HomeMy WebLinkAboutItem No. 07 - Public Works Construction Agreement with Triton Technology Solutions Inc. for th7)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)
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.
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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
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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
Page 3 of 3
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
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Agreement No. __________
AGREEMENT FOR PUBLIC WORKS CONSTRUCTION
Triton Technology Solutions Inc.
For the
City Hall Audio-Visual
Presentation & Production
& Broadcast System
CIP PROJECT NO. Z20006
This Agreement for Public Works Construction (“Agreement”) is made and entered into as
of January 28, 2025 by and between the City of Lake Elsinore, a municipal corporation (“City”)
and Triton Technology Solutions Inc. (“Contractor”).
The City and Contractor, in consideration of the mutual promises and covenants set forth
herein, agree as follows:
1.The Project and Project Documents. Contractor agrees to construct the following
public improvements (“work”) identified as:
City Hall Audio-Visual Presentation & Production & Broadcast System(the “Project”)
The City-approved plans for the construction of the Project, which are incorporated
herein by reference and prepared by Staff, are identified as:
The Project Documents include this Agreement and all of the following: (1) the Notice
Inviting Bids, Instructions to Bidders, Bid Documents including Bidder’s Proposal as submitted
by the Contractor, Contract Documents, General Specifications, Special Provisions, and all
attachments and appendices; (2) everything referenced in such documents, such as
specifications, details, standard plans or drawings and appendices, including all applicable State
and Federal requirements; (3) all required bonds, insurance certificates, permits, notices, and
affidavits; and (4) any and all addenda or supplemental agreements clarifying, amending or
extending the work contemplated as may be required to insure completion in an acceptable
manner. All of the provisions of the above-listed documents are made a part of this Agreement
as though fully set forth herein.
2.Compensation.
a.For and in consideration of the payments and agreements to be made
and performed by City, Contractor agrees to construct the Project, including furnishing all
materials and performing all work required for the Project, and to fulfill all other obligations as
set forth in the Bidder’s Proposal, such contract price being one million seven hundred eighty-
three thousand one hundred sixty-three dollars and eighteen cents ($1,783,163.18).
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b.City hereby promises and agrees to employ, and does hereby employ,
Contractor to provide the materials, do the work, and fulfill the obligations according to the terms
and conditions herein contained and referred to, for the prices set forth, and hereby contracts to
pay the same at the time, in the manner, and upon the conditions set forth in the Project
Documents.
c.Contractor agrees to receive and accept the prices set forth in the Bidder’s
Proposal as full compensation for furnishing all materials, performing all work, and fulfilling
all obligations hereunder. Such compensation shall cover all expenses, losses, damages, and
consequences arising out of the nature of work during its progress or prior to its acceptance
including those for well and faithfully completing the work and the whole thereof in the manner
and time specified in the Project Documents; and also including those arising from actions of the
elements, unforeseen difficulties or obstructions encountered in the prosecution of the work,
suspension or discontinuance of the work, and all other unknowns or risks of any description
connected with the work.
3.Completion of Work.
a.Contractor shall perform and complete all work within 200 working days
from the date of commencement specified in the Notice to Proceed, and shall provide, furnish
and pay for all the labor, materials, necessary tools, expendable equipment, and all taxes,
utility and transportation services required for construction of the Project.
b.All work shall be performed and completed in a good workmanlike manner
in strict accordance with the drawings, specifications and all provisions of this Agreement as
hereinabove defined and in accordance with applicable laws, codes, regulations, ordinances and
any other legal requirements governing the Project.
c.Contractor shall not be excused with respect to the failure to so comply by
any act or omission of the City, the City Engineer, a City inspector, or a representative of any of
them, unless such act or omission actually prevents the Contractor from fully complying with the
requirements of the Project Documents, and unless the Contractor protests at the time of such
alleged prevention that the act or omission is preventing the Contractor from fully complying
with the Project Documents. Such protest shall not be effective unless reduced to writing and
filed with the City within three (3) working days of the date of occurrence of the act or omission
preventing the Contractor from fully complying with the Project Documents.
d.City and Contractor recognize that time is of the essence in the
performance of this Agreement and further agree that if the work called for under the Agreement
is not completed within the time hereinabove specified, damages will be sustained by the City
and that, it is and will be impracticable or extremely difficult to ascertain and determine the
actual amount of damages the City will sustain in the event of, and by reason of, such delay. It
is, therefore, agreed that such damages shall be presumed to be in the amount of $500 per
calendar day, and that the Contractor will pay to the City, or City may retain from amounts
otherwise payable to Contractor, such amount for each calendar day by which the Contractor
fails to complete the work, including corrective items of work, under this Agreement within the
time hereinabove specified and as adjusted by any changes to the work.
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4.Changes to Work. City and Contractor agree that the City may make changes to
the work, or suspend the work, and no matter how many changes, such changes or
suspensions are within the contemplation of the Contractor and City and will not be a basis for a
compensable delay claim against the City nor be the basis for a liquidated damage claim
against the Contractor.
Any change to the work shall be by way of a written instrument (“change order”) signed
by the City and the Contractor, stating their agreement to the following:
a.The scope of the change in the work;
b.The amount of the adjustment to the contract price; and
c.The extent of the adjustment to the Schedule of Performance.
The City Engineer is authorized to sign any change order provided that sufficient
contingency funds are available in the City’s approved budget for the Project. All change in
the work authorized by the change order shall be performed under the applicable conditions
of the Project Documents. City and Contractor shall negotiate in good faith and as expeditiously
as possible the appropriate adjustments for such changes.
5.Bonds. Contractor shall provide, before commencing work, a Faithful Performance
Bond and a Labor and Material Bond, each for one-hundred percent (100%) of the contract price
in the form that complies with the Project Documents and is satisfactory to the City Attorney.
6.Non-Assignability. Neither this Agreement nor any rights, title, interest, duties or
obligations under this Agreement may be assigned, transferred, conveyed or otherwise
disposed of by Contractor without the prior written consent of City.
7.Licenses. Contractor represents and warrants to City that it holds the contractor’s
license or licenses set forth in the Project Documents, is registered with the Department of
Industrial Relations pursuant to Labor Code Section 1725.5, and holds such other licenses,
permits, qualifications, insurance and approvals of whatsoever nature which are legally required
of Contractor. Contractor represents and warrants to City that Contractor shall, at its sole cost
and expense, keep in effect or obtain at all times during the term of this Agreement, any
licenses, permits, insurance and approvals which are legally required of Contractor to practice
its profession. Contractor shall maintain a City of Lake Elsinore business license.
8.Indemnity. Contractor shall indemnify, defend, and hold harmless the City and its
officials, officers, employees, agents, the County and Board Supervisors, and volunteers from
and against any and all losses, liability, claims, suits, actions, damages, and causes of action
arising out of any personal injury, bodily injury, loss of life, or damage to property, or any violation
of any federal, state, or municipal law or ordinance, to the extent caused, in whole or in part, by
the willful misconduct or negligent acts or omissions of Contractor or its employees,
subcontractors, or agents, by acts for which they could be held strictly liable, or by the quality
or character of their work. The foregoing obligation of Contractor shall not apply when (1) the
injury, loss of life, damage to property, or violation of law arises from the sole negligence or
willful misconduct of the City or its officers, employees, agents, or volunteers and (2) the actions
of Contractor or its employees, subcontractor, or agents have contributed in no part to the
injury, loss of life, damage to
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property, or violation of law. It is understood that the duty of Contractor to indemnify and hold
harmless includes the duty to defend as set forth in Section 2778 of the California Civil Code.
Acceptance by City of insurance certificates and endorsements required under this Agreement
does not relieve Contractor from liability under this indemnification and hold harmless clause.
This indemnification and hold harmless clause shall apply to any damages or claims for damages
whether or not such insurance policies shall have been determined to apply. By execution of
this Agreement, Contractor acknowledges and agrees to the provisions of this Section and
that it is a material element of consideration.
9.Insurance Requirements.
a.Insurance. Contractor, at Contractor’s own cost and expense, shall procure
and maintain, for the duration of the Agreement, unless modified by the City’s Risk Manager,
the following insurance policies.
i.Workers’ Compensation Coverage. Contractor shall maintain
Workers’ Compensation Insurance and Employer’s Liability Insurance for his/her
employees in accordance with the laws of the State of California. In addition, Contractor
shall require each subcontractor to similarly maintain Workers’ Compensation Insurance
and Employer’s Liability Insurance in accordance with the laws of the State of California
for all of the subcontractor’s employees. Any notice of cancellation or non-renewal of all
Workers’ Compensation policies must be received by the City at least thirty (30) days
prior to such change. The insurer shall agree to waive all rights of subrogation against
City, its officers, agents, employees and volunteers for losses arising from work
performed by Contractor for City. In the event that Contractor is exempt from Worker’s
Compensation Insurance and Employer’s Liability Insurance for his/her employees in
accordance with the laws of the State of California, Contractor shall submit to the City a
Certificate of Exemption from Workers Compensation Insurance in a form approved by
the City Attorney.
ii.Commercial General Liability Coverage. Contractor shall maintain
commercial general liability insurance in an amount not less than one million dollars
($1,000,000) per occurrence for bodily injury, personal injury and property damage. If a
commercial general liability insurance form or other form with a general aggregate limit is
used, either the general aggregate limit shall apply separately to the work to be performed
under this Agreement or the general aggregate limit shall be at least twice the required
occurrence limit. Required commercial general liability coverage shall be at least as
broad as Insurance Services Office Commercial General Liability occurrence form CG
0001 (ed. 11/88) or Insurance Services Office form number GL 0002 (ed. 1/73) covering
comprehensive General Liability and Insurance Services Office form number GL 0404
covering Broad Form Comprehensive General Liability. No endorsement may be attached
limiting the coverage.
iii.Automobile Liability Coverage. Contractor shall maintain
automobile liability insurance covering bodily injury and property damage for all activities
of the Contractor arising out of or in connection with the work to be performed under this
Agreement, including coverage for owned, hired and non-owned vehicles, in an amount
of not less than one million dollars ($1,000,000) combined single limit for each
occurrence. Automobile liability coverage must be at least as broad as Insurance Services
Office Automobile Liability form CA 0001 (ed. 12/90) Code 1 (“any auto”). No
endorsement may be attached limiting the coverage.
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iv.Builder’s Risk Coverage. Prior to the commencement of any
construction of the Project, Design-Builder shall obtain (or cause to be obtained) and
keep in force during the term of any construction, builder’s risk insurance insuring for all
risks of physical loss of or damage (excluding the perils of earthquake and flood).
v.Professional Liability Coverage. Contractor shall maintain
professional errors and omissions liability insurance appropriate for Contractor’s
profession for protection against claims alleging negligent acts, errors or omissions which
may arise from Contractor’s services under this Agreement, whether such services are
provided by the Contractor or by its employees, subcontractors, or sub consultants.
The amount of this insurance shall not be less than one million dollars ($1,000,000)
on a claims-made annual aggregate basis, or a combined single limit per occurrence
basis.
b.Endorsements. Each general commercial liability and automobile liability
insurance policy shall be with insurers possessing a Best’s rating of no less than A:VII
and shall be endorsed with the following specific language:
i.The City, its elected or appointed officers, officials, employees,
agents and volunteers are to be covered as additional insured with respect to liability
arising out of work performed by or on behalf of the Contractor, including materials, parts
or equipment furnished in connection with such work or operations.
ii.This policy shall be considered primary insurance as respects the
City, its elected or appointed officers, officials, employees, agents and volunteers. Any
insurance maintained by the City, including any self-insured retention the City may have,
shall be considered excess insurance only and shall not contribute with it.
iii.This insurance shall act for each insured and additional insured as
though a separate policy had been written for each, except with respect to the limits of
liability of the insuring company.
iv.The insurer waives all rights of subrogation against the City, its
elected or appointed officers, officials, employees or agents.
v.Any failure to comply with reporting provisions of the policies shall
not affect coverage provided to the City, its elected or appointed officers, officials,
employees, agents or volunteers.
vi.The insurance provided by this Policy shall not be suspended,
voided, canceled, or reduced in coverage or in limits except after thirty (30) days written
notice has been received by the City.
c.Deductibles and Self-Insured Retentions. Any deductibles or self-insured
retentions must be declared to and approved by the City. At the City’s option, Contractor shall
demonstrate financial capability for payment of such deductibles or self-insured retentions.
d.Certificates of Insurance. Contractor shall provide certificates of insurance
with original endorsements to City as evidence of the insurance coverage required herein.
Certificates of such insurance shall be filed with the City on or before commencement of
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performance of this Agreement. Current certification of insurance shall be kept on file with the
City at all times during the term of this Agreement.
10.Notices. Any notice required to be given under this Agreement shall be in writing
and either served personally or sent prepaid, first class mail. Any such notice shall be addressed
to the other party at the address set forth below. Notice shall be deemed communicated within
48 hours from the time of mailing if mailed as provided in this section.
If to City: City of Lake Elsinore
Attn: City Manager
130 South Main Street
Lake Elsinore, CA 92530
With a copy to: City of Lake Elsinore
Attn: City Clerk
130 South Main Street
Lake Elsinore, CA 92530
If to Contractor:Triton Technology Solutions Inc.
Attn: Kristen Tetherton
32234 Paseo Adelanto Suite E-1
San Juan Capistrano CA 92675
11.Entire Agreement. This Agreement constitutes the complete and exclusive
statement of agreement between the City and Contractor. All prior written and oral
communications, including correspondence, drafts, memoranda, and representations, are
superseded in total by this Agreement.
12.Amendments. This Agreement may be modified or amended only by a written
document executed by both Contractor and City and approved as to form by the City Attorney.
13.Assignment and Subcontracting. Contractor shall be fully responsible to City for
all acts or omissions of any subcontractors. Assignments of any or all rights, duties for obligations
of the Contractor under this Agreement will be permitted only with the express consent of
the City. Nothing in this Agreement shall create any contractual relationship between City and
any subcontractor nor shall it create any obligation on the part of the City to pay or to see to
the payment of any monies due to any such subcontractor other than as otherwise is required
by law.
14.Waiver. Waiver of a breach or default under this Agreement shall not constitute
a continuing waiver of a subsequent breach of the same or any other provision under this
Agreement.
15.Severability. If any term or portion of this Agreement is held to be invalid, illegal,
or otherwise unenforceable by a court of competent jurisdiction, the remaining provisions of this
Agreement shall continue in full force and effect.
16.Controlling Law Venue. This Agreement and all matters relating to it shall be
governed by the laws of the State of California and any action brought relating to this Agreement
shall be held exclusively in a state court in the County of Riverside.
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17.Litigation Expenses and Attorneys’ Fees. If either party to this Agreement
commences any legal action against the other party arising out of this Agreement, the prevailing
party shall be entitled to recover its reasonable litigation expenses, including court costs, expert
witness fees, discovery expenses, and attorneys’ fees.
18.Mediation. The parties agree to make a good faith attempt to resolve any disputes
arising out of this Agreement through mediation prior to commencing litigation. The parties
shall mutually agree upon the mediator and share the costs of mediation equally. If the parties
are unable to agree upon a mediator, the dispute shall be submitted to JAMS or its successor
in interest. JAMS shall provide the parties with the names of five qualified mediators. Each party
shall have the option to strike two of the five mediators selected by JAMS and thereafter
the mediator remaining shall hear the dispute. If the dispute remains unresolved after mediation,
either party may commence litigation.
19.Authority to Enter Agreement and Administration. Contractor has all requisite
power and authority to conduct its business and to execute, deliver, and perform the
Agreement. Each party warrants that the individuals who have signed this Agreement have the
legal power, right, and authority to make this Agreement and to bind each respective party. The
City Manager is authorized to enter into an amendment or otherwise take action on behalf of the
City to make the following modifications to the Agreement: (a) a name change; (b) grant
extensions of time; (c) non-monetary changes in the scope of services; and/or (d) suspend or
terminate the Agreement. The City Engineer shall act as the Project administrator on behalf of
the City.
20.Prohibited Interests. Contractor maintains and warrants that it has not employed
nor retained any company or person, other than a bona fide employee working solely for
Contractor, to solicit or secure this Agreement. Further, Contractor warrants that it has not paid
nor has it agreed to pay any company or person, other than a bona fide employee working
solely for Contractor, any fee, commission, percentage, brokerage fee, gift or other consideration
contingent upon or resulting from the award or making of this Agreement. For breach or
violation of this warranty, City shall have the right to rescind this Agreement without liability. For
the term of this Agreement, no member, officer or employee of City, during the term of his or her
service with City, shall have any direct interest in this Agreement, or obtain any present or
anticipated material benefit arising therefrom.
21.Equal Opportunity Employment. Contractor represents that it is an equal
opportunity employer and it shall not discriminate against any subcontractor, employee or
applicant for employment because of race, religion, color, national origin, handicap, ancestry,
sex or age. Such non-discrimination shall include, but not be limited to, all activities related to
initial employment, upgrading, demotion, transfer, recruitment or recruitment advertising, layoff
or termination.
22.Prevailing Wages.
a.Contractor and all subcontractors shall adhere to the general prevailing
rate of per diem wages as determined and as published by the State Director of the Department
of Industrial Relations pursuant to Labor Code Sections 1770, 1773, and 1773.2. Copies of
these rates and the latest revisions thereto are on file in the office of the City Clerk of the City of
Lake Elsinore and are available for review upon request.
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b.Contractor's attention is directed to the provisions of Labor Code Sections
1774, 1775, 1776, 1777.5 and 1777.6. Contractor shall comply with the provisions of these
Sections. The statutory provisions for penalties for failure to comply with the State's wage and
the hours laws will be enforced.
c.Labor Code Sections 1774 and 1775 require the Contractor and all
subcontractors to pay not less than the prevailing wage rates to all workmen employed in the
execution of the contract and specify forfeitures and penalties for failure to do so. The minimum
wages to be paid are those determined by the State Director of the Department of Industrial
Relations. Labor Code Section 1776 requires the Contractor and all subcontractors to keep
accurate payroll records, specifies the contents thereof, their inspection and duplication
procedures and certain notices required of the Contractor pertaining to their location. The
statutory penalties for failure to pay prevailing wages will be enforced. If the Project has been
awarded to Contractor on or after April 1, 2015, Contractor and its subcontractors must furnish
electronic certified payroll records to the Labor Commissioner. Beginning January 1, 2016,
Contractor and its subcontractors must furnish electronic certified payroll records to the Labor
Commissioner without regard to when the Project was awarded to Contractor.
d.Labor Code Section 1777.5 requires Contractor or subcontractor
employing tradesmen in any apprenticeable occupation to apply to the Joint Apprenticeship
Committee nearest the site of the public works project, which administers the apprenticeship
program in that trade for a certificate of approval. The certificate will also fix the ratio of
apprentices to journeymen to be used in the performance of the Agreement. The Contractor is
required to make contributions to funds established for the administration of apprenticeship
programs if the Contractor employs registered apprentices or journeymen in any apprenticeable
trade and if other contractors on the public works site are making such contributions.
Information relative to apprenticeship standards, contributions, wage schedules and other
requirements may be obtained from the State Director of Industrial Relations or from the Division
of Apprenticeship Standards. Labor Code Section 1777.6 provides that it shall be unlawful
to refuse to accept otherwise qualified employees as registered apprentices solely on the
grounds of race, religious creed, color, national origin, ancestry, sex, or age.
e.Eight hours labor constitutes a legal day's work, as set forth in Labor
Code Section 1810.
23.Execution. This Agreement may be executed in several counterparts, each of
which shall constitute one and the same instrument and shall become binding upon the parties
when at least one copy hereof shall have been signed by both parties hereto. In approving this
Agreement, it shall not be necessary to produce or account for more than one such counterpart.
[Signatures on next page]
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IN WITNESS WHEREOF, the parties have caused this Agreement to be executed on the date
first written above.
“CITY”
CITY OF LAKE ELSINORE, a municipal
corporation
“CONTRACTOR”
Triton Technology Solutions Inc
City Manager
ATTEST:
By: Kristen Tetherton
Its: President
City Clerk
APPROVED AS TO FORM:
By:Click or tap here to enter text.
Its:Click or tap here to enter text.
City Attorney
Assistant City Manager
EXHIBIT A
CONTRACTOR’S PROPOSAL
[ATTACHED]
EXHIBIT B
LIST OF SUBCONTRACTORS
[ATTACHED]
Triton Technology Solutions, Inc 32234 Paseo Adelanto Suite E-1 San Juan Capistrano, CA 92675
949.388.3919 | www.TritonTechnologySolutions.com
This document is confidential between Triton Technology Solutions and City of Lake Elsinore.
It cannot be shared with anyone outside of either organization without approval from either organization.
COVER LETTER
January 7, 2025
City of Lake Elsinore
Gus Papagolos
130 South Main Street
Lake Elsinore
Dear Mr. Gus Papagolos,
Thank you for the opportunity to provide you with a firm fixed proposal for design and
estimates for the equipment, installation materials and labor for the installation and
commissioning of the system. This proposal has been revised by removing the
contingency and I have reduced the cost of the bond. I spoke to my bonding agent, and
he said the city needs to specify that the bond does not apply to the Design Labor and
the Annual Support fees. I added some verbiage to my proposal that reflects this.
Please feel free to reach out to me with any questions or concerns you may have.
Sincerely,
Kristen Tetherton
President
(949) 388-3919
TRITl!IN ----"------"----------
TECH NOL O CY SOLUTIONS
BECAUSE TECHNOLOGY NEVER ENDS
COUNCIL CHAMBER AUDIO VISUAL DESIGN AND INSTALLATION
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
Page | 2
Proposal Contents
COVER LETTER ............................................................................................................. 1
SCOPE OF WORK.......................................................................................................... 3
PROJECT PROCESS ..................................................................................................... 5
PRICING ......................................................................................................................... 9
PAYMENT TERMS ....................................................................................................... 10
PROJECT ASSUMPTIONS AND EXLUSIONS ............................................................ 11
TERMS AND CONDITIONS .......................................................................................... 12
WARRANTY STATEMENT ........................................................................................... 13
ANNUAL SUPPORT CONTRACT PROPOSAL ............................................................ 16
COUNCIL CHAMBER AUDIO VISUAL DESIGN AND INSTALLATION
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
Page | 3
SCOPE OF WORK
The scope of work for this project includes Triton providing a firm fixed pricing for the
design on the system with budgetary estimates for the equipment, installation materials
and labor for the installation and commissioning of the system. Triton’s design will
include the following systems with the estimates based on these systems:
1. Council Chamber Audio-Visual Presentation System. This system includes the
following:
a. Sources to the audio-visual system that may include:
i. Dedicated and installed as well as Bring Your Own Device
(BYOD) such as laptops, tablets, and phones with assorted
operating systems connecting either wired or wirelessly. These
devices are used for presentation as well as soft codec (Zoom,
MS Teams, or others) use in the room. This requires audio with
mix-minus and video both in and out of the devices being used.
These sources are created in the production and presentation
systems.
ii. Wired and Wireless microphones to be used at the dais, staff
desks and podiums.
b. The audio-visual system will support the following:
i. Video and audio feeds to the broadcast production system that
include presentation content and voting results
ii. The primary audience displays will be evaluated during the design
and may include LED Wall(s), Projection including potentially ultra
short throw systems, and/or flat panel displays. These will display
the content to the audience including but not limited to, program
content, computer generated content, agenda information, voting
results, speaker timer, and other content needed to be displayed
during a meeting.
iii. Displays on the dais that can display the Council’s agenda and
program content.
iv. Potential displays on the staff desks to display content. This will
be discussed during the design and will be based on the furniture
layout of the room and the audience displays.
v. Potential confidence monitor/s at the podium if required.
vi. Speakers in the chamber, at member seats, and overflow spaces
vii. Assistive Listening System in the chamber supported by closed
captioning to Broadcast and overflow participants.
c. The audio-visual system will be controlled via a control system that will
allow:
i. The city to select what sources they want displayed or heard in
the chamber.
ii. Control the audio levels in the chamber for sources and speakers
iii. Individual mic level control within the chamber including muting
and unmuting specific microphones, chairman override capability,
or all microphones.
iv. Lighting control to control both house and broadcast lighting
d. Council Chamber Camera System
COUNCIL CHAMBER AUDIO VISUAL DESIGN AND INSTALLATION
Triton Technology Solutions, Inc 32234 Paseo Adelanto Suite E-1 San Juan Capistrano, CA 92675
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i. Pan/Tilt/Zoom cameras will be designed into the space based
upon sightline studies and plans.
ii. Remote control of the cameras including presets, pan, tilt, zoom,
iris, color adjustments, white and black balance, gain and other
controls.
iii. The control system will have ability to control one or two cameras
remotely during a non-council or broadcast meeting for when the
chamber is used for other meetings that may include Zoom or
Teams.
e. Voting, Request to Speak and Digital Name Plates
i. Provide design for a voting system capable of tracking yes, no, or
abstain votes and displaying it in multiple methods.
ii. Voting will be displayed in real-time to audience members and
overflow participants as well as provide a feed for broadcast
production
iii. A request to speak queue will be displayed to chair as well as
staff positions
iv. RTS system will provide a timeout feature whose length can be
set by the chair or staff from the control system.
v. Digital nameplates will be designed at each member position
facing the audience
vi. Nameplates shall be customizable by staff to accommodate
changes in members or positions at council dais.
vii. The ability to use public speaker kiosk systems now or as a future
addition to the system
f. Podium – ADA
i. A height adjustable podium will be specified to accommodate
physically challenged speakers
ii. Podium will have various technology features to allow curated
real-time display of user content as well as provide a feed for
production control.
iii. A confidence monitor in front of the podium will provide preview of
speaker provided content for curation by staff for display and
broadcast.
2. Production and Broadcast System
a. The broadcast production system will utilize a PTZ Camera layout in the
chamber to capture the council members, staff, and speaker at the
podium. Cameras will be controlled primarily from production control but
also from touch panel/s within the Chamber for non-broadcast events.
b. The primary platform for broadcasting Chamber meetings will be digital
streaming services with tie ins to the local cable broadcast facilities.
c. The chamber audio system will produce a dedicated program audio mix
for use by production control room that can be automated or mixed
discretely in production control room if desired.
d. Closed captioning and AI translation may be part of this system and will
be discussed during the design.
COUNCIL CHAMBER AUDIO VISUAL DESIGN AND INSTALLATION
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
Page | 5
e. Broadcast system will include a master control playback solution like the
Cablecast VIO playback server system.
f. Technical furniture will be specified based on the number of operators,
their workflow, and the equipment they need to operate during a
meeting.
3. Lighting System includes the design of the production lighting. There will be
integrated control between the house lighting and production lighting in the
chamber.
a. Lighting design specification shall be used in conjunction with an interior
design/er to provide best broadcast friendly colors to the space.
b. Design to include electrical and conduit requirements, fixture and lamp
specification, lighting control of the production lighting and interface with
house lighting.
PROJECT PROCESS
This project includes our Triton Project Process, which describes our approach and
methodology to a design and provides project oversight for this project. The entire
process is made up of four phases in which each one is built upon the other.
The two phases, Program Phase and Design Phase, will require collaboration between
us and the City of Lake Elsinore to define all the project requirements. Without
collaboration, it is not possible to define the customer’s objectives and expectations, nor
design a system that will meet them.
Within both the Program and Design Phase, the client will be required to review and
approve all deliverables before proceeding to the next phase. This allows the client to
fully understand their systems specification, capabilities, budgets, timelines, etc. This
review and approval process confirms that the design is meeting their objectives and
expectations.
The Project Process includes value engineering throughout the entire process, which
allows us to discuss alternative designs, products and/or processes that could be
applied to the project with the benefit of saving the customer money.
The Triton Project Process is as follows:
Program Phase: The first phase of the process is to develop the conceptual design
and define overall project goals. This phase allows the project team to brainstorm at a
high level and determine the specific functionality for each system area and location of
the project. The deliverables of this phase include block and flow diagrams, a Rough
Order of Magnitude (ROM) estimate of proposed equipment, space layout drawings and
preliminary functional description of the system.
Conduct and attend one onsite and one remote meeting.
COUNCIL CHAMBER AUDIO VISUAL DESIGN AND INSTALLATION
Triton Technology Solutions, Inc 32234 Paseo Adelanto Suite E-1 San Juan Capistrano, CA 92675
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Page | 6
Provide Needs Analysis
Review Existing Documentation – Facilities
Benchmark Comparable Facilities
Conduct Program Meeting – Management, Operator, Engineering
Program Report including:
Conceptual Design
ROM estimate of proposed equipment
Equipment Demonstrations
Preliminary functional description of system
This phase is signed off as completed by the client before moving to Design Phase.
Design Phase: The Design Phase refines the research and design findings from the
Program Phase. This second phase takes the information from Program Phase and
develops the design into detail. Once this phase is completed, the client will know
everything that needs to be known about the project from a technical standpoint
including how all equipment will be wired, where the equipment will be installed, what
size technical furniture or number of racks will be required, as well as electrical and
mechanical requirements. A final Bill of Material is prepared inclusive of specific line-
item equipment lists. This phase includes the following:
Conduct and attend one onsite and two remote meetings.
Research Benchmark Equipment
Develop System Design
Establish the Infrastructure
Concept
Schematic, Design (Wire Diagrams)
Critical Design Review of Technical Systems
Final space planning, floor plans, equipment locations, etc.
Rack elevations and/or console and furniture layouts
Mounting Details (Projector, Monitors, Cameras, etc.)
I/O Panel Design and Layout
Identification of power, and conduit requirements. The customer will complete the
implementation of power and conduit requirements.
Deliverables and Approval
Provide 11X17 Drawings using Triton Title Blocks in both hard and soft copy.
Soft copy is delivered in both AutoCAD and pdf formats. Drawings include
single line drawings that document every cable and all the equipment that will
be installed in this project. (Cables not documented include power, keyboard,
and mice.) Depending on the project other drawings may include floor plans,
reflected ceiling plan, console and rack elevations.
Provide Bill of Material (BOM) in both hard and soft copy formats. Soft copy
is provided in both Excel and pdf formats. It will be formatted with the
following order: item #, quantity, manufacturer, equipment model #,
description, price, and extended price. If there is Customer Furnished
Equipment (CFE) that is required in this project, those items will be
designated as CFE on the BOM with no price associated with it.
Provide Cable Database in both hard and soft copy formats. Soft copy is
provided in Excel format.
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COUNCIL CHAMBER AUDIO VISUAL DESIGN AND INSTALLATION
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
Page | 7
Final project costs for remaining phases, equipment, and installation
materials.
Project timeline for remaining phases.
This phase is signed off as completed by the client before moving to Installation
Phase.
Installation Phase: Once the customer approves the design, the project moves to the
installation phase. Deliverables and activities in this phase are as follows:
Installation Coordination Meeting
Create cable labels
Prepare Submittals
Shop Drawings
Sample Finishes
Detailed Technical Drawings
Customer to procure all equipment
Prepare New Site for Installation
Rack
Grounds
Cable Trays
Pre-Assembly and testing
Assemble and test the Technical System
Install Equipment
Run Cables
Label all cables and equipment
Vendor Commissioning
Deliverable
All Equipment Installed
Wiring Complete
This phase is signed off as completed by the client before moving to Commissioning
Phase.
Commissioning Phase: This is the system startup phase where the equipment and
wiring are tested, operational parameters set and configured to ensure complete
functionality. Triton coordinates operational training provided by the equipment
manufacturer. The working system is delivered to the client as a fully functional and
operating system. This phase includes system acceptance by the customer, as-built
engineering drawings delivery, and overall technical system review. Deliverables and
activities in this phase include:
Set equipment parameters
Preliminary Tests
Generate Punch List
Inspect, Test, and Align System
Up to 16 Hours of system and technical review for the CUSTOMER’S technical staff
responsible for the maintenance and troubleshooting of the system is included at no
cost. This will be done in two sessions of up to four hours.
Deliverables
Final As-Built Engineering Drawings will be provided in both Hard and Soft Copy.
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COUNCIL CHAMBER AUDIO VISUAL DESIGN AND INSTALLATION
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
Page | 8
One set of bound notebooks(s) will be provided to house the hard copy drawings
printed on 11”X17” size paper.
Two USB Drives with electronic copies of:
1. AutoCAD dwg files of the as-built drawings
2. Adobe pdf files of the as-built drawings
3. Microsoft Excel Wire List
Items delivered to the customer that were included with any new equipment
1. Operational Manuals (if provided by manufacturer)
2. Manufacturer CD’s containing the software versions and releases installed
on the equipment (if applicable)
3. Equipment accessories/options not needed during the installation
4. Other technical information that may have been provided
Project Sign Off from Client
COUNCIL CHAMBER AUDIO VISUAL DESIGN AND INSTALLATION
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
Page | 9
PRICING
The total contract price for 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
Labor, Annual Support Contract, or Bond Cost.
DESIGN LABOR – Firm Fixed Pricing Per Scope of Work $ 76,320.00
ADD ALT DESIGN LABOR - Firm Fixed Pricing to include LED WALL $ 15,145.00
ADD ALT DESIGN LABOR - Firm Fixed Pricing to include house lighting $ 36,000.00
and broadcast lighting design
BUDGET ITEMS
B Council Chamber Audio-Visual Presentation System1 $ 205,976.00
B Council Chamber LED Wall2 $ 250,000.00
B Council Chamber PTZ Cameras $ 84,071.00
B Council Chamber Voting & Request to Speak System 3 $ 104,070.00
B Council ADA Podium $ 10,000.00
B Broadcast and Production System $ 317,213.00
B Broadcast Lighting System (House lighting fixtures not included) $ 194,445.00
Includes broadcast lighting installation.
B Installation and Commissioning Labor $ 223,375.00
B ADD ALT Installation and Commissioning Labor LED WALL $ 30,000.00
B Installation Materials $ 36,375.00
B Freight and Shipping $ 36,408.77
B Sales Tax and E-Waste $ 111,691.89
B Bond – Not applied to Design Labor, or Annual Support $ 32,072.51
B Annual Support Contract– Not included in Bond $ 20,000.00
TOTAL: $1,783,163.18
1This reflects projection with audience monitors no LED Wall
2This reflects the budget for a single LED Wall
3This does not include kiosks for public speakers
COUNCIL CHAMBER AUDIO VISUAL DESIGN AND INSTALLATION
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
Page | 10
PAYMENT TERMS
Payment terms for this project is as follows:
DESIGN LABOR – Labor to be invoiced with payment due in Net 30 days at the
following milestones:
B 10% to be invoiced at time of kick off meeting
B 30% to be invoiced when first set of single lines are delivered for review.
B 30% to be invoiced during 2nd set of drawings are delivered for review
B 30% to be invoiced when final set of drawings are delivered for review.
B 10% to be held in retention until design and budget is approved by city
and we move into the installation phase.
INSTALALTION AND COMMISSIONING LABOR– Labor to be invoiced with payment
due in Net 30 days at the following milestones:
B 10% to be invoiced at the end of the 1st week onsite
B 10% to be invoiced at the end of the 2nd week onsite
B 10% to be invoiced at the end of the 3rd week onsite
B 10% to be invoiced at the end of the 4th week onsite
B 10% to be invoiced at the end of the 5th week onsite
B 20% to be invoiced at the end of the 6th week onsite
B 20% to be invoiced at the end of the 7th week onsite
B 10% to be held in retention until as-built documentation has been
delivered and training has been completed.
EQUIPMENT AND INSTALLATION MATERIALS – Some manufacturers will require a
deposit upon an order being placed and luckily it is only a few. The manufacturers that
will require a deposit will be communicated during the design. Typically, it is the
production lighting and voting manufacturers that require a deposit All payments are
due in Net 30 days except for the deposit. The payment terms for the equipment and
installation materials are:
B 50% Deposit required by manufacturers at time of contract with
remaining 50% to be invoiced once shipped to your warehouse or Triton’s,
whichever occurs first.
B Equipment manufacturers that do not require a deposit and the
installation materials are invoiced once shipped to your warehouse, or
Triton’s, whichever occurs first with the invoice due in Net 30 days.
BOND – The bond will be invoiced at time of it being issued.
COUNCIL CHAMBER AUDIO VISUAL DESIGN AND INSTALLATION
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
Page | 11
PROJECT ASSUMPTIONS AND EXLUSIONS
B All existing equipment is in working order
B It is the City’s responsibility to provide the network security design, and/or Active
Directory Authentication to any network devices as part of the system.
B We will have access to the space for total of eleven consecutive weeks. These
weeks need to occur when the rooms are clean and dust free from construction with
all infrastructure in place and rooms have been painted and finished.
B The City’s is to provide clear cable pathways utilizing conduit, ladder, or other
methods. Triton will collaborate with the client to identify what is required.
B Triton does not perform any high voltage electrical as we do not have a C10
Contractor's license, nor does Triton install any new conduit pathways for low
voltage cabling. This is provided by the client or their electrician.
B All permits to be provided by owner
B All acoustic, high voltage electrical, mechanical, and civil engineering is provided
by the city.
B Scaffolding or lifts are not included as it is assumed all aspects of the installation
can be completed using 10’ ladders.
B Plenum Cabling is not a requirement of this project.
B Triton Technology Solutions assumes that City staff including the Production
Manager, City Clerk and all other staff who have input on the design will be available
to answer questions during all phases of this project.
B Triton will inform the city if there is any change in the scope of work and will
provide a price for the change. The city then can decide to accept or reject the
change. If the change is accepted, then the city will need to issue a revised PO or
contract.
B This proposal is valid for 90 days from the date of submittal. Please note that
the equipment budgets do not include potential future tariffs that may be put in place
by the Federal Government which may affect final pricing and budgets.
B Delays by the customer, GC, or others, which extend the timeline will affect
Triton’s cost and Triton will require a change order to cover the additional costs for
the additional time required to provide these services over an extended period.
B It is the city’s responsibility to warrant the security of any and all information
provided for data and or network security provided for this project. For more
information, Triton’s Data and Network Security Liability Disclosure is available upon
request.
B The labor quoted is not a condition of equipment being purchased from Triton.
B BIM (Building Information Modeling) is not included in this proposal.
B If Triton is a sub-contractor to a higher tiered contractor, payment must be made
whether the higher tiered contractor has been paid by their client or not. Triton’s
payment cannot be withheld if the higher tiered contractors’ payment is being
withheld for any reason that is not within Triton’s scope of work or control.
B Liquidated damages is not a condition of this contract.
COUNCIL CHAMBER AUDIO VISUAL DESIGN AND INSTALLATION
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TERMS AND CONDITIONS
B LIMITATION OF LIABILITY: Neither party shall be liable for loss of profits or any
special, incidental, or consequential damages arising from this agreement, however
caused, even if the other part has been advised of the possibility of such potential
loss or damage. In no event shall either party’s liability for actions arising from or
related to the services provided under this agreement exceed the amount of fees
payable for such services pursuant to this agreement.
B TERMINATION: The City of Lake Elsinore may terminate this Agreement at any
time upon written notice to Triton. Triton may terminate this Agreement upon thirty
(30) days prior written notice to the City of Lake Elsinore only upon the occurrence of
the material breach of any of the terms or conditions of this Agreement by the City of
Lake Elsinore including but not limited to any failure to make payment as required
herein, and the breach is not cured within thirty (30) days after written notice thereof.
In the event of termination of this Agreement as provided herein, City of Lake
Elsinore shall remain responsible to pay Triton, in accordance with this Agreement,
for any services provided by Triton to the City of Lake Elsinore in accordance with
this Agreement through the date of termination, for which full payment has not been
made. Subsequent to the date of termination, following notice, Triton shall have no
further responsibility to perform any services for the City of Lake Elsinore.
B CONFIDENTALITY: This proposal and all its content and any attached
documents are proprietary and confidential and cannot be used for any purpose
other than evaluating the proposal. It is not to be shared in whole or in part with
anyone outside the City of Lake Elsinore.
COUNCIL CHAMBER AUDIO VISUAL DESIGN AND INSTALLATION
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
Page | 13
WARRANTY STATEMENT
The warranty of systems designed and installed by Triton fall into two included
categories:
I. System Installation Warranty (Covered by Triton)
II. Equipment Warranty (Covered by the Manufacturer, NOT Triton)
I. System Installation Warranty: Covered by Triton
The System Installation Warranty covers the INSTALLATION materials needed to
connect the equipment within a system and is covered by Triton.
Triton warrants all system installation components and workmanship to be free
from defects for a minimum period of one (1) year from the date of customer final
acceptance and sign-off or Substantial Completion1 whichever comes FIRST. This
warranty includes all system installation components such as:
Cable, connectors, nuts, bolts, screws, cable support bars, terminal blocks, tie-
raps, strain relief, mounting brackets, input/output panels, custom software, or
custom equipment manufactured where no commercial product was available or
was unsuitable. It is important to note this warranty covers installation materials
of the system and NOT the equipment within the system unless Triton has
manufactured the individual component. Triton will warranty any custom
designed / built equipment or interfaces created by Triton for a period of (1) year.
Triton will correct or replace any of the above installation components that fail during the
one (1) year warranty period at NO CHARGE to the customer.
If Triton provides system design services to the customer, Triton also warrants that the
components selected or recommended, and the system configuration including system
performance specifications is operational and appropriate for the intended use as
agreed upon by the customer and shown in the single line documentation and
equipment lists provided with the system for the same period of one (1) year. Triton will
work diligently to ensure the system design meets or exceeds the expectations of the
customer. It is the customer’s responsibility to fully understand the capabilities and
limitations of the system BEFORE signing off on the final single line documentation.
Triton will correct any system design configuration that fails to perform to specification
or as diagramed after the single lines have been approved. If the system will not
function as depicted on the single line diagrams, Triton will provide the engineering
services for the re-design and subsequent changes to documentation, and any other
design element affected by the change at NO CHARGE to the customer. The customer
will be responsible for any equipment items needed to make the system functional.
Equally important to what is provided by the System Installation Warranty, is what is not
covered.
NOT COVERED under the Triton System Installation Warranty:
1. Manufactured Equipment that fails to operate DURING the installation
period. If during the system installation, a piece of equipment fails to operate
properly, Triton will coordinate with the manufacturer or vendor that provided
the equipment to have it repaired or replaced as necessary only if the
equipment is purchased from Triton.
1. If the equipment is not purchased from Triton the customer will need to
coordinate the repair or replacement of the piece of equipment.
COUNCIL CHAMBER AUDIO VISUAL DESIGN AND INSTALLATION
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Page | 14
2. If the equipment is not purchased from Triton and this causes a delay
of the installation, testing, commissioning or completion of the project,
the customer will be charged for the time lost for any Triton employee
not able to complete their work during that delay. If other work can be
assigned to the employee then there will be no additional charge.
It will be the responsibility of the customer to provide the freight to/from the
manufacturer as required by the manufacturer’s warranty agreement. Triton
will not be liable for missed deadlines or loss of business to the customer for
equipment that does not function and is beyond the control of Triton.
2. Manufactured Equipment fails AFTER system sign-off. If an equipment
item fails after the system is operational and signed-off by the customer. The
customer will be responsible for getting the equipment item repaired or
replaced according to the manufacturer’s warranty. Triton is not responsible
for the removal or reinstallation of the item. If the customer is not technically
capable of removal/reinstallation of the item, Triton will provide those services
at the prevailing rates.
3. Legacy equipment provided by the customer as part of a system installation
that fails to operate will be the responsibility of the customer to have repaired
and function to a level of specification in accordance with system in which it is
placed. (i.e., the unit meets broadcast or manufacturers specifications if
designed to be used in a broadcast system)
4. System design modifications that affect the operational capability of the
system after it has been installed, tested, and signed off. If the customer
changes the design or re-wires the system and is not in accordance with the
single line documents provided, Triton will NOT warranty the portion of the
system that was changed or its effect on the remaining portions of the
system. NOTE: a change in one area may affect another. If Triton must
research and correct the problem that was a result of a customer design
change after approval, the customer will be responsible for all charges at the
Triton prevailing rates.
5. Triton will not warrant software and computer configuration changes
performed by the customer after system sign-off. Computer-based
equipment is extremely sensitive to configuration changes. When Triton
completes an installation that includes software, ONLY those programs and
configurations recommended or approved by the manufacturer or software
provider should be placed on the computer. If the customer adds, changes,
updates, deletes, or otherwise changes the software or configuration of
the computer, Triton will not warrant the computer-based system
operation. It is highly recommended that ANY of the computer-based
systems be operated in strict accordance with the manufacturer’s
recommendations. The customer will be responsible for all expenses to
either return the system to its original configuration or find the solution that
enables the change to be functional.
COUNCIL CHAMBER AUDIO VISUAL DESIGN AND INSTALLATION
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Page | 15
6. System design by consultants or others is NOT warranted by Triton unless
Triton has completed a thorough engineering review. Triton will not knowingly
embark on a system design or installation that is known to be flawed or in
which the operational performance is questionable.
7. Equipment modifications. Modifications to equipment that is not approved
by the manufacturer may not be warranted within a system. Generally, those
will be limited to the specific item but may have a detrimental effect on other
components of the system.
8. Use of non-standard equipment, connectors, cables, or adapters. If a
customer uses non-standard items within the system that are not part of the
Triton installation process, and approved by Triton, Triton will not warrant
these items and related systems. It will be the customer’s responsibility to
ensure the compatibility of such items for their intended use within the
system.
9. Data and Network Security. Triton Technology Solutions, Inc. shall make
all efforts to maintain network and data security during the project. Triton will
not guarantee or warrant the security of any information you provide for this
project. Triton to be held harmless for any and all claims involving
infringement of intellectual property, including but not limited to infringement
of copyright, trademark, trade dress, invasion of privacy violations,
information theft, damage to or destruction of electronic information, release
of classified information, alteration of electronic information, extortion, and
network security. Triton is not liable for any breach response costs as well as
regulatory fines and penalties nor credit monitoring expenses. Triton’s
Network Liability Clause is available for more information and detail to how
we will make every effort to maintain data security during the project.
10. Training. Training is not included in the system warranty; however, it is
available at an additional cost if required.
II. The Equipment Warranty: NOT Covered by Triton
The Equipment warranty covers the manufactured equipment items that make up the
system such as Cameras, Projectors, Switchers, Editors, Monitors, Distribution
Amplifiers, and other manufactured items. The warranties for these items are covered
by the MANUFACTURER and may vary in length and level of coverage. Under our
standard warranty, Triton does not cover these equipment items since they are covered
by the manufacturer. Triton MAY provide various levels of equipment warranty services
for an additional charge.
Definitions:
1 Substantial Completion is defined as the customer having the first beneficial
use of the system as it was intended or designed
COUNCIL CHAMBER AUDIO VISUAL DESIGN AND INSTALLATION
Triton Technology Solutions, Inc 32234 Paseo Adelanto Suite E-1 San Juan Capistrano, CA 92675
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Page | 16
ANNUAL SUPPORT CONTRACT PROPOSAL
This Master Service Agreement Proposal is for an all-inclusive support agreement
which includes the following:
Triton will come onsite every other month to service your system, and this includes the
following:
• Unlimited phone, text, remote login, and/or email support during normal business
hours, M-F 8am – 5pm excluding weekends and holidays for system technical
problems only. This includes but is not limited to the time to research any
potential solutions, work with the manufacturer tech support on behalf of the City
or coordinate RMA’s.
• Updates of existing Documentation in AutoCAD when changes are made during
a service. Documentation will be delivered as both a .dwg and pdf format file.
• Free engineering consulting for the implementation of a new system. This will
include a budget for the system.
• During an onsite service we will provide Installation of any replacement
equipment and new cabling if required.
• General Maintenance Services, include but not limited to:
o Cleaning equipment of dust including vacuuming of filters and equipment.
o Confirm all video and audio levels are set properly and adjust, as
necessary.
o Make any repairs or corrections to the system that the client has notified
Triton of. Equipment requiring repair will follow procedures listed below.
o Calibrate camera settings including color, sync, black & white balance.
o Monitor system generated emails for system status or potential
maintenance needs.
o Check health of hard drives, SAN, or NAS
o Check hard drive storage availability.
o Check microphones, audio mixer and audio system including mixer and
potentially DSP settings.
o Check pan/tilt stops on cameras.
o Check input/output functionality at I/O or BSP panels.
o Remove unnecessary video and audio patch cables.
o Test and calibrate mixer levels and work with client to adjust presets if
needed.
o Update software and firmware for equipment as required and as time
allows. This will be done as determined by the Triton Engineer onsite and
City Staff.
o Provide written report of services performed including any
recommendations or items that need to be addressed.
o Coordination or equipment to be sent to authorized repair center.
• Up to 16 hours of custom Crestron and/or Biamp programming
• Provide a 2nd technician at time of scheduled service if a 2nd technician is
required. This occurs when troubleshooting needs to occur between two people
COUNCIL CHAMBER AUDIO VISUAL DESIGN AND INSTALLATION
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
Page | 17
needed to be in different rooms and/or when equipment mounted to walls or
ceilings require maintenance.
• Provide a technician outside of the regular monthly service or bi-monthly service
for emergencies.
Response time to any condition is as follows:
• Once notified of a condition or issue, Triton will provide phone or email technical
support within 24 hours of the initial notification, as long as the 24 hours is within
normal business hours and does not include weekends or holidays. Once the
problem has been identified Triton will help the client over the phone to find a
work around or fix it if possible. If no work around or fix is possible, then Triton
will schedule an appointment to come onsite within 5 business days.
Any equipment that requires repair, Triton will provide the following service:
• Triton will work with the manufacturer through the trouble shooting and return
authorization process.
• 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 with
the service charges that include a 10% gross margin. The repair would not be
completed until the City authorized it in writing.
• Once the item is repaired and sent back, Triton will reinstall and test it
• 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
The pricing for the Master Service Agreement is as follows:
• $20,000.00
PAYMENT TERMS
Triton will invoice with payment due in Net 30 days at time of the contract, and then at
3-, 6-, 9- month intervals
ASSUMPTIONS AND EXCLUSIONS
B Rental fees for lifts or other specialty equipment to gain access to, or test
equipment are not included and would be billed to the city.
B Triton will require unrestricted access to equipment and/or area(s) during
normal business hours on scheduled visits.
B With remote support, Triton will have the ability to remotely login in, however
this will be granted by the city on a case-by-case basis at the time of service.
Triton will not have “always on” remote access.
COUNCIL CHAMBER AUDIO VISUAL DESIGN AND INSTALLATION
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
Page | 18
B It is the City’s responsibility to warrant the security of all information provided
for data and or network security provided during this agreement. For more
information, Triton’s Data and Network Security Liability Disclosure is available
upon request.
B Triton warrants the consumables needed for a repair to be free from defects
for a minimum period of one (1) year from the date of the service call.
Consumables are cables, connectors, solder, rack screws, or other consumables
used or required during a service and or repair that is provided by Triton. The
labor performed during an onsite visit is warranted for 90 days. Parts like lamps,
fuses and batteries or other equipment parts are warranted under their standard
manufacturer warranty.
B This agreement does not include any benchwork services. Benchwork
services will be provided by the equipment manufacturer, but Triton will
coordinate the repair if required.