HomeMy WebLinkAboutC37960B Council Chamber Audio Visual (AV) RemodelSTAFF REPORT
CITY OF PALM DESERT
INFORMATION SYSTEMS DEPARTMENT
MEETING DATE: June 13, 2019
PREPARED BY: Clayton von Helf, Information Systems Manager
REQUEST: Award Contract No. C37960B for professional installation services
for the Council Chamber Audio Visual Remodel to Presentation
Products, Inc., DBA Spinitar, and authorize City Manager to
execute the contract.
Recommendation
By Minute Motion,
1. Award Contract No. C37960B for professional installation services for the
Council Chamber Audio Visual Remodel to Spinitar, in an amount not to
exceed $225,125.68, and authorize the City Manager to take measures
necessary to effectuate and execute the contract; and
2. Give staff direction on the alternate proposed screen; and
3. Declare the existing Audio Visual assets surplus, and authorize staff to
properly dispose of them in a manner consistent with electronics disposal
processes.
Strateqic Plan
Although the City's internal I.T. infrastructure is not addressed in the strategic plan, its
upgrade underlays, and is essential to, all projects and services performed by the City.
Information Technology Master Plan
Council Chamber Audio Visual system is listed as Initiative 9 in the Information
Technology Master Plan adopted by the City Council on February 23, 2017. It was
rated as a high priority by the I.T. Steering Committee.
Executive Summary
Staff requests approval of a contract with Presentation Products, Inc., DBA Spinitar in
an amount not to exceed $225,125.68 for purchase and installation of a new, upgraded
Audio Vision system in the Council Chambers, including a new second monitor on the
west wall. This project is necessary due to the age and condition of the current
equipment, and the project supports the City's goals related to increased transparency,
June 13, 2019 - Staff Report
#C37960B - Council Chamber Remodel 2019
Page 2 of 4
accurate and reliable record keeping, and clear presentation of information to the City
Council and the public.
Backaround Analvsis
The Council Chamber is the main public space for the City of Palm Desert, and is
utilized for Council Meetings, Planning Commission Meetings, public outreach and
regional presentations. This is where the public comes to participate in their local
democratic process and where the City creates and streams the records of these
proceedings. These important functions deserve attention and investment.
The current Audio Visual (AV) system was last substantially refitted in 2011, however
the current system consists of a mix of technologies, with some equipment being in
place from 1999. Maintenance and upgrades were deferred during the economic
downturn and portions of the system are now well past their useful life. Spare parts or
service are no longer available for many components. This modernization project will
bring all of the technologies up to date, incorporate as much "future proofing" as
possible, and allow for better public engagement in our meetings.
Staff contracted with an expert consultant, K2, to analyze the space and the needed
technological improvements. This study resulted in a preliminary design and
development of an RFP for this project.
Staff reviewed the structural and technological needs to design a new, integrated
system with the consultant. The most noticeable part of the retrofit will be a significant
upgrade to the main display screen for public viewing. The current technology is a rear
projector that has faded in color and brightness, making details in drawings very difficult
for members of the public to see. The aspect ratio (4:3) is also an older standard
instead of the current standard (16.9). This aspect ratio discrepancy has caused
distortion in electronic presentations, and makes it difficult for presenters (staff and the
public) to share information clearly. This project includes replacing the rear projection
display with a LED video wall that will be both bright and clear, giving true to life colors,
and with an aspect ratio that modern computer applications expect (16:9). Because the
video wall is thin, we will be able to mount it directly over the existing wall with very
limited construction.
The most impactful changes will be behind the scenes, with a complete overhaul and
relocation of the control room (including equipment, server, and camera operator)
resulting in improved performance and necessary employee safety. The entire network
is being upgraded from analog to digital, which will greatly improve our ability to
transmit, record, and archive meeting proceedings.
June 13, 2019 - Staff Report
#C37960B - Council Chamber Remodel 2019
Page 3 of 4
From a user standpoint, the new AV system will function similarly to the existing system,
but with more reliable processing and upgrades. Features of the new system include:
• Dais touch screens for voting and microphone control that will be simplified
and made larger;
• New widescreen monitors for the dais, with a lower height profile and better
stands;
• Current camera and broadcast system upgraded from standard definition to
high definition;
• New speakers and microphones for improved sound recording and
amplification.
Staff has included an optional second monitor as part of this project. This screen would
be placed on the west wall opposite the current display (currently occupied by the
artwork from New Zealand) and would add needed functionality for members of the
public. There are three planned uses for this screen:
• As a second display, that mirrors the primary display. This would give
members of the public sitting at a sharp angle to the primary display an easier
view of what is being presented;
• A camera feed of the speaker at the podium. Currently, members of the
public cannot see the face of anyone speaking at the podium. By sending the
camera feed to this monitor, they would be able to see the presenter as they
spoke, making verbal presentations easier to understand. The monitor would
be out of the sight line of the presenter, so it will not distract during a
presentation.
• Display the agenda with current location highlighted. By capturing the
timestamps made by the City Clerk staff, we can display the current location
on the agenda. This would help members of the public orient themselves
when they arrive during the meeting.
Construction will take place during the City Council summer recess, July 12th to August
21 st. Every effort will be made to have construction complete for the August 22"d
Council Meeting. If, however, another meeting location is required, staff has made
plans to hold the City Council meeting at an alternate location. City Council, and the
Public, will be noticed well in advanced of any location change.
An RFP was published on May 19th, 2019. The City received one proposal, Spinitar.
June 13, 2019 - Staff Report
#C37960B - Council Chamber Remodel 2019
Page 4 of 4
Spinitar is well qualified for this work, having completed many similar projects. The fee
proposal was well within the estimated budget.
Fiscal Analysis
Approval of staff's request would result in a not to exceed one-time expenditure of -
$225,125.68 including the alternate screen, or $216,769.60 without it. Funds were
budgeted from the Equipment Replacement Fund, as part of the Capital Improvement
Plan, (under the IT Master Plan), and are available for this fiscal year, account number
5304190-4404000.
LEGAL REVIEW
c71G b �
Robert W. Hargreaves
City Attorney
DEPT. REVIEW FIN NCIAYEVIEW
ri arney ,
Director of Jane M )ore
Administrative Services Director of Finance
ATTACHMENTS: RFP
Vendor RFP Response
Contract
CITY MANAGER
Lauri Aylaian
City Manager
REQUEST FOR PROPOSALS
FOR
CITY OF PALM DESERT
FOR
Council Chambers Audio Visual Remodel 2019
CITY OF PALM DESERT
73-510 Fred Waring Drive
Palm Desert, CA 92260-2578
Telephone: (760) 346-0611
Facsimile: (760) 341-4564
www.cityofpalmdesert.org
CITY OF PALM DESERT
NOTICE INVITING PROPOSALS
COUNCIL CHAMBERS AUDIO VISUAL REMODEL 2019
RFP NO. IS71219
CONTRACT NO. C37960B
PUBLIC NOTICE IS HEREBY GIVEN that proposals will be received by the City of Palm
Desert ("City") in the office of the City Clerk, 73-510 Fred Waring Drive, Palm Desert, CA
92260 until 5:00 p.m., June 3, 2019. Proposals received after this date will be returned to the
proposers unopened. Faxed or electronically submitted proposals will not be accepted.
The City is requesting proposals to provide: An extensive remodel of the audio visual system
in the council chambers during the summer recess, July 12, 2019 through August 21, 2019.
Time for commencement and completion of the work is important. The successful proposer
shall order any long lead-time equipment items immediately following Notice of Award.
The award of this contract is subject to available budget adequate to carry out the provisions
of the proposed agreement including the identified scope of work. The City reserves the right
to reject any or all proposals determined not to be in the best interest of the City.
Certain labor categories under this project may be subject to prevailing wages as identified in
the State of California Labor Code commencing at sections 1720 et seq. and 1770 et seq. If
applicable, employees working in these categories at the site must be paid not less than the
basic hourly rates of pay and fringe benefits established by the California Department of
Industrial Relations. Copies of the State of California wage schedules are available for review
at www.dir.ca.gov/dlsr/. In addition, a copy of the prevailing rate of per diem wages will be
made available at the City's Information Systems Department upon request. The successful
bidder shall post a copy of the prevailing wage rates at each job site. It shall be mandatory
upon the proposer to whom the contract is awarded, and upon any subcontractors, to comply
with all Labor Code provisions, which include but are not limited to the payment of not less
than the said specified prevailing wage rates to all workers employed by them in the
execution of the contract, employment of apprentices, hours of labor and debarment of
contractors and subcontractors. If the total compensation under the contract will exceed
$25,000 and pursuant to Labor Code sections 1725.5 and 1771.1, all contractors and
subcontractors that wish to bid on, be listed in a bid proposal, or enter into a contract to
perform public work must be registered with the Department of Industrial Relations ("DIR").
No proposal will be accepted nor any contract entered into without proof of the contractor's
and subcontractors' current registration with the DIR to perform public work. If awarded a
contract, the successful proposer and its subcontractors, of any tier, shall maintain active
registration with the DIR for the duration of the project. The contract awarded pursuant to this
proposal may also be subject to compliance monitoring and enforcement by the DIR.
Each proposer shall be a licensed contractor pursuant to sections 7000 et seq. of the
Business and Professions Code in the following classification(s) throughout the time it
submits its proposer and for the duration of the contract: a valid class C7 contractor's
License.
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Substitution requests shall be made within 35 calendar days after the award of the contract.
Pursuant to Public Contract Code Section 3400(b), City may make findings designating that
certain additional materials, methods or services by specific brand or trade name be used for
the project. Such findings, if any, as well as the materials, methods or services and their
specific brand or trade names that must be used for the Project may be found in the Project
Specifications.
Pursuant to Public Contract Code section 3400(c), if City has made any findings designating
certain materials, products, things, or services by specific brand or trade name, such findings
and the materials, products, things, or services and their specific brand or trade names will be
set forth in the Project Specifications.
Pursuant to Section 22300 of the Public Contract Code of the State of California, the
successful proposer may substitute certain securities for funds withheld by City to ensure its
performance under the contract.
Interested proposers may download copies of the Request for Proposals ("RFP") by visiting
the City's web site, www.cityofpalmdesert.org. To view the RFP, from the main menu under
"Quick Links," click on "Projects Up For Bid". Firms that anticipate submitting a proposal are
required to send an email to the project manager acknowledging receipt of the RFP so that
the City can add the firm to its notification list. Please include the contact person, the name of
the firm, address, phone number, and e-mail address. All addenda will be published on the
City's website.
Palm Desert is committed to inclusion and diversity and welcomes proposals and bids from
contractors, consultants, and vendors of all faiths, creeds, ancestries, and ethnicities without
regard to disability, gender identity, sexual orientation, or immigration status. The City
condemns and will not tolerate prejudice, racism, bigotry, hatred, bullying, or violence
towards any group within or outside of our community.
For more information regarding the RFP, please contact:
City of Palm Desert
Information Systems Department
Clayton von Helf, Information Systems Manager
cvonhelf ZDcitvofpalmdesert.orq
RACHELLE D. KLASSEN, CITY CLERK
CITY OF PALM DESERT, CALIFORNIA
(760) 346-0611
DATE: May 16, 2019
72500.00001 \31308562.1
CITY OF PALM DESERT
REQUEST FOR PROPOSALS
Council Chambers Audio Visual Remodel 2019
I. BACKGROUND AND INTRODUCTION
The City of Palm Desert ("City") is requesting proposals from qualified firms'
("Proposers") for the installation and maintenance of Audio Visual Systems ("Services").
The City is a charter city in the State of California. The City is a thriving community of
approximately 50,000 full-time and 32,000 seasonal residents. It is located in the Coachella
Valley in eastern Riverside County, part of the low desert region of Southern California. The City
features big -city resources in a friendly, small-town setting, offering first class educational
opportunities, safe and clean streets, as well as plentiful shopping and community events. Palm
Desert is considered the geographical, educational and retail center of the Coachella Valley.
Incorporated in 1973, the City operates under a council-manager form of government
with a five -member City Council elected at large. Each council member serves a four-year term.
The City Council meets on the second and fourth Tuesdays of the month at Palm Desert City
Hall, 73-510 Fred Waring Drive.
To serve and promote the welfare of its residents, the City intends to procure the
Services, as described below.
II. REQUEST FOR PROPOSALS
A. Scope of Services
The Services sought under this Request for Proposals ("RFP") are set forth in more
detail in Exhibit "A", attached hereto and incorporated herein by this reference.
Notwithstanding the inclusion of such Services in Exhibit "A", the final scope of Services
negotiated between City and the successful Proposer shall be set forth in the Audio Video
Installation Agreement ("Agreement') executed by and between City and the successful
Proposer. A copy of the Agreement is attached hereto as Exhibit "B" and incorporated herein
by this reference.
The Services shall be completed during the summer recess, July 12th, 2019 to August
21 st, 2019 and in accordance with the Contract Time described in Section 3.3 of the
Agreement. If not, the contractor shall be subject to liquidated damages in the amount listed in
said Section 3.3.
Public Works Prevailinq Waqe and Contractor Reqistration
Certain labor categories under this project may be subject to prevailing wages as
identified in the State of California Labor Code commencing at sections 1720 et seq. and 1770
et seq. If applicable, employees working in these categories at the site must be paid not less
than the basic hourly rates of pay and fringe benefits established by the California Department
of Industrial Relations. Copies of the State of California wage schedules are available for review
'Use of the term "firm" shall mean individual proprietorship, partnership, Limited Liability Company,
corporation or joint venture.
72500.00001 \31308562.1
at www.dir.ca.gov/dlsr/. In addition, a copy of the prevailing rate of per diem wages will be made
available at the City's Information Systems Department upon request. The successful Proposer
shall post a copy of the prevailing wage rates at each job site. It shall be mandatory upon the
Proposer to whom the Agreement is awarded, and upon any subcontractors, to comply with all
Labor Code provisions, which include but are not limited to the payment of not less than the said
specified prevailing wage rates to all workers employed by them in the execution of the
Agreement, employment of apprentices, hours of labor and debarment of contractors and
subcontractors. If the total compensation under the Agreement will exceed $25,000 and
pursuant to Labor Code sections 1725.5 and 1771.1, all contractors and subcontractors that
wish to bid on, be listed in a bid proposal, or enter into a contract to perform public work must be
registered with the Department of Industrial Relations ("DIR"). No proposal will be accepted nor
any contract entered into without proof of the contractor's and subcontractors' current
registration with the DIR to perform public work. If awarded a contract, the Proposer and its
subcontractors, of any tier, shall maintain active registration with the DIR for the duration of the
project.
B. Bonds
City requires at the time of contract award a Payment Bond in the amount of one
hundred percent (100%) of the contract amount from the successful Proposer. In addition to the
Payment Bond, City requires at the time of contract a one hundred percent (100%) Performance
Bond from the successful Proposer. Each bond shall be secured from a surety company that
meets all State of California bonding requirements, as defined in California Code of Civil
Procedure Section 995.120 and is admitted by the State of California. Each bond shall be
accompanied, upon the request of City, with all documents required by California Code of Civil
Procedure Section 995.660 to the extent required by law.
C. City Contact for this RFP
The principal contact for the City regarding this RFP will be Clayton von Helf, Information
Systems Manager, 760-346-0611, ext. 338, cvonhelf@ciytofpalmdesert.org or a designated
representative, who will coordinate the assistance to be provided by the City to the Proposer.
D. Requests for Clarification
All questions, requests for interpretations or clarifications, either administrative or
technical must be requested in writing and directed to the City Contact for this RFP, identified
above.
All written questions, if answered, will be answered in writing, conveyed to all interested
firms, and posted on the City's website. Oral statements regarding this RFP by any persons
should be considered unverified information unless confirmed in writing. To ensure a response,
questions must be received in writing by 2:00 p.m. local time on the date identified in the
Proposal Schedule.
E. Content and Format of Proposal
Proposals shall be concise, well organized and demonstrate qualifications and
applicable experience. Proposals shall include two (2) hard copies and one (1) electronic pdf
version on a CD or USB Drive enclosed in a sealed envelope. Proposals shall be organized,
72500.00001 \31308562.1
tabbed, and numbered in the order presented below. Proposals must include page numbers for
all pages in the proposal.
Proposals shall be in the following order and shall include:
Executive Summarv: Summarize the content of your
proposal in a clear and concise manner.
2. Table of Contents
3. Identification of Proposer:
a. Legal name and address of the company.
b. Legal form of company (partnership, corporation).
c. If company is a wholly owned subsidiary of a "parent company,"
identify the "parent company."
d. Name, title, address and telephone number of the proposed
representative to contact concerning the Proposal Submittal.
e. California Business License Number
4. Staffinq Resources:
a. Firm Staffing and Key Personnel
(i) Provide the number of staff to be assigned to perform the
Services and the names/discipline/job title of each as well
as your firm's capacity to provide additional personnel as
needed.
(ii) Identify three (3) persons that will be principally responsible
for working with the City. Indicate the role and
responsibility of each individual. If the Proposer is chosen
as a finalist, these principal individuals must attend the
interview and in -person presentation.
(iii) Describe proposed team organization, including
identification and responsibilities of key personnel. Please
include one -page resumes.
(iv) Provide brief biographies of individuals that will be working
directly with the City.
b. Subcontractors/Subconsultants
(i) The Proposer shall identify functions that are likely to be
subcontracted and identify the subcontractor / sub -
consultant that is anticipated to perform each function, if
known at this time.
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5. Fiscal Stabilitv:
a. The Proposer should provide evidence of corporate stability
including:
(i) A current report from any commercial credit rating service
such as Dunn and Bradstreet or Experian; or
(i i) A letter from a financial institution stating a current line of
credit; and
(iii) Latest audited financial statement and/or annual report
that has been certified by a CPA. This information will
remain confidential and is not subject to public disclosure.
6. Experience and Technical Competence:
a. Experience
(i) The Proposer shall provide a description of how the
Proposer's experience, technical and professional skills will
meet the goals and fulfill the general functions identified in
this RFP.
(ii) Describe the past experience of the staff to be assigned to
perform the Services in performing similar services.
(iii) The Proposer shall state the number of years the firm has
conducted business. Proposer must have at least four (4)
years' experience in providing the required scope of
Services for public clients.
(iv) Provide five (5) references regarding the Proposer's
experience and performance performing similar services.
Include the following information: (1) Organization/City,
contact name, phone number, e-mail address; and (2)
project size and description, if applicable, and description
of services.
(v) Describe the Proposer's local experience and knowledge
of City.
b. Project Specific Experience
(i) The Proposer shall provide examples of five completed
projects of a similar nature, to include:
(a) Sample shot drawings — schematic and layout.
(b) Sample photographs from past projects including
front and rear rack assemblies.
(c) Description of the project.
72500.00001 \31308562.1
(d) Duration of the project / description of the project
timeline.
(e) Contact name, position, entity name, telephone
number, fax number and e-mail address for each
project.
(ii) If any of the following has occurred, please describe in
detail:
(a) Failure to enter into a contract or professional
services agreement once selected.
(b) Withdrawal of a proposal as a result of an error.
(c) Termination or failure to complete a contract.
(d) Debarment by any municipal, county, state, federal
or local agency.
(e) Involvement in litigation, arbitration or mediation.
Conviction of the firm or its principals for violating a
state or federal antitrust law by bid or proposal
rigging, collusion, or restrictive competition between
bidders or proposers, or conviction of violating any
other federal or state law related to bidding or
professional services performance. Knowing
concealment of any deficiency in the performance
of a prior contract.
(f) Falsification of information or submission of
deceptive or fraudulent statements in connection
with a contract.
(g) Willful disregard for applicable rules, laws or
regulations.
Information regarding any of the above may, at the
sole discretion of the City, be deemed to indicate
an unsatisfactory record of performance.
C. Technical Competence
(i) AV project team resumes
(ii) AV project team industry qualifications and certificates
(iii) AV project team organizational chart
(iv) Corporate AV industry membership certificates
(v) Details of the AV contractor's workshop(s) and tools
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(vi) List of the AV contractor's test equipment
7. Proposed Method to Accomplish the Work: Describe the technical and
management approach to providing the Services to the City. Proposer should take into account
the scope of the Services, goals of the City, and general functions required. Time is of the
essence and the schedule of providing the Services is of the utmost importance. Include a draft
schedule of tasks, milestones, and deliverables that will provide for timely provision of the
Services. In reviewing the scope of Services and goals described in Exhibit "A", the Proposer
may identify additional necessary tasks and is invited to bring these to the City's attention within
the discussion of its proposed method to accomplish the work.
8. Fee Proposal: Please provide a detailed fee proposal for the scope of
Services. The fee proposal shall include hourly rates for all personnel for "Additional Work" (as
such term is defined in the proposed Agreement attached hereto as Exhibit "B").
9. Insurance: See the Agreement, attached hereto as Exhibit "B", for a
description of the insurance requirements.
10. Litigation: Provide litigation history for any claims filed by your firm or
against your firm related to the provision of Services in the last five (5) years.
11. Other Information: This section shall contain all other pertinent information
regarding the following:
a. Demonstration of record of staffing tasks efficiently and
completing projects on time and within the allocated budget.
b. Description of community involvement.
c. Description of any previous involvement with the City.
d. A statement that the Proposer has not conflicts of interest in
connection with providing the Services.
12. Certification of Proposal: This section shall state:
"The undersigned hereby submits its proposal and, by doing so, agrees to furnish services to
the City in accordance with the Request for Proposal (RFP), and to be bound by the terms and
conditions of the RFP."
13. Other Forms Required
a. A Non -Collusion Declaration attached hereto as Exhibit "C" and
incorporated herein by this reference.
b. A Public Works Contractor DIR Registration Certification
attached hereto as Exhibit "D" and incorporated herein by this
reference.
c. A Workers' Compensation Certification attached hereto as
Exhibit "E" and incorporated herein by this reference.
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d. A Designation of Subcontractors attached hereto as Exhibit "F"
and incorporated herein by this reference.
F. No Deviations from the RFP
In submitting a proposal in response to this RFP, Proposer is certifying that it takes no
exceptions to this RFP including, but not limited to, the Agreement. If any exceptions are taken,
such exceptions must be clearly noted in the proposal and may be reason for rejection of the
proposal. As such, Proposer is directed to carefully review the proposed Agreement and, in
particular, the insurance and indemnification provisions therein.
G. Selection Process
1. The City will evaluate proposals based on the following criteria:
a. Completeness of proposal specific to the content outlined in the
specifications and proposal requirements.
b. Contractor's qualifications (as outlined in the specifications).
c. Contractor's relevant project experience and past performance.
d. Team member's qualifications and relevant experience.
e. Method(s) of accomplishing work and timely delivery based on
provided project schedule.
f. Comments by references.
g. Fee proposal.
2. During the evaluation process, the City reserves the right, where it may
serve the City's best interest, to request additional information or clarifications from Proposers,
or to allow corrections of errors or omissions.
3. The contract, if awarded, shall be to the most qualified Proposer, which
submits the proposal that, in the sole judgment of City, is in the best interest of the City. The
City reserves the right to reject all proposals, select by proposal review only or interview as
needed. Certain Proposers may be selected to make a brief presentation and oral interview
after which a final selection will be made. The successful Proposer will be selected on the basis
of information provided in the RFP, in -person presentations, and the results of the City's
research and investigation. Upon selection of a Proposer, the City will endeavor to negotiate a
mutually agreeable Agreement with the selected Proposer. In the event that the City is unable
to reach agreement, the City will proceed, at its sole discretion, to negotiate with the next
Proposer selected by the City. The City reserves the right to contract for services in the manner
that most benefits the City including awarding more than one contract if desired.
4. After negotiating a proposed Agreement that is fair and reasonable, City
staff will make the final recommendation to the City Council concerning the proposed
Agreement. The City Council has the final authority to approve or reject the Agreement.
H. Protests
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1. Protest Contents: Protests based on the content of the RFP shall be
submitted to the City no later than ten (10) calendar days prior to the scheduled proposal
submittal deadline. If necessary, the proposal submittal deadline may be extended pending a
resolution of the protest. Proposer may protest a contract. A protest must be filed in writing
with the City (email is not acceptable) within five (5) business days after contract award. Any
protest submitted after 5 p.m. of the fifth business day of the contract award will be rejected by
the City as invalid and the Proposer's failure to timely file a protest will waive the Proposer's
right to protest the contract award. The Proposer's protest must include supporting
documentation, legal authorities in support of the grounds for the protest and the name, address
and telephone number of the person representing the Proposer for purposes of the protest. Any
matters not set forth in the protest shall be deemed waived.
2. City Review: The City will review and evaluate the basis of the protest
provided the protest is filed in strict conformity with the foregoing. The City shall provide the
Proposer submitting the protest with a written statement concurring with or denying the protest.
Action by the City relative to the protest will be final and not subject to appeal or
reconsideration. The procedure and time limits set forth in this section are mandatory and are
the Proposer's sole and exclusive remedy in the event of protest. Failure to comply with these
procedures will constitute a waiver of any right to further pursue the protest, including filing a
Government Code claim or legal proceedings.
Proposal Schedule
The tentative schedule is as follows:
ACTION
Release of Request for Proposal
Last Day to Submit Questions for Clarification
received by the City on or before 2:00 pm
Clarifications Issued by City on or before 4:30 pm
Deadline for Receipt of Proposals
submitted on or before 5:00 pm
Notification of Finalist(s)
Authorization to Negotiate Contract
DATE
May 19th, 2019
May 24th, 2019
May 28th, 2019
June 3rd, 2019
June 5th, 2019
June 13th, 2019
The above scheduled dates are tentative and City retains the sole discretion to adjust
the above schedule. Nothing set forth herein shall be deemed to bind City to award a contract
for the above -described professional Services and City retains the sole discretion to cancel or
modify any part of or all of this RFP at any time.
J. Submittal Requirements
1. General: It is strongly recommended that the Proposer submit proposals
in the format identified in this RFP to allow the City to fully evaluate and compare the proposal.
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All requirements and questions in the RFP should be addressed and all requested data shall be
supplied. The City reserves the right to request additional information which, in the City's
opinion, is necessary to assure that the Proposer's competence, number of qualified
employees, business organization, and financial resources are adequate to perform according
to the Agreement.
2. Preparation: Proposals should be prepared in such a way as to provide a
straightforward, concise delineation of capabilities to satisfy the requirements of this RFP.
Responses should emphasize the Proposer's demonstrated capability to perform the Services.
Expensive bindings and promotional materials, etc., are not necessary or desired. However,
technical literature that supports the approach to providing the Services and work plan should
be forwarded as part of the proposal. Emphasis should be concentrated on completeness,
approach to the work and clarity of proposal.
3. Site Examination: Proposers may visit the City and its physical facilities to
determine the local conditions which may in any way affect the performance of the work;
familiarize themselves with all federal, state and local laws, ordinances, rules, regulations, and
codes affecting the performance of the work; make such investigations, as it may deem
necessary for performance of the Services at its proposal price within the terms of the
Agreement; and correlate its observations, investigations, and determinations with the
requirements of the Agreement.
4. Authorization: The proposal shall be signed by an individual, partner,
officer or officers authorized to execute legal documents on behalf of the Proposer.
5. Confidentiality of Proposal: Pursuant to Michaelis, Montanan, & Johnson
v. Superior Court (2006) 38 Cal.4th 1065, proposals submitted in response to this RFP shall be
held confidential by City and shall not be subject to disclosure under the California Public
Records Act (Cal. Government Code section 6250 et seq.) until after either City and the
successful Proposer have completed negotiations and entered into an Agreement or City has
rejected all proposals. All correspondence with the City including responses to this RFP will
become the exclusive property of the City and will become public records under the California
Public Records Act. Furthermore, the City will have no liability to the Proposer or other party as
a result of any public disclosure of any proposal or the Agreement.
If a Proposer desires to exclude a portion of its proposal from disclosure under the
California Public Records Act, the Proposer must mark it as such and state the specific
provision in the California Public Records Act which provides the exemption as well as the
factual basis for claiming the exemption. If a request is made for information marked
"Confidential", "Trade Secret" or "Proprietary" ("Proprietary Information"), the City will provide
Proposers who submitted the information with reasonable notice to seek protection from
disclosure by a court of competent jurisdiction. Proposer shall have five (5) working days after
receipt of such notice to give City written notice of Proposer's objection to the City's release of
Proprietary Information. Proposer shall indemnify, defend and hold harmless the City, and its
officers, directors, employees, and agents from and against all liability, loss, cost or expense
(including attorney's fees) arising out of a legal action brought to compel the release of
Proprietary Information.
Proposals which indiscriminately identify all or most of the proposal as exempt from
disclosure without justification may be deemed unresponsive and disqualified from further
participation in this procurement.
72500.00001 \31308562.1
6. Submittal Instructions
The proposal must be received no later than 5:00pm local time, on or before June 3rd,
2019 at the office of:
Clayton von Helf
Information Systems Manager
City of Palm Desert
73-510 Fred Waring Drive
Palm Desert, CA 92260-2578
The envelope should clearly indicate "Proposal for (Project Name)" and Respondent's name
and address shall appear in the upper left hand corner of the envelope. If more than one
envelope is required, each envelope shall be legibly numbered below the name of the
Respondent, e.g. Envelope 1 of 3, as required.
The City will not be responsible for proposals that are delinquent, lost, incorrectly
marked, sent to an address other than that given herein, or sent by mail or courier service and
not signed for by the City.
K. General Conditions
1. Amendments to RFP: The City reserves the right to amend the RFP or
issue to all Proposers a Notice of Amendment to answer questions for clarification.
2. Amendments to Proposals: Unless specifically requested by the City, no
amendment, addendum or modification will be accepted after a proposal has been submitted to
City. If a change to a proposal that has been submitted is desired, the submitted proposal must
be withdrawn and the replacement proposal submitted prior to the deadline stated herein for
receiving proposals.
3. Non -Responsive Proposals: A proposal may be considered non-
responsive if conditional, incomplete, or if it contains alterations of form, additions not called for,
or other irregularities that may constitute a material change to the proposal.
4. Costs for Preparinq: The City will not compensate any Proposer for the
cost of preparing any proposal, and all materials submitted with a proposal shall become the
property of the City. The City will retain all proposals submitted and may use any idea in a
proposal regardless of whether that proposal is selected.
5. Cancellation of RFP: City reserves the right to cancel this RFP at any
time prior to contract award without obligation in any manner for proposal preparation, interview,
fee negotiation or other marketing costs associated with this RFP.
6. Price Validity,: Prices provided by Proposers in response to this RFP are
valid for 60 days from the proposal due date. The City intends to award the contract within this
time but may request an extension from the Proposers to hold pricing, until negotiations are
complete and the contract is awarded.
7. No Commitment to Award: Issuance of this RFP and receipt of proposals
does not commit the City to award a contract. City expressly reserves the right to postpone the
proposal for its own convenience, to accept or reject any or all proposals received in response
72500.00001 \31308562.1
to this RFP, to negotiate with more than one Proposer concurrently, or to cancel all or part of
this RFP.
8. Right to Neqotiate and/or Reiect Proposals: City reserves the right to
negotiate any price or provision, task order or service, accept any part or all of any proposals,
waive any irregularities, and to reject any and all, or parts of any and all proposals, whenever, in
the sole opinion of City, such action shall serve its best interests and those of the tax -paying
public. The Proposers are encouraged to submit their best prices in their proposals, and City
intends to negotiate only with the Proposer(s) whose proposal most closely meets City's
requirements at the lowest estimated cost. The Agreement, if any is awarded, will go to the
Proposer whose proposal best meets City's requirements.
9. Non -Discrimination: The City does not discriminate on the basis of race,
color, national origin, religion, age, ancestry, medical condition, disability or gender in
consideration for an award of contract.
Publication Date of RFP: May 191h, 2019
72500.00001 \31308562.1
l�i:u 3�liir_Vi
PROPOSED SCOPE OF SERVICES
Defined in the following documents and drawings:
• Section 27 41 16 Audio Video Systems and Equipment
• AV Systems Proposal Set Drawings
72500.00001 \31308562.1
EXHIBIT "B"
CITY OF PALM DESERT
AUDIO VISUAL INSTALLATION AGREEMENT
72500.00001 \31308562.1
EXHIBIT "C"
NON -COLLUSION DECLARATION
To Be Executed by Proposer(s) and Submitted with Proposal
The undersigned declares:
I am the of , the
party making the foregoing bid. The bid is not made in the interest of, or on behalf of, any
undisclosed person, partnership, company, association, organization, or corporation. The bid is
genuine and not collusive or sham. The bidder has not directly or indirectly induced or solicited
any other bidder to put in a false or sham bid. The bidder has not directly or indirectly colluded,
conspired, connived, or agreed with any bidder or anyone else to put in a sham bid, or to refrain
from bidding. The bidder has not in any manner, directly or indirectly, sought by agreement,
communication, or conference with anyone to fix the bid price of the bidder or any other bidder,
or to fix any overhead, profit, or cost element of the bid price, or of that of any other bidder. All
statements contained in the bid are true. The bidder has not, directly or indirectly, submitted his
or her bid price or any breakdown thereof, or the contents thereof, or divulged information or
data relative thereto, to any corporation, partnership, company, association, organization, bid
depository, or to any member or agent thereof, to effectuate a collusive or sham bid, and has
not paid, and will not pay, any person or entity for such purpose.
Any person executing this declaration on behalf of a bidder that is a corporation,
partnership, joint venture, limited liability company, limited liability partnership, or any other
entity, hereby represents that he or she has full power to execute, and does execute, this
declaration on behalf of the bidder.
I declare under penalty of perjury under the laws of the State of California that the
foregoing is true and correct and that this declaration is executed on
,20 ,at
72500.00001 \31308562.1
City State
CONTRACTOR
By:
Signature
Title:
EXHIBIT "D"
PUBLIC WORKS CONTRACTOR DIR REGISTRATION CERTIFICATION
Pursuant to Labor Code sections 1725.5 and 1771.1, all contractors and subcontractors that
wish to bid on, be listed in a bid proposal, or enter into a contract to perform public work must be
registered with the Department of Industrial Relations. See http://www.dir.ca.gov/Public-
Works/PublicWorks.html for additional information.
No bid will be accepted nor any contract entered into without proof of the contractor's and
subcontractors' current registration with the Department of Industrial Relations to perform public
work.
Contractor hereby certifies that it is aware of the registration requirements set forth in Labor
Code sections 1725.5 and 1771.1 and is currently registered as a contractor with the
Department of Industrial Relations.z
Name of Contractor:
DIR Registration Number:
DIR Registration Expiration:
Small Project Exemption: Yes or No
Unless Contractor is exempt pursuant to the small project exemption, Contractor further
acknowledges:
1. Contractor shall maintain a current DIR registration for the duration of the project.
2. Contractor shall include the requirements of Labor Code sections 1725.5 and 1771.1 in
its contract with subcontractors and ensure that all subcontractors are registered at the
time of bid opening and maintain registration status for the duration of the project.
3. Failure to submit this form or comply with any of the above requirements may result in a
finding that the bid is non -responsive.
Name of Contractor:
Signature:
Name and Title:
Dated:
Z If the Project is exempt from the contractor registration requirements pursuant to the small project
exemption under Labor Code Sections 1725.5 and 1771.1, please mark "Yes" in response to "Small
Project Exemption."
72500.00001 \31308562.1
EXHIBIT "E"
WORKERS' COMPENSATION CERTIFICATION
Labor Code Section 3700 provides in relevant part:
Every employer except the State shall secure the payment of compensation in one or
more of the following ways:
(a) By being insured against liability to pay compensation in one or more
insurers duly authorized to write compensation insurance in this State.
(b) By securing from the Director of Industrial Relations a certificate of consent
to self -insure, which may be given upon furnishing proof satisfactory to the
Director of Industrial Relations of ability to self -insure and to pay any
compensation that may become due to his employees.
I am aware of the provisions of Section 3700 of the Labor Code which require every employer to
be insured against liability for workers' compensation or to undertake self-insurance in
accordance with the provisions of that code, and I will comply with such provisions before
commencing the performance of the work of this contract.
Contractor:
By:
Name:
Its:
In accordance with article 5 (commencing at Section 1860), chapter 1, part 7, division 2 of the
Labor Code, the above certificate must be signed and filed with CVWD prior to performing any
work under the Contract.
72500.00001 \31308562.1
EXHIBIT "F"
DESIGNATION OF SUBCONTRACTORS
In compliance with the Subletting and Subcontracting Fair Practices Act of the Public Contract
Code of the State of California, sections 4100 et seq., Contractor shall set forth below: (a) the
name and the location of the place of business and (b) the portion of the work which will be
done by each subcontractor who will perform work or labor or render service to the Contractor in
or about the construction of the work in an amount in excess of one-half of one percent (1/2%)
of the Contractor's proposal price. No additional time shall be granted to provide the below
requested information.
If no subcontractor is specified, for a portion of the work, or if more than one subcontractor is
specified for the same portion of Work, then the Contractor shall be deemed to have agreed that
it is fully qualified to perform that Work, and that it shall perform that portion itself.
CSLB License DIR
Portion of Subcontractor Location of Number Registration
Work Name Business Number
Name of Contractor
Signature
Name and Title
Dated
72500.00001 \31308562.1
eel
00
SSPINITAR
0 ' ., -'
June 2, 2019
Rachelle Klassen, City Clerk
City of Palm Desert
73-510 Fred Waring Drive
Palm Desert, CA 92260
Dear Ms. Klassen,
Audio, Visual and Communication
Solutions
Spinitar is very pleased to provide our proposal and response package for the
Council Chambers Audio Visual Remodel 2019.
With over 33 years of experience managing, providing, installing and
supporting similar projects, we are confident that Spinitar can meet or exceed
the overall goals of providing the best value for the cost of goods and services
for all aspects of this project. Our commitment is to perform the scope of work
described by our most qualified and experienced team members, each highly
skilled in their particular areas of expertise which is our standard process.
Spinitar has successfully finished many projects that are of similar size and
type, and we have included references which outline some of those projects as
part of this response package.
We acknowledge the main purpose and requirements of this project as
described in all the documentation provided to us. With that said, we have
given very careful consideration in selecting particular staff members and
subcontractors that possess the most experience, the best qualifications and
certifications so we can deliver a solution that will meet those requirements
with standards allowing consistency and ultimate price breaks with
consideration for future expandability.
Timelines schedules, staffing and millstones are the key to the success of any
project. Our highly skilled and certified Project Management and engineering
teams' commitment is to detailed communication to final sign off is part of our
standard business practices.
0
Corporate Office
16751 Knott
Avenue
La Mirada, CA
90638
WWW.soinitar.com
. Corporate Office
•
Audio. Visual and Communication i 16751 Knott
4(:
SolufionS venue
La Mirada, CA
S P I N I T A R 99638
0— www.soinitar.com
Spinitar's technical installation and support staff is second to none in industry.
Our dedicated Service Department is staffed with full time coordinators and
certified industry technical specialists servicing our customers' specific needs.
On behalf of the entire team at Spinitar, we would appreciate very much the
opportunity to win your selection and work on this project for you.
Sincerely yours,
Krik Bolling, CTS
Account Manager
Kirk. bollina(&soinitar.com
714-222-3983
C, I
Request for
Proposal
Council
Chambers
Audio Visual
Remodel 2019
June 3, 2019
S P I N I T A R
Identifications of Proposer
2 Staffing Resources
3 Fiscal Stability
4 Experience and Technical Competence
Proposed Method to Accomplish the Work
6
7
8
9
10
i
11
i
12
`111 A: FRY READY INfrX-
Fee Proposal
Insurance
Litigation
Other Information
Certification of Proposal
Other Forms Required
c
OCompany Legal Name:
Doing Business As:
Corporate Office Address:
Corporate Phone Number:
Web Site Address:
Email Address:
Responsible Managing Officers:
Proposal Contact:
Headquarters:
Corporate Data
Presentation Products, Inc.
SPINITAR""
16751 Knott Avenue
La Mirada, CA 90638
Main Line: 714.367.2900
Toil Free: 800.722.6444
Fax Line: 714.367.2910
www.spinitar.com
spinitar@spinitar.com
J. Jeffrey Irvin, Principal
Joseph J. Rogina, Principal
Kirk Bolling
Kirk. bolling0spi,n't rr
714-222-3983
16751 Knott Avenue
La Mirada, CA 90638
Local phone: 714.367.2900
Tall Free: 800.722.6444
Local fax: 714.367.2910
Area Offices: Bay Area: 5066 Commercial Circle, Suite A
Concord, CA 94520
Local phone: 510.266.0300
Local fax: 650.266.0306
San Diego: 5939 Darwin Court, Suite 102
Carlsbad, CA 92008
Local phone: 760.918.1614
Local fax: 760.918.9140
Arizona:
Business Formed:
Incorporated:
Number of Employees:
Federal ID Number:
Business License Number:
DIR Number:
California State Contractor's License
2024 W. 1t St., Suite #103
Tempe, AZ 85281
May 26, 1986
State of California
155
95-4044229
SRYA14-716179
1000002995
783424, C-7 Classification, Exp. 08/2020
Integrated audiovisual communications, managed and support servicea.
44
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SPINITAR
Services Simplified, Since 1986
Audio, visual and Communication Solutions
The following is a comprehensive narrative statement that illustrates Spinitar's understanding
of the requirements of this project, and the project schedule with the designated phased
approach. This is our 71h year of using the Project Team approach to our AV System
Integration Projects, and it has been proven to be very successful for both our customers and
our employees.
SPINITAR Team Verticals for Citv of Palm Desert
The three people principally responsible for working with the city:
- Project Manager: Valerie Sanchez -Cruz
- Designer/Commissioning Agent: Shaun DeVault, CTS-I, CTS-D
- Project Foreman & Site Supervisor: Tom Grogan, CTS-I
Additional staff assigned to perform Services for the City:
- Project Install/Resource Teams
o Spinitar Technician Installation Team
o Structural Installation & Wiring Sub -contractors
- In-house Rack Build Team
o Alex Ramon, Adrian Mendoza
- In -House CAD Drafting Team
o Ken Daugherty, CTS
- In-house Commissioning Team
o Daniel Portugal, CTS
SPINITAR Comaanv and Proiect Oversiaht
- Leadership Team
o Account Management & VP of Systems Sales: Dan Tompkins, CTS
o Design and Technology Leader: Dave Novak, CTS
o Service and After -Sales Support: Scott Kroeze, CTS
- Spinitar Ownership
o ]ay Rogina, CTS, Principal
In the overall scope of an Integrated Solutions Project, Spinitar understands that collaboration
between the AV Contractor, Customer, and other members of the project team is critical.
Prompt action, communication and progressive elaboration are key to maintain project flow
and eliminate roadblocks. Spinitar's team based approach, Work Breakdown Structure (WBS)
and Systems Integration Process allow our project execution methodology to deliver
successful integration projects year after year.
Spinitar's Project Managers ensure that communication flows from the Spinitar project team
to the project stakeholders and also ensure that the proper resources are scheduled for the
proper task at the necessary time. Spintar's Project Management Information Systems
(PMIS) include, but are not limited to, MS Project for project schedule development and
management, email as a primary form of communication, and a proprietary WBS program for
resource and inventory management.
SPiNITAN
161131 Krtatt Avenue
La Mirada CA 90638
Piruile (80.) 72 2-6-14 1, Fax (714) 361-291r?,
ti•;wv.sp�;urar.ccm
Proiect Communication
Spinitar emphasizes communication as one of the most important aspects of a
successful project. Weekly updates, either in project meetings or written form, are essential
to maintain the project team's visibility on project progress. In addition, direct communication
in the established forums with the Customer, AV Consultant and General Contractor are
critical to address unknowns, mitigate risks, manage changes in schedule, verify logistics and
confirm that deliverables are on target. Open channels of communication are the foundation
that allows the project team to manage risk and project scope, including iterative project
reviews with internal and external stakeholders during significant milestones at each phase
of the project.
Procurement Manaaement
Spinitar uses a proprietary program for Procurement and Inventory Management
which allows internal visibility from design inception to Procurement processing to equipment
receipt and Inventory/Warehouse Management. The Procurement Management system also
ensures that serialization of equipment is documented for closeout and assists with
expeditious equipment replacement in the event of failures.
Oualitv Manaaement
Spinitar takes pride in producing quality integrated systems, both with field work and
in -shop rack building and testing at our Headquarters in La Mirada. The time that the System
Designers spend verifying and testing the fully built systems in our controlled testing
environments, allow Spinitar to maintain project schedule and deliver quality systems in
coordination with the Customer's timeline. By eliminating as many system 'bugs', updating
firmware, setting IP address and other efforts that may be required by the project scope, the
racks arrive onsite as close to a plug -and -play system as possible. Commissioning the
systems in our shop also allows the Customer and AV Consultant to test the systems and
make any final adjustments before the systems are shipped to site. The effort spent on
Quality Management by the project team ensures that the systems will serve the Customer
for many years.
Post Implementation Sunoort
Spinitar knows that a project, by definition, has a completion date; however, the
Customer may still require support after the project is signed off, whether more training is
required or an equipment failure a few years after completion. Spinitar places equal
importance on successful project execution and post -installation training and support through
the Spinitar Service Department, with dedicated Service Technicians to provide professional
support after the project Is completed.
Spinitar understands the importance of having a well-defined project plan and strategy in
partnering with the USC Marshall School of Business and the USC Capital Construction
Development teams. We value having good processes, emphasize quality work product and
keep our staff certified to ensure that we deliver a quality product on schedule and something
we can all be proud of.
sip:Nu TX I
16751 Knott Avenge
La Mirada, CA 90639
Phune (81= 722-rA,14: Fax ("ild) 367-2910.
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Kirk Bolling, CTS
Account Manager
Work Experience
Biography el..
sPiN:fAfi
Kirk has been with Spinitar since March of 2018. Prior to joining Spinitar, Kirk worked as a
Regional Account Manager for a large corporation with offices in Orange and San Diego
Counties.
Positions and Responsibilities
As an Account Manager for Spinitar, Kirk is responsible for sales design and client consultation
for installed and integrated pro AV systems and services to all corporate, educational,
government and military customers. He pro -actively generates new sales and accounts, growing
Spinitar's existing customer business by providing A/V Systems Integration solutions based on
cutting edge technology. He works closely and extensively with the Engineering and Project
Management teams to design and provide professional audio visual solutions customized for
every customer's needs. Kirk actively builds relationships with industry manufacturer's to
maintain and expand his technical knowledge and to bring the best solutions to all his
customers.
Qualifications and Industry Training
Kirk is a motivated self-starter with strong customer relations skills. With almost a decade's
worth of sales experience, Kirk has a developed sense for business and is a savvy team player.
Kirk remains knowledgeable by consistently attending trainings and seminars with industry
leaders.
In[OWClc_1 orr m,miCul a s, IT (1T;0gL'J CNI(I supporl sclvl_c: -
Valerie Sanchez -Cruz
Project Manager
Work Experience
Biography e.
5PINITAR
Valerie began working with Spinitar in 2018. Prior to Spinitar, Valerie worked as an Operations
Manager overseeing projects ranging from outreach to event coordination, to policy and
program implementation. She also oversaw construction and renovation projects totaling over
$3 mil. Including, space planning, architectural design, and procurement of services and
vendors. She has a Bachelor of Arts degree from San Francisco State University.
Positions and Responsibilities
As a Project Manager for Spinitar, Valerie is responsible for managing, coordinating and
overseeing several audiovisual systems integration projects. In this capacity, she manages
project budgets, plans project timetables and coordinates personnel activities to ensure that
required milestones are being met, integration teams are operating efficiently and clients are
informed of project progress and completion timeframes. Valerie also works closely with
Spinitar's engineering teams and support personnel to verify that equipment and staff resources
are properly allocated to each client project. As part of the Project Manager role and process,
Valerie regularly visits client job sites to coordinate team direction, initiate system testing, and
oversee final commissioning procedures to verify strong system quality, functionality and
operability.
Qualifications and Industry Training
Valerie remains knowledgeable by consistently attending trainings and seminars with industry
leaders.
lrtegrated and cv swil communisations, managed and support Semites. 14
Shaun DeVault, CTS, CTS-I
Systems Designer
Work Experience
Biography e...
SPINITAR
Shaun has been with Spinitar since October 2011. Shaun came to Spinitar eager to learn
everything he could about the AV industry. It is this attitude that enabled him to gain a strong
perspective on all aspects of systems integration. His technical skills evolved to the point where
he became one of Spinitar's installation leaders. He moved into the service department to
improve his troubleshooting skill and is now a Systems Designer.
Position and Responsibilities
As a System Designer, Shaun helps ensure timely and profitable delivery of projects through
the sales process, system design and support of project managers. System design
responsibilities include design, product selection, system engineering, CAD, and system
testing/commissioning for both specification and design build projects. This support helps to
create a coordinated workflow through design and purchasing that carries over to field
installation and system startup. This process creates an organized and successful
implementation of projects to meet the customer's needs. Shaun is responsible for ensuring
completed designs and functionality for all projects assigned to him and his team. He works
with the System Designer team leader through the design process to ensure quality projects, on
time and on budget.
Qualifications and Industry Training
• CTS and CTS-I
• AMX ACE Installation Expert
• DMC-D-4K
• Extron Control Associate and Control Professional
• Biamp RU training
• OSHA 10 certified
Shaun has also received training from numerous manufacturing partners including Listen,
Shure, Vaddio, Atlona and Dante.
Irfory;SiecI nmiaw,SI1r1I C{,e-RiNF1i.kA47rr5, rrinnCXVd Lim S-ippaii seevi(es
Tom Grogan
Project Foreman
Work Experience
Biography •
` SPINITAR
Tom has been with Spinitar since May 2018. Prior to joining Spinitar, Tom was an in the AV
industry supervising projects from award to completion while coordinating materials, scheduling
technicians, tracking job costs and closeout documentation.
Positions and Responsibilities
As a Project Foreman for Spinitar, Tom reports to the Project Manager and Technical Support
Team, and is responsible for the daily activities of coordinating and managing installation tasks
with our customers, general contractors, electrical contractors and Spinitar sub -contractors.
Tom provides essential communication with the Project Manager in coordination of installation
tasks and gathers all the necessary information, tools and spare parts to insure the installation
team performs the installation correctly the first time. We participates in site walks,
construction meetings, safety meetings, project kickoffs and reviews and prioritizes onsite
efforts to ensure the project stays on track and on budget.
Qualifications and Industry Training
Tom has received training from numerous manufacturing partners including Christie Digital,
Extron, Crestron, Kramer and AMX.
--------- -- — — - ---- Irte�jrnfe=d aidim-srrnl ccrmmuriirrafinns, maringed mwl suppao servires.
-
L
Compass
April 15, 2019
To Whom It May Concern:
Re:Spinitar
BBVA Compass Bank, herein referred to as "Compass Bank", is pleased to have a banking
relationship with Spinitar since early 2013. The company has a secured line of credit available
for its use in business operations. As of the date of this letter, the commitment is $5,500,000.
Please
me at (909) 285-3927 if you have any questions or need additional information.
,R — -- - —
PRESENTATION PRODUCTS, INC.
DBA SPINITAR
(A California Corporation)
Financial Statements
And
Independent Accountants' Review
Report
December 31, 2018
I
PRESENTATION PRODUCTS, INC.
DBA SPINITAR
to California Corporation)
Financial Statements
and
Independent Accountants' Review Report
December 31, 2018
Table of Contenl,1
Independent Accountants' Review Report...................................................................
Balance Sheet as of December 31, 2018- ...............................................................
Statement of Comprehensive Income for the year
endedDecember 31, 2018.............................................................................
.......................... 1
.......................... 2
............................. 3
Statement of Stockholders' Equity for the year
endedDecember 31, 2018.................. . .................................................................................... 4
Statement of Cash Flaws for the year ended
December31, 2018................................................... ................_...._...................................................... 5
Notes to the Financial Statements........................................................................................................ 6-14
Schedule l -- Seffing, General and Administrative
Expenses for the year ended December 31, 2018...............................................................................15
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INDEPENDENT ACCOUNTANTS' REVIEW REPORT
To The Stockholders and Board of Directors
Presentation Products. Inc. DBA Spinitar
La Mirada, California
535 N. llmo Bwi m, Surf 600
G NDA9, Cr. fvm 91203
TEL: 818.550.9991
Fit: 818.550-9993
WEAnoVuuE.m
300 Sncmm CENo DvE, Sofa 955
11W. C+ ONA 92619
Tit: 949.861-4445
FAx 949.861-4449
WEAWVuutcoµ
We have reviewed the accompanying balance sheet of Presentation Products, Inc. ❑BA Spinitar (A
California Corporation) as of December 31, 2018, and the related statements of comprehensive income,
stockholders' equity, and cash flows for the year then ended, and the related notes to the financial
statements. A review includes primarily applying analytical procedures to management's financial data
and making inquiries of company management A review is substantially less in scope than an audit, the
objective of which is the expression of an opinion regarding the financial statements taken as a whole.
Accordingly. we do not express such an opinion.
Management's Responsibility for the Financial Statements
Management is responsible for the preparation and fair presentation of the financial statements in
accordance with accounting principles generally accepted in the United States of America; this includes
the design, implementation, and maintenance of internal control relevant to the preparation and fair
presentation of financial statements that are free from material misstatement whether due to fraud or
error.
Accountants' Responsibility
Our responsibility is to conduct the review engagement in accordance with Statements on Standards for
Accounting and Review Services issued by the Accounting and Review Services Committee of the
AICPA. Those standards require us to perform procedures to obtain limited assurance as a basis for
reporting whether we are aware of any material modifications that should be made to the financial
statements for them to be in conformity with accounting principles generally accepted in the United Stales
of America. We believe that the results of our procedures provide a reasonable basis for our conclusion.
Accountants' Conclusion
Based on our review, we are not aware of any material modifications that should be made to the
accompanying financial statements in order for them to be in accordance with accounting principles
generally accepted in the United States of America.
Supplementary Information
The supplementary information included in Schedule I is presented only for the purpose of additional
analysis and is not a required part of the basic financial statements. The information is the representation
of management. We have reviewed the information and, based on our review, we are not aware of any
material modifications that should be made to the information in order for it to be in accordance with
accounting principles generally accepted in the United States of America. We have not audited the
information and, accordingly, do not express an opinion on such information.
1 a
Milam, Knecht & Warner, LLP
Glendale, California
February 8, 2019
PRESENTATION PRODUCTS, INC.
DBA SPINITAR
(A California Corporation)
Balance Sheet
December 31, 2018
Assets
Current assets:
Cash and cash equivalents
$ 1,394.387
Contract receivables, including retention receivables of
$171.031, net of allowance for doubtful accounts
of $80,242
7,774,109
Costs and estimated earnings in excess of billings on
uncompleted contracts
2,778,434
Inventories, stated at lower of cost and net realizable value
1,991.295
Prepaid expenses
315,621
Note receivable from stockholder
54,265
Total current assets
14,308,111
Property and equipment, net of accumulated depreciation of
of $1,186,352 707.772
Other assets:
Marketable securities 2,217.422
Deposits 42,606
Total other assets 2,260.028
Total assets $ 17,275.911
Liabilities and Stockholders' Eouitv
Current liabilities:
Accounts payable
$ 4,166.927
Billings in excess of cost and estimated earnings on
uncompleted contracts
2,155,646
Accrued expenses
2.106.902
Deferred revenue, current portion
1.519,547
Customer deposits
13,683
Notes payable, current portion
95,493
Total current liabilities
10,058.198
Long-term liabilities:
Deferred revenue, net of current portion 1,217.363
Notes payable, net of current portion 132.562
Total long-term liabilities 1,349,925
Total liabilities 11,408,123
Stockholders' equity:
Capital stock 523,733
Retained earnings 5.321.939
Accumulated other comprehensive income 22,116
Total stockholders' equity 5,867.788
Total liabilities and stockholders' equity $ 17.275.911
See accompanying notes and independent accountants' review report.
2
PRESENTATION PRODUCTS, INC.
OBA SPINITAR
(A California Corporation)
Statement of Comprehensive Income
For the year ended December 31, 2018
Percent of
Amount
Revenue
Sales and contract revenues earned
$ 44,802,173
100.00%
Cost of sales and cost of contract revenues earned
30,433,933
67.93%
Gross profit
14,368,240
32.07%
Selling, general and administrative
expenses (Schedule 1)
11,814,802
26.39%
Income from operations
2,553,438
5.68%
Other income (expenses):
Gain on the sale of property and equipment
23,964
0.05%
Other expense
(4,048)
-0.01 %
Interest expense
(19,913)
-0.04%
Total other income
3
0.00%
Income before provision for state income taxes
2,553,441
5.68%
Provision for state income taxes
800
0.00%
Net operating income
2.552,641
5.68%
Other comprehensive income:
Unrealized gain on marketable securities
6.687
0.01%
Total comprehensive income
$ 2,559.328
5.67%
See accompanying notes and independent accountants' review report.
3
2,22
PRESENTATION PRODUCTS, INC.
DBA SPINITAR
(A California Corporation)
Statement of Stockholders' Equity
For the year ended December 31, 2018
Stockholders' equity balance, beginning
of year
Comprehensive income:
Net operating income
Unrealized gain on marketable
securities
Total comprehensive income
Distributions to stockholders
Stockholders' equity balance, end
of year
Accumulated
Other Total
Common Stock Retained Comprehensive Stockholders'
Shares Amount Earnings Income Equity
15,834 $ 523,733 $ 3,419,298 $ 15,429 S 3,958.460
2,552,641 - 2,552.641
- 6,687 6,687
2,559.328
(650.000) - (650.000)
15,834 $ 523.733 $ 5,321,939 $ 22,116 $ 5.867,788
See accompanying notes and independent accountants' review report.
4
zq
PRESENTATION PRODUCTS, INC.
DBA SPINITAR
(A California Corporation)
Statement of Cash Flows
For the year ended December 31, 2018
Cash flows from operating activities:
Total comprehensive income
$ 2.559,328
Adjustments to reconcile total comprehensive income to net
cash provided by operating activities:
Gain on the sale of property and equipment
(23.964)
Unrealized gain on marketable securities
(6,687)
Depreciation
185,211
Change in operating assets and liabilities:
Contract receivables
(1,482,556)
Costs and estimated earnings in excess of billings
on uncompleted contracts
(734,482)
Inventories
(91,026)
Prepaid expenses
(71.115)
Deposits
(17,213)
Accounts payable
2,072,647
Billings in excess of cost and estimated earnings
on uncompleted contracts
(1,873,317)
Accrued expenses
661,681
Customer deposits
(43,492)
Deferred revenue
294.333
Net cash provided by operating activities
1,429,348
Cash flows used In investing activities:
Purchase of property and equipment
(424,546)
Proceeds from the sale of property and equipment
25,575
Purchase of marketable securities
2050000)Net
cash used in investing activities
�2:448:9711j
Cash flows used in financing activities:
Payments on notes payable (99,153)
Distributions to stockholders M9,153)
0,000)
Net cash used in financing activities
Net decrease in cash and cash equivalents (1,768,776)
Cash and cash equivalents at beginning of year 3.163,163
Cash and cash equivalents at end of year $ 1,394,387
Supplemental disclosures-
Interest paid $ 19.913
Income taxes paid $ 800
Non -cash transactions:
In 2018, the Company purchased a vehicle for $78,896. The purchase was fully financed with a
term note payable.
See accompanying notes and independent accountants' review report.
5
25
PRESENTATION PRODUCTS, INC.
DBA SPINITAR
(A California Corporation)
Notes to the Financial Statements
December 31, 2018
1. Nature of Operations
Presentation Products, Inc. DBA Spinitar (the "Company") was incorporated in May 1986. The
Company designs, integrates, installs, and services audiovisual, presentation, and communication
systems for commercial businesses, governmental, and educational organizations, primarily in
California, Arizona, and Florida. The length of the Company's systems integration contracts is typically
between three weeks and twelve months.
2. Summary of Significant Accounting Policies
The summary of significant accounting policies of the Company is presented to assist In understanding
the Company's financial statements. The financial statements and notes are representations of the
Company's management, who is responsible for their integrity and objectivity. The Company maintains
its books and records on the accrual basis of accounting. These accounting policies conform to
accounting principles generally accepted in the United States of America and have been consistently
applied in the preparation of the financial statements.
New accounting oronouncements
In May 2014, the FASB issued Accounting Standards Update ("ASU") No. 2014-09, "Revenue from
Contracts with Customers." The guidance in this ASU supersedes existing accounting literature relating
to how and when a company recognizes revenue. Under the new guidance, an entity should recognize
revenue to depict the transfer of promised goods or services to customers in an amount that reflects
the consideration to which the entity expects to be entitled in exchange for those goods or services. In
August 2015, the FASB issued ASU 2015-14, "Revenue from Contracts with Customers (Topic 606):
Deferral of the Effective Dale", which delayed the effective date of ASU 2014-09 by one year. As a
result, for private companies ASU 2014-09 will be effective for annual reporting periods beginning after
December 15, 2018, and is to be applied with either a full retrospective or modified retrospective
approach. Application prior to the original effective dale for public entities is prohibited. The Company
is currently evaluating the impact of adopting this ASU on its financial statements.
In February 2016, the FASB issued ASU 2016-02, "Leases," which amends the existing accounting
standards for lease accounting, including requiring lessees to recognize most leases on their balance
sheets and making targeted changes to lessor accounting. The new standard is effective for fiscal
years beginning after December 15, 2019 and requires a modified retrospective transition approach for
all leases existing at, or entered into after, the date of initial application. Early adoption is permitted with
an option to use certain transition relief. The Company is currently evaluating the impact of adopting
this ASU on Its financial statements.
In August 2016, the FASB issued ASU 2016-15, "Statement of Cash Flows" (Topic 230): Classification
of Certain Cash Receipts and Cash Payments, which intends to reduce diversity in practice in how
certain transactions are classified in the statement of cash flows. ASU 2016-15 provides guidance on
eight specific cash flow issues. In the absence of specific guidance, an entity should classify each
separately identifiable cash source and use on the basis of the nature of the underlying cash flows. For
cash flows with aspects of more than one class that cannot be separated, the classification should be
based an the activity that is likely to be the predominant source or use of cash flow. ASU 2016-15 is
effective for fiscal years beginning after December 15, 2018 and early adoption is permitted. The
Company is currently assessing the impact of adopting ASU 2016-15 on its financial statements, but
does not expect the adoption of ASU 2016-15 to have a material impact.
Use of estimates
Management uses estimates and assumptions in preparing financial statements. Those estimates and
assumptions affect the reported amounts of assets and liabilities, the disclosure of contingent assets
and liabilities, and reported revenues and expenses. Actual results could differ from these estimates.
6
Z (49
PRESENTATION PRODUCTS, INC.
DBA SPINITAR
(A California Corporation)
Notes to the Financial Statements
December 31, 2018
2. Summary of Significant Accounting Policies (Continued)
Revenue recognition
Service Agreements
The Company recognizes maintenance and service contract revenue ratably over the contractual
period, beginning with the effective date of the contract_ Maintenance and service contract revenue
received in advance of the effective dale is recorded as deferred revenue.
Systems Integration Contracts
The accompanying financial statements have been prepared using the percentage -of -completion
method of accounting and, therefore, lake into account the cost, estimated earnings, and revenue to
date on systems installation contracts not yet completed.
This method is used because management considers total cost to be the best available measure of
progress on the contracts. Because of inherent uncertainties in estimating costs, it is at least reasonably
possible that the estimates used will change within the near term.
The amount of revenue recognized at the statement date is the portion of the total contract price that
the cost expended to date bears to the anticipated final cost, based on current estimates of costs to
complete. It is not related to progress billings to customers.
Contract costs include direct labor and all materials unique to or installed in the project and those
indirect costs related to contract performance, such as indirect labor, supplies and repairs.
Changes in job performance, job conditions, and revisions In estimates of costs and earnings during
the course of the work are reflected in the accounting period in which the facts that require the revision
become known. Provisions for estimated losses on uncompleted contracts are recognized at the time
the losses become known.
Revenue earned on contracts in progress in excess of billings (underbillings) is classified as a current
asset. Amounts billed in excess of revenue earned (overbillings) are classified as current liabilities.
In accordance with Emerging Issues Task Force Statement No. 00-21. "Revenue Arrangements with
Multiple Deliverables," when an arrangement contains multiple elements with standalone value, such
as product installation and maintenance programs, revenue is allocated based on the fair value of each
element as evidenced by vendor specific objective evidence. This evidence consists primarily of pricing
of multiple elements as if sold as separate products or services.
Cash and cash equivalents
For purposes of the statement of cash flows, the Company considers highly liquid investments with an
original maturity at the date of purchase of three months or less to be cash equivalents.
Marketable securities
The Company invests in marketable securities, which mainly consist of mutual funds. Marketable
securities are stated at fair market value based on quoted market prices at year-end. For the year
ended December 31, 2018, the Company had $2,217,422 in marketable securities. Additionally, when
marketable securities are sold, a gain or loss is reflected in eamings based upon the proceeds of the
sale in relation to its cost. At year end, unsold marketable securities, which are stated at fair market
value, are compared to historical costs. A gain or loss is recognized in the statement of comprehensive
income, and is a component of stockholders' equity.
PRESENTATION PRODUCTS, INC.
DBA SPINITAR
(A California Corporation)
Notes to the Financial Statements
December 31, 2018
2. Summary of Significant Accounting Policies (Continued)
Contract receivables
The Company extends credit to its customers. Collateral is generally not required. Credit losses are
provided for in the financial statements based on management's evaluation of the Company's historical
and current industry trends. Although the Company expects to fully collect amounts due, actual
collections may differ from estimated amounts.
Inventories
Inventories consist of finished goods and installation components and are stated at the lower of cost
(on a weighted average basis) and net realizable value ("NRV").
The Company reduces the inventory's carrying value to the lower of cost and net realizable value. In
determining net realizable value, the Company assumes the inventories will be offered for sale in the
normal course of business and not on a liquidation basis.
Property and equioment
Property and equipment are stated at cost. Major renewals and improvements are charged to the
property accounts while replacements, maintenance and repairs, which do not extend the useful lives
of the respective assets, are expensed currently.
At the time property and equipment is sold or otherwise disposed of, the asset and related accumulated
depreciation or amortization accounts are relieved of the applicable amounts and any gain or loss is
recorded in earnings.
Depreciation and amortization are calculated using the straight-line method over the estimated useful
lives of the respective assets as follows:
Computers and software
Office furniture and equipment
Automobiles and trucks
Leasehold improvements
3 years
5 years
5 years
Estimated useful life or lease
term, whichever is shorter
Depreciation expense for the year ended December 31, 2018 amounted to $185,211.
For federal and slate income tax purposes, depreciation is computed using the modified accelerated
cost recovery system.
Accountina for the imoairment of Iona -lived assets
Long-lived assets are reviewed for impairment whenever events or changes in circumstances indicate
that the carrying amounts of the assets in question may not be recoverable. Impairment would be
recorded in circumstances where undiscounted cash flows expected to be generated by an asset are
less than the carrying value of that asset. As of December 31, 2018, no impairment has been
recognized as management expects to fully utilize the Company's long-lived assets.
Advertising
Advertising expenses are charged to expense as incurred. For the year ended December 31, 2018,
total advertising expense was $15.786.
Z�
PRESENTATION PRODUCTS, INC.
DBA SPINITAR
(A California Corporation)
Notes to the Financial Statements
December 31, 2018
2. Summary of Significant Accounting Policies (Continued)
Shioaino and handlino costs
In accordance with ASC 60545, the Company records the revenue related 10 shipping and handling
costs charged to customers in net sales. For the year ended December 31, 2018, the Company
recorded total shipping and handling costs in cost of sales of $313,704.
Research and development
The Company accounts for research and development costs in accordance with the Accounting
Standards Codification subtopic 730-10, Research and Development ("ASC 730-10"). Under ASC 730-
10, all research and development costs must be charged to expense as incurred. Accordingly, internal
research and development costs are so expensed. Third -party research and development costs are
expensed when the contracted work has been performed. The Company incurred research and
development expenses of $2,313,097 for the year ended December 31, 2018.
Income taxes
The Company has elected to be treated as a Small Business Corporation under Section 1372(a) of the
Internal Revenue Code. Under this "S Corporation" status, the stockholders separately account for the
Company's items of income, deduction, losses and credits. Therefore, these statements do not include
any provision for corporate income taxes other than the minimum tax imposed by the state of California.
Income tax expense for the year ended December 31, 2018 has been reduced to the minimum
California tax of $800, due to expected research and development credits earned as of December 31,
2018.
Accounting for Uncertainty in Income Taxes (FASB Accounting Standard Codification (ASC) 740,
Income Taxes) requires the Company to recognize the impact of tax positions in the financial
statements, as well as potential accrued interest and penalties, if that position is more likely than not of
being sustained on audit. During the year ended December 31, 2018, the Company did not recognize
any amount in potential interest and penalties associated with uncertain tax positions.
The tax years ending in 2015 and after remain open to Federal examination and tax years ending in
2014 and after remain open to examination by the State of California.
3. Concentrations of Credit Risk
Cash
Financial instruments that potentially subject the Company to concentrations of credit risk consist
primarily of cash and trade receivables. The Company deposits its cash in high quality credit institutions.
The Company performs ongoing credit evaluations of its customers and establishes allowances when
appropriate.
The Company has cash in financial institutions which are insured by the Federal Deposit Insurance
Company (FDIC) up to $250.000 at each institution. At various times throughout the year, the Company
may have cash balances in financial institutions that exceed the FDIC insurance limit, and at December
31, 2018, the Company had cash in financial institutions that exceeded depositor's insurance.
Management reviews the financial condition of these financial institutions on a periodic basis and does
not believe this concentration of cash results in a high level of risk for the Company.
9
PRESENTATION PRODUCTS, INC.
DBA SPINITAR
(A California Corporation)
Notes to the Financial Statements
December 31, 2018
3. Concentrations of Credit Risk (Continued)
Major customer
The Company grants unsecured credit to Its customers in the ordinary course of business. The
concentration of credit risk with respect to these receivables is limited due to the number of customers
comprising the Company's customer base. The Company has one customer that accounted for
approximately 9% of total sales for the year ended December 31. 2018. As of December 31, 2018,
there were no amounts in accounts receivable from this customer and there was a net $342,399 in
billings in excess of cost and estimated earnings on uncompleted contracts. A decision by significant
customers to decrease the amount purchased could have material adverse effects on the Company's
financial position and results of operations.
Maior vendors
For the year ended December 31, 2018, the Company had two major vendors that represented 22% of
purchases for the year ended December 31, 2018. The major vendors represented approximately 12%
of accounts payable at year end.
4. Property and equipment
Property and equipment are summarized by major classifications as of December 31, 2018, as follows:
Computers and software
$ 497,527
Office furniture and equipment
420,297
Automobiles and trucks
717,493
Leasehold improvements
258,807
Total property and equipment
1,894,124
Less accumulated depreciation
(1,186.352)
Property and equipment, net
$ 707,772
5. Contracts in Progress
Contracts in progress as of December 31, 2018 were as follows:
Cumulative costs to dale
$ 18,154,491
Cumulative gross profit to date
15,812,004
Cumulutive revenues earned
33,966.495
Less progress Millings to date
(33,343,707)
Contracts in progress, net
S 622,788
10
PRESENTATION PRODUCTS, INC.
DBA SPINITAR
(A California Corporation)
Notes to the Financial Statements
December 31, 2018
5. Contracts in Progress (Continued)
Included in the accompanying balance sheet under the following captions:
Costs and estimated earnings in excess of
billings on uncompleted contracts $ 2,778,434
Billings in excess of costs and estimated
earnings on uncompleted contracts (2,155,646)
Net balance $ 622,788
6. Backlog
The following schedule summarizes changes in backlog on contracts during the year ended December
31, 2018. Backlog represents the amount of revenue the Company expects to realize from work to be
performed on uncompleted contracts in progress at year end and from contractual agreements on which
work has not yet begun.
Backlog balance at December 31, 2017 $ 10.060,045
New contracts during the year 36.803.313
Less contract revenue earned during the year (33.966,495)
Backlog balance at December 31, 2018 $ 12,896,863
7. Related Party Transactions
For the year ended December 31. 2018, the Company had a note receivable from a stockholder in the
amount of $54,265. The note is due on demand, is unsecured, and bears interest at a rate that
approximates the applicable federal rate.
8. Line of Credit
The Company maintains a $5,500,000 maximum revolving line of credit with a bank for working capital
purposes. Borrowings on the line are not to exceed eligible accounts receivable and inventory balances,
as defined in the agreement. The line of credit agreement contains various covenants relating to
financial reporting and the maintenance of certain minimum financial ratios. During the year ended
December 31, 2018, the Company was in compliance with all covenants. The line of credit is secured
by substantially all of the Company's assets, and is also guaranteed by the stockholders. Interest is
payable monthly, at Compass' Hank rate (4.75% at December 31, 2018). As of December 31, 2018,
the available balance on the line of credit was $5,500,000. This line of credit expires May 13, 2019, and
there was no outstanding balance on the line of credit at December 31, 2018.
11
PRESENTATION PRODUCTS, INC.
DBA SPINITAR
(A California Corporation)
Notes to the Financial Statements
December 31, 2018
9. Accrued Expenses
As of December 31, 2018. accrued expenses consisted of the following:
Accrued payroll and related expenses $ 1,158,417
Accrued sales tax and other taxes 255,610
Accrued commissions 688,003
Accrued other expenses 4,872
Total $ 2,106, 902
10 Notes Payable
As of December 31, 2018, notes payable consisted of the following:
Notes payable secured by vehicles, due in
monthly installments at an interest rate of 5.9%
through February 2019 $ 2,992
Notes payable secured by vehicles, due in
monthly installments at an interest rate of 5.62%
through December 2019 37,767
Notes payable secured by vehicles, due in
monthly installments at an interest rate of 7.5%
through May 2021 74,408
Notes payable secured by vehicles, due in
monthly installments at an interest rate of 7.5%
through November 2021 19,451
Notes payable secured by vehicles, due in
monthly installments at an interest rate of 6.81%
through November 2022 21,054
Notes payable secured by vehicles, due in
monthly installments at an interest rate of 8.25%
through November 2023 72,383
Total 228,055
Less current portion (95,493)
Notes payable, net of current portion $ 132.562
12
3Z
PRESENTATION PRODUCTS, INC.
DBA SPINITAR
(A California Corporation)
Notes to the Financial Statements
December 31, 2018
10. Notes Payable (Continued)
Principal repayment requirements of the long-term debt based on the existing terms at December 31,
2018 for the next five years are as follows:
2019
$ 95,493
2020
59,054
2021
43,029
2022
21,052
2023
9,427
Total
$ 228,055
11. Common Stock
The Company's authorized share capital consists of 100,000 shares of common stock. As of December
31, 2018, there were 15,834 shares issued and outstanding.
12. Commitments and Contingencies
Ooeratino leases
The Company leases each of its four facilities, two under non -cancelable operating lease agreements.
The lease agreements consist of the following:
Concord, California — This lease terminates on September 30, 2019 and consists of the following
base monthly rent schedule,
January 1, 2019 — September 30. 2019
3,261
Carlsbad, California — The lease period terminates on September 30, 2021 and consists of the
following base monthly rent schedule:
January 1, 2019 — September 30, 2019 $ 4,093
October 1, 2019 — September 30, 2020 4,214
October 1, 2020 — September 30, 2021 4,336
La Mirada, California — This lease was renegotiated June 30. 2018, over a three-year lease period
which terminates on June 30, 2021 and consists of the following base monthly rent schedule:
January 1, 2019 — June 30, 2019
July 1, 2019 — June 30, 2020
July 1, 2020 — June 30, 2021
$ 21,853
22,618
23,409
Tempe, Arizona — This lease terminates on February 28, 2020 and consists of the following base
monthly rent schedule:
January 1, 2019 — February 28, 2019
March 1, 2019 — February 28, 2020
$ 4,090
4,217
The rent expense for the year ended December 31, 2018 was $437,212.
13
32
PRESENTATION PRODUCTS, INC.
DBA SPINITAR
(A California Corporation)
Notes to the Financial Statements
December 31, 2018
12. Commitments and Contingencies (Continued)
The expected future minimum lease payments of the aforementioned leases are as follows:
Year Ending
December 31.
2019
$ 396.004
2020
335,530
2021
179,478
2022
2023
Total
$ 911,012
Litioation
The Company, from time to time, is involved in certain legal matters which arise in the normal course
of business. Management believes that any resolution of such matters will not have a material adverse
effect on the financial position of the Company.
Contingent Liabilitv
The Company had an accrued contingent liability amount of $22,286, which represents interest due
from a sales tax audit for the period October 1, 2009 through September 30, 2012. The Company is
awaiting final processing from the Settlement Unit of the California Department of Tax and Fee
Administration.
13. 401(k) Plan
The Company maintains a 401(k) plan (the "Plan") covering all eligible employees. Employer
contributions to the Plan are at the discretion of the Board of Directors and are limited to a percentage
of active participants' compensation. During the year ended December 31, 2018, the Company had a
matching program that contributes 10% of the first 6% of gross income. The total 401(k) matching
expense for 2018 was $23,612.
14. Insurance Reserve
On December 1, 2016, a reserve was created to offset the cost of medical expenses for all employees
who have selected the HMO option The benefit specifically applies to offsetting those expenses that
would be applied to a person's deductible, up to a threshold for each option of insurance. The balance
in this account as of December 31, 2018 was $90,518.
15. Subsequent Events
Management evaluated all activity through February 8, 2019 and concluded that no subsequent events
have occurred that would require recognition in the financial statements or disclosure in the notes to
financial statements.
14
31
PRESENTATION PRODUCTS, INC.
DBA SPINITAR
(A California Corporation)
Schedule I - Selling, General and Administrative Expenses
For the year ended December 31, 2018
Selling, general and administrative expenses:
Salaries and wages
Commissions
Insurance
Payroll taxes
Automobile
Rent
Professional fees
Marketing
Computer
Telephone
Travel and lodging
Depreciation
Office supplies
Office
Professional development
Employee meals
Small tools
Employee benefits
Utilities
Entertainment
Bad debt
Meetings and conventions
Taxes and licenses
Employee recruiting
Miscellaneous
Dues and subscriptions
Retirement plan
Equipment lease
Advertising
Postage
Temporary employees
Selling expenses
Charitable contributions
Bank fees
Total selling, general and administrative expenses
See independent accountants' review report.
15
Percent of
Amount Revenue
3,458,761
7.72%
3,209,061
7.16%
906,206
2.02%
867,770
1.94%
666,661
1.53%
437,212
0.98%
289,434
0.65%
248,662
0.56W
217,977
0.49%
209,960
0.47%
194.936
0.44%
185.211
0.41%
108,667
0.24%
98.222
0.22%
71,505
0.16%
69,094
0.15%
61,623
0.14%
60,812
0.14%
57,551
0.13%
55,027
0.12%
51,884
0.12%
43,546
0.10%
33,749
0.08%
33,138
0.07%
26,650
0.06%
25,633
0.06%
23,612
0.05%
16.901
0.04%
15,786
0.04%
15,156
0.03%
10,443
0.02%
9,927
0.02%
8,643
0.02%
5.382
0.01 %
$ 11,814,802 26.39%
M
Loyola Marymount University
Matthew Frank
matthew.frank@lmu.edu
310-258-5436
Completed in 2018
$2.2mil+
Riverside County Office of Education $1.1mi1
Lindsay Currier
Icurrier@rcoe.us
951-826-6324
Completed in 2019
References e.-.
SP'NIrAR
School of Film and Television
Designed and installed production, post -production,
screening, and a variety of other spaces including
classrooms, divisible classrooms and conference
rooms with Epson projectors, Draper wall screens,
Samsung and Sharp flat panel monitors, and AMX
control systems.
Integrated AV Systems
A 4 story building in downtown Riverside primarily
consisting of administrative support and rentable conference
spaces. The renovation of the AV systems in spaces include
a boardroom, divisible multipurpose rooms, a medium
conference center, a multipurpose room and a pre -function
lobby. Also installed is a countywide AV Asset Management
and AV Asset Monitoring system that will support multiple
facilities in the future.
County of San Mateo $930k
Maple Street Correctional Center
Kevin Pankhurst
New construction of a correctional facility which houses 576
kpankhurst@smcgov.com
beds with further expansion to 832 beds. Wall -mounted
650-599-1022
displays were provided in various locations with digital
Completed in 2017
signage in the lobby and break rooms. Conference rooms
were outfitted with wall -mounted displays with cable and
blu-ray players and connections for users portable devices.
Projection systems were ceiling mounted with electrically -
operated, roll -down projection screens. Other spaces with
audiovisual include staff stations, family reunification
rooms, briefing multipurpose rooms and numerous
conference rooms.
City of Beverly Hills $250k
Numerous Projects for Public Works and Transportation
Alan Schneider
including the public library
aschneider(abeverlvhills.orq
Designed and installed a tum-key audio-visual system for
310-285-1150
the 2"d floor auditorium at the public library which included
Completed in 2017
ceiling speakers, wireless mic systems, rack mounted
digital signal processor with AVB port, handheld wired mics
with desktop mic stands and mic cables for panel
discussions in the front of the room.
Cucamonga Valley Water District $ 60k
Frank Chu
frankc@cvwdwater.com
909-987-2591
Completed in 2017
Frontier Project Video Wall
Install a 3x3 video wall on the front wall in the boardroom -
The existing analog switcher will send the signal from the
Boardroom will have the ability to send either an analog
signal from the rack or a clickshare located a the wall
allowing for a digital source.
Integrated audiovisual communications, managed and support services _
�i
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Shaun Devault
HAS COMPLETED
ACE INSTALLATION EXPERT 2013
on November 23, 2013 11:00: 00 PM
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Test Equipment and Software •
S P I N I T A n
Standard Test Equipment Used
Listed below is a sampling of the test equipment that Spinitar integrates as part of
AV/IT applications:
1. EZ Digital OS 5100 Oscilloscope
2. Extron VTG-350 Video & Audio Test Generator
3. Extron VTG 300, Installation area (several)
4. Extron RGB 202 VTG - Test pattern generator
5. Extech Digital Sound Level Meter Model, 407750
6. Earthworks Omni Measurement Microphone Model, M30
7. Interfacing Tech Model, AIS 10
8. Whirlwind Qbox Mic/Line Tester
9. Minirator MR1 Analog Audio Generator
10.Fluke 189 Multi -Meter
11.Extech Multi -Meter Model, Mini Tec 26 (several)
12.NTI Acoustilyzer AL1 Compact Acoustical Analyzer
13.NTI MiniSPL Calibrated Microphone
14.TOA ZM-104 Impedance Meter
15.Various tone generators
16.Various Digital Volt Meters
17.Sencore - OTC1000 - ColorPro Optical Tri-Stimulus Colorimeter
18.Sencore - VP403C - VideoPro Multimedia Video Generator
19.Sencore - SP495 - SoundPro Audio Consultant
20.Sencore - SP295C - SoundPro Audio Analyzer Contractor Version
Spinitar will provide additional / specialized testing equipment if necessary to fulfill
those testing requirements not addressed with the basic testing gear listed.
Standard Software Used
1. Microsoft Office Professional Suite 2013
2. Microsoft Project 2013
3. Auto CAD 2014
4. Visio 2013
5. Appropriate Manufacturer Software (AMX, Crestron, etc.)
Spinitar will provide all serial numbers and equipment calibration information
prior to acceptance testing.
Integrated audiovisual communications, managed and support services,
a
101
PROJECT MANAGEMENT PLAN
FOR
CITY OF PALM DESERT
COUNCIL CHAMBERS AN REMODEL 2019
PALM DESERT
?o
S P I N I T A R
SCr-iCCS S7,!'.PU.Cd 5 n: r. 1985
TABLE OF CONTENTS
INTRODUCTION............................................................................................................................2
PROJECT MANAGEMENT APPROACH.............................................................................................2
PROJECTSCOPE...........................................................................................................................2
MILESTONELIST..........................................................................................................................5
CHANGE MANAGEMENT PLAN......................................................................................................6
COMMUNICATIONS MANAGEMENT PLAN......................................................................................7
PROCUREMENT MANAGEMENT PLAN............................................................................................8
PROJECT SCOPE MANAGEMENT PLAN...........................................................................................8
SCHEDULE MANAGEMENT PLAN...................................................................................................9
QUALITY MANAGEMENT PLAN.....................................................................................................9
S P I N I T A R
Serv;cos S:r;;p:i`icd S'ncc 1986
INTRODUCTION
Spinitar is honored to provide a project proposal for the Audio -Visual solution design outlined in
the City of Palm Desert Council Chambers AN Remodel. The updated Council Chambers
Remodel to include Audio and Video systems with Direct View LED, presentation and broadcast
video and audio. In addition the AN Control Room and Lobby will include display/video and
audio technologies. Spinitar will provide and install a fully functional, integrated system and into
ongoing end user support
PROJECT MANAGEMENT APPROACH
The Spinitar Project Manager has the overall authority and responsibility for managing and
executing this project according to this Project Plan and its Subsidiary Management Plans. The
project team will consist of a dedicated project foreman, a dedicated system designer, and a
group of shared resources to accommodate all of the AV scope to include CAD, control and
audio system installation, and installation technicians. The project manager will work with all
stakeholders to perform project planning, execution, and closeout. All project and subsidiary
management plans will be reviewed and approved by the City of Palm Desert assigned project
sponsor. All funding and budgetary scope change decisions will also be made by the City of
Palm Desert assigned project sponsor.
The Spinitar project manager is responsible for communicating with project stakeholders on the
progress and performance of each project resource and tracking the project milestones and
deliverables.
PROJECT SCOPE
The scope of work for this project includes components and requirements as stated in the Audio -
Visual written specification sections as well as the associated drawings and governing documents
as related to the project descriptions, specified products, installation and project management
methods, and testing requirements.
Spinitar will provide and install a complete and fully operational system for the City of Palm
Desert.
Existing Systems and Demolition:
It is the intent that the entire system be demolished and replaced with new up-to-date systems.
Several items from the existing audio video system shall be reused since they are still in
excellent working order. These items are defined herein as well as in the associated project
(PC
S P I N I T A
Ser ices Simp4 ied 5 nce 1986
drawing. This shall include the Council Chambers primary ceiling loudspeakers, the desktop
loudspeaker stations (wooden enclosures and loudspeakers only), the press audio plate, the
lectern and associated LED signal lights, and the wireless FM hearing assistance system In
addition, some existing equipment shall be identified by the Owner as "tagged" and shall be
removed during demolition and returned to the owner to be reused/repurposed in other City of
Palm Desert systems. All other audio system components are end -of -fife and shall be removed
by the AV contractor and disposed of as part of the scope of this project. The AV contractor shall
include the demolition of all existing systems as well as the disposal and/or recycling of all
materials including a -waste as part their proposal. It is the intent that all cabling, metals, and
electronics/e-waste are disposed of appropriately and responsibly. The City of Palm Desert shall
provide new flooring and paint as needed for the AV Control Room.
Audio Systems:
The new audio system shall function similarly to the existing system. The system shall consist of
microphones and compact loudspeakers at every dais position as well as at the lectern. The
system shall operate as a full mix -minus system allowing an unlimited number of open
microphones without feedback or the need to mute the local Ioudspeakers at each dial position.
Each dais station shall include a new push -to -talk button. This button shall be a momentary
button with an LED that shall communicate with the AV control system to turn on each
microphone. This button shall be disconnected from the microphone and used for signaling and
control only allowing for both "instant on" as well as "request to speak" (RTS) functions to be
programmed into the system In "instant on" mode any time the button is pushed the microphone
shall be turned on and the button LED will illuminate green. In RTS mode any time the button is
pushed it puts the microphone into a speaker queue and flashes the button LED. When the
member is recognized to speak (by the clerk or meeting chair) the microphone shall turn on and
the button LED will then illuminate solid green. Mode selection and queue management shall be
performed by the Clerk and/or Mayor depending on final DSP programming. The new audio
system shall be supplied with a new QSC network -based digital audio processor (DSP), external
network I/O, network audio amplifier, and low wattage multi -channel audio amplifiers. The DSP
shall serve as both the digital signal processor for audio as well as the control system processor.
The DSP shall also be equipped with and internal media drive for audio recording. All meetings
shall be recorded onto the media drive and then uploaded to a shared City of Palm Desert
network folder. The new audio system shall also replace the lobby loudspeakers with new
loudspeakers and grilles. The existing back cans and conduit infrastructure shall be reused.
Video Systems:
Both the presentation and broadcast video systems shall also undergo a comprehensive remodel
and replacement. This shall include a full update to the digital video cameras, new broadcast
controls/switcher, new digital endpoints (inputs and outputs), a full digital video
5cn;ces 5=i�pi Ged 5'FIC c 085
distribution/switching system, new I6:9 monitors on the dais, a new direct view LED video wall,
and an add -alternate for a secondary 86" LED TV. The intent is to create a new video system
that is up-to-date and that can display widescreen HD digital video formats. The existing video
system for the Council Chambers is an old 4:3 aspect ratio system, and although the system has
somewhat high resolution (1400xI O50), it is not capable of showing native 16:9 content without
letterboxing or reducing the screen resolution. This includes the existing 17" desktop displays
and the current large 124"x93" acrylic rear projection screen (and video projector). To allow for
high definition 16:9 images to be displayed on the dais, the current desktop monitors shall be
replaced with new 15" HD (1920x1080p) desktop monitors. The new monitors shall have a
lower profile and provide better visibility for the council members and seated audience members.
The existing video projector and screen shall be replaced with a high definition direct view LED
video wall. The wall shall be I.8mm pixel pitch and a native resolution of l920xl O8Op (or
higher). The new video wall would have HD resolution (2280xl368). The video wall shall be
new LED technology with an anticipated 60,000 hours half brightness lifespan. The system shall
also have excellent brightness and visibility throughout the room As stated previously, it is the
intent that the existing rear projection screen and rear projection mirror system shall be removed,
and the wall be modified/re-framed to permit the installation of a new 14'-2" x 8'-6" LED video
screen. The existing wood trim shall be saved and subsequently be remade as new trim for the
LED video wall (removal by AV contractor and reworking by TBD millwork fabricator). The
new trim would frame would approximately'/4" deeper than the new video wall and
approximately 1 %" wide. A new video distribution shall use an AV over IP based video
distribution topology. The system shall employ IP encoders/decoders as endpoints and shall
utilize a standalone AV gigabit Ethernet network. The approach shall allow for a highly flexible
and scalable system using gigabit network switches and CAT6 cabling. This system shall also
allow for management of the audio from the video sources across the AV network. The broadcast
video systems shall also be upgraded to HD -SDI (108Op59.94). The broadcast video systems
shall also utilize IP distribution. The new cameras as well as a new digital video switcher shall
utilize NewTek's Network Device Interface (NDI) technology. The new digital switcher shall
have a variety of integrated features and capabilities such as built-in pan/tilt/zoom control, multi -
viewer output, audio mixing, and digital video effects such as video titling and clip store). The
primary output of the system shall be sent to the City of Palm Desert's Granicus streaming
system to broadcast to the web. The broadcast system output shall also be sent to a local solid-
state media recorder for archival and backup purposes. The new broadcast systems shall be
installed in the AV Control Room (currently the Rear Projection Room). A new TBC
console/workstation shall be supplied by the AV Contractor. The workstation shall include 12RU
of rack space, a center desk, and a side table. The workstation shall also be supplied with monitor
arms for two (2) new 32" LED screens, mounting arms for two (2) new compact Genelec audio
monitors, and internal 120VAC power distribution.
S P I N I T A
Sec.Ces 5'anpllied - 5'riCo 1486
Control Systems:
The new AV system shall receive a complete overhaul of the control functionality as well. The
system shall use QSC control, user control interfaces (UCIs), and scripting capabilities. The
control systems shall include new 5.5" touch screens for voting and countdown timer display,
new more tactile and visible microphone controls, a new 22" touch screen for the Clerk's control
station, control and voting results computers (supplied by Owner), and a complete update to the
control system programming.
MILESTONE LIST
The below chart tentatively lists the major milestones for the Audio -Visual Integration Project.
This chart is comprised only of major project milestones such as completion of a project phase or
dependency tasks. There may be smaller milestones which are not included on this chart but are
included in the project schedule. If there are any scheduling delays which may impact a
milestone or delivery date, the Spinitar project manager must be notified immediately so
proactive measures can be taken to mitigate slips in dates. Any approved changes to these
milestones or dates will be communicated to the City of Palm Desert project team by the Spinitar
project manager.
Milestone
Description
Date
Spinitar to Receive
All budget and contracts are approved and process to
6/13/2019
Project PO
onboard Spinitar as the selected AV integration
partner
Project Kick Off Meeting
Spinitar to initiate a site meeting with all applicable
6/24/19
City of Palm Desert project stakeholders to review
scope and critical timelines, as well as dependencies
and risks
AV Project Submittals
Spinitar to submit all required submittal documents
6/25/19
for the City of Palm Desert project team review and
comment
Procurement
Upon approved submittal package, Spinitar to release
6/26/19
equipment order and being in house rack build and
testing
Onsite Installation
Spinitar to begin site work as pertaining to
7/12/19
construction milestone dates. All associated
execution phase quality assurance, scope validation,
project updates, and change management to occur
through this timeframe
S P I N I T A R
5erv[n;;SimpGSed Sinc c 1986
In House Commissioning Spinitar to perform in house system testing in parallel 7/12/19
with ongoing site installation work. All required
procedures in conjunction with industry best
practices to be utilized in this process
Final Site Spinitar to perform any and all onsite programming 8/12/19
Programming/Testing and system testing to satisfy the project scope
requirements and prepare for final verification
System Verification Spinitar to coordinate and work closely with project 8/19/19
consultant and the City of Palm Desert end user team
for final punch list items and complete system
verification and acceptance
Closeout Documentation Spinitar to provide complete and final documentation 8/21/19
and Project Sign Off and system programming software to the City of
Palm Desert project team and obtain sign off
CHANGE MANAGEMENT PLAN
The following steps comprise Spinitar's approach to this project as it relates to managing
potential changes on the project:
Step #1: Identify the need for a change (This can be identified from any project stakeholder)
Sten #2: Conduct an evaluation of the change (Spinitar Project Manager and the City of Palm
Desert Project Team)
The Spinitar project manager will conduct an evaluation of the impact of the change to
cost, risk, schedule, and scope
Step #3: Submit change request to the City of Palm Desert Project Team
The Spinitar project manager will submit the change request and analysis to the City of
Palm Desert Project Team for review
Stea #4: City of Palm Desert Project Team decision
The City of Palm Desert Project Team will discuss the proposed change and decide
whether or not it will be approved based on all submitted information
Steu #5: Implement change (Spinitar Project Manager)
If a change is approved by the City of Palm Desert Project Team, the Spinitar project
manager will update and re -baseline all appropriate project documentation as necessary
as well as ensure any changes are communicated to the associated stakeholders
Irlmo
Srr ,ccs5.riph"cd Sncc 1986
COMMUNICATIONS MANAGEMENT PLAN
This Communications Management Plan sets the communications framework for this project. It
will serve as a guide for communications throughout the life of the project and will be updated as
communication requirements change. This plan identifies and defines the roles of the Spinitar
team members as they pertain to communications. It also includes a communications matrix
which maps the communication requirements of this project, and communication conduct for
meetings and other forms of communication. A project team directory will also be included
upon project award and once all appropriate team members are identified. This will allow
Spinitar to provide the City of Palm Desert Project Team all necessary project team contact
information and associated escalation points as needed.
The Spinitar Project Manager will take the lead role in ensuring effective communications on
this project. The communications requirements are documented in the Communications Matrix
below. The Communications Matrix will be used as the guide for what information to
communicate, who is to do the communicating, when to communicate it, and to whom to
communicate.
Communication
Description
Frequency
Format
Participants/
Deliverable
Owner
Type
Distribution
Spinitar Project
Team, the City
of Palm Desert
Weekly Status
Email
Project Team,
Spinitar
Report
summary of
Weekly
Email
and any
Status Report
Project
project status
additional
Manager
construction
team
Stakeholders
Meeting to
Updated
Weekly Project
review action
items, status,
Weekly
In
Person/
Project Team
Action Items
Spinitar
Project
Team Meeting
and project
Conf Call
nd Mti
aeeng
Manager
deoenden ies
Minutes
Present daily
Project Team
Spinitar
Project Site Daily
reports on
Daily
Email
and
Daily Report
Project
Reports
work
Construction
Foreman
oerformed
Stakeholders
SP I N I T A R
Scrn:ces 54mpi,"ccd 5 ncc 1986
PROCUREMENT MANAGEMENT PLAN
The Spinitar Project Manager will release all equipment orders once product data submittals
have been reviewed by the project AV consultant and architect (to verify finish and trim
aesthetics). Once gear is received to the Spinitar warehouse, it will be processed into our internal
material tracking system and stickered accordingly to reflect the equipment's final location on
the project. In addition, all equipment associated with rack build will be assigned to the Spinitar
rack build team who will construct the rack equipment per the approved rack elevations in the
AV system drawings. All remaining equipment will be stored in the secured Spinitar warehouse
until the appropriate time to deliver items to project site. The Spinitar project manager will
coordinate with the City of Palm Desert Project Team on job site storage such that the AV
equipment can be stored in a secure environment that Spinitar field team has access to for
efficient field installation. All equipment will be installed and protected while adjacent
construction activities occur and/or schedule allows
Any significant equipment lead times that may impact the project schedule will be
communicated early to the City of Palm Desert Project Team by the Spinitar project manager
along with a plan of action to address the lead time constraints
PROJECT SCOPE MANAGEMENT PLAN
Scope management for the Audio -Visual Integration Project will be the sole responsibility of the
Spinitar Project Manager. The scope for this project is defined in the project specifications as
well as the AV system drawings. The Spinitar Project Manager will perform scope verification
throughout project execution and provide documented updates via the communication
management plan.
Proposed scope changes may be initiated by the Project Stakeholders or any member of the
project team. All change requests will be submitted to the Spinitar Project Manager who will
then evaluate the requested scope change and proceed with the process outlined in the Change
Management Plan. Upon approval of the scope change request, the Spinitar Project Manager
will re -baseline the appropriate milestone dates and project plans accordingly.
SPIN I TAR
SCrviCCS S:mph jed SIOCC 1 M6
SCHEDULE MANAGEMENT PLAN
Project schedules for the Audio -Visual Integration Project will be created in cooperation with the
construction schedule and associated activities. Activity duration estimating will be used to
calculate the number of work periods required to complete work deliverables. Resource
estimating will be used to assign resources to tasks in order to complete schedule development.
Once a preliminary schedule has been developed, it will be reviewed by the City of Palm Desert
project team and any resources tentatively assigned to project tasks. Once this is achieved the
approved schedule will be base lined. project sponsor will review and approve the schedule and
it will then be base lined.
The Spinitar Project Manager will assign technical resources for all associated project
implementation tasks and drive the schedule to ensure milestone dates are met. Any schedule
impacts due to site conditions and/or other delays will be communicated to the City of Palm
Desert Project Team and address in a swift manner in an effort to maintain the critical path.
QUALITY MANAGEMENT PLAN
All members of the Spinitar project team will play a role in quality management. It is imperative
that the team ensures that work is completed at an adequate level of quality from individual work
packages to the final project deliverable.
The Spinitar Project Manager is responsible for quality management throughout the duration of
the project, ensuring all tasks, processes, and documentation are compliant with the scope of
work. The Spinitar Project Manager will work with the Spinitar's Quality Lead Coach to verify
acceptable quality industry standards and best practices. The Spinitar Project Manager is also
responsible for communicating and tracking all quality standards to the project team and
stakeholders.
The Spinitar Quality Lead Coach will be responsible for working with the Spinitar Project
Manager to ensure all field technicians are following the correct mounting and installation
methods as required by local code and industry standards.
All preliminary and final testing reports will be included in the weekly status reports issued to
the Project Team, as stated in the Communications Management Plan
-17
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-772
SCOPE OF WORK
Summary. Extensive remodel of the audio visual system in the council chambers during the summer recess
July 12, 2019 through August 21, 2019.
*Complete Scope of Work defined below in "Project Management Plan/Proposed Method to Accomplish
Work" Section
List of System Types:
• Council Chambers
• Council Chambers Lobby
• Electrical/IT Room
• AV Control Room
Systems to include but not limited to:
• Audio mixers, equalizers, amplifiers, program sources, digital recording devices, microphones and
other signal processing equipment;
• Loudspeakers and loudspeaker mounting, aiming, rigging, and support hardware;
• Video switching, video over IP transmifters/receivers, video display equipment, video conferencing
systems, cameras, and other video playback devices.
• Audio Video and Control Network equipment;
• Control equipment;
• Equipment racks, cabinetry, and furniture;
• System accessories;
• Cable, connectors, adapters, plates, panels, transformers, and other interface devices.
This contract also includes:
• Verification of dimensions and conditions at the job site.
• Preparation of submittal information.
• Installation in accordance with the contract documents, manufacturer's recommendations, and
all applicable code and legal requirements.
■ Initial tests and adjustments, written report, demonstration for approval, final adjustments, and
documentation.
• Instruction of operating personnel; provision of manuals
• Maintenance services; Warranty.
Exclusions: The following work is not included in our Scope of Work:
• All conduit, 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.
• Necessary ceiling the orT-bar modifications, replacements and/or repair.
• All millwork (moldings, trim, cut outs, etc.).
• Patching and Painting.
• Permits (unless specifically provided for and identified within the contract).
• Programming of System
• Site Commissioning of system
Sales Infoxalio)n • Service-t-Suoaort
e-1.
S P I N I T A R
Integration Project Management Processes
Spinitarwill 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 Scope of Work and attached
• Project Welcome Notice - emailed upon receipt of Purchase Order
• Project Kick -Off meeting with Customer Representatives) - 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 Feld Directed Change Order and/or Contract
Change Order submittals (see Appendix)
• Project Punch List / Substantial Completion (see Appendix) - at Customer walk-through - prior
to Service transition (if purchased)
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
Appendi
Site Survey Form
Feld Directed Change Order form
Contract Change Order form
Punch List form
Substantial Completion form
ACCEPTANCE OF SCOPE OF WORK:
Name (Please Print):
Authorized Signature:
Date:
TECHNICAL SERVICES APPROACH
Spinitar provides a turnkey audiovisual system included but not limited to the following
services:
• Design Engineering:
• Preparation of system functional interconnection diagrams, circuit
details, equipment rack elevations and testing/commissioning of the
system for optimal performance.
Project Management:
• Attends construction and client meetings throughout the duration of the
project
• Provides status reports
• Develop project schedule and oversight of the Spinitar team
• Oversee the training needs and documentation of the customer
• Supervise end -user training on systems operation
• Facilitate completion of final punch list items and close out package
• Shop Installation: Labor performed in-house.
• Racking of equipment, mounting equipment within rack and wiring
interconnects
• Testing components within rack for proper operation and custom wall
plates and/or custom electronic devices, etc.
Field Installation: Labor performed on the job site.
• Pulling, labeling and terminating cable with -in the room(s)
• Mounting and terminating all wall plates
• Installing structural systems for audiovisual equipment
• Mounting equipment in millwork, walls, floors and/or ceilings
• System level testing and de -bugging
• Site cleanup and disposal, etc.
Programming: Labor performed off -site to develop software programmed to
specific approved design for human interface control of the audio-visual
system.
• Base program from function list
• Base touch panel layout from drawings
• Client -approved layout and functionality
• Loading program and test functions (in -shop)
• Modifying program to reflect field conditions.
i
i
4
S P I N I T A R
Spinitar, founded in 1986, is a lead,ng systems design and integration firm dedicated to
providing its clients with custom audio, visual and communication solutions and services.
Spinitar integrates custom audiovisual technology solutions across a wide array of market
segments, including corporate, educafon and government.
Spinitar's Service Department
We understand that investing in an audiovisual system for your organization is an important
decision. Even more critical is properly and regularly maintaining your system to avoid a
potential mishap that could cause personnel downtime and lost revenue opportunities.
Spinitor is pleased to have the largest dedicated in-house support team in the western U.S.
Our support service professionals are manufacturer trained and industry certified to service
your audiovisual and communication technology solution
oy�SUaL ApA:
Spinitar has a wide variety of service offerings, such as Maintenance and
Support Agreements, AV Staffing, Remote Monitoring and erne -and -Materials `
Services. Allow us to provide a "quick response from talented folks who care
about your" �� .`...... �`
ItcEL4E'�
Workmanship
All workmanship is covered for a period of one year. Workmanship is defined by the work
product Spinitar stands behind in design and installation services. Within the first 30 days
from beneficial use date, any visit to site has unconditional support and no charges wi I
apply. After the 30 days expires, should a technician come to site and the issue is not
covered by workmanship, there is a Time & Materials charge for the service tali. Standard
service calls are scheduled for a minimum of 2 hours. tabor rates are $125.00/hour and
travel is additional depending on distance. Travel is calculated door to door. Any return
trips wiii incur the same charges
SUMMARY OF TECHNOLOGY INVESTMENT
The following is a summary of costs for each area of the project. The AV Equipment cost
reflects all of the major components necessary to meet the project's functional goals.
The Technical Services cost includes the Applications Engineering, Project Engineering,
CAD, Project Management, Shop Installation and Field Installation Labor required for
the project. Materials cost include the cable, connectors, plate, panels and
miscellaneous incidental components required to integrated the AV equipment into
the final system.
Council Chambers
AV Equipment $167,753.60
Technical Services & Materials $ 45,360.00
Freight $ 2,688.00
System Support $ 995.00
System Price $216,769.60
Add -Alternate #1
AV Equipment $ 7,751.08
Technical Services & Materials 605.00
System Price $ 8,356.08
Project Totals
• Council Chambers $216,769.60
• Add-Altemate # 1 $ 8.356.08
Grand Total System Price $225,125.68
TAXES AND SHIPPING
Applicable taxes and shipping charges will be added to invoices issued for the project.
Invoices will be submitted in accordance with RFP terms.
The project will be invoiced based on a Contract Price of S225.125.68.
Spinitar is committed to improving how our clients present, receive and exchange
important information in their communication environments. We have the experience
and expertise to provide the City of Palm Desert with multimedia systems that will serve
as models for innovative presentation and broadcasting environments.
The Spinitar team looks forward to working with you on this project.
Sincerely,
SPINITAR
Kirk Bolling
Account Manager
Client Approval
Name/Title (please print)
Date:
a
■
SPINIT'AR
Section: Audio Equipment
City of Palm Desert: Council Chambers AV Remodel 2019
Audio Equipment
5/31/2019
Presentation Audio Equipment
Description
Manufacturer
Model
Part Number
Finish/Color Qty
8" Coaxial Loudspeaker with 70.7V-16W
Atlas Sound
C803AT167
C803AT167
7
Transformer
Decorative 8" Steel Baffle White
Atlas Sound
61-8W
61-8W
7
2000W Amplifier using FAST channel combining
QSC
CXD4.2Q
CXD4 20.
1
technology 4 Mic/Line Input channels, 500
watts/ch at
1/2 RU 4 Channel ENERGY STAR amp!ifier /
QSC
5PA4.60
SPA4.60
4
Multichannel operation 60 watts Into 8? & 4?,
Bridged pair
Unified Core with 24 local audio 1/0 channels,
QSC
CORE 110F
CORE 110F
1
128x128 network 1/0 channels, dual LAN ports,
POTS an
Q-SYS Core 110 Scripting Engine Software
Q5C
SL.CI5E-110-P
SL-QSE.110.P
1
License, Perpetual
Q-5Y5 Core 210 UCI Deployment Software
QSC
SL-QUO-110-P
SL-QUD-110-P
1
License, Perpetual
Media Drive Kit for Core 110f ONLY- Provides a
Q5C
MD-110
MD 110
1
minimum of 200 hours of audio storage (WAV,
MP3 or F
Q-SYS 1/0 peripheral providing 8 individual,
Q5C
1/0-8 FLEX
1/0.8 FLEX
J
software-switchable Q-SYS Flex Channels
[Mic/Line IP wi
Cardioid-18" Gooseneck Condenser
Shure
MX418/C
MX418/C
13
Microphone, Attached Preamp with XLR, Shock
Mount, Flange Mount, Sn
Black Locking Metal Windscreen for Microflex•
Shure
A412MW5
A412MWS
13
Gooseneck Microphones
4-Channel Access Point Transceiver
Shure
MXWAPT4
MXWAPT4
1
Boundary Transceiver, Cardioid
Shure
MXW5/C
MXW6/C
1
Handheld Transmitter with SM58• Microphone
Shure
MXW2/SM58
MXW2/SM58
1
(Includes one S8902 Battery)
Desktop Base Transceiver
Shure
MXW8
MXW8
1
15" Shock -Mounted Gooseneck, Cardioid, Less
Shure
MX415LP/C
h.MX415LP/C
1
Preamplifier
4-CH NETWORKED CHARGING STATION
Shure
MXWNC54
N1XWNCS4
1
1x4 Audio Distribution Amp (1 Direct+3150
Jensen
DIN -AMP
DIN -AMP
2
Outs)
1x4 Audio Distribution Amp (1 Direct+3 ISO
Jensen
DIN -PS
DIN -PS
1
Outs) - Power Supply
1x4 Audio Distribution Amp (1 Direct+3 ISO
Jensen
DIN-MRP
DIN-MRP
1
Outs) -DIN Rack Rail Mount Kit
OFE Presentation Audio Equipment
Description
Manufacturer
Model
Part Number
Finish/Color Qty
SPEAKER,AD.C821,,,BLIND MOUNT
QSC
AD-C821
AD-C821
2
3" 15W Desktop Loudspeaker
Tang -Band
W3.1335SB
W3-13355B
13
Performance RF system (226 MHz)
Listen Technologies
LS-03-216-01
LS-03-216.01
1
Portable Display RF Rece-ver (216 MHz)
Listen Technologies
LR-400-216
LR-400.216
2
Ear Speaker
Listen Technologies
LA-164
LA-164
4
M
Neck Loop
Section: Audio Equipment
Listen Technologies LA•166
LA-1-SE
Broadcast Audio Equipment
Description Manufacturer Model Part Number Finish/Color Qty
4" Powered Desktop Monitor Speaker Genelec 5020D SC -'OD ,
Section: Video Equipment
City of Palm Desert: Council Chambers AV Remodel 2019
Video Equipment
5/31/2019
Presentation Video Equipment
Description
Manufacturer
Model
Part Number
Finish/Color City
1.8mm PIXEL PITCH DIRECT VIEW LED PANEL
Absen
N1.8+ (3x1)
B4718-1-0
4S
134)
1.8mm PIXEL PITCH DIRECT VIEW LED PANEL
Absen
N1.8+134}
84718.0.01
4
(34) -Spare Module
1.8mm PIXEL PITCH DIRECT VIEW LED PANEL
Absen
N1.8+ i34}
B4700-0-05
3C
13x1) - Back Channel
1.8mm PIXEL PITCH DIRECT VIEW LED PANEL
Absen
N1.8+j3xlj
08600 0.00
1
(3xl) - Manufacturer Spares
Direct View LED Panel Video Wal. Processor
Absen
Nova VX65
F8000.0-17
1
Manufacturer's Onsite Support/Commis on:ng
Absen
E9000.0.01
1
Technician 1.2 Days
1502L 1SIN M-SERIES LED TOUCHMONITOR
Elo Touch Solutions
E045538
E045538
11
INTELLITOUCH PRO 1920X1080
BASIC STAND FOR 101N AND 1SIN ANDROID I
Elo Touch Solutions
E044162
E044162
11
SERIES
22" Desktop Touch Monitor Futl HD
Elo Touch Solutions
E2202L
E2202L
]
(1920x1080p)
SVSI Stand-alone Minimal Compression V deo
AMX
FGN1222A-SA
FGN1222A-SA
6
over IP Decoder with two RJ45 network ports
(one POE), IR
SVSI Stand-alone Minimal Compression V'deo
AMX
FGN1122A•SA
FGN1122A-SA
6
over I Encoder with two RJ45 network ports
{one POE), IR
SVSI Decor Style Wallplate Minimal
AMX
FGN1115-WP-BL
FGN111S-WP-BL
1
Compression Video over I Encoder with
Ethernet port, KVM-over-IP
1RU rack shelf for rack mounting two side -by-
AMX
FGN9102
FGN9102
4
side SVSI N-Series Encoders, Decoders, and
AudioTransc
Mounting wings for N-Series SVSI Encoders,
AMX
FGN9101
FGN9101
6
Decoders and Audio Transceiver, designed for
mounting to
Four output HDMI distribution amplifier
Extron
60-1481-01
60-1481-01
2
Six output HDMI distribution amplifier
Extron
60-1482.01
60-1482-01
1
Low -profile mount kit for 1/8, 1/4, and 1/2 rack
Extron
70-212-01
70-212-01
3
width products
HDMI Patch Cables
Extron
HDMI Ultra
26-663-(#N)
TBD
Clickshare with two dongels
Barco
CSE-200
CSE-200
1
Clickshare buttons holder
Barco
CLICKSHARE TRAY
CLICKSHARE TRAY
1
SRU Custom Rack Panel
Custom
Custom
;
CMOS 1080p Desktop Visualizer
Wolfvision
VZ.BLIGHT4
VZ-8LIGHT4
;
Dust Cover
Wolfvision
H102961
9102961
;
O
Section: Video Equipment
OFE Presentation Video Equipment
Description Manufacturer
SMALL FORM FACTOR COMPUTER - INTEL i7,� Dell
16MB RAM, 256SSD, WINDOW 10 PRO
Wireless Keyboard and Mouse Logitech
Broadcast Video Equipment
Description
Manufacturer
30x Zoom, 1/2 8 In Single MOS Sensor, HDMI
Panasonic
Output, NDI - White
THIN PROFILE WALL MOUNT SONY/PANA CAMS
Vaddio
Live Production Center/PTZ Contraller
Panasonic
Wireless Keyboard and Mouse
Logitech
32" HD Display Monitor
NEC
Micro Converter HDMI to SD; wPSU
Blackmagic Design
Micro Converter 501 to HDMI wPSU
Teranex Mini - SDI Distribution 12G
HyperDeck Studio Mini
SAN DISK EXTREME PRO• SD UHS Ii CARD
Teranex Mini Rack She f
OFE Broadcast Video Equipment
Description
Streaming Server
SMALL FORM FACTOR COMPUTER - INTEL i7,
16M8 RAM, 256SSD, WINDOW 10 PRO
Wireless Keyboard and Mouse
Blackmagic Design
Blackmagic Design
B ackmagic Design
Sandisk
Blackmagic Design
Model Part Number Finish/Color Qty
Optiplex 70S0 Micro Optip'ex 7060 Micro 2
MK540Advanced MK540 Advanced 1
Model
Part Number Finish/Color
Qty
AW-HN40HW
AW-HN40HW White
4
535-2000-243
535.2000-243
4
AV-HLC100P
AV-HLC100P
1
MK540 Advanced
MK540 Advanced
1
£327
E327
2
BMD,
BMD.
1
CONVCMIC/HS/WPS
CONVCMIC/HS/WPS
U
U
BMO-
BMD-
1
CONVCMIC/SH/WPS
CONVCMIC/SH/WPS
U
U
BMD-
BMD
1
CONVNTRM/EA/DA
CONVNTRM/EA/DA
BMD-HYPERDISTM
8MO-HYPERD/STM
1
SDSDXPK-128G-
SOSDXPK-128G-
2
ANCIN
ANCIN
BMD-
BMD-
2
CONVNTRM/YA/RSH
CONVNTRM/YA/RSH
Manufacturer Model Part Number Finish/Color Qty
Granicus 1
Dell Optiplex 7060 Micro Optiplex 706o Micro 1
Logitech MK540 Advanced MK540 Advanced
1
Section: Control Networking Equipment
City of Palm Desert: Council Chambers AV Remodel 2019
Control & Networking Equipment
5/31/2019
Control & Networking Equipment
Description
52-port gigabit stackable smartpro switch with
410gbe sfp+ ports
Redundant power supply for d-link managed
switches, 589w
10gigabit sfp+adapter (dsm6410 and dsm640)
AC1750 Dual Band Wireless Router
2x24-PORT CAT6 PATCH PANEL
2ft CAT6 UTP 28AWG black
Q-SYS 5.5" PoE Touch Screen Controller For In -
Wall Mounting Includes 1 LAN Port and Aux
Power input
8.0" Touch Panel with Table Top mounting
accessory included.
2-BUTTON LOW VOLTAGE LIGHTING
CONTROLLER
2-PORT RELAY INTERFACE FOR OFE LIGHTING
CONTROL
2-PORT RELAY INTERFACE FOR OFE LIGHTING
CONTROL - 30CM DIN RAIL
8x8 GPIO TO IP INTERFACE
8x8 GPIO TO IF INTERFACE -DIN RAIL MOUNT
2500MA 24VDC TSD Power Supp,y
Manufacturer
Model
Part Number
Finish/Color Qty
D-Link Systems
OGS-1510-52X
DGS-1510-52X
1
D-Link Systems
DPS-700
OPS-700
1
D-Link Systems
DEM431XT•DD
DEM-431XT-DD
1
TRENDNET
TEW-812DRU
TEW-812DRU
1
BITTREE
DSGIGE224D
DSGIGE2240
1
Cables to Go
1100
1100
48
QSC
TSC-55W G2-8K
TSC.55W-G2-B.4
5
QSC
TSC-80TW.G2-BK
TSC-80TW-G2-BK
1
Legrand
LVSW-lD2.W
LVSW-102-W
2
WiNFORD
RLY202-12V-D.N
RLY202-12V-DIN
1
WINFORD
DINR135-030
DINR135-030
1
DATAPROBE
IP10-8
IPIO-8
1
DATAPROBE
IPIO MOUNTING KIT
IPIO MOUNTING KIT
1
Atlas Sound
TSD PS24V2SOOMA
TSD-PS24V2500MA
1
0 1
Section: Other Equipment
City of Palm Desert: Council Chambers AV Remodel 2019
Other Equipment
5/31/2019
Other Equipment
Description
BROADCAST WORKSTATION/DESK
W/YORKSHIRE CHERRY LAMINATE TOP &
BROADCAST WORKSTATION/DESK - POWER
DISTRIBUTION
BROADCAST WORKSTATION/DESK-12RU
NESTED SIDECART (LEFT) W/YORKSHIRE
CHERRY LAMINATE TOP & PURETECH
BROADCAST WORKSTATION/DESK- PRODUCERS
TABLE (RIGHT) W/YORKSHIRE CHERRY
LAMINATE TOP & PURETECH
BROADCAST WORKSTATION/DESK - MONITOR
ARMS
BROADCAST WORKSTATION/DESK -AUDIO
MONITOR ARM
BROADCAST WORK5TATION/DESK - FREIGHT
Manufacturer
Model
Part Number
finis C61or
QtO
TBC
ST2-WS-LT-URE
ST2-WS-LT-URE
Yourkshire Cherry
1
Laminate
TBC
PS-1615-ET
PS-1615-ET
Yourkshire Cherry
1
Laminate
TBC
SCS-NL-URE
SC1.NL-URE
Yourkshire Cherry
1
Laminate
TB(:
SC.PTR-URE
SC-PTR-URE
You rkshire Cherry
1
Laminate
>BC
FP-7500
FP-7500
2
TBC
SM-C-DM
SM-C-DM
2
TBC
FREIGHT
FREIGHT
1
,�S
Section: Hardware, Racks Material
City of Palm Desert: Council Chambers AV Remodel 2019
Hardware, Racks & Material
5/31/2019
Free Standing Racks
Description
Manufacturer
Model
Part Number
Finish Color
Qty7
455P/27D STAND ALONE BGR
Middle Atlantic
BGR-45SA 27
BGR-45SA-27
1
BGR 276CFM FAN TOP
Middle Atlantic
BGR-2 6FT
BGR-276FT
1
9SP SOLID TOP PANEL STEEL
Middle Atlantic
BGR ETP9
BGR STP9
2
BGR CASTER KIT W/HDWARE
Middle Atlantic
CBS-BGR
CBS BGR
1
4S5P BGR REAR DOOR
Middle Atlantic
BGR-RD4S
BGR-RD45
1
MAGNETIC WORK UC,HT
MiddieAtlantic
WL-60
WL-60
1
Rack Power
Description
Manufacturer
Model
Part Number
Finish/Color
Qty
POT,2X20A,20OUT,5MLJBOX
Middle Atlantic
PDT-2X30205
FiDT-2X10205
I
9OUT,SSA,RCKMNT POWER CEN
Middle Atlantic
PD-91SR
PD-91SR
1
SLIM PWR STRP,BOUT,ISA,W/
Middle Atlantic
PD-8155C
PD-8155C
2
UPS STD1000VA
Middle Atlantic
UPS-5100011
UPS-5100OR
1
UPSSTD2200VA
Middle Atlantic
UPS.3?200R
UPS-5220OR
1
UPS NETWK INTERFACE CARD
Middle Atlantic
UPS IPCARD
UPS-IPCARD
2
Task Lighting
Description
Manufacturer
Model
Part Number
Finish/Color
Qty
DESKTOP LED TASK LIGHTw/18" GOOSENECK
LiTTUTE
LW-18 LED
LW 18 LED
3
cityof ealrn Desert: Sectl°n.- Add- Alter
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Video E9tr/pment st 2flr9
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NON-TAXABLE LABOR
Std.Hours
x1.5
x2
a.
General Administration:
$60.00
$90.00
$120.00
b.
System Design:
$120.00
$180.00
$240.00
C.
System Setup.
$120.00
$180.00
$240.00
d.
CADD Drawing:
$75.00
$112.50
$150.00
e.
System Programming:
$120.00
$180.00
$240.00
f.
Project Management
$110.00
$165.00
$220.00
g.
Feld Installation (UL):
$100.00
$150.00
$200.00
h.
Feld Installation (Spinitar):
$90.00
$135.00
$180.00
i.
Testing & Commissioning:
$120.00
$180.00
$240.00
j.
IT Software Install/
$135.00
$202.50
$270.00
Config/Testing
k.
Travel & Parking:
$50.00
$50.00
$50.00
I.
Electronic Documentation:
$80.00
$120.00
$160.00
TAXABLE LABOR:
Std. Hours
x1.5
x2
a.
Shop Installation:
$90.00
$135.00
$180.00
b.
Customer Training:
$120.00
$180.00
$240.00
C.
Documentation:
$80.00
$120.00
$160.00
Corporate Office San Diego Office Hayward Office
16751 Knott Avenue 5939 Darwin Court, Ste 113 3659 Depot Road
La Mirada, CA 90630 Carlsbad, CA 92008 Hayward, CA 94545
(714) 367-2900 • (800) 722-6444 . Fax (714) 367-2910
www.spinitar.com
?I
ACORO0 I DATE IMMIDDIYYYY)
� �. CERTIFICATE OF LIABILITY INSURANCE 05/2812019
THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS
CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES
BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED
REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER.
IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(iss) must have ADDITIONAL INSURED provisions or be endorsed.
If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on
this certificate does not confer dahts to the certificate holder In lieu of such o �Qrsement(s).
PRODUCER _K"e Matthew Rogina
Mindful Insurance Solutions Inc PHONE Fes` (909) 641 - 9181 ' FAx
-Noi Il�LI'„f(pY.
7750 College Town Drive, Suite 101 Annllpss. mrogina@tublainc.com
INSURERISI AFFORDING COVERAGE "Ca
Sacramento CA 95826 INSURERA: Travelers Property Casualty Company of America 004461
INSURED INSURER B :
Presentation Products, Inc. DBA Spinitar INSURER C :
16751 Knott Ave. INSURER D :
INSURER E :
La Mirada CA 90638 INSym F
COVERAGES CERTIFICATE NUMBER: REVISION NUMBER:
THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD
INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS
CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS,
EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.
INSR ADDL SUER POLICY EFF POLICY EXP
I TR TYPE OF INSURANCE 143D 3yun POLICY NDMBER IYIMIDDIYYYYf iMM16DIYYYYI LIMITS
X COMMERCIAL GENERAL LIABILITY EACH0C IJ I{CE S 1,000,000
DAMA8CLAIMS-MADE FROCCUR PREMIS n (Fm gg f0 s 300,000
MED EXP (Anv one oersonl $ 25,000
A _ 630 5E992165 5121 /2019 5/21/2020 PERSONAL R ADV INJURY S 1,000,000
GEITL AGGREGATE LIMIT APPLIES PER: I GENERAL AGGREGATE $ 2,000.000
X POLICY ED JECaT LOC PRODUCTS-COMPIOPAGG S 2.000.000
nTHER: Employee Benefits $ 1,000,000
AUTOMOBILE LIABILITY B COMBINED SINGLE LIMIT _ IFeaCCI&ot1 $ 1,000,000
X ANY AUTO BODILY INJURY (Per person) $
A — OWNED ASCHEDULED HAON312311 512112019 512112020 I BODILY INJURY (Per accident) $
AUTOS ONLY UTOS
X HIRED NON -OWNED PROPERTY DAMAGE S
_ AUTOS ONLY AUTOS ONLY IPeraccidenn
S
UMBRELLA LIAR OCCUR EACH OCCURRENCE S 10,000.000
A EXCESS LlA9 H CLAIMS -MADE CUP 4J780663 5/21/2019 5/2112020 AGGREGATE s 10,000,000
DED I I RETENTInN& S
WORKERS COMPENSATION X I STARTU I _ I ER
AND EMPLOYERS' LIABILITY
OFEFMBEXCUED?EC� E.L.EACH ACCIDENT S 1,Oa0,0a0
A FICMNERECLDNIA UB9M253118 5/21/2019 5/21/2020
(Mandatory In NH) E.L. DISEASE -EA EMPLOYEE S 1,000.000
IF describe under
d 6RIPTION OF OPERATIONS below E.L. DISEASE -POLICY LIMIT S 1,000.000
A Errors & Omissions 106741928 5121/2019 512112020 Limits of Liability 2M14M
DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES (ACORD 101. Additional Rornarks Schedule, may be attached it more apace Is required)
Evidence of coverage
CERTIFICATE HOLDER
CANCELLATION
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE
THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN
Presentation Products Inc., dba Spinitar ACCORDANCE WITH THE POLICY PROVISIONS.
1675 Knott Ave
AUTHORIZED REPRESENTATIVE
La Mirada CA 90638 4461W
I ^
®1988-2015 ACORD CORPORATION. All rights reserved.
ACORD 25 (2016103) The ACORD name and logo are registered marks of ACORD
Back I I Save z, � I
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eel
SP NiiAtt
Litigation:
Audio: Visual and Communioation
Solutions
Corporate Office
16751 Knott
Avenue
La Ml rada, CA
90638
WWW.soinitar.com
Spinitar has not been involved in any litigation claims filed by our firm or
against our firm related to the provision of Services in the last 5 years.
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Corporate Office
Audio, Visual and Communication 16751 Knott
Solutions Avenue
La Mirada, CA
90638
www.soinitar.com
Certification of Proposal:
"The undersigned hereby submits its proposal and, by doing so, agrees to furnish
services to the City in accordance with the Request for Proposal (RFP), and to be
bound by the terms and conditions of the RFP."
CI (p
C
q
EXHIBIT "C"
NON -COLLUSION DECLARATION
To Be Executed by Proposer(s) and Submitted with Proposal
The undersigned declares:
Presentation Products, Inc.
I am the Principal of dba Spinitar , the
party making the foregoing bid. The bid is not made in the interest of, or on behalf of, any
undisclosed person, partnership, company, association, organization, or corporation. The bid is
genuine and not collusive or sham. The bidder has not directly or indirectly induced or solicited
any other bidder to put in a false or sham bid. The bidder has not directly or indirectly colluded,
conspired, connived, or agreed with any bidder or anyone else to put in a sham bid, or to refrain
from bidding. The bidder has not in any manner, directly or indirectly, sought by agreement,
communication, or conference with anyone to fix the bid price of the bidder or any other bidder,
or to fix any overhead, profit, or cost element of the bid price, or of that of any other bidder. All
statements contained in the bid are true. The bidder has not, directly or indirectly, submitted his
or her bid price or any breakdown thereof, or the contents thereof, or divulged information or
data relative thereto, to any corporation, partnership, company, association, organization, bid
depository, or to any member or agent thereof, to effectuate a collusive or sham bid, and has
not paid, and will not pay, any person or entity for such purpose.
Any person executing this declaration on behalf of a bidder that is a corporation,
partnership, joint venture, limited liability company, limited liability partnership, or any other
entity, hereby represents that he or she has full power to execute, and does execute, this
declaration on behalf of the bidder.
I declare under penalty of perjury under the laws of the State of California that the
foregoing is true and correct and that this declaration is executed on
May 31
72500.00001 \31308562.1
, 20 19 , at La Mirada
City
CONTRACTOR
B•
6ignaturee
Title: Principal
CA
State
M
EXHIBIT "D"
PUBLIC WORKS CONTRACTOR DIR REGISTRATION CERTIFICATION
Pursuant to Labor Code sections 1725.5 and 1771.1, all contractors and subcontractors that
wish to bid on, be listed in a bid proposal, or enter into a contract to perform public work must be
registered with the Department of Industrial Relations. See http://www.dir.ca.gov/Public-
Works/PublicWorks.html for additional information.
No bid will be accepted nor any contract entered into without proof of the contractor's and
subcontractors' current registration with the Department of Industrial Relations to perform public
work.
Contractor hereby certifies that it is aware of the registration requirements set forth in Labor
Code sections 1725.5 and 1771.1 and is currently registered as a contractor with the
Department of Industrial Relations.z
Name of Contractor: Presentation Products, Inc. dba Spinitar
DIR Registration Number: 1000002995
DIR Registration Expiration: 6 / 3 0 / 2 019
Small Project Exemption: Yes or x No
Unless Contractor is exempt pursuant to the small project exemption, Contractor further
acknowledges:
1. Contractor shall maintain a current DIR registration for the duration of the project.
2. Contractor shall include the requirements of Labor Code sections 1725.5 and 1771.1 in
its contract with subcontractors and ensure that all subcontractors are registered at the
time of bid opening and maintain registration status for the duration of the project.
3. Failure to submit this form or comply with any of the above requirements may result in a
finding that the bid is non -responsive.
Name of Contractor: Presentation
Signature:
�r�l
ph�
Products, Inc. dba Spinitar
Name and Tit . J . Rogina, Principal
Dated: May 31, 2019
2 If the Project is exempt from the contractor registration requirements pursuant to the small project
exemption under Labor Code Sections 1725.5 and 1771.1, please mark "Yes" in response to "Small
Project Exemption."
72500.00001131308562.1
liq
EXHIBIT "E"
WORKERS' COMPENSATION CERTIFICATION
Labor Code Section 3700 provides in relevant part:
Every employer except the State shall secure the payment of compensation in one or
more of the following ways:
(a) By being insured against liability to pay compensation in one or more
insurers duly authorized to write compensation insurance in this State.
(b) By securing from the Director of Industrial Relations a certificate of consent
to self -insure, which may be given upon furnishing proof satisfactory to the
Director of Industrial Relations of ability to self -insure and to pay any
compensation that may become due to his employees.
I am aware of the provisions of Section 3700 of the Labor Code which require every employer to
be insured against liability for workers' compensation or to undertake self-insurance in
accordance with the provisions of that code, and I will comply with such provisions before
commencing the performance of the work of this contract.
Contractor:
res a roducts, Inc. dba
Spinitar
Name: JnsPnh J_ Rn-in;;
Its: Principal
In accordance with article 5 (commencing at Section 1860), chapter 1, part 7, division 2 of the
Labor Code, the above certificate must be signed and fled with CVWD prior to performing any
work under the Contract.
72500.00001131308562.1
hoc
EXHIBIT "F"
DESIGNATION OF SUBCONTRACTORS
In compliance with the Subletting and Subcontracting Fair Practices Act of the Public Contract
Code of the State of California, sections 4100 et seq., Contractor shall set forth below: (a) the
name and the location of the place of business and (b) the portion of the work which will be
done by each subcontractor who will perform work or labor or render service to the Contractor in
or about the construction of the work in an amount in excess of one-half of one percent (112%)
of the Contractor's proposal price. No additional time shall be granted to provide the below
requested information.
If no subcontractor is specified, for a portion of the work, or if more than one subcontractor is
specified for the same portion of Work, then the Contractor shall be deemed to have agreed that
it is fully qualified to perform that Work, and that it shall perform that portion itself.
Portion of Subcontractor
Work Name
CSLB License DIR
Location of Number Registration
Business Number
Name of Contractor Presentation Products, Inc. dba Spinitar
Signature r�
Name and Title Joseph J . Rogina, Principal
Dated May 31, 2019
72500.00001 \31308562.1
Lod
CITY OF PALM DESERT
AUDIO VIDEO INSTALLATION CONTRACT
Council Chambers Audio Visual Remodel 2019 — Contract No. C37960B
1. PARTIES AND DATE.
This Contract is made and entered into this [***INSERT DAY***] day of [***INSERT MONTH***],
[***INSERT YEAR***] by and between the City of Palm Desert, a municipal corporation
organized under the laws of the State of California with its principal place of business at 73-510
Fred Waring Drive, Palm Desert, California 92260-2578, County of Riverside, State of California
("City") and [***INSERT NAME***], a [***INSERT TYPE OF ENTITY - CORPORATION,
PARTNERSHIP, SOLE PROPRIETORSHIP OR OTHER LEGAL ENTITY***] with its principal
place of business at [***INSERT ADDRESS***] ("Contractor"). City and Contractor are
sometimes individually referred to as "Party" and collectively as "Parties" in this Contract.
2. RECITALS.
2.1City. City is a public agency organized under the laws of the State of California, with
power to contract for services necessary to achieve its purpose.
2.2Contractor. Contractor desires to perform and assume responsibility for the provision
of certain construction services required by the City on the terms and conditions set forth in this
Contract. Contractor represents that it is duly licensed and experienced in providing related
construction services to public clients, that it and its employees or subcontractors have all
necessary licenses and permits to perform the services in the State of California, and that it is
familiar with the plans of City. The following license classifications are required for this Project:
C7.
2.3Proiect. City desires to engage Contractor to render such services for the Council
Chambers Audio Visual Remodel 2019 — Project # IS71219 ("Project') as set forth in this
Contract.
2AProiect Documents & Certifications. Contractor has obtained, and delivers
concurrently herewith, PERFORMANCE BOND, PAYMENT BOND, INSURANCE
DOCUMENTS AND OTHER CERTIFICATIONS as required by the Contract.
3. TERMS
3.11ncorporation of Documents. This Contract includes and hereby incorporates in full
by reference the following documents, including all exhibits, drawings, specifications and
documents therein, and attachments and addenda thereto:
• Services/Schedule (Exhibit "A")
• Plans (Exhibit "B")
• Special Conditions (Exhibit "C")
• Payment and Performance Bonds (Exhibit "D")
• Project Specifications — Section 27 41 16 Audio Video Systems and
Equipment (Exhibit "E")
• Addenda
• Change Orders executed by the City
• Request for Proposal
Contract No. C37960B
Contractor's Proposal
3.1.1 Precedence. To the extent there is a conflict between any portions of
this Contract, the order of precedence shall be as follows: change orders, special conditions,
project specifications, plans/construction drawings, general contract terms, scope of work,
standard plans, advertisements for bid/proposals, bids/proposals or other documents submitted
by Contractor.
3.2 Contractor's Basic Obligation: Scope of Work. Contractor promises and agrees,
at its own cost and expense, to furnish to the City all labor, materials, tools, equipment,
services, and incidental and customary work necessary to fully and adequately complete the
Project, including all structures and facilities necessary for the Project or described in the
Contract (hereinafter sometimes referred to as the "Work"), for a Total Contract Price as
specified pursuant to this Contract. All Work shall be subject to, and performed in accordance
with the above referenced documents, as well as the exhibits attached hereto and incorporated
herein by reference. The plans and specifications for the Work are further described in Exhibit
"B" attached hereto and incorporated herein by this reference. Special Conditions, if any,
relating to the Work are described in Exhibit "C" attached hereto and incorporated herein by this
reference.
3.2.1 Chanqe in Scope of Work. Any change in the scope of the Work,
method of performance, nature of materials or price thereof, or any other matter materially
affecting the performance or nature of the Work shall not be paid for or accepted unless such
change, addition or deletion is approved in advance and in writing by a valid change order
executed by the City.
3.2.1.1 Chanqe Orders. Changes to the Contract Time (as defined in
Section 3.3) or Total Contract Price shall be in the form of a written Change Order, either signed
by both parties or issued unilaterally by the City. No adjustment shall be made to the Contract
Time unless the delay impacts the critical path to completion and the delay was not caused in
whole or in part by the Contractor. Failure to timely request a Change Order shall constitute a
waiver of any right to adjust the Contract Time or the Total Contract Price. All requests for
Change Orders shall be accompanied by detailed supporting documentation, including but not
limited to payroll records, invoices, schedules, and any other documentation requested by the
City for the purpose of determining the additional costs or the impact of any delay. If the change
involves Work bid at a unit price, then the Total Contract Price shall be increased at the unit
price. If there is no unit price, then the Total Contract Price shall be adjusted to account for
costs actually incurred plus an allowed mark-up of fifteen percent (15%), which shall constitute
the entire amount of profit, mark-ups, field or home office overhead costs, including personnel,
equipment or office space, any materials, or any costs of equipment idle time for such work.
Nothing herein shall prevent the Parties from agreeing to a lump sum cost.
(A) Chanqes Ordered By City. City may at any time issue a written directive
ordering additions, deletions, or changes to the Work. Contractor shall
proceed with the work in accordance with the directive. To the extent the
directive results in extra work or requires additional Contract Time,
Contractor shall request a Change Order within seven (7) days of
receiving the Work Directive. If any costs are not capable of being
determined within seven (7) days, then Contractor shall request a
Change Order within seven (7) days of when the costs are capable of
being determined.
2
72500.00001 \32045856.1
Contract No. C37960B
(B) Changes Requested By Contractor. With respect to any matter that may
involve or require an adjustment to the Contract Time or the Contract
Price, Contractor shall provide written notice of the underlying facts and
circumstances that gave rise to the potential change within seven (7)
days or prior to the alteration of conditions, whichever is earlier. Failure
to give notice shall constitute a waiver of Contractor's right to a change
order. If any costs are not capable of being determined within seven (7)
days, then Contractor shall request a Change Order within seven (7)
days of when the costs are capable of being determined.
3.2.2 Substitutions/"Or Equal". Pursuant to Public Contract Code Section
3400(b), the City may make a finding that designates certain products, things, or services by
specific brand or trade name. Unless specifically designated in this Contract, whenever any
material, process, or article is indicated or specified by grade, patent, or proprietary name or by
name of manufacturer, such Specifications shall be deemed to be used for the purpose of
facilitating the description of the material, process or article desired and shall be deemed to be
followed by the words "or equal."
Contractor may, unless otherwise stated, offer for substitution any material, process or
article which shall be substantially equal or better in every respect to that so indicated or
specified in this Contract. However, the City may have adopted certain uniform standards for
certain materials, processes and articles. Contractor shall submit requests, together with
substantiating data, for substitution of any "or equal" material, process or article no later than
thirty-five (35) days after award of the Contract. To facilitate the construction schedule and
sequencing, some requests may need to be submitted before thirty-five (35) days after award of
Contract. Provisions regarding submission of "or equal" requests shall not in any way authorize
an extension of time for performance of this Contract. If a proposed "or equal" substitution
request is rejected, Contractor shall be responsible for providing the specified material, process
or article. The burden of proof as to the equality of any material, process or article shall rest
with Contractor.
The City has the complete and sole discretion to determine if a material, process or
article is an "or equal" material, process or article that may be substituted. Data required to
substantiate requests for substitutions of an "or equal" material, process or article data shall
include a signed affidavit from Contractor stating that, and describing how, the substituted "or
equal" material, process or article is equivalent to that specified in every way except as listed on
the affidavit. Substantiating data shall include any and all illustrations, specifications, and other
relevant data including catalog information which describes the requested substituted "or equal"
material, process or article, and substantiates that it is an "or equal" to the material, process or
article. The substantiating data must also include information regarding the durability and
Iifecycle cost of the requested substituted "or equal" material, process or article. Failure to
submit all the required substantiating data, including the signed affidavit, to the City in a timely
fashion will result in the rejection of the proposed substitution.
Contractor shall bear all of the City's costs associated with the review of substitution
requests. Contractor shall be responsible for all costs related to a substituted "or equal"
material, process or article. Contractor is directed to the Special Conditions (if any) to review
any findings made pursuant to Public Contract Code section 3400.
3.3 Period of Performance and Liquidated Damaqes. Contractor shall perform and
complete all Work under this Contract within 90 days, beginning the effective date of the Notice
3
72500.00001132045856.1
Contract No. C37960B
to Proceed ("Contract Time"). Contractor shall perform its Work in strict accordance with any
completion schedule, construction schedule or project milestones developed by the City. Such
schedules or milestones may be included as part of Exhibits "A" or "B" attached hereto, or may
be provided separately in writing to Contractor. Contractor agrees that if such Work is not
completed within the aforementioned Contract Time and/or pursuant to any such completion
schedule, construction schedule or project milestones developed pursuant to provisions of the
Contract, it is understood, acknowledged and agreed that the City will suffer damage. Pursuant
to Government Code Section 53069.85, Contractor shall pay to the City as fixed and liquidated
damages the sum of FIVE HUNDRED DOLLARS 1$5001 per day for each and every calendar
day of delay beyond the Contract Time or beyond any completion schedule, construction
schedule or Project milestones established pursuant to the Contract.
3.4 Standard of Performance: Performance of Employees. Contractor shall perform
all Work under this Contract in a skillful and workmanlike manner, and consistent with the
standards generally recognized as being employed by professionals in the same discipline in
the State of California. Contractor represents and maintains that it is skilled in the professional
calling necessary to perform the Work. Contractor warrants that all employees and
subcontractors shall have sufficient skill and experience to perform the Work assigned to them.
Finally, Contractor represents that it, its employees and subcontractors have all licenses,
permits, qualifications and approvals of whatever nature that are legally required to perform the
Work, including a City Business License, and that such licenses and approvals shall be
maintained throughout the term of this Contract. As provided for in the indemnification
provisions of this Contract, Contractor shall perform, at its own cost and expense and without
reimbursement from the City, any work necessary to correct errors or omissions which are
caused by Contractor's failure to comply with the standard of care provided for herein. Any
employee who is determined by the City to be uncooperative, incompetent, a threat to the safety
of persons or the Work, or any employee who fails or refuses to perform the Work in a manner
acceptable to the City, shall be promptly removed from the Project by Contractor and shall not
be re-employed on the Work.
3.5 Control and Payment of Subordinates: Contractual Relationship. City retains
Contractor on an independent contractor basis and Contractor is not an employee of City. Any
additional personnel performing the work governed by this Contract on behalf of Contractor shall
at all times be under Contractor's exclusive direction and control. Contractor shall pay all
wages, salaries, and other amounts due such personnel in connection with their performance
under this Contract and as required by law. Contractor shall be responsible for all reports and
obligations respecting such additional personnel, including, but not limited to: social security
taxes, income tax withholding, unemployment insurance, and workers' compensation insurance.
3.6 City's Basic Obliqation. City agrees to engage and does hereby engage
Contractor as an independent contractor to furnish all materials and to perform all Work
according to the terms and conditions herein contained for the sum set forth above. Except as
otherwise provided in the Contract, the City shall pay to Contractor, as full consideration for the
satisfactory performance by Contractor of the services and obligations required by this Contract,
the below -referenced compensation in accordance with compensation provisions set forth in the
Contract.
3.7 Compensation and Payment.
3.7.1 Amount of Compensation. As consideration for performance of the
Work required herein, City agrees to pay Contractor the Total Contract Price of
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Dollars ($ .00) ("Total Contract Price") provided that such
amount shall be subject to adjustment pursuant to the applicable terms of this Contract or
written change orders approved and signed in advance by the City.
3.7.2 Pavment of Compensation. If the Work is scheduled for completion
in thirty (30) or less calendar days, City will arrange for payment of the Total Contract Price
upon completion and approval by City of the Work. If the Work is scheduled for completion in
more than thirty (30) calendar days, City will pay Contractor on a monthly basis as provided for
herein. On or before the fifth (5th) day of each month, Contractor shall submit to the City an
itemized application for payment in the format supplied by the City indicating the amount of
Work completed since commencement of the Work or since the last progress payment. These
applications shall be supported by evidence which is required by this Contract and such other
documentation as the City may require. The Contractor shall certify that the Work for which
payment is requested has been done and that the materials listed are stored where indicated.
Contractor may be required to furnish a detailed schedule of values upon request of the City
and in such detail and form as the City shall request, showing the quantities, unit prices,
overhead, profit, and all other expenses involved in order to provide a basis for determining the
amount of progress payments. Contractor shall submit its final invoice to City within thirty (30)
days from the last date of the Work or termination in accordance with section 3.18.3 and failure
by the Contractor to submit a timely invoice shall constitute a waiver of its right to final payment.
3.7.3 Prompt Pavment. City shall review and pay all progress payment
requests in accordance with the provisions set forth in Section 20104.50 of the California Public
Contract Code. However, no progress payments will be made for Work not completed in
accordance with this Contract. Contractor shall comply with all applicable laws, rules and
regulations relating to the proper payment of its employees, subcontractors, suppliers or others.
3.7.4 Contract Retentions. From each approved progress estimate, five
percent (5%) will be deducted and retained by the City, and the remainder will be paid to
Contractor. All Contract retention shall be released and paid to Contractor and subcontractors
pursuant to California Public Contract Code Section 7107.
3.7.5 Other Retentions. In addition to Contract retentions, the City may
deduct from each progress payment an amount necessary to protect City from loss because of:
(1) liquidated damages which have accrued as of the date of the application for payment; (2)
any sums expended by the City in performing any of Contractor's obligations under the Contract
which Contractor has failed to perform or has performed inadequately; (3) defective Work not
remedied; (4) stop notices as allowed by state law; (5) reasonable doubt that the Work can be
completed for the unpaid balance of the Total Contract Price or within the scheduled completion
date; (6) unsatisfactory prosecution of the Work by Contractor; (7) unauthorized deviations from
the Contract; (8) failure of Contractor to maintain or submit on a timely basis proper and
sufficient documentation as required by the Contract or by City during the prosecution of the
Work; (9) erroneous or false estimates by Contractor of the value of the Work performed; (10)
any sums representing expenses, losses, or damages as determined by the City, incurred by
the City for which Contractor is liable under the Contract; and (11) any other sums which the
City is entitled to recover from Contractor under the terms of the Contract or pursuant to state
law, including Section 1727 of the California Labor Code. The failure by the City to deduct any
of these sums from a progress payment shall not constitute a waiver of the City's right to such
sums.
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3.7.6 Substitutions for Contract Retentions. In accordance with California
Public Contract Code Section 22300, the City will permit the substitution of securities for any
monies withheld by the City to ensure performance under the Contract. At the request and
expense of Contractor, securities equivalent to the amount withheld shall be deposited with the
City, or with a state or federally chartered bank in California as the escrow agent, and thereafter
the City shall then pay such monies to Contractor as they come due. Upon satisfactory
completion of the Contract, the securities shall be returned to Contractor. For purposes of this
Section and Section 22300 of the Public Contract Code, the term "satisfactory completion of the
contract" shall mean the time the City has issued written final acceptance of the Work and filed
a Notice of Completion as required by law and provisions of this Contract. Contractor shall be
the beneficial owner of any securities substituted for monies withheld and shall receive any
interest thereon. The escrow agreement used for the purposes of this Section shall be in the
form provided by the City.
3.7.7 Pavment to Subcontractors. Contractor shall pay all subcontractors
for and on account of work performed by such subcontractors in accordance with the terms of
their respective subcontracts and as provided for in Section 7108.5 of the California Business
and Professions Code. Such payments to subcontractors shall be based on the measurements
and estimates made and progress payments provided to Contractor pursuant to this Contract.
3.7.8 Title to Work. As security for partial, progress, or other payments,
title to Work for which such payments are made shall pass to the City at the time of payment.
To the extent that title has not previously been vested in the City by reason of payments, full title
shall pass to the City at delivery of the Work at the destination and time specified in this
Contract. Such transferred title shall in each case be good, free and clear from any and all
security interests, liens, or other encumbrances. Contractor promises and agrees that it will not
pledge, hypothecate, or otherwise encumber the items in any manner that would result in any
lien, security interest, charge, or claim upon or against said items. Such transfer of title shall not
imply acceptance by the City, nor relieve Contractor from the responsibility to strictly comply
with the Contract, and shall not relieve Contractor of responsibility for any loss of or damage to
items.
3.7.9 Labor and Material Releases. Contractor shall furnish City with labor
and material releases from all subcontractors performing work on, or furnishing materials for,
the Work governed by this Contract prior to final payment by City.
3.8 Labor
3.8.1 Prevailing Wages. Contractor is aware of the requirements of
California Labor Code Section 1720 et seq., and 1770 et seq., as well as California Code of
Regulations, Title 8, Section 16000 et seq., ("Prevailing Wage Laws"), which require the
payment of prevailing wage rates and the performance of other requirements on "public works"
and "maintenance" projects. Since the Work is being performed as part of an applicable "public
works" or "maintenance" project, as defined by the Prevailing Wage Laws, and if the total
compensation is $25,000 or more for a public works project or $15,000 or more for a
maintenance project, Contractor agrees to fully comply with such Prevailing Wage Laws. City
shall provide Contractor with a copy of the prevailing rates of per diem wages in effect at the
commencement of this Contract. Contractor shall make copies of the prevailing rates of per
diem wages for each craft, classification or type of worker needed to execute the Services
available to interested parties upon request, and shall post copies at Contractor's principal place
of business and at the project site. Contractor shall defend, indemnify and hold the City, its
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officials, officers, employees and agents free and harmless from any claim or liability arising out
of any failure or alleged failure to comply with the Prevailing Wage Laws. Contractor and any
subcontractor shall forfeit a penalty of up to $200 per calendar day or portion thereof for each
worker paid less than the prevailing wage rates.
3.8.2 Apprenticeable Crafts. When Contractor employs workmen in an
apprenticeable craft or trade, Contractor shall comply with the provisions of Section 1777.5 of
the California Labor Code with respect to the employment of properly registered apprentices
upon public works. The primary responsibility for compliance with said section for all
apprenticeable occupations shall be with Contractor. The Contractor or any subcontractor that is
determined by the Labor Commissioner to have knowingly violated Section 1777.5 shall forfeit
as a civil penalty an amount not exceeding $100 for each full calendar day of noncompliance, or
such greater amount as provided by law.
3.8.3 Hours of Work. Contractor is advised that eight (8) hours labor
constitutes a legal day's work. Pursuant to Section 1813 of the California Labor Code,
Contractor shall forfeit a penalty of $25.00 per worker for each day that each worker is
permitted to work more than eight (8) hours in any one calendar day and forty (40) hours in any
one calendar week, except when payment for overtime is made at not less than one and
one-half (1-1/2) times the basic rate for that worker.
3.8.4 Pavroll Records. Contractor and each subcontractor shall keep an
accurate payroll record, showing the name, address, social security number, work classification,
straight time and overtime hours worked each day and week, and the actual per diem wages
paid to each journeyman, apprentice, worker, or other employee employed by him or her in
connection with the public work. The payroll records shall be certified and shall be available for
inspection at all reasonable hours at the principal office of Contractor in the manner provided in
Labor Code section 1776. In the event of noncompliance with the requirements of this section,
Contractor shall have 10 days in which to comply subsequent to receipt of written notice
specifying in what respects such Contractor must comply with this section. Should
noncompliance still be evident after such 10-day period, Contractor shall, as a penalty to City,
forfeit not more than $100.00 for each calendar day or portion thereof, for each worker, until
strict compliance is effectuated. The amount of the forfeiture is to be determined by the Labor
Commissioner. A contractor who is found to have violated the provisions of law regarding
wages on Public Works with the intent to defraud shall be ineligible to bid on Public Works
contracts for a period of one to three years as determined by the Labor Commissioner. Upon
the request of the Division of Apprenticeship Standards or the Division of Labor Standards
Enforcement, such penalties shall be withheld from progress payments then due. The
responsibility for compliance with this section is on Contractor. In accordance with Labor Code
section 1771.4, the Contractor and each subcontractor shall furnish the certified payroll records
directly to the DIR on a weekly basis and in the format prescribed by the DIR, which may
include electronic submission. The requirement to submit certified payroll records directly to the
Labor Commissioner under Labor Code section 1771.4 shall not apply to work performed on a
public works project that is exempt pursuant to the small project exemption specified in Labor
Code Section 1771.4.
3.8.5 Contractor and Subcontractor Reqistration. Pursuant to Labor Code
sections 1725.5 and 1771.1, all contractors and subcontractors that wish to bid on, be listed in a
bid proposal, or enter into a contract to perform public work must be registered with the
Department of Industrial Relations. No bid will be accepted nor any contract entered into
without proof of the contractor's and subcontractors' current registration with the Department of
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Industrial Relations to perform public work. Contractor is directed to review, fill out and execute
the Public Works Contractor Registration Certification attached hereto as Exhibit "E" prior to
contract execution. Notwithstanding the foregoing, the contractor registration requirements
mandated by Labor Code Sections 1725.5 and 1771.1 shall not apply to work performed on a
public works project that is exempt pursuant to the small project exemption specified in Labor
Code Sections 1725.5 and 1771.1.
3.8.6 Labor Compliance: Stop Orders. This Project is subject to
compliance monitoring and enforcement by the Department of Industrial Relations. It shall be
the Contractor's sole responsibility to evaluate and pay the cost of complying with all labor
compliance requirements under this Contract and applicable law. Any stop orders issued by the
Department of Industrial Relations against Contractor or any subcontractor that affect
Contractor's performance of Work, including any delay, shall be Contractor's sole responsibility.
Any delay arising out of or resulting from such stop orders shall be considered Contractor
caused delay subject to any applicable liquidated damages and shall not be compensable by
the City. Contractor shall defend, indemnify and hold the City, its officials, officers, employees
and agents free and harmless from any claim or liability arising out of stop orders issued by the
Department of Industrial Relations against Contractor or any subcontractor.
3.9 Performance of Work; Jobsite Obliqations.
3.9.1 Water Quality Management and Compliance.
3.9.1.1 Water Qualitv Manaqement and Compliance. Contractor shall
keep itself and all subcontractors, staff, and employees fully informed of and in compliance with
all local, state and federal laws, rules and regulations that may impact, or be implicated by the
performance of the Work including, without limitation, all applicable provisions of the Federal
Water Pollution Control Act (33 U.S.C. §§ 1300); the California Porter -Cologne Water Quality
Control Act (Cal Water Code §§ 13000-14950); local ordinances regulating discharges of storm
water; and any and all regulations, policies, or permits issued pursuant to any such authority
regulating the discharge of pollutants, as that term is used in the Porter -Cologne Water Quality
Control Act, to any ground or surface water in the State.
3.9.1.2 Compliance with the Statewide Construction General Permit.
Contractor shall comply with all conditions of the most recent iteration of the National Pollutant
Discharge Elimination System General Permit for Storm Water Discharges Associated with
Construction Activity, issued by the California State Water Resources Control Board ("Permit").
It shall be Contractor's sole responsibility to file a Notice of Intent and procure coverage under
the Permit for all construction activity which results in the disturbance of more than one acre of
total land area or which is part of a larger common area of development or sale. Prior to
initiating work, Contractor shall be solely responsible for preparing and implementing a Storm
Water Pollution Prevention Plan (SWPPP) as required by the Permit. Contractor shall be
responsible for procuring, implementing and complying with the provisions of the Permit and the
SWPPP, including the standard provisions, and monitoring and reporting requirements as
required by the Permit. The Permit requires the SWPPP to be a "living document" that changes
as necessary to meet the conditions and requirements of the job site as it progresses through
difference phases of construction and is subject to different weather conditions. It shall be
Contractor's sole responsibility to update the SWPPP as necessary to address conditions at the
project site.
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3.9.1.3 Other Water Qualitv Rules Requlations and Policies. Contractor
shall comply with the lawful requirements of any applicable municipality, drainage City, or local
agency regarding discharges of storm water to separate storm drain systems or other
watercourses under their jurisdiction, including applicable requirements in municipal storm water
management programs.
3.9.1.4 Cost of Compliance. Storm, surface, nuisance, or other waters
may be encountered at various times during construction of the Work. Therefore, the
Contractor, hereby acknowledges that it has investigated the risk arising from such waters and
assumes any and all risks and liabilities arising therefrom.
3.9.1.5 Liabilitv for Non -Compliance. Failure to comply with the Permit is a
violation of federal and state law. Pursuant to the indemnification provisions of this Contract,
Contractor hereby agrees to defend, indemnify and hold harmless the City and its directors,
officials, officers, employees, volunteers and agents for any alleged violations. In addition, City
may seek damages from Contractor for any delay in completing the Work in accordance with
the Contract, if such delay is caused by or related to Contractor's failure to comply with the
Permit.
3.9.1.6 Reservation of Riqht to Defend. City reserves the right to defend
any enforcement action brought against the City for Contractor's failure to comply with the
Permit or any other relevant water quality law, regulation, or policy. Pursuant to the
indemnification provisions of this Contract, Contractor hereby agrees to be bound by, and to
reimburse the City for the costs (including the City's attorney's fees) associated with, any
settlement reached between the City and the relevant enforcement entity.
3.9.1.7 Traininq. In addition to the standard of performance requirements
set forth in paragraph 3.4, Contractor warrants that all employees and subcontractors shall have
sufficient skill and experience to perform the work assigned to them without impacting water
quality in violation of the laws, regulations and policies described in paragraph 3.9.1. Contractor
further warrants that it, its employees and subcontractors will receive adequate training, as
determined by City, regarding the requirements of the laws, regulations and policies described
in paragraph 3.9.1 as they may relate to the Work provided under this Contract. Upon request,
City will provide the Contractor with a list of training programs that meet the requirements of this
paragraph.
3.9.2 Safety. Contractor shall execute and maintain its work so as to avoid
injury or damage to any person or property. Contractor shall comply with the requirements of
the specifications relating to safety measures applicable in particular operations or kinds of
work. In carrying out its Work, Contractor shall at all times be in compliance with all applicable
local, state and federal laws, rules and regulations, and shall exercise all necessary precautions
for the safety of employees appropriate to the nature of the Work and the conditions under
which the Work is to be performed. Safety precautions as applicable shall include, but shall not
be limited to, adequate life protection and lifesaving equipment; adequate illumination for
underground and night operations; instructions in accident prevention for all employees, such as
machinery guards, safe walkways, scaffolds, ladders, bridges, gang planks, confined space
procedures, trenching and shoring, fall protection and other safety devices, equipment and
wearing apparel as are necessary or lawfully required to prevent accidents or injuries; and
adequate facilities for the proper inspection and maintenance of all safety measures.
Furthermore, Contractor shall prominently display the names and telephone numbers of at least
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two medical doctors practicing in the vicinity of the Project, as well as the telephone number of
the local ambulance service, adjacent to all telephones at the Project site.
3.9.3 Laws and Regulations. Contractor shall keep itself fully informed of
and in compliance with all local, state and federal laws, rules and regulations in any manner
affecting the performance of the Contract or the Work, including all Cal/OSHA requirements,
and shall give all notices required by law. Contractor shall be liable for all violations of such
laws and regulations in connection with the Work. If Contractor observes that the drawings or
specifications are at variance with any law, rule or regulation, it shall promptly notify the City in
writing. Any necessary changes shall be made by written change order. If Contractor performs
any work knowing it to be contrary to such laws, rules and regulations and without giving written
notice to the City, Contractor shall be solely responsible for all costs arising therefrom. City is a
public entity of the State of California subject to certain provisions of the Health & Safety Code,
Government Code, Public Contract Code, and Labor Code of the State. It is stipulated and
agreed that all provisions of the law applicable to the public contracts of a municipality are a part
of this Contract to the same extent as though set forth herein and will be complied with.
Contractor shall defend, indemnify and hold City, its officials, directors, officers, employees and
agents free and harmless, pursuant to the indemnification provisions of this Contract, from any
claim or liability arising out of any failure or alleged failure to comply with such laws, rules or
regulations.
3.9.4 Permits and Licenses. Contractor shall be responsible for securing
City permits and licenses necessary to perform the Work described herein, including, but not
limited to, any required business license. While Contractor will not be charged a fee for any City
permits, Contractor shall pay the City's business license fee, if any. Any ineligible contractor or
subcontractor pursuant to Labor Code Sections 1777.1 and 1777.7 may not perform work on
this Project.
3.9.5 Trenching Work. If the Total Contract Price exceeds $25,000 and if
the Work governed by this Contract entails excavation of any trench or trenches five (5) feet or
more in depth, Contractor shall comply with all applicable provisions of the California Labor
Code, including Section 6705. To this end, Contractor shall submit for City's review and
approval a detailed plan showing the design of shoring, bracing, sloping, or other provisions to
be made for worker protection from the hazard of caving ground during the excavation of such
trench or trenches. If such plan varies from the shoring system standards, the plan shall be
prepared by a registered civil or structural engineer.
3.9.6 Hazardous Materials and Differing Conditions. As required by
California Public Contract Code Section 7104, if this Contract involves digging trenches or other
excavations that extend deeper than four (4) feet below the surface, Contractor shall promptly,
and prior to disturbance of any conditions, notify City of: (1) any material discovered in
excavation that Contractor believes to be a hazardous waste that is required to be removed to a
Class I, Class II or Class III disposal site; (2) subsurface or latent physical conditions at the site
differing from those indicated by City; and (3) unknown physical conditions of an unusual nature
at the site, significantly different from those ordinarily encountered in such contract work. Upon
notification, City shall promptly investigate the conditions to determine whether a change order
is appropriate. In the event of a dispute, Contractor shall not be excused from any scheduled
completion date and shall proceed with all Work to be performed under the Contract, but shall
retain all rights provided by the Contract or by law for making protests and resolving the dispute.
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3.9.7 Underground Utility Facilities. To the extent required by Section
4215 of the California Government Code, City shall compensate Contractor for the costs of: (1)
locating and repairing damage to underground utility facilities not caused by the failure of
Contractor to exercise reasonable care; (2) removing or relocating underground utility facilities
not indicated in the construction drawings; and (3) equipment necessarily idled during such
work. Contractor shall not be assessed liquidated damages for delay caused by failure of City
to provide for removal or relocation of such utility facilities.
3.9.8 Air Quality. Contractor must fully comply with all applicable laws,
rules and regulations in furnishing or using equipment and/or providing services, including, but
not limited to, emissions limits and permitting requirements imposed by the California Air
Resources Board (CARB). Although CARB limits and requirements are more broad, Contractor
shall specifically be aware of their application to "portable equipment", which definition is
considered by CARB to include any item of equipment with a fuel -powered engine. Contractor
shall indemnify City against any fines or penalties imposed by CARE, or any other governmental
or regulatory agency for violations of applicable laws, rules and/or regulations by Contractor, its
subcontractors, or others for whom Contractor is responsible under its indemnity obligations
provided for in this Contract.
3.9.9 State Recycling Mandates. Contractor shall comply with State
Recycling Mandates. Any recyclable materials/debris collected by the contractor that can be
feasibly diverted via reuse or recycling must be hauled by the appropriate handler for reuse or
recycling.
3.9.10 Inspection Of Site. Contractor has visited sites where Work is to be
performed and has become acquainted with all conditions affecting the Work. Contractor
warrants that it has made such examinations as it deems necessary to determine the condition
of the Work sites, its accessibility to materials, workmen and equipment, and to determine the
Contractor's ability to protect existing surface and subsurface improvements. No claim for
allowances —time or money —will be allowed as to such matters.
3.9.11 Field Measurements. Contractor shall make field measurements,
verify field conditions and shall carefully compare such field measurements and conditions and
other information known to Contractor with the Contract Documents before commencing
activities. Errors, inconsistencies or omissions discovered shall be reported to the City
immediately and prior to performing any work or altering the condition.
3.10 Completion of Work. When Contractor determines that it has completed the
Work required herein, Contractor shall so notify City in writing and shall furnish all labor and
material releases required by this Contract. City shall thereupon inspect the Work. If the Work
is not acceptable to the City, the City shall indicate to Contractor in writing the specific portions
or items of Work which are unsatisfactory or incomplete. Once Contractor determines that it
has completed the incomplete or unsatisfactory Work, Contractor may request a re -inspection
by the City. Once the Work is acceptable to City, City shall pay to Contractor the Total Contract
Price remaining to be paid, less any amount which City may be authorized or directed by law to
retain. Payment of retention proceeds due to Contractor shall be made in accordance with
Section 7107 of the California Public Contract Code.
3.11 Claims: Government Code Claim Compliance.
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3.11.1 Intent. Effective January 1, 1991, section 20104 et seq., of the
California Public Contract Code prescribes a process utilizing informal conferences, non -binding
judicial supervised mediation, and judicial arbitration to resolve disputes on construction claims
of $375,000 or less. Effective January 1, 2017, section 9204 of the Public Contract Code
prescribes a process for negotiation and mediation to resolve disputes on construction claims.
The intent of this section is to implement sections 20104 et seq. and section 9204 of the
California Public Contract Code. This section shall be construed to be consistent with said
statutes.
3.11.2 The following requirements apply to all contracts entered into after
January 1, 1991, and all claims to which this section applies:
3.11.2.1 Prereauisites. If any dispute shall arise between the City and
Contractor regarding performance of the work, or any alleged change in the work, Contractor
shall timely perform the disputed work and shall give written notice of a claim for additional
compensation for the work to the City within three (3) days after commencement of the disputed
work. Contractor's failure to give written notice within the three (3)-day period constitutes an
agreement by Contractor that it will receive no extra compensation for the disputed work and
shall constitute a waiver of the right to these procedures.
3.11.2.2 Claim Submittal. For purposes of this section, "Claim" means
a separate demand by the Contractor, after a change order duly requested in accordance with
the terms of this Contract has been denied by the City, for (A) a time extension, (B) payment of
money or damages arising from Work done by or on behalf of the Contractor pursuant to the
Contract, or (C) an amount the payment of which is disputed by the City. Claims governed by
this section may not be filed unless and until the Contractor completes all procedures for giving
notice of delay or change and for the requesting of a time extension or change order, including
but not necessarily limited to the change order procedures contained herein, and Contractor's
request for a change has been denied in whole or in part. The claim shall be submitted in
writing to the City and shall include on its first page the following in 16 point capital font: "THIS
IS A CLAIM." Claims governed by this procedure must be filed on or before the date of
final payment. Nothing in this section is intended to extend the time limit or supersede notice
requirements otherwise provided by contract for the filing of claims, including all requirements
pertaining to compensation or payment for extra work, disputed work, and/or changed
conditions. Failure to follow such contractual requirements shall bar any claims or subsequent
lawsuits for compensation or payment thereon.
3.11.2.3 Supporting Documentation: The Contractor shall submit all
claims in the following format:
(1) Summary of claim merit and price, reference Contract Document
provisions pursuant to which the claim is made
(2) List of documents relating to claim:
(A) Specifications
(B) Drawings
(C) Clarifications (Requests for Information)
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(D) Schedules
(E) Other
(3) Chronology of events and correspondence
(4) Analysis of claim merit
(5) Analysis of claim cost
(6) Time impact analysis in CPM format
3.11.2.4 Citv's Response. Upon receipt of a claim pursuant to this
Section, City shall conduct a reasonable review of the claim and, within a period not to exceed
45 days, shall provide the Contractor a written statement identifying what portion of the claim is
disputed and what portion is undisputed. Any payment due on an undisputed portion of the
claim will be processed and made within 60 days after the public entity issues its written
statement.
(1) If the City needs approval from the City Council to provide the
Contractor a written statement identifying the disputed portion and
the undisputed portion of the claim, and the City Council does not
meet within the 45 days or within the mutually agreed to extension
of time following receipt of a claim sent by registered mail or
certified mail, return receipt requested, the City shall have up to
three days following the next duly publicly noticed meeting of the
City Council after the 45-day period, or extension, expires to
provide the Contractor a written statement identifying the disputed
portion and the undisputed portion.
(2) Within 30 days of receipt of a claim, the City may request in writing
additional documentation supporting the claim or relating to
defenses or claims the City may have against the Contractor. If
additional information is thereafter required, it shall be requested
and provided pursuant to this subdivision, upon mutual agreement
of City and the Contractor.
(3) The City's written response to the claim, as further documented,
shall be submitted to the Contractor within 30 days (if the claim is
less than $50,000, within 15 days) after receipt of the further
documentation, or within a period of time no greater than that taken
by the Contractor in producing the additional information or
requested documentation, whichever is greater.
3.11.2.5 Meet and Confer. If the Contractor disputes the City's written
response, or the City fails to respond within the time prescribed, the Contractor may so notify
the City, in writing, either within 15 days of receipt of the City's response or within 15 days of the
City's failure to respond within the time prescribed, respectively, and demand an informal
conference to meet and confer for settlement of the issues in dispute. Upon receipt of a
demand, the City shall schedule a meet and confer conference within 30 days for settlement of
the dispute.
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3.11.2.6 Mediation. Within 10 business days following the conclusion
of the meet and confer conference, if the claim or any portion of the claim remains in dispute,
the City shall provide the Contractor a written statement identifying the portion of the claim that
remains in dispute and the portion that is undisputed. Any payment due on an undisputed
portion of the claim shall be processed and made within 60 days after the City issues its written
statement. Any disputed portion of the claim, as identified by the contractor in writing, shall be
submitted to nonbinding mediation, with the City and the Contractor sharing the associated
costs equally. The City and Contractor shall mutually agree to a mediator within 10 business
days after the disputed portion of the claim has been identified in writing, unless the parties
agree to select a mediator at a later time.
(1) If the parties cannot agree upon a mediator, each party shall
select a mediator and those mediators shall select a qualified
neutral third party to mediate with regard to the disputed portion of
the claim. Each party shall bear the fees and costs charged by its
respective mediator in connection with the selection of the neutral
mediator.
(2) For purposes of this section, mediation includes any nonbinding
process, including, but not limited to, neutral evaluation or a dispute
review board, in which an independent third party or board assists
the parties in dispute resolution through negotiation or by issuance
of an evaluation. Any mediation utilized shall conform to the
timeframes in this section.
(3) Unless otherwise agreed to by the City and the Contractor in
writing, the mediation conducted pursuant to this section shall
excuse any further obligation under Section 20104.4 to mediate
after litigation has been commenced.
(4) The mediation shall be held no earlier than the date the Contractor
completes the Work or the date that the Contractor last performs
Work, whichever is earlier. All unresolved claims shall be
considered jointly in a single mediation, unless a new unrelated
claim arises after mediation is completed.
(5) If following the mediation, the claim or any portion remains in
dispute, the Contractor must file a claim pursuant to Chapter 1
(commencing with Section 900) and Chapter 2 (commencing with
Section 910) of Part 3 of Division 3.6 of Title 1 of the Government
Code. For purposes of those provisions, the running of the period
of time within which a claim must be filed shall be tolled from the
time the Contractor submits his or her written claim pursuant to
subdivision (a) until the time the claim is denied, including any
period of time utilized by the meet and confer conference or
mediation.
3.11.2.7 Civil Actions. The following procedures are established for all
civil actions filed to resolve claims subject to this section:
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(1) Within 60 days, but no earlier than 30 days, following the filing or
responsive pleadings, the court shall submit the matter to non-
binding mediation unless waived by mutual stipulation of both
parties or unless mediation was held prior to commencement of the
action in accordance with Public Contract Code section 9204 and
the terms of these procedures. The mediation process shall
provide for the selection within 15 days by both parties of a
disinterested third person as mediator, shall be commenced within
30 days of the submittal, and shall be concluded within 15 days
from the commencement of the mediation unless a time
requirement is extended upon a good cause showing to the court.
(2) If the matter remains in dispute, the case shall be submitted to
judicial arbitration pursuant to Chapter 2.5 (commencing with
Section 1141.10) of Title 3 of Part 3 of the Code of Civil Procedure,
notwithstanding Section 1114.11 of that code. The Civil Discovery
Act of 1986 (Article 3 (commencing with Section 2016) of Chapter 3
of Title 3 of Part 4 of the Code of Civil Procedure) shall apply to any
proceeding brought under this subdivision consistent with the rules
pertaining to judicial arbitration.
(A) In addition to Chapter 2.5 (commencing with Section 1141.10) of
Title 3 of Part 3 of the Code of Civil Procedure, (A) arbitrators
shall, when possible, be experienced in construction law, and
(B) any party appealing an arbitration award who does not
obtain a more favorable judgment shall, in addition to payment
of costs and fees under that chapter, also pay the attorney's
fees on appeal of the other party.
3.11.2.8 Government Code Claims. In addition to any and all contract
requirements pertaining to notices of and requests for compensation or payment for extra work,
disputed work, construction claims and/or changed conditions, the Contractor must comply with
the claim procedures set forth in Government Code Section 900, et seq. prior to filing any
lawsuit against the City. Such Government Code claims and any subsequent lawsuit based
upon the Government Code claims shall be limited to those matters that remain unresolved after
all procedures pertaining to extra work, disputed work, construction claims, and/or changed
conditions have been followed by Contractor. If no such Government Code claim is submitted,
or if the prerequisite contractual requirements are not satisfied, no action against the City may
be filed. A Government Code claim must be filed no earlier than the date the work is completed
or the date the Contractor last performs work on the Project, whichever occurs first. A
Government Code claim shall be inclusive of all unresolved claims unless a new unrelated claim
arises after the Government Code claim is submitted.
3.11.2.9 Citv's Responses. The City's failure to respond to a claim
from the Contractor within the time periods described in this Section or to otherwise meet the
time requirements of this Section shall result in the claim being deemed rejected in its entirety.
City's failure to respond shall not waive City's rights to any subsequent procedures for the
resolution of disputed claims.
3.12 Loss and Damage. Except as may otherwise be limited by law, Contractor shall
be responsible for all loss and damage which may arise out of the nature of the Work agreed to
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herein, or from the action of the elements, or from any unforeseen difficulties which may arise or
be encountered in the prosecution of the Work until the same is fully completed and accepted
by City. In the event of damage proximately caused by an Act of God, as defined by Section
7105 of the Public Contract Code, the City may terminate this Contract pursuant to Section
3.18.3; provided, however, that the City needs to provide Contractor with only one (1) day
advanced written notice.
3.13 Indemnification.
3.13.1 Scope of Indemnitv. To the fullest extent permitted by law,
Contractor shall defend, indemnify and hold the City, its officials, employees, agents and
authorized volunteers free and harmless from any and all claims, demands, causes of action,
suits, actions, proceedings, costs, expenses, liability, judgments, awards, decrees, settlements,
loss, damage or injury of any kind, in law or equity, regardless of whether the allegations are
false, fraudulent, or groundless, to property or persons, including wrongful death, (collectively,
"Claims") in any manner arising out of, pertaining to, or incident to any acts, errors or omissions,
or willful misconduct of Contractor, its officials, officers, employees, subcontractors, consultants
or agents in connection with the performance of the Contractor's services, the Project or this
Contract, including without limitation the payment of all damages, expert witness fees and
attorneys' fees and other related costs and expenses. Notwithstanding the foregoing, to the
extent required by Civil Code section 2782, Contractor's indemnity obligation shall not apply to
liability for damages for death or bodily injury to persons, injury to property, or any other loss,
damage or expense arising from the sole or active negligence or willful misconduct of the City or
the City's agents, servants, or independent contractors who are directly responsible to the City,
or for defects in design furnished by those persons.
3.13.2 Additional Indemnitv Obliqations. Contractor shall defend, with
counsel of City's choosing and at Contractor's own cost, expense and risk, any and all Claims
covered by this section that may be brought or instituted against City or its officials, employees,
agents and authorized volunteers. In addition, Contractor shall pay and satisfy any judgment,
award or decree that may be rendered against City or its officials, employees, agents and
authorized volunteers as part of any such claim, suit, action or other proceeding. Contractor
shall also reimburse City for the cost of any settlement paid by City or its officials, employees,
agents and authorized volunteers as part of any such claim, suit, action or other proceeding.
Such reimbursement shall include payment for City's attorney's fees and costs, including expert
witness fees. Contractor shall reimburse City and its officials, employees, agents and
authorized volunteers, for any and all legal expenses and costs incurred by each of them in
connection therewith or in enforcing the indemnity herein provided. Contractor's obligation to
indemnify shall survive expiration or termination of this Contract, and shall not be restricted to
insurance proceeds, if any, received by the City, its officials, employees, agents and authorized
volunteers.
3.14 Insurance.
3.14.1 Minimum Reauirements. Without limiting Contractor's
indemnification of the City of Palm Desert, and prior to commencement of Work, Contractor
shall obtain, provide and maintain at its own expense during the term of this Contract, policies of
insurance of the type and amounts described below and in a form that is satisfactory to the City.
3.14.1.1 General Liabilitv Insurance. Contractor shall maintain
commercial general liability insurance with coverage at least as broad as Insurance Services
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Office form CG 00 01, in an amount not less than $1,000,000 per occurrence, $2,000,000
general aggregate, for bodily injury, personal injury, and property damage, and a $2,000,000
completed operations aggregate. The policy must include contractual liability that has not been
amended. Any endorsement restricting standard ISO "insured contract" language will not be
accepted.
3.14.1.2 Automobile Liabilitv Insurance. Contractor shall maintain
automobile insurance at least as broad as Insurance Services Office form CA 00 01 covering
bodily injury and property damage for all activities of the Contractor arising out of or in
connection with Work to be performed under this Contract, including coverage for any owned,
hired, non -owned or rented vehicles, in an amount not less than $1,000,000 combined single
limit for each accident.
3.14.1.3 Umbrella or Excess Liabilitv Insurance. Contractor may opt to
utilize umbrella or excess liability insurance in meeting insurance requirements. In such
circumstances, Contractor may obtain and maintain an umbrella or excess liability insurance
policy with limits that will provide bodily injury, personal injury and property damage liability
coverage at least as broad as the primary coverages set forth above, including commercial
general liability, automobile liability and employer's liability. Such policy or policies shall include
the following terms and conditions:
(A) A drop down feature requiring the policy to respond if the event that any
primary insurance that would otherwise have applied proves to be
uncollectible in whole or in part for any reason; Pay on behalf of wording
as opposed to reimbursement;
(B) Pay on behalf of wording as opposed to reimbursement;
(C) Concurrency of effective dates with primary policies;
(D) Policies shall "follow form" to the underlying primary policies; and
(E) Insureds under primary policies shall also be insureds under the
umbrella or excess policies.
3.14.1.4 Workers' Compensation Insurance. Contractor may maintain
Workers' Compensation Insurance (Statutory Limits) and Employer's Liability Insurance (with
limits of at least $1,000,000) for Contractor's employees in accordance with the laws of the
State of California, Section 3700 of the Labor Code. In addition, Contractor shall require each
subcontractor to similarly maintain Workers' Compensation Insurance and Employer's Liability
Insurance in accordance with the laws of the State of California, Section 3700 for all of the
subcontractor's employees. Contractor shall submit to City, along with the certificate of
insurance, a Waiver of Subrogation endorsement in favor of the City of Palm Desert, its officers,
agents, employees and volunteers.
3.14.2 Other Provisions or Requirements
3.14.2.1 Proof of Insurance. Contractor shall provide certificates of
insurance to City as evidence of the insurance coverage required herein, along with a waiver of
subrogation endorsement for workers' compensation. Insurance certificates and endorsements
must be approved by City's Risk Manager prior to commencement of performance. Current
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certification of insurance shall be kept on file with City at all times during the term of this
contract. City reserves the right to require complete, certified copies of all required insurance
policies, at any time.
3.14.2.2 Duration of Coveraqe. Contractor shall procure and maintain
for the duration of the contract insurance against claims for injuries to persons or damages to
property, which may arise from or in connection with the performance of the Work hereunder by
Contractor, its agents, representatives, employees or subcontractors. Contractor must maintain
general liability and umbrella or excess liability insurance for as long as there is a statutory
exposure to completed operations claims. The City of Palm Desert and its officers, officials,
employees, and agents shall continue as additional insureds under such policies.
3.14.2.3 Primary/Non-Contributing. Coverage provided by Contractor
shall be primary and any insurance or self-insurance procured or maintained by City shall not be
required to contribute with it. The limits of insurance required herein may be satisfied by a
combination of primary and umbrella or excess insurance. Any umbrella or excess insurance
shall contain or be endorsed to contain a provision that such coverage shall also apply on a
primary and non-contributory basis for the benefit of City before the City's own insurance or self-
insurance shall be called upon to protect it as a named insured.
3.14.2.4 Products/Completed Operations Coveraqe.
Products/completed operations coverage shall extend a minimum of three (3) years after project
completion. Coverage shall be included on behalf of the insured for covered claims arising out
of the actions of independent contractors. If the insured is using subcontractors, the Policy must
include work performed "by or on behalf' of the insured. Policy shall contain no language that
would invalidate or remove the insurer's duty to defend or indemnify for claims or suits expressly
excluded from coverage. Policy shall specifically provide for a duty to defend on the part of the
insurer. The City, its officials, officers, agents, and employees, shall be included as additional
insureds under the Products and Completed Operations coverage.
3.14.2.5 Citv's Rights of Enforcement. In the event any policy of
insurance required under this Contract does not comply with these requirements, or is canceled
and not replaced, City has the right, but not the duty, to obtain the insurance it deems necessary
and any premium paid by City will be promptly reimbursed by Contractor, or City will withhold
amounts sufficient to pay premium from Contractor payments. In the alternative, City may
cancel this Contract.
3.14.2.6 Acceptable Insurers. All insurance policies shall be issued by
an insurance company currently authorized by the Insurance Commissioner to transact
business of insurance or is on the List of Approved Surplus Line Insurers in the State of
California, with an assigned policyholders' Rating of A- (or higher) and Financial Size Category
Class VII (or larger) in accordance with the latest edition of Best's Key Rating Guide, unless
otherwise approved by the City's Risk Manager.
3.14.2.7 Waiver of Subrogation. All insurance coverage maintained or
procured pursuant to this agreement shall be endorsed to waive subrogation against the City of
Palm Desert, its elected or appointed officers, agents, officials, employees and volunteers, or
shall specifically allow Contractor or others providing insurance evidence in compliance with
these specifications to waive their right of recovery prior to a loss. Contractor hereby waives its
own right of recovery against the City of Palm Desert, its elected or appointed officers, agents,
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officials, employees and volunteers and shall require similar written express waivers and
insurance clauses from each of its subcontractors.
3.14.2.8 Enforcement of Contract Provisions (non -estoppel).
Contractor acknowledges and agrees that any actual or alleged failure on the part of the City to
inform Contractor of non-compliance with any requirement imposes no additional obligations on
the City nor does it waive any rights hereunder.
3.14.2.9 Requirements Not Limitinq. Requirements of specific
coverage features or limits contained in this Section are not intended as a limitation on
coverage, limits or other requirements, or a waiver of any coverage normally provided by any
insurance. Specific reference to a given coverage feature is for purposes of clarification only as
it pertains to a given issue and is not intended by any party or insured to be all inclusive, or to
the exclusion of other coverage, or a waiver of any type. If the Contractor maintains higher limits
than the minimums shown above, the City requires and shall be entitled to coverage for the
higher limits maintained by the Contractor. Any available insurance proceeds in excess of the
specified minimum limits of insurance and coverage shall be available to the City.
3.14.2.10 Notice of Cancellation. Contractor agrees to oblige its
insurance agent or broker and insurers to provide to City with a thirty (30) day notice of
cancellation (except for nonpayment for which a ten (10) day notice is required) or nonrenewal
of coverage for each required coverage.
3.14.2.11 Additional Insured Status. General liability, automobile liability,
and if applicable, pollution liability policies shall provide or be endorsed to provide that the City
of Palm Desert and its officers, officials, employees, agents, and volunteers shall be additional
insureds under such policies. This provision shall also apply to any excess/umbrella liability
policies. Coverage shall be at least as broad as coverage provided by ISO's Owners, Lessees,
or Contractors Additional Insured Endorsement for the ongoing (i.e. ISO Form CG 20 10 07 04)
and completed operations (i.e. ISO Form CG 20 37 07 04) of Contractor.
3.14.2.12 Prohibition of Undisclosed Coveraqe Limitations. None of the
coverages required herein will be in compliance with these requirements if they include any
limiting endorsement of any kind that has not been first submitted to City and approved of in
writing.
3.14.2.13 Separation of Insureds. A severability of interests provision
must apply for all additional insureds ensuring that Contractor's insurance shall apply separately
to each insured against whom claim is made or suit is brought, except with respect to the
insurer's limits of liability. The policy(ies) shall not contain any cross -liability exclusions.
3.14.2.14 Pass Through Clause. Contractor agrees to ensure that its
sub -consultants, sub -contractors, and any other party involved with the project who is brought
onto or involved in the project by Contractor, provide the same minimum insurance coverage
and endorsements required of Contractor. Contractor agrees to monitor and review all such
coverage and assumes all responsibility for ensuring that such coverage is provided in
conformity with the requirements of this section. Contractor agrees that upon request, all
agreements with consultants, subcontractors, and others engaged in the project will be
submitted to City for review.
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3.14.2.15 Citv's Riqht to Revise Requirements. The City or its Risk
Manager reserves the right at any time during the term of the contract to change the amounts
and types of insurance required by giving the Contractor ninety (90) days advance written notice
of such change. If such change results in substantial additional cost to the Contractor, the City
and Contractor may renegotiate Contractor's compensation. If the City reduces the insurance
requirements, the change shall go into effect immediately and require no advanced written
notice.
3.14.2.16 Self -Insured Retentions. Any self -insured retentions must be
declared to and approved by City. City reserves the right to require that self -insured retentions
be eliminated, lowered, or replaced by a deductible. Self-insurance will not be considered to
comply with these specifications unless approved by City.
3.14.2.17 Timelv Notice of Claims. Contractor shall give City prompt and
timely notice of claims made or suits instituted that arise out of or result from Contractor's
performance under this Contract, and that involve or may involve coverage under any of the
required liability policies.
3.14.2.18 Additional Insurance. Contractor shall also procure and
maintain, at its own cost and expense, any additional kinds of insurance, which in its own
judgment may be necessary for its proper protection and prosecution of the Work.
3.15 Bond Requirements.
3.15.1 Pavment Bond. If required by law or otherwise specifically requested
by City in Exhibit "C" attached hereto and incorporated herein by reference, Contractor shall
execute and provide to City concurrently with this Contract a Payment Bond in an amount
required by the City and in a form provided or approved by the City. If such bond is required, no
payment will be made to Contractor until the bond has been received and approved by the City.
3.15.2 Performance Bond. If specifically requested by City in Exhibit "C"
attached hereto and incorporated herein by reference, Contractor shall execute and provide to
City concurrently with this Contract a Performance Bond in an amount required by the City and
in a form provided or approved by the City. If such bond is required, no payment will be made
to Contractor until the bond has been received and approved by the City.
3.15.3 Bond Provisions. Should, in Citv's sole opinion, any bond become
insufficient or any surety be found to be unsatisfactory, Contractor shall renew or replace the
effected bond within (ten) 10 days of receiving notice from City. In the event the surety or
Contractor intends to reduce or cancel any required bond, at least thirty (30) days prior written
notice shall be given to the City, and Contractor shall post acceptable replacement bonds at
least ten (10) days prior to expiration of the original bonds. No further payments shall be
deemed due or will be made under this Contract until any replacement bonds required by this
Section are accepted by the City. To the extent, if any, that the Total Contract Price is increased
in accordance with the Contract, Contractor shall, upon request of the City, cause the amount of
the bond to be increased accordingly and shall promptly deliver satisfactory evidence of such
increase to the City. If Contractor fails to furnish any required bond, the City may terminate the
Contract for cause.
3.15.4 Suretv Qualifications. Only bonds executed by an admitted surety
insurer, as defined in California Code of Civil Procedure Section 995.120, shall be accepted. If
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a California -admitted surety insurer issuing bonds does not meet these requirements, the
insurer will be considered qualified if it is in conformance with Section 995.660 of the California
Code of Civil Procedure, and proof of such is provided to the City.
3.16 Warranty. Contractor warrants all Work under the Contract (which for purposes
of this Section shall be deemed to include unauthorized work which has not been removed and
any non -conforming materials incorporated into the Work) to be of good quality and free from
any defective or faulty material and workmanship. Contractor agrees that for a period of one
year (or the period of time specified elsewhere in the Contract or in any guarantee or warranty
provided by any manufacturer or supplier of equipment or materials incorporated into the Work,
whichever is later) after the date of final acceptance, Contractor shall within ten (10) days after
being notified in writing by the City of any defect in the Work or non-conformance of the Work to
the Contract, commence and prosecute with due diligence all Work necessary to fulfill the terms
of the warranty at its sole cost and expense. Contractor shall act sooner as requested by the
City in response to an emergency. In addition, Contractor shall, at its sole cost and expense,
repair and replace any portions of the Work (or work of other contractors) damaged by its
defective Work or which becomes damaged in the course of repairing or replacing defective
Work. For any Work so corrected, Contractor's obligation hereunder to correct defective Work
shall be reinstated for an additional one year period, commencing with the date of acceptance of
such corrected Work. Contractor shall perform such tests as the City may require to verify that
any corrective actions, including, without limitation, redesign, repairs, and replacements comply
with the requirements of the Contract. All costs associated with such corrective actions and
testing, including the removal, replacement, and reinstitution of equipment and materials
necessary to gain access, shall be the sole responsibility of Contractor. All warranties and
guarantees of subcontractors, suppliers and manufacturers with respect to any portion of the
Work, whether express or implied, are deemed to be obtained by Contractor for the benefit of
the City, regardless of whether or not such warranties and guarantees have been transferred or
assigned to the City by separate agreement and Contractor agrees to enforce such warranties
and guarantees, if necessary, on behalf of the City. In the event that Contractor fails to perform
its obligations under this Section, or under any other warranty or guaranty under this Contract,
to the reasonable satisfaction of the City, the City shall have the right to correct and replace any
defective or non -conforming Work and any work damaged by such work or the replacement or
correction thereof at Contractor's sole expense. Contractor shall be obligated to fully reimburse
the City for any expenses incurred hereunder upon demand.
3.17 Emplovee/Labor Certifications.
3.17.1 Contractor's Labor Certification. By its signature hereunder,
Contractor certifies that he is aware of the provisions of Section 3700 of the California Labor
Code which require every employer to be insured against liability for Worker's Compensation or
to undertake self-insurance in accordance with the provisions of that Code, and agrees to
comply with such provisions before commencing the performance of the Work. A certification
form for this purpose, which is attached to this Contract as Exhibit "D" and incorporated herein
by reference, shall be executed simultaneously with this Contract.
3.17.2 Equal Opportunity Employment. Contractor represents that it is an
equal opportunity employer and that it shall not discriminate against any employee or applicant
for employment because of race, religion, color, national origin, ancestry, sex, age or other
interests protected by the State or Federal Constitutions. Such non-discrimination shall include,
but not be limited to, all activities related to initial employment, upgrading, demotion, transfer,
recruitment or recruitment advertising, layoff or termination.
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3.17.3 Verification of Employment Eliqibility. By executing this Contract,
Contractor verifies that it fully complies with all requirements and restrictions of state and federal
law respecting the employment of undocumented aliens, including, but not limited to, the
Immigration Reform and Control Act of 1986, as may be amended from time to time, and shall
require all subcontractors and sub -subcontractors to comply with the same.
3.18 General Provisions.
3.18.1 City's Representative. The City hereby designates the Clayton von
Helf, Information Systems Manager or his or her designee, to act as its representative for the
performance of this Contract ("City's Representative"). City's Representative shall have the
power to act on behalf of the City for all purposes under this Contract. Contractor shall not
accept direction or orders from any person other than the City's Representative or his or her
designee.
3.18.2 Contractor's Representative. Before starting the Work, Contractor
shall submit in writing the name, qualifications and experience of its proposed representative
who shall be subject to the review and approval of the City ("'Contractor's Representative").
Following approval by the City, Contractor's Representative shall have full authority to represent
and act on behalf of Contractor for all purposes under this Contract. Contractor's
Representative shall supervise and direct the Work, using his best skill and attention, and shall
be responsible for all construction means, methods, techniques, sequences and procedures and
for the satisfactory coordination of all portions of the Work under this Contract. Contractor's
Representative shall devote full time to the Project and either he or his designee, who shall be
acceptable to the City, shall be present at the Work site at all times that any Work is in progress
and at any time that any employee or subcontractor of Contractor is present at the Work site.
Arrangements for responsible supervision, acceptable to the City, shall be made for emergency
Work which may be required. Should Contractor desire to change its Contractor's
Representative, Contractor shall provide the information specified above and obtain the City's
written approval.
3.18.3 Termination. This Contract may be terminated by City at any time,
either with our without cause, by giving Contractor three (3) days advance written notice. In the
event of termination by City for any reason other than the fault of Contractor, City shall pay
Contractor for all Work performed up to that time as provided herein. In the event of breach of
the Contract by Contractor, City may terminate the Contract immediately without notice, may
reduce payment to Contractor in the amount necessary to offset City's resulting damages, and
may pursue any other available recourse against Contractor. Contractor may not terminate this
Contract except for cause. In the event this Contract is terminated in whole or in part as
provided, City may procure, upon such terms and in such manner as it may determine
appropriate, services similar to those terminated. Further, if this Contract is terminated as
provided, City may require Contractor to provide all finished or unfinished documents, data,
diagrams, drawings, materials or other matter prepared or built by Contractor in connection with
its performance of this Contract. Contractor shall be required to provide such document and
other information within fifteen (15) days of the request.
3.18.4 Contract Interpretation. Should any question arise regarding the
meaning or import of any of the provisions of this Contract or written or oral instructions from
City, the matter shall be referred to City's Representative, whose decision shall be binding upon
Contractor.
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3.18.5 Anti -Trust Claims. This provision shall be operative if this Contract is
applicable to California Public Contract Code Section 7103.5. In entering into this Contract to
supply goods, services or materials, Contractor hereby offers and agrees to assign to the City
all rights, title, and interest in and to all causes of action it may have under Section 4 of the
Clayton Act (15 U.S.C. Section 15) or under the Cartwright Act (Chapter 2, commencing with
Section 16700, of Part 2 of Division 7 of the Business and Professions Code) arising from
purchases of goods, services, or materials pursuant to the Contract. This assignment shall be
made and become effective at the time the City tender final payment to Contractor, without
further acknowledgment by the Parties.
3.18.6 Notices. All notices hereunder and communications regarding
interpretation of the terms of the Contract or changes thereto shall be provided by the mailing
thereof by registered or certified mail, return receipt requested, postage prepaid and addressed
as follows:
CONTRACTOR:
CITY:
[***INSERT CONTRACTOR NAME AND ADDRESS***]
ATTN: [***INSERT CONTRACTOR REP. NAME AND TITLE***]
CITY OF PALM DESERT
73-510 FRED WARING DRIVE
PALM DESERT, CA 92260-2578
ATTN: Clayton von Helf
Any notice so given shall be considered received by the other Party three (3) days after deposit
in the U.S. Mail as stated above and addressed to the Party at the above address. Actual
notice shall be deemed adequate notice on the date actual notice occurred, regardless of the
method of service.
3.18.7 Time of Essence. Time is of the essence in the performance of this
Contract.
3.18.8 Assianment Forbidden. Contractor shall not, either voluntarily or by
action of law, assign or transfer this Contract or any obligation, right, title or interest assumed by
Contractor herein without the prior written consent of City. If Contractor attempts an assignment
or transfer of this Contract or any obligation, right, title or interest herein, City may, at its option,
terminate and revoke the Contract and shall thereupon be relieved from any and all obligations
to Contractor or its assignee or transferee.
3.18.9 No Third Partv Beneficiaries. There are no intended third party
beneficiaries of any right or obligation assumed by the Parties.
3.18.10 Laws: Venue. This Contract shall be interpreted in accordance with
the laws of the State of California. If any action is brought to interpret or enforce any term of this
Contract, the action shall be brought in a state or federal court situated in the County of
Riverside, State of California.
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3.18.11 Counterparts. This Contract may be executed in counterparts, each
of which shall constitute an original.
3.18.12 Successors. The Parties do for themselves, their heirs, executors,
administrators, successors, and assigns agree to the full performance of all of the provisions
contained in this Contract.
3.18.13 Solicitation. Contractor maintains and warrants that it has not
employed nor retained any company or person, other than a bona fide employee working solely
for Contractor, to solicit or secure this Contract. Further, Contractor warrants that it has not paid
nor has it agreed to pay any company or person, other than a bona fide employee working
solely for Contractor, any fee, commission, percentage, brokerage fee, gift or other
consideration contingent upon or resulting from the award or making of this Contract. For
breach or violation of this warranty, City shall have the right to terminate this Contract without
liability.
3.18A4 Conflict of Interest. Contractor maintains and warrants that it has not
employed nor retained any company or person, other than a bona fide employee working solely
for Contractor, to solicit or secure this Contract. Further, Contractor warrants that it has not paid
nor has it agreed to pay any company or person, other than a bona fide employee working
solely for Contractor, any fee, commission, percentage, brokerage fee, gift or other
consideration contingent upon or resulting from the award or making of this Contract. For
breach or violation of this warranty, City shall have the right to rescind this Contract without
liability. For the term of this Contract, no director, official, officer or employee of City, during the
term of his or her service with City, shall have any direct interest in this Contract, or obtain any
present or anticipated material benefit arising therefrom. In addition, Contractor agrees to file,
or to cause its employees or subcontractors to file, a Statement of Economic Interest with the
City's Filing Officer as required under state law in the performance of the Work.
3.18.15 Certification of License.
3.18.15.1 Contractor certifies that as of the date of execution of this
Contract, Contractor has a current contractor's license of the classification indicated below
under Contractor's signature.
3.18.15.2 Contractors are required by law to be licensed and regulated
by the Contractors' State License Board which has jurisdiction to investigate complaints against
contractors if a complaint regarding a patent act or omission is filed within four (4) years of the
date of the alleged violation. A complaint regarding a latent act or omission pertaining to
structural defects must be filed within ten (10) years of the date of the alleged violation. Any
questions concerning a contractor may be referred to the Registrar, Contractors' State License
Board, P.O. Box 26000, Sacramento, California 95826.
3.18.16 Authoritv to Enter Contract. Each Party warrants that the individuals
who have signed this Contract have the legal power, right and authority to make this Contract
and bind each respective Party.
3.18.17 Entire Contract; Modification.
agreement of the Parties with respect to the subject matte
negotiations, understandings or agreements. This Contract
signed by both Parties.
24
72500.00001 \3204585& 1
r
This Contract contains the entire
hereof, and supersedes all prior
may only be modified by a writing
Contract No. C37960B
3.18.18 Non -Waiver. None of the provisions of this Contract shall be
considered waived by either party, unless such waiver is specifically specified in writing.
3.18.19 Citv's Riaht to Emr)lov Other Contractors. City reserves right to
employ other contractors in connection with this Project or other projects.
[Signatures on Next Page]
25
72500.00001 \32045856.1
Contract No. C37960B
SIGNATURE PAGE FOR CONSTRUCTION CONTRACT
BETWEEN THE CITY OF PALM DESERT
AND [***INSERT CONTRACTOR NAME***]
IN WITNESS WHEREOF, the Parties have entered into this Contract as of the
[`"*INSERT DAY***] day of [***INSERT MONTH***], [***INSERT YEAR***].
CITY OF PALM DESERT [***INSERT NAME OF CONTRACTOR]
[IF CORPORATION, TWO SIGNATURES,
PRESIDENT OR VICE PRESIDENT AND
By: SECRETARY OR TREASURER REQUIRED]
[INSERT NAME]
[INSERT TITLE]
By:
ATTEST:
By:
City Clerk
Its:
Printed Name:
Contractor's License Number and
Classification
APPROVED AS TO FORM: DIR Registration Number
By:
Best Best & Krieger LLP
City Attorney
26
72500.00001 \32045856.1
EXHIBIT "A"
SERVICES/SCHEDULE
r--INSERT SCOPE OF SERVICES/SCHEDULE-']
EXHIBIT "B"
PLANS
[***INSERT ALL PLANS'-]
EXHIBIT "C"
SPECIAL CONDITIONS
ARTICLE 1. BONDS
Concurrently with this Contract, the Contractor shall deliver to the City four identical
counterparts of the Performance Bond and Payment Bond on the forms supplied by the City and
included as Exhibit "D" to the Contract. The surety supplying the bond must be an admitted
surety insurer, as defined in Code of Civil Procedure Section 995.120, authorized to do
business as such in the State of California and satisfactory to the City. The Performance Bond
and the Payment Bond shall be for one hundred percent (100%) of the Total Contract Price.
[***INSERT ADDITIONAL SPECIAL CONDITIONS USING ABOVE FORMAT***]
EXHIBIT "D"
PAYMENT AND PERFORMANCE BONDS
Contract No. C37960B
PERFORMANCE BOND
KNOW ALL PERSONS BY THESE PRESENTS:
THAT WHEREAS, the City of Palm Desert (hereinafter referred to as "City") has
awarded to , (hereinafter referred to as the "Contractor")
an agreement for
(hereinafter referred to as the "Project").
WHEREAS, the work to be performed by the Contractor is more particularly set forth in
the Contract Documents for the Project dated , (hereinafter referred to as
"Contract Documents"), the terms and conditions of which are expressly incorporated herein by
reference; and
WHEREAS, the Contractor is required by said Contract Documents to perform the terms
thereof and to furnish a bond for the faithful performance of said Contract Documents.
NOW, THEREFORE, we, the undersigned Contractor and
as Surety, a corporation organized and
duly authorized to transact business under the laws of the State of California, are held and firmly
bound unto the City in the sum of DOLLARS,
($ ), said sum being not less than one hundred percent (100%) of the total
amount of the Contract, for which amount well and truly to be made, we bind ourselves, our
heirs, executors and administrators, successors and assigns, jointly and severally, firmly by
these presents.
THE CONDITION OF THIS OBLIGATION IS SUCH, that, if the Contractor, his or its
heirs, executors, administrators, successors or assigns, shall in all things stand to and abide by,
and well and truly keep and perform the covenants, conditions and agreements in the Contract
Documents and any alteration thereof made as therein provided, on its part, to be kept and
performed at the time and in the manner therein specified, and in all respects according to their
intent and meaning; and shall faithfully fulfill all obligations including the one-year guarantee of
all materials and workmanship; and shall indemnify and save harmless the City, its officers and
agents, as stipulated in said Contract Documents, then this obligation shall become null and
void; otherwise it shall be and remain in full force and effect.
As a condition precedent to the satisfactory completion of the Contract Documents,
unless otherwise provided for in the Contract Documents, the above obligation shall hold good
for a period of one (1) year after the acceptance of the work by City, during which time if
Contractor shall fail to make full, complete, and satisfactory repair and replacements and totally
protect the City from loss or damage resulting from or caused by defective materials or faulty
workmanship, Surety shall undertake and faithfully fulfill all such obligations. The obligations of
Surety hereunder shall continue so long as any obligation of Contractor remains. Nothing herein
shall limit the City's rights or the Contractor or Surety's obligations under the Contract, law or
equity, including, but not limited to, California Code of Civil Procedure section 337.15.
Whenever Contractor shall be, and is declared by the City to be, in default under the
Contract Documents, the Surety shall remedy the default pursuant to the Contract Documents,
or shall promptly, at the City's option:
(1) Take over and complete the Project in accordance with all terms and conditions
in the Contract Documents; or
Exhibit D-31
72500.00001 \32045856.1
Contract No. C37960B
(2) Obtain a bid or bids for completing the Project in accordance with all terms and
conditions in the Contract Documents and upon determination by Surety of the
lowest responsive and responsible bidder, arrange for a Contract between such
bidder, the Surety and the City, and make available as work progresses sufficient
funds to pay the cost of completion of the Project, less the balance of the
contract price, including other costs and damages for which Surety may be liable.
The term "balance of the contract price" as used in this paragraph shall mean the
total amount payable to Contractor by the City under the Contract and any
modification thereto, less any amount previously paid by the City to the
Contractor and any other set offs pursuant to the Contract Documents.
(3) Permit the City to complete the Project in any manner consistent with local,
California and federal law and make available as work progresses sufficient
funds to pay the cost of completion of the Project, less the balance of the
contract price, including other costs and damages for which Surety may be liable.
The term "balance of the contract price" as used in this paragraph shall mean the
total amount payable to Contractor by the City under the Contract and any
modification thereto, less any amount previously paid by the City to the
Contractor and any other set offs pursuant to the Contract Documents.
Surety expressly agrees that the City may reject any contractor or subcontractor which
may be proposed by Surety in fulfillment of its obligations in the event of default by the
Contractor.
Surety shall not utilize Contractor in completing the Project nor shall Surety accept a bid
from Contractor for completion of the Project if the City, when declaring the Contractor in
default, notifies Surety of the City's objection to Contractor's further participation in the
completion of the Project.
The Surety, for value received, hereby stipulates and agrees that no change, extension
of time, alteration or addition to the terms of the Contract Documents or to the Project to be
performed thereunder shall in any way affect its obligations on this bond, and it does hereby
waive notice of any such change, extension of time, alteration or addition to the terms of the
Contract Documents or to the Project, including but not limited to the provisions of sections
2819 and 2845 of the California Civil Code.
Exhibit D-32
72500.00001 \32045856.1
Contract No. C37960B
IN WITNESS WHEREOF, we have hereunto set our hands and seals this day of
, 20_).
(Corporate Seal)
(Corporate Seal)
Contractor/ Principal
A --
Title
Surety
Attorney -in -Fact
Signatures of those signing for the Contractor and Surety must be notarized and evidence of
corporate authority attached.
(Attach Attorney -in -Fact Certificate) Title
The rate of premium on this bond is per thousand. The total amount of premium
charges, $
(The above must be filled in by corporate attorney.)
THIS IS A REQUIRED FORM
Any claims under this bond may be addressed to:
(Name and Address of Surety)
(Name and Address of Agent or
Representative for service of
process in California, if different
from above)
(Telephone number of Surety and
Agent or Representative for
service of process in California)
NOTE: A copy of the Power -of -Attorney authorizing the person signing on behalf of the Surety to do so must be attached hereto.
Exhibit D-33
72500.00001 \32045856.1
Notary Acknowledgment
A notary public or other officer completing this
certificate verifies only the identity of the individual
who signed the document to which this certificate is
attached, and not the truthfulness, accuracy, or
validity of that document.
STATE OF CALIFORNIA
COUNTY OF
On
personally
appeared
20_, before me,
Contract No. C37960B
Notary Public,
, who proved to me on the basis of satisfactory
evidence to be the person(s) whose name(s) is/are subscribed to the within instrument and acknowledged to
me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their
signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed
the instrument.
I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph
is true and correct.
Signature of Notary Public
WITNESS my hand and official seal.
OPTIONAL
Though the information below is not required by law, it may prove valuable to persons relying on the
document
and could prevent fraudulent removal and reattachment of this form to another document.
CAPACITY CLAIMED BY SIGNER
❑ Individual
❑ Corporate Officer
Title(s)
❑ Partner(s) ❑ Limited
❑ General
❑ Attorney -In -Fact
❑ Trustee(s)
❑ Guardian/Conservator
❑ Other:
Signer is representing:
Name Of Person(s) Or Entity(ies)
DESCRIPTION OF ATTACHED DOCUMENT
Title or Type of Document
Number of Pages
Date of Document
Signer(s) Other Than Named Above
NOTE: This acknowledgment is to be completed for Contractor/Principal.
Exhibit D-34
72500.00001 \32045856.1
Notary Acknowledgment
A notary public or other officer completing this
certificate verifies only the identity of the individual
who signed the document to which this certificate is
attached, and not the truthfulness, accuracy, or
validity of that document.
STATE OF CALIFORNIA
COUNTY OF
On
personally
appeared
20_, before me,
Contract No. C37960B
, Notary Public,
, who proved to me on the basis of satisfactory
evidence to be the person(s) whose name(s) is/are subscribed to the within instrument and acknowledged to
me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their
signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed
the instrument.
I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph
is true and correct.
Signature of Notary Public
WITNESS my hand and official seal.
OPTIONAL
Though the information below is not required by law, it may prove valuable to persons relying on the
document
and could prevent fraudulent removal and reattachment of this form to another document.
CAPACITY CLAIMED BY SIGNER
❑ Individual
❑ Corporate Officer
Title(s)
❑ Partner(s) ❑ Limited
❑ General
❑ Attorney -In -Fact
❑ Trustee(s)
❑ Guardian/Conservator
❑ Other:
Signer is representing:
Name Of Person(s) Or Entity(ies)
DESCRIPTION OF ATTACHED DOCUMENT
Title or Type of Document
Number of Pages
Date of Document
Signer(s) Other Than Named Above
NOTE: This acknowledgment is to be completed for the Attorney -in -Fact. The Power -of -
Attorney to local representatives of the bonding company must also be attached.
Exhibit D-35
72500.00001\32045856.1
Contract No. C37960B
PAYMENT BOND
KNOW ALL MEN BY THESE PRESENTS That
WHEREAS, the City of Palm Desert (hereinafter designated as the "City"), by action
taken or a resolution passed , 20 has awarded to
hereinafter designated as the "Principal," a contract for the work described as follows:
(the "Project"); and
WHEREAS, the work to be performed by the Principal is more particularly set forth in the
Contract Documents for the Project dated ("Contract Documents"), the
terms and conditions of which are expressly incorporated by reference; and
WHEREAS, said Principal is required to furnish a bond in connection with said contract;
providing that if said Principal or any of its Subcontractors shall fail to pay for any materials,
provisions, provender, equipment, or other supplies used in, upon, for or about the performance
of the work contracted to be done, or for any work or labor done thereon of any kind, or for
amounts due under the Unemployment Insurance Code or for any amounts required to be
deducted, withheld, and paid over to the Employment Development Department from the wages
of employees of said Principal and its Subcontractors with respect to such work or labor the
Surety on this bond will pay for the same to the extent hereinafter set forth.
NOW THEREFORE, we, the Principal and as Surety,
are held and firmly bound unto the City in the penal sum of
Dollars ($ ) lawful money of the United States of America,
for the payment of which sum well and truly to be made, we bind ourselves, our heirs,
executors, administrators, successors and assigns, jointly and severally, firmly by these
presents.
THE CONDITION OF THIS OBLIGATION IS SUCH that if said Principal, his or its
subcontractors, heirs, executors, administrators, successors or assigns, shall fail to pay any of
the persons named in Section 9100 of the Civil Code, fail to pay for any materials, provisions or
other supplies, used in, upon, for or about the performance of the work contracted to be done,
or for any work or labor thereon of any kind, or amounts due under the Unemployment
Insurance Code with respect to work or labor performed under the contract, or for any amounts
required to be deducted, withheld, and paid over to the Employment Development Department
or Franchise Tax Board from the wages of employees of the contractor and his subcontractors
pursuant to Section 18663 of the Revenue and Taxation Code, with respect to such work and
labor the Surety or Sureties will pay for the same, in an amount not exceeding the sum herein
above specified, and also, in case suit is brought upon this bond, all litigation expenses incurred
by City in such suit, including reasonable attorneys' fees, court costs, expert witness fees and
investigation expenses.
This bond shall inure to the benefit of any of the persons named in Section 9100 of the
Civil Code so as to give a right of action to such persons or their assigns in any suit brought
upon this bond.
It is further stipulated and agreed that the Surety on this bond shall not be exonerated or
released from the obligation of this bond by any change, extension of time for performance,
addition, alteration or modification in, to, or of any contract, plans, specifications, or agreement
pertaining or relating to any scheme or work of improvement herein above described, or
pertaining or relating to the furnishing of labor, materials, or equipment therefore, nor by any
change or modification of any terms of payment or extension of the time for any payment
Exhibit D-36
72500.00001 \32045856.1
Contract No. C37960B
pertaining or relating to any scheme or work of improvement herein above described, nor by any
rescission or attempted rescission of the contract, agreement or bond, nor by any conditions
precedent or subsequent in the bond attempting to limit the right of recovery of claimants
otherwise entitled to recover under any such contract or agreement or under the bond, nor by
any fraud practiced by any person other than the claimant seeking to recover on the bond and
that this bond be construed most strongly against the Surety and in favor of all persons for
whose benefit such bond is given, and under no circumstances shall Surety be released from
liability to those for whose benefit such bond has been given, by reason of any breach of
contract between the owner or City and original contractor or on the part of any obligee named
in such bond, but the sole conditions of recovery shall be that claimant is a person described in
Section 9100 of the Civil Code, and has not been paid the full amount of his claim and that
Surety does hereby waive notice of any such change, extension of time, addition, alteration or
modification herein mentioned and the provisions of sections 2819 and 2845 of the California
Civil Code.
IN WITNESS WHEREOF, we have hereunto set our hands and seals this day
of , 20_
(Corporate Seal)
Contractor/ Principal
(Corporate Seal)
By
Title
Surety
By
Attorney -in -Fact
Title
Signatures of those signing for the Contractor and Surety must be notarized and evidence of
corporate authority attached. A Power -of -Attorney authorizing the person signing on behalf of
the Surety to do so much be attached hereto.
NOTE: A copy of the Power -of -Attorney authorizing the person signing on behalf of the Surety
to do so must be attached hereto.
Exhibit D-37
72500.00001 \32045856.1
Notary Acknowledgment
A notary public or other officer completing this
certificate verifies only the identity of the individual
who signed the document to which this certificate is
attached, and not the truthfulness, accuracy, or
validity of that document.
STATE OF CALIFORNIA
COUNTY OF
On
personally
appeared
20_, before me,
Contract No. C37960B
Notary Public,
, who proved to me on the basis of satisfactory
evidence to be the person(s) whose name(s) is/are subscribed to the within instrument and acknowledged to
me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their
signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed
the instrument.
I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph
is true and correct.
Signature of Notary Public
WITNESS my hand and official seal.
OPTIONAL
Though the information below is not required by law, it may prove valuable to persons relying on the
document
and could prevent fraudulent removal and reattachment of this form to another document.
CAPACITY CLAIMED BY SIGNER
❑ Individual
❑ Corporate Officer
Title(s)
❑ Partner(s) ❑ Limited
❑ General
❑ Attorney -In -Fact
❑ Trustee(s)
❑ Guardian/Conservator
❑ Other:
Signer is representing:
Name Of Person(s) Or Entity(ies)
DESCRIPTION OF ATTACHED DOCUMENT
Title or Type of Document
Number of Pages
Date of Document
Signer(s) Other Than Named Above
NOTE: This acknowledgment is to be completed for Contractor/Principal.
Exhibit D-38
72500.00001\32045856.1
Notary Acknowledgment
A notary public or other officer completing this
certificate verifies only the identity of the individual
who signed the document to which this certificate is
attached, and not the truthfulness, accuracy, or
validity of that document.
STATE OF CALIFORNIA
COUNTY OF
On
personally
appeared
20_, before me,
Contract No. C37960B
Notary Public,
, who proved to me on the basis of satisfactory
evidence to be the person(s) whose name(s) is/are subscribed to the within instrument and acknowledged to
me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their
signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed
the instrument.
I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph
is true and correct.
Signature of Notary Public
WITNESS my hand and official seal.
OPTIONAL
Though the information below is not required by law, it may prove valuable to persons relying on the
document
and could prevent fraudulent removal and reattachment of this form to another document.
CAPACITY CLAIMED BY SIGNER
❑ Individual
❑ Corporate Officer
Title(s)
❑ Partner(s) ❑ Limited
❑ General
❑ Attorney -In -Fact
❑ Trustee(s)
❑ Guardian/Conservator
❑ Other:
Signer is representing:
Name Of Person(s) Or Entity(ies)
DESCRIPTION OF ATTACHED DOCUMENT
Title or Type of Document
Number of Pages
Date of Document
Signer(s) Other Than Named Above
NOTE: This acknowledgment is to be completed for the Attorney -in -Fact. The Power -of -
Attorney to local representatives of the bonding company must also be attached.
Exhibit D-39
72500 00001\32045856.1
EXHIBIT "E"
PROJECT SPECIFICATIONS
SECTION 27 41 16 AUDIO VIDEO SYSTEMS AND EQUIPMENT
Exhibit E
Project #IS71219 Council Chambers AV Remodel 2019
05/15/2019 City of Palm Desert, CA
SECTION 27 41 16
AUDIO VIDEO SYSTEMS AND EQUIPMENT
PART 1-GENERAL
1.01 SUMMARY
A. Contract Documents
1. The General and Special Conditions are hereby made a part of this Section.
Where requirements of this Section are at odds with requirements stated in any
Special or Supplementary Conditions, the more stringent requirements shall
apply.
2. The Contract Documents are complementary and are intended to include or
imply all items required for the proper execution and completion of the work. Any
item or work required by the Specification or other portion of the Contract
Documents, but not shown on the drawings, or shown on the drawings but not
described in the Specification, shall be provided and installed by the Contractor
as if shown or mentioned in both.
3. The Consultant may furnish additional instruction or clarification necessary for
the proper execution of the work. Instructions or clarifications shall be consistent
with the Contract Documents or agreed upon modifications thereof, and inferable
therefrom. In giving instruction or clarification, only the Contracting Officer shall
have the authority to make minor changes in the work that will not entail an
increase in the Contract price or time.
4. Copies of drawings and specifications regardless of how furnished are the
property of the Owner, and are not to be used on any other work or project. No
contract documents may be released for publication or to any other party without
the written consent of the Owner and Consultant.
B. Scope of Work
1. Work under this Contract includes the following spaces/systems:
a. Council Chambers
b. Council Chambers Lobby
c. Electrical/IT Room
d. AV Control Room
2. Refer to "Appendix A: AV Systems Functional Description" for a complete and
detailed description of the AN Systems and associated functional requirements.
3. Work under this Contract includes all labor, materials, tools and equipment,
transportation services, supervision, coordination, etc., necessary to complete
the installation of high -quality AN System, in excellent working order, as
described in these specifications and the associated drawings and in accordance
with good engineering practice, and to maintain the systems throughout the
Warranty period.
4. The systems defined herein shall be called "AN Systems" and shall include, but
are not limited to, the following major items:
AUDIO VIDEO SYSTEMS AND EQUIPMENT
2741 16 - 1
Project #IS71219
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City of Palm Desert, CA
a. Audio mixers, equalizers, amplifiers, program sources, digital recording
devices, microphones and other signal processing equipment;
b. Loudspeakers and loudspeaker mounting, aiming, rigging, and support
hardware;
c. Video switching, video over IP transmitters/receivers, video display
equipment, video conferencing systems, cameras, and other video playback
devices.
d. Audio Video and Control Network equipment;
e. Control equipment;
f. Equipment racks, cabinetry, and furniture;
g. System accessories;
h. Cable, connectors, adapters, plates, panels, transformers, and other
interface devices.
5. The Contract also includes:
a. Verification of dimensions and conditions at the job site.
b. Preparation of submittal information.
c. Installation in accordance with the contract documents, manufacturer's
recommendations, and all applicable code and legal requirements.
d. Initial tests and adjustments, written report, demonstration for approval, final
adjustments, and documentation.
e. Instruction of operating personnel; provision of manuals.
f. Maintenance services; Warranty.
6. Notwithstanding any detailed information in the Contract Documents, it is the
responsibility of the AN System Contractor to supply systems in full working
order, and of the Owner and AN System Contractor to meet all code
requirements for the installation of conduit and cable, respectively.
7. Notify the Consultant of any discrepancies in part numbers, sizes, or quantities
before proposal period closes. Failing to provide such notification, supply items,
sizes, and quantities according to the intent of the design as described in the
Specifications and Drawings, without claim for additional payment.
8. Supply accessories and minor equipment items needed for a complete and
properly functioning system, or where required to meet the specified
performance, even if not specifically mentioned herein or on the drawings,
without claim for additional payment.
9. Distribute AC power within all equipment racks and furniture supplied herein. As
required, provide all AC power cable, conduit, wireways, junction boxes, power
distribution units, and/or receptacles located in equipment racks or furniture
provided by the AN System Contractor. This shall also include any power
cabling from AN equipment racks or furniture to adjacent receptacles or junction
box(es) unless otherwise noted.
C. Products Supplied But Not Installed Under This Section
1. Certain equipment may be supplied but not installed or may be determined as
"installed by others" or "installed by owner." This may include but not be limited
to portable equipment and/or cables.
D. Products Installed But Not Supplied Under This Section
Certain equipment may be identified after the proposal is awarded as Owner
AUDIO VIDEO SYSTEMS AND EQUIPMENT
2741 16-2
Project #IS71219
05/15/2019
Council Chambers AV Remodel 2019
City of Palm Desert, CA
Furnished Equipment (OFE). Owner Furnished Equipment is presently part of the
Owner's system, or will be provided by the Owner, and will be delivered to
Contractor's off -site construction facility, delivered to the Contractor's on -site
secured storage area, or otherwise provided on site, as appropriate, for
incorporation into the system.
2. Inspect the OFE and notify the Owner promptly in writing of damage or defect
and the extent of repair and/or adjustment required to bring the OFE to original
specification. Service OFE only as directed by the Owner, under the
arrangements of a separate contract or agreement.
3. Incorporate OFE equipment into the system as if provided new, exempting any
warranty coverage. The Contractor shall not be responsible for the warranty of
OFE equipment unless specifically covered under a separate contract or
agreement.
4. The Contractor shall be responsible for the physical safety and care of any OFE
equipment while in their possession. Any damage or destruction of OFE
equipment while in the Contractor's custody shall be the responsibility of the
contractor to remedy without additional claim.
E. Governing Clause
For the sake of brevity these specifications omit phrases such as "Contractor
shall furnish and install," "unless otherwise noted or specified," etc.;
nevertheless, the requirements of the specifications are mandatory, and these
phrases shall be inferred. The mention of materials and operations implies the
Contractor shall furnish and install such materials and perform such operations to
the overall standards set by the Contract Documents. Exceptions are noted
herein or shown on the drawings.
2. In the event that a Consultant is not a participant in this project after award of
contract, all references to "Consultant" in this document shall be replaced with
"Owner."
F. Questions
Submit questions about the Drawings and Specification to the Consultant in
writing.
G. Related Requirements
1. None
1.02 REFERENCES
A. Abbreviations and Acronyms
1. None
B. Definitions
AN System: A set of specified individual components (audio, video, control, and
networking equipment as well as associated hardware and wiring) designed and
configured to operate and one comprehensive system for the conveyance of
audio/video content to an audience. AN Systems may include, but are not limited
to, the following major items:
AUDIO VIDEO SYSTEMS AND EQUIPMENT
2741 16-3
Project #IS71219
05/15/2019
Council Chambers AV Remodel 2019
City of Palm Desert, CA
a. Audio mixers, equalizers, amplifiers, program sources, digital recording
devices, microphones and other signal processing equipment;
b. Loudspeakers and loudspeaker mounting, aiming, rigging, and support
hardware;
c. Video switching, video over IP transmitters/receivers, video display
equipment, video conferencing systems, cameras, and other video playback
devices.
d. Network equipment;
e. Control equipment;
f. Equipment racks, cabinetry, and furniture;
g. System accessories;
h. Cable, connectors, adapters, plates, panels, transformers, and other
interface devices.
2. Owner: The designated responsible party with authority to make final decisions
on contract and technical issues as well as provide final acceptance of the AN
Systems. May also include designated representatives and/or subordinates as
part of a larger "Owner Team" such as End -users, Facility Managers, AN
Technology Managers, Building Committees, Purchasing Agents and/or Contract
Representatives.
a. City of Palm Desert, CA
3. Architect: The "Architect' referred to in this specification is the entity who has
been hired to design and specify the physical environment the AV systems is to
be installed within (e.g., the building, facility, room, and/or space). The architect
is generally responsible for hiring and managing the various entities that
constitute the design team (architects, engineers, consultants, etc.).
a. N/A
4. Consultant: The "Consultant' referred to in this specification is the entity who has
been hired to design and specify the AV System as well as work with other
design team members and well as contractors/trades to ensure proper
collaboration
a. K2, LLC
5. Contractor: The "Contractor" referred to in this specification is the AN Systems
Contractor selected by the Owner, through competitive proposal or negotiation,
to provide the AN systems described by this specification, and to whom a
contract has been awarded to do so.
6. Masculine Pronoun: In all cases where a masculine pronoun is used within these
specifications, the pronoun is used in the interest of simplicity of syntax, and the
reference shall be interpreted as genderless.
C. Reference Standards
The workmanship and installation of the audio video systems and equipment
shall adhere to industry best practices, AVIXA standards, and all national and
local codes.
2. The following documents, or the versions closest in time prior to the release of
this specification, shall form a part of this specification to the extent specified
herein. Where the requirements of these documents conflict with the instructions
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herein, the requirements of this specification shall govern
a. National Fire Protection Association (N.F.P.A.) National Electrical Code
(NEC).
b. Electronics Industry Association/Telecommunications Industry Association
(EIA)/TIA) Standards.
c. International Telecommunications Union (ITU) Standards.
d. Society of Motion Picture and Television Engineers (SMPTE) Standards.
e. Audio Engineering Society (AES) Standards.
f. American National Standards Institute (ANSI)
g. Building Seismic Safety Council (B.S.S.C.)
D. Other Reference Standards
1. Shields and Grounds: Safety, Power Mains, Studio, Cable and Equipment,
(special excerpt) The June 1995 issue of the Journal of the Audio Engineering
Society.
2. Grounding and Shielding Techniques in Instrumentation, by Ralph Morrison,
published by John Wiley and Sons, Inc.; 3rd edition (March, 1986) ISBN:
0471838055
3. Sound Reinforcement Handbook, by Gary Davis and Ralph Jones, published by
Hal Leonard Publishing Corporation; 2nd edition (March 1, 1990) ISBN:
0881889008
4. DOJ 28 CFR Part 36, Appendix A to Part 36 - Standards for Accessible Design:
Americans with Disabilities Act Accessibility Guidelines (ADAAG).
5. A Clean Audio Installation Guide, Allen H Burdick, Benchmark Media Systems,
Inc., (800) 262-4675, (available on the World Wide Web at
http://www.benchmarkmedia.com/);
6. Audio System Design and Installation, Phillip Giddings, Butterworth -Heinemann;
Reissue edition (July, 1990) ISBN: 0672226723
7. Sound System Engineering (2nd Edition), Don & Carolyn Davis, Focal Press; 2
edition (May 19, 1997) ISBN: 0240803051
1.03 ADMINISTRATIVE REQUIREMENTS
A. Coordination
Coordinate work with Owner personnel involved in this project, Consultant,
representatives and employees/subcontractors employed of/by Owner, including
electricians and the scheduled work of other trades.
2. Cooperate with all trades present on the project, so that lost time, work
stoppages, interference, and work inefficiencies do not occur.
3. Assure labor "harmony" among personnel and subcontractors, and with other
trades associated with construction, delivery, installation, and testing of the
facility.
4. Failures in coordination shall not be a reason for additional payment to correct
omissions or errors.
5. Coordinate the electrical and conduit requirements of this contract, and verify that
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all power, conduit, non -specialty boxes required for this contract is in the
General/Electrical Contractor's scope of work. If there is a discrepancy between
this contract and the Electrician's scope of work, notify the Owner and the
Consultant, and request clarification or modification of the Contracts to achieve
coordination.
a. Any discrepancy does not relieve the AN System Contractor from
responsibility for a complete working system, and coordination with the
electricians and representatives of the Owner in the course of his or her
installation is required to achieve a correct conduit system.
b. It is the Contractor's responsibility to verify that all conduits, junction boxes,
raceways, and back boxes will be of the proper size and type to meet the
project requirements.
B. Pre -installation Meetings
1. Meet with the Owner on the site and reach a written understanding regarding
project conditions outside the AN Systems Contractor's scope of work which will
impact the timely completion of this contract.
2. Items that must be coordinated include a schedule of access to equipment room
and other areas where access will be required; security of the equipment room;
secure storage for equipment and tools on site; cleanliness of the equipment
room including both trash and dust; HVAC for the equipment room; technical
power in the equipment room and other required locations; conduit and junction
box completion; any wire pulling needed for this contract but not provided by the
AN Systems Contractor; any and all job site conditions that may impact the
timely completion of this contract or its conclusion in excellent condition; and any
and all other work that must be provided by others that is required for the timely
completion of this contract or its conclusion in excellent condition.
3. Develop an agreed timeline for all the above items, showing the last acceptable
completion date for each item, and signed by the Owner and the representative
of the AN Systems Contractor.
4. The Electrical Contractor for this project (if required) will be the in-house
electricians or other subcontractor designated by the Owner or the Owner's
Representative. The Contractor shall meet with the Owner's designated
electrician and present them with a copy of the signed and approved timeline.
Discuss the electrical issues on the timeline and make sure the time
requirements are understood by the General Contractor, Electrical Contractor,
and Owner.
5. Meet with any other contractor whose work will impact the performance of this
contract, and coordinate as outlined above.
C. Sequencing
1. As required, sequence work with the Owner and all trades present on the project.
2. Notify the Owner and/or Owner's Representative immediately of any issues of
sequencing so that lost time, work stoppages, interference, and work
inefficiencies do not occur.
D. Scheduling
1. Coordinate and schedule all on -site activities with the Owner.
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2. AN System Contractor shall work and complete all on -site tasks in accordance
with the access to the site provided by the Owner.
1.04 SUBMITTALS
A. General
1. Submit AN System product information, shop drawings, and samples to the
Consultant for review. Begin submittals not later than ten (10) days after the date
of Contract execution; failure to comply with this requirement shall be cause for
cancellation of the contract, on the basis the selected Contractor does not have
the ability or intention to comply with the specifications or schedule. Submit
product data binders and submittal drawing information in not more than three
submittals. If any submittal drawings are rejected, correct and resubmit within five
(5) working days.
2. Obtain approval prior to ordering material or fabrication. Ordering, receipt, or
assembly of any equipment before approval is done entirely at the risk of the
Contractor, and any rework required is not a valid cause for delay to the project
or additional cost to the Owner.
B. Product Data
Product data submittals to be submitted for review according to general project
requirements. The Contractor shall utilize the project information management
system (PIM). If hard copies are required, see specific submittal requirements
below. The Contractor shall verify the project requirements before providing
product data submittals for review.
2. Provide product data submittal as a single submittal for review.
a. Provide product data submittal for Consultant review organized with logical
and consistent formatting such as font choice, font size, margins, page
headers and footers showing project, spec section, date, page numbering,
etc.
b. Provide title sheet with Project Name, Owner, Specification Section, Date of
Submittal, AV Contractor contact information, and any other pertinent project
information.
c. Provide a table of contents (TOC) outlining major sections as noted below.
Include operable bookmarks and page numbers for major sections.
d. Provide clear section labels and page breaks for each major section such
that it is clear when one section ends and another starts.
e. Organize product data submittal into the following six (6) major sections.
f. Section I
1. Provide a complete bill of materials (BOM) in spreadsheet format of all
major and minor products, hardware, and materials to be provided.
Logically group according to specification format —as provided in
appendix/appendices. Include any additional or ancillary items not
shown in specification required for a complete and working system.
2. See "Appendix Z: FORMATTING REQUIREMENTS FOR
SUBMITTALS" for layout and formatting requirements.
g. Section II
1. Provide the manufacturer's product data sheet or specification sheet for
all equipment and materials contained in this specification.
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2. Organize and present the manufacturers' product data sheets as
provided in Section One BOM order. Full line catalogs, short form
catalogs, user manuals, web prints, product pictures with little or no
technical data, and unreadable photocopies are not acceptable.
3. Remove extraneous and/or blank pages with no useful information.
4. Remove any repeated information in non-English languages.
5. If no specification sheet is available, excerpts from larger manufacturer
information documents are acceptable. Adhere to the guidelines
outlined above. Keep information provided relevant to pertinent
technical data only and as brief as possible.
Section III
1. Provide in spreadsheet format proposed project install cables and
associated connectors. Provide the make, model, and the specific use
conditions applicable to each cable type and associated connector.
Provide ONLY the cables and connectors to be used for the project.
"Typical" or "Standard" cable types and connectors shall be rejected and
required for resubmission.
2. See "Appendix Z: FORMATTING REQUIREMENTS FOR
SUBMITTALS" for layout and formatting requirements.
3. Provide the manufacturer's product literature for all cables and
connectors.
4. Organize and present the manufacturers' product data sheets as
provided in Section Three project cable types and connectors
spreadsheet order. Full line catalogs, short form catalogs, user manuals,
web prints, product pictures with little or no technical data, and
unreadable photocopies are not acceptable.
5. Remove extraneous and/or blank pages with no useful information.
6. Remove any repeated information in non-English languages.
7. If no specification sheet is available, excerpts from larger manufacturer
information documents are acceptable. Adhere to the guidelines
outlined above. Keep information provided relevant to pertinent
technical data only and as brief as possible.
8. Specifically note any proposed substitutions. NOTE: Submittal of
proposed substitution does not guarantee acceptance by Consultant. All
substitutions are subject to approval. Ordering, receipt, or installation of
any cabling prior to approval is done entirely at the risk of the
Contractor. Any rework, removable, and or re -installation required is not
a valid cause for delay to the project or additional cost to the Owner.
Section IV
1. Provide the manufacturer's product literature for any products which are
proposed substitutes to the equipment contained in this specification.
Full line catalogs, short form catalogs, user manuals, product pictures
with little or no technical data, and unreadable photocopies are not
acceptable. NOTE: Submittal of proposed substitution does not
guarantee acceptance by Consultant. All substitutions are subject to
approval and ordering, receipt, or installation of any equipment prior to
approval is done entirely at the risk of the Contractor. Any rework,
removable, and or re -installation required is not a valid cause for delay
to the project or additional cost to the Owner.
2. Remove extraneous and/or blank pages with no useful information.
3. Remove any repeated information in non-English languages.
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4. If no specification sheet is available, excerpts from larger manufacturer
documents are acceptable. Adhere to guidelines outlined above and
keep information provided relevant to pertinent technical data only and
as brief as possible.
Section V
1. Provide a list showing coordination of selected frequencies for all
wireless microphone systems. When multiple frequency block is
available from a manufacturer, note the manufacturer's recommended
block selection based on RF frequency coordination with TV channels
and/or other local interference.
Section VI
1. Provide a schedule of finishes indicating proposed materials and color
selections for all custom or exposed items subject to Owner's selection
and approval not explicitly noted in the BOM.
3. Electronic Submittal Requirements
a. Submit one (1) portable document format (.PDF) file organized as outlined
above.
b. Provide operable bookmarks for major sections outlined above.
4. Hard Copy Submittal Requirements (only if required)
a. Submit three (3) copies organized as outlined above.
b. Utilize three-ring binders not exceeding 3" spine size, with clear vinyl
pockets on cover and spine.
c. Provide title sheets for cover and spine identifying the project and the
system, room, or area covered by the submittal.
d. Print title sheets in ink (pen plotter, inkjet or laser printer) on heavy paper
sized to fill the entire pocket.
e. Provide tabbed dividers for major sections outlined above.
C. Shop Drawings
Shop drawings to be submitted for review according to general project
requirements: project information management system (PIM) or hardcopy. AV
Contractor to verify project requirements before providing shop drawings
submittals for review.
2. Minimum drawing sheet size: 24" x 36" (Arch D).
3. Execute drawings at an appropriate scale, but not smaller than 1/8" = 1'-0",
utilizing architectural scale factors exclusively.
4. Title, number, and note the scale on each drawing.
5. Submit one (1) electronic reproducible set (portable document format .PDF) and
three (3) paper sets of drawings (only paper sets IF REQUIRED).
6. Submittal drawings shall contain sufficient information to describe the work to be
performed, or the item to be manufactured, and to thoroughly and completely
guide installers, technicians, and manufacturers in the assembly of the system
element.
7. Drawings shall include but not necessarily be limited to the following:
a. Cover Sheet
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1. Provide a cover sheet that includes general project information, drawing
release, date, project engineer (and/or draftsperson), sheet index, and
AV Contractor contact information.
b. Legend and General Notes
1. Provide a legend and general notes clearly showing symbols and other
abbreviations used. Include details clearly showing and dimensioning
cable preparation details for each cable and connector utilized in the
system.
2. Provide a complete labeling approach, including the proposed
lettering/numbering scheme and data format that cable log will be
supplied in. Include representative equipment labeling sizes, styles, and
numbering.
a) Follow AVIXA F501.01:2015 Cable Labeling for Audiovisual
Systems standard.
3. Provide a schedule (table) clearly showing the installed cable types and
connectors to be used for the project. Provide information related to the
make, model, plenum/non-plenum, and field conditions under each
cable is to be specifically used.
a) Show ONLY the cables and connectors to be actually supplied and
utilized on the project. Tables that are the "Typical" or "Standard"
cable and connector types by the AV Contractor shall be rejected
and shall be required for resubmission.
c. Floor Plans and Reflected Ceiling Plans
1. Provide architecturally scaled floor plans and reflected ceiling plans that
show the location of all AV equipment, racks, consoles, millwork, etc.
Include device names and pertinent installation details.
d. Sections and Elevations
1. Provide architecturally scaled sections and elevations that show the
location of all AV equipment, racks, consoles, millwork, etc. Include
device names and pertinent installation details.
2. Include detailed drawings of loudspeaker installation, showing the
location, orientation, and support and aiming system for each case.
Verify load ratings of all hanging components including attachment
hardware.
3. Include detailed drawings of video equipment installation (e.g.,
projection screens, video projector mounting, LCD television mounting,
etc.), showing the location, orientation, and support system for each
case. Verify load ratings of all hanging/installation components including
attachment hardware.
e. Wiring diagrams
1. Provide complete, detailed wiring diagrams for all systems, based on the
contract drawings, but with the addition of:
a) Cable types, identification, and color codes
b) Cable numbers (as detailed above).
c) Details of connections, both at equipment and between equipment
racks and furniture and wiring in the building
d) Application of connector models and types
e) Comply with AES, ANSI, IEC, and ISO recommendations and
standards.
f) Schematic drawings of any custom circuitry or equipment
modifications, including connector pinouts and component part lists.
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f. Patch Panels and Custom Plates and Panels
1. Provide shop drawings of actual machine shop drawings since plates
and panels are to be fabricated exactly as shown on the submittal
drawings. If discrepancies are discovered by the Contractor due to
errors or modification of a manufactured product, these must be called
to the attention of the Consultant and propose their resolution on the
Submittal Drawings.
2. Engraving details and requirements for patch panel and rack labels.
3. Finishes/Colors
g. Rack Elevations
1. Provide vertical elevation drawings for all equipment racks regardless of
size showing all major equipment, shelves, drawers, vents, and other
rack mount hardware.
2. Provide dimensions, wire routing, cabling, and support details, AC
power outlet and ground buss locations, location of transformers, relays,
accessories, etc.
h. Consoles, Enclosures, Tables, and Supports
1. Provide detailed construction drawings of cabinetwork and metalwork,
including materials, finishes, adhesives, and fasteners.
8. References may be made in specification paragraphs to a requirement for
submittal drawings for that particular item. Such references do not define the only
items requiring submittal drawings.
9. Do not consider the Consultant's review of submittals to be exhaustive or
complete in every detail. Approval of shop drawings and submittals indicates only
the acceptance of the manufacturer, model, materials, general design or method
of construction, and quality.
10. Requirements, arrangements, quantities, and installation must comply with the
contract documents unless specifically approved to the contrary. Submittal
approval does not relieve the Contractor of responsibility for errors in dimensions,
details, sizes, fit, etc., or for coordinating items with actual building conditions and
dimensions.
11. Submittals which, in the Consultant's opinion, are incomplete, deviate
significantly from the requirements of the Contract Documents, or contain
numerous errors, will be rejected and returned without review for rework and
resubmittal.
D. Samples
Provide product samples as required herein or as requested by Consultant,
Architect, or Owner.
2. Submit electronic copies of any custom programming including source code.
Include printed copies of all control screens, wiring pages, etc.
E. Delegated Design Submittals
Include delegated design submittals for any systems or sub -systems that are not
specifically designed by the AN contractor but are required for review and
approval. For example, this might include:
a. Manufacturer designs for induction loop hearing assist systems
b. Loudspeaker System or Room EASE (or other acoustic) models
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c. Structural engineering designs for loudspeaker hanging hardware
F. Test and Evaluation Reports
Shop Testing
a. AN equipment racks shall be populated, wired, and tested to the fullest
extent possible in the Contractor's shop prior to shipping to the job site.
b. When applicable, measure, and record the DC resistance between the racks
ground bus bar and the chassis of all rack -mounted components. Also
measure and record the DC resistance between the rack ground bus bar and
the signal common for all components.
2. Field Testing
a. Before delivery of equipment to the job site, submit any test reports for all
measurements specified under Shop Testing above.
b. Before delivery to the job site, submit photographs depicting the quality of
wiring and grounding within equipment racks.
c. Immediately after installation, submit photographs showing cable entries and
terminations within equipment racks, enclosures and pedestals at the job
site.
d. All loudspeakers and loudspeaker assemblies shall be tested by the
Contractor in the Contractor's shop before delivery to the site.
e. Make all equipment including loudspeakers available for testing by the
Consultant on the site before installation
G. Questions
Submit questions about the Drawings and Specification to the Consultant in
writing.
1.05 CLOSEOUT SUBMITTALS
A, Maintenance Contracts
Provide in writing any maintenance contracts included in the project.
B. Operation and Maintenance Data
Prepare Operation and Maintenance manuals as outlined below. Directly submit
one (1) PDF copy of each manual to the Consultant for review at least ten days
prior to acceptance testing. After review, make corrections and additions required
by the Consultant. After approval, deliver two (2) approved printed copies of the
System Reference Manual to the Owner unless otherwise directed by the
General Project Requirements or the Owner or the Owner's Representative.
a. Assume the intended reader of the manual to be technically inexperienced
and unfamiliar with the facility.
b. Utilize three-ring binders not exceeding 3" spine size, with full-size clear vinyl
pockets on front cover and spine.
c. Provide title sheets for both cover and spine identifying the project and the
system, room, or area covered by that manual; title sheets shall be printed in
ink on heavy paper and fill the entire cover or spine pocket.
d. Divide the manual into two or more binders
1. Part I shall consist of the Systems Reference Manual
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2. Part II shall consist of the Maintenance Manual(s)
3. Part III shall consist of the Warranty Reference
4. The first section of each binder shall be a Table of Contents
5. Provide tabular dividers on heavy paper with permanent laser printed
legends for the sections identified below.
6. Correct and update the System Reference and Maintenance Manuals, if
necessary, according to the Consultant's instructions after acceptance
testing.
7. Provide DVD or CD-ROM (unless otherwise requested by the Owner)
copies of any training sessions for later review by the operators and
maintenance staff
2. System Reference Manual (Part 1)
a. System Description
1. Provide a typed description of each system including key features and
operational concepts (e.g., remote control features, switching or routing
functions, patch points, mixing and linking capabilities).
b. System Operation and Instructions
1. Provide a "quick set-up" instructions (per space or system) oriented at
inexperienced users under time pressure.
2. Provide a "typical procedures" instructions (per space or system) for the
operation of the equipment.
3. Provide a "complete procedures" for the operation of the equipment as a
system, organized by subsystem or activity.
c. Equipment Settings
1. Provide a list of the settings of all semi -fixed controls, as finalized after
Acceptance Testing. When these settings are in a software format,
include software files with settings saved on them. Indicate the name of
the product that the file is associated with and all file names on a label
physically attached to all software provided.
d. As -Built Drawings
1. Include corrected (as -built) wiring diagrams of each major subsystem,
including plans showing locations and circuit numbers for all system
outlets and receptacles, mounting and other pertinent details of the
system installation, based on the contract drawings, at a reduced scale
easy to handle but fully legible. Normal maximum drawing size: 24" x
36". Provide one additional full-size bound set separately, as well as one
electronic set in portable document format (.PDF) format for Owner and
Consultant.
2. Provide an additional set of reduced -size drawings placed in a pocket
folder attached to the equipment rack for convenient future reference.
e. Manufacturers' Operation Manuals
1. Provide manufacturer's instruction manuals for all items of equipment,
incorporating manufacturer's warranty statements. Provide printed
original manuals, not photocopies, unless more copies of a manual are
required than the number of units in the total system. For custom circuits
or modifications, provide a thorough description of the purpose, function,
specifications, and operation.
f. Other Data
1. Provide any other pertinent data generated during the project or
required for future service.
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3. Maintenance Manual (Part II)
a. Contractor's Warranty
1. Include a clear statement of the terms and period of the Contractor's
warranty; Contractor's service department phone and facsimile
number(s) and hours; maintenance schedule; description of products
recommended or provided for maintenance purposes; and instructions
for the proper use of maintenance products.
b. Equipment List
1. Provide a comprehensive list of all equipment by subsystem, tabulating
the manufacturer, model, serial number, physical location, and wiring
diagram drawing number and code.
c. Manufacturers' service manuals
1. Provide manufacturers' service manuals for all major equipment items.
For custom circuits or modifications, provide a thorough description of
the purpose, function, specifications, and operation.
d. Performance Test Reports
1. Include a copy system startup test report generated meeting the
requirements outlined in Section 3 of this Specification, and test results
generated during Commissioning of the system.
e. Maintenance Schedule
1. Provide a recommended preventative maintenance schedule with
reference to the applicable pages in the manufacturer's maintenance
manuals. Where inadequate information is provided by the
manufacturer, provide the information necessary for proper
maintenance.
4. Warranty Documentation (Part III)
a. Contractor's Warranty
1. Include a clear statement of the terms and period of the Contractor's
warranty; Contractor's service department phone and facsimile
number(s) and hours; maintenance schedule; description of products
recommended or provided for maintenance purposes; and instructions
for the proper use of maintenance products.
b. Manufacturers' Warranty
1. Provide a list of the various manufacturer's warranties for all the major
equipment.
C. Record Documentation
1. Keep a complete set of documents - contract and approved submittal - on the
job, note any changes made during installation.
2. Provide a corrected set of as -built shop drawings in PDF format showing the
work as installed, with input and output levels noted, for review and inclusion in
the Closeout Submittals.
D. Software
1. Provide a properly licensed working copy of the latest version of any and all
contractor -provided software required to operate or configure the systems
specified herein shall be a part of.the system supplied. This includes, but is not
limited to, all software, firmware and hardware required for configuration,
adjustment, diagnosis and repair.
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2. Software shall be fully documented, and that documentation shall be included.
3. The Owner shall retain ownership of all software. This includes both out of the
box software and custom scripting and control software as well as the associated
source code.
4. Software shall be included in its "installable" state on industry standard CD-ROM,
USB flash drive, or another appropriate format. Back-up of the working software
may be provided as an additional inclusion. Disk images are unacceptable.
E. Logins and Passwords
Provide any logins and password required for the operation, maintenance, or
modification of the AV Systems. This includes, but is not limited to, both
hardware as well as software.
a. Audio DSP
b. Control Systems
c. Network Switches and Wireless Access Points
d. Configuration and Maintenance Computers
e. Touch Panel PIN numbers.
f. Any other password protected equipment.
1.06 MAINTENANCE MATERIAL SUBMITTALS
A. Spare Parts
The specification may list extra quantities over and above those needed for the
installation. Such extra quantities are intended as Owner's on -site spares and are
to be turned over to the owner during the training session. Spares may include
fuses, lamps, power supplies, hard drives (pre -loaded with all software), rack
screws, connectors, phoenix connectors, etc.
B. Keys
1. Submit in triplicate all keys required for access to, and operation of, the systems.
C. Tools
The specification may list tools that are to be provided and turned over to the
owner during the training session. Tools may include crimpers (both ratchets and
dies), adjustment tools, extraction tools, etc.
a. Provide manufacturer's storage case if applicable.
1.07 QUALITY ASSURANCE
A. Qualifications
1. The AN system described in the Specification is a complex system requiring the
services of a trained and experienced specialty contractor with the resources to
carry out the project in a timely and professional manner.
2. AN Contractor shall be a member of the AVIXA AV Provider of Excellence
Program (APEx) or equivalent AV industry quality program.
3. AN Integrator's project team members shall be recognized by the AVIXA
certification process, and the team shall possess certifications by percentage of
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team members.
a. Engineers required CTS-D 30% or a minimum of one (1), CTS 70%
b. Supervisors required CTS-1 30% or a minimum of one (1), CTS 70%
c. Technicians and other installers CTS-1 10% or a minimum of one (1), CTS
40%, AVIXA Recognized AV Technologist 50%.
d. No technical staff may be without at least the AVIXA Recognized AV
technologist certificate or equivalent independent qualification
4. Unless specifically pre -qualified for the project (see Part 3.1), the AN Contractor
shall demonstrate previous experience in the engineering and installation of AN
systems for similar projects and provide the following information with their
proposal.
a. AV project team resumes.
b. AV project team industry qualifications and certificates.
c. AV project team organizational chart
d. Corporate AV industry membership certificates.
e. Five (5) project references with telephone and e-mail contact information for
past completed projects of a similar nature. This shall include both
examples of previous work through photographs and example submittals.
f. Sample shop drawings —schematic and layout
g. Sample photographs from past projects including front and rear rack
assemblies.
h. Details of the AN Contractor's workshop(s).
i. List of the AN Contractor's workshop tools and test equipment.
B. Continuity of Supervision
The Contractor shall maintain the same individual in charge of work for the full
duration of the project unless illness, loss of personnel, or other circumstances
beyond the control of the Contractor intervene.
C. Certifications
1. As required, all certifications shall be current, and the organization or
individual(s) shall be in good standing with the certifying entity.
D. Regulatory Requirements.
1. Obtain all permits necessary for the execution of any work pertaining to the
installation or operation of any system equipment by the Owner. Comply with
applicable federal, state, and local labor and union regulations.
2. Execute all work in accordance with the National Electrical Code, the National
Electrical Safety Code, the Life Safety Code, and all applicable federal, state,
and local codes, laws, ordinances, regulations, and requirements including, but
not limited to, those of OSHA, EEOC, ATBCB, ADA, ANSI, UL, and the FCC. If a
conflict exists between the contract documents and any code or regulation and is
reported to the Consultant sufficiently before proposal opening, the Consultant
will prepare the clarification required. Where a conflict is reported after the
contract is awarded, propose a resolution of the conflict and, upon approval of
the change, install the work
E. Construction Observation
The failure of the Consultant or another representative of The Architect or Owner
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to condemn any defective work or material shall not release the Contractor from
the obligation to at once tear out, remove, and replace the same at any time prior
to final acceptance upon discovery of said defective work or material.
F. Safety
Site Safety and Personal Protection Equipment
a. Contractor shall adhere to all site safety requirements as directed by the
Owner, Owner's Representative, Building or Site Supervisor including, but
not limited to general project safety training and/or site -specific training for
possible contact with chemical, radiological, physical, electrical, mechanical,
or other workplace hazards.
b. Contractor shall adhere to all PPE (personal protective equipment)
requirements.
c. These requirements shall include, but not be limited to, any personnel
assigned to the project that may perform work onsite including project
engineers, project managers, installers, programmers, and/or other
technicians.
d. Contractor shall keep all safety certifications in full force until all work is
completed and accepted by the Owner.
2. Seismic Safety
a. Observe mechanical and electrical support means of all installed equipment
as required for the seismic hazard zone for this installation. Refer to Federal
Emergency Management Agency (FEMA) Document 303: Recommended
Provisions for Seismic Regulations for New Buildings and Other Structures.
Also refer to any applicable local building codes.
b. All equipment racks are to be anchored with suitable anchors to meet safety
standards.
c. Appropriate safety attachments as required for overhead mounting of
devices.
d. Shock and/or vibration isolation of equipment or fixtures as required.
3. Fiber Optic Cable Safety
a. The following warnings shall be posted on the job site: WARNING:
PERMANENT EYE DAMAGE CAN RESULT FROM LOOKING DIRECTLY
INTO A LIGHT BEAM GENERATED BY AN LED OR LASER SOURCE OR
INTO THE END OF A CABLE FIBER CONNECTED TO ONE OR THESE
SOURCES. CAUTION: LIGHT GENERATED BY THESE SOURCES MAY
NOT BE VISIBLE, YET REMAIN HAZARDOUS TO THE EYE. LOOK FOR
WARNING LABELS ON SOURCE DEVICES.
b. Observe all warning signs on equipment and all written safety precautions in
the instruction manual or equipment technical manual.
c. Always handle cable carefully to avoid personal injury. Care should be taken
with individual fibers to prevent injury to the eyes or penetration of the fibers
into the skin.
4. Asbestos Prohibition
a. No Asbestos containing materials shall be used under this section. The
contractor shall ensure that all materials incorporated in the project are
Asbestos free unless specifically authorized in writing by the Owner.
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1.08 DELIVERY, STORAGE, AND HANDLING
A. Delivery and Acceptance Requirements
Coordinate with Owner's Representative for any equipment and materials to be
delivered on site.
2. All equipment shall be assembled in the Contractor's shop into equipment racks,
furniture, or other assemblies, and fully wired and tested before delivery to the
site.
3. Do not ship, or cause to be shipped to the site, any material without first ensuring
secure dust -free storage facilities are available, and HVAC system is operating.
B. Storage and Handling Requirements
Coordinate with Owner's Representative for any equipment and materials to be
stored on site.
2. Store and protect products and material in accordance with common sense and
the manufacturer's recommendations, regardless of location.
3. As needed, provide for a secure storage location for any products and materials
stored on site.
C. Waste Management
1. Coordinate with the Owner, Owner's Representative, and/or Building
Superintendent for the disposal of packaging as well as other debris and waste
materials caused by the installation from the site to an approved common trash
point or receptacle.
2. Participate in any project construction and demolition waste management plans
(LEED).
3. In lieu of any specific project construction and demolition waste management
plans, the Contractor is encouraged to develop and maintain an AV waste
management plan that diverts equipment packaging and construction waste
away from landfills and towards recycling facilities (plastic, cardboard, paper,
wood, steel, etc.). The intent shall be to reduce construction and demolition
waste disposed of in landfills and incineration facilities by recovering, reusing,
and recycling materials.
4. Keep work area neat and orderly and free from accumulation of waste materials.
1.09 FIELD CONDITIONS
A. Ambient Conditions
1. All locations where any portion of the equipment specified in this Section is
installed must be temperature and humidity controlled, clean, and dust free.
2. Conditions suitable for office work and equipment shall be acceptable.
3. Do not power up equipment unless you have a source of clean technical power,
and the HVAC system is operating correctly.
4. Verify all conditions on the job site applicable to this work. Notify Owner and
Consultant in writing of conflicts, discrepancies, or omissions promptly upon
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discovery.
5. Specific items will dissipate heat and must be provided with additional airflow and
cooling. Make sure adequate HVAC is supplied to equipment spaces to remove
the heat generated on a year-round basis.
6. The drawings diagrammatically show conduit, wiring, and arrangements of
equipment fitting the space available without interference. If conditions exist at
the job site which make it impossible or disadvantageous to install the work as
shown, recommend solutions and/or submit drawings for approval showing how
the work may be installed.
B. Existing Conditions
The system is designed to operate correctly given the current/designed physical
and acoustic environment of the project site.
1.10 INSURANCE
A. Insurance requirements shall be provided in a supplemental document as part of the
RFP package.
1.11 WARRANTY AND BOND
A. Contractor's Warranty
1. Labor and materials provided under this contract shall be warranted for one (1)
year following the date of final acceptance to be free of defects and deficiencies,
and to conform to the drawings and specifications as to kind, quality, function,
and characteristics. Certain individual pieces of equipment may be covered for a
longer period as provided in a specific manufacturer's warranty. Rectify defects
occurring in labor or materials within the warranty period by replacement or repair
without charge. Projection lamps are excluded from this Warranty unless damage
or failure is the result of defective material or workmanship covered by Warranty,
or work performed under warranty.
2. Provide two (2) maintenance/site visits within the first one (1) year contractor
maintenance period. Maintenance visits to occur approximately 6 months and 12
months after the date of final acceptance. Contractor shall assess the systems
and rectify defects occurring in labor or materials within the warranty period by
replacement or repair as well as perform any routine maintenance/cleaning
without charge.
3. Within the warranty period, respond to service calls within twenty-four hours, and
correct the problem within forty-eight hours if at all possible.
B. Manufacturers' Warranty
1. Register warranty in the Owner's name for any product with a manufacturer's
warranty stipulated in the Contract Documents.
C. Extended Correction Period
Three months after final acceptance, the Owner reserves the right to direct
additional minor changes to the control system software. Such changes shall be
made without additional cost to the Owner.
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D. Bond Requirements
1. See RFP and/or contract documents for project bond requirements.
PART 2-PRODUCTS
2.01 OWNER FURNISHED PRODUCTS
A. New Products
1. Dell 7060 Micro Computers & Logitech Keyboard/Mouse Combo
2. Granicus Streaming Device
B. Existing Products to be Removed and Reused
1. Listen Hearing Assist System
a. Listen LT-800 FM Transmitter w/Rack Kit
b. Listen LA-122 Antenna
c. Listen LR-400 Receivers w/Accessories
2. QSC AD-C821 Loudspeakers
3. Custom Desktop Member Station Millwork w/Integrated Loudspeakers
4. Custom Desktop Council Stations Millwork w/Integrated Loudspeakers
C. Existing Products to be Removed and Returned to Owner
1. Middle Atlantic Equipment Racks (Qty 2)
a. Equipment Racks, Side Panels, Caster Base, Tops, etc.
b. Shelves, Blank Panels, Vent Panels, Cable Management, and Power Strips
2. Marantz PMD580 Compact Flash Recorder (Qty 1)
3. Pioneer BDP-V6000 Blu-ray w/Rack Kit (Qty 1)
4. HP ProCurve Network Switch (Qty 1)
5. Pipeline Video Capture Device w/Power Supply (Qty 1)
6. Shure SLX Wireless Microphone Systems (Qty 2)
a. Receivers, '/2 Wave Antennas, Rack Kit, Transmitters, Power Supplies, etc
7. Ensemble Designs BrightEye 75 HD/SD Analog to Digital Video Converter and
Analog Audio Embedder w/Power Supply (Qty 1)
8. Lectrosonics PA8 Audio Amplifiers (Qty 2)
2.02 EQUIPMENT
A. Description
1. See "APPENDIX A: AN SYSTEMS FUNCTIONAL DESCRIPTION"
B. Equipment
1. See "APPENDIX B: AN SYSTEMS EQUIPMENT LIST"
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2. See "APPENDIX C: ADD -ALTERNATE #1 - 86" TV EQUIPMENT LIST"
C. Substitute Equipment
Materials and products specified herein establish the overall performance level
as well as provide the physical appearance, component part quality, construction
quality, and background of proven reliability desired by the Owner and therefore
define the "minimum standards of quality" required for this project. Substitutions
will generally not be considered unless the materials or products have been
discontinued.
2. If equipment or material other than that specified is proposed, furnish the
Consultant a written request including a detailed specification sheet and any
samples or information required for evaluation. Samples of specified equipment
may be required as well as the proposed substitute to facilitate comparison.
3. If required as a condition of accepting the proposed substitute, the Contractor
shall Warranty the quality of the substitute item. Contractor shall recognize
function, performance, appearance, size, utility of service, and accessory
requirements are based upon the model or product cited in the specifications,
and that if a substitute product varies in any respect and is approved, any
additional cost incurred by such approval shall be borne by the Contractor;
4. Approval of a substitute, if and when given, does not relieve the Contractor,
material/product supplier, or manufacturer of any responsibility whatsoever; but
rather, they jointly assume the responsibility the material/product installed will
meet the functions, intent, and performance required by the contract drawings
and specifications;
5. Delay in the delivery of any substitute product or material shall not be cause for
change to the construction schedule or completion date.
6. The drawings and specifications are based on specific equipment, processes,
and arrangements. At no additional cost to the Owner, furnish accessories, parts,
and equipment, and perform all work necessary, for the proper functioning and fit
of any approved substitute item to the purpose, arrangement, and intent originally
indicated.
2.03 ACCESSORIES
A. Equipment lists may exclude minor components in the interest of conciseness and
clarity. Where these components are integral to a functionally and aesthetically complete
system, the Contractor shall without additional compensation provide them as outlined
herein. This shall include manufacture's rack mount kits, power supplies, rack blank/vent
panels, power distribution, cable management, etc.
PART 3 -EXECUTION
3.01 INSTALLERS
A. General
All installation work shall be performed by experienced AV Contractors skilled
and practiced in the proper techniques required for the activity involved.
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B. Installer List
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The following is a list of Contractors pre -approved to provide and install the
systems listed herein:
a. Spinitar
16751 Knott Avenue
La Mirada, CA 90638
Tel. (602) 501-5134
Contact: Christopher Jenkins
b. Western Audio Visual
1592 N. Batavia Street, Suite 2
Orange, CA 92867
Tel. (949) 584-7028
Contact: Hailey Schellin
c. Ford Audiovisual
920 E Madison St, Suite 140
Phoenix, AZ 85034
Tel. 602-723-9800
Contact: Jeffery Sussman
C. Substitution Limitations
Other Installers shall be considered acceptable provided they can demonstrate
the qualifications outlined above. Refer to Part 1, Article 1.7 Quality Assurance",
Paragraph "A. Qualifications."
2. Submittal of qualifications shall not mean acceptance or approval to propose on
the systems defined herein.
3.02 EXAMINATION
A. Verification of Conditions
Verify all conditions on the job site applicable to this work. Notify Owner and
Consultant in writing of conflicts, discrepancies, or omissions promptly upon
discovery.
2. All locations where any portion of the equipment specified in this Section is
installed must be temperature and humidity controlled, clean, and dust free.
3. If conditions exist at the job site which make it impossible or disadvantageous to
install the work as shown, recommend solutions and/or submit drawings for
approval showing how the work may be installed.
B. Pre -installation Testing
Install equipment into racks and furniture consoles and fully wire and test before
delivery to the job site. If it is impractical to ship certain items installed in a
console or rack, assemble, wire, and test in shop; then remove, ship separately,
and reinstall at site.
2. Permanently mount all equipment; no equipment shall be installed loose or
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secured or suspended only by signal or power cables.
3. Panels or equipment mounted on rear rack rails shall not block clear access to
the rear of any front mounted components or their wiring.
4. Mount racks on rubber isolation mat (Mason Industries Super W Pad or equal)
when installing on steel or concrete floors, unless the rack is to be equipped with
wheels (casters).
3.03 PREPARATION
A. Protection of In -Place Conditions
1. The contractor shall make reasonable accommodation to protect the surrounding
areas and surfaces during the installation of the A/V Systems.
2. If the integrity of the surrounding areas and/or surfaces is in jeopardy, the AN
contractor shall notify the Owner or the Owner's Representative, Building or Site
Supervisor immediately and coordinate an appropriate action plan to protect the
surrounding areas from damage.
B. Demolition/Removal
1. Coordinate with the Owner or the Owner's Representative any requirements for
the demolition/removable of existing A/V systems or equipment.
2. Coordinate the storage of any identified equipment to be removed and reused for
the project.
3.04 INSTALLATION
A. General
1. Execute all work in accordance with the NEC, NESC, and with all local and state
codes, ordinances, and regulations.
2. Coordinate work with all other trades to avoid causing delays in construction
schedule. Expedite the delivery of equipment and materials and provide
additional labor if required to meet the construction schedule.
3. Mount all equipment to be installed over public areas in a manner adequate to
support the equipment loads with a minimum 10:1 safety factor or as specified by
the Owner, using methods approved by the Owner. Awarded contractor to
comply with all safety requirements. Requirements to be supplied to AV
Contractor upon award.
4. Colors and finishes of all exposed and custom fabricated items and labels to
blend in with the surroundings as approved by the Owner in the submittal
process.
5. Install equipment in accordance with manufacturers' recommendations. Ensure
that levels and impedances are properly matched between components. Verify
that projector distances and lenses are appropriate for the corresponding screen
sizes.
B. Mechanical
All equipment and enclosures shall be aligned, matched, true, plumb and square.
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All equipment, except portable equipment, shall be permanently attached and
held firmly in place. Supports shall be designed to support loads with a safety
factor of at least three, without sag or deflection.
2. Permanently mount all equipment; no equipment shall be installed loose or
secured or suspended only by signal or power cables.
3. Panels or equipment mounted on rear rack rails shall not block clear access to
the rear of any front mounted components or their wiring.
4. Mount racks on rubber isolation mat (Mason Industries Super W Pad or equal)
when installing on steel or concrete floors, unless the rack is to be equipped with
wheels (casters).
5. Provide ventilation adequate to keep the temperature within the rack(s) below 85
degrees F. Provide an approved low noise ventilation fan in each rack only if the
temperature in the rack rises above 85 degrees when powered continuously for
five hours.
6. Cover edges of cable pass -through holes in chassis, racks, boxes, etc., with
rubber grommets or Brady GRNY nylon grommetting.
C. Wiring
1. Coordinate the final connection of power and ground wiring to junction box(es).
Power and ground wiring shall be hardwired directly to power contactors and
ground busses to ensure uninterrupted operation.
2. Execute wiring in strict adherence to the highest standards of acknowledged
industry and professional practice.
3. Take whatever precautions are necessary to prevent and guard against
electromagnetic and electrostatic hum. For permanently installed line level audio
circuits, ground cable shields at the output of the source device and float at the
input of the destination device. If RF interference is encountered, place an RC
network between the floated shield and the input ground.
4. All wire, after being cut and stripped, shall have the wire strands twisted back to
their original lay and terminated by approved soldered or mechanical means. No
bare wire ends are acceptable. Cables with wire shields, braid or wound, must
use all the wire conductors for shield termination, and not just a drain wire or
some of the shield strands. Connections not following this requirement will be
rejected. Foil shielded cables only provided with a drain wire must use the drain
wire for shield termination. Fold shields or drain wires not connected back over
the cable jacket and cover with heat shrinkable tubing; do not cut off unused
shields or drain wires. Dress the shield or drain wires with Teflon tubing, and
install heat shrinkable tubing over the junction of the fanout and outer jacket.
5. Exercise care in wiring; damage to cables or equipment will not be accepted.
Isolate cables of different signal types or levels, and separate, organize, and
route cabling to prevent crosstalk or feedback oscillation in any amplifier section.
In all cases, separate wiring for microphone signals, audio line level signals,
loudspeakers, video, control, RF, and power into groups.
6. Rack Wiring. Contractor shall follow AVIXA F502.01:2018 "Rack Building for
Audiovisual Systems" standard. Adhere to all cable management and signal
separation recommendations/best practices. Run wiring vertically inside
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adequately sized plastic raceways, or employ an equivalent bundling and support
system, to maintain a clear and organized appearance. Support all horizontal
wiring using horizontal support bars as needed. Route AC cords directly to the
side of the rack, under or over the equipment chassis, and then back to the
power outlets, tying the excess cord only at the side of the rack. Organize cabling
so that signal and AC cords are in the least possible proximity.
7. All wiring and connections shall be completely visible and labeled in the rack.
B. No splices shall exist in any length of cable run unless specifically shown on the
contract drawings at a designated junction enclosure. All cables shall originate
and terminate at active or passive devices. Where several devices are in close
proximity, utilize approved housing -to -housing connectors and adapters; all such
adapters shall be rotational.
9. Do not wire any cables with a polarity reversal between connectors, end for end,
unless required by the manufacturer for operation. Connect all loudspeakers
electrically in phase and of consistent polarity, using the same wire color code for
loudspeaker wiring throughout the project. Note that different manufacturers
employ differing color coding conventions for driver terminals. Wire all drivers -
cone, compression, ribbon, or any other type - so that a positive voltage at the
power amplifier "+" terminal causes a positive acoustic pressure out of the
driver/enclosure system.
10. For cables terminating at an interface or connection plate mounted on or in an
enclosure, dress cables so as to allow removal of the plate from the enclosure
and sufficient cable length for service or re -termination. In these circumstances,
the plate shall set on the floor or freely swing clear.
11. Install cables without sharp bends or distortion. Where limited clearance prevents
the manufacturer's recommended minimum bend radius from being observed,
such as in junction boxes, provide a right angle or similar connector.
12. All expansion loops must be neat, and roughly the same size to provide for ease
of servicing in the future.
13. In pulling cable, do not bend to less than the manufacturer's recommended
radius. Employ temporary guides, sheaves, rollers, or other tools to prevent
excessive tension or abrasion to the cable(s). Pull cable with tensions, tools, and
lubricants recommended by the manufacturer.
14. Prepare television system semi -rigid cable in accordance with manufacturer's
recommendations, with approved coring, cleaning, preparation and assembly
tools. Do not score center conductor; utilize tubing cutters to trim the outer
conductor. Completely de -burr all conductors. Utilize approved center conductor
cleaning tool; degrease the connector and cable prior to termination. Torque
connectors to the manufacturer's recommended values.
15. All coaxial or triaxial video or RF connections to plates or panels in boxes,
pedestals, racks or any similar location with limited clearance that would prevent
that the associated cable manufacturer's minimum bend radius from being strictly
observed shall be provided with the appropriate right angle or similar adapter as
appropriate.
16. All cable installed under this specification which is to be terminated by others for
"future" or Owner Furnished Equipment (OFE) in racks, shall be provided with
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ten (10) feet of slack when dressing to the location of future or OFE equipment.
All cable installed under this specification which is to be terminated by others
shall be provided with twenty (20) feet of slack when ending in a rack enclosure.
All cable provided under this specifications, to be terminated by others, shall be
provided with fifty (50) feet of slack when terminating in an equipment room
without a clear point of demarcation, or in a group of racks where the destination
is not known.
17. Fiber Optic Cables
a. Consult Sumitomo document #SP-F01-001, Issue 4 for installation
guidelines.
b. All fiber splicing shall utilize the fusion splice method. The maximum
allowable loss per fusion splice shall be 0.2 dB average.
c. The bend radius shall be no less than manufacturer's specifications.
d. The total degrees of turn shall be no more than the manufacturer's
specifications.
e. The pull force shall be no more than the manufacturer's specifications.
f. When each cable reel arrives from the manufacturer, it shall have a Factory
Lot test report attached to it. Factory Lot test reports, for example, Belden
Wire & Cable Company Fiber Tracking System, shall be copied to the owner
and their representatives upon acceptance of the cable on the site.
g. The use of the cable shall be tracked from the reel to each pull. Paperwork,
in chart form, shall include the Reel Number, Code ID, and each conduit
designator and description that includes cable from the specific reel.
h. Splices, terminations, and any patching shall take place after the location
has been declared "Dust Free" or "Clean." Special care shall be taken to
ensure the integrity of the fiber and connection(s) when these conditions
cannot be met. Fiber found to be broken in the length of the run after the pull
shall be deemed to be damaged during the installation process and replaced
at the expense of the installer.
18. Network Wiring:
a. Unless specifically called out for a connection, all data cabling is to be
Unshielded Twisted Pair (UTP). The minimum acceptable performance
rating for UTP and all associated connectors is Category 6 (CAT 6). All
completed Links including all components making up a complete
interconnection link between two Ethernet components shall be tested after
installation and certified to meet or exceed CAT 6 Gigabit Ethernet
performance requirements.
1. Full test results for every complete Link, Permanent Link, and Patchcord
must be made available in printed form as part of the Record
Documentation before Acceptance Testing.
b. No UTP cable may exceed 90 meters in length. All permanently installed
UTP must be 4-pair solid wire and terminated according to the connector
manufacturer's instructions in outlets certified as meeting CAT 6 or better
specifications.
c. In no circumstances may solid wire UTP be terminated in RJ-45 plugs not
certified by the manufacturer specifically for solid wire.
d. All UTP patch cords must be factory made and certified by their
manufacturer as meeting at least CAT 6 performance. These patch cords
must be made with 4 pair stranded wire. Unless otherwise noted, all patch
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cords must be provided with strain relief boots.
e. All UTP wiring shall follow the EIA/TIA 568E color code.
f. Under no circumstances may more than 1/2" of the pairs in a UTP be
untwisted as terminated in a connector, nor may more than 1/2" of a pair be
exposed past the end of the jacket of the UTP.
g. Interconnections between Ethernet switches may require that the patch cord
at one end be a crossover cable. If the switches in question require a
crossover cable for proper operation, supply the appropriately wired cable at
one end. All crossover cables must be prominently marked indicating they
are not normal straight -through cables.
h. All UTP cabling must be installed following industry standard minimum
spacing requirements for specific electromagnetic interference sources as
outlined in the NEC/NFPA 70 Article 800-52.
i. Ordinary plastic cable ties are not permitted on all UTP cabling. Plastic cable
ties or anything else that can pinch the jacket of the UTP must be avoided.
Use Velcro strap type ties as required.
j. UTP cables must never be combed out so neatly that they run parallel to
each other. Such a practice can cause "alien crosstalk' between the cables
that run next to each other. Instead let the UTP cables run with a loose and
random lay.
k. UTP cables must never be bundled snugly together.
I. UTP cables installed in Conduit or other wire ways must never exceed 40%
fill.
m. UTP cables must never have more than 25 lbs. (or the manufacturer's
maximum recommended pull force if lower) of force applied while pulling into
conduit or at any other time during installation.
n. UTP cables must never be bent sharper than a 1" radius (2" diameter) bend
even if straightened out afterward.
D. Connections
Microphone, Audio line, video, time code, MIDI, RF, and digital signal or control
wiring shall be continuous and unbroken from connector plate/chassis to
chassis/patch panel, unless a terminal, connector, or other splice is explicitly
shown on the contract drawings.
2. Make all joints and connections with rosin core solder or with mechanical
connectors approved by the Consultant.
3. Make all solder connections with rosin core solder; employ temperature
controlled soldering irons of wattage appropriate to the specific work involved.
Soldering guns or unregulated irons are unacceptable.
4. Where spade lugs are used, crimp properly with ratchet type tool. Spade lugs
shall be gold or nickel plated to match the receiving binding post or terminal.
5. Conventional non-ratcheting crimping tools are not acceptable.
6. Where terminal blocks are used, utilize Phoenix Contact MBK 2.5/E or MBK 5/E
mounted on NS 35/7.5 DIN mounting rails or approved equal. All terminal blocks
shall be fully exposed, labeled, and mounted on 1/2" birch veneer plywood board
primed and painted two coats latex enamel or rack panels.
7. Make all connections with connectors specified herein. Employ XLR and BNC
connectors wherever possible in preference to screw terminals, terminal strips, or
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phono connectors. All connectors employed shall be designed specifically for the
cable in use.
8. Make connections to loudspeaker transformers with properly sized closed end
connectors crimped with factory approved ratchet type tools, or terminal blocks.
9. All coaxial connectors shall be installed using the appropriate hexagonal die
crimp tool or compression crimp tool that is correct for the combination of cable
and connector. Non-ratcheting type crimping tools are not acceptable; the
presence of such tools on the job site shall be interpreted as evidence of
mechanical connections made incorrectly, and provide sufficient grounds for
rejection of all mechanical connections in the system.
10. "Electrical" adhesive backed tape is not acceptable for any purpose whatsoever.
Adhesive cable tie anchors are only acceptable when employed for routing, not
support; in any case, do not fasten anchors to any equipment chassis.
11, Do not employ connector adapters. Wire nut, "Scotchlock," or "Beanie"
connectors are not acceptable for any purpose.
E. Labeling
Provide engraved plastic Lamicoid (or similar) identification labels at the front of
all equipment mounted in racks. Install labels in a neat, plumb, square, and
permanent manner. Mount labels on the equipment rack, not on the equipment,
or on blank rack panels if so directed. Where the rack vertical frame has a slightly
recessed mid -section, match label width to the recessed section width. Similarly,
provide engraved labels at the rear only of equipment mounted in furniture
consoles or frames. Equipment labels should have two items of information; the
first identifying the equipment type, i.e., "POWER AMPLIFIER"; and the second
showing the wiring diagram code, i.e., "AMP1-01".
2. Unless otherwise noted, engraving on plates, panels, and labels shall be 1/8"
high, and the typeface, sans serif. Use white letter fill on dark panels or push-
buttons, and black fill on stainless steel or brushed natural aluminum plates or
light-colored push -buttons. Fill safety or operational warning labels orange.
3. Embossed labels are not acceptable for any purpose.
4. Label all cables except patch cords at both ends with self -laminating labels.
Handwritten labels are not acceptable. Contractor shall follow AVIXA
F501.01:2015 Cable Labeling for Audiovisual Systems standard. Locate labels
within 2" of the connectors, consistent with regard to orientation, dress, and
distance from the connector. For connections to in -room panels or floor boxes,
label on cable should match panel engraving. For connections to portable
equipment, label on cable should match device engraving.
5. Label each terminal strip with a unique identification code in addition to the
numerical labels for each terminal (Phoenix Contact BN series). Show terminal
strip codes on the system wiring diagrams.
3.05 RE -INSTALLATION
The process of acceptance testing may necessitate the moving or adjustment of
certain components; perform without claim for additional payment.
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3.06 FIELD QUALITY CONTROL
A. Field Tests and Inspections
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City of Palm Desert, CA
Verify the following before beginning actual tests and adjustments on the system
a. All electronic devices are properly grounded.
b. All powered devices have AC power from the proper circuit. All dedicated AC
power circuits are properly wired, phased, and grounded.
c. Insulation and shrink tubing are present where required.
d. Dust, debris, solder splatter, etc. is removed.
e. All cable is dressed, routed, and labeled; all connections are properly made
and consistent with regard to polarity.
2. Grounding System Tests.
a. Measure the DC resistance between the technical ground in any equipment
rack or console and the main building ground. Resistance should be 0.15
ohms or less.
b. Verify that the Owner where applicable has connected the technical ground
to building ground at only one location with 4 AWG or larger wire.
c. Measure the DC resistance between the signal ground at any connector
plate and the conduit system.
d. Identify and correct any problems if within the A/V System scope of work;
notify the Owner if a problem is in a related area of work.
3. The system shall be completely free of hum, parasitic oscillation, ground loops,
RF interference, and any audible noise and distortion problems.
B. Non -Conforming Work
All identified non -conforming work shall be documented and remedied at no
additional cost to the owner.
2. Any non -conforming work shall be subject to additional verification prior to
acceptance.
3.07 SYSTEM START-UP
A. Audio System Tests
Perform the following tests and adjustments, supplying all test equipment
required. Set for slow meter damping and A or Linear weighting as required.
Document all tests and complete measurement results including wire number,
date, test equipment used, operator, and test results. If any problems are
detected in testing, correct the problem, and retest. Make corrections necessary
to bring the system(s) into compliance with the specifications.
a. Test all cables as installed for shorts between conductors or to building
ground and opens.
b. Measure the loop resistance of all loudspeaker cables.
c. Measure and record the impedance of each loudspeaker line circuit
terminating at the equipment rack, with loudspeakers connected, over the
entire frequency range from 20 Hz to 20 kHz.
d. Adjust the gain of each active device to provide an optimum signal-to-noise
ratio and 18 to 20 dB headroom. Record input and output levels at each step
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in the signal chain.
e. Measure and record overall system hum and noise level of each mic or line
amplifier with controls set so that -50 dBu microphone input or +4 dBu line
level input would drive the system to full amplifier output. Terminate inputs
with appropriately sized shielded resistors (150 ohms typical) for this test.
f. Measure and record system electrical frequency response for each input
channel through power amplifier output with all filters and equalization
bypassed in the DSP. Deviation shall not exceed f .75dB within the range 20
Hz to 20 kHz.
g. Check system to assure freedom from oscillation or stray RF pickup. Check
all inputs without signal and with 500 Hz sine wave driving system to full
average output. Detect unwanted signals on an oscilloscope at rack
termination and over single loudspeakers connected at the farthest distance
from the rack for each loudspeaker line.
h. Apply a sinusoidal sweep signal to each loudspeaker system, sweeping from
50 to 5000 Hz at a level 10 dB below full amplifier output, and listen for
rattles or objectionable noise. Correct any rattles or noise that is discovered.
i. Check the polarity of all loudspeakers with an electronic polarity checker,
and by applying music program or pink noise signal to the system while
walking through the transition areas of coverage from one loudspeaker to the
next. The transition should be smooth with no apparent shift in source from
one loudspeaker to the next.
j. Wireless Systems
1. Ensure that all wireless systems operate on different frequencies from
each other and from any other transmitters in the area.
2. Coordinate frequency selection for compatibility with local RF
environment.
B. Video System Tests
1. Verify performance of all video connecting cables, as specified herein. Continuity
tests are not acceptable. Document all tests and complete measurement results
including wire number, date, test equipment used, operator, and test results. If
any problems are detected in testing, correct the problem, and retest. Replace
any defective cable without claim prior to continuing tests.
2. Perform video signal parameter tests on individual items of equipment, and the
work as a whole in accordance with EIA, SMPTE and AES Recommended
Practices and other recognized standards as listed under REFERENCES.
a. Projection Systems Performance
1. Verify optical performance of projection devices to ANSI Standards
using standard test signals connected directly to the device under
adjustment.
2. Set devices level and true prior to adjustment, and mark positions for
future reference.
3. Complete device's optical adjustments for focus, centering, geometry
and registration prior to applying any electronic corrections.
4. Do not under any circumstances apply corrections at signal sources to
compensate for errors in device alignment or adjustment, or timing
errors in source material.
5. Set brightness and contrast using reference test signals connected
directly to the device. Adjust grayscale and grayscale tracking using
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ramp or stair step test signals. Set overall brightness and contrast with
pluge and white flag signal.
6. Reconnect the projection devices to the system as a whole and verify
performance of completed installations. Check that registration has not
been affected by timing errors occurring elsewhere on all sources. Verify
that source signal levels are consistent and match the reference levels
set by the standard test signals. Correct any deficiencies noted.
7. Record lamp operating hours at the conclusion of adjustments.
b. Video System Tests
1. Test and document all links for compliance with SMPTE standards.
2. Verify performance of all video cables to SMPTE digital video standards
using a test signal (Color Bars) connected directly to the device under
adjustment.
a) Use professional level 0.800 volt peak -to -peak digital video test
source with digital test signals. Recommended Tektronix SPG700
with OPT SDI (provides 3G/HD/SD-SDI signal outputs).
b) Use professional waveform monitor with physical layer test abilities.
Recommended Tektronix WFM2300 with Option 3G (provides 3G
HD -SDI signal inputs).
3. Perform Eye -pattern Testing
a) Verify cable length and cable loss. Compare measured cable loss
to distance and manufacturer's stated performance of the entire
video link (cable and connector).
b) Verify signal amplitude, risetime, and overshoot.
c) Eye -pattern shall be open (or equalized open) and symmetrical.
d) Observe any overshoot and undershoots on the eye display
indicating improper termination
4. SMPTE Digital Video Performance Standards
a) Analog NTSC Video: Test all links to SMPTE 259M standard.
b) SD -SDI (SMTPE 259M): 30 dB loss at 1/2 the data clock frequency
(135 MHz)
c) HD-SDI/3G HD -SDI (SMPTE 292M/SMPTE 424M): 20 dB loss at
1/2 the data clock frequency (743 MHz/1.485 GHz).
c. CATV System Tests
1. Check all paths and outlets for appropriate compliance with the
Performance Standards. Measure levels at all feeder termination points.
Compare actual values to design calculations and investigate any
difference of more than 2 dB, rectify or justify these discrepancies to the
satisfaction of the Owner. Document all tests and complete
measurement results including wire number, date, test equipment used,
operator, and test results. If any problems are detected in testing,
correct the problem, and retest.
2. Television Distribution System amplitude standards:
a) Minimum visual sync -tip level: +3 dBmV
b) Maximum visual sync -tip level: +10 dBmV
3. CATV Cable Testing: Each Trunk Cable line shall be inspected for
proper termination:
a) Using a standard TV receiver connected to each outlet, observe
picture quality. No visible components of cross modulation
(windshield wiper effect), ghosting, noise, or beat interference shall
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appear on the screen of the receiver tuned to any normal signal.
b) Carrier -to -noise test shall employ an approved field strength meter.
Measurements shall be made at the termination of each Trunk
Cable and system extremity. With the normal levels in the system,
the field strength meter shall be tuned to the picture carrier of each
channel in turn, and the meter reading noted. Tune the field
strength meter to an unused portion of the spectrum within the
passband, read the level of remaining noise in the absence of the
signal and algebraically add the meter bandwidth correction factor.
Record the difference between the two readings. Provide
calculations or the manufacturer's data concerning the bandwidth
correction factor.
c) System flatness, both forward and reverse, test shall employ an
approved high-level sweep transmitter receiver pair. Sweep
measurements shall be taken at the termination of every branch line
termination in the system. Where possible, record sweep results by
photographic or computer data logging means.
C. Fiber Optic Tests
An OTDR shall be used to check each strand for:
a. Loss per Unit Length: in dB.
b. Splice and Connector Evaluation.
c. Possible Fault Location.
2. Test results from the OTDR shall be bound and copied to the owner and their
representatives. A strand -per -data file index shall be included.
3. Diligence shall be employed to produce efficient testing: i.e., connectors shall be
checked with a microscope to determine whether a bad test run is a bad
connector, bad termination, dirt, or a connector needing polishing.
4. Connectors shall remain capped or otherwise protected, when not in use.
D. Network Tests
Check all paths and outlets for appropriate compliance with the Performance
Standards. Document all tests and complete measurement results including wire
number, date, test equipment used, operator, and test results. If any problems
are detected in testing, correct the problem, and retest.
2. Certify all data cables to Category 6 (Draft 9a) or better using a tester capable of
350 MHz measurements such as Fluke DSP-4300, Agilent WireScope 350 or
equivalent.
E. Report
1. Upon completion of the initial tests and adjustments, submit a written report of
tests to the Consultant along with all documents, diagrams, and record drawings
required herein. The Report shall include the date of each test, pertinent
conditions such as control settings, etc., test circuit, and test equipment
employed. In addition, submit written notification that the installation has been
completed in accordance with the requirements of the Contract Documents, and
is ready for acceptance testing.
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3.08 COMMISSIONING
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A. Provide the following test equipment on site and available to the Consultant during
commissioning. Assure scaffolding or other temporary access equipment is in place if
needed for inspection.
1. Tools, including screwdrivers, pliers, cutters, wire strippers, nut drivers, ratchet
crimpers, heat gun, controlled temperature soldering unit, ladders, flashlights,
measuring tapes, electric drills, long and short precision levels, etc.
2. Sound Pressure Level Meter. The meter shall meet ANSI S1.4 1971 Type 1
standards, with an octave band filter set and A, C, and Linear weighting filters.
Provide stand for Type 1 microphone, and cables and interfaces to allow it to be
used with the sound level meter, time windowed acoustical measurement
system, or STI measurement device.
3. Portable Audio Spectrum Analyzer. Handheld unit with graphical display and
internal filter sets for standard third -octave band response measurements.
4. Sine Wave Generator. Output: +4 dBu, 5 Hz to 50,000 Hz with less than 0.03 %
THD into any load.
5. Pink Noise Source. Equal energy per octave bandwidth over the band 20 -
20,000 Hz, t1 dB (long-term average) at 0 dBu output. Stability: t2 dB per day.
6. Multimeter. Measurement range, DC to 100,000 Hz, true RMS reading, 100 mV
to 300 V, 10 ma to 10A, direct dB reading, frequency counter. Acceptable: Fluke
8060A or equal.
7. Headphones.
8. Programmable Video and Audio Test Generator with SDI/HD-SDI Output.
a. SDI/HD-SDI, RGBHV, component video, S-video, and composite video
output.
b. Video test patterns including multiple crosshatch patterns, color bars,
PLUGE, crop patterns, geometry, grayscale, and alternating pixel patterns,
as well as flat field, window, checkerboard, hum bar, and Patented CTF
Contrast Transfer Function patterns with adjustable levels.
c. Selectable output rates, including high -resolution computer -video, HDTV,
and NTSC/PAL video.
d. Audio test signals including sine waves, square waves, pink noise, white
noise, polarity, frequency sweeps, and sine wave bursts with selectable
frequencies and output levels.
e. Acceptable: Extron VTG 400D or equal.
9. Programmable Video and Audio Test Generator with DVI-D/HDMI Output
a. DVI, RGBHV, component video, S-video, and composite video output.
b. Displays native resolution of the DVI device when new EDID data is
received.
c. Video test patterns including multiple crosshatch patterns, color bars,
PLUGE, crop patterns, geometry, grayscale, and alternating pixel patterns,
as well as flat field, window, checkerboard, hum bar, and Patented CTF
Contrast Transfer Function patterns with adjustable levels.
d. Selectable output rates, including high -resolution computer -video, HDTV,
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and NTSC/PAL video.
e. Audio test signals including sine waves, square waves, pink noise, white
noise, polarity, frequency sweeps, and sine wave bursts with selectable
frequencies and output levels.
f. Acceptable: Extron VTG 400DVI or equal.
10. Portable Video and Audio Generator and HDMI Analyzer.
a. HDMI Tx/Rx enabled testing of HDMI sink/source devices up to 300MHz.
b. Test analog RGB video for PCs.
c. HDMI 2.0 4:2:0 Testing. Generator patterns with 4:2:0 pixel encoding with 4K
formats at 60Hz.
d. HDCP Verification. Show HDCP test on the sink. Show each of the key steps
in authentication.
e. EDID Verification. Read sink EDID in human text, run partial EDID
compliance test.
f. Aux Channel Monitoring. View hot plug events, EDID exchange, HDCP
transactions and CEC message exchange with sink.
g. Status bar showing HDMI Out status.
h. Cable & Link Test (loopback).
i. 7" color touch screen.
j. Acceptable: Quantum Data 780E with Aux Channel Emulation and Network
Analyzer optional feature package.
11. Adapter and test lead kit to allow any of the above to be connected to any circuit
or connector in the system.
12. Wire number machine as used to produce all the wire numbers for the project.
B. Have on site during acceptance testing all parts and components that may be
required to make system repairs and minor modifications to bring the system in the
Consultant's opinion into compliance with the Specification. At a minimum these parts
shall include:
All types of connectors used in the system. Plus, straight and right angle XLR 3,
4, and 5 pin connectors of both sexes, straight and right angle'/4" phone 3
conductor connectors of both sexes, RCA connectors of both sexes, "F"
connectors, and BNC connectors, even if not used in the system.
2. All types of wire used in the system.
3. All types of hardware used in the system, plus an assorted hardware kit.
4. All types of fuses used by equipment in the system.
C. Commissioning will include the operation of each major system and any other
components deemed necessary. The contractor will assist in this testing and provide the
test equipment specified herein. Contractor shall provide at least one technician available
for the entire commissioning period, at any time of the day, to assist in tests, adjustments,
and final modifications. Furnish all labor, tools, and material required to make any
necessary repairs, corrections, or adjustments.
D. In the event the need for further adjustment or work becomes evident during
acceptance testing, the Contractor will continue his work with a full labor complement until
the system is acceptable, at no addition to the contract price. If approval is delayed
because of defective equipment, or failure of equipment or installation to meet the
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requirements of these specifications, the Contractor will pay for additional time and
expenses of the Consultant at the Consultant's standard rate in effect at that time, during
an extension of the acceptance testing period.
3.09 CLEANING
A. Remove all unnecessary tools and equipment, unused materials, packing materials,
and debris from each area where Work has been completed unless designated for
storage.
B. Clean all areas around system equipment and be sure that the inside of each
equipment rack is free of wire stripping and other debris.
3.10 CLOSEOUT ACTIVITIES
A. Demonstration
1. Upon completion of the Work, the Owner may elect to verify test data as part of
the acceptance procedure. Provide personnel and equipment, at the
convenience of the Owner, to reasonably demonstrate system performance and
to assist with such tests without additional cost to the Owner.
B. Training
Provide eight (8) hours instruction in two (2) four hour blocks to Owner
designated personnel on the use and operation of the system. This training must
be provided in accordance with a schedule acceptable to the Owner. The
instructor should be fully knowledgeable and qualified in system operation. The
System Reference Manuals should be complete, approved, and on -site at the
time of this instruction.
C. First Use
The AN Contractor shall provide a person familiar with the system to be present
at the first formal use of the system.
3.11 PROTECTION
A. The contractor shall make reasonable accommodation to protect the AN equipment
and completed work after installation, but prior to acceptance by the Owner.
B. When the integrity of the installation is in jeopardy, the AN contractor shall notify the
Owner or the Owner's Representative, Building or Site Supervisor immediately.
C. Protection methods shall include, but not be limited to, the wrapping or "bagging" (in
plastic) and/or the temporary removal of major equipment, wiring, and portable equipment.
3.12 ATTACHMENTS
A. None
END OF SECTION
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APPENDIX A: AUDIO VIDEO SYSTEMS FUNCTIONAL DESCRIPTION
Overview:
The Council Chambers is the main public space in the City of Palm Desert City Hall building
complex. The room currently is used by City of Palm Desert Council and staff for public council
meetings, as well as non -council board meetings and occasional staff meetings/presentations.
The room has a raised dais for five council members and is flanked by two lower dais sections
for staff with five and two seats respectfully.
The existing system was installed in 2011 and consists of a mix of new as well as slightly older
technologies that were already in place from pre-2011 repairs/remodels.
Existing Systems and Demolition:
It is the intent that the entire system be demolished and replaced with new up-to-date systems.
Several items from the existing audio video system shall be reused since they are still in
excellent working order. These items are defined herein as well as in the associated project
drawing. This shall include the Council Chambers primary ceiling loudspeakers, the desktop
loudspeaker stations (wooden enclosures and loudspeakers only), the press audio plate, the
lectern and associated LED signal lights, and the wireless FM hearing assistance system. In
addition, some existing equipment shall be identified by the Owner as "tagged" and shall be
removed during demolition and returned to the owner to be reused/repurposed in other City of
Palm Desert systems. All other audio system components are end -of -life and shall be removed
by the AV contractor and disposed of as part of the scope of this project. The AV contractor
shall include the demolition of all existing systems as well as the disposal and/or recycling of all
materials including a -waste as part their proposal. It is the intent that all cabling, metals, and
electronics/e-waste are disposed of appropriately and responsibly.
The City of Palm Desert shall provide new flooring and paint as needed for the AV Control
Room.
Audio Systems:
The new audio system shall function similarly to the existing system. The system shall consist
of microphones and compact loudspeakers at every dais position as well as at the lectern. The
system shall operate as a full mix -minus system allowing an unlimited number of open
microphones without feedback or the need to mute the local loudspeakers at each dial position.
Each dais station shall include a new push -to -talk button. This button shall be a momentary
button with an LED that shall communicate with the AV control system to turn on each
microphone. This button shall be disconnected from the microphone and used for signaling and
control only allowing for both "instant on" as well as "request to speak" (RTS) functions to be
programmed into the system. In "instant on" mode any time the button is pushed the
microphone shall be turned on and the button LED will illuminate green. In RTS mode any time
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the button is pushed it puts the microphone into a speaker queue and flashes the button LED.
When the member is recognized to speak (by the clerk or meeting chair) the microphone shall
turn on and the button LED will then illuminate solid green. Mode selection and queue
management shall be performed by the Clerk and/or Mayor depending on final DSP
programming.
The new audio system shall be supplied with a new QSC network -based digital audio processor
(DSP), external network 1/0, network audio amplifier, and low wattage multi -channel audio
amplifiers. The DSP shall serve as both the digital signal processor for audio as well as the
control system processor. The DSP shall also be equipped with and internal media drive for
audio recording. All meetings shall be recorded onto the media drive and then uploaded to a
shared City of Palm Desert network folder.
The new audio system shall also replace the lobby loudspeakers with new loudspeakers and
grilles. The existing back cans and conduit infrastructure shall be reused.
Video Systems:
Both the presentation and broadcast video systems shall also undergo a comprehensive
remodel and replacement. This shall include a full update to the digital video cameras, new
broadcast controls/switcher, new digital endpoints (inputs and outputs), a full digital video
distribution/switching system, new 16:9 monitors on the dais, a new direct view LED video wall,
and an add -alternate for a secondary 86" LED TV. The intent is to create a new video system
that is up-to-date and that can display widescreen HD digital video formats.
The existing video system for the Council Chambers is an old 4:3 aspect ratio system, and
although the system has somewhat high resolution (1400x1050), it is not capable of showing
native 16:9 content without letterboxing or reducing the screen resolution. This includes the
existing 17" desktop displays and the current large 124"x93" acrylic rear projection screen (and
video projector). To allow for high definition 16:9 images to be displayed on the dais, the current
desktop monitors shall be replaced with new 15" HD (1920x1080p) desktop monitors. The new
monitors shall have a lower profile and provide better visibility for the council members and
seated audience members. The existing video projector and screen shall be replaced with a
high definition direct view LED video wall. The wall shall be 1.8mm pixel pitch and a native
resolution of 1920x1080p (or higher). The new video wall would have HD resolution
(2280x1368). The video wall shall be new LED technology with an anticipated 60,000 hours half
brightness lifespan. The system shall also have excellent brightness and visibility throughout the
room. As stated previously, it is the intent that the existing rear projection screen and rear
projection mirror system shall be removed, and the wall be modified/re-framed to permit the
installation of a new 14'-2" x 8'-6" LED video screen. The existing wood trim shall be saved and
subsequently be remade as new trim for the LED video wall (removal by AV contractor and
reworking by TBD millwork fabricator). The new trim would frame would approximately'/4"
deeper than the new video wall and approximately 1'/2" wide.
A new video distribution shall use an AV over IP based video distribution topology. The system
shall employ IP encoders/decoders as endpoints and shall utilize a standalone AV gigabit
Ethernet network. The approach shall allow for a highly flexible and scalable system using
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gigabit network switches and CAT6 cabling. This system shall also allow for management of the
audio from the video sources across the AV network.
The broadcast video systems shall also be upgraded to HD -SDI (1080p59.94). The broadcast
video systems shall also utilize IP distribution. The new cameras as well as a new digital video
switcher shall utilize NewTek's Network Device Interface (NDI) technology. The new digital
switcher shall have a variety of integrated features and capabilities such as built-in pan/tilt/zoom
control, multi -viewer output, audio mixing, and digital video effects such as video titling and clip
store). The primary output of the system shall be sent to the City of Palm Desert's Granicus
streaming system to broadcast to the web. The broadcast system output shall also be sent to a
local solid-state media recorder for archival and backup purposes.
The new broadcast systems shall be installed in the AV Control Room (currently the Rear
Projection Room). A new TBC console/workstation shall be supplied by the AV Contractor. The
workstation shall include 12RU of rack space, a center desk, and a side table. The workstation
shall also be supplied with monitor arms for two (2) new 32" LED screens, mounting arms for
two (2) new compact Genelec audio monitors, and internal 120VAC power distribution.
Control Systems:
The new AV system shall receive a complete overhaul of the control functionality as well. The
system shall use QSC control, user control interfaces (UCIs), and scripting capabilities. The
control systems shall include new 5.5" touch screens for voting and countdown timer display,
new more tactile and visible microphone controls, a new 22" touch screen for the Clerk's control
station, control and voting results computers (supplied by Owner), and a complete update to the
control system programming. NOTE: The hardware and equipment for the AV and control
systems shall be supplied and installed by the AV Contractor. However, the DSP and
Control System programming, including site commissioning, is to be performed by
others under a separate agreement with the City of Palm Desert. The AV Contractor shall
exclude the proarammina of the QSC DSP and Control Systems from their proposal.
END OF APPENDIX A
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APPENDIX B: AUDIO VIDEO SYSTEMS EQUIPMENT LIST
---...------------
PRESENTATION AUDIO
EQUIPMENT
i
8" CEILING MOUNT ATLAS C803AT167 C803AT167
LOUDSPEAKER w/16W
TRANSFORMER
8" CEILING MOUNT
ATLAS
61-8W
LOUDSPEAKER w/16W
TRANSFORMER - GRILLE
4-CHANNEL 625W AUDIO
QSC
CXD4.2Q
AMPLIFIER
I
4-CHANNEL 60W AUDIO
QSC
SPA 4-60
AMPLIFIER
8x8x8 DIGITAL AUDIO SIGNAL
QSC
I CORE 110f
PROCESSOR
8x8x8 DIGITAL AUDIO SIGNAL
QSC
SL-QSE-110-F
PROCESSOR - SCRIPTING
LICENSE
I
8x8x8 DIGITAL AUDIO SIGNAL
I QSC
SL-QUD-110-F
PROCESSOR - USER CONTROL
INTRFACE LICENSE
8x8x8 DIGITAL AUDIO SIGNAL
QSC
j MD-110
PROCESSOR -INTERNAL
MEDIA DRIVE
8-CHANNEL FLEXIBLE 1/0 QSC 1/0-8-FLEX
i
i
61-8W
i
III
- ... ..... ......
_--- - - ---- - -- I
CXD4.2Q AMPl-01 1
I
I '
SPA 4-60 AMP2-XX 14
CORE 110f
DSP-01 I 1
SL-QSE-110-P
I
j
1
i
I
SL-QUD-110-P
I
i I
1
I �
I �
MD-110
1
I
1/0-8-FLEX
FLEX-I/O-XX 2
18" GOOSENECK MICROPHONE SHURE I MX418/C MX418/C MIC-XX 13
18" GOOSENECK MICROPHONE SHURE A412MWS A412MWS 13
- METAL WINDSCREEN
i
AUDIO VIDEO SYSTEMS AND EQUIPMENT
2741 16 - 39
Project #IS71219 Council Chambers AV Remodel 2019
05/15/2019 City of Palm Desert, CA
i 4-CHANNEL DIGITAL WIRELESS
SHURE
MXWAPT4
MXWAPT4
WLESS-
1
MICROPHONE SYSTEM
j
WAP-01
I
4-CHANNEL DIGITAL WIRELESS
SHURE
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MXW6/C
1
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BOUNDARY TRANSMITTER
w/CARDIOID MIC
I
4-CHANNEL DIGITAL WIRELESS
SHURE
MXW2/SM58
j MXW2/SM58
1
MICROPHONE SYSTEM - HAND
I
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MXW8
i
1
MICROPHONE SYSTEM -
GOOSENECK BASE
I TRANSMITTER
4-CHANNEL DIGITAL WIRELESS
SHURE
MX415LP/C
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1
MICROPHONE SYSTEM - 15"
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_- .... ...--
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SHURE
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` MXWNCS4
1
j MICROPHONE SYSTEM -
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t
I
1x4 AUDIO DISTRIBUTION
I
JENSEN
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1
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OUTS) - POWER SUPPLY
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DIN-MRP
! 1
AMPLIFIER (1 DIRECT+3 ISO
OUTS) - DIN RAIL RACK MOUNT
KIT
i
i
OFE PRESENTATION AUDIO
EQUIPMENT
8" 200W CEILING
QSC
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jLOUDSPEAKER
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I W3-1335SB
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I
XX
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AUDIO VIDEO SYSTEMS AND EQUIPMENT
2741 16-40
Project #IS71219
05115/2019
AsssTmsLISTENING SYSTEM usTsw
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Council Chambers AVRemodel 2D19
City of Palm Desert, CA
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MANUFACTURER'S
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AUDIO VIDEO SYSTEMS AND EQUIPMENT
274118-41
Project #l871219 Council Chambers AVRemodel 2019
mrLED VIDEO SCREEN
NEC
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i |
LOW PROFILE MOUNTING
WINGS
AUO|[}VIDEO SYSTEMS AND EQUIPMENT
2741 18-42
Project #IS71219
05/15/2019
HDMI TO HDMI PATCH CABLE 1 EXTRON
(AS REQUIRED TO CONNECT I
DEVICES AND IN LENGTHS AS
NEEDED)
WIRELESS PRESENTATION
SYSTEM
WIRELESS PRESENTATION
DEVICE - DONGLE STORAGE
CUP
Council Chambers AV Remodel 2019
City of Palm Desert, CA
HDMI ULTRA/(#) 126-663-(##)
A/R
BARCO I CSE-200 CSE-200 CLICKSHAR 1
E-01
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I i
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I
- - - - -----------
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1
CAMERA
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#102961
#102961
1
CAMERA - DUST COVER
'
I
i
I
OFE PRESENTATION
`
EQUIPMENT
i
I
SMALL FORM FACTOR
DELL
OPTIPLEX 7060
OPTIPLEX 7060
CTL-
! 2
COMPUTER - INTEL i7, 16MB
MICRO
MICRO
CPU/VOTE-
RAM, 256SSD, WINDOW 10 PRO
!CPU
WIRELESS KEYBOARD AND
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I
I I
HD PAN/TILT/ZOOM CAMERA PANASONIC AW-HN40HW AW-HN40HW PTZ-CAM-XX 4
w/NDI w/30x ZOOM (WHITE)
I
HD PAN/TILT/ZOOM CAMERA VADDIO 535-2000-243 535-2000-243 4
w/NDI w/30x ZOOM (WHITE) -
WALL MOUNT
i
I
AUDIO VIDEO SYSTEMS AND EQUIPMENT
2741 16 - 43
Project #IS71219 Council Chambers AVRemodel 2019
05/15/2019 City of Palm Desert, CA
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AUDIO VIDEO SYSTEMS AND EQUIPMENT
2741 16-44
Project #IS71219
05/15/2019
Council Chambers AVRemodel 2O1S
City of Palm Desert, CA
Control & Networking Equipment
----------|
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AUDIO VIDEO SYSTEMS AND EQUIPMENT
2741 1G-45
Project #IS71219
O5/15/2O1S
City of Palm Desert, CA
Council Chambers AVRemodel 2O19
z-"oRTRELAY INTERFACE vwwFono o|wn135-030 1 /
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MONITOR ARM l �
AUDIO VIDEO SYSTEMS AND EQUIPMENT
2741 1G-48
Project #|S71219
05/15/2019
Council Chambers AVRemodel 2019
City of Palm Desert, CA
BROADCAST
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|
!1
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AUDIO VIDEO SYSTEMS AND EQUIPMENT
2741 18-47
Project #IS71219
05/ 15/2019
RACK MOUNT UPS - IP
MODULE
Council Chambers AV Remodel 2019
City of Palm Desert, CA
TASK LIGHTING
DESKTOP LED TASK LIGHT LITTLITE LW-18-LED
LW-18-LED
: 3
w/18" GOOSENECK
I
I
I
I
I
RACK ACCESSORIES (AS
i
'
I
REQUIRED)
I
EQUIPMENT RACK BLANK MID ATLANTIC EB SERIES
EB SERIES
BLANK
I
A/R
PANELS
EQUIPMENT RACK VENT MID ATLANTIC VTB SERIES
I VTB SERIES
j VENT
I A/R !
PANELS
EQUIPMENT RACK SHELVES I
MID ATLANTIC
U SERIES
U SERIES
SHELF
A/R
(STANDARD)
EQUIPMENT RACK SHELVES
MID ATLANTIC
UV SERIES
I UV SERIES
' VENTED
A/R 1
(VENTED)
SHELF
EQUIPMENT RACK UTILITY
MID ATLANTIC
LID SERIES
UD SERIES
; DRAWER
A/R
DRAWERS
EQUIPMENT RACK
MID ATLANTIC
PCHM SERIES
PCHM-2-3
CABLE
A/R
HORIZONTAL CABLE MANAGER
MANAGER
w/COVER
--_.....
I
I
I j
-- - -- - — -- -
MISCELLANEOUS MATERIALS
I
------ -
MISC MATERIALS
------ - --t
LOT
- -- --
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I..
-- .�. ... ...............
'
1
1
(CABLE, CONNECTORS, ETC)
I
I I
END OF APPENDIX B
AUDIO VIDEO SYSTEMS AND EQUIPMENT
2741 16 - 48
Project #IS71219
05/15/2019
Council Chambers AV Remodel 2019
City of Palm Desert, CA
APPENDIX C: ADD -ALTERNATE #1 - 86" TV EQUIPMENT LIST
86" LED VIDEO SCREEN I NEC
86" LED VIDEO SCREEN - WALLI CHIEF
MOUNT BRACKET
C861Q C861Q
i
PNRUB PNRUB
..... _.... --- ...... ......... .. - - --- - - ---
SINGLE CHANNEL STREAMING AMX NMX-DEC-N1222A FGN1222A-SA AV-RX-XX 1
AV DECODER
I ;
SINGLE CHANNEL STREAMING AMX NMX-ACC-N9101 FGN9101 1
AV ENCODER/DECODER-
MOUNTING WINGS
HDMI TO HDMI PATCH CABLE EXTRON HDMI ULTRA/(#)
26-663-(##)
(AS REQUIRED TO CONNECT
DEVICES AND IN LENGTHS AS
NEEDED)
I
Hardware, Racks, and Materials
I
MISCELLANEOUS MATERIALS MISC MATERIALS LOT
LOT
(CABLE, CONNECTORS, ETC)
END OF APPENDIX C
01
AUDIO VIDEO SYSTEMS AND EQUIPMENT
2741 16 - 49
Project #IS71219
05/ 15/2019
Council Chambers AV Remodel 2019
City of Palm Desert, CA
APPENDIX Z: FORMATTING REQUIREMENTS FOR SUBMITTALS
Bill of Materials Formatting Example
SECTION M ~. SECTION NAME
Client: Project Name
Section. System, or Room Name: Bill of Materials
MMiDD,YYYV
Section or S Nit )�y
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MWOOIYYYV BILL OF MATERIALS PAGE 1 OF ti
AUDIO VIDEO SYSTEMS AND EQUIPMENT
2741 16 - 50
Project #IS71219
05/15/2019
Council Chambers AV Remodel 2019
City of Palm Desert, CA
Proiect Cable Tvves and Connectors Formatting Example
Client' Project Name
Se tw System or Room Name ProterA Installation Cable Types and Ca ectors
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d a.,w. tyw MW C�.n.en r6.r1 Crvw.a. � \rwn MoupAOY x lW lwil auM �' Mwn\ N.;TY tl /ip
a31� fwn+. }an .l4 fr....�.��<;qy Cv+.e. ONw YtYi McrW....aN L4. �..N AWb tMrvt NCIM B ,1YA
• .+ram....+.. V�.�.nWW1.�aM'��+s+a.-C.v....f..r Va.M NI aNr` elnY
flK Hl SYµh1c �.wr ti W W Mana•1 >'u Hlia �N.e «.rn :aW1 R.� 14 SI.r
.s—Ir M..r—C------"TN.r—CrNana .r.a.—..
rWlOr1W MOAECT MTA Tq CARE, A COMEO1 BABE I a
END OF APPENDIX Z
AUDIO VIDEO SYSTEMS AND EQUIPMENT
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