TO:
Honorable Mayor and Members of the City Council
THROUGH:
Bruce Moe, City Manager
FROM:
Liza Tamura, City Clerk
Martha Alvarez, Assistant City Clerk
Patricia Matson, Deputy City Clerk
SUBJECT:Title
Consideration of a Resolution Approving Amendment No. 3 to the Professional Services Agreement for Closed Captioning with Quick Caption, Inc. to Extend the Term of the Agreement for One Year and Revise the Fee Schedule (Estimated Value $54,485) (City Clerk Tamura).
ADOPT RESOLUTION NO. 22-0104
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Recommended Action
RECOMMENDATION:
Staff recommends that the City Council adopt Resolution No. 22-0104 approving Amendment No. 3 to the Professional Services Agreement for closed captioning services with Quick Caption Inc., in order to extend the term of the agreement for one year and revise the fee schedule.
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FISCAL IMPLICATIONS:
The Fiscal Year 2022-2023 Adopted Budget includes $54,485 for closed captioning services for both City Council and Planning Commission meetings. Therefore, sufficient funds are available in the City Clerk’s budget to accommodate the additional year of professional services.
Additionally, due to savings associated with service levels, staff does not find it necessary to budget additional funds to accommodate the revised fee schedule at this time.
BACKGROUND:
The City has utilized the services of Quick Caption Inc. since August 2017 to provide transcription services for real-time closed captioning of City meeting broadcasts and, as needed, transcription and subtitling services for other agency events. Real-time captioning and transcription services ensure that the City abides by the City’s Sunshine Policy, provides increased accessibility to those with disabilities, and supports Americans with Disabilities Act (ADA) compliance.
On May 21, 2019, the City Council approved Amendment No. 1 which increased the annual Maximum Compensation amount by $25,000 due to the length and number of unanticipated City Council meetings, as well as to provide transcript time coding and embedding.
On July 21, 2020, the City Council approved Amendment No. 2 which extended the term of the agreement for two years until August 1, 2022.
DISCUSSION:
The City’s agreement with Quick Caption will expire on August 1, 2022. Amendment No. 3 to the Professional Services Agreement would extend the term of the agreement until July 31, 2023, and revise the fee schedule.
Fee Schedule
The City’s approved fee schedule with Quick Caption has remained unchanged since the inception of the original agreement in 2017. Quick Caption has proposed a 10% increase in their hourly fees to accommodate the rising costs of conducting business.
One Year Extension
The City Clerk’s Office recommends extending the agreement for an additional year to ensure that there will be no service interruptions. During this period, staff will initiate a new Request for Proposals (RFP) in order to explore any available service enhancements from vendors that provide transcription services for real-time closed captioning.
Staff will review all proposals, select a vendor, and return to City Council prior to the July 31, 2023, expiration of the proposed amendment with Quick Caption Inc.
CONCLUSION:
Staff recommends that the City Council adopt Resolution No. 22-0104 approving Amendment No. 3 to the Professional Services Agreement for closed captioning services with Quick Caption Inc., in order to extend the term of the agreement for one year and revise the fee schedule.
PUBLIC OUTREACH:
After analysis, staff determined that public outreach was not required for this issue.
ENVIRONMENTAL REVIEW:
The City has reviewed the proposed activity for compliance with the California Environmental Quality Act (CEQA) and has determined that the activity is not a “Project” as defined under Section 15378 of the State CEQA Guidelines; therefore, pursuant to Section 15060(c)(3) of the State CEQA Guidelines the activity is not subject to CEQA. Thus, no environmental review is necessary.
LEGAL REVIEW:
The City Attorney has approved the agreement as to form.
ATTACHMENTS:
1. Resolution No. 22-0104
2. Amendment No. 3 - Quick Caption Inc.
3. Agreement and Amendment Nos. 1 and 2- Quick Caption Inc.