HomeMy WebLinkAboutRatify Purchase and Installation of Council Chamber Audio Systm UpgradeREQUEST:
�L. F
CITY OF PALM DESERT
COMMUNITY SERVICES DIVISION
CITY CLERK OPERATIONS
STAFF REPORT
RATIFICATION OF THE CITY MANAGER'S APPROVAL OF
THE PURCHASE AND INSTALLATION OF EQUIPMENT FOR
COUNCIL CHAMBER AUDIO SYSTEM UPGRADE
SUBMITTED BY: Rachelle Klassen, City Clerk
DATE: January 25, 2007
CONTENTS: I. Staff Report
II. Approved Memo to City Manager
III. Proposal from Muzak
IV. P.D. M.C. Section 3.32.065
V. FY 2006/07 White Paper
Recommendation:
By Minute Motion, ratify the City Manager's authorization of the waiver of prescribed
City bidding requirements (P.D.M.C. 3.32.065[D]) and approve purchase and
installation of Council Chamber Audio System Upgrade from Muzak LLC, Riverside,
California, in the amount of $16,352.60 from Account No. 400-4563-433-4001 —
funds for this purpose are already designated and no additional appropriation is
required.
Discussion:
The existing Council Chamber audio system sound mixer was acquired at the time the
Chamber was renovated in late 2000/early 2001. At the time, it was the most up-to-date
and suitable analog system available for our application and has worked satisfactorily,
generally, until approximately the last six months. (Issues with microphone function are
a separate matter.) A near total failure was experienced in one of the component mixers
during the September 19, 2006, Planning Commission Meeting. Fortunately, the roving
microphone and staff microphones were operational. At the regular City Council Meeting
of December 14, 2006, a total failure was experienced for the first 90 minutes of the
meeting. Once the system had a chance to cool down and reset itself during that time, it
became operational (heat is devastating to electronic equipment).
In a FY 2006/07 Budget Process approved White Paper, one of the issues staff requested
ability to address was an audio upgrade in the Council Chamber, and funds have been
appropriated for this purpose in Account No. 400-4563-433-4001. Therefore, staff
immediately requested a site visit by the original system designer, Muzak LLC, Riverside,
Staff Report - Ratification of Council Chamber Audio System Upgrade
Page 2
January 25, 2007
California, for its recommendation on how this situation could be remedied and, ultimately,
avoided all together in the future. Muzak related that the Intellix mixers (like the City's) in
all its installations have been experiencing this type of failure regularly, and they
recommended replacement with a DSP-based system (Digital Sound Processor). In order
to have as little down time as possible and work with the designer/supplier who knows
Palm Desert's Council Chamber and all its components, staff recommended accepting
Muzak's proposal and sought waiver of the City's bidding requirements by invoking
P.D.M.C. 3.32.065(D). Attached is a copy of the memo accepted by the City Manager for
this purpose.
As a point of information, this proposal also includes a new, more sensitive and wider -
range microphone for the Mayor's position. It will provide better coverage and amplification
of the Mayor's remarks as he/she refer to their colleagues on both sides of the dais.
Therefore, your ratification of this authorization to proceed with the sound system
repair/upgrade is requested at this time.
Submitted by:
R • CHELLE D. ' AS , CMC
CITY CLERK
Approved:
SHEILA R. GILLIGA
ACM FOR COMMUN1 PY SERVICES
CARLOS L. TEGA PAUL S. GIBSON, DIRECTOR OF
CITY MANAGER CITY COUNCIL ACT FINANCE/CITY TREASURER
APPROVED DENIED
rdk RECEIVED OTHER a- ✓ ReigleA
Attachments (as noted) MEETING DATE I _
AYES : Be41son1 Fer,94 3 on, Fc '-fy t se I-ei ¢ t ke 11 y
NOES: 'Uo
ABSENT: N006
ABSTAIN: tJnpE
VERIFIED BY: lC� (r Tip
Original on File with City -Clerk's Office
*Removed for separate consideration, then REJECTED the proposal and
appointed Councilmen Ferguson and Spiegel as a subcommittee to work
with staff & a consultant to recommend overall upgrades to the City
Cohncil Chamber audio/visaal equipment, as well as to consider the
Installation of aueoio/visual equipment, in Civic Center Conference
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CITY OF PALM DESERT
�1�-�
� � COMMUNITY SERVICES DIVISION
CITY CLERK OPERATIONS
INTEROFFICE MEMORANDUM
To: Carlos L. Ortega, City Manager
F�om: City Clerk
Date: December 18, 2006
Subject: REQUEST FOR WAIVER OF PRESCRIBED BIDDING PROCEDURES: UPGRADE TO
CITY COUNCIL CHAMBER AUDIO SYSTEM
As you know, the audio system in the Council Chamber suffered a failure at the beginning of last
Thursday's meeting. This is the second nearly complete failure it has suffered, the first being at the
September 19,2006, Planning Commission Meeting. In talking to our vendor, Muzak,the Intellix audio
mixers of the type the City uses have been experiencing this type of total failure on a more regular basis
and replacement is recommended. The existing system is analog based, which is a technology being
eliminated and will likely be unsupported in the not too distant future. It is imperative to not only have
good audio for the benefit of the live audience, but also for clear recording of ineetings occurring in the
Council Chamber to create and preserve the City's legislative record.
In the 2006/07 Budget Process, a White Paper was approved for upgrading the Council Chamber
Audio/Video/Recording Equipment(copy attached). The subject request will be the�rst element of the
equipment to be modified. After the Planning Commission Meeting where it first failed, we requested
a formal proposal (copy attached) to upgrade the audio to a digital based system. Since the Council
Chamber was remodeled in 2000 and Muzak provided the original equipment design and installation,
the City recognizes the proprietary nature of this relationship. Staff believes there is benefit to
continuing to work with the system's designer.
Now that the sound mixer has failed a second time, at arguably one of the most important Council
Meetings of the year(Declaration of Election Results and Mayoral rotation), even after being repaired,
staff respectfully requests being able to act on the aforementioned audio upgrade proposal in the
amount of$16,352.60 and work with the vendor most familiar with the City's AN design immediately,
without seeking additional bids,to avoid any further disruption to City Council or Planning Commission
Meetings.
If you agree, please indicate with your signature below, and staff will proceed to secure this equipment
purchase and installation.
Respectfully submitted: Reviewed and approved (P.D.M.C. 3.32.065)
-',
RACHELLE D. SEN, CITY CLERK CARLOS L. ORTE , CITY MANAGER
Date:
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CITY OF PALM DESERT
COUNCIL CHAMBERS
AUDIO SYSTEM UPGRADE
MEDIA MATRIX NION SYSTEM UPGRADE
DSP AUDIO CONTROL SYSTEM
REMOTE CONTROLLABLE
PRESET RECALLS
NEW MAYOR'S MICROPHONE
1 NION N3 DSP PROCESSOR $ 8,840.00
3 NION 8 MLII MIC INPUT CARDS $ 3,315.00
1 NION 8 O LINE OUTPUT CARDS $ 612.00
1 GPIO INTERFACE $ 106.25
1 MISC CABLES AND CONNECTORS $ 425.00
1 AKG GN 15E/CK33 (MAYOR'S MIC) $ 467.50
$ 13,765.75
MATERIALS 5 13,765.75
TAX S 1,066.85
LABOR $ 1,020.00
PROGRAMMING $ 500.00
TOTAL � 16,352.60
THANK YOU
DARYL BALLOU
M UZAK
3.32.065 Purchases of ten thousand dollazs to twenty-five thousand dollars. Page 1 of 1
Palm Desert Municipal Code
Up Previous Next Main Search Print No Frames
Title 3 REVENUE FINA�E
Chapter 3.32 PURCHASING_POLICIES AND_PROCEDURES
3.32.065 Purchases of ten thousand dollars to twenty-five thousand dollars.
Purchases of materials, supplies,equipment and contractual services,having an estimated value between ten thousand
dollars and twenty-five thousand dollars may be made in the open market provided that:
A. Notice of Inviting Bids. Bids shall be solicited by written request to prospective bidders and by posting a notice
on a public bulletin board at City Hall.
B. Record of Bids. A written record of all open market bids and purchases shall be kept for a period of five years.
This record shall be open to public inspection.
C. Award of Bid. Award of purchases may be made under this section shall be to the lowest responsible bidder,
except as otherwise provided in this chapter.
D. Exemption. The city manager shall be authorized to approve the purchases made under this section in those cases
where he deems it not feasible to follow prescribed bidding procedures such as emergencies, floods, etc. (Ord. 928 § 2,
2000)
http://qcode.us/codes/palmdesert/view.php?topic=3-3_32-3_32_065&frames=on 12/18/2006
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, White Paper
2006-2007 Budget Process
City Clerk Department/ Community Services Division
WHITE PAPER ,
BUDGET PROCESS 2006-2007
SUBMITTED BY: Rachelle D. Klassen, City Clerk
DEPARTMENT: City Clerk / Community Services Division
THIS IS A REQUEST FOR:
Oaportunity to Make Various Ue„qrades to the AudioNisual and
Recording Systems in the Palm Desert City Council Chamber
DATE: March 10, 2006 _
, FISCAL IMPACT: Fund 400 Increased by $75,000 for the Capital Improvements
Background:
When the City Council Chamber renovation project was initiated and designed in 1999,
state-of-the-art audio/visual (AN) equipment was spec�ed and became part of the
approved project. The first meeting held in the renovated Chamber was February 2001.
We have now been using that system full time for over five years. It is now time to update
both the recording equipment from analog to digital, and the large projector system in the
Chamber can also be improved upon with digital technology.
Discussion:
As you are well aware in this technological age, five years' time is the equivalent of three
or more generations in technological advancement. In fact, staff hasn't fully explored all
the available altematives in light of the fact that by the time the budget is approved and the
new fiscal year is open for entertaining such quotes, it is very likely that something new and
improved will have been introduced for both the rear projection and digital recording
equipment we are seeking to upgrade.
Along with using the system for regular City Council, Redevelopment Agency, Housing and
Financing Authority Meetings, and Planning Commission Meetings, the Chamber is also
' used quite heavily for the City's other public meetings or those approved as being of
general benefit to the community at-large (i.e., CVAG public hearing, Congressional and
State Assembly outreach). Therefore,the foliowing two equipment changes are proposed
for inclusion in the 2006-07 budget.
8.65
,
White Paper - 2006-07
Council Chamber Equipment , �
Page 2 •
Proj,ection System
Staff has been closely monitoring the audience d isplay quality of the Chamber's large, rear-
screen projector and has been seeking ways this display could be enhanced. Due to the
configuration of Chamber facilities, it was important to find equipment that would provide
maximum output without disturbing any of the existing architectural and acoustical features.
Two years ago,AN system vendor, Muzak of Southem Califomia, Riverside� identified the
following upgrade, and while that proposal was shelved at the time, affected City staff
agree that it is now appropriate to install an updated Projection System utilizing the latest
technology, or closest afternative� in a given price range.
Installation of New Digital Light Processing Projection System
—3-Chip DLP o� equivatent . . . . . . . . . . . . . . . . . . . . . . . . . . $ 45.000 - $50,000
It is possible that the existing projector could be utilized by the Information Systems
Department as either an installed or portable unit for use in the City's other conference
rooms or possibly even in the Library Community Room.
Digital Recording Equipment •
The next upgrade to Council Chamber Equipment needs to be made in the recording
system. A faithful servant for the last 15-20 years, the existing Lanier LCRS will be
eliminated from servicing agreements in the coming year. Therefore, it is time to expfore
the different altematives available for digital recording.
Better quality, more compact and easier storage, along with a potentially viable altemative
to the lengthy minutes transcription process (by converting to action minutes and relying
on and uploading the recordings for archiving the discussion),can be achieved with a new
FTR (For The Record}, VeriScribe, or Granicus digital system. Here, too, along with the
changes that are made to these electronic devices in relatively short periods of time, staff
will want to explore whaYs available shortly after July 1 in order to benefit from the most
recent releases of equipment and software.
As the current recording system is directly wired into the amplified audio system, it is also
likely that some modification to the existing sound system may be necessary to be
compatible with the new recording equipment. It would be wise to set aside a budget
amount in case this is necessary.
Digital Recording Equipment for Council Chamber . . . . . . . . . . . . . . . . . $15,000
Possible Audio System Upgrade . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10,000
$25,000 �
8.66
� White Paper - 2006-07
" Council Chamber Equipment
, Page 3
Summary: ,
If this $75,000 increase to the Fund 400 Budget is approved, staff would perform the ,
necessary due diligence to find the appropriate application for the City Council Chamber.
It is hoped that this project can be accomplished for less than is proposed here. But the
authorization to move forward with this request will provide ample time to make an
informed recommendation back to the City Council, with Finance having set aside the
necessary funding.
Respectfully submitted,
S
RACHELLE D. K SEN, TY CLERK
CITY OF PALM DESERT, CALIFORNIA
.
.
S.b7
���`�'� City of Palm Desert
� Public Works Department �
, PROJECT SCOPING FORM
PROJECT NAME: Council Chamber Renovation
DEPARTMENT: Information Technology/City Clerk �
`���
�1i� �i
,��< �; REVISION TO PREVIOUS SCOPE? ❑ YES � NO '
��...
�= PROJECT TYPE: � CONSTRUCTION
�`'� � EQUIPMENT PURCHASE
�
❑ PROFESSiONAL SERVICES
:r:: +
❑ OTHER (SPECIFY)
SCOPE OF WORK (Include type of construction/equipmenUconsultant, number of
s uare feet, ro'ect users needs fulfilied b com letion of ro'ect life of ro"ect etc.
The original audio/visual equipment is seven (7) years oid and upgrades are needed to
maintain and imprave the system. The projector is not able to display image quality that
newe�projectors are capable of. A new digital recording system is needed to replace the
analog cassette recorder. Also the chamber room has is not very conducive to sound.
There are dead spots, echoes and areas where presenters cannot be clearly heard. The
chamber room will be examined to make necessary changes to help reduce or eliminate
the sound problems.
. �
ESTIMATED COSTS: ENVIRONMENTAL DOCUMENT
R.O.W. / lAND ACQUISlTION
; CONSTRUCTION 90,000
PROFESSIONAL SERVICES 20,000
� � FURNISHINGS 8� EQUIPMENT 90,000 �
�;.
�:': >.�: ADMINISTRATION
�� . ;
� . �; CONTINGENCY %
:�:
TOTAL 20Q,000.
,;
.:..:,`1 :..
- PREVAILING WAGE? ❑ YES � NO
CHANGE IN ANNUAL OPERATIONS 8 MAINTENANCE COSTS none
INCREASE / DECREASE IN STAFF none
. FUNDING SOURCES:
GENERALFUND
REDEVELOPMENT AGENCY 33433 Report? ❑ YES ❑ NO
8.75
� PROJECT SC�PING FORM (Page 2 of 2) '
,,
GRANT IDENTIFY SOURCE •
� )
OTHER (IDENTIFY) $200,000. Fund 400 Capital improvement
- SCHEDULE: RFP PREPARATION August 2006
::��
:�. �
,;�::�y�;�:; CONSULTANT SELECTION
s� '+�
��� ENVIRONMENTAL DOCUMENT
� ��;.,
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�;-:��r:` R.O.W./LAND ACQUISITON
y�;�
1'4t'�
��� ` DESIGN
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�A��: BID PERIOD Aug --Sept 2006
AWARD Sept 2006
CONSTRUCTION Dec 'Q6—Jan `O7
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COMPLETI�N Feb 2007
� � MAINTENANCE PERIOD
�
CONTRACTING METHODS (Design/bid/construct, design-build, procure through telephone
quotes or CMAS vendors,.etc.)
CMAS Vendor for materials.
Bids for Labor
Y��.. - REVIEW/APPROVAL PROCESSES (check all that apply)
��.
�`'` � .' ❑ AIPP ❑ CEQA/NEPA �
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�rrl�';�.
';:,t,,r.
-�.�,��; � Technology Committee ❑ Architectural Review Commission
'e�"�.,�1"
a=`.��;' ❑ Planning Commission ❑ President's Committee
:::.�';':<:;
�;`�;_,;~°; ❑ Parks Committee ❑ PA#4 Advisory Committee
: �;
�r.� ❑ Public Safety � City Council !Agency Board
�` S''`` ❑ Housing Commission
❑ Finance Commission
❑ Retail Committee ❑ Landscape Beaut�cation Committee
❑ Other (Specify) .
PREPARED BY: Doug Van Gelder DATE: 4-27-06
H:1AoctgQ618udgetU6�Council Chamber Project Scoping Fortn.doc 8.76 9 March 2004