HomeMy WebLinkAboutContract 36575CITY SECRETARY ��
CONTRACT NO.
CITY OF FORT W ORTH EMERGENCY OPERATIONS CENTER
AUDIO VISUAL DESIGN PROPOSAL
D.C. Price, PMP -Project Manager, I.T. Solutions
- And -
Eric Carter, Homeland Security Grants Manager
1000 Throckmorton Street
Fort Worth, Texas 76102
Dear D.C. and Eric:
6301 Benjamin Road, Suite 101
Tampa, Florida 33634
crg.aviinc.com
January 28, 2008
Thank you for the opportunity to support the efforts undertaken by the City of Fort Worth, and by
the architects at Elements of Architecture, Inc. for the Fort Worth Emergency Operations Center
(EOC) in Fort Worth, Texas. We understand and appreciate the complexity of this new facility
and welcome the challenge to design the audio visual system, sub -systems, and all technical
and non -technical furniture essential to meeting the requirements of your users, key personnel,
and staff.
Audio Visual Innovations (AVI) is proposing to provide design services for all of the areas and
elements described herein at your new facility. This effort includes but is not limited to meeting
with you, the architect, construction prime contractor, staff, and other key personnel, to
determine requirements for each space, designing a visual, audio, and control system that
meets these requirements, documenting the design and interactively gaining approval for said
design. AVI fully intends to provide you with the option of having AVI procure and install the
audio visual equipment for the project, and presumes that our involvement in the design
element of the project does not preclude our firm from consideration. Other AVI efforts included
with this proposal are to interface and coordinate furniture design, delivery and installation for
the entire building as well as providing seating and raised flooring (where applicable). AVI will
work closely with professional furniture manufacturers, raised flooring specialists, and with
facility design engineers to insure this process stays on schedule. Included in the financial
design investment are the design fees for the technical furniture portion of your project. We plan
to use Evans for all technical furniture in your new facility. Also included, but as an option, is the
design of all the remaining furniture in your facility. This option will be provided by Benhar
Furniture and coordinated through their assigned Project Manager. Benhar has the ability to
provide you with three (3) outside quotes for each furniture piece, meeting your contracting
requirements for product purchase. AVI's Control Room Group (CRG) is a professional control
room integrator and will use every available resource to ensure this project is completed on time
and within the prescribed budget.
Sincerely,
�s� Alan D. Jackson
Initial -Date
CONFIDENTIAL
Page 1 of 9
Date: Januar�r 28, 2008
[t�ntral rr
CITY OF FORT WORTH EMERGENCY OPERATIONS CENTER 6301 Benjamin Road, Suite 101
AUDIO VISUAL DESIGN PROPOSAL Tampa, Florida 33634
crg.aviinc.com
DESIGN AGREEMENT FOR
FORT WORTH EMERGENCY OPERATIONS CENTER
This agreement is between the Glty of Fort Worth (Cavner/Buyer) and Audio usual Innovations, Inc.
(Company). All submittals will be provided in hard and soft copy using a standard AutoCAD 2000
format (sheet sizes to be determined). This level of design and consultation will ensure a cost
effective solution for the new Emergency Operations Center which will consist of a mix of
current Owner Furnished Equipment (OFE) and new audiovisual products. AVI plans to provide
integration and installation for this project
below, and the design details follow.
A breakdown of labor and deliverables are listed
The Programming Phase provided includes the following items:
1. Review the Architect's and the other consultants' drawings for coordination.
2. Prepare and present an Audio/Visual system design for Owner's approval for design
direction and coordination based on our understanding of the new facilities operational
requirements.
The Design Document Phase provides a written document itemizing proposed equipment
specifications and itemized costs for the Owner's review and approval. This written document
includes:
1. General Equipment Specifications —minimum requirements for key elements of the
system. This includes power requirements and heat loads, as well as overall
dimensions.
2. System Block Diagrams —interconnectivity and signal flow diagrams, reflecting audio,
video, Rub, and control drawings.
3. Facility Related Drawings — showing system device electrical requirements, system
device conduit requirements and other related system interconnectivity.
4. Equipment List — a comprehensive list of all major system components and
manufacturers pricing.
5. Furniture Design: All technical console furniture design, including peripheral room
furniture and accessories design and will be submitted within the same 10% - 60% -
95% AV deliverable schedule as outlined below.
_ Initial —Date
CONFIDENTIAL Page 2 of 9
YEN
CITY OF FORT WORTH EMERGENCY OPERATIONS CENTER 6301 Benjamin Road, Suite 101
AUDIO VISUAL DESIGN PROPOSAL Tampa, Florida 33634
crg.aviinc.com
DELIVERABLES SCHEDULE
The design details will be delivered in three stages with approximate dates as follows:
1. 10% Design
Delivers general overview of AN and KVM systems and drawings with +/-25% rough
order of magnitude costs for equipment, engineering and installation. Approximate
due date: Within 2 weeks after execution of this contract.
2. 60% Design
Delivers more refined design of AN and KVM systems with detailed drawings with
+/-10% rough order of magnitude costs for equipment, engineering and installation.
Approximate due date: Within four weeks after the 10% Design phase is approved
and signed -off on.
3. 95% Design
Delivers near final design of AN and KVM systems with detailed drawings ready for
integration by Architects CAD engineers into construction documents. Equipment,
engineering and installation costs shall be fixed for the associated design.
Approximate due date: Within four weeks after the 60% Design phase is approved
and signed -off on.
Example Schedule:
* Design Contract Approved and Signed: December 28, 2007
* Purchase Order Received: December 31, 2007
- 10% Design Completed: January 14, 2008
- Approval of 10% Design: January 211 2008
- 60% Design Completed: February 18, 2008
- Approval of 60% Design: February 25, 2008
- 95% Design Completed: March 24, 2008
- Approval of 95% Design: March 31, 2008
* Contract Vehicle and Terms/Conditions Approved: April 7, 2008
* Purchase Order Received for Project: April 14, 2008
* Project Begins:
- Equipment Ordered: April 15, 2008
- Equipment Installed: June/July 2008
Initial —Date
CONFIDENTIAL
Qludia Visual'
Inno�atipns
Page 3 of 9 ��;tllpji'[p8 ftt71➢IGd [i�'4�19��
CITY OF FORT WORTH EMERGENCY OPERATIONS CENTER
AUDIO VISUAL DESIGN PROPOSAL
AGREEMENT
6301 Benjamin Road, Suite 101
Tampa, Florida 33634
crg.aviinc.com
1. The design fees are based on being provided soft copy of the plans as needed to
prepare our documents.
2. Reimbursable expenses include reproduction costs which will be passed through and
billed as incurred.
A. COMPENSATION
1. Fees will be invoiced as follows:
• 700/. at execution of this proposal
• 30% upon approval and sign -off on EOC design
2. Additional Services -Hourly on the basis of the fee schedule listed on page 5
of this document.
3. Reimbursable expenses —Include reproduction costs for CAD printing and
are invoiced monthly as required. Additional expenses must be pre -approved
by the Owner.
4. Travel: Most coordination will be handled remotely between AVI, the
customer, and their prime and sub contractors. If coordination travel is
required (over and above the two design trips to the customers facility in Fort
Worth Texas which are included in this proposal) these travel costs will be
billed as incurred and will include per diem, hotel (lodging) and any other
travel related expenses.
Financial Investment
Audio Visual Systems Design $56,380.00*
*NOTE: Please see AVI Design Fee Schedule (GSA) on page 5 of this document and attachment "A" for
Initial —Date
CONFIDENTIAL
labor breakout pricing
Audia Visual
� InnQvatians
Page 4 of 9 Q6,r�Ulti''�dV P[1q�IGB [tG'ufiPJl7�
CITY OF FORT WORTH EMERGENCY OPERATIONS CENTER
AUDIO VISUAL DESIGN PROPOSAL
AVI DESIGN FEE SCHEDULE 1GSA)
g
Sales Enineer III
Sr. System Engineer /Design
Systems Engineer /CAD and Drafting
Programmer III
Sr. Project Manger/Engineer
6301 Benjamin Road, Suite 101
Tampa, Florida 33634
crg.aviinc.com
$151.00 per hour
$ 126.00 per hour
$ 76.00 per hour
$ 151.00 per hour
$ 96.00 per hour
Technical Admin Support $ 35.00 per hour
Note: If selected to procure and install the system designed, AV[ plans to use GSA pricing
wherever possible. AVI is on GSA Schedule 58 and 70 and has posted labor rates which we will
abide by.
Submitted By,
�s� Alan D. Jackson
Alan Jackson, CTS
[Control Room Groupj
Audio Visual Innovations, Inc.
Toll Free: (888) 61 M083 x2266
Mobile: (813) 363-1352
Email: aiackson( aviinc.com
Date: JanuarX 28 2008
Signing below shall constitute a binding Purchase Order for the design and fee structures
described herein: r%V' V
Accepted By: FORM AND LEGALITY:
n (Printed)
Title (Prin�te/d)
v
Date
Initial — Date
CONFIDENTIAL
ASSISTANT EITY ATTORNEY
Attested By:
Audio Visual
� Innovations
Page 5 of 9
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ICE
;;,.
CITY OF FORT W ORTH EMERGENCY OPERATIONS CENTER
6301 Benjamin Road, Suite 101
AUDIO VISUAL DESIGN PROPOSAL Tampa, Florida 33634
crg.aviinc.com
TERMS AND CONDITIONS
Applicable to all quotations by Audio Visual Innovations Inc., herein referred to as the Company.
1. Acceptance of Terms
This quotation shall not be binding upon the Company until
signed by the Buyer and accepted in writing by a duly
authorized representative of the Company. Any modification,
addition to, or waiver of any of the terms and conditions of
this quotation shall not be effective unless in writing and
signed by an authorized representative of the company, and
any different or conflicting terms appearing in Buyer's
purchase order or other documents are expressly rejected
by Company. Buyer's receipt of the Equipment shall
constitute assent to all terms and conditions contained
herein. No relaxation, forbearance or indulgence by the
Company in enforcing any of the terms and conditions of this
agreement or the granting of any time to any other party
shall prejudice or restrict the rights and powers of the
Company hereunder, nor shall waiver of any breach hereof
operate as a waiver of any subsequent or continuing breach
hereof.
2. Delivery
The company will use its best efforts to deliver the
Equipment, herein defined as the total deliverable as defined
in the quotation, in accordance with the Buyer requested
delivery date subject to receipt of all necessary information
from Buyer. Shipping dates are approximate only, and the
Company shall not be liable for delays or for failure to
manufacture due to causes beyond its reasonable control or
due to compliance with any government regulations.
Any delay shall extend delivery dates to the extent caused
thereby. Buyer shall reimburse the Company its additional
expenses resulting from any Buyer -caused delay. When
delivery of the Equipment is delayed at the request of the
Buyer and the equipment has already been shipped to the
Company, the Company will place the Equipment in storage
and the Company will immediately invoice the Buyer 70% of
the price, which will be promptly paid. The buyer shall have
no right to cancel or rescind this agreement by reason of an
excusable delay as defined herein, and shall accept such
delayed performance by the company. The Buyer's receipt
of the Equipment shall constitute a waiver of any claims for
delay.
3. Payment Terms
Unless otherwise specified herein, the total price of the
design proposal shall be paid as follows: 70% at signing;
30% upon completion of design. Unless otherwise specified,
equipment is sold F.O.B. origin -Buyer to pay all shipping
charges. If this quotation covers equipment for more than
one system, room, suite, or location, for purposes of
payment in accordance with payment terms stated on the
face hereof each room, suite, or location shall be treated as
if the subject of a separate sale and payment made
accordingly. Company shall not be liable for failures of or
Initial —Date
CONFIDENTIAL
delays in manufacture, delivery or installation resulting from
any cause or causes beyond its reasonable control.
4. Buyer In Arrears Or Default
In the event Buyer is in arrears with any payment
whatsoever due from it to the Company at any time
whatever, whether in respect of the purchase price or any
other amount due from the buyer to the Company under the
terms of this agreement, the amount in arrears shall bear
interest at three (3) percent above the prime rate prevailing
at the principal New York branch of Chase Manhattan Bank
as from the date each amount falls due, pending actual
payment thereof in full, without prejudice to any relief and
remedy available to the Company. In the event of Buyer's
default, the Company may, with notice, peaceably enter any
premises in which the equipment is located and remove,
hold and sell it in accordance with applicable law, to satisfy
in whole or in part Buyer's obligations.
5. Title, Risk of Loss
Title to the Equipment shall pass to Buyer upon delivery,
subject to a purchase money security interest retained by the
Company in the Equipment sold and the proceeds thereof
untiI payment of all amounts then due to the Company. The
Company shall be entitled to remove the Equipment from the
buyer's premises if all payments are not made when due.
Buyer agrees to execute financing statements under the
Uniform Commercial Code or other documents as the
Company requests to protect its security interest. Risk of
loss or damage to the Equipment or any part thereof shall
pass to the Buyer upon delivery.
6. Installation &Site Preparation
Installation (field assembly, interconnection, equipment
calibration and checkout) is to be performed by the
Company's trained technical employees. The Company
shall be entitled to employ sub -contractors and/or agents to
assist in or carry out, in whole or in part, the installation. In
the event installation by Company employees is prevented
by trade unions, the Buyer shall arrange with the trade
unions at its own expense to complete installation. The
Company is thereafter liable only for engineering supervision
of installation.
The Company shall
coordinate
and cooperate with
other
trades to facilitate
satisfactory
work progress.
If the
Company's work in
progress is
impeded by other
trades
and/or contractors
(excluding
the Companies
own
subcontractors) or by
scheduling
delays due to the
Buyer,
time delays in the
final installation as well as additional
charges including labor, travel and reasonable expenses
may result.ALT
Page 6 of 9
Audio
� Innav,
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CITY OF FORT WORTH EMERGENCY OPERATIONS CENTER
AUDIO VISUAL DESIGN PROPOSAL
The Buyer shall be responsible for preparing, at its own
expense, the installation site in accordance with the
company's instructions, including the requirements specified
in the quotation. In no event shall the Company be
responsible for any high voltage electrical work, ceiling
modifications, structural modifications, or mechanical
systems modifications. Unless otherwise specified, Buyer
shall provide the Company with source code for any non -
Company programmed remote control system required to be
modified under the terms of this agreement.
The Buyer shall provide the Company with reasonable
access to the installation site before delivery, for purposes of
determining site readiness for installation, and shall
designate an individual on Buyer's staff to serve as a contact
person for all site preparation and installation issues. Buyer
shall provide the Company with free access to the
installation site for the purpose of preparation for installation.
The buyer shall indemnify the Company against any loss,
damage or claim arising out of the condition of the storage
and installation premises.
Buyer shall obtain at its expense and keep effective all
permissions, licenses, and permits whenever required in
connection with the installation and/or use of the Equipment
and the premises where the Equipment shall be situated.
7a. Warranty
In the event the Equipment is in any way misused or altered
or is repaired by someone other than a representative of the
Company, which within the sole judgment of the Company
results in an adverse effect, including effects upon
performance or reliability of the Equipment, the warranty and
the Company's obligations hereunder shall terminate without
notice to Buyer.
7b. Warranty Service —Chargers
Warranty service will be provided in accordance with the
Company's standard service terms. Where such terms are
inconsistent with the terms herein, the terms herein will
govern.
Unless otherwise specified, each installation/system carries
a ninety -day warranty covering defects in the installation
portion of the sale. Components and materials carry the
manufacturers warranty as described below, which may be
greater than the ninety -day listed above. The Company will
attempt to reply to warranty service requests received from
Buyer prior to 1:00 p.m. within forty-eight hours. In the event
service is provided outside of normal working hours, Buyer
will be charged for any overtime hours in accordance with
the Company's then standard policy on overtime rates.
Normal working hours are 9 a.m. to 5 p.m., Monday through
Friday, excluding legal holidays.
8. Limitations Of Warranty —Products Of Others
6301 Benjamin Road, Suite 101
Tampa, Florida 33634
crg.aviinc.com
Unless otherwise specified, No warranty whatsoever is
provided by the Company hereunder as to products
manufactured by other than the Company, including but not
limited to, cables, lamps, batteries, glassware, and
evacuated devices (including valve, cathode ray tubes, and
other special electron tubes).
The Company's sole obligation with respect to any material
or part identified in the quotation, literature, or specifications
furnished to the Buyer as manufactured or supplied by
others, shall be to pass on to the Buyer the applicable
manufacturer's warranties, if any.
9. Buyer Responsibilities
Buyer or any user of the Equipment shall (i) notify the
Company as soon as any unusual operating peculiarity
appears, and (ii) operate the Equipment in a safe and
competent manner in strict compliance with established
safety operating procedures and applicable laws and
government regulations. In the event the Buyer or any user
of the Equipment fails to comply with any of the above -stated
conditions, the Company's warranties and its obligations
hereunder shall terminate without notice to Buyer.
10. Limitation Of Liability
The foregoing warranties are exclusive and in lieu of all other
warranties, whether written or oral, implied or statutory. No
implied warranty of merchantability or fitness for a particular
purpose shall apply, in no event will the company be liable
for any damages, other than the allocable charges paid by
the buyer for the equipment, whether direct, indirect, special,
dental or consequential, arising from any warranty
claims.
11. Taxes
ementor
Any and all taxes levied or based on the prices in this
agre, the Equipment being sold hereunder,
exclusive of any taxes based on net income, shall be added
to the selling prices set forth in the quotation; otherwise, the
Buyer shall provide the Company with a tax exempt
certificate acceptable to the taxing authorities.
12. Choice Of Law And Severability
This agreement shall be interpreted in accordance with and
governed in all respects by the law of Texas. Should any
provision of this agreement be found invalid or
unenforceable by a court of competent jurisdiction or by
operation of any applicable law, it shall not affect the validity
of any other provision contained herein.
13. Restocking Fees
In the event Buyer wishes to return any Equipment based on
reasons outside of the Company's control, Buyer agrees to
pay any and all restocking fees.
Qllxlia YISIl181
_ Initial —Date � � Inn4►►atiipns
CONFIDENTIAL Page 7 of 9f�al(I$EtN9 tON�I l fjl'N7Itl7
CITY OF FORT W ORTH EMERGENCY OPERATIONS CENTER
AUDIO VISUAL DESIGN PROPOSAL
14. General
The quotation shall be firm for the period shown on the face
hereof, subject to withdrawal or change by the Company
upon notice at any time prior to acceptance of an order. It
supersedes all prior agreements and understandings
between the parties relating to the subject matter and is
intended by the parties as the complete and exclusive
CUSTOMER ACCEPTANCE
ptance�(signed)
6301 Benjamin Road, Suite 101
Tampa, Florida 33634
crg.aviinc.com
statement of the terms of the quotation and agreement. Any
representation, affirmation of fact, course of prior dealings,
promise or condition in connection shall not bind the parties
therewith or usage of the trade not incorporated herein
�� -h.� �,ri ���fi %:� _� �— � � %L' lac � ,'�- ci �.�•�
Customer's Name (printed)
Company/Organization (printed)
21�10�
Date (printed)
ASSISTANT CITY ATT®RN�Y
Initial —Date
CONFIDENTIAL
= Audio Visual
Innp�ationS
Page 8 of 9 [cwntral ream ®raup]
CITY OF FORT W ORTH EMERGENCY OPERATIONS CENTER
AUDIO VISUAL DESIGN PROPOSAL
ATTACHMENT "A"
6301 Benjamin Road, Suite 101
Tampa, Florida 33634
crg.aviinc.com
GSA Position / Title
Hours
�Magri
GSA Labor
Rate
�M
Extended Price
Sales Engineer III
80
$151.00
$121080.00
Sr. System Engineer
1 80
$126.00
1 $10,080.00
Systems Engineer/ CAD
80
$76.00
$6,080000
Programmer III
80
$151.00
$12,080.00
Sr. Proiect Manager
160
$96.00
$15,360.00
Technical Admin Support
20
$35.00
$700.00
TOTAL LABOR COST
500
$569380.00
Proposal and Pricing valid for 60 days. This Entire Document and all information
enclosed including drawings, specifications and designs is the property of Audio Visual
Innovations (AVI). Proprietary information provided to our client or his agents is for the sole
purpose of demonstrating AVI's capabilities and shall be held in confidence. These Materials
may not be copied, distributed or disclosed in any way without the sole written permission
of an authorized representative of AVI.
Audio 1►isualy
■ innovations
[control room oroup]
Audio Visual Innovations
6301 Benjamin Road, Suite# 101, Tampa, FL 33634
Office: (813) 8844168 1 Fax: (813) 882-9508
www.Crq.aviinc.com
— Qllidip Visual`
Initial —Date � � Innovations
CONFIDENTIAL Page 9 of 9 �lf,fI11C41 t�Qlll �pDI1111
Page I of 2
City of Fort Worth, Texas
COUNCIL ACTION: Approved or
DATE: Tuesday, January 29, 2008
LOG NAME: 02EOCAVDESIGN01
1
/29/2008
REFERENCE NO.: **C-22637
SUBJECT:
Authorize the City Manager to Execute a Contract for Technology Advisory Services with Audio
Visual Innovations, Inc., for the Office of Emergency Management's Emergency Operations Center
RECOMMENDATION:
It is recommended that the City Council authorize the City Manager to execute a contract for technology
advisory services with Audio Video Innovations, Inc., for the Emergency Operations Center using General
Services Administration Contract GS-03F-0037M, for an estimated amount of $56,380,
DISCUSSION:
The City of Fort Worth Emergency Operations Center (EOC) experienced significant floor and wall damage
due to flooding in August 2007. Given the vital nature of the EOC to the City's ability to coordinate any large
scale emergency response, staff has been working to restore the facility as soon as possible. Based on
experience gained during recent large scale activations, e.g. Hurricane Katrina, Office of Emergency
Management (OEM) has recommended redesigning the floor space and information management systems
to extend the service life of the current EOC and ensure adequate space and IT infrastructure to support the
future needs of the City over the next 10 to 15 years.
Audio Video Innovations, Inc. (AVI), will provide design services for all of the audio-visual, information
technology and communications infrastructure in the redesigned facy. This effort includes but is not
limited to meeting with City staff, the facility architect, the construction prime contractor, and other key
personnel, to determine the requirements for each space, designing an audio-visual and control system that
meets defined requirements and documenting the design.
The initial design work will be the start of a multi -year redesign/renovation project. AVI will work closely with
the Design Architect contracted by the City's Transportation and Public Works Department (TPW) to deliver
detailed architectural drawings and finalized construction documents. AVI has submitted a Design Proposal
based on General Services Administration (GSA) pricing schedules.
IT Solutions (ITS) has reviewed the pricing and finds the cost to be competitive. Pursuant to Section 211 of
the e-Gov Act of 2002, Cooperative Purchasing provides authorized State and local government entities
access to information technology items offered through GSA's Schedule 70 and the Corporate contracts for
associated special item numbers. Under Section 271,103 of the Local Government Code, a local
government contracting an item under a Federal Supply Schedule of the GSA satisfies any state law
requiring that the local government seek competitive bids for contracting.
FISCAL INFORMATION/CERTIFICATION:
The Finance Director certifies that funds are available in the current capital budget, as appropriated, of the
Grants Fund,
TO Fund/Account/Centers FROM Fund/Account/Centers.
GR76 539120 002442172210 r 6'_3s0
a 111 AV
http://www.cfwnet.org/council_packet/Reports/mc_print.asp
Page 2 of
Submitted for City Manager's Office by_
Ori inating Department Head•
Additional Information Contact:
Joe Paniagua (6191)
Juan Ortiz (6173)
Eric Carter (2877)
D.C. Price (6994)
http: //www, cfwnet. org/council�acket/Reports/mc�rint. asp
2/4/2008