HomeMy WebLinkAbout1999-03-09; City Council; 15086; Carlsbad City Library Projecta 25 E. %
AB# 15;086< ‘.
MTG. 3-9-97
DEPT. CD
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CITY OF CARLSBAD - AGEN;A BILL’
TITLE: AUDIO - VISUAL SYSTEM DESIGN
AND SPECIAL INSPECTION AND
TESTING AGREEMENTS FOR THE
CARLSBAD CITY LIBRARY PROJECT CITYMGR e
RECOMMENDED ACTION:
It is recommended the City Council ADOPT RESOLUTION NO. qs* 8 1 APPROVING
an agreement with Cibola Systems, Incorporated for audio - visual systems design and
installation services and Amendment No. 1 to an existing agreement with Law - Crandall,
Incorporated for continuing special inspection and testing services for the Carlsbad City
Library Project.
ITEM EXPLANATION:
Construction of the Carlsbad City Library Project is approximately 70% complete and is on
schedule to be opened for the public this coming Summer. In addition to the physical
construction of the building, the project also includes an extensive list of systems,
furnishings, and equipment to be provided by the City in advance of the opening of the
facility. The City Council has recently awarded contracts to provide the library shelving
and library furniture. Several other components of the project to be provided by the City
are currently being prepared, bid, and contracts will be forthcoming to the City Council
over the next few months. Coordination of the installation of these components is the
responsibility of the City and is being managed by the City’s project team consisting of City
Library staff and our architects, interior designers, and construction managers.
One of the most significant components of the new Library facility is the design and
installation of a state of the art audio - visual system. This system will include capabilities
to record and transmit all activities occurring in the auditorium. The system will also
address audio - visual program needs for the Library taking place in the multi-purpose
room, the second floor conference room, staff lounge, and have the ability to capture other
indoor and outdoor program activities that will take place in the art gallery, the entry
courtyard, and the Children’s Sculpture Garden. Representatives of Danielscablevision
have had ongoing participation in the design of this system dating back to 1990 when the
project was first begun.
Design and installation of the audio - visual system is very complex and highly specialized
work. Attached is an agreement with Cibola Systems, Incorporated of Santa Ana,
California to provide the needed services. Cibola will design the audio - visual system,
prepare detailed engineering drawings and specifications, provide an equipment list which
the City will competitively bid and secure through separate contract, receive and test the
equipment, and undertake the installation process. Cibola will also provide to the City all
warranty data from the individual equipment manufacturers, prepare a system
maintenance program, and undertake Library staff training.
Cibola has an extensive private company and public agency client list and has performed
similar system design and installation services for many years. Staff recommends
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approval of the attached consulting agreement.
Also attached for the City Council’s approval is Amendment No. 1 to an existing
agreement approved by the City Council on August 26, 1997 with Law - Crandall,
Incorporated for special inspection and testing services on the City’s construction site.
The existing agreement’s scope of work and estimated fees for services have been
exhausted and an extension of services is required. Law - Crandall is providing ongoing
specialized inspection services to the City for all structural steel including all fabrication
and welding, masonry, and the built-up roofing system. Additionally, Law - Crandall is
performing all testing services required for the site grading, soils compaction, and the
.extensive concrete work throughout the site. Staff recommends approval of the attached
Amendment No. 1 required for the continuation of the ongoing special inspection and
testing services for the Carlsbad City Library Project.
FISCAL IMPACT:
The cost of the Cibola Systems, Incorporated contract to provide the extensive audio -
visual system design and installation services required of the Carlsbad City Library Project
is $246,716. These funds already exist within the Library Project budget and do not
require further appropriations.
The cost of Amendment No. lwith Law - Crandall, Incorporated is $80,79lfor the required
ongoing special inspection and testing services. Similarly, these funds already exist within
the Library Project budget and also do not require further appropriations.
EXHIBITS:
1. Resolution No. 99 - 8 1 approving an agreement with Cibola Systems,
Incorporated and Amendment No. 1 to an existing agreement with Law - Crandall,
Incorporated regarding the Carlsbad City Library Project.
2. Cibola Systems, Incorporated agreement.
3. Law - Crandall, Incorporated agreement Amendment No. 1.
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OLUTION NO. w-81
A RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF CARLSBAD, CALIFORNIA, APPROVING
AN AGREEMENT FOR AUDIO - VISUAL DESIGN
SERVICES AND AN AMENDMENT TO AN EXISTING
CONTRACT FOR CONTINUED SPECIAL INSPECTION
AND TESTING SERVICES FOR THE CARLSBAD CITY
LIBRARY PROJECT. CITY PROJECT NO . 32 441
WHEREAS, the City Council of the City of Carlsbad, California, has previously
approved the construction of the Carlsbad City Library Project, hereinafter referred to as the
“Project;” and
WHEREAS, the design and installation of an advanced audio - visual system is integral
to the final development of the Project; and
WHEREAS, said work is highly specialized requiring the services of an experienced and
technically proficient company with specific expertise in the design and installation of complex
audio - visual systems and their components; and
WHEREAS, an agreement has been prepared with Cibola Systems, Incorporated to
provide the needed services for the Project; and
WHEREAS, on August 26, 1997, the City Council approved an agreement’ with Law -
Crandall, Incorporated to provide special inspection and testing services for the Project; and
WHEREAS, the scope of work and associated costs for said agreement have been
exhausted requiring the preparation of an amendment to said agreement extending the agreement
through the completion of the Project; and
WHEREAS, an amendment to the aforementioned agreement has been prepared with
Law - Crandall, Incorporated required of the Project; and
WHEREAS, the City Council hereby finds it necessary, desirable, and in the public
interest to proceed with the approval of the aforementioned agreement with Cibola Systems,
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Incorporated for the required audio - visual systems design and installation services and the
required amendment to the aforementioned agreement with Law - Crandall, Incorporated for the
continuing special inspection and testing services required of the Project.
NOW, THEREFORE, be it resolved as follows:
1 1. That the above recitations are true and correct. -
I 2. That an agreement with Cibola Systems, Incorporated is hereby approved and the
Mayor is authorized to execute said agreement. Following the Mayor’s execution of said
agreement, the City Clerk is authorized and directed to forward copies of this Resolution and the
signed agreement to Cibola Systems, Incorporated, attention: Ms. Diana Theron, 1118 East 17’
Street, Santa Ana, California 92701-2620, and the Community Development and Library
Departments.
3. That an amendment to an existing agreement with Law - Crandall, Incorporated is
hereby approved and the Mayor is authorized to execute said amendment. Following the
Mayor’s execution of said amendment, the City Clerk is authorized and directed to forward
copies of this Resolution and the signed amendment to Law - Crandall, Incorporated, attention:
Mr. Larry Carroll, 9177 Sky Park Court, Suite A, San Diego, California 92123, and the
Community Development and Library Departments.
PASSED, APPROVED, AND ADOPTED at a regular meeting of the Carlsbad City
Council held on the 9th day of March , 1999, by the following vote, to wit:
AYES: Council Members Lewis, Hall, Finnila, Nygaard and Kulchin
NOES: None
ABSENT.: None
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A
CLAUDE A. LEWIS, Mayor
ATTEST:
l5i-h.h &*qh,
ALETHA L. RAUTENKIWN 2, City Clerk
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AGREEMENT FOR AUDIOVISUAL SYSTEM DESIGN
AND INSTALLATION CONSULTING SERVICES
THIS AGREEMENT is made and entered into as of the 16th day of February,
1999, by and between the CITY OF CARLSBAD, a municipal corporation, hereinafter
referred to as “City”, and CIBOLA SYSTEMS, CORPORATION, hereinafter referred to
as “Contractor.”
CITALS
City requires the services of an audiovisual design and installation Contractor to
provide the necessary services for the preparation of detailed engineering plans and
specifications, equipment lists, and system installation services for the Carlsbad City
Library Project, hereafter referred to as the “Project;” and Contractor possesses the
necessary skills and qualifications to provide the services required by the City;
NOW, THEREFORE, in consideration of these recitals and the mutual covenants
contained herein, City and Contractor agree as follows:
1. . CONTRACTOR S ORLIGATIONS
Contractor shall provide the specified services described in attached Exhibit “A
dated February 1, 1999, incorporated by reference and made a part hereof.
2. ClTY
The City shall pay Contractor in accordance with the fee schedule described in
Exhibit “A.” City shall appoint a designated representative to coordinate all activities of
the Project with Contractor. City shall provide copies of all available Project plans and
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specifications, construction details, exhibits, and other existing information and Project
data to Contractor. City shall make available the Project site and all facilities therein for
Contractor to undertake the scope of work as described in Exhibit “A.”
3. PROGRESS AND fU$lPlETlON
The work under this contract will begin within ten (10) days after receipt of
notification to proceed by the City and be completed within five (5) months of that date
or July 1, 1999, whichever occurs first. Extensions of time may be granted if requested
by the Contractor and agreed to in writing by the City Manager or his authorized
representative. The City Manager or his authorized representative will give allowance
for documented and substantiated unforeseeable and unavoidable delays not caused
by a lack of foresight on the part of the Contractor, or delays caused by City inaction or-
other agencies’ lack of timely action.
4.
The total fee payable for the services to be performed shall be $246,716&L No
other compensation for services will be allowed except those items covered by
supplemental agreements per Paragraph 8, “Changes in Work.” The City reserves the
right to withhold a ten percent (10%) retention from each progress payment until the
project has been accepted by the City. Return of said retention by City to Contractor
shall be made within thirty (30) calendar days of completion of the work and acceptance
by the City.
Incremental payments shall be made as outlined in attached Exhibit “A.”
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5. DlJdATlON OF CONTRACT
This agreement shall extend for a period of two (2) years from date thereof. The
contract may be extended by the City Manager for one (1) additional one (1) year
periods or parts thereof, based upon a review of satisfactory performance and the City’s
needs. The parties shall prepare extensions in writing indicating effective date and
length of the extended contract.
6. PAYllllENT
Payment of approved items on the invoice shall be mailed to the Contractor
within thirty (30) calendar days of receipt of the invoice.
7. FlNAL
Within five (5) days of completion and approval of the work as described in
attached Exhibit “A,” the Contractor shall deliver to the City all operations and
maintenance manuals, warranty documents, and other documents and system data as
described in attached Exhibit “A.”
8. CHANGES
If, in the course of the contract, changes seem merited by the Contractor or the
City, and informal consultations with the other party indicate that a change in the
conditions of the contract is warranted, the Contractor or the Clty may request a change
in contract. Such changes shall be processed by the City in the following manner: A
letter outlining the required changes shall be forwarded to the City by Contractor to
inform them of the proposed changes along with a statement of estimated changes in
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charges or time schedule. A Standard Amendment to Agreement shall be prepared by
the City and approved by the City according to the procedures described in Carlsbad
Municipal Code Section 3.28.172. Such Amendment to Agreement shall not render
ineffective or invalidate unaffected portions of the agreement.
9. COVENANTS AGAINST CONTINGENT FEES
. The Contractor warrants that their firm has not employed or retained any
company or person, other than a bona fide employee working for the 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,
the City shall 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 such fee, commission, percentage, brokerage fees, gift, or contingent fee.
10. NONDl=WUWTlON CMUSE
The Contractor shall comply with the state and federal laws regarding
nondiscrimination.
11. ION OF CONTRACT
In the event of the Contractor’s failure to prosecute, deliver, or perform the work
as provided for in this contract, the City Manager may terminate this contract for
nonperformance by notifying the Contractor by certified mail of the termination of the
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Contractor. The Contractor, thereupon, has five (5) working days to deliver said
documents owned by the City and all work in progress to the City Manager or his
authorized representative. The City Manager or his authorized representative shall
make a determination of fact based upon the documents delivered to City of the
percentage of work which the Contractor has performed which is usable and of worth to
the City in having the contract completed. Based upon that finding as reported to the
City Manager, the Manager shall determine the final payment of the contract.
This agreement may be terminated by either party upon tendering thirty (30)
days written notice to the other party. In the event of such suspension or termination,
upon request of the City, the Contractor shall assemble the work product and put same
in order for proper filing and closing and deliver said product to City. In the event of
termination, the Contractor shall be paid for work performed to the termination date;
however, the total shall not exceed the lump sum fee payable under paragraph 4. The
City Manager shall make the final determination as to the portions of tasks completed
and the compensation to be made.
12. WS m LAWSUITS
The Contractor agrees that any contract claim submitted to the City must be
asserted as part of the contract process as set forth in this agreement and not in
anticipation of litigation or in conjunction with litigation. The Contractor acknowledges
that if a false claim is submitted to the City, it may be considered fraud and the
Contractor may be subject to criminal prosecution. The Contractor acknowledges that
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rev. 8125198
California Government Code sections 12650 et seq,, the False Claims Act, 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 the City of Carlsbad seeks
to recover penalties pursuant to the False Claims Act, it is entitled to recover its
litigation costs, including attorney’s fees. The Contractor acknowledges that the filing of
a false claim may subject the Contractor to an administrative debarment proceeding
wherein the Contractor may be prevented to act as a Contractor on any public work or
improvement for a period of up to five years. The Contractor acknowledges debarment
by another jurisdiction is grounds for the City of Carlsbad to disqualify the Contractor
from the selection process,
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The provisions of Carisbad Municipal Code sections 3.32.025, 3.32.026,
3.32.027 and 3.32.028 pertaining to false claims are incorporated herein by reference.
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13. S OF THE CONTRACTON
The Contractor shall perform the services provided for herein in Contractor’s own
way as an independent Contractor and in pursuit of Contractor’s independent calling,
and not as an employee of the City. Contractor shall be under control of the City only
as to the result to be accomplished, but shall consult with the City as provided for in the
request for proposal. The persons used by the Contractor to provide services under this
agreement shall not be considered employees of the City for any purposes whatsoever.
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rev. 8125198
The Contractor is an independent Contractor of the City. The payment made to
the Contractor pursuant to the contract shall be the full and complete compensation to
which the Contractor is entitled. The City shall not make any federal or state tax
withholdings on behalf of the Contractor or its employees or subcontractors. The City
shall not be required to pay any workers’ compensation insurance or unemployment
contributions on behalf of the Contractor or its employees or subcontractors. The
Contractor agrees to indemnify the City within 30 days for any tax, retirement
contribution, social security, overtime payment, unemployment payment or workers’
compensation payment which the City may be required to make on behalf of the
Contractor or any employee or subcontractor of the Contractor for work done under this
agreement or such indemnification amount may be deducted by the City from any
balance owing to the Contractor.
The Contractor shall be aware of the requirements of the Immigration Reform
and Control Act of 1986 and shall comply with those requirements, including, but not
limited to, verifying the eligibility for empioyment of all agents, employees,
subcontractors and Consultants that are included in this agreement.
14. CONFORMITY TO WL REB
The Contractor shall cause all drawings and specifications to conform to all
applicable requirements of law: federal, state and local. Contractor shall provide all
necessary supporting documents, to be filed with any agencies whose approval is
necessary. The City will provide copies of the approved plans to any other agencies.
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15.’ OWNERSHIP OF DOCUBQENTS
All plans, studies, sketches, drawings, reports, and specifications as herein
required are the property of the City, whether the work for which they are made be
executed or not. In the event this contract is terminated, all documents, plans,
specifications, drawings, reports, and studies shall be delivered forthwith to the City.
Contractor shall have the right to make one (1) copy of the plans for its records.
16. BEPRODUCTION RIGHTS
The Contractor agrees that all copyrights which arise from creation of the work
pursuant to this contract shall be vested in City and hereby agrees to relinquish all
claims to such copyrights in favor of City.
17.
Contractor agrees to indemnify and hold harmless the City of Carlsbad 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 willful misconduct, or negligent act, or omission 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.
18. ASS-T OF CONTRACT
The Contractor shall not assign this contract or any part thereof or any monies
due thereunder without the prior written consent of the City.
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A
19. SUBCONTRACTlNG
If the Contractor shall subcontract any of the work to be performed under this
contract by the Contractor, Contractor shall be fully responsible to the 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 contract shall
create any contractual relationship between any subcontractor of Contractor and the
City. The Contractor shall bind every subcontractor and every subcontractor of a
subcontractor by the terms of this contract applicable to Contractor’s work unless
specifically noted to the contrary in the subcontract in question approved in writing by
the City.
20. PROHlBlTED INTEREST
No official of the City who is authorized in such capacity on behalf of the City to
negotiate, make, accept, or approve, or take part in negotiating, making, accepting, or
approving of this agreement, shall become directly or indirectly interested personally in
this contract or in any part thereof. No officer or employee of the City who is authorized
in such capacity and on behalf of the City to exercise any executive, supervisory, or
similar functions in connection with the performance of this contract shall become
directly or indirectly interested personally in this contract or any part thereof.
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21. VERBAL AGREEMENT OR CONVERSATION
No verbal agreement or conversation with any officer, agent, or employee of the
City, either before, during or after the execution of this contract, shall affect or modify
any of the terms or obligations herein contained nor entitle the Contractor to any
additional payment whatsoever under the terms of this contract.
22: SUCCESSORS OR ASSIGNS
Subject to the provisions of Paragraph 17, “Hold Harmless Agreement,” all
terms, conditions, and provisions hereof shall inure to and shall bind each of the parties
hereto, and each of their respective heirs, executors, administrators, successors, and
assigns.
23. EFFFCTIVF, DATE
This agreement shall be effective on and from the day and year first written
above.
24. CONFLICT OF INTEREST
The City has determined, using the guidelines of the Political Reform Act and the
City’s conflict of interest code, that the Contractor will not be required to file a conflict of
interest statement as a requirement of this agreement. However, Contractor hereby
acknowledges that Contractor has the legal responsibility for complying with the
Political Reform Act and nothing in this agreement releases Contractor from this
responsibility.
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25. lNSUlU4NCE
The Contractor shall obtain and maintain for the .duration of the contract, 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 work
hereunder by the Contractor, his agents, representatives, employees or subcontractors.
Said insurance shall 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-V and shall meet the City’s policy for
insurance as stated in Resolution No. 91-403.
A. . . Covw and Lrmrts,
Contractor shall maintain the types of coverages and minimum limits
indicated herein, unless a lower amount is approved by the City Attorney or City
Manager:
1. Comprehensive General Liability Insurance. $1 ,OOO,OOO combined
single-limit per occurrence for bodily injury, personal injury and property damage. If the
submitted policies contain aggregate limits, general aggregate limits shall apply
separately to the work under this contract or the general aggregate shall be twice the
required per occurrence limit.
2. Automobile Liability (if the use of an automobile is involved for
Contractor’s work for the City). $1 ,OOO,OOO combined single-limit per accident for bodily
injury and property damage.
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3. Workers’ Compensation and Employer’s Liability. Workers’
Compensation limits as required by the Labor Code of the State of California and
Employer’s Liability limits of $1 ,OOO,OOO per accident for bodily injury.
B. &&!itional Provisions.
Contractor shall ensure that the policies of insurance required under this
agreement contain, or are endorsed to contain, the following provisions.
1. The City shall be named as an additional insured on all policies
excluding Workers’ Compensation.
2. The Contractor shall furnish certificates of insurance to the City
before commencement of work.
3. The Contractor shall obtain occurrence coverage which shall be
written as claims-made coverage.
4. This insurance shall be in force during the life of the agreement and
any extension thereof and shall not be canceled without 30 days prior written notice to
the City sent by certified mail.
5. If the Contractor fails to maintain any of the insurance coverages
required herein, then the City will have the option to declare the Contractor in breach, or
may purchase replacement insurance or pay the premiums that are due on existing
policies in order that the required coverages may be maintained. The Contractor is
responsible for any payments made by the City to obtain or maintain such insurance
rev. 8/25/98
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and the City may collect the same from the Contractor or deduct the amount paid from
any sums due the Contractor under this agreement.
26. m
The name of the persons who are authorized to give written notices or to receive
written notice on behalf of the City and on behalf of the Contractor in connection with
the foregoing are as follows:
For City: Title:
Name:
Address:
For Contractor: Title:
Name:
Address:
27. WSS LICENSE
Municipal Projects Manager
John J. Cahill
2075 Las Palmas Drive
Carlsbad, CA 92008
President
Lisa Perrine
1118 East 17”’ Street
Santa Ana, CA 92701
Contractor shall obtain and maintain a City of Cartsbad Business License for the
duration of the contract.
28. NTIRE AG-
This agreement, together with any other written document referred to or
contemplated herein, embody the entire agreement and understanding between the
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parties relating to the subject matter hereof. Neither this agreement nor any provision
hereof may be amended, modified, waived or discharged except by an instrument in
writing executed by the party against which enforcement of such amendment, waiver or
discharge is sought.
Executed by Contractor this day of 919 -
CONTRACTOR:
CIBOLA SYSTEMS CORPORATION (name of Contractor)
CITY OF CARLSBAD, a municipal
T.1azl Per?- (print name/tit$$- Pet
By: c w here) -
ATTEST:
Lisa Perrine, Secretary
(print name/We) - ALETHA L. RAtiTENKRANZ \ City Clerk
(Proper notarial acknowledgment of execution by Contractor must be attached.)
(President or vice-president and secretary or assistant secretary must sign for
corporations. If only one officer signs, the corporation must attach a resolution certified
by the secretary or assistant secretary under corporate seal empowering that officer to
bind the corporation.)
APPROVED AS TO FORM:
RONALD R. BALL City Attorney
BY
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CALIFORNIA ALL-PURPL bE ACKNOWLEDGMENT
r (e.g.. ‘Jane Doe. Notary Public”)
personally appeared \ I Name(s) of Signer(s)
Z personally known to me - OR -@i-proved to me on the basis of satisfactory evidence to be the person@
whose name@, is&e-subscribed to the within instrument
and acknowledged to me that he/she/they executed the
same in his/her/their authorized capacity(ies), and that by
bie/her/tb&r signature@) on the instrument the person@),
or the entity upon behalf of which the personCg) acted,
executed the instrument.
WITNESS my hand and official seal. Al
OPTIONAL
Though the information below is not required by law, it may prove valuable lo persons relying on the document and could prevent
fraudulent removal and reatkhment of this form to another document.
Description of Attached Document
Title or Type of Document: b,t?/‘&K 7 FA. ./&&XJV~LS A .C %7Zii &&zZC& #fld 23Tz*#v t5busd:&c- dE&w
Document Date: Number of Pages: /?
Signer(s) Other Than Named Above: --
Capacity(ies) Claimed by Signer(s)
Signer’s Name: Signer’s Name:
0 Individual
morporate Officer
Title(s): ,pMJ_
0 Partner - Cl Limited q General
Cl Attorney-in-Fact
0 Trustee
0 Guardian or Conservator
0 Other:
Signer Is Representing:
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Cl Individual
Cl Corporate Officer
Title(s):
Cl Partner - Cl Limited Cl General
Cl Attorney-in-Fact
0 Trustee
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Cl Other:
Signer Is Representing:
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0 1995 National Notary Associattt l 9236 Remmet Ave.. P.O. Box 7194 - Cancga Park. CA 913097194 Prod. No. 5907 Reorder: Call Toll-Free l-900-876-6827
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CIB9LA
s Y S T E M 5
EXHIBIT A
PROPOSAt -
This proposal is made to the City of Carlsbad (Client) by Cibola Systems
Corporation (Consultant). Consultant proposes to provide detail engineering,
assembly, installation, documentation, training and warranty for the
audiovisual system and related elements of the following Project:
CITY OF CARLSBAD
Library Auditorium
Multipurpose Room
Staff Room
Boardroom
Cable TV Internal Distribution Infrastructure
Cartsbad, California
ii. APPROACH TO THE TASK. Ovemll system capabilities shall be as
described in the Progmm Summary dated 2/l/99; the Equipment Lists
dated l/21 /99; and the Audiovisual Plan dated 5/20/97 (for the
Auditorium). Exact system design and equipment shall be as developed
by Consultant and approved by Client during the Detail System
Engineering Phase described in Section IV, B.
III. DEFINITIONS. With respect to this Proposal, the words Client and
Consultant are defined as follows:
A. Client: City of Cartsbad
1200 Carl&ad Village Drive
Carkbad, CA 92008
or its representatives, such as subcontmctors, or other entities acting
for City of Cartsbad.
B. Consultant: Cibola Systems Corporation
1118E. 17thStreet
Santa Ana, CA 92701-2620
or its representatives, such as subcontmcton or job consultants
(California Contractor’s license Number 340336).
1118 EAST 17’” ST.
SANTA ANA, CA
. . . . . . . . . . . . . . . . 92701*2620
TEL 714*4BO-0272
FAX 714*420*076.
1
Copyright, 1999 - Cibob Systbms Corporation
g:\proi\a-t\carlaudi~im~.doc
IV. SCOPE OF WORK. The total project includes:
EXHIBIT A
A- PreConstruction Design for Multipurpose Room, Boardroom,
Staff Room and Cable TV Internal Distribution (infrastructure
only). Consultant shall develop a system design to meet Client’s
audiovisual (AV) needs. Consultant shall also assist
architectural and construction team in examining the physical
impact of the AV technologies involved; develop detailed
infrastructure requirements and provide drawings showing how
they integrate with related building systems and the building
architecture. Consultant shall prepare a stmtegic overview of
the AV portion of the Project; conceptual facility designs; CADD
drawings with line and low voltage electrical requirements;
equipment integration details; and equipment lists for bid and
AV system installation.
B. Detail System Engineering. Consultant shall prepare all
necessary media/broadcast system engineering, electronic
schematics, hardware dmwings, and system diagrams for Client
approval. Consultant shall also prepare detailed equipment
lists for all CFE (Client Furnished Equipment) to be bid during
the implementation phase.
C. Software Programming. Consultant shall provide such so&are
progmmming as required to configure the media/broadcast
system remote control electronics and user interface(s).
Customization of Consultant’s standard menus and icons shall
be considered Supplemental Services.
D. Media System Assembly. Consultant shall procure custom
installation materials as outlined in the Equipment List dated
2/l/99 and labeled “Installation Materials” for the Auditorium,
Multipurpose Room, Boardroom and Staff Roam. Consultant
shall also receive and test equipment furnished by Client’s
equipment supplier, to be designated “CFE”. Consultant shall,
at its facility and at the facility of Broadcast Subconsuttant, verify
proper operation of individual equipment components,
assemble and test the integmted system prior to shipment to
Client.
E. Media System Installation. Consultant shall deliver to the
project site and install the complete media/broadcast system,
including all equipment, cabling, connectors and other such
elements required to provide a completely functional system.
Consultant shall perform system test, audio equalization and
optical alignment.
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EXHIBIT A
F. Documentation. Consultant shall provide the following system
documentation:
-
1.- Three (3) media/broadcast system maintenance manuals
including as-built system drawings and system
engineering documentation.
2. Complete documentation for individual system
components (e.g., ownetis manuals, warmnty
statements) as delivered by the manufacturers. with the
equipment.
3. Three (3) sets of “quick-reference” instructions describing
basic system set-up and operation for the non-technical
system user.
G. Training. Consultant shall provide a total of up to sixteen (16)
hours of training of Client’s staff over a two-day period as
follows:
1. User Training: User Tmining shall focus on the overall .
capabilities of the system and its operation. Orientation
of this part of the Tmining shall be non-technical and
shall emphasize a “hands-on” approach. Group size for
each session of User Training shall be limited to four (4)
individuals.
2. System Administmtor Tmining: In addition to describing
geneml system capabilities and opemtion, this part of
the Training shall include instruction in the proper
technical support of the media/broadcast system.
Emphasis shall be placed on basic troubleshooting,
periodic maintenance requirements and advanced
sys)em capabilities. Each session of System
Administrator Training shall be one-on-one.
Tmining in maintenance for individual “off-the-shelf” equipment
and devices shall not be provided by Consultant, but mther by
the manufacturers’ manuals. Tmining beyond that which is
contracted herein shall be available at Consultant’s regular
hourly mtes.
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EXHIBIT A
H. Warranty. Consultant shall provide a Basic Warranty which
shall cover all custom equipment and the ovemll system. The
- Basic Warranty shall be effective for a period of twelve (12)
months, commencing on the date of system acceptance or the
date of first use, whichever occurs first. s
Should any failure occur in the system function during the Basic
Warranty period, Consultant shall furnish, at its expense, all
labor and material to restore the system to its original working
condition, except as noted herein.
Warranty of individual equipment items integmted into the
media system by Consultant shall be as provided by the
equipment manufacturer. Warranty on integrated equipment
varies and may not coincide with the period or terms of the
Basic Warranty. Should any piece of integmted equipment fail
during its warranty period, Consultant shall remove, have
repaired, replace and recalibmte the equipment as necessary.
Support of manufacturer warranties as provided by the Basic
Warranty shall not exceed a period of twelve (12) months when
a manufacturer’s warranty is for a period longer than twelve
(12) months.
Basic Warranty covemge provided by Consultant excludes the
following:
1. Opemting Supplies.
2. Repair of damage caused from improper use of the
system or by opemtor errors.
3. Repair or recalibmtion required to correct changed
system calibmtion settings.
4. Equipment, furnished by ‘Client’s equipment supplier,
which is not new; which has not been delivered to
Consultant in the original packaging with all
manufacturers’ manuals and documentation; or which
varies from the exact equipment specified.
5. Repair of damage caused by equipment not provided by
Consultant as part of the original system.
6. Additions, service or modifications not made by
Consultant or its authorized service representatives.
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EXHIBIT A
Service calls for non-warranty conditions shall be billed at
Consultant’s normal service rates whether or not such calls are
= made within the warranty period.
V. CONSULTANT’S RESPONSIBILITY. Consultant shall provide all
required labor and installation materials as described in this Proposal
and in the Equipment Lists, with the exception of the items listed under
Section VI of this Proposal (Client’s Responsibility) to accomplish the
stated task.
A.
B.
C.
D.
E.
F.
Consultant shall be responsible for providing design,
engineering and procurement of materials as outlined in the
Equipment Lists dated 2/l/99 and labeled “Installation
Materials,” assembly and installation related to the
media/broadcast system portion of the Project.
Consultant shall be responsible for pulling all low voltage
control, audio and video cables as required by the system
design, unless otherwise noted.
Consultant shatl be responsible for fmal calibration and testing
of the specified media equipment.
Consultant shall be responsible for all audiovisual system
equipment upon receiving such equipment throughout assembly
and shop test and shipment to Client job site in Cartsbad,
California.
Consultant shall be responsible for arranging for Broadcasting
Subconsultant to take delivery of any equipment which the
Broadcasting Subconsultant requires for testing prior to
installation.
Consultant shall provide proiect management of both
Consultant’s and Broadcast Subconsultant’s installation
personnel and Consultant shall administer media and broadcast
system warranty.
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VI. CLIENT’S RESPONSIBILITY.
EXHIBIT A
A.-
B.
C.
D.
E.
F.
G.
H.
I.
J.
Client shall be responsible for procuring equipment as required
to make system fully operational. Such equipment shall be
referred to herein as CFE (Client Furnished Equipment).
Client shall be responsible for shipping all CFE to Consultant’s
Santa Ana facility ten (10) weeks before project completion.
Client shall be responsible for all standard electrical service and
lighting that is part of the Project, including power service,
conduits, outlets, switches, relays, lighting controls and
antennas, as well as telephone, video, RF and data feeds to and
from the media system as required by the system design; and
for termination of feeds to external systems such as voice/data
switch or CATV head-end.
Client shall be responsible far providing all computers,
telephone instruments and other devices that may interface with
the media system whether or not such devices are specifically
noted in the Equipment Lists.
Client shall be responsible for providing all millwork and
cabinetry as required to accommodate installation of the
media/broadcast system.
Client shall be responsible for modifications to millwork as
required to accommodate installation of the specified
media/broadcast equipment.
Client shall be responsible for job site handling, stomge, and
installation (including structuml design and shop drawings) of
all projection screens.
Client shall be responsible for providing structuml support at the
walls, ceilings and floors as required for mounting of
media/broadcast equipment.
Client shall be responsible for installing all ceiling speaker
enclosures, speaker cluster support structure, and attendant
conduit.
Client shall be responsible for notifying Consultant of any
planned or implemented electrical or structuml changes which
may affect the installation or function of the media/broadcast
system.
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EXHIBIT A
K. Client shall be responsible for providing current construction
drawings to Consultant for review of electrical, mechanical, and
-- structuml details that may affect the installation or function of
the media/broadcast system.
L. Client shall allow uninterrupted access to the facility for
Consultant’s installation personnel during normal business
hours of the scheduled installation period. Lost time due to
unscheduled interruptions may be billed to Client at
Consultant’s standard hourly mtes. Overtime required by delay
in meeting Conditions of Installation shall be billed at 1 -l/2
times Consultant’s standard hourly mtes.
M. Client shall be responsible for providing an ingress-egress
procedure during normal working hours for Consultant
personnel, equipment and tools. The procedure must be
satisfactory to, and understood by, all personnel, including
Client’s security staff.
N. Client shall be responsible for all .building permits, applications,
fees and approvals.
VII. CONDITIONS OF INSTALLATION. All areas of the Project in which
media equipment shall be installed by Consultant shall conform to the
following Installation Criteria prior to commencement of media system
installation: #
A. All construction work, including installation of HVAC systems,
power receptacles, conduits and pull-cords, lighting controls,
low voltage control interfaces, equipment, cabinets, fixtures and
finishes, shall be complete.
1. All construction materials, tools and debris shall be
removed.
2. No activities which genemte excessive noise, dust or
vibmtion shall occur in or adiacent to the installation
areas.
3. Installation areas shall be secumble and controlled
access provided.
B. Consultant shall inspect the Proied s*& prior to the scheduled
commencement of media/broadcast system installation.
Exceptions to the stated Installation Criteria shall immediately
be brought to Client’s attention.
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EXHIBIT A
C. Field Conditions noted during installation which are contrary to
- those indicted in the Project construction documents, and which
conflict with the media/broadcast system requirements, shall
immediately be brought to Client’s attentien. Resolution of such
conditions shall occur before work proceeds.
VIII. MISCELLANEOUS PROVISIONS.
. A. Unless otherwise specified in writing, the dmwings and other
technical inputs provided by Consultant are limited in scope to
the media/broadcast system portion of the Project. Consultant
does not assume responsibility for those functions normally
ascribed to Client’s architect or geneml contmctor and their
subcontractors; nor does Consultant assume responsibility for
the performance of existing equipment, systems and
environmental conditions. Questions of responsibility must be
resolved before work begins.
B. Cibola reserves the right to make changes and/or substitutions
to the equipment identified on the “Installation Materials”
Equipment List in cases where alternate equipment
specifications are required to address issues of ovemll system
functionality, product availability or other considemtions
recognized during the course of detailed system engineering.
Client will be notified in writing by Cibola before proceeding
with any equipment substitutions that will significantly impact
the total cost or the functionality of the audiovisual system.
IX. COMPENSATION AND BILLING. The services and equipment
described herein shall be furnished at a fixed price of $239,367.00
plus sales tax in the amount of $7,349.64 (at 7.75%) due and payable
as follows:
25% withorder
35% upon Client receipt of system engineering documents
30 96 upon delivery of equipment to Cibola
10 %. upon completion of equipment installation
Late payments shall be subject to a service charge of 1.5% per month.
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EXHIBIT A
-
This Proposal submitted 1 February 1999 is valid for thirty (30) days.
CLIENT
City of Carlsbad
1200 Carlsbad Village Drive
Co&bad, CA 92008
Print Name:
Date:
CONSULTANT
Cibola Systems Corpomtion
1118E. 17thSt.
President
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EXHIBIT A CIBSZLA s Y S T E M S
MEDIA SYSTEMS PROGRAM SUMMARY
Project: CITY OF CARLSBAD
Facility: City Library Auditorium; Multipurpose Room, Boardroom
and Staff Room
Job: 0706-4
Date: 2/20/97; Revised 6/26/97; 1 /14/99; l/25/99; l/28/99;
2/l 199
I. Auditorium Media Subsystem Description
A. Visual Displays
l One(l) lO’(w)x7’6”(h) motorized rear projection screen
(existing-CFE) at the front of the Auditorium displays both
composite video and data images, at resolutions up to
1280 x 1024. One (1) 10’ (w) x 10 (h) front projection
screen (existing-CFE) also at the front of the auditorium
displays both 35mm slides and 16mm motion picture
images.
l One (1) 15” color data monitor is placed in the A/V mck at
the stage for previewing analog media sources prior to
display on the video proiector.
l One (1) 29” data monitor on cart at the edge of the stage
displays same images as rear projection unit
l Two (2) TV monitors (CFE). for foyer/courtyard overflow
display
l One (1) 1024 x 768 LCD display on lectern for viewing
same image as shown on the rear projection screen for
plug in at audience left stage position only
Ill8 EAST 17’” ST.
SANTA ANA, CA
. . . . .927oj .2420
TEL 714-480-0272
FAX 714 - 480.0766
1
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-
EXHIBIT A
B. Video Routing/Processing -
l Allows high resolution video to be routed to the rear
projection system from any of four (4) PC and/or MAC
computer input locations (laptop input at stage audience
left, at presenter audience left and presenter audience
center and permanent computer in AV equipment rack on
stage) via the control system. Computers are CFE.
l A wireless keyboard and mouse is used to operate the
permanent computer (CFE)
l The Computer inputs are distributed as RGBHV to the
video projector; 29” monitor in front of the stage; preview
monitor in A/V rack and lectern LCD panel, and are scan-
converted for display on the video monitors. The Computer
input currently displayed on the rear projection screen is
scan-converted to a video image
l Routes line doubled video from the media video sources to
the rear projection system
l Routes composite video to the monitors and lectern LCD
panel
l Routes two (2) analog video outputs to the Audio/Video
Production System
C. Analog Media Source Equipment
l
0
One (1) stereo audio cassette player/recorder
One (1) l/l” S-VHS video cassette player (with shuttle
control)
One (1) TV tuner
One (1) satellite downlink (CFE) input
One (1) 35mm slide to video converter
One (1) compact disc player
One (1) DVD player
l
Above media equipment located in Stage A/v equipment
rack
One (1) document camera located lectern and plugged in
at either the audience left stage lectern position; at
audience left presenter position or at audience center
presenter position
l One (1) auxiliary video input at Production Control Room.
l One (1) digital input from the Production System
Cii of Cadsbad
Media Systems Pmgmm Summary - libmry
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EXHIBIT A
0. Voice Audio Reproduction -
l
l
l
l
l
l
l
Distributes and amplifies spoken presentations from one
(1) fixed gooseneck microphone at lectern and plugged in
at stage audience left, center and right lectern positions
and at presenter audience left and center positions
Eight (8) portable stage microphones on table stands for
panel discussions at the stage
Two (2) wireless hand-held microphones on floor stands
for audience area.
Audio signals from all microphones are mixed and
distributed to the center speaker above the stage and the
Audio Teleconference System.
Incoming Audio Teleconference Audio is routed to the
center speaker
Audio signals from all microphones are mixed with media
audio and Audio teleconference audio and distributed to
the wireless (IR) assistive listening system; the monitor
speaker in the Production Control Room.
The wireless mics and lectern mic are routed to the
Audio/Video Production System
E. Media Audio System
Distributes stereo media audio to the left and right
speakers above the stage in the Auditorium, and the
Audio/Video Production System.
The equipment distributes audio to the wireless (IR)
assistive listening system; the monitor speaker in the
Production Control Room
Sources provided for distribution include: Analog Media
Equipment (see above), four (4) computer input stage
locations, the portable 16mm motion picture projector
WE), and the audio feed from the Audio/Video
Production System
F. Film Projection System
l Two (2) 35mm slide projectors located in Production Room
l A location for a 1 bmm motion picture proiector, supplied
on an as needed basis, is also provided
ciiofcadsbod 3
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EXHIBIT A
G. Remote System and Environmental Control -
l
l
l
l
l
l
l
l
The control stations will consist of two (2) active matrix
color touch panels, located at either of the three (3) stage
lectern or table position, the audience left presenter
position at the stage lectern, the A/V equipment rack;
Production Control Room; and one (1) rack-mounted push-
button control panel located in the Production Control
Room.
Remote control allows control of lighting, front projection
screen, rear projection screen, video projector, audio
teleconference system, and equipment located at the
Stage A/V equipment rack.
A preview function will be provided to allow inputs to be
previewed at the equipment rack monitor
Selected A/V equipment at the stage may be controlled
locally as well as through the control system.
Control of room lighting is also available at wall panels
located in the Auditorium and Production Control Room.
All analog media sources are remotely opemble from tilt
control panels except the computers, satellite downlink,
and document camem.
The slide-to-video tmnsfer unit and the 35 mm slide
projectors are remotely opemble
The 16mm projector will be controlled at the unit.
Cii of Carlsbad 4
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EXHIBIT A
II. Multipurpose Room (#1150) Media Subsystem Description -
A. Visual Displays
l One (1) 1024 x 768 ceiling-mounted LCD projector
displays composite video and data images on one (1) 80”~
x 60”h front projection screen (existing-CFE) at the front of
the Auditorium.
B. Video Routing/Processing
l Allows high resolution video to be routed to the projection
system from one (1) laptop (CFE) input at lectern position
at audience left
l Routes video from the video sources to the projection
system
C. Analog Media Source Equipment
l One (1) l/i” S-VHS video cassette player with integml TV
tuner
l One (1) auxiliary video input
l Above media sources located in lectern
D. Audio Reproduction
l Distributes and amplifies spoken presentations from one
(1) fixed gooseneck microphone at lectern and plugged in
at audience front left positions
l One (1) portable microphone on table stand plugs in at
floor-box below lectern. Table is CFE
l Audio signals from all microphones and selected media
source are mixed, amplified and distributed to six (6)
ceiling speakers.
E. Film Projection System
: One (1) 35mm slide projector on cart plugs in at floorbox
at mar center of room.
l One (1) overhead projector on cart plugs in at floorbox at
front center of room
City of Cahbod 5
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EXHIBIT A
F. Remote System and Environmental Control -
l The control station will consist of one (1) wireless 32
button control panel.
l Remote control allows control of the LCD projector, VCR,
source selection and voice and media volume
l Room environmentals such as lighting and the front
projection screen will be controlled ‘locally at wall-mounted
switches (CFE)
l The slide and overhead projector will be locally controlled
l One (1) lectern with light
Ill. Board Room Media Subsystem Description
A. Visual Displays
l One (1) 29” 1280 x 1024 ceiling-mounted data monitor
on West wall displays composite video and data images.
l One(l)48 “w x 48”h enclosed marker board mounted
below the ceiling-hung monitor
B. Video Routing/Processing
l Allows high resolution video to be routed to the projection
system from one (1) laptop (CFE) input at table position.
l Routes video from the video sources to the projection
system
C. Analog Media Source Equipment
l One (1) l/i” S-VHS video cassette player with integral TV
tuner mounted below monitor
l One (1) auxiliary video input at table position
0. Audio Reproduction
l Audio from selected media source is distributed to monitor
speakers.
E. Remote System and Environmental Control
l Room environmentals such as lighting will be controlled
locally at wall-mounted switches (CFE) ’
l The IR remote control units which come with the monitor
and VCR will be used to operate the equipment
City of Corlsbod
Media Systems Progmm Summoy - LihrY
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EXHIBIT A
- IV. -Staff Room Media Subsystem Description
A. Visual Displays
l One (1) ceiling-mounted 32” TV on East wall displays
images from CATV system
B. Remote System and Environmental Control
l Room environmentals such as lighting will be controlled
locally as wall-mounted switches (CFE)
l The IR remote control units which come with the TV
V.
A.
8.
VI.
A.
monitor will be used to opemte the equipment
CATV System - Internal Distribution
CATV signals are routed to Auditorium AV system Equipment
Room; Auditorium Production Room; two (2) outside overflow
monitors; Multipurpose Room #150 lectern position; Staff
Room ceiling TV position; Boardroom ceiling monitor position
Allow one (1) modulated input onto the internal cable
distribution system from the Production Room, using auxiliary
AV input
Production System
Television Production and Video Editing
l The Television Production System will support three (3)
robotic remotely controlled color camems and one (1)
manually operated hand-held camem system. (This
hand-held camera is further discussed under the Field
Production System section.)
l Each robotic camera and the hand-held camera may be
set up and connected at six (6) different locations within
the Auditorium, depending upon production
requirements.
City of CarlsbOd 7
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EXHIBIT A
l
-
l
l
l
l
l
0
e
The Television Production System will fully interface to
the Auditorium’s Media AV System. All visual and audio
program sources that can be displayed and/or played
back by the Media AV System are available to the
Television Production System for integration into the
television program.
Any video and/or audio signals originating from the
Television Production Control Room can be displayed
and heard through the Media AV System.
The center of activity for television production will be the
Production Control Room. The room is designed and
laid out such that one, two or three operators can work
within the Control Room space to produce live or edited
video and audio programs.
Two (2) main equipment mcks and a four-bay production
console will house all switching, mixing, terminal,
monitoring and associated electronic equipment. All
equipment shall be installed in considemtion of good
human factors and user interface considemtions.
A lo-input video production switcher and a 16-input
audio production mixer shall provide production
personnel with a wide variety of video effects and audio
mixing capabilities.
Twelve (12) black and white video source monitors, two
(2) high quality NTSC color monitors and a precision
waveform/vectorscope monitor will provide opemtors
with adequate visual displays and quality control video
monitoring.
Audio monitoring shall be via a pair of high quality audio
monitor speakers and a precision audio monitor display.
Video production will be enhanced with the capabilities
of a PC-based character/graphics genemtor. As a
system option, a digital video effects unit is under
considemtion.
Audio production will be supported with a cueable CD
player and audio cassette deck.
The system shall interface with the Media AV SyJtems’
audio teleconferencing system, allowing telephone call-
in participation in the television productions.
Ciiy of Carlsbad 8
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EXHIBIT A
l Program recording and playback shall be via digital - videotape. The “DV CAM” digital tape system has been
selected as the standard digital tape format. Three (3)
DV CAM digital record/play/edit VCRs will be provided.
l Tape dubbing to S-VHS and VHS will be accommodated
with the integration of two (2) S-VHS VCRs into the
system.
l Videotape editing system shall be integrated into the
system. It shall maintain serial control of the three DV
CAM VCRs and the production video switcher.
l An option to the system is a non-linear, file server-based
editing system. This is under consideration to replace the
editor described above.
l A two-wire intercom system shall be integrated into the
system providing intercom communications between all
Production Control Room operators (3), stage managers
(2), hand-held television camera operator (1) and the
Audio Production Control Room.
B. Audio Production System
l Within the announce/voice-over booth area of the
Control Room, an Audio Production System shall be
provided.
l A 16-input, 4-buss audio production mixer shall serve as
the main mixing and audio-processing device within this
system.
l The system shall support audio voice recording and video
voice-overs, audio progmm recording from the
Auditorium, audio editing and audio format dubbing.
l Additional audio support and recording/playback
equipment shall include cueable CD player, two (2)
audio cassette record/players, one (1) l/4” reel-to-reel
recorder, two (2) OAT recorders, one (1) digital audio
effects processor and one (1) audio limiter/compressor
processor.
l Two (2) high quality recording microphones with shock
mount and wind screens shall be set up for
talent/progmm recording in the announce/voice-over
booth, along with associated IFB units and monitoring
headsets and one (1) 14” color video monitor.
City of CorUad 9
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EXHIBIT A
C. Field Production System -
l A DV CAM-based Field Portable Camera System with
dockable DV camera record/playback deck shall be
provided.
NOTE: This camera must be fully compatible and
interface with the Auditorium’s robotic camera systems.
l The Field Production System shall also be provided with a
high quality camera support tripod and pan/tilt head, 8”
portable color monitor, lighting production kit, field
microphones and video/audio cable kit.
l All components shall be provided with manufacturer field
transportation and shipping cases.
0. Press Feed
l To facilitate on-site press; both program video and audio
feeds will be made available to the press at the interior
and exterior of the Auditorium.
l An interior connection panel at the rear of the
Auditorium will have two (2) BNC connector video feeds
and two (2) 2-channel XLR audio feeds.
l Exterior to the Auditorium, location to be determined, a
weatherproof housing will also provide two (2) BNC .
connector video feeds and two (2) 2-channel XLR audio
feeds.
E. Cable System Interface
l The Television Production System will support both
program reception from the local cable company and
Auditorium-originated live or taped programming for
injection into the local cable channel.
cii of carlsbad 10
Media Systems Program Summoy - libmfy Copyright, 1999 - Cibab Systems Corporation
2/20/97; Revised &/2&/97; 1 /14/99; 1 RW99; 2/l /99 g:\proj\o-f\ca~awli\kchdoc\carlprm5.doc
AMENDMENT NO. 1 TO AGREEMENT FOR
CONSTRUCTION MATERIALS AND INSPECTION
SERVICES FOR THE CARLSBAD CITY LIBRARY. PROJECT
This Amendment is entered into and effective as of the 28th day of January,
1999, amending the agreement dated September 3,1997 by and between the City of Carlsbad,
a municipal corporation, hereinafter referred to as “City”, and Law I Crandall, a Division of Law
Engineering and Environmental Services, hereinafter referred to as, “Contractor” for City’s
Carlsbad City Library Project.
RECITALS
WHEREAS, the initial agreement, dated September 3, 1997 identified a scope of
work to include construction materials testing and inspection services; and
WHEREAS, the parties to this aforementioned agreement desire to alter the
scope of work to include additional construction materials testing and inspection services; and
WHEREAS, a supplemental scope of work and fee schedule have been
negotiated and agreed to between the parties hereto, and as shown on Exhibits “A” and “B’
Scope of Services and Fee letters dated October 6,1998 and January 18,1999 respectively.
NOW, THEREFORE, in consideration of these recitals and the mutual covenants
contained herein, City and Contractor hereby agree as follows:
1. Contractor shall provide services as outlined on the attached Exhibits “A” and
“B”.
2. City shall pay Contractor for all work associated with Paragraph 1 above, on
a time and materials basis not-to-exceed $80,791 comprising estimated additional services of
$77,791 plus a contingency of $3,000 through project completion. Contractor shall provide City
on a monthly basis, copies of invoices sufficiently detailed to include hours performed, hourly
212198
rates, and related activities and costs for approval by City.
3.‘ Contractor shall complete all work outlined on the attached Exhibits “A” and
“B” by the expiration of the agreement amended hereby.
4. All other provisions of the aforementioned agreement entered into on
September 3, 1997, by and between City and Contractor shall remain in full force and effect.
5. All requisite insurance policies to be maintained by the Contractor shall
include coverage for the amended assignment and scope of work.
Acknowledged and Accepted: 1
CONTRACTOR: CIN (
carp ral
WI WANDA1 .I _ a division of Law Engineering
(name of contractor) & b- irommtal Services. IncBY: Lw ”
By: h.-h-4&- (sign here)
ATTEST: MAIWMLL -, Vic& fm/Drv
(print name/title)
ALETHA L. RAU
Cii Clerk
’
. w Shh * Ass;3 -, . d
(print name/title)
3-w -79
DATE
(Proper notarial acknowledgment of execution by Contractor must be attached.)
(President or vice-president and secretary or assistant secretary must sign for corporations. If only one officer signs,
the corporation must attach a resolution certified by the secretary or assistant secretary under corporate seal
empowering that officer to bind the corporation.)
APPROVED AS TO FORM:
RONALD R. BALL
City Attorney
BY
Ass-p- ity Attorney
2l2l98
CALIFORNIA ALL-PURPOSE ACKNOWLEDGMENT
personally appeared rn&li l&w A--uc$ 3r*s&,;, I he(S) ld awfts)
ersonally known to me-c to be the person(s) whose name(s)mubscribed to the within instrument
or the entity upon behalf of which the person(s) acted,
executed the instrument.
WITNESS my hand and official seal.
Signature of Notary Public -
OPTIONAL
Though the information below is not required by law, it may prove valuable to persons relying on the document and could prevent
fraudulent removal and reattachment of this form to another document.
Description of Attached Document
Title or Type of Document:
Document Date: Number of Pages:
Signer(s) Other Than Named Above:
Capacity(ies) Claimed by Signer(s)
Signer’s Name:
Cl Individual
q Corporate Officer
Title(s):
Cl Partner - Cl Limited q General
0 Attorney-in-Fact
0 Trustee
Cl Guardian or Conservator
Cl Other:
Signer Is Representing:
Top of thumb here
Signer’s Name:
Cl Individual
Cl Corporate Officer
Title(s):
0 Partner - q Limited Cl General
Cl Attorney-in-Fact
q Trustee
q Guardian or Conservator
0 Other:
Signer Is Representing:
Top of thumb here
0 1994 National Notary Associatiin l 8236 Remmet Ave., P.O. 90x 7184 l Canoga Park, CA91309-7184 Prod. No. bvu/ neomer: LabI mwree I-LIu)-~~~D-M~(~
LAW Crandall
LAWGIBB Group Member A
Es(ml7-- -2 ”
October 6, 1998
Mr. John Cahill
Municipal Projects Manager City of Carlsbad
2075 Las Palmas Drive
Carlsbad, CA 92009- 1576
Subject: Request for Authorization of Additional Services
Carisbad Library Project
El Camino Real and Dove Lane
LAWCFUNDALL Project 70300-7-0205
Dear John:
At the request of Mr. Bill Bowdle of B&G Consultants during a meeting on September 30, 1998,
we have developed an estimate for the testing and inspection services required to complete the
project. This includes services rendered from September 28, 1998. This estimate is based on the
September 29, 1998 construction schedule developed by Taylor Ball of California.
TASK 605 - ROOFING
This includes pull testing of the lightweight insulating concrete, four weeks of full-time installation
monitoring, consulting during installation, and flnal report.
Roofing Inspection I68 hours at $50 per hour . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $ 8,400
Roofing Consulting and Reporting
22 hours at $80 per hour . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . f 1,760
Subtotal . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ..I S 10,160 ‘-
TASK 820 - CONSTRUCTION TESTING AXD INSPECTION
Masonrv
Special Inspection
64 hours at $51 per hour . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ..-............................... $ 3,264
Concrete (including tilt-uo DaneIs)
Special Inspection
96 hours at $5 1 per hour . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . f 4,896
A Division of Law Engineering and Environmental Services, Inc
9177 Sky Park Court. Suite A
San Diego. CA 92123
619-278-3600 l Fax 619-278-5300
Ciy o,f Co&bad
Carisbad Library Project
Request for Additional Services
October 6, 1995
i.AWC~~.Ui Project 70300-7-0205
Final Grading and Backfill
Soil Technician
56 hours at $45 per hour . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $2,520
Base and Subbase
Soil Technician
32 hours at $45 per hour . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $ 1,440
Asuhalt Paving
Asphalt Inspection
24 hours at $51 per hour . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $ 1,224
Engineering Consulting
14 hours at $100 per hour . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . s 1,400
Subtotal . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ..-...... s 14,744
Structural Steel and Miscellaneous Metals
Special InspectionNon-Destructive Testing
256 hours at $5 I per hour . . . . . . . . ..-...................................................................... % 13,056
Engineering Consulting
15 hours at $100 per hour . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .._............................... $ 1,500
Subtotal . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ..f... s 14,556
TASKING- LABORATORYTESTING
Includes 10 sets concrete cylinders; 3 asphalt extraction, gradation, Hveem Stability and Swell
tests; 2 masonry cores for shear and compression; and 1 maximum density on base material:
Estimate . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $ 1,900
TOTALESTII\IATEDCOST'~OCOMPLETEPROJECT . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . S 41,360
-2-
Ciry of Carlsbad
Carisbad Librav Pmject
Request/or Additional Services
TOTAL BUDGET ANALYSIS
We have billed the following services through September 25, 1998.
Invoice Date Invoice No.
213198 7033 197886
2il9/98 7033202397
3l24/98 7033209330
518198 7033220674
619198 7033228052
6!23/98 7033230330
7130198 7033239406
918198 7033250932
1 O/2/98 7033258288
Amount
$615.00
$1,773.00
$5,683.75
$8,127.25
%7,636.00
$11,378.50
$22,378.50
$24,37 1.50
$33.660.75
S115,624.25
October 6, 1998
L.MCR4NLMLL Project 70300-7-0205
Paid Amount
$615.00
$1,773.00
$5,683.75
$8,127.25
$7,636.00
11,378.50
$22,378.50
$21,617.00
0.00
$79~09.00
SUMMARY
As you may recall, when we issued our original proposal for the work on September 3, 1997, it was
based on 1991 Plan and Specification documents developed by McGraw/Baldwin Architects.
Revisions to these contract documents were in process but not available. In addition, the
construction schedule was not available for our review.
Our total estimate to complete the project is now $157,000. A substantial portion of the additional
services required has been associated with structural steel fabrication and erection elements which,
as you know, have been problematic from the start. WC are in the process of attempting to quantify
our retestingireinspection efforts.
Other areas requiring additional effort include roofing, laboratory testing, concrete and masonry
inspection, asphalt paving inspection, and soils testing.
-3-
- r4
Cily of Carisbad October 6, 1998
Co&bad Libraty Project L A~RANDALL Project 7~300-7-020j
Request for Additional Services
Please provide authorization for the additional budget detailed above by signing below and
returning to this office. You may also fax it to 619-268-1352. If you have any questions, please
call me.
Sincerely,
LAWCRANDALL A Division of Law Engineering and Environmental Services, Inc.
Lawrence E. Carroll Manager, Engineering Services
cc: Bill Bowdle
David Wilson
Authorization:
Signature Title
Print Name Diltc
g: kng~pmj!Carl.dnul City1’02O.WkAReq A&i/ Sacs
January !8,1999
LAW Crandall
LAWGIBB Group Member A
Mr. Bill Bowdle
B & G Consultants
6965 El Camino Real, Suite 105-228
Carlsbad, CA 92009
Subject: Explanation of Additional Effort
Carlsbad City Library
LAW Document CCL-0035
LAwCFUNDALLP~~~~~~~~~~~-7-0205
Dear Mr. Bowdle:
As agreed in our December 22, 1998 meeting, we have developed the following items of
explanation of the additional effort that LAWCRANDALL (LAW) expended on the Carlsbad City
Library project. We have previously transmitted information regarding these overages in our
request for additional budget to John Cahill. At your request, we have limited the explanations to
services provided during structural steel fabrication and erection activities since they form the bulk
of the total additional services.
Item 1
The original subcontractor for the structural steel was Chavez Steel who was replaced by H & H
Steel. LAW performed an audit of Chavez Steel and their fabrication subcontractors. The effort
expended with Chavez Steel is as follows:
Chavez Steel Audit and WPS Review
A Division of Law Engineering and Environmental Services, Inc.
9177 Sky Park Court, Suite A
San Diego, CA 92123
61 g-278-3600 l Fax 619-278-5300
R & G Consultants January 18. I999
Carhbad City Librav hdk.4NDALL Project 70300-7-0205
Explanation of Additional Effort LAW Document CCL-0035
2 Item
H & H Steel proposed a change to the project specifications to allow the use of the gas metal arc
welding process (GMAW). LAW issued correspondence and attended a meeting to discuss the use
of the GMAW process. H & H Steel used the GMAW process for a limited time and then switched
to the flux core arc welding (FCAW) process. This required doubling the effort for the review of
the weld procedures and welder certification. Nineteen weld procedures for the GMAW process
were submitted by H & H Steel and reviewed by LAW; approximately three were used prior to
changing to the FCAW process. Due to concerns with lack of fusion associated with the GMAW
process, the structural engineer recommended macroetch testing on representative samples. The
effort expended concerning the GMAW process is as follows:
Meeting Concerning GMAW
’ ., Date ‘. 1: .“: - Employ=. -:-:. .I Ho,,~-j~ T;:‘;,$ &ie; :F;‘-$. ,fj: --. . . .: ;,ArnbGnt .- -
5l2 1198 DW 3 $100 $300
5E l/98 JM 2 $100 $200
S/22/98 DW 1 $100 $100
Review of GMAW Procedures
Date
6f B/98
619198
Employee Hours -.. $;, F&t6 ;r- y‘ _- ,<.-:~.Amo,,nt : ‘:-, , . .
DW 6 $100 $600
DW 2 SIOO $200
Revised GMAW Weld Procedures and Additional Welder Certification
’ Date .- “Employee Houn -fl,: :;. &-:bt+ :y:c; :,I ..y ?;;.Amount -P’: :.-;
6/l l/98 DW I $100 3100
6112198 DW 2 $100 6200
Macroetch or GMAW Samples
#8695
#8696
$50 (Prep) + 3 120 (Test) x 4
$50 (Prep) + f 120 (Test) x 4 $1,360
4
2 ’
h
B & G Consultants
Corlsbod City Library
Explonodon of Additionoi Eflort
Jonuory18, 1999
L.4tiR.-WDALL Project 70300-7-0205
LAW Document CCL-0035
3 Item
Several imbed plates were welded without inspection and with the GMAW process before the
GMAW process was approved. The approved drawings require special inspection for all welding.
Due to concerns with lack of fusion associated with the GMAW process, the structural engineer
recommended macroetch testing on one of the imbed plates. The effort expended concerning the
imbed plates welded with out inspection using the GMAW process is as follows:
Macroetch and Embed Plates Welded without Inspection
;.. Date:<.; ‘g$;~~E&ploy& F:‘s--: : ‘!i ~~y~‘$-;‘.~~$;i~,&te ‘l&~\$&$;~~~&~g+. t? _x. . ..-’
6/16/98 JM 1 $100 $100
6/17/98 JM 1 $100 $100
6/l 9i98 JM 2 $100 $200 ,
Macroetch or GMAW Samples
4 Item
#8644 650 (prep) + % 120 (Test) x 4 $680 I
During shop fabrication, three welders performed welding without proper certification. The effort
expended concerning this issue is as follows:
Welders Welding with Improper Certification
l Date Employee Hours T. . . Rate ; .‘- : Amount :i;
9t23198 DW I $100 $100
9/29/98 DW 1 $100 $100
5 Item
Structural Steel reinspection and retesting charges have been determined as stated in our letter
dated November 13, 1998. The effort expended concerning retesting and reinspection is as
follows:
* - Jtem : ” ‘. “.’ _ ‘,TAm>s$ ‘. 1
Ultrasonic retesting s4,450
3
C .
B & G Conwltonts
Corlsbod City Librov
fiplonotion of Addirionoi Effort
Jonuory 18. 1999
~.A~VCMDALL Project 70300-7-0205
hW Document CCL-0035
Item 6
Our original proposal dated April 22, 1997 was prepared without the benefit of a construction
schedule and based on preliminary drawings dated October 28, 1991. There were several changes
incorporated in the construction drawings that were not reflected in the preliminary drawings dated
October 28, 1991. Our original proposal assumed that special inspection would not be required in
the fabrication shop if the fabricator was an approved shop. We included only limited quality
assurance inspection. The structural drawings required special inspection for all shop welding. Our original proposal did not include ultrasonic testing of welds. The complete joint penetrating
welds for the moment connections required ultrasonic testing. Our original proposal did not
include engineering consultation time related to this issue. Due to significant problems with the
structural steel and reasons stated above, engineering consultation was required. The following is a
summary of the proposed versus actual costs for the structural steel fabrication.
Structural Steel Summary (through 12/18/98)
CWI Shop
‘If pio*a c$$~ >?; j i I;‘.i,& Actual .I: _ .$& ..:;;2 -1. Additional
_ , _- ,.+----- ,‘.i. ..- , ::’ -~‘A,,,o,,& ++ : -~l~:-Am~~~~~~ 1.T; &,&,,t ‘.--,.
6117 - 9110198 f 2,040 S 21,229 S 19,189
UT Shop I 6119 - 9115198 I sol S 13,706 1 S 13,706
CWI Field 8f25 - 1 l/4/98 E 14,280 s 16,831 s 2,55 1
UT Field 1 O/5 - 1 l/l 8/98 SO $5,253 S 5,253
Engineering I I $01 s 11,450 1 s 11,450
I Totail $52,149
Summary
Our letter to John Cahill, dated October 6, 1998, requested additional budget to complete the
project. At that time, we estimated a total budget of $157,000 would be required. Services
expended through January 1, 1999 now total approximately $146,000.
If you have any questions or concerns, please call us.
Sincerely,
A Division of Law Engineering and Environmental Services, Inc.
David C. Wilson, RCE
Senior Engineer Manager, Engineering Services
g: Ieng~rjlCorLrbod Cit~tl702051Corr\CCL4035
4
City of Carlsbad
March 15,1999
Law Engineering & Environmental Services
Law / Crandall Division
9177 Sky Park Court, Suite A
San Diego, CA 92123
AME~~~IIE~~,~‘~N&‘~ ,TO,ACREEMEMT FOR C~NSTRWT~~N & MATERIALS
,lti$PEc;tlOjW~RViCES FOR CARLSBAD LIBRARY PROJECT
Enclosed for your reference are copies of Carlsbad City Council Agenda Bill
No. 15,086, and Resolution No. 99-81. These documents went before the City.
Council on March 8, 1999, when the Resolution was adopted, approving
Amendment No. 1 to an existing agreement with your company.
Also enclosed is one original, fully executed Amendment No. 1 to the original
agreement for the provision of special inspection and testing services for the
Carlsbad City Library Project.
If you have any questions regarding your contract, please call John Cahill, in the
Community Development Department, at (760) 438-l 161, extension 4386.
-Kathleen D. Shoup ’
Sr. Office Specialist
1200 Carlsbad Village Drive - Cartsbad, CA 92008-1989 - (760) 434-2808 a9
City
March 15,1999
Cibola Systems
1118 East 17” Street
Santa Ana, CA 92710
AeREEMENT - AEIDtO-tiSUAt SYSTEMS DESIGN AND INSTALLATION
FOR CARtSBAD LIBRARY PROJECT
Enclosed for your reference are copies of Carlsbad City Council Agenda Bill
No. 15,086, and Resolution No. 99-81. These documents went before the City
Council on March 9, 1999, when the Resolution was adopted, approving an
agreement with your company.
Also enclosed is one original, fully executed Agreement for the design of audio-
visual systems and installation services for the Carlsbad City Library Project.
If you have any questions regarding your contract, please call John Cahill, in the
Community Development Department, at (760) 438-l 161, extension 4386.
Kathleen D. Shoup
Sr. Office Specialist
1200 Carlsbad Village Drive - Carlsbad, CA 92008-l 989 - (760) 434-2808 @