HomeMy WebLinkAbout7/2/2014 - STAFF REPORTS - 2.I. �OtPALM Sp4
iy
V N
� a
rronno
FOAN�P. CITY COUNCIL STAFF REPORT
DATE: July 2, 2014 CONSENT AGENDA
SUBJECT: COUNCIL CHAMBERS AUDIO VISUAL SYSTEM DESIGN — TRITON
TECHNOLOGY CONTRACT AMENDMENT# 1.
FROM: David H. Ready, City Manager
BY: Special Projects Coordinator
SUMMARY
The proposed action would be to approve Amendment No. 1 to Agreement No. 6503,
with Triton Technologies for the design of a new Council Chambers audio visual
system.
RECOMMENDATION:
1. Approve Amendment No. 1 to Agreement No. 6503 with Triton Technologies for
the design of a new Council Chambers audio visual system.
2. Authorize the City Manager to execute all necessary documentation.
STAFF ANALYSIS:
In March of 2014, following a Request for Proposal process, Triton Technologies was
hired to design a new audio visual system for the Police Training Center. The work of
the firm is quite impressive and thorough and for that reason staff requested that Triton
submit a proposal to completely redo the Council Chambers, Large Conference Room
and the studio/production room. IT staff, PIO and City Clerk staff all met with Triton on-
site to review the needs prior to the development of the proposal by the firm. The
proposal for the design work is attached. The work proposed would result in a set of bid
documents for the use by the City. Total cost for the design phase of the work is
$30,700.
ITEM NO.
City Council Staff Report
July 2, 2014 - Page 2
Council Chambers Audio Visual Design
FISCAL IMPACT:
Funds for this project come from Public, Education & Government Access (PEG) Fees,
account 001-1231-50039. These dollars are derived from fees paid by Time Warner to
the City to provide the PEG programing and are restricted to capital purchases only.
OGTt�-
Allen F. Smoot, SpeciW Projects Coordinator
David H. Ready, Ci ager
Attachments:
1. Proposal
2. Amendment #1
02
AMENDMENT NO. 1
TO AGREEMENT NO. A6503
AUDIOVISUAL DESIGN SERVICES
THIS FIRST AMENDMENT TO Agreement No. A6503 for consulting services, (herein
"Amendment") made and entered into on the day of 2014, by and
between the CITY OF PALM SPRINGS (herein "City") and TRITON TECHNOLOGY
SOLUTIONS, INC. (herein "Consultant') is hereby amended effective July 2, 2014, 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 add 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. Scope of Services is hereby amended to add audio visual design services
for the City Hall Council Chambers, Large Conference Room and Studio/Production
Room as more specifically outlined in the Proposal fro Triton Technologies dated June
12, 2014.
Section 2. Exhibit "A" Schedule of Fees is hereby amended to add Task 2 as follows:
Tasks from Proposal Task 2
Council Chambers/Lg Conf Rm/ $30,700
Studio/Production Audio Visual
Design (June 12, 2014 Proposal)
MAXIMUM TOTAL CONTRACT $55,590
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.
Amend 1 to A6503 1 03
IN WITNESS WHEREOF, the parties have executed and entered into this Amendment
as of the date first written above.
ATTEST: CITY OF PALM SPRING
a municipal corporation
By:
City Clerk City Manager
APPROVED AS TO FORM:
City Attorney
CONTRACTOR: Check One: _ Individual _ Partnership _ Corporation
TRITON TECHNOLOGY SOLUTIONS, INC.
By:
(Signature)
Title:
Amend 1 to A6503 2 04
TRITON,
City of Palm Springs
Council Chamber, Conference Rooms & Production
Design Services Proposal
Prepared for:
City of Palm Springs
3200 E. Tahquitz Canyon Way
Palm Springs, CA 92262
Attn: Allen Smoot
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 120 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: 866-275-9176 05
DESIGN SERVICES PROPOSAL
FOR COUNCIL CHAMBER, CONFERECE ROOMS & PRODUCTION
June 12, 2014
City of Palm Springs
Attn: Allen Smoot
3200 E. Tahquitz Canyon Way
Palm Springs, CA 92262
Dear Mr. Smoot,
Thank you for giving me the opportunity to provide a proposal for design services of the Council Chamber,
Conference Rooms, and Production audio and video systems
Now that you are tasked with upgrading these systems we feel we are the right company to assist you in this
major undertaking. We have an abundance of experience designing and implementing these types of systems
for other cities and counties.
We feel we have a thorough understanding of the scope of your project by meeting with you and your staff,
preparing the scope of work that you were able to review, and by having years of experience designing and
building similar systems.
In any project related business, communication, trust and relationships are key elements to a successful
partnership. We view our role as that of your engineering and integration partner to help develop and
implement a system that fits your current functional needs while keeping a keen eye on future technology and
workflow ideas. As your partner, we understand that you need current information consistently communicated
to you so that you can make informed decisions during the project implementation. We will work with you and
your team to develop a communication process that fits your needs and goals.
At Triton Technology, we are committed to our project process and the quality of work we do. Please review
and let me know if you have any questions about our proposal. We believe you will find that no other firm can
combine the knowledge, experience, trust and technical skills that Triton Technology has to help you complete
this project.
Please do not hesitate to contact me if you have any questions or concerns regarding this proposal.
Sincerely,
Kristen Digitally signed by Kristen Tetherton
DN:cn=Kristen Tetherton,.=Triton
Technology Solutions,Inc,ou,
Tetherton 2ol16.06..1306:14M] 7'00S
Kristen Tetherton
President
Triton Technology Solutions, Inc 32234 Paseo Adelanto Suite E-1 San Juan Capistrano, CA 92675 O 6
Phone: 949-388.3919* Fax: 866-275-9175 Page f of 7
DESIGN SERVICES PROPOSAL
FOR COUNCIL CHAMBER, CONFERECE ROOMS & PRODUCTION
BACKGROUND
The City of Palm Springs production, broadcast and audio visual systems that serve the council
chamber, control room, conference rooms, and lobby is aged and the city would like to explore
upgrading these system to High Definition Video. The audio systems are to be upgraded as well to
take advantage of digital processing giving the city more control_over the audio system however the
audio signals will continue to be analog
The Council Chamber has the capability to have their meetings televised through their local cable
provider as well as having their meetings available online using Granicus. Not only is their
production capability in the council chamber but also there is audiovisual capabilities including a
sound reinforcement system, projection system with source inputs from a local computer, monitoring,
and assistive listening.
The large conference room also has production and presentation capabilities that require an upgrade
to high definition video.
Audience overflow from the council meetings is available in the large conference room and lobby.
The large conference room, small conference room and lobby receive the televised signals from the
cable company. Both the small conference room and lobby already have monitoring in place to
receive the on air cable signal but the city would like to explore sending a HD program feed directly
from the control room.
The existing control room serves both the larger conference room and council chamber for live
productions. Post production capability is included in the control room using and Adobe Premiere
editing system. The current operations include using one or two operators during a live production.
PROJECT OBJECTIVES
Triton will provide the conceptual and detail design for this project as outlined in Triton's project
process. The objectives for this project include the following:
Council Chamber:
1. Replace four analog robotic pan/tilt cameras with High Definition robotic pan/tilt cameras.
2. Replace projection and display system, which may include monitor(s) and/or widescreen
projector and screen. Look at better positions for these to better serve the council, audience
and staff.
3. Replace presentation infrastructure to incorporate newer technology including HDMI inputs into
the system. Currently the city has a local computer as the main source into the system and
this will continue but the city may want to incorporate a 2nd source input in the room to be used
during other meetings and /or training.
4. Add a HD video feed to the existing analog audio feed available at the Press Box.
5. Evaluate the existing Assistive Listening System to see if it meets current ADA requirements
Triton Technology Solutions, Inc 32234 Paseo Adelanto Suite E-1 San Juan Capistrano, CA 92675 07
Phone: 949-388-3919* Fax: 866-275-9175 Page 2 of 7
DESIGN SERVICES PROPOSAL
FOR COUNCIL CHAMBER, CONFERECE ROOMS & PRODUCTION
and operates correctly. If it doesn't then include a system that meets the requirements and
operational requirements.
6. Replace Audio Sound Reinforcement system with better volume control over audio sources in
the system. The control room requires more control over individual mic's or smaller groups of
mic vs. receiving one program feed from the council chamber. This will include new DSP
(Digital Signal Processor), possible speakers and amps.
7. The city would like to look at replacing the lighting in the council chamber. Triton will not
provide this design but will work with the city's lighting consultant and /or architect to discuss
any limitations there may be with the cameras adjusting to new lighting, such as LED type.
8. Include audio conferencing capability so that someone can call into a council meeting.
9. The city has used Skype for teleconferencing off of the local computer and they would like to
continue to have this capability in the system.
10.Include the (3?) additional mic jacks at the dais and in front of podium in the new system.
11.Replace the existing wired and wireless microphones in the council chamber. There are
approximately 15 wired mic's and one wireless mic system. The city would like the wireless
system to include both a lavaliere and handheld and they realize only one can be used at a
time.
12.Overfow from the council chamber occurs in both the lobby and large conference room. The
lobby has an existing monitor that receives the cable feed. Triton to look at sending a program
feed to this monitor that is HD for better quality instead of using the on air feed bit if it is to
costly then using the cable feed is fine.
13.The council meetings are currently streamed using Granicus and would like to continue to.
14.The city wants to improve the quality of the televised picture and in room presentation system.
15.The presentation system can be controlled in both the council chamber and control room.
16.Evaluate presentation operations to see if operations need to be controlled in both the council
chamber and control room.
Control Room:
1. Evaluate if existing console can be modified, otherwise design will include a new console.
2. New console to be designed for one or two operators and include space for the editing system.
3. Evaluate Adobe Premiere system to see if whether it requires any upgrade or replacement to
be able to handle high definition video.
4. Continue to use existing racks in control room.
5. Design production system for ease of operation.
6. Existing playback system is a Leightronix UltraNexus system and will require replacement or
upgrade to HD system.
7. Recording formats and devices (VTR's and File Based Recorders) to be included in system
with possible upgrade and/or replacement to HD.
8. New audio mixer that allows more control over some of the individual microphones or smaller
groups of them.
9. Single channel, easy to operate character generator.
Large Conference Room:
1. Overhead mic to pick up ambient room noise
2. Replace smart board with multiple flat panel displays and /or projector and screens for the
Triton Technology Solutions, Inc 32234 Paseo Adelanto Suite E-1 San Juan Capistrano, CA 92675 08
Phone: 949-388-3919 ' Fax: 866-275-9176 Page 3 of 7
DESIGN SERVICES PROPOSAL
FOR COUNCIL CHAMBER, CONFERECE ROOMS & PRODUCTION
conference table and audience viewing. Displays and or/screens will receive the same
information.
3. Single presentation input to be located at conference room table. This single input can include
different types such as HDMI, VGA, and audio.
4. 14 wired desktop gooseneck mic's located on the conference table and there may be an
additional two mic inputs into the system.
5. Single channel wireless mic with both a lavaliere and handheld transmitter.
6. Document Camera to be included in system.
7. City wants the displays to receive a HD program feed from the control room for higher quality
picture. There is a small conference room as well with existing monitoring and the city would
like an HD program feed to land here as well.
8. New sound reinforcement system including digital sound processor, and possible new amps
and speakers.
9. Replace robotic pan/tilt cameras with HD robotic pan/tilt cameras.
Our Project Process describes our approach and methodology to the scope of work and what will be
achieved at the completion of the process including objectives and deliverables.
This project will follow the following detailed Project Process Program and Design. The entire
process is made up of four phases in which each one is built upon the other. A requirement of each
phase in the Project Process is for the City of Palm Springs stakeholders to work closely with Triton
Technology.
The two phases, Program Phase and Design Phase, require collaboration between both the City and
Triton project team to define all the project requirements. If there is no collaboration then it is not
possible to define the customer's objectives and expectations, nor design a system that will meet
them. Within the Program and Design Phase, the City will be required to review and approve all
deliverables before proceeding to the next phase. This allows the City to fully understand their
systems specification, capabilities, budgets, timelines, etc. This review and approval process confirms
that the design is meeting their objectives and expectations.
The Project Process includes value engineering throughout the entire process, which allows us to
discuss alternative designs, products and/or processes that could be applied to the project with the
benefit of saving the customer money.
For this project only the Program and Design Phase are included. The first two phases of the project
process is as follows:
PROJECT PROCESS
The first two phases of our Project Process is as follows.
I. PROGRAM PHASE: The first phase of the process is to develop the conceptual design
and define overall project goals. This phase allows the project team to brain storm at a
high level and determine the specific functionality for each system area and location of the
Triton Technology Solutions, Inc 32234 Paseo Adelanto Suite E-1 San Juan Capistrano, CA 92675
Phone: 949-388-3919 ' Fax: 866-275.9176 Page 4of7 09
DESIGN SERVICES PROPOSAL
FOR COUNCIL CHAMBER, CONFERECE ROOMS & PRODUCTION
project. The deliverables of this phase include block and flow diagrams, a Rough Order of
Magnitude (ROM) estimate of proposed equipment, space layout drawings and preliminary
functional description of the system. This phase is not complete until the customer signs off
on the program report. Specifically, this phase includes the following:.
a. Conduct Meetings and collaborate with customer
b. Needs Analysis of users, systems, and equipment
c. Review Existing Documentation — Facilities
d. Benchmark Comparable Facilities
e. Conduct Program Meeting — Management, Operator, Engineering
f. Program Report including
i.Documented meetings about what was discussed and decided upon
ii.Conceptual Design (See Appendix A as first draft)
It. DESIGN PHASE: The Design Phase refines the research and design findings from the
Program Phase. This second phase takes the information from Program Phase and
develops the design into detail. Once this phase is completed, the City will know
everything that needs to be known about the project from a technical standpoint including
how all equipment will be wired, where the equipment will be installed, what size console or
number of racks will be required, electrical and mechanical requirements. Final Bill of
Material is prepared inclusive of specific line item equipment lists. This phase includes the
following:
a. Conduct Meetings
b. Research Benchmark Equipment
c. Develop System Design
d. Establish the Infrastructure
i. Concept
ii.Schematic, Design
e. Critical Design Review of Technical Systems
f. Final space planning, floor plans, etc.
g. Rack elevations and/or console layouts
h. 1/0 Panel Design and Layout
i. Identification of power, and conduit requirements. The customer will complete the
implementation of power and conduit requirements.
j. Deliverables and Approval
i.Drawings in both hard and soft copy Construction single line drawings that
document every cable and all equipment that will be installed in this project.
(Cables not documented include power, keyboard, and mice.) All equipment is
specified and named.
ii.Bill of Material both hard and soft copy that lists the equipment required for the
project including quantity, manufacturer, model # and price.
iii.Bid Specifications, Statement of Work and other bidding documents required to bid
this project.
k. Accurate project Cost quote for remaining phases.
Triton Technology Solutions, Inc 32234 Paseo Adelanto Suite E-1 San Juan Capistrano, CA 92675 1. O
Phone: 949-388-3919 * Fax: 866-275-9175 Page 5 of
DESIGN SERVICES PROPOSAL
FOR COUNCIL CHAMBER, CONFERECE ROOMS & PRODUCTION
I. Project Timeline for remaining phases.
This scope of work for this project also includes:
a. Triton will provide assistance to the city in the technical evaluation of the bids to confirm
they are compatible to the design and meet the bid specifications.
b. Triton will provide assistance to the City during the actual construction and
completeness of the installation. This will include both onsite and remote support.
Onsite support will include walking the project one day a week to confirm the installation
contractor is following the design and following industry installation standards. Remote
support includes both phone and email support as needed during the construction and
installation phase.
c. Once the construction and installation is complete, Triton will spend two days evaluating
the system including verification to the completeness of the system being implemented
as designed, meeting installation standards outlined in the bid specifications, and
operational functionality of the system performed as designed.
Triton's team has been managing and delivering projects larger and smaller than the current scope
following this process for years. This is Triton's process but Triton's team has been using similar
processes at previous employers for many years.
Following this process allows for a design to be created that meets the client's functional, operational
and budgetary needs. The client is intimately involved in the first two phases so decisions can only
be made if the client participates in the process. With the client fully understanding the design and by
making decisions on all aspects of the design, the client is confident and satisfied with the end results
because they are involved. The project is able to move towards completion because Triton partners
with the client to help them through this process by bringing Triton's expertise and methodology to the
project.
This process needs to be managed, as does the project. The way Triton has been successful in
doing this is by having the project manager, engineer and client remain the same throughout the
process. We manage all of our own projects from the point of sale to the completion of a project. We
manage the projects by keeping everyone on task, establishing and meeting deadlines, documenting
decisions and meetings and close out action items.
Specific tasks we require of the city staff during the project are to have time available to meet in
person, answer emails and phone calls. They 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 the client.
Triton Technology Solutions, Inc 32234 Paseo Adelanto Suite E-1 San Juan Capistrano, CA 92676 1 1
Phone: 949-388-3919* Fax: 866-275-9175 Page 6 of 7
DESIGN SERVICES PROPOSAL
FOR COUNCIL CHAMBER, CONFERECE ROOMS & PRODUCTION
PRICING AND PAYMENT SCHEDULE
The pricing for these services is $30,700.00. The payment terms are as follows:
• 10% deposit due net invoice at time of contract execution
• 20% payment due net 30 upon delivery of 151 draft of conceptual drawings
• 20% payment due net 30 upon delivery of 15t draft of single line drawings
• 10% payment due net 30 upon delivery of final bid documents described in Phase Il, Design.
• For the remaining 50%, the services will be billed monthly for hours incurred in the previous
month with payment due net 30.
Triton Technology Solutions, Inc 32234 Paseo Adelanto Suite E-1 San Juan Capistrano, CA 92675
Phone: 949-388-3919* Fax: 866-275-9175 Page 7 of 7 12