HomeMy WebLinkAboutC23140 AV Upgrades CVAG Conference Room Contract No C23140
CITY OF PALM DESERT
FINANCE DEPARTMENT
STAFF REPORT
REQUEST: 1. Approve the Contract with GroggWorks, Inc. to provide and install the
audiovisual equipment and software upgrades at the City/CVAG
conference room located the Parkview Office Complex;
2. Appropriate $72,000.00 for the cost of the equipment and software
upgrades from the City of Palm Desert Enterprise Fund 510; and
3. Approve CVAG's contribution of $26,000 plus their consideration of
foregoing the $10,000 of tenant improvement money as stipulated in their
lease agreement.
APPLICANT: GroggWorks, Inc.
11315 Rancho Bernardo Road, #148
San Diego, CA 92127
DATE: October 28, 2004
CONTENTS: Copy of the Bid Proposal provided by GroggWorks, Inc.
Two (2) Copies of Contract with GroggWorks, Inc.
Copy of letter provided by CVAG requesting audiovisual upgrades
Recommendation:
By Minute Motion, that the City Council:
(1) Approve the Contract with GroggWorks Inc. to perform the
audiovisual upgrades at the City / CVAG conference room located
at the Parkview Office Complex;
(2) Appropriate $72,000.00 for the cost of the equipment and software
upgrades from the City of Palm Desert Enterprise Fund 510; and
(3) Approve CVAG's contribution of $26,000 plus their consideration of
foregoing the $10,000 of tenant improvement money as stipulated
in their lease agreement.
Staff Report Contract No. C23140
Contract Approval — GroggWorks, Inc.
October 28, 2004
Page 2 of 3
Background:
The City/CVAG conference room audiovisual equipment is outdated and in need of
upgrading along with certain design upgrades to provide better visibility and sound.
Currently, when any presentation is done in the conference room, one side of the room
has to move so that everyone can view the presentation. This is inconvenient and
ineffective. The upgrades would allow viewing of PowerPoint slides, video, and video-
conferencing by those in attendance by providing an overhead projector, centrally
located, and two one-hundred inch film screens strategically placed on the west and
east walls of the conference room. The sound quality would be enhanced by placing
several speakers throughout the conference room.
The video-conferencing equipment will also be updated to be compatible with such
organizations as the Riverside County Transportation Commission (RCTC) and the
Southern California Association of Governments (SGAG), thereby allowing for the
City/CVAG conference room to be utilized as the Coachella Valley's central location for
the CVAG Board to attend those meetings via video-conferencing without having to
travel out of the valley. This will allow the conference room to be used by the City of
Palm Desert, CVAG members, and the Riverside County Supervisor for legislative and
other pertinent meetings, as well as training classes.
If the City agrees to approve the Conference room upgrades mentioned above, CVAG
has proposed the following:
1. CVAG would maintain and secure the equipment at their cost.
2. CVAG will continue to allocate staff time to schedule usage of all conference
rooms at Parkview Office Complex pursuant to the City's reservation policy.
3. CVAG will forego the $10,000.00 leasehold improvement allowance provided
by the City as stipulated in their lease agreement. (To be applied to their 50%
obligation)
4. CVAG will increase their leased space by taking the 841 square feet adjacent
to the east portion of their suite once the University of California Riverside
terminates their lease. (Anticipated April 1, 2005)
5. CVAG agrees to reimburse the City of Palm Desert $36,000.00 for the costs
of the audio/visual upgrades, contingent upon CVAG's executive committee's
approval.
The City and CVAG requested bids from Circletake, Integrated Media Systems and
GroggWorks, Inc. Groggworks, Inc was the only vendor that responded. The City and
CVAG also posted a request for bids; no response was received.
Staff recommends that the City Council approve and execute the contract with
GroggWorks, Inc. to install the audio/visual equipment and software upgrades for the
City/CVAG conference room located at the Parkview Office Complex in the amount of
G:IFinanceWiamh Ortega1WpdocslAHernandezlStafReportslGroggworks102804.doc
Staff Report contract No. C23140
Contract Approval — GroggWorks, Inc.
October 28, 2004
Page 3 of 3
$72,000.00, and accept CVAG's contribution of $26,000 plus their consideration of
foregoing the $10,000 of tenant improvement money as stipulated in their lease
agreement, and to appropriate the money from the City of Palm Desert's Enterprise
Fund 510.
Submitted By:
(;)atitii_______
Paul S. Gibson, Director of Finance
Approval:
,:/4.4/ ii LL/iti
Car .• L. Ortega City Ma . •
PSG:AH:ah
Attachments (4)
* Approved the recommendations, CITY COUNCILTION•
with additional direction to look APPROVED ✓ A DENIED
at adding: 1) Amplification RECEIVED OTHER
to the microphone system: 2) any
necessary replacement furnishings MEETING DATE v
to the room to elimintate disparity AYES: 6y'w1n, 1
in function or design. 5-0 NOES: 1\101A. `
ABSENT: Noise_
ABSTAIN: (\J dVt
VERIFIED BY: �2,Q.‹
Original on File w t Clerk's Office
G:lFinanceWiamh OrtegalWpdocslAHernandezlStaffReports\Grvyworks102804.doc