CC SR 20150818 L - McTaggart Hall Broadcast EquipmentCITY OFRAf ICHO
PALOS VERDES
MEMORANDUM
TO: HONORABLE MAYOR &CITY NCIL MEMBERS
FROM: DAN LANDON, IT MANAGER
DATE: AUGUST 18, 2015
SUBJECT: MCTAGGART HALL BROADCAST EQUIPMENT
REVIEWED: CAROLYNN PETRO, DEPUTY CITY MANAGE
DOUG WILLMORE, CITY MANAGER MAA-)
RECOMMENDATION
Authorize the Mayor to sign an agreement with Western Audio Visual for $90,404.49 plus
a 10% contingency for a not to exceed amount of $99,444.94 for the purchase, installation
and support of broadcast equipment as a part of the McTaggart Hall upgrade project.
BACKGROUND
Earlier in 2015, Public Works completed the first phase of a City Council authorized
project to upgrade McTaggart Hall, the multipurpose room used for City Council and
Planning Commission meetings. The project included a range of room and lighting
improvements, as well as upgrades to the legacy Cox Communications broadcast
equipment used to produce City Council and Planning Commission meetings that are
broadcast live on Cox and Verizon FIOS television, as well as live streamed through
Granicus on the internet.
DISCUSSION
Existing Equipment
The current broadcast equipment in McTaggart Hall is legacy equipment purchased in
early 2000's by Cox Cable and used by Cox Cable contracted staff to mix and broadcast
City Council and Planning Commission meetings. The system requires considerable
manual control of the audio system and video cameras in the mixing console. The
broadcast server operating system is based on Windows 2003 server that is out of support
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August 18, 2015
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from Microsoft and must be replaced as security updates are no longer available.
The three (3) existing cameras are legacy, standard definition cameras, and with the
recent upgrades completed in the Council Chambers, are out of position for proper
camera shot angles including poor shots of the presentation video screen. In addition,
the audio system has been the cause of considerable issues related to failing connections
and speakers and the mixing board is difficult to control and troubleshoot. Many aspects
of the system use splitters and converters to work and various switches have been added
on after the initial installation making the system unwieldy and difficult to maintain.
As electronic equipment ages, cables and connections become frayed and loose, heat
damages components and the equipment becomes increasingly unreliable. As
equipment is purchased and added on to the system, there are even more plugs,
switches, wires, mismatched electronics and converters plugged together, each
connection leading to possible problems. Furthermore, much of the equipment is
undocumented, there are no schematics for troubleshooting and there is no maintenance
support on the broadcast console or the numerous components added in after the fact.
Design Standards and Procurement Process
Because of the major changes in the broadcast environment brought on by the expiration
of the Cox Cable franchise agreement on October 16, 2016, the City sought the services
of both a proven specialist in boardroom audio and video design and Granicus systems
for future possible integrations. The creation of RFP bid specifications for broadcast
systems are complex and require hiring a technical consultant. Therefore, in order to
save the time and expense of that process, Staff utilized Purchasing Code Section
2.44.050 which allows the City to use a vendor that has been awarded a bid by another
public agency, if that agency used procedures that are substantially the same as those
normally used by the City.
Earlier this year, the City of Carlsbad, California conducted an RFP process for a similar
broadcast system replacement that also included the replacement of dais computers, new
lighting, the updating of an overflow room and a touch screen voting system. While the
overall project totaled $375,000, the core broadcast system was similar in scope and
equipment to the City's. After receiving three (3) RFP responses, in May of 2015 Western
Audio Visual was selected as the system implementer (Exhibit C, page 21). The City of
Chino also recently undertook a similar project that included boardroom audio and video
broadcast systems, a voting system and displays. That RFP process solicited four (4)
proposals, and Western Audio Visual was awarded that contract for $170,000 in May of
2015 (Exhibit B, page 19).
Staff further conducted independent interviews and gathered opinions from other cities
regarding their satisfaction with boardroom Audio Visual implementers and Western
Audio Visual was commonly named as vendor with positive reviews. As verification to
insure that the Western Audio Visual proposal was not out of line with other equipment
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resellers, staff verified pricing on several of the more expensive items with low cost
equipment resellers and the results were that pricing was also in line with standard
industry pricing.
Proposed Equipment
Western Audio Visual was provided with a set of system requirements and conducted two
(2) separate on-site visits. They have designed a robust, flexible and easy to operate
system based upon the City's requirements. IT and RPVty Staff have reviewed the
proposal, line by line, to insure it is the most appropriate solution that will be compatible
with both the current standard definition broadcast capable on Cox Cable and Verizon
FIOS at well as the high definition broadcasts coming in the future.
The proposed broadcast system includes three (3) high definition remote control cameras
inside domes mounted to the McTaggart Hall walls and one (1) camera for direct City
Council shots that will hang down from the ceiling next to the presentation screen. A
direct input from the presentation laptop will allow the presentation to be broadcast to
television directly from the laptop rather than viewed from a camera resulting in much
cleaner television broadcast presentations.
The audio system will be replaced with dual zone professional audio equipment and
twelve (12) new speakers designed for the meeting room acoustics and microphone
placement. Fourteen dais (14) microphones will be replaced and the connectivity wiring
that currently runs under the broadcast room door and tables will be replaced with units
that plug into the wall, making for easier setup, teardown and troubleshooting.
The new broadcast system is digital. The many analog switches, buttons and screens in
the current system will be replaced with an updated control system with several
improvements. Audio levels will be controlled with digital limiters reducing the chances
for feedback, and a manual mixing board can also be used if needed. The current
meeting call-in system will be replaced in favor of a built in system that senses input from
the remote telephone to cut down on microphone echo. The call in system will also allow
calling out and the ability to communicate with the inbound caller prior to turning on the
live feed to the meeting to insure a smoother meeting start for remote participants.
The current multiple, chained video screens will be replaced with multi-view flat screens
allowing the staff producing the meeting to better see shots in advance of switching to
them, making for better production quality. While the current cable channels do not yet
support it, the high definition, remote controlled cameras will enable broadcast in a
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Western A/V
B & H Photo
Markertek
Vaddio RoboSHOT 30 Camera x4
$19,980
$23,028
$21,580
Blackmagic Video Switcher
$4,995
$4,745
$4,745
COR1O2 Scan Converter
$2,579
$2,295
$2,295
Total
$27,554
$30,068
$28,620
Proposed Equipment
Western Audio Visual was provided with a set of system requirements and conducted two
(2) separate on-site visits. They have designed a robust, flexible and easy to operate
system based upon the City's requirements. IT and RPVty Staff have reviewed the
proposal, line by line, to insure it is the most appropriate solution that will be compatible
with both the current standard definition broadcast capable on Cox Cable and Verizon
FIOS at well as the high definition broadcasts coming in the future.
The proposed broadcast system includes three (3) high definition remote control cameras
inside domes mounted to the McTaggart Hall walls and one (1) camera for direct City
Council shots that will hang down from the ceiling next to the presentation screen. A
direct input from the presentation laptop will allow the presentation to be broadcast to
television directly from the laptop rather than viewed from a camera resulting in much
cleaner television broadcast presentations.
The audio system will be replaced with dual zone professional audio equipment and
twelve (12) new speakers designed for the meeting room acoustics and microphone
placement. Fourteen dais (14) microphones will be replaced and the connectivity wiring
that currently runs under the broadcast room door and tables will be replaced with units
that plug into the wall, making for easier setup, teardown and troubleshooting.
The new broadcast system is digital. The many analog switches, buttons and screens in
the current system will be replaced with an updated control system with several
improvements. Audio levels will be controlled with digital limiters reducing the chances
for feedback, and a manual mixing board can also be used if needed. The current
meeting call-in system will be replaced in favor of a built in system that senses input from
the remote telephone to cut down on microphone echo. The call in system will also allow
calling out and the ability to communicate with the inbound caller prior to turning on the
live feed to the meeting to insure a smoother meeting start for remote participants.
The current multiple, chained video screens will be replaced with multi-view flat screens
allowing the staff producing the meeting to better see shots in advance of switching to
them, making for better production quality. While the current cable channels do not yet
support it, the high definition, remote controlled cameras will enable broadcast in a
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August 18, 2015
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sharper, wide format once HD is available on the channel. Four (4) HD cameras include
multiple presets for crisper camera changes, and are mounted in small opaque camera
globes, replacing the three (3) large cameras, giving the meeting room a cleaner look.
Western Audio Visual has designed the system streaming components for needed
flexibility as changes are made to connectivity between the buildings. While the current
connectivity is not compatible with high definition video streams, an encoder/decoder
system is in place temporarily to allow for continued lower definition streaming to the
RPVty station for broadcast on Cox Cable 33 and Verizon FIGS 38 until fiber optic can
be utilized to allow for higher quality video streaming to the RPVty station.
CONCLUSION
Western Audio Visual is one of Southern California's premier designers of board room
video broadcast equipment and provides the City with needed expertise and assistance
as the City works through the upcoming broadcast environment changes. In addition to
replacing the outdated and unreliable equipment with reliable, state of the art equipment,
the City will realize numerous other benefits. The audio system will be upgraded, video
broadcast and television production quality will improve, the call-in system will be
enhanced with screening capabilities, and all equipment will be documented and will have
manufacturers' warranties and support. The new equipment will increase reliability,
provide Staff with documentation and maintenance support and enhance both the City
Council and Planning Commission in-person and television viewing experiences.
FISCAL IMPACT
No fiscal impact as $100,000 for the upgrade of the broadcast system was included in the
authorization for the Capital Improvement Project for McTaggart Hall Renovations.
Attachments:
Exhibit A - Western Audio Visual Professional Services Agreement (page 5)
Exhibit B — City of Chino Staff Report (page 19)
Exhibit C — City of Carlsbad Agenda Item (page 21)
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Professional/Technical Services Agreement for
Broadcast System Installation and Services
for the City of rancho Palos Verdes
Between
Western Audio Visual (CONSULTANT)
P
The City of Rancho Palos Verdes (CITY)
5
PROFESS IONAUTECHNICAL SERVICES AGREEMENT
This Agreement is made and entered into this 19th clay of August, 2015, by and between the City of
Rancho Palos Verdes (hereinafter referred to as the "CITY") and Western Audio Visual (hereafter
referred to as "CONSULTANT").
IN CONSIDERATION of the covenants hereinafter set forth, the parties hereto mutually agree as follows:
ARTICLE 1
SCOPE OF SERVICES
1.1 Engagement Description
The CITY is contracting with CONSULTANT for the purchase and installation of Broadcast and Audio
and Visual equipment and professional services. This engagement is for the purchase of professional
television broadcast production equipment, cameras, audio, and other equipment, services and training as
described in Exhibit A "Scope of Work" and Exhibit B "Proposal". This installation is to commence on
Wednesday, September 16, 2015 and be completed by Friday September 25, 2015.
1.2 Description of Services
CONSULTANT shall perform all implementation, installation, configuration and training services as
described in the Scope of Work which is attached hereto as Exhibit "A" and the proposal attached
hereto as Exhibit "B" and incorporated herein by this reference. If there is any conflict between the
provisions of this Agreement and Exhibit "A" or Exhibit "B", the provisions of this Agreement shall
supersede the provisions of Exhibit "A" and Exhibit `B".
1.3 Schedule of Work
Upon receipt of written Notice to Proceed from the CITY, CONSULTANT shall perform with due
diligence the services set forth in Exhibit "A" Time is of the essence in this Agreement. CONSULTANT
agrees to the implementation schedule and shall insure the equipment that is installed is fully functional
to CITY'S satisfaction by September 25, 2015. CONSULTANT shall not be responsible for damages or
be in default or deemed to be in default by reason of strikes, lockouts, accidents, or acts of God, or the
failure of CITY to furnish timely information or to approve or disapprove CONSULTANT's work
promptly, or delay or faulty performance by CITY, other CONSULTANT/contractors, or governmental
agencies, or any other delays beyond CONSULTANT's control or without CONSULTANT's fault.
ARTICLE 2
COMPENSATION
2.1 Fee
(a) CITY agrees to compensate CONSULTANT the sum of $90,404.49, plus a 10% contingency
for a total maximum sum of $99,444.94 for equipment, services, training and support, as described in
Exhibit "A" and Exhibit "B".
(b) CITY may request additional specified work under this Agreement. All such work must be
authorized in writing by CITY'S Information Technology Manager (IT Manager) prior to
commencement. CONSULTANT shall be paid for such additional services in accordance with
CONSULTANT's Scope of Work and Proposal, attached hereto as Exhibit "A" and Exhibit `B"
incorporated herein by reference.
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2.2 Payment Address
All payments due CONSULTANT shall be paid to:
Western Audio Visual
1592 N. Batavia Street, Suite 2
Orange, CA 92867
2.3 Terms of Compensation
CITY agrees to compensate CONSULTANT at the rate of 50% deposit for equipment upon notice to
proceed, 25% at the end of installation, and 25% thirty (30) days after installation provided the CITY IT
Manager has accepted all work in writing. CITY agrees to authorize payment for all undisputed invoice
amounts within thirty (30) days of receipt of the invoice. CITY agrees to use its best efforts to notify
CONSULTANT of any disputed invoice amounts or claimed completion percentages within ten (10) days
of the receipt of each invoice. However, CITY's failure to timely notify CONSULTANT of a disputed
amount of claimed completion percentage shall not be deemed a waiver of CITY's right to challenge such
amount or percentage.
Additionally, in the event CITY fails to pay any undisputed amounts due CONSULTANT within forty-
five (45) days after invoices are received by CITY then CITY agrees that CONSULTANT shall have the
right to consider said default a total breach of this Agreement and be terminated by CONSULTANT
without liability to CONSULTANT upon ten (10) working days advance written notice.
Compensation schedule:
Notice to proceed $45,202.25
Upon installation $22,601.12
Upon final acceptance $22,601.12
2.4 Term of Agreement:
This Agreement shall commence on the 19th of August, 2015 and shall terminate on the date services are
completed as set forth in Exhibit "A".
ARTICLE 3
INDEMNIFICATION AND INSURANCE
3.1 Indemnification
Contractor shall defend, indemnify, and hold harmless the City, its officials, and every officer,
employee and agent of City (collectively "City") from any claim, liability or financial loss
(including, without limitation, attorney's fees and costs), injuries to property or persons (including
without limitation, attorney's fees and costs) arising out of any acts or omissions of Contractor, its
officials, officers, employees or agents in connection with the performance of this Agreement, except
for such claim, liability or financial loss or damage arising from the sole negligence or willful
misconduct of the City, as determined by final arbitration or court decision or by the agreement of
the Parties. Contractor shall defend City, with counsel of City's choice, at Contractor's own cost,
expense, and risk, and shall pay and satisfy any judgment, award, or decree that may be rendered
against City. Contractor shall reimburse City for any and all legal expenses and costs incurred by
each of them in connection therewith or in enforcing the indemnity herein provided. Contractor's
obligation to indemnify shall not be restricted to insurance proceeds, if any, received by
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Contractor or City. All duties of Contractor under this Section shall survive termination of this
Agreement.
3.2 General Liability
CONSULTANT shall at all times during the term of the Agreement carry, maintain, and keep in full force
and effect, a policy or policies of Commercial General Liability Insurance, with minimum limits of one
million dollars ($1,000,000) for each occurrence and two million dollars ($2,000,000) general aggregate
for bodily injury, death, loss or property damage for products or completed operations and any and all other
activities undertaken by CONSULTANT in the performance of this Agreement. Said policy or policies
shall be issued by an insurer admitted or authorized to do business in the State of California and rated in
A.M. Best's Insurance Guide with a rating of A:VII or better.
3.3 Professional Liability
CONSULTANT shall at all times during the term of this Agreement, carry, maintain, and keep in full force
and effect a policy or policies of professional liability insurance with a minimum limit of one million
dollars ($1,000,000) per claim and aggregate for errors and/or omissions of CONSULTANT in the
performance of this Agreement. Said policy or policies shall be issued by an insurer admitted or authorized
to do business in the State of California and rated in Best's Insurance Guide with a rating of A:VII or better.
If a "claims made" policy is provided, such policy shall be maintained in effect from the date of
performance of work or services on the CITY's behalf until three (3) years after the date of work or services
are accepted as completed. Coverage for the post -completion period may be provided by renewal or
replacement of the policy for each of the three (3) years or by a three-year extended reporting period
endorsement, which reinstates all limits for the extended reporting period. If any such policy and/or
policies have a retroactive date, that date shall be no later than the date of first performance of work or
services on behalf of the CITY. Renewal or replacement policies shall not allow for any advancement of
such retroactive date.
3.4 Worker's Compensation
CONSULTANT agree to maintain in force at all times during the performance of work under this
Agreement worker's compensation insurance as required by the law. CONSULTANT shall require any
subcontractor similarly to provide such compensation insurance for their respective employees.
3.5 Notice of Cancellation
a) All insurance policies shall provide that the insurance coverage shall not be cancelled
by the insurance carrier without thirty (30) days prior written notice to CITY, or ten (10) days notice if
cancellation is due to nonpayment of premium. CONSULTANT agrees that it will not cancel or reduce
said insurance coverage.
b) CONSULTANT agrees that if it does not keep the aforesaid insurance in full force and
effect, CITY may either immediately terminate this Agreement or, if insurance is available at a reasonable
cost, CITY may take out the necessary insurance and pay, at CONSULTANT's expense, the premium
thereon.
3.7 Certificate of Insurance
At all times during the term of this Agreement, CONSULTANT shall maintain on file with the CITY Clerk
a certificate of insurance showing that the aforesaid policies are in effect in the required amounts. The
commercial general liability policy shall contain endorsements naming the CITY, its officers, agents and
employees as additional insured.
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3.8 Primary Coverage
The insurance provided by CONSULTANT shall be primary to any coverage available to CITY. The
insurance policies (other than workers compensation and professional liability) shall include provisions for
waiver of subrogation.
ARTICLE 4
TERMINATION
4.1 Termination of Agreement
(a) This Agreement may be terminated at any time, with or without cause, by the CITY upon
thirty (30) days prior written notice or by CONSULTANT upon thirty (30) days prior written notice.
Notice shall be deemed served if completed in compliance with Article 6.13.
(b) In the event of termination or cancellation of this Agreement by CONSULTANT or CITY,
due to no fault or failure of performance by CONSULTANT, CONSULTANT shall be paid compensation
for all services performed by CONSULTANT, in an amount to be determined as follows: for work
satisfactorily done in accordance with all of the terms and provisions of this Agreement, CONSULTANT
shall be paid an amount equal to the percentage of services performed prior to the effective date of
termination or cancellation in accordance with the work items; provided, in no event shall the amount of
money paid under the foregoing provisions of this paragraph exceed the amount which would have been
paid to CONSULTANT for the full performance of the services described in Article 2.1.
ARTICLE 5
OWNERSHIP OF DOCUMENTS
5.1 Ownership of Documents and Work Product
All final documents, plans, specifications, reports, photographs, images, video files and media created or
developed by CONSULTANT pursuant to this Agreement ("Written Products") shall be and remain the
property of the CITY without restriction or limitation upon its use, duplication or dissemination by the
CITY. All Written Products shall be considered "works made for hire," and all Written Products and any
and all intellectual property rights arising from their creation, including, but not limited to, all copyrights
and other proprietary rights, shall be and remain the property of the CITY without restriction or limitation
upon their use, duplication or dissemination by the CITY. CONSULTANT shall not obtain or attempt to
obtain copyright protection as to any Written Products.
CONSULTANT hereby assigns to the CITY all ownership and any and all intellectual property rights to
the Written Products that are not otherwise vested in the CITY pursuant to the paragraph directly above
this one.
CONSULTANT warrants and represents that it has secured all necessary licenses, consents or approvals
to use any instrumentality, thing or component as to which any intellectual property right exists, including
computer software, used in the rendering of the services and the production of all Written Products
produced under this Agreement, and that the CITY has full legal title to and the right to reproduce the
Written Products. CONSULTANT shall defend, indemnify and hold the CITY, and its elected officials,
officers, employees, servants, attorneys, designated volunteers, and agents serving as independent
contractors in the role of CITY officials, harmless from any loss, claim or liability in any way related to a
claim that CITY's use of any of the Written Products is violating federal, state or local laws, or any
contractual provisions, or any laws relating to trade names, licenses, franchises, copyrights, patents or other
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means of protecting intellectual property rights and/or interests in products or inventions. CONSULTANT
shall bear all costs arising from the use of patented, copyrighted, trade secret or trademarked documents,
materials, equipment, devices or processes in connection with its provision of the services and Written
Products produced under this Agreement. In the event the use of any of the Written Products or other
deliverables hereunder by the CITY is held to constitute an infringement and the use of any of the same is
enjoined, CONSULTANT, at its expense, shall: (a) secure for CITY the right to continue using the Written
Products and other deliverables by suspension of any injunction, or by procuring a license or licenses for
CITY; or (b) modify the Written Products and other deliverables so that they become non- infringing while
remaining in compliance with the requirements of this Agreement. This covenant shall survive the
termination of this Agreement.
Upon termination, abandonment or suspension of the Project, the CONSULTANT shall deliver to the
CITY all Written Products and other deliverables related to the Project. If CONSULTANT prepares a
document on a computer, CONSULTANT shall provide CITY with said document both in a printed format
and in an electronic format that follows accepted standards.
ARTICLE 6
GENERAL PROVISIONS
6.1 Representation
The CITY representative shall be its Information Technology Manager (IT Manager) or his or her
designee, and a CONSULTANT representative shall be designated by CONSULTANT as the primary
contact person for each party regarding performance of this Agreement.
6.2 Personnel
CONSULTANT represents that it has, or shall secure at its own expense, all personnel required to perform
CONSULTANT's services under this Agreement. CONSULTANT shall make reasonable efforts to
maintain the continuity of CONSULTANT's staff who are assigned to perform the services hereunder and
shall obtain the approval of the Information Technology Manager (IT Manager) of all proposed staff
members who will perform such services. CONSULTANT may associate with or employ associates or
subcontractors in the performance of its services under this Agreement, but at all times shall be responsible
for their services.
6.3 Conflicts of Interest
CONSULTANT agrees not to accept any employment or representation during the term of this Agreement
or within twelve (12) months after completion of the work under this Agreement which is or may likely
make CONSULTANT "financially interested" (as provided in California Government Code Sections 1090
and 87100) in any decisions made by CITY on any matter in connection with which CONSULTANT has
been retained pursuant to this Agreement.
6.4 Legal Action
(a) Should either party to this Agreement bring legal action against the other, the validity,
interpretation, and performance of this Agreement shall be controlled by and construed under the laws of
the State of California, excluding California's choice of law rules. Venue for any such action relating to
this Agreement shall be in the Los Angeles County Superior Court.
(b) If any legal action or other proceeding, including action for declaratory relief, is brought
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for the enforcement of this Agreement or because of an alleged dispute, breach, default or
misrepresentation in connection with this Agreement, the prevailing party shall be entitled to recover
reasonable attorneys' fees, experts' fees, and other costs, in addition to any other relief to which the party
may be entitled.
(C) Should any legal action about a project between CITY and a party other than
CONSULTANT require the testimony of CONSULTANT when there is no allegation that
CONSULTANT was negligent, CITY shall compensate CONSULTANT for its testimony and preparation
to testify at the hourly rates in effect at the time of such testimony.
6.5 Assignment
Neither this Agreement nor any part thereof shall be assigned by CONSULTANT without the prior written
consent of the CITY. Any such purported assignment without written consent shall be null and void, and
CONSULTANT shall hold harmless, defend and indemnify the CITY and its officers, officials, employees,
agents and representatives with respect to any claim, demand or action arising from any unauthorized
assignment.
Notwithstanding the above, CONSULTANT may use the services of persons and entities not in
CONSULTANT's direct employ, when it is appropriate and customary to do so. CONSULTANT's use of
subcontractors for additional services shall not be unreasonably restricted by the CITY provided
CONSULTANT notifies the CITY in advance.
6.6 Fair Employment Practices/Equal Opportunity
In the performance of this Agreement, CONSULTANT shall comply with all applicable provisions of the
California Fair Employment Practices Act (California Government Code Sections 12940-48) and the
applicable equal employment provisions of the Civil Rights Act of 1964 (42 U.S.C. 200e-217), and the
Americans with Disabilities Act of 1992 (42 U.S.C. § 11200, et sea.).
6.7 Independent Contractor
CONSULTANT is and shall at all times remain, as to the CITY, a wholly independent contractor. Neither
the CITY nor any of its agents shall have control over the conduct of CONSULTANT or any of the
CONSULTANT's employees, except as herein set forth, and CONSULTANT is free to dispose of all
portions of its time and activities which it is not obligated to devote to the CITY in such a manner and to
such persons, firms, or corporations as the CONSULTANT wishes except as expressly provided in this
Agreement. CONSULTANT shall have no power to incur any debt, obligation, or liability on behalf of the
CITY or otherwise act on behalf of the CITY as an agent. CONSULTANT shall not, at any time or in any
manner, represent that it or any of its agents, servants or employees, are in any manner agents, servants or
employees of CITY. CONSULTANT agrees to pay all required taxes on amounts paid to CONSULTANT
under this Agreement, and to indemnify and hold the CITY harmless from any and all taxes, assessments,
penalties, and interest asserted against the CITY by reason of the independent contractor relationship
created by this Agreement. CONSULTANT shall fully comply with the workers' compensation law
regarding CONSULTANT and its employees. CONSULTANT further agrees to indemnify and hold the
CITY harmless from any failure of CONSULTANT to comply with applicable workers' compensation
laws. The CITY shall have the right to offset against the amount of any fees due to CONSULTANT under
this Agreement any amount due to the CITY from CONSULTANT as a result of its failure to promptly
pay to the CITY any reimbursement or indemnification arising under this Article.
6.8 Titles
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The titles used in this Agreement are for general reference only and are not part of the Agreement.
6.9 Entire Agreement
This Agreement, including any other documents incorporated herein by specific reference, represents the
entire and integrated agreement between CITY and CONSULTANT and supersedes all prior negotiations,
representations or agreements, either written or oral. This Agreement may be modified or amended, or
provisions or breach may be waived, only by subsequent written agreement signed by both parties.
6.10 Construction
In the event of any asserted ambiguity in, or dispute regarding the interpretation of any matter herein, the
interpretation of this Agreement shall not be resolved by any rules of interpretation providing for
interpretation against the party who causes the uncertainty to exist or against the party who drafted the
Agreement or who drafted that portion of the Agreement.
6.11 Non -Waiver of Terms, Rights and Remedies
Waiver by either party of any one or more of the conditions of performance under this Agreement shall
not be a waiver of any other condition of performance under this Agreement. In no event shall the making
by the CITY of any payment to CONSULTANT constitute or be construed as a waiver by the CITY of
any breach of covenant, or any default which may then exist on the part of CONSULTANT, and the
making of any such payment by the CITY shall in no way impair or prejudice any right or remedy available
to the CITY with regard to such breach or default.
6.12 Severability
If any term or portion of this Agreement is held to be invalid, illegal, or otherwise unenforceable by a court
of competent jurisdiction, the remaining provisions of this Agreement shall continue in full force and
effect.
6.13 Notice
Except as otherwise required by law, any notice, request, direction, demand, consent, waiver, approval or
other communication required or permitted to be given hereunder shall not be effective unless it is given
in writing and shall be delivered (a) in person or (b) by certified mail, postage prepaid, and addressed to
the parties at the addresses stated below, or at such other address as either party may hereafter notify the
other in writing as aforementioned:
To CITY:
Responsible Person:
Dan Landon, Information Technology Manager (IT Manager)
City of Rancho Palos Verdes
30940 Hawthorne Blvd.
Rancho Palos Verdes, CA 90275
To CONSULTANT:
Responsible Person
Shelby Toal, Sr. Project Manager
shelbytgwavl .com
714-719-5056 — cell
1592 N. Batavia Street, Suite 2
Orange, CA 928671
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A party may change its address by giving written notice to the other party. Thereafter, any notice or other
communication shall be addressed and transmitted to the new address. If sent by mail, any notice, tender,
demand, delivery or other communication shall be deemed effective three (3) business days after it has
been deposited in the United States mail. For purposes of communicating these time frames, weekends
and federal, state, religious, County of Los Angeles or CITY holidays shall be excluded. No
communication via facsimile or electronic mail shall be effective to give any such notice or other
communication hereunder.
IN WITNESS WHEREOF, the parties hereto have executed this Agreement as of the date and year first above
written.
CITY OF RANCHO PALOS VERDES, municipal CONSULTANT, Western Audio Visual, a
corporation California corporation
City Signature: Vendor Signature:
Printed Name: Printed Name:
Title: _ _ Title: ?)10 -aCr- NLAu F✓R
Date: Date:
ATTEST: Vendor Signature: c �'
i
Printed Name:
City Clerk ,--
Title:
APPROVED AS TO FORM:
r
Date:
City Attorney
Attachments:
Exhibit A — Scope of Work
Exhibit B - Proposal
Page 9 of 9
13
Exhibit A - Scope of Work
estern
Visual
Audio
Multimedia Systems Upgrade
for
The City of Rancho Palos Verdes
Overview— Western -AV will provide and install all necessary components to upgrade the
Audio/Visual systems at the Hesse Park center. All work will be performed by Western AV
and their sub -contractors After -completion of the project, as -built documentation will be
delivered. This.includes.all drawings, DSP programming, and electronic copies of all user
manuals. Traning.sessions,Will be provided to all necessary personal.
Audio SysteM-L The existing desktop microphones will be replaced with new units of the
same stvle. Anew snakesystem will be provided and will allow easy setup before a
meeting. This sna
system will have (.
(6) connections in
allow up to (1,'$) mi
es with
one. This wil
phone'sto
connect to,N#he'systern. This snake
will plug into a,multi-pim-connector on
a wall plate near=ttae portable dais.
A new DSP system will be instalied
to mix, equalize and control all
microphones and program audio.
Additionally, a custom control interface will be programmed and installed on the PC in
the control room giving a technician full control of individual microphone levels and
muting functions, and limiters will be configured to help control volume peaks and
valleys. Twelve (12) new ceiling mounted speakers will be mounted throughout the
space, designed to reduce the potential for feedback, and will provide proper coverage
of all speech and program audio. A new dual zone amplifier will be installed in the
control room. A new integrated call-in system will be installed that will include call out
and caller screening functionality. Existing Sennheiser wireless microphones will be
used and connected to the system along with an audio feed from the presentation
laptop.
San Diego County • 6353 Corte del Abeto, Suite 106, Carlsbad, Ca 92011 • Tel: 760-438-1200 • Fax: 760-438-0066
Orange County • 1592 N. Batavia St, Suite 2, Orange, Ca 92867 • Tel: 714-637-7272 • Fax 714-637-7330
www.wavl.com 14
(I Wes
utlio Visual
Broadcast System — (4) HD cameras and new cable will be
installed, 3 cameras will be strategically mounted on walls in the
MPR, and 1 camera will hang down from the ceiling next to the
projector screens. Each camera will be covered by a security
camera globe. The system will include an HDMI input from the
presentation laptop in the MPR. A new camera controller will be
installed in the control room. An HD video switcher will switch
between the cameras and graphic feed (image being shown on the
screen in the council chamber) to the broadcast feed. This switcher
will also provide lower third graphic to broadcast (A PC with
Photoshop must be provided by owner). A 32" monitor will be wall
mounted in the control room and will
provide a Multi -View image of all came
feeds (see picture). All video will be -
recorded in HD to both DVD and solid
state drives. After the recording_ is mad(
the video can be transferred -to a PC fo
editing, archiving and°publishing.- For
broadcast, video will be`down.-
converted to standard definition and
transmitted to the head -end -system at
the RPV television stationusing. the
network via an',,"
encoder (installed at,Hesse,Park) and
decoder (installed of the RPV station).
An SDI connection to the -RPV! Granicu
broadcast system will beinstalled.
Miscellaneous — All equipment will be mounted in a new
production station/system',rack in the same location as the
current unit with -'the`'major ty of the equipment mounted
into a standard 199' rack. Al[racks will _have the
appropriate power distribution ii stalled. All in room
modifications will be restored to asa-previous._condition
including any wall patching and painting�as appropriate.
Direct feed functionality will be provided so -that is the
event of system failure, staff can directly feed a single;
wide angle camera view and audio to the broadcast
stream. All wiring, connections, software (other than
Photoshop which must be supplied by owner) and
miscellaneous equipment to install the components in this
project are included. Any requested changes must be approved
by both parties and will
San Diego County • 6353 Corte del Abeto, Suite 106, Carlsbad, Ca 92011 • Tel: 760-438-1200 • Fax: 760-438-0066
Orange County • 1592 N. Batavia St, Suite 2, Orange, Ca 92867 • Tel: 714-637-7272 • Fax 714-637-7330
www.wavi.com 15
Western
Audio Visual
be billed in addition to the quoted project cost.
Support— A Western AN Engineer or Technician will provide training for equipment
operation as well as system connectivity and troubleshooting and will work with staff in the
broadcast room for 2 meetings after install to train and insure the system functions
properly. All installation configurations are warrantied no charge for a 90 day period, and
equipment is warrantied for 1 year.
San Dieao County • 6353 Corte del Abeto, Suite 106, Carlsbad, Ca 92011 • Tel: 760-438-1200 • Fax: 760-438-0066
Orange County • 1592 N. Batavia St, Suite 2, Orange, Ca 92867 • Tel: 714-637-7272 • Fax 714-637-7330
www.wavi.com 16
Exhibit B - Proposal
r(Western
Audio IIISuaI
Hailey Schellin
1576 N. Batavia Street
Orange, CA 92867
Phone: (949)584-7028 haileys way1.Com
Fax: (714) 637-7330 www.wavl.com
Prepared for:
COMPANY: City of Rancho Palos Verdes DATE: August 10, 2015
ATTENTION: Dan Landon TERMS: NET 30
ADDRESS:0 FOB: Destination
SALES TAX: 9.00%
DELIVERY: TBD
TELEPHONE: (310) 544-5311 QUOTE VALID: 30 Days
FAX PHONE: - REVISION: A
E-MAIL: DanLna rov.com WAV PROJECT #: TBD
EQUIPMENT
Item jQty I Manufacturer Model Description PRICE EXTENSION
Broadcast System
4 Vaddio 999-9917-000 RoboSHOT 30 QCCU System $ 4,995.00 $ 19,980.00
1 Vaddio 999-5700-000 PfoductionVIEW Precision Camera Controller $ 1,965.00 $ 1,965.00
4 Vaddio 998-9100-200 DomeVIEW HD Indoor Pendant Mount Dome Kit $ 550.00 $ 2,200.00
1 Blackmagic Design
SWATEMPSW4K
ATEM Production Studio 4K
1 Blackmagic Design
SWPANEL1 ME
ATEM 1 M/E Broadcast Panel
1 Blackmagic Design
HDL-AUDMON1 RU
Audio Monitor
1 Blackmagic Design
HDL-
SmartScope Duo 4K
1 Lilliput
SMTWSCOPEDU04K
1 Samsung
1 Blackmagic Design
CONVMASA4K
SDI to Analog Converter
1 Blackmagic Design
HYPERD/ST2
Solid State HD Recording Deck
4 SanDisk
SDSSDXPS-240G-
2.5" 240GB SATA III Internal Solid State Drive
G25
(SSD)
1 Panasonic
DMR-EH69GA-K
Multi -Zone 320GB HDD/DVD Recorder
1 Bittree
B48T-2WTHD
12 Bittree
VPC2400-75
1 TV One
C2-2655
2 Marshall
VS -102 -HDI
1 Kramer
105VB
1 Kramer
VM-50AN
1 Lilliput
FA1013-NP/H/Y
1 Samsung
DB32D
2 Samsung
S24D390HL
1 Premier Mounts
AM80
1 Owner Furnished
$ 1,695.00
$ 1,695.00
$ 4,995.00
$ 4,995.00
$ 1,495.00
$ 1,495.00
$ 995.00
$ 995.00
$ 295.00
$ 295.00
$ 995.00
$ 995.00
$ 169.00
$ 676.00
$
2 x 24 HD -SDI Patch Panel
Video Patchcord
COR102 Scan Converter PLUS w/ HD/SDI Output $
554.00
$ 554.00
719.00
$ 719.00
20.00
$ 240.00
2,579.00
$ 2,579.00
2.0 MP High Resolution Encoder/Decoder with
$
1,205.00 $
HDMI/Composite Video
1:5 Composite Video Distribution Amplifier
$
122.00 $
1:5 Balanced & Unbalanced Stereo Audio
$
180.00 $
Distribution Amplifier
10" HDMI LED Backlit Camera Monitor
$
282.00 $
32" Professional LED Display
$
536.00 $
23.6" LED PLS Monitor (Black)
$
293.00 $
Dual Arm Swingout Mount for Flat -Panel Displays $ 162.00 $
Windows PC with dual ouput video card. Adobe
Photoshop required if lower third graphics are
required for broadcast
O.F.E.
2,410.00
122.00
180.00
282.00
536.00
586.00
162.00
Client Proposal 1 '7e 1
Westere
1dIO1
Audio System
1 BiAmp TesiraFORTE AVB TI TesiraFORTE DSP fixed 1/0 server with 12 analog $ 2,459.00 $
inputs, 8 analogoutputs, 8 channels configurable
USB audio, 128 x 128 channels of AVB,SonaT"^
Acoustic Echo Cancellation (AEC) technology (all
12 inputs), and standard telephone interface
2,459.00
1 BiAmp
TesiraFORTE AVB CI
TesiraFORTE DSP fixed 1/0 server with 12 analog
$
2,275.00
$
2,275.00
inputs, 8 analog outputs, 8 channels configurable
USB audio, 128 x 128 channels of AVB, and
SonaT" Acoustic Echo Cancellation (AEC)
technology (all 12 inputs)
1 Wireworks
Custom
Multi Linebox Assembly, 28 ft., 3 -Breakout Boxes
$
2,853.00
$
2,853.00
each w/ 6 F-XLR's
1 Wireworks
Custom
3 -Gang Black Anodized Wall Plate w/ Multipin
$
225.00
$
225.00
Connector
1 Wireworks
WWRP90002
Audio Crimp Tool
$
360.00
$
360.00
1 Wireworks
WWRP90001
Audio Extraction Tool
$
32.00
$
32.00
12 QSC
AC-C6T
6" Ceiling Mounted Loudspeaker, 70/100V
$
85.00
$
1,020.00
transformer with 80 bypass, includes Mounting
Hardware
1 QSC
CX302V
2 channels, 250 watts/ch at 70V Power Amplifier
$
802.00
$
802.00
14 Shure
MX418D/C
18" Desktop Gooseneck Condenser Microphone
$
259.00
$
3,626.00
Miscellaneous
1 Omnirax
PSJR
ProStation Junior Audio / Video Editing
$
1,117.00
$
1,117.00
Workstation
1 Middle Atlantic
WRK-24MDK
24 -Space Rolling Enclosure
$
1,317.00
$
1,317.00
1 Middle Atlantic
Misc.
Miscellaneous Rack Accessories
$
585.00
$
585.00
1 Netgear
GS116NA
16 Port Ethernet Switch
$
128.00
$
128.00
1 Western AV
LOT
Miscellaneous Materials and Cabling
$
2,799.00
$
2,799.00
EQUIPMENT SUB -TOTAL
$
63,259.00
SHIPPING AND HANDLING
$
907.50
TAX
$
5,774.99
NON -EQUIPMENT
Engineering, Drafting &
DSP
$
3,584.00
Control Programming
$
-
Project Management
$
664.00
Staging & Assembly
$
-
Installation & Testing
$
11,620.00
Training
$
1,328.00
Service/Preventative Maintenance
$
1,992.00
Sub -Contract
$
900.00
G & A
$
375.00
Electronic Waste Recycling
Fee
$
-
NON -EQUIPMENT TOTALS
$
20,463.00
PROPOSAL TOTAL
$
90,404.49
Basic Warranty:
The AV System is warranted against all defects of material and workmanship, as a system, as well
as individual components,
for a period of 90 Days after date of acceptance or first used. If individual manufacturers warranty their
equipment for a longer
period, the manufacturer's warranty will apply, unless Extended Warranty is purchased.
Notes:
AUTHORIZED SIGNATURE
DATE
Client Proposal 1 9e2
Approve an agreement with Western Audio Visual, Orange, CA in the amount $170,200
Exhibit B
Page 1 of 2
City of Chino
CA APProve
�"" rs, ao.rs �.o � M
Staff Report
Approve an agreement with Western Audio Visual, Orange, CA in the amount
$170,200.13 for the Upgrade of the City of Chino Broadcasting Center.
Information
Department:
Category:
Attachments
Printout
Budget String
Administration Department
Contract
Revenue: Expenditure: 1002040-40010-C2002 Transfer In: Transfer Out:
Body
BACKGROUND
In November 2006, the Chino City Council approved a contract authorizing the remodel of the Chino
City Council Chambers/upgrade to the existing Chino Broadcasting Center that consisted of the
following upgrades:
• Replacement of Microphones and Speaker Systems
• Replacement of Cameras and TV Monitors
• Replacement of Voting System and Audio Recording Devices
• Electronic Displays at Council Dais
• Electronic Presentation Equipment for Staff and Presenters.
Since the remodel completion date, the City Council Chambers and City Broadcasting Center have
been utilized for a variety of events; allowing staff to record and maintain hours of video/audio
information of any meeting or event that may have occurred within or outside of the City Council
Chambers. However, since the implementation of these systems, the equipment located in the Chino
Broadcasting Center is reaching, or has surpassed more than ten years of use. With the technology
rapidly changing, much of the equipment has become outdated, inconsistent in its performance, or
incompatible with the state of the art technology available today. Recently, staff has experienced
failure in the equipment's function during the live Council meetings and events. The re -occurring
failure has led staff to analyze the current systems available in the Chino Broadcasting Center and
come to the determination that a complete upgrade of the Chino Broadcasting Center is now
necessary.
ISSUES/ANALYSIS
In order to receive the best available options, staff solicited proposals from qualifying firms on Friday,
http://chinocityca.igm2.com/Citizens/Detail_LegiFile.aspx?MeetingID=1024&ID=1156&... 8/1212a 5
Approve an agreement with Western Audio Visual, Orange, CA in the amount $170,200.... Page 2 of 2
March 27, 2015. The specifications of the proposal centered on the firm's ability to provide the City
with excellent equipment, price, responsiveness to technical support, implementation, and warranty.
On April 24, 2015, the City received four proposals from the following firms; Western Audio Visual,
Triton Technology, Digital Network Groups, and T.V. Pro Gear.
From April 27 through May 1, 2015, staff reviewed and analyzed each proposal for their overall
responsiveness to the bid specifications and competency to complete the project in an efficient and
professional manner with minimal impacts to the broadcast of Council meetings. After reviewing each
proposal, staff issued a Notice of Intent on May 4, 2015 to Western Audio Visual of Orange, CA for
their proposed price of $170,200.13. Selection of Western Audio Visual was determined by the quality
of product presented, competitive price, proposed installation timeline of three weeks, and the five
year warranty that they will provide for each piece of equipment that they propose to install.
A breakdown of the proposal results are as follows:
Firm
ProDosed Price
Western Audio Visual
$170,200.13
Triton Technoloav
$200,334.87
Digital Network Groups
$220,528.81
TV Pro Gear
$396,292.00
Western Audio Visual has been determined to be the lowest and most qualified firm to complete the
upgrade of the Chino Broadcasting Center, staff recommends that the City Council approve an
agreement with Western Audio Visual in the amount of $170,200.13 and authorize the City Manager
to execute the necessary documents on behalf of the City.
Meeting History
Jun 16, 2015 7:00 PM Video City Council Regular Meeting j,; Draft
RESULT:
APPROVED [UNANIMOUS]
MOVER:
Glenn Duncan, Council Member
SECONDER:
Eunice M. Ulloa, Mayor Pro Tem
AYES:
Dennis R. Yates, Eunice M. Ulloa, Glenn Duncan, Earl C. Elrod, Tom Haughey
Powered by Accela - Legislative Management
http://chinocityea.igm2.eomICitizens/Detail_LegiFile.aspx?MeetingID=1024&ID=1156&... 8/1 2�915
Exhibit C
`pQ C4B�
CITY OF CARLSBAD -- AGENDA BILL
AB# 21,965 ADOPT RESOLUTION APPROVING DEFT. DIRECTOR
MTG. 5/19/15 PROFESSIONAL SERVICE AGREEMENT WITH CITY ATTY.
DEPT. ASD/IT WESTERN AUDIO VISUAL FOR $348,006.37 CITY MGR.
OF AUDIO VISUAL IMPLEMENTATION
SERVICES FOR THE CITY COUNCIL CHAMBER
RECOMMENDED ACTION:
That City Council adopt Resolution No. 2015-120 approving Professional Service Agreement with
Western Audio Visual for audio visual installation services for the council chamber, for a total not to
exceed amount of $348,006.37.
ITEM EXPLANATION:
Most of the city's existing audio visual equipment is based on outdated technology, is reaching the end
of its expected service life and is in need of a significant upgrade. As a result it has become increasingly
difficult and more costly to get parts, have maintenance performed and be confident our audio visual
systems will perform when needed. Over the past three years, the city has spent more than $40,000 in
maintenance, component replacements and general troubleshooting of the city's audio visual systems.
Even with this investment, the systems are not performing at an acceptable level.
As part of the city's efforts to update its audio visual systems, an audio visual design firm was selected in
March 2014. The firm completed an assessment of current and future audio visual needs and designed
updated systems for the City Council chamber, as well as other city meeting venues. In February 2015,
the city issued an RFP for implementation of the new audio visual system in the City Council chamber,
which has the most complex needs, including video production capabilities, integration with the city
cable channel, electronic voting and integration with agenda management software. Three proposals
were received and reviewed by a diverse group of city staff, including end users, subject matter experts
and the core project team. The best value evaluations clearly identified Western Audio Visual as the
preferred vendor to conduct the implementation services for the City Council chamber. The project
includes:
• New microphones,and speakers so that those watching the Council meetings in the chamber, in
the overflow area, on the cable channel and online can clearly hear the proceedings without
Interference. Current microphones and speakers are unreliable and often experience
interference.
• Updated video production equipment to replace equipment that has reached the end of its
expected service life.
• New lighting that will provide more uniform and comfortable illumination for those in the
chamber and provide a clearer picture for those watching on the cable channel and online.
DEPARTMENT CONTACT: Chuck Miller 760-602-2484 Chuck.M31er@carlsbadca.gov
FOR CLERK USE.
COUNCIL ACTION: APPROVED
❑
CONTINUED TO DATE SPECIFIC
❑
DENIED
❑
CONTINUED TO DATE UNKNOWN
❑
CONTINUED
❑
RETURNED TO STAFF
❑
WITHDRAWN
❑
OTHER— SEE MINUTES
❑
AMENDED
❑
REPORT RECEIVED
❑
21
• New computers for staff presentation table to replace existing, older models.
• New staff table designed to accommodate audio visual equipment, eliminating the safety hazard
associated with exposed cords.
• Touch screen displays on the dais, enabling speaker request queuing and voting.
• New and additional displays that will enable members of the public to clearly view presentations
from all areas of the chamber. Currently, the display is not visible to those sitting on the east side
of the building.
• New voting system that integrates with the agenda management software and shows vote results
in the chamber and on the cable channel and streaming service.
As the Council Chambers is the most complex city audio visual project and includes equipment that
would be utilized in future implementations at the Safety Training Center, Libraries, Conference Rooms,
etc. and in order to establish a strategic partnership to maintain a consistent set of standards for audio
visual equipment, installation, configuration, maintenance and support; the city will utilize Western
Audio Visual for future city audio visual implementations.
FISCAL IMPACT:
The cost of the City Council chamber audio visual contract is not to exceed $348,006.37. This project is
being funded by Local Cable Infrastructure funds,
ENVIRONMENTAL IMPACT:
Pursuant to Public Resources Code section 21065, this action does not constitute a "project" within the
meaning of CEClA in that it has no potential to cause either a direct physical change in the environment,
or a reasonably foreseeable indirect physical change in the environment, and therefore does not require
environmental review.
EXHIBITS:
Exhibit 1 Resolution No. 2015-120
Exhibit 2 Professional Services Agreement with Western Audio Visual
DEPARTMENT CONTACT; Chuck Miller 760-602-2484 Chuck.Miller@carlsbadca.gov
FOR CLERK USE
COUNCIL ACTION: APPROVED
❑
CONTINUED TO DATE SPECIFIC
❑
DENIED
❑
CONTINUED TO DATE UNKNOWN
❑
CONTINUED
❑
RETURNED TO STAFF
❑
WITHDRAWN
❑
OTHER— SEE MINUTES
❑
AMENDED
❑
REPORT RECEIVED
❑
22