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O Consent Agenda
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Jefferson County
Board of Commissioners
Agenda Request
To: Board of Commissioners
Philip Morley, County Administrator
From: Monte Reinders, Public Works Director / County Engineer /
�--
Agenda Date: May 4, 2015
Subject: Videographer Professional Services Agreement Contract for the
Quilcene Complete Streets Project
Statement of Issue:
Professional Services Agreement with Frenetic Productions of Quilcene, WA, for providing
videographer services for the Quilcene Complete Streets Project.
Analysis /Strategic Goals/Pro's Et Con's:
This project is included in the officially adopted 2015 -2020 Transportation Improvement Program
as Item No. 14 as well as in the 2015 Annual Construction Program as Item No. 12. This project
is funded through a WSDOT Pedestrian % Bicycle program whose objective is to improve the
transportation system so as to enhance safety and mobility for people who choose to walk or
bike.
This agreement will provide videographer services by Frenetic Productions, for the Preliminary
Engineering phase. The consultant services for this project element consist of producing a video
to document the Quilcene Complete Streets Project from community engagement, to design, to
construction that can be used as a demonstration tool in other communities. This element was
specified as a project deliverable in the grant application.
Fiscal Impact/Cost Benefit Analysis:
This Professional Services Agreement, for videography services, is for $8,500.00
This project is funded at 100% by a WSDOT Pedestrian Et Bicycle Program grant.
Recommendation:
The Board is asked to execute the three (3) originals of the Professional Services Agreement with
Frenetic Productions, and return (2) signed originals to Public Works (attn. Eric Kuzma).
Department Contact:
Eric Kuzma, Project Manager, (360) 385 -9167
Reviewed By:
�) ,Philip Morley, County A ministD for Date
)
PROFESSIONAL SERVICES AGREEMENT FOR
VIDEOGRAPHY SERVICES
THIS AGREEMENT is entered into between the County of Jefferson, a municipal corporation,
hereinafter referred to as "the County ", and Frenetic Productions, hereinafter referred to as "the
Consultant ", in consideration of the mutual benefits, terms, and conditions hereinafter specified.
Project Designation. tion. The Consultant is retained by the County to fully produce an
educational video to document the Quilcene Complete Streets Project from community
engagement, to design, to construction, that can be used as a demonstration tool in other
communities.
2. Scope of Services. Consultant agrees to perform the services, identified on Exhibit "A"
attached hereto, including the provision of all labor.
3. Time for Performance. Work under this contract shall commence upon the giving of
written notice by the County to the Consultant to proceed. Consultant receipt of a Purchase
Order shall constitute said notice. Consultant shall perform all services and provide all
work product required pursuant to this agreement on the dates listed on Exhibit "A"
4. Payment. The Consultant shall be paid by the County for completed work and for services
rendered under this agreement as follows:
a. Payment for the work provided by Consultant shall be made as provided on Exhibit
"B" attached hereto, provided that the total amount of payment to Consultant shall
not exceed $8500.00 without express written modification of the agreement signed
by the County.
b. The consultant may submit invoices to the County once per month during the
progress of the work for partial payment for project completed to date, up to 80%
of total project costs. Such vouchers will be checked by the County, and upon
approval thereof, payment will be made to the Consultant in the amount approved.
C. Final payment of any balance due the Consultant of the total contract price earned
will be made promptly upon its ascertainment and verification by the County after
the completion of the work under this agreement and its acceptance by the County.
d. Payment as provided in this section shall be full compensation for work performed,
services rendered and for all materials, supplies, equipment and incidentals
necessary to complete the work.
e. The Consultant's records and accounts pertaining to this agreement are to be kept
available for inspection by representatives of the County and state for a period of
three (3) years after final payments. Copies shall be made available upon request.
PROFESSIONAL SERVICES AGREEMENT
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Ownership and Use of Documents. All documents, drawings, specifications and other
materials produced by the Consultant in connection with the services rendered under this
agreement shall be the property of the County whether the project for which they are made
is executed or not. The Consultant shall be permitted to retain copies, including
reproducible copies, to reference and use in connection with Consultant's endeavors.
6. Compliance with laws. Consultant shall, in performing the services contemplated by this
agreement, faithfully observe and comply with all federal, state, and local laws, ordinances
and regulations, applicable to the services to be rendered under this agreement.
7. Indemnification. Consultant shall indemnify, defend and hold harmless the County, its
officers, agents and employees, from and against any and all claims, losses or liability, or
any portion thereof, including attorney's fees and costs, arising from injury or death to
persons, including injuries, sickness, disease or death to Consultant's own employees, or
damage to property occasioned by a negligent act, omission or failure of the Consultant.
8. Insurance. Commercial Automobile Liability Insurance providing bodily injury and
property damage liability coverage for all owned and non -owned vehicles assigned to or
used in the performance of the work for a combined single limit of not less than $500,000
each occurrence with the COUNTY named as an additional insured in connection with the
CONSULTANT'S performance of the contract.
Said liability policy shall name the County of Jefferson as an additional named insured and
shall include a provision prohibiting cancellation of said policy except upon thirty (30)
days prior written notice to the County. Certificates of coverage as required by this section
shall be delivered to the County within fifteen (15) days of execution of this agreement.
9. Independent Contractor. The Consultant and the County agree that the Consultant is an
independent contractor with respect to the services provided pursuant to this agreement.
Nothing in this agreement shall be considered to create the relationship of employer and
employee between the parties hereto. Neither Consultant nor any employee of Consultant
shall be entitled to any benefits accorded County employees by virtue of the services
provided under this agreement. The County shall not be responsible for withholding or
otherwise deducting federal income tax or social security or for contributing to the state
industrial insurance program, otherwise assuming the duties of an employer with respect to
Consultant, or any employee of Consultant.
10. Covenant Against Contingent Fees. The Consultant warrants that he has not employed or
retained any company or person, other than a bonafide employee working solely for the
Consultant, to solicit or secure this contract, and that he has not paid or agreed to pay any
company or person, other than a bonafide employee working solely for the Consultant, any
fee, commission, percentage, brokerage fee, gifts, or any other consideration contingent
upon or resulting from the award or making of this contract. For breach or violation of this
warranty, the County shall have the right to annul this contract without liability or, in its
discretion to deduct from the contract price or consideration, or otherwise recover, the full
PROFESSIONAL SERVICES AGREEMENT
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amount of such fee, commission, percentage, brokerage fee, gift, or contingent fee.
11. Discrimination Prohibited. The Consultant, with regard to the work performed by it under
this agreement, will not discriminate on the grounds of race, color, national origin,
religion, creed, age, sex or the presence of any physical or sensory handicap in the
selection and retention of employees or procurement of materials or supplies.
12. Assignment. The Consultant shall not sublet or assign any of the services covered by this
agreement without the express written consent of the County.
13. Non - Waiver. Waiver by the County of any provision of this agreement or any time
limitation provided for in this agreement shall not constitute a waiver of any other
provision.
14. Termination.
a. The County reserves the right to terminate this agreement at any time by giving ten
(10) days written notice to the Consultant.
b. In the event of the death of a member, partner or officer of the Consultant, or any of
its supervisory personnel assigned to the project, the surviving members of the
Consultant hereby agree to complete the work under the terms of this agreement, if
requested to do so by the County. This section shall not be a bar to renegotiations
of this agreement between surviving members of the Consultant and the County, if
the County so chooses.
15. Notices. Notices to the County of Jefferson shall be sent to the following address:
Jefferson County Public Works
623 Sheridan Street
Port Townsend, WA 98368
Notices to Consultant shall be sent to the following address:
Frenetic Productions
253 Snow Creek Road
Quilcene, WA 98376
16. Integrated Agreement. This Agreement together with attachments or addenda, represents
the entire and integrated agreement between the County and the Consultant and supersedes
all prior negotiations, representations, or agreements written or oral. This agreement may
be amended only by written instrument signed by both County and Consultant.
DATED this
day of , 20
PROFESSIONAL SERVICES AGREEMENT
P: \Eric K \(A) Projects \Quilcene Complete Streets \Project Management \Consultants \Videogtapher \Frenetic Productions \Professional Services
Agreement.docx Rev. 1/2015 Page 3 of 9
SIGNATURE PAGE
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Con�t{ltant�pr entative (R print)
( ignature)
01 AQ,
Title
`1
Date —�
JEFFERSON COUNTY
BOARD OF COMMISSIONERS
David W. Sullivan, Chair
Phil Johnson, Member
Kathleen Kler, Member
Approved as to form only:
r 7)151-
3)
David Alvarez Date
Deputy cuting At o y
Monte Reinders, P.E. Date
Public Works Director /County Engineer
PROFESSIONAL SERVICES AGREEMENT
P: \Eric K \(A) Projects \Quilcene Complete Streets \Project Management \Consultants \Videographer \Frenetic Productions\Professional Services
Agreement.docx Rev. 1/2015 Page 4 of 9
Exhibit A
Scope of Work for
Videography Services for
Quilcene Complete Streets Project
OBJECTIVES:
To produce a video documenting the Quilcene Complete Streets Project from community
engagement, to design, to construction, that can be used as a demonstration tool in other
communities. The project is funded by the WSDOT Pedestrian and Bicycle Program.
The Quilcene Complete Streets Project is located in Quilcene, Washington, along US Hwy. 101,
approximately between Center Road and the Quilcene Community Center. The intent of this
project is to improve pedestrian and bicycle safety along this portion of US Highway 101.
PHASE 1 - Pre - production, Early Production, Workflow
Includes pre - production and video production through the end of 2015.
Task 1 — Pre - production
• Purchase project specific consumables (i.e., hard drives for video and backup)
• Setup project architecture
• Develop working script
• Quarterly meetings with JCPW staff and production staff to review progress, script,
and schedule.
Task 2 — Video Production
• Videotape the 2 Charrettes, and conduct up to 5 follow -up interviews per charrette.
• Obtain ancillary assets (music, regional b -roll, photos and media assets from
JCPW).
Phase 1 - Understanding
• Progress billings will be submitted monthly to the County.
• Throughout project, Frenetic Productions will provide all required forms and will work
with JCPW to acquire needed personal and location releases.
Phase 1 - Deliverables
• Progress report will be submitted with monthly invoice.
• Working Script.
• Assembly edit of existing footage by December 31St, 2015.
PROFESSIONAL SERVICES AGREEMENT
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PHASE 2 — Production, Post - Production
Phase 2 begins January 1St• 2016, and will follow production through the end of
construction and post - production.
Task 1 — Production
Document planning and construction of Quilcene Complete Streets through the end
of the project.
Conduct interviews based on working script.
Task 2 — Post - Production
• Continue to acquire ancillary media assets.
• Finalize script
• Complete edit of video
o Submit rough cut to JCPW.
o Up to 3 structural revisions based on JCPW evaluation (not including minor
revisions which will be addressed on a case by case basis).
Phase 2 — Understanding
• Progress billings will be submitted monthly to the County.
• Estimates for ancillary media cost are included in attached budget. Actual costs may vary
slightly.
• JCPW will give final sign off that completed video meets requirements of grant.
• Quarterly meetings with JCPW staff and production staff to review progress, script, and
schedule. It is understood that in the event of project delays, meetings can be rescheduled.
Phase 2 — Deliverables
• Final video length will range from 4 -10 minutes.
• Final video will be delivered in medium appropriate for online video and a master DVD
will be provided.
PROFESSIONAL SERVICES AGREEMENT
P:AEric K \(A) Projects \Quilcene Complete Streets \Project Management \Consultants \Videographer \Frenetic Productions \Professional Services
Agreement.docx Rev. 1/2015 Page 6 of 9
Exhibit B
Consultant Fee Determination for
Videography Services for
Quilcene Complete Streets Project
Bid Date: Client: Jefferson County Public Works
tel: 360.385.9167
Director /DP: Greg Brotherton
Producer: Brotherton
tel.
Sound: Brotherton
1)
Pre- ro/Wrap Days: 4
(A &C)
Casting Days: 0
2)
Studio Shoot Days: - --
Title:
Location Days: 10
3)
Post Production: 20
length:
Job #: 1
4)
Contact:
Greg Brotherton
tel.
206.422.8328
1)
Pre- production/Wrap Costs
(A &C)
1,300
2)
Shooting Crew Labor
Title:
Quilcene Complete Streets Project
3)
Location/Travel Expenses
length:
4 to 8 minutes
4)
Props/Wardrobe Expenses
16) Sub Total: 1,500
17) BID TOTAL: $8,500
A: PRE- PRO/WRAP ESTIMATE
SUMMARY OF PRODUCTION
ESTIMATE COLUMN
ESTIMATE
1)
Pre- production/Wrap Costs
(A &C)
1,300
2)
Shooting Crew Labor
(B)
2,000
3)
Location/Travel Expenses
(D)
200
4)
Props/Wardrobe Expenses
(E)
0
5)
Studio & Set Construction Costs
(F,G & H)
0
6)
Equipment Costs
(1)
0
7)
Film /Audio Tape Stock/Processing
/Printing (J)
800
8)
Miscellaneous
(K)
621
9)
Direct Cost Sub Total (A to K):
4,921
10)
Director /Creative Fees
(L)
0
11)
Insurance
2,079
12)
Sub Total:
2,079
13)
Production Fee
14)
Talent Costs & Expenses
(M & N)
0
15)
Editorial and Finishing
(0)
1,500
16) Sub Total: 1,500
17) BID TOTAL: $8,500
A: PRE- PRO/WRAP ESTIMATE
1
Producer
4
200
800
2
Intern
2
0
0
Sub Total A 800
B: SHOOT ESTIMATE
Crew
Days
F O/T
Rate
TOTAL
1
Producer
10
200
2000
2
Intern
10
0
0
Sub Total B
2000
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C: PRE- PRO/WRAP MATERIALS & EXPENSES
5 Per Diems: No. of People: 2 10
r 6
D- LOCATION EXPENSES
ESTIMATE
x 25 500
0
Sub Total C 500
ESTIMATE
E: PROPS AND WARDROBE & ANIMALS
Sub Total E
F: STUDIO RENTAL & EXPENSES - STAGE
ESTIMATE
0
0
0
ESTIMATE
G: SET CONSTRUCTION CREW
No.
H: SET CONSTRUCTION MATERIALS
I: EQUIPMENT RENTAL
19 Camera Rental
20 Sound Rental
21 Lighting Rental
22 Crane/Cherry Picker Rental
23 Production Supplies, Expendables
241 Miscellaneous
ESTIMATE
O/T I Rate TOTAL
0
0
Sub Total 0
PT / P &W 0.00
Sub Total G 0
ESTIMATE
0
0
Sub Total H 0
ESTIMATE
ESTIMATE
J: FILM /AUDIO TAPE STOCK/ELEC. STG. TOTAL
=Hard Drives 800
261 Miscellaneous 0
Sub Total J 800
v. •eier�� AuGni is cncTC ESTIMATE
27
Location ees
621
28
Permits
0
9
Gratuities
0
10
Craft Service Food
200
Sub Total D 200
E: PROPS AND WARDROBE & ANIMALS
Sub Total E
F: STUDIO RENTAL & EXPENSES - STAGE
ESTIMATE
0
0
0
ESTIMATE
G: SET CONSTRUCTION CREW
No.
H: SET CONSTRUCTION MATERIALS
I: EQUIPMENT RENTAL
19 Camera Rental
20 Sound Rental
21 Lighting Rental
22 Crane/Cherry Picker Rental
23 Production Supplies, Expendables
241 Miscellaneous
ESTIMATE
O/T I Rate TOTAL
0
0
Sub Total 0
PT / P &W 0.00
Sub Total G 0
ESTIMATE
0
0
Sub Total H 0
ESTIMATE
ESTIMATE
J: FILM /AUDIO TAPE STOCK/ELEC. STG. TOTAL
=Hard Drives 800
261 Miscellaneous 0
Sub Total J 800
v. •eier�� AuGni is cncTC ESTIMATE
27
Petty Cash
621
28
Special Insurance
0
29
Stock Footage
0
Sub Total K 621
L: DIRECTOR'S / WRITER'S FEES
301 Director's Misc.
31 Director's Shoot Days
32 Director's Post Production
33 Writer's Fees
ESTIMATE
Days
Rate
TOTAL
0
0
0
0
Sub Total L 0
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O/T ESTIMATE
M: TALENT
No.
Rate
Days
Travel
1.5X
2X
TOTAL
34
Sub Total N 0
1
Editorial Assistant
40
0
0
0
35
1500
2
Off -line Facilities
0
0
0
Special Effects
Qty
Each
0
Videotape Stock
0
u
oa
75
0
gen ee
Sub Total
0
ar roe ee: No. ot talent garmen ts x
Sub Total
0
391
Employment Taxes
0
401
0
1 0
Sub Total
N: TALENT EXPENSES
ESTIMATE
41
Air Fare: No. of people ) x $ per fare )
I Rate I
42
Per Diem: No. of people x #da s ( x $ )
0
43
Transportation
1 25 1
Sub Total N 0
O: VIDEOTAPE EDITORIAL
Hours
I Rate I
TOTAL
45
Editor
Video colorist
60
1 25 1
1500
46J
Editorial Assistant
40
0
0
Extra Machine for PAL
Sub Total
1500
ESTIMATE
47
OFF -LINE EDITORIAL
Hrs
Rate
TOTAL
Video colorist
0
Film to Tape Transfer/ Steady Gate
0
Extra Machine for PAL
160
25
0
Off -line Facilities
0
0
Special Effects
Qty
Each
0
Videotape Stock
0
Di ital Beta Stock
60
75
0
Sub Total
0
ESTIMATE
48
ON -LINE ASSEMBLY
Hrs
Rate
TOTAL
Final Assembly
0
Di ital Video Effects
0
Titling
160
25
0
Color Matte Camera
0
0
Special Effects
0
Computer or Other Graphics
0
Color Correction
60
75
0
Sub Total
0
ESTIMATE
49
EDITORIAL SOUND
Hrs
Rate
TOTAL
Voiceover Recording Studio -
0
Sound Effects
0
Original Music
160
25
0
Music Licensing
0
Audio /Di ital La back
0
Digital Archiving
Sweetening, Mix
60
75
Qty
Each
Audio Tape Stock
0
Sub Total
0
ESTIMATE
50
EDITORIAL RELEASE PRINTS
Qty
Rate
TOTAL
Mini DV Master and backup
0
DVD Authoring
Video compression (per minute)
0
Sub Total
0
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