HomeMy WebLinkAbout3/18/2015 - STAFF REPORTS - 2.O. PALMS,*
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Cq41F°04%9' City Council Staff Report
Date: February 18, 2015 CONSENT CALENDAR
Subject: COUNCIL CHAMBER AUDIONISUAL EQUIPMENT UPGRADE, AND
APPROVAL OF AMENDMENT NO. 2 IN THE AMOUNT OF $10,000 TO
AGREEMENT NO. 6503 WITH TRITON TECHNOLOGY
From: David H. Ready, City Manager
Initiated by: Public Works & Engineering
SUMMARY
The City Council will consider approving an Amendment to Agreement No. 6503 with
Triton Technologies for additional design services.
RECOMMENDATION:
1) Approve Amendment No. 2 to Agreement No. 6503 with Triton Technologies in the
amount of$10,000; and
2) Authorize the City Manager to execute all necessary documents.
BACKGROUND:
In March 2014, following a Request for Proposal process, Triton Technologies 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 Technologies 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. 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.
Subsequently, Triton Technologies identified the various audio/visual components and
architecture of the system, and on February 4, 2015, the City Council received a
presentation from staff on the preliminary layout and elements of the system to install
within the City Council Chambers. At that time, Council Member Foat requested that the
ITEM NO.
City Council Staff Report
March 18, 2015—Page 2
City Council Chambers AudioNisual Upgrades
audio/visual system incorporate elements similar to the system used at the Riverside
County Board of Supervisors Chamber, where a single monitor is available at the dais
and used for broadcasting presentations, watching the live feed, as well as voting.
As a result of Council Member Foat's request, staff has coordinated with Triton
Technologies to review the audio/visual system in use at the Riverside County Board of
Supervisors Chamber, and has determined that the County uses what is called an "AMX"
system, which is a custom designed and proprietary system. At the Riverside County
Chambers, at the dais each voting member has a panel that has 9 buttons with a voting
menu and request to speak option, which is an independent voting panel and not
incorporated into a touch panel or monitor. At each dais seat there is an individual
monitor that only receives the presentation being broadcast from the Chambers, and does
not have touch screen or other options available. The County's system provides the
Clerk of the Board a touch panel to control the entire system, much in the way that the
City Clerk controls the system in the current system used at the Palm Spring City Council
Chambers.
Staff recommends that the City use a more open platform voting system that has the
same capability as the custom/proprietary system in use at the Riverside County
Chambers, with an individual monitor and separate voting push button panel at each seat
at the dais. Adding this element to the current scope of the audio/visual package is
estimated to cost $50,000. However, additional options are available to incorporate into
the individual monitors, including options allowing for Council Members to toggle between
the broadcast feed and the uploaded Council agenda and staff reports for the item being
presented. Adding additional options for viewing the Council agenda and staff reports
into the individual monitor is estimated to cost an additional $125,000.
Given the Class 1 Historic Site designation of City Hall, the final design of the project is
subject to review and approval by the Historic Site Preservation Board (HSPB). With the
City Council's approval of the final scope of the audio/visual elements of the project, staff
will coordinate with Triton Technologies, and has retained the architectural services of
Jeff Jurasky & Associates to support the design effort to ensure the installation of
audio/visual equipment into the City Council Chambers, as well as added to the Council
dais, is treated with the appropriate detail and refinement necessary to preserve the
architectural integrity of the City Council Chambers.
Triton Technologies anticipates 1-2 months to finalize the design, and has advised staff
that certain specialized audio/visual equipment may require 12 week lead-time. Although
staff is planning for this project to bid in May, allowing for contract award by June for
construction in August, certain logistics may require the City Council to consider planning
for City Council meetings to be held temporarily at the Convention Center in
September/October 2015 in the event the project is somewhat delayed for implementation
due to the process required to complete the final design, obtain HSPB approvals,
complete the bid process, and award a contract.
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City Council Staff Report
March 18, 2015—Page 2
City Council Chambers AudioNisual Upgrades
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. Fees currently
available this current fiscal year are approximately $100,000. Staff recommends that
the City Council authorize staff to process an Offsetting Budget Adjustment to
appropriate $100,000 from PEG fees to the Public Affairs/PSCTV Account No. 001-
1231-50039, to provide additional budget for costs associated with the project.
SUBMITTED
Prepared by:
Marcus L. Fuller, MPA, P.E., P.L.S.
Assistant City Manager/City Engineer
Approved by:
David H. Ready, D
City Manager
Attachments:
1. Amendment No. 2
Attachment 1
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Attachment 1
05
AMENDMENT NO. 2 TO CONSULTING SERVICES AGREEMENT NO.6503
WITH TRITON TECHNOLOGY SOLUTIONS, INC.
AUDIO VISUAL DESIGN SERVICES
THIS SECOND AMENDMENT TO Agreement No. 6503 for consulting services, (herein
"Amendment") made and enter into on the day of 2015, by
and between the CITY OF PALM SPRINGS (herein "City') and TRITON
TECHNOLOGY SOLUTIONS, INC. (herein "Consultant') is hereby amended as follows:
RECITALS
WHEREAS, City and Consultant entered into that certain Audio Visual Design Services
Agreement No. A6503 for Audio Visual Design Services related to the Police Training
Center, ("Agreement'), as duly amended from time to time; and
WHEREAS, the parties wish to amend the Agreement to increase the budget for the
additional design services related to City Hall Council Chambers, Large Conference
Room and Studio/Production Room audio/visual systems; and
NOW, THEREFORE, for good and sufficient consideration, the parties agree as follows:
Section 1. The Scope of Services for the audio/visual design services for the City Hall
Council Chambers, Large Conference Room and Studio/Production Room audio/visual
systems shall be amended to include additional services to include options and
elements for individual monitors at the City Council and staff dais, based on final
direction given by staff and the City Council.
Section 2. Exhibit "A" Schedule of Fees is hereby amended as follows:
Task 2: Council Chambers/Lg Conf Rm/Studio/Production Audio Visual Design is
increased by $10,000 to a total of$40,700
MAXIMUM TOTAL CONTRACT is increased to $65,590.
Section 3. Timeline shall remain unchanged.
Section 4. Full Force and Effect. Except as previously modified herein, all other
provisions of the Agreement shall remain unmodified in full force and effect.
SIGNATURES ON NEXT PAGE
06
Except as specifically amended by this Amendment No. 2, 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:
A notary public or other office completing this certificate verifies only the identity of the individual who signed the
document to which this certificate is attached,and not the truthfulness,accuracy,or validity of that document.
CONSULTANT: Triton Technology Solutions, Inc.
Check one:_IndividualPartnership 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: By:
Notarized Signature of Chairman of Board, Notarized Signature Secretary,Asst Secretary,
President or any Vice President Treasurer,Asst treasurer or Chief Financial Officer
Name: Name:
Title: Title:
State of ) State of )
County of )ss County of )ss
On before me, On before me,
personally appeared personally appeared
who proved to me on the basis of satisfactory evidence)to be who proved to me on the basis of satisfactory evidence)to be
the person(s) whose name(s) is/are subscribed to the within the person(s) whose name(s) is/are subscribed to the within
instrument and acknowledged to me that he/shelthey instrument and acknowledged to me that he/shelthey
executed the same in his/her/their authorized capacity(ies), executed the same in his/her/their authorized capacity(ies),
and that by his/her/their signature(s) on the instrument the and that by his/her/their signature(s) on the instrument the
person(s), or the entity upon behalf of which the person(s) person(s), or the entity upon behalf of which the person(s)
acted,executed the instrument. acted,executed the instrument.
I certify under PENALTY OF PERJURY under the laws of the I certify under PENALTY OF PERJURY under the laws of the
State of California that the foregoing paragraph is true and State of California that the foregoing paragraph is true and
correct. correct.
WITNESS my hand and official seal. WITNESS my hand and official seal.
Notary Signature: Notary Signature:
Notary Seal: Notary Seal:
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