HomeMy WebLinkAboutAVI Systems Inc; 2019-04-11; PWL19-743GS PWL19-743GS
Installation of Uninterrupted Power
Source for STC Classroom AV Systems - 1 - City Attorney Approved 2/29/2016
CITY OF CARLSBAD
PUBLIC WORKS LETTER OF AGREEMENT
INSTALLATION OF UNINTERRUPTED POWER SOURCE FOR STC CLASSROOM AV SYSTEMS
This letter will serve as an agreement between AVI Systems, Inc., a North Dakota corporation (Contractor)
and the City of Carlsbad (City). The Contractor will provide all equipment, material and labor necessary to
integrate one uninterrupted power source unit into the Safety Training Center Classroom AV Systems, per
Exhibit “A” and City specifications, for a sum not to exceed three thousand nine hundred eighty dollars and
forty-eight cents ($3,980.48). This work is to be completed within fifteen (15) working days after issuance
of a Purchase Order.
ADDITIONAL REQUIREMENTS
1. City of Carlsbad Business License.
2. The Contractor shall assume the defense of, pay all expenses of defense, and indemnify and hold
harmless the City, and its agents, officers, officials, employees, and volunteers from all claims, loss,
damage, injury and liability of every kind, nature and description, directly or indirectly arising from or in
connection with the performance of this Contract or work; or from any failure or alleged failure of the
contractor to comply with any applicable law, rules or regulations including those relating to safety and
health; except for loss or damage which was caused solely by the active negligence of the City; and
from any and all claims, loss, damage, injury and liability, howsoever the same may be caused, resulting
directly or indirectly from the nature of the work covered by this Contract, unless the loss or damage
was caused solely by the active negligence of the City. The expenses of defense include all costs and
expenses, including attorney’s fees for litigation, arbitration, or other dispute resolution method.
3. Contractor shall furnish policies of general liability insurance, automobile liability insurance and a
combined policy of workers compensation and Employers’ Liability in an insurable amount of not less
than one million dollars ($1,000,000) each, unless a lower amount is approved by the Risk Manager or
the City Manager. Said policies shall name the City of Carlsbad as an additional insured. The full limits
available to the named insured shall also be available and applicable to the City as an additional
insured. Insurance is to be placed with California admitted insurers that have a current Best’s Key
Rating of not less than “A-:VII”,; OR with a surplus line insurer on the State of California’s List of
Approved Surplus Line Insurers (LASLI) with a rating in the latest Best’s Key Rating Guide of at least
“A:X”; OR an alien non-admitted insurer listed by the National Association of Insurance Commissioners
(NAIC) latest quarterly listings report. Proof of all such insurance shall be given by filing certificates of
insurance with contracting department prior to the signing of the contract by the City.
4. The Contractor shall be aware of and comply with all Federal, State, County and City Statues,
Ordinances and Regulations, including Workers Compensation laws (Division 4 California Labor Code)
and the “Immigration Reform and Control Act of 1986” (8USC, Sections 1101 through 1525), to include
but not limited to, verifying the eligibility for employment of all agents, employees, subcontractors and
consultants that are included in this Contract.
5. The Contractor may be subject to civil penalties for the filing of false claims as set forth in the California
False Claims Act, Government Code sections 12650, et seq., and Carlsbad Municipal Code Sections
3.32.025, et seq. __________ init __________ init
6. The Contractor hereby acknowledges that debarment by another jurisdiction is grounds for the City of
Carlsbad to disqualify the Contractor from participating in contract bidding. _______ init _______ init
DocuSign Envelope ID: 9C5C2322-4221-4FF0-BD18-9CA6CD224DCD
PWL19-743GS
Installation of Uninterrupted Power
Source for STC Classroom AV Systems - 2 - City Attorney Approved 2/29/2016
7. The Contractor agrees and hereby stipulates that the proper venue and jurisdiction for resolution of any
disputes between the parties arising out of this agreement is San Diego County, California.
8. The general prevailing rate of wages, for each craft or type of worker needed to execute the contract,
shall be those as determined by the Director of Industrial Relations pursuant to the Section 1770, 1773
and 1773.1 of the California Labor Code. Pursuant to Section 1773.2 of the California Labor code, a
current copy of applicable wage rates is on file in the office of the City Engineer. Contractor shall not
pay less than the said specified prevailing rates of wages to all workers employed by him or her in the
execution of the work covered by this Letter of Agreement. Contractor and any subcontractors shall
comply with Section 1776 of the California Labor Code, which generally requires keeping accurate
payroll records, verifying and certifying payroll records, and making them available for inspection.
Contractor shall require any subcontractors to comply with Section 1776.
9. City Contact: Jason Kennedy, 760-931-2236
Contractor Contact: Ryan Walsh, 760-670-6084
CONTRACTOR, AVI Systems, Inc.,
a North Dakota corporation
CITY OF CARLSBAD, a municipal corporation of
the State of California
7270 Trade Street, Suite 102
San Diego, CA 92121-2384
P: 760-670-6084
ryan.walsh@avisystems.com
By: By:
(sign here)
David Bunting, Area Vice President
Paz Gomez, Deputy City Manager, Public Works
as authorized by the City Manager
(print name/title)
By: Dated:
(sign here)
Randi Borth, CFO
(print name/title)
(Proper notarial acknowledgment of execution by Contractor must be attached.
Chairman, president or vice-president and secretary, assistant secretary, CFO or assistant treasurer
must sign for corporations. Otherwise, the corporation must attach a resolution certified by the
secretary or assistant secretary under corporate seal empowering the officer(s) signing to bind the
corporation.)
APPROVED AS TO FORM:
CELIA A. BREWER, City Attorney
BY:
Deputy City Attorney
DocuSign Envelope ID: 9C5C2322-4221-4FF0-BD18-9CA6CD224DCD
April 11, 2019
PWL19-743GS
Installation of Uninterrupted Power
Source for STC Classroom AV Systems - 3 - City Attorney Approved 2/29/2016
EXHIBIT A
PROPOSAL FOR INSTALLATION OF UNINTERRUPTED POWER SOURCE (UPS)
FOR STC CLASSROOM AV SYSTEMS
AVI Systems Inc., 7270 Trade St, Suite 102 San Diego, CA, 92121-2384 | Phone: (858)653-4300
Proposal Number: 932509 Proposal Date: March 04, 2019
Prepared For: City of Carlsbad
Attn: Jason Kennedy
Prepared By: Ryan Walsh
Phone: (858)653-4339 Email: ryan.walsh@avisystems.com
INTEGRATION SCOPE OF WORK
A. SUMMARY: The City of Carlsbad has requested to have one UPS integrated into the AV systems
equipment rack at the Safety Training Center located at 5750 Orion Street, Carlsbad, CA 92010. AVI
Systems, Inc., will provide and install two (2) power conditioners that will allow for sequenced powering
on/off and one UPS that will power the systems rack long enough for it to go through a gradual shutdown
sequence in the case of a power outage.
B. SYSTEM DESCRIPTION:
• Functionality Description: Power conditioners and a UPS to provide a sequenced shutdown of
the Safety Training Center equipment rack in the case of a power outage.
• Programming:
o The power conditioners will be programmed for a sequenced shutdown of equipment in
the correct order due to any power loss to the rack. When the power comes back on the
power conditioners will also be programmed to perform a sequenced restart of the equipment in the rack to prevent electrical surges.
• Equipment Location:
o Power conditioners and UPS will be installed in the Safety Training Center equipment
rack located in Classroom 1.
C. EXCLUSIONS: The following work is not included in this Scope of Work:
• All conduits, high voltage, wiring panels, breakers, relays, boxes, receptacles, etc.
• Concrete saw cutting and/or core drilling.
• Fire wall, ceiling, roof and floor penetration.
• Necessary gypsum board replacement and/or repair.
• Necessary ceiling tile or T-bar modifications, replacements and/or repair.
• Structural support of equipment *AVI Systems not responsible for building related vibrations
• All millwork (moldings, trim, cut outs, etc.).
• Patching and painting.
• Permits (unless specifically provided for and identified within the contract).
• Unless otherwise stated the pricing in this agreement does not include prevailing wage or union
labor.
• Unless specifically noted lifts and scaffolding are not included.
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PWL19-743GS
Installation of Uninterrupted Power
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D. CONSTRUCTION CONSIDERATIONS:
In order to accomplish the outlined goals of this project, the Customer will be responsible for contracting
with an outside entity to make the necessary modifications to the space as directed by AVI Systems.
The costs associated with these modifications are not included in this proposal. At this time, there are
no identifiable modifications to the cabinet or infrastructure required for this project.
E. NOTICE: THIS SCOPE OF WORK IS DELIVERED ON THE BASIS OF THE FOLLOWING
ASSUMPTIONS:
• The room(s) match(es) the drawings provided.
• Site preparation by the Customer and their Contractors includes electrical and data placement
per AVI Systems specification.
• Site preparation will be verified by AVI Systems project manager or representative before
scheduling of the installation. All work areas should be clean and dust free prior to the beginning
of on-site integration of electronic equipment.
• Customer communication of readiness will be considered accurate and executable by AVI
Systems project manager.
• In the event of any arrival to site that AVI Systems is not able to execute work and definable
progress, the Customer will be charged a $250.00 Mobilization Fee to offset the lost time due
to the lack of readiness. The Mobilization Fee will be presented as a Contract Change Order
and will/may halt work until acceptance by the Customer and rescheduling of the integration
effort is agreed upon.
• Rescheduling and redeployment of AVI Systems technicians due to unacceptable site
preparation may cause scheduling delays of up to 10 business days.
• There is access to the building / facility and the room(s) for equipment and materials.
• There is secure storage for equipment during a multi-day integration.
• If Customer furnished equipment and existing cabling is to be used, AVI Systems assumes that
these items are in good working condition at this time and will integrate into the designed
solution. Any repair, replacement and/or configuration of these items that may be necessary will
be made at an additional cost.
• All Network configurations including IP addresses are to be provided, operational and functional
before AVI Systems integration begins. AVI Systems will not be responsible for testing the LAN
connections.
• Cable or Satellite drops must be in place with converter boxes operational before the completion
of integration. Any delay resulting in extra work caused by late arrival of these items will result
in a change order for time and materials.
• Document review / feedback on drawings / correspondence will be completed by the Customer
within two business days (unless otherwise noted).
• The documented Change Control process will be used to the maximum extent possible – the
Customer will have an assigned person with the authority to communicate/approve project Field
Directed Change Orders and Contract Change Orders (see Appendix).
• In developing a comprehensive proposal for equipment and integration services AVI Systems’
Sales Representatives and Engineering teams must make some assumptions regarding the
physical construction of your facility, the availability of technical infrastructure and site conditions
for installation. If any of the conditions we have indicated in the site survey form are incorrect or
have changed for your particular project or project site, please let your Sales representative
know as soon as possible. Conditions of the site found during integration effort which are
different from those documented may have an effect on the price of the system solution,
integration or services. To ensure that you have an accurate proposal based on your facility and
specific to the conditions of your project, please review all project documentation carefully.
F. INTEGRATION PROJECT MANAGEMENT PROCESSES
AVI Systems, Inc., will follow a foundational project management process which may include the
following actions/deliverables (based on the size/complexity/duration of the integration project):
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PWL19-743GS
Installation of Uninterrupted Power
Source for STC Classroom AV Systems - 5 - City Attorney Approved 2/29/2016
• Site Survey – performed prior to installation.
• Project Welcome Notice – emailed upon receipt of Purchase Order.
• Project Kick-Off meeting with Customer Representative(s) – either by phone or in-person.
• Project Status reviews – informal or formal – either by phone or in-person (based on the
size/complexity/duration of the project).
• Project Change Control – comprised of Field Directed Change Order and/or Contract Change
Order submittals (see Appendix).
• Notice of Substantial Completion (see Appendix) – at Customer walk-through – prior to Service
transition.
G. KNOWLEDGE TRANSFER (TRAINING)
This is geared specifically towards the end-user / operator. The purpose of this knowledge transfer is to
provide operators with the necessary knowledge to confidently and comfortably operate all aspects of
the integrated system. Areas covered include the following:
• Equipment and system overview.
• Equipment operation and function.
• Equipment start up, stop, and shut down.
• Equipment automatic and manual operation.
• Discussion and documentation relating to control system operation.
• Discussion and documentation relating to system processor and its control applications.
• Powering up, powering down AV system via control system.
• Manual operation of display systems, audio system and all other related components.
• Use/operation of patch panels, when and where to be used.
• Who to call when help is required.
H. AVI SYSTEMS INTEGRATION SERVICES RESPONSIBILITIES
AVI Systems, Inc., will provide services/work for the project as described above in the Scope of Work or
per any attached separate Scopes of Work detailing the work to be performed.
• Provide equipment, materials and service items per the contract products and services detail.
• Provide systems equipment integration and supervisory responsibility of the equipment
integration.
• Provide systems configuration, checkout and testing.
• Provide project timeline schedules.
• Provide necessary information, as requested, to the owner or other parties involved with this
project to ensure that proper AC electrical power and cableways and/or conduits are provided
to properly integrate the equipment within the facilities.
• Provide manufacturer supplied equipment documentation.
• Provide final documentation and “as built” system drawings (CAD). Update current drawings.
• Provide system training following integration to the designated project leader or team.
I. CUSTOMER INTEGRATION SERVICES RESPONSIBILITIES
• Provide for the construction or modification of the facilities for soundproofing, lighting, electrical,
HVAC, structural support of equipment, and decorating as appropriate. Includes installation of
ceiling mounted projection screen.
• Provide for the ordering, provisioning, installation, wiring and verification of any Data Network
(LAN, WAN, T1, ISDN, etc.) and Telephone Line (Analog or Digital) equipment and services
prior to on-site integration.
• Provide all necessary cableways and/or conduits required to facilitate AV systems wiring.
• Provide all necessary conduit, wiring and devices for technical power to the AV systems
equipment.
• Provide reasonable accesses of AVI Systems personnel to the facilities during periods of
DocuSign Envelope ID: 9C5C2322-4221-4FF0-BD18-9CA6CD224DCD
PWL19-743GS
Installation of Uninterrupted Power
Source for STC Classroom AV Systems - 6 - City Attorney Approved 2/29/2016
integration, testing and training, including off hours and weekends.
• Provide a secure area to house all integration materials and equipment.
• Provide a project leader who will be available for consultation and meetings.
• Provide timely review and approval of all documentation (Technical Reports, Drawings,
Contracts, etc.).
J. PRODUCTS AND SERVICES COSTS
Model # Mfg. Description Qty Price Extended
CN-1800S TVONE 1-RU Power Conditioner/Smart Sequencer, 15A, Remote SMP 2 $441.00 $882.00
C2N-IO CRESTRON Control Port Expansion Module 1 $177.00 $177.00
UPS-2200R MIDDLE ATLANTI 2200VA/1650W UPS 1 $1,102.00 $1,102.00
On-Site Integration 1 $306.00 $306.00
Testing & Acceptance 1 $700.00 $700.00
Project Management 1 $588.00 $588.00
Shipping & Handling 1 $58.00 $58.00
Tax 1 $167.48 $167.48
TOTAL COST: $3,980.48
K. INVOICING AND PAYMENT TERMS
Customer and AVI have agreed on the payment method of ACH. Payment must be remitted by stated
method. To the extent Customer seeks to use of any payment methods other than stated, and that
payment method results in an increased transaction cost to AVI, the new payment must be approved
in writing, and the Customer shall be responsible for paying the increased transaction cost to AVI
associated with the change in payment method. Payments shall be made 30 days from invoice date.
So long as the invoice has been sent and the Customer’s payment is made within the terms work will
continue.
AVI uses progress billing, and invoices for equipment and services allocated to the contract on
a monthly basis. Unless otherwise specified, all items quoted (goods and services) as well as
applicable out of pocket expenses (permits, licenses, shipping, etc.) are invoiced in summary
(including applicable sales taxes due for each category of invoiced items).
Customer is to make payments to the following “Remit to” address:
AVI Systems
NW8393 PO Box 1450
Minneapolis, MN 55485-8393
A monthly summary of detailed equipment received is available upon request. Equipment received may
be different than equipment billed based on agreed billing method.
DocuSign Envelope ID: 9C5C2322-4221-4FF0-BD18-9CA6CD224DCD