03.06 City Council Chamber Dais Improvements Amendment1. SUBJECT
First Amendment to Agreement with Western A/V for technology improvements to the
City Council Chamber Dais.
2. SUMMARY
At the November 12, 2019 City Council meeting, the City Council approved an agreement
with Western A/V to install new PC's at each dais position, as well as touch panels for
microphone and screen control for the implementation of a new voting system from
Granicus. The agreement also included the purchase of additional mics, touch screens
and panels, and speakers for the two additional dais positions that will be needed as a
result of the move to a seven-member City Council. This amendment will provide for the
relocation of racks inside the dais, installation of new electronic nameplates, and related
cabling and installation services.
3. RECOMMENDED ACTION
Approve the amendment to agreement with Western A/V in the amount of$64,594.22 for
technology improvements to the City Council Chamber dais and authorize the Mayor and
the City Clerk to execute on behalf of the City.
4. FISCAL IMPACT
The total expenditure for this amendment is $64,594.22 and will be funded in Council
Chambers Remodel (20128) through Information Technology (790).
5. STRATEGIC PLAN GOALS
Goal 4: Provide outstanding public service
c: Enhance technology to improve public accessibility to information and services.
6. DISCUSSION AND BACKGROUND
At the November 12, 2019 City Council meeting, Council approved an agreement with
Western A/V to install the new Votecast voting system, and procure additional hardware
for two more City Councilmembers.
ITEM 3 . p 1 4/14/2020
As presented by staff at the February 11, 2020 City Council meeting, with the change to
a seven-member City Council, dais modifications are necessary to change the
configuration to allow for nine positions. Since some of the work related to the November
12, 2019 agreement to implement Votecast includes provisions for adding two
Councilmembers, staff is recommending an amendment to the agreement to provide for
the balance of the technology work necessary to change the configuration of the dais.
This work includes relocating server racks located at the dais to cabinets on each side
the dais, installation of new electronic nameplates, and related hardware and wiring. The
total cost of this amendment is $64,594.22. The revised total cost of the agreement is
113,922.78. The funding sources, both of which are within the Information Technology
Fund (790), of the revised agreement are as follows:
Pro'ect Cost
A enda Mana ement 20416 49,328.56
Council Chambers 20128 64,594.22
TOTAL 113,922.78
7. ATTAC H M E N TS
First Amendment with Western A/V
ITEM 2 4/14/2020
FIRST AMENDMENT
TO
PROFESSIONAL SERVICES AGREEMENT
Audio Visual Services]
THIS FIRST AMENDMENT TO PROFESSIONAL SERVICES AGREEMENT(the
First Amendment")is made and entered into as of 2020,by and between the
CITY OF ORANGE, a municipal corporation ("City"), and WESTERN A/V, a California
corporation ("Contractor"), with reference to the following:
A. City and Contractor entered into a Professional Services Agreement (Agreement
No. 6869)dated November 25, 2019,which is incorporated herein by this reference(the"Original
Agreement"); and
B. City and Contractor desire to amend the Original Agreement to modify, amend and
supplement certain portions of the Original Agreement by revising the Scope of Work and
increasing the compensation.
NOW, THEREFORE, the parties hereby agree as follows:
Section 1. Defined Terms. Except as otherwise defined herein, all capitalized terms
used herein shall have the meanings set forth for such terms in the Original Agreement.
Section 2. Cross-References. City and Contractor agree that all references in this
First Amendment are deemed and construed to refer to the Original Agreement, as implemented
by this First Amendment.
Section 3 Revised Scope of Services. The Scope of Services, Section 1,Exhibit"A"
of the Original Agreement, is hereby amended,modified and supplemented to include the services
described on Exhibit"A," attached hereto and incorporated herein by this reference.
Section 4 Compensation. The total not-to-exceed compensation for the services to
be rendered as set forth in Section 2.a of the Original Agreement is increased by SIXTY-FOUR
THOUSAND FIVE HUNDRED NINETY-FOUR DOLLARS and 22/100 ($64,594.22) and
Section 2.a is hereby amended in its entirety to read as follows:
Contractor's total compensation for all services performed under this Agreement,
shall not exceed ONE HUNDRED THIRTEEN THOUSAND NINE HUNDRED
TWENTY-TWO DOLLARS AND 78/100 ($113,922.78) without the prior written
authorization of City."
Section 5. Integration. This First Amendment amends, as set forth herein, the
Original Agreement and, except as specifically amended hereby, the Original Agreement shall
remain in full force and effect. To the extent that there is any conflict or inconsistency between
the terms and provisions of this First Amendment and the terms and provisions of the Original
Agreement, the terms and provisions of this First Amendment shall control and govern the rights
and obligations of the parties.
IN WITNESS of this Agreement,the parties enter into this Agreement on the year and day
first above written.
CONTRACTOR" CITY"
WESTERN A/V, a California corporation CITY OF ORANGE, a municipal corporation
By: By:
Printed Name: Mark A. Murphy, Mayor
Title:
ATTEST:
By.
Printed Name:
Title:
Pamela Coleman, City Clerk
APPROVED AS TO FORM:
Mary E. Binning
Senior Assistant City Attorney
NOTE: If Contractor is a corporation,the City requires the following signature(s):
1) the Chairman of the Board, the President or a Vice-President, AND (2) the
Secretary, the Chief Financial Officer, the Treasurer, an Assistant Secretary or an
Assistant Treasurer. If only one corporate officer exists or one corporate officer holds
more than one corporate office,please so indicate. OR
The corporate of cer named in a corporate resolution as authorized to enter
into this Agreement. A copy of the corporate resolution, certified by the
Secretary close in time to the execution of the Agreement,must be provided to
the City.
2
EXHIBIT "A"
SUPPLEMENTAL SCOPE OF SERVICES
Behind this page.]
Western
Audio Yisual
Media Upgrade
for
City of Orange: Council Chamber
SCt PE F WCtRK
Genera/—Western AN (WAV) will provide and install all necessary components
to upgrade the AudioNisual systems in the City of Orange Council Chamber.
After completion of the project, as-built documentation will be delivered. This
includes all drawings, DSP programming, Crestron control code and electronic
copies of all user manuals. Training sessions will be provided to all necessary
personnel.
Relocation of AV Racks:
Western AV will disconnect existing cabling while construction is being
done to Council Dias. Two of the four racks will be relocated to new cabinets
being installed behind the staff and clerks' desks. '
Western AV will be responsible for providing any new cabling and
reconnecting new/existing equipment, programing{if necessary) and testing the
AV system.
The City will be responsible for ensuring new cabinetry will have'the
correct dimensions to house the AV racks, as well as theproper ventilation
and power requirements.
Di_qital Name P/afes:
Western AN will install and custom program a total of nine (9) Crestron
15.6" touchscreens as digital name plates. These digital name plates will auto-
populate, based on the type of ineeting selected from the main control screen in
the Council Chamber, located at the City Clerk's position.
The City of Orange is responsible for providing a 24 port PoE+
network switch, in addition to the (2) existing network switches, connected
to the City network. This size network switch will accommodate new
equipment being installed and allow for future growth.
The City of Orange is responsible for ensuring the new casework
holding the digital name plates will have the proper ventilation and space
to accommodate the necessary cabling going into the digital name plate.
Miscellaneous Components:
Western AN will purchase and install four (4) Extenders that will be
utilized for the Rack Mounted PC's USB connections.
Western A/V will also provide and install necessary rack accessories,
cabling, and hardware necessary for the rack.
1592 Batavia Street,Suite 2,Orange,CA 92867 W W W.WAV 1.COM 6353 Corte del Abeto,Suite 106,Carlsbad,CA92011
P:(714)637-7272 F:(714)637-7330 P:(760)438-1200 F:(760)438-0066
western
AudioYisuai
Miscellaneous Components:
Western AN will purchase and install four (4) Extenders that will be
utilized for the Rack Mounted PC's USB connections.
Western A/V will also provide and install necessary rack accessories,
cabling, and hardware necessary for the rack.
1592 Batavia Street,Suite 2,Orange,CA92867 W W W.WAV 1.COM 6353 Corte del Abeto,Suite 106,Carlsbad,CA 92011
P:(714)637•721Z F:(714)637-7330 P:(760)438•1200 F:(760)438-0066
City of Orange
r Council Chambers Remodel Phase2•Digital Name Plates and Rack Relocatfon
q RepresantaUve: Mailey Schellin
Mobila:949.584.7028
OHice:714.837.7272
Submitted by: Western Audio Visual Email: HalleySQwavt.com
www.wav1.com
COMPANY: City of Orange DATE: March 18,2020
ATTENTION: Will Kolbow TERMS: NET 30
ADORESS: FOB:Destination
SALES TAX: 7.7500%
Orange,CA 92866 DELIVERY: TBD
TELEPHONE: (714)744-2235 QUOTE VALID FOR: 30 Days
FAX PHONE: REVISION: B
E-MAIL: wkilbow@cityoforange.org WAV PROJECT#: TBD
ITEM QTY MANUFACTURER MODEL DESCRIPTION PRICE EXTENSION
r .
S Crestron TS-1542-B-S 15.6 in.HD Touch Screen,Wall Mount or VESA, $ 2,880.00 $ 23,040.00
Black Smooth
1 Crestron TS-1542?B-S 15.6 in.HD Touch Screen,Wa11 Mount orUESA, f)vvtrer Furnished
Black Smooth
1 OFE Po+Network Switch t wner;Furnished
4 Crestron USB-EXT-2 USB over Twisted Pair Extender(Rack PCs) $ 480.00 $ 1,920.00
8 Middle Atlantic VT1 VENT PANEL,1 RU,PERFORATED,64%OPEN $ 13.00 $104.00
AREA
5 Middle Atlantic PBL-1 BLANK PANEL,1 RU,ALUMINUM,FLANGED $ 16.00 $80.00
8 Middle Atlantic U1V UTILITY RACKSHELF,1 RU,10.4"D,VENTED $ 37.00 $ 296.00
2 TripLite N254-024 24-Port 1 U Rack-Mount Cat6/CatS Feedthrough $ 227.00 $ 454.00
Patch Panel,RJ45 Ethernet,TAA
3 RDL RU-RA3R Rack adapter for RACK-UP series 61.00 $183.00
1 Western AV Misc Cables,Connectors,Hardware,Etc 446.00 $ 446.00
11
s M
1•
Engineering,Drafting&DSP 2,640.00
Control Programming 3,720.00
Project Management 850.00
Staging&Assembly
Installation 25,755.00
Testing&Training 1,700.00
Service/Preventative Maintenance(One Year)
Sub Contract:Electrical
Sub Contract:Programmer
Sub Contract:Other
G 8 A 530.46
Electronic Waste Recycling Fee 48.00
Bond
e w
i`i •
Notes: This proposal includes prevailing wage rates.
AUTHORIZED SIGNATURE DATE
Client Proposal Co fldentlal P89e