07.02 Council Chamber A/V Presentation System Upgrade1. SUBJECT
Award of Contract for Council Chamber AN Presentation System Upgrade to Western AN, Inc.
2. SUMMARY
The Council Chambers was constructed in 1962. Since then, limited technology updates for
sound and presentation have been done. The audio visual (AV) systems exceeded their life
expectancy and are intermittently failing. Staff issued RFP 178 -24 in December 2017 and
received five proposals. Western AN had the best qualifications of the firms that submitted a
proposal and had the lowest price among the five. On March 13, 2018, the City Council
continued this item in order to change the video screens and voting solution on the dais.
Following the construction improvements that are planned in the Council Chambers, Western
AN will commence installation of the AV system improvements to allow the Council Chambers
to reopen in October 2017.
3. RECOMMENDED ACTION
1) Authorize the appropriation of $285,000 from the 1% PEG Program Fund (Fund 130)
unreserved fund balance to 130.1601.56032.20128, Council Chambers Remodel.
2) Award the contract in the amount of $324,536.46 to Western AN, Inc. and authorize the
Mayor and City Clerk to execute the necessary documents on behalf of the City.
4. FISCAL IMPACT
Upon appropriation, funds will be available in the following account:
130.1601.56032.20128
Council Chamber Remodel
$285,975.21
Warranty and preventative maintenance for five years, included in the contract, totaling
$38,561.25, will be funded in the 1% PEG Program Fund (Fund 130) in future years' operating
budgets.
5. STRATEGIC PLAN GOAL(S)
3a. Enhance and promote quality of life in the community — refurbish, maintain, develop and
expand public use places and spaces.
4c. Provide outstanding public service — enhance technology to improve public accessibility to
information and services.
6. GENERAL PLAN IMPLEMENTATION
Not applicable.
7. DISCUSSION and BACKGROUND
The Council Chambers was built in 1962 along with the three City Hall buildings at the Civic
Center. Minimal technology improvements have been done to this room since then and all of the
AV systems have exceeded their life expectancy and are intermittently failing.
Improvements to the AV systems were planned in two phases. The first phase consisted of
replacing the video production equipment, including installation of a new broadcast center (the
"back of the house ") and high - definition cameras. The first phase was completed in July 2015.
This item is for the second phase, which consists of the replacement of the AV technology in the
Council Chambers (referred to as the "front of the house ").
For both phases, following a competitive proposal process, the City chose Triton Technology
Solutions (Triton) to develop AV design plans and bid specifications. The City used their design
and specifications in an RFP to solicit proposals to furnish and install the AV technology systems
and equipment.
The City RFP solicitation was released on December 13, 2017 and due on February 8, 2018. A
total of five proposals were received. A not -to- exceed cost offer, for installation only, from each
proposer was submitted as follows:
1) Western Audio Visual $311,902
2) Triton Technology Solutions $368,615
3) Digital Networks Group $389,608
4) Spinitar $406,917
5) KeyCode Media $438,734
Staff has checked Western A/V's references and qualifications. Western A/V has extensive
experience in building many AV Presentation Systems for Council Chambers throughout the
Southern California area. Most recently, they completed projects for the cities of Tustin, Mission
Viejo, and Brea. Each of these projects were completed within the last year. These projects all
included upgrades to AV presentation systems. The cities reported that Western AN provided
ITEM 2 4/10/18
high quality work and were responsive to city needs. Therefore, staff recommends the City
Council award the contract to Western AN, Inc., which includes purchase and installation of the
AV presentation system as well as a five -year warranty and preventative maintenance program.
This AV Presentation project consists of improving communications within the Chamber as well
as with the City's residents that either view the civic meetings at home on the City's cable
channel, or via the web. A complete, turnkey AV Presentation System will be installed that will
include, but are not limited to, a new sound reinforcement system, an electronic voting system,
an audio and video display switching system, an automated and touch - screen control system, a
new projector and screen as well as several video displays and other general audio - visual system
enhancements.
This item was presented to the City Council on March 13, 2018. The City Council continued the
item and provided feedback for changes to the design of the video screens and voting system on
the dais. The Council created an ad -hoc committee consisting of Mayor Pro Tern Mark Murphy
and Councilmember Fred Whitaker. After working with Western AN and Triton regarding the
concerns expressed by the Council, staff met with the ad -hoc committee to present new options
for the dais design. The suggestions included a 22 -inch adjustable touchscreen in lieu of the
motorized screens in the previous design. Additionally, the voting and audio controls will be
built into the new touchscreen, eliminating the need for the functionality being built into the
microphone stand. Staff presented these changes to the City Council at the March 27, 2018
budget study session.
As a result of the changes, Western AN provided updated pricing. The contract will now be
awarded in the amount of $324,536.46 (the contract presented in March was for $350,463.34), a
decrease of $25,926.88. However, offsetting some of this decrease is an increase to the design
contract with Triton in the amount of $9,250, due to additional design work needed to integrate
the new solution. The contract with Triton is within the signing authority of the City Manager.
This project is being completed in tandem with infrastructure improvements within the
Chambers (a companion item on this agenda). Construction on the infrastructure improvements
is to begin in May and will be completed in July 2018. Once those improvements are finished,
Western AN will begin installation of the AV presentation system, with an estimated completion
of September 2018, which will allow the Chambers to reopen in October 2018.
8. ATTACHMENTS
Agreement with Western AN
ITEM 3 4/10/18
CITY COUNCIL MINUTES APRIL 10, 2018
6. REPORTS FROM BOARDS, COMMITTEES, AND COMMISSIONS (Continued)
Cities and Non - profit Collaboration
Mayor Smith reported that she spent one day in court regarding the homeless issue in Orange
County. The judge addressed all the mayors in the County and impressed upon them the need for
the leaders of the community to solve this issue together.
County Engagement
Mayor pro tem Murphy reported that there continues to be meetings with individual Board of
Supervisors members at their request. Councilmember Whitaker added that the focus is to find
out what the plan will be for the property on Anita Street.
7. ADMINISTRATIVE REPORTS
7.1 Mobile Source Air Pollution Reduction Review Committee (MSRC) Grant Funding.
(C2500.G.5)
NOTE: Mayor pro tem Murphy recorded an abstention due to a potential conflict with
employment and left the dais at 12:09 a.m.
MOTION — Alvarez
SECOND — Smith
AYES — Alvarez, Whitaker, Smith, Nichols
ABSENT (RECUSED) — Murphy
Moved to authorize the Public Works Department to apply for an additional $40,000
MSRC Local Government Partnership Program Grant for the City of Orange.
Mayor pro tem Murphy returned to the dais at 12:13 a.m.
7.2 Award of Contract for Council Chamber AN Presentation System Upgrade to
Western A/V, Inc., RFP 178 -24. (Continued from March 13, 2018.) (A2100.0; AGR-
6583)
Finance Director Will Kolbow presented the staff report, and answered Council's
questions. Due to the construction in the Council Chamber, the May 8, 2018, meeting is
scheduled in the Orange County Transportation Authority Board Room.
MOTION — Murphy
SECOND — Whitaker
AYES — Alvarez, Whitaker, Smith, Murphy, Nichols
Moved to: 1) Authorize the appropriation of $285,000 from the 1% PEG Program Fund
(Fund 130) unreserved fund balance to account number 130.1601.56032.20128, Council
Chamber Remodel; and 2) Award the contract in the amount of $324,536.46 to Western
A/V, Inc. and authorize the Mayor and City Clerk to execute on behalf of the City.
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