COUNCIL AGENDA REPORT
TO: Mayor and City Council
FROM: David W. Rowlands, City Manager
DATE: May 6, 2025
SUBJECT: Adoption of a Resolution A warding a Professional Services Agreement to Triton Technology Solutions for Upgrading Shepard Hall Audio Visual System
Description:
The City Council will consider approving the award of a Professional Services Agreement to Triton Technology Solutions.
Environmental Notice: The activity is not a “Project” as defined under Section 15378 of the California Environmental Quality Act State Guidelines; therefore, pursuant to State Guidelines Section 15060(c)(3) no environmental review is required.
RECOMMENDATION:
Adopt a Resolution awarding a Professional Services Agreement for upgrading the audio- visual system in Shephard Hall to Triton Technology Solutions.
BACKGROUND:
Shepard Hall, located in the City Library, is a heavily used meeting space for City staff and the public. Users of the space rely on well-functioning audio and video technology to conduct meetings, host Library programs, perform demonstrations, and provide educational sessions (in -person and remotely via Teams, Zoom, and other online technologies). Shepard Hall may also be used for overflow attendance during highly attended public meetings, and it used to be tied to the production control center located at City Hall. The current audio-visual equipment has passed its useful life and has become unreliable and difficult to use and operate. This project will upgrade the audio -visual components of the system and will upgrade the connection to the production control center in City Hall, making the entire system more reliable and easier to use.
DISCUSSION:
The City issued a Request for Proposal (RFP) eliciting responses from qualified vendors to propose a solution for Shepard Hall that includes PTZ cameras, DVD/Blu -ray player, HDMI switcher with visual touch panel, wall ports with tested structural cabling, MS Teams Certified Room with Zoom compatibility, wireless presentation system supporting Airplay and Miracast, UPS, PDU, and staff training. The RFP solution also requires 2 integration with the Council Chambers and with the tower control room audio -video system.
The City received three responses to the RFP , which were reviewed by a panel of City staff stakeholders. Triton Technology Solutions was determined to have submitted the most comprehensive, cost-effective, and complete solution.
Alternative
City Council could decide not to award this Professional Services Agreement to Triton Technology Solutions and direct staff to seek alternative ways to maintain acceptable audio-visual services in Shepard Hall.
Fiscal Considerations
The cost for this pr oject is $189,096.77. Funding has been secured through the Public, Education and Government (PEG) account, the City’s Business Equipment Replacement fund, and a Library 2024-2026 approved budget request.
Impact to the Community
The completion of this p roject and the associated audio -visual system upgrades will benefit the community by providing stable, reliable, and easy-to-use technology in heavily used Shepard Hall. It will improve the quality of public meetings, educational sessions, and demonstrations.
ATTACHMENT(S)
A. Resolution – Triton Technology Solutions
B. Professional Services Agreement – Triton Technology Solutions