HomeMy WebLinkAboutContract 55664-R2CSC No. 55664-R2
CITY OF FORT WORTH
CONTRACT RENEWAL NOTICE
February 21, 2023
AVI-SPL, LLC
Attn: Steve Benjamin, Executive Vice President
6301 Benjamin Rd. Ste 101
Tampa, FL 33634
Re: Contract Renewal Notice
Contract No. CSC No. 55664 (the "Contract") Renewal
Term No. 2: February 1, 2023 to January 31, 2024
The above referenced Contract with the City of Fort Worth expires on January 31, 2023
(the "Expiration Date"). Pursuant to the Contract, contract renewals are at the sole option of the
City. This letter is to inform you that the City is exercising its right to renew the Contract for an
additional one (1) year period, which will begin immediately after the Expiration Date. All other
terms and conditions of the Contract remain unchanged. Please return this signed
acknowledgement letter, along with a copy of your current insurance certificate, to the
address set forth below, acknowledging receipt of the Contract Renewal Notice. Failure to
provide a signed acknowledgment does not affect the renewal.
Please log onto PeopleSoft Purchasing at http://fortworthtexas.gov/purchasing to ensure
that your company information is correct and up-to-date.
If you have any questions concerning this Contract Renewal Notice, please contact me at
the telephone number listed below.
Sincerely,
Brenda Ray
Purchasing Manager
Brenda.ray(ic fortworthtexas.&ov
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
Contract Renewal Page 1 of 10
ACCEPTED AND AGREED:
CITY OF FORT WORTH
V4&L&A---
By:Valerie Washington (Feb 27, 202315:18 CST)
Name: ValerieWashington
Title: Assistant City Manager
Date: Feb 27, 2023
APPROVAL RECOMMENDED:
By: J s Davis (Feb 23, 2023 15:34 CST)
Name: Jim Davis
Title: Fire Chief
ATTEST: 400�o
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By: n°°°aaao
Name: Jannette Goodall
Title: City Secretary
Contract Renewal
CONTRACT COMPLIANCE MANAGER:
By signing I acknowledge that I am the person
responsible for the monitoring and
administration of this contract, including
ensuring all performance and reporting
requirements.
By: Mark Rauscher(Feb23, 202314:17 CST)
Name: Mark Rauscher
Title: Assistant Fire Director
APPROVED AS TO FORM AND
LEGALITY:
Name: Taylor Paris
Title: Assistant City Attorney
CONTRACT AUTHORIZATION:
N/A
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
Page 2 of 10
AVI-SPL, LLC
Steve Benjamin, Executive Digitally signed by Steve Benjamin,
Vice President, AVI-SPL LLC Executive Vice President, AVI-SPL LLC
By; - Date: 2023.02.2311:51:54-05'00'
Name: Steve Benjamin
Title: Executive Vice President
Contract Renewal Page 3 of 10
Proposal Prepared For:
City of Fort Worth - TX
Fletcher Jackson
GSA Contract: 47QTCA21DO070
Current Contract Expiration: 1/31/2023
pur
Confidential
N
AVID= SPL
10/27/2022
AVI-SPL LLC
www.avispi.com
Prepared By: Paul Medford
Paul.Medford@avispi.com
972-815-1129
Proposal No: 40S553
Date: 10/27/2022
Page 1
Contract Renewal Page 4 of 10
Global Support and
Maintenance
AVI-SPL's Global Support and Maintenance services relieve you of
the day-to-day burden of maintaining your collaboration technology
estate, keeping your teams connected, and concentrated on
delivering business value.
Elite Support
Our Elite services give you an extra level of onsite responsiveness
and support with:
* Unlimited onsite support M-F, 8am-5pm*
* Unlimited remote help desk support - available
globally 24x7x365
* Facilitation of manufacturer repair or replacement
programs - let us navigate your warranty terms
* Software and firmware updates managed remotely for
covered assets
OL
quft"- .4
AVI-,-- SPL
t
Global Support Operations Centers
• AVI-SPL's Global Support Operations Centers (GSOCs)
deliver live help desk support 24x7x365.
• Offering quick and efficient email, phone, and portal
communications options.
• The GSOCs will diagnose a problem, implement a repair
remotely, or escalate to a specialist.
Repair/Replacement Facilitation - Some equipment may be repairable or replaced at nocharge under the manufacturer's warranty policy. Labor for onsite installation of parts
covered under manufacturer warranty may be subject to our current standard time and material rates. The help desk WLI assist in.arranging the return of the defective equipment
to the manufacturer for service/replacement as applicable.
Software Updates and Upgrades - Access to the help desk for customer -initiated software updates and upgrades remotely available per manufacturer recommendation. Updates
are provided on a fix or fail basis. Once an issue is reported, the remote help deskcoordinates vdth you and the manufacturer to determine the bestcourse of action. If a specialist
or a programmer, onsite help, or any other labor is required, additional charges may apply at the applicable rate for those services.
Unlimited Onsite. Support — available Monday through Friday, 8 a.m. -5 p.m.*, excluding company holidays, with travel included. Where applicable, AVI-SPL will
provide a two -business day onsite response following the help desk's determinationthatan onsite dispatch is needed.
`Local standard time excluding AVI-SPL published holidays. For customers in the Middle East, services will be provided Sunday through Thursday from 8 a.m. - 5 a.m. IocaL standard
time, excluding United Arab Emirates (UAE) national. holidays.
Confidential 10/27/2022 Page 2
Contract Renewal Page 5 of 10
AVI-e$:P-SPL
Global Support and -74
1 el
Maintenance -
r
Looking for a specific support option to supplement our Enhanced or Elite service - i A
plans? We have you covered with our flexible, a la carte PLUS options. These are zz!
available as add-ons to our Enhanced or Elite service offerings and provide you with
just the right mix of support to match your needs.,.*
Plus Options
The following PLUS options can be added as needed in any combination to an Enhanced or Elite contract:
Extended Hardware Warranty
* We cover repair or replacement cost of malfunctioning equipment.
* Equipment coverage is limited to the hardware or rooms detailed in proposal. Excludes owner furnished equipment.
* Defects in parts originating with the manufacturer will be repaired or replaced with equipment of equivalent function at no
additional charge.
* Labor for repairs, replacement, or adjustment of hardware included in this PLUS option will be performed as necessary to restore the
system to original specifications or similar function at no additional charge.
Expedited Onsite Response
* Accelerated response times require site access, as defined in the TK,
* Multiple options are available if an onsite response faster than the standard two business day is required.*
Preventative Maintenance Visits
Onsite visits that work around the scheduled use of space to ensure equipment is kept in optimal operating conditions. Onsite
technicians complete a standard checklist and make recommendations to improve reliability, the in room experience, and security.
* Preventative Maintenance checks are purchased and scheduled in advance at recommended intervals.
* An accurate point of contact, as designated and kept current by the customer, will coordinate with the AVI-SPL help desk to
schedule and coordinate the preventative maintenance checks.
* If a scheduled preventative maintenance check is missed and a reasonable attempt has been made by AVI-SPL to reschedule, that
preventative maintenance check may be void.
Consumable Replacement
Free replacement of high -volume consumable points of failure (examples include: lamps, bulbs, filters, fuses, batteries).
Consumables will be replaced when failure occurs because of normal use and wear.
`Not available in Al areas. Subject to "I-SPL approval.
Confidential
10/27/2022
Page 3
Contract Renewal Page 6 of 10
Time & Material Contract Rate Sheet
AVID SPL
Global Help Desk Support —Case creation and management, basic troubleshooting, dispatch orders and part orders
through the duration of the case:
• Global Helpdesk Remote Support available 24x7x365
Specialist Support— Infrastructure configuration, programming, software upgrades, and other advanced support:
3lobal Help Desk Support Services - Specialist Hourly Rate
USA Canada UK EMEA APAC
specialist Support Time & Materials
US $150 C$160 £120 € 140 US $150
'1-hour minimum (billed in 15min increments thereafter)
• Specialist Support available Standard Business Hours: Monday- Friday 8:00 am to 5:00 pm local time
No guaranteed response times or SLAB provided for T&M
Hourly rates for Specialist Support billed in addition to initial Global Help Desk remote support fee
Onsite Dispatch — Provision of onsite technical support (troubleshooting. decommission. replace. etc.):
Onsite Dispatch
(Contract Rates)
USA
Canada
UK
EMEA
APAC
Time & Material —Standard Business Hours
US $120
C$160
£95
€ 110
US $120
Time & Material —Outside Standard Business Hours
US $180
C$240
£145
€ 170
I
US $180
Time & Material —AVI-SPL Holiday
US $240
C$320
£195
€ 225
US $240
Confidential
2-hour minimum billing for onsite service (inclusive of travel time)
Standard Business Hours: Monday through Friday 8:00 am to 5:00 pm local time
Contract rates apply with any active Remote Customer Care or ServiceFlex T&M Contract
No guaranteed response times or SLAB provided
Non -contract rates will apply on non -renewal of contract
• Travel: Hourly rates apply portal to portal (excludes airfare)
USD Rates are valid in the continental US and APAC
10/27/2022
Page 4
Contract Renewal Page 7 of 10
AVI48$;P�SPL
Investment Summary - Proposal # 405663
Terms and Conditions
This Proposal together with AVI-SPL's General Terms and Conditions and the applicable Addendum (a) located
https://.alAspl.com/terms-of-use/ and incorporated herein by this reference (collectively the "Agreement") constitutes the
entire agreement between AVI-5PL [_LC ("Seller", "AVI-SPL", "we", "us", "our") and the buyer/customer identified in the
Proposal ("Buyer", "Customer", "Client", "you", "your") with respect to its subject matter and supersedes all prior and
contemporaneous agreements, representations and understandings of the Parties, written or oral. By signing below, issuing a
valid purchase order for the Services and/or Products specified herein or receiving the Products and/or Services specified
herein, whichever occurs first, Buyer acknowledges it has read and agrees to the terms of this Agreement. This Agreement
shall not be binding upon Seller until accepted by Buyer as set forth in this Agreement and the earlier of Seller's
confirmation in writing of Buyer's order and Seller's performance under the applicable Proposal. Any terms and conditions
contained in Buyer's purchase order or any other Buyer -provided documents related to this transaction shall have no effect
and are hereby rejected. Notwithstanding anything herein to the contrary, if a
master services agreement signed by both Parties is in effect covering the sale of the Services and/or Products that are the
subject of this Proposal, the terms and conditions of said agreement shall prevail to the extent they conflict or are
inconsistent with this Agreement.
Billing Terms
Payment terms are Net 30 Days from the date of invoice unless otherwise specified in the Proposal.
Any support and maintenance services and remote managed services non -recurring charges outlined within this
Proposal will be invoiced in full upon the earlier of customer's issuance of a purchase order and customer's
signature below. Any on -site managed services and remote managed services monthly recurring charges outlined in
this Proposal will be invoiced monthly. All fees and payments outlined in this Proposal are in US Dollars and all
billing and payment shall be made in US Dollars.
Link to AVI-SPL Terms and Conditions: https://avispi.com/terms-of-use/
Purchase orders should be addressed to AVI-SPL LLC
❑ Coverage in the amount of $22,580.00
* any and all applicable taxes will be included upon invoicing
Buyer Acceptance
Buyer Legal Entity:
Buyer Authorized Signature:
Buyer Authorized Signatory Name:
Buyer Authorized Signatory Title:
Date:
Confidential
10/27/2022
Page 5
Contract Renewal Page 8 of 10
"I�JSPL®
6301 Benjamin Road, Suite 101
Tampa, FL 33634
Tel. 866.708.5034
wv w.avispl.com
Prepared by: Paul Medford
Date Prepared: 10/27/22
Proposal ft: 405663
Proposal Valid Until: 2/28/2023
GSA Contract: 47QTCA21DO070
Previous Contract Exp. Date: 113112023
275W13etapper Blvd Ft
1 See PppeMlr fa Room uk WOM iI(76102 WI/— V3I/]024 1 ANELIiERM Ellk-See /ppen4r for Roan Lls[ St1.700.W $2L70p0o
See App—fa Room-- 275 W 13st21pPer Blvd Ft Reventative Mal,K-See<ppena. For Roan
2 PM�SsIt WOMiX ]6102 2/{20Y3 {f3 — 2 CCA31010Pf Lirt P.— $4.. 5a .
AVService Total: $22,140.00 $22,580.00
Contract Grand Total
NOTES: $22,590.00
This Entire Document and all information (including drawings, specifications and designs) presented by AVI-SPL LLC are the property ofAVI-SPL LLC or its affiliate. Proprietary
information provided to potential customers, clients or agents is for the sole purpose ofdemonstrating solutions delivery capabilities and shall be held in confidence. These Materials may
not be copied, distributed or disclosed in any way without the sole written permission ofan authorized representative ofAVI-SPL.
® Copyright AVl-SPL LLC. All Rights Reserved
Confidential
10/27/2022
Page 6
Contract Renewal Page 9 of 10
Room List
EOC ROOM - 139
HALLWAY RM - 116
EOC RM - 133
EOC RM - 139
EXECUTIVE ROOM -148
TMC RM - 141
BREAKROOM/Kitchen - 108
MEDIA RM - 102
CONF RM -133
CONF RM -134
CONF RM -136
COMMUNICATIONS RM - 137
ROOM - 132
ROOM - 133
ROOM - 134
ROOM - 136
ROOM - 139
ROOM - 148
ROOM - 123
ROOM - 129
Room 121
Room 142
Room 119
EOC TV Streaming
Conf Rm 117
Conf Rm 118
Contract Renewal Page 10 of 10
FORT WORTH® CSC No. 55664-R1
CITY OF FORT WORTH
CONTRACT RENEWAL NOTICE
November 29, 2021
AVI-SPL, LLC
6301 Benjamin Rd. Ste 101
Tampa, FL 33634
Re: NOTICE OF CONTRACT RENEWAL
Audio Visual Customer Care Agreement
Contract No. CSC No. 55664 (the "Agreement")
Renewal Term No. 1: February 1, 2022 to January 31, 2023
The above referenced Agreement will expire on January 31, 2022. Pursuant to the Agreement renewals are at the sole option of the
City of Fort Worth ("City"). This letter is to inform you that the City is exercising its right to renew the Agreement for an additional one
year period, which will begin immediately upon the expiration of the current term and will end on January 31, 2023. All other terms and
conditions of the Agreement remain unchanged. Please submit a copy of your current insurance certificate, via email, to
camillia.ryan(a)fortworthtexas.gov after acknowledging receipt of the Notice of Contract Renewal. Failure to provide a signed
acknowledgement does not affect the renewal.
Please log into the PeopleSoft Supplier Portal at http://fortworthtexas.gov/purchasing to insure that your company information is correct
and up to date.
If you have any questions concerning this Contract Renewal Notice, please contact me at the telephone number listed below.
Sincerely,
f- _I'
Marib�inez (Nov 29, 202110:35 CST)
Maribel Martinez-Mejia PhD CEM
Fire Department/Office of Emergency Management
817-392-6173 — Direct
SIGNATURE SHEET FOLLOWS
RENEWAL NO 1 CSCO 55664 COFW AVI-SPL
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
Re: NOTICE OF CONTRACT RENEWAL
Audio Visual Customer Care Agreement
Contract No. CSC No. 55664 (the "Agreement")
Renewal Term No. 1: February 1, 2022 to January 31, 2023
CITY OF FORT WORTH
By:
Name
Title:
Date
Ucglenie Washin ton
Valerie Washington (Nov 3 , 202110:23 CST)
Valerie Washington
Assistant City Manager
Nov 30, 2021
APPROVAL RECOMMENDED:
BY: J&fs Davis (Nov 30, 2021 08:53 CST)
Name: James E. Davis
Title: Fire Chief
ATTEST:
By:
Name:
Title:
Ronald P. Gonzales
Acting City Secretary
Audio Visual Innovations, Inc. (A VI-SPL).
By: eye B'�;am�� wog: EST,
Name: Steve Benjamin
Title: Executive Vice President
RENEWAL NO 1 CSCO 55664 COFW AVI-SPL
CONTRACT COMPLIANCE MANAGER:
By signing I acknowledge that I am the person
responsible for the monitoring and administration
of this contract, including ensuring all
performance and reporting requirements.
By:
Name
Title:
&a-v-cr nd H6;q,
Raymond Hill (Nov 29, 202113:36 CST)
Raymond Hill
Assistant Fire Chief
APPROVED AS TO FORM AND LEGALITY:
By:
Name
Title:
Taylor Paris
Assistant City Attorney
CONTRACT AUTHORIZATION:
M&C: N/A
Date Approved:
Form 1295 Certification No.: N/A
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
■
a
FORTWORTH
One -Year Service Warranty
2/01/22 - 1/31/23
Customer Care Program
Advanced
AVI<%* SPL`
Solutions Group
Prepared By:
Paul Medford
Chris Valido
November 16, 2021
I. COVERAGE
AVI-SPL, LLC will repair or arrange for the repair of THE COMPANY'S Warranted Covered Equipment as necessary when
such repair is due to a MECHANICAL or ELECTRONIC BREAKDOWN during the Agreement Period, subject to the conditions
contained herein. AVI-SPL's continued adherence to this agreement is subject to the satisfaction of all terms and
conditions of this Agreement by the Customer.
All repairs and replacements will be performed with new or remanufactured parts and components as decided by AVI-
SPL. All parts or components replaced by AVI-SPL shall become the property of AVI-SPL.
(Covered Equipment is listed in detail in Appendix A of this Agreement.)
II. WHAT IS COVERED
Scheduled Preventive Maintenance (PM): AVI shall provide two (2) routine preventive maintenance visits, scheduled
during the Covered Period of this Agreement. During each scheduled Preventive Maintenance (PM) visit AVI authorized
technician(s) shall perform the following services as they relate to the COVERED EQUIPMENT outlined below and more
particularly described on Appendix A, attached hereto.
• Complete operational check of the system functions
• Detailed inspection and testing of selected system components.
• Adjustment of levels and equalization of equipment settings as required to maintain or optimize overall system
performance.
• Re -converge, re -focus and make necessary adjustments to produce maximum picture quality on the video
walls.
• Ensure that speakers/microphones are effectively secured.
• Test speakers/microphones for audio problems.
• Inspect and repair any faulty wiring or connections
• Service reports
• Recommendations for any additional services and upgrades
* If abnormal operating conditions outside industry standards are noted during a Preventive Maintenance call and the
repair or correction cannot be accomplished during the PM call, another repair call will be scheduled to correct the noted
condition. In addition, if the repair is not covered by this AGREEMENT as noted in Article IV, AVI-SPL will forward a written
quote for repair to the customer, which will include a description of the condition and a cost to repair.
AVI-SPL will provide an Average Speed of Answer (ASA) of 60 seconds for support calls placed to its help desk Monday
through Friday, 8 AM to 5 PM local standard time excluding AVI-SPL published holidays.
AVI-SPL will respond to new service requests made via email or web portal within four (4) hours with case assignment
notification Monday through Friday, 8 AM to 5 PM local standard time excluding AVI-SPL published holidays.
When applicable, AVI-SPL will provide a two -business day onsite response pursuant to the Help Desk's determination that
a dispatch is required for incident remediation. This service level may be impacted by room availability and the
requirement for replacement parts. All onsite activity will be scheduled Monday through Friday, 8 AM to 5 PM local
standard time excluding AVI-SPL published holidays.
When a case is opened, the Help Desk will classify the case in accordance with the following incident priority
classifications:
• PI: Critical — System outage equipment or room system fully non-functional
• P2: Major — System impaired but operational quality or features diminished.
• P3: Minor — System operational with acceptable quality features are diminished.
• P4: Informational — End User "How To" inquiry, request for configuration modification
This AGREEMENT is not a manufacturer's warranty or an extension of a manufacturer's warranty. This Service AGREEMENT may
provide duplicate coverage while manufacturer's warranties are in force. This AGREEMENT is not an express, implied or general
warranty and is not a condition of the purchase of the COVERED EQUIPMENT.
Total Cost for Customer Care: $ 22,500.00 plus applicable taxes
Coverage Timeframe: February 1, 2021—January 31, 2023
GSA SCHEDULE — 47QTCA21DO070
Customer Acceptance of Customer Care Service Agreement
Signed Name
Valerie Washington
Printed Name
City of Fort Worth
Customer
Date
AVID S P L:
Appendix A: Covered Equipment:
The following is a list of the rooms that are covered under the terms and conditions of the Service
Agreement.
AVI-SPL — CRG Project # 140I-20-14106
EOC ROOM 139
EXECUTIVE ROOM 148
CONFERENCE ROOMS 133,134 & 136
HALLWAY ROOM 116
EOC ROOM 139 & 133
EOC TV STREAMING
CONFERENCE ROOMS 117 & 118
COMMUNICATIONS ROOM 137
ROOMS 132, 133, 134, 136, 139 & 148
ROOM 141
BREAKROOM / KITCHEN ROOM 108
MEDIA ROOM 102
ROOM 123
ROOM 129
ROOM 121
ROOM 142
ROOM 119