REPORT TO CITY COUNCIL
To:Honorable Mayor and Members of the City Council
From:Jason Simpson, City Manager
Prepared by:Shannon Buckley, Assistant City Manager
Date:January 28, 2025
Subject:Public Works Construction Agreement with Triton Technology Solutions Inc. for the Design, Purchase, and Installation of the Audio-Visual Presentation, Production, and Broadcast System in the New City Hall Project (CIP Project No. Z20006)
Recommendation
Approve and authorize the City Manager to execute a contract with Triton Technology Solutions Inc. for the audio-visual presentation, production, and broadcast system in the New City Hall Project (CIP Project No. Z20006) in an amount not to exceed $1,783,163.18 in such final form as approved by the City Attorney; authorize the City Manager to execute change orders not exceeding a 10% contingency of $178,316.32 for uncertainties and adjustments; and authorize the City Clerk to file the notice of completion once the entire scope of work is complete and return withheld retention to the contractor.
Background
In accordance with the requirements set forth in the California Public Contract Code, on August 29, 2024, the City posted on PlanetBids the request for qualification for the audio-visual presentation and production and broadcast system in the City Hall Project (CIP Project No.
Z20006). Responses were due on Thursday, September 19, 2024.
Triton Technology Solutions Agreement New City Hall
Six responses were received on or before the deadline of 2:00 p.m. Thursday, September 19, 2024. The responses were reviewed in Planetbids, examined, and declared in City Hall. Following a complete evaluation of the six companies, four companies (bold & underlined) below were selected for interviews by City staff:
Triton Technology Solutions
Western Audio-Visual Security
Integrated Media Systems
P2s
Borrelli and Associates, Inc.
Key Code Media
On October 10, 2024, interviews were conducted at City Hall to better learn the applicable qualifications in detail and specific technical processes to complete the required scope of work.
During these interviews, essential information was gleaned surrounding a lengthy interview discussing the following items:
Company data and qualifications
Like experiences with specific references
Technical expertise of the entire staff (number of staff, the staff assigned to this project) Proven city council chamber project expertise (specific cities) Adherence to industry standards
Proposed approach to detail a project plan (design, purchase, build, program, test, commission).
Specify which elements are self-performed and which elements are outsourced resources.
From these interviews, staff selected three companies for a site visit to see firsthand the work of these three companies. During the site visit, staff engaged the three companies and their staff that performed the work on-site, and they discussed with the end users the many technical attributes, processes, and day-to-day capabilities of the systems in use. Below are the companies and site visit Cities:
Triton Technology Solutions City of Irvine
Western Audio-Visual Security City of Carson
Integrated Media Systems City of Redondo Beach
Discussion
The final three companies, all showing favorably through the selection process, were asked to provide a written proposal with competitive pricing to the City for consideration. The submittal was to include a design process complete with system design documentation, associated costs, and a proposed equipment list with programming and system commissioning.
Council Chamber Audio-Visual Presentation System
Production and Broadcast System
Lighting System (of the production lighting)
Triton Technology Solutions Agreement New City Hall
All three companies provided a final submittal. Triton Technology Solutions was the only company to provide a complete and thorough submittal of the requested written proposal with accurate cost pricing for the design, purchase, and installation of the audio-visual presentation, production, and broadcast system. The Triton Technology Solutions proposed amount is $1,783,163.18.
Note: The total cost of this project is $1,783,163.18; however, the bond will only be applied to $1,603,625.67 of the contract, which does not include the cost of the Design and Annual Support Contract or Bond Cost.
Fiscal Impact
Funding costs are included in the Fiscal Year 24/25 – 28/29 Capital Improvement Plan (CIP) budget, CIP Project No. Z20006.
Attachments
Attachment 1- Agreement
Attachment 2 - Triton Technology Solutions Proposal Date January 7, 2025 City Manager’s Office