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c9OFORN�P Cif Council Staff Report
Date: October 18, 2017 CONSENT CALENDAR
Subject: APPROVAL OF AMENDMENT NO. 5 IN THE AMOUNT OF $3,915 TO
CONSULTING SERVICES AGREEMENT WITH TRITON TECHNOLOGY
SOLUTIONS, INC., FOR THE COUNCIL CHAMBER AUDIOVISUAL
SYSTEM UPGRADE, CITY PROJECT NO. 15-06
From: David H. Ready, City Manager
Initiated by: Engineering Services Department
SUMMARY
Approval of this action will authorize additional audio/visual consulting services provided
by Triton Technology Solutions, Inc., to include additional upgrades to the video monitors
and software programming associated with the Council Chamber Audio/Visual System
Upgrade, City Project No. 15-06. The additional services was specifically requested by
staff for upgrades, and is not related to any corrections or repairs due to deficient work.
RECOMMENDATION:
1. Approve Amendment No. 5 in the amount of $3,915 to the Consulting Services
Agreement with Triton Technology Solutions, Inc., for a revised total contract amount
of $88,045 to Agreement (A6503); and
2. Authorize the City Manager to execute all necessary documents.
STAFF ANALYSIS:
In March 2014, following a Request for Proposal process, Triton Technology Solution,
Inc., ("Triton") was selected to design a new audio/visual system for the Police
Department Training Center. On the basis of the prior selection of this firm, and its
special expertise on the design of audio/visual systems for the City, Triton was selected to
design a complete replacement of the existing audio/visual and television broadcast
equipment for the City Council Chambers, including the Large Conference Room, and the
television studio/production room.
ITEM NO. 1
City Council Staff Report
October 18, 2017— Page 2
Approval of Amendment No. 5 to Agreement 6503
On July 2, 2014, the City Council approved Amendment No. 1 to Agreement No. 6503, in
the amount of $30,700 to provide the services necessary to design the new audio/visual
system for City Hall.
On March 18, 2015, the City Council approved Amendment No. 2 in the amount of
$10,000 to Agreement No. 6503 for additional services to include options and elements
for individual monitors at the City Council and staff dais.
On February 3, 2016, the City Council approved Amendment No. 3 in the amount of
$9,090 to Agreement No. 6503 for additional services related to the Police Department
Training Center.
On August 3, 2016, the City Council approved Amendment No. 4 in the amount of $9,450
for additional audio/visual consulting services to coordinate the reconfiguration of the City
Council dais and staff seats and the opportunity to implement additional audio/visual
equipment to the City Council Chamber.
The total revised contract amount with Triton for audio/visual consulting services
authorized to date is $84,130.
Construction of the new audio/visual improvements for the Council Chamber is
substantially completed, and certain upgrades to the video monitors and software
programming is recommended by staff to allow staff to have better control of individual
presentations accessible at each staff monitor. Software programming changes are also
recommended to provide a picture-in-picture option in each video monitor to allow viewing
of the live-streaming of the meeting broadcast. Finally, at the recommendation of the IT
Director, it is recommended that the video broadcast equipment include cable encoder
and stream encoder equipment to allow live streaming capabilities with social media,
including Facebook and Youtube.
Triton has provided a proposal in the amount of $3,915 to provide revised audio/visual
design plans and software programming to accommodate these changes requested by
staff. A copy of Amendment No. 5 is included as Attachment 1.
ENVIRONMENTAL IMPACT:
Section 21084 of the California Public Resources Code requires Guidelines for
Implementation of the California Environmental Quality Act ("CEQA"). The Guidelines
are required to include a list of classes of projects which have been determined not to
have a significant effect on the environment and which are exempt from the provisions
of CEQA. In response to that mandate, the Secretary for Resources identified classes of
projects that do not have a significant effect on the environment, and are declared to be
categorically exempt from the requirement for the preparation of environmental
documents. In accordance with Section 15331 "Historical Resource
Restoration/Rehabilitation," Class 31 projects consist of limited maintenance, repair,
02
City Council Staff Report
October 18, 2017—Page 2
Approval of Amendment No. 5 to Agreement 6503
stabilization, rehabilitation, restoration, preservation, conservation or reconstruction of
historical resources, therefore, the City Council Chamber Audio/Visual System Upgrade,
City Project No. 15-06, is considered categorically exempt from CEQA, and a Notice of
Exemption has been prepared and filed with the Riverside County Clerk.
FISCAL IMPACT:
Costs for this project are covered by special user fees (identified as "PEG' fees) for
public access television included on customer's bills from Time Warner. Sufficient funds
remain budgeted and available in the General Fund (Public Affairs/PSCTV), Account
No. 001-1231-50039.
SUBMITTED
Marcus L. Fuller, MPA, P.E., P.L.S. David H. Ready, Esq.
Assistant City Manager/City Engineer City Manager
Attachments:
1. Amendment No. 5
03
Attachment 1
AMENDMENT NO. 5 TO PROFESSIONAL SERVICES AGREEMENT NO. 6503
WITH TRITON TECHNOLOGY SOLUTIONS, INC.
COUNCIL CHAMBERS AUDIO/VISUAL SYSTEM UPGRADE
CITY PROJECT NO. 15-06
The following articles of Agreement No. 6503 are hereby amended to read as follows:
SECTION 3.1 Maximum contract amount is increased by $3,915 and the total amount of
compensation is amended to $88,045.
SECTION 4.4 Unless earlier terminated in accordance with Section 4.5 of Agreement No. 6503, this
Agreement shall continue in full force and effect for a period of four (4) years, ending on March 11,
2018. The time for completion of the services to be performed by Consultant is an essential
condition of this Agreement. Consultant shall prosecute regularly and diligently the work of this
Agreement according to the agreed upon schedule of performances set forth in Exhibit "A"
(attached). Consultant shall not be accountable for delays in the progress of its work caused by
any condition beyond its control and without the fault or negligence of Consultant. Delays shall not
entitle Consultant to any additional compensation regardless of the party responsible for the
delay.
SCOPE OF SERVICES (Exhibit "A") - Exhibit "A" is amended as follows:
Add the following additional scopes of work to the Council Chamber, as identified in the attached
proposals submitted by Triton Technology, included as Attachment 1.
The Compensation identified on Exhibit "A" is hereby amended as follows:
Compensation for additional scope of work to the Council Chamber shall be hourly based upon the
standard rates of the Audio Visual Consultant and his Consultants, not to exceed the following:
• Council Chamber Staff Station Upgrades in the amount of$1,980
• Council Chamber Presentation Video Picture-in-Picture in the amount of$1,530
• Control Room MC Router Addition of Streaming Encoder Outputs in the amount of$405
Total Contract amount is increased by $3,915 and amended to a total amount of$88,045.
PURCHASE ORDER SUMMARY
Purchase Order Number(s): 14-0871
Agreement Number: 6503
Original City Manager Approval: March 11, 2014
Original Contract Amount: $ 24,890
Amendment No. 1 $ 30,700
Amendment No. 2 $ 10,000
Amendment No. 3 $ 9,090
Amendment No. 4 $ 9,450
Amount of This Increase $ 3,915
Amended Total: $ 88,045
Account Number: 001-1231-50039
05
Except as specifically amended by this Amendment No. 5, all terms and provisions of Agreement
No. 6503 remain in full force and effect.
ATTEST: CITY OF PALM SPRINGS,
a California charter city
By:
City Clerk By.
City Manager
APPROVED AS TO FORM:
By
City Attorney
CONSULTANT: Triton Technology Solutions, Inc., a California Corporation
Check one: _Individual _Partnership X Corporation
Corporations require two notarized signatures: One signature must be from the Chairman of Board,
President, or any Vice President. The second signature must be from the Secretary, Assistant Secretary,
Treasurer, Assistant Treasurer, or Chief Financial Officer).
By: Notarized Signature of Chairman of Board, President By: Notarized Signature Secretary, Asst. Secretary,
or any Vice President Treasurer,Asst.Treasurer or Chief Financial Officer
Name: Name:
Title: Title:
06
ATTACHMENT 1
TRITON PROPOSALS
� r II
TRITON
City of Palm Springs
Council Chamber Staff Station Upgrades
Design Services Change Order Proposal
Prepared for:
City of Palm Springs
3200 E. Tahquitz Canyon Way
Palm Springs, CA 92262
Attn: Gianfranco Laurie
Acceptance of this Proposal constitutes agreement with the terms of confidentiality noted herein.This Proposal constitutes an offer,which
remains valid for a period of 30 days after the proposal submission date. This Proposal is proprietary to Triton Technology Solutions, Inc.
and its clients. It is furnished and accepted in strict confidence for use in connection with any project described herein.It is to be held in
strict of confidence by and between Triton Technology Solutions,Inc.,its clients,their agents and employees.Distribution,photocopying,or
dissemination in any way to competitors of Triton Technology Solutions, Inc.without the expressed written permission of Triton Technology
Solutions,Inc.is strictly prohibited.
Triton Technology Solutions, Inc. 32234 Paseo Adelanto Suite E-1 San Juan Capistrano, CA 92675
Rhone: 949-388-3919` Fax: 866-275-9175 08
ELECTRONIC NAME PLATE CHANGE ORDER PROPOSAL
September 1, 2017
City of Palm Springs
Attn: Gianfranco Laurie
3200 E. Tahquitz Canyon Way
Palm Springs, CA 92262
Dear Mr. Laurie,
Thank you for giving me the opportunity to provide a proposal for a changer order to add capabilities to the
Staff stations in the Council Chamber.
BACKGROUND
The City of Palm Springs hired Triton to design systems for the Council Chamber, Broadcast Production,
Master Control, and the Large Conference Room at City Hall. After the meeting on 8/31/17, it was determined
that all staff stations in the Council Chamber should have the functionality of the Dais stations.
SCOPE OF WORK
Triton will provide the detail design for this project change from approved design as outlined in Triton's project
process. This will include update drawings, bill of materials and added specification. The scope of work for
this project include the following:
The staff stations (QTY 6) will be upgraded. The Clerk station already has the required functionality. The
following added functions will be added:
a. A touch panel instead of a monitor
b. The ability to view the agenda as posted by the Clerk
c. The ability to view ancillary documents on the "Documents" tab
d. The ability to select the presentation video
e. The ability as granted by IT to browse the web using either on screen keyboard or a wired/wireless
keyboard provided by the City.
The physical appearance for these stations or the millwork cut in will not be changed, but hardware,
programming, and ancillary support equipment will be added including either an additional or upgraded
network switch with increased capacity. This proposal includes no additional onsite meetings.
Triton will provide analysis of additional electrical requirements for the additional equipment.
Staff will need to be able to review our documentation, reports, etc., comment on them and make decisions on
how the system will function and operate based on our recommendations and discussions we have with them.
Triton Technology Solutions, Inc. 32234 Paseo Adelanto Suite E-1 San Juan Capistrano, CA 92675
Phone: 99-388-3919*Fax: 866-275-9175 09
ELECTRONIC NAME PLATE CHANGE ORDER PROPOSAL
ASSUMPTIONS:
1. Triton will only provide updated drawings with revision clouds and instructions for configuration
including changes to drawings VT106, VT107, VT108, N101.
2. Any additional work outside of the scope included in this document or if onsite meetings are required
will be billed at an hourly rate per the fee schedule, including travel time.
3. Triton will provide a total for increased power requirements. No electrical design is included in this
proposal.
4. Any engineering (electrical, mechanical, civil) will be provided by others.
PRICING AND PAYMENT SCHEDULE
The pricing for these services is $1,980.00 summarized in the following fee schedule:
CITY OF PALM SPRINGS FEE SCHEDULE
TEAM MEMBER HOURS HOURLY RATE SUBTOTAL
DESIGN ENGINEER 20 90 $1,800.00
PROJECT MANAGER 2 90 $180.00
TOTAL 22 90 $1,980.00
The payment terms are as follows:
• Triton will invoice the City once monthly for hours incurred with invoice due in Net 30 days.
Please feel free to contact me if you have any questions or concerns.
Sincerely,
Kristen Tetherton
President
Triton Technology Solutions, Inc. 32234 Paseo Adelanto Suite E-1 San Juan Capistrano, CA 92675
Phone: 94 -38-3919*Fax: 866-275-9175 d
TRITON
City of Palm Springs
Council Chamber Presentation/Production
Video Picture-in-Picture
Design Services Change Order Proposal
Prepared for:
City of Palm Springs
3200 E. Tahquitz Canyon Way
Palm Springs, CA 92262
Attn: Gianfranco Laurie
Acceptance of this Proposal constitutes agreementwith the terms of confidentiality noted herein.This Proposal constitutes an offer,which
remains valid for a period of 30 days after the proposal submission date. This Proposal is proprietary to Triton Technology Solutions, Inc.
and its clients. It is furnished and accepted in strict confidence for use in connection with any project described herein.It is to be held in
strict of confidence by and between Triton Technology Solutions,Inc.,its clients,their agents and employees.Distribution,photocopying,or
dissemination in any way to competitors of Triton Technology Solutions,Inc.without the expressed written permission of Triton Technology
Solutions,Inc.is strictly prohibited.
Triton Technology Solutions, Inc. 32234 Paseo Adelanto Suite E-1 San Juan Capistrano, CA 92675 '
Phone: 949-388-3919*Pax: 866-275-9175 `
ELECTRONIC NAME PLATE CHANGE ORDER PROPOSAL
September 7, 2017
City of Palm Springs
Attn: Gianfranco Laurie
3200 E. Tahquitz Canyon Way
Palm Springs, CA 92262
Dear Mr. Laurie,
Thank you for giving me the opportunity to provide a proposal for a changer order to add capabilities to the
Staff and Council stations in the Council Chamber.
BACKGROUND
The City of Palm Springs hired Triton to design systems for the Council Chamber, Broadcast Production,
Master Control, and the Large Conference Room at City Hall. After the meeting on 9/06/17, it was determined
that additional capability is desired. In addition to the functionality addressed in our 9/1/17 change order scope
of work, the City would like to explore the addition of a "Picture in Picture" mode for the Dais and Staff stations.
The PIP would be of the broadcast production feed from the switcher that is used for the Spectrum, web site,
and FB feeds.
SCOPE OF WORK
Triton will provide the detail design forth is project change from approved design as outlined in Triton's project
process. This will include update drawings, bill of materials and added specification. The scope of work for
this project include the following:
The staff stations (CITY 6) and Dais stations (QTY 7) will be updated to include the PIP functionality. The
following functions will be added:
a. The ability to view both presentation video and "broadcast"video at the same time when the
presentation button is selected on the touch monitor. This functionality would be available on any dais
seat or the Clerk seat without performing the upgrades to the other staff seats. In the current
configuration, the staff would always see the PIP.
b. Controls would be added to the Clerk touch screen and the control room touch screens controlling the
location of the PIP (either lower left or lower right side of the screen) and whether the PIP appears.
c. The PIP would not show on the broadcast or any public monitor regardless of its status on the dais and
staff monitors.
The physical appearance for these stations or the millwork cut ins will not be changed, but hardware,
programming, and ancillary support equipment will be added including an additional video processor/scaler
and an additional output card for the Presentation Router with increased capacity. This proposal includes one
additional onsite meeting. The anticipated rough order of magnitude cost for this change including design,
installation, hardware, programming, commissioning, and training is $10,530.
Triton Technology Solutions, Inc. 32234 Paseo Adelanto Suite E-1 Sacs Juan Capistrano, CA 92675
Phone: 949-388-3919' Fax: 866-275-9175 1. 2
ELECTRONIC NAME PLATE CHANGE ORDER PROPOSAL
Triton will provide analysis of additional electrical requirements for the additional equipment.
Staff will need to be able to review our documentation, reports, etc., comment on them and make decisions on
how the system will function and operate based on our recommendations and discussions we have with them.
ASSUMPTIONS:
1. Triton will only provide updated drawings with revision clouds and instructions for configuration
including changes to drawings V105, V107, V108, N101, and KVM101.
2. Triton will write a scope of work for Intent Digital and Audio Associates.
3. Any additional work outside of the scope included in this document or if additional onsite meetings are
required will be billed at an hourly rate per the fee schedule, including travel time.
4. Triton will provide a total for increased power requirements. No electrical design is included in this
proposal. 4
5. Any engineering (electrical, mechanical, civil)will be provided by others.
PRICING AND PAYMENT SCHEDULE
The pricing for these services is $1,530.00 summarized in the following fee schedule:
CITY OF PALM SPRINGS FEE'' CHEDULE
TEAM MEMBER HOURS HOURLY RATE SUBTOTAL
DESIGN ENGINEER 15 90 $1,350.00
PROJECT MANAGER 2 90 $180.00
TOTAL 17 90 $1,530.00
The payment terms are as follows:
• Triton will invoice the City once monthly for hours incurred with invoice due in Net 30 days.
Please feel free to contact me if you have any questions or concerns.
Sincerely,
Kristen Tetherton
President
Triton Technology Solutions, Inc. 32234 Paseo Adelanto Suite E-1 San Juan Capistrano, CA 92675
Phone: 949-388-3919 ` Fax: 866-275-9175 i 3
.r
TRITON
. .
City of Palm Springs
Control Room MC Router Addition of Streaming Encoder Outputs
& Change to HD-SDI for Spectrum Encoder
Design Services Change Order Proposal
Prepared for:
City of Palm Springs
3200 E. Tahquitz Canyon Way
Palm Springs, CA 92262
Attn: Gianfranco Laurie
Acceptance of this Proposal constitutes agreement with the terms of confidentiality noted herein.This Proposal constitutes an offer,which
remains valid for a period of 30 days after the proposal submission date. This Proposal is proprietary to Triton Technology Solutions,Inc.
and its clients. It is furnished and accepted in strict confidence for use in connection with any project described herein. It is to be held in
strict of confidence by and between Triton Technology Solutions,Inc.,its clients,their agents and employees.Distribution,photocopying,or
dissemination in any way to competitors of Triton Technology Solutions,Inc.without the expressed written permission of Triton Technology
Solutions,Inc.is strictly prohibited.
Triton Technology Solutions, Inc. 32234 Paseo Adelanto Suite E-1 San Juan Capistrano, CA 92675
Phone: 949-388-3919*Fax: 666-275-9175 �. 4
ELECTRONIC NAME PLATE CHANGE ORDER PROPOSAL
September 8, 2017
City of Palm Springs
Attn: Gianfranco Laurie
3200 E. Tahquitz Canyon Way
Palm Springs, CA 92262
Dear Mr. Laurie,
Thank you for giving me the opportunity to provide a proposal for a changer order to add capabilities to the
Control Room.
BACKGROUND
The City of Palm Springs hired Triton to design systems for the Council Chamber, Broadcast Production,
Master Control, and the Large Conference Room at City Hall. After meeting with Amon Brown, he informed us
that he wanted to add capabilities and destinations to the Master Control Router. Triton proposed the drawing
included below. Arron approved the drawing and we need to finalize the design. This change adds additional
outputs for the Matrox Monarch Streaming Encoder and changes the feed for the Spectrum Cable Encoder to
a HD-SDI feed, removing it from the down-converted standard definition SDI distribution as previously
designed. Triton was not made aware of the change to HD-SDI for the cable encoder until the project was
under construction.
SCOPE OF WORK
Triton will provide the detail design for this project change from approved design as outlined in Triton's project
process. This will include update drawings, bill of materials and added specification. The scope of work for
this project include the following:
a. The addition of four cables detailed on V104. These include new feed to Cable Encoder and Stream
Encoder and the QC output of the Stream Encoder back to the M/C Switcher.
b. The addition of new network cables for control and streaming capabilities of the Steam Encoder.
Triton Technology Solutions, Inc. 32234 Paseo Adelanto Suite E-1 San Juan Capistrano, CA 92675
Phone: 949-388-3919*Fax: 866-275-9175 15
ELECTRONIC NAME PLATE CHANGE ORDER PROPOSAL
V104 as approved by Arron Brown:
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TRITON `=
The anticipated rough order of magnitude cost for this change including design, installation, hardware,
programming, commissioning, and training is estimated $4,750. This includes estimated labor, materials, and
equipment from Audio Associates and Intent Digital.
Triton will provide analysis of additional electrical requirements for the additional equipment.
Staff will need to be able to review our documentation, reports, etc., comment on them and make decisions on
how the system will function and operate based on our recommendations and discussions we have with them.
ASSUMPTIONS:
1. Triton will only provide updated drawings with revision clouds and instructions for configuration
including changes to drawings V104, V107, V108, N101, and KVM101.
2. Triton will write a scope of work for Audio Associates.
3. Triton will update the cable database and include instructions for the additional cable runs
4. Any additional work outside of the scope included in this document or if onsite meetings are required
will be billed at an hourly rate per the fee schedule, including travel time.
5. Triton will provide a total for increased power requirements. No electrical design is included in this
proposal.
6. Any engineering (electrical, mechanical, civil) will be provided by others.
Triton Technology Solutions, Inc. 32234 Paseo Adelanto Suite E-1 San Juan Capistrano, CA 92675
Phone: 949-388-3919*Fax: 866-275-9175
ELECTRONIC NAME PLATE CHANGE ORDER PROPOSAL
PRICING AND PAYMENT SCHEDULE
Triton's fees for design & project management are $405.00 summarized in the following fee schedule:
CITY OF
TEAM MEMBER HOURS HOURLY RATE SUBTOTAL
DESIGN ENGINEER 4 90 $360.00
PROJECT MANAGER .5 90 $45.00
TOTAL 4.5 90 $405.00
The payment terms are as follows:
• Triton will invoice the City once monthly for hours incurred with invoice due in Net 30 days.
Please feel free to contact me if you have any questions or concerns.
Sincerely,
Kristen Tetherton
President
Triton Technology Solutions, Inc. 32234 Paseo Adelanto Suite E-1 San Juan Capistrano, CA 92675
Phone: 949-388-3919* Fax: 866-275-9175 17