HomeMy WebLinkAbout28 - CC-14 - Professional Audio/Video Design Services - 10/6/2015CITY COUNCIL AGENDA REPORT
MEETING DATE: OCTOBER 6, 2015 ITEM NUMBER: CC -14
SUBJECT: PROFESSIONAL AUDIO/VIDEO DESIGN SERVICES FOR CITY COUNCIL CHAMBERS,
CONFERENCE ROOM 1A AND NEW COMMUNITY MEETING ROOM; AND
AUDIO/VIDEO RELATED CONSTRUCTION MANAGEMENT SERVICES
DATE: SEPTEMBER 28, 2015
FROM: CHIEF EXECUTIVE OFFICE
PRESENTATION BY: DANE BORA, PUBLIC AFFAIRS MANAGER
FOR FURTHER INFORMATION CONTACT: DANE BORA (714) 754-5098
RECOMMENDATION:
It is recommended that the City Council:
1) Award a professional services agreement to Triton Technology (Attachment 1) in an amount
not to exceed $136,125 for audio/video consulting services to a) update City's existing
audio/video design and specifications for upgrades to City Council Chambers, Conference
Room 1A and Costa Mesa TV broadcast systems, b) provide audio/video design services
for a new community meeting room located in the former print shop of City Hall; and c)
provide related audio/video construction management services;
2) Authorize the City CEO to execute the professional services agreement.
BACKGROUND:
On December 3, 2013, the City Council approved a $1.6 -million upgrade to the City's
audio/visual and broadcasting equipment which included the City Council Chambers and the
Costa Mesa TV broadcast systems.
On June 17, 2014, the City Council approved the Fiscal Year 2014-15 budget that included
$180,000 for upgrades to the audio/visual and broadcasting equipment in Conference Room
1 A.
On April 21, 2015, the City Council approved designating $1,202,000 to convert City Hall's
former print shop into a community meeting room with broadcasting capabilities, renovate the
employee/community lounge and create an outdoor meeting space adjacent to the new
community meeting room.
In July of 2015, the City issued a Request for Proposal (RFP) to several consulting firms to update
the city's existing audio/video design and specifications for upgrades to the City Council
Chambers, Conference Room 1A and Costa Mesa TV broadcast systems; provide an integrated
audio/video design for the new community meeting room; and provide related audio/video
construction management services.
ANALYSIS:
Three (3) proposals were received. The proposals were reviewed for compliance with the City's
RFP process, and consultants were evaluated based on project understanding, depth of
experience, technical expertise, and associated factors. After careful review of the proposals,
staff found that Triton Technologies was best qualified to perform the requested services. The
proposal submitted by Triton Technologies represented a thorough understanding of the
project, complies with the project specifications, and documents technical ability and experience
with similar projects.
It is projected that the design phase of this project will take 16 weeks to complete. Upon
completion of the a/v design and related architectural design services, the entire project will go
out to bid and the estimated time for audio/video installation is 16 — 24 months following award
of the contract.
FISCAL REVIEW:
Funding has been previously approved for the Council Chambers, Conference Room 1A,
broadcast systems and new Community Room project. The recommended action will result in
an implementation cost not to exceed $136,125 and this amount will not increase the budget
authorized by City Council for the entire project.
LEGAL REVIEW:
The City Attorney's office has prepared the attached professional services agreement and has
approved the document relative to form.
CONCLUSION
After careful review of three (3) proposals submitted for audio/video design and management
services, it is recommended that the City Council award the professional services agreement to
Triton Technologies.
THOMAS R. HATCH
Chief Executive Officer
DANE BORA
Public Affairs Manager
STEVE DUNIVENT
Interim Director of Finance
ATTACHMENTS 1. Professional Services Agreement