HomeMy WebLinkAboutAVI SYSTEMS; 2011-01-27;AGREEMENT FOR AUDIO/VIDEO SYSTEM IMPLEMENTATION AND SERVICES
AVI SYSTEMS
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THIS AGREEMENT is made and entered into as of the c3^7 daV of
20 II . by and between the CITY OF CARLSBAD, a municipal
corporation, ("CityT and AVI Systems Inc.. a Corporation. ("Contractor").
RECITALS
A. City requires the professional services of a Audio/Video Provider that is
experienced in the distribution and installation of professional A/V equipment.
B. Contractor has the necessary experience in providing professional services and
advice related to implementation of equipment.
C. Selection of Contractor is expected to achieve the desired results in an expedited
fashion.
0. Contractor has submitted a proposal to City and has affirmed its willingness and
ability to perform such work.
NOW, THEREFORE, in consideration of these recitals and the mutual covenants
contained herein, City and Contractor agree as follows:
1- SCOPE OF WORK
City retains Contractor to perform, and Contractor agrees to render, those services (the
"Services") that are defined in attached Exhibit "A", which is incorporated by this reference in
accordance with this Agreement's terms and conditions.
2. STANDARD OF PERFORMANCE
While performing the Services, Contractor will exercise the reasonable professional care and
skill customarily exercised by reputable members of Contractor's profession practicing in the
Metropolitan Southern California Area, and will use reasonable diligence and best judgment
while exercising its professional skill and expertise.
3. TERM
The term of this Agreement will be effective for a period of 9 months from the date first above
written.
4- TIME IS OF THE ESSENCE
Time is of the essence for each and every provision of this Agreement.
5. COMPENSATION
The total fee payable for the Services to be performed during the initial Agreement term will be
twenty four thousand one hundred dollars and forty-one cents ($24,100.41). No other
compensation for the Services will be allowed except for items covered by subsequent
amendments to this Agreement. The City reserves the right to withhold a ten percent (10%)
retention until City has accepted the work and/or Services specified in Exhibit "A".
Incremental payments, if applicable, should be made as outlined in attached Exhibit "A".
6. STATUS OF CONTRACTOR
Contractor will perform the Services in Contractor's own way as an independent contractor and
in pursuit of Contractor's independent calling, and not as an employee of City. Contractor will be
under control of City only as to the result to be accomplished, but will consult with City as
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necessary. The persons used by Contractor to provide services under this Agreement will not
be considered employees of City for any purposes.
The payment made to Contractor pursuant to the Agreement will be the full and complete
compensation to which Contractor is entitled. City will not make any federal or state tax
withholdings on behalf of Contractor or its agents, employees or subcontractors. City will not be
required to pay any workers' compensation insurance or unemployment contributions on behalf
of Contractor or its employees or subcontractors. Contractor agrees to indemnify City within
thirty (30) days for any tax, retirement contribution, social security, overtime payment,
unemployment payment or workers' compensation payment which City may be required to
make on behalf of Contractor or any agent, employee, or subcontractor of Contractor for work
done under this Agreement. At the City's election, City may deduct the indemnification amount
from any balance owing to Contractor.
7. SUBCONTRACTING
Contractor will not subcontract any portion of the Services without prior written approval of City.
If Contractor subcontracts any of the Services, Contractor will be fully responsible to City for the
acts and omissions of Contractor's subcontractor and of the persons either directly or indirectly
employed by the subcontractor, as Contractor is for the acts and omissions of persons directly
employed by Contractor. Nothing contained in this Agreement will create any contractual
relationship between any subcontractor of Contractor and City. Contractor will be responsible for
payment of subcontractors. Contractor will bind every subcontractor and every subcontractor of
a subcontractor by the terms of this Agreement applicable to Contractor's work unless
specifically noted to the contrary in the subcontract and approved in writing by City.
8. OTHER CONTRACTORS
The City reserves the right to employ other Contractors in connection with the Services.
9. INDEMNIFICATION
Contractor agrees to indemnify and hold harmless the City and its officers, officials, employees
and volunteers from and against all claims, damages, losses and expenses including attorneys
fees arising out of the performance of the work described herein caused by any negligence,
recklessness, or willful misconduct of the Contractor, any subcontractor, anyone directly or
indirectly employed by any of them or anyone for whose acts any of them may be liable.
The parties expressly agree that any payment, attorney's fee, costs or expense City incurs or
makes to or on behalf of an injured employee under the City's self-administered workers'
compensation is included as a loss, expense or cost for the purposes of this section, and that
this section will survive the expiration or early termination of this Agreement.
10. INSURANCE
Contractor will obtain and maintain for the duration of the Agreement and any and all
amendments, insurance against claims for injuries to persons or damage to property which may
arise out of or in connection with performance of the services by Contractor or Contractor's
agents, representatives, employees or subcontractors. The insurance will be obtained from an
insurance carrier admitted and authorized to do business in the State of California. The
insurance carrier is required to have a current Best's Key Rating of not less than "A-:VH". OR
with a surplus line insurer on the State of California's List of Eligible Surplus Line Insurers
(LESLI) with a rating in the latest Best's Key Rating Guide of at least UA:X".
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10.1 Coverages and Limits.
Contractor will maintain the types of coverages and minimum limits indicated below, unless City
Attorney or City Manager approves a lower amount. These minimum amounts of coverage will
not constitute any limitations or cap on Contractor's indemnification obligations under this
Agreement. City, its officers, agents and employees make no representation that the limits of
the insurance specified to be carried by Contractor pursuant to this Agreement are adequate to
protect Contractor. If Contractor believes that any required insurance coverage is inadequate,
Contractor will obtain such additional insurance coverage, as Contractor deems adequate, at
Contractor's sole expense.
10.1.1 Commercial General Liability Insurance. $1,000,000 combined singte-limit
per occurrence for bodily injury, personal injury and property damage. If the submitted policies
contain aggregate limits, general aggregate limits will apply separately to the work under this
Agreement or the general aggregate will be twice the required per occurrence limit.
10.1.2 Automobile Liability (if the use of an automobile is involved for
Contractor's work for City). $1,000,000 combined single-limit per accident for bodily injury and
property damage.
10.1.3 Workers' Compensation and Employer's Liability. Workers' Compensation
limits as required by the California Labor Code. Workers' Compensation will not be required if
Contractor has no employees and provides, to City's satisfaction, a declaration stating this.
10.1.4 Professional Liability. Errors and omissions liability appropriate to
Contractor's profession with limits of not less than $1,000,000 per claim. Coverage must be
maintained for a period of five years following the date of completion of the work.
10.2. Additional Provisions. Contractor will ensure that the policies of insurance required under
this Agreement contain, or are endorsed to contain, the following provisions:
10.2.1 The City will be named as an additional insured on General Liability.
10.2.2 Contractor will obtain occurrence coverage, excluding Professional
Liability, which will be written as claims-made coverage.
10.2.3 This insurance will be in force during the life of the Agreement and any
extensions of it and will not be canceled without thirty (30) days prior written notice to City sent
by certified mail pursuant to the Notice provisions of this Agreement.
10.3 Providing Certificates of Insurance and Endorsements. Prior to City's execution of this
Agreement, Contractor will furnish certificates of insurance and endorsements to City.
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10.4 Failure to Maintain Coverage. If Contractor fails to maintain any of these insurance
coverages, then City will have the option to declare Contractor in breach, or may purchase
replacement insurance or pay the premiums that are due on existing policies in order to
maintain the required coverages. Contractor is responsible for any payments made by City to
obtain or maintain insurance and City may collect these payments from Contractor or deduct the
amount paid from any sums due Contractor under this Agreement.
10.5 Submission of Insurance Policies. City reserves the right to require, at anytime, complete
and certified copies of any or all required insurance policies and endorsements.
11. BUSINESS LICENSE
Contractor will obtain and maintain a City of Carlsbad Business License for the term of the
Agreement, as may be amended from time-to-time.
12. ACCOUNTING RECORDS
Contractor will maintain complete and accurate records with respect to costs incurred under this
Agreement. All records will be clearly identifiable. Contractor will allow a representative of City
during normal business hours to examine, audit, and make transcripts or copies of records and
any other documents created pursuant to this Agreement. Contractor will allow inspection of all
work, data, documents, proceedings, and activities related to the Agreement for a period of
three (3) years from the date of final payment under this Agreement
13. OWNERSHIP OF DOCUMENTS
All work product produced by Contractor or its agents, employees, and subcontractors pursuant
to this Agreement is the property of City. In the event this Agreement is terminated, all work
product produced by Contractor or its agents, employees and subcontractors pursuant to this
Agreement will be delivered at once to City. Contractor will have the right to make one (1) copy
of the work product for Contractor's records.
14. COPYRIGHTS
Contractor agrees that all copyrights that arise from the services will be vested in City and
Contractor relinquishes all claims to the copyrights in favor of City.
15. NOTICES
The name of the persons who are authorized to give written notices or to receive written notice
on behalf of City and on behalf of Contractor under this Agreement.
For City For Contractor
Name Kevin Granse Name John Day
Title Recreation Area Manager Title Account Manager
Department Parks & Recreation Address 7270 Trade St. Suite 102
City of Carlsbad San Diego, CA 92121
Address 6200 Flying LC Lane Phone No. (858)864-5878
Carlsbad, CA 92009
Phone No. (760)931-1052
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Each party will notify the other immediately of any changes of address that would require any
notice or delivery to be directed to another address.
16. CONFLICT OF INTEREST
City will evaluate Contractor's duties pursuant to this Agreement to determine whether
disclosure under the Political Reform Act and City's Conflict of Interest Code is required of
Contractor or any of Contractor's employees, agents, or subcontractors. Should it be
determined that disclosure is required, Contractor or Contractor's affected employees, agents,
or subcontractors will complete and file with the City Clerk those schedules specified by City
and contained in the Statement of Economic Interests Form 700.
Contractor, for Contractor and on behalf of Contractor's agents, employees, subcontractors and
consultants warrants that by execution of this Agreement, that they have no interest, present or
contemplated, in the projects affected by this Agreement. Contractor further warrants that
neither Contractor, nor Contractor's agents, employees, subcontractors and consultants have
any ancillary real property, business interests or income that will be affected by this Agreement
or, alternatively, that Contractor will file with the City an affidavit disclosing this interest.
17. GENERAL COMPLIANCE WITH LAWS
Contractor will keep fully informed of federal, state and local laws and ordinances and
regulations which in any manner affect those employed by Contractor, or in any way affect the
performance of the Services by Contractor. Contractor will at all times observe and comply with
these laws, ordinances, and regulations and will be responsible for the compliance of
Contractor's services with all applicable laws, ordinances and regulations.
Contractor will be aware of the requirements of the Immigration Reform and Control Act of 1986
and will comply with those requirements, including, but not limited to, verifying the eligibility for
employment of all agents, employees, subcontractors and consultants that the services required
by this Agreement.
18. DISCRIMINATION AND HARASSMENT PROHIBITED
Contractor will comply with all applicable local, state and federal laws and regulations prohibiting
discrimination and harassment.
19. DISPUTE RESOLUTION
If a dispute should arise regarding the performance of the Services the following procedure will
be used to resolve any questions of fact or interpretation not otherwise settled by agreement
between the parties. Representatives of Contractor or City will reduce such questions, and their
respective views, to writing. A copy of such documented dispute will be forwarded to both
parties involved along with recommended methods of resolution, which would be of benefit to
both parties. The representative receiving the letter will reply to the letter along with a
recommended method of resolution within ten (10) business days. If the resolution thus
obtained is unsatisfactory to the aggrieved party, a letter outlining the disputes will be forwarded
to the City Manager. The City Manager will consider the facts and solutions recommended by
each party and may then opt to direct a solution to the problem. In such cases, the action of the
City Manager will be binding upon the parties involved, although nothing in this procedure will
prohibit the parties from seeking remedies available to them at law.
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20. TERMINATION
In the event of the Contractor's failure to prosecute, deliver, or perform the Services, City may
terminate this Agreement for nonperformance by notifying Contractor by certified mail of the
termination. If City decides to abandon or indefinitely postpone the work or services
contemplated by this Agreement, City may terminate this Agreement upon written notice to
Contractor. Upon notification of termination, Contractor has five (5) business days to deliver any
documents owned by City and all work in progress to City address contained in this Agreement
City will make a determination of fact based upon the work product delivered to City and of the
percentage of work that Contractor has performed which is usable and of worth to City in having
the Agreement completed. Based upon that finding City will determine the final payment of the
Agreement.
Either party upon tendering thirty (30) days written notice to the other party may terminate this
Agreement. In this event and upon request of City, Contractor will assemble the work product
and put it in order for proper filing and closing and deliver it to City. Contractor will be paid for
work performed to the termination date; however, the total will not exceed the lump sum fee
payable under this Agreement. City will make the final determination as to the portions of tasks
completed and the compensation to be made.
21. COVENANTS AGAINST CONTINGENT FEES
Contractor warrants that Contractor has not employed or retained any company or person, other
than a bona fide employee working for Contractor, to solicit or secure this Agreement, and that
Contractor has not paid or agreed to pay any company or person, other than a bona fide
employee, any fee, commission, percentage, brokerage fee, gift, or any other consideration
contingent upon, or resulting from, the award or making of this Agreement. For breach or
violation of this warranty, City will have the right to annul this Agreement without liability, or, in
its discretion, to deduct from the Agreement price or consideration, or otherwise recover, the full
amount of the fee, commission, percentage, brokerage fees, gift, or contingent fee.
22. CLAIMS AND LAWSUITS
By signing this Agreement, Contractor agrees that any Agreement claim submitted to City must
be asserted as part of the Agreement process as set forth in this Agreement and not in
anticipation of litigation or in conjunction with litigation. Contractor acknowledges that if a false
claim is submitted to City, it may be considered fraud and Contractor may be subject to criminal
prosecution. Contractor acknowledges that California Government Code sections 12650 etseq..
the False Claims Act applies to this Agreement and, provides for civil penalties where a person
knowingly submits a false claim to a public entity. These provisions include false claims made
with deliberate ignorance of the false information or in reckless disregard of the truth or falsity of
information. If City seeks to recover penalties pursuant to the False Claims Act, it is entitled to
recover its litigation costs, including attorney's fees. Contractor acknowledges that the filing of a
false claim may subject Contractor to an administrative debarment proceeding as the result of
which Contractor may be prevented to act as a Contractor on any public work or improvement
for a period of up to five (5) years. Contractor acknowledges debarment by another jurisdiction
is grounds for City to terminate this Agreement.
23. JURISDICTIONS AND VENUE
Any action at law or in equity brought by either of the parties for the purpose of enforcing a right
or rights provided for by this Agreement will be tried in a court of competent jurisdiction in the
County of San Diego, State of California, and the parties waive all provisions of law providing for
a change of venue in these proceedings to any other county.
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24. SUCCESSORS AND ASSIGNS
tt is mutually understood and agreed that this Agreement will be binding upon City and
Contractor and their respective successors. Neither this Agreement or any part of it nor any
monies due or to become due under it may be assigned by Contractor without the prior consent
of City, which shall not be unreasonably withheld.
25. ENTIRE AGREEMENT
This Agreement, together with any other written document referred to or contemplated by it,
along with the purchase order for this Agreement and its provisions, embody the entire
Agreement and understanding between the parties relating to the subject matter of it. In case of
conflict, the terms of the Agreement supersede the purchase order. Neither this Agreement nor
any of its provisions may be amended, modified, waived or discharged except in a writing
signed by both parties.
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26. AUTHORITY
The individuals executing this Agreement and the instruments referenced in it on behalf of
Contractor each represent and warrant that they have the legal power, right and actual authority
to bind Contractor to the terms and conditions of this Agreement.
CONTRACTOR
*By:
*B
(print name/title)
CITY OF CARLSBAD, a municipal
corporation of the State of California
By:
/|$ShCity Manager &t
ATTEST:^^IBiF-^
X,*>'
LORRAINE M. WOOD
City Clerk <r
(print name/title)
If required by City, proper notarial acknowledgment of execution by contractor must be
attached. If a Corporation. Agreement must be signed by one corporate officer from each of the
following two groups.
*Group A.
Chairman,
President, or
Vice-President
**Group B.
Secretary,
Assistant Secretary,
CFO or Assistant Treasurer
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:
By:
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STATE OF MINNESOTA
COUNTY OF HENNEPIN
This document was acknowledged before me on /M of ^J^yi^^r-^. 20 If by
who is r-/,tJ-U- ^> g <- ~r^^ of AVI Systems Inc.-|/x,/
Notary
JANICE K. BROSZ
Notary Public-Minnesota
My commission expires l
EXHIBIT "A"
SCOPE OF SERVICES
Equipment received, and materials and labor expended may be billed on a monthly basis.
Statement of Services to Be Provided
• One Panasonic 65" inch plasma monitor with speakers will be mounted on a VFI mobile
presentation cart with casters.
• The cart will have an LG RC897T DVD/VHS combo player and LG BD550 Blu-ray player
mounted in the rack.
• A Hitachi 5,000 lumens XGA 3LCD projector will be placed on a Video Furniture
International (VFI) multimedia black cart designed for projectors and audiovisual
equipment.
• A Hitachi LL-603 long throw zoom lens will be provided to accommodate for the distance
from the screen to the projector.
• The multimedia cart will house A/V equipment including an LG RC897T DVD/VHS
player, LG 6D550 Blu-ray player, input for a customer supplied laptop, a QSC RMX850
2 channel 60 watt audio amplifier, and Radio Design Labs STD-10K audio mixing
components. Power for the equipment will be provided by connecting to a floor box.
• A Da-Lite Model C 100 inch diagonal, matte white, manual projection screen will be
mounted on the wall above the retail opening. A pull rod will be provided to assist in
lowering and raising the screen.
• Two JBL Pro Control 28 audio speakers will be mounted on the wall. One located on the
left side and one on the right side of the projection screen.
• Potential audio sources will come from a DVD/VHS player, Blu-ray player and a
customer provided laptop.
• The Plasma monitor and the projector will be independent It will not be possible to
display the same source on both displays.
• This audiovisual system does not include a control system. The user will control the
Plasma, Projector, Blu-ray players and the DVD/VHS players by using the manufacturer
supplied remote controls.
• One VFI LE3050 mobile lectern will be provided to Carrillo Ranch.
• One Sennheiser EW135G3-A wireless microphone system will be provided and installed
by AVI. AVI will rack mount the receiver in the VFI multimedia cart. The microphone will
be given to Carrillo and stored at their desired location.
• Four (4) FSR WB-3G 4" deep 4 gang wall boxes with back boxes will be furnished by
AVI and installed by the electrical contractor. The electrical contractor will provide all
conduits to the wall boxes. AV cabling will not be run to the wall boxes at this time, but
can be run in the future. Openings on the wall boxes will be covered by blank plates.
Input/equipment specific A/V plates will not be used at this time to allow for system
changes based on future technology.
• AVI will provide the OFE floor box with connections for the Speakers.
• All conduits to the floor box to be provided by the electrical contractor.
• A/V cabling will be run by AVI from the floor box to the audio speakers.
• Cabling for power and data will be provided by the electrical contractor.
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AVI Systems, Inc. Responsibilities
• Provide equipment, materials and labor items as listed.
• Provide systems equipment installation and supervisory responsibility of the equipment
installation.
• Provide systems checkout, programming and testing.
• Provide project timeline schedules.
• Provide necessary information, as requested, to the owner or other contractors involved
with this project to insure 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 system training following installation to the designated project leader or team.
City of Carlsbad Responsibilities
• Provide for the construction or modification of the facilities for soundproofing, lighting,
electrical, HVAC, structural support of equipment, and decorating as appropriate.
• Provide for the ordering, provisioning, installation, wiring and verification of any Data
Network (LAN, WAN, Tl, ISDN, etc.) and Telephone Line (Analog or Digital) equipment
and services prior to on-site installation.
• 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, Inc. personnel to the facilities during
periods of installation, testing and training, including off hours and weekends.
• Provide a secure area to house all installation 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.).
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Equipment List
Model No.Manu.Description Qtv. Price Extended
TY-SP65P11WK
TH-65PF20U
BD550
RC897T
PL3070
PM-S
RSH4A2S
RSH4A3S
PD-615C
26-490-02
26-650-06
CP-X809 Series
LL-603
RMX-850
STD-10K
EW135G3-A
103420
RackRail 12
85410
74689
Control 28
LE3050
SHLF
70-090-12
60-301-02
WB-3G-C
WB-3G-4
Panasonic
Panasonic
LG
LG
VFI
VFI
Mid Atlantic
Mid Atlantic
Mid Atlantic
Extron
Extron
Hitachi
Hitachi
QSC
Radio Design
Labs
Sennheiser
VFI
VFI
DA-LITE
DA-LITE
JBL Pro
VFI
VFI
Extron
Extron
FSR
FSR
65" Speaker Kit 1
65" HD Plasma 1
Display
Blu-ray Disc Player 2
DVD recorder + 2
VCR combo
Single Plasma Stand 1
Heavy Duty Plasma 1
Mount
LG BD550 Rack 2
Shelf
LG RC897T Rack 2
Shelf
6 outlet SQL 15 amp 2
Power
VGA-A M-M MD/6 2
HDMI M-M pro/6 2
XGA 5000 Lumens, 1
1000:1 contrast ratio
Long throw lens for 1
X605, X609 projector
2 channels, 200 1
watts/channel
Divider/combiner 1
Handheld transmitter 1
with mountable receiver
Multimedia cart 1
12RU rack rail 1
Retrofit kit
Model C W/CSR. 1
100D60X80NPAMW
Pull Rod 1
8" 2-way w/ horn 2
Bracket
Mobie Lectern w/ 1
Dark cherry finish
3/4" MDF shelf 1
Dbl space blank plate 3
AAP NeutrikS, Black 1
Locking wall box 4
4" deep back box 4
$770
$4,812
$193
$262
$700
$587
$96
$96
$86
$24
$35
$3,325
$1,787
$341
$48
$562
$371
$69
$324
$8
$197
$449
$17
$12
$29
$158
$78
$770
$4,812
$386
$524
$700
$587
$192
$192
$172
$48
$70
$3,325
$1,787
$341
$48
$562
$371
$69
$324
$8
$197
$449
$17
$36
$29
$632
$312
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Implementation Costs
Engineering & drawings, project coordination, cable placement, $4,603
In-shop and onsite installation, travel
Shipping $750
Sales Tax $1,508.41
Total $24,100.41
City Attorney Approved Version 9.22.10