Agenda packet — La Quinta City Council, March 19, 2024 (part 2 of 3)

Exhibit A
Scope of Services
City and FIND Food Bank are partnering to provide non-perishable food kits to seniors and La Quinta residents who are in need of assistance with obtaining food.

1. Services to be Provided:
a) Food kits to contain non-perishable items such as canned stew, canned chili, dry pasta, pasta sauce, beans, and rice. Excludes bottled water. Food items subject to change based on availability.
b) FIND will deliver food kits to the following locations:
• Hadley Villas Apartments (Every 1st and 3rd Thursday of the month, 8:30 am) • Washington St. Apartments (Every 1st and 3rd Thursday of the month, 9:30 am) • Coral Mountain Apartments (Every last Wednesday of the month, 11:00 am) • Wolff Waters Place Apartments (Every last Wednesday of the month, 11:00 am) • Vista Dunes Courtyard Homes (Every 1st Tuesday of the month, 8:00 am) Any changes to the food distribution sites and delivery days and times shall be mutually agreed upon by both parties in writing.
c) Additional food distribution sites, days, and times may be added or modified and agreed upon by both parties in writing.
d) City has designated the La Quinta Library (Library) as a food distribution site beginning April 5, 2024. FIND will deliver food kits from the Library parking lot every 1st Wednesday and 4th Saturday of each month (FIND will arrive at approximately 7:00 am to begin set up, distribute food 8:00 am to 9:00 am, and clean up 9:00 am to 10:00 am). If a food distribution conflicts with Library or City programming/events, FIND will be provided with an alternative location.

Any changes to the Library being the designated food distribution site shall be mutually agreed upon by both parties in writing.
e) City staff will assess potential new participants of the food delivery program and add those that qualify to the distribution rotation as food remains available. f) If available, FIND will allocate volunteers to assist with food distribution. g) FIND agrees to repair any damages to the facility caused by their delivery method. 209
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Exhibit A

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ADDENDUM TO AGREEMENT
Re: Scope of Services
If the Scope of Services include construction, alteration, demolition, installation, repair, or maintenance affecting real property or structures or improvements of any kind appurtenant to real property, the following apply:

1. Prevailing Wage Compliance. If Contracting Party is a contractor performing public works and maintenance projects, as described in this Section 1.3, Contracting Party shall comply with applicable Federal, State, and local laws. Contracting Party is aware of the requirements of California Labor Code Sections 1720, et seq., and 1770, et seq., as well as California Code of Regulations, Title 8, Sections 16000, et seq., (collectively, the “Prevailing Wage Laws”), and La Quinta Municipal Code Section 3.12.040, which require the payment of prevailing wage rates and the performance of other requirements on “Public works” and “Maintenance” projects. If the Services are being performed as part of an applicable “Public works” or “Maintenance” project, as defined by the Prevailing Wage Laws, and if construction work over twentyfive thousand dollars ($25,000.00) and/or alterations, demolition, repair or maintenance work over fifteen thousand dollars ($15,000.00) is entered into or extended on or after January 1, 2015 by this Agreement, Contracting Party agrees to fully comply with such Prevailing Wage Laws including, but not limited to, requirements related to the maintenance of payroll records and the employment of apprentices. Pursuant to California Labor Code Section 1725.5, no contractor or subcontractor may be awarded a contract for public work on a “Public works” project unless registered with the California Department of Industrial Relations (“DIR”) at the time the contract is awarded. If the Services are being performed as part of an applicable “Public works” or “Maintenance” project, as defined by the Prevailing Wage Laws, this project is subject to compliance monitoring and enforcement by the DIR. Contracting Party will maintain and will require all subcontractors to maintain valid and current DIR Public Works contractor registration during the term of this Agreement. Contracting Party shall notify City in writing immediately, and in no case more than twenty-four (24) hours, after receiving any information that Contracting Party’s or any of its subcontractor’s DIR registration status has been suspended, revoked, expired, or otherwise changed. It is understood that it is the responsibility of Contracting Party to determine the correct salary scale. Contracting Party shall make copies of the prevailing rates of per diem wages for each craft, classification, or type of worker needed to execute the Services available to interested parties upon request, and shall post copies at Contracting Party’s principal place of business and at the project site, if any. The statutory penalties for failure to pay prevailing wage or to comply with State wage and hour laws will be enforced. Contracting Party must forfeit to City TWENTY-FIVE DOLLARS ($25.00) per day for each worker who works in excess of the minimum working hours when Contracting Party does not pay overtime. In accordance with the provisions of Labor Code Sections 1810 et seq., eight (8) hours is the legal working day. Contracting Party also shall comply with State law requirements to maintain payroll records and shall provide for certified records and inspection of records as required by California Labor Code Section 1770 et seq., including 210 CLICK HERE to Return to Agenda
Exhibit A

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Section 1776. In addition to the other indemnities provided under this Agreement, Contracting Party shall defend (with counsel selected by City), indemnify, and hold City, its elected officials, officers, employees, and agents free and harmless from any claim or liability arising out of any failure or alleged failure to comply with the Prevailing Wage Laws. It is agreed by the parties that, in connection with performance of the Services, including, without limitation, any and all “Public works” (as defined by the Prevailing Wage Laws), Contracting Party shall bear all risks of payment or non-payment of prevailing wages under California law and/or the implementation of Labor Code Section 1781, as the same may be amended from time to time, and/or any other similar law. Contracting Party acknowledges and agrees that it shall be independently responsible for reviewing the applicable laws and regulations and effectuating compliance with such laws.

Contracting Party shall require the same of all subcontractors.

2. Retention. Payments shall be made in accordance with the provisions of Article 2.0 of the Agreement. In accordance with said Sections, City shall pay Contracting Party a sum based upon ninety-five percent (95%) of the Contract Sum apportionment of the labor and materials incorporated into the Services under this Agreement during the month covered by said invoice. The remaining five percent (5%) thereof shall be retained as performance security to be paid to Contracting Party within sixty (60) days after final acceptance of the Services by the City Council of City, after Contracting Party has furnished City with a full release of all undisputed payments under this Agreement, if required by City. In the event there are any claims specifically excluded by Contracting Party from the operation of the release, City may retain proceeds (per Public Contract Code § 7107) of up to one hundred fifty percent (150%) of the amount in dispute. City’s failure to deduct or withhold shall not affect Contracting Party’s obligations under the Agreement.

3. Utility Relocation. City is responsible for removal, relocation, or protection of existing main or trunk-line utilities to the extent such utilities were not identified in the invitation for bids or specifications. City shall reimburse Contracting Party for any costs incurred in locating, repairing damage not caused by Contracting Party, and removing or relocating such unidentified utility facilities. Contracting Party shall not be assessed liquidated damages for delay arising from the removal or relocation of such unidentified utility facilities.

4. Trenches or Excavations. Pursuant to California Public Contract Code Section 7104, in the event the work included in this Agreement requires excavations more than four (4) feet in depth, the following shall apply:
(a) Contracting Party shall promptly, and before the following conditions are disturbed, notify City, in writing, of any: (1) material that Contracting Party believes may be material that is hazardous waste, as defined in Section 25117 of the Health and Safety Code, that is required to be removed to a Class I, Class II, or Class III disposal site in accordance with provisions of existing law; (2) subsurface or latent physical conditions at the site different from those indicated by information about the site made available to bidders prior to the deadline for submitting bids; or (3) unknown physical conditions at the 211 CLICK HERE to Return to Agenda
Exhibit A

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site of any unusual nature, different materially from those ordinarily encountered and generally recognized as inherent in work of the character provided for in the Agreement. (b) City shall promptly investigate the conditions, and if it finds that the conditions do materially so differ, or do involve hazardous waste, and cause a decrease or increase in Contracting Party’s cost of, or the time required for, performance of any part of the work shall issue a change order per Section 1.8 of the Agreement. (c) in the event that a dispute arises between City and Contracting Party whether the conditions materially differ, or involve hazardous waste, or cause a decrease or increase in Contracting Party’s cost of, or time required for, performance of any part of the work, Contracting Party shall not be excused from any scheduled completion date provided for by this Agreement, but shall proceed with all work to be performed under this Agreement. Contracting Party shall retain any and all rights provided either by contract or by law which pertain to the resolution of disputes and protests between the contracting Parties.

5. Safety. Contracting Party shall execute and maintain its work so as to avoid injury or damage to any person or property. In carrying out the Services, Contracting Party shall at all times be in compliance with all applicable local, state, and federal laws, rules and regulations, and shall exercise all necessary precautions for the safety of employees appropriate to the nature of the work and the conditions under which the work is to be performed. Safety precautions as applicable shall include, but shall not be limited to: (A) adequate life protection and lifesaving equipment and procedures; (B) instructions in accident prevention for all employees and subcontractors, such as safe walkways, scaffolds, fall protection ladders, bridges, gang planks, confined space procedures, trenching and shoring, equipment and other safety devices, equipment and wearing apparel as are necessary or lawfully required to prevent accidents or injuries; and (C) adequate facilities for the proper inspection and maintenance of all safety measures.

6. Liquidated Damages. Since the determination of actual damages for any delay in performance of the Agreement would be extremely difficult or impractical to determine in the event of a breach of this Agreement, Contracting Party shall be liable for and shall pay to City the sum of One Thousand dollars ($1,000.00) as liquidated damages for each working day of delay in the performance of any of the Services required hereunder, as specified in the Schedule of Performance. In addition, liquidated damages may be assessed for failure to comply with the emergency call out requirements, if any, described in the Scope of Services. City may withhold from any moneys payable on account of the Services performed by Contracting Party any accrued liquidated damages. 212 CLICK HERE to Return to Agenda
Exhibit B

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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 Sixty Thousand Dollars ($ 60,000) per fiscal year, for the life of the Agreement, encompassing the Initial and any Extended Terms (the “Contract Sum”). The Contract Sum shall be paid to Contracting Party in one lump sum payment to be issued annually after July 1 for as long as the Term of the Agreement remains in effect, including the Initial or any Extended Term. 213 CLICK HERE to Return to Agenda
Exhibit C
Schedule of Performance
Contracting Party shall complete all services identified in the Scope of Services, Exhibit A of this Agreement, in accordance with the Project Schedule, attached hereto and incorporated herein by this reference.
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Exhibit C

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Exhibit D

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Exhibit D
Special Requirements
None.
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Exhibit E

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Exhibit E
Insurance Requirements
E.1 Insurance. Prior to the beginning of and throughout the duration of this Agreement, the following policies shall be maintained and kept in full force and effect providing insurance with minimum limits as indicated below and issued by insurers with A.M. Best ratings of no less than A-VI:

Commercial General Liability (at least as broad as ISO CG 0001) $1,000,000 (per occurrence)
$2,000,000 (general aggregate)
Must include the following endorsements:

General Liability Additional Insured
General Liability Primary and Non-contributory
Commercial Auto Liability (at least as broad as ISO CA 0001) $1,000,000 (per accident)
Auto Liability Additional Insured
Personal Auto Declaration Page if applicable
Errors and Omissions Liability
$1,000,000 (per claim and aggregate)
Workers’ Compensation
(per statutory requirements)
Must include the following endorsements:

Workers Compensation with Waiver of Subrogation
Workers Compensation Declaration of Sole Proprietor if applicable Cyber Liability
$1,000,000 (per occurrence)
$2,000,000 (general aggregate)
Contracting Party shall procure and maintain, at its cost, and submit concurrently with its execution of this Agreement, Commercial General Liability insurance against all claims for injuries against persons or damages to property resulting from Contracting Party’s acts or omissions rising out of or related to Contracting Party’s performance under this Agreement. The insurance policy shall contain a severability of interest clause providing that the coverage shall be primary for losses arising out of Contracting Party’s performance hereunder and neither City nor its insurers shall be required to contribute to any such loss. An endorsement evidencing the foregoing and naming the City and its officers and employees as additional insured (on the Commercial General Liability policy only) must be submitted concurrently with the execution of this Agreement and approved by City prior to commencement of the services hereunder. 216 CLICK HERE to Return to Agenda
Exhibit E

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Contracting Party shall carry automobile liability insurance of $1,000,000 per accident against all claims for injuries against persons or damages to property arising out of the use of any automobile by Contracting Party, its officers, any person directly or indirectly employed by Contracting Party, any subcontractor or agent, or anyone for whose acts any of them may be liable, arising directly or indirectly out of or related to Contracting Party’s performance under this Agreement. If Contracting Party or Contracting Party’s employees will use personal autos in any way on this project, Contracting Party shall provide evidence of personal auto liability coverage for each such person. The term “automobile” includes, but is not limited to, a land motor vehicle, trailer or semi-trailer designed for travel on public roads. The automobile insurance policy shall contain a severability of interest clause providing that coverage shall be primary for losses arising out of Contracting Party’s performance hereunder and neither City nor its insurers shall be required to contribute to such loss.

Professional Liability or Errors and Omissions Insurance as appropriate shall be written on a policy form coverage specifically designed to protect against acts, errors or omissions of the Contracting Party and “Covered Professional Services” as designated in the policy must specifically include work performed under this agreement. The policy limit shall be no less than $1,000,000 per claim and in the aggregate. The policy must “pay on behalf of” the insured and must include a provision establishing the insurer’s duty to defend. The policy retroactive date shall be on or before the effective date of this agreement.

Contracting Party shall carry Workers’ Compensation Insurance in accordance with State Worker’s Compensation laws with employer’s liability limits no less than $1,000,000 per accident or disease.

Contracting Party shall procure and maintain Cyber Liability insurance with limits of $1,000,000 per occurrence/loss which shall include the following coverage:
a. Liability arising from the theft, dissemination and/or use of confidential or personally identifiable information; including credit monitoring and regulatory fines arising from such theft, dissemination or use of the confidential information.
b. Network security liability arising from the unauthorized use of, access to, or tampering with computer systems.
c. Liability arising from the failure of technology products (software) required under the contract for Consultant to properly perform the services intended.
d. Electronic Media Liability arising from personal injury, plagiarism or misappropriation of ideas, domain name infringement or improper deeplinking or framing, and infringement or violation of intellectual property rights.
217 CLICK HERE to Return to Agenda
Exhibit E

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e. Liability arising from the failure to render professional services.

If coverage is maintained on a claims-made basis, Contracting Party shall maintain such coverage for an additional period of three (3) years following termination of the contract.

Contracting Party shall provide written notice to City within ten (10) working days if: (1) any of the required insurance policies is terminated; (2) the limits of any of the required polices are reduced; or (3) the deductible or self-insured retention is increased.

In the event any of said policies of insurance are cancelled, Contracting Party shall, prior to the cancellation date, submit new evidence of insurance in conformance with this Exhibit to the Contract Officer. The procuring of such insurance or the delivery of policies or certificates evidencing the same shall not be construed as a limitation of Contracting Party’s obligation to indemnify City, its officers, employees, contractors, subcontractors, or agents.

E.2 Remedies. In addition to any other remedies City may have if Contracting Party fails to provide or maintain any insurance policies or policy endorsements to the extent and within the time herein required, City may, at its sole option:
a. Obtain such insurance and deduct and retain the amount of the premiums for such insurance from any sums due under this Agreement. b. Order Contracting Party to stop work under this Agreement and/or withhold any payment(s) which become due to Contracting Party hereunder until Contracting Party demonstrates compliance with the requirements hereof. c. Terminate this Agreement.

Exercise any of the above remedies, however, is an alternative to any other remedies City may have. The above remedies are not the exclusive remedies for Contracting Party’s failure to maintain or secure appropriate policies or endorsements.

Nothing herein contained shall be construed as limiting in any way the extent to which Contracting Party may be held responsible for payments of damages to persons or property resulting from Contracting Party’s or its subcontractors’ performance of work under this Agreement.

E.3 General Conditions Pertaining to Provisions of Insurance Coverage by Contracting Party. Contracting Party and City agree to the following with respect to insurance provided by Contracting Party:

1. Contracting Party agrees to have its insurer endorse the third party general liability coverage required herein to include as additional insureds City, its officials, employees, and agents, using standard ISO endorsement No. CG 2010 with an edition prior to 1992. Contracting Party also agrees to require all contractors, and subcontractors to do likewise.

2. No liability insurance coverage provided to comply with this Agreement shall prohibit Contracting Party, or Contracting Party’s employees, or agents, from waiving the 218 CLICK HERE to Return to Agenda
Exhibit E

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right of subrogation prior to a loss. Contracting Party agrees to waive subrogation rights against City regardless of the applicability of any insurance proceeds, and to require all contractors and subcontractors to do likewise.

3. All insurance coverage and limits provided by Contracting Party and available or applicable to this Agreement are intended to apply to the full extent of the policies. Nothing contained in this Agreement or any other agreement relating to City or its operations limits the application of such insurance coverage.

4. None of the coverages required herein will be in compliance with these requirements if they include any limiting endorsement of any kind that has not been first submitted to City and approved of in writing.

5. No liability policy shall contain any provision or definition that would serve to eliminate so-called “third party action over” claims, including any exclusion for bodily injury to an employee of the insured or of any contractor or subcontractor.

6. All coverage types and limits required are subject to approval, modification and additional requirements by the City, as the need arises. Contracting Party shall not make any reductions in scope of coverage (e.g. elimination of contractual liability or reduction of discovery period) that may affect City’s protection without City’s prior written consent.

7. Proof of compliance with these insurance requirements, consisting of certificates of insurance evidencing all the coverages required and an additional insured endorsement to Contracting Party’s general liability policy, shall be delivered to City at or prior to the execution of this Agreement. In the event such proof of any insurance is not delivered as required, or in the event such insurance is canceled at any time and no replacement coverage is provided, City has the right, but not the duty, to obtain any insurance it deems necessary to protect its interests under this or any other agreement and to pay the premium. Any premium so paid by City shall be charged to and promptly paid by Contracting Party or deducted from sums due Contracting Party, at City option.

8. It is acknowledged by the parties of this agreement that all insurance coverage required to be provided by Contracting Party or any subcontractor, is intended to apply first and on a primary, non-contributing basis in relation to any other insurance or self-insurance available to City.

9. Contracting Party agrees to ensure that subcontractors, and any other party involved with the project that is brought onto or involved in the project by Contracting Party, provide the same minimum insurance coverage required of Contracting Party.

Contracting Party agrees to monitor and review all such coverage and assumes all responsibility for ensuring that such coverage is provided in conformity with the requirements of this section. Contracting Party agrees that upon request, all agreements with subcontractors and others engaged in the project will be submitted to City for review.

10. Contracting Party agrees not to self-insure or to use any self-insured retentions or deductibles on any portion of the insurance required herein (with the 219 CLICK HERE to Return to Agenda
Exhibit E

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exception of professional liability coverage, if required) and further agrees that it will not allow any contractor, subcontractor, Architect, Engineer or other entity or person in any way involved in the performance of work on the project contemplated by this agreement to self-insure its obligations to City. If Contracting Party’s existing coverage includes a deductible or self-insured retention, the deductible or self-insured retention must be declared to the City. At that time the City shall review options with the Contracting Party, which may include reduction or elimination of the deductible or self-insured retention, substitution of other coverage, or other solutions.

11. The City reserves the right at any time during the term of this Agreement to change the amounts and types of insurance required by giving the Contracting Party ninety (90) days advance written notice of such change. If such change results in substantial additional cost to the Contracting Party, the City will negotiate additional compensation proportional to the increased benefit to City.

12. For purposes of applying insurance coverage only, this Agreement will be deemed to have been executed immediately upon any party hereto taking any steps that can be deemed to be in furtherance of or towards performance of this Agreement.

13. Contracting Party acknowledges and agrees that any actual or alleged failure on the part of City to inform Contracting Party of non-compliance with any insurance requirement in no way imposes any additional obligations on City nor does it waive any rights hereunder in this or any other regard.

14. Contracting Party will renew the required coverage annually as long as City, or its employees or agents face an exposure from operations of any type pursuant to this agreement. This obligation applies whether the agreement is canceled or terminated for any reason. Termination of this obligation is not effective until City executes a written statement to that effect.

15. Contracting Party shall provide proof that policies of insurance required herein expiring during the term of this Agreement have been renewed or replaced with other policies providing at least the same coverage. Proof that such coverage has been ordered shall be submitted prior to expiration. A coverage binder or letter from Contracting Party’s insurance agent to this effect is acceptable. A certificate of insurance and an additional insured endorsement is required in these specifications applicable to the renewing or new coverage must be provided to City within five (5) days of the expiration of coverages.

16. The provisions of any workers’ compensation or similar act will not limit the obligations of Contracting Party under this agreement. Contracting Party expressly agrees not to use any statutory immunity defenses under such laws with respect to City, its employees, officials, and agents.

17. Requirements of specific coverage features, or limits contained in this section are not intended as limitations on coverage, limits or other requirements nor as a waiver of any coverage normally provided by any given policy. Specific reference to a 220 CLICK HERE to Return to Agenda
Exhibit E

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given coverage feature is for purposes of clarification only as it pertains to a given issue and is not intended by any party or insured to be limiting or all-inclusive.

18. These insurance requirements are intended to be separate and distinct from any other provision in this Agreement and are intended by the parties here to be interpreted as such.

19. The requirements in this Exhibit supersede all other sections and provisions of this Agreement to the extent that any other section or provision conflicts with or impairs the provisions of this Exhibit.

20. Contracting Party agrees to be responsible for ensuring that no contract used by any party involved in any way with the project reserves the right to charge City or Contracting Party for the cost of additional insurance coverage required by this agreement. Any such provisions are to be deleted with reference to City. It is not the intent of City to reimburse any third party for the cost of complying with these requirements. There shall be no recourse against City for payment of premiums or other amounts with respect thereto.

21. Contracting Party agrees to provide immediate notice to City of any claim or loss against Contracting Party arising out of the work performed under this agreement.

City assumes no obligation or liability by such notice, but has the right (but not the duty) to monitor the handling of any such claim or claims if they are likely to involve City. 221 CLICK HERE to Return to Agenda
Exhibit F

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Exhibit F
Indemnification
F.1 Indemnity for the Benefit of City.
a. Indemnification for Professional Liability. When the law establishes a professional standard of care for Contracting Party’s Services, to the fullest extent permitted by law, Contracting Party shall indemnify, protect, defend (with counsel selected by City), and hold harmless City and any and all of its officials, employees, and agents (“Indemnified Parties”) from and against any and all claims, losses, liabilities of every kind, nature, and description, damages, injury (including, without limitation, injury to or death of an employee of Contracting Party or of any subcontractor), costs and expenses of any kind, whether actual, alleged or threatened, including, without limitation, incidental and consequential damages, court costs, attorneys’ fees, litigation expenses, and fees of expert consultants or expert witnesses incurred in connection therewith and costs of investigation, to the extent same are caused in whole or in part by any negligent or wrongful act, error or omission of Contracting Party, its officers, agents, employees or subcontractors (or any entity or individual that Contracting Party shall bear the legal liability thereof) in the performance of professional services under this agreement. With respect to the design of public improvements, the Contracting Party shall not be liable for any injuries or property damage resulting from the reuse of the design at a location other than that specified in Exhibit A without the written consent of the Contracting Party. b. Indemnification for Other Than Professional Liability. Other than in the performance of professional services and to the full extent permitted by law, Contracting Party shall indemnify, defend (with counsel selected by City), and hold harmless the Indemnified Parties from and against any liability (including liability for claims, suits, actions, arbitration proceedings, administrative proceedings, regulatory proceedings, losses, expenses or costs of any kind, whether actual, alleged or threatened, including, without limitation, incidental and consequential damages, court costs, attorneys’ fees, litigation expenses, and fees of expert consultants or expert witnesses) incurred in connection therewith and costs of investigation, where the same arise out of, are a consequence of, or are in any way attributable to, in whole or in part, the performance of this Agreement by Contracting Party or by any individual or entity for which Contracting Party is legally liable, including but not limited to officers, agents, employees, or subcontractors of Contracting Party.
c. Indemnity Provisions for Contracts Related to Construction (Limitation on Indemnity). Without affecting the rights of City under any provision of this agreement, Contracting Party shall not be required to indemnify and hold harmless City for liability attributable to the active negligence of City, provided such active negligence is determined by agreement between the parties or by the findings of a court of competent jurisdiction. In instances where City is shown to have been actively negligent and where City’s active negligence accounts for only a percentage of the liability involved, the obligation of Contracting Party will be for that entire portion or percentage of liability not attributable to the active negligence of City.
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Exhibit F

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d. Indemnification Provision for Design Professionals.

1. Applicability of this Section F.1(d). Notwithstanding Section F.1(a) hereinabove, the following indemnification provision shall apply to a Contracting Party who constitutes a “design professional” as the term is defined in paragraph 3 below.

2. Scope of Indemnification. When the law establishes a professional standard of care for Contracting Party’s Services, to the fullest extent permitted by law, Contracting Party shall indemnify and hold harmless City and any and all of its officials, employees, and agents (“Indemnified Parties”) from and against any and all losses, liabilities of every kind, nature, and description, damages, injury (including, without limitation, injury to or death of an employee of Contracting Party or of any subcontractor), costs and expenses, including, without limitation, incidental and consequential damages, court costs, reimbursement of attorneys’ fees, litigation expenses, and fees of expert consultants or expert witnesses incurred in connection therewith and costs of investigation, to the extent same are caused by any negligent or wrongful act, error or omission of Contracting Party, its officers, agents, employees or subcontractors (or any entity or individual that Contracting Party shall bear the legal liability thereof) in the performance of professional services under this agreement. With respect to the design of public improvements, the Contracting Party shall not be liable for any injuries or property damage resulting from the reuse of the design at a location other than that specified in Exhibit A without the written consent of the Contracting Party.

3. Design Professional Defined. As used in this Section F.1(d), the term “design professional” shall be limited to licensed architects, registered professional engineers, licensed professional land surveyors and landscape architects, all as defined under current law, and as may be amended from time to time by Civil Code § 2782.8.

F.2 Obligation to Secure Indemnification Provisions. Contracting Party agrees to obtain executed indemnity agreements with provisions identical to those set forth herein this Exhibit F, as applicable to the Contracting Party, from each and every subcontractor or any other person or entity involved by, for, with or on behalf of Contracting Party in the performance of this Agreement. In the event Contracting Party fails to obtain such indemnity obligations from others as required herein, Contracting Party agrees to be fully responsible according to the terms of this Exhibit. Failure of City to monitor compliance with these requirements imposes no additional obligations on City and will in no way act as a waiver of any rights hereunder. This obligation to indemnify and defend City as set forth in this Agreement are binding on the successors, assigns or heirs of Contracting Party and shall survive the termination of this Agreement. 223 CLICK HERE to Return to Agenda
224 CLICK HERE to Return to Agenda
City of La Quinta
CITY COUNCIL MEETING: March 19, 2024

STAFF REPORT
AGENDA TITLE: APPROVE AGREEMENT FOR CONTRACT SERVICES WITH GovOS, INC. TO PROVIDE SHORT-TERM VACATION RENTAL PROGRAM

PERMITTING SOFTWARE SERVICES AND TRANSIENT OCCUPANCY TAX

COLLECTIONS

RECOMMENDATION
Approve Agreement for Contract Services with GovOS, Inc., to provide short-term vacation rental program permitting software services and transient occupancy tax collections; and authorize the City Manager to execute the agreement.

EXECUTIVE SUMMARY
 In 2019, the City entered a two-year Agreement for Contract Services with GovOS, Inc., (formerly MUNIRevs, Inc., dba LODGINGRevs) to provide online services for permitting and transient occupancy tax (TOT) collection for the short-term vacation rental (STVR) program, following a request for proposals (RFP); in 2022, the agreement was extended an additional two-years and expires June 30, 2024.  Staff recommends the City continue contracting with GovOS, Inc, for online STVR permitting services and TOT collections based on their experience and scope of work.

FISCAL IMPACT
The costs are listed in detail in the table below. Funds will be budgeted in future fiscal years (FY) in the Clerk’s Office Professional Services account (101-1005-60103) in accordance with the agreement.

Initial Term: Budget
FY 2024/25 to FY 2026/27
at $50,402 per FY for 3 years $151,206
Contingency $ 15,000
Initial Term Total: $166,206
Possible Extended Term:

FY 2027/28 to FY 2029/30
at $55,442 per FY for 3 years $166,327
Contingency $ 15,000
GRAND TOTAL (6-YEARS): $347,533
CONSENT CALENDAR ITEM NO. 10
225 CLICK HERE to Return to Agenda

BACKGROUND/ANALYSIS
The STVR Program was established in October 2012 and was initially processed manually over the counter via the submittal of paper applications, and TOT payments via cash or checks only.

In October 2019, following an RFP, the City executed a two-year agreement with GovOS, Inc. (formerly MUNIRevs, Inc., DBA LODGINGRevs) to provide online STVR program services by implementing an online portal to apply for permits, make payments, renew permits annually, and remit TOT (collectively referred to as Services). In 2022, the agreement was extended for an additional two-years; the Agreement expires June 30, 2024.

Staff recommends the City continue contracting with GovOS, Inc. for the Services and to enter into a three-year agreement, effective July 1, 2024, with an option to extend for an additional three years, effective July 1, 2027. Staff requests a contingency budget should any software customizations and enhancements be needed to implement new policies or procedures; however, if none are needed, the contingency budget would not be used.

ALTERNATIVES
Council may elect to modify the agreement or not to approve the agreement; however, as an online portal for the Services is needed, staff does not recommend these alternatives.

Prepared by: Lori Lorett, Senior Permit Technician
Approved by: Monika Radeva, City Clerk
Attachment: 1. Agreement for Contract Services with GovOS, Inc. 226 CLICK HERE to Return to Agenda

AGREEMENT FOR CONTRACT SERVICES
THIS AGREEMENT FOR CONTRACT SERVICES (the “Agreement”) is made and entered into by and between the CITY OF LA QUINTA, (“City”), a California municipal corporation, and GovOS, Inc., a Delaware Corporation, having its principal offices located at 8310 N. Capital of Texas Highway, Building 2, Suite 250, Austin, Texas 78731 (“Contracting Party”). The parties hereto agree as follows:

1. SERVICES OF CONTRACTING PARTY.

1.1 Scope of Services. In compliance with all terms and conditions of this Agreement, Contracting Party shall provide those services related to Short-Term Vacation Rental Program (“STVR”) permitting software, as specified in the “Scope of Services” attached hereto as “Exhibit A” and incorporated herein by this reference (the “Services”).

Contracting Party represents and warrants that Contracting Party is a provider of firstclass work and/or services and Contracting Party is experienced in performing the Services contemplated herein and, in light of such status and experience, Contracting Party covenants that it shall follow industry standards in performing the Services required hereunder, and that all materials, if any, will be of good quality, fit for the purpose intended. For purposes of this Agreement, the phrase “industry standards” shall mean those standards of practice recognized by one or more first-class firms performing similar services under similar circumstances.

1.2 Compliance with Law. All Services rendered hereunder shall be provided in accordance with all ordinances, resolutions, statutes, rules, regulations, and laws of the City and any Federal, State, or local governmental agency of competent jurisdiction.

1.3 Wage and Hour Compliance, Contracting Party shall comply with applicable Federal, State, and local wage and hour laws.

1.4 Licenses, Permits, Fees and Assessments. Except as otherwise specified herein, Contracting Party shall obtain at its sole cost and expense such licenses, permits, and approvals as may be required by law for the performance of the Services required by this Agreement, including a City of La Quinta business license. Contracting Party and its employees, agents, and subcontractors shall, at their sole cost and expense, keep in effect at all times during the term of this Agreement any licenses, permits, and approvals that are legally required for the performance of the Services required by this Agreement.

Contracting Party shall have the sole obligation to pay for any fees, assessments, and taxes, plus applicable penalties and interest, which may be imposed by law and arise from or are necessary for the performance of the Services required by this Agreement, and shall indemnify, defend (with counsel selected by City), and hold City, its elected officials, officers, employees, and agents, free and harmless against any such fees, assessments, taxes, penalties, or interest levied, assessed, or imposed against City hereunder. Contracting Party shall be responsible for all subcontractors’ compliance with this Section.

ATTACHMENT 1 227 CLICK HERE to Return to Agenda
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1.5 Familiarity with Work. By executing this Agreement, Contracting Party warrants that (a) it has thoroughly investigated and considered the Services to be performed, (b) it has investigated the site where the Services are to be performed, if any, and fully acquainted itself with the conditions there existing, (c) it has carefully considered how the Services should be performed, and (d) it fully understands the facilities, difficulties, and restrictions attending performance of the Services under this Agreement.

Should Contracting Party discover any latent or unknown conditions materially differing from those inherent in the Services or as represented by City, Contracting Party shall immediately inform City of such fact and shall not proceed except at Contracting Party’s risk until written instructions are received from the Contract Officer, or assigned designee (as defined in Section 4.2 hereof).

1.6 Standard of Care. Contracting Party acknowledges and understands that the Services contracted for under this Agreement require specialized skills and abilities and that, consistent with this understanding, Contracting Party’s work will be held to an industry standard of quality and workmanship. Consistent with Section 1.5 hereinabove, Contracting Party represents to City that it holds the necessary skills and abilities to satisfy the industry standard of quality as set forth in this Agreement. Contracting Party shall adopt reasonable methods during the life of this Agreement to furnish continuous protection to the Services performed by Contracting Party, and the equipment, materials, papers, and other components thereof to prevent losses or damages, and shall be responsible for all such damages, to persons or property, until acceptance of the Services by City, except such losses or damages as may be caused by City’s own negligence.

The performance of Services by Contracting Party shall not relieve Contracting Party from any obligation to correct any incomplete, inaccurate, or defective work at no further cost to City, when such inaccuracies are due to the negligence of Contracting Party.

1.7 Additional Services. In accordance with the terms and conditions of this Agreement, Contracting Party shall perform services in addition to those specified in the Scope of Services (“Additional Services”) only when directed to do so by the Contract Officer, or assigned designee, provided that Contracting Party shall not be required to perform any Additional Services without compensation. Contracting Party shall not perform any Additional Services until receiving prior written authorization (in the form of a written change order if Contracting Party is a contractor performing the Services) from the Contract Officer, or assigned designee, incorporating therein any adjustment in (i) the Contract Sum, and/or (ii) the time to perform this Agreement, which said adjustments are subject to the written approval of Contracting Party. It is expressly understood by Contracting Party that the provisions of this Section shall not apply to the Services specifically set forth in the Scope of Services or reasonably contemplated therein. It is specifically understood and agreed that oral requests and/or approvals of Additional Services shall be barred and are unenforceable. Failure of Contracting Party to secure the Contract Officer’s, or assigned designee’s written authorization for Additional Services shall constitute a waiver of any and all right to adjustment of the Contract Sum or time to perform this Agreement, whether by way of compensation, restitution, quantum meruit, or the like, for Additional Services provided without the appropriate authorization from the Contract Officer, or assigned designee. 228 CLICK HERE to Return to Agenda
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Compensation for properly authorized Additional Services shall be made in accordance with Section 2.3 of this Agreement.

1.8 Special Requirements. Additional terms and conditions of this Agreement, if any, which are made a part hereof are set forth in “Exhibit D” (the “Special Requirements”), which is incorporated herein by this reference and expressly made a part hereof. In the event of a conflict between the provisions of the Special Requirements and any other provisions of this Agreement, the provisions of the Special Requirements shall govern.

2. COMPENSATION.

2.1 Contract Sum. For the Services rendered pursuant to this Agreement, Contracting Party shall be compensated in accordance with “Exhibit B” (the “Schedule of Compensation”) in a total amount not to exceed Three Hundred Forty-Seven Thousand and Five Hundred and Thirty-Three Dollars ($347,533), for the life of the Agreement, encompassing the Initial and any Extended Terms (the “Contract Sum”), except as provided in Section 1.7. The method of compensation set forth in the Schedule of Compensation may include a lump sum payment upon completion, payment in accordance with the percentage of completion of the Services, payment for time and materials based upon Contracting Party’s rate schedule, but not exceeding the Contract Sum, or such other reasonable methods as may be specified in the Schedule of Compensation. The Contract Sum shall include the attendance of Contracting Party at all project meetings reasonably deemed necessary by City; Contracting Party shall not be entitled to any additional compensation for attending said meetings. Compensation may include reimbursement for actual and necessary expenditures for reproduction costs, transportation expense, telephone expense, and similar costs and expenses when and if specified in the Schedule of Compensation. Regardless of the method of compensation set forth in the Schedule of Compensation, Contracting Party’s overall compensation shall not exceed the Contract Sum, except as provided in Section 1.7 of this Agreement.

Such invoice shall contain a certification by a principal member of Contracting Party specifying that the payment requested is for Services performed in accordance with the terms of this Agreement. Upon approval in writing by the Contract Officer, or assigned designee, and subject to retention pursuant to Section 8.3, City will pay Contracting Party for all items stated thereon which are approved by City pursuant to this Agreement no later than thirty (30) days after invoices are received by the City’s Finance Department.

2.3 Compensation for Additional Services. Additional Services approved in advance by the Contract Officer, or assigned designee, pursuant to Section 1.7 of this Agreement shall be paid for in an amount agreed to in writing by both City and Contracting Party in advance of the Additional Services being rendered by Contracting Party. Any 229 CLICK HERE to Return to Agenda
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compensation for Additional Services amounting to five percent (5%) or less of the Contract Sum may be approved by the Contract Officer, or assigned designee. Any greater amount of compensation for Additional Services must be approved by the La Quinta City Council, the City Manager, or Department Director, depending upon City laws, regulations, rules and procedures concerning public contracting. Under no circumstances shall Contracting Party receive compensation for any Additional Services unless prior written approval for the Additional Services is obtained from the Contract Officer, or assigned designee, pursuant to Section 1.7 of this Agreement.

3. PERFORMANCE SCHEDULE.

3.1 Time of Essence. Time is of the essence in the performance of this Agreement. If the Services not completed in accordance with the Schedule of Performance, as set forth in Section 3.2 and “Exhibit C”, it is understood that the City will suffer damage.

3.2 Schedule of Performance. All Services rendered pursuant to this Agreement shall be performed diligently and within the time period established in “Exhibit C” (the “Schedule of Performance”). Extensions to the time period specified in the Schedule of Performance may be approved in writing by the Contract Officer, or assigned designee.

3.3 Force Majeure. The time period specified in the Schedule of Performance for performance of the Services rendered pursuant to this Agreement shall be extended because of any delays due to unforeseeable causes beyond the control and without the fault or negligence of Contracting Party, including, but not restricted to, acts of God or of the public enemy, fires, earthquakes, floods, epidemic, quarantine restrictions, riots, strikes, freight embargoes, acts of any governmental agency other than City, and unusually severe weather, if Contracting Party shall within ten (10) days of the commencement of such delay notify the Contract Officer, or assigned designee, in writing of the causes of the delay. The Contract Officer, or assigned designee, shall ascertain the facts and the extent of delay, and extend the time for performing the Services for the period of the forced delay when and if in the Contract Officer’s judgment such delay is justified, and the Contract Officer’s determination, or assigned designee, shall be final and conclusive upon the parties to this Agreement. Extensions to time period in the Schedule of Performance which are determined by the Contract Officer, or assigned designee, to be justified pursuant to this Section shall not entitle the Contracting Party to additional compensation in excess of the Contract Sum.

3.4 Term. Unless earlier terminated in accordance with the provisions in Article 8.0 of this Agreement, the term of this agreement shall commence on July 1, 2024, and terminate on June 30, 2027 (“Initial Term”). This Agreement may be extended for three (3) additional years upon mutual agreement by both parties (“Extended Term”). 230 CLICK HERE to Return to Agenda
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4. COORDINATION OF WORK.

4.1 Representative of Contracting Party. The following principals of Contracting Party (“Principals”) are hereby designated as being the principals and representatives of Contracting Party authorized to act in its behalf with respect to the Services specified herein and make all decisions in connection therewith:
(a) Zhanna Vanderschoot, Customer Service Manager
Telephone: (724) 987-2940
Email: [email protected]
It is expressly understood that the experience, knowledge, capability, and reputation of the foregoing Principals were a substantial inducement for City to enter into this Agreement. Therefore, the foregoing Principals shall be responsible during the term of this Agreement for directing all activities of Contracting Party and devoting sufficient time to personally supervise the Services hereunder. For purposes of this Agreement, the foregoing Principals may not be changed by Contracting Party and no other personnel may be assigned to perform the Services required hereunder without the express written approval of City.

4.2 Contract Officer. The “Contract Officer”, otherwise known as Monika Radeva, City Clerk, or assigned designee may be designated in writing by the City Manager of the City. It shall be Contracting Party’s responsibility to assure that the Contract Officer, or assigned designee, is kept informed of the progress of the performance of the Services, and Contracting Party shall refer any decisions, that must be made by City to the Contract Officer, or assigned designee. Unless otherwise specified herein, any approval of City required hereunder shall mean the approval of the Contract Officer, or assigned designee. The Contract Officer, or assigned designee, shall have authority to sign all documents on behalf of City required hereunder to carry out the terms of this Agreement.

4.3 Prohibition Against Subcontracting or Assignment. The experience, knowledge, capability, and reputation of Contracting Party, its principals, and its employees were a substantial inducement for City to enter into this Agreement. Except as set forth in this Agreement, Contracting Party shall not contract or subcontract with any other entity to perform in whole or in part the Services required hereunder without the express written approval of City. In addition, neither this Agreement nor any interest herein may be transferred, assigned, conveyed, hypothecated, or encumbered, voluntarily or by operation of law, without the prior written approval of City. Transfers restricted hereunder shall include the transfer to any person or group of persons acting in concert of more than twenty five percent (25%) of the present ownership and/or control of Contracting Party, taking all transfers into account on a cumulative basis. Any attempted or purported assignment or contracting or subcontracting by Contracting Party without City’s express written approval shall be null, void, and of no effect. No approved transfer shall release Contracting Party of any liability hereunder without the express consent of City.
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4.4 Independent Contractor. Neither City nor any of its employees shall have any control over the manner, mode, or means by which Contracting Party, its agents, or its employees, perform the Services required herein, except as otherwise set forth herein.

City shall have no voice in the selection, discharge, supervision, or control of Contracting Party’s employees, servants, representatives, or agents, or in fixing their number or hours of service. Contracting Party shall perform all Services required herein as an independent contractor of City and shall remain at all times as to City a wholly independent contractor with only such obligations as are consistent with that role. Contracting Party shall not at any time or in any manner represent that it or any of its agents or employees are agents or employees of City. City shall not in any way or for any purpose become or be deemed to be a partner of Contracting Party in its business or otherwise or a joint venture or a member of any joint enterprise with Contracting Party. Contracting Party shall have no power to incur any debt, obligation, or liability on behalf of City. Contracting Party shall not at any time or in any manner represent that it or any of its agents or employees are agents or employees of City. Except for the Contract Sum paid to Contracting Party as provided in this Agreement, City shall not pay salaries, wages, or other compensation to Contracting Party for performing the Services hereunder for City. City shall not be liable for compensation or indemnification to Contracting Party for injury or sickness arising out of performing the Services hereunder. Notwithstanding any other City, state, or federal policy, rule, regulation, law, or ordinance to the contrary, Contracting Party and any of its employees, agents, and subcontractors providing services under this Agreement shall not qualify for or become entitled to any compensation, benefit, or any incident of employment by City, including but not limited to eligibility to enroll in the California Public Employees Retirement System (“PERS”) as an employee of City and entitlement to any contribution to be paid by City for employer contributions and/or employee contributions for PERS benefits. Contracting Party agrees to pay all required taxes on amounts paid to Contracting Party under this Agreement, and to indemnify and hold City harmless from any and all taxes, assessments, penalties, and interest asserted against City by reason of the independent contractor relationship created by this Agreement. Contracting Party shall fully comply with the workers’ compensation laws regarding Contracting Party and Contracting Party’s employees. Contracting Party further agrees to indemnify and hold City harmless from any failure of Contracting Party to comply with applicable workers’ compensation laws. City shall have the right to offset against the amount of any payment due to Contracting Party under this Agreement any amount due to City from Contracting Party as a result of Contracting Party’s failure to promptly pay to City any reimbursement or indemnification arising under this Section.

4.5 Identity of Persons Performing Work. Contracting Party represents that it employs or will employ at its own expense all personnel required for the satisfactory performance of any and all of the Services set forth herein. Contracting Party represents that the Services required herein will be performed by Contracting Party or under its direct supervision, and that all personnel engaged in such work shall be fully qualified and shall be authorized and permitted under applicable State and local law to perform such tasks and services.

4.6 City Cooperation. City shall provide Contracting Party with any plans, publications, reports, statistics, records, or other data or information pertinent to the 232 CLICK HERE to Return to Agenda
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Services to be performed hereunder which are reasonably available to Contracting Party only from or through action by City.

5. INSURANCE.

5.1 Insurance. Prior to the beginning of any Services under this Agreement and throughout the duration of the term of this Agreement, Contracting Party shall procure and maintain, at its sole cost and expense, and submit concurrently with its execution of this Agreement, policies of insurance as set forth in “Exhibit E” (the “Insurance Requirements”) which is incorporated herein by this reference and expressly made a part hereof.

5.2 Proof of Insurance. Contracting Party shall provide Certificate of Insurance to Agency along with all required endorsements. Certificate of Insurance and endorsements must be approved by Agency’s Risk Manager prior to commencement of performance.

6. INDEMNIFICATION.

6.1 Indemnification. To the fullest extent permitted by law, Contracting Party shall indemnify, protect, defend (with counsel selected by City), and hold harmless City and any and all of its officers, employees, agents, and volunteers as set forth in “Exhibit F” (“Indemnification”) which is incorporated herein by this reference and expressly made a part hereof.

7. RECORDS AND REPORTS.

7.1 Reports. Contracting Party shall periodically prepare and submit to the Contract Officer, or assigned designee, such reports concerning Contracting Party’s performance of the Services required by this Agreement as the Contract Officer, or assigned designee, shall require. Contracting Party hereby acknowledges that City is greatly concerned about the cost of the Services to be performed pursuant to this Agreement. For this reason, Contracting Party agrees that if Contracting Party becomes aware of any facts, circumstances, techniques, or events that may or will materially increase or decrease the cost of the Services contemplated herein or, if Contracting Party is providing design services, the cost of the project being designed, Contracting Party shall promptly notify the Contract Officer, or assigned designee, of said fact, circumstance, technique, or event and the estimated increased or decreased cost related thereto and, if Contracting Party is providing design services, the estimated increased or decreased cost estimate for the project being designed.

7.2 Records. Contracting Party shall keep, and require any subcontractors to keep, such ledgers, books of accounts, invoices, vouchers, canceled checks, reports (including but not limited to payroll reports), studies, or other documents relating to the disbursements charged to City and the Services performed hereunder (the “Books and Records”), as shall be necessary to perform the Services required by this Agreement and enable the Contract Officer, or assigned designee, to evaluate the performance of such Services. Any and all such Books and Records shall be maintained in accordance with 233 CLICK HERE to Return to Agenda
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generally accepted accounting principles and shall be complete and detailed. The Contract Officer, or assigned designee, shall have full and free access to such Books and Records at all times during normal business hours of City, including the right to inspect, copy, audit, and make records and transcripts from such Books and Records.

Such Books and Records shall be maintained for a period of three (3) years following completion of the Services hereunder, and City shall have access to such Books and Records in the event any audit is required. In the event of dissolution of Contracting Party’s business, custody of the Books and Records may be given to City, and access shall be provided by Contracting Party’s successor in interest. Under California Government Code Section 8546.7, if the amount of public funds expended under this Agreement exceeds Ten Thousand Dollars ($10,000.00), this Agreement shall be subject to the examination and audit of the State Auditor, at the request of City or as part of any audit of City, for a period of three (3) years after final payment under this Agreement.

7.3 Ownership of Documents. All drawings, specifications, maps, designs, photographs, studies, surveys, data, notes, computer files, reports, records, documents, and other materials plans, drawings, estimates, test data, survey results, models, renderings, and other documents or works of authorship fixed in any tangible medium of expression, including but not limited to, physical drawings, digital renderings, or data stored digitally, magnetically, or in any other medium prepared or caused to be prepared by Contracting Party, its employees, subcontractors, and agents in the performance of this Agreement (the “Documents and Materials”) shall be the property of City and shall be delivered to City upon request of the Contract Officer, or assigned designee, or upon the expiration or termination of this Agreement, and Contracting Party shall have no claim for further employment or additional compensation as a result of the exercise by City of its full rights of ownership use, reuse, or assignment of the Documents and Materials hereunder. Any use, reuse or assignment of such completed Documents and Materials for other projects and/or use of uncompleted documents without specific written authorization by Contracting Party will be at City’s sole risk and without liability to Contracting Party, and Contracting Party’s guarantee and warranties shall not extend to such use, revise, or assignment. Contracting Party may retain copies of such Documents and Materials for its own use. Contracting Party shall have an unrestricted right to use the concepts embodied therein. All subcontractors shall provide for assignment to City of any Documents and Materials prepared by them, and in the event Contracting Party fails to secure such assignment, Contracting Party shall indemnify City for all damages resulting therefrom.

7.4 In the event City or any person, firm, or corporation authorized by City reuses said Documents and Materials without written verification or adaptation by Contracting Party for the specific purpose intended and causes to be made or makes any changes or alterations in said Documents and Materials, City hereby releases, discharges, and exonerates Contracting Party from liability resulting from said change.

The provisions of this clause shall survive the termination or expiration of this Agreement and shall thereafter remain in full force and effect.

7.5 Licensing of Intellectual Property. This Agreement creates a non-exclusive and perpetual license for City to copy, use, modify, reuse, or sublicense any and all 234 CLICK HERE to Return to Agenda
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copyrights, designs, rights of reproduction, and other intellectual property embodied in the Documents and Materials. Contracting Party shall require all subcontractors, if any, to agree in writing that City is granted a non-exclusive and perpetual license for the Documents and Materials the subcontractor prepares under this Agreement. Contracting Party represents and warrants that Contracting Party has the legal right to license any and all of the Documents and Materials. Contracting Party makes no such representation and warranty in regard to the Documents and Materials which were prepared by design professionals other than Contracting Party or provided to Contracting Party by City. City shall not be limited in any way in its use of the Documents and Materials at any time, provided that any such use not within the purposes intended by this Agreement shall be at City’s sole risk.

7.6 Release of Documents. The Documents and Materials shall not be released publicly without the prior written approval of the Contract Officer, or assigned designee, or as required by law. Contracting Party shall not disclose to any other entity or person any information regarding the activities of City, except as required by law or as authorized by City.

7.7 Confidential or Personal Identifying Information. Contracting Party covenants that all City data, data lists, trade secrets, documents with personal identifying information, documents that are not public records, draft documents, discussion notes, or other information, if any, developed or received by Contracting Party or provided for performance of this Agreement are deemed confidential and shall not be disclosed by Contracting Party to any person or entity without prior written authorization by City or unless required by law. City shall grant authorization for disclosure if required by any lawful administrative or legal proceeding, court order, or similar directive with the force of law. All City data, data lists, trade secrets, documents with personal identifying information, documents that are not public records, draft documents, discussions, or other information shall be returned to City upon the termination or expiration of this Agreement.

Contracting Party’s covenant under this section shall survive the termination or expiration of this Agreement.

8. ENFORCEMENT OF AGREEMENT.

8.1 California Law. This Agreement shall be interpreted, construed, and governed both as to validity and to performance of the parties in accordance with the laws of the State of California. Legal actions concerning any dispute, claim, or matter arising out of or in relation to this Agreement shall be instituted in the Superior Court of the County of Riverside, State of California, or any other appropriate court in such county, and Contracting Party covenants and agrees to submit to the personal jurisdiction of such court in the event of such action.

8.2 Disputes. In the event of any dispute arising under this Agreement, the injured party shall notify the injuring party in writing of its contentions by submitting a claim therefore. The injured party shall continue performing its obligations hereunder so long as the injuring party commences to cure such default within ten (10) days of service of such notice and completes the cure of such default within forty-five (45) days after service 235 CLICK HERE to Return to Agenda
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of the notice, or such longer period as may be permitted by the Contract Officer, or assigned designee; provided that if the default is an immediate danger to the health, safety, or general welfare, City may take such immediate action as City deems warranted.

Compliance with the provisions of this Section shall be a condition precedent to termination of this Agreement for cause and to any legal action, and such compliance shall not be a waiver of any party’s right to take legal action in the event that the dispute is not cured, provided that nothing herein shall limit City’s right to terminate this Agreement without cause pursuant to this Article 8.0. During the period of time that Contracting Party is in default, City shall hold all invoices and shall, when the default is cured, proceed with payment on the invoices. In the alternative, City may, in its sole discretion, elect to pay some or all of the outstanding invoices during any period of default.

8.3 Retention of Funds. City may withhold from any monies payable to Contracting Party sufficient funds to compensate City for any losses, costs, liabilities, or damages it reasonably believes were suffered by City due to the default of Contracting Party in the performance of the Services required by this Agreement.

8.4 Waiver. No delay or omission in the exercise of any right or remedy of a non-defaulting party on any default shall impair such right or remedy or be construed as a waiver. City’s consent or approval of any act by Contracting Party requiring City’s consent or approval shall not be deemed to waive or render unnecessary City’s consent to or approval of any subsequent act of Contracting Party. Any waiver by either party of any default must be in writing and shall not be a waiver of any other default concerning the same or any other provision of this Agreement.

8.5 Rights and Remedies are Cumulative. Except with respect to rights and remedies expressly declared to be exclusive in this Agreement, the rights and remedies of the parties are cumulative and the exercise by either party of one or more of such rights or remedies shall not preclude the exercise by it, at the same or different times, of any other rights or remedies for the same default or any other default by the other party.

8.6 Legal Action. In addition to any other rights or remedies, either party may take legal action, at law or at equity, to cure, correct, or remedy any default, to recover damages for any default, to compel specific performance of this Agreement, to obtain declaratory or injunctive relief, or to obtain any other remedy consistent with the purposes of this Agreement.

8.7 Termination Prior To Expiration of Term. This Section shall govern any termination of this Agreement, except as specifically provided in the following Section for termination for cause. City reserves the right to terminate this Agreement at any time, with or without cause, upon one hundred and twenty (120) days’ written notice to Contracting Party. Upon receipt of any notice of termination, Contracting Party shall immediately cease all Services hereunder except such as may be specifically approved by the Contract Officer, or assigned designee. Contracting Party shall be entitled to compensation for all Services rendered prior to receipt of the notice of termination and for any Services authorized by the Contract Officer, or assigned designee, thereafter in accordance with the Schedule of Compensation or such as may be approved by the 236 CLICK HERE to Return to Agenda
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Contract Officer, or assigned designee, except amounts held as a retention pursuant to this Agreement.

8.8 Termination for Default of Contracting Party. If termination is due to the failure of Contracting Party to fulfill its obligations under this Agreement, Contracting Party shall vacate any City-owned property which Contracting Party is permitted to occupy hereunder and City may, after compliance with the provisions of Section 8.2, take over the Services and prosecute the same to completion by contract or otherwise, and Contracting Party shall be liable to the extent that the total cost for completion of the Services required hereunder exceeds the compensation herein stipulated (provided that City shall use reasonable efforts to mitigate such damages), and City may withhold any payments to Contracting Party for the purpose of setoff or partial payment of the amounts owed City.

8.9 Attorneys’ Fees. If either party to this Agreement is required to initiate or defend or made a party to any action or proceeding in any way connected with this Agreement, the prevailing party in such action or proceeding, in addition to any other relief which may be granted, whether legal or equitable, shall be entitled to reasonable attorneys’ fees; provided, however, that the attorneys’ fees awarded pursuant to this Section shall not exceed the hourly rate paid by City for legal services multiplied by the reasonable number of hours spent by the prevailing party in the conduct of the litigation.

Attorneys’ fees shall include attorneys’ fees on any appeal, and in addition a party entitled to attorneys’ fees shall be entitled to all other reasonable costs for investigating such action, taking depositions and discovery, and all other necessary costs the court allows which are incurred in such litigation. All such fees shall be deemed to have accrued on commencement of such action and shall be enforceable whether or not such action is prosecuted to judgment. The court may set such fees in the same action or in a separate action brought for that purpose.

9. CITY OFFICERS AND EMPLOYEES; NONDISCRIMINATION.

9.1 Non-liability of City Officers and Employees. No officer, official, employee, agent, representative, or volunteer of City shall be personally liable to Contracting Party, or any successor in interest, in the event or any default or breach by City or for any amount which may become due to Contracting Party or to its successor, or for breach of any obligation of the terms of this Agreement.

9.2 Conflict of Interest. Contracting Party covenants that neither it, nor any officer or principal of it, has or shall acquire any interest, directly or indirectly, which would conflict in any manner with the interests of City or which would in any way hinder Contracting Party’s performance of the Services under this Agreement. Contracting Party further covenants that in the performance of this Agreement, no person having any such interest shall be employed by it as an officer, employee, agent, or subcontractor without the express written consent of the Contract Officer, or assigned designee. Contracting Party agrees to at all times avoid conflicts of interest or the appearance of any conflicts of interest with the interests of City in the performance of this Agreement. 237 CLICK HERE to Return to Agenda
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No officer or employee of City shall have any financial interest, direct or indirect, in this Agreement nor shall any such officer or employee participate in any decision relating to this Agreement which effects his financial interest or the financial interest of any corporation, partnership or association in which he is, directly or indirectly, interested, in violation of any State statute or regulation. Contracting Party warrants that it has not paid or given and will not pay or give any third party any money or other consideration for obtaining this Agreement.

9.3 Covenant against Discrimination. Contracting Party covenants that, by and for itself, its heirs, executors, assigns, and all persons claiming under or through them, that there shall be no discrimination against or segregation of, any person or group of persons on account of any impermissible classification including, but not limited to, race, color, creed, religion, sex, marital status, sexual orientation, national origin, or ancestry in the performance of this Agreement. Contracting Party shall take affirmative action to ensure that applicants are employed and that employees are treated during employment without regard to their race, color, creed, religion, sex, marital status, sexual orientation, national origin, or ancestry.

10. MISCELLANEOUS PROVISIONS.

10.1 Notice. Any notice, demand, request, consent, approval, or communication either party desires or is required to give the other party or any other person shall be in writing and either served personally or sent by prepaid, first-class mail to the address set forth below. Either party may change its address by notifying the other party of the change of address in writing. Notice shall be deemed communicated forty-eight (48) hours from the time of mailing if mailed as provided in this Section.

To City:

CITY OF LA QUINTA
Attn: Monika Radeva
78495 Calle Tampico
La Quinta, California 92253
To Contracting Party:

GovOS, INC.

Attn: Zhanna Vanderschoot
8310 N. Capital of Texas Highway,
Building 2, Suite 250
Austin, Texas 78731

10.2 Interpretation. The terms of this Agreement shall be construed in accordance with the meaning of the language used and shall not be construed for or against either party by reason of the authorship of this Agreement or any other rule of construction which might otherwise apply.

10.3 Section Headings and Subheadings. The section headings and subheadings contained in this Agreement are included for convenience only and shall not limit or otherwise affect the terms of this Agreement.

10.4 Counterparts. This Agreement may be executed in counterparts, each of which shall be deemed to be an original, and such counterparts shall constitute one and the same instrument.
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10.5 Integrated Agreement. This Agreement including the exhibits hereto is the entire, complete, and exclusive expression of the understanding of the parties. It is understood that there are no oral agreements between the parties hereto affecting this Agreement and this Agreement supersedes and cancels any and all previous negotiations, arrangements, agreements, and understandings, if any, between the parties, and none shall be used to interpret this Agreement.

10.6 Amendment. No amendment to or modification of this Agreement shall be valid unless made in writing and approved by Contracting Party and by the City Council of City. The parties agree that this requirement for written modifications cannot be waived and that any attempted waiver shall be void.

10.7 Severability. In the event that any one or more of the articles, phrases, sentences, clauses, paragraphs, or sections contained in this Agreement shall be declared invalid or unenforceable, such invalidity or unenforceability shall not affect any of the remaining articles, phrases, sentences, clauses, paragraphs, or sections of this Agreement which are hereby declared as severable and shall be interpreted to carry out the intent of the parties hereunder unless the invalid provision is so material that its invalidity deprives either party of the basic benefit of their bargain or renders this Agreement meaningless.

10.8 Unfair Business Practices Claims. In entering into this Agreement, Contracting Party offers and agrees to assign to City all rights, title, and interest in and to all causes of action it may have under Section 4 of the Clayton Act (15 U.S.C. § 15) or under the Cartwright Act (Chapter 2, (commencing with Section 16700) of Part 2 of Division 7 of the Business and Professions Code), arising from purchases of goods, services, or materials related to this Agreement. This assignment shall be made and become effective at the time City renders final payment to Contracting Party without further acknowledgment of the parties.

10.9 No Third-Party Beneficiaries. With the exception of the specific provisions set forth in this Agreement, there are no intended third-party beneficiaries under this Agreement and no such other third parties shall have any rights or obligations hereunder.

10.10 Authority. The persons executing this Agreement on behalf of each of the parties hereto represent and warrant that (i) such party is duly organized and existing, (ii) they are duly authorized to execute and deliver this Agreement on behalf of said party, (iii) by so executing this Agreement, such party is formally bound to the provisions of this Agreement, and (iv) that entering into this Agreement does not violate any provision of any other Agreement to which said party is bound. This Agreement shall be binding upon the heirs, executors, administrators, successors, and assigns of the parties. [SIGNATURES ON FOLLOWING PAGE]
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IN WITNESS WHEREOF, the parties have executed this Agreement as of the dates stated below.

CITY OF LA QUINTA,
a California Municipal Corporation

JON McMILLEN, City Manager
City of La Quinta, California
Dated:

CONTRACTING PARTY:

GovOS, INC.

A Delaware Corporation

Josh Stanley, CFO
Dated: ____________________
ATTEST:

MONIKA RADEVA, City Clerk
City of La Quinta, California
APPROVED AS TO FORM:

WILLIAM H. IHRKE, City Attorney
City of La Quinta, California
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Exhibit A

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Exhibit A
Scope of Services
Services to be Provided:

Contracting Party shall provide MuniRevs and LogingRevs software for the City’s STVR Program to facilitate online portal to apply for permits, make payments, renew permits annually, and remit transient occupancy tax – as described in more detail in the enclosed proposed by GovOS.
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© GovOS, Inc. All rights reserved.

GovOS Ongoing Maintenance
Customer Support
• Citizen Technical Support
o Site navigation and understanding
o Business center issues and triage
o Technological assistance
o Direct questions to the correct department from citizens o [email protected]
• Client Technical Support
o Jurisdiction administration navigation and understanding o Reporting assistance
o System access
o Minor system updates (business center verbiage changes, status alterations etc.) o Bug or issue triage (fix or escalation)
o Work instruction updates for STR ad review
o Bulk account updates
o [email protected]
Customer Success
• Our Customer Success Managers (CSMs) are focused on your continued success. o Customer Success ensures you and your teams are confident and making the most of your investment with GovOS Solutions.
o We are your partner, supporting you in achieving your organizational objectives while using our solutions effectively and efficiently.
o We ensure you receive maximum value from your investment by sharing best practices, product enhancements, learning events, and additional opportunities to support your experience.

Account Management
• The Account Management team works across the GovOS ecosystem to understand challenges that city and local governments are experiencing and share new strategies for how other government agencies are partnering with GovOS to solve those challenges. They also take the time to help our existing customers who are looking to adopt commercial expansion with other solutions.

Professional Services
• The Professional Services team plays a pivotal role in translating the unique needs of our customers into tailored solutions.
o The Professional Services team executes delivery of system change requests and new project initiatives, ensuring a seamless transition or enhancement of the platform experience. o For any “in-flight” project, customers are encouraged to contact our team directly. However, for new projects or inquiries, we recommend reaching out to CSMs first, as they serve as the primary point of contact and can efficiently facilitate the initiation of new projects.

EXHIBIT A

SCOPE OF SERVICES
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© GovOS, Inc. All rights reserved. 2
Client Responsibilities
• Tax form requirements, advisement and filing information • Licensing requirements, advisement, and information
• Jurisdiction city/situation specific questions:
o e.g. “Did you get my mailed payment?”
o Historical data not in the GovOS system
• Closing Accounts
• Amended Returns
• Returned Payments
o Checking and navigating the payment processor
o Resetting forms in the BLT system accordingly
• Waiver of Late Fees, Penalty, or Interest
• Approvals
o Business name/address change
o License/Permit applications
o Filing Frequency Change
• Setting Requirements and Updates
o e.g.: Required forms, documents, filing frequency, due dates • Notification Sending
o Notifications to be sent from the system outside the normal automated reminder emails or automatic approval emails.
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Exhibit B

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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 Three Hundred Forty-Seven Thousand and Five Hundred and Thirty-Three Dollars ($347,533) (“Contract Sum”). The Contract Sum shall be paid to Contracting Party in installment payments made on a monthly basis and in an amount identified in Contracting Party’s schedule of compensation attached hereto for the work tasks performed and properly invoiced by Contracting Party in conformance with Section 2.2 of this Agreement.

Initial Term:

Fiscal Years 2024/25 – 2026/27: Not to exceed – $166,206 Base Services per year – $50,402 x 3 years = $151,206
Contingency for software and reporting customizations at the City’s request in writing – $15,000
Extended Term:

Fiscal Years 2027/28 – 2029/30: Not to exceed – $181,327 Base Services per year (per current quote) – $55,442 x 3 years = $166,327 Contingency for possible Consumer Price Index cost increase for Base Services and for software and reporting customizations at the City’s request in writing – $15,000
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Short-Term Rental and
Business Licensing & Tax
Filing Solution
La Quinta, CA
La Quinta, CA Renewal 2024-2025
Prepared for:

Monika Radeva
La Quinta, CA
78495 Calle Tampico
La Quinta, California, 92253-2839
8310 N. Capital of Texas Hwy.

Bldg. 2, Ste. 250, Austin, TX 78731
www.GovOS.com
2024-02-28
0061P00000ZVzR8QAL

EXHIBIT B

SCHEDULE OF COMPENSATION
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GovOS Short-Term Rental and Business
Licensing & Tax Filing
La Quinta, CA
Pricing Summary
Name QTY Price
STR Identifaction and Compliance
Vacation rental census monitoring and discovery, and
ongoing compliance database
Includes reconciliation by our team of experts
Non-compliant evidence capture
Listing tracker - evidence capture every ten minutes on non compliant properties
Notifications module - unlimited notification templates, targeted and customized notices by compliance status
Online complaint form
Ongoing web and phone support are provided to all
administrative staff as part of monthly hosting and
support
1 $23,540.00
STR Tax
Automated tax form reminders to business owners and/or
operators
Automated assigned tax forms
Online tax form with automatic tax and late fee
calculations
1 $17,028.00
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GovOS Short-Term Rental and Business
Licensing & Tax Filing
La Quinta, CA
STR Registration
Automated renewals
Automated registration task reminders to business owners and/or operators
Access to the admin functionality in the system, including but not limited to reports, reconciliation, notifications, approvals, cashiering, etc.
1 $9,834.00
Total Contract Value: $50,402.00
Term Details
Subscription Start Date: 2024-07-01
Subscription End Date: 2025-06-30
Subscription Terms: 12 Months
Additional Comments
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GovOS Short-Term Rental and Business
Licensing & Tax Filing
La Quinta, CA
Terms of Use
Standard Terms of Agreement
• Without a signed Agreement, pricing is good until 5/30/2024 • Subscription Start Date will be the date you sign the Agreement • Subscription fees are pre-paid annually
• Invoice Date is the Subscription Start or Renewal Date. All invoices are due Net thirty (30) days of the Invoice Date.
• This Agreement will automatically renew for additional one-year terms (each a “Renewal Term”) unless either you or we notify the other of an intent not to renew at least ninety (90) days prior to the expiration of the then current term.
• Pricing for Renewal Terms will include a ten percent (10%) increase from the prior term. • All standard Terms of Use can be found at https://govos.com/business-licensing-and-tax/terms-of-use/ and are hereby incorporated into this order.
4 248 CLICK HERE to Return to Agenda
GovOS Short-Term Rental and Business
Licensing & Tax Filing
La Quinta, CA
Customer Acceptance
Contact Information
Organization Name
Street Address
City, State, Zip
Primary Contact Name
Primary Contact Email
Billing Details
Billing Contact Name
Billing Contact Email
Billing Contact Phone
Invoice Delivery Method Email/Electronic (default) Mail Preferred Payment Method Check Credit Card ACH
Customer Signature
Signature of Authorized
Representative
Title Date
GovOS Signature
Signature of Authorized GovOS
Representative
Title Date
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Exhibit C
Schedule of Performance
Contracting Party shall complete all services identified in the Scope of Services, Exhibit A of this Agreement, for the Initial and any Extended Terms of this Agreement. 250 CLICK HERE to Return to Agenda
Exhibit D

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Exhibit D
Special Requirements
None.
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Exhibit E

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Commercial General Liability (at least as broad as ISO CG 0001) $1,000,000 (per occurrence)
$2,000,000 (general aggregate)
Must include the following endorsements:

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e. Liability arising from the failure to render professional services.

If coverage is maintained on a claims-made basis, Contracting Party shall maintain such coverage for an additional period of three (3) years following termination of the contract.

E.3 General Conditions Pertaining to Provisions of Insurance Coverage by Contracting Party. Contracting Party and City agree to the following with respect to insurance provided by Contracting Party:

2. No liability insurance coverage provided to comply with this Agreement shall prohibit Contracting Party, or Contracting Party’s employees, or agents, from waiving the 254 CLICK HERE to Return to Agenda
Exhibit E

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10. Contracting Party agrees not to self-insure or to use any self-insured retentions or deductibles on any portion of the insurance required herein (with the 255 CLICK HERE to Return to Agenda
Exhibit E

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given coverage feature is for purposes of clarification only as it pertains to a given issue and is not intended by any party or insured to be limiting or all-inclusive.

18. These insurance requirements are intended to be separate and distinct from any other provision in this Agreement and are intended by the parties here to be interpreted as such.

21. Contracting Party agrees to provide immediate notice to City of any claim or loss against Contracting Party arising out of the work performed under this agreement.

City assumes no obligation or liability by such notice, but has the right (but not the duty) to monitor the handling of any such claim or claims if they are likely to involve City. 257 CLICK HERE to Return to Agenda
Exhibit F
Indemnification
F.1 Indemnity for the Benefit of City.
a. Indemnification for Professional Liability. When the law establishes a professional standard of care for Contracting Party’s Services, to the fullest extent permitted by law, Contracting Party shall indemnify, protect, defend (with counsel selected by City), and hold harmless City and any and all of its officials, employees, and agents (“Indemnified Parties”) from and against any and all claims, losses, liabilities of every kind, nature, and description, damages, injury (including, without limitation, injury to or death of an employee of Contracting Party or of any subcontractor), costs and expenses of any kind, whether actual, alleged or threatened, including, without limitation, incidental and consequential damages, court costs, attorneys’ fees, litigation expenses, and fees of expert consultants or expert witnesses incurred in connection therewith and costs of investigation, to the extent same are caused in whole or in part by any negligent or wrongful act, error or omission of Contracting Party, its officers, agents, employees or subcontractors (or any entity or individual that Contracting Party shall bear the legal liability thereof) in the performance of professional services under this agreement. With respect to the design of public improvements, the Contracting Party shall not be liable for any injuries or property damage resulting from the reuse of the design at a location other than that specified in Exhibit A without the written consent of the Contracting Party. b. Indemnification for Other Than Professional Liability. Other than in the performance of professional services and to the full extent permitted by law, Contracting Party shall indemnify, defend (with counsel selected by City), and hold harmless the Indemnified Parties from and against any liability (including liability for claims, suits, actions, arbitration proceedings, administrative proceedings, regulatory proceedings, losses, expenses or costs of any kind, whether actual, alleged or threatened, including, without limitation, incidental and consequential damages, court costs, attorneys’ fees, litigation expenses, and fees of expert consultants or expert witnesses) incurred in connection therewith and costs of investigation, where the same arise out of, are a consequence of, or are in any way attributable to, in whole or in part, the performance of this Agreement by Contracting Party or by any individual or entity for which Contracting Party is legally liable, including but not limited to officers, agents, employees, or subcontractors of Contracting Party.
c. Indemnity Provisions for Contracts Related to Construction (Limitation on Indemnity). Without affecting the rights of City under any provision of this agreement, Contracting Party shall not be required to indemnify and hold harmless City for liability attributable to the active negligence of City, provided such active negligence is determined by agreement between the parties or by the findings of a court of competent jurisdiction. In instances where City is shown to have been actively negligent and where City’s active negligence accounts for only a percentage of the liability involved, the obligation of Contracting Party will be for that entire portion or percentage of liability not attributable to the active negligence of City.

Exhibit F

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Exhibit F

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d. Indemnification Provision for Design Professionals.

F.2 Obligation to Secure Indemnification Provisions. Contracting Party agrees to obtain executed indemnity agreements with provisions identical to those set forth herein this Exhibit F, as applicable to the Contracting Party, from each and every subcontractor or any other person or entity involved by, for, with or on behalf of Contracting Party in the performance of this Agreement. In the event Contracting Party fails to obtain such indemnity obligations from others as required herein, Contracting Party agrees to be fully responsible according to the terms of this Exhibit. Failure of City to monitor compliance with these requirements imposes no additional obligations on City and will in no way act as a waiver of any rights hereunder. This obligation to indemnify and defend City as set forth in this Agreement are binding on the successors, assigns or heirs of Contracting Party and shall survive the termination of this Agreement. 259 CLICK HERE to Return to Agenda
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City of La Quinta
CITY COUNCIL MEETING: March 19, 2024

STAFF REPORT
AGENDA TITLE: EXCUSE ABSENCE OF COMMISSIONER HERNANDEZ FROM THE MARCH 12, 2024, PLANNING COMMISSION MEETING

RECOMMENDATION
Excuse absence of Commissioner Alfonso Hernandez from the March 12, 2024, Planning Commission meeting.

EXECUTIVE SUMMARY
 Commissioner Hernandez requested to be excused from the March 12, 2024, Planning Commission meeting due to previously scheduled travel.  Commissioner Hernandez has one excused absence for fiscal year 2023/24.

FISCAL IMPACT
No meeting attendance compensation is paid to absent members.

BACKGROUND/ANALYSIS
Section 2.06.090 of the La Quinta Municipal Code states: “If any member of a board, commission or committee absents him or herself from two consecutive regular meetings or absents him or herself from a total of three regular meetings within any fiscal year, his/her office shall become vacant and shall be filled as any other vacancy. A board, commission or committee member may request advance permission from the city council to be absent at one or more regular meetings due to extenuating circumstances, and/or may request the city council to excuse an absence after-the-fact where such extenuating circumstances prevented the member from seeking advance permission to be absent. If such permission or excuse is granted by the city council, the absence shall not be counted toward the above-stated limitations on absences.”

ALTERNATIVES
Council may deny this request, which would result in the absence being counted toward the Commissioner’s limitation on absences as noted above.

Prepared by: Oscar Mojica, Permit Technician
Approved by: Monika Radeva, City Clerk
CONSENT CALENDAR ITEM NO. 11
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City of La Quinta
CITY COUNCIL MEETING: March 19, 2024

STAFF REPORT
AGENDA TITLE: APPROVE DEMAND REGISTERS DATED MARCH 1, AND MARCH 8, 2024

RECOMMENDATION
Approve demand registers dated March 1, and March 8, 2024.

EXECUTIVE SUMMARY – None

FISCAL IMPACT
Demand of Cash:

City $ 2,299,738.22
Successor Agency of RDA $ -
Housing Authority $ 28,391.35
$ 2,328,129.57

BACKGROUND/ANALYSIS
Routine bills and payroll must be paid between Council meetings. Attachment 1 details the weekly demand registers for approvel, dated March 1, and March 8, 2024.

Warrants Issued:
213234-213279 $ 216,654.07
213281-213335 $ 1,389,474.69
Wire Transfers $ 428,235.04
Payroll Tax Transfers $ 50,902.87
Payroll Direct Deposit $ 242,862.90
$ 2,328,129.57
*Check number 213280, payable to Southern California Gas Company, w ill be reported on a future Demand Register Report.

CONSENT CALENDAR ITEM NO. 12
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Vendor Account Name Amount Purpose
Riverside County Sheriff
Department
Various $1,147,790.43 11/16-12/13/23- Police
Services
Visit Greater Palm Springs VGPS $117,550.91 FY 23/24 Qtr 2 City Funding Imperial Irrigation District Various $64,695.87 Electricity Services Tri-State Materials Materials/Supplies $21,676.74 Median Hardscape Materials Merchants Building Maintenance LLC Various $20,249.24 February Janitorial Services Wire Transfers: Fifteen transfers totaled $428,235.04. Of this amount, $185,192 was for CalPERS and $181,741 was to Landmark (See Attachment 2 for a complete listing).

Investment Transactions: Full details of investment transactions, as well as total holdings, are reported quarterly in the Treasurer’s Report.

Prepared by: Derrick Armendariz, Finance Technician
Approved by: Rosemary Hallick, Principal Management Analyst Attachments: 1. Demand Registers

2. Wire Transfers
Transaction Issuer Type Par Value
Settle
Date
Coupon
Rate YTM
Maturity Wells Fargo Bank, NA CD $ 248,000 2/27/2024 3.000% 3.000% Maturity Federal Home Loan Banks Agency 1,000,000 $ 2/28/2024 2.125% 5.390% Purchase Fed Home Loan Mortgage Corp Agency 1,000,000 $ 2/29/2024 5.500% 5.500% 264 CLICK HERE to Return to Agenda
3/11/2024 10:31:24 AM Page 1 of 4
Demand Register
City of La Quinta Packet: APPKT03736 - 03/01/2024 JB
Vendor Name Payment Number Description (Item) Account Number Account Name Amount Fund: 101 - GENERAL FUND
BARSALEAU, MARY GRACE 213235 RENTAL DEPOSIT REFUND 101-0000-22830 Miscellaneous Deposits 100.00 CALIFORNIA BUILDING OFFIC… 213236 CALBO MEMBERSHIP A.ORT… 101-6003-60351 Membership Dues 245.00 CHAMPIONTIP BBQ 213237 FOOD FOR EMPLOYEE RECO… 101-1004-60340 Employee Recognition Events 693.74 CHARTER COMMUNICATIONS… 213238 02/16-03/15/24 - FS #70 CAB… 101-2002-61400 Cable/Internet - Utilities 48.25 CHARTER COMMUNICATIONS… 213238 02/16-03/15/24 - FS #32 CAB… 101-2002-61400 Cable/Internet - Utilities 99.91 COACHELLA VALLEY WATER D… 213240 WATER SERVICE 101-3005-61202 Water - Civic Center Park - Uti… 677.34 COACHELLA VALLEY WATER D… 213240 WATER SERVICE 101-3005-61209 Water -Community Park - Util… 1,339.23 COACHELLA VALLEY WATER D… 213240 WATER SERVICE 101-2002-61200 Water - Utilities 67.80 COACHELLA VALLEY WATER D… 213240 WATER SERVICE 101-3005-61203 Water -Eisenhower Park - Util… 161.82 COACHELLA VALLEY WATER D… 213240 WATER SERVICE 101-3005-61204 Water -Fritz Burns Park - Utili… 1,611.53 COACHELLA VALLEY WATER D… 213240 WATER SERVICE 101-3005-61205 Water -Velasco Park - Utilities 136.21 COACHELLA VALLEY WATER D… 213240 WATER SERVICE 101-3008-61200 Water - Utilities 496.02 DEPARTMENT OF CONSERVA… 213242 10/01-12/31/23 - SEISMIC H… 101-0000-20308 SMIP Fees Payable 1,541.72 DEPARTMENT OF CONSERVA… 213242 10/01-12/31/23 - SEISMIC H… 101-0000-42610 SMIP Fees -77.08 E & E PELS ENTERPRISE, INC 213243 2024 EMPLOYEE RECOGNITI… 101-1004-60340 Employee Recognition Events 600.00 ESPINOZA, ALINA 213244 2024 EMPLOYEE RECOGNITI… 101-1004-60340 Employee Recognition Events 1,500.00 EWING IRRIGATION PRODUC… 213245 IRRIGATION PARTS 101-3005-60431 Materials/Supplies 3,800.32 FLORES, FABIOLA 213247 2024 EMPLOYEE RECOGNITI… 101-1004-60340 Employee Recognition Events 850.00 FREGOSO, JESUS H. 213248 2024 EMPLOYEE RECOGNITI… 101-1004-60340 Employee Recognition Events 1,225.00 GARDAWORLD 213250 02/2024 - ARMORED SERVIC… 101-1006-60103 Professional Services 295.05 GOVOS, INC. 213251 02/2024 - STVR PERMITTING … 101-1005-60103 Professional Services 3,820.00 HDL COREN & CONE 213252 01/01-03/31/24 - PROPERTY … 101-1006-60104 Consultants 5,175.00 INTERWEST CONSULTING G… 213254 12/2023 - ONCALL PLANNING… 101-6003-60118 Plan Checks 1,007.50 LH PRODUCTIONS 213256 THE SILVERADOS CONCERT … 101-3003-60149 Community Experiences 8,117.00 MCKINNEY, BRYAN 213257 FY 23/24 ANNUAL WELLNESS… 101-1004-50252 Annual Wellness Dollar Reim… 200.00 MUSCO CORPORATION 213258 3/2024-3/2025 REMOTE CO… 101-3005-60136 Lighting Service 475.00 OCEAN SPRINGS TECH INC 213260 FB POOL CAT CONTROLLER … 101-3005-60184 Fritz Burns Pool Maintenance 527.92 OCHOA JR, JESUS 213261 2024 EMPLOYEE RECOGNITI… 101-1004-60340 Employee Recognition Events 1,620.00 ODP BUSINESS SOLUTIONS, L… 213262 OFFICE SUPPLIES 101-1006-60400 Office Supplies 43.43 ODP BUSINESS SOLUTIONS, L… 213262 CITYWIDE OFFICE SUPPLIES 101-1007-60403 Citywide Supplies 90.85 ODP BUSINESS SOLUTIONS, L… 213262 CITYWIDE OFFICE SUPPLIES 101-1007-60403 Citywide Supplies 88.77 PETRA-1, LP 213263 WC GYM WIPES 4 CASES 101-3002-60420 Operating Supplies 846.38 QUICK N EASY APPLIANCE SE… 213264 FS #70 SERVICE CALL 101-2002-60691 Maintenance/Services 77.25 QUINN COMPANY 213265 CH GENERATOR MAINTENA… 101-2002-80101 Machinery & Equipment 1,437.82 QUINN COMPANY 213265 CH GENERATOR MAINTENA… 101-2002-80101 Machinery & Equipment 1,339.93 RASA/ERIC NELSON 213266 FTM 2022-0003 ONCALL MAP… 101-7002-60183 Map/Plan Checking 700.00 RIVERSIDE ASSESSOR 213267 01/2024 - RECORDING FEES 101-6004-60108 Technical 20.00 RIVERSIDE ASSESSOR 213267 01/2024 - RECORDING FEES 101-0000-20325 Due to County Recorder 50.00 SIGNATURE TINT 213268 PICKLEBALL SIGNS 101-3005-60431 Materials/Supplies 258.60 SIGNATURE TINT 213268 SIGNAGE FOR PICKLEBALL C… 101-3005-60691 Maintenance/Services 120.00 SIGNATURE TINT 213268 SIGNAGE FOR SPLASH PAD 101-3005-60431 Materials/Supplies 473.25 SIGNATURE TINT 213268 PARK SIGNAGE 101-3005-60431 Materials/Supplies 581.85 STAPLES ADVANTAGE 213269 USB CABLES 101-7002-60420 Operating Supplies 57.06 STAPLES ADVANTAGE 213269 SELF SEAL CATALOG ENVELO… 101-1007-60402 Forms, Copier Paper 171.16 STAPLES ADVANTAGE 213269 OFFICE CHAIR 101-7001-60400 Office Supplies 173.98 STAPLES ADVANTAGE 213269 SIT STAND DESK CONVERTER 101-7001-60400 Office Supplies 287.09 STAPLES ADVANTAGE 213269 OFFICE SUPPLIES 101-3005-60400 Office Supplies 75.18 TRIPLETT, ALCADIA 213270 SALARY BUDGET SURVEY RE… 101-1004-60352 Subscriptions & Publications 395.00 ULINE 213271 SANDBAGS FOR FS #93 101-2002-60406 Disaster Prep Supplies 1,959.45 ULINE 213271 SANDBAGS FOR FS #32 101-2002-60406 Disaster Prep Supplies 1,959.45 ULINE 213271 SANDBAGS FOR FS #70 101-2002-60406 Disaster Prep Supplies 1,959.45 VERIZON WIRELESS 213273 01/14-02/13/24 - EOC CELL (… 101-2002-61304 Mobile/Cell Phones/Satellites 247.74 VINTAGE ASSOCIATES 213274 12/11-12/15/23 - EXTRA WO… 101-3005-60691 Maintenance/Services 4,640.00 265 CLICK HERE to Return to Agenda
Demand Register Packet: APPKT03736 - 03/01/2024 JB
3/11/2024 10:31:24 AM Page 2 of 4
Vendor Name Payment Number Description (Item) Account Number Account Name Amount VINTAGE ASSOCIATES 213274 12/18-12/19/23 - EXTRA WO… 101-3005-60691 Maintenance/Services 2,560.00 VISIT GREATER PALM SPRINGS 213275 Q2 FY 23/24 STVR TBID COLL… 101-0000-20303 TBID Due to VGPS 123,737.79 VISIT GREATER PALM SPRINGS 213275 Q2 FY 23/24 STVR TBID COLL… 101-0000-43635 VGPS TBID Admin Fee -6,186.88 WILKINSON BARNESON INSU… 213277 BUSINESS LICENSE REFUND L… 101-0000-41600 Business Licenses 66.00 XPRESS GRAPHICS 213278 ROCKET LAUNCH SIGNAGE 101-3007-60410 Printing 165.59 XPRESS GRAPHICS 213278 VOTER SIGNAGE ART CELEBR… 101-3003-60149 Community Experiences 333.48 YOUNG, NANETTE 213279 REFUND TOT OVERPAYMENT… 101-0000-20303 TBID Due to VGPS 114.00 YOUNG, NANETTE 213279 REFUND TOT OVERPAYMENT… 101-0000-41401 TOT - Short Term Vac. Rentals 1,140.00 Fund 101 - GENERAL FUND Total: 176,337.95
Fund: 201 - GAS TAX FUND
JERNIGAN SPORTING GOODS,… 213255 FY 23/24 SAFETY BOOTS R.C… 201-7003-60427 Safety Gear 168.55 Fund 201 - GAS TAX FUND Total: 168.55
Fund: 202 - LIBRARY & MUSEUM FUND
USA DRAIN AND PLUMBING… 213272 LIBRARY RESTROOM REPAIRS 202-3004-60691 Maintenance/Services 990.00 Fund 202 - LIBRARY & MUSEUM FUND Total: 990.00
Fund: 215 - LIGHTING & LANDSCAPING FUND
COACHELLA VALLEY WATER D… 213240 WATER SERVICE 215-7004-61211 Water - Medians - Utilities 10,207.98 EWING IRRIGATION PRODUC… 213245 IRRIGATION PARTS 215-7004-60431 Materials/Supplies 1,505.49 EWING IRRIGATION PRODUC… 213245 IRRIGATION PARTS 215-7004-60431 Materials/Supplies 956.99 IMPERIAL IRRIGATION DIST 213253 ELECTRICITY SERVICE 215-7004-61117 Electric - Medians - Utilities 14.01 Fund 215 - LIGHTING & LANDSCAPING FUND Total: 12,684.47 Fund: 230 - CASp FUND, AB 1379
WILKINSON BARNESON INSU… 213277 BUSINESS LICENSE REFUND L… 230-0000-42130 SB 1186 Revenue 4.00 Fund 230 - CASp FUND, AB 1379 Total: 4.00
Fund: 241 - HOUSING AUTHORITY
RIVERSIDE ASSESSOR 213267 01/2024 - RECORDING FEES 241-9101-60103 Professional Services 20.00 Fund 241 - HOUSING AUTHORITY Total: 20.00
Fund: 401 - CAPITAL IMPROVEMENT PROGRAMS
NV5 213259 12/2023 VILLAGE UTILITIES F… 401-0000-60185 Design 7,278.00 NV5 213259 01/2024 - FRED WARING DR … 401-0000-60108 Technical 535.00 WALTERS WHOLESALE ELECT… 213276 CABLE TIES FOR BANNERS 401-0000-60188 Construction 226.79 WALTERS WHOLESALE ELECT… 213276 TRAFFIC EQUIPMENT 401-0000-60188 Construction 72.74 Fund 401 - CAPITAL IMPROVEMENT PROGRAMS Total: 8,112.53 Fund: 501 - FACILITY & FLEET REPLACEMENT
AMERICAN TIRE DEPOT 213234 2021 NISSAN FRONTIER TIRE… 501-0000-60676 Vehicle Repair & Maintenan… 1,546.06 CHEVROLET CADILLAC 213239 2022 CHEVY SILVERADO VIN … 501-0000-60676 Vehicle Repair & Maintenan… 224.91 CHEVROLET CADILLAC 213239 2017 CHEVY SILVERADO VIN … 501-0000-60676 Vehicle Repair & Maintenan… 1,232.23 CHEVROLET CADILLAC 213239 2018 CHEVY COLORADO VIN … 501-0000-60676 Vehicle Repair & Maintenan… 462.42 CHEVROLET CADILLAC 213239 2017 CHEVY SILVERADO VIN … 501-0000-60676 Vehicle Repair & Maintenan… 193.23 CHEVROLET CADILLAC 213239 2023 CHEVY BOLT VIN P4191… 501-0000-60676 Vehicle Repair & Maintenan… 418.73 CHEVROLET CADILLAC 213239 2022 CHEVY SILVERADO VIN … 501-0000-60676 Vehicle Repair & Maintenan… 106.29 CHEVROLET CADILLAC 213239 2022 CHEVY SILVERADO VIN … 501-0000-60676 Vehicle Repair & Maintenan… 106.29 CHEVROLET CADILLAC 213239 2017 CHEVY COLORADO VIN… 501-0000-60676 Vehicle Repair & Maintenan… 452.60 CHEVROLET CADILLAC 213239 2017 CHEVY SILVERADO VIN … 501-0000-60676 Vehicle Repair & Maintenan… 193.19 FLORES, CHERI 213246 LAFCO MEETING GAS REIMB … 501-0000-60674 Fuel & Oil 30.00 Fund 501 - FACILITY & FLEET REPLACEMENT Total: 4,965.95 Fund: 502 - INFORMATION TECHNOLOGY
COLD STAR HEATING AND AIR… 213241 REFUND DUPLICATE PAYME… 502-0000-43611 Technology Enhancement Su… 8.00 Fund 502 - INFORMATION TECHNOLOGY Total: 8.00
Fund: 601 - SILVERROCK RESORT
FROSTY'S AIR CONDITIONING… 213249 SRR YARD EVAPORATIVE CO… 601-0000-60660 Repair & Maintenance 12,388.00 GARDAWORLD 213250 02/2024 - SRR ARMORED SE… 601-0000-60455 Bank Fees 719.49 GARDAWORLD 213250 01/2024 - SRR ARMORED SE… 601-0000-60455 Bank Fees 17.68 GARDAWORLD 213250 01/2024 - SRR ARMORED EX… 601-0000-60455 Bank Fees 237.45 Fund 601 - SILVERROCK RESORT Total: 13,362.62
Grand Total: 216,654.07
266 CLICK HERE to Return to Agenda
Demand Register Packet: APPKT03736 - 03/01/2024 JB
3/11/2024 10:31:24 AM Page 3 of 4
Fund Summary
Fund Expense Amount
101 - GENERAL FUND 176,337.95
201 - GAS TAX FUND 168.55
202 - LIBRARY & MUSEUM FUND 990.00
215 - LIGHTING & LANDSCAPING FUND 12,684.47
230 - CASp FUND, AB 1379 4.00
241 - HOUSING AUTHORITY 20.00
401 - CAPITAL IMPROVEMENT PROGRAMS 8,112.53
501 - FACILITY & FLEET REPLACEMENT 4,965.95
502 - INFORMATION TECHNOLOGY 8.00
601 - SILVERROCK RESORT 13,362.62
Grand Total: 216,654.07
Account Summary
Account Number Account Name Expense Amount
101-0000-20303 TBID Due to VGPS 123,851.79
101-0000-20308 SMIP Fees Payable 1,541.72
101-0000-20325 Due to County Recorder 50.00
101-0000-22830 Miscellaneous Deposits 100.00
101-0000-41401 TOT - Short Term Vac. R… 1,140.00
101-0000-41600 Business Licenses 66.00
101-0000-42610 SMIP Fees -77.08
101-0000-43635 VGPS TBID Admin Fee -6,186.88
101-1004-50252 Annual Wellness Dollar … 200.00
101-1004-60340 Employee Recognition E… 6,488.74
101-1004-60352 Subscriptions & Publicat… 395.00
101-1005-60103 Professional Services 3,820.00
101-1006-60103 Professional Services 295.05
101-1006-60104 Consultants 5,175.00
101-1006-60400 Office Supplies 43.43
101-1007-60402 Forms, Copier Paper 171.16
101-1007-60403 Citywide Supplies 179.62
101-2002-60406 Disaster Prep Supplies 5,878.35
101-2002-60691 Maintenance/Services 77.25
101-2002-61200 Water - Utilities 67.80
101-2002-61304 Mobile/Cell Phones/Sate… 247.74
101-2002-61400 Cable/Internet - Utilities 148.16
101-2002-80101 Machinery & Equipment 2,777.75
101-3002-60420 Operating Supplies 846.38
101-3003-60149 Community Experiences 8,450.48
101-3005-60136 Lighting Service 475.00
101-3005-60184 Fritz Burns Pool Mainten… 527.92
101-3005-60400 Office Supplies 75.18
101-3005-60431 Materials/Supplies 5,114.02
101-3005-60691 Maintenance/Services 7,320.00
101-3005-61202 Water - Civic Center Park… 677.34
101-3005-61203 Water -Eisenhower Park … 161.82
101-3005-61204 Water -Fritz Burns Park -… 1,611.53
101-3005-61205 Water -Velasco Park - Uti… 136.21
101-3005-61209 Water -Community Park … 1,339.23
101-3007-60410 Printing 165.59
101-3008-61200 Water - Utilities 496.02
101-6003-60118 Plan Checks 1,007.50
101-6003-60351 Membership Dues 245.00
101-6004-60108 Technical 20.00
101-7001-60400 Office Supplies 461.07
101-7002-60183 Map/Plan Checking 700.00
101-7002-60420 Operating Supplies 57.06
201-7003-60427 Safety Gear 168.55
202-3004-60691 Maintenance/Services 990.00
267 CLICK HERE to Return to Agenda
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3/11/2024 10:31:24 AM Page 4 of 4
Account Summary
Account Number Account Name Expense Amount
215-7004-60431 Materials/Supplies 2,462.48
215-7004-61117 Electric - Medians - Utilit… 14.01
215-7004-61211 Water - Medians - Utiliti… 10,207.98
230-0000-42130 SB 1186 Revenue 4.00
241-9101-60103 Professional Services 20.00
401-0000-60108 Technical 535.00
401-0000-60185 Design 7,278.00
401-0000-60188 Construction 299.53
501-0000-60674 Fuel & Oil 30.00
501-0000-60676 Vehicle Repair & Maint… 4,935.95
502-0000-43611 Technology Enhancemen… 8.00
601-0000-60455 Bank Fees 974.62
601-0000-60660 Repair & Maintenance 12,388.00
Grand Total: 216,654.07
Project Account Summary
Project Account Key Expense Amount
**None** 193,808.58
201804E 2,462.48
202203T 535.00
202206D 7,278.00
2324TMICT 299.53
CONCERTE 8,117.00
LQACE 333.48
STVRE 3,820.00
Grand Total: 216,654.07
268 CLICK HERE to Return to Agenda
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Demand Register
City of La Quinta Packet: APPKT03743 - 3/8/24 JDELGADO
Vendor Name Payment Number Description (Item) Account Number Account Name Amount Fund: 101 - GENERAL FUND
AIR EXCHANGE, INC 213281 FS #70 HOSE, GRABBER,& PR… 101-2002-60691 Maintenance/Services 1,216.94 BATRES, JESSE 213282 1/31-2/2/24 TRAVEL EXPENS… 101-1006-60320 Travel & Training 348.82 CARDENAS, ENRIQUE 213284 3/3/24 WELLNESS DOLLARS 101-1004-50252 Annual Wellness Dollar Reim… 200.00 CHARTER COMMUNICATIONS… 213285 2/29-3/28/24 FS #32 INTERN… 101-2002-61400 Cable/Internet - Utilities 99.99 COACHELLA VALLEY WATER D… 213286 WATER SERVICE 101-7006-60146 PM 10 - Dust Control 434.96 CONVERGINT TECHNOLOGIES… 213287 QUOTE:FE00632841P-ADAM… 101-2001-60692 Public Safety Camera System… 3,320.00 CRIME SCENE STERI-CLEAN, L… 213288 CRIME SCENE CLEAN-UP LA2… 101-2001-60175 Special Enforcement Funds 900.00 DECKARD TECHNOLOGIES, I… 213290 03/2024 RENTALSCAPE 101-1005-60103 Professional Services 3,750.00 DESERT CONCRETE BORDERS… 213291 315 FT 4X6 CONCRETE CURB… 101-3005-60691 Maintenance/Services 3,622.50 DESERT RECREATION DISTRI… 213292 01/2024 FRITZ BURNS POOL … 101-3003-60184 Fritz Burns Pool Programming 10,995.14 DESERT RECREATION FOUN… 213293 3/22/24 TEAM SPONSORSHIP 101-3007-60450 Sponsorships/Advertising 750.00 DISH NETWORK 213294 2/22-3/21/24 EOC CABLE 101-2002-61400 Cable/Internet - Utilities 106.71 FIRST CHOICE A/C & HEATING… 213295 CH HVAC R22 REFRIGERANT … 101-3008-60667 HVAC 962.50 FIRST CHOICE A/C & HEATING… 213295 CH HVAC TUNE-UP & AIR FIL… 101-3008-60667 HVAC 227.00 FIRST CHOICE A/C & HEATING… 213295 CH HVAC TUNE-UP & AIR FIL… 101-3008-60667 HVAC 115.00 FIRST CHOICE A/C & HEATING… 213295 CH HVAC TUNE-UP & AIR FIL… 101-3008-60667 HVAC 227.00 FIRST CHOICE A/C & HEATING… 213295 CH HVAC TUNE-UP & AIR FIL… 101-3008-60667 HVAC 131.00 FIRST CHOICE A/C & HEATING… 213295 CH HVAC TUNE-UP, FAN BELT… 101-3008-60667 HVAC 493.00 FIRST CHOICE A/C & HEATING… 213295 CH HVAC TUNE-UP FAN BELT… 101-3008-60667 HVAC 712.00 FIRST CHOICE A/C & HEATING… 213295 CH HVAC TUNE-UP & AIR FIL… 101-3008-60667 HVAC 131.00 FIRST CHOICE A/C & HEATING… 213295 CH HVAC TUNE-UP, FILTERS,… 101-3008-60667 HVAC 209.00 FIRST CHOICE A/C & HEATING… 213295 CH HVAC TUNE-UP & MINOR… 101-3008-60667 HVAC 281.00 FIRST CHOICE A/C & HEATING… 213295 CH HVAC TUNE-UP & AIR FIL… 101-3008-60667 HVAC 131.00 FIRST CHOICE A/C & HEATING… 213295 CH HVAC CAPACITOR, FILTER… 101-3008-60667 HVAC 318.00 FIRST CHOICE A/C & HEATING… 213295 CH HVAC TUNE-UP & AIR FIL… 101-3008-60667 HVAC 131.00 FRANCHISE TAX BOARD 213296 GARNISHMENT 101-0000-20985 Garnishments Payable 223.79 FRONTIER COMMUNICATIO… 213297 2/26-3/25/24 POLICE INTER… 101-2001-61400 Cable/Internet - Utilities 536.20 GANNETT CALIFORNIA LOCAL… 213298 1/5/24 & 1/12/24 MASTER F… 101-1005-60450 Advertising 613.50 GANNETT CALIFORNIA LOCAL… 213298 1/5/24 CCPHN - HAMPTON 101-6002-60450 Advertising 301.84 GANNETT CALIFORNIA LOCAL… 213298 1/5/24 CCPH NOTICE ZOA20… 101-6002-60450 Advertising 306.75 GANNETT CALIFORNIA LOCAL… 213298 1/12/24 CCPH NOTICE CLUB … 101-6002-60450 Advertising 306.75 GRAINGER 213299 HYDRATING DRINK MIX & ST… 101-7003-60420 Operating Supplies 326.46 HR GREEN PACIFIC INC 213300 02/2024 ONCALL PLAN CHEC… 101-7002-60183 Map/Plan Checking 17,636.50 IMPERIAL IRRIGATION DIST 213301 ELECTRICITY SERVICE 101-2002-61101 Electricity - Utilities 1,512.01 IMPERIAL IRRIGATION DIST 213301 ELECTRICITY SERVICE 101-3005-61102 Electric - Monticello Park - Uti… 13.59 IMPERIAL IRRIGATION DIST 213301 ELECTRICITY SERVICE 101-3005-61103 Electric - Civic Center Park - U… 4,032.32 IMPERIAL IRRIGATION DIST 213301 ELECTRICITY SERVICE 101-3005-61105 Electric - Fritz Burns Park - Uti… 1,844.00 IMPERIAL IRRIGATION DIST 213301 ELECTRICITY SERVICE 101-3005-61106 Electric - Sports Complex - Uti… 6,590.19 IMPERIAL IRRIGATION DIST 213301 ELECTRICITY SERVICE 101-3005-61108 Electric - Colonel Paige - Utilit… 74.79 IMPERIAL IRRIGATION DIST 213301 ELECTRICITY SERVICE 101-3005-61109 Electric - Community Park - U… 12,008.08 IMPERIAL IRRIGATION DIST 213301 ELECTRICITY SERVICE 101-3005-61110 Electric - Adams Park - Utiliti… 46.05 IMPERIAL IRRIGATION DIST 213301 ELECTRICITY SERVICE 101-3005-61111 Electric - Velasco Park - Utiliti… 14.42 IMPERIAL IRRIGATION DIST 213301 ELECTRICITY SERVICE 101-3005-61113 Electric - Eisenhower Park - U… 21.07 IMPERIAL IRRIGATION DIST 213301 ELECTRICITY SERVICE 101-3005-61114 Electric - Desert Pride - Utiliti… 13.59 IMPERIAL IRRIGATION DIST 213301 ELECTRICITY SERVICE 101-3008-61101 Electricity - Utilities 16,696.43 IMPERIAL IRRIGATION DIST 213301 ELECTRICITY SVC 101-2002-61101 Electricity - Utilities 711.77 IMPERIAL IRRIGATION DIST 213301 ELECTRICITY SERVICE 101-3005-61115 Electric - SilverRock Event Sit… 2,060.63 IMPERIAL IRRIGATION DIST 213301 ELECTRICITY SERVICE 101-7003-61101 Electricity - Utilities 844.91 INTERNATIONAL INSTITUTE … 213303 1/10/24 - IIMC ANNUAL ME… 101-6001-60351 Membership Dues 125.00 JOHNSTONE SUPPLY 213304 CH HVAC DKAP-2C-120VAC R… 101-3008-60667 HVAC 104.92 KILEY & ASSOCIATES 213305 02/2024 FEDERAL LOBBYIST … 101-1002-60101 Contract Services - Administr… 3,500.00 LOWE'S HOME IMPROVEME… 213307 PVC REPAIR COULPING 101-2002-60691 Maintenance/Services 24.45 LOWE'S HOME IMPROVEME… 213307 STEEL STOOL 101-3008-60431 Materials/Supplies 67.12 269 CLICK HERE to Return to Agenda
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Vendor Name Payment Number Description (Item) Account Number Account Name Amount LOWE'S HOME IMPROVEME… 213307 FRENCH CLEATS, UTILITY KNI… 101-3008-60431 Materials/Supplies 81.91 LOWE'S HOME IMPROVEME… 213307 WELDING WIRE 101-3008-60431 Materials/Supplies 51.61 LOWE'S HOME IMPROVEME… 213307 FLAGGING TAPE, BOLTS 101-7003-60432 Tools/Equipment 75.80 LOWE'S HOME IMPROVEME… 213307 THREAD BOLTS 101-7003-60432 Tools/Equipment 7.57 LOWE'S HOME IMPROVEME… 213307 MARKING PAINT, RUST SPRA… 101-7003-60432 Tools/Equipment 173.96 LOWE'S HOME IMPROVEME… 213307 HAND TOOLS 101-7003-60432 Tools/Equipment 277.73 LOWE'S HOME IMPROVEME… 213307 CEMENT, USB BRAIDED CABL… 101-7003-60432 Tools/Equipment 104.00 LOWE'S HOME IMPROVEME… 213307 20V BATTERY, GLOVES 101-7003-60432 Tools/Equipment 395.64 LOWE'S HOME IMPROVEME… 213307 HAND TOOLS 101-7003-60432 Tools/Equipment 367.51 LOWE'S HOME IMPROVEME… 213307 MAGNETIC MEASURING TAPE… 101-7003-60432 Tools/Equipment 72.29 MCDOWELL AWARDS 213308 1/31/24 PLAQUE - DARLENE F. 101-3005-60431 Materials/Supplies 59.81 MERCHANTS BUILDING MAI… 213309 2/10/24 JANITORIAL SERVICES 101-3008-60115 Janitorial 47.76 MERCHANTS BUILDING MAI… 213309 02/2024 CITYWIDE JANITORI… 101-3008-60115 Janitorial 15,947.62 OCEAN SPRINGS TECH INC 213311 12/19/23 FB POOL AIR VALVE… 101-3005-60184 Fritz Burns Pool Maintenance 285.71 OCEAN SPRINGS TECH INC 213311 01/2024 FB MONTHLY POOL … 101-3005-60184 Fritz Burns Pool Maintenance 6,082.00 OCEAN SPRINGS TECH INC 213311 12/29/23 FB WADDING POOL… 101-3005-60184 Fritz Burns Pool Maintenance 190.00 OCEAN SPRINGS TECH INC 213311 1/9/24 EMERGENCY SERVICE… 101-3005-60184 Fritz Burns Pool Maintenance 343.75 ODP BUSINESS SOLUTIONS, L… 213312 CASH RECEIPTS FOR AR 101-1006-60400 Office Supplies 39.13 ODP BUSINESS SOLUTIONS, L… 213312 TISSUE & BATTERIES 101-1002-60400 Office Supplies 59.29 ODP BUSINESS SOLUTIONS, L… 213312 PAPER, UTENSILS, TAPE 101-1005-60400 Office Supplies 123.58 ODP BUSINESS SOLUTIONS, L… 213312 CLEAR BINDER SLEEVES 101-1005-60400 Office Supplies 27.94 ODP BUSINESS SOLUTIONS, L… 213312 PAPER PLATES 101-1005-60400 Office Supplies 4.14 ODP BUSINESS SOLUTIONS, L… 213312 CLOROX WIPES 101-1006-60400 Office Supplies 17.94 ODP BUSINESS SOLUTIONS, L… 213312 CITYWIDE MANILA ENVELOP… 101-1007-60402 Forms, Copier Paper 23.31 ODP BUSINESS SOLUTIONS, L… 213312 CITYWIDE COFFEE 101-1007-60403 Citywide Supplies 23.73 PACIFIC WEST AIR CONDITIO… 213313 11/2023 CH WATER TREATM… 101-3008-60667 HVAC 125.00 PACIFIC WEST AIR CONDITIO… 213313 12/6/23 CH GVAC MECHANI… 101-3008-60667 HVAC 1,860.36 PACIFIC WEST AIR CONDITIO… 213313 02/2024 CH WATER TREATM… 101-3008-60667 HVAC 125.00 PALMS TO PINES PRINTING 213314 FY 2023-24 CITY WIDE PRO… 101-3007-60134 Promotional Items 1,143.23 PALMS TO PINES PRINTING 213314 FY 2023-24 CITY WIDE PRO… 101-3007-60134 Promotional Items 1,216.00 PATTON DOOR & GATE 213315 FS #70 RECEIVER AND BATTE… 101-2002-60691 Maintenance/Services 365.26 PATTON DOOR & GATE 213315 FS #70 GATE REPAIRS 101-2002-60691 Maintenance/Services 400.00 QUINN COMPANY 213317 BATTERY REPLACEMENT - WC 101-2002-80101 Machinery & Equipment 392.76 QUINN COMPANY 213317 GENERATOR INSPECTION AN… 101-2002-80101 Machinery & Equipment 1,220.20 QUINN COMPANY 213317 FS #32 GENERATOR TROUBL… 101-2002-80101 Machinery & Equipment 1,532.56 READ WITH ME VOLUNTEER … 213318 2/6/24 COMMUNITY SERVIC… 101-3001-60510 Grants & Economic Develop… 500.00 RIVERSIDE COUNTY SHERIFF … 213319 11/16-12/13/23 BP6 POLICE … 101-2001-60161 Sheriff Patrol 641,102.97 RIVERSIDE COUNTY SHERIFF … 213319 11/16-12/13/23 BP6 POLICE … 101-2001-60162 Police Overtime 21,582.51 RIVERSIDE COUNTY SHERIFF … 213319 11/16-12/13/23 BP6 POLICE … 101-2001-60163 Target Team 135,990.03 RIVERSIDE COUNTY SHERIFF … 213319 11/16-12/13/23 BP6 POLICE … 101-2001-60164 Community Services Officer 59,951.84 RIVERSIDE COUNTY SHERIFF … 213319 11/16-12/13/23 BP6 POLICE … 101-2001-60166 Gang Task Force 17,150.40 RIVERSIDE COUNTY SHERIFF … 213319 11/16-12/13/23 BP6 POLICE … 101-2001-60167 Narcotics Task Force 16,078.50 RIVERSIDE COUNTY SHERIFF … 213319 11/16-12/13/23 BP6 POLICE … 101-2001-60169 Motor Officer 127,090.66 RIVERSIDE COUNTY SHERIFF … 213319 11/16-12/13/23 BP6 POLICE … 101-2001-60170 Dedicated Sargeants 45,527.58 RIVERSIDE COUNTY SHERIFF … 213319 11/16-12/13/23 BP6 POLICE … 101-2001-60171 Dedicated Lieutenant 25,496.00 RIVERSIDE COUNTY SHERIFF … 213319 11/16-12/13/23 BP6 POLICE … 101-2001-60172 Sheriff - Mileage 33,513.65 RIVERSIDE COUNTY SHERIFF … 213319 11/16-12/13/23 BP6 POLICE … 101-2001-60175 Special Enforcement Funds 4,522.30 STAPLES ADVANTAGE 213320 BINDER CLIPS,CUTTER, PENS,… 101-1002-60400 Office Supplies 55.06 STAPLES ADVANTAGE 213320 OFFICE CHAIR 101-7001-60400 Office Supplies 173.98 STERICYCLE, INC 213321 2/2/24 POLICE SHRED 101-2001-60109 LQ Police Volunteers 19.25 THE CONE ZONE 213322 DEPOSIT FOR SNOW CONES … 101-3003-60149 Community Experiences 2,446.87 THE LOCK SHOP, INC 213323 PAD LOCKS 101-7003-60432 Tools/Equipment 197.57 TRULY NOLEN INC 213327 1/17/24 BEE HIVE REMOVAL 101-3005-60691 Maintenance/Services 150.00 UC REGENTS 213328 FY 24/25 UCLA ANDERSON F… 101-0000-13600 Prepaid Expense 1,500.00 UNITED WAY OF THE DESERT 213329 CONTRIBUTION 101-0000-20981 United Way Deductions 32.00 VERITAS TECHNOLOGIES LLC 213330 LASERFICHE WORM BACKUP 101-1005-60103 Professional Services 1,057.48 VINTAGE E & S INC 213332 FACILITIES ON-CALL ELECTRI… 101-3008-60691 Maintenance/Services 500.08 VINTAGE E & S INC 213332 2/27/24 WC OUTLET REPAIRS 101-3008-60691 Maintenance/Services 344.38 WOOD, RUSSELL DAVID 213334 1/24/24 POLICE TOW LA240… 101-2001-60176 Sheriff - Other 277.50 WOOD, RUSSELL DAVID 213334 2/6/24 POLICE TOW LA2403… 101-2001-60176 Sheriff - Other 185.00 270 CLICK HERE to Return to Agenda
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3/11/2024 10:49:50 AM Page 3 of 6
Vendor Name Payment Number Description (Item) Account Number Account Name Amount XPRESS GRAPHICS 213335 STVR POSTCARD 101-1005-60410 Printing 7,201.09 Fund 101 - GENERAL FUND Total: 1,276,281.49
Fund: 201 - GAS TAX FUND
LOWE'S HOME IMPROVEME… 213307 PVC ADAPTERS, VALVE, PVC … 201-7003-60431 Materials/Supplies 25.49 THE SHERWIN-WILLIAMS CO. 213324 PAINT MATERIAL 201-7003-60431 Materials/Supplies 84.72 TOPS' N BARRICADES INC 213325 TRAFFIC CONTROL SIGNS 201-7003-60429 Traffic Control Signs 179.44 TOPS' N BARRICADES INC 213325 TRAFFIC CONTROL SIGNS 201-7003-60429 Traffic Control Signs 633.36 TOPS' N BARRICADES INC 213325 TRAFFIC CONTROL SIGNS 201-7003-60429 Traffic Control Signs 440.06 TOPS' N BARRICADES INC 213325 TRAFFIC CONTROL SIGNS 201-7003-60429 Traffic Control Signs 629.66 Fund 201 - GAS TAX FUND Total: 1,992.73
Fund: 202 - LIBRARY & MUSEUM FUND
IMPERIAL IRRIGATION DIST 213301 ELECTRICITY SERVICE 202-3004-61101 Electricity - Utilities 2,810.00 IMPERIAL IRRIGATION DIST 213301 ELECTRICITY SERVICE 202-3006-61101 Electricity - Utilities 894.93 LOWE'S HOME IMPROVEME… 213307 DOOR HOLDER, DOLLY, D-BA… 202-3004-60691 Maintenance/Services 176.94 LOWE'S HOME IMPROVEME… 213307 40W LIGHT BULB AND CEILI… 202-3006-60691 Maintenance/Services 189.79 MERCHANTS BUILDING MAI… 213309 02/2024 LIBRARY JANITORIAL… 202-3004-60115 Janitorial 3,264.32 MERCHANTS BUILDING MAI… 213309 02/2024 MUSEUM JANITORI… 202-3006-60115 Janitorial 989.54 PACIFIC WEST AIR CONDITIO… 213313 11/2023 LIBRARY WATER TR… 202-3004-60667 HVAC 125.00 PACIFIC WEST AIR CONDITIO… 213313 02/2024 LIBRARY WATER TR… 202-3004-60667 HVAC 125.00 Fund 202 - LIBRARY & MUSEUM FUND Total: 8,575.52
Fund: 212 - SLESA (COPS) FUND
RIVERSIDE COUNTY SHERIFF … 213319 11/16-12/13/23 BP6 POLICE … 212-0000-60178 COPS Robbery Prevention 19,783.99 Fund 212 - SLESA (COPS) FUND Total: 19,783.99
Fund: 215 - LIGHTING & LANDSCAPING FUND
COACHELLA VALLEY WATER D… 213286 WATER SERVICE 215-7004-61211 Water - Medians - Utilities 29.04 COACHELLA VALLEY WATER D… 213286 WATER SERVICE 215-7004-61211 Water - Medians - Utilities 34.13 FRONTIER COMMUNICATIO… 213297 2/10-3/9/24 PHONE SVC 215-7004-61116 Electric - Utilities 56.28 IMPERIAL IRRIGATION DIST 213301 ELECTRICITY SERVICE 215-7004-61116 Electric - Utilities 6,744.67 IMPERIAL IRRIGATION DIST 213301 ELECTRICITY SERVICE 215-7004-61117 Electric - Medians - Utilities 3,580.85 IMPERIAL IRRIGATION DIST 213301 ELECTRICITY SVC 215-7004-61116 Electric - Utilities 307.49 IMPERIAL IRRIGATION DIST 213301 ELECTRICITY SVC 215-7004-61117 Electric - Medians - Utilities 31.08 IMPERIAL IRRIGATION DIST 213301 ELECTRICITY SERVICE 215-7004-61116 Electric - Utilities 1,150.75 LOWE'S HOME IMPROVEME… 213307 MARKING TAPE, RUST SPRAY… 215-7004-60431 Materials/Supplies 120.64 LOWE'S HOME IMPROVEME… 213307 BLADE & BLOW GUN MATER… 215-7004-60431 Materials/Supplies 86.72 LOWE'S HOME IMPROVEME… 213307 DECK SCREWS 215-7004-60431 Materials/Supplies 20.62 LOWE'S HOME IMPROVEME… 213307 LATCHING, WOOD KNIFE, WI… 215-7004-60431 Materials/Supplies 180.58 LOWE'S HOME IMPROVEME… 213307 SHIP TAPE, BRUSH CLEANER 215-7004-60431 Materials/Supplies 18.55 PWLC II, INC 213316 L&L PLANT REPLACEMENT 215-7004-60691 Maintenance/Services 2,240.00 TRI-STATE MATERIALS INC 213326 AVE 52 HARDSCAPE MATERI… 215-7004-60431 Materials/Supplies 12,389.47 TRI-STATE MATERIALS INC 213326 AVE 52 HARDSCAPE MATERI… 215-7004-60431 Materials/Supplies 9,287.27 VINTAGE ASSOCIATES 213331 PLANT MATERIAL 215-7004-60431 Materials/Supplies 932.04 Fund 215 - LIGHTING & LANDSCAPING FUND Total: 37,210.18 Fund: 235 - SO COAST AIR QUALITY FUND
IMPERIAL IRRIGATION DIST 213301 ELECTRICITY SERVICE 235-0000-61101 Electricity - Utilities 2,678.24 Fund 235 - SO COAST AIR QUALITY FUND Total: 2,678.24
Fund: 241 - HOUSING AUTHORITY
CAHA, BECKY 213283 01/2024 Housing Consultant … 241-9101-60103 Professional Services 5,850.00 Fund 241 - HOUSING AUTHORITY Total: 5,850.00
Fund: 401 - CAPITAL IMPROVEMENT PROGRAMS
IMPERIAL IRRIGATION DIST 213302 RELOCATE DOWN GUY POLE … 401-0000-60188 Construction 6,064.78 LANDMARK CONSULTANTS, … 213306 2023-15 MONROE STREET 401-0000-60108 Technical 1,788.00 MSA CONSULTING INC 213310 ON-CALL SURVEY CULTURAL … 401-0000-60108 Technical 18,978.75 Fund 401 - CAPITAL IMPROVEMENT PROGRAMS Total: 26,831.53 Fund: 501 - FACILITY & FLEET REPLACEMENT
DANIEL'S TIRE SERVICE, INC. 213289 2015 M300 NEW TIRES VIN #… 501-0000-60676 Vehicle Repair & Maintenan… 586.17 WEX BANK 213333 1/26-2/25/24 FUEL 501-0000-60674 Fuel & Oil 6,275.91 Fund 501 - FACILITY & FLEET REPLACEMENT Total: 6,862.08 271 CLICK HERE to Return to Agenda
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Vendor Name Payment Number Description (Item) Account Number Account Name Amount Fund: 502 - INFORMATION TECHNOLOGY
CHARTER COMMUNICATIONS… 213285 1/15-2/14/24 WC CABLE (81… 502-0000-61400 Cable/Internet - Utilities 154.66 CHARTER COMMUNICATIONS… 213285 2/20-3/19/24 WC CABLE (19… 502-0000-61400 Cable/Internet - Utilities 13.22 CHARTER COMMUNICATIONS… 213285 2/10-3/9/24 CH INTERNET (2… 502-0000-61400 Cable/Internet - Utilities 2,254.81 CHARTER COMMUNICATIONS… 213285 2/12-3/11/24 CITY YARD (40… 502-0000-61400 Cable/Internet - Utilities 82.07 FRONTIER COMMUNICATIO… 213297 2/12-3/11/24 X-PARK INTER… 502-0000-61400 Cable/Internet - Utilities 904.17 Fund 502 - INFORMATION TECHNOLOGY Total: 3,408.93
Grand Total: 1,389,474.69
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Fund Summary
Fund Expense Amount
101 - GENERAL FUND 1,276,281.49
201 - GAS TAX FUND 1,992.73
202 - LIBRARY & MUSEUM FUND 8,575.52
212 - SLESA (COPS) FUND 19,783.99
215 - LIGHTING & LANDSCAPING FUND 37,210.18
235 - SO COAST AIR QUALITY FUND 2,678.24
241 - HOUSING AUTHORITY 5,850.00
401 - CAPITAL IMPROVEMENT PROGRAMS 26,831.53
501 - FACILITY & FLEET REPLACEMENT 6,862.08
502 - INFORMATION TECHNOLOGY 3,408.93
Grand Total: 1,389,474.69
Account Summary
Account Number Account Name Expense Amount
101-0000-13600 Prepaid Expense 1,500.00
101-0000-20981 United Way Deductions 32.00
101-0000-20985 Garnishments Payable 223.79
101-1002-60101 Contract Services - Admi… 3,500.00
101-1002-60400 Office Supplies 114.35
101-1004-50252 Annual Wellness Dollar … 200.00
101-1005-60103 Professional Services 4,807.48
101-1005-60400 Office Supplies 155.66
101-1005-60410 Printing 7,201.09
101-1005-60450 Advertising 613.50
101-1006-60320 Travel & Training 348.82
101-1006-60400 Office Supplies 57.07
101-1007-60402 Forms, Copier Paper 23.31
101-1007-60403 Citywide Supplies 23.73
101-2001-60109 LQ Police Volunteers 19.25
101-2001-60161 Sheriff Patrol 641,102.97
101-2001-60162 Police Overtime 21,582.51
101-2001-60163 Target Team 135,990.03
101-2001-60164 Community Services Offi… 59,951.84
101-2001-60166 Gang Task Force 17,150.40
101-2001-60167 Narcotics Task Force 16,078.50
101-2001-60169 Motor Officer 127,090.66
101-2001-60170 Dedicated Sargeants 45,527.58
101-2001-60171 Dedicated Lieutenant 25,496.00
101-2001-60172 Sheriff - Mileage 33,513.65
101-2001-60175 Special Enforcement Fu… 5,422.30
101-2001-60176 Sheriff - Other 462.50
101-2001-60692 Public Safety Camera Sys… 3,320.00
101-2001-61400 Cable/Internet - Utilities 536.20
101-2002-60691 Maintenance/Services 2,006.65
101-2002-61101 Electricity - Utilities 2,223.78
101-2002-61400 Cable/Internet - Utilities 206.70
101-2002-80101 Machinery & Equipment 3,145.52
101-3001-60510 Grants & Economic Deve… 500.00
101-3003-60149 Community Experiences 2,446.87
101-3003-60184 Fritz Burns Pool Progra… 10,995.14
101-3005-60184 Fritz Burns Pool Mainten… 6,901.46
101-3005-60431 Materials/Supplies 59.81
101-3005-60691 Maintenance/Services 3,772.50
101-3005-61102 Electric - Monticello Park… 13.59
101-3005-61103 Electric - Civic Center Pa… 4,032.32
101-3005-61105 Electric - Fritz Burns Park… 1,844.00
101-3005-61106 Electric - Sports Complex… 6,590.19
101-3005-61108 Electric - Colonel Paige -… 74.79
101-3005-61109 Electric - Community Par… 12,008.08
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Account Summary
Account Number Account Name Expense Amount
101-3005-61110 Electric - Adams Park - Ut… 46.05
101-3005-61111 Electric - Velasco Park - … 14.42
101-3005-61113 Electric - Eisenhower Par… 21.07
101-3005-61114 Electric - Desert Pride - U… 13.59
101-3005-61115 Electric - SilverRock Even… 2,060.63
101-3007-60134 Promotional Items 2,359.23
101-3007-60450 Sponsorships/Advertising 750.00
101-3008-60115 Janitorial 15,995.38
101-3008-60431 Materials/Supplies 200.64
101-3008-60667 HVAC 6,283.78
101-3008-60691 Maintenance/Services 844.46
101-3008-61101 Electricity - Utilities 16,696.43
101-6001-60351 Membership Dues 125.00
101-6002-60450 Advertising 915.34
101-7001-60400 Office Supplies 173.98
101-7002-60183 Map/Plan Checking 17,636.50
101-7003-60420 Operating Supplies 326.46
101-7003-60432 Tools/Equipment 1,672.07
101-7003-61101 Electricity - Utilities 844.91
101-7006-60146 PM 10 - Dust Control 434.96
201-7003-60429 Traffic Control Signs 1,882.52
201-7003-60431 Materials/Supplies 110.21
202-3004-60115 Janitorial 3,264.32
202-3004-60667 HVAC 250.00
202-3004-60691 Maintenance/Services 176.94
202-3004-61101 Electricity - Utilities 2,810.00
202-3006-60115 Janitorial 989.54
202-3006-60691 Maintenance/Services 189.79
202-3006-61101 Electricity - Utilities 894.93
212-0000-60178 COPS Robbery Prevention 19,783.99
215-7004-60431 Materials/Supplies 23,035.89
215-7004-60691 Maintenance/Services 2,240.00
215-7004-61116 Electric - Utilities 8,259.19
215-7004-61117 Electric - Medians - Utilit… 3,611.93
215-7004-61211 Water - Medians - Utiliti… 63.17
235-0000-61101 Electricity - Utilities 2,678.24
241-9101-60103 Professional Services 5,850.00
401-0000-60108 Technical 20,766.75
401-0000-60188 Construction 6,064.78
501-0000-60674 Fuel & Oil 6,275.91
501-0000-60676 Vehicle Repair & Maint… 586.17
502-0000-61400 Cable/Internet - Utilities 3,408.93
Grand Total: 1,389,474.69
Project Account Summary
Project Account Key Expense Amount
**None** 1,325,328.46
111205CT 6,064.78
201804E 23,916.74
201901T 18,978.75
202315T 1,788.00
BDAYE 2,446.87
STVRE 10,951.09
Grand Total: 1,389,474.69
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City of La Quinta
Bank Transactions 2/24/2024-3/08/2024
Wire Transaction
Listed below are the wire transfers from 2/24/2024-3/08/2024.

Wire Transfers:

02/26/2024 - WIRE TRANSFER - AMERITAS $89.96
02/26/2024 - WIRE TRANSFER - AMERITAS $2,051.72
02/26/2024 - WIRE TRANSFER - STANDARD OF OREGON $3,106.76 02/26/2024 - WIRE TRANSFER - COLONIAL LIFE $9,197.02
02/26/2024 - WIRE TRANSFER - AMERITAS $13,293.96
03/01/2024 - WIRE TRANSFER - CALPERS $593.28
03/01/2024 - WIRE TRANSFER - CALPERS $5,747.50
03/01/2024 - WIRE TRANSFER - CALPERS $15,927.37
03/01/2024 - WIRE TRANSFER - CALPERS $30,774.24
03/04/2024 - WIRE TRANSFER - STERLING $1,595.80
03/04/2024 - WIRE TRANSFER - LQCEA $486.00
03/04/2024 - WIRE TRANSFER - MISSION SQUARE $4,025.00
03/04/2024 - WIRE TRANSFER - MISSION SQUARE $11,528.19
03/06/2024 - WIRE TRANSFER - LANDMARK $181,741.20
03/07/2024 - WIRE TRANSFER - CALPERS $148,077.04
TOTAL WIRE TRANSFERS OUT $428,235.04
ATTACHMENT 2
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City of La Quinta
CITY COUNCIL MEETING: March 19, 2024

STAFF REPORT
AGENDA TITLE: RECEIVE AND FILE REVENUE AND EXPENDITURE REPORT DATED DECEMBER 31, 2023

RECOMMENDATION
Receive and file revenue and expenditure report dated December 31, 2023.

EXECUTIVE SUMMARY
• The report summarizes the City’s year-to-date (YTD) revenues and period expenditures for December 2023 (Attachment 1).
• These reports are also reviewed by the Financial Advisory Commission.

FISCAL IMPACT – None

BACKGROUND/ANALYSIS
Below is a summary of the column headers used on the Revenue and Expenditure Summary Reports:

Original Total Budget – represents revenue and expenditure budgets the Council adopted in June 2023 for fiscal year (FY) 2023/24.

Current Total Budget – represents original adopted budgets plus any Council approved budget amendments from throughout the year, including carryovers from the prior fiscal year.

Period Activity – represents actual revenues received and expenditures outlaid in the reporting month.

Fiscal Activity – represents actual revenues received and expenditures outlaid YTD.

Variance Favorable/(Unfavorable) - represents the dollar difference between YTD collections/expenditures and the current budgeted amount.

Percent Used – represents the percentage activity as compared to budget.

CONSENT CALENDAR ITEM NO. 13
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The revenue report includes revenues and transfers into funds from other funds (income items). Revenues are not received uniformly throughout the year, resulting in peaks and valleys. For example, large property tax payments are usually received in December and May. Similarly, Redevelopment Property Tax Trust Fund payments are typically received in January and June. Any timing imbalance of revenue receipts versus expenditures is funded from the City’s cash flow reserve.

The expenditure report includes expenditures and transfers out to other funds. Unlike revenues, expenditures are more likely to be consistent from month to month. However, large debt service payments or CIP expenditures can cause swings.

Prepared by: Rosemary Hallick, Principal Management Analyst Approved by: Claudia Martinez, Finance Director
Attachment: 1. Revenue and Expenditure Report for December 31, 2023

MTD YTD
Percent of
Budget YTD
Percent of
Budget
General Fund (GF) $6,668,170 $18,940,083 24.13% $19,909,227 29.14% All Funds $18,930,696 $44,061,424 22.36% $33,907,681 19.06%

MTD YTD
Percent of
Budget YTD
Percent of
Budget
General Fund $10,567,852 $23,622,097 23.86% $17,453,167 17.45% Payroll (GF) $1,027,569 $5,870,845 43.85% $6,855,961 49.68% All Funds $19,013,938 $66,349,059 29.07% $44,565,946 21.00% December 2023 Expenditures Comparison to 2022
December 2023 Revenues Comparison to 2022
Total revenue and expenditure figures are inclusive of internal accounting entries such as transfers in/out and internal service fund quarterly allocations, which are not reflected individually in the Top Five chart.

General Fund Non-General Fund
Property Tax $ 2,393,086 Allocated Interest $ 565,219
Measure G Sales Tax $ 1,342,070 SilverRock Green Fees $ 525,613 Transient Occupancy (Hotel) Tax $ 1,232,179 Pension Trust Earnings $ 227,727 Sales Tax $ 1,099,316 OPEB Trust Earnings $ 182,134
Fire Service Credit $ 107,046 County Sales Tax (Measure A) $ 170,436 General Fund Non-General Fund
Sheriff Contract (Sept/Oct) $ 1,191,239 Capital Improvement Program - Construction(1) $ 4,465,091 Contract Legal Services $ 210,828 SilverRock Maintenance $ 244,640 Parks Maintenance Services $ 136,761 Lighting & Landscape Maintenance Contract $ 149,596 Parks Landscape Maintenance Contract $ 134,622 Information Technology Management Services $ 79,263 Marketing and Tourism Promotions $ 69,999 Capital Improvement Program - Design(2) $ 73,884 Top Five Revenue/Income Sources for December
Top Five Expenditures/Outlays for December
(1)CIP Construction: Dune Palms Bridge, pavement management plan slurry sealing, and Fred Waring pavement rehab (2)CIP Design: Contracted design expenses associated with cultural campus, Fritz Burns Park master plan, landscape conversions and Civic Center lake/irrigation projects.
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For Fiscal: 2023/24 Period Ending: 12/31/2023

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Revenue Summary
Fiscal
Activity
Variance
Favorable
Fund (Unfavorable)
Period
Activity
Current
Total Budget
Original
Total Budget
Percent
Used
101 - GENERAL FUND 78,478,100 78,478,100 6,668,170 18,940,083 -59,538,017 24.13% 105 - DISASTER RECOVERY FUND 15,000 15,000 0 -8,794 -23,794 58.63% 201 - GAS TAX FUND 2,458,600 2,458,600 662,016 1,284,090 -1,174,510 52.23% 202 - LIBRARY & MUSEUM FUND 2,922,000 2,922,000 180 -7,745 -2,929,745 0.27% 203 - PUBLIC SAFETY FUND (MEASURE G) 2,500 2,500 0 -179 -2,679 7.17% 210 - FEDERAL ASSISTANCE FUND 156,000 336,349 9,739 180,347 -156,002 53.62% 212 - SLESA (COPS) FUND 101,500 101,500 8,333 24,573 -76,927 24.21% 215 - LIGHTING & LANDSCAPING FUND 2,992,000 2,992,000 2,000,000 2,016,316 -975,684 67.39% 220 - QUIMBY FUND 50,000 50,000 0 0 -50,000 0.00%
221 - AB 939 - CALRECYCLE FUND 70,000 70,000 0 15,036 -54,964 21.48% 223 - MEASURE A FUND 2,028,000 2,028,000 170,436 467,063 -1,560,937 23.03% 225 - INFRASTRUCTURE FUND 500 500 0 -17 -517 3.41%
226 - EMERGENCY MANAGEMENT PERFORMANCE GRANT (EMPG) 12,500 12,500 0 0 -12,500 0.00% 227 - STATE HOMELAND SECURITY PROGRAMS (SHSP) 5,000 5,000 0 0 -5,000 0.00% 230 - CASp FUND, AB 1379 20,500 20,500 1,304 7,743 -12,757 37.77% 231 - SUCCESSOR AGCY PA 1 RORF 0 0 55 14,012 14,012 0.00% 235 - SO COAST AIR QUALITY FUND 55,000 55,000 0 -75 -55,075 0.14% 237 - SUCCESSOR AGCY PA 1 ADMIN 0 0 0 -165 -165 0.00%
241 - HOUSING AUTHORITY 1,401,500 1,401,500 109,547 952,913 -448,587 67.99% 243 - RDA LOW-MOD HOUSING FUND 30,000 30,000 0 -3,375 -33,375 11.25% 247 - ECONOMIC DEVELOPMENT FUND 20,000 20,000 6,338 47,812 27,812 239.06% 249 - SA 2011 LOW/MOD BOND FUND (Refinanced in 2016) 36,000 1,423,009 20,943 38,877 -1,384,132 2.73% 250 - TRANSPORTATION DIF FUND 1,520,000 1,520,000 92,207 124,516 -1,395,484 8.19% 251 - PARKS & REC DIF FUND 751,500 751,500 48,438 101,029 -650,471 13.44% 252 - CIVIC CENTER DIF FUND 501,500 501,500 28,290 34,443 -467,057 6.87% 253 - LIBRARY DEVELOPMENT DIF 100,000 100,000 9,131 10,322 -89,678 10.32% 254 - COMMUNITY & CULTURAL CENTERS DIF252,500 252,500 21,988 23,988 -228,512 9.50% 255 - STREET FACILITY DIF FUND 1,000 1,000 0 -71 -1,071 7.10% 256 - PARK FACILITY DIF FUND 100 100 0 -7 -107 6.69%
257 - FIRE PROTECTION DIF 151,500 151,500 8,487 10,206 -141,294 6.74% 259 - MAINTENANCE FACILITIES DIF FUND 101,000 101,000 7,199 9,359 -91,641 9.27% 270 - ART IN PUBLIC PLACES FUND 154,000 154,000 50,908 72,371 -81,629 46.99% 275 - LQ PUBLIC SAFETY OFFICER 2,500 2,500 2,000 1,953 -547 78.12% 299 - INTEREST ALLOCATION FUND 0 0 565,219 3,413,722 3,413,722 0.00% 310 - LQ FINANCE AUTHORITY DEBT SERVICE 1,100 1,100 0 0 -1,100 0.00% 401 - CAPITAL IMPROVEMENT PROGRAMS17,950,700 89,820,762 5,155,291 10,118,950 -79,701,812 11.27% 405 - SA PA 1 CAPITAL IMPRV FUND 1,500 1,500 0 -5 -1,505 0.36% 501 - FACILITY & FLEET REPLACEMENT 1,685,000 1,685,000 373,750 753,274 -931,726 44.70% 502 - INFORMATION TECHNOLOGY 2,256,708 2,256,708 765,691 1,539,026 -717,682 68.20% 503 - PARK EQUIP & FACILITY FUND 470,000 470,000 250,000 496,660 26,660 105.67% 504 - INSURANCE FUND 1,362,230 1,362,230 215,308 555,073 -807,157 40.75% 601 - SILVERROCK RESORT 5,277,950 5,277,950 1,182,867 2,398,806 -2,879,144 45.45% 602 - SILVERROCK GOLF RESERVE 87,000 87,000 82,000 81,446 -5,554 93.62% 760 - SUPPLEMENTAL PENSION PLAN 6,000 6,000 5,000 4,931 -1,069 82.18% 761 - CERBT OPEB TRUST 20,000 20,000 182,134 100,758 80,758 503.79% 762 - PARS PENSION TRUST 100,000 100,000 227,727 242,158 142,158 242.16% Report Total: 123,608,488 197,045,908 18,930,696 44,061,424 -152,984,484 22.36% ATTACHMENT 1
Accounts are subject to adjusting entries and audit. The City's Annual Comprehensive Financial Report, published annually, is the best resource for all final audited numbers.
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Budget Report No Decimals CC RevExp For Fiscal: 2023/24 Period Ending: 12/31/2023

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Fund Summary
Fiscal
Activity
Variance
Favorable
Fund (Unfavorable)
Period
Activity
Current
Total Budget
Original
Total Budget
Percent
Used
101 - GENERAL FUND 72,828,750 99,002,131 10,567,852 23,622,097 75,380,033 23.86% 201 - GAS TAX FUND 2,802,400 4,811,461 1,183,509 1,648,132 3,163,329 34.25% 202 - LIBRARY & MUSEUM FUND 2,240,160 4,934,483 161,816 351,180 4,583,304 7.12% 203 - PUBLIC SAFETY FUND (MEASURE G) 0 41,687 9,687 9,687 32,000 23.24% 210 - FEDERAL ASSISTANCE FUND 156,300 336,649 180,349 180,349 156,300 53.57% 212 - SLESA (COPS) FUND 100,000 100,000 9,678 22,230 77,770 22.23% 215 - LIGHTING & LANDSCAPING FUND 3,186,915 3,353,915 306,021 1,109,339 2,244,576 33.08% 220 - QUIMBY FUND 0 445,176 0 0 445,176 0.00%
221 - AB 939 - CALRECYCLE FUND 150,000 150,000 13,298 85,832 64,168 57.22% 223 - MEASURE A FUND 1,865,000 4,810,319 1,001,214 2,594,434 2,215,886 53.93% 226 - EMERGENCY MANAGEMENT PERFORMANCE GRANT (EMPG) 12,000 12,000 200 9,950 2,050 82.92% 227 - STATE HOMELAND SECURITY PROGRAMS (SHSP) 5,000 5,000 0 0 5,000 0.00% 230 - CASp FUND, AB 1379 5,500 5,500 0 0 5,500 0.00%
231 - SUCCESSOR AGCY PA 1 RORF 0 0 0 15,000,437 -15,000,437 0.00% 235 - SO COAST AIR QUALITY FUND 54,000 54,000 2,369 10,061 43,939 18.63% 237 - SUCCESSOR AGCY PA 1 ADMIN 0 0 0 2,600 -2,600 0.00% 241 - HOUSING AUTHORITY 1,596,340 1,996,340 172,282 1,012,331 984,009 50.71% 243 - RDA LOW-MOD HOUSING FUND 250,000 300,000 0 0 300,000 0.00% 247 - ECONOMIC DEVELOPMENT FUND 31,500 31,500 849 20,405 11,095 64.78% 249 - SA 2011 LOW/MOD BOND FUND (Refinanced in 2016) 250,000 3,824,192 0 3,582,426 241,766 93.68% 250 - TRANSPORTATION DIF FUND 550,000 1,669,775 1,335 401,335 1,268,440 24.04% 251 - PARKS & REC DIF FUND 650,000 1,121,285 7,715 7,715 1,113,570 0.69% 252 - CIVIC CENTER DIF FUND 0 249,925 0 0 249,925 0.00% 253 - LIBRARY DEVELOPMENT DIF 15,000 15,000 0 0 15,000 0.00% 254 - COMMUNITY & CULTURAL CENTERS DIF 0 125,000 0 0 125,000 0.00% 259 - MAINTENANCE FACILITIES DIF FUND 180,000 180,000 0 0 180,000 0.00% 270 - ART IN PUBLIC PLACES FUND 233,000 742,711 15,488 43,913 698,798 5.91% 310 - LQ FINANCE AUTHORITY DEBT SERVICE 1,100 1,100 0 0 1,100 0.00% 401 - CAPITAL IMPROVEMENT PROGRAMS17,950,700 84,998,963 4,573,166 11,129,662 73,869,301 13.09% 501 - FACILITY & FLEET REPLACEMENT 1,448,750 2,331,044 52,767 242,606 2,088,438 10.41% 502 - INFORMATION TECHNOLOGY 3,082,620 3,277,620 146,690 1,068,553 2,209,067 32.60% 503 - PARK EQUIP & FACILITY FUND 2,242,200 3,092,200 6,863 652,773 2,439,427 21.11% 504 - INSURANCE FUND 1,118,000 1,118,000 452 1,106,416 11,584 98.96% 601 - SILVERROCK RESORT 5,034,993 5,034,993 597,365 2,405,684 2,629,309 47.78% 760 - SUPPLEMENTAL PENSION PLAN 12,850 12,850 0 12,833 17 99.87% 761 - CERBT OPEB TRUST 1,800 1,800 388 782 1,018 43.46% 762 - PARS PENSION TRUST 30,000 30,000 2,585 15,296 14,704 50.99% Report Total: 118,084,878 228,216,619 19,013,938 66,349,059 161,867,560 29.07% Accounts are subject to adjusting entries and audit. The City's Annual Comprehensive Financial Report, published annually, is the best resource for all final audited numbers.
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Fund # Name Notes
101 General Fund The primary fund of the City used to account for all revenue and expenditures of the City; a broad range of municipal activities are provided through this fund.
105 Disaster Recovery Fund
Accounts for use of one-time federal funding designed to deliver relief to American workers and aid in the economic recovery iin the wake of COVID-19. The American Rescue Plan Act (ARPA) was passed by Congress in 2021 to provide fiscal recovery funds to state and local governments. 201 Gas Tax Fund Gasoline sales tax allocations received from the State which are restricted to street-related expenditures. 202 Library and Museum Fund Revenues from property taxes and related expenditures for library and museum services. 203 Public Safety Fund General Fund Measure G sales tax revenue set aside for public safety expenditures. 210 Federal Assistance Fund Community Development Block Grant (CDBG) received from the federal government and the expenditures of those resources.
212 SLESF (COPS) Fund Supplemental Law Enforcement Services Funds (SLESF) received from the State for law enforcement activities.

Also known as Citizen's Option for Public Safety (COPS). 215 Lighting & Landscaping Fund Special assessments levied on real property for city-wide lighting and landscape maintenance/improvements and the expenditures of those resources.
220 Quimby Fund Developer fees received under the provisions of the Quimby Act for park development and improvements. 221 AB939 Fund/Cal Recycle Franchise fees collected from the city waste hauler that are used to reduce waste sent to landfills through recycling efforts. Assembly Bill (AB) 939.
223 Measure A Fund County sales tax allocations which are restricted to street-related expenditures. 224 TUMF Fund Developer-paid Transportation Uniform Mitigation Fees (TUMF) utilized for traffic projects in Riverside County. 225 Infrastructure Fund Developer fees for the acquisition, construction or improvement of the City’s infrastructure as defined by Resolution 226 Emergency Mgmt. Performance Grant (EMPG) Federal Emergency Management Agency (FEMA) grant for emergency preparedness. 227 State Homeland Security Programs (SHSP) Federal Emergency Management Agency (FEMA) grant for emergency preparedness. 230 CASP Fund, AB1379 / SB1186 Certified Access Specialist (CASp) program fees for ADA Accessibility Improvements; derived from Business License renewals. Assembly Bill (AB) 1379 and Senate Bill (SB) 1186. 231 Successor Agency PA 1 RORF Fund
Successor Agency (SA) Project Area (PA) 1 Redevelopment Obligation Retirement Fund (RORF) for Redevelopment Property Tax Trust Fund (RPTTF) taxes received for debt service payments on recognized obligations of the former Redevelopment Agency (RDA).
235 SO Coast Air Quality Fund (AB2766, PM10) Contributions from the South Coast Air Quality Management District. Uses are limited to the reduction and control of airborne pollutants. Assembly Bill (AB) 2766.
237 Successor Agency PA 1 Admin Fund Successor Agency (SA) Project Area (PA) 1 for administration of the Recognized Obligation Payment Schedule (ROPS) associated with the former Redevelopment Agency (RDA). 241 Housing Authority Activities of the Housing Authority which is to promote and provide quality affordable housing. 243 RDA Low-Moderate Housing Fund Activities of the Housing Authority which is to promote and provide quality affordable housing. Accounts for RDA loan repayments (20% for Housing) and housing programs,.
244 Housing Grants Activites related Local Early Action Planning (LEAP) and SB2 grants for housing planning and development. 247 Economic Development Fund Proceeds from sale of City-owned land and transfers from General Fund for future economic development. 249 SA 2011 Low/Mod Bond Fund Successor Agency (SA) low/moderate housing fund; 2011 bonds refinanced in 2016. 250 Transportation DIF Fund Developer impact fees collected for specific public improvements - transportation related. 251 Parks & Rec. DIF Fund Developer impact fees collected for specific public improvements - parks and recreation. 252 Civic Center DIF Fund Developer impact fees collected for specific public improvements - Civic Center. 253 Library Development DIF Fund Developer impact fees collected for specific public improvements - library. 254 Community Center DIF Fund Developer impact fees collected for specific public improvements - community center. 255 Street Facility DIF Fund Developer impact fees collected for specific public improvements - streets. 256 Park Facility DIF Fund Developer impact fees collected for specific public improvements - parks. 257 Fire Protection DIF Fund Developer impact fees collected for specific public improvements - fire protection. 259 Maintenance Facilities DIF Fund Developer impact fees collected for specific public improvements - maintenance facilities. 270 Art In Public Places Fund Developer fees collected in lieu of art placement; utilized for acquisition, installation and maintenance of public artworks.
275 LQ Public Safety Officer Fund Annual transfer in from General Fund; distributed to public safety officers disabled or killed in the line of duty. 299 Interest Allocation Fund Interest earned on investments. 310 LQ Finance Authority Debt Service Fund Accounted for the debt service the Financing Authority’s outstanding debt and any related reporting requirements.

This bond was fully paid in October 2018.
401 Capital Improvement Program Fund Planning, design, and construction of various capital projects throughout the City. 405 SA PA 1 Capital Improvement Fund Successor Agency (SA) Project Area (PA) 1 bond proceeds restricted by the bond indenture covenants. Used for SilverRock infrastructure improvements.
501 Equipment Replacement Fund Internal Service Fund for vehicles, heavy equipment, and related facilities. 502 Information Technology Fund Internal Service Fund for computer hardware and software and phone systems. 503 Park Equipment & Facility Fund Internal Service Fund for park equipment and facilities. 504 Insurance Fund Internal Service Fund for city-wide insurance coverages. 601 SilverRock Resort Fund Enterprise Fund for activities of the city-owned golf course. 602 SilverRock Golf Reserve Fund Enterprise Fund for golf course reserves for capital improvements. 760 Supplemental Pension Plan (PARS Account) Supplemental pension savings plan for excess retiree benefits to general employees of the City. 761 Other Post Benefit Obligation Trust (OPEB) For retiree medical benefits and unfunded liabilities. 762 Pension Trust Benefit (PARS Account) For all pension-related benefits and unfunded liabilities.

Fund Descriptions

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City of La Quinta
CITY COUNCIL MEETING: March 19, 2024

STAFF REPORT
AGENDA TITLE: APPROVE AGREEMENT FOR CONTRACT SERVICES WITH TRITON TECHNOLOGY SOLUTIONS, INC. FOR AUDIO AND VIDEO SYSTEM

UPGRADES AND ANNUAL MAINTENANCE AND SUPPORT SERVICES FOR

SEVERAL MEETING ROOMS AT CITY HALL AND WELLNESS CENTER

RECOMMENDATION
Approve Agreement for Contract Services with Triton Technology Solutions, Inc. for audio and video system upgrades and annual maintenance and support services at several meeting rooms at City Hall and the Wellness Center; and authorize the City Manager to execute the agreement.

EXECUTIVE SUMMARY
 The existing audio and visual (AV) systems at several meeting rooms located at City Hall and the Wellness Center were updated over 10 years ago, and require upgrades to ensure compatibility with ever-changing technology and software updates, and the ability to broadcast public meetings live and provide quality audio.  In January 2024, the City issued a Request for Proposals (RFP) for AV upgrades and maintenance and support services and received one proposal from Triton Technology Solutions (Triton).

FISCAL IMPACT
The project cost is $621,871 over a six-year term, beginning from the anticipated contract start date of April 1, 2024, and ending June 30, 2027, with an option to extend for an additional three-year term through June 30, 2030 for the maintenance and support services only. The breakdown of the costs related to AV upgrades for each conference room are listed in the table below, and funds are available in Machinery and Equipment Account No. 502-0000-80100 – total upgrade costs for all four rooms are $495,127.

Annual maintenance and support services are also detailed in the table below, and funds are available for fiscal year (FY) 2023/24 in the Maintenance and Agreements Account No. 502-0000-60300. Funds will be budgeted in accordance with the Agreement for future FYs.

BUSINESS SESSION ITEM NO. 1
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Audio and Visual (AV) Upgrades – City Hall and Wellness Center Project Cost One Time
Fees
Contingency
Budget
Chamber – Audio Upgrade $ 32,472.73 -
Caucus Room – AV Upgrade $ 28,990.68 -
Study Session Room – AV Upgrade
(Includes 5% Contingency = 9,020) $ 205,651.49 -
Study Session Room – Broadcast
(Includes 5% Contingency = 1,616.15) $ 35,669.59
Meeting Room (Wellness Center)
(Includes 5% Contingency = 7,495.90) $ 168,764.95 -
Contingency Budget
(approximately 5% for unanticipated items) - $ 23,577.56 UPGRADES TOTAL $495,127: $ 471,549.44 $ 23,577.56
Annual Maintenance and Support Services
Fiscal Year Facilities Maintenance
Costs
FYs 2024/25 to 2026/27
Consolidates current
maintenance services contract
Chamber & Caucus Rooms Annual
$13,625 per FY $ 40,875
FYs 2024/25 to 2026/27
Study Session & Wellness Center
Meeting Rooms $5,500 per FY & $4,000
contingency
$ 16,500
$ 4,000
Initial 3-Year Term Maintenance Total: $ 61,375
Optional One-Time 3-Year Term Extension
FYs 2027/28 to 2029/30 Chamber & Caucus Rooms $13,625 per FY $ 40,875
FYs 2027/28 to 2029/30
Study Session & Wellness Center
Meeting Rooms $5,500 per FY & $4,000
contingency
$ 16,500
$ 4,000
FY 2025/26 – 2027/28 Contingency (approx. 5% for CPI) $ 3,994 Optional 3-Year Extended Term Maintenance Total: $ 65,369

BACKGROUND/ANALYSIS
The existing audio and visual (AV) systems for several meeting rooms located at City Hall and the Wellness Center were updated over 10 years ago with the most current technology for its time, and require upgrades to ensure compatibility with ever-changing technology and software updates, and the ability to broadcast public meetings live and provide quality audio.
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During the past several years, staff has identified issues with the current AV systems in the meeting rooms enumerated below, which are being proposed for upgrades:
 Chamber – audio upgrade only; the AV system and controls in the Chamber were upgraded in 2022, however, the audio system and speakers were not and are now due for replacement.
 Study Session – complete AV system upgrade, addition of broadcasting capabilities, and connection to livestream.
 Caucus room – complete AV system upgrade and connection to Chamber system.  Wellness Center Meeting room – complete AV system upgrade.

In January 2024, the City issued an RFP seeking qualified firms to provide AV upgrades, and maintenance and support services. Three firms contacted the City expressing interest; two firms (Triton and Western Audio Visual & Security) conducted a walk-through of the facilities; and one proposal was received from Triton. The response was evaluated based on method of implementation, security standards, ease of access for the public and staff, maintenance and support, customization, and recurring costs. Triton is being recommended based on their ability to provide a complete and comprehensive solution at a competitive cost.

In 2022, Triton was selected as the winning proposal for the AV system upgrade in the Chamber, following an RFP, published by the City in 2021, which received three proposals. Triton is currently contracted with the City to provide annual maintenance and support services for the Chamber. If the proposed agreement is approved, the existing agreement with Triton will be terminated, as those services and costs are being incorporated into the new agreement.

These upgrades are necessary to ensure the City has quality meeting facilities that are technologically equipped and compatible with current standards; in compliance with State mandates for open and public meetings; and to secure a secondary meeting facility to broadcast and livestream public meetings should there be a failure of the Chamber equipment, or if a smaller meeting space is better suited for public meetings.

Upon Council’s approval, the initial term of this Agreement would begin April 1, 2024, and expire June 30, 2027, with an option to renew for an additional three years.

ALTERNATIVES
Council may elect not to approve this agreement or change the scope of services that Triton provides.

Prepared by: Monika Radeva, City Clerk
Approved by: Jon McMillen, City Manager

Attachment: 1. Agreement with Triton for AV Upgrades, and Maintenance and Support Services
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AGREEMENT FOR CONTRACT SERVICES
THIS AGREEMENT FOR CONTRACT SERVICES (the “Agreement”) is made and entered into by and between the CITY OF LA QUINTA, (“City”), a California municipal corporation, and Triton Technology Solutions, Inc., with a place of business at 32234 Paseo Adelanto, Suite E-1, San Juan Capistrano, CA 92675 (“Contracting Party”). The parties hereto agree as follows:

1. SERVICES OF CONTRACTING PARTY.

1.1 Scope of Services. In compliance with all terms and conditions of this Agreement, Contracting Party shall provide those services related to 1) Audio system upgrade for the Council Chamber at City Hall, 2) Audio and Video system upgrade for the Caucus Room, Study Session room, and Wellness Center Meeting room; and 3) System maintenance and support services for all four meeting rooms, as specified in the “Scope of Services” attached hereto as “Exhibit A” and incorporated herein by this reference (the “Services”). Contracting Party represents and warrants that Contracting Party is a provider of first-class work and/or services and Contracting Party is experienced in performing the Services contemplated herein and, in light of such status and experience, Contracting Party covenants that it shall follow industry standards in performing the Services required hereunder, and that all materials, if any, will be of good quality, fit for the purpose intended. For purposes of this Agreement, the phrase “industry standards” shall mean those standards of practice recognized by one or more first-class firms performing similar services under similar circumstances.

1.3 Wage and Hour Compliance, Contracting Party shall comply with applicable Federal, State, and local wage and hour laws.

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1.7 Additional Services. In accordance with the terms and conditions of this Agreement, Contracting Party shall perform services in addition to those specified in the Scope of Services (“Additional Services”) only when directed to do so by the Contract Officer, or assigned designee, provided that Contracting Party shall not be required to perform any Additional Services without compensation. Contracting Party shall not perform any Additional Services until receiving prior written authorization (in the form of a written change order if Contracting Party is a contractor performing the Services) from the Contract Officer, or assigned designee, incorporating therein any adjustment in (i) the Contract Sum, and/or (ii) the time to perform this Agreement, which said adjustments are subject to the written approval of Contracting Party. It is expressly understood by Contracting Party that the provisions of this Section shall not apply to the Services specifically set forth in the Scope of Services or reasonably contemplated therein. It is specifically understood and agreed that oral requests and/or approvals of Additional Services shall be barred and are unenforceable. Failure of Contracting Party to secure the Contract Officer’s, or assigned designee’s written authorization for Additional Services shall constitute a waiver of any and all right to adjustment of the Contract Sum or time to perform this Agreement, whether by way of compensation, restitution, quantum meruit, or the like, for Additional Services provided without the appropriate authorization from the Contract Officer, or assigned designee. 287 CLICK HERE to Return to Agenda
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Compensation for properly authorized Additional Services shall be made in accordance with Section 2.3 of this Agreement.

2. COMPENSATION.

2.1 Contract Sum. For the Services rendered pursuant to this Agreement, Contracting Party shall be compensated in accordance with “Exhibit B” (the “Schedule of Compensation”) in a total amount not to exceed Six Hundred and Twenty-One Thousand and Eight Hundred and Seventy-One Dollars ($621,871) (“Contract Sum”), for the life of the Agreement, encompassing the Initial and any Extended Terms (the “Contract Sum”), except as provided in Section 1.7. The method of compensation set forth in the Schedule of Compensation may include a lump sum payment upon completion, payment in accordance with the percentage of completion of the Services, payment for time and materials based upon Contracting Party’s rate schedule, but not exceeding the Contract Sum, or such other reasonable methods as may be specified in the Schedule of Compensation. The Contract Sum shall include the attendance of Contracting Party at all project meetings reasonably deemed necessary by City; Contracting Party shall not be entitled to any additional compensation for attending said meetings. Compensation may include reimbursement for actual and necessary expenditures for reproduction costs, transportation expense, telephone expense, and similar costs and expenses when and if specified in the Schedule of Compensation. Regardless of the method of compensation set forth in the Schedule of Compensation, Contracting Party’s overall compensation shall not exceed the Contract Sum, except as provided in Section 1.7 of this Agreement.

2.2 Method of Billing & Payment. Any month in which Contracting Party wishes to receive payment, Contracting Party shall submit to City no later than the tenth (10th) working day of such month, in the form approved by City’s Finance Director, an invoice for Services rendered prior to the date of the invoice. Such invoice shall (1) describe in detail the Services provided, including time and materials, and (2) specify each staff member who has provided Services and the number of hours assigned to each such staff member. Such invoice shall contain a certification by a principal member of Contracting Party specifying that the payment requested is for Services performed in accordance with the terms of this Agreement. Upon approval in writing by the Contract Officer, or assigned designee, and subject to retention pursuant to Section 8.3, City will pay Contracting Party for all items stated thereon which are approved by City pursuant to this Agreement no later than thirty (30) days after invoices are received by the City’s Finance Department.

2.3 Compensation for Additional Services. Additional Services approved in advance by the Contract Officer, or assigned designee, pursuant to Section 1.7 of this 288 CLICK HERE to Return to Agenda
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Agreement shall be paid for in an amount agreed to in writing by both City and Contracting Party in advance of the Additional Services being rendered by Contracting Party. Any compensation for Additional Services amounting to five percent (5%) or less of the Contract Sum may be approved by the Contract Officer, or assigned designee. Any greater amount of compensation for Additional Services must be approved by the La Quinta City Council, the City Manager, or Department Director, depending upon City laws, regulations, rules and procedures concerning public contracting. Under no circumstances shall Contracting Party receive compensation for any Additional Services unless prior written approval for the Additional Services is obtained from the Contract Officer, or assigned designee, pursuant to Section 1.7 of this Agreement.

3. PERFORMANCE SCHEDULE.

3.4 Term. Unless earlier terminated in accordance with the provisions in Article 8.0 of this Agreement, the term of this agreement shall commence on March 20, 2024, and terminate on June 30, 2027 (“Initial Term”). This Agreement may be extended for three (3) additional year(s) upon mutual agreement by both parties (“Extended Term”), and executed in writing.
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4. COORDINATION OF WORK.

4.1 Representative of Contracting Party. The following principals of Contracting Party (“Principals”) are hereby designated as being the principals and representatives of Contracting Party authorized to act in its behalf with respect to the Services specified herein and make all decisions in connection therewith:
(a) Kristen Tetherton, President
Telephone No.: (949) 388 – 3919
Email: [email protected]
(b) Gus Allmann, Chief Technology Officer
Telephone No.: (619) 990 – 2409
Email: [email protected]
It is expressly understood that the experience, knowledge, capability, and reputation of the foregoing Principals were a substantial inducement for City to enter into this Agreement. Therefore, the foregoing Principals shall be responsible during the term of this Agreement for directing all activities of Contracting Party and devoting sufficient time to personally supervise the Services hereunder. For purposes of this Agreement, the foregoing Principals may not be changed by Contracting Party and no other personnel may be assigned to perform the Services required hereunder without the express written approval of City.

4.2 Contract Officer. The “Contract Officer”, otherwise known as Monika Radeva, City Clerk or assigned designee may be designated in writing by the City Manager of the City. It shall be Contracting Party’s responsibility to assure that the Contract Officer, or assigned designee, is kept informed of the progress of the performance of the Services, and Contracting Party shall refer any decisions, that must be made by City to the Contract Officer, or assigned designee. Unless otherwise specified herein, any approval of City required hereunder shall mean the approval of the Contract Officer, or assigned designee. The Contract Officer, or assigned designee, shall have authority to sign all documents on behalf of City required hereunder to carry out the terms of this Agreement.

4.3 Prohibition Against Subcontracting or Assignment. The experience, knowledge, capability, and reputation of Contracting Party, its principals, and its employees were a substantial inducement for City to enter into this Agreement. Except as set forth in this Agreement, Contracting Party shall not contract or subcontract with any other entity to perform in whole or in part the Services required hereunder without the express written approval of City. In addition, neither this Agreement nor any interest herein may be transferred, assigned, conveyed, hypothecated, or encumbered, voluntarily or by operation of law, without the prior written approval of City. Transfers restricted hereunder shall include the transfer to any person or group of persons acting in concert of more than twenty five percent (25%) of the present ownership and/or control of Contracting Party, taking all transfers into account on a cumulative basis. Any attempted or purported assignment or contracting or subcontracting by Contracting Party without City’s express written approval shall be null, void, and of no effect. No approved 290 CLICK HERE to Return to Agenda
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transfer shall release Contracting Party of any liability hereunder without the express consent of City.

4.6 City Cooperation. City shall provide Contracting Party with any plans, publications, reports, statistics, records, or other data or information pertinent to the Services to be performed hereunder which are reasonably available to Contracting Party only from or through action by City.

5. INSURANCE.

6. INDEMNIFICATION.

7. RECORDS AND REPORTS.

7.2 Records. Contracting Party shall keep, and require any subcontractors to keep, such ledgers, books of accounts, invoices, vouchers, canceled checks, reports (including but not limited to payroll reports), studies, or other documents relating to the disbursements charged to City and the Services performed hereunder (the “Books and Records”), as shall be necessary to perform the Services required by this Agreement and 292 CLICK HERE to Return to Agenda
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enable the Contract Officer, or assigned designee, to evaluate the performance of such Services. Any and all such Books and Records shall be maintained in accordance with generally accepted accounting principles and shall be complete and detailed. The Contract Officer, or assigned designee, shall have full and free access to such Books and Records at all times during normal business hours of City, including the right to inspect, copy, audit, and make records and transcripts from such Books and Records.

The provisions of this clause shall survive the termination or expiration of this Agreement and shall thereafter remain in full force and effect.
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7.5 Licensing of Intellectual Property. This Agreement creates a non-exclusive and perpetual license for City to copy, use, modify, reuse, or sublicense any and all copyrights, designs, rights of reproduction, and other intellectual property embodied in the Documents and Materials. Contracting Party shall require all subcontractors, if any, to agree in writing that City is granted a non-exclusive and perpetual license for the Documents and Materials the subcontractor prepares under this Agreement. Contracting Party represents and warrants that Contracting Party has the legal right to license any and all of the Documents and Materials. Contracting Party makes no such representation and warranty in regard to the Documents and Materials which were prepared by design professionals other than Contracting Party or provided to Contracting Party by City. City shall not be limited in any way in its use of the Documents and Materials at any time, provided that any such use not within the purposes intended by this Agreement shall be at City’s sole risk.

Contracting Party’s covenant under this section shall survive the termination or expiration of this Agreement.

8. ENFORCEMENT OF AGREEMENT.

8.2 Disputes. In the event of any dispute arising under this Agreement, the injured party shall notify the injuring party in writing of its contentions by submitting a claim therefore. The injured party shall continue performing its obligations hereunder so long 294 CLICK HERE to Return to Agenda
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as the injuring party commences to cure such default within ten (10) days of service of such notice and completes the cure of such default within forty-five (45) days after service of the notice, or such longer period as may be permitted by the Contract Officer, or assigned designee; provided that if the default is an immediate danger to the health, safety, or general welfare, City may take such immediate action as City deems warranted.

8.7 Termination Prior To Expiration of Term. This Section shall govern any termination of this Agreement, except as specifically provided in the following Section for termination for cause. City reserves the right to terminate this Agreement at any time, with or without cause, upon thirty (30) days’ written notice to Contracting Party. Upon receipt of any notice of termination, Contracting Party shall immediately cease all Services hereunder except such as may be specifically approved by the Contract Officer, or assigned designee. Contracting Party shall be entitled to compensation for all Services rendered prior to receipt of the notice of termination and for any Services 295 CLICK HERE to Return to Agenda
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authorized by the Contract Officer, or assigned designee, thereafter in accordance with the Schedule of Compensation or such as may be approved by the Contract Officer, or assigned designee, except amounts held as a retention pursuant to this Agreement.

9. CITY OFFICERS AND EMPLOYEES; NONDISCRIMINATION.

9.2 Conflict of Interest. Contracting Party covenants that neither it, nor any officer or principal of it, has or shall acquire any interest, directly or indirectly, which would conflict in any manner with the interests of City or which would in any way hinder Contracting Party’s performance of the Services under this Agreement. Contracting Party further covenants that in the performance of this Agreement, no person having any such interest shall be employed by it as an officer, employee, agent, or subcontractor without the express written consent of the Contract Officer, or assigned designee. Contracting Party agrees to at all times avoid conflicts of interest or the appearance of any conflicts of interest with the interests of City in the performance of this Agreement. 296 CLICK HERE to Return to Agenda
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No officer or employee of City shall have any financial interest, direct or indirect, in this Agreement nor shall any such officer or employee participate in any decision relating to this Agreement which effects his financial interest or the financial interest of any corporation, partnership or association in which he is, directly or indirectly, interested, in violation of any State statute or regulation. Contracting Party warrants that it has not paid or given and will not pay or give any third party any money or other consideration for obtaining this Agreement.

10. MISCELLANEOUS PROVISIONS.

To City:

CITY OF LA QUINTA
Attn: Monika Radeva, City Clerk
78495 Calle Tampico
La Quinta, California 92253
To Contracting Party:

Triton Technology Solutions, Inc.

Attn: Kristen Tetherton
32234 Paseo Adelanto, Suite E-1
San Juan Capistrano, CA 92675

10.10 Authority. The persons executing this Agreement on behalf of each of the parties hereto represent and warrant that (i) such party is duly organized and existing, (ii) they are duly authorized to execute and deliver this Agreement on behalf of said party, (iii) by so executing this Agreement, such party is formally bound to the provisions of this Agreement, and (iv) that entering into this Agreement does not violate any provision of any other Agreement to which said party is bound. This Agreement shall be binding upon the heirs, executors, administrators, successors, and assigns of the parties. [SIGNATURES ON FOLLOWING PAGE]
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IN WITNESS WHEREOF, the parties have executed this Agreement as of the dates stated below.

CITY OF LA QUINTA,
a California Municipal Corporation
JON McMILLEN, City Manager
City of La Quinta, California
Dated:

TRITON TECHONOLOGY SOLUTIONS, INC.

Kristen Tetherton, President
Dated: __________________________
ATTEST:

MONIKA RADEVA, City Clerk
City of La Quinta, California
APPROVED AS TO FORM:

WILLIAM H. IHRKE, City Attorney
City of La Quinta, California
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Exhibit A
Exhibit A
Scope of Services
Triton proposals attached
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AUDIO/VISUAL SYSTEMS UPGRADES AND MAINTENANCE AND SUPPORT SERVICES FOR

COUNCIL CHAMBER AUDIO SPEAKERS UPGRADE

PROJECT BACKGROUND
The City staff has noticed increased issues with intelligibility and audio quality in the Council Chamber especially in the house left area. The system has a new amplifier and wiring has been verified by Triton, but the speakers are inadequate and improperly positioned in the room. Triton proposes a new solution with a dedicated Digitally Steerable Line Array consisting of two speaker modules installed on the front columns behind the dais.

SCOPE OF WORK
This scope of work includes Triton performing all phases detailed below in our Project Process with the deliverables detailed in each phase.

1. Remove existing speaker system and cabling to amplifiers replacing cable penetrations with surface plates.

2. Install two new speaker arrays on front columns and connect Low-Voltage wiring.

3. Commission speaker systems optimizing audio in the room and verifying cohesion with Televic system and wireless microphones to avoid feedback and achieve highest gain before feedback providing clean and intelligible audio at appropriate levels.

4. Provide custom programming for audio digital signal processor and Crestron control system allowing users to control audio levels in room and adjust system parameters.

NOTE: SYSTEM REQUIRES TWO COLUMN INSTALLED OUTLETS FOR SPEAKERS.

THESE ELECTRICAL REQUIREMENTS ARE NOT INCLUDED IN THIS PROPOSAL & ARE TO BE PROVIDED BY CITY.

PRICING
The total for the Chamber Audio project is: $32,472.73. Following is the breakdown of the equipment, installation materials and labor prices.

LA Quinta RFP AV Systems Upgrades Prpsl_R0.pdf Page 10 of 54 301 CLICK HERE to Return to Agenda CUSTOMER: QUOTE DATE: January 22, 2024
ADDRESS:

CONTACT:

PHONE #:

EMAIL:

ITEM # QTY MANUFACTURER MODEL # DESCRIPTION PRICE

EXTENDED
PRICE
1 2 Renkus-Heinz ICC12/3-RD1-CC
ICC12/3-RD1-CC Digitally Steerable
Column - Custom Color (add

PNTSETUP)
$4,110.00 $8,220.00
2 1 Renkus-Heinz PNTSETUP
One time setup charge for custom
color paint. NOTE: Fee is charged
per color. (OPTIONAL)
$894.00 $894.00
3 1 Renkus-Heinz IC-FCSC-2 ICONYX FCSC Factory Commissioning Local Day $1,725.00 $1,725.00
4 1 Triton MATERIALS All install materials including brackets, hardware, cable, and other required parts $775.00 $775.00
5 1 Triton PROGRAMMING Custom DSP & Crestron Programming $2,600.00 $2,600.00 6 1 Triton LABOR
Conceptual and Complete Design with Onsite Removal of
unused speakers and components, Installation,
Commissioning, and Training
NOTE: SYSTEM REQUIRES TWO COLUMN
INSTALLED OUTLETS FOR SPEAKERS. THESE

ELECTRICAL REQUIREMENTS ARE NOT INCLUDED

IN THIS PROPOSAL & ARE TO BE PROVIDED BY
CITY.
$16,515.00 $16,515.00
7 $0.00 $0.00
8 $0.00 $0.00
SUBTOTAL: $30,729.00

GROUND FREIGHT ESTIMATE BILLED AT COST
(DROP SHIP TO CLIENT NON-TAXABLE)7
: $500.00
TAX @: 8.75% $1,243.73
CALIFORNIA E-WASTE RECYCLE FEE:
$4.00/Monitor 4" - 14.99"
$5.00/Monitor 15"-34.99"
$6.00/Monitor 35" or larger $0.00
TOTAL: $32,472.73
TERMS AND CONDITIONS:

1. This quotation is valid for 30 days from quote date.

2. Payment terms available upon credit approval.

3. Pricing is based on a cash discount, not the use of a credit card. Payments made by credit cards will incur a 4% increase to the total.

4. Ground freight is estimated and billed at the cost Triton incurs.

5. Labor quoted, is not a condition of the equipment being purchased from Triton.

6. This information is confidential between Triton and the named Customer above and cannot be shared with anyone outside of either organization without approval from either organization.

7. Freight is taxable when Triton receives the equipment then either delivers it or ships it to the customer. Freight is non taxable when Triton's supplier ships directly to the customer.

City of La Quinta
Gilbert Villalpando
[email protected]
La Quinta Chamber Audio Upgrade
BOM_V2 PROPOSAL #:

SYSTEM HARDWARE

SYSTEM LABOR & MATERIALS
32234 Paseo Adelanto Suite E-1|San Juan Capistrano, CA 92675 phone: 949.388.3919 | fax: 866.275.9175
www.TritonTechnologySolutions.com | contractor’s license #951869

BECAUSE TECHNOLOGY NEVER ENDS
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AUDIO/VISUAL SYSTEMS UPGRADES AND MAINTENANCE AND SUPPORT SERVICES FOR

WELLNESS CENTER

PROJECT BACKGROUND
This project has a primary scope of work that upgrades the AV at the Wellness Center. We are upgrading all elements of the room including audio, video, and control.

SCOPE OF WORK
This scope of work includes Triton performing all phases detailed below in our Project Process with the deliverables detailed in each phase.

1. We will install a new 9000 Lumen Laser Project and a 123” Electric Screen with High Gain ability. The brighter projector and new screen will help with the ambient light washing out the projected content.

2. We will install a new Crestron Processor with a 10.1” Wireless Touchscreen that will have both a tabletop and wall mounted docking station. This will be used to control the various sources available to the room including changing the configuration where the room is split or used as one large space. A microphone and use of the speakers will be available on each side however only one side will have access to the assisted listening system.

3. The system will include the use of AV Pro Edge receivers at all destination devices and encoders and all source devices.

4. The sources to the AV System will include:
a. PC or Laptop (Provided by City or presenter) input.
b. Existing Blue Ray
c. Existing Apple TV
d. Existing Screen Share Device
e. Existing Yamaha AV Receiver (Control of this device will only be available through the existing Yamaha front panel or handheld remote. The Crestron will not control this except to select it as an audio source. f. HDMI input added to stage area.

5. New surface mounted speakers will be used and zoned for the two rooms when split or when the two rooms are combined.

6. New DSP will be installed to mix all of the audio sources and be controlled for when the room is in split or combine mode.

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AUDIO/VISUAL SYSTEMS UPGRADES AND MAINTENANCE AND SUPPORT SERVICES FOR

7. New RF Assisted Listening system will be installed with two transmitters. Two transmitters are required to have this system available when the rooms are in split mode. The receiver count is based on the room occupancy of 200 and they will need to be shared when the rooms are in split mode. The user will need to select the correct channel the receiver for that room is coming in on.

8. This room includes the use of ten wireless Gooseneck Mics, two Handheld Mics and one bodypack transmitter with an ear set headworn mic. During design it will need to be determined how these microphones will be allocated to each space.

9. Included is a 16RU wall rack. During design it will be determined if this is required as there are other racks available, but they may not be sufficient.

10.Triton will install up to 6 network ports in the room for the two existing displays can be wheeled in and be used as additional displays for larger meetings. The two existing displays will include a decoder that will be connected to one of the six network ports.

11.An audio connection will be available to plug in a portable audio recorder to record the audio directly from the audio system. It is assumed this would only be used when both rooms are combined otherwise in split mode it would only be available to the room it is located in.

12.UPS units in racks and behind displays will protect critical components from power issues.

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AUDIO/VISUAL SYSTEMS UPGRADES AND MAINTENANCE AND SUPPORT SERVICES FOR

PRICING AND PAYMENT TERMS
The price for the Wellness Center Project is: $168,764.95. Following the fee schedules is the breakdown of the equipment, installation materials and labor prices. This price includes a 5% Contingency.

LABOR – Contracted labor rates to be invoiced monthly with payment due in Net 30 days.

WELLNESS CENTER FEE SCHEDULE

EMPLOYEE OFF SITE
RATE

OFF SITE
HOURS

ON SITE
DAILY
RATE

ON SITE

DAY TOTAL
Design Engineer $125.00 21 $1,900.00 3 $8,325.00
Project Engineer $100.00 $1,700.00 10 $17,000.00
Project Manager $125.00 10 $1,900.00 $1,250.00
Software Programmer $150.00 16 $2,000.00 3 $8,400.00
Install Supervisor
(Prevailing Wage) $110.00 $1,700.00 5 $8,500.00
Installer
(Prevailing Wage) $95.00 $1,500.00 20 $30,000.00
General Administration $60.00 14 $0.00 $840.00
TOTAL: $74,315.00
EQUIPMENT AND INSTALLATION MATERIALS - Equipment and Installation materials to be invoiced once shipped to your warehouse, or Triton’s, whichever occurs first with payment due in Net 30 days.

LA Quinta RFP AV Systems Upgrades Prpsl_R0.pdf Page 14 of 54 305 CLICK HERE to Return to Agenda CUSTOMER: QUOTE DATE: January 22, 2024
ADDRESS:

CONTACT:

PHONE #: SHEET: WELLNESS CENTER
EMAIL:

ITEM # QTY MANUFACTURER MODEL # DESCRIPTION PRICE

EXTENDED
PRICE
1 1 Crestron TST-1080 10.1 in. Wireless Touch Screen includes table top dock $2,375.00 $2,375.00 2 1 Crestron TST-1080-080-DSW Wall Dock $875.00 $875.00 3 1 Crestron TST-902-DSW-WMKM Postconstruction Wall Mount Kit with Mud Ring for TST902-DSW and TST-1080-DSW $124.00 $124.00 4 1 Crestron CP4N
A rack-mountable control system with a powerful
4 Series™ control engine and numerous integrated
control ports. Features an isolated control subnet that provides a Gigabit Ethernet LAN dedicated to Crestron
devices.
$1,925.00 $1,925.00
5 1 Digital Projection 120-482 E-Vision LASER 9000 WU $8,159.00 $8,159.00 6 1 Digital Projection 114-783 1.54-1.93:1 Lens $734.00 $734.00 7 1 Crimson AV JR3XL
Universal mount for projectors with micro adjust and
additional extenders
SyncPro™ This projector mount is simply the easiest to
install and precisely adjust without the use of tools.

Rotate the large, easy to grip knobs to make all
necessary adjustments during installation. Crimson lead screw adjustment mechanism is unique and precise.

Heavy-duty design makes it ideal for larger projectors
and/or those with an off-center lens.
$174.00 $174.00
8 1 Crimson AV CAU1
Single unistrut ceiling adapter compatible with all standard

1.5" NPT interfaces weighing up to 300lb. Adapter comes with hardware to mount to any single 1-5/8x1-5/8"
unistrut.
$36.00 $36.00
9 1 Crimson AV E04
Fixed length extension column 4"
Compatible with all mounts and ceiling adapters using
standard 1.5" NPT interface. Unobstructed internal cord routing with 1"x2" outlet opening fits standard VGA
connectors. Connectors (sold separately) give ability to extend drop lengths by connecting two or more columns.
$15.00 $15.00
10 1 Draper
Acumen V TVX Electric ScreenACUMEN V TVX 1
3,468.000 PC 3,468.00

ACUMEN V TECVISION ELECTRIC SCREEN
123" DIAGONAL 16:10 XT1600X WHITE
VIEWING AREA:65H X 104W
TOTAL TOP DROP = 12" BLACK
130 3/16" LONG BLACK CASE*CEILING BRACKETS

INCLUDED
115 VAC MOTOR * WITH BUILT-IN LVC-IV *HOOK UP
LEFT
121225 LVC-S LV-IV CONT STATION
*REVERSE ROLL
$4,335.00 $4,335.00
11 5 AV Pro Edge AC-MXNET-1G-D
The MXNet Decoder/Receiver device is where the signal
arrives. Connect this to any HDMI display device, and it will decode and receive the incoming audio/video signal changing it back to an image or picture. This device
connects directly via category wires (CAT 6A
recommended) or fiber optics to the MXNet Switch (ACMXNET-SW48) or any other compatible multicast-capable managed L3 network switch. The AC-MXNET-1G-D is a
part of the MXNet family of AV-over-IP products from
AVPro Edge.
$624.00 $3,120.00
12 1 AV Pro Edge AC-EZRACK-15 EZ Rack Extender Rack Mount $187.00 $187.00 13 5 AV Pro Edge AC-MXNET-1G-AVDM-E
The AC-MXNET-1G-AVDM-E Encoder is the audio
processing and downmixing cousin to our standard-issue
AC-MXNET-1G-E Encoder. As with our standard
Encoder, this is where the signal starts. However, the ACMXNET-1G-AVDM-E Encoder was specifically designed to integrate with multi-zone stereo/mono audio mixing
systems. The AC-MXNET-1G-AVDM-E Encoder employs
a specialized audio processor chipset that can accept
and decode Dolby Digital+, DTS-HD, and other lossless
audio formats - and output those signals as stereo
through the provided balanced stereo terminal block on
the unit.
$824.00 $4,120.00
City of La Quinta
PROPOSAL #: La Quinta Wellness Center BOM_V4

EQUIPMENT
32234 Paseo Adelanto Suite E-1|San Juan Capistrano, CA 92675 phone: 949.388.3919 | fax: 866.275.9175
www.TritonTechnologySolutions.com | contractor’s license #951869

BECAUSE TECHNOLOGY NEVER ENDS
LA Quinta RFP AV Systems Upgrades Prpsl_R0.pdf Page 15 of 54 306 CLICK HERE to Return to Agenda CUSTOMER: QUOTE DATE: January 22, 2024
ADDRESS:

CONTACT:

PHONE #: SHEET: WELLNESS CENTER
EMAIL:

ITEM # QTY MANUFACTURER MODEL # DESCRIPTION PRICE

EXTENDED
PRICE
City of La Quinta
PROPOSAL #: La Quinta Wellness Center BOM_V4
32234 Paseo Adelanto Suite E-1|San Juan Capistrano, CA 92675 phone: 949.388.3919 | fax: 866.275.9175
www.TritonTechnologySolutions.com | contractor’s license #951869

BECAUSE TECHNOLOGY NEVER ENDS
14 1 AV Pro Edge AC-SC2-AUHD-GEN2
The AVPro Edge's AC-SC2-AUHD-GEN2 is the ideal
solution for integrators that need to distribute a signal to various displays and keep an optimal picture. Integrators will enjoy its versatility. It can upscale and downscale stereo audio HDMI but it can also handle EDID issues,
including 4K HDR EDIDs, and bypass multichannel audio
when the scaler is off. This scaler is ready for future content as well as it's able to distribute 18Gbps signaling.

Yet if you have 480p, 720p, or 1080p displays, the ACSC2-AUHD-GEN2 will ensure it's getting the right picture. $374.00 $374.00
15 1 Netgear XSM4348CS-100NES M4300-48X 48x10G and 4xSFP+ (shared) Managed Switch $7,358.00 $7,358.00
16 1 Netgear WAX610PA-100NAS AX1800 Dual Band PoE Multi-Gig Insight Managed WiFi 6 Access Point with Power Adapter $215.00 $215.00
17 1 Art Pro Audio CleanBox Pro
The ART CLEANBOXPRO Channel Level Converter is a
compact and portable unit that can convert two channels of unbalanced to balanced level and two channels of
balanced to unbalanced level. It has an output level knob for volume control and provides a clean, noise-free
balanced signal to the amp.
$74.00 $74.00
18 1 Audinate ADP-BT-AU-2X1 Dante AVIO Bluetooth IO Adapter - 2x1 Audio Channels $275.00 $275.00 19 1 Biamp TesiraFORTÉ DAN AI
The TesiraFORTÉ DAN AI is a digital audio server with
12 analog inputs and 8 analog outputs, up to 8 channels of configurable USB audio, and Dante digital audio
networking.
$2,477.00 $2,477.00
20 8 Biamp
Desono EXS-8
Need to specify black or
white and pan/tilt or U
Bracket when ordering.

The Desono™ EX surface mount loudspeakers provide
excellent acoustic performance in elegant, attractive
aesthetics for a diverse range of indoor and outdoor
distributed applications. EX Series includes three twoway, full-range models and one matchingenclosure subwoofer. All full-range models include 70 V/100 V
transformers and low impedance inputs. They deliver high voice intelligibility, wide bandwidth and exceptional
uniform coverage. The Desono EX-S8 is an 8” two-way
surface mount loudspeaker that provides detailed voicing with projection. It is an excellent fill or distributed loudspeaker for systems where pristine voice clarity,
higher output and more bass is desired.
$522.00 $4,176.00
21 1 Lea 354D
The CONNECTSERIES 354D is a 4-channel amplifier
with 350 watts per channel. As part of the Dante
CONNECTSERIES, the world’s first Internet of Things-
(IoT) enabled professional-grade amplifiers, it is perfectly suited for small to medium-scale installations. The 354D features direct HiZ (70V or 100V) or LoZ selectable by
channel. With three ways to connect, you can engage the built-in Wi-Fi access point, connect to the venue’s Wi-Fi, or use the FAST Ethernet to connect to any local area
network via Cat5 or Cat6 cable.
$2,124.00 $2,124.00
22 1 Listen Tech LS-55-072
iDSP Prime Level III Stationary RF System (72 MHz)
Includes:
(1) LT-800-072-01 Stationary RF Transmitter (72 MHz)
(1) LA-122 Universal Antenna Kit (72 MHz and 216 MHz)
(1) LA-326 Universal Rack Mounting Kit
(4) LR-4200-072 Intelligent DSP RF Receiver (72 MHz)
(4) LA-401 Universal Ear Speaker
(2) LA-430 Intelligent Earphone/Neck Loop Lanyard
(1) LPT-A107-B Dual RCA to Dual RCA Cable 6.6 ft. (2
m)
(1) LA-381-01 Intelligent 12-Unit Charging Tray
(1) LA-304 Assistive Listening Notification Signage Kit $2,192.00 $2,192.00
23 4 Listen Tech LR-4200-072 Intelligent DSP RF Receiver (72 MHz) $171.00 $684.00 24 4 Listen Tech LA-402 Universal Stereo Headphones $27.00 $108.00 25 10 Shure MXW8=-Z10 Desktop Base Gooseneck Transmitter $512.00 $5,120.00 26 10 Shure MX410RLPDF/C
The MX410 surface mount version is a gooseneck
microphone with a Bi-Color LED as status display. It has a 10" gooseneck and is suitable for boardrooms and
other sites where aesthetics are important. With Cardioid Capsule and 6-pin connector
$202.00 $2,020.00
LA Quinta RFP AV Systems Upgrades Prpsl_R0.pdf Page 16 of 54 307 CLICK HERE to Return to Agenda CUSTOMER: QUOTE DATE: January 22, 2024
ADDRESS:

CONTACT:

PHONE #: SHEET: WELLNESS CENTER
EMAIL:

ITEM # QTY MANUFACTURER MODEL # DESCRIPTION PRICE

BECAUSE TECHNOLOGY NEVER ENDS
27 3 Shure MXWNCS8
8-port networked charging station charges handheld,
bodypack, and boundary transmitters and gooseneck
bases. Features include charge status indicators, charge status monitoring, easy transmitter linking, and
overcharge protection for battery damage.
$1,562.00 $4,686.00
28 2 Shure MXW2/VP68=-Z10
Coupled with the VP68 cartridge, the MXW2 is a
handheld transmitter compatible with Microflex Wireless Systems. With lightweight but durable construction and
integrated diversity antennas, the MXW2 delivers vivid
lifelike sound, intelligent wireless performance, encrypted transmission, and advanced rechargeability for
presentation and conferencing applications.
$571.00 $1,142.00
29 1 Shure MXWAPT8=-Z10
The MXWAPT is a 8-channel wireless access point
compatible with Microflex Wireless microphone systems.

Z10 $492.00 $492.00
32 1 Shure MX153C/O-TQG Omnidirectional Earset Headworn Microphone, Cocoa $204.00 $204.00
33 1 Middle Atlantic DWR-16-22PD
The DWR Series Wall Racks are now Forward and Lever
Lock™ compatible providing maximum mounting capacity
on and off the rail and a suite of tool-free accessories making rack installations 5Xs faster!
16RU and 22" Deep
Now equipped with the revolutionary Forward rackrail
giving you the ability to use Forward blank panels, vent panels and horizontal cable management. Rear rackrail is optional (FWD-DWR-RRxx)
Now accepts patented Lever Lock™ tool free and
hardware free internal device and cable management
system accessories in the center section and the
backpan (with LL-DWR/SR-BP)
Robust welded steel construction, with Seismic
certification when used with DWRSR-ZL latch
Center section rear channel accommodates
Center section swing is reversible, and can be both keylocked and padlocked Center section is keyed differently from optional front door for additional security
Designed for active or passive cooling to support all
systems
Comes with a factory installed plexi door
34 1 Middle Atlantic FWD-DWR-RR16 Forward Rear Rackrail for DWR, 16RU 35 1 Middle Atlantic DWR-FK22 190 CFM Fan Kit for DWR/SR Rack, 22 Inches Deep 36 2 Xtreme Power P91-1500 High performance online UPS with up to 10 year battery lifespan 2RU 1500VA $1,015.00 $2,030.00
37 4 Xtreme Power J60-600
The J60-600 is a lithium-ion UPS (uninterruptible power supply) from Xtreme Power Conversion. It has a power
rating of 600VA and 360W. The J60-600 is designed to
protect digital signage from power outages, surges, and spikes. It's slim and lightweight, measuring 1.25 inches and weighing 3.4 lbs. It can be mounted behind flat panel displays.
$501.00 $2,004.00
38 1 Yamaha Aventage Receiver Unbal Output with IR Control 39 1 Apple Apple TV HDMI Output with IR Control
40 1 ScreenShare Device HDMI Output
41 1 PC PC HDMI OUT and USB Port for Audio

OFE EQUIPMENT
LA Quinta RFP AV Systems Upgrades Prpsl_R0.pdf Page 17 of 54 308 CLICK HERE to Return to Agenda CUSTOMER: QUOTE DATE: January 22, 2024
ADDRESS:

CONTACT:

PHONE #: SHEET: WELLNESS CENTER
EMAIL:

ITEM # QTY MANUFACTURER MODEL # DESCRIPTION PRICE

BECAUSE TECHNOLOGY NEVER ENDS
42 1 Samsung Bluray Player BDP-S3200 HDMI Output/IR Control 43 1 Triton MATERIALS
Materials incudes non-plenum cables, connectors, rack
screws, cable labels, tie wraps, solder, and other
consumables required for the installation of the above
equipment.
$5,675.00 $5,675.00
44 1 Triton CUSTOM
PROGRAMMING Custom control system programming. $8,400.00 $8,400.00 45 1 Triton LABOR Labor per scope of work $65,915.00 $65,915.00 SUBTOTAL: $149,918.00
5% CONTINGNECY $7,495.90

GROUND FREIGHT ESTIMATE BILLED AT COST
(DROP SHIP TO CLIENT NON-TAXABLE)7
: $3,747.95
TAX @: 8.75% $7,599.10
CALIFORNIA E-WASTE RECYCLE FEE:
$4.00/Monitor 4" - 14.99"
$5.00/Monitor 15"-34.99"
$6.00/Monitor 35" or larger $4.00
TOTAL: $168,764.95
TERMS AND CONDITIONS:

1. This quotation is valid for 30 days from quote date.

2. Payment terms available upon credit approval.

3. Pricing is based on a cash discount, not the use of a credit card. Payments made by credit cards will incur a 4% increase to the total.

4. Ground freight is estimated and billed at the cost Triton incurs.

5. Labor quoted, is not a condition of the equipment being purchased from Triton.

6. This information is confidential between Triton and the named Customer above and cannot be shared with anyone outside of either organization without approval from either organization.

7. Freight is taxable when Triton receives the equipment then either delivers it or ships it to the customer. Freight is non taxable when Triton's supplier ships directly to the customer.

MATERIALS & LABOR
LA Quinta RFP AV Systems Upgrades Prpsl_R0.pdf Page 18 of 54 309 CLICK HERE to Return to Agenda

AUDIO/VISUAL SYSTEMS UPGRADES AND MAINTENANCE AND SUPPORT SERVICES FOR

STUDY SESSION ROOM

PROJECT BACKGROUND
This project has a primary scope of work that upgrades the AV in the Study Session Room and creates the ability for it to be a backup EOC space. We are upgrading all elements of the room including audio, video, and control.

You can optionally add the ability to stream from the room to YouTube or other destinations with camera controls and the ability to add presentation content either full screen or as a Picture in Picture. All control for this functionality will be password protected and can be done from touch panels in the room or the Chamber Control Room. This system will also add the ability to do this for Council Chamber meetings.

SCOPE OF WORK
This scope of work includes Triton performing all phases detailed below in our Project Process with the deliverables detailed in each phase.

MAIN SCOPE

13.We will install a new 105” 21:9 5K display at front of the room with pen input and SimpleShare software. Simpleshare is a collaborative software that enables and simplifies interaction beyond users’ first impression. It delivers a fool-proof experience of one-touch launch to video conference meetings or other collaborative apps including one-touch: whiteboard, presentation, annotation, screen capture and capture share.

The user interface is clean, intuitive, and visually attractive and without any fuss, and users of the room will be up and running in just a couple clicks. SimpleShare is designed to specifically take advantage of the 21:9/5K display real estate.

14.The 105” touch display will have a soundbar underneath with presentation audio as its source. This includes any presentation source audio including any remote participant audio. There will be no “voice lift” from mics in the room through this speaker. This will improve intelligibility and clarity for remote participants audio as well as other audio content in the room.

15.We will install two 81” 21:9 aspect ratio 5K displays on each side of the room on articulating mounts that can be angled to face viewers.

16.A presenter’s station will have a 34” 21:9 5K display with touch capability input and SimpleShare software. Simpleshare is a collaborative software that enables and simplifies interaction beyond users’ first impression. It delivers a fool-proof experience LA Quinta RFP AV Systems Upgrades Prpsl_R0.pdf Page 19 of 54 310 CLICK HERE to Return to Agenda

AUDIO/VISUAL SYSTEMS UPGRADES AND MAINTENANCE AND SUPPORT SERVICES FOR

VARIOUS CONFERENCE/MEETING ROOMS
Triton Technology Solutions, Inc 32234 Paseo Adelanto Suite E-1 San Juan Capistrano, CA 92675 949.388.3919 Office * 866.275.9175 Fax * www.TritonTechnologySolutions.com of one-touch launch to video conference meetings or other collaborative apps including one-touch: whiteboard, presentation, annotation, screen capture and capture share.

17.New ceiling speakers and microphones will be installed. The ceiling microphones will only be used for remote audio mix and not for voice lift in the room. Users will need to use the wireless microphones detailed in item nine for the in-room voice lift.

18.An input for the Council Chamber program feed will be available for use in the room.

19.A wireless audio and video system using USB or Wi-Fi interfaces will be installed allowing presenters to wirelessly connect their PC, MAC, Android, or Apple device to the system and share content.

20.The audio and video interfaces for a dedicated OFCI room PC will be provided. A Bluetooth interface will allow Bluetooth devices such as phones and tablets to share audio content and phone calls or other soft codec audio connections with the room.

21.An HDMI input at the presenter’s desk will be installed with adapters for other digital AV inputs including DisplayPort and USB-C

22.10 wireless gooseneck microphones with 8-hour battery life and dedicated charging docks as well as a single handheld microphone will be available for use in the room.

23.Two 4K pan-tilt-zoom cameras will be installed for use in video conferencing. They will be controlled either from the room touch panel or a simple handheld IR remote.

24.All equipment will be housed in two racks installed in the furniture at the front of the room. These racks will pull out and rotate if service or troubleshooting is needed.

25.UPS units in racks and behind displays will protect critical components from power issues.

26. A 10.1” wireless control panel with a tabletop dock will allow control of the AV system.

27.A budget is included for acoustic tiles and baffles to help with the acoustics of this base.

This will be detailed during the design phase.

LA Quinta RFP AV Systems Upgrades Prpsl_R0.pdf Page 20 of 54 311 CLICK HERE to Return to Agenda

AUDIO/VISUAL SYSTEMS UPGRADES AND MAINTENANCE AND SUPPORT SERVICES FOR

OPTIONAL AUTOMATED BROADCAST SCOPE OF WORK

1. An optional component to this project is the automated broadcast system which expands the capability of the meeting production system to allow meetings in either the Council Chamber OR the Study Session room to be streamed and/or recorded.

2. The control panel in the Study Session room can (optionally requiring a passcode) record or stream a meeting or event. The system will be able to choose assorted cameras and camera presets as well as have the presentation video either full screen or in a Picture-in-Picture. When the meeting is over, they can stop the stream and/or recording.

3. The camera presets can be adjusted and saved from the Crestron panel and a confidence view of the stream and recording/streaming status will be available in the system to be viewed on the control panel.

4. There will be three cameras in the Study Session Room with up to ten presets per camera on the panel. They are also used for video conferencing in the room.

5. This system and capability will also be available for use from the Council Chamber.

Users in either room can run a meeting in either room and stream or record without ever going into the control room.

6. It will also be possible to stream a meeting in one room and record a meeting in the other room for later broadcast or use for internal training.

PRICING AND PAYMENT TERMS
The price for the Study Session Room Project is: $205,651.49 and the price for the Optional Automated Broadcast is $35,669.59. The total for both the Study Session Room Project and Optional Automated Broadcast is $241,321.08. Following the two fee schedules is the breakdown of the equipment, installation materials and labor prices for both the Study Session Room (pg. 11-14) and Optional Automated Broadcast (pg. 15).

LABOR – Contracted labor rates to be invoiced monthly with payment due in Net 30 days.

LA Quinta RFP AV Systems Upgrades Prpsl_R0.pdf Page 21 of 54 312 CLICK HERE to Return to Agenda

AUDIO/VISUAL SYSTEMS UPGRADES AND MAINTENANCE AND SUPPORT SERVICES FOR

STUDY SESSION ROOM FEE SCHEDULE

EMPLOYEE OFF SITE
RATE

OFF SITE
HOURS

ON SITE
DAILY
RATE

ON SITE

DAY TOTAL
Design Engineer $125.00 92 $1,900.00 11 $32,400.00
Project Engineer $100.00 $1,700.00 8 $13,600.00
Project Manager $125.00 35 $1,900.00 $4,375.00
Software Programmer $150.00 20 $2,000.00 2 $7,000.00
Install Supervisor
(Prevailing Wage) $110.00 $1,700.00 4 $6,800.00
Installer
(Prevailing Wage) $95.00 $1,500.00 4 $6,000.00
General Administration $60.00 20 $0.00 $1,200.00
TOTAL: $71,375.00

OPTIONAL AUTOMATED BROADCAST FEE SCHEDULE

EMPLOYEE OFF SITE
RATE

OFF SITE
HOURS

ON SITE
DAILY
RATE

ON SITE

DAY TOTAL
Design Engineer $125.00 20 $1,900.00 2 $6,300.00
Project Engineer $100.00 $1,700.00 2 $3,400.00
Project Manager $125.00 8 $1,900.00 $1,000.00
Software Programmer $150.00 16 $2,000.00 1 $4,400.00
Install Supervisor
(Prevailing Wage) $110.00 $1,700.00 1 $1,700.00
Installer
(Prevailing Wage) $95.00 $1,500.00 2 $3,000.00
General Administration $60.00 8 $0.00 $480.00
TOTAL: $20,280.00
EQUIPMENT AND INSTALLATION MATERIALS - Equipment and Installation materials to be invoiced once shipped to your warehouse, or Triton’s, whichever occurs first with payment due in Net 30 days.

LA Quinta RFP AV Systems Upgrades Prpsl_R0.pdf Page 22 of 54 313 CLICK HERE to Return to Agenda CUSTOMER: QUOTE DATE: January 22, 2024
ADDRESS:

CONTACT:

PHONE #: SHEET: STUDY SESSION ROOM
EMAIL:

ITEM # QTY MANUFACTURER MODEL # DESCRIPTION PRICE

EXTENDED
PRICE
1 2 Jupiter PANA81D
PANA 81 Display: 81" PANA LCD display only model.

Supports both landscape and portrait orientations.

Includes a 3 meter (9.84ft) power cable. Mounts and
video cables are sold separately by numerous mounting
and AV manufacturers.
$6,022.00 $12,044.00
2 2 Jupiter 3-630-013-00
PANA-OPSi7: 11th generation Intel i7 processor; Intel
OPS standard; 16GB DDR4 dual-channel memory;
256GB NVME, 21:9 5K Display Support. INCLUDED IN
PANA81D
$0.00 $0.00
3 4 Jupiter D-SIM-000-00
SimpleShare License: SimpleShare is our proprietary
software platform (downloadable) that delivers more than one-touch launch to video conferencing, whiteboarding
and wireless screen sharing. It enables and simplifies
collaboration for hybrid work experience beyond your first impression. INCLUDED IN PANA81D
$0.00 $0.00
4 2 Jupiter JUP-CARESIMPLE
The first year subscription of SimpleShare software is
included with PANA purchase; each PANA comes with
1+1 SimpleShare licenses. INCLUDED IN PANA81D
$0.00 $0.00
5 2 Jupiter JUP-CARE-PANA
The first three years of limited Hardware Warranty are
included. Jupiter Care must be maintained continuously.

INCLUDED IN PANA81D
$0.00 $0.00
6 1 Jupiter PANA34
PANA 34 Display: 34" diagonal 21:9 desktop touch
enabled conferencing platform. 3440x1440, 165Hz, sub
1ms response, 10 points of touch, ergonomic articulating stand, 8 mic array, integrated 25W speakers, 4K camera, full USB -C hub &
connectivity. Comes standard with pen.
$1,411.00 $1,411.00
7 1 Jupiter JUP-CARE-PANA
The first three years of limited Hardware Warranty are
included. To Extend Jupiter Care Jupiter Care must be
maintained continuously and can be extended at
INCLUDED IN PANA34
$0.00 $0.00
8 1 Jupiter PANA105T
PANA 105 Touchscreen: 105" PANA LCD touchscreen
model. Supports both landscape and portrait
orientations. Includes a 3-meter (9.84ft) power cable.

Mounts and video cables are sold separately by
numerous mounting and AV manufacturers.
$11,856.00 $11,856.00
9 1 Jupiter 4-625-010-00
Pana Pen: Active stylus Windows Pen and touch to allow
precision writing and manipulating interactive screens.

Pen sits in a charging cradle that connects to a computer through USB directly, or via the enhanced USB
connectivity on the Pana monitors. INCLUDED IN
PANA105
$0.00 $0.00
10 1 Jupiter 3-630-013-00
PANA-OPSi7: 11th generation Intel i7 processor; Intel
OPS standard; 16GB DDR4 dual-channel memory;
256GB NVME, 21:9 5K Display Support. INCLUDED IN
PANA105
$0.00 $0.00
11 2 Jupiter D-SIM-000-00
SimpleShare License: SimpleShare is our proprietary
software platform (downloadable) that delivers more than one-touch launch to video conferencing, whiteboarding
and wireless screen sharing. It enables and simplifies
collaboration for hybrid work experience beyond your first impression. INCLUDED IN PANA105
$0.00 $0.00
12 1 Jupiter JUP-CARESIMPLE
The first year subscription of SimpleShare software is
included with PANA purchase; each PANA comes with
1+1 SimpleShare licenses. INCLUDED IN PANA105
$0.00 $0.00
13 1 Jupiter JUP-CARE-PANA
The first three years of limited Hardware Warranty are
included. To Extend Jupiter Care Jupiter Care must be
maintained continuously. INCLUDED IN PANA105
$0.00 $0.00
14 1 Jupiter D-SIM-000-00
SimpleShare License : SimpleShare is our proprietary
software platform (downloadable) that delivers more than one-touch launch to video conferencing, whiteboarding
and wireless screen sharing. It enables and simplifies
collaboration for hybrid work experience beyond your first impression. EXTENDS ALL DISPLAYS to 3 YEARS of

SIMPLE SHARE
$730.00 $730.00
15 3 Chief KITXWXSM1U Ultrawide Micro-Adjustable Static Wall Mount, ExtraLarge Kit $1,239.00 $3,717.00 16 3 Chief FCAXV1U
The Fusion™ Extra-Large Pull Out accessory can be
used with Fusion™ Extra-Large Micro-Adjustable Fixed
and Tilt wall mounts, to add up to 11.54" (293 mm)
extension from the wall.
$603.00 $1,809.00
17 1 Crestron TST-1080 10.1 in. Wireless Touch Screen includes table top dock $2,375.00 $2,375.00 City of La Quinta
La Quinta Study Session Room w/
Optional Automated Broadcast BOM
V8
PROPOSAL #:

EQUIPMENT
32234 Paseo Adelanto Suite E-1|San Juan Capistrano, CA 92675 phone: 949.388.3919 | fax: 866.275.9175
www.TritonTechnologySolutions.com | contractor’s license #951869

BECAUSE TECHNOLOGY NEVER ENDS
LA Quinta RFP AV Systems Upgrades Prpsl_R0.pdf Page 23 of 54 314 CLICK HERE to Return to Agenda CUSTOMER: QUOTE DATE: January 22, 2024
ADDRESS:

CONTACT:

PHONE #: SHEET: STUDY SESSION ROOM
EMAIL:

ITEM # QTY MANUFACTURER MODEL # DESCRIPTION PRICE

EXTENDED
PRICE
City of La Quinta
La Quinta Study Session Room w/
Optional Automated Broadcast BOM
V8
PROPOSAL #:
32234 Paseo Adelanto Suite E-1|San Juan Capistrano, CA 92675 phone: 949.388.3919 | fax: 866.275.9175
www.TritonTechnologySolutions.com | contractor’s license #951869

BECAUSE TECHNOLOGY NEVER ENDS
18 5 AV Pro Edge AC-MXNET-1G-D
The MXNet Decoder/Receiver device is where the signal
arrives. Connect this to any HDMI display device, and it will decode and receive the incoming audio/video signal changing it back to an image or picture. This device
connects directly via category wires (CAT 6A
recommended) or fiber optics to the MXNet Switch (ACMXNET-SW48) or any other compatible multicast-capable managed L3 network switch. The AC-MXNET-1G-D is a
part of the MXNet family of AV-over-IP products from
AVPro Edge.
$624.00 $3,120.00
19 4 AV Pro Edge AC-MXNET-1G-AVDM-E
The AC-MXNET-1G-AVDM-E Encoder is the audio
processing and downmixing cousin to our standard-issue
AC-MXNET-1G-E Encoder. As with our standard
Encoder, this is where the signal starts. However, the ACMXNET-1G-AVDM-E Encoder was specifically designed to integrate with multi-zone stereo/mono audio mixing
systems. The AC-MXNET-1G-AVDM-E Encoder employs
a specialized audio processor chipset that can accept
and decode Dolby Digital+, DTS-HD, and other lossless
audio formats - and output those signals as stereo
through the provided balanced stereo terminal block on
the unit.
$824.00 $3,296.00
20 1 AV Pro Edge AC-MXNET-SW48
The MXNet 48 Port Network Switch is the center from
which all other MXNet Ecosystem platform components
revolve. The AC-MXNET-SW48 (and also AC-MXNETSW24) pack a serious A/V performance punch with the addition of AVPro Edge’s proprietary design and
engineering efforts. This isn’t your father’s network
switch, and it’s also not just a simple re-configuration of multicast switch components. The AC-MXNET-SW48
includes a whole new AVPro developed network switch
operating system (NOS) designed to reduce multicast
processor loads and adds unique AVPro developed
Intelligent A/V Processing (IAVP) technologies for more efficient multicast routing.
$4,999.00 $4,999.00
21 1 Barco R9861622USB2
ClickShare CX-50 2nd generation brings flexible wireless conferencing in high-impact meeting spaces and board
rooms. When you walk into the meeting room, ClickShare
automatically connects you to room devices like cameras, mics, speakers, sound bars and displays. Start a
meeting from your laptop within seconds, using your
preferred video conferencing platform. Make hybrid
meetings easy, with just one click on the ClickShare
Button or the ClickShare App, both for employees and
guests.
$3,045.00 $3,045.00
22 2 Aja U-TAP-HDMI USB 3.0 (3.2 Gen 1) Powered HDMI Capture Device $388.00 $776.00 23 1 Biamp MRB-L-VT4-C
Large Meeting Room Bundle Includes: (1) Parlé TCM-XA
White Ceiling Microphone with Amplifier
(1) Parlé TCM-XEX Expansion White Ceiling Microphone
(1) TesiraFORTE AVB VT4 Processor
(1) TesiraCONNECT TC-5 Connection Device
(1) Tesira EX-UBT UC Interface
(4) Desono C-IC6 Ceiling Speakers
(2) 25' (7.5 M) Plenum Cat 5e Cable
(7) 10' (3 M) Plenum Cat 5e Cable
(1) 3' (0.9 M) Cat 5e Cable
(1) Room Deployment Instructions
$6,944.00 $6,944.00
24 8 Biamp TB-1 Tile Bridge Kit $32.00 $256.00
25 1 Biamp Parlé TCM-XEX Expansion White Ceiling Microphone $964.00 $964.00 26 1 Biamp Parlé TCM-XA White Ceiling Microphone with Amplifier $1,858.00 $1,858.00 27 4 Biamp Desono C-IC6 Ceiling Speakers Specify Black, Red, or White $163.00 $652.00 28 1 Biamp TesiraCONNECT TC-5D
The TesiraCONNECT TC-5D is a 5-port AVB-capable
PoE+ network device which can be configured as a
Dante or AVB interface to a Tesira system.
$1,239.00 $1,239.00
29 1 Biamp Tesira EX-UBT USB and Bluetooth Audio Interface $530.00 $530.00 30 1 Lea 164D
The LEA Professional Connect 164D is a 4-channel
amplifier with 160 watts per channel. It is part of the Dante CONNECTSERIES, the world's first Internet of
Things- (IoT) enabled amplifier family. The 164D features direct HiZ (70V or 100V) or LoZ selectable by channel. It also has three ways to connect: the built-in Wi-Fi access point, the venue's Wi-Fi, or FAST Ethernet to connect to any local area network via Cat5 or Cat6 cable.
$1,959.00 $1,959.00
31 1 James Loudspeakers PL-B-CUSTOM Custom Bracket $275.00 $275.00 32 1 James Loudspeakers SPL5Q-LR Custom Soundbar for Jupiter 105T providing stereo sound for presentation audio $1,825.00 $1,825.00
33 2 Middle Atlantic SRSR-4-16 SRSR Series Slide Out Rotating Rail System Rack - SRSR-4-16 - 16RU with 19.1" Depth $731.00 $1,462.00
34 10 Shure MXW8=-Z10 Desktop Base Gooseneck Transmitter $512.00 $5,120.00 LA Quinta RFP AV Systems Upgrades Prpsl_R0.pdf Page 24 of 54 315 CLICK HERE to Return to Agenda CUSTOMER: QUOTE DATE: January 22, 2024
ADDRESS:

CONTACT:

PHONE #: SHEET: STUDY SESSION ROOM
EMAIL:

ITEM # QTY MANUFACTURER MODEL # DESCRIPTION PRICE

BECAUSE TECHNOLOGY NEVER ENDS
35 10 Shure MX410RLPDF/C
The MX410 surface mount version is a gooseneck
microphone with a Bi-Color LED as status display. It has a 10" gooseneck and is suitable for boardrooms and
other sites where aesthetics are important. With Cardioid Capsule and 6-pin connector
$202.00 $2,020.00
36 3 Shure MXWNCS8
8-port networked charging station charges handheld,
bodypack, and boundary transmitters and gooseneck
bases. Features include charge status indicators, charge status monitoring, easy transmitter linking, and
overcharge protection for battery damage.
$1,562.00 $4,686.00
37 1 Shure MXW2/VP68=-Z10
Coupled with the VP68 cartridge, the MXW2 is a
handheld transmitter compatible with Microflex Wireless Systems. With lightweight but durable construction and
integrated diversity antennas, the MXW2 delivers vivid
lifelike sound, intelligent wireless performance, encrypted transmission, and advanced rechargeability for
presentation and conferencing applications.
$571.00 $571.00
38 1 Shure MXWAPT8=-Z10
The MXWAPT is a 8-channel wireless access point
compatible with Microflex Wireless microphone systems.

It uses automated frequency coordination to assign clean frequencies to wireless microphones and manages twoway wireless transmission of encrypted audio and control signals. Power to the unit (via PoE) and Dante digital
networked audio are both supplied over a single Ethernet cable to simplify installation, and the supplied mounting plate and paintable cover allow discreet placement in
boardrooms and conference rooms where low visibility is preferred.
$2,317.00 $2,317.00
40 1 Panasonic AW-UE50KPJ
Bring UHD 4K quality video to your production with the
black UE50 4K30 SDI/HDMI PTZ Camera from
Panasonic. This pro PTZ camera outputs up to UHD
4K30 over HDMI 1.4, up to 1080p60 over SDI, and it
supports IP live streaming up to 1080p to fit into any
environment such as a conference room or classroom.
$3,369.00 $3,369.00
41 1 FEC FEC-40WMK Mount for Camera $182.00 $182.00
42 1 PTZCAM PTZC-VR-PLATE Vibration Reduction Mount with Universal Plate for PTZ Cameras $227.00 $227.00
43 2 Xtreme Power P91-1500 High performance online UPS with up to 10 year battery lifespan 2RU 1500VA $1,015.00 $2,030.00
44 4 Xtreme Power J60-600
The J60-600 is a lithium-ion UPS (uninterruptible power supply) from Xtreme Power Conversion. It has a power
rating of 600VA and 360W. The J60-600 is designed to
protect digital signage from power outages, surges, and spikes. It's slim and lightweight, measuring 1.25 inches and weighing 3.4 lbs. It can be mounted behind flat panel displays.
$501.00 $2,004.00
45 1 Budget for Accoustic Tiles and baffles, Includes materials and labor. $10,000.00 $10,000.00
*NOTE: The Jupiter items would need to ship directly to the city because of the size of the monitors. Triton is able to stage all the other equipment until it is time to install the system.

LA Quinta RFP AV Systems Upgrades Prpsl_R0.pdf Page 25 of 54 316 CLICK HERE to Return to Agenda CUSTOMER: QUOTE DATE: January 22, 2024
ADDRESS:

CONTACT:

PHONE #: SHEET: STUDY SESSION ROOM
EMAIL:

ITEM # QTY MANUFACTURER MODEL # DESCRIPTION PRICE

BECAUSE TECHNOLOGY NEVER ENDS
46 1 Triton MATERIALS
Materials incudes non-plenum cables, connectors, rack
screws, cable labels, tie wraps, solder, and other
consumables required for the installation of the above
equipment.
$6,360.00 $6,360.00
47 1 Triton CUSTOM
PROGRAMMING Custom control system programming. $7,000.00 $7,000.00 48 1 Triton LABOR Labor per scope of work $64,375.00 $64,375.00 SUBTOTAL: $180,400.00
5% CONTINGNECY $9,020.00

GROUND FREIGHT ESTIMATE BILLED AT COST
(DROP SHIP TO CLIENT NON-TAXABLE)7
: $5,412.00
TAX @: 8.75% $10,802.49
CALIFORNIA E-WASTE RECYCLE FEE:
$4.00/Monitor 4" - 14.99"
$5.00/Monitor 15"-34.99"
$6.00/Monitor 35" or larger $17.00
TOTAL: $205,651.49
TERMS AND CONDITIONS:

1. This quotation is valid for 30 days from quote date.

2. Payment terms available upon credit approval.

3. Pricing is based on a cash discount, not the use of a credit card. Payments made by credit cards will incur a 4% increase to the total.

4. Ground freight is estimated and billed at the cost Triton incurs.

5. Labor quoted, is not a condition of the equipment being purchased from Triton.

6. This information is confidential between Triton and the named Customer above and cannot be shared with anyone outside of either organization without approval from either organization.

7. Freight is taxable when Triton receives the equipment then either delivers it or ships it to the customer. Freight is non taxable when Triton's supplier ships directly to the customer.

MATERIALS & LABOR
LA Quinta RFP AV Systems Upgrades Prpsl_R0.pdf Page 26 of 54 317 CLICK HERE to Return to Agenda CUSTOMER: QUOTE DATE: January 22, 2024
ADDRESS:

CONTACT:

PHONE #: SHEET: OPTIONAL AUTOMATED BROADCAST
EMAIL:

ITEM # QTY MANUFACTURER MODEL # DESCRIPTION PRICE

EXTENDED
PRICE
1 1 Blackmagic Design SWATEMSCN2/1ME2/H
D
ATEM 2 M/E Constellation HD Live Production Switcher
(1 RU) $1,559.00 $1,559.00
2 1 Blackmagic Design HDLSMTWSCOPEDUO4K2
SmartScope Duo 4K Rack-Mounted Dual 6G-SDI
Monitors $814.00 $814.00
3 1 Blackmagic Design HDL-AUDMON1RU12G
Monitor your audio with the 1 RU Blackmagic Audio
Monitor 12G from Blackmagic Design. Featuring a dualsubwoofer design with extra wide range speakers, the audio monitor is equipped with Class-D amplifiers. It
features a 12G SDI input, a balanced XLR analog audio
input, a balanced AES/EBU digital input audio, HiFi audio inputs, and an HDMI 2.0 output. The front panel features multicolored audio level meters and a built-in LCD for
monitoring video sources.
$1,136.00 $1,136.00
4 1 Skaarhoj BluePill-v1
Blue Pill Server enhances the UniSketch ecosystem by
combining multiple controllers into a single seamless
controller. For example, you can take a PTZ Pro and
combine with a Frame Shot and have the Frame Shot
show thumbnails for your preset recalls. The selected
camera on the PTZ Pro will drive the preset selection on the Frame Shot because to Blue Pill they are essentially just one single panel.
$859.00 $859.00
5 2 Lumantek EZ-MD+ HDMI/SDI Cross Converter with Audio Mux/Demux and Scaler $367.00 $734.00
6 1 AV Pro Edge AC-MXNET-1G-D
The MXNet Decoder/Receiver device is where the signal
arrives. Connect this to any HDMI display device, and it will decode and receive the incoming audio/video signal changing it back to an image or picture. This device
connects directly via category wires (CAT 6A
recommended) or fiber optics to the MXNet Switch (ACMXNET-SW48) or any other compatible multicast-capable managed L3 network switch. The AC-MXNET-1G-D is a
part of the MXNet family of AV-over-IP products from
AVPro Edge.
$624.00 $624.00
7 1 Panasonic AW-UE50KPJ
Bring UHD 4K quality video to your production with the
black UE50 4K30 SDI/HDMI PTZ Camera from
Panasonic. This pro PTZ camera outputs up to UHD
4K30 over HDMI 1.4, up to 1080p60 over SDI, and it
supports IP live streaming up to 1080p to fit into any
environment such as a conference room or classroom.
$3,369.00 $3,369.00
8 1 FEC FEC-40WMK Mount for Camera $182.00 $182.00
9 1 PTZCAM PTZC-VR-PLATE Vibration Reduction Mount with Universal Plate for PTZ Cameras $227.00 $227.00
10 1 Tascam VSR-264 Full HD Live Streaming Hardware Encoder/Decoder $1,039.00 $1,039.00 11 1 Triton MATERIALS
Materials incudes non-plenum cables, connectors, rack
screws, cable labels, tie wraps, solder, and other
consumables required for the installation of the above
equipment.
$1,500.00 $1,500.00
12 1 Triton CUSTOM
PROGRAMMING Custom control system programming. $4,400.00 $4,400.00 13 1 Triton LABOR Labor per scope of work $15,880.00 $15,880.00 SUBTOTAL: $32,323.00
5% CONTINGNECY $1,616.15

GROUND FREIGHT ESTIMATE BILLED AT COST
(DROP SHIP TO CLIENT NON-TAXABLE)7
: $484.85
TAX @: 8.75% $1,237.60
CALIFORNIA E-WASTE RECYCLE FEE:
$4.00/Monitor 4" - 14.99"
$5.00/Monitor 15"-34.99"
$6.00/Monitor 35" or larger $8.00
TOTAL: $35,669.59

OPTIONAL STUDY SESSION/COUNCIL CHAMBER AUTOMATED BROADCAST SYSTEM TERMS AND CONDITIONS:

1. This quotation is valid for 30 days from quote date.

2. Payment terms available upon credit approval.

3. Pricing is based on a cash discount, not the use of a credit card. Payments made by credit cards will incur a 4% increase to the total.

4. Ground freight is estimated and billed at the cost Triton incurs.

5. Labor quoted, is not a condition of the equipment being purchased from Triton.

6. This information is confidential between Triton and the named Customer above and cannot be shared with anyone outside of either organization without approval from either organization.

7. Freight is taxable when Triton receives the equipment then either delivers it or ships it to the customer. Freight is non taxable when Triton's supplier ships directly to the customer.

City of La Quinta
PROPOSAL #:

La Quinta Study Session Room w/
Optional Automated Broadcast BOM
V8
32234 Paseo Adelanto Suite E-1|San Juan Capistrano, CA 92675 phone: 949.388.3919 | fax: 866.275.9175
www.TritonTechnologySolutions.com | contractor’s license #951869

BECAUSE TECHNOLOGY NEVER ENDS
LA Quinta RFP AV Systems Upgrades Prpsl_R0.pdf Page 27 of 54 318 CLICK HERE to Return to Agenda

AUDIO/VISUAL SYSTEMS UPGRADES AND MAINTENANCE AND SUPPORT SERVICES FOR

CAUCUS CONFERENCE ROOM

PROJECT BACKGROUND
The Caucus Room AV needs to be upgraded. We will add an AVOIP decoder so meetings from the Council Chamber can be viewed in the Caucus Room as well as the existing NUC PC, IOGEAR wireless HDMI device, Spectrum Cable Box, and the existing Apple TV. We will install a new monitor and control system with HDMI switch and audio upgrades. A new rack will also be installed.

SCOPE OF WORK
This scope of work includes Triton performing all phases detailed below in our Project Process with the deliverables detailed in each phase.

1. We will install a new 75” LG display in the room.

2. We will install an AVOIP decoder to feed Council Chamber content to the display.

3. We will install the existing NUC PC into the new equipment rack and add a wireless keyboard and mouse.

4. We will install the existing IOGEAR Wireless HDMI system into the new equipment rack.

5. We will install the existing Apple TV into the new equipment rack.

6. We will install an integrated sound bar with camera, speakers, and microphone. This will be configured for conferencing use with the NUC PC only and connected via USB.

7. All components (except display, microphones, and camera) will be installed in a new modern enclosure under the display. See the following website https://hecklerdesign.com/collections/heckler-avwall?tdaState=eyJ6d3BueiI6IjRiOGQzYyIsIm1vYzVrOSI6IjRrc3dnaiIsIjQzY2tnYyI6InJq ZnZlZSIsIm53ZWZxcCI6ImR0czNvcyIsImc5ZjZyMyI6ImZnMHcxIiwidzI3dmxxIjoiYXZ1b TUiLCJoczMyanciOiI4aWlhNHEiLCI1N245YyI6Inh6N3l3IiwiYTZoMWMiOiI5dm5rZWQif Q%253D%253D

8. A new control system with wall mount pushbutton control panel will be installed on the conference room wall. Source control where available, audio levels, display control, and other functions of the conference room.

LA Quinta RFP AV Systems Upgrades Prpsl_R0.pdf Page 28 of 54 319 CLICK HERE to Return to Agenda

AUDIO/VISUAL SYSTEMS UPGRADES AND MAINTENANCE AND SUPPORT SERVICES FOR

PRICING AND PAYMENT TERMS
The total for the Caucus Room project is: $28,990.68. Following is the breakdown of the equipment, installation materials and labor prices.

LABOR – Contracted labor rates to be invoiced monthly with payment due in Net 30 days.

CAUCUS ROOM FEE SCHEDULE

EMPLOYEE OFF SITE
RATE

OFF SITE
HOURS

ON SITE
DAILY
RATE

ON SITE

DAY TOTAL
Design Engineer $125.00 13 $1,900.00 4 $9,225.00
Project Engineer $100.00 $1,700.00 1 $1,700.00
Project Manager $125.00 6 $1,900.00 $750.00
Software Programmer $150.00 $2,000.00 1 $2,000.00
Install Supervisor
(Prevailing Wage) $110.00 $1,700.00 $0.00
Installer
(Prevailing Wage) $95.00 $1,500.00 2 $3,000.00
General Administration $60.00 2 $0.00 $120.00
TOTAL: $16,795.00
EQUIPMENT AND INSTALLATION MATERIALS - Equipment and Installation materials to be invoiced once shipped to your warehouse, or Triton’s, whichever occurs first with payment due in Net 30 days.

LA Quinta RFP AV Systems Upgrades Prpsl_R0.pdf Page 29 of 54 320 CLICK HERE to Return to Agenda CUSTOMER: QUOTE DATE: January 22, 2024
ADDRESS:

CONTACT:

PHONE #:

EMAIL:

ITEM # QTY MANUFACTURER MODEL # DESCRIPTION PRICE

EXTENDED
PRICE
1 1 Heckler Design H801-BG
Enhance Heckler AV Wall with video meeting device
storage and mounting Video Meeting Kit for Heckler AV
Wall. This accessory for your Heckler AV Wall creates
an attractive focal point in your meeting rooms that has the presence of modern furniture without occupying
precious room space or floor space. Requires the use of H800 Heckler AV Wall Structure, sold separately.

COLOR BLACK/GREY
$1,219.00 $1,219.00
2 1 Heckler Design H800-BG Simplify the installation of large displays and video meeting equipment. $1,219.00 $1,219.00
3 1 LG 75UR340C9UD UR340C Series UHD Commercial TV with management software, scheduler and certified Crestron Connected® $1,465.00 $1,465.00 4 1 Biamp Parlé VBC 2500
Parlé™ VBC 2500 is an all-in-one conferencing bar
featuring Biamp Audio Intelligence and Biamp Video
Intelligence to deliver premium AV experiences for small and medium conference rooms. With integrated AEC and
NRD, the VBC 2500 uses a 27-microphone array and
Biamp Beamtracking™ technology to actively track and
intelligently mix conversations from around the room.

Two smart speakers use distortion compensation and
dynamic bass enhancement technology to create room
filling audio with superior speech reproduction. The VBC 2500 also features Biamp Launch, an automated tuning
system that optimizes the audio to each unique
conference space. Parlé VBC 2500 includes a wide
angle 4k camera designed for conference room
environments. The camera incorporates high quality
optics to enable streaming crystal clear video at up to 2160p @ 30fps. The VBC 2500 uses auto framing
technology to identify meeting participants and to adjust the focus and zoom to keep participants in view. Parlé
VBC 2500 can be plugged directly into a UC System with
a single USB connection or can be paired with a Devio™
SCR-10 for a BYOD system.
$1,563.00 $1,563.00
5 1 Barco R9861500T01 Barco ClickShare Tray - button switch holder $78.00 $78.00 6 1 AMX MCP-108-WH Massio™ 8-Button ControlPad with Knob WHITE $709.00 $709.00 7 1 AMX PR-0402 Precis 4x2 4K60 HDMI Switcher $582.00 $582.00 8 1 AV Pro Edge AC-MXNET-1G-D MXNet 1G Decoder $624.00 $624.00 9 1 Netgear GSM4210PX M4250-8G2XF-PoE+ 8x1G PoE+ 220W and 2xSFP+ Managed Switch $797.00 $797.00
10 1 Triton MATERIALS
Installation Materials includes cables, connectors, rack screws, panduit, cable labels, tie wraps, solder and other consumables required for the installation.
$1,000.00 $1,000.00
11 1 Triton LABOR Labor per scope of work. $16,795.00 $16,795.00 NOTE: Programming and labor prices based on contract
rates.

SUBTOTAL: $26,051.00

GROUND FREIGHT ESTIMATE BILLED AT COST
(DROP SHIP TO CLIENT NON-TAXABLE)7: $1,953.83
TAX @: 8.75% $980.86
CALIFORNIA E-WASTE RECYCLE FEE:
$4.00/Monitor 4" - 14.99"
$5.00/Monitor 15"-34.99"
$6.00/Monitor 35" or larger $5.00
TOTAL: $28,990.68
TERMS AND CONDITIONS:

1. This quotation is valid for 30 days from quote date.

2. Payment terms available upon credit approval.

3. Pricing is based on a cash discount, not the use of a credit card.

Payments made by credit cards will incur a 4% increase to the total.

4. Ground freight is estimated and billed at the cost Triton incurs.

5. Labor quoted, is not a condition of the equipment being purchased from Triton.

6. This information is confidential between Triton and the named Customer above and cannot be shared with anyone outside of either organization without approval from either organization.

7. Freight is taxable when Triton receives the equipment then either delivers it or ships it to the customer. Freight is non taxable when Triton's supplier ships directly to the customer.
78495 Calle Tampico
City of La Quinta
La Quinta, CA 92253
Doug Kinley III
760.777.7085
[email protected]
PROPOSAL #: La Quinta Caucus Room BOM_V1

EQUIPMENT
32234 Paseo Adelanto Suite E-1|San Juan Capistrano, CA 92675 phone: 949.388.3919 | fax: 866.275.9175
www.TritonTechnologySolutions.com | contractor’s license #951869

BECAUSE TECHNOLOGY NEVER ENDS
LA Quinta RFP AV Systems Upgrades Prpsl_R0.pdf Page 30 of 54 321 CLICK HERE to Return to Agenda

BECAUSE TECHNOLOGY NEVER ENDS
Triton Technology Solutions, Inc 32234 Paseo Adelanto Suite E-1 San Juan Capistrano, CA 92675 949.388.3919 Office * 866.275.9175 Fax * www.TritonTechnologySolutions.com This document is confidential between Triton and the City of La Quinta and cannot be shared with anyone outside of either organization without approval from either organization.

March 12, 2024
City of La Quinta
Monika Radeva
78-495 Calle Tampico
La Quinta, CA 92253
Dear Monika,
Thank you for the opportunity to provide this revised maintenance and support proposal for the Study Session Room and Wellness Center
Thank you for the consideration of our proposal. Please do not hesitate to contact me if you have any questions or concerns.

Sincerely,
Kristen Tetherton
President
322 CLICK HERE to Return to Agenda

AUDIO/VISUAL SYSTEMS MAINTENACE AND SUPPORT FOR STUDY SESSION AND

WELLNESS CENTER
Triton Technology Solutions, Inc 32234 Paseo Adelanto Suite E-1 San Juan Capistrano, CA 92675 949.388.3919 Office * 866.275.9175 Fax * www.TritonTechnologySolutions.com

AV SYSTEM MAINTENANCE AND SUPPORT SERVICES

PROJECT BACKGROUND
Triton currently holds a maintenance and support contract with the city to provide maintenance and support to the council chamber audio-visual, production, and broadcast systems. That contract would extend to the audio speaker upgrade and the Caucus Room.

This proposal provides maintenance and support to the Study Session and Wellness Center.

SCOPE OF SERVICES
The support services will include:

B Triton will provide one engineer to come on site a total of four times per year for the maintenance and support of these two rooms. The engineer will be onsite up to an eight-hour service day.

B The service appointment will be scheduled 30 days prior to the service; however, we will try to accommodate scheduling this service sooner for an emergency or special event.

B Triton may perform the following tasks as time allows and in coordination with the City’s coordinated prioritization which would be agreed upon prior to visit. Not all these items apply to all systems.
 Cleaning equipment of dust including vacuuming of filters and equipment.  Confirm all video and audio levels are set properly and adjust as necessary.  Make any repairs or settings changes to the system that the client has notified Triton of prior to visit. Equipment requiring repair will follow the procedures listed below.
 Verify equipment software and firmware are up to date if needed including Engineering PC and other PC-based systems. Note that any changes to software or firmware are performed on an “as needed” basis in coordination with City staff and manufacturer.
 Check audio system components related to the DSP.
 Check control system source and destinations routing.  Test and calibrate mixer levels and work with clients to adjust presets if needed.
 Overall system training which may not include specific equipment training.  Install new equipment at the visit if coordinated in advance of the visit. (This may require a design, other equipment, specialized installation materials or new cables pulled that may not be possible without prior coordination).

B Provide written report of services performed including any recommendations or items that need to be addressed in the form of a report provided with one week of site visit. 323 CLICK HERE to Return to Agenda

AUDIO/VISUAL SYSTEMS MAINTENACE AND SUPPORT FOR STUDY SESSION AND

WELLNESS CENTER
Triton Technology Solutions, Inc 32234 Paseo Adelanto Suite E-1 San Juan Capistrano, CA 92675 949.388.3919 Office * 866.275.9175 Fax * www.TritonTechnologySolutions.com B Once notified of a condition or issue or an issue is observed onsite, Triton will provide phone and/or email technical support within 4 hours of the initial notification.

This assumes initial notification would be within normal business hours not including weekends or holidays and the response would be within normal business hours as well. Once the problem has been identified Triton will help the client through the phone, remote login, or email to find a work around if possible. If no work around is possible, then Triton will schedule an appointment to come onsite at the first available opportunity.

B Unlimited phone, offsite remote access support, text and/or email support during normal business hours, M-F 8am – 5pm excluding weekends and holidays for system technical problems.

B This contract includes offsite time for research of any potential solutions, working with the device manufacturer’s tech support on behalf of the City and in coordination with City Staff if needed, or coordination of RMA’s.

B Offsite remote access via the Internet is included in this agreement if the city allows access to Triton’s personnel. See Triton’s “Triton’s Data and Network Security Liability Disclosure” for more information. All remote access systems to be provided by the City of La Quinta and access must be approved for each instance.

B Consumables such as cables, connectors, solder, rack screws, or other consumables used or required during a service and or repair will be provided by Triton. Triton will however bill these items separately. In most cases this cost is minimal ($250 or less) per service call. However, if a need arises requiring a substantial use of materials for a service call, Triton will identify these costs and will get approval from the City’s designated staff prior to the service call.

B Any changes made to the system, during a regular scheduled maintenance appointment, that requires the existing documentation to be updated, Triton will update the documentation and provide both AutoCAD and pdf files to the city. This assumes the city already has electronic files of their documentation in AutoCAD. If electronic files do not exist, they cannot be updated.

For any equipment that requires offsite repair by either the manufacturer or an authorized repair facility, Triton will provide the following service:

B Triton will work directly with the manufacturer through the troubleshooting and return authorization process.

B Once Triton receives a proposal for the service work (sometimes this information can be given prior to the manufacturer receiving the product and other times they need to physically evaluate the unit) we will provide a proposal to the city. The repair will not be completed until the City Staff approves the repair cost.

B Triton will uninstall the equipment during the planned service visit. Triton will package it and ship it using ground freight except under the following conditions:
expedited shipment, packaging for oversized items, palletized equipment, or items required to go by truck. These exceptions will be invoiced directly to the City at Triton’s cost.
324 CLICK HERE to Return to Agenda

AUDIO/VISUAL SYSTEMS MAINTENACE AND SUPPORT FOR STUDY SESSION AND

WELLNESS CENTER
Triton Technology Solutions, Inc 32234 Paseo Adelanto Suite E-1 San Juan Capistrano, CA 92675 949.388.3919 Office * 866.275.9175 Fax * www.TritonTechnologySolutions.com B Once the item is repaired and sent back, either the city’s own staff can reinstall it or Triton. If Triton reinstalls it, the city can elect to use one of the four annual service days they have available, or Triton will invoice this at the hourly service rates.

B Triton will try in good faith to acquire loaner equipment from the manufacturer while the city’s equipment is in for repair. If none is available the city has the option to rent equipment, which is not included in this contract.

PRICING PAYMENT TERMS
The cost for this agreement is $13,000.00. This includes $2,000.00 allocated to be used for outside repair fees, materials/equipment, or freight fees. Outside repair fees would include bench work or repair services a manufacturer charges if equipment requires repair. Materials include cables, connectors, and other consumables that may be required as well as any lowcost equipment that may be required. Freight fees would be charged at Triton’s cost to ship any equipment that required repair by a manufacturer. The outside repair fees, material/equipment or freight frees would only be billed if required. Any outside repair fees would need to be approved by City staff prior to the repair occurring.

Triton Technology will contract with the City of La Quinta to provide support services for a period of one year from the date of the contract or purchase order. Any future upgrades to these systems performed by Triton or backed with system documentation will be supported during the term of the contract.

PAYMENT TERMS
B $2,000.00 allocated to be used for outside repair fees, materials, equipment, or freight fees. Sales tax is applicable to some of these items and will also need to be included in this amount. This amount or a portion thereof will only be invoiced at the time it is used with payment due in Net 30 days.

B $11,00.00 for the services specified in this agreement. This fee will be billed as:
 $2,750 to be invoiced at time of contract with payment due in net 30 days.  $2,750 to be invoiced 90 days after contract date with payment due in net 30 days.
 $2,750 to be invoiced 180 days after contract date with payment due in net 30 days.
 $2,750 to be invoiced 270 days after contract date with payment due in net 30 days.

FEE SCHEDULE
For services outside of the standard agreement the following rates will apply and are billable to the city.
325 CLICK HERE to Return to Agenda

AUDIO/VISUAL SYSTEMS MAINTENACE AND SUPPORT FOR STUDY SESSION AND

WELLNESS CENTER
Triton Technology Solutions, Inc 32234 Paseo Adelanto Suite E-1 San Juan Capistrano, CA 92675 949.388.3919 Office * 866.275.9175 Fax * www.TritonTechnologySolutions.com

EMPLOYEE

OFF SITE
HOURLY
RATE

ON SITE

DAILY RATE
Design Engineer $150.00 $2,000.00
Project Engineer $140.00 $1,800.00
Project Manager $150.00 $2,000.00
Software Programmer $175.00 $2,000.00
Install Supervisor (Prevailing wage
rate) $140.00 $1,800.00
Installer (Prevailing wage rate) $130.00 $1,600.00
General Administration $65.00 N/A
After Hours Rates Mon-Fri 1.5X Hour Rate
After Hours Rates for Sat & Sun 2X Hour Rate
These rates will be invoiced as follows:

B Any service outside of the Standard Agreement will need City approval prior to the service being completed.

B All hourly services will be billed in 30-minute blocks as incurred.

B All daily rates represent an 8-hour workday.

B Any services performed outside of the standard agreement will be invoiced with payment due in Net 30 days.
326 CLICK HERE to Return to Agenda
Exhibit A

Page 2 of 4 ends

La Quinta City CouncilMarch 19, 2024

La Quinta City Council
March 19, 2024