10-20-2020 - AGENDA ITEM 04 CONSIDERATION OF RESOLUTION RATIFYING USE OF PEG FUNDS FOR THE EMERGENCY PURCHASE OF COUNCIL CHAMBERS AUDIO SYSTEMAGENDA ITEM NO.4
AGENDA STAFF REPORT
City of West Covina I Office of the City Manager
DATE: October 20, 2020
TO: Mayor and City Council
FROM: David Carmany
City Manager
SUBJECT: CONSIDERATION OF RESOLUTION RATIFYING USE OF PEG FUNDS FOR THE
EMERGENCY PURCHASE OF COUNCIL CHAMBERS AUDIO SYSTEM
RECOMMENDATION:
It is recommended that the City Council approve a resolution approving a budget amendment and ratifying the
use of dedicated funding through the public, educational and governmental (PEG) fund (Account No.
205.80.7001.7900) for the emergency purchase of the new City Council Chambers audio system from Key
Code Media, Inc., in the amount of $75,210.38.
BACKGROUND:
The COVID-19 pandemic forced the closure of most public buildings and the County Public Health
Department Order required non -essential workers to stay at home. Many cities locally ceased meetings of all
types. But the City of West Covina immediately pivoted to on-line, virtual meetings in order to conduct the
public's business. The City Council never canceled a meeting due to the pandemic, a fact that the community
can be proud of. While the transition worked, it wasn't easy.
Shortly after transitioning to virtual City Council meetings the audio system in the City Council Chambers
experienced a catastrophic failure, and due to its age and proprietary system could not be fixed. In short order,
the entire audio system had to be replaced because without it no meetings could be broadcast. This required
immediate action and required staff to find a vendor with the ability to quickly rebuild the audio system. The
City Manager authorized the emergency purchase of equipment and the hiring of a vendor to address the
immediate issue.
On September 15, 2020, the City Council was asked to ratify the emergency purchase. The item was continued
for further discussion between vendor, city staff and Council Members. On October 1, 2020, a meeting was
held to review the changes made to the audio system.
DISCUSSION:
As outlined above, immediate replacement of the system was necessary to make City meetings accessible to the
public and comply with the Brown Act. The City Manager approved the use of PEG funds for the emergency
purchase in the amount of $68,799.38. 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 COVID-19 additions of extra microphones for distancing and module for phone calls into
audio system, 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
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
Attachment No. 6 - Resolution No. 2020-109
Attachment No. 7 - Budget Amendment - PEG Fund
CITY COUNCIL GOALS & OBJECTIVES: Enhance City Facilities and Infrastructure
Enhance the City Image and Effectiveness
Engage in Proactive Economic Development
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
keyc de Sales Quotation
A/V Upgrade Quote #209285 v 1
MEDIA Prepared for: City of West Covina May 6, 2020
Professional Services
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
keyqede
MEDIA
AN Upgrade
AN Upgrade
Prepared for: City of West Covina
Sales Quotation
Quote #209285 v 1
May 6, 2020
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
keyqede
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
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
keyqede
MEDIA
Additional Programming Quote
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
ATTACHMENT NO. 6
A RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF WEST COVINA, CALIFORNIA, ADOPTING A BUDGET
AMENDMENT FOR THE FISCAL YEAR COMMENCING
JULY 1, 2020 AND ENDING JUNE 30, 2021
WHEREAS, the City Manager, on or about June 23, 2020, submitted to the City Council
a proposed budget for the appropriation and expenditure of funds for the City of West Covina for
Fiscal Year 2020-2021; and
WHEREAS, following duly given notice and prior to budget adoption, the City Council
held public meetings, receiving, considering and evaluating all comments, and adopted a budget
for the fiscal year commencing July 1, 2020 and ending June 30, 2021; and
WHEREAS, amendments must periodically be made to the budget to conform to changed
circumstances following adoption of the budget.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF WEST COVINA,
CALIFORNIA DOES HEREBY RESOLVE AS FOLLOWS:
SECTION 1. The City Council hereby approves Budget Amendment No. 020, attached
hereto as ATTACHMENT 7 to correct account numbers in the 2020-2021 budget document.
SECTION 2. The City Clerk shall certify to the adoption of these resolutions and shall
enter the same in the book of original resolutions and it shall become effective immediately.
APPROVED AND ADOPTED this 201h day of October 2020.
Tony Wu
Mayor
APPROVED AS TO FORM ATTEST
Thomas P. Duarte Lisa Sherrick
City Attorney Assistant City Clerk
I, LISA SHERRICK, Assistant City Clerk of the City of West Covina, California, do
hereby certify that the foregoing Resolution No. 2020-109 was duly adopted by the City Council
of the City of West Covina, California, at a regular meeting thereof held on the 20' day of October,
2020, by the following vote of the City Council:
AYES:
NOES:
ABSENT:
ABSTAIN:
Lisa Sherrick
Assistant City Clerk
ATTACHMENT 7
CITY OF WEST COVINA
BUDGET AMENDMENT
Date: 10/20/2020
Requested by: Shawn Granger
Dept/Div: City Manager / IT
EXPENDITURES
BA # 020
Posted By:
Date Posted:
Fiscal Year: 2020-2021
Amount: $107,579.00
Description: Funding from
PEG Funds
Account Number
Dept/Account Description
Current Budget
Proposed
Amendment
Amended Budget
17027.205.7900
Council Chambers Tech Upgrade
107 579.00
107 579.00
205.80.7001.7900
CIP- Miscellaneous
REVENUES
Account Number
Account Description
Current Budget
Proposed
Amendment
Amended Budget
205.80.7001.7900
Charter PEG Funds
107 579.22
107 579.22
funds allow the PEG Funds to be used to maintain the City Council Chambers audio / video equipment.
APPROVALS
City Council Approval Date (if required, attach minutes): ❑ Approval Not Required
Dept Head Approval: Date:
Finance Director: Date:
Funds Available? ❑ Yes ❑No
City Manager: Date:
(if over $100,000)
❑ Approved ❑ Denied