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CITY COUNCIL STAFF REPORT
DATE: May 16, 2007 CONSENT AGENDA
SUBJECT: PURCHASE AND INSTALLATION OF THE AIRPORT HOLDROOM
PUBLIC ADDRESS SYSTEM.
FROM: David H. Ready, City Manager
BY: Allen Smoot, Airport Construction Administrator
SUMMARY
This action would be to approve the expansion of the airport PA system into the new
hold-room and would include an upgrade from DOS based system to Windows.
RECOMMENDATION:
1. Waive further competitive purchasing as special expertise, pursuant to PSMC
Section 7.04.030; and 2) Adopt Minute Order No. , Approving the upgrade
and expansion of the Airport public address system for the Hold-room project and
ticketing wing, from Audio Associates, in the amount of$232,097.15.
STAFF ANALYSIS:
A Public Address (PA) system was not included in the construction contract for the
Hold-room project. The airport has a firm that is currently under contract for the
maintenance of the system, Audio Associates, they are also the firm that installed the
current system throughout the terminal building. Audio Associates has a special
knowledge of the existing system and the installation throughout the airport and was a
very good contractor on previous engagements with the airport. Section 7.04.030 of the
Palm Springs Municipal Code states as follows:
Item 2 . G .
City Council Staff Report
May 16, 2007 -- Page 2
Public Address System-Airport Hold-room
"A contract may be awarded without competition when it is
determined that an unusual or unique situation exists, in that
due to experience an expertise demonstrated in prior
contracts with the city a particular contractor is uniquely
qualified for a particular task, that makes the application of
all requirements of competitive sealed bidding of competitive
sealed proposals contrary to the public interest."
Staff has met with Audio Associates on three separate occasions to explain our needs
and to negotiate their proposed price. The attached proposal includes the upgrade of
the overall system from DOS based to Windows based. The proposal includes the
expansion of the system into the new hold-room and it includes equipment replacement
for the paging stations in the ticketing wing. Pricing is as follows:
Windows Upgrade $ 63,126,75
Hold-room Install 156,994.10
Ticket wing upgrade 11,976.30
Total $232,097.15
The proposed work can be accomplished in time for the opening on Labor Day. This
item was taken to the Airport Commission on 5/9/07 and they approved staff proceeding
to City Council for approval.
FISCAL IMPACT: Finance Director Review:
The funding needed for the upgrade of the system to Windows will come from a line
item in the 2007-08 proposed Airport Budget, the funding for the installation in the Hold-
room will be provided from the previously appropriated airport funds, account 415-6500-
56082, and the upgrade to the ticket wing paging stations will come from account 415-
6400-5000 Unscheduled Capital.
Allen Smoot, Ai ort Construction Administrator David H. Ready,OF-manager
Attachment : Minute Order
Audio Associates Proposal
City Council Staff Report
May 16, 2007 -- Page 3
Public Address System—Airport Hold-room
MINUTE ORDER NO.
APPROVING THE UPGRADE AND EXPANSION OF
THE AIRPORT PUBLIC ADDRESS SYSTEM FOR
THE HOLD-ROOM PROJECT AND TICKETING
WING, FROM AUDIO ASSOCIATES, IN THE
AMOUNT OF $232,097.15,
1, James Thompson, City Clerk of the City of Palm Springs, hereby certify that this
Minute Order approving the upgrade and expansion of the Airport public address
system for the Hold-room project and ticketing wing, from Audio Associates, in the
amount of $232,097.15, was adopted by the City Council of the City of Palm
Springs, California, in a meeting thereof held on the 16th day of May 2007.
James Thompson, City Clerk
t .
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April 30,2007
• �I
UMr.Allen Smoot
Palm Springs International Airport
3400 E.Tahquita Canyon Way
con Palm Springs CA 92262
Dear Al,
O As per your request,Audio Associates is pleased to present our proposal for the
design&installation of a paging system for your new hold room. The system
• �J will mainly consist of IED components and will be able to interface with the
TVS existing paging system. As we have discussed in the past,the current IED
system will need to be upgraded from DO$to Windows format. I have included
IED's quote for this,dated December 6,2006.
The cost for this 1ED upgrade is$63,126.75
The new hold room area will consist of six zones and sixteen paging stations
located at the jet way and check in counters. It will also be capable of sensing
AUDIO the ambient noise and raising the volume of pages to provide loud and clear
pages and messages over the crowd noise. Another feature will be the capability
3' to switch to a back up amplifier if one of the amplifiers fails and provide a
VIDEO failure indication. Additional functionality includes:
1) Ten speakers mounted along the walkway for TSA messages. The poles are
ENGINEERING not included as part of this proposal.
2) Five speakers mounted to the area neatest the new hold room. If conduit is
CONTRACTING not or can not be run in this area,these can be deleted and a credit issued.
3) We will require six strands of fiber from the existing IED paging equipment
to the new equipment rack. The fiber interfaces are included as part of our
proposal but the fiber is not.
We are confident that we can meet your August completion date. Our proposal
includes all material,software,programming,training, taxes and labor for
installation.
Total cost for the Bold Room installation is$156,994.10
Please note that we have not included any of the conduit or electrical power as
part of this proposal,
Eswebaved' sse we aze ptovidin gfor an op 1y 1 Ilight
ur ent system. �� `�c is$42,220.63
8200 Center Orin Please feel free to contact should any questions arise-
CA 91242- Vpencer
6191161-94Qsuni¢619-461-9469 Fax
CA.tic,R 728789 President
w ..anlhoassoeiates.cnm cc: Craig Toms
Audio Associates
Ssn DiCZG
A UD/O-VIDEO-ENGNeMING-COWWTING
W h7Y9799
8200 Center or.
Le Mesa,CA 91942
619.451-9445Bus 518-481-94691'ax
Quotation www audioassuGiates.com
To: Palm Springs Inrl Airport Data of Rev #1.00:
Date of Latest Rev #
Date of Request; Quotation#: 992
Ouote Requested By: Revision a
Phan,' Quote By;Pate Spencer
Fax Terms %Completion;Net 30
Emall.
Re Note,Estimate good for 30 days from today's date
Pdves quoted are for quantihus shown.
PO 1f: Palm Springs Intl Airport endows Upgrade
OUAN MFR MODEL DESCRIPTION NOTES1 COST SHIP M/U LABOR UNIT EXTENDED
UNEENEWEVICE
WINDOWS UPGRADE HARDWARE
1 IED 15DO591RU SYSTEM SERVER-RACKMOUNT
EYBOARD AND MONITOR ALREADY IN PLACE
i IED IED05911RU RACKMOUNTCOMPUTER
GATEWAY COMPUTER
1 IED IED0590A2 AUDIO MONITOR/TEST CARD
1 IED IE005911) COMPUTER SYSTEM-RACK MOUNT
EMOTE CONFIrURATION COMPUTER
i IED )A510CPU&CI REDUNDANT ONLINE ACS CPU CARD
SYSTEM SOFTWARE AND SUPPORT
1 IED IE00531 SOFTWARE-500ACS 32 BIT
(VERSION 0
1 IED IED0690 SOFTWARE SUPPORT
1 IED IED0750 TRIP TO SITE
1 IED TOTAL TOTAL IED SYSTEM COST 63.646.00 50.640.00
END PAGE 1 OF2
I�1(r1i�
BEGIN PAGE 2 OF2
1 LABOR LABOR SAM UPLOAD PRIOR TO START 12.00
1 LABOR LABOR INSTALL NEW HNV PRIOR TO CHANGE 32,00
1 LABOR LABOR ASSIST IED ON NIGHT OF CHANGE 16.00
1 LABOR LABOR TESTING 12.00
1 LABOR LABOR TRAINING $,p0
Miss Su Iles Custom Fabrlcatlon and Rentals
1 Vadous As needed lConnodons,panels.hardware supelles.etc 632.061 632 OB
AA Custom 11abrication
AA Rlpqinq Special rlgginA supplies
Ronal Days Scissor lift.special tools
Mon.taxabla Labor En InoprIngr Consultation,etc.
Bo Hours Labor Installation and fabrication 4,000,00
15 Houk Engineering System de51 n and Ib ect mena ememl. 1.52000
10 Hours CAD System drawings 45000
Hours Tesgn S tom re.lest s and final commissionin Houm Tminln 4-hour block of o erational trainin j2d45.00
10 Hours Travel Commute flme 450.00
4 Hour PerDlom goo on
Estlmato authorized by. TOTAL TAXABLE AMOUNT a 5 a S5127e.06
Name: TOTAL NON-TAXABLE a a a $7020.00
Title: TAX 2 7.750% > a a S3.074.05
Dale: SHIPPING VIA GROUND a a a S1154.5d
i nature: TOTAL ESTIMATE > a o $63.120.75
Palm Springs InCI Alrpud Windows Upgrade Ouolstion 8 992
Notes' Rovlsion#:
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Audio Associates
San Diego
.I MO-IW66-ENGWEENNB-CONT21CPM6
Us#n8789
9200 Canler Dr.
Lo Mo ,CA 91942
6194e1.9446 Bus e19•481.94e9 Fax
Quotation
To: Palm Spfings Intl Airport Date of Rev #1.00
Date of Latest Rev.#;
Date of Request Quotation#: 987
Quote Requested By: Revision 4;
Phone: Quote By Pete Spencer
Fax. Terms: %Completion, Net 30
C.mall:
Re Note: Estimate good for 30 days from today's data.
Prices quoted are for quantities shown.
PO#: PALM SPRINGS INT'L AIRPORT
QUAN MFR MODEL DESCRIPTION NOTES C057 SHIP M/U LABOR UNIT EXTENDED
Ealli
HEAD-END EQUIPMENT
1 IED IEDA510N&NT DIGITAL FRAME LINK CARD-MUTIMODE W/BACK ST
1 IED IEDX9O0 MANAGED NETWORK SWITCH 24 PORT W/FIBER
7 IED IED0750 TRIP TO SITE
1 IED IED0795 DOCUMENTATION
1 IED IED0690 SOFTWARE SUPPORT
1 IED IEDO783 END USER TRAINING
MICROPHONE STATIONS
8 IED IEDA528HFM-H ACS MIC STA 5281P BASED HORZ FLUSH MOUNT
8 IED IEDA52BF88 ACS MIC STA 528 FLUSH BACKBOX
1 IED IEDX900 POWERED NETWORK SWITCH 24 PORT W/FIBER
ITH 1 LX MINI-GSIC MODULE
POWER AMPLIFIERS AND AMBIENT SENSING
1 IED IEDT91COL TITAN DSP AMP FRAME B+1 SLOTS 120VAC
7 IED IEDT6472L TITAN POWER AMP GARD DUAL 20OW
INCLUDES ONE BACKUP AMP CARD
1 IED IEDT6471L TITAN POWER AMP CARD SINGLE 40OW
1 IED IEDT9032NS TITAN AMB NOISE SENSOR COLL-32 CHANN
4 IED IEDO540S-2 AMBIENT SENSOR-2 GANG PLATE
1 ]ED TOTAL TOTAL IED SYSTEM COST 79,313-001 79,313.00
1 UPS-BEST 1.300.001 1,300.00
1 ATLAS 320-42-96 SECTIONAL WALL CABINET 15"D-CENTER 62920 629.20
1 SURGEX P1010 POWER STRAP 162.50 162.50
56 ATLAS BMT-95.8-10 SPEAKER 9ACKCAN 17.98 1,006.82
8 ATLAS BMT-95-8 SPEAKER BACKCAN 16.34 130.73
64 LOWELL CN-BM GRILLE 8"TN CRS CONTOUR 18.19 1,163,97
60 ATLAS C803T87 8"COXIAL LOUDSPEAKER 41.03 2.461.6B
60 ATLAS 81-SR T-BAR BRIDGE ROUND HOLE 4,00 294.06
1 QSC CX204V 4 CHANNEL AMP 70V 1.079.57 1,070.57
2 WP AO225 16 AWG AQUASEAL WIRE 318.12 63825
_ 4 WP 25225 .19AW02QQND.W1RE - SOA-1.31 1232.40
10 Wp 10454 22 AWG 1 PAIR BLACK WIRE 105,601 1,066.00
10 ATLAS SM42T-8 OUTDOOR SPEAKERS WITH BRACKET 55.901 559.00
10 CUSTOM CUSTOM LIGHTPOLE MOUNTING PLATE 162,501 1.625.00
5 ATLAS SM52T-8 OUTDOOR SPEAKERS ZONE#2 119A3 595,65
1 ASHLEY GQX-3102 EQ STEREO 31 BAND 3 RACK SPACE 858.00 858,00
1 MID-ATL 5" SECURITY COVER 45.50 45.50
1 &LINE J HOOKS J HOOKS-100 520.00 520.00
1 IFS D1010 FIBER TRANCEIVER 487.50 48750
ENP PAGE 1 OP 2
BEGIN PAGE 2 OF 2
1 LABOR LABOR RACK ASSY SHOP 24.00
1 LABOR LABOR RACK ASSY FIELD 40.00
1 LABOR LABOR CABLE INSTALLATION 160.00
1 LABOR LABOR SPEAKER INSTALLATION INSIDE 64.00
1 LA80R LABOR NOISE SENSOR INSTALLATION 4.00
1 LABOR LABOR PAGING STATION INSTALLATION 16.00
1 LABOR LABOR SPEAKER INSTALLATION OUTDOOR 60.00
1 LABOR LABOR FIBER TERMINATIONS 10,00
Misc.Su Ifs Custom Fabrlaation and Rentals
1 Various AS needed Connactbrepanels,hardwaro,supplies.etc. 5.070.00 5,070.00
AA Custom FabrImlion
AA RI in 5 eclal rigging supplies
1 Rental Days Iscissor lilt,s oclal tools 1,300.00 1,300.00
Non-taxable Labor EngAnwring,Consultation etc
378 Hours Labor Ins,; labon and fabrication 50.00 18 900.00
75 Hours En ineerin 5 I'm design,layout and documsnta0an 95.00 7,125.00
40 Hours CAD Lemdrawlns 45.00 1,800.00
40 Hours Pro mn 95.00 3,800,0()
96 Hours Travel 45.00 4,320.00
1 Per Diem Hotol lHotel 9,300,00 9,300.00
Estimate authorized by: TOTAL TAXABLE AMOUNT > > > 9101 536.84
Name: TOTAL NON-TAXABLE > > > $45245.00
Title: TAX 9Z 7.75% n > > $7,869.10
Dale: SHIPPING VIA GROUND > > > $2343-16
Sipnoluro: TOTAL COST > > > $151504.10
Notes,
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CONFIDENTIALITY NOTICE MOR.10•98
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Audio Associates
Sun Diego
A UD[O•VlDGO-fNGlxiZxlNO-CONTRACTING
uc A7211789
92a0 Center a.
us Mess,CA B1942
6194e1.9445 Bu;: 519W91,9469 Fue
Quotation
To; Palm Springs Int'I Pdrpoi Date of Rev.At 1.00:
Date of Latest Rov.9:
Dale of Request: Quotation 4 995
Quote Requested By: Revision 8:
Phone: Quote By: Pete Spencer
Fax: Terms:%Completion,Net 30
E.mail:
Re: Nate: Estimate good for30 days from today's date.
Prices quoted are for quantities shown.
PO#: Palm Springs Int'I Airport
QUAN MR MODEL DESCRIPTION NOTEB COST SHIP M/U LABOR 11N1T EXTENDED
8 IED 500HFM PAGING STATION REPLACEMENTS PER CRAIG 1 365 00 10,920 00
Miss.Su flex Custom Fabrication and Rentals
Various As needed Connectors panels,hardware,su lies etc
AA Gustoln Fabrication
AA RI In S eclat rl In su Iies
Rental IDays IScIssor lift special tools
Non-taxably labor,5nainvering,Consultadon etc.
Hours Labor I Installation and fabrication
Hours En InBerin B stem design,layout and documentation
Hours CAD stem drawfra s
Hours ITesUnq ISystem -tests and final comissfonln
Houra Tralnln 4-hour block ofoperational training
Estimate authorized by: TOTAL TAXABLE AMOUNT a > a $101)20.00
Name: TOTAL NCN.TAXABLE > > >
Title: TAX Q 7.75% e a r $846.30
Data SHIPPING VIA GROUND > > > S21C.00
I tlalure TOTAL COST > > 5 $11 976.30
Notes:
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