09-15-2020 - AGENDA ITEM 05 CONSIDERATION OF RATIFICATION OF EMERGENCY PURCHASE OF COUNCIL CHAMBERS AUDIO SYSTEM UTILIZING PEG FUNDS12/1/2020
Print Staff Report
AGENDA ITEM NO. 5
DATE: September 15, 2020
TO: Mayor and City Council
FROM: David Carmany
City Manager
AGENDA STAFF REPORT
City of West Covina I Office of the City Manager
SUBJECT: CONSIDERATION OF RATIFICATION OF EMERGENCY PURCHASE OF COUNCIL
CHAMBERS AUDIO SYSTEM UTILIZING PEG FUNDS
RECOMMENDATION:
It is recommended that the City Council ratify the emergency purchase of the new City Council Chambers
audio system from Key Code Media, Inc., in the amount of $75,210.38, utilizing funds from the public,
educational and governmental (PEG) fund (Account No. 205.80.7001.7900).
BACKGROUND:
In March 2020, the audio system in the City Council Chambers experienced a catastrophic failure. Due to its
age, lack of support, and proprietary system, it could not be fixed. The audio system had to be completely
replaced. No meetings could be broadcast until a replacement was installed. Also in March 2020, West Covina,
California, and the United States declared emergencies due to the COVID-19 pandemic. As a result of the
pandemic and the stay-at-home orders issued by the State and Los Angeles County, the City needed to
immediately replace the audio system in order to make meetings accessible to the public.
DISCUSSION:
Staff reached out to many audio -video vendors, but only Key Code Media responded to calls and was able to
come on site immediately to get a system installed. As outlined above, due to the COVID-19 emergency, it
was urgent to have the system replaced immediately to make City meetings accessible to the public and
comply with the Brown Act.
The City Manager approved an emergency purchase in the amount of $68,799.38 using the PEG account.
Pursuant to the City's Purchasing Policy, staff is required to obtain proper authorization for the emergency
procurement at the earliest opportunity after the emergency has been addressed. Due to additionally required
equipment, the amount of the Purchase Order must be increased by $6,411.00, for a revised amount
of $75,210.38. Therefore, staff is requesting that the City Council ratify the emergency purchase of the new
City Council Chambers audio system in the amount of $75,210.38. No general funds will be used.
Prepared by: Shawn Granger, IT Manager
Fiscal Impact
https://destinyhosted.com/print_ag_memo.Gfm?seq=955&rev_num=0&mode=6demal&reloaded=true&id=93782 1/2
Key Code Media - California
ATTACHMENT NO.3
270 S. Flower Street
Burbank, CA 91502
818-303-3900
www.keycodemedia.com
Prepared for:
City of West Covina
Prepared by:
Brian Boring
key
MEDIA
Additional Programming Quote
Quote # 210919 Version 1
kep;e Sales Quotation
�— Additional Programming Quote Quote lfzloslsvl
MEDIA Prepared for: City of West Covina Aug 4, 2020
Equipment
Description LABOR Programming & Commissioning 1 $1,670.45 $1,670.45
Subtotal: $1,670.45
keyO Additional Programming Quote
MEDIA Prepared for: City of West Covina
Additional Programming Quote
Prepared by:
Bill To:
Ship To:
Key Code Media - California
City of West Covina
City of West Covina
Brian Boring
1444 W Garvey Ave S
1444 W Garvey Ave
• - (818) 303-3900
West Covina, CA 91790-2716
West Covina, CA 91793
Fax 818-303-3901
Shawn Granger
Shawn Granger
bboring@keycodemedia.com
626-939-8410
626-939-8410
SGranger@westcovina.org
SGranger@westcovina.org
Sales Quotation
Quote #210919 v 1
Aug 4, 2020
Quote Information
Quote #: 210919
Version: 1
Delivery Date: 08/04/2020
Expiration Date: 09/03/2020
Terms: Net 30 Days
Quote Summary
kalsoll.
Equipment $1,670.45
Total: $1,670.45
This Sales Quote ('SO") incorporates the Terms and Conditions found at http://www.keycodemedia.com/terms/salesorder ("T&C")
and constitutes an offer or counter-offer, as applicable, by Key Code Media, Inc. or Burst Communications ('Seller"). This SO,
including the T&C incorporated therein, shall become binding on the buyer listed herein ("Buyer") on the earliest of Buyer's: (i)
acknowledgement hereof; or (ii) receipt of any goods and/or services ordered hereunder. No Buyer acknowledgement form,
purchase order, or other document shall modify the SO or the T&C.
Key Code Media - California City of West Covina
Signature: al,4 �
Name: Brian Boring
Title: Director, Product Development
Date: 08/04/2020
Signature
Name:
Shawn Granger
Initials:
SG
Date:
8/4/2020 4:12:07 PM
IP Address:
24.182.45.114
Email Address: sgranger@westcovina.org
PO Number:
ATTACHMENT NO.4
Llro)*011
Date: March 18, 2020
To: David N. Carmany, City Manager
Requested By: Shawn Granger, IT Manager
Prepared By: Shawn Granger, IT Manager
Requested Purchase: City Council Chambers Audio System
Suggested Vendor: Keycode Media
Purchase Order: Total Cost: $68,799.38
To comply with Sec. 2-154 of the West Covina Municipal Code that states,
"In case of disaster which threatens the life or property of the people of the city, the city manager
is hereby empowered to award contracts and make purchases as may be necessary to meet such
emergency, providing he shall file with the council at the next meeting a certificate defining the
emergency and the necessity for such action together with a detailed account of all expenditures."
The Emergency Purchase Order request is submitted for your approval.
NATURE OF EMERGENCY: Due to a catastrophic failure of the current audio system in the City Council
Chambers, the City cannot currently televise Council Chamber meetings to the public. The system was past
end -of -life and its proprietary nature means the entire system must be replaced to resume service. It is vital
for the City to have a working audio system so that City Council Meetings abide by the Brown Act. Besides
the urgency, we are currently under the COVID-19 emergency. The City needs a vendor who already is
familiar with current audio / video systems in the City Council Chambers so that the replacement can be made
immediately to have the shortest amount of downtime for the public. Funds for this replacement will come t
from PEG funds; monies reserved for City Council meeting broadcasting.
Reviewed: P"; I Approved:
Robbeyn Bird, Finance Director David N. t5armany, City Manager
Dated: 5.1 z • a-O Dated: 55-12 - Za
(Please forward signed document to Purchasing)
ATTACHMENT NO.5
City of West Covina
Request for Purchase Order Increase/Decrease
Purchase Order No.: 20-00339 Date of Request: 8/31/2020
Vendor Name: Key Code Media Inc.
Account # 205.80.7001.7900
nal Line Item Amount: $68,799.38
Amount Reason for Change
Changes:
1 st
$
2nd
$
3rd
$
4th
$
nt Request $6,411.00
Added microphone
And programming
Amount $ 75,210.38
0 Sufficient Funds Available
❑ Appropriation increase approved by Council on
for COVID19 seati
Requested by / Date:
Department Head Approval / Date:
Purchasing Approval / Date:
Finance Review Approval / Date:
City Manager Approval / Date:
❑ Email Revised PO to Vendor
Email
Y:\IT Orders\20200511 City Council Chambers Audio Repair\[Purchase Order Amendment Form 20-00339.xls]Sheet
f 2/l/2020
Print Staff Report
FISCAL IMPACT:
Staff recommends using $75,210.38 from the public, educational and governmental (PEG) fund that was
collected for the public access channel so that there is no impact on City General Fund.
Attachments
Attachment No. 1 - Council Chambers Audio
Attachment No. 2 - Wireless Antenna Quote
Attachment No. 3 - Phone Integration Programming
Attachment No. 4 - Emergency PO
Attachment No. 5 - Purchase Order Amendment
CITY Enhance City Facilities and Infrastructure
COUNCIL Enhance the City Image and Effectiveness
GOALS & Engage in Proactive Economic Development
OBJECTIVES:
https://destinyhosted.com/print_ag_memo.Gfm?seq=955&rev_num=0&mode=6demal&reloaded=true&id=93782 2/2
Key Code Media - California
ATTACHMENT NO. 1
270 S. Flower Street
Burbank, CA 91502
818-303-3900
www.keycodemedia.com
Prepared for:
City of West Covina
Prepared by:
Brian Boring
key
MEDIA
AN Upgrade
Quote # 209285 Version 1
key Sales Quotation
0 AN Upgrade Quote #209285 v 1
MEDIA Prepared for: City of West Covina May 6, 2020
Equipment
Description
Qty
Price
Ext. Price
1
MEG 14-40-L B
Sennheiser "Gooseneck microphone (cardioid, condenser) with 5-pin XLR-M, 12-48 V
12
$229.95
$2,759.40
phantom power and illuminated light ring. MAT 153-5 table stand available separately
2
MAT 153-S B
Table stand for MEG 14-40-L II
11
$249.95
$2,749.45
3
EX -LOGIC
Tesira PoE Controller with 16 logic GPIO
2
$447.50
$895.00
4
TesiraFORTt DAN
Fixed 1/0 DSP with 12 analog inputs, 8 analog outputs, 8 channels configurable USB
2
$2,297.70
$4,595.40
VT
audio, 32 x 32 channels of Dante, AEC technology (all 12 inputs), 2 channel VoIP, and
standard FXO telephone interface
5
55UT640SOUA
551N LCD TV 3840X2160 UHD TAA MNTR SIMPLE EDITOR SMART WIFI HDMI
3
$867.25
$2,601.75
3YR
6
TSW-1060-B-S
10.1"Touch Screen, Black Smooth
1
$1,560.00
$1,560.00
7
TSW-760-B-S
Crestron 7" Touch Screen, Black Smooth
1
$1,000.00
$1,000.00
8
TSW-1060-TTK-B-S
Tabletop Kit for TSW-1060, Black Smooth
1
$145.00
$145.00
9
TSW-760-TTK-B-S
Crestron TSW-760-TTK-B-S Tabletop Kit for TSW-760, Black Smooth
1
$125.00
$125.00
10
CP3N
(Crestron) 3-Series Control System
1
$1,690.00
$1,690.00
11
DM-NVX-350
DigitalMedia 4K60 4:4:4 HDR Network AV Encoder/Decoder
4
$1,000.00
$4,000.00
12
DM-NVX-D30
DM NVXTM 4K60 4:4:4 HDR Network AV Decoder
2
$750.00
$1,500.00
13
DM-NVX-352
DM NVXTM 4K60 4:4:4 HDR Network AV Encoder/Decoder with Denise Audio
1
$1,400.00
$1,400.00
14
AM-200
AirMedia® Presentation System 200
1
$1,170.00
$1,170.00
15
AMP-X300
X Series Amplifier - 70 volt model
2
$520.00
$1,040.00
16
HAI-100-4K
Extron Introduces HDMI Audio Embedder with Support for 4K
1
$1,170.00
$1,170.00
17
SRS2-8
Middle Atlantic 2 Slide Srs,8 Space
1
$550.80
$550.80
18
C10AT70
Atlas 8" Dual Cone In -Ceiling Speaker with 5-Watt 70V Transformer and 10oz Magnet
12
$51.99
$623.88
Subtotal: $29,575.68
keys 0
MEDIA
Professional Services
AN Upgrade
Prepared for: City of West Covina
Sales Quotation
Quote #209285 v 1
May 6, 2020
Description19
INT-MAT
Integration Materials - Cables/Connectors/Misc mounts and Hardwares
1
$4,000.00
$4,000.00
20
Professional
Design, Drawing Package and runlist
1
$2,400.00
$2,400.00
Services
21
Profesional Services
Demo/Decommissioing (By others)
1
$0.00
$0.00
22
Profesional Services
Project Mangement/site Superintendet
1
$4,200.00
$4,200.00
23
Profesional Services
Cabling
1
$1,600.00
$1,600.00
24
Profesional Services
Terrminations/Equipment Installation/Rack Dressing/Power up
1
$7,000.00
$7,000.00
25
Profesional Services
Commissioning -Configurations -Testing
1
$1,920.00
$1,920.00
26
Profesional Services
Training
1
$1,600.00
$1,600.00
27
Profesional Services
Crestron Programming/Biamp Programming/Testing
1
$12,000.00
$12,000.00
Subtotal: $34,720.00
key Sales Quotation
0 AN Upgrade Quote #209285 v 1
MEDIA Prepared for: City of West Covina May 6, 2020
AN Upgrade
Prepared by: Bill To: Ship To: Quote Information
Key Code Media - California City of West Covina City of West Covina Quote #: 209285
Brian Boring 1444 W Garvey Ave S 1444 W Garvey Ave S Version: 1
(818) 303-3900 West Covina, CA 91790-2716 West Covina, CA 91790-2716 Delivery Date: 05/06/2020
Fax 818-303-3901 Shawn Granger Shawn Granger Expiration Date: 06/05/2020
bboring@keycodemedia.com 626-939-8410 626-939-8410 Terms: Net 30 Days
SGranger@westcovina.org SGranger@westcovina.org
Quote Summary
.- . .
Equipment $29,575.68
Professional Services $34,720.00
Subtotal: $64,295.68
Shipping: $1,200.00
Estimated Tax: $3,303.70
Total: $68,799.38
This Sales Quote ("SO") incorporates the Terms and Conditions found at htip://www.keycodemedia.com/terms/salesorder ("T&C")
and constitutes an offer or counter-offer, as applicable, by Key Code Media, Inc. or Burst Communications ("Seller"). This SO,
including the T&C incorporated therein, shall become binding on the buyer listed herein ("Buyer") on the earliest of Buyer's: (i)
acknowledgement hereof; or (ii) receipt of any goods and/or services ordered hereunder. No Buyer acknowledgement form,
purchase order, or other document shall modify the SO or the T&C.
Key Code Media - California City of West Covina
Signature:.
Name:
Brian Boring
Signature:
Name: Shawn Granger
Title: Director, Product Development Date:
Date: 05/06/2020
Key Code Media - California
ATTACHMENT NO.2
270 S. Flower Street
Burbank, CA 91502
818-303-3900
www.keycodemedia.com
Prepared for:
City of West Covina
Prepared by:
Brian Boring
key
MEDIA
Shure Add ons
Quote # 210508 Version 1
key Sales Quotation
0 Shure Add ons Quote N210508 v 1
MEDIA Prepared for: City of West Covina Jul 15, 2020
Equipment
Description
.
-
1
ULXD4D— G50
Shure Single Digital Wireless Receiver with PS41 US Power Supply, 1/2 Wave
1
$3,131.00
$3,131.00
Antenna and Rack Mounting Hardware
2
UA221
Shure Passive Antenna Splitter/Combiner Kit. Includes Two Splitter/Combiners, Four
1
$151.00
$151.00
Coaxial Cables, and Attaching Hardware
3
SBC200
Shure Dual Docking Charger, Power Supply NOT Included
1
$200.00
$200.00
4
BETA87C
Shure Cardioid Condenser, for Handheld Vocal Applications
2
$311.00
$622.00
Subtotal: $4,104.00
key 0
MEDIA
Shure Add ons
Prepared by
Key Code Media - California
Brian Boring
(818)303-3900
Fax 818-303-3901
bboring@keycodemedia.com
Quote Summary
Shure Add ons
Prepared for: City of West Covina
Bill To:
City of West Covina
1444 W Garvey Ave S
West Covina, CA 91790-2716
Shawn Granger
626-939-8410
SGranger@westcovina.org
Ship To
City of West Covina
1444 W Garvey Ave
West Covina, CA 91793
Shawn Granger
626-939-8410
SGranger@westcovina.org
Sales Quotation
Quote #210508 v 1
Jul 15,2020
Quote Information
Quote #: 210508
Version: 1
Delivery Date: 07/15/2020
Expiration Date: 08/14/2020
Terms: Net 30 Days
Equipment
$4,104.00
Subtotal:
$4,104.00
Shipping:
$225.00
Estimated Tax:
$411.25
Total:
$4,740.25
This Sales Quote ("SO") incorporates the Terms and Conditions found at htip://www.keycodemedia.com/terms/salesorder ("T&C")
and constitutes an offer or counter-offer, as applicable, by Key Code Media, Inc. or Burst Communications ("Seller"). This SO,
including the T&C incorporated therein, shall become binding on the buyer listed herein ("Buyer") on the earliest of Buyer's: (i)
acknowledgement hereof; or (ii) receipt of any goods and/or services ordered hereunder. No Buyer acknowledgement form,
purchase order, or other document shall modify the SO or the T&C.
Key Code Media - California City of West Covina
Signature:
Name: Brian Boring
Director, Product Development
Date: 07/15/2020
Signature: -:;4—�
Name: Shawn Granger
Initials: SG
Date: 7/15/2020 3:36:11 PM
IP Address: 24.182.45.114
Email Address: sgranger@westcovina.orq
PO Number: 20-00329