Template revised April 12, 2018.
COMMISSION
AGENDA MEMORANDUM
Item No.
6i
ACTION ITEM
Date of Meeting
July 24, 2018
DATE: July 11, 2018
TO: Stephen P. Metruck, Executive Director
FROM: Kathy Roeder, Public Affairs, Director of Communications
SUBJECT: Authorization to enter into an Interlocal agreement with Seattle Colleges Cable
Television to provide video and web services
Amount of this request:
$1,200,000
Total estimated project cost:
$1,200,000
ACTION REQUESTED
Request Commission authorization for the Executive Director to enter into an interlocal
agreement with Seattle Colleges Cable Television (SCCtv) for Commission meeting services,
including video streaming Commission meetings, archiving Commission meeting video, and
creating a web library of Commission documents, and providing editorial video services. The
authorization is for up to a total of $1,200,000 for five years. Annual expenses for commission
meetings are anticipated at a maximum of $175,080 a year, and annual expenses for editorial
video services is estimated at a maximum of $32,500 a year.
EXECUTIVE SUMMARY
The Port’s current SCCtv agreement expires on July 31, 2018. Since 2009, the Port of Seattle
has relied on SCCtv to videotape, stream, and make available to the public the Port of Seattle
Commission’s meetings and to provide videos for the Port of Seattle. The work performed and
work products produced by SCCtv personnel have been high quality, efficient, reliable, and low
cost. Recorded Commission meetings are accessible via cable access channels of SCCtv and King
County Television. SCCtv videos document major Port moments, such as the arrival of
Norwegian Cruise Line ship Bliss, as well as extend our video capabilities for storytelling efforts.
Public Affairs funds the vast majority of the cost out of its annual budget.
The Port wishes SCCtv to continue its work for a five-year period to commence August 1, 2018,
through July 31, 2023.
JUSTIFICATION
According to our recent statistics, there are approximately 1,000 non-Port views of Port
meeting materials, including the video recording, live stream, and uploaded documents. The
COMMISSION AGENDA Action Item No. _6i___ Page 2 of 3
Meeting Date: July 24, 2018
Template revised September 22, 2016; format updates October 19, 2016.
global nature of the Port’s services draws customers, ports, and travelers from around the
world to Port of Seattle meetings.
This service provides historical records and real time public access to the Port Commission’s
actions and deliberations and expands the Port’s video. The service enhances:
Transparency to the Commission actions and deliberations in real time and on demand
Accessibility to public information and public meetings without requiring attendance
Provision of secondary records of meeting minutes, agendas, and meeting packet
materials without the need for public records disclosure requests
Key Terms
SCCtv will provide:
Multi-camera video productions of the Port of Seattle Commission’s regular and special
meetings. Meetings will be edited and titled to make it easier for viewers to find specific
agenda items.
Online hosting of video and digital documents for each Port of Seattle Commission
meeting via SCCtv’s Web Portal Services
Editorial video stories and promotional videos
Schedule
We intend to enter into an immediate contract with SCCtv to begin August 2018.
ALTERNATIVES AND IMPLICATIONS CONSIDERED
Based on staff’s knowledge of the industry for web streaming and related services, we find that
SCCtv offers a highly affordable and local partner solution to a critically important task. On
average, there are about 1,000 non-Port views of a Port meeting from users around the world,
including customers and officials at other Ports. The Port and Seattle Colleges also share a
mission of commitment to public service and a commitment to our region. In 2013 the Port
requested bids from private sector providers for services provided via the interlocal agreement.
At the time, no provider could match the range of services and affordable value provided by
SCCtv. In 2018 we did not seek private sector bids considering our high level of satisfaction
with SCCtv services and the continued low cost of their services.
Alternative 1Maintain Commission meeting services; eliminate editorial video stories.
Cost Implications: Reduces this contract maximum from $1.2 million to $1.05 million over five
years.
(1) Lower cost
(2) Maintains a Commission meeting web portal that works and that community members
use prolifically
COMMISSION AGENDA Action Item No. _6i___ Page 3 of 3
Meeting Date: July 24, 2018
Template revised September 22, 2016; format updates October 19, 2016.
Cons:
(1) No video services for higher profile projects and no back up coverage for when our
videographer is away
(2) Less video content for our audiences
(3) Lose access to SCCtv’s stock video library
This is not the recommended alternative.
Alternative 2Maintain Commission meeting services; seek editorial video services elsewhere
Cost Implications: Reduces this contract to $1.05 million over five years, adds a minimum of
$105,000 to an additional editorial video contract.
Pros:
(1) Maintains a Commission meeting web portal that works and that community members
use prolifically
(2) Could potentially lead to more state of the art video production tools
Cons:
(1) Sourcing video stories from their vendors would be significantly more expensive.
(2) Based on market research, high-quality, well-edited narrative videos cost upwards of
$10,000.
This is not the recommended alternative.
Alternative 3 Maintain current levels of service on Commission meetings recording,
streaming, and posting and editorial videos.
Cost Implications: $1.2 million over five years.
Pros:
(1) Maintains the transparent and real time services that the public experiences today
(2) Provides editorial video content in service of business objectives (customer experience,
recruitment, news content)
Cons:
(1) Does not reduce spending.
This is the recommended alternative.
ATTACHMENTS TO THIS REQUEST
(1) Presentation slides
(2) Draft interagency agreement
PREVIOUS COMMISSION ACTIONS OR BRIEFINGS
April 2, 2013 The Commission authorized the current interlocal agreement with SCCtv in
the amount of $1,185,000