HomeMy WebLinkAbout22- Amendment 1 - PSA with AVI Systems, Inc - Remote Participation Components to the City Commission Room SystemRSA: 1125462
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FIRST AMENDMENT TO PROFESSIONAL SERVICES AGREEMENT
THIS FIRST AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT FOR Master Services
Agreement City Commission Room AV Equipment and Services dated May 27rh, 2019 (the “Agreement”) is
made and entered into this _____ day of ____________, 2022, by and between the CITY OF BOZEMAN,
MONTANA, a self governing municipal corporation organized and existing under its Charter and the laws of the
State of Montana, 121 North Rouse Street, Bozeman, Montana, with a mailing address of PO Box 1230, Bozeman,
MT 59771, hereinafter referred to as “City,” and AVI Systems, Inc., hereinafter referred to as “Contractor.”
In consideration of the mutual covenants and agreements herein contained, the receipt and sufficiency whereof being
hereby acknowledged, the parties hereto agree to amend the Agreement as follows:
1. Purpose: In addition to the work required in the May 27, 2019 Master Services Agreement, the City and
Contractor agree the Contractor will perform for the City the services described in Exhibit A.
2. Nondiscrimination and Equal Pay: Section 14 of the Agreement is replaced in its entirety with the
following:
The Contractor agrees that all hiring by Contractor of persons performing this Agreement shall be on the
basis of merit and qualifications. The Contractor will have a policy to provide equal employment opportunity
in accordance with all applicable state and federal anti-discrimination laws, regulations, and contracts. The
Contractor will not refuse employment to a person, bar a person from employment, or discriminate against a
person in compensation or in a term, condition, or privilege of employment because of race, color, religion,
creed, political ideas, sex, age, marital status, national origin, actual or perceived sexual orientation, gender
identity, physical or mental disability, except when the reasonable demands of the position require an age,
physical or mental disability, marital status or sex distinction. The Contractor shall be subject to and comply
with Title VI of the Civil Rights Act of 1964; Section 140, Title 2, United States Code, and all regulations
promulgated thereunder.
Contractor represents it is, and for the term of this Agreement will be, in compliance with the requirements
of the Equal Pay Act of 1963 and Section 39-3-104, MCA (the Montana Equal Pay Act). Contractor must
report to the City any violations of the Montana Equal Pay Act that Contractor has been found guilty of within
60 days of such finding for violations occurring during the term of this Agreement.
Contractor shall require these nondiscrimination terms of its subcontractors providing services under this
Agreement.
3. Agreement still valid. All remaining terms and provisions of the Agreement remain valid.
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18 October
RSA: 1125462
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**** END OF AGREEMENT EXCEPT FOR SIGNATURES ****
IN WITNESS WHEREOF, the parties hereto have executed this instrument the day and year first above
written.
CITY OF BOZEMAN, MONTANA AVI Systems, Inc.
By________________________________ By_____________________________
Jeff Mihelich, City Manager Print Name:
Title:
APPROVED AS TO FORM
By_______________________________
Greg Sullivan, Bozeman City Attorney
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Roland Schlegel
AVP
RSA: 1125462
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Exhibit A
Retail Sales Agreement
AVI Systems Inc., 2300 E 54th Street N, Suite 2 Sioux Falls, SD, 57104 | Phone: (605)782-4141, Fax:
(605)782-4142
Proposal Number: 1125462 Proposal Date: September 09, 2022
Prepared For: City of Bozeman City of Bozeman - Commission Room Video Call
Integration to AV System Attn: Scott McMahan
Prepared By: Mark Hunt
Phone: (406)969-3336
Email: mark.hunt@avisystems.com
BILL TO SITE
Attn: Scott McMahan Attn: Scott McMahan
City of Bozeman City of Bozeman
PO Box 1230 121 North Rouse Ave
Bozeman, MT, 59771 Bozeman, MT, 59771
Phone: (406)582-2321 Phone: (406)582-2321
Email: smcmahan@bozeman.net Email:
smcmahan@bozeman.net Customer Number: COB0019
COMMENTS
PRODUCTS AND SERVICES SUMMARY
Equipment
$20,625.86
Integration $15,023.11
PRO Support $0.00
Shipping & Handling $1,177.00
Tax $0.00
Grand Total $36,825.97
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Unless otherwise specified. The prices quoted reflect a discount for a cash payment (i.e., check, wire transfer) made by Customer in full
within the time stated for payment on each invoice. Discount only applies to new items included on the invoice, and only applies if the
balance on the invoice is paid in full.
All returned equipment is subject to a restocking charge. The prices are valid for 15 days and may be locked in by signing this Retail Sales
Agreement.
Overdue balances are subject to a finance charge of 1.5% per month, or interest at the highest rate permitted by applicable law. In the event
AVI must pursue collection of unpaid invoices, Customer agrees to pay all of AVI’s costs of collection, including its attorneys’ fees.
IN INVOICING AND PAYMENT TERMS
N
Customer and AVI have agreed on the payment method of CHECK. Payment must be remitted by stated method. To the extent Customer seeks to
use of any payment methods other than stated, and that payment method results in an increased transaction cost to AVI, the new payment must be
approved in writing, and the Customer shall be responsible for paying the increased transaction cost to AVI associated with the change in payment
method. Payments shall be made 30 days from invoice date. So long as the invoice has been sent and the Customer’s payment is made within the
terms work will continue.
AVI will invoice per the estimated payment schedule noted below, subject to modification due to executed change orders. Unless otherwise
specified, all items quoted (goods and services) as well as applicable out of pocket expenses (permits, licenses, etc.) are invoiced in summary.
Estimated Invoice 1 $14,730.39 40% Total Project Estimate Deposit, Due on Signature - No Tax Collected
Estimated Invoice 2
$14,730.39
40% Total Project Estimate, (including any change orders) Invoiced when Equipment has been
sourced/procured (plus tax on Payment 1 and 2)
Estimated Invoice 3
$7,365.19
Remaining 20% Total - Invoiced upon AVI Notice of substantial completion of original job as bid
Customer is to make payments to the following “Remit to” address:
AVI Systems
NW8393 PO Box 1450
Minneapolis, MN 55485-8393
If Payment Method is ACH: Customer must make all payments in the form of bank wire transfers or electronic funds transfers through an
automated clearinghouse with electronic remittance detail, in accordance with the payment instructions AVI Systems provides on its invoice to
Customer.
A monthly summary of detailed equipment received is available upon request. Equipment received may be different than equipment billed based on
agreed billing method.
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TAXES AND DELIVERY
Unless stated otherwise in the "Products and Services Summary" above, AVI will add and include all applicable taxes, permit fees, license fees, and
delivery charges to the amount of each invoice. Taxes will be calculated according to the state law(s) in which the product(s) and/or service(s) are
provided. Unless Customer provides a valid tax exemption certificate for any tax exemption(s) claimed, AVI shall invoice for and collect all
applicable taxes in accordance with state law(s), and Customer will be responsible for seeking a tax credit/refund from the applicable taxing
authority.
AGREED AND ACCEPTED BY
AVI Systems, Inc.
Company Company
Signature Signature
Printed Name Printed Name
Date Date
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SERVICES TO BE PROVIDED
INTEGRATION SERVICES
INTEGRATION SCOPE OF
WORK
A. SUMMARY:
B. The general outline is as follows:
C. Two web calls set up, one for the active participants (executive conference call) and one for the public (public call).
D.
E. Set camera for the dais, set camera for the podium, and a presentation feed to hit a video compositor (Epiphan Pearl Mini
for example). This would provide the “camera” feed for the PC hosting the executive conference call.
F. This would allow local camera as well as presentation to be sent out to far-end participants. With a video composite device,
this could operate as a switch, picture in picture, side by side, etc and could have a small degree of automation based on
what is selected on the Crestron system (ie, a PIP of the podium presenter on or next presentation image could be sent when
that input is selected).
G.
H. The output of the hosting PC for the executive conference call could be fed into the system where it can go to a new TV
monitor for the dais, a new TV monitor for the gallery, PEG, and optionally to the projector. This could be setup as an
additional council mode for remote participation. In the other modes, the TVs could be left off or repurposed to display what
is on the projector.
I.
J. An audio IO (USB Bridge) could be added to the hosting PC to set it up as a conferencing point to optimize audio in and out
of the room to the call.
K.
L. A second PC could then be utilized for a public call. This PC would get the PEG feed as its source, showing the same content
that PEG distributes elsewhere and connect via SIP to the conference system for audio. This would allow for its audio to be
bidirectional or unidirectional depending on the meeting format.
B. SYSTEM DESCRIPTION:
Displays:
o 65” LG displays with RS232 communication for control
Source Devices:
o OFE
Audio:
o {List the Audio functionality (i.e. program vs. distributed or both in higher level rooms)}
o {The Audio section should focus on speakers and microphone placement and function.}
Conferencing:
o OFE
o QSC PTZ Cameras
o Epiphan Pearl
Switching:
o OFE current
Controls:
o OFE Crestron
Equipment Location:
o Broadcast Room
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C. EXCLUSIONS: The following work is not included in our Scope of Work:
All conduits, high voltage, wiring panels, breakers, relays, boxes, receptacles, etc.
Concrete saw cutting and/or core drilling
Fire wall, ceiling, roof and floor penetration
Necessary gypsum board replacement and/or repair
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Necessary ceiling tile or T-bar modifications, replacements and/or repair
Structural support of equipment *AVI Systems not responsible for building related vibrations
Installation of ceiling mounted projection screen
All millwork (moldings, trim, cut outs, etc.)
Patching and Painting
Permits (unless specifically provided for and identified within the contract)
Unless otherwise stated the pricing in this agreement does not include prevailing wage or union labor
Unless specifically noted lifts and scaffolding are not included
D. CONSTRUCTION CONSIDERATIONS:
In order to accomplish the outlined goals of this project, the Customer will be responsible for contracting with an outside entity to
make the necessary modifications to the space as directed by AVI Systems. The costs associated with these modifications are not
included in this proposal.
E. NOTICE: THIS SCOPE OF WORK IS DELIVERED ON THE BASIS OF THE FOLLOWING ASSUMPTIONS:
The room(s) match(es) the drawings provided.
Site preparation by the Customer and their contractors includes electrical and data placement per AVI Systems
specification.
Site preparation will be verified by AVI Systems project manager or representative before scheduling of the installation.
All work areas should be clean and dust free prior to the beginning of on-site integration of electronic equipment.
Customer communication of readiness will be considered accurate and executable by AVI Systems project manager.
In the event of any arrival to site that AVI Systems is not able to execute work efficiently and definably progress, the
Customer will be charged a fee to reimburse AVI Systems for all lost time and inefficiencies. At this time, the Customer
will be presented a Contract Change Order and will/may halt work until acceptance by the Customer and rescheduling of
the integration effort is agreed upon.
Rescheduling and redeployment of AVI Systems technicians due to unacceptable site preparation may cause scheduling
delays of up to 10 business days.
There is ready access to the building / facility and the room(s) for equipment and materials.
There is secure storage for equipment during a multi-day integration.
If Customer furnished equipment and existing cabling is to be used, AVI Systems assumes that these items are in good
working condition at this time and will integrate into the designed solution. Any repair, replacement and/or configuration of
these items that may be necessary will be made at an additional cost.
All Network configurations including IP addresses are to be provided, operational and functional before AVI Systems
integration begins. AVI Systems will not be responsible for testing the LAN connections.
Cable or Satellite drops must be in place with converter boxes operational before the completion of integration. Any delay
resulting in extra work caused by late arrival of these items will result in a change order for time and materials.
Document review / feedback on drawings / correspondence will be completed by the Customer within two business
days (unless otherwise noted).
The documented Change Control process will be used to the maximum extent possible – the Customer will have an
assigned person with the authority to communicate/approve project Field Directed Change Orders and Contract Change
Orders (see Appendix).
In developing a comprehensive proposal for equipment and integration services AVI Systems’ Sales Representatives and
Engineering teams must make some assumptions regarding the physical construction of your facility, the availability of
technical infrastructure and site conditions for installation. If any of the conditions we have indicated in the site survey
form are incorrect or have changed for your particular project or project site, please let your Sales representative know as
soon as possible. Conditions of the site found during integration effort which are different from those documented may
have an effect on the price of the system solution, integration or services. To ensure that you have an accurate proposal
based on your facility and specific to the conditions of your project, please review all project documentation carefully.
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F. INTEGRATION PROJECT MANAGEMENT PROCESSES
AVI Systems will follow a foundational project management process which may include the following actions/deliverables (based on
the size/complexity/duration of the integration project):
Site Survey – performed prior to Retail Sales Agreement and attached
Project Welcome Notice – emailed upon receipt of Purchase Order
Project Kick-Off meeting with Customer Representative(s) – either by phone or in-person
Project Status reviews – informal or formal – either by phone or in-person (based on the size/complexity/duration of the
project)
Project Change Control – comprised of Field Directed Change Order and/or Contract Change Order submittals (see
Appendix)
Notice of Substantial Completion (see Appendix) – at Customer walk-through – prior to Service transition
G. KNOWLEDGE TRANSFER (TRAINING)
This is geared specifically towards the end-user / operator. The purpose of this knowledge transfer is to provide operators with the
necessary knowledge to confidently and comfortably operate all aspects of the integrated system. Areas covered include the following:
Equipment and system overview
Equipment operation and function
Equipment start up, stop, and shut down
Equipment automatic and manual operation
Discussion and documentation relating to control system operation
Discussion and documentation relating to system processor and its control applications
Powering up, powering down AV system via control system
Manual operation of display systems, audio system and all other related components
Use/operation of patch panels, when and where to be used
Who to call when help is required
H. AVI SYSTEMS INTEGRATION SERVICES RESPONSIBILITIES
AVI Systems will provide services/work for the project as described above in the Scope of Work or per the attached separate Scope of
Work document detailing the scope of work to be performed.
Provide equipment, materials and service items per the contract products and services detail.
Provide systems equipment integration and supervisory responsibility of the equipment integration.
Provide systems configuration, checkout and testing.
Provide project timeline schedules.
Provide necessary information, as requested, to the owner or other parties involved with this project to ensure that proper AC
electrical power and cableways and/or conduits are provided to properly integrate the equipment within the facilities.
Provide manufacturer supplied equipment documentation.
Provide final documentation and “as built” system drawings (CAD) - if purchased.
Provide system training following integration to the designated project leader or team.
I. CUSTOMER INTEGRATION SERVICES RESPONSIBILITIES
Provide for the construction or modification of the facilities for soundproofing, lighting, electrical, HVAC, structural
support of equipment, and decorating as appropriate. Includes installation of ceiling mounted projection screen.
Provide for the ordering, provisioning, installation, wiring and verification of any Data Network (LAN, WAN, T1, ISDN,
etc.) and Telephone Line (Analog or Digital) equipment and services prior to on-site integration.
Provide all necessary cableways and/or conduits required to facilitate AV systems wiring.
Provide all necessary conduit, wiring and devices for technical power to the AV systems equipment.
Provide reasonable accesses of AVI Systems personnel to the facilities during periods of integration, testing and training,
including off hours and weekends.
Provide a secure area to house all integration materials and equipment.
Provide a project leader who will be available for consultation and meetings.
Provide timely review and approval of all documentation (Technical Reports, Drawings, Contracts, etc.).
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PRODUCTS AND SERVICES DETAIL
PRODUCTS:
Model # Mfg Description Qty Price Extended
Bozeman Commission Rm Video Call Integration
NC-12X80 QSC VIDEO,NC-12X80,CN 1 $3,500.00 $3,500.00
NC-20X60 QSC VIDEO,NC-20X60,CN 1 $4,200.00 $4,200.00
OFE OWNER OFE PC 1 $0.00 $0.00
ESP1440 EPIPHAN Pearl Mini NA/JP 1 $3,700.00 $3,700.00
MAG-32040 MAGEWELL USB Capture HDMI Plus 1 $355.00 $355.00
OFE OWNER Owner Furnished Equipment DM NVX® 4K60 4:4:4
HDR Network AV Encoder/Decoder
2 $0.00 $0.00
CORE NANO QSC PROCESSOR,CORE NANO-NA,100-240V, 1 $1,700.00 $1,700.00
12G-CROSS DECIMATOR HDMI/SDI 4K Cross Converter with Scaling and
Frame Rate Conversion
1 $606.91 $606.91
HDPMM03F LIBERTY AV HDMI PREMIUM 18G CBL W/NET 3' 4 $12.37 $49.48
4T-B60CJ1U SHARP 60" Class (60.1" diagonal) Commercial LCD Display
- Brilliant Ultra High Definition (3840 x 2160) re
1 $1,250.00 $1,250.00
DM-NVX-360 CRESTRON DM NVX® 4K60 4:4:4 HDR Network AV
Encoder/Decoder
1 $1,300.00 $1,300.00
AC-DA12-AUHD-GEN2 AVPRO HDMI 1x2 18 GBPS Splitter w/HDR & EDID Mgmt;
Audio De-embedding; downscaling (Full HDR, 4K60
4:4:4);
1 $170.00 $170.00
TS525TU CHIEF THIN SWING ARM (LARGE) 1 $565.00 $565.00
HDPMM03F LIBERTY AV HDMI PREMIUM 18G CBL W/NET 3' 1 $12.00 $12.00
4T-B60CJ1U SHARP 60" Class (60.1" diagonal) Commercial LCD Display
- Brilliant Ultra High Definition (3840 x 2160) re
1 $1,250.00 $1,250.00
TS525TU CHIEF THIN SWING ARM (LARGE) 1 $565.00 $565.00
HDPMM15F LIBERTY AV HDMI PREMIUM 18G CBL W/NET 15' 1 $41.00 $41.00
OFE OWNER OFE PC 1 $0.00 $0.00
OFE OWNER OFE NVX 1 $0.00 $0.00
OFE OWNER OFE Production Connection 1 $0.00 $0.00
HDPMM10F LIBERTY AV HDMI PREMIUM 18G CBL W/NET 10' 1 $17.47 $17.47
18-CMP-VID-BLK-500 LIBERTY AV SDI COAX RG6 HD CMP BLACK 1 $400.00 $400.00
CM-RG6M-BNC LIBERTY AV BNC PLUG, RG6 UNIV. PLN C-TEC2 8 $3.00 $24.00
24-4P-P-L6-EN-BLK500 LIBERTY AV CAT6 550 23/4P UTP CMP BLACK 3 $209.00 $627.00
RVAFPUBK-B24 BELDEN REVConnect Plug 10GX UTP Black 24Pack 1 $293.00 $293.00
Engineering & Drawings $1,768.00
Project Management $680.00
Programming $3,910.08
On Site Integration $5,176.50
Travel $831.96
Integration Cables & Connectors $409.07
Travel Expense $2,247.50
Sub-Total: Bozeman Commission Rm Video Call
Integration
$35,648.97
Sub-Total:
$0.00
Total: $35,648.97
Refer to page 1 for the Grand Total that includes the Taxes, and Shipping & Handling
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First Amendment to Professional Services Agreement for City Commission Room AV Equipment and Services
FY 2022 – FY 202x
Page 11 of 11
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