AGR-6946 - WESTERN AUDIO VISUAL - POLICE HEADQUARTERS EMERGENCY OPERATIONS CENTER AUDIO VISUAL INSTALLATIONfl,R-9y-b
PROFESSIONAL SERVICES AGREEMENT
TffiS PROFESSIONAL SERVICESI AGREEMENT (the "AgreemenY') is made at
Orange, Califomia, on this day of Felor,qr , 2020'(the "Effective Da[e") by and
beriveen the CITY OF ORANGE, a municipal cocpotation ("City"), and WEST'ERN A/V, a
California corporation ("Contractor"),who agree as follows:
1. Services. Subject to the terms and condi[ions set forYh in this Agreement,
Conhactor shall provide to the reasonable sarisfaction of City the services set forth in Request for
Proposal No. 190-21 ([he"RFP"), Contrac[or's Proposal dated December 18, 2019, and attached
Exhibits "A," "B,"and "D," all of which are incorporated herein by this reference. As a material
inducement to City to enter into this Agreement, Contractor represents and warrants that it has
thoroughly investigated and considered the scope of services and fully understands the difficulties
and restrictions in performing the work. Contrac[or shall perform all services in a manner
reasonably satisfactory to CiTy and in a manner in conformance with the standards of quality
normally observed by an entity provided such services to a municipal agency. All services
provided shall conform to all federal, state and local laws, rules and regulations and to the best
professional standazds and prac[ices. The terms and conditions set forth in this Agreement shall
control over any teans and conditions in the RFP or Exhibits to the contrary.
Mike Dering, Information Technology Project Manager ("City's Project Manager"), shall
be the person to whom Contractor will report for the performance of secvices hereunder. It is
understood that Contractor's performance hereunder shall be under the direction and supervision
of City's Project Manager (or his/her designee), that Contractor shall coordinate its services
hereunder with City's Project Manager to the extent required by CiTy's Project Manager, ac d that
all performances required hereunder by Contractor shall be performed to [he satisfaction of City's
Project Manager and the City Manager.
2. Comoensation and Fees.
a. Contractor's total compensation for all services performed in the ftrst yeaz
under this Agreement, shall not exceed ONE IIUNDRED THIRTY-FIVE THOUSAND SIX
HLJNDRED EIGHT'Y-ONE DOLLARS and 98/100 ($135,681.98) without the prior written
authorization of City.
b. Contractor's total compensation for all additional warranty and preventative
maintenance services performed after the first yeaz of this Agreement shall not exceed the amounts
set forth in Exhibit"D."
c. The above compensation shall include all costs, including, but not limited
to, all i[ems listed on E ibit"B," all clerical, administrative, overhead, insurance, reproduction,
telephone,travel, auto rental, subsistence and all related expenses.
3. Pavment.
a. Except for payment for the addi[ional warranty and preventative
maintenance services set forth in Exhibit "D," Contractor shall submit an invoice to City in the
amounts and according to the schedule set forth in Exhibit"C," attached hereto and incorporated
herein. Paytnent for services described in E ibit"D"shall be made as set for[h in E chibit"D."
c. City will pay Contractor the amount invoiced wi[hin thirty(30)days.
d. Payment shall constitute payment in full for all services, authorized costs
and authorized extra work covered by tha[invoice.
4. Chanae Orders. No payment for ex[ra services caused by a change in the scope
or complexity of work, or for any other reason, shall be made unless and mmtil such extra services
and a price therefor have been previously authorized in writing and approved by City as an
amendment to this Agreement. The amendment shall set forth the changes of work, extension of
time, and adjus[ment of the compensation to be paid by City to Contractor.
5. Licenses. Contractor represents that it and any subcontractors it may engage,
possess any and all licenses which are required undec state or federal law to perform the work
contemplated by this Agreement and that Contractor and its subcontractors shall maintain all
appropriate licenses, including a City of Orange business license, at its cost, during the
performance of this Agreement.
6. Indeoendent Contractor. At all times during the term of this Agreement,
Contractor shall be an independent contractor and not an employee of City. City shall have the
right to control Contractor only insofar as the result of Conhactor's services rendered pursuant to
this Agreement. City shall not have the right to control the means by which Contractor
accomplishes services rendered pursuant to this Ageement. Contractor shall, at its sole cost and
expense, fumish all facilities, materials and equipment which may be required for furnishing
services pursuant to this Agreement. Contractor shall be solely responsible for, and shall
indemnify, defend and save City hannless from all matters relating to the payment of its
subcontractors, agents and employees, including compliance with social security withholding and
all other wages, salaries, benefits, taxes, exactions, and regulations of any na[ure whatsoever.
Conuactor acknowledges that Contractor and any subcontractors, agents or employees employed
by Contractor shall not, under any cirwmstances, be considered employees of City, and that they
shall not be entitled to any of the benefits or rights afforded employees of City, including,but not
limited to, sick leave,vacation leave,holiday pay,Public Employees Retirement System benefits,
or health, life, dental, long-term disability or workers' compensation insurance benefits.
7. Contractor Not Aeent. Excep[ as City may specify in writing, Contractor shall
have no authority, express or implied, to act on behalf of City in any capacity whatsoever as an
agenk Contractor shall have no authority, express or implied, to bind City to any obligation
whatsoever.
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8. Desienated Persons. Only those qualified persons authorized by City's Project
Manager, or as designated in Exhibit"A,"shall perform work provided for under this Agreement.
It is understood by the parties that clerical and other nonprofessional work may be performed by
persons other than[hose designated.
9. Assi¢nment or Subcontractlne. Except as otherwise specified in Contractor's
Proposal,no assignmen[or subcontracting by Contractor of any part of[his Agreement or of funds
to be received under this Agreement shall be of any force or effect unless the assignment has the
prior written approval of City. City may terminate this Agreement rather than accept any proposed
assignment or subcontracting. Such assignment or subcontracting may be approved by the City
Manager or his/her designee.
10. Time of Comoletion. Except as otherwise specified in E ibits "A" or "D,"
Contractor shall commence the work provided for in this Agreement within five (5) days of the
Effective Date of[his Agreement and diligently prosecute completion of the work according to the
schedule set forth in Exhibit"C,"or as othecwise agreed to by and be[ween the representatives of
he parties.
11. Time Is of the Essence. Time is of the essence in this Agreement. Con[ractor shall
do all things necessary and incidental to the prosecution of Contractor's work.
12. Reserved.
13. Delays and Extensions of Time. Contractor's sole remedy for delays outside i[s
control, o[her than those delays caused by City, shall be an extension of time. No matter what the
cause of the delay,Contractor must document any delay and request an extension of time in writing
at the time of the delay to the satisfac[ion of City. My extensions granted shall be limited to the
length of the delay outside Conh actor's control. If Contractor believes that delays caused by City
will cause it to incur additional costs, it must specify, in writing, why the delay has caused
additional costs to be incurred and the exact amount of such cost at the time the delay occurs. No
additional costs can be paid that exceed the not to exceed amount stated in Section 2.a, above,
absent a written amendment to this Agreement.
14. Products of Contractor. The documents, studies, evaluations, assessments,
reports,plans, citations, materials,manuals, technical data, logs, files, designs and other products
produced or provided by Contractor for this Agreement shall become the property of City upon
receipt. Con[ractor shall deliver all such producu to City prior to payment for same. City may
use,reuse or otherwise utilize such products without restriction.
15. Equal Emplovment O000rtunitv. During the performance of[his Agreement,
Contractor agrees as follows:
a. Contractor shall not discriminate against any employee or applicant for
employment because of race, color, religion, sex,national origin, mental or physical disabiliTy, or
any other basis prohibited by applicable law. Contractor shall ensure that applicants are employed,
and tha[ employees aze treated during employment, without regazd to their race, color, religion,
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sex,national origin, mental or physical disabiliTy, or any other basis prohibi[ed by applicable law.
Such actions shall include,but not be limited to the following: employment,upgrading, demotion
or transfer,recruiknent or recruitment advertising,layoff or termination,rates ofpay or other forms
of compensa[ion and selection for training, including apprenticeship. Contractor agrees to post in
conspicuous places, available to employees and applicants for employment, a notice setting forth
provisions of this non-discrimination clause.
b. Contractor shall, in all solicitations and advertisements for employees
placed by, or on behalf of Contractor, state that all qualified applican[s will receive considera[ion
for employment wi[hout regard to race, color, religion, sex, national origin, mental or physical
disability, or any other basis prohibited by applicable law.
c. Contrac[or shall cause the foregoing pazagraphs (a)and (b)to be inserted in
all subconitacts for any work covered by this Agreement, provided that the foregoing provisions
shall not apply to subconhacts for standard commercial supplies or raw materials.
16. Conflicts of Interest. Contractor agrees that it shall not make, participate in the
making, or in any way attempt to use its position as a consultant to influence any decision of CiTy
in which Contractor knows or has reason to know that Conhactor, its officers, partners, or
employees have a financial interest as defined in Section 87103 of the Govemment Code.
Contractor further agrees[hat it shall not be eligible to work as the de sign/build firm for the project
that is the subject of this Agreement.
17. Indemnitv.
a. To the fullest ex[ent permitted by law, Contractor agrees to indemnify,
defend and hold City, its City Council and each member thereof, and the officers, officials, agents
and employees of City(collectively the "Indemnitees") entirely harmless from all liability arising
out of:
1) Any and all claims under workers' compensation acts and other
employee benefit acts with respect to Conhactor's employees or Conh actor's subcontractor's
employees azising out of Contractor's work under this Agreement, including any and all claims
under any law pertaining to Contractor or its employees' status as an independent conhactor and
any and all claims under Labor Code section 1720 related to the payment of prevailing wages for
public works projects; and
2) Any claim, loss, injury to or death of persons or damage to proper[y
caused by any act, neglect, default, or omission other than a professional act or omission of
Contractor, or person, firm or corporation employed by Contractor, either directly or by
independent contract, including all damages due to loss or thefr sustained by any person, firm or
corpora[ion including [he Indemni[ees, or any of them, azising out of, or in any way connected
with the work or services which aze the subject of this Agreement, including injury or damage
either on or off CiTy's property; but not for any loss, injury, death or damage caused by the ac[ive
negligence or willful misconduct of CiTy. Contractor, at its own expense, cost and risk, shall
indemnify any and all claims,actions, suits or other proceedings that may be brought or ins[ituted
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against the Indemni[ees on any such claim or liability covered by this subparagraph, and shall pay
or satisfy any judgment that may be rendered against the Indemnitees, oc any of them, in any
action, suit or other proceedings as a result of coverage under this subpazagraph.
b. To the fullest extent permitted by law, Contractor agrees to indemnify and
hold Indemni[ees entirely harmless from all IiabiliTy arising out of any claim, loss, injury to or
death of persons or damage to proper[y caused by its negligent professional act or omission in the
performance of professional services pursuant to this Agreement.
c. Except for the Indemnitees, the indemnifica[ions provided in this
Agreement shall not be construed to extend any third party indemnification rights of any kind to
any person or entity which is not a signatory to this Agreement.
d. The indemnities set forth in this section shall survive any closing,
rescission,or termination of this Agreement, and shall continue to be binding and in full force and
effect in perpetuity with respect to Contractor and its successors.
18. Insurauce.
a. Contractor shall carry workers' compensation insurance as required by law
for the protection of its employees during the progress of the work. Contractor understands that it
is an independent contractor and not entitled [o any workers' compensation benefits under any
City program.
b. Contractor shall maintain during the life of this Agreement the following
minimum amount of comprehensive general liability insurance or commercial general liability
insurance: the greater of (1) One Million Dollars ($1,000,000) per occurrence; or (2) all the
insurance coverage and/or limits carried by or available to Contractor. Said insurance shall cover
bodily injury, death and properiy damage and be written on an occurrence basis.
c. Contractor shall maintain during the life of this Agceement, the following
minimum amount of automotive liability insurance: the gteater of(I) a combined single limit of
One Million Dollars ($1,000,000); or (2) all the insurance coverage and/or limits carried by or
available to Contractor. Said insurance shall covec bodily injury, death and proper[y damage For
all owned,non-owned and hired vehicles and be written on an occurrence basis.
d. Any insurance proceeds in excess of or broader than the minimum required
coverage and/or minimum required limits which aze applicable to a given loss shall be available
to City. No representation is made that the minimum insurance requirements of this Agreement
aze sufficient to cover the obligations of Conhactor under this Agreement.
e. Each policy of general liability and automotive IiabiliTy shall provide that
City, its officers, officials, agents, and employees aze declazed to be additional insureds under the
terms of the policy, but only with respect to the work performed by Contractor under [his
Agreement. A policy endorsement to that effect shall be provided to CiTy along with the ceRificate
of insurance. In lieu of an endorsement,City will accept a copy of the policy(ies)which evidences
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that City is an additional insured as a contracting par[y. The minimum coverage required by
Subsection 18.6 and q above, shall apply to City as an additional insured.
f.Contractor shall maintain during the life of this Agreement professional
liability insurance covering errors and omissions arising ou[of the performance of this Agreement
with a minimum limit of One Million Dollars ($1,000,000) per claim. Contractor agrees to keep
such policy in force and effect for at least five (5) years from the date of completion of this
Agreement.
g. The insurance policies maintained by Contractor shall be primary insurance
and no insurance held or owned by CiTy shall be called upon to cover any loss under the policy.
Contractor will determine its own needs in procurement of insurance[o cover liabilities other than
as stated above.
h. Before Contractor perforcns any work or prepazes or delivers any materials,
Contractor shall fumish ceRificates of insurance and endorsements, as required by Ciry,
evidencing the aforementioned minimum insurance coverages on forms acceptable to Ciry,which
shall provide that the insurance in force will not be canceled or allowed to lapse without at least
ten (10) days' prior written notice to City.
i.Except for professional(iabiliTy insurance coverage that may be required by
this Agreement, all insurance maintained by Contractor shall be issued by companies admitted to
conduct [he pertinent line of insurance business in Califomia and having a rating of Grade A or
better and Class VII or better by the latest edition of Best Key Rating Guide. In the case of
professional liability insurance coverage, such coverage shall be issued by companies either
licensed or admitted to conduct business in Cali£omia so long as such insurer possesses the
aforementioned Best rating.
j Con[ractor shall immediately notify City if any required insurance lapses or
is otherwise modified and cease performance of this Agreement unless otherwise directed by City.
In such a case, City may procure insurance or self-insure the risk and chazge Contractor for such
costs and any and all damages resulting therefrom, by way of set-off from any sums owed
Contractor.
k. Contractor agrees that in the event of loss due to any of the perils for which
it has agreed to provide insurance, Contractor shall look solely to its insurance for recovery.
Conuac[or hereby grants to City, on behalf of any insurer providing insurance to either Contractor
or CiTy with respect to the services of Contractor herein,a waiver of any righ[to subrogation which
any such insurer may acquire against City by vir[ue of [he payment of any loss under such
insurance.
1.Contractor shall include all subcontiactors, if any, as insureds under its
policies or shall fumish sepazate certificates and endorsemen[s for each subcontractor to CiTy for
review and approval. All coverages for subcon[ractors shall be subject to all of the requiremen[s
stated herein.
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19. TerminaHon. City may for any reason terminate this Agreement by giving
Contractor not less than five (5) days' written notice of intent to terminate. Upon receipt of such
notice, Contractor shall immediately cease work, unless the notice from City provides otherwise.
Upon the termination of this Agreement, City shall pay Contractor for services satisfactorily
provided and all allowable reimbursements incurred to the date of termination in compliance with
this Agreement, unless termination by City shall be for cause, in which event City may withhold
any disputed compensatioa City shall not be liable for any claim of lost proftts.
20. Maintenance and Insoection of Records. In accordance with generally accepted
accounting principles, Contractor and its subcontractors shall maintain reasonably full and
complete books, documents, papers, accounting records, and other information (collectively, the
records") pertaining to the costs of and completion of services performed under this Agreement.
CiTy and its authorized representatives shall have access to and the right to audit and reproduce
any of Conffactor's records regarding[he services provided underthis Ageement. Contractor shall
maintain all such records for a period of a[least three (3)years after termination or completion of
this Agreement. Contractor agrees to make available all such records for inspection or audit at its
offices during norrnal business hours and upon three(3)days' notice from City,and copies thereof
shall be fumished if requested.
21. Compliance with all Laws/ImmieraHon Laws.
a. Contractor shall be knowledgeable of and comply wi[h all local, state and
federal laws which may apply to the performance of this Agreement.
b. The work provided for in this Agreement constitutes a "public works," as
tha[term is defined in Section 1720 of the California Labor Code,for which prevailing wages must
be paid, to the extent Contractor's employees will perform any work that falls within any of the
classifications for which the Department of Labor Relations of the State of Califomia promulgates
prevailing wage determinations, Contractor hereby agrees [hat it, and any subcontracror under it,
shall pay not less than the specified prevailing rates of wages to all such workers and shall comply
with all statutory requirements thereunder. Statutory provisions for penalties for failure to comply
with prevailing wage laws will be enforced. The general prevailing wage determinations for crafts
can be located on the websi[e of the Deparhnent of Indus[rial Relations (www.dicca.ov/DLSR).
Additionally, to perform work under this Contract, Co tractor must meet all State regishation ,
requirements and criteria, including project compliance monitoring.
c. Contractor represents and warranu that Contractor:
1) Has complied and shall at all rimes during the term of this
Agceement comply, in all respects, with all immigration laws, regula[ions, statutes, rules, codes,
and orders, including, without limitation, the Immigration Reform and Control Act of 1986
IRCA); and
2) Has not and will not]mowingly employ any individual to perform
services under this Agreement who is ineligible to work in the United States or under the terms of
this Agreement; and
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3) Has properly maintained, acid shall at all times during the term of
this Agreement properly maintain, all related employment documentation records including,
without limitation, the completion and maintenance of the Form I-9 for each of Contractor's
employees; and
4) Has responded, and shall at all times during [he term of this
Agreement respond, in a timely fashion to any government inspection requests rela[ing to
immigration law compliance and/or Form I-9 compliance and/or worksite enforcement by the
Depar[ment of Homeland Security, the Department of Labor, or the Social Security
Administration.
d. Contractor shall require all subcontractors or subconsultants to make the
same representations and warranties as set for[h in Subsection 21.6.
e. Contractor shall, upon request of City, provide a list of all employees
working under this Agreement and shall provide,to the reasonable sa[isfaction of City,verification
that all such employees aze eligible to work in the United States. All costs associated with such
verification shall be borne by Contractor. Once such request has been made, Contractor may not
change employees working under this Agreement without written notice to CiTy, accompanied by
the verifica[ion required herein for such employees.
E Contractor shall require all subcontractors or sub-consultants [o make the
same verification as set Forth in Subsection 21.d.
g. If Con4actor or subcontractor knowingly employs an employee providing
work under this Agreement who is not authorized to work in the United States, and/oc fails to
follow federal laws to determine the status of such employee,that shall constitute a material breach
of this Agreement and may be cause for immediate termination of this Agreement by City.
h. Contractor agrees to indemnify and hold City, i[s o cers, officials, agents
and employees harmless for,of and from any loss, ihcluding but not limited to fines,penalties and
corrective measures City may sustain by reason of Contrac[oc's failure to comply with said laws,
rules and regulations in connection wi[h the petfortnance of this Agreement.
22. Governine Law and Venue. This Agreement shall be construed in accordance
with and govemed by the laws of the State of California and Contractor agrees to submit to the
jurisdiction of Califomia courts. Venue for any dispute arising under this Agreement shall be in
Orange County, California.
23. Inteeration. This Agreement constitutes the entire agreemen[ of the par[ies. No
other agreement,oral or written,per[aining to the work to be performed under this Agreement shall
be of any force or effect unless it is in writing and signed by both par[ies. Any work performed
which is inconsis[ent with or in viola[ion of the provisions of this Agreemen[ shall not be
compensated.
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24. Notice. Except as otherwise provided herein, all notices required under this
Agreement shall be in writing and delivered personally, by e-mail, or by first class U.S. mail,
postage prepaid, to each party at the address listed below. Either party may change the notice
address by notifying the other party in writing. Notices shall be deemed received upon receipt of
same or within three (3) days of deposit in the U.S. Mail, whichever is earlier. Notices sent by
mail shall be deemed received on the date of the e-mail transmission.
CONTRACTOR" CITY"
Westem AN CiTy of Orange
1592 N. Batavia St., Sui[e 2 300 E. Chapman Avenue
Orange, CA 92867 Orange, CA 92866-1591
Attn.: Hailey Schellin Attn.: Mike Dering
Telephone: 714-637-7272 Telephone: 714-744-2285
Mail: haileys@wavl.com E-Mail: mdering@cityoforange.org
25. Counteraarts. This Agreement may be executed in one or more counterparts,each
of which shall be deemed an original, but all of which together shall constitute one and the same
instrument. Signatures transmitted via facsimile and elecfronic mail shall have the same effect as
original signatures.
Remainder of page intentionally left blank; signatures on next page]
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IN WITNESS of this Agreement, the parties have entered into this Agreement as of the
year and day first above written.
CONTRACTOR" CTTY"
WESTERN A/V, a California corporation CITY OF ORANGE, a municipal corporation
By: V' l/I By:
Printed ame: l i Ma k A.Murphy,Mayor
Title:
ATTEST:
sy: .
Printed Nac . f('u-
C
Title: C;" Q-
Pamela Col an, CiTy Clerk
APPROVED AS TO FORM:
1 lil tA i
Mary E. B' ing
Senior Assistant CiTy Atto ey
NOTE:City requires the following signature(s)on behalf af the Contractor:
1)the Chairman of the Board,the President or a Vice-President,AND (2)the
Secretary, the Chief Financial Officer, the Treasurer, an Assistant Secretary
or an Assistant Treasurer. If only oue corporate officer exists or one corporate
officer holds more than one corporate office,please so indicate. OR
The corporate of}icer named in a corporate resolution as authorized to enter
into this Agreement. A copy of the corporate resolution, certified by the
Secretary close in time to the eaecution of the Agreement,must be provided to
City.
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EX IT "A"
SCOPE OF SERVICES
Beneath this sheet.]
PART 1 —GENERAL GUIDELINES
1.1 SCOPE OF SERVICES
A. AV Systems Integrator Requirements
1. AV Systems Integrator shall furnish all design, installation, engineering,
programming, labor, commissioning, materials, testing, training, transportation
and equipment to provide a complete functional system in accordance with the
documents provided.
2. AV Systems Integrator and/or its subconVactors are to have the following
licenses and/or certifications prior to submitting a response to the RFP and
employees carrying valid certifications are to be assigned to this project:
a. A current and valid California C-7 Low Voltage Contractor's License.
b. At least one employee with Avixa CTS in good standing. _
c. Crestron, AMX or Extron Programmer used on the project must be a
Certified Programmer.
d. A Biamp Certification or equivalent DSP Manufacturer held in good
standing by at least one employee used on the job and named in the
Bid Response.
3. It is the responsibility of the AV Systems Integrator to ensure that the
documents including the Cost Proposal Form, drawings, and other documents
are sufficient to build the system as specified as the design-intent. A proposal
submitted to the City in response to this RFP shall be considered an
acknowledgement by the proposer that all requirements of the RFP can be
met, and all spec cations provided herein can be fulfilled on-time and within
the proposed not-to-exceed budget. Any potential changes needed before the
project is awarded are to be brought to the attention of the City ripOft0
submission of a proposal.
4. The AV Systems Integrator must be a dealer in good standing with proposed
specified manufacturers and includes other major manufacturers deemed
acceptable by the City when Equivalency is proposed. A letter from each
manufadurer dated within 60 days of bid opening detailing dealer status is
required with Response.
5. A detailed design stage shall occur immediately upon award of the contract.A
conceptual design-intent is described in the specifications herein, however
further analysis and subsequent design work shall be necessary to completely
fulfill the overall functional goals of the AV technologies in the project as well
as the coordination requirements of the tenant improvement aspects of the
project. During the Design stage, the AV Systems Integrator will meet with the
City,to refine the design intent and begin a review process until the final design
specifications are complete. The design package delivered to the City shall
inciude installation plans, single-line drawing functionals and a final equipment
list the meets the City's goals as specified herein and within the not-to-exceed
budget amount. Written acknowledgement by the City of the proposed final
design drawings shall constitute acceptance of the design.
Page 17 of 52
6. Ail work is to be done in compliance with the design-intent as specified in the
AV Systems Integrator delivered design documentation and the RFP. The AV
Systems Integrator shall indicate any variance from the design-intent by
notifying the City. Variances are not approved untii all appticable documents
have been updated and all parties have approved the variance in writing.
7. The AV Systems Integrator is responsible for any updates to the drawings and
Cost Proposal Form due to changes in equipment by manufacturer by
discontinuance or change in specification that does not meet design-intent. All
changes are to be approved in writing by City.
8. AV Systems Integrator is responsible for all coordination with other trades
including electrical) and Public Works as applicable to ensure a functional
compiete system. AV Systems Integrator is responsible for resolution of
conflicts with connection of and/or interaction of other systems including
conduit, back boxes, floor boxes and pull boxes.
9. AV Systems Integrator is responsible to ensure that all means of support,
suspension, attachment, fastening, bracing and seismic restraints used on the
project are in accordance with all local, state and federal building codes.
10.The system is not a complete functional system until all equipment is online,
tested and functioning without defect. All power supplies, accessory cables,
portable equipment, equipment manuals and as-built system documentation
has been provided to and accepted by the City. No training can take place
until the system is completed. The AV Systems Integrator will provide the "as
builC drawings in AutoCad with two copies of the finished "as-builY' set on
11x17 sized paper to be d"elivered with both PDF and AutoCAD files no later
than 20 days after projecYs onsite completion. It is only after delivery of these
items that project is considered complete and final payment can be made.
11.The AV Systems Integrator shall provide all intellectual property relating to any
configuration files including but not limited to DSP, Crestron programming and
code including the uncompiled code for later modification, and any other
system element programming. This shall be provided on both USB drive and
DVD or Bluray disc. These items must be included in order for the project to
be accepted and considered as complete and final payment to be made.
B. Special AV Systems Integrator Furnished and Instalted (CFI) Items
1. Ali custom AV Connection Wall Panels/Plates(AVC Wall Plates) and any other
custom fabrication needed are to be provided by the AV Systems Integrator.
The AVC panels are to be black in color with white engraved lettering. Final
quality Control and panel validity and sizing are the responsibility of the AV
Systems Integrator and must be coordinated with the City.
C. Owner Furnished Contrector Installed (OFCI) Items
1. Customer/Owner Furnished Equipment, both permanent and temporary, is to
be supplied by the City.The AV Systems Integrator is responsible to coordinate
proper integration into the overall system and to the City's' in-house standards.
All System User PC's are provided by the City and shall be integrated by the
AV Systems Integrator.
Page 18 of 52
1.2 PRODUCT SUBSTITUTION/DESIGN CHANGE PROPOSALS
A. Specified Equipment or Materials
1. Refer to Attachment D for a list of new equipment to be procured and installed
upon further design efforts. The AV Systems Integrator may request to
substitute items on the equipment list or modify components of the overall
design. AV Systems Integrator will be responsible to provide the, City and
Project Design Consultant with detailed information on any requests to
substitute equipment or modify the system design. Substitution request§ must
be received by the City at least 10 days prior to the Bid/Proposal Due Date.
B. Unspecified Equipment or Materials
1. Equipment or materials found herein that do not directly reference a specific
manufacturer, make or model are intended to provide minimum performance
or functional intent requirements. Broadcast-level Television equipment and
Professional-Level AV equipment is to be specified. No consumer level
equipment is acceptable.
C. Substitution Proposals
1. If a product make/model number is spec'fiied, the AV Systems Integrator may
recommend an aiternative product that meets or exceeds performance of the
recommended system component and improves the overall system as
specified. The AV Systems Integrator must provide a manufacturer's data
sheet and documentation explaining the reasons for the request to substitute
and how it wiii meet or exceed pertormance standards as set forth herein. The
AV Systems Integrator will include whether the proposal increases, decreases,
or does not affect the quoted base price. The City and Project Design
Consultant will determine if the substitution is acceptable. If substitution is not
acceptable, AV Systems Integrator to provide product that was originally
specified.
2. In the event a product indicated in any documentation has been discontinued,
the specified manufacturer's replacement model is to be considered the
specified model.
D. Design-Intent Change Proposals
1. In addition to the system design-intent spec cation found herein, the AV
Systems Integrator may propose one or more design alternatives. These may
include essential items believed to be missing from the specified systems or
equipment changes to make the system more efficient or easier to operate.
The AV Systems Integrator is to provide a brief description of the
recommendations along with technical specifications and a breakdown of
costing to the City and Project Design Consuitant. AV Systems Integrator to
include whether the proposal increases, decreases, or does not affect the
quoted base price. The City will determine if the design change is acceptable.
If design change is not acceptable, AV Systems Integrator is to provide system
design as originally specified, intended or implied.
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E. System Enhancement Proposal
1. In addition to the base system,the AV Systems Integrator may propose one or
more system enhancement proposals. These proposals may enhance the
system pertormance or reduce costs without loss of pertormance. The AV
Systems Integrator is to provide a brief description of the recommendations
along with technical specifications and a breakdown of costing. The AV
Systems Integrator is to include whether the proposal increases, decreases, or
does not affect the quoted base price. A separate line item or line items shall
be used to indicate recommended enhancements to the design. The City will
determine'rf the system enhancement is acceptable. If system enhancement is
not acceptable, the AV Systems Integrator shall deliver system as originally
specified.
F. Rubbish Removal, Recycling, & Equipment Boxes
1. It is the responsibility of the AV Systems Integrator to remove all rubbish
generated by the installation from the site.This includes all wiring and materials
not being reused.
2. It is expected that where appropriate, recycling of materials will be done. All
recycling is to be done in compliance with local, state, and federal laws.
3. The installation of any dumpster or other container is to be coordinated with
the City.
4. Equipment boxes for some types of equipment including monitors, large or
oddly shaped devices including cameras are to be saved. Storage of these
boxes is to be coordinated with the City.
1.3 MANUFACTURER COMMISSIONING
The AV Systems Integrator will be wholly responsible for the coordination and successful
integration of all Manufacturers' commissioning as required by this RFP and incidental to
proper integration of the AV systems. Scheduling, ohsite and offsite planning inciuding all
details related to the labor and hardware installation by the Manufacturer is the sole
responsibility of the AV Systems Integrator.
1.4 SYSTEM DESCRIPTION
The new AV technologies are being implemented to address two basic room usage
modes: 1). General Meeting Room Operations mode with tables configured in a U-shape
around the center of the room facing the front of the room, and 2). The Emergency
Operations Center mode, with 6 "table-groups" under 6 monitors around the room (see
Attachment A) designated with various division headings. such as Police, Fire, PIO,
Planning, Finance, Logistics and Public Works.
A. AV Presentation System
The AV Systems Integrator shall provide the following systems and functionality
based on and according to the general design-intent which includes the equipment
list, drawings, attachment documents, specifications and the descriptions found in
this section.
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1. Demo/Cable Installation-The TI Contractor shall remove existing wiring and
devices as needed from the EOC the video presentation and/or audjo systems.
All new cabling as indicated or implied in the attached drawing and
documentation is the responsibility of the AV Systems Integrator. The conduit
risers and stub outs at each Table Group wall is the responsibility of the TI
Contractor however the AV Systems Integrator shall design and coordinate the
wall plates and stub-outs.
2. Storage Room Modifications—Infrastructure changes are required based on
the plan view drawing attached and the conduit stub downs in the corner
behind the AV rack are the responsibility of the TI Contractor however
coordination of conduit sizing and a horizontal ladder rack for cabling into the
AV rack shall be provided by the AV Systems Integrator.
3. AV Rack — The AV Rack system shall be furnished and installed by the AV
Systems Integrator installed. The AV Rack must be seismically
fastened/anchored to the ground directly or coupled to a seismic load rated
base. Installation of rack shall be positioned with enough clearance in the rear
of the rack for servicing. AV Rack support items shall include an associated
horizontal cable ladder rack to be installed by the AV Systems Integrator and
coordinated with the conduit stub-downs by the TI Contractor. FiIIeNBlank
panels shall be provided and all hardware, rack shelves, rack rails, harness
materials, cable management, etc. that is necessary shall be provided as line-
items or contained within the materials budget.
4. Projector and Motorized Screen Installation- Fumish and install a new HD
projector near the front of the room as shown in the drawing and provided in
the equipment list. The hanging point location shall be at an appropriate
distance to tie able to install a standard lens and utilize the maximum space
on the Project Screen. A motorized and remotely controlled 16:9/10 screen
shall be installed with drop-ceiling modifications required. This installation is
to be coordinated and scheduled with TI Contractor to ensure proper cabling
pathways, power and anchoring requirements of the Projector and Projector
Screen. The AV Systems Integrator is responsible for the aiming, focusing,
and optimization of the projected image as well as coordinating with the City
for an aesthetically pleasing installation.
5. Projector Functionality-The projector wili be fed by a SCALAR or provided
its native resolution, aspect ratio and image quality from the AV Matrix
Switcher. Either way, the native resolution and timing of the projector is to be
the configured output shall be designed in such a way as to maximize the
resolution, size, and brightness of the image projected on the screen with no
image roll or flickering when switching between sources.The video feed to the
Projector shall be designed as an independent destination. The projector and
screen shall be controlled by the control system through the touchscreen and
wall panel at the entry door.
6. Blu-Ray/DVD Player - A new Blu-ray Player will be installed in the Storage
Room AV Rack. This item is Iisted in the Cost Proposal (Attachment D).
Transport controls shall be available at the Touchscreen AV Control System.
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7. Control Intertaces—The primary control point shall be a Touchscreen Control
Panel in a locking docking station mounted to a wall located as indicated in the
attached Plan ew drawing with the ability to disengage the Panel and move
about the room. The primary touchscreen shall allow for preset routing control
and include specific source to destination routing. A smaller second Control
Panel permanently installed at the entry door shall be installed and ailow for
quick preset mode-selection and system power control capabilities and
function as a room "mode" selection. A web-based control intertace wiil be
implemented as well to allow for control of the systems across the LAN
network.
8. Sound Reinforcement System (SRS)—Using programming and the settings
on the DSP, equalization of the sound reinforcement system shall be
performed using a random pink noise generator, a calibrated sound pressure
meter, and a 1/3 octave real time spectrum analyzer using ISO standard center
frequencies. The EQ result should maximize speech intelligibility in the EOC
Room with a minimum of distortion and residual noise or echo. All
microphones shall use an 80Hz low frequency roll off set in DSP. The EQ of
mics should establish essentially flat response(+-dB)from—200 Hz, and then
create a roll-off of 3dB/oct.from 2500 Hz to 18,000 Hz. No more than+2d6 of
intelligibility"bump" may be used before the high frequency roll-off begins.
9. SRS Ceiling Speakers -The AV Systems Integrator shall provide 12 ceiling-
mounted speakers with a general layout according to the attached Plan View
drawings with the goal to provide sound reinforcement for better coverage of
the space and appropriate amplification of sound in consideration of
overcoming the expected loud ambient room noise during EOC operations.
Program audio shall be coordinated between the Ceiling Speakers and Stereo
Speakers at the Projection Screen.
10. Projector Speakers-There are two additional speakers shall be mounted on
either side of the Projector screen as roughly indicated in the drawings to
provide stereo sound when primary video feeds are on the projector. The
Ceiling Speakers are also "working" during this mode but only providing fill to
the room areas while the primary, higher-Ievel directional sound is hear out of
the Projectors stereo speakers.
11. SRS Live Call-in System - Install SIP module in sound system to ailow for
live phone calls to be amplified in the room and conversations to take place
with available microphones. Dial-up and control of phone calls is to be
programmed into the Control Panel GUI.
12. Demo of Audio Speaker(s)-The AV Systems Integrator is responsible for the
removal of any existing speakers and its associated installation hardware and
cabling.
13. PC Connection Wall Plates/Transmitters— Furnish and install AV
connectivity at all tabie-groups. Each PC connection point shall include AV
Connections for(1)-HDMI,(1)-Display Port and(1)-1/8"mini audio connector
and HDBaseT Transmitter. A dual gang wall box shall be flush-mounted by
the TI Contractor and contain the three AV Connections. Alongside are (4)
RJ45 Data Po ts and TI-provided (4) power receptacles. The low-voltage
cabling for these boxes around the room will be ran up conduits in the wall that
Page 22 of 52
stub-out above the ceiling. The AV Systems Integrator is responsible for the
pulling 8 installation of all low-voltage cable from the boxes and the termination
back in the AV Rack in the Storage Room (see Plan-View layout drawings).
Power receptacles shall be installed with coordination with the TI-Contractor.
14.Wireless PC Connections - Install a wireless PC connection allowing for
multiple users to display their screens on any of the monitors in the room as
well be combined on a multi-view screen. An annotation feature is also
available through this intertace.
15. Data Ports/Network- Each table-group shall include 4 data ports with RJ-45
terminations on a single-gang wall plate. Install all network cabling that would
home-run back to the AV Rack inside the Storage Room and there terminated
at a patch panel. City will provide qualified static IP addresses to deploy with
the AV System.
16. Computer Station — A computer station with an Owner Provide PC shall
include a wall plate with to include an additional PC Connection point with (1)
HDMI, (1) - Display Port and (1) -1/8" mini audio connector with AV base-
band connections to rack (within 15 feet).
17. Existing Lectern — An existing lectern will be used to provide a platform or
tabletop for a new wireless 18" gooseneck microphone and at other times a
wireless hand-held or lavaliere microphone.
18. Presentation Monitors/Displays — Furnish and Install seven ('n large wall-
mounted Video Displays/Monitors to allow for independent sources to be
viewed on each monitor. Installation of(6)55"displays above designated table-
groups around the room with Wall Mounts that can tilt and pan. Install (1) 75"
Interactive Display in the designated corner according to the layout drawing
with a similar mount however with the addition of allowing for screen to be
retraction into the wall and land flush-mounted, i.e. embedded into the surface
of the wall to avoid physical conflicts with other applications. The primary use
for this monitor will be as a Map view display.
19.AV Matrix SwitchlRouter — Furnish and Install an AV matrix switch with
multiple inputs and outputs with built-in HDBaseT receivers and transmitters to
allow for all PC Connections and other inputs as well as Destinations and other
outputs.
20.Annotation—The 75"Interactive Monitor shall allow for on-screen annotations
using either a stylus pen or the hand.This annotation shall be a native function '
of the interactive monitor screen. Another annotation feature is available with
the wireless PC connection system (Barco) and shall allow for annotation to
any AV presentation destination.
21. N Tuners—An existing Tuner shall be combined with 2 new Cable N Tuners
to allow for viewing multiple N stations at once during EOC operations. All 3
Tuners are Owner Furnished Contractor Installed (AV Integrator).
22. Quad View—The AV Matrix Switch shall allow for 4 available outputs to feed
the Quad View Device and send back through the Router to be available to all
Page 23 of 52
destinations. Priority Audio shall be selectable, quick presets shall be
programmed and available for easy operation.
23. Glassboards —The TI Contractor shall purchase and install a total of seven
Clarus Glassboards around the room including (3) Clarus 8' x 4' Glassboards
with 2 on the north wall and 1 on the south wall and (4) 4' x 3' Glassboards
between each table-group. Locations are generally indicated on the Plan View
Layout drawings attached. AV Integrator shall assist and coordinate with
landing the Glassboards in the proper location based the available space after
designing the exact location of the Table-Groups and other AV equipment.
24. Lighting —the TI Contractor shall furnish and install 3 zones of light that are
dimmable and independently controlled through a preset Control interface
installed at the entry door. See layout design for front, mid and rear of room
general layout scheme.While the scope of work for installation of the lights are
part of the construction process, the AV Systems Integrator shall be
responsible for interfacing with the lighting system by programming control
presets that mimic the preset lighting control panel by the TI Contractor.A low-
voltage interface shall be provided by the TI Contractor.
25. Conduit and Cable Paths —All cable paths and conduit are the responsibility
of the TI Contractor between rooms and within each room. Vertical conduit
stub-ups at each Table-group, the 70/75" interactive/monitor location, the PC
workstation, the 2 Control Panels and behind the AV Rack (4 - 2") shall be
installed by TI Contractor (see next section for coordination requirements)
however the AV Systems Integrator shall coordinate those aspects that relate
to running and terminating cable at the I/O panels.
26. Laptop Charging Station - An existing portable charging station shall be
replaced with a semi-stationary chassis and installed next to the AV Rack in
the storage room according to the plan-view layout drawing. In order to get
behind the AV Rack for servicing, the Laptop Charging Station shall be on
casters to move out of the way.
27. Digital ClocklTimer — Fumish and Install 2 separate Digital Clocks with 1
providing the time-of-day and 1 providing a triggered event time with the ability
to count-up ot down and be preset with various count-down times. Other
functionalities and presets to be defined later by the City during the detailed
design stage. Control of the event clock/timer shall be through the Control
System intertaces. The time-of-day clock will be synchronized and set by NTP
and potentially other back up references.
28. FIBERto MDF—The AV Systems Integrator shall be responsible forfurnishing
and installing a 6-strand muttimode fiber between the AV Rack's designated
Network switch and PD's MDF1Data Center. All strands to be terminated with
SC connectors at both ends.
B. AV Coordination Responsibilities with TI Contractor
The AV technology to be integrated in the EOC room is to be coordinated alongside
new construction mod cations including the installation of power, conduit, other
cable infrastructure, cable pathways and a few installed systems. Most of the
following require strict coordination efforts by the TI Contractor in relation to
Page 24 of 52
common areas of scope of work with the AV Systems Integrator (AVSI).
Coordination includes clarifications of size, quantity, spacing and methods as well
as field installation planning, scheduling, sequencing and management of work to
facilitate resolutions and ensure quality and accountability on behalf of the City.
The coordination efforts as related to the TI Contractor include:
1. Demolition of AV — The TI Contractor is primarily responsible for all of the
current AV cabling and equipment to be demoed however removal of cable
and equipment shall be coordinated with the City to ensure other low-voltage
systems and cabling is not removed or disturbed.
2. Ceiling Lighting Hardware —with 3 dimmable zones indicated in the Plan-
View IayouY attachment, TI Contractor is primarily responsible for this task.
3. Preset Lighting Control Panel —near the entrance door a panel requiring TI
Contractor to program all presets and proved AV with low-voltage interface
connection.
4. 7 PC Connections Points w/Power —all conduit, infrastructure, wall plates,
and power, is the primary responsibility of the TI Contractor however
installation of actual transmitting wall plate and data-terminations/plates and
cabling is the AVSI responsibility. PC connection points include 6 table-group
locations and a Computer Workstation. All 7 PC connection points/locations
need power and dual-gang, flush-mount AV Wall Box.
5. Conduit, Wall Box and Cable Paths - TI Contractor's scope includes
installation of all cable paths, conduit and flush-mount wall boxes required for
this project including various AV devices, systems and Racks.
6. Table-Group - (2) 1.5" riser conduit riser stub-up assemblies at each Table-
group are required (see AV elevation dwg). One of the conduits terminate at a
flush mount 3-gang wall box (AV Panel/PC Connection Point). The other
conduit terminates at a dual gang flush-mount wall box behind the Monitor.
7. Large Monitor and Computer Workstation - (1) 1.5" conduit stub up will be
installed at the 70/75"interactive/monitor location and the PC workstation, with
dual-gang flush-mount wall boxes.
8. AV Touchscreen Control Panels - the 2 AV Control Panels in the room
require a single-gang flush-mount wall box for cabling and mounting. Mounting
of the main AV Touchscreen Control Panel may require a special mount
depending on mode and should be coordinated by the AV Integrator.
9. AV Rack—in the storage closet behind the AV Rack(4) 2" conduit stub down
assemblies, from the ceiling and collecting all cabling from the adjacent EOC
room shall be installed by the TI Contractor. However, the AV Systems
Integrator will help coordinate exact heights and horizontal ladder rack for
cabling into the AV rack. Backing for the conduits are required.
10. Glassboards —three 8x4 and four 4x3 boards on walls throughout the room -
TI Contractor is primarily responsible for furnishing and installing and the AV
Integrator shall assist with coordination as specified.
Page 25 of 52
11. 7 Back Boards and Power—to correspond with each installed Monitor, a back
board for support and dual-gang power receptacle shall be installed by the TI
Contractor.
12. 1 Projector Power and Mount Anchor Point—the location is to be identified
and coordinated with AVSI while TI Contractor is responsible for installing the
mount and its anchor point in the room.
13. 1 Projector Screen Ceiling Mount—power and install to be coordinated with
AV.
14. 2 Digital ClocklTimer—cable paths, anchor points and power(PO'E).
15. Storage Room Conduit Collector—at corner where av rack is to be installed
four,2" Conduit stubs shall be installed and anchored by the TI Contractor.The
height and final landing shall be field-coordinated with AVSI to determine AV
Rack horizontal ladder installation.
16. Power for AV Rack — to be coordinated with AV, 2- 20amp Circuits to be
available for AV and IT systems in Rack shall be installed near the top of the
AV Racks on the wall (surface mounting ok). Coordinate exact location with
AVSI and City along with horizontal ladder rack attachments.
17. Power for Table Groups and—at each table-group 4 power receptacles,flush
mount, with 4 USB charging ports on the same wall plate shall be installed by
the TI Contractor. Coordination by the AV Integrator may be required for
placement of adjacent AV Connectivity and pathways.
18. Power for Monitors and AV Wall Plate — the TI Contractor shall provide 2
power receptacles on a single gang flush mount box behind each monitor in
the room (7 total) as well as flush mount single-gang box for AV wall plate
connectivity with (1) 1.5" conduit stubbed out above ceiling.
The above coordination efforts do not reflect the entirety of the scope of work
required of the TI Contractor, only those that specifically need to be coordinated
with the AV Contractor. Other responsibilities of the TI Contractor are explained
under other City documents or contracts.
Note See Room Layout Drawing for more details and locations.
Glassboards are considered a construction instaliation and not a part of the AV
installation.
PART2—PRODUCTS
2.1 New Equipment
A. Logistics
1. Refer to Attachment B for a list of new equipment. Note that City reserves the
right to modify quantities on any equipment purchase.
2. The AV Systems Integrator will be responsible to store new equipment until
locked and monitored space is made available. If there is equipment that the
AV Systems Integrator must have delivered directly tojob location, AV Systems
Page 26 of 52
Integrator must coordinate with the City to make additional storage
arrangements.
2.2 Installation Cable:
A. Cable
1. All cable, wire and any installation hardware is required in the AV Systems
Integrators Proposal.
2. Cable types and wire numbers are detailed in a provided master cable
database. AV Systems Integrator must receive approval from the City to
substitute any changes to cable type.
r
2.3 Installation Hardware
A. Rack Filler Panels
1. Fill panels will be placed in all unused rack units for all racks. All fill panels are
to be provided by AV Systems Integrator. The panels will be at least 11gauge
aluminum finished in black powder coat and conforms to EIA 19 inch
standards. Middle Atlantic PHBL series are acceptable.
B. Rack Screws
1. All rack equipment screws will be uniform from rack to rack. 10-32 x '/. inch
black oxide Philips head machine screws with integral #10 fiber washers.
Middle Atlantic HG series rack screws are acceptable.
C. BNC Connectors
1. Kings 2065 series, true 75 ohm, 2.4 GHz/ Canare or ADC are accepted for
Belden cabling.
2. Manufacturer specified tooling is to be used in all mechanical terminations.
D. XLR Connectors
1. Neutrik X series, Black with gold pins are acceptable.
E. RCA Video Connectors
1. Canare crimp style connectors are acceptable for Belden cabling.
2. No BNC to RCA adapters are permitted.
3. Manufacturer specified tooling is to be used in all mechanical terminations.
F. RCA Audio Connectors
1. Neutrik NF2C-B/2 connectors are acceptable.
Page 27 of 52
G. CAT6 Connectors
1. All CAT6 cable is to be terminated with standard CAT6 rated connectors and
not EZ-RJ45 Cat 6+ Connectors,
2. T568B termination.
3. Manufacturer specfied tooling is to be used in all mechanical terminations.
H. Shielded CAT6 Cable(City Standard -White)
1. All CAT6 cable is to be terminated with the Shielded CAT6 connectors and
Plenum rated with crosscut spline for pair separation (600 Mhz). Belkin or
equivalent.
2. Manufacturer specified.tooling is to be used in all mechanical terminations.
3. Cabling to be secured strapped in plenum spaces. '
I.DB*Connectors
1. All DB"connectors are to use crimp style pins for male and female terminations
with metal or plastic bodies including thumbscrews and screw based closure
mechanism.
2. Manufacturer specified tooling is to be used in all mechanical terminations.
PART 3—INSTALLATION GUIDELINES
3.1 GENERAL
A. Products, whether supplied by the AV Systems Integrator or furnished by the City,
shall be delivered, installed, integrated into a working system, tested and
commissioned.
B. Report all non-functioning equipment to the City and AV Consultant immediately.
C. Firmly secure all equipment unless requirements for portability dictate otherwise.
D. All equipment mounted to structures must be securely mounted in accordance with
all applicable safety codes and practices.
3.2 REVIEW OF BID DOCUMENTS AND SITE CONDITIONS
A. Examine all drawings and details.
8. Verify electrical power requirements, conduits, raceways and boxes.
C. Coordinate with other contractors/consultants.
D. Check all factors influencing design, function and performance of the system and
be fully cognizant of the requirements.
Page 28 of 52
E. Verify all dimensions.
F. Verify all necessary and relevant field conditions.
3.3 PREPARATION
A. Protect surrounding areas and surfaces during installation.
B. Exercise care.
Clean existing racks, consoles and cabinetry to receive the new work.
3.4 IDENTIFICATION SYSTEMS
A. AV Systems Integrator will permanently affix labels to each cable. Labels will be
affixed at a distance of 3"from the end of each cable end. If label cannot be easily
viewed from this placement, label may be placed 1"from the cable end at the AV
Systems Integrator's discretion. All labels will be self-laminating and permanent in
design. They will contain the following information in an easy to read format:
1. Cable Number
2. Source Rack
3. Destination Rack
4. Source Equipment
5. Destination Equipment
6. Source Termination
7. Destination Termination
B. AV Systems Integrator to contact AV Consultant for additional information, 'rf
necessary.
C. AV Systems Integrator will provide equipment labeling with system name as
designated on the single-line drawings for each device according to the system
name used the drawings. AV Systems Integrato may use laminated P-Touch
labels (white print on black labels) or equivalent. Coordination with City for rack or
equipment fronts is required as City may not want labels on some public facing
equipment.
D. AV Systems Integrator will provide engraved plastic laminate labels for all racks.
Rack labels to be 1"x 2"with white lettering(Arial font)on black matte finish plastic.
3.5 INSTALLATION WIRING
A. Cables should be grouped when placed in overhead cable trays or conduits as
appropriate and separated by cable type (audio, video, control). All wire groups
are to be neat and combed free of cable crossover. Cables in vertical chases shall
have proper strain relief installed.
Page 29 of 52
B. All inter-rack cables shall be run in provided overhead ladder tray and conduits.
No rack to rack crossovers will be permitted. Cables running from AN machine
room to other rooms will be run overhead in an integrator provided cable tray.
C. Separate logical signal types providing separation beiween high level and low level
signals i.e.; microphone audio and speaker level audio.
D. Cross all AC power at 90 degrees where possible.
E. Take care to relieve cable stress and tension. Make appropriate use of cable ties,
Velcro, tie bases, rear rack rails. Cabling shall be in neatly combed bundles within
racks and consoles.
F. Cables ties shall be properly sized and spaced. Cable tie tension shall not crimp
or cause deformation of the cables. Velcro cable ties or similar soft restraints
should be used for all Category 5 and 6 cables.
G. Provide service loops on aIl equipment that is not rear rack accessible or has rack
slides associated with the instaliation.
H. Provide strain relief for pig-tails and umbilical using braided flexible cable sheaths
such as Tech Flex.
I.Cables shall be placed with sufficient bending radius so as not to kink, shear or
damage binders, shielding, glass or copper insulators. The minimum bend radius
shall not be less than eight times the cable radius or with bend radii no less than
those specfied by the cable manufacturer in its published data sheets for each
specific cable type.
J. There shall be no tie wraps or other cable securing devices in conduit or in cable
trays.Take all precautions to eliminate ground loops, induced hum,jitter, electrical
noise or other electromagnetic, electrostatic or common mode interferences.
K. All cable ties will be neatly trimmed flush with their female end so as to remove
any sharp plastic tab ends, thus preventing cable and/or finger cutting. Cable ties
will be installed with purpose built cable tie tensioning tools that control the tension
applied. These tools shall be adjusted to the minimum required tension.
L. Provide isolation or matching devices as necessary.
M. Run surtace mounted cable in Panduit or other approved ducting to maintain and
neat and orderly cable infrastructure.
N. Insulate all shields with sleeving to reduce the possibility of shorts or ground loops.
O. XLR connectors shall use pin 2 as"hoY'.
P. Ground audio shields at both ends. Lift the destination end should a ground loop
occur.
Q. NEVER use AC ground lift adapters anywhere in the AC system.
Page 30 of 52
R. The AV Systems Integrator shall adhere to all site safety rules.
S. The AV Systems Integrator shall prov ide first aid kits and AV Systems Integrator's
crew shall have first aid and safety training.
T. The AV Systems Integrator shall maintain a Master Set of documentation on-site,
with all the latest drawing and Cable Database updates.,
U. All field modifications to the installed system shall be noted by the AV Systems
Integrator on the Master Set of documentation and be included into the final As-
Built documentation.
V. The AV Systems Integrator's installation work will be supenrised by the City and
Project Design Consultant during work for both aesthetic and technical suitability.
We may require that work be removed or redone if it does not meet technical or
quality stapdards.
W. We shall have the right to request the removal of any AV Systems Integrator
supplied crewmember that does not meet acceptable workmanship standards, is
a threat to health and safety, or a threat to other workers on site.
X. The AV Systems Integrator shall coordinate their work with other trades and
subcontractors involved in the facility construction and build out.
Y. Establish a single primary ground for the system. Use the solid isolated ground
buss bars in the equipment racks as the primary distribution of the technical
ground.
Z. The AV Systems Integrator shall supply protective covering material for all racks,
consoles and equipment to avoid damage during transport and installation if
applicable. They are responsible for removing all installation related debris and
packaging daily. The AV Systems Integrator shall broom clean their work areas
daily and shall break down all empty boxes before they are discarded in the
appropriate supplied dumpster or recycle bin. The use of construction-site
dumpsters must be coordinated with the General Contractor or the City.
3.6 Adjusting Video
AV Systems Integrator to adhere to the following guidelines for adjusting video levels:
A. Verify all signal paths.
B. Verify all frame rates and resolutions for scaled outputs are matched to native
specifications of the display or destination device.
C. Verify all genlock signals are functioning and configured with all video timed.
D. Adjust video displays and scalers for all available resolutions and timings that can
be supported and ensure best picture under all inputs.
E. Document operational settings as appropriate.
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3.7 Adjusting Audio
AV Systems Integrator to adhere to the following guidelines for adjusting audio levels:
A. Verify all signal paths.
B. Eliminate all buzz, pops, squeals, rattles or other audible interterences,
degradation or distortion.
C. Adjust signal level path for maximum headroom.
D. Verify all speakers have correct polarity.
E. Position speakers for best coverage and pertormance.
F. Document operational settings as appropriate including speaker tap settings.
G. Equalization of the sound reinforcement system in the room shall be pertormed
using a random pink noise generator, a calibrated sound pressure meter, and a
1/3 octave real time spectrum analyzer using ISO standard center frequencies.
The EQ result should maximize speech intelligibility in the room with a minimum of
distortion and residual noise or echo. All microphones shall use an 80Hz low
frequency roll off set in DSP. The EQ of mics should establish essentially flat
response (+-1dB) from —200 Hz, and then create a roll-off of 3dB/oct. from 2500
Hz to 18,000 Hz. No more than +zdB of intelligibility"bump" may be used before
the high frequency roll-off begins.
3.8 FIELD QUALITY CONTROL
A. A/V Consultant to coordinate with City and Project Design Consultant to schedule
periodic reviews of equipment installation progress.
3.9 . SYSTEMS TESTING
AV Systems Integrator is responsible to complete"proof of performance"testing.
A. Upon completion of the installation of the system, perform an overall systems test
co}recting all problems as required.
B. Before declaring that the system is complete and ready for review by the City,
Integration firm will ensure that:
1. All major work has been completed;
2. An overall systems test has been completed;
3. Test video, audio, control, wireless, and sync signals thoroughly for functional
performance compliance with this specification;
4. Deficiencies have been corrected;
5. Setup, adjustments and alignments have been pertormed;
Page 32 of 52
6. Operational adjustments have been documented.
3.70 SUBSTANTIAL PERFORMANCE REVIEW
A. When the AV Systems Integrator feels that it has achieved Substantial
Performance (all equipment has been installed and tested) of the work and all
testing and adjustments have been completed, it shall notify the City. The Project
Management Firm will schedule a Substantial Pertormance Review that shall
include, but is not limited to, the following:
1. Physical inventory of the equipment on site;
2. Demonstrations of the functional system and all equipment;
3. Subjective and objective testing to determine performance compliance with this
specification.
B. It will be the responsibility of the AV Systems Integrator to make necessary repairs,
modifications, and adjustments to equipment or system in order to meet the
functional requirements as specified. The AV Systems Integrator will bear all the
costs associated bringing the system into specification in a timgly manner. The
system final system review will be scheduled with the Project Management Firm
when all repairs, modfications or adjustments have been completed.
3.11 CLEANING
A. AV Systems Integrator to clean all areas they worked in. Remove and dispose of
all packaging and debris.
B. Clean all provided equipment of dust, dirt, smudges, and other material prior to
calling for a Substantial Pertormance Review.
3.72 SYSTEM TRAINING
I
A. 'System training is to be scheduled based on the s bstantial completion milestone.
Training should be scheduled within 1 week after Substantial Completion. It will
consist of two distinct parts. These training sessions are to be coordinated with
the City to ensure as many City staff can attend. It is the responsibility of the AV
Systems Integrator to coordinate, schedule, and attend any onsite manufacturer
training. A training schedule is to be created and delivered to the City within 1
week after the first day of AV installation. It is the responsibility of the AV Systems
Integrator to coordinate with both the City and other vendors. Project signoff
cannot be completed without training being completed and approved.
The Training sessions will be divided into 2 basic session types: The User Level
Operation Training of the AV System; and The Technical Staff Training of all
systems and support systems.
1. User Level Operation Sessions - Two User Sessions shall be scheduled to
provide flexibility in staff being able to attend. The first and second session will
be with end users who will be using the system on a daily basis. It is expected
to be no more than 90 minutes in length including a Q8A session with users.
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Generally no more than 10 people will be in each session. These User
Sessions will cover system operation and basic troubleshooting. These will be
a single sheet laminated handout created by the AV Systems Integrator that
can act as a "cheat sheet" for staRing up the system. The Crestron
Programmer is responsible to provide all GUI screenshots for all panels for this
handout and must be a part of the delivered documentation. It is expected that
a mock agenda be setup and a mock meeting take place during the training.
2. Technical Staff Sessions—One session of technical training will occur and is
more advanced covering "power users" and technical staff. This will also be
for the control room users for broadcast operations. There should be no more
than 4 or 5 users in the session.
Page 34 of 52
EXHIBIT "B"
DESIGN-INTENT COST PROPOSAL
Beneath this sheet.]
12
UPDATED 1/21/2020
Orange Police Department Cost Proposal & Equipment List
Emergency Operations Center and Meeting Room
7he 6elow equipment along with the documents in the RFP is considered a Design-Intent.It does not represent a full design.Each line-
item model represents functionaliry and speciflcations that is required of this projec[.Other minor equipment and componenu are
required to compleet the design.Upon award of the Project,the Vendor will he responsible for a complete,[urn-key AV system design.
Equivalent equipment is acceptable however evidence of equal functionality,quality and performance will'be required.The City will be
the sole qualifier in determining the equivalency of alternative equipment produc[s.
Sound Reinforcement
Item < -
1 1 Desktop Shure Gooseneck Microhone w/wireless transmitter base 477.00 $ 477.00
2 1 WirelessMicrophaneReceiverSU(24forgooseneck 272.00 $ 272.00
3 2 Wiretess Hand HeIdlLavalier Combo Shure MicSLXD-Tronsmitter 664.00 $ 1,328.00
4 2 Wireless Microphone SLXD4 Single Channel Wireless Receiver Included
5 1 Wireless RF Amp and Coarzial System 786.00 $ 788.00
6 1 Biamp Tesire Forte Audio DSP 1,889.00 $ 1,889.00
7 1 Biamp Ex-Logic Control InterFace 330.00 $ 330.00
8 - 1 Biamp F[tres 178.00 $ 178.00
9 1 SIP Modute Call-in Voi moduie and Control Surtace S Inclutled
10 2 Analog Audio Oistribution Am lifier 1 x 6 158.00 $ 316.00
11 1 Listen RF 72MHz)Assitive Listening S stem LS-01•072 S 719.00 $ 719.00
12 2 XPA 2007-70 Amplifier,l-Channel,200W,70V 352.00 $ 704.00
13 -2 Stereo 5 eakers for Projector S 126.00 $ 252.00
14 72 26CT In-Ceiling Speakers S 121.00 $ 7,452.00
Equipment SUBTOTAL $8,705
VideoPresentationand.Control s
P -
15 6 LG 55"•55 UU340C HDl4k Video TV/Manitar 882.00 $ 5,292.00
16 7 BenQ Interective RP704k 70"4k Video Touch Screen Monitar 3,149.00 $ 3,149.00
17 6 Premier Mounts AM700 Low Profile swfngout LED Wall Maunt 375.00 $ 1,890.00
18 7 Premier Mounts Tilt LED Wall Mount S 194.00 $ 194.00
19 1 Wall Embedded TV Tub for near flush mount 313.00 $ 313.00
20 1 Sony UBP-XBOOM2 HDR UHO WI•Fi Blu•ray Disc PlayerwlconVol 315.00 $ 315.00
21 1 REALiS WUX5600 5800-Lumen ProJector and RS-SL01ST Lens Kit S 4,462.00 $ 4,462.00
22 1 Dreper Motorized Access FitlSeries V 770"Diagonal(54"H x96"VI 2,639.00 $ 2,639.00
23 1 Lot of Drop-Ceiling MotliFlcation Materials 274.00 $ 274.00
24 1 BRG Presicion Products PE640-B2-FS POE Digital Clock 294.00 $ 294.00
25 BRG Presiclon Products 0T640-EN-P73AT-BX-F1P POE 7lmerw/Cntri 413,00 $ 473.00
26 1 MuIG-input and Output Matrix AV Switcher w/HOBaseT Transmitters 16,490.00 $ 16,490.00
27 1 AV Controller w/appropria[e Serial,Ethernet,Relay control quanties 7,365.00 $ 1,365.00
28 6 Wall Plate HDMI,D-Part,Audio HDBaseT Trensmitters for PC connect 1,792.00 $ 7,152.00
29 3 HDMI,Autlio,ConVol Transmitter,HDBaseT Included
30 8 HDMI,Autlio,Control Wall Plate Receivers for Monitors(ProJectar 945.00 $ 7,560.00
31 1 HDMI,D-Porf,Audio and Data AV Wall Panel at Camputer Statfon 8 742.00 $ 742.00
32 6 Single-Gang Wall Plates with 4-RJ45 POK Data Cannection 158.00 $ 948.00
33 1 10"Touch Screen Control w/Docka6le,Lockable flush wall•moun[ 1,260.00 $ 1,2fi0.00
34 1 Wall Mounted Button ConVol Panel(near entry doar) 263.00 $ 263.00
35 2 POE injectors for Wall Mounted Control Panels 53.00 $ 106.00
36 7 Barco Wireless HDMI Clfckshare Server CSE•200+p notation 2,100.00 E 2,700.00
37 7 Quad ViewlSplit Display Device HDMI InslOut,wlcontrol protocol S 3,675.00 $ 3,675.00
38 1 Ruckus wlPOEICX7150 BPF-0X1G 48 POR Network Switch 2,922.00 E Z,9ZZ.00
39 4 E
V._..
Equipment SUBTOTAL $ 63,218
Furniture,UPSand Misc
40 1 PC,Tablet,Smart Cart Tripp Lite Charging station 36 Port E 1,111.00 $ 1,11.00
41 1 Marsha111RU Monitor for lowl vitleo and audio monitoring 7,049.00 $ 1,049.00
42 1 MiddleAUanticMRK-0431•DVR 2,577.00 $ 2,577.00
43 1 MiddleAtlanticLACE 4-OVYP 174.00 S 174.00
44 1 Middle Atlantfc RIB-I-MRKJ7 riser base 154.00 E 154.00
45 1 MlddleAUanticPOT-2020C•NSverticalpowerstrip 161.00 E 1fi1.00
46 1 MiddleAtlanticPD-915R 87.00 $87.00
47 1 MidtlleAUanticTOR 4-20SP 330.00 E 330.00
48 1 Middle Atlantic Horizontal Cable Ladder section to Conduit Collector 92.00 $ 92.00
49 7 AV Rack Seismic Load anchorfng materials and supplies 329.00 E 329.00
50 1 APC Smart-UPS 2200VA LCD RM 2U 720V with SmartConnect 997.00 $ 997.00
51 1 Coming 1U fiber rack mountable fibertray 8 255.00 $ 255.00
52 1 Coming fiber 500'-6 strand 50 Micron OM3 MM Plenum 486.00 E 486.00
53 1 Coming female 6 Duplex OM3 MM fiber adapterfor EOC fiber trey 28.00 $28.00
54 1 Coming female 6 Duplex OM3 MM fiber atlpV existing MOF flber tray S 28.00 $26.00
55 72 SC fiher term.tusion male cannectars/pig tail but no quick connects) 82.00 E 984.00
a..,.__._..r___.........._.____.
Equipment SUBTOTAL $8,842
YSt@fYl TOtClIS
AV Presentation Systems Subtotals
Sound Reinforcement $8,705
Video Presentation and Control $63,218
Fumiture,UPS and Misc. $8,842
h t, '-
T- es--' $80,765
r ,.,40,576.30
ao ' $ 3,468.00
e - . .
Treining $ 1,880.00
TAX 7.75% $ 6,455.89
Shipping antl Freight $ 2,536.79
Contigency5% $
Total Estimafe $135,652
EXHIBIT "C"
TIMELINE AND PAYMENT SCHEDULE
Beneath this sheet.]
13
PROJECT TIMELINE AND PAYMENT SCHEDULE
Westem Audio Visual(WA submitted a proposal in response to the EOC RFP#190-21-Orange Police
Department Emergency Operations Center AV PRESENTATION SYSTEM Project. The following aze
the important project milestone dates set forth by the City for the necessary purpose of coordinating with
the Construction eft'orts that coincide with the delivery of AV equipment and services for this project.
The payment schedule and milestone dates reflect the reasonable timeframes agreed to by the parties.
Milestone Payment Description
Percenta e
1 0 February Council Meeting: City Staff recommends to awazd the Orange
PD EOC AV Project("ProjecY')to WAV pursuant to an Agreement based
on the specified scope of work and conditions as set forth in the RFP, the
not-to-exceed cost of the Project and the schedule below.
2 0 Kick-off Meeting, February 21— City meets with WAV [o discuss the
plans for implementation of the Project.
3 50% Design Completion/Procurement Begins, March IS -Ciry accepts a
completed Design and a Bill-of-Materials. The equipment procurement
process begins the day after the Design has been completed.
4 20% Dust-Free Installation,May 4th—WAV begins installation and continues
installation according to specifications and as set forfh in the RFP.
5 20%SubstanNal CompleNon, May 29th — WAV delivers a substantially
comple[ed system which can be used for training, demonsha[ion and
testing while final close-out tasks aze being completed.
6 10% Project Completion,June Sth—WAV completes the Project and delivers
a Fully Completed System with all systems working,task lists and punch
list items completed and provides delivery of AV control programming
files,As-built drawings and all other deliverables as set for[h in the RFP.
Not-to-Exceed Total—WAV agrees to deliver a Fully Completed System with all systems working,
task lists and punch list items completed and provide delivery of AV conhol programming files, As-
built drawings and all other deliverables as set forth in the RFP for the total NOT-TO-EXCEED
amount of$135,681.98
Darren P. Doerschel, Systems Integration Consultant VOICE:7so.35o.83gg
3o73xn°S[reet Unit#3,SanSa Monica CA 90405 EMAILsdaerschef@socal.m.com
Page 1
EXHIBTT"D"
WARRANTY/PREVENTATIVE MAINTENANCE SERViCES EXTENSION
Beneath[his sheet.]
14
Warrantv/Preventative Maintenance Extension
Acwrding to the schedule and at the prices set forth below,Contractor shall provide the following
warranty and preventative maintenance services:
All labor and equipment of the installed audio and visual systems shall be covered in
accordance with the terms ofthe RFP and City ContracUAgreement,including all hardware
and softtvare, as well as softwaze or hardware upda[ed during the wamanTy period.
Contractor shall arrange for pickup,repair and delivery of all integrated devices or sys[ems
that fail to operate correctly.
A system failure of any nature shall be corrected by Contractor with minimal assistance by
the City or i[s tecluiical designees.
System repairs shall be completed or system issues resolved, at least thirty-six (36) hours
after no[ification by the City. In the case where repairs cannot be completed within thirty-
six(36)hours, Contractor shall provide temporary measures with no less functionaliTy.
Year 1 Included in base pricing
Year 2 2,068.00
Year3 4,136.00
Year4 4,136.00
YearS 4,136.00
Said amounts for warranty/preventative maintenance services shall be payable in advance.