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Home My WebLink AboutSR - C27160 - A/V Consultng Svc - Council Chambers CITY OF PALM DESERT COMMUNITY SERVICES DIVISION CITY CLERK OPERATIONS STAFF REPORT REQUEST: APPROVAL OF PROPOSAL BY K2 AUDIO, LLC, FOR AUDIONISUAL CONSULTING SERVICES FOR THE CIVIC CENTER COUNCIL CHAMBERAND ATTENDANT FACILITIES WITHIN THE CITY (CONTRACT NO. C27160 ). SUBMITTED BY: Rachelle D. Klassen, City Clerk DATE: November 8, 2007 CONTENTS: I. Staff Report II. Minutes of the January 25, 2007, Regular City Council Meeting III. Proposal by K2 Audio, LLC, Boulder, Colorado Recommendation: By Minute Motion: 1) Accept and approve the subject proposal by K2 Audio, LLC, Boulder, Colorado, for audio/visual (A/V) consulting for the Civic Center Council Chamber and attendant City facilities in an amount not to exceed $25,000; 2) authorize the Mayor to execute said proposal and the expenditure of funds from Account No. 400-4563-433-4001 as part of the Council Chamber Equipment Upgrade Project — funds are available for this purpose, and no additional appropriation is required. Executive Summary: Approval of the subject proposal will allow the City to work with an independent expert in the area of A/V equipment appropriate for the City Council Chamber and Civic Center Conference Rooms. K2 Audio does not sell or install AN equipment but provides expertise to design systems for legislative bodies, up to and including the United States Senate. This consultant can then interact with the provider of said equipment and services in order to obtain that which will be best suited and deliver reliable service for the City of Palm Desert. Discussion: At the January 25, 2007, City Council Meeting, staff brought forward a proposal for replacing the analog sound system in the Council Chamber with a digital system. The request was denied, and staff was directed to obtain a proposal for upgrading all of the equipment in the Council Chamber. A subcommittee of Councilmen Ferguson and Spiegel was appointed to work with staff and a consultant to recommend overall upgrades. On February 7, Councilmen Ferguson and Spiegel, City Clerk, and Director of Information Systems met with Daryl Ballou, Senior Systems Consultant of Muzak (contractor who designed and installed the existing system), to discuss the need for upgrades to the Council Chamber. The following issues were raised: — Reliability of the overall system —Audio quality for Councilmembers at the dais, staff, and the audience —Quality of presentations on the overhead projector and dais monitors and how a new projector system may be necessary — Microphones - choice of wireless or direct-wired as desired by the user. Staff Report - Proposal for A/V Equipment Consulting November 8, 2007 Mr. Ballou was asked to return with a proposal to address all of these issues. Additionally, per the direction given at the January 25 City Council Meeting, Mr. Ballou was asked to provide proposals each for equipping the Community Services, Administrative, and North Wing Conference Rooms with audio amplification and presentation projection capabilities. In the meantime, City Clerk attended the International Institute of Municipal Clerks Annual Conference where K2 Audio was an exhibitor. K2 was asked about providing the City of Palm Desert with independent consulting services for performing any upgrades to the Council Chamber and subsequently responded to the Notice Inviting Proposals posted June 1. K2 sent one of its senior designers, Ray Rayburn, to meet with the City Clerk and Director of Information Systems and perform an assessment of the Council Chamber in order to provide a formal proposal, which is attached for your consideration. The main points K2 identified comport with those raised by the City Councilmembers and staff: — Speech Intelligibility — Digital Recording and Streaming — Microphone Switches — System Control and AMX — Ceiling-mounted Camera — Miscellaneous Recommendations to improve overall performance. The services involved with the Council Chamber only in the subject proposal total $13,090. If the intent is to also include Conference Rooms and other City facilities (i.e., Library), additional consulting fees would apply. Therefore, staff recommends approving the proposal in an amount not to exceed $25,000 in order to allow for the additional facilities and extra consultation that will likely be required in this process. K2 has confirmed to staff that a representative would be available, with appropriate advance notice, to meet with the City Council Subcommittee and staff to further define the desires and needs for any upgrades. Submitted by: Re � e and cor,�u� � � ,� u � " � � o � RA HE E D. KLASSEN, MC S EILA R. GIL GA ;,� CITY CLERK CM FOR COMMUNITY SE I ES �' a� � Approved: � � ?�� w rx �-' �Lr'" ,� � -�-1 W U � Cr�.7 Ex-� CARLOS L. ORTEGA PAUL S. GIBSON, DIRECTOR OF � � CITY MANAGER FINANCE/CITY TREASURER z � '3 0 rdk � � °; -� -.a c� Attachments (as noted) �a H � � n: . Ca ,� cq a �jr'y;�, :a ,w � QWG� .. Z W � U ? �j H t—� r-� � H:IWPdataIWPDOCSIStaff Reporfsla-v proposal chamber.wpd 2 0 H H •• •• ',� �c,�"' ;z.; -�-i Y� nr' W E+ tq Ci} Cc] E-' H Cn � ac� www �n �� cz-� ►-� a�, r,� � � o�} aa �: � MINUTES REGULAR PALM DESERT CITY COUNCIL MEETING JANUARY 25, 2007 VII. CONSENT ITEMS HELD OVER F. REQUEST FOR RATIFICATION of the City Manager's Approval of the Purchase and Installation of Equipment for Council Chamber Audio System �� Upgrade. Councilmember Finerty stated she understood why staff felt it would be beneficial to return to the original system designer. However, she was concerned they were now recommending a different type of DSP base system, when they recommended the Intellix mixers that were now failing. Responding to the life expectancy of the Intellix Mixers, Ms. Klassen stated with advancement of technology today, 36 months was the expected life of any given electronic equipment; similar to the computers in the office, they are changed approximately every 18-24 months. In response to a guarantee on the new system, Ms. Klassen replied the vendor's personal and professional integrity was at stake, and the vendor was admonished to propose a system that would solve the problem. Upon further question, Ms. Klassen stated the equipment came with the standard 12-month warranty on service and parts, and thereafter it would be negotiable. Councilmember Finerty stated the screen at times was too dark and wondered if the projector system also part of the upgrade. Ms. Klassen replied that would be coming to City Council as a separate issue. Staff had received a demonstration on a new projector and felt it was a significant advancement over the existing one. The new one would be Digital Light Processor (DLP) as oppose to the existing one, which was not. Mayor Pro Tem Benson suggested that if the City was looking at such upgrades, it should also consider equipping the Administrative Conference Room (ACR), because the room was large, and it was difficult to hear during the many meetings held there. She noted that the CVAG Conference Room was smaller and yet outfitted with a sound system. Councilman Spiegel proposed getting a consultant to evaluate the City's needs and determine what upgrades were actually needed for the Council Chamber to be functional. He felt the City of Palm Desert had substandard equipment compared to other cities in the Coachella Valley. He suggested appointing two Councilmembers to a subcommittee to work on this project and return with a recommendation. Councilmember Finerty concurred. Mayor Pro Tem Benson recommended including all the City's conference rooms in the review. 4 MINUTES REGULAR PALM DESERT CITY COUNCIL MEETING JANUARY 25, 2007 Councilman Ferguson agreed. He believed Palm Desert had the prettiest Council Chamber but the most technically inefficient. He believed the microphones, PowerPoint presentation capability,and overhead projector all needed to be upgraded. In answer to question, Mr. Hargreaves responded that if the proposal in the staff report was not approved, it would be considered rejected. Councilman Spiegel moved to, by Minute Motion, reject the proposal and appoint Councilmen Ferguson and Spiegel as a subcommittee to work with staff and a consultant to recommend overall upgrades to the City Council Chamber audio/visual equipment, as well as to consider the installation of audio/visual equipment in Civic Center Conference Rooms. Motion was seconded by Finerty and carried by a 5-0 vote. VIII. RESOLUTIONS A. RESOLUTION NO. 07-6 - A RESOLUTION OF THE CITY COUNCIL OF THE CITYOF PALM DESERT,CALIFORNIA,VACATING EXCESS PUBLIC UTILITY EASEMENTADJOINING PASEO BRAVO IN THE SPANISH WALK PROJECT, TRACT NO. 33837-1, UNDER PROVISIONS OF DIVISION 9, PART 3, CHAPTER 4, OF THE STREETS & HIGHWAYS CODE OF THE STATE OF CALIFORNIA (D. R. Horton c/o Stantec Consulting, Applicant). Responding to question, Mr. Greenwood said the subject utility easement vacation would not affect the bicycle/pedestrian path planned near this project. Councilman Spiegel moved to waive further reading and adopt Resolution No. 07-6. Motion was seconded by Finerty and carried by a 4-0 vote, with Ferguson ABSENT. IX. ORDINANCES For Introduction: None For Adoption: None 5 i�- -�j: `t�L.tJ i .�.`sJ ,.i C!T Y CL�R�'S OFFICE CITY OF PALM DESERT P�LM DF_srr-; T, cn 2�0) JUN - I Pt� 4� 30 NOTICE INVITING PROPOSALS PROFESSIONAL AUDIO/VISUAL CONSULTING SERVICES PUBLIC NOTICE IS HEREBY GIVEN that the City of Palm Desert, California ("CITY"), invites proposals for PROFESSIONAL AUDIONISUAL DESIGN PERFORMANCE for the City's Council Chamber and attendant Conference Rooms. The City of Palm Desert City Clerk's Office is seeking a professional consultant to provide a needs assessment and ongoing consultation, as necessary, for its Audio/Visual equipment. The successful vendor should have substantial expertise in and experience with technical systems to meet the needs of legislative facilities—ranging from small meeting rooms to the City Council Chamber. Verifiable references to demonstrate this ability should be included in the proposal. Proposals will be received up to the hour of 5:00 p.m. on Wednesday, June 20, 2007, in the Office of the City Clerk, City of Palm Desert. 73510 Fred Waring Drive, Palm Desert, California, 92260, at which time they will be opened and reviewed. Notice of Award to the successful vendor will be forwarded as soon as practical thereafter. Dated this 1s' day of June, 2007, at Palm Desert, California. CHELLE D. KLASS , CMC CITY CLERK City of Palm Desert 73510 Fred Waring Drive Palm Desert, CA 92260 (760) 346-0611