee.
6 Special Programming/Production
Services: Editing/Post-Production $125.00
7 Drone Videography/Photography $350.00 Two-hour minimum guarantee.
8 Live Stream
$2,500 fixed rental
fee for equipment
plus $125.00 per
operator
Five-hour minimum guarantee per
event; requires minimum of two
operators.
9
Broadcast Services for City
Council Chambers Use by Outside
Entities
$0.00
Consultant may charge outside
entities for these broadcast
services, but shall not charge City.
10 Extraordinary Scheduling or
Procedures Updates* $125.00 [See note below]
* Extraordinary items take significantly more time to complete than regular recurring tasks and include:
- A comprehensive change to the schedule involving a complete re-work of existing schedule
- A change of equipment or software that requires re-training of Consultant to provide services
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