2024-25 Triton Technology Solutions (2) Amendment 1 - Chamber AV Equipment & MaintMEMORANDUM
DATE: June 26, 2024
TO: Jon McMillen, City Manager
40idgrai
i::lE.lEl)H.NE.1
FROM: Monika Radeva, City Clerk
RE: Triton Technology Services, Inc - Amendment 1 for Audio/Visual Equipment Repairs,
Replacement, & Upgrades, & Maintenance & Support Services
Please list the Contracting Party / Vendor Name, type of agreement to be executed, including any change orders or
amendments, and the type of services to be provided. Make sure to list any related Project No. and Project Name.
Authority to execute this agreement is based upon:
Approved by City Council on 12/21/2021 Business Session 3
City Manager's signing authority provided under the City's Purchasing Policy
[Resolution No. 2023-008] for budget expenditures of $50,000 or less.
Department Director's or Manager's signing authority provided under the City's
Purchasing Policy [Resolution No. 2023-008] for budget expenditures of $15,000 and
$5,000, respectively, or less.
Bid
Sole Source
Procurement Method (one must apply):
RFQ n 3 written informal bids
RFP
Select Source Cooperative Procurement
Requesting department shall check and attach the items below as appropriate:
Agreement payment will be charged to Account No.: 502-0000-60300 & 502-0000-80100
Agreement term: Start Date June 15, 2024 End Date June 30, 2025
Amount of Agreement, Amendment, Change Order, etc.: $ $242,687
REMINDER: Signing authorities listed above are applicable on the aggregate Agreement amount,
not individual Amendments or Change Orders!
nInsurance certificates as required by the Agreement for Risk Manager approval
Approved by: myCOI compliant Date: 6/26/2024
Bonds (originals) as required by the Agreement (Performance, Payment, etc.)
Conflict of Interest Form 700 Statement of Economic Interests from Consultant(s)
NOTE: Review the "Form 700 Disclosure for Consultants" guidance to determine if a Form 700 is
required pursuant FPPC regulation 18701(2)
Business License No. Expires:
✓
Requisition for a Purchase Order has been prepared (Agreements over $5,000)
AMENDMENT NO. 1 TO AGREEMENT FOR CONTRACT SERVICES
WITH TROTPM TECHNOLOGY SOLUTIONS, INC.
This Amendment No. 1 ("Amendment 1") to Agreement for Contract Services
("Agreement") is made and entered into as of the 15th day of June, 2024, ("Effective
Date") by and between the CITY OF LA QUINTA ("City"), a California municipal
corporation and Triton Technology Solutions, Inc. ("Contracting Party").
RECITALS
WHEREAS, on or about January 1, 2022, the City and Contracting Party entered
into an Agreement to provide services related to audio/video (AV) maintenance and
support services ("Services"), and initial assessment of the City's chamber equipment, for
a total not to exceed amount of $242,687. The term of the Agreement will expire on June
30, 2025 ("Initial Term"); and
WHEREAS, the Agreement provides for an optional 3 -year term extension through
June 30, 2028 ("Extended Term"); however, the City and Contracting Party mutually
agree to complete all services under this Agreement within the Initial Term. There shall
be no change in compensation, which remains at the total not to exceed amount of
$242,687, to be expended as needed for the Services while the Agreement remains in
effect.
NOW THEREFORE, in consideration of the mutual covenant herein contained, the
parties agree as follows:
AMENDMENT
In consideration of the foregoing Recitals and the covenants and promises
hereinafter contained, and for good and valuable consideration, the sufficiency and
receipt of which are hereby acknowledged, the parties hereto agree as follows:
1. Section 2.1 Contract Sum. — remains unchanged
2. Exhibit B — revised Exhibit B is provided with this Amendment No. 1.
3. Section 3.4 Term. — is revised to read as follows:
Unless earlier terminated in accordance with the provisions in Article 8.0 of this
Agreement, the term of this agreement shall commence on January 1, 2022, and
terminate on June 30, 2025 ("Initial Term"). This Agreement may not be extended beyond
the Initial Term.
In all other respects, the original Agreement shall remain in effect.
IN WITNESS WHEREOF, the City and Contracting Party have executed this
Amendment No. 1 to the Agreement on the respective dates set forth below.
CITY OF LA QUINTA TRITON TECHNOLOGY SOLUTIONS, INC.
a California municipal corporation
SIGNED IN COUNTERPART
JON McMILLEN, City Manager
City of La Quinta, California
Dated:
ATTEST:
SIGNED IN COUNTERPART
MONIKA RADEVA, City Clerk
City of La Quinta, California
APPROVED AS TO FORM:
SIGNED IN COUNTERPART
WILLIAM H. IHRKE, City Attorney
City of La Quinta, California
C
ri ten Tetherton, President
Dated: 6 -Z7-2f
IN WITNESS WHEREOF, the C ahyl C ontracfhgty have executed this
Amendment No. 1 to the Agreement on the respective dates set forth below.
CITY OF LA QUINTA TRITON TECHNOLOGY SOLUTIONS, INC.
a C alifonnnimicipal corporation
SIGNED IN COUNTERPART
J9N-NotMILLEN, C Mikrager Kristen Tetherton, President
City of La Quinta, C alifornia
Dated: 4,e Z7 (Lt!)24- Dated:
ATTEST:
Miry
MONIKA RADEVA, C 9 k
C ofiiya Quinta, C
alifornia
APPROVED AS TO FORM:
=‘,/cA
WILLIAM H. IHRKE, C Atitgrney
C ofit/a Quinta, C alifornia
Exhibit B
Schedule of Compensation
With the exception of compensation for Additional Services, provided for in Section 2.3 of
this Agreement, the maximum total compensation to be paid to Contracting Party under
this Agreement is not to exceed Two Hundred and Forty Two Thousand and Six Hundred
and Eighty Seven Dollars ($242,687) ("Contract Sum") for the life of the Agreement,
encompassing the Initial and any Extended Terms. The Contract Sum shall be paid to
Contracting Party in installment payments made on a monthly basis for work tasks
performed and equipment purchases, as approved by the Project Manager, and properly
invoiced by Contracting Party.
Agreement Costs & Budget Expenditure Schedule
Description
Costs
Chamber AV Equipment Repair, Replacement & Upgrades
$142,524
Maintenance & Support Services
$ 50,000
Contingency (for equipment repair, replacement, & upgrades
as needed; and maintenance & support services)
$ 50,163
Grand Total:
$242,687
BUSINESS SESSION ITEM NO. 3
City of La Quinta
CITY COUNCIL MEETING: December 21, 2021
STAFF REPORT
AGENDA TITLE: APPROVE AGREEMENT FOR CONTRACT SERVICES WITH
TRITON TECHNOLOGY SOLUTIONS, INC. FOR COUNCIL CHAMBER AUDIO /
VIDEO / CONTROL SYSTEM MAINTENANCE AND SUPPORT SERVICES AND
EQUIPMENT UPGRADES
RECOMMENDATION
Approve Agreement for Contract Services with Triton Technology Solutions,
Inc. for Council Chamber Audio/Video/Control System maintenance and
support services, and equipment upgrades; and authorize the City Manager to
execute the agreement.
EXECUTIVE SUMMARY
• The existing audio/visual/control system in the City Council Chamber
(Chamber) was installed in 2015. System maintenance and upgrades are
necessary as the dependence upon the system has grown particularly
during the COVID-19 pandemic and new legislation provides
teleconference accessibility for public meetings.
• In August of 2021, the City issued a Request for Proposals (RFP) for
Audio/Video (AV) Maintenance and Support Services for the Chamber
audio, video, and control equipment; and Initial Assessment Report of
the AV production equipment, software, and wiring.
• In response to the RFP, the City received three proposals and identified
Triton Technology Solutions, Inc. (Triton) as the most competitive bidder.
FISCAL IMPACT
The project cost is $242,687 over a six-year term, beginning from the
anticipated contract start date of January 1, 2022, and ending June 30, 2028,
with an option to extend for an additional three-year term. Annual maintenance
and support services are estimated at $13,625 per year. Funds are available
for fiscal year 2021/22 in the Maintenance and Agreements Account No. 502-
0000-60300, and will be budgeted in accordance with the Agreement for future
budget years. Improvements and upgrades are estimated at $142,524. Funding
will be budgeted from the Machinery and Equipment Account No. 502-0000-
80100.
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Project Cost
One Time
Fees
Annually
Recurring
Fees
Contingency
Budget
g
Annual Maintenance and
Support Services
-
$13,625
-
Chamber Upgrades
$142,524
-
-
Contingency Budget
Total is calculated at approximately
5% for a 6 -year agreement term)
-
-
$11,600
Anticipated Annual Agreement Costs & Budget Expenditure Schedule
Fiscal Year
Anticipated Expenditure
Annually
Recurring Fees
FY 2021/22 & 2022/23
Jan. 1, 2022 - June 30, 2023
Annual Maintenance
$ 6,813
$ 13,625
Chamber Upgrades
$142,524
FY 2023/24
Annual Maintenance
$ 13,625
FY 2024/25
Annual Maintenance
$ 13,625
FY 2021/22-2024/25
Contingency
Calculated at approx. 5%
$ 9' 500
Initial 3 -Year Term Total:
$199,712
Optional One -Time 3 -Year Term Extension
FY 2025/26
Annual Maintenance
$ 13,625
FY 2026/27
Annual Maintenance
$ 13,625
FY 2027/28
Annual Maintenance
$ 13,625
FY 2025/26 - 2027/28
Contingency
Calculated at approx. 5%
$ 2' 100
Agreement Total (6 -years):
$242,687
BACKGROUND/ANALYSIS
The AV control system for the Chamber was upgraded in 2015 and was outfitted
with up-to-date technology for its time. During the past several years, staff has
identified issues with the current system that continually impact Council,
Authority, and Commission meetings. Addressing general wear and tear,
telephone support, on-site technicians in a reasonable timeframe and
replacement of equipment in a proactive manner are immediate concerns.
Rewiring, replacement of the equipment racks, and additional audio, video, and
productions switcher upgrades are required in the AV production room.
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In August 2021, the City issued an RFP seeking qualified firms to provide AV
maintenance, support services, and an initial assessment of the Chamber
equipment. Three proposals were received from Spinitar, Triton, and TV Pro
Gear. Responses were considered by their method of implementation, source
code conversion, security standards, ease of access for the public and staff,
maintenance and support, customization, and recurring costs. Triton was
selected based on its ability to provide the most complete and comprehensive
solution at a competitive cost.
The annual cost of maintenance and support services is anticipated to be
$13,625, with the first year of work incorporating an initial assessment of the
Chambers to identify upgrades. Based on existing needs and concerns provided
by staff, Triton has identified an initial project scope of $142,524, which, if
approved, will provide the following improvements:
• Replacement of the rear projector;
• Adding timer monitors to the speaker podium;
• Addition of audio and multiview monitoring in the control room;
• Reconfiguration and modification of the Chamber systems which will
allow for greater control over content being shared during meetings;
• Technological solutions to reduce, if not remove, delays of audio and
video feeds;
• Retermination of audio equipment to improve sound quality; and
• Further equipment and software upgrades as identified during the
assessment.
These upgrades are necessary to ensure the Chamber equipment is maintained
properly, allow flexibility for separate video feeds in the Chamber and the live -
stream of the public meetings, improve audio quality, and ensure compliance
with State mandates for open and publicly accessible meetings.
Upon Council's approval, the initial term of this Agreement would begin January
1, 2022, and expire June 30, 2025, with an option to renew for a one-time
extension of three years.
ALTERNATIVES
Council may elect not to approve this agreement or change the scope of
services that Triton provides.
Prepared by: Doug Kinley III, Management Analyst
Monika Radeva, City Clerk
Approved by: Jon McMillen, City Manager
Attachment: 1. Agreement with Triton for AV Maintenance and Support
Services and Initial Assessment Report
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