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Home My WebLink About2013/08/06 Item 08CITY COUNCIL AGENDA STATEMENT ~~ CfIY OF CHULA VISTA AUGUST 6, 2013 Item g ITEM TITLE: RESOLUTION OF THE CITY COUT'CIL OF THE CITY OF CHULA VISTA (1) \VAIVING THE COMPETITI\'E FORMAL BID REQUIREMEI~TTS: (2) APPROVING AN AGREEMENT BETV~~EEN THE CITY AND HAVS II~'CORPORATED FOR THE PURCHASE .AND INSTALLATION OF AUD[O AND VIDEO EQUIPMENT TO UPGRADE THE AUDIO AND VIDEO EQUIPMENT FOR CITY COUNCIL CHAMBERS: A_\TD (3) AUTHORIZi.\'G THE CITY MANAGER OR HIS DESIGNEE TO EXECUTE P.i\iY ADDITIONAL AGREEMENTS TO IMPLE~4ENT SAID PURCHASE AND INSTALLATION OF AUDIO AND VIDEO EQUIPMENT SUBMITTED BY: DEPUTY CITY MANAGER ~~ ASSISTANT DIREC F Ii~'FORA4ATION TECHNOLOGY .~,P~ REVIENED BY: CITY A4AN'AG ASSISTANT CIT ANAGER 4/STHS VOTE: YES ~ NO SU1'I~IARY The primary use of the City Council Chambers is to host City Council meetings, Board, Commission and Committee meetings, and other City meetings. This project will replace most of the current presentation and broadcasting equipment, which .vas originally installed in 200>. Due to the significant investment in the existing hardware and sofrware it would be impractical for the city to use a different vendor for the upgrade. E\~'IRO\'~~IEIVTAL REVIE\V The Environmental Review Coordinator has reviewed the proposed activih~ for compliance with the California Environmental Quality Act (CEQA) and has determined that entering into an agreement is not a "Project" as defined under Section 15378 of the state CEQA Guidelines because it ~~211 not result in a physical change to the environment; therefore; pursuant to Section 1 ~060(c) (3) of the State CEQA Guidelines the action proposed are not subject to CEQA. RECOi1~IENDATION Council adopt the resolution. 8-1 AUGUST 6.2013 ]tem g' Page 2 of 2 BOARDS/COMMISSION RECOMMENDATION Not applicable. DISCUSSION Background The equipment that was installed in 2005 included afour-camera system, production switches. projector, screen, video players/recorders, three touch-panel control systems, interface boxes, control room racks, cabling, and additional equipment required for a complete broadcasting and presentation solution. This system has provided many years of operation, but is in need of upgrades to provide a more reliable system that takes full advantage of technological advances in audio and video equipment. The existing audio, video, video production, video conferencing, voting, request to speak, name displays and lighting systems developed by HAVS is tightly integrated and very complex. The upgrade and continued maintenance of this system will require a unique blend of system familiarity, industry knowledge and troubleshooting dependability which HAYS has demonstrated over the years. If another vendor were to instal] the required upgrades, the new vendor will require a separate maintenance contract and will not warranty the existing equipment installed by HAYS. Having t~vo vendors and maintenance contracts for one audio/video system could become complicated and costly, especially if there are issues in determining what vendor is responsible for a particular problem. Additionally, the programming source code used to run the current voting system is proprietary to HAYS and it would be costly for a new vendor to develop code to work with the existing system. Because of the reasons mentioned above, staff is recommending That the bid process be waived and an agreement with HAVS be approved for the proposed upgrade detailed in Attachment 1. DECISION-MAKER CONFLICTS Staff has reviewed the decision contemplated by this action and has determined that it is not site specific and consequently, the 500-foot rule found in California Code of Regulations section 18704.2 (a) (1) is not applicable to this decision. Staff is not independently aware, nor has staff been informed by any City Councilmember, of any other fact that may constitute a basis for a decision maker conflict of interest in this matter. CURRENT YEAR FISCAL IMPACT No Current Year Fiscal Impact because Public, Educational, and Governmental (PEG) Funds will be used for this project. ONGOING FISCAL IMPACT Hardware and software maintenance on a quarterly basis will cost $4,400.00 per }'ear. ATTACHMENTS 1. HAVS Audio Video Upgrade Quote 2. HAVS Equipment Maintenance Quote Prepared by: Hermon Howell, Assistan! Director of Informalron Technology, HR and /TS Department $-2 .Attachment 1 June 13. 2013 Olric Forde City of Chula Vista 276 Fourth Avenue Chula Vista. CA 91910 1 rv! _~ Traaiag SoGrtiaxs iata Reality" Po Box llfc72 • Sameq G 9ID7/-l5L' (619f i&S-43LV • Fu (619f ~5',S-W'OIp Reference \'umber 6940D u~,°°"'~"" City of Chula Vista Council Chambers Audio System Upgrades Quotation The following proposal presented by HAYS Incorporated (HAYS) with Precision Tech Connect (PTC) is intended to address the Audio System Upgrades in the Council Chambers at the City of Chula Vista (CoC\'). Labor • Remove one (1) existing projector from the reaz projection assembly unit in the Council Chambers. • Install one (1) HAVS/PTC supplied projector into the rear projections assembly unit in the Council Chambers. • Remove three (3) existing projectors and mounting from the nyo (2) Overflow Rooms and the Mayor`s Conference Room. • Install three (3) HAVS/PTC supplied projectors using HAVS/PTC supplied mounts in the hvo (2) Overflow Rooms and A4avor's Conference Room. • Remove one (1) existing monitor and mounting from the Lobb}~. • Install one (1) HAVS/PTC supplied >2" LCD i\4onitor using HAVS/PTC supplied custom mounting in the Lobby. • Remove one (1) existing monitor and mounting from the Council Chambers. • Install L<yo (2) HAVS/PTC supplied 60" LCD Monitor using H.AVS/PTC supplied custom mounting in the Council Chambers. • Install one (1) HAYS supplied camera above lower monitor. • Remove existing analog switcher(s) from the system. • Install one (1) HAVS/PTC supplied 32x32 Digital A4edia Switcher ~yith necessary input and output cazds into the existing equipment rack. • Remove existing CleazOne XAP800 mxiers from the system. • Install one (1) HAVS/PTC supplied Com~erge Pro 880T mixer into the existing equipment rack. • Install one (1) HAVS/PTC supplied Converge Pro 880 mixer into the existing equipment rack. • Remove ten (10) existing table boxes From the dais. • Install ten (10) HAVS/PTC supplied Cable Cubbies at the dais location ~yith plates allowing for VGA pass through. 1/8° Audio Pass through. HDD4I pass through and CAT6 pass through. • Install one (1) HAVS/PTC supplied SLX wireless microphone system For (4) ~tiireless microphones. • Remove eleven (I l) existing touchpanels from the system. Pase I of 6 8-3 Cih~ of Chula Vista Council Chambers Audio Video System Upgrades Quotation Reference Number 6940[ • Install eleven (] 1) HAVS/PTC supplied li" touchpanels and eleven (11) digital graphic engines. • Remove existing name displays at the dais. • Install seven (7) HAYS/PTC supplied 12" touchpanels and seven (7) digital graphic engines from name display at the dais. • Remove three (3) existing amplifiers from the system. • Install three (3) HAVS/PTC supplied amplifiers into the existing equipment rack. • Instal] one (1) HAVS/PTC supplied AV Bridge to CoCV supplied Skype Computer. • Retap the existing hventy-eight (28) speakers to 8 ohm; rewire speakers as necessary. • Rerun and re-terminate any necessary cabling. • Set-up, testing and instruction on equipment. • Post-installation review afrer system acceptance to ensure customer satisfaction with the system. Installation to be completed in a neat and professional manner. Programming • Remove the existing analog switcher(s) from the Crestron System. • Add one (1) Crestron DM-MD32x32 switcher to the Crestron System; switching via Ethernet. • Remove existing touchpanels from the Crestron System. • Add (11) V15 touchpanels with (11) DGE-2 Digital Graphic Engines to the Crestron System. • Upgrade the existing voting system for the new higher resolution touchpanels. • Tie-in Dais name displays with the current Voting System to display who is sitting in each seat at each meeting. • Remove existing monitors from the Crestron S}~stem. • Add (1) Sharp LC60LE640U LCD Monitor to the Crestron System; power and input selection via RS- 232. • Add (1) Sharp LC52LE640U LCD Monitor to the Crestron System; power and input selection via RS- 232. • Remove existing projectors from the Crestron System. • Add (3) Epson Pow~erlite PROG59~0 projectors to the Crestron System; power and input selection via RS-232. • Remove ClearOne XAP800s from the Crestron System. • Add one (1) Converge Pro 880T and (1) Converge Pro 880 mixers to the Crestron System; audio levels via RS-232. Page 2 of 6 8-4 Cih~ of Chula Vista Council Chambers Audio \%ideo System Upgrades Quotation Reference Number 6940D • Add one (1) Vaddio AV Bridge to the system to control video input. • Add one (1) Vaddio ~'~'allView 70 PTZ Camera to the system to control zoom, autofocus and preset selections. • DSP Programming for ClearOne Converge Pro 880T and Converge Pro 880. • EQ the room for new mixers. Materials • Projector i\4ounting. • Custom Monitor Mounting. • Miscellaneous cables; connectors and hardware required to complete the installation. Notes • CoCV to provide electrical at projector, monitor mrd equipment rack locatimrs. • CoCV to provide new computer jor Skype with DVI Output. • CoCV to provide computer(s) for s~~stem set-up. • COCV to provide ceiling tiles to match existing, (ijnecessary). Paee 3 of 6 8-5 Cih' of Chula Vista Council Chambers Audio Video System Upgrades Quotation Reference Number 694( Pricing CAD and Engineering Project Management Labor Programming New Equipment Installation Materials Sales Tas (8.00% San Diego County) Shipping Total Terms 55,500.00 $3,960.00 531,350.00 531,790.00 5258,027.52 512,220.00 521,619.80 53.650.00 8368,117.32 Amount Pro ress Sta e $282,319.72 Deposit of New E ui ment. Sales Tax and Shipping 'I $25,739.28 Com letion of CAD Drawings $25,739.28 Com letion of In-House Programming $34;319.04 Final Completion. This quotation ~~alid for 30 days. Conditions This quote is based upon an efficient use of scheduling. Any delays, changes in job scope or wasted time or trips could result in additional charges. Warranty All installation materials and labor warranted against defects iri workmanship for one yeaz. Any service calls resulting from system misuse or abuse will be billed to City of Chula Vista at $110.00 per hour; portal to portal, Monday through Friday. Sam to Spm. /'::..< Fred Hammack, CEO HA-V S, Incorporated June 13.2013 Date Page 4 of 6 8-6 City of Chula Vista Council Chambers Audio Video System Upgrades Quotation Reference T~umber 6940D Ne~~• Equipment to be provided b~= HAVS/PTC Qh' A'Ianufacturer Part iVumber Description Each Price Extended price 4 Epson PowerLite PRO projectors 53,199.00 512,796.00 G6660 3 Sharp LC60LE660U 60" LCD Monitor 51.412.84 $4;23852 3 CA Recycle Fee 56.00 516.00 1 I Crestron I DM-MD32x32 1 32x32 DigitalMedia Switcher 512;900.00 512;900.00 10 Crestron DMC-C 8G- Input Card 5826.00 58,260.00 10 Crestron DMC-DVI DVURGB Input Card 5600.00 56;000.00 3 Crestron DMCO-33 4 HDMI ~y/4 Stereo .Analoe ~ 51.060.00 53 160.00 Audio Output Card . 1 Crestron DMCO-» I d1 BG- ~y/2 HDA4I Output C D 51 960.00 930.00 51 r a , , ]0 Crestron DM-TX-201-C 8G~ Transmitter 201 5973.00 59.760.00 4 Crestron I DM-RMC- 8G- Receiver and Room S1 060.00 200.00 54 SCALER-C Controller ~y/ Scaler , , 10 Crestron HD-SCALER High-Definiton Video Scaler S760.00 57;600.00 2 Crestron HD-DA-2- Quad 1-to-2 HDMI Distribution 51.800.00 $3 600.00 QUAD Am lifter ; 11 Crestron \%16-TILT-B 16" Tilt HD Touchpanel 53;300.00 536;300.00 Digital Graphics Engine with 11 Crestron DGE-2 HDMI and DigitalMedia CAT 56.000.00 566;000.00 Connectiyiri= Z Crestron DVPHD- Dual \Vindo~~° Digital Video 56,000.00 512,000.00 DUAL-R Processor V 12-WALL-B- 1 ~~- Touchpanel with Digital 7 Crestron DGE-1 PAK - Graphics Engine 56,100.00 S36,700.00 2 Crestron I C2\'-SP\\'5300 I Po~~=er Supph• 51.126.00 52.260.00 10 Extron 60-626-01 I Cabble Cubby 300S 5376.00 S3,760.00 ]0 Extron I 70-402-11 (1) RJ-46 Female to Female S30.00 S300.00 Barrel-CAT 6e ]0 Extron 70-616-02 (1) HDA4I Female to Female 560.00 5600.00 Barrel Pale 5 of 6 8-7 City of Chula Vista Council Chambers Audio Video System Upgrades Quotation Reference Number 6940 Extended Qty Manufacturer Part Number Description Each Price Price (1) 15-pin HD Female to Female 10 Eatron 70-101-73 Gender Changer, (]) 3.~ nun $60.00 $600.00 Stereo Mini Jack to Solder Tabs 1 ClearOne 910-1~]-881 Converge PRO 880T $4,995.00 $4,99.00 2 ClearOne 910-1~1-880 Converge PRO 880 $4,79.00 $9;590.00 1 Shure SLX124/85/SM SLX Wireless System $995.00 $995.00 58 (System) 3 Shure SLX4 Diversity Receiver $136.00 $408.00 4 Shure MX690 Wireless Boundary Microphone $158.75 $635.00 1 Shure UA844SWB Antenna/Power Distribution $610.00 $610.00 System 3 QSC CX-168 Amplifier $1.735.00 $5.205.00 1 Vaddio 999-8210-000 AV Bridge $1,895.00 $1,895.00 1 Vaddio 999-2704-000B Wa1lView 70 PTZ-Black Camera $1.845.00 $1 845 0`' Total $28,027.52 Page 6 oC 6 8-8 Attachment 2 June 14, 2013 _ ' Olric Forde f -` ~ Ciq~ of Chula Vista Tc,aiag 6otniteas iatn Rrnlity" 276 Fourth Avenue Chula Vista. CA 91910 Po~~„~•s ,K,u~;,-,~ (619J .i5d-6700 • Fbr (bf9J i866iGJ L'cvrtt # 16199£ Reference Number: 7000 City of Chula Vista Council Chambers Maintenance Contract Quotation Labor Maintenance contract for the A/\' equipment currently installed at City of Chula Vista (CoCV). Each visit will include: Council Chambers • Projector - • Remove. clean and reinstall filters. • Check Lamp Life. • Check and adjust mechanical & electrical focus. • Check and adjust all geometry controls. • Testing of the projector and associated parts within its s}~stem. • Video System • Check operation of All RGB connections and computer interfaces. • Verify operation of all video equipment i.e. Document Camera. D\'Ds, T\' tuners etc. • Verify operation of all TV Monitors. • Verify operation of Camera system and components. • Audio System • Verify operation of audio connections. microphones, misers/amplifiers and speakers. • Crestron Control Processor, Touchpanels, Switchers, Transmitters and Receivers • Upgrade firmware as necessary. • Make minor chanties such as channel line-up chanties. • Run through the whole system to test for all functionality. • Report (in person or ~~~ritten) detailing system condition and any recommendations or user observations. A4aterials • There are no materials associated H•ith this project. Paee I of 2 8_9 City of Chula Vista Council Chambers Maintenance Contract Quotation Reference Number 7000 Maintenance Contract Pricing Sheet Ciry of Chula Vista Council Chambers Type of Visit Rate Option 1: Monthly Maintenance Contract. $13,200.00 Prepaid plus $5,000.00 for Yearly • Includes 12 Maintenance Visits (Each Visit Blanket Purchase Order to cover Emergency includes 4.00 hours on-site for 1 Technician and 1 Service Calls and Repair of Equipment not Programmer) covered under Warranty Phone Support M-F 8:OOAM to 4:OOPM Total Yearly= $13,200.00 Less 5% Prepaid Discount = $12,540.00 plus Blanket PO Option 2: Quarterly Maintenance Contract. $4,400.00 Prepaid plus $x,000.00 for Yearly • Includes 4 Maintenance Visits (Each Visit includes Blanket Purchase Order to cover Emergency 4.00 hours on-site for 1 Technician and 1 Service Calls and Repair of Equipment not Programmer) covered under Warranty Phone Support M-F B:OOAM to 4:OOPM Total Yearly= $4,400.00 Less 5"/° Prepaid Discount = $4,180.00 plus Blanket PO Notes • Quoted price is based upon scheduling in advance, subject to HAVS and PTC schedule availability. (These are "maintenance" visits, wot emergency service calls). • All video and computer sources to be used with each projector must be available and connected prior to the arrival of service personnel. • Parts are additional. Terms $13,200.00 due with Order for Option 1 or $4,180.00 due with Order for Option 2. This quotation valid for 30 days. Conditions This quote is based upon an efficient use of scheduling. Any delays, changes in job scope or wasted time or trips could result in additional charges. Warranty All installation materials and labor warranted against defects in workmanship for one year. Any service calls resulting from system misuse or abuse will be billed to City of Chula Vista at $I 10.00 per hour portal to portal, Monday through Friday, Sam to Spm. Fred Hammack, CEO HAVS, Incorporated June 14.2013 Date Page 2 of 2 8-10 RESOLUTION NO. 2013- RESOLUTION OF THE CITY COUi~'CIL OF THE CITY OF CHULA VISTA (1) \\%AIVING THE COMPETITIVE FORDtiAL BID REQUIREMENTS; (2) APPROVING .AN AGREEMENT BETWEEN THE CITY AND HAVS INCORPORATED FOR THE PURCI-LASE A\TD II~'STALLATION OF AUDIO A\'D VIDEO EQUIPMENT TO UPGRADE THE .AUDIO .AND VIDEO EQUIPMENT FOR CITY COUNCIL CHAMBERS: AND (3) AUTHORIZING THE CITY D~\'AGER OR HIS DESIGNEE TO EXECUTE .ANY ADDITIONAL AGREEMENTS TO I~4PLE1\4ENT SAID PURCHASE AND INSTALLATION OF .AUDIO AND VIDEO EQUIPMENT WHEREAS; this project ~yill replace most of the current presentation and broadcasting equipment found in City Council Chambers; which was originally installed in 200; and \V'TdEREAS; the original equipment included ~ a four-camera system, production s~yitching, projector and projector screen. SVHS player/recorders; three touch-panel control systems. interface boxers; control room racks; cabling, and any additional equipment required for a complete broadcasting s}`stem; and \\'HEREAS; the video: audio, video production, control; video conferencine; votine_ request to speak, name displays and the lighting system are all very tightly integrated with each other: and \\'HEREAS; the City seeks to enter an agreement with HAYS Incorporated ("HAVS') for the purchase and installation of audio and video equipment to upgrade the audio and video systems for City Council Chambers, as substantiall} set forth in Attachment 1, a copy of which shall be kept on file H`ith the Cih Clerk's Office; and \\'HEREAS; the complexity of [his integration requires a unique blend of talents and capabilities which HAVS has demonstrated over the years. particularly since it installed and maintains the current system: and \\'HEREAS. the City has invested sienificant resources in hardware and sofrware for the current audio and video system in City Council Chambers and that potential imcompatibility issues ~\ith current equipment and sofrware and new equipment and sofnvaze (includine proprietary sofhvare) and negative impacts to existing warranties that it would be impractical for the City to use a different vendor for the upgrade. 1:Wttomev\F'INAL RESOS AND ORDINANCESI?013\OS 06 13UtR-HAVS Reso 7-30-13.doc 7/31/ZOli lOSO AD9 8-11 Resolution Page 2 NOVd, THEREFORE, BE IT RESOLVED that the City Council of the City of Chula Vista hereby: Finds that the City has invested significant resources in hardwaze and software for the current audio and video system in City Council Chambers and that potential imcompatibility issues with current equipment and software and new equipment and software (including proprietary software) attd negative impacts to existing warranties that it would be impractical for the City to use a different vendor for the upgrade and. as a result, the City ~a'aives the competitive formal bid requirements for said aereement. 2. Approves an agreement between the City of Chula Vista and HAVS for the purchase and installation of audio and video equipment to upgrade the audio and video equipment for City Council Chambers as substantially set forth in Attachment 1. a copy of which is on file with the City Clerk's Office. _ _ 3. Authorizes the City Manager or his designee to execute any additional agreements to implement the purchase and installation of audio and video equipment approved herein as may be approved or required by the City Attorney. Presented by Richard A. Hopkins Director of Public Works Approved as to form by Glen R. Goggins City Attorney .I:\.Attomev\FIIQAL RESOS AND ORDINANCES\2013\OS 06 13\HR-HAVS Reso 7-30-13.doc 7/31 /2013 10:50 AM 8-12