Loading...
CC 2024-04-09_09d Amendment_ATownAV Chamber AV System UpgradeItem 9.d. MEMORANDUM TO: City Council FROM: Nicole Valentine, Administrative Services Director BY: Kevin Waddy, Information Technology Manager SUBJECT: Consideration of an Amendment to the Agreement with A-Town AV for the Council Chamber Audio/Video System Upgrade Project and Approval of a Budget Increase Request DATE: April 9, 2024 SUMMARY OF ACTION: Approve an Amendment to the Agreement with A-Town AV to upgrade the Audio/Video system in the Council Chamber, approve a budget adjustment, and find the action exempt from CEQA. IMPACT ON FINANCIAL AND PERSONNEL RESOURCES: The current A-Town AV Agreement to upgrade the Council Chamber Audio/Video System is $193,790.10. FY 2023-24 Public Access Television (PEG) special revenue fund has a budget for this project totaling $193,800. The City Council is being asked to approve a budget adjustment from the PEG special revenue fund totaling $58,800 for the remainde r of the project cost. RECOMMENDATION: 1) Approve an Amendment to the Agreement with A-Town AV for design and installation services for an automated Audio/Video system (Attachment 1); 2) Approve a budget adjustment request in the amount of $58,800; and 3) Find the action exempt from the California Environmental Quality Act (“CEQA”) under the Class 1 exemption, which applies to the operation, repair, maintenance, permitting, leasing, licensing, or minor alteration of existing structures, facilities, mechanical equipment, or topographical features where the project involves negligible or no expansion of existing or former use (State CEQA Guidelines, § 15301), and that none of the exceptions to the Class 1 exemption apply. BACKGROUND: On November 28, 2023, the City Council approved the Council Chamber Audio/Video System Upgrade Project (Project) Agreement with A-Town AV for design and installation Item 9.d. City Council Consideration of an Amendment to the Agreement with A-Town AV for the Council Chamber Audio/Video System Upgrade Project and Approval of a Budget Increase Request April 9, 2024 Page 2 services (Attachment 2). The Project was assigned a total project budget of $193,800 of PEG funds. The Project was designed with an operator assistant model. The operator assistant model is when an operator is in the audio-visual room monitoring each meeting and moving the camera angles as each person speaks during a meeting. Additionally, the Project built in the foundation to allow “full automation” to be added to the system at a future date. While working with A-Town AV to secure all parts for the Project, the need to move to a fully automated system continued to become more apparent. Staff requested a change order to update the project scope, cost, and timeline from A-Town AV. A-Town AV proposed the change order that is attached to Exhibit A of Attachment 1. The change order includes the additional cameras that are needed for “full automation”, as address ed in the Analysis of Issues below. In addition to extra cameras, more programming is required to accomplish “full automation”. ANALYSIS OF ISSUES: The change order includes the requested system upgrades including an automated video switching system. The upgraded cameras will allow the control system to automatically switch camera views based on who is speaking. Each camera location in the Chamber will have two cameras at that location to ensure that all positions are covered, and a moving camera will never be live. The upgraded system will not require video production staff to manage cameras but will require additional effort by staff during the meeting. Staff will be responsible to start, stop, and pause the meetings, change in room content, and select broadcast view. The City Clerk’s team will work with the IT Division to ensure smooth setup and functionality with the upgraded system. Budget Adjustment PEG special revenue fund accounts for fees collected from Charter Communications are restricted for support of public, education, and government access programming and equipment. The Council Chamber Audio/Video system qualifies for PEG funding as a public and government access project. Staff identified the need to allocate an additional $58,800 from PEG Funds fund balance to cover the cost of the Council Chamber Audio/Video System Project Upgrade. The total Project cost including the proposed budget adjustment is $252,600. Next steps The original timeline estimated 3 weeks to complete the Project once all equipment is received from the vendors. This estimation will be unchanged, however, A-Town AV will return and replace different equipment pieces identified in the Change Order. The new equipment pieces work more efficiently with the “automated” control system foundation. The lead time for the equipment is approximately 8 weeks . Staff and A-Town AV will coordinate with the City Clerk to avoid any meeting disruptions. Tentative install is expected to be completed before the July 23, 2024 City Council meeting. Item 9.d. City Council Consideration of an Amendment to the Agreement with A-Town AV for the Council Chamber Audio/Video System Upgrade Project and Approval of a Budget Increase Request April 9, 2024 Page 3 ALTERNATIVES: The following alternatives are provided for the Council’s consideration: 1. Approve staff’s recommendation; 2. Do not approve staff’s recommendation and request further information; or 3. Provide other direction to staff. ADVANTAGES: Proceeding with the recommended action allows City staff to complete this project and fully automate the Council Chambers Audio/Video System. Full automation will reduce the need for an onsite operator at all City Council and Planning Commission meetings, thereby reducing support costs, and increasing video and audio quality. DISADVANTAGES: There are no disadvantages identified at this time. ENVIRONMENTAL REVIEW: The City finds the project, and the approval of the attached Professional Services Agreement in substantially final form, is categorically exempt from the California Environmental Quality Act (“CEQA”) under the Class 1 exemption, which applies to the operation, repair, maintenance, permitting, leasing, licensing, or minor alteration of existing structures, facilities, mechanical equipment, or topographical features where the project involves negligible or no expansion of existing or former use (State CEQA Guidelines, § 15301), and that none of the exceptions to the Class 1 exemption apply. PUBLIC NOTIFICATION AND COMMENTS: The Agenda was posted at City Hall and on the City’s website in accordance with Government Code Section 54954.2. ATTACHMENTS: 1. Proposed Amendment 1 to the Professional Services Agreement with A-Town AV, Inc. 2. A-Town AV, Inc. Professional Service Agreement ATTACHMENT 1 AMENDMENT NO. 1 TO PROFESSIONAL SERVICES AGREEMENT This Amendment 1 to Professional Services Agreement ("Amendment") by and between A-Town AV ("Consultant") and the CITY OF ARROYO GRANDE, a Municipal Corporation ("City"), is made and entered into this 9th day of April, 2024. WHEREAS, the parties entered into a Professional Services Agreement dated November 29, 2023, for the Audio/Video/Data Services for Council Chamber Audio/Video Upgrade project ("Contract"); and WHEREAS, the parties desire to modify the Agreement as set forth herein. NOW THEREFORE, for valuable consideration the receipt and sufficiency of which is acknowledged, the parties agree as follows: 1. The above recitals are true, correct and are incorporated herein by reference. 2. The Change Order will provide automated video switching system and included as Exhibit A. 3. The City Council approves the Change Order as shown in Exhibit A. 4. Except as modified herein, all other terms and conditions set forth in the Contract shall remain unchanged and in full force and effect. IN WITNESS WHEREOF, CITY and CONSULTANT have executed this Amendment the day and year first above written. CITY OF ARROYO GRANDE: CAREN RAY RUSSOM, MAYOR ATTEST: JESSICA MATSON, CITY CLERK CONSULTANT: _________________________ JASON ALLEN, PRESIDENT APPROVED AS TO FORM: _________________________ ISAAC ROSEN, CITY ATTORNEY &+$1*( 25'(5 &RXQFLO &KDPEHUV  $XWRPDWHG City of Arroyo Grande 3UHVHQWHG %\ A-Town AV Inc. 1XPEHU   ZZZDWRZQDYFRP 32 %R[  $UUR\R *UDQGH &$    ZZZDWRZQDYFRP 0RGLILHG Exhibit A 352-(&7 6&23( 2) :25. &RXQFLO &KDPEHUV  $XWRPDWHG City of Arroyo Grande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´PHHWLQJ YLD WKH WRXFK SDQHO WKLV ZLOO VWDUW WKH <RX7XEH VWUHDP DQG WKH /HLJKWURQL[ UHFRUGLQJ 0XWHXQPXWH RI DOO PLFURSKRQHV LI VRPHRQH IRUJHWV 7KLV ZLOO EH FULWLFDO WR WKH SURSHU IXQFWLRQ RI WKH V\VWHP 6ZLWFKLQJ WKH EURDGFDVW YLHZ 7KH V\VWHP GRHV QRW NQRZ ZKHQ WR VKRZ LQ URRP FRQWHQW YV FDPHUD YLHZV 0DNH VXUH WKDW DOO XVHUV XV WKH DVVLJQHG 5),' FDUGV ZKHQ XVLQJ D PLFURSKRQH 7KHVH FDUGV ZLOO DVVLJQ WKH XVHU QDPH LQ WKH V\VWHP 3DXVLQJ PHHWLQJV IRU EUHDNV (QGLQJ PHHWLQJ DQG HQGLQJ =RRP 1XPEHU Council Chambers 2024 Automated 3URMHFW 1R $3DJH  RI  3ULFH ,QFOXGHV $FFHVVRULHV Unassigned AJA Video Systems 12GDA ***+'6'6', 'LVWULEXWLRQ $PSOLILHU 1 AJA Video Systems UDC 8S'RZQ&URVV&RQYHUWHU 1 5H6WRFN 6KLSSLQJ FRVWV $7$9 5H6WRFN 6KLSSLQJ ATAV Re-Stock Fee 5HVWRFN IHH FKDUJHG E\ PDQXIDFWXUHU WR SURFHVV UHWXUQ RI SURGXFWV 5HVWRFN IHH IRU 37= RSWLFV &DPHUDV 1 BLACKMAGIC HDMI to SDI 12G +'0, WR 6', VLJQDO FRQYHUWHU 1 Blackmagic Design WEB PRESENTER 4K &RPSDFW GHVNWRS GHYLFH  . 1 8QLSULVH 6/; 6HULHV 0RGXODU -DFN FDWHJRU\ $ VKLHOGHG   3DLU ZLWK GXVW FRYHU JUHHQ &RPPVFRSH .H\VWRQH *UHHQ 6KLHOGHG Z FRYHU Commscope 2 Port Surface Mount Box 6XUIDFH 0RXQW %R[ GXDO SRUW ZKLWH 1 Comprehensive BB-C-3GSDI-10 +LJK 'HILQLWLRQ *6', %1& WR %1& &DEOH IW 5 eScribe Encoder >2)(@  H6FULEH 1HWZRUN (QFRGHU 1 GENERIC 1PS-P  DZJ VLQJOH SDLU VKLHOGHG PLF FDEOH  SOHQXP UDWHG 5 GENERIC CAT6-PATCH &$7 3DWFK &DEOH 18 GENERIC UTP6P-AV &$7  0K] PLQ  DZJ  SDLU VROLG QR VHSDUDWRU SOHQXP *5((1 400 RDL TX-J2 8QEDODQFHG LQSXW WUDQVIRUPHU 1 1XPEHU Council Chambers 2024 Automated 3URMHFW 1R $3DJH  RI  3ULFH ,QFOXGHV $FFHVVRULHV Visionary Solutions MV4 . 8+' ,3 0XOWLYLHZHU 1 Yellobrik SPG-1708 >2)(@  7UL%L/HYHO 6\QF 3XOVH *HQHUDWRU ZLWK *HQORFN 1 $11,406.61Unassigned Total Council Chambers  Commscope 1 Port Faceplate Alpine White )DFHSODWH .LW ODEHOHG JDQJ  SRUW DOSLQH ZKLWH -2 NH\VWRQH 0*6 6HULHV ,QIRUPDWLRQ 2XWOHW EODFN &RPPVFRSH  Commscope 2 Port Wall Plate Alpine White )DFHSODWH .LW ODEHOHG JDQJ  SRUW DOSLQH ZKLWH 4 8QLSULVH 86/ 0RGXODU 5- -DFN &$7 873 ZRXW 'XVW &RYHU $OSLQH :KLWH &RPPVFRSH &$7 .H\VWRQH $OSLQH :KLWH 8QLSULVH 86/ 6HULHV 0RGXODU -DFN 5- FDWHJRU\  7$7% XQVKLHOGHG ZLWKRXW GXVW FRYHU JUHHQ &RPPVFRSH 86/*51  PTZOptics PTZOptics Move 4K 30X - Grey 37=2SWLFV 0RYH . D WKLUG JHQHUDWLRQ 37= FDPHUD IHDWXULQJ ; 2SWLFDO =RRP . 5HVROXWLRQ DW ISV DQG D  +)29 LQ *UH\ 6XSSRUWV VLPXOWDQHRXV ,3 9LGHR 1',_+; 657 57036 5763  86% DQG *6', RU +'0, DV RXWSXWV ZLWK $XWR7UDFNLQJ FDSDELOLWLHV 3R( 3RZHU RU ,QFOXGHG 8QLYHUVDO 3RZHU 6XS -4 QSC NC-20X60 1HWZRUN FDPHUD ZLWK PRWRUL]HG 37= [ RSWLFDO ]RRP DQG  ILHOGRI YLHZ 8 :DOO 0RXQW %UDFNHW IRU 37= &DPHUD  :KLWH 46& 37=:0%:+ $33,759.36Council Chambers Total 1XPEHU Council Chambers 2024 Automated 3URMHFW 1R $3DJH  RI  3ULFH ,QFOXGHV $FFHVVRULHV Council Chambers: Staff Table  GENERIC CAT6-PATCH &$7 3DWFK &DEOH -4 ($32.00)Council Chambers: Staff Table Total 1XPEHU Council Chambers 2024 Automated 3URMHFW 1R $3DJH  RI  3ULFH ,QFOXGHV $FFHVVRULHV Broadcast room: Rack  Blackmagic Design MICRO CONVERTER SDI TO HDMI 12G PSU 3RZHU VXSSO\ XQLW IRU 0LFUR &RQYHUWHU 6', WR +'0, * -1 +LJK 'HILQLWLRQ *6', %1& WR %1& &DEOH IW &RPSUHKHQVLYH %%&*6',  IOH[LEOH KLJKîVSHHG +'0, FDEOH ZLWK (WKHUQHW .UDPHU &0+00+0 Denon Professional DN-700R >2)(@  1HWZRUN 6'86% DXGLR UHFRUGHU -1  Design Mini PC >2)(@  PLQL FRPSXWHU -2 'LVSOD\3RUW 0DOH WR +'0, )HPDOH 'RQJOH * .# &RPSUHKHQVLYH '30+'. 86% WR (WKHUQHW DGDSWHU *(1(5,& 86%(7+  IOH[LEOH KLJKîVSHHG +'0, FDEOH ZLWK (WKHUQHW .UDPHU &0+00+0 GENERIC CAT6-PATCH &$7 3DWFK &DEOH 5 GENERIC CAT6-PATCH >1%@  &$7 3DWFK &DEOH -1  GENERIC CAT6-PATCH &$7 3DWFK &DEOH -3 GENERIC USB A-B >1%@  P 86%  $% &DEOH  %ODFN IW -2  GENERIC XLR-06  ;/5 FDEOH -1 1XPEHU Council Chambers 2024 Automated 3URMHFW 1R $3DJH  RI  3ULFH ,QFOXGHV $FFHVVRULHV Kramer C-DP-3 >1%@  'LVSOD\3RUW WR 'LVSOD\3RUW  FDEOH VXSSRUWLQJ .   -2 QSC NV-21-HU 9LGHR 19+X 60% 1HWZRUN 9LGHR (QGSRLQW 1 QSC NV-32-H 7KH 46<6 19+ LV D QHWZRUN YLGHR HQGSRLQW QDWLYH WR WKH 46<6 (FRV\VWHP VHUYLQJ DV D PXOWLVWUHDP VRIWZDUHFRQILJXUDEOH +'0, HQFRGHUGHFRGHU WKDW HQDEOHV QHWZRUNEDVHG YLGHR GLVWULEXWLRQ 1 '% 6HULDO 56 ([WHQVLRQ &DEOH  %ODFN &$%/(6 72 *2 '% 3DWFK &$7 3DWFK &DEOH *(1(5,& &$73$7&+ +'0, &DEOH 0DOH WR 0DOH  (WKHUQHW ZLWK 3XOO 5HVLVWDQW FRQQHFWRU   .UDPHU &0+00+0  Visionary Solutions D4200 1HWZRUN %DVHG 9LGHR 'HFRGHU . 8+' RYHU ,3 -1  Visionary Solutions DuetE-2 . 8+' RYHU ,3 $QDORJ DQG 'DQWH$(6 $XGLR 56 *3,2 ,5 RYHU ,3 (QFRGHU -1 $2,796.91Broadcast room: Rack Total 1XPEHU Council Chambers 2024 Automated 3URMHFW 1R $3DJH  RI  3ULFH ,QFOXGHV $FFHVVRULHV Broadcast room: Desktop Hosa HMIC-025 >1%@  >2)(@   ;/5 0LFURSKRQH &DEOH -2  IO Gear GKM552R /RQJ 5DQJH  *+] :LUHOHVV .H\ERDUG DQG 0RXVH &RPER -1 JBL LSR305 >2)(@   7ZR:D\ 3RZHUHG 6WXGLR 0RQLWRU -2 &$7 3DWFK &DEOH *(1(5,& &$73$7&+  PTZ Optics PT-SUPERJOY-G1 6XSHU-R\ ,3 6HULDO 37= &DPHUD -R\VWLFN &RQWUROOHU -1 SAMSUNG SMT-2232 >1%@  >2)(@   /(' 0RQLWRU -1 SAMSUNG SMT-2232 >2)(@   /(' 0RQLWRU -2 ($1,175.51)Broadcast room: Desktop Total Project Subtotal:$46,755.37 1XPEHU Council Chambers 2024 Automated 3URMHFW 1R $3DJH  RI  3ULFH ,QFOXGHV $FFHVVRULHV Date Date A-Town AV Inc. Client: Contractor: 352-(&7 6800$5<  (TXLSPHQW /DERU 6DOHV 7D[ Grand Total:$58,731.32 1XPEHU Council Chambers 2024 Automated 3URMHFW 1R $3DJH  RI  ATTACHMENT 2