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HomeMy WebLinkAboutC11-072 Audio Visual Innovations AGREEMENT BETWEEN EAGLE COUNTY and AUDIO VISUAL INNOVATIONS THIS AGREEMENT (the "Agreement "), dated as of this 1.44A1 day of 2011, by and between Eagle County, Colorado, a body corporate and politic ("County"), whose address is 500 Broadway, Eagle Colorado 81631 and Audio Visual Innovations, Inc. a Florida corporation doing business as (AVI -SPL) ( "Contractor "), with offices at 15700 Parkerhouse Road, Parker, Colorado 80134. WITNESSETH: WHEREAS, the Contractor has submitted to County a Proposal Summary (the " g ' Na. dated February 15, 2011, for a project (the "Project") denominated in ys the Summary as "Eagle County Room" (Summary, and accompanying description of AVI -SPL Customer Care Program and Recycling Program, attached hereto as Exhibit A and made a part hereof by this reference), together with a detailed "Equipment List" (the "List "; copy attached hereto as Exhibit B and made a part hereof by this reference) and a detailed Proposal (the "Proposal"; copy attached hereto as Exhibit C and made a part hereof by this reference; and WHEREAS, based on the Summary, the List and the Proposal, and the representations of Contractor•as to its experience and knowledge in the subject matter of the Project, the County desires to contract with Contractor for the equipment and services described in the List and the Proposal, as more specifically hereinafter set forth. NOW, THEREFORE, in consideration of the foregoing premises and the following promises, the parties agree as follows: 1. Equipment Supplied and Services Provided. Contractor will (a) supply the equipment described in the List and (b) provide the services described in the Proposal. The parties agree that pages 16 and 17 of the Proposal, "Terms and Conditions," are modified as set forth hereinbelow. 2. Comniencement of Work. Contractor will commence work in fulfillment of its obligations hereunder promptly following execution of this Agreement 3. Payment Terms. County will pay to Contractor fifty percent (50 %) of the agreed total price for the equipment and services provided within •G after execution of this Agreement, and the balance of such price shall be paid by County to Contractor within ,�a days after completion and written acceptance of the work by County. This Section 3 replaces and supplants Paragraph 3 of the Terms and Conditions of the Proposal (at p. 16 thereof). 4. Governing Law and Venue. This Agreement shall be construed in accordance with the law of the State of Colorado, and any legal action to enforce its terms shall be brought in the Colorado State District Court in Eagle, Colorado. This Section 4 replaces and supplants Section 12 of the Terms and Conditions of the Proposal (at p. 17 thereof). 4. Independent Contractor. Contractor acknowledges that it is an independent contractor providing equipment and services to County. Nothing in this Agreement shall be deemed to make Consultant an agent, employee, partner or representative of County. Contractor shall not have the authority to, and will not make any commitments or enter into any agreement with any party on behalf of County without the written consent of the Board of County Commissioners. Contractor will maintain liability, unemployment and workman's compensation insurance on its behalf, as necessary. 5. Additional Payment and Fund Budgeting and Appropriation. Notwithstanding anything to the contrary contained in this Agreement, no charges shall be made to County nor shall any payment be made to Contractor in excess of the amount for any work done without the written approval in accordance with a budget adopted by the Board in accordance with provisions of the Colorado Revised Statutes. Moreover, the parties agree that the County is a governmental entity and that all obligations beyond the current fiscal year are subject to funds being budgeted and appropriated. 6. Ownership of Documents: All documents (including electronic files) which are obtained during or prepared, either partially or wholly, in the performance of the Services shall remain the property of the County and are to be delivered to County before final payment is made to Consultant or upon earlier termination of this Agreement. 6. Indemnification: Within the limits allowed by law, Contractor shall indemnify County for, and hold and defend the County and its officials, boards, officers, principals and employees harmless from, all costs, claims and expenses, including reasonable attorney's fees, arising from claims of any nature whatsoever made by any person in connection with the negligent acts or omissions of, or presentations by, Contractor in violation of the terms and conditions of this Agreement. This indemnification shall not apply to claims by third parties against County to the extent that County is liable to such third party for such claim without regard to the involvement of the Contractor. 7. Contractor's Professional Level of Care. Contractor shall be responsible for the completeness and accuracy of the Services provided hereunder, including all supporting data and other documents prepared or compiled in performance of the Services, and shall correct, at its sole expense, all significant errors and omissions therein. Contractor shall perform the Services in a skillful, professional and competent manner and in accordance with the standard of care, skill and diligence applicable to consultants, with respect to similar services, in this area at this time. S. No Assignment. The Services to be provided pursuant to this Agreement are professional in nature and in entering into this Agreement County is relying upon the professional services and reputation of Contractor. Therefore, Contractor may not assign its interest in this Agreement, or its rights and obligations under this Agreement without the prior written consent of County, which consent County may withhold in its sole discretion. Except as so provided, this Agreement shall be binding on and inure to the benefit of the parties hereto, and their respective successors and assigns, and shall not be deemed to be for the benefit of or enforceable by any third party. Unless specifically stated to the contrary in any written consent to an assignment, no assignment will release or discharge the assignor from any duty or responsibility under the Agreement. 9. Notices. Any notice and all written communications required under this Agreement shall be given in writing by personal delivery, facsimile or U.S. Mail to the other party at the following addresses: County: Josh Stowell, Eagle County, 500 Broadway, Eagle, Colorado 81631, Facsimile: 970- 328 -8629, with a copy to: Eagle County Attomey's Office 500 Broadway, Eagle, CO 81631, Facsimile 970 - 328 -8699. Contractor: AVI SPL WeskagtAtat 15700 Parkerhouse Road Suite 200, Parker, CO 80134 Notices shall be deemed given on the date of delivery; on the date the facsimile is transmitted and confirmed received or, if transmitted after normal business hours, on the next business day after transmission, provided that a paper copy is mailed the same date; or three days after the date of deposit, first class postage prepaid, in an official depository of the U.S. Postal Service. 10. Governing Law and Judicial Venue: This Agreement shall be interpreted in accordance with the laws of the State of Colorado and the parties hereby agree to submit to the jurisdiction of the courts thereof. Venue shall be in the Fifth Judicial District for the State of Colorado. 11. Confidentiality. The parties acknowledge that, during the term of this Agreement and in the course of the Contractor supplying the equipment and providing the Services, the Consultant and County may acquire lnowledge of the business operations of the other party not generally known and deemed confidential. The parties shall not disclose, use, publish or otherwise reveal, either directly or through another, to any person, fine or corporation, any such confidential knowledge or information and shall retain all knowledge and information which he has acquired as the result of this Agreement in trust in a fiduciary capacity for the sole benefit of the other party during the term of this Agreement, and for a period of five (5) years following termination of this Agreement. Any such information must be marked as confidential. The parties recognize that the County is subject to the Colorado Open Records Act and nothing herein shall preclude a release of information that is subject to the same. 11. Miscellaneous: This Agreement constitutes the entire Agreement between the parties related to its subject matter. h supersedes all prior proposals, agreements and understandings 12. Third Party Right. This Agreement does not and shall not be deemed to confer upon or grant to any third party any right enforceable at law or equity arising out of any term, covenant, or condition herein or the breach thereof. • 13. Prohibition on Public Contracts for Services: If Contractor has any employees or subcontractors, Contractor shall comply with C.R.S. § 8 -17.5 -101, et seq., regarding Illegal Aliens — Public Contracts for Services, and this Contract. By execution of this Agreement, Contractor certifies that it does not knowingly employ or contract with an illegal alien who will perform under this Agreement and that Contractor will participate in the E- verify Program or other Department of Labor and Employment program ( "Department Program ") in order to confirm the eligibility of all employees who are newly hired for employment to perform work under this Agreement. A. Contractor shall not: (i) Knowingly employ or contract with an illegal alien to perform work under this contract for services; or (ii) Enter into a contract with a subcontractor that fails to certify to the Contractor that the subcontractor shall not knowingly employ or contract with an illegal alien to perform work under the public contract for services. B. Contractor has confirmed the employment eligibility of all employees who are newly hired for employment to perform work under this Agreement through participation in the E- verify Program or Department Program, as administered by the United States Department of Homeland Security. Information on applying for the E- verify program can be found at: http://www.dhs.govhAprevprot/programs/gc 1185221678150.shtm C. Contractor shall not use either the E- verify program or other Department Program procedures to undertake pre - employment screening of job applicants while the public contract for services is being performed. D. If Contractor obtains actual knowledge that a subcontractor performing work under the public contract for services knowingly employs or contracts with an illegal alien, Contractor shall be required to: (i) Notify the subcontractor and the County within three days that Contractor has actual knowledge that the subcontractor is employing or contracting with an illegal alien; and (ii) Terminate the subcontract with the subcontractor if within three days of receiving the notice required pursuant to subparagraph (i) of the paragraph (D) the subcontractor does not stop employing or contracting with the illegal alien; except that the Consultant shall not terminate the contract with the subcontractor if during such three days the subcontractor provides information to establish that the subcontractor has not knowingly employed or contracted with an illegal alien. E. Contractor shall comply with any reasonable request by the Department of Labor and Employment made in the course of an investigation that the department is undertaking pursuant to its authority established in C.R.S. § 8- 17.5- 102(5). F. If Contractor violates these prohibitions, County may terminate the contract for a breach of the contract. If the contract is so terminated specifically for a breach of this provision of this Agreement, Contractor shall be liable for actual and consequential damages to County as required by law. G. County will notify the office of the Colorado Secretary of State if Consultant violates this provision of this Contract and the County terminates the Contract for such breach. / /REMAINDER OF PAGE INIFNITONAILY LEFT BLANK // IN WITNESS WHEREOF, the parties hereto have executed this Agreement the day and year first above written COUNTY OP BAOLE, STATE OF COLORADO, By and Through Its 5 1/4: county „t. _ion rman Attest: of EAR, y . is m , Teak Sitnonto r* to the '1 Board of County Commissioners P)" : tom, . OKNv- I =4A WFq V 1 Tqq j►' ', AU VISUAL INNOVATIONS ( i ... . . • - ''''''''''' - .,...sie ' ' 1 I �' By: tJ ' ‘•• L L o,� coo e Ai era elP %c.i -e My Commission oxdermta Titre: STATE OF COLORADO ) County of Ara j sil artil i was acknowledged before me this day of PArch , , 2011 by liti�c O'S • Witness my hand and official seal. My commission expires: 02 / 4)-a1, , OM& 1/L Notary Public Audio Visual Innovations - A wholly owned subsidiary of AVI -SPL 15700 Parkerhouse Road SPL® Parker, CO 80134 (303) 792 -3090 Fax (303) 792 -3094 www.avispl.com CUSTOMER CARE PROGRAM Prepared For Prepared By: Weskeal West Eagle County Date Prepared: February 15, 2011 500 Broadway Proposal Number: 144912 Eagle, CO 81631 Project Name: Chambers Room Valid Until: April 17, 2011 $1,406.42 Plus Tax YES - I would like the first year Customer Care Program Client Initials NO - I do don't want the first year Customer Care Program Client Initials a - ,. 4 $3,068.57 Plus Tax YES - I would like the 2nd year Customer Care Program Client Initials NO - I do don't want the 2nd year Customer Care Program Client Initials PROGRAM BENEFITS • 24/7 Technical Help Desk - Staffed By AVI -SPL Engineers + Trouble ticket generation & tracking Dedicated toll free number for access to the help desk ❖ CISCO certified experts on staff + Certified Videoconferencing Engineers (CVE) on staff ❖ Cisco Certified Network Associate and Professional (CCNA & CCNP) on staff ❖ Cisco Certified Design Associate and Professional (CCDA & CCDP) on staff + Certified Technology Specialist (CTS) on staff ❖ Inspect all surfaces, electrical and signal connections, clean as needed + Inspect all VCR's, DVD & CD players, clean and lubricate as needed ❖ Inspect all displays, clean and adjust as need for optimal image quality + Complete system functionality test to ensure 100% functionality ❖ Perform walk through with client to demonstrate 100% functionality ❖ Provide report of findings and recommendations ❖ AVI -SPL will provide all labor and parts to effectively perform repairs ❖ Unlimited service calls with priority response •: Overnight shipping on replacement parts Provide loaner table top projector (if applicable and necessary) Note: Owner provided equipment is not covered under the Customer Care Program EXHIBIT iot Audio Visual Innovations - A wholly owned subsidiary of AVI -SPL 15700 Parkerhouse Road AVI �N - yX SPL® Parker, CO 80134 11 (303) 792 -3090 Fax (303) 792 -3094 www.avispl.com RECYCLING PROGRAM AVI -SPL is dedicated to making sure that you get the best experience from the products that we recommend for your audio /video solution. We also understand that when you are ready for a new solution, proper steps must be taken to ensure that the components of your old equipment are disposed of in a safe and environmentally responsible manner, which is why we have created formal recycling programs for our customers. Working with an ISO certified third party environmentally responsible recycling company with over 20 years of reliable experience, AVI -SPL provides waste management options to make sure that we keep as much toxic waste out of landfills as possible. AVI -SPL is pleased to offer projector lamp recycling at no cost to you - you pay only the shipping costs to ship the lamp to our recycling center. While many companies offer a recycling service, they often charge for the recycling - AVI -SPL pays the recycling cost - and keeps our carbon footprint small by having you ship directly to our recycling center. It's quick, easy and inexpensive to be environmentally responsible. Did you know? + Most projection lamps contain mercury, which is toxic and can leak into the ground water if placed into a landfill • Shipping a projection lamp to our centralized recycling facility via standard mail is only about $3 per lamp Technology upgrades require the safe removal of obsolete equipment before the installation of any new technology is put into your facility. AVI -SPL has partnered with an ISO certified national recycling company to ensure that all waste equipment is disposed of in an environmentally responsible manner. During the recommendation process, our team of specialists will recommend a recycling solution for any outdated AN equipment that you may need removed during the installation process. Did you know? ❖ Almost all electronic devices contain lead, and such devices are proliferating -and becoming obsolete at breathtaking speed. + Using our ISO certified recycling partner on your next new project ensures that old technology is properly recycled - keeping it out of landfills. During the process of creating your integrated solution, we generate waste products such as cable and wire clippings, connectors, metal plates and parts, and packaging waste, for instance. Our fabrication plants are able to capture and recycle much of this waste to prevent it from being disposed of through standard means. Did you know? :• E -waste is the fastest growing waste stream in the world today. The EPA and National Safety Council put the annual number of discarded cell phones at more than 130 million with more than 250 million computers becoming obsolete in the next five years, and that's just in the U.S. +According to the US Environmental Protection Agency, in 2005, discarded electronics totaled about 2 million tons. It's estimated that only about 15 to 20 percent of this was recycled.*** Utilizing recycling programs, like the programs outlined on this page, can be good for your business. If you are currently planning new construction projects and are working on a LEED Certified building, AVI -SPL can be a resource for your project team. c f Go Green reduce reuse. recycle. N Ch O O 0000000 0 0 0 O 0 O 0 r tt'cr O 'a CO 00 0) 0 ,CO 0 N O O co O O U w O Of0 O O O. O co O O O O C� - 00 ;. (O O . 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Ao Ri R� �,� 3/09 8 of 17 AVI ► SPI: INTRODUCTION AVI -SPL is pleased to present you with the following audiovisual solutions proposal for your Eagle County Room. This proposal document includes a description of our integration process, a summary of your organization's requirements, a description of our solutions, and a investment summary. We would like to thank you again for considering AVI -SPL for your project ABOUT AVI -SPL At AVI -SPL, we are experts in applying the industry's most advanced audiovisual technologies. We translate this expertise into .value for our clients through highly - customized systems integration solutions, equipment sales and services. We are proud to serve as the industry's largest global integrator, delivering comprehensive AV technology, presentation and collaboration solutions worldwide. A well - planned, highly anticipated merger brought together two of the best AV companies in the industry —Audio Visual Innovations, Inc. (AVI) and Signal Perfection, Ltd. (SPL). Headquartered in Tampa, FL, and with offices nationwide, AVI began operations in 1979 and quickly became #1 as the largest privately held, full- service audiovisual products and services provider in the country. SPL formed in 1992 in Maryland and became the #2 leading nationwide integrator for audio, video and collaborative communication solutions. As a unified corporation based in Tampa, AVI -SPL's expertise, global footprint, and • comprehensive menu of products and services make us the ideal partner for all of your audiovisual needs. With nearly 40 offices nationwide, as well as international locations in Mexico and Dubai, AVI -SPL's Systems Integration Division is the largest and best trained in the industry, providing custom design and installation services for network operation centers, government commission chambers, boardrooms, meeting rooms, computer classrooms and distance learning facilities. We also provide incredible audiovisual enhancements to venues such as sports stadiums, casinos, theme parks, museums and houses of worship. Our portfolio also includes more than 40 professional sports stadiums and arena installations. Our Integration Process AVI -SPL has developed a comprehensive integration process designed to not only meet -- but exceed -- customer expectations. This five -step process begins with consultation and carries through to post - installation training. Our goal at AVI -SPL is to work with you every step of the way to ensure that your project is completed on schedule and within budget. Engineering and Design Once you have accepted the proposal recommendation, AVI -SPL will assign a Project Engineer to the project team. The Project Engineer will work hand -in -hand with your Account Manager through the entire project process and to completion. During this phase, the information acquired during the needs analysis is developed into a technically sound and functional system design. The Project Engineer, along with your AVI -SPL Account Manager, will perform a feasibility study. The report will include an examination of the desired capabilities, architectural, environmental, and technical details of your system. During the Engineering and Design process, the selection of the appropriate equipment, hardware and software is accomplished. The result of engineering & design phase is a system designed specifically to meet the requirements and environmental conditions that are unique to your application. © Cop g nc AVI -SPL. A. R 9 n , R—r..,d. Rov,sed 3/09 9 0,-17 • AVI< SPL • Pre - Installation Once you have contracted with AVI -SPL, the Pre - Installation phase begins. This phase is critical in ensuring a seamless integration of the specified system. It is during this juncture that coordination between the Project Engineer, architects, general contractors, and other trades begins. While coordination with the other trades is occurring, the AVI -SPL engineering team develops the required facility drawings, signal flow diagrams, equipment rack layouts and the design and programming of the custom control system's graphical user interface (GUI). Although the Pre - Installation period may be one of the least visible and lengthy steps of the project process, AVI -SPL is committed to keeping you informed from the beginning to the end of your project. Initial communication will include contact information and organization of the AVI -SPL team that will be working with you. Shortly thereafter, you will begin receiving project status reports from the technical project team member responsible for routine contact throughout the entire project. During this phase, AVI -SPL's fabrication team will assemble equipment racks and perform wiring and termination of equipment within the racks. The final stage of Pre - Installation is testing. During the testing process, AVI -SPL's fabrication and engineering teams will test each piece of equipment to ensure it is working properly and is without noticeable manufacturer defect. Additional tests performed include testing for proper signal flow and custom control system operation. On Site Installation This phase is by far the most noticeable, with the bulk of the integration being accomplished once your facility is clean and secure. To ensure your expectations are met, the field integration team responsible for your installation reports to and is directed by the Project Engineer for your system. Our professional, industry- trained field integration team will install your system in a manner that exceeds industry standards. Our team will install all components, cables and hardware necessary to support the specified system. At the end of each day's operations, the field team will complete two additional tasks. First, the area in which AVI -SPL worked will be cleaned and left in an orderly state. Second, field teams report progress to us to ensure that we are up -to -date on every aspect of your project. If you ever have a question, you can contact the designated lead team member responsible for your project. Upon completion of the physical installation, the Project Engineer, along with the field integration team, will perform functionality tests on the entire system. It is at this point that final adjustments are made to ensure optimum performance of each component and the system as a whole. . Training An integral part of the delivered system is user training. AVI -SPL is committed to providing you with clear and concise instructions on the use of each system. Training and associated documentation will provide operational and maintenance personnel with information to support the daily use of the system. This training will consist of instruction and hands -on experience with each system. Documentation Final documentation will include as -built diagrams and the equipment operations manuals. The manuals delivered are those that are provided by the manufacturers with their products. This documentation will be assembled, bound and delivered on the day of training. Note: Audiovisual products do not ship from the manufacturers with maintenance and /or service manuals. In most cases, there are no user serviceable components within these products. Maintenance and service manuals are generally restricted to authorized and trained service providers and are not available to the general public, therefore maintenance and service manuals are not a part of the standard documentation. • © Copyright AVI -SPL. All Rights R„served Revised 3/09 10.r17 AVID : SPLM CLIENT REQUIREMENTS At AVI -SPL, we believe that the solution we provide is only as good as our understanding of your needs. To ensure we've developed a solution that meets your specific needs, we've provided the following summary of requirements. Please note, the list is not sorted by importance. The following is a list of requirements and observations upon which our solution and proposal are,based. Requirement Number Description of Requirement • Add significant audio microphone input capabilities using wired audience mics, audio recording & streaming 1 equipment, Mix /minus audio sound processing, annotation & room control, dynamic mic control from control room 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 © Copyright AVI -SPL• All Rights R R d 3/09 11 of 17 AVID SPL" AVI -SPL SOLUTIONS After careful and deliberate consideration of your requirements, we are pleased to provide the following audiovisual solutions. The solutions listed below are based on sound engineering principles, reliable technology, and have been formulated specifically to meet the requirements listed above. Requirement Number Description of Solution 2 One (1) Component, composite & S -Video scaler up to 1900x1200 or 1080p/60 with EDID minder 3 One (1) 2 input 4 output VGA & Audio Distribution Amplifier with booster up to 250' distance 4 Four (4) ceiling hung micro cardiod hanging microphones in white for audience seating area 5 Two (2) Triple element directional boundary puck style microphones to replace installed button mics at front table 6 Three (3) Dual element directional boundary puck style microphones to replace installed button mics at front table 7 Two (2) Digital Sound Processors with Ethernet Cobranet for mix /minus mic mixing, echo cancelling input cards, telephone dialing interface input & output cards 8 One (1) 15" touchpanel for room control including screen up /down, projector on /off & source selection, limited volume control, and annotation software to write over documents including power supply & receiver Two (2) Serial control communication ports 9 for existing Crestron processor & rack mounting kits 10 11 12 13 AVI -SPL does not warranty the working condition of OFE Owner furnished equipment 14 Also includes tracing cables to include existing + new equipment to produce one line, audio, video, control & AV rack Auto CAD drawings 15 One year twice yearly Previentive Maintenance for both Phase I & Phase II projects included in this quote 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 © Copyright AVI -SPL. Aii Right., R..,orved. Rovised 3 /09 12 0£17 AVID SPL INVESTMENT SUMMARY We are pleased to provide the following investment summary for the custom audiovisual solution described in the previous pages of this proposal. TOTAL EQUIPMENT COST $ 32,320.09 Includes: all equipment, cable, connectors, hardware, cable support, terminal blocks, rack hardware, etc., to insure a complete and operational system. PROFESSIONAL INTEGRATION SERVICES $ • 19,845.57 Includes: Engineering, project management, CAD, on -site installation and wiring, coordination and supervision, testing, checkout, owner training, etc. performed on the Owner's premises. Also includes all fabrication, modification, assembly, rack wiring, programming, warranties, etc., some performed at AVI -SPL DIRECT COSTS $ 5,185.88 Includes: Non equipment or labor costs such as travel expenses, per diem, lift and vehicle 'rentals. GENERAL & ADMINISTRATIVE $ 1,971.96 Includes all G & A expenses: clerical, bonds, vehicle mileage, shipping & insurance CUSTOMER SUPPORT INCLUDED One Year Full System Warranty - Includes on site diagnostics and labor, bench repair labor, and all parts necessary to complete a repair. SYSTEM SUB TOTAL $ 59,323.50 TAX $ - TOTAL INVESTMENT $ 59,323.50 MONTHLY EXPENSE OPTIONS AVI -SPL Financial Solutions makes it easy for you to secure the best possible technology solutions. Our leasing options are perfect for companies that demand the best, but don't want to consume valuable capital dollars or credit line. 60 Month SHIELD Lease Monthly Expense The Shield Program is a unique Operating expense used for the acquisition of today's Video Teleconferencing Solutions. The Shield program includes a "System Replacement Guarantee" SRG , that ensures that you will always have access to the best Video Teleconferencing solutions available. Gi"„t © Copyright AVI -SPL. All Rog ht, Res «,rv.. Revived 3/09 13 or 17 QVIs SPL'" CUSTOMER CARE PROGRAM At AVI -SPL, we believe that post integration service and support is a critical element of any comprehensive audiovisual solution. As a result, we have developed the best in class Customer Care Program to provide our clients with the highest level of both emergency support and preventative maintenance. PROGRAM BENEFITS OUTSTANDING CUSTOMER SUPPORT ❖ 24/7 Technical Help Desk - Staffed By AVI -SPL Engineers Trouble ticket generation & tracking :• Dedicated toll free access number for access to the help desk • CISCO certified experts on staff ❖ Certified Videoconferencing Engineers (CVE) on staff ❖ Cisco Certified Network Associate and Professional (CCNA & CCNP) on staff ❖ Cisco Certified Design Associate and Professional (CCDA & CCDP) on staff • Certified Technology Specialist (CTS) on staff SEMI ANNUAL PREVENTATIVE MAINTENANCE • Inspect all surfaces, electrical and signal connections, clean as needed • • Inspect all VCR's, DVD & CD players, clean and lubricate as needed • Inspect all displays, dean and adjust as need for optimal image quality • Complete system functionality test to ensure 100% functionality • Perform walk through with client to demonstrate 100% functionality ❖ Provide report of findings and recommendations WARRANTY REPAIR BY CERTIFIED TECHNICIANS • AVI -SPL will provide all labor and parts to effectively perform repairs • Unlimited service calls with priority response • Overnight shipping on replacement parts • Provide loaner table top projector (if applicable and necessary) PRICING SCHEDULE FIRST YEAR CUSTOMER CARE PROGAM $ 1,406.42 Plus Tax • YES - I would like the first year Customer Care Program Client Initials NO - I do don't want the first year Customer Care Program Client Initials SECOND YEAR CUSTOMER CARE PROGAM $ 3,068.57 Plus Tax YES - I would like the 2nd year Customer Care Program Client Initials NO -1 do don't want the 2nd year Customer Care Program Client Initials Cop AVI -SPL. A.. R 3/09 14 0.17 AVID► SPL' INCLUSIONS The following items are INCLUDED in the project scope of work: All equipment, wire and accessories required for a fully functional audio and video system. Non -union labor associated with turnkey engineering, installation, programming, testing and training. Documentation package including as -built system CAD diagrams and Manufacturer's Operation manuals. Coordination and cooperation with the construction team in regards to installing the system. User training on system operation. Any additional trips, labor or materials due to failure of the other work forces to have the audiovisual system rough -in work completed as anticipated and previously confirmed, will be added to the project billing as required. Where applicable, the owner's architect will provide AVI -SPL's engineering department with all required architectural floor, reflected ceiling, building elevation, and section plans in AutoCAD® format at no charge to AVI-SPL. EXCLUSIONS The following items are EXCLUDED from the project scope of work: All conduits, high voltage wiring panels, breakers, relays, boxes, receptacles, etc. Any related electrical work including but not limited to 110VAC, conduit, core drilling, raceway and boxes. Voice /data cabling, IE analogue phone lines, ISDN lines, network ports, etc Network connectivity, routing, switching and port configuration necessary to support audiovisual equipment Concrete saw cutting and /or core drilling Fire wall, ceiling, roof and floor penetration, patching, removal or fire stopping Necessary sheet rock replacement, ceiling tile, T -bar replacement and /or repair Any and all millwork (moldings, trim, etc.). All millwork or modifications to project millwork to accommodate the AV equipment is to be provided by others, unless otherwise noted in this proposal Painting, patching or finishing of architectural surfaces Permits (unless specifically provided for elsewhere in the contract) HVAC and plumbing relocation Rough -in, bracing, framing or finish trim carpentry for installation Cutting, structural welding, or reinforcement of structural steel members required for support of assemblies, if required Owner furnished equipment or equipment by others that is integrated into the systems (as described above) is assumed to be current, industry acceptable and in good working order. If it is determined that this equipment is faulty upon installation, additional project charges may be incurred Additional costs for union labor are not included, unless specifically identified within this document. © Copyright AVI -SPL. A. Rights RFS , ,rued. R 3 s e d 3/09 15 0.17 Audio Visual Innovations - A wholly owned subsidiary of AVI -SPL 15700 Parkerhouse Road SPL® x ( 30 3 CO 83 (303) 792-3090 Fax (303) 792 -3094 www.avispl.com PROPOSAL SUMMARY Prepared For Prepared By: Weskeal West Eagle County Date Prepared: February 15, 2011 500 Broadway Proposal Number: 144912 Project Name: Chambers Room Eagle CO 81631 Valid Until: April 17, 2011 $32,320.09 Includes: cable, connectors, hardware, switches, relays, terminal blocks, panels, etc., to insure a complete and operational system. $19,845.57 Includes: Engineering, project management, CAD, on -site installation and wiring, coordination and supervision, testing, checkout, owner training, etc. performed on the Owner's premises. Also includes all fabrication, modification, assembly, rack wiring, programming, warranties, etc., some performed at AVI -SPL $5,185.88 Includes: Non equipment or labor costs such as travel expenses, per diem, lift and vehicle rentals. w >.�,.��� ,�;�� •, - ��� . _ �. $1,971.96 Includes all G & A expenses: clerical, bonds, vehicle mileage, shipping & insurance INCLUDED One Year Full System Warranty - Includes on site diagnostics and labor, bench repair labor, and all parts • necessary to complete a repair. $59,323.50 ... $0.00 �� $59,323.50 MONTHLY EXPENSE OPTIONS AU 'h �neicjal o)Uhdrlsm" go al sy oYyr�tCt4secure eti s o§ b1e`Eec r1oJL¢�rsotu `R" Ourt a tngoptj h a rf ltco tfan s7 �C demand the test bf3 agn�t v rant to�ansugio i`Nab10 apllat dollars or eredititne 60 Month SHIELD Lease Monthly Expense The Shield Program is a unique Operating expense used for the acquisition of today's Video Teleconferencing Solutions. The Shield program includes a "System Replacement Guarantee" SRG , that ensures that you will always have access to the best Video Not included: Structural, ceiling, millwork, or AC /heat modifications, HV electrical or conduit. This entira document and alt Information enclosed including drawings sI,ec tications and designs is the property of AYISPL Proprietary information fprovtdeif fo am aliant or his agents is for the sole purpose of demonatrafing VI-SPh s capatnhhee and shall be held in confidence These nratertale,hay " notba co Pied, dtstnbuted or disclosed m any way wi#haut thesole written 1410.0 of`an authorized representatd+e of AVt»SPL Customer Signature Print Date EXHIBIT Sole Source Justification for Eagle County Room Renovation/Phase II 1. Compatibility to existing systems and infrastructure The Eagle County Room audio /video systems have been in place since the building was constructed in 1990. Growth and scalability were not included in original build out. Improvements to the room have been under way since 2007. The first, minor part of a two stage renovation (job # 144912) was completed by AVI/SPL in 2010. We now are ready to proceed with the second, major stage, which will combine and update existing equipment with complete wiring, digital sound processing, phone conferencing, internal/broadcast audio and thereby enhance user versatility, and video annotation capabilities. The new system will be integrated with the County's current IT systems. 2. Industry standards and uniqueness of AVUSPL to this project The primary justification for choosing AVUSPL on this project without bidding is that because of their work on Phase I they already are very familiar with the County equipment and personnel, a major factor in the ability to perform Phase 2 efficiently and with little disruption to County operations. They also have industry expertise based on a 40 year old history in systems integration and AN innovations. There are no locally based potential contractors for the work. The staff was well- satisfied with their work on Phase 1 and believes that Phase 2 would achieve a better result with less time and disruption if AVI /SPL were to do the work on Phase 2.They offer long term support and allow 24/7/365 access to the engineers who design and work on the project. They will provide completed, detailed CAD drawings and other renderings for future reference and future projects. AVI /SPL is also a leader in sustainability initiatives including LEED accredited professionals and is an active member of the U.S. Green Building Council. Working with environmentally friendly contractors and service providers continues to be one of Eagle County's main priorities.