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HomeMy WebLinkAboutDynamic Video Communications, LLC - 2026-06-16 2000 Main Street, Ar *111NGTp2 Huntington Beach,CA a a /ems 92648 fp1' = City of Huntington Beach APPROVED 7-0 cFcoU (GP��E: coon( File #: 26-465 MEETING DATE: 6/16/2026 REQUEST FOR CITY COUNCIL ACTION SUBMITTED TO: Honorable Mayor and City Council Members SUBMITTED BY: Travis Hopkins, City Manager PREPARED BY: Carlina Thomas, Assistant to the City Manager Subject: Approve and Authorize the Execution of Six (6) On-Call Video Production & Media Services Professional Services Contracts with Dorado Creative, Inc., Dynamic Video Communications, LLC, Marketworks, Pegasus Studios, Tripepi Smith and Associates, Inc., and Vidiflo, LLC Statement of Issue: The City Manager's Office (Multimedia services program) current on-call video production and media services professional services contracts are expiring June 30, 2026. In preparation for the current term expiring, the City Manager's Office posted a Request for Proposal (RFP) for On-Call Video Production & Media Services on PlanetBids. The City Manager's Office requests approval to execute six (6) On-Call Video Production & Media Services Professional Services Contracts. Financial Impact: Video production and media professional services are included in the FY 26/27 budget, Cable TV account 10030302.69365 and Surf City "3" Cable Channel account 24330101.69365. Recommended Action: Afr A) Approve and authorize the City Manager to execute a $50,000 "Professional Services Contract Between the City of Huntington Beach and Dorado Creative, Inc. for On-Call Video Production and Media Services for Huntington Beach Channel 3 - HBTV"; and, B) Approve and authorize the City Manager to execute a $50,000 "Professional Services Contract (3etween the City of Huntington Beach and Dynamic Video Communications, LLC for On-Call VideQ Production and Media Services for Huntington Beach Channel 3 - HBTV"; and, C) Approve and authorize the Mayor, City Clerk, and City Manager to execute a $150,000 "Professional Services Contract Between the City of Huntington Beach and Marketworks for On-Call Video Production and Media Services for Huntington Beach Channel 3 - HBTV"; and, D) Approve and authorize the City Manager to execute a $50,000 "Professional Services Contract Between the City of Huntington Beach and Pegasus Studios for On-Call Video Production and Media Services for Huntington Beach Channel 3 - HBTV"; and, City of Huntington Beach Page 1 of 3 Printed on 6/10/2026 4144e-1 / /\& powe raay Leg'star T.' File #: 26-465 MEETING DATE: 6/16/2026 E) Approve and authorize the Mayor, City Clerk, and City Manager to execute a $200,000 "Professional Services Contract Between the City of Huntington Beach and Tripepi Smith and Associates, Inc for On-Call Video Production and Media Services for Huntington Beach Channel 3 - HBTV"; and, F) Approve and authorize the City Manager to execute a $50,000 "Professional Services Contract Between the City of Huntington Beach and Vidiflo, LLC for On-Call Video Production and Media Services for Huntington Beach Channel 3 - HBTV". Alternative Action(s): Do not approve/authorize, and direct staff accordingly. Analysis: The City Manager's Office currently contracts with multiple multimedia vendors for on-call video production and media services; the professional services agreements for these services are set to expire on June 30, 2026. A formal Request for Proposal (RFP) for On Call Video Production & Media Services was posted via Planet Bids. The RFP Scope of Work included four different service categories: 1) live program direction and switching, 2) feature content generation, 3) video engineering services, and 4) regular event coverage. Firms were invited to submit proposals addressing any of the four services. Seventeen proposals were received in response to the RFP. After the three-person evaluation team conducted independent evaluations of the proposals and reference checks, seven firms were identified as qualified for on-call professional services contracts. Proposed agreements with six of the qualified vendors are presented for City Council approval. Staff recommend agreements with multiple vendors to allow for flexibility and adequate coverage for all four video production and media service areas. These services will be contingent on available budget funds and firms are not guaranteed any amount of service work from the city. Environmental Status: Pursuant to CEQA Guidelines Section 15378(b)(5), administrative activities of governments that will not result in direct or indirect physical changes in the environment do not constitute a project. Strategic Plan Goal: Goal 7 - Public Engagement, Strategy D - Enhance capacity of HBTV and produce relevant television content to expand the City's public engagement reach across diverse audiences. For details, visit www.huntingtonbeachca.gov/strategicplan. Attachment(s): 1. RCA Contract Summaries 2. Dorado Creative Professional Services Contract 3. Dynamic Video Communications Professional Services Contract 4. Marketworks Professional Services Contract 5. Pegasus Studios Professional Services Contract City of Huntington Beach Page 2 of 3 Printed on 6/10/2026 power$,9$LegistarT" File #: 26-465 MEETING DATE: 6/16/2026 6. Tripepi Smith Professional Services Contract 7. Vidiflow Professional Services Contract 8. PowerPoint Presentation On-Call Video Production and Media Services City of Huntington Beach Page 3 of 3 Printed on 6/10/2026 power 99i LegistarT" t.ITINg.ro, CITY OF HUNTINGTON BEACH 4,\)µ° RCA Contract ter '"N 094.. - Agreement Summary '-��F r` ""'��As, g -.courrivy;;o, GENERAL INFORMATION DATE PRESENTED REQUESTING DEPARTMENT June 16, 2026 City Manager's Office - Multimedia Services INSURANCE STATUS STAFF CONTACT(S) Approved Carlina Thomas (x5496) and Cody Long (x5560) CONTRACT INFORMATION TOTAL COMPENSATION TERM OF CONTRACT/AGREEMENT $50,000. 3 years VENDOR NAME+TYPE OF SERVICE Dynamic Video Communications, LLC will provide on-call video production and media services related to feature content generation and regular event coverage. TYPE OF AGREEMENT(Professional Services,Service Agreement] Professional Services Contract for On-Call Video Production and Media Services PROCUREMENT Vendor submitted a responsive proposal to a Request for Proposal (RFP) posted on PlanetBids per Municipal Code 3.02 and 3.03. SCOPE Of WORK Vendor will specifically provide on-call services for two areas of scope outlined in the RFP: 1) feature content generation, and 2) regular event coverage OTHER:Bonds,Special Contract Terms,Emergency Current Business License on file. B HUNTINGTON BEACH 301 PROFESSIONAL SERVICES CONTRACT BETWEEN THE CITY OF HUNTINGTON BEACH AND DYNAMIC VIDEO COMMUNICATIONS, LLC FOR ON-CALL VIDEO PRODUCTION AND MEDIA SERVICES FOR HUNTINGOTN BEACH CHANNEL 3 - HBTV THIS AGREEMENT ("Agreement") is made and entered into by and between the City of Huntington Beach, a municipal corporation of the State of California, hereinafter referred to as "CITY," and DYNAMIC VIDEO COMMUNICAITONS, LLC., a hereinafter referred to as "CONSULTANT." WHEREAS, CITY desires to engage the services of a consultant to perform on-call video production and media services; and Pursuant to documentation on file in the office of the City Clerk, the provisions of the Huntington Beach Municipal Code, Chapter 3.03, relating to procurement of professional service contracts have been complied with; and CONSULTANT has been selected to perform these services, NOW, THEREFORE, it is agreed by CITY and CONSULTANT as follows: 1. SCOPE OF SERVICES CONSULTANT shall provide all services as described in Exhibit "A," which is attached hereto and incorporated into this Agreement by this reference. These services shall sometimes hereinafter be referred to as the "PROJECT." CONSULTANT hereby designates Edward Garcia who shall represent it and be its sole contact and agent in all consultations with CITY during the performance of this Agreement. 26-18111/414405 1 of 12 2. CITY STAFF ASSISTANCE CITY shall assign a staff coordinator to work directly with CONSULTANT in the performance of this Agreement. 3. TERM; TIME OF PERFORMANCE Time is of the essence of this Agreement. The services of CONSULTANT are to commence on i//0 , 2026 (the "Commencement Date"). This Agreement shall automatically terminate three (3) years from the Commencement Date, unless extended or sooner terminated as provided herein. All tasks specified in Exhibit "A" shall be completed no later than three (3) years from the Commencement Date. The time for performance of the tasks identified in Exhibit "A" are generally to be shown in Exhibit "A." This schedule may be amended to benefit the PROJECT if mutually agreed to in writing by CITY and CONSULTANT. In the event the Commencement Date precedes the Effective Date, CONSULTANT shall be bound by all terms and conditions as provided herein. 4. COMPENSATION In consideration of the performance of the services described herein, CITY agrees to pay CONSULTANT on a time and materials basis at the rates specified in Exhibit "B," which is attached hereto and incorporated by reference into this Agreement, a fee, including all costs and expenses, not to exceed Fifty Thousand Dollars ($50,000). 5. EXTRA WORK In the event CITY requires additional services not included in Exhibit "A" or changes in the scope of services described in Exhibit "A," CONSULTANT will undertake such work only after receiving written authorization from CITY. Additional 26-18111/414405 2 of 12 compensation for such extra work shall be allowed only if the prior written approval of CITY is obtained. 6. METHOD OF PAYMENT CONSULTANT shall be paid pursuant to the terms of Exhibit "B." 7. DISPOSITION OF PLANS, ESTIMATES AND OTHER DOCUMENTS CONSULTANT agrees that title to all materials prepared hereunder, including, without limitation, all original drawings, designs, reports, both field and office notices, calculations, computer code, language, data or programs, maps, memoranda, letters and other documents, shall belong to CITY, and CONSULTANT shall turn these materials over to CITY upon expiration or termination of this Agreement or upon PROJECT completion, whichever shall occur first. These materials may be used by CITY as it sees fit. 8. HOLD HARMLESS A. CONSULTANT hereby agrees to protect, defend, indemnify and hold harmless CITY, its officers, elected or appointed officials, employees, agents and volunteers from and against any and all claims, damages, losses, expenses, judgments, demands and defense costs (including, without limitation, costs and fees of litigation of every nature or liability of any kind or nature) arising out of or in connection with CONSULTANT's (or CONSULTANT's subcontractors, if any) negligent (or alleged negligent) performance of this Agreement or its failure to comply with any of its obligations contained in this Agreement by CONSULTANT, its officers, agents or employees except such loss or damage which was caused by the sole negligence or willful misconduct of CITY. CONSULTANT will conduct all defense at its sole cost and expense and CITY shall approve selection of CONSULTANT's counsel. This indemnity shall 2648111/414405 3 of 12 apply to all claims and liability regardless of whether any insurance policies are applicable. The policy limits do not act as limitation upon the amount of indemnification to be provided by CONSULTANT. B. To the extent that CONSULTANT performs "Design Professional Services" within the meaning of Civil Code Section 2782.8, then the following Hold Harmless provision applies in place of subsection A above: "CONSULTANT hereby agrees to protect, defend, indemnify and hold harmless CITY and its officers, elected or appointed officials, employees, agents and volunteers, from and against any and all claims, damages, losses, expenses, demands and defense costs (including, without limitation, costs and fees of litigation of every nature or liability of any kind or nature) to the extent that the claims against CONSULTANT arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of CONSULTANT. In no event shall the cost to defend charged to CONSULTANT exceed CONSULTANT's proportionate percentage of fault. However, notwithstanding the previous sentence, in the event one or more other defendants to the claims and/or litigation is unable to pay its share of defense costs due to bankruptcy or dissolution of the business, CONSULTANT shall meet and confer with CITY and other defendants regarding unpaid defense costs. The duty to indemnify, including the duty and the cost to defend, is limited as provided in California Civil Code Section 2782.8. C. Regardless of whether subparagraph A or B applies, CITY shall be reimbursed by CONSULTANT for all costs and attorney's fees incurred by CITY in enforcing this obligation. This indemnity shall apply to all claims and liability regardless of whether any insurance policies are applicable. The policy limits do not act as a limitation upon the amount of indemnification to be provided by CONSULTANT. 26-18111/414405 4 of 12 9. PROFESSIONAL LIABILITY INSURANCE CONSULTANT shall obtain and furnish to CITY a professional liability insurance policy covering the work performed by it hereunder. This policy shall provide coverage for CONSULTANT's professional liability in an amount not less than One Million Dollars ($1,000,000.00) per occurrence and in the aggregate. The above- mentioned insurance shall not contain a self-insured retention without the express written consent of CITY; however an insurance policy "deductible" of Ten Thousand Dollars ($10,000.00) or less is permitted. A claims-made policy shall be acceptable if the policy further provides that: A. The policy retroactive date coincides with or precedes the initiation of the scope of work (including subsequent policies purchased as renewals or replacements). B. CONSULTANT shall notify CITY of circumstances or incidents that might give rise to future claims. CONSULTANT will make every effort to maintain similar insurance during the required extended period of coverage following PROJECT completion. If insurance is terminated for any reason, CONSULTANT agrees to purchase an extended reporting provision of at least two (2) years to report claims arising from work performed in connection with this Agreement. If CONSULTANT fails or refuses to produce or maintain the insurance required by this section or fails or refuses to furnish the CITY with required proof that insurance has been procured and is in force and paid for, the CITY shall have the right, at the CITY's election, to forthwith terminate this Agreement. Such termination shall not 26-18111/414405 5 of 12 effect Consultant's right to be paid for its time and materials expended prior to notification of termination. CONSULTANT waives the right to receive compensation and agrees to indemnify the CITY for any work performed prior to approval of insurance by the CITY. 10. CERTIFICATE OF INSURANCE Prior to commencing performance of the work hereunder, CONSULTANT shall furnish to CITY a certificate of insurance subject to approval of the City Attorney evidencing the foregoing insurance coverage as required by this Agreement; the certificate shall: A. provide the name and policy number of each carrier and policy; B. state that the policy is currently in force; and C. shall promise that such policy shall not be suspended, voided or canceled by either party, reduced in coverage or in limits except after thirty (30) days' prior written notice; however, ten (10) days' prior written notice in the event of cancellation for nonpayment of premium. CONSULTANT shall maintain the foregoing insurance coverage in force until the work under this Agreement is fully completed and accepted by CITY. The requirement for carrying the foregoing insurance coverage shall not derogate from CONSULTANT's defense, hold harmless and indemnification obligations as set forth in this Agreement. CITY or its representative shall at all times have the right to demand the original or a copy of the policy of insurance. CONSULTANT shall pay, in a prompt and timely manner, the premiums on the insurance hereinabove required. 26-18111/414405 6 of 12 11. INDEPENDENT CONTRACTOR CONSULTANT is, and shall be, acting at all times in the performance of this Agreement as an independent contractor herein and not as an employee of CITY. CONSULTANT shall secure at its own cost and expense, and be responsible for any and all payment of all taxes, social security, state disability insurance compensation, unemployment compensation and other payroll deductions for CONSULTANT and its officers, agents and employees and all business licenses, if any, in connection with the PROJECT and/or the services to be performed hereunder. 12. TERMINATION OF AGREEMENT All work required hereunder shall be performed in a good and workmanlike manner. CITY may terminate CONSULTANT's services hereunder at any time with or without cause, and whether or not the PROJECT is fully complete. Any termination of this Agreement by CITY shall be made in writing, notice of which shall be delivered to CONSULTANT as provided herein. In the event of termination, all finished and unfinished documents, exhibits, report, and evidence shall, at the option of CITY, become its property and shall be promptly delivered to it by CONSULTANT. 13. ASSIGNMENT AND DELEGATION This Agreement is a personal service contract and the work hereunder shall not be assigned, delegated or subcontracted by CONSULTANT to any other person or entity without the prior express written consent of CITY. If an assignment, delegation or subcontract is approved, all approved assignees, delegates and subconsultants must satisfy the insurance requirements as set forth in Sections 9 and 10 hereinabove. 26-18111/414405 7 of 12 14. COPYRIGHTS/PATENTS CITY shall own all rights to any patent or copyright on any work, item or material produced as a result of this Agreement. 15. CITY EMPLOYEES AND OFFICIALS CONSULTANT shall employ no CITY official nor any regular CITY employee in the work performed pursuant to this Agreement. No officer or employee of CITY shall have any financial interest in this Agreement in violation of the applicable provisions of the California Government Code. 16. NOTICES Any notices, certificates, or other communications hereunder shall be given either by personal delivery to CONSULTANT's agent (as designated in Section 1 hereinabove) or to CITY as the situation shall warrant, or by enclosing the same in a sealed envelope, postage prepaid, and depositing the same in the United States Postal Service, to the addresses specified below. CITY and CONSULTANT may designate different addresses to which subsequent notices, certificates or other communications will be sent by notifying the other party via personal delivery, a reputable overnight carrier or U. S. certified mail-return receipt requested: TO CITY: TO CONSULTANT: City of Huntington Beach Dynamic Video Communications, LLC ATTN: City Manager ATTN: Edward Garcia 2000 Main Street 30211 Avenida de las Banderas, Suite 200 Huntington Beach, CA 92648 Rancho Santa Margarita, CA 92688 26-18111/414405 8 of 12 17. CONSENT When CITY's consent/approval is required under this Agreement, its consent/approval for one transaction or event shall not be deemed to be a consent/approval to any subsequent occurrence of the same or any other transaction or event. 18. MODIFICATION No waiver or modification of any language in this Agreement shall be valid unless in writing and duly executed by both parties. 19. SECTION HEADINGS The titles, captions, section, paragraph and subject headings, and descriptive phrases at the beginning of the various sections in this Agreement are merely descriptive and are included solely for convenience of reference only and are not representative of matters included or excluded from such provisions, and do not interpret, define, limit or describe, or construe the intent of the parties or affect the construction or interpretation of any provision of this Agreement. 20. INTERPRETATION OF THIS AGREEMENT The language of all parts of this Agreement shall in all cases be construed as a whole, according to its fair meaning, and not strictly for or against any of the parties. If any provision of this Agreement is held by an arbitrator or court of competent jurisdiction to be unenforceable, void, illegal or invalid, such holding shall not invalidate or affect the remaining covenants and provisions of this Agreement. No covenant or provision shall be deemed dependent upon any other unless so expressly provided here. As used in this Agreement, the masculine or neuter gender and singular or plural number shall be deemed to include the other whenever the context so indicates or requires. Nothing contained herein shall be construed so as to require the commission of any act 26-18111/414405 9 of 12 contrary to law, and wherever there is any conflict between any provision contained herein and any present or future statute, law, ordinance or regulation contrary to which the parties have no right to contract, then the latter shall prevail, and the provision of this Agreement which is hereby affected shall be curtailed and limited only to the extent necessary to bring it within the requirements of the law. 21. DUPLICATE ORIGINAL The original of this Agreement and one or more copies hereto have been prepared and signed in counterparts as duplicate originals, each of which so executed shall, irrespective of the date of its execution and delivery, be deemed an original. Each duplicate original shall be deemed an original instrument as against any party who has signed it. 22. IMMIGRATION CONSULTANT shall be responsible for full compliance with the immigration and naturalization laws of the United States and shall, in particular, comply with the provisions of the United States Code regarding employment verification. 23. LEGAL SERVICES SUBCONTRACTING PROHIBITED CONSULTANT and CITY agree that CITY is not liable for payment of any subcontractor work involving legal services, and that such legal services are expressly outside the scope of services contemplated hereunder. CONSULTANT understands that pursuant to Huntington Beach City Charter Section 309, the City Attorney is the exclusive legal counsel for CITY; and CITY shall not be liable for payment of any legal services expenses incurred by CONSULTANT. 26-18111/414405 10 of 12 24. ATTORNEY'S FEES In the event suit is brought by either party to construe, interpret and/or enforce the terms and/or provisions of this Agreement or to secure the performance hereof, each party shall bear its own attorney's fees, such that the prevailing party shall not be entitled to recover its attorney's fees from the nonprevailing party. 25. SURVIVAL Terms and conditions of this Agreement, which by their sense and context survive the expiration or termination of this Agreement, shall so survive. 26. GOVERNING LAW This Agreement shall be governed and construed in accordance with the laws of the State of California. 27. SIGNATORIES Each undersigned represents and warrants that its signature hereinbelow has the power, authority and right to bind their respective parties to each of the terms of this Agreement, and shall indemnify CITY fully for any injuries or damages to CITY in the event that such authority or power is not, in fact, held by the signatory or is withdrawn. 28. ENTIRETY The parties acknowledge and agree that they are entering into this Agreement freely and voluntarily following extensive arm's length negotiation, and that each has had the opportunity to consult with legal counsel prior to executing this Agreement. The parties also acknowledge and agree that no representations, inducements, promises, agreements or warranties, oral or otherwise, have been made by that party or anyone acting on that party's behalf, which are not embodied in this Agreement, and that that party has not executed this Agreement in reliance on any representation, inducement, 26-18111/414405 11 of 12 promise, agreement, warranty, fact or circumstance not expressly set forth in this Agreement. This Agreement, and the attached exhibits, contain the entire agreement between the parties respecting the subject matter of this Agreement, and supersede all prior understandings and agreements whether oral or in writing between the parties respecting the subject matter hereof 29. EFFECTIVE DATE This Agreement shall be effective on the date of its approval by the City Attorney. This Agreement shall expire when terminated as provided herein. IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed by and through their authorized officers. CONSULTANT, CITY OF HUNTINGTON BEACH, DYNAMIC VIDEO COMMUNICATIONS, a municipal corporation of the State of LLC California By: tau A City Manager print name ITS: (circle one)Chairman/PresidentNice President APPROVED AS TO FORM: AND By: ity Attorney Date SI NI/?.a z print name ITS: (circle one)Secretary/Chief Financial Officer/Asst. RECEIVE AND FILE: Secretary—Treasurer L7/14e>14'e City Clerk � Date 11/` f/ /202 COUNTERPART 26-18111/414405 12 of 12 promise, agreement, warranty, fact or circumstance not expressly set forth in this Agreement. This Agreement, and the attached exhibits, contain the entire agreement between the parties respecting the subject matter of this Agreement,and supersede all prior understandings and agreements whether oral or in writing between the parties respecting the subject matter hereof. 29. EFFECTIVE DATE This Agreement shall be effective on the date of its approval by the City Attorney. This Agreement shall expire when terminated as provided herein. IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed by and through their authorized officers. CONSULTANT, CITY OF HUNTINGTON BEACI-I, DYNAMIC VIDEO COMMUNICATIONS, •iicipal corporation of the State of LL Califo iia ,,......f_x___ By: -- Edward Garcia City Manager print name ITS: (circle one)Chains Wen ice President APPROVED AS TO FORM: AND BY amity Attorney J na G. ardy Date ,5-/ 2- /2.01.- print name ITS: (circle one)SerretaryfrolTerrniT de,Asst. RECEIVE AND FILE: seaciary—Treasurer City Clerk Date COUNTERPART 26-18111/414405 12 01' 12 EXHIBIT "A" A. STATEMENT OF WORK: (Narrative of work to be performed) Provide On-Call Video Production and Media Services for Huntington Beach Channel 3- HBTV B. CONSULTANT'S DUTIES AND RESPONSIBILITIES: SEE ATTACHED EXHIBIT A C. CITY'S DUTIES AND RESPONSIBILITIES: D. WORK PROGRAM/PROJECT SCHEDULE: EXHIBIT A EXHIBIT A A - COVER LETTER March 5th, 2026 The CITY OF HUNTINGTON Beach Office of The City Manager Attention: Alyssa Salazar, Buyer 2000 Main Street Huntington Beach, CA 92648 Hello Alyssa, At Dynamic Video Communications (DVC), we believe great cities deserve great storytelling. For the past 28 years, our work has focused on bringing municipalities and major brands to life through cinematic video production and thoughtful media strategy. Thank you for the opportunity to present our agency as a partner to support the City of Huntington Beach in: • Feature Content Generation • Regular Event Coverage For Feature Content, we specialize in storytelling that connects with audiences. We've produced executive roundtables and branded programming for major cities and global brands, including long-form and original content for nationally recognized organizations like USC, Chipotle, Taco Bell Corp. and Wells Fargo. We scale easily — from lean, efficient crews to full productions — depending on the needs of the project. For Event Coverage, we thrive in dynamic, fast-moving environments like those unique to a beach city. Our team is highly organized, collaborates seamlessly with your stage vendor and production crews, and is focused on capturing the moments that matter. We understand how to work inside live civic events with professionalism and efficiency while delivering polished, engaging visuals. MUNICIPALITIES -The City of Santa Ana -The City of Newport Beach -The County of San Bernardino -The County of San Bernardino GLOBAL BRANDS ENGAGEMENT -Taco Bell -Wells Fargo -Credit Unions -Pepsico -Chipotle -Dell Technologies -Boys and Girls Club of America -Chevron -UCLA / USC Our mission is to create content that strengthens civic engagement, highlights community programs, and reflects the City's values and vision. A strong example of our commitment is our ongoing partnership with The City of Santa Ana, which recently extended our contract for a third consecutive term — a relationship built on trust, reliability, and measurable results. As a boutique agency, we offer something many larger firms cannot: Personal Investment. Big brands with access to major creative resources continue to choose DVC because we are responsive and deeply respectful of our clients' time. We pride ourselves on being easy to work with and on reducing the complexity that often comes with media production. As owner and producer, we bring what I call a "Cinematic Instincts" for audience connection — an understanding of what people respond to visually and emotionally. That instinct has helped our partners grow engagement, including sustained increases in social media viewership for our municipal clients. We would love to bring that same energy and expertise to Huntington Beach. We would be honored to collaborate with the City and help tell its story with clarity, creativity, and purpose. The proposed budget is valid for 180 days. The address listed below is the location from which this work will be managed. Thank you for considering DVC as your creative partner. Respectfully, Edward Garcia Producer/ Director/ Project Manager Dynamic Video Communications, LLC 30211 Avenida de las Banderas, Suite 200 Rancho Santa Margarita, CA 92688 Edwardgarcia2C@mac.com 1949-232-3220 DVCFILMS.COM A - VENDOR APPLICATION LETTER A - BACKGROUND & PROJECT SUMMARY • Regular Event Coverage Dynamic Video Communications (DVC) is well positioned to support this on-call model with professionalism, flexibility, and proven experience. Regular event coverage highlights the City's need for fast, reliable production — and this is where DVC excels. We bring extensive expertise in field videography, on-site interviewing, live coverage, and full-service event production, confidently managing projects from initial capture through final edit with rapid turnaround times. • Feature Content Generation Dynamic Video Communications (DVC) will support the City of Huntington Beach's need for on-call field and studio video production, live broadcast services, and video engineering for their communication platforms. We bring extensive experience delivering professional content for broadcast television, live streaming, digital distribution, and archival purposes, including web and social media platforms. Our team is fully equipped with HD, 4K, and 8K production capabilities, allowing us to scale services to meet a wide range of project scopes and budgets. We remain flexible and solution-oriented, adapting to project needs while maintaining broadcast-quality standards. With dedicated coordination and lighting support built into our workflow, we operate efficiently in both field and studio environments. Working collaboratively the beach city, DVC can support one or multiple service categories as needed. We understand the on-call nature of municipal production work and are prepared to respond quickly based on project priorities, availability, and evolving demands. Our full- service capabilities — including multi-camera production, professional audio, lighting, live broadcast support, video engineering, and polished post-production — ensure reliable, high- quality delivery across all City platforms. C — METHODOLOGY Dynamic Video Communications (DVC) applies a proven, repeatable methodology for both feature content generation and event coverage that emphasizes planning, collaboration, '-5ciency, and high production value. mentation Plan " projects through a structured production workflow consisting of five dry, Pre-Production, Production, Post-Production, and Delivery. Discovery & Planning: • Initial consultation with City stakeholders to clarify goals, audience, messaging, and success metrics. Edward will be the city project manager and will bring donuts and bagels to the first meeting. • Development of creative briefs, schedules, and production plans • Identification of the necessary crew, equipment, stage partnership and logistical requirements. Pre-Production Controls • Detailed run-of-show documents and shot lists • Location scouting and technical assessments • Scheduling coordination with City departments Production Execution • DVC will use their experienced field teams operating under established safety and quality protocols • Edward and Nathan (lighting director) will provide On-site production leadership to maintain schedule and creative direction Post-Production Controls • Andres will handle the structured editing timelines with milestone reviews • Version tracking, organized media management and provide multiple versions to the City. • Quality assurance checks for audio, color, graphics, and accessibility standards Delivery • Approvals from the city and formatting for broadcast, streaming, and digital platforms • Final stakeholder approval and documentation b. Stakeholder Engagement Methodology DVC prioritizes transparent communication and collaborative feedback throughout each phase of production - Communication is Key. • Structured meetings with internal City stakeholders or project manager • Regular status updates and review sessions • Final approval workflows to ensure alignment with City objectives c. Additional Project Management Strategies • Dedicated project coordinator to manage logistics and communication • Rapid-response capability for time-sensitive assignments • Standardized templates and workflows to ensure consistency across projects 2. Commitment to Client Satisfaction DVC's methodology is designed to exceed expectations while fully satisfying the Scope of Work requirements for both content generation and event coverage. For Content Generation • Collaborative concept development aligned with City messaging • Cinematic storytelling that elevates civic programming • Multi-camera production and professional lighting/audio design For Event Coverage • Rapid deployment field teams prepared for dynamic environments • Efficient capture of key moments and stakeholder interviews • Fast turnaround editing for timely distribution The Beach city's satisfaction is reinforced through: • Clear communication and responsiveness • On-time delivery and budget discipline • Flexibility to adapt to evolving project needs • Professional, respectful collaboration with City staff and the public 3. Roles and Support Requirements DVC Responsibilities • Creative development and production planning • Director along with the Crew staffing and equipment provision • On-site production management • Editing and post-production for presentation and social media • Final delivery and archiving The City of Huntington Beach • Providing project objectives, messaging priorities, and approvals • Facilitating access to locations, personnel, and events • Coordinating schedules with relevant departments and dignitaries • Reviewing and approving drafts within agreed timelines This collaborative structure ensures efficient workflows, minimizes delays, and supports the City's operational needs while allowing DVC to deliver high-quality, professional results. Through this methodology, DVC combines experienced personnel, disciplined project management, and creative excellence to successfully execute both feature content generation and event coverage at a consistently high standard. EXHIBIT "B" Payment Schedule (Hourly Payment) A. Hourly Rate CONSULTANT'S fees for such services shall be based upon the following hourly rate and cost schedule: Producer/Director 105.00/per hour Project Management& Coordination 75.00/per hour Director of Photography w/Lighting, Camera and Audio Gear 250.00/per hour Camera Operator/Gimbal 100.00/per hour Certified Drone Op w/Gear 75.00/per hour Audio Engineer 100.00/per hour Gaffer/Production Assistance 75.00/per hour Post Production Phase/Editorial 155.00/per hour Colorist 75.00/per hour Post Production Audio Design& Mixer 100.00/per hour Motion Graphics and Animation 140.00/per hour B. Travel. Charges for time during travel are not reimbursable C. Billing 1. All billing shall be done monthly in fifteen (15) minute increments and matched to an appropriate breakdown of the time that was taken to perform that work and who performed it. 2. Each month's bill should include a total to date. That total should provide, at a glance, the total fees and costs incurred to date for the project. 3. A copy of memoranda, letters, reports, calculations and other documentation prepared by CONSULTANT may be required to be submitted to CITY to demonstrate progress toward completion of tasks. In the event CITY rejects or has comments on any such product, CITY shall identify specific requirements for satisfactory completion. 4. CONSULTANT shall submit to CITY an invoice for each monthly payment due. Such invoice shall: A) Reference this Agreement; B) Describe the services performed; C) Show the total amount of the payment due; D) Include a certification by a principal member of CONSULTANT's firm that the work has been performed in accordance with the provisions of this Agreement; and E) For all payments include an estimate of the percentage of work completed. Upon submission of any such invoice, if CITY is satisfied that CONSULTANT is making satisfactory progress toward completion of tasks in accordance with this Agreement, CITY shall approve the invoice, in which event payment shall be made within thirty (30) days of receipt of the invoice by CITY. Such approval shall not be unreasonably withheld. If CITY does not approve an invoice, CITY shall notify CONSULTANT in writing of the reasons for non-approval and the schedule of performance set forth in Exhibit "A" may at the option of CITY be suspended until the parties agree that past performance by CONSULTANT is in, or has been brought into compliance, or until this Agreement has expired or is terminated as provided herein. 5. Any billings for extra work or additional services authorized in advance and in writing by CITY shall be invoiced separately to CITY. Such invoice shall contain all of the information required above, and in addition shall list the hours expended and hourly rate charged for such time. Such invoices shall be approved by CITY if the work performed is in accordance with the extra work or additional services requested, and if CITY is satisfied that the statement of hours worked and costs incurred is accurate. Such approval shall not be unreasonably withheld. Any dispute between the parties concerning payment of such an invoice shall be treated as separate and apart from the ongoing performance of the remainder of this Agreement. ACORO CERTIFICATE OF LIABILITY INSURANCE DATE( YYYY) 05/04/20262026 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER,AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder Is an ADDITIONAL INSURED,the policy(les)must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED,subject to the terms and conditions of the policy,certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER CONTACT NAME: BIBERK PHONE FAX uvc No.Eat): 844-472-0967 I INC.NO): 203-654-3613 P.O. Box 113247 E-MAIL customerservice@biBERK.com Stamford, CT 06911 ADDRESS INSURER(S)AFFORDING COVERAGE NAIC X INSURER Berkshire Hathaway Direct Insurance Company 10391 INSURED INSURER B: Dynamic Video Communications, LLC INSURER C: 30211 Avenida de las Bandera Ste 200 INSURERD: Rancho Santa Margarita, CA 92688 INSURER E: INSURER F: COVERAGES CERTIFICATE NUMBER: REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POUCY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT,TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POUCIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES.LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR TR TYPE OF INSURANCE INSO S4WDUBR POLICY NUMBER POLICY EFF POLICY EXP LIMITS (MMIDD/YYYY) (MM/DD/YYl'Y) COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE S J CLAIMS•MADE n OCCUR DAMAGETORENTED $ pB�dISES�?�441✓tlftPS4J—_ MED EXP(Any one person) S PERSONAL&ADV INJURY S GENL AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE S POLICY JJEE-CT LOC PRODUCTS.COMPIOP AGO S OTHER: S AUTOMOBILE LIABILITY COMBINED SINGLE UMIT $ (Ea accident) ANY AUTO BODILY INJURY(Per person) S OWNED SCHEDULED BODILY INJURY(Per aocidenl) S AUTOS ONLY AUTOS HIRED NON-OWNED PROPERTY DAMAGE S _ AUTOS ONLY AUTOS ONLY (Per accident) S UMBRELLA LIAB OCCUR EACH OCCURRENCE S EXCESS LIAR CLAIMS.MAOE AGGREGATE 5 DED I I RETENTIONS S WORKERS COMPENSATION I STATUTE 1 10TH AND EMPLOYEES'LIABILITY Y/N ANYPROPRIETOR/PARTNER/EXECUTIVE EL EACH ACCIDENT $ OF EXCLUDED? NIA (Mandatory In NH) EL.DISEASE-EA EMPLOYEE$ If yes,describe under DESCRIPTION OF OPERATIONS below EL DISEASE-POLICY LIMIT 5 A Prefessfertah!#ability (Errors& N8PL481195 07/01/2026 07/01/2027 Per Occurrence/ $1,000,000/ Omissions): Claims-Made Aggregate $3,000,000 DESCRIPTION OF OPERATIONS/LOCATIONS I VEHICLES(ACORO 101,Additional Remarks Schedule,may be attached it more space Is required) ALr ni Ft 01,17:-r j:, !;tYY Ai 1O;113s CERTIFICATE HOLDER CANCELLATION CITY �' +"• SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE The City of Huntington Beach THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. 2000 Main Street Huntington Beach, CA 92648 AUTHORIZED REPRESENTATIVE ,p ®1988-2016 ACORD CORPORATION. All rights reserved. ACORD 26(2016/03) The ACORD name and logo are registered marks of ACORD Switzer, Donna From: Thomas, Carlina Sent: Tuesday, June 30, 2026 9:09 AM To: Switzer, Donna Subject: FW: Fully Executed Contract Attachments: Final Dynamic Video Prof. Srvcs. Contract.pdf Follow Up Flag: Follow up Flag Status: Flagged As requested, for your records. From:Thomas, Carlina Sent:Tuesday,June 30, 2026 9:08 AM To: edwardgarcia2@mac.com Cc: Long, Cody<Cody.Long@surfcity-hb.org> Subject: Fully Executed Contract Hi Edward, (attached)Your copy of the fully executed Professional Services Contract. Cody will be the one reaching out regarding future projects (copied in). If you have contract, purchase order, or invoicing questions, let me know. Thank you. Sincerely, • , - Carlina Thomas „„i Assistant to the City Manager City Manager's Office Office: (714)536-5496 Carlina.Thomasasurfcity-hb.orq FB © 00 2000 Main Street,Huntington Beach,CA 92648 1 01. 1NG704, On -Call Video ( �• \\,,, RgTF,..,. Production and �• �i ,- ____--- << : -9. •• Media Services /li j/ Professional Services Contracts June 16, 2026 COUNP? C)\> � 462 Overview 1 . Current on-call contracts expire June 30, 2026 2. On-Call Video Production and Media Services RFP posted 3. Seventeen (17) proposals received 4. Seven (7) firms provided notice of award 5. Six (6) firms presented with approved ins & signed contract: • Dorado Creative, Inc. • Dynamic Video Communications, LLC • Marketworks •••-oyTING7 • Pegasus Studios ,�o`�.�NC�RPOR�IFp: , • Tripeppi Smith and Associates, Inc. • Vidiflow, LLC '� ti � k-� `z 4 CGUNTYa&'i/11 Scope of Services Four Service Categories: 1 . Live Program Direction and Switching 2. Feature Content Generation 3. Video Engineering Services •,i3ON11 NGTQ 4. Event Coverage Q` -,11GORP ORA ito 4/4Aep \` Recommended Action : Approve and Authorize six (6), three year On-Call Video Production and Media Services Professional Services Contracts for the following firms: 1 . Dorado Creative Inc. ($50,000 NTE) 2. Dynamic Video Communications, LLC ($50,000 NTE)* 3. Marketworks ($150,000 NTE) 4. Pegasus Studios ($50,000 NTE)* ,., YiN ro (•l�<c..\HCORPOH4r,... , 5. Tripepi Smith and Associates, Inc. ($200,000 NTE) ���� '•:� �U _ _� 6. Vidiflow, LLC ($50,000 NTE) _ � L • • "c• �' NTE- Not to Exceed * New On-Call Vendor --ebriA74.P . -__ __.__ _ ,. _.,..„..„..„,...., , „, _ .. . ... , , Questions ? .... ,. , I , , ti ;:..„..:, ,_ :. I II .......,--—i. --;----r...--..c....i; •Iiiitr.-i--:1 1 , . , . ,..,,.. . / , 4:kt":1410-1.14 Ttii; s .�; '1 'nom A . '_ _� �'. 7 fi :ice f 3 .+- 'Erg _ -y �{`\ From: PA To: suoolementalcomm@ surfcity-hb.orq Subject: City Council public media contracts/City of FIB Communications Date: Wednesday,June 10,2026 9:33:33 PM Dear Council members, There are six contracts on communication services provided for approval by council for the upcoming council agenda. It would be helpful to provide a cover letter explaining how these contracts fall into the overall City communication plan. What current internal and external "personnel/vendors" fall under the City communication plan? Thank you. Pat Quintana SUPPLEMENTAL COMMUNICATION - Meeting Date: 6/16/2026 Item No. 16 (26-465)