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R-11-12-01-9B2 - 12/1/2011RESOLUTION NO. R -11 -12 -O1 -9B2 WHEREAS, the City of Round Rock has duly sought proposals for a complete integrated audio video recording system (turnkey design, hardware, software, equipment, programming, engineering, cabling, installation, and maintenance) for the City Hall Council Chambers; and WHEREAS, Ford Audio -Video Systems, Inc. has submitted the proposal determined to be the most advantageous to the City considering the price and other evaluation factors included in the request for proposals; and WHEREAS, the City Council desires to enter into an agreement with Ford Audio -Video Systems, Inc., Now Therefore BE IT RESOLVED BY THE COUNCIL OF THE CITY OF ROUND ROCK, TEXAS, That the Mayor is hereby authorized and directed to execute on behalf of the City an Agreement for Purchase of Integrated Audio Video Recording System From Ford Audio -Video Systems, Inc., a copy of said Agreement being attached hereto as Exhibit "A" and incorporated herein. The City Council hereby finds and declares that written notice of the date, hour, place and subject of the meeting at which this Resolution was adopted was posted and that such meeting was open to the public as required by law at all times during which this Resolution and the subject matter hereof were discussed, considered and formally acted upon, all as required by the Open Meetings Act, Chapter 551, Texas Government Code, as amended. RESOLVED this 1 st day of December, 2011. ATTEST: SARA L. WHITE, City Secretary O:\wdox\SCCInis\0112\ l 104\MUNICIPAL\00237686. DOC/rmc m ALAN MCGRAW, Mayor City of Round Rock, Texas CITY OF ROUND ROCK AGREEMENT FOR PURCHASE OF INTEGRATED AUDIO VIDEO RECORDING SYSTEM FROM FORD AUDIO -VIDEO SYSTEMS, INC. 1 EXHIBIT «A» THE STATE OF TEXAS CITY OF ROUND ROCK COUNTY OF WILLIAMSON COUNTY OF TRAVIS § § § § § § KNOW ALL BY THESE PRESENTS: This Agreement is for a complete turnkey design, equipment purchase and installation of an integrated audio video recording system (hardware, software, equipment, programming, engineering, cabling, installation, and maintenance) for the City of Round Rock City Hall council chambers, and for related goods and services, and is referred to herein as the "Agreement." This Agreement is made and entered into on this the day of the month of , 2011, by and between the CITY OF ROUND ROCK, TEXAS, a home -rule municipality whose offices are located at 221 East Main Street, Round Rock, Texas 78664, referred to herein as the "City," and FORD AUDIO -VIDEO SYSTEMS, INC., whose offices are located at 1340 Airport Commerce Drive, Suite 470, Austin, Texas 78741, referred to herein as "Ford." This Agreement supersedes and replaces any previous agreement between the named parties, whether oral or written, and whether or not established by custom and practice. RECITALS: WHEREAS, City desires to purchase a complete integrated audio video recording system (turnkey design, hardware, software, equipment, programming, engineering, cabling, installation, and maintenance) for the City of Round Rock City Hall council chambers, and City desires to purchase same from Ford; and WHEREAS, City has issued its "Request for Proposals" for the provision of said goods and services, and City has selected the proposal submitted by Ford; and WHEREAS, the parties desire to enter into this Agreement to set forth in writing their respective rights, duties, and obligations; NOW, THEREFORE, WITNESSETH: That for and in consideration of the mutual promises contained herein and other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, the parties mutually agree as follows: 00237660/jkg 1.01 DEFINITIONS A. Agreement means the binding legal contract between City and Ford whereby City is obligated to buy specified goods and services and Ford is obligated to sell specified goods and services. The Agreement includes the following: (a) City's Request for Proposals designated as RFP Solicitation Number 12-006, Specification Number 12-840-14 dated September 2011; (b) Ford's Response to RFP dated October 26, 2011; (c) the contract award; and (d) any exhibits, addenda, and/or amendments thereto. Any inconsistencies or conflicts in the contract documents shall be resolved by giving preference in the following order: (1) This Agreement; (2) Ford's Response to RFP; (3) City's Request for Proposals, exhibits, and attachments. B. City means the City of Round Rock, Williamson and Travis Counties, Texas. C. Effective Date means the date upon which the binding signatures of both parties to this Agreement are affixed. D. Force Majeure means acts of God, strikes, lockouts, or other industrial disturbances, acts of the public enemy, orders of any kind from the government of the United States or the State of Texas or any civil or military authority, insurrections, riots, epidemics, landslides, lightning, earthquakes, fires, hurricanes, storms, floods, restraint of the government and the people, civil disturbances, explosions, or other causes not reasonably within the control of the party claiming such inability. E. Goods mean the specified supplies, materials, commodities, or equipment. F. Services mean work performed to meet a demand; the furnishing of labor, time or effort by the vendor and its ability to comply with promised delivery dates, specifications, and technical assistance specified. G. Vendor or Ford means Ford Audio -Video Systems, Inc., or any successors or assigns. 2.01 EFFECTIVE DATE, INITIAL TERM, AND ALLOWABLE RENEWALS A. This Agreement shall be effective on the date it has been signed by both parties hereto, and shall remain in full force and effect unless and until it expires by operation of the term stated herein, or until terminated or extended as provided herein. B. The initial term of this Agreement is for twelve (12) months from the effective date hereof. After that initial term, this Agreement may be renewed for one successive term of 2 twelve (12) months, with such renewal to occur on or before the expiration date of the preceding term, and with such renewal being absolutely predicated upon the express written agreement of both parties. Such renewal is permitted only provided Ford has performed each and every contractual obligation specified in this original Agreement. C. Prices shall be firm for the duration of this Agreement and for any renewal period. Prices for system and software maintenance shall be firm for the duration of this Agreement. No separate line item charges shall be permitted for invoicing purposes, including but not limited to equipment rental, demurrage, costs associated with obtaining permits, or any other extraneous charges. City may permit "unit price" adjustments upwards only as a result of a cost increase in goods or services in accordance with the Producers Price Index located at http://stats.bls.gov/ppi/home.htm. Any price increase shall be requested by Ford in writing and accompanied by the appropriate documentation to justify the requested increase. Ford may offer price decreases in excess of the allowable percentage change. D. City reserves the right to review the relationship at any time, and may elect to terminate this Agreement with or without cause or may elect to continue. 3.01 EXHIBITS WITH SCOPE OF WORK; CONTRACT AMOUNT Exhibits. City selected Ford to supply the goods and services outlined in City's Request for Proposals designated as RFP Solicitation Number 12-006, Specification Number 12-840-14 dated September 2011; and Response to such RFP submitted by Ford, all as specified in Exhibit "B" attached hereto and made a part hereof for all purposes. The intent of these documents is to formulate an Agreement listing the responsibilities of both parties as outlined in the RFP and as offered by Ford in its Response to the RFP. Exhibit `B" consists of the following: A. City's RFP, containing Attachment A "Reference Sheet," Attachment B "City Council Chambers Blueprints," and Attachment C "Council Chambers Layout;" B City's Purchasing Definitions, Standard Terms and Conditions; C. City's Insurance Requirements; and D. Solicitation No. 12-006 Turnkey Services of Audio/Video Equipment -- questions and answers for clarification purposes. The goods and services which are the subject matter of this Agreement are described in Exhibit "A" and, together with this Agreement, comprise the total Agreement and they are fully a part of this Agreement as if repeated herein in full. Such Exhibit "A" is attached hereto and made a part hereof for all purposes. Such Exhibit "A" is Ford's issued Scope of Work, and Exhibit "A" consists of the following: A. Letter of Transmittal containing the following subheadings: Services to be Performed, Description of Work, Audio System, Video System, Countdown Timer, Control 3 System, Video Projection System, Equipment Rack, Installation Schedule, and Ford Audio Video Authorized Persons; B. Sales Quote (5 pages) totaling $96,200.00; and C. SOW Technical Clarifications, Inclusion, Exclusions, & Conditions. Contract Amount. In consideration for the referenced goods and services from Ford, City agrees to pay Ford a total sum of Ninety-six Thousand Two Hundred and No/100 Dollars ($96,200.00) in payment for goods and services and the Scope of Work deliverables as delineated hereafter and in exhibits or as agreed between the parties. This Agreement, including all exhibits, shall evidence the entire understanding and agreement between the parties and shall supersede any prior proposals, correspondence, or discussions. 4.01 COSTS Costs listed on items included in Exhibit "A" shall be the basis of any charges collected by Ford. The parties agree that the fixed price costs of this Agreement shall be as follows: Total System Acquisition $96,200.00 Such amount includes all materials to complete the council chambers, per the referenced RFP solicitation number, including Drawings A805, A1301, A1501, M201A, E101, E102, E201A, E301A, and council chamber renderings and chamber layout drawings; all project engineering including submittal preparation, system design and testing when applicable, and certification; on-site field management including project superintendence and project management during periods of installation; supply and installation of specified mic/line wire; testing including system testing, preliminary adjustments and technical reporting; one-year warranty, and specified follow-up and diagnostic service calls. The parties expressly understand, acknowledge, and agree that it is anticipated by the parties that the specific goods and services delineated in Exhibit "A" may be, at the sole option and express direction of City, altered, added, omitted, substituted, and/or exchanged to allow for equipment upgrades, technical advances, enhancements, and variations during installation and testing phases to accommodate unforeseen equipment and quality issues. In the event that Ford recommends any such change in goods or services, Ford shall so inform City in writing and shall not proceed to furnish or install any recommended goods unless and until City authorizes same in writing. 5.01 INVOICES All invoices shall include, at a minimum, the following information: 4 A. Name and address of Ford; B. Purchase Order Number; C. Description and quantity of items received; and D. Delivery dates. 6.01 INTERLOCAL COOPERATIVE CONTRACTING / PURCHASING Authority for local governments to contract with one another to perform certain governmental functions and services, including but not limited to purchasing functions, is granted under Government Code, Title 7, Chapter 791, Interlocal Cooperation Contracts, Subchapter B and Subchapter C, and Local Government Code, Title 8, Chapter 271, Subchapter F, Section 271.101 and Section 271.102. Other governmental entities within the State of Texas may be extended the opportunity to purchase off of the City of Round Rock's bid, with the consent and agreement of the successful vendor(s) and Round Rock. Such agreement shall be conclusively inferred for the vendor from lack of exception to this clause in the vendor's response. However, all parties hereby expressly agree that the City of Round Rock is not an agent of, partner to, or representative of those outside agencies or entities and that the City of Round Rock is not obligated or liable for any action or debts that may arise out of such independently -negotiated "piggyback" procurements. 7.01 NON -APPROPRIATION AND FISCAL FUNDING This Agreement is a commitment of City's current revenues only. It is understood and agreed that City shall have the right to terminate this Agreement at the end of any City fiscal year if the governing body of City does not appropriate funds sufficient to purchase the services as determined by City's budget for the fiscal year in question. City may effect such termination by giving Ford a written notice of termination at the end of its then -current fiscal year. 8.01 PROMPT PAYMENT POLICY In accordance with Chapter 2251, V.T.C.A., Texas Government Code, any payment to be made by City to Ford will be made within thirty (30) days of the date City receives goods under this Agreement, the date the performance of the services under this Agreement are completed, or the date City receives a correct invoice for the goods or services, whichever is later. Ford may charge interest on an overdue payment at the "rate in effect" on September 1 of the fiscal year in which the payment becomes overdue, in accordance with V.T.C.A., Texas Government Code, Section 2251.025(b). This Prompt Payment Policy does not apply to payments made by City in the event: A. There is a bona fide dispute between City and Ford, a contractor, subcontractor, or supplier about the goods delivered or the service performed that cause the payment to be late; or B. There is a bona fide dispute between Ford and a subcontractor or between a subcontractor and its supplier about the goods delivered or the service performed that causes the payment to be late; or C. The terms of a federal contract, grant, regulation, or statute prevent City from making a timely payment with federal funds; or D. The invoice is not mailed to City in strict accordance with any instruction on the purchase order relating to the payment. 9.01 GRATUITIES AND BRIBES City may, by written notice to Ford, cancel this Agreement without liability to Ford if it is determined by City that gratuities or bribes in the form of entertainment, gifts, or otherwise were offered or given by Ford or its agents or representatives to any City officer, employee or elected representative with respect to the performance of this Agreement. In addition, Ford may be subject to penalties stated in Title 8 of the Texas Penal Code. 10.01 TAXES City is exempt from Federal Excise and State Sales Tax; therefore, tax shall not be included in Ford's charges. 11.01 ORDERS PLACED WITH ALTERNATE FORDS If Ford cannot provide the goods and services as specified, City reserves the right and option to obtain the products from another supplier or suppliers. 12.01 INSURANCE Ford shall meet all requirements as stated in the attached RFP Solicitation Number 12- 006 (including Attachment A entitled "City of Round Rock Insurance Requirements" and all attachments and exhibits); and its response. 13.01 CITY'S REPRESENTATIVE City hereby designates the following representative to act in its behalf: Brooks Bennett, Technology Specialist Round Rock Administration Department 221 East Main Street Round Rock, Texas 78664 512-671-2731 bbennett@round-rock.tx.us 6 14.01 RIGHT TO ASSURANCE Whenever either party to this Agreement, in good faith, has reason to question the other party's intent to perform hereunder, then demand may be made to the other party for written assurance of the intent to perform. In the event that no written assurance is given within the reasonable time specified when demand is made, then and in that event the demanding party may treat such failure as an anticipatory repudiation of this Agreement. 15.01 DEFAULT If Ford abandons or defaults under this Agreement and is a cause of City purchasing the specified goods and services elsewhere, Ford agrees that it will not be considered in the re - advertisement of the service and that it may not be considered in future bids for the same type of work unless the scope of work is significantly changed. Ford shall be declared in default of this Agreement if it does any of the following: A. Fails to make any payment in full when due; B. Fails to fully, timely and faithfully perform any of its material obligations under this Agreement; C. Fails to provide adequate assurance of performance under the "Right to Assurance" section herein; or D. Becomes insolvent or seeks relief under the bankruptcy laws of the United States. 16.01 TERMINATION AND SUSPENSION A. City has the right to terminate this Agreement, in whole or in part, for convenience and without cause, at any time upon thirty (30) days' written notice to Ford. B. In the event of any default by Ford, City has the right to terminate this Agreement for cause, upon ten (10) days' written notice to Ford. C. Ford has the right to terminate this Agreement only for cause, that being in the event of a material and substantial breach by City, or by mutual agreement to terminate evidenced in writing by and between the parties. D. In the event City terminates under subsections (A) or (B) of this section, the following shall apply: Upon City's delivery of the referenced notice to Ford, Ford shall discontinue all services in connection with the performance of this Agreement and shall proceed to cancel promptly all existing orders and contracts insofar as such orders and contracts are chargeable to this Agreement. Within thirty (30) days after such notice of termination, Ford shall submit a statement showing in detail the goods and/or services satisfactorily performed 7 under this Agreement to the date of termination. City shall then pay Ford that portion of the charges, if undisputed. The parties agree that Ford is not entitled to compensation for services it would have performed under the remaining term of the Agreement except as provided herein. 17.01 INDEMNIFICATION Ford shall defend (at the option of City), indemnify, and hold City, its successors, assigns, officers, employees and elected officials harmless from and against all suits, actions, legal proceedings, claims, demands, damages, costs, expenses, attorney's fees, and any and all other costs or fees arising out of, or incident to, concerning or resulting from the fault of Ford, or Ford's agents, employees or subcontractors, in the performance of Ford's obligations under this Agreement, no matter how, or to whom, such loss may occur. Nothing herein shall be deemed to limit the rights of City or Ford (including, but not limited to the right to seek contribution) against any third party who may be liable for an indemnified claim. 18.01 COMPLIANCE WITH LAWS, CHARTER AND ORDINANCES Ford, its agents, employees and subcontractors shall use best efforts to comply with all applicable federal and state laws, the Charter and Ordinances of the City of Round Rock, as amended, and with all applicable rules and regulations promulgated by local, state and national boards, bureaus and agencies. 19.01 ASSIGNMENT AND DELEGATION The parties each hereby bind themselves, their successors, assigns and legal representatives to each other with respect to the terms of this Agreement. Neither party shall assign, sublet or transfer any interest in this Agreement without prior written authorization of the other party. 20.01 NOTICES All notices and other communications in connection with this Agreement shall be in writing and shall be considered given as follows: A. When delivered personally to recipient's address as stated in this Agreement; or B. Three (3) days after being deposited in the United States mail, with postage prepaid to the recipient's address as stated in this Agreement. Notice to Ford: Ford Audio -Video Systems, Inc. 1340 Airport Commerce Drive, Suite 470 Austin, TX 78741 8 Notice to City: Assistant City Manager 221 East Main Street Round Rock, TX 78664 Stephen L. Sheets, City Attorney AND TO: 309 East Main Street Round Rock, TX 78664 Nothing contained herein shall be construed to restrict the transmission of routine communications between representatives of City and Ford. 21.01 APPLICABLE LAW; ENFORCEMENT AND VENUE This Agreement shall be enforceable in Round Rock, Texas, and if legal action is necessary by either party with respect to the enforcement of any or all of the terms or conditions herein, exclusive venue for same shall lie in Williamson County, Texas. This Agreement shall be governed by and construed in accordance with the laws and court decisions of the State of Texas. 22.01 EXCLUSIVE AGREEMENT This document, and all appended documents, constitutes the entire Agreement between Ford and City. This Agreement may only be amended or supplemented by mutual agreement of the parties hereto in writing. 23.01 DISPUTE RESOLUTION If a dispute or claim arises under this Agreement, the parties agree to first try to resolve the dispute or claim by appropriate internal means, including referral to each party's senior management. If the parties cannot reach a mutually satisfactory resolution, then and in that event any such dispute or claim will be sought to be resolved with the help of a mutually selected mediator. If the parties cannot agree on a mediator, City and Ford shall each select a mediator and the two mediators shall agree upon a third mediator. Any costs and fees, other than attorney fees, associated with the mediation shall be shared equally by the parties. City and Ford hereby expressly agree that no claims or disputes between the parties arising out of or relating to this Agreement or a breach thereof shall be decided by any arbitration proceeding, including without limitation, any proceeding under the Federal Arbitration Act (9 USC. Section 1-14) or any applicable state arbitration statute. 24.01 SEVERABILITY The invalidity, illegality, or unenforceability of any provision of this Agreement or the occurrence of any event rendering any portion or provision of this Agreement void shall in no way affect the validity or enforceability of any other portion or provision of this Agreement. Any void provision shall be deemed severed from this Agreement, and the balance of this Agreement shall be construed and enforced as if this Agreement did not contain the particular portion or provision held to be void. The parties further agree to amend this Agreement to replace any stricken provision with a valid provision that comes as close as possible to the intent of the 9 stricken provision. The provisions of this section shall not prevent this entire Agreement from being void should a provision which is of the essence of this Agreement be determined void. 25.01 MISCELLANEOUS PROVISIONS Standard of Care. Ford represents that it employs trained, experienced and competent persons to perform all of the services, responsibilities and duties specified herein and that such services, responsibilities and duties shall be performed in a manner according to generally accepted industry practices. Time is of the Essence. Ford understands and agrees that time is of the essence and that any failure of Ford to fulfill obligations for each portion of this Agreement within the agreed timeframes will constitute a material breach of this Agreement. Ford shall be fully responsible for its delays or for failures to use best efforts in accordance with the terms of this Agreement. Where damage is caused to City due to Ford's failure to perform in these circumstances, City may pursue any remedy available without waiver of any of City's additional legal rights or remedies. Force Majeure. Neither City nor Ford shall be deemed in violation of this Agreement if it is prevented from performing any of its obligations hereunder by reasons for which it is not responsible as defined herein. However, notice of such impediment or delay in performance must be timely given, and all reasonable efforts undertaken to mitigate its effects. Multiple Counterparts. This Agreement may be executed in multiple counterparts, any one of which shall be considered an original of this document; and all of which, when taken together, shall constitute one and the same instrument. IN WITNESS WHEREOF, the parties have executed this Agreement on indicated dates. City of Round Rock, Texas Ford Audio -Video Systems, Inc. By: By: Printed Name: Printed Name: Title: Title: Date Signed: Date Signed: For City, Attest: By: Sara L. White, City Secretary For City, Approved as to Form: By: Stephan L. Sheets, City Attorney 10 fora EIUCIIDVICJ2D Turnkey Services of Audio/Video Equipment for City Hall Council Chambers Solicitation # 12-006 Speclfication # 12-840-14 LETTER OF TRANSMITTAL SERVICES TO BE PERFORMED Ford Audio -Video Systems, Inc. (Ford AV) respectfully submits for your consideration the attached revised proposal. The proposed systems are based upon our understanding of your requirements as communicated to us in the RFP document and drawings and during our meetings and conversations. This proposal contains confidential pricing, design, and installation information that is proprietary to Ford AV. It is provided for your private use, and is not to be disclosed, in part or in whole, without the express, written authorization of Ford AV. Please let me know if any questions arise. 1 look forward to serving you. DESCRIPTION OF WORK: Ford Audio -Video Systems, Inc. .(Ford AV) shall provide and install the following systems for the Round Rock City Hall Council Chambers in Round Rock, Texas. System design is based on meeting the design criteria as stated in the specifications provided by the City of Round Rock. A Digital Media based system is provided for existing and future Digital Sources. AUDIO SYSTEM 1. Nine (9) 18" Gooseneck Microphones with on/off switch and visual cue to alert speaker of on/off position shall be installed at the Dais City Council Seating area. Microphones will be controllable from the Live Meeting Production Area. Chair Seat shall have `Mute All" override functionality. 2 One (1) 18" Gooseneck Microphone with on/off switch and visual cue to alert speaker of on/off position shall be installed at the Owner Furnished (OFE) Podium. 3. Four (4) Ceiling mounted microphones shall be installed in the Live Meeting Production area. Exact location TBD. 4. Six (b) Wireless Microphone Systems with remote antennas shall be installed in the Equipment Rack. Four (4) Body Pack with Lapel Microphones and Two (2) Handheld Microphone transmitters will be provided. 5. Digital Signal Processor (DSP) will be installed in the equipment rack. DSP will be programmed to allow for preset configurations for ease of use. Audio from DSP will be routed to OFE VDesk for recording purposes. DSP uses a Mix -Minus audio system. 1340 Airport Commerce Dr Suite 470, A N EXHIBIT nAn ax (512) 447-0111 www.forday.com 6. One (1) 8 Channel and One (1) 2 Channel Audio Power amps will be installed in the equipment rack. 7. Six (6) Ceiling mounted speakers will be installed in the Dais Area each on a separate zone. 8. Twelve (12) Ceiling mounted speakers will be installed in the Council Chambers Live Meeting Production area on a separate zone. 9. Two (2) Ceiling mounted speakers will be installed in the Chamber Lobby Area on a separate zone. 10. Two (2) Ceiling mounted speakers will be installed in the Chamber Breakroom Area on a separate zone. 11. One (1) Press Box Audio Feed panel with (8) 3 -Pin XLR Jacks will be installed in the Press area. 12. One (1) Assistive Listening System, to satisfy ADA requirements, with Six (6) Receivers, each with an earbud will be installed in the Equipment Rack. The antenna will be remotely located from the rack in a location TBD. VIDEO SYSTEM 1. One (1) 8x8 Digital Video Switch will be installed in the equipment rack. Sources are to be Podium PC, Document Camera and VDesk Video. Video output will be routed to Dais Monitors, Chamber Live Meeting Area LCDs, Lobby LCD, Breakroom LCD, and VDesk. An SDI Video Feed from OFE VDesk will be routed to a Press Video Output plate to be installed in the Press area. 2. Two (2) TV Tuners will be installed in the Equipment Rack. One tuner will be for Cable Channels and the second tuner sill be for Off -Air Channels. 3. Nine (9) 19" LCD Monitors with mounts will be installed in the Dais Millwork as depicted in Council Chambers Dais Millwork Drawings. 4. Four (4) 52" LCD Monitors with Ceiling Mounts will be installed with the bottom of the display at 80" AFF in the Council Chambers Live Meeting Production area. (2) Monitors will be installed on the Left side and (2) Monitors will be installed on the Right side of the Production Area. 5. One (1) Ceiling mounted Document Camera will be installed above the OFE Podium. 6. One (1)19" LCD Monitor will be installed at the OFE Podium. 7. One (1) 52" LCD with Wall Mount will be installed in the Chamber Lobby Area. 8. One (1) 52" LCD with Wall Mount will be installed in the Chamber Breakroom Area. COUNTDOWN TIMER (T:\Sales\AUS\SULLM\Active\Round Rock Council Chambers AV\Bid Response - Final\Attachments for Bid Response\Letter of Transmittal Revised SOW 11-10-11.doc, 11/10/2011 4:32 PM) Page 2 of 4 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of the parties hereto and is not for general distribution within or outside their respective companies. 1. Three (3) Countdown Timer displays will be installed. One each at the OFE Podium, Dais Chair Seat and Clerk.. Timer can be controlled from two locations, the City Clerk's Desk and the Live production area. CONTROL SYSTEM 1. One (1) Control Processor will be installed at the equipment rack 2. One (1) 9" Tabletop Control Touch Screen will be installed in Chambers Live Meeting Production area. Control Panel will be programmed to control the foilowing Functions: a. LCD Displays - On/OFF, b. Source Selection — Document Camera, Podium PC, TV Tuners, c. Audio Presets d_ Volume Control e. TV Tuners control — Channel#, Channell Up/Down, Guide, Select f. Lighting Scenes g. Video Option Control i. Projector On/OFF, Source Selection 3. One (1) Eight Button Single Gang control panel will be installed at OFE Podium to allow for Video Source selection and Ceiling Mounted Document camera Zoom 1N/OUT control. 4. One (1) Eight Button Single Gang Control Panel will be installed at Chamber Lobby for Display source selection 5. One (1) Eight Button Single Gang Control Panel will be installed at Chamber Breakroom for Display source selection. 6. One (1) RS -232 interface to OFE Lighting system will be installed. OFE Lighting System. VIDEO PROJECTION SYSTEM 1. One (1) 5000 Lumen Ceiling mounted projector and One (1) 137" Diagonal Tab Tensioned Electric Screen with Low Voltage Control will be installed in the Council Chambers Live Meeting Production area. The screen would be installed between the Dais and the Podium. This option would be for use during training sessions or meetings without the Dais area being used. EQUIPMENT RACK 1. One (1) 41 Rack Space equipment Rack with Locking Front Door will be installed in the Breakroom to house all the AV equipment. Rack will include Power Conditioning. INSTALLATION SCHEDULE 1. Ford AV estimates that the actual on-site installation of your project will take two weeks. In addition to the installation, Ford AV shall prepare system drawings, purchase the equipment, assemble the equipment in our shop, program control software as required and do in -shop testing. This work will take approximately six weeks prior to the beginning of actual installation at your facility. The total time required to complete the project shall be approximately seven weeks. (T:\Sales\AUS\SULLM\Active\Round Rock Council Chambers AV\Bid Response - Final\Attachments for Bid Response\Letter of Transmittal Revised SOW 11-10-11.doc, 11/10/2011 4:32 PM) Page 3 of 4 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of the parties hereto and is not for general distribution within or outside their respective companies. The completion of Ford AV's work depends upon the facility being secure, dust -free, air- conditioned, and quiet. FORD AUDIO VIDEO AUTHORIZED PERSONS David Allen — Corporate Vice President (alled a@forday.com) Michael Sullivan — Sales Estimator (sullmC forday.com) Michael Sullivan Sales Estimator November 10, 2011 (T:\Sales\AUS\SULLMWctive\Round Rock Council Chambers AV\Bid Response - Final\Attachments for Bid Response\Letter of Transmittal Revised SOW 11-10-11.doc, 11/10/2011 4:32 PM) Page 4 of 4 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of the parties hereto and is not for general distribution within or outside their respective companies. sullm CUST 7 7 11/09/11 txgov NET 10 EQUIPMENT RACX-PWR CON 1.00 MIDD.BGR41SA27 1.00 FAV.MISC14 1.00 MIDD.PD1415CNS 1.00 MIDD.PD-920R-N8 1.00 FAV.MISC15 1.00 FAV..MISC5 WIRE & CABLE 2;000.00 5,000.00 2,000.00 500.00 1.00 1.00 INPUT-OUTPUT 1.00 WEST. 25226B WEST.25291B WEST.254245 WEST. 6350 SHO'R . IIA810 0 FAV .MISC1 PLATES FAV.MISC10 MICROPHONES. 10.00 SHUR.MR418D/C 4..00 CLOC..C3100 Labor QJ J RACK, 41RU,27°D, STAND-ALONE MIDD.8VFD-41 VENTED REAR DOOR POWE,POWER STRIP, 14'OUT, 15 A POWE,9 OUTLET,SINGLE 20 AMP CI MISC RACK HARDWARE MISC HARDWARE • WIRE,2C;14 GUAGE,PLENIIM,SPEAK. 2, COND, 22,7X30,BARE,SHLD,CMP WIRE, CAT5, PLENUM, LAN WIRE, SDI VIDEO, R06, 18AWG, PVC CABLE,100 UHF REMOTE ANT ERTEN MISC CABLES & CONNECTORS MISC I -O PLATES N 11/15/11 12:29 PM 512-218-5540 EA 801.90 EA 240.33 EA 101.88 EA 148.51 EA 183.49 EA 1,223.24 SECTION TOTAL: FT0.27 FT 0.09 FT 0.22 FT 0.33 EA 207.95 EA 917.43 SECTION TOTAL:-"" 16,253.80 801.90 240.33 101.88 148.51 183.49 1,223.24 2,699.35 544.00 455.00 436.00 162.50 207.95 917.43 EA183.49183.49 183.49 SECTION TOTAL: 183.49 MIC,CARDI0D-18" DESKTOP LOOSEN EA 256.88 .MIC,RF.,CARDIOID,8ONIC 5"RANGE. EA 135.05 2,568.81 540.18 SECTION TOTAL: 3,108.99 farcJ EUCJID.VICJ2D 1340 Airport Commerce Drive, Austin, TX 78741512-447-1103 SALES QUOTE BILL TO City of Round Rock ..5 5 Round Rock, TX 78681=; Attn: Nora Randall !SHIP TO City of Round Rock 55 Round Rock, TX 78681 171.25 108.87 3,082.57 435.48 forcJ aucJicivicJ2o 1340 Airport Commerce Drive, Austin, TX 78741512-447-1103 SALES QUOTE BILL TO City of Round Rock 55. Round Rock, TX 78681 Attn:,Nora Randall SHIP TO MS22609B 11/09/11 2 of 5 CRTXROU City of Round Rock 55 - Round Rock, TX 78681 Bullm OUST .00 2. a0 2.00 2.00 2.00 •2.00 3.00 7 11/09/11 txgov NET 10 SHUR.ULXP14 85 SHUR.ULXP24/B58 SHUR.UA844SWB SHUR.UA87OUSTV ATLA.ADI2BE ATLA.ADI4BE SHUR.UA507 QJ J MIC,LAPEL WIRELESS,WL185 MIC,WIRELESS SYS W/BETA 58 ANTENNA SPLITTER,UHF,4WY ACCE,ANTENNA, POWER, 470-698 MHZ STAN,ADP FLNG 5/8-27M EBY ACCE,TUBE,90 DEG,BLACR DUAL ULX RECEIVER,RACR MNT RIT AUDIO DIGITAL SIGNAL PROCESSOR 2.00 BIAM.AUDIAFLXCM DSP,AUDIA FLEX CHASSIS W/COBRA 11.00 BIAM.IP-2 CARD,2 CHAN INPUT,AUDIAFLEX 7.00 BIAM.OP2E CARD,2CHAN MIC/LINE OUTPUTINS 1.00 FAV.MISC17 MUTE SW AUDIO POWER AMPS 1.O.Q _QSC ..CX1O B.V - 1.00 QSC:CX602V- AUDIO PRESS: DA -1.00 ATI PB2x8 .... AUD.I O . SPEAXERS. .... . .. . 18.00 SOUN.R8500I-BR 4.00 FAV.MISC20 EA EA EA EA EA EA EA EA EA EA EA N 11/15/11 12:29 PM 512-218-5540 868.50 891.74 426.91 243.43 5.54 11.07 20.80 SECTION TOTAL: 3,174.31 157.80 96.64 61.16 SECTION TOTAL: AMP-.,-.8_._CHANNEL_...P.OWER ...AMPLIFIER ..............EA AMP,70V;..440/55.0W...8....HM ..O.._ ................................. �A AMP, 2X8, DISTRIBUTION, AMP SPEA,5.25",COAX,PENDANT SOUN.CM62-EZ-II 1,...415..17 i.300731........- SECTION TOTAL: EA EA 3,474.01 1,783.49 853.82 486.85 11.08 22.14 62.39 6,693.78 6,348.62 1,735.78 676.45 61.16 8,822.01 .1, 4.15...17..._ 1,300.31 2,7.15.48 1,711.56 1,711.56 SECTION TOTAL: 1,711.56 ASSISTIVE LISTENING SYSTEM • sullm 7 7 11/09/11 txgov QJ J N 11/15/11 12:29 PM CUST NET 10 1.00 WILL.PPA377PRO 2.00 WILL.PPAR37 VIDEO -DOCUMENT CAM -TV TUNERS 2.00 .CONT.232-ATSC+ 1.00 FAV.MISC16 1.00 WOLF.EYE-12 1.00 FAV.MISC21 VIDEO=DAIS 1.00 FAV.MISC11 1.00 ESE.ES-249' VIDEO.. -..SWITCH _ _ ... __ _1..00 . 2.00 4.00 1.00. 1. GO 4.00 CRES.DM=MD8X8__. _ CRES.DMTX201C CRES.DMRMC100C CRES.DMCO-53 CRES.DMCO-55 FAV.MISC12 512-218-5540 ASSI, 377PR0 SYSTEM,4-RECVRS EA 780.56 RECE,FN, AA•BATT,EAR013 TUNE,HDTV,INCLUDES HD2-RC REMT 3DISPLAY-2CNTRL CNTDWN TIMER CAME, DOC, CEILING VISUALIZER DOC CAMERA MTG HARDWARE CSTM EA 73.96 SECTION TOTAL: EA 856.27 EA 1,080.00 EA 3,913.15 EA 100.00 SECTION TOTAL: ATLO.ATHDVI4SS 1X2DA-CAT OUT EA 556.56 AMP.DA, 1X8 TIMECODE/R8232 DA EA 545.87 AV,DM;MEDIA-DISTRIBUTION CTR TRAN,DM,HDMI + RGB.INPUTS RECE,DM,8G CARD,DM,OUTPUT:.2 8GST.P, 1POE CARD, 4 DM 2 HDMI OUTPUT.,. 8G.. .. . ATLO.AT-HD-.SR-HDMI PLT -CAT OUT SECTION TOTAL: EA' EA EA EA EA . EA 2;29. 97..... . 795.11 550.46 1,223.24 1,_590.,21. 73.38 SECTION TOTAL: • VIDEO PROJECTOR.-MT.-.SCRN-OPTION 1.00 CHRI.LW555 PROJ,LCD,WXGA,5500L,WHITE EA 1.00 FAV.MISC13 DRAP.101641LP-137"D-TAB TNSD EA 1.00 CRES..DMRMC100C.,.RECE,DM,8G._ EA. 3,973.09 2,014.68 550.46 780.56 147.92 928.48 1,712.54 1,080.00 3,913.15 100.00 6,805.69 556.56 545.87 1,102.43 22997 .. 1,590.21 2,201.84 1,223.24 .1.,_5.2.0_,.21- 293.53 9,529.00 3,973.09 2,014.68 550.46 SECTION TOTAL: 6,538.23 forcJ aucJioviciBo 1340 Airport Commerce Drive, Austin, TX 78741512-447-1103 SALES QUOTE BILL TO City of Round Rock .5.5.._ Round::Rock;:TX ' 78681. Attn: ' Nora tandall SHIP TO City of Round Rock _.55 •:Round Rock; . TX'':7868,1 r forcJ EUCJIDIIVICJ2D 1340 Airport Commerce Drive, Austin, TX 78741512-447-1103 SALES QUOTE BILL TO Citof Round Rock .5.5.................................................._ "Round' Rock, TX 78681 Attn: Nora Randall SHIP TO MS22609B 11/09/11 4 of 5 CRTXROU City of Round Rock 55 ..._...... _._ ._... .... _.._. Rosin Rodk, TX 78681 sullm CUST 7 7 11/09/11 txgov NET 10 QJ J N 11/15/11 12:29 PM 512-218-5540 LCD DISPLAYS -MTS 4.00 CHIE.PCMU 4.00 CHILCMA110 4.00 CHIE.C24S0305 4.00 FAV.MISC20 6.00 SHAR.LC52LE830U 2.00 CHIE.LTMU DAIS -PODIUM LCD -MTS 10.00 CHIE.FSRV 10.00 FAV.MISC21 CONTROL SYSTEM 1.00 CRES.PRO2 ......._1.._.0.0... CRES.....C2ENET_-.2... _ ....._...._.1.. Q0...._._CRE8'; C2COM=3.......___. 1.00 CRES.CNXIO-16 1.00 CRES.CNTBLOCX 1.00 .CRE.S.TPMC-9-B 1.00 CRLS.CNXB2W 2.00 CRES.CNX-B8-W-T 1;_0O...� 9.Qi9B#ABA. MOUN, CEILING UNIV, HORIZONTAL ACCE,PLATE, CEILING MOUN.ADJ. PIPE 36" TO 60" MISC MOUNTING HARDWARE DI8P.LED,52",120HZ,WIFI,1080P MOUN,LRG,HGHT ADJTBL,TILT MOUN EA 292.15 EA 43.23 EA 99.71 EA 42.81 EA 1,487.46 EA 194.53 SECTION TOTAL: MOUN,VESA UNIVERSAL STATIC MOU EA 34.17 LG.19LE530019" LCD EA ' 269.11 SECTION TOTAL: AV, CONTROL,SYS,PROF,DUAL,BUS EA .CARD,_ETHERNET_,..2 - SERIES.,.DUAL-, PO --.EA _ ......._.... ... CARD:27RS=232/422/485INTRFCE....'._...EA.........._......__ .. CARD, LOW, CURRENT, RELAY, OUTPUT EA AV, NETWORR,TERMINAL,BLCR EA DISP.TOUCH .PANEL, 9",_ MEDCTR EA ACCE�WALL,.PLATE,2.,BUTTON .. .. _ .E...... AV, KEYPAD,8BUTT,WHITE EA SWIL:24:=:_PORTS: _PROCURVE . _._ _.. _ ..._..:.EA 1,168.59 172.92 398.82 171.25 8,924.77 389.06 11,225.41 341.65 2,691.13 2,201.84 __..7.9.5,11 ._.-_ .. "_42.814...... __.. 428.14 103.98 2,324.16 220.18 3 7 0::.10 . SECTION TOTAL: 3,032.78 2,201.84 7..95.11 428.14 103.98 2,3.24.16 2.2..G.18. 440.37 _..37.0 .1U.__: 7,312.02 forcJ BUcJIDVICJBD 1340 Airport Commerce Drive, Austin, TX 78741512-447-1103 SALES QUOTE BILL TO City of Round Rock Round Rock, TX 78681 Attn::Nora Randall SHIP TO City of Round Rock 5.5 ..... _...._ _ . _.. ....._.._ .. Round Rock, TX 78681 MERCHANDISE 78,649.63 LABOR 16,253.80 FREIGHT 1,296.57 SALES TAX 0.00 QUOTE AMOUNT Thank you for shopping at Ford AV. We appreciate your business. www.forday.com - R • PR R IN . RMATION. The information contained herein is for use by the parties hereto and is not for distribution outside their respective companies. All material is guaranteed to be as specified. All work shall be completed in a workmanlike manner according to standard practices. Any deviation from the above specifications involving extra costs, will be executed only upon written orders, and will become an extra charge over and above this estimate. This agreement is contingent upon accidents or delays beyond our control. Owner shall carry fire and other necessary insurance. Our workers are covered by Worker's Compensation insurance. This proposal is valid for 30 days. The above prices, specifications and conditions are satisfactory and are hereby accepted. You are authorized to do the work as specified. [forcJ audio-vicJeo Sound Reinforcement ♦ Audiovisual • Paging • Security Quotation Project Information Austin Division 1340 Airport Commerce Dr 41470 Austin, TX 78741 512-447-1103 Fax: 512.447-0111 www.forday.com Round Rock Council Chambers - Quote Project: Audio Visual Systems date: 11/10/2011 Quote 5;00 PM time: Bid Contact Information From: Ford Audio -Video Systems, Inc. Bid Contact: Michael Sullivan Phone: 512-4474103 Fax: 512-447-0111 frcation Section Information & Pricin Spec Section Section Description Price Solicitation # 12-006 Audio Visual Systems — Includes Projection System $96200.00 Pricing Revisions per SOW Conference Call Price does not include Payment & Performance Bonds, available at 1 % of Total Price Alternate Bid Section Information & Pricing Alternate #1 Alternate Description Price Dais — Nine Digital Name Placards ADD $12,450.00 Addenda: N1 Dated 10-20-11, Conference Call E-mail dated 11-04-11 Per Plans & Spec's: Y Sales'& Use Taxes: N Furnish & Install: Y Minority Status: Y F.O.B. Jobsite: Y Prevailing Wage: N Install Only: N Union Labor N Note: Please review FA V's attached scope of work teclrnlcat clarifications, inclusions, exclusions, and conditions following this bid quotation page. : Bid Fax Form -RR Council Chmabers.doc 11/1012011 4:21 PM Page 1 of 5 Forts Audio -Video Systema; Inc. PROPRIETARY INFORMATION: The information contained hereln may contain confdenlial design, technical, and/or pacing data, and Is for use only by authorized employees of the parties named above, and Is not irdended for general distribution. If the reader 01 this message is not the intended redpient you are hereby nothed Etat any dlsseminalon of this fax is prohlbited, and &e requested to notify Fad Audio-ttdea et 512-447.1103 immediatey. Round Rock Council Chambers AV Systems Ford Audio -Video Systems, Inc. Proposal for: 11/10/2011 Solicitation a# 12-006 Audlo Visual Systems FAV's SOW Technical Clarifications. Inclusions, Exclusions, & Conditions FAV's 274100 Audio Visual Systems SOW Technical Clarifications: Reference TAB# 1 Letter of Transmittal — Revised 11-04-11 FAV's Base Bid Quotation Inclusions: 1) Audio -Visual Systems - All materials to complete the Round Rock Council Chambers, Audio Visual Systems per Solicitation it 12-006 dated September, 2011, Includes Drawings A805, A1301, A1501, M201A,E101, E102, E201A, E301A, and Council Chambers Renderings and Chambers Layout Drawings. Also includes items to address SOW Conference Call e-mail dated 11-04-11. Ford Audio -Video Systems, Inc. quotation does not include costs for work described within any drawings or specifications not included within the specifications or drawings described above. 2) Engineering - All project engineering as specified including: submittal preparation, system design and testing, when applicable, and certification. 3) On-site Field Management - On-site project superintendence and project management during the periods of FAV's installation on the project. 4) Wire & Cable — Supply and installation of specified midline wire. 5) Testing - System testing, preliminary adjustments and technical reporting as specified. 6) Tralning - Owners training to be performed by others, as specified. 7) Warranty — One Year. 8) Service - All follow-up and diagnostic service calls as specified. FAV's Base Bid Quotation Exclusions: I. General Conditions - General conditions, requirements, or special provisions that were not provided with the project bidding documents; FAV reserves the right to amend this bid pending our review and acceptance of the general condition requirements for the Round Rock Council Chambers Audio Visual systems. 2. Union °Installation Labor- Should Union installation labor bccomcs a requirement of FAV in order to perform the on-site low -voltage installation of the work, FAV reserves the right to adjust its labor pricing accordingly. 3. Owner Furnished Equipment - Service, repair, or warranty services for Owner Furnished Equipment (OFE); all service, repair, and warranty services for OFE will be provided on a time and materials basis at FAV's normal shop and field repair rates, upon receipt of a written approved change order. 4. AC Power/Conduit/Terminations - 120 -volt AC power, AC conduit, or high voltage AC power terminations and work extemal to the AV Multimedia equipment racks. It is assumed that the project electrical contractor will provide all 120 -volt AC circuits and related terminations as required. 5. Condult/Cable Tray/Wireway — AV Multimedia cabling systems conduit, wireway, ! hooks, junction boxes, floor boxes, or other low voltage system related conduit\wireway requirements. 6. Correcting Work by Others - Testing, troubleshooting and installation confirmation of electrical contractor installed wire and cabling. (Only on a time and materials basis will FAV troubleshoot, test, tone, and correct cabling installation errors caused by mislabeled, misrouted, or improperly installed cabling circuits installed by others.) 7. Architectural Infrastructure -Architectural construction of, or modifications to building walls, floors, or ceilings, as required to accommodate the installation of the AV Multimedia loudspeakers, wall panels, microphones, equipment racks, etc. All architectural rough in and final linish trim, painting, staining, grill cloth, grill cloth structures, firestopping, etc. as required for complete AV Multimedia installation is to be provided by others. Fie: Bid fax Form -RR Council Chmabers.doc 11/10/2011 4:21 PM Page 2 of 5 Ford Audio -Video Systems, Inc. PROPRIETARY INFORMATION. The information contained herein may contain confidential design, technical, and/or pricing data, and is for use only by authorized employees of the parties named ebove, and Is not Intended for general distnbubon. If the reader of thts message is not the intended recipient, you are hereby no fled that any dissemination 01 this fax is prohibited, and are requested to notify Ford Audio•Video at S12.447.0111 Immediately. Round Rock Council Chambers AV Systems Ford Audio -Video Systems, Inc Proposal for: 11/10P2011 Solicitation # 12-006Audio Visual Systems 8. Architectural Construction - Architectural millwork and/or cabinet work construction, installation, or modification as required for integration of AV Multimedia control consoles and related system processing and distribution equipment. All millwork and cabinet work to be provided and installed by others. 9. Cutting!and Patching - Cutting, coring, patching, removal, firestopping, or replacement. 10. Structural Accommodations - Cutting, structural welding, or reinforcement of structural steel members required for support of loudspeaker assemblies, television mounts, projector mounts, etc as required. 11. Ceiling Access Panels- FAV specifically excludes the provision of, or installation for any access panels, if required. 12. Permits & Fees - Any applicable permits or fees. 13. Bond - Performance or payment bonds, if desired, may be purchased at the rate of S 10.00/S 1000.00. 14. Taxes -Sales or Use taxes of any kind. Sales or use taxes, if required, will be added to the project billings as required. 15. Consultant Fee — None Specified. 16. Structural Engineer Fee — None Specified. 17. Document Service Fee --None Specified. FAV's Base Bid Quotation is based upon these terms and conditions: 1. Conditional Offer to Sell - Ford Audio -Video Systems' quotation is contingent upon the review and acceptance of the terms and conditions contained within your subcontract agreement. This quotation is also contingent upon our review of your company's current financial, legal, and credit status within and outside the general construction industry; Ford Audio -Video Systems, Inc. reserves the right to decline a contract pending our review and acceptance of the aforementioned issues. Scope of Work Attachment - Plcasc note that this scope and quotation must be made an attachment to any subcontract agreement entered into between Ford Audio -Video Systems, Inc. and your company. 3. Withdrawal - This quotation is valid for 60 days. FAV reserves the right to modify our quotation pricing if not accepted within 60 days of this quotation date. 4. Insurance - FAV's quotation includes: Worker's Compensation coverage at state mandated limits; Commercial General Liability and Automobile Liability at an aggregate total of S4,000,000.00; higher cover limits are available, and will be provided at additional charge over and above the cost of this quotation. S. Warranty. A. FAV agrees to warrant its work against all deficiencies and defects in workmanship provided by FAV under this Agreement and agree to satisfy same without cost to the Client for a period of one (1) year. All materials by other manufacturers supplied by FAV, will be serviced under the provisions of the manufacturers' warranty and guarantee. B. Alt materials shall be new unless noted otherwise in this quotation. C. Warranty period shall commence on the date of substantial completion or first beneficial use of the system, whichever date is first. D. Materials furnished by the Owner (OFE) are with no warranty or guarantee by FAV. Use of these materials is solely for the convenience and benefit of the Owner. FAV will take reasonable care in handling this OFE and will install according to standard industry practices. However, FAV takes no responsibility for the operation, performance, appearance, or effects of the OFE before, during, or after its integration into the system. If troubleshooting, modifications or repairs are required to make OFE function as needed, Client agrees to reimburse FAV for all work related to the service and/or troubleshooting and integration of OFE. E. The Warranty as described herein will be voided if personnel not authorized by FAV. either before or during the warranty period, perform repairs, modifications, or other work on the system. 6. Schedule/Coordination - The Gencral Contractor or Owner will work with FAV to schedule the times of installation for the AV Multimedia systems. 7. Temporary Provlsions - The General Contractor .or Owner is providing for our use, at no additional charge: adequate elevators, water, electricity, heat, air conditioning, and toilets. Pile: Bid Fax Form -RR Councl Chmabers.doc 1111012011 4:21 PM Page 3 of 5 Ford Audio-Vldeo Systems, Inc. PROPRIETARY INFORMATION. The information contained here(n may contain confidenial design, technical, and/or pricing data, and is for use only by authorized employees of the parties named above. and Is not Intended for general dlsbrbutlan. If the reader of Ihls message Is not the intended recipient you are hereby notified that any dissemination of this fax is prohibited, and are requested 10 notify Ford Audio -Video at 512.447-0111 immediately Round Rock Council Chambers AV Systems Ford Audio -Video Systems, Inc. Proposal for: 11/10/2011 Solicitation # 12-006 Audio Visual Systems 8. Waste Receptacles - The General Contractor or Owner is providing waste receptacles for FAV's removal of all its related debris at no cost to FAV. 9. Field Offtee/Storage - Adequate space shall be provided on the project jobsite for our field office, field trailers, and materials storage trailers as necessary. 10. Safety Items - The general contractor shall provide guardrails, safety rails, and other OSHA related worksite safety equipment as required for a safe project worksite. FAV's employees will be provided with personal safety materials as required. 11. Asbestos — In the event FAV encounters on the job site material reasonably believed to be asbestos or polychlorinated biphenyl (PCB) which has not been rendered harmless, FAV shall immediately stop Work in the area affected and report the condition to the General Contractor/Construction Manager (GC/CM). The Work in the affected area shall not be resumed by FAV, except by written agreement of the GC/CM and FAV, until notification is provided which clarifies that the area has been rendered harmless. Said notification to be provided by an organization regularly involved in the removal and abatement of asbestos or polychlorinated biphenyl (PCB) materials. To the fultest extent of the law, the GC/CM shall indemnify and hold harmless FAV, its agents, employees and subcontractors from and against claims, damages, losses and expenses, including but not limited to attorney's fees, arising out of or resulting from performance of the Work in the affected area if in fact the material is asbestos or PCB and has not been rendered harmless. 12. Electronic Drawing Files — This quotation is based upon the condition that electronic CAD files of alt floor plans, reflected ceiling plans, appropriate architectural details, and system schematic system drawings are provided to FAV at no cost. These drawings are necessary for the purpose of generating shop drawings and/or as -built drawings. FAV reserves the right to modify this bid proposal should these electronic CAD files not be provided for FAV's use as outlined herein. 13. Properly Installed Wireway - Our quotation is based upon the condition that the conduit systems which the electrical contractor has installed have been properly installed, and provided with properly labeled pull strings as indicated by FAV approved conduit submittal drawings. Charges for troubleshooting incorrectly installed conduit or raceway systems is not included within this quotation, and will be provided on a time and materials basis upon receipt of a written change order. 14. Project: Length - We estimate that the on-site portion of the project installation will require a minimum of 10 working day (not including weekends and holidays) once FAV has received confirmation that all millwork, rough -in, raceway, conduit, and electrical work for the AV Multimedia system is complete. This time period is for on-site installation and termination work only and does not include the four to six week period typically necessary for the preparation, and approval, of engineering submittal and fabrication drawings. An additional four to six week period is needed for the acquisition of all materials, in shop fabrtcation, and testing of all equipment rack and custom panel assemblies, which must be completed before the on-site system equipment installation begins. During the substantial completion phase of FAV's scope of the project,: an additional two to three weeks is generally necessary for final system testing, customer training, and the final documentation portion of the work. 15. Overtime - Our quotation is prepared fully staffing and manning the project based upon n standard 40 -hour workweek, in compliance with the project construction schedule discussed above. Overtime work required due to the failure of other trades responsible for rough -in of our work in accordance with the project schedule and deadlines is not included in this quotation, and will be provided only upon written change order. Fite: Bid Fax Form -RR Council Chmabers.doc 11110!2011 4:2.1 PM Page 4 of 5 Fon! Audio-Vldao Systems, Inc. PROPRIETARY INFORMATION. The Information contaMed herein may contain confidential desgn, technical, and/ a pdcing data, and is for use only by authorized employees of the partes named above, and is not Intended for general disbibudon. 11 the reader ot this message is not the intended recplent, you are hereby notified that any dissemination of lhis fax is prohibited. and are requested to notify Ford Audio -Video at 512.447.17111 Immediately. Round Rock Council Chambers AV Systems Ford Audio -Video Systems, Inc. Proposal for: 11/10/2011 Solicitation # 12-006 Audio Visual Systems Thank you for the opportunity to provide a quotation on this project. Ford Audio -Video Systems, Inc. has been in business for thirty six years, and currently manages contracts in excess of $10 million, with an average of thirty contracts in progress at any one time. With a bonding capacity exceeding $12 million, projects requiring extensive engineering services, project management, and installation expertise are routine business for Ford Audio -Video Systems, Inc. Please review this quotation and its conditions for completeness. We would appreciate your regarding this quotation as confidential. Should you have questions or need more information, please feel free to call me at 512-447-1103. Sincerely, FORD AUDIO -VIDEO SYSTEMS, INC. i Michael Sullivan Sales Estimator File: Bid Fax Form -RR Council Chmabers.doc 11110/2011 4:21 PM Page 5 of 5 Fond Audio Video Systems, Inc. PROPRIETARY INFORMATION. The infomiation contained herein may contain confidential design, technlcat, andlor pricing data. and is fax use only by autthorized employees of the parties named above, and is not Intended for general distribution. N the reader of this message is not the intended recipient you are hereby notified mat any dissemination of this fax is prohibited, and are requested to notify Ford Audio Video at 512-447-0111 immediately. SOLICITATION NUMBER 12-006 SPECIFICATION NUMBER 12-840-14 DATED: SEPTEMBER 2011 CITY OF ROUND ROCK REQUEST FOR PROPOSAL TURNKEY SERVICES OF AUDIONIDEO EQUIPMENT FOR CITY HALL COUNCIL CHAMBERS GENERAL 1 PURPOSE: The City of Round Rock, herein after "City", seeks an agreement with a qualified Individual, Firm, or Corporation, hereafter referred to as "Respondent", to provide turnkey services to furnish equipment, delivery and installation of an integrated audio/video recording system for the City's Council Chambers. The audio/video recording system is required by the City to record and broadcast chamber sessions and other meetings and events. The audio/video system shall include, but not be limited to, hardware, software, programming, engineering, cabling and installation services specked herein and shall be referred to hereafter as "System". 2. DEFINITIONS, TERMS AND CONDITIONS: By submitting a response to this solicitation, the Respondent agrees that the City's standard Definitions, Terms and Conditions, in effect at the time of release of the solicitation, shall govem unless specifically provided otherwise in a separate agreement or on the face of a purchase order. Said Definitions, Terms and Conditions are subject to change without notice. It is the sole responsibility of respondents to stay apprised of changes. The City's Definitions, Terms and Conditions can be obtained from the City's website http:llwww.roundrocktexas.gov/home/index.asp?page=463. 3.INSURANCE: The Respondent shall meet or exceed ALL insurance requirements set forth by the Insurance Requirements as identified on the City's website at http://www.round rocktexas.Qov/home/index.asD?page=463. 4 ATTACHMENTS: Attachments A through B are herein made a part of this solicitation: 4.1. Attachment A: Reference Sheet 4.2. Attachment B: City Council Chambers Blueprints 4.3. Attachment C: City Council Chambers Layout 5. CLARIFICATION: For questions or clarifications of specifications, you may contact: Nora Randall, CPPB, CTPM, CTP Purchasing Department City of Round Rock Telephone: 512-218-7068 nrandall@round-rock.tx.us The individual listed above may be contacted by telephone or visited for clarification of the specifications only. No authority is intended or implied that specifications may be amended or alterations accepted prior to solicitation opening without written approval of the City of Round Rock through the Purchasing Department. 6. QUALIFICATIONS: The opening of a solicitation shall not be construed as the City's acceptance of such as qualified and responsive. All Respondents shall: 6.1. Be firms, corporations, individuals or partnerships normally engaged in the sale and distribution of commodity or provision of the services as specified herein. 6.2. Have adequate organization, facilities, equipment and personnel to ensure prompt and efficient service to the City. SOLICITATION NUMBER 12-006 SPECIFICATION NUMBER 12-840-14 DATED: SEPTEMBER 2011 6.3. Provide a representative list of services of a scale and complexity similar to the services being considered by the City. The list shall include the location, client, services provided by your firm, term of services and an owner contact name. 6.4. Respondent shall identify key project staff, task leaders and sub -contractors along with their expected services to the City for the scope of work on behalf of the firm. Resumes shall be included for each of the individuals and sub- contractors referenced which demonstrate their quati ications to satisfy all the critical and service requirement areas. The City reserves the right to approve or disapprove all sub- contractors prior to any work being performed. 6.5. Provide the name, address, telephone number and E-MAIL of at least three (3) firms applicable to Municipal andlor Government projects that have utilized similar service for at least (two) 2 years. City of Round Rock references are not applicable. References may be checked prior to award. Any negative responses received may result in disqualification of response. NOTE: REFERENCE FORM PROVIDED. VALID E-MAIL ADDRESSES ARE REQUIRED. 7. BEST VALUE EVALUATION AND CRITERIA: Respondents may be required to make an oral presentation to the selection team to further present their qualifications. These presentations will provide the Respondent the opportunity to clarify their response and ensure a mutual understanding of the services to be provided and the approach to be used. All solicitations received may be evaluated based on the best value for the City. In determining best value, the City may consider: 7.1. Purchase price and terms; 7.2. Reputation of Respondent and of Respondent's goods and services; 7.3. Quality of the Respondent's goods and services; 7.4. The extent to which the goods and services meet the City's needs; 7.5. Respondent's past relationship with the City; 7.6. The total long-term cost to the City to -acquire the Respondent's goods or services; 7.7. Any relevant criteria specifically listed in the solicitation. 8. AWARD: The City reserves the right to enter into an agreement or a purchase order with a single award, multiple or multi -tiered awards, split awards, non -award, or use any combination that best serves the interest and at the sole discretion of the City. Award announcement will be made upon City Council approval of staff recommendation and executed agreement. Award announcement will appear on the City's website at http:llwww.roundrocktexas.qov/homelindex.aSP?Dane=463. 9. ACCEPTANCE: Acceptance inspection should not take more than five (5) working days. The vendor will be notified within this time frame if the goods delivered is not in full compliance with the specifications. If any agreement or purchase order is canceled for non-acceptance, the needed good may be purchased elsewhere and the vendor may be charged full increase, if any, in cost and handling. 10. PROMPT PAYMENT POLICY: Payments will be made in accordance with the Texas Prompt Payment Law, Texas Government Code, Subtitle F, Chapter 2251. The City will pay Vendor within thirty days after the acceptance of the supplies, materials, equipment, or the day on which the performance of services was completed or the day, on which the City receives a correct invoice for the supplies, materials, equipment or services, whichever is later. The Vendor may charge a late fee (fee shall not be greater than that which is permitted by Texas law) for payments not made in accordance with this prompt payment policy; however, this policy does not apply to payments made by the City in the event: 2of10 SOLICITATION NUMBER 12-006 SPECIFICATION NUMBER 12-840-14 DATED: SEPTEMBER 2011 10.1. There is a bona fide dispute between the City and Vendor concerning the supplies, materials, services or equipment delivered or the services performed that causes the payment to be late; or 10.2. The terms of a federal agreement, grant, regulation, or statute prevent the City from making a timely payment with Federal Funds; or 10.3. The is a bona fide dispute between the Vendor and a subcontractor or between a subcontractor and its suppliers concerning supplies, material, or equipment delivered or the services performed which caused the payment to be late; or 10.4. The invoice is not mailed to the City in strict accordance with instructions, if any, on the purchase order or agreement or other such contractual agreement. 11. NON -APPROPRIATION: The resulting Agreement is a commitment of the City's current revenues only. It is understood and agreed the City shall have the right to terminate the Agreement at the end of any City fiscal year if the governing body of the City does not appropriate funds sufficient to purchase the estimated yearly quantities, as determined by the City's budget for the fiscal year in question. The City may affect such termination by giving Vendor a written notice of termination at the end of its then current fiscal year. 12. INTERLOCAL COOPERATIVE CONTRACTING (PIGGYBACK: Other govemmental entities may be extended the opportunity to purchase off of the City's Agreements, with the consent and agreement of the awarded vendor(s) and the City. Such consent and agreement shall be conclusively inferred from lack of exception to this clause in a Respondent's submittal. However, all parties indicate their understanding and hereby expressly agree that the City is not an agent of, partner to, or representative of those outside agencies or entities and that the City is not obligated or liable for any action or debts that may arise out of such independently -negotiated "piggyback" procurements. PART II SCHEDULE 1. SOLICITATION SCHEDULE: It is the City's intention to comply with the following solicitation timeline: 1.1. Solicitation released 1.2. Pre -Solicitation Meeting and Site Visit (Non -Mandatory) 10:00 AM City Hall — Council Chambers 221 E. Main Street Round Rock, Texas 78664 1.3. Deadline for questions 1.4. City responses to all questions or addendums 1.5. Responses for solicitation due by 3:00 PM 1.6. Oral Presentation (if necessary) September 30, 2011 October 11, 2011 October 14, 2011 October 19, 2011 October 26, 2011 November 1-3, 2011 All questions regarding the solicitation shall be submitted in writing by 5:00 PM on the due date noted in PART ll, Paragraph 1, Sub -Paragraph 1.3. A copy of all the questions submitted and the City's response to the questions shall be posted on our webpage, httD://www.roundrocktexas.slov/homelindex.aSP?page=463. Questions shall be submitted to the City contact named in PART I, Paragraph 5. The City reserves the right to modify these dates. Notice of date change will be posted to the City's website. 3of10 SOLICITATION NUMBER 12-006 SPECIFICATION NUMBER 12-840-14 DATED: SEPTEMBER 2011 2. RESPONSE DUE DATE: Responses are due to the Purchasing Department prior to the due date as indicated in PART II, Paragraph 1, Section 1.5. 2.1. Mailed or carried responses should be clearly marked on the outside of packaging with the Solicitation number, due date and Purchaser's name and submitted to: City of Round Rock Purchasing Department 221 E. Main Street Round Rock, Texas 78664-5299 2.2. Solicitations received after this time and date will not be considered. 2.3. Sealed solicitations shall be clearly marked on the outside of packaging with the Solicitation title, number, due date and "DO NOT OPEN". 2.4. Facsimile or electronically transmitted solicitations are not acceptable. 2.5. Late responses will be returned to Respondent unopened if return address is provided. 3. NON -MANDATORY PRE -SOLICITATION MEETING AND SITE VISIT: A pre -solicitation meeting and site visit will be conducted to fully acquaint Respondents with the facilities, difficulties and/or restrictions inherent in the specified services. The site visit will immediately follow the pre - solicitation meeting. The pre -solicitation meeting will be conducted on: October 11, 2011 at 10:00 AM City Hall — Council Chambers 221 E. Main Street Round Rock, Texas 78664 3.1. The City considers this pre -solicitation meeting voluntary. Respondents shall sign -in at the pre -solicitation meeting to document their attendance. 3.2. Respondents are required to provide their own transportation for the site visit tour. 3.3. It is the responsibility of the Respondent to examine each area and determine quantity, amounts, take precise measurements, material requirements and other solicitation related details during said site visit. 4. AGREEMENT NEGOTIATIONS: In establishing an agreement as a result of the solicitation process, the City may: 4.1. Review all responses and determine which Respondents are reasonable qualified for award of the agreement. 4.2. Determine the Respondent whose response is most qualified to the City considering the evaluation criteria. 4.3. Negotiate with the most qualified Respondent an agreement at fair and reasonable terms, conditions and cost. 4.4. If negotiations are successful, enter into an agreement or issue a purchase order. 4.5. If not successful, formally end negotiations with that Respondent. The City may then: 4.5.1. Select the next most highly qualified Respondent and negotiate an agreement at fair and reasonable terms, conditions and cost with that Respondent. 4.5.2. The City shall continue this process until an agreement is entered into or all negotiations are terminated. 4.6. The City also reserves the right to reject any or all responses, or delete any portion of the response, or to accept any response deemed most advantageous, or to waive any 4of10 SOLICITATION NUMBER 12-006 SPECIFICATION NUMBER 12-840-14 DATED: SEPTEMBER 2011 irregularities or informalities in the response received that best serves the interest and at the sole discretion of the City. POST AWARD MEETING: The City and Respondent shall have a post award meeting to discuss, but not be limited to the following: 5.1. Provide City contact(s) information for implementation of agreement. 5.2. Agreement terms and conditions. 5.3. Identify specific milestones, goals and strategies to meet objectives. PART III SPECIFICATIONS 1 SCOPE OF WORK: This Request for Proposal is for the turnkey design, equipment purchase and installation of an integrated AudioNisual Recording System for the City's Council Chambers. The System shall include, but not be limited to all audio and video recording hardware, display monitors, cabling, software, engineering, programming, installation and maintenance. 2. BACKGROUND: The City's Council Chambers is designed to accommodate municipal government meetings of the City Council and serve as a multipurpose auditorium that is aesthetically, acoustically, and visually pleasing. The Chambers support a wide range of municipal government functions and activities. 2.1. The Council Chambers has requirements for: 2.1.1. Formal public meetings. 2.1.2. Vocal presentations. 2.1.3. Multimedia presentations. 2.1.4. Televised events (live and recorded). 2.1.5. Telecommunications sessions (video conferences, telephone conferences, Internet webcasts). 2.1.6. Special events (public hearings, budget work sessions, candidate forums, community forums, video conferences, training classes, film/video screenings, inter- governmental meetings, press conferences, etc.) 2.2. Our goal is to achieve high quality, secure recordings both audio and visual to use for current, future, and archival needs. 3. TECHNICAL REQUIREMENTS: The Respondent's system shall, at a minimum, address the following technical requirements. 3.1. The response shall contain an explicit comply/exception assessment of whether your system meets each requirement and, whenever necessary, description of compliance to each point. Shall the system or any part of the system fail to meet any of the following requirements, explain the reasoning that substantiates the variation from these requirements is not critical. 3.2. The system shall meet or exceed all federal, state and local regulations. 3.3. The system shall be installed in a central location designated by the City and accessible for viewing, recording and backup by the City's Information Technology and Administration Departments. 3.4. Please note that all answers shall reflect current capabilities. Any future capabilities shall be stated as such and outlined with a development schedule. 5of10 SOLICITATION NUMBER 12-006 SPECIFICATION NUMBER 12-840-14 DATED: SEPTEMBER 2011 4. SYSTEM REQUIREMENTS: The Respondent shalt provide design and equipment recommendations utilizing Attachment B and Attachment C, at a minimum but not be limited to: 4.1. DAIS — City Council seating area: 4.1.1. Gooseneck microphones with on/off control functionality at each seat. 4.1.1.1. Microphones shall have RF blocking to effectively block out cell phone and other interference. 4.1.1.2. Visual cue to alert speaker of microphone on/off position. 4.1.1.3. Controllable from live meeting production area. 4.1.2. Chair seat shall have "mute alt" override functionality for alt areas including podium. 4.1.3. Recessed display monitors at all seat locations for viewing items from document camera or presentation computer. 4.2. PODIUM: 4.2.1. Gooseneck microphone with on/off functionality. 4.2.1.1. Microphone shall have RF blocking to effectivety block out cell phone and other interference. 4.2.1.2. Visual cue to alert speaker of microphone on/off position. 4.2.1.3. Controllable from live meeting production area. 4.2.2. Countdown timer, controllable by City clerk's desk. 4.2.3. Document camera with remote control next to podium. 4.2.4. Flexible, easy to operate remote control for use by the presenter to switch between the document camera and a presentation computer, controllable by the presenter and the live meeting production area. 4.2.5. Monitor for viewing items from document camera and presentation computer. 4.2.6. All conduit and wiring shalt be housed within podium, which has a 360 degrees rotation, to allow presentation to City Council as well as presentations towards seating area when used as a training location. 4.3. PRESS AREA: 4.3.1. Cabling to patch into house audio. 4.3.2. Cabling to patch into house video feed. 4.3.3. AudioNideo feed controllable by tive meeting production area. 4.4. MICROPHONES THROUGHOUT COUNCIL CHAMBERS: 4.4.1. Ceiling mounted microphones on each side of podium. 4.4.2. Ceiling mounted microphones over audience areas 4.4.3. Controllable by live meeting production area. 4.4.4. Ceiling mounted microphones shall not have visual indicators. 4.4.5. Wireless audio system containing four (4) lapel microphones and two (2) handheld microphones. 4.4.6. All microphones shall be controllable from the live meeting production area. 4.5. IN -ROOM AUDIO MONITORING: Respondent shalt make recommendations for placement and technologies in Council Chambers and Chamber break room, including but not limited to: 6of10 SOLICITATION NUMBER 12-006 SPECIFICATION NUMBER 12-840-14 DATED: SEPTEMBER 2011 4.5.1. The placement of equipment to avoid feedback, RF interference, and provide a comfortable listening experience throughout locations. 4.5.2. Equipment shall be integrated into live meeting production area 4.5.3. Equipment shall be easily understandable when staff is unavailable. 4.5.4. Provide examples of acoustical treatments as needed for optimum sound quality. 4.6. VIDEO MONITORING: 4.6.1. Viewing monitors shall appropriately sized in quantity needed for Chambers to provide adequate viewing from all seating areas. 4.6.2. Each monitor within Chambers shall have a switch to allow viewing of items from document camera or presentation computer, program output from VDESK system, and cable or over -the -air television, controllable from the live meeting production area. 4.6.3. A monitor shall be located in the City Hall lobby and break room for overflow monitoring. Each monitor shall allow viewing of items from document camera or presentation computer, program output from VDESK system, and cable or over -the - air television, controllable from the monitor itself. 4.7. VIDEO INTEGRATION: 4.7.1. Video and audio equipment shall be integrated with the existing equipment described herein in PART III, Paragraph 5. 4.7.2. A balanced integrated audio feed from the house audio system to the VDESK system shall be provided. 4.7.3. All necessary cable runs shall be identified by the Respondent. 4.7.4. HD/SDI video with embedded audio cabling shall be sent from the VDESK system located in the live meeting production area to the second floor data room of the City Hall and shall be integrated with video playback equipment based upon Respondent's recommendation for optimum output. 4.8. LIGHTING INTEGRATION: 4.8.1. Lighting fixtures will be installed by the General Contractor. 4.8.2. Respondent shall provide control of fixtures and creation of different lighting effects for use by City staff and easily understandable. 4.8.3. Respondent may recommend any additional fixtures for proper television broadcasting. 5, CURRENT EQUIPMENT: The current AudioNideo system consists of: 5.1. Rushworks' VDESK system. 5.2. 4 each of Panasonic HD PTZ cameras. Part number: AW -HE -50 5.3. The City will provide the computer at the podium location with Respondent's recommendation for integration. 6. SOLICITATION SUBMISSION REQUIREMENTS: To achieve a uniform review process and obtain the maximum degree of comparability, the responses shall be organized in the manner specified below. Responses shall not exceed twenty (20) pages in length (excluding title pages(s) and index/table of contents, attachments or dividers). Information in excess of those pages allowed will not be evaluated. One page shall be interpreted as one side of a double-spaced, printed, 8 1/2" X 11" sheet of paper. It is recommended that responses not be submitted in ringed binders or metal spirals to conserve cost for both the Respondent and the City. 7of10 TAB #1 TAB #2 TAB #3 SOLICITATION NUMBER 12-006 SPECIFICATION NUMBER 12-840-14 DATED: SEPTEMBER 2011 The Respondent shall submit one (1) original signed paper copy and one (1) copy, clearly identfied as a "COPY" of its Response. In addition, the Respondent shall submit one (1) CD, each containing a complete copy of Respondent's submission in an acceptable electronic format (PDF, RTF, TXT, DOC, XLS). A complete copy of the Response includes all documents required by this Solicitation. The CD shall be titled: "SOLICITATION NUMBER - Complete copy of [Name of Respondent]'s submission." If supplemental materials are included with the Response, each CD must include such supplemental materials. The Response and accompanying documentation are the property of the City and will not be returned. 6.1. Title Page (1 page) — Show the solicitation title and number, the name of your firm, address, telephone number(s) name of contact person and date. 6.2. Letter of Transmittal (1 page) — Identify the services for which solicitation has been prepared. 6.2.1. Briefly state your firms understanding for the services to be performed and make a positive commitment to provide the services as specified. 6.2.2. Provide the name(s) of the person(s) authorized to make representations for your firm, their titles, address, telephone numbers and e-mail address. 6.2.3. The letter of each solicitation shall be signed in permanent ink by a corporate officer or other individual who has the authority to bind the firm. The name and title of the individuals(s) signing the solicitation shall be clearly shown immediately below the signature. 6.3. Table of Contents (1 page) — Clearly identify the materials by Tab and Page Number. 6.4. Previous Performance/Experience — Provide detailed information on firm and team experience with providing consultant services as described in the Scope of Work. 6.4.1. Respondent shall identify the project team and provide statement of qualifications for those individuals to include education, professional registrations and areas and years of service in the respective field. 6.4.2. Provide a representative list of services of a scale and complexity similar to the services being considered by the City applicable to Municipal and/or Govemment projects within the last three (3) years. The list shall include the location, client, services provided by your firm, program details, methodology used and an owner contact name. TAB #4 TAB #5 TAB #6 TAB #7 6.5. 6.6. 6.4.3. Attachment A: Reference Sheet Available Resources and Consultant Location — Provide information on size, resources and business history of the firm. Methodologv— Respondent shall define the method and approach to be used. 6.7. Timeline — Respondent shall provide a detailed schedule of the complete project as per the specifications contained herein. 6.8. Project Design and Equipment List — Respondent shall provide a recommended System solution for each area of the project illustrated by color renderings utilizing the descriptions specked by PART 111, Paragraphs 3 and 4 in its entirety. A detailed equipment list to include brand name and model # shall accompany. In the event that the Respondent does not have the opportunity to verbally present their System solution, the response shall contain enough information to satisfactorily communicate the concept. Plans, renderings and pictures may be used. 6.9. Cost Proposal — Respondent shall include a cost proposal to provide services as described herein. Cost proposal shall be value engineered and the break -down shall include a not -to - exceed fee schedule for each aspect of the System. TAB #8 8of10 SOLICITATION NUMBER 12-006 SPECIFICATION NUMBER 12-840-14 DATED: SEPTEMBER 2011 SOLICITATION INSTRUCTIONS ITEMS BELOW APPLY TO AND BECOME A PART OF TERMS AND CONDITIONS OF SOLICITATION ANY EXCEPTIONS THERETO MUST BE IN WRITING 1. SOLICITATION REQUIREMENTS: 1.1 Responding requires prtcing per unit shown and extensions. If trade discount is shown on solicitation, it should be deducted and net line extensions shown. Respondents guarantees product offered will meet or exceed specifications identified in this Request for Proposal (RFP). 1.2 Responses shalt be submitted in accordance with the solicitation. Each response shall be placed in a separate envelope completely and properly identified. Responses must be in the Purchasing Department before the hour and date specified an the solicitation. 1.3 Late responses property identified will be retumed to respondent unopened. Late responses will not be considered. 1.4 Respond F.O.B. destination, freight, prepaid, 8 allowed unless otherwise specified on the solicitation. 11 otherwise, show exact cost to deliver. 1.5 Response shah show unit price on quantity and unit 01 measure specified, extension and show total. In case 01 errors in extension, unit prices shall govem. Responses subject to unlimited price increase will not be considered. 1.6 Submitted prices shall be firm for acceptance 30 days from solicitation opening date. "Discount from Ust" responses are not acceptance unless requested. Cash discount wilt not be considered in determnmg the low response. All cash discounts offered wilt be taken lt earned. 1.7 Responses shall give Tax Identification Number, full name and address of respondent Failure to sign will disqualtfy response. Person signing response shall show title and authority to bind signatories firm in an agreement. Fit name should appear on each page In the block provided In the upper right comer. Business Entity shall be one (i) of the following: Individual, Partnership, Sole Proprietorship, Estate/Trust, Corporation, Govemmental. Non-profit, all others shall be specified. INDMDUAL: List name and number as shown on Social Secuaity Card. SOLE PROPRIETORSHIP: List legal name followed by legal business name and Social Security Number. ALL OTHERS: List legal name ct entity and Tax Identification Number (TIN). 1.8 Responses cannot be altered or amended after opening time. Any Alterations made before opening time shall be initialed by respondent or an authorized agent. No response can be withdrawn alter opening time wlthout approval 01 the CITY based on a written acceptable reason. 1.9 The City is exempt from State Sates Tax and Federal Excise Tax. Do not include tax In response. 1.10 The City reserves the right to accept or reject all or any part of response, waive mInor technicalities and award the response to best serve the interests of the City. Spirt awards may be made at the sole discretlon of the City. 1.11 Consistent and continued tie responses coutd cause rejection of responses by the Clty andlor investlgation for antitrust violations. 1.12 Telephone, facsimile, and electronically transmitted responses are not acceptable in response to the solicitation. 1.13 CAUTION: Solloltation invitation aliows sufficient time for recelpt 01 the preferred mail response. The City shah not be responsible for responses received late, illegible, incomplete, or otherwise non-responsive. 2. SPECIFICATION: 2.1 Any catalog, brand name or manufacturers reference used in the solicitation is descriptive onty (not restrictive), and Is used to indicate type and quallty desired. Responses on brands 01 tike nature and quality will be considered unless advertised under the provislons 01 Section 252.022 01 the Texas Locai Govemment Code. 1 other than brand(s) specified is offered, 11krstrations and complete descriptions of product offered are requested to be made a part 0f the response. ff respondent takes no exceptions to spedfications or reference data in response, respondent will be requlred to fumish brand names, numbers, etc., as speed In the solicitation. 2.2 Alt items on the solicltatlon shag be new, in fust class condltlon, including containers suitable for shipment and storage, unless otherwise indicated in the solicitation. Verbal agreements to the contrary will not be recogntzed. 2.3 Samples, when requested, must be fumished free 01 expense 10 the City. If not destroyed in examination, they will be retumed to the respondent, on request, at respondent expense. Each example shoutd be marked with respondents' name and address, City solicitation number and code. 00 not enclose in or attach to response. 2.4 The:City will not be bound by any oral statement or representation contraryto the written specifications of the solicitation. 2.5 Manufacturers standard warranty shall apply unless otherwise stated in the solicitation. 3. TIE RESPONSES: In case 01 tie responses, the award will be made in accordance with Section 271.901 of the Texas Locai Govemntent Code. 4. DELIVERY: 4.1 Response shall show number 01 days required to place material to City's designated location under normal conditions. Failure to state deltver time obligates respondent to cernplete delivery in fourteen (14) calendar days. Unrealistically short or long deltvery promises may cause response to be disreganted. Consistent faliure to meet delivery promises without vaid reason may cause removal fron Vendor list. (See 4.2 following.) 4.2 If delay is foreseen, Vendor shall give written notice to the City. The Ctty has the right to extend delivery date d reasons appear valtd. Vendor shall keep the City advised at ail times of status of order. Default In promised delivery (without acceptable reasons) or failure to meet speclfications, authorizes the Clty 10 purchase supplies elsewhere and charge full ktcrease, if any, In cost and handling to defaulting Vendor. 4,3 No Substitutions or cancellations pemlitted without written approval of the Ctty. 4.4 Delivery shall be made during normal worktng hours only, unless prior approval for late deltvery has been obtained from the City, unless otherwise specified in the solicitation. 5. INSPECTION AND TESTS: Alt goods will be subject to Inspectlon and test by the Clty to the extent practtcabte at alt ttmes and places. Authorized City personnel shalt have access to:any supplters place of business for the purpose 01 Inspecting merchandise. Tests may be performed on samples subnttted with the response or on samples taken from regular shtpments. 11 the products tested fail 10 meet or exceed alt conditions and requirements of the specifications, the cost 01 the sample used and the cost of the testing shall be borne by the supplier. Goods, whloh have been delivered and rejected ki whole or in part, may, at the City's option, be returned to the Vendor or held for disposition at Vendors risk and expense. Latent defects may result in revocation 01 acceptance. 6. AWARD OF AGREEMENT: A response 10 a solicitatton is an offer to contract with the City based upon the terns, conditlons, and specifications contained In the solicitation. Responses do not become agreements or purchase orders unless and until they are accepted by the City through its designates and an agreement or a purchase order b Issued. The agreement or purchase order shall be govemed, construed, and interpreted under the Charter 01 the City and the laws 01 State of Texas. All agreements or purchase'.orders are subject to the approval 01 the City Council or Manager. 7. PAYMENT: Vendor shall submit three (3) copies of an Invoice showing the agreement or purchase order number on alt copies. 8. PATENTS AND COPYRIGHTS: The Respondent agrees 10 protect the City from claims tnvoMng Infringements of patents or copyrights. 9. RESPONDENT ASSIGNMENTS: Respondent hereby assigns to the purchaser any and alt claims for overcharges associated with this agreement, which arise under the antltrust laws of the State 01 Texas. TX, Bus. And Comm. Code Ann. Sec. 15.01, et seq. (1967). 10. RESPONDENT AFFIRMATION: 10.1 Sig ntng the response with a false statement is a matenai breach 01 agreement and shall vokl the submitted response or any resulting agreements, and the Respondent shalt be removed from alt Vendor ltsts. By signature hereon affixed, the respondent hereby certifies that: 10.2 The respondent has not given, offered to give, nor Intends to gtve any time hereafter any economic opportunity, future employment, gift, ban, gratuity, special discount, tip, favor, or service to a publtc servant In connection with the submltted response. 10.3 The respondent is not currently delinquent in the payment of any debt owed the City. 10.4 Neither the respondent nor the firm, corporation, partnership, or any entity represented by the respondent, or anyone acting for such firm, corporation, or entity has violated the antitrust laws 01 thts State codified in Section 15.01 et. Seq. Texas Business and Commercial Code, or the Federat Antitrust Laws, nor communicated directly or indirectly the response made 10 any competitor, or any other person engaged to such fine 01 business. 10.5 The respondent has not received compensatton for participation in the preparation of the specification for the solicitation. 11. NOTE TO RESPONDENTS: Any terms and c onditbns attached to response will not be considered unless the respondent specifically references them on the front 01 the response form. WARNING: Such terns and conditions may result in disquaification 01 the response (e.g. responses with the laws of a state other than Texas requirements for prepayment, Limitations on remedies, etc.) The City 01 Round Rock can only accept responses which contain all the terms and conditions 01115 format sdtcitation; in particular, all respondents' affm,ations and certifications must be induded. Submission 01 responses on forms other than City's fore may resuk in disqualification 01 your response. 12. INQUIRIES: Inquiries pertaining to Solicitation invitations must give Solicitation number, codes, and opening date. 9of10 SOLICITATION NUMBER 12-006 SPECIFICATION NUMBER 12-840-14 DATED: SEPTEMBER 2011 ATTACHMENT A: REFERENCE SHEET PLEASE COMPLETE AND RETURN THIS FORM WITH THE SOLICITATION RESPONSE SOLICITATION NUMBER: RESPONDENT'S NAME: DATE: Provide the name, address, telephone number and point of contact of at least three (3) firms applicable to Municipal and/or Govemment projects that have utilized similar service for at least two (2) years. City of Round Rock references are not applicable. References may be checked prior to award. Any negative responses received may result in disqualification of solicitation. 1. Company's Name: Name of Contact: Title of Contact: E -Mail Address: Present Address: City, State, Zip Code: Telephone Number: 2. Company's Name: Name of Contact: Title of Contact: E -Mail Address: Present Address: City, State, Zip Code: Telephone Number: 3: Company's Name: Name of Contact: Title of Contact: E -Mail Address: Present Address: City, State, Zip Code: Telephone Number: Fax Number: ( ) Fax Number: ( Fax Number: ) FAILURE TO PROVIDE THE REQUIRED INFORMATION WITH THE SOLICITATION RESPONSE MAY AUTOMATICALLY DISQUALIFY THE RESPONSE FROM CONSIDERATION FOR AWARD. 100! 10 ATTACHMENT B: CITY COUNCIL CHAMBERS CITY OF ROUND ROCK CITY HALL 4FMOC . 2716271 FAST M/.W22 T fOUIO 2p1,7(.1F7A5 7M61 ATTACHMENT B: CITY COUNCIL CHAMBERS _,,.,o,,..an.. MOrtdwtw.Oq.AwI4E..COaO ,Wkdt..O:e..WW.Cw Oc,OcaMUAW1W.000CNMto.oM»1W.�1101 rSItaI,*4C.N1 ,tW.-*K i1.11u.u.11u1 ..Ms.%IiuI �: I•uu.u.rliiui':•:11 1' i 011uu■■11.1 ■■■■uul/^KGs■m1 7■..■ I 1UII000ll.UU■UU■■ .'.u1.�Ll�■r■ r L hUll.Uu.0u.�.Il1■ U.,u■.qjU■■A ■uuluui uull:lul.0■■uuu .. •!1!__..__!.._._._.. I1u11..i i ATTACHMENT B: CITY COUNCIL CHAMBERS C a 1 I 1 1 1 - 1 ____l___ L 1 1 1 \-> • I I i I I I I 1 I I•I • T I f P CITY OF ROUND ROCK CTY UMi R$MOO& 711 i al FAST MANARE t ROU lD LOCK. IFXAS 1$66. :1 s��a 6.6A1P11 nOIb.1Cm'NrLL IlEwnawwsu.wc W691f �saswtNwrk 6rrEas,nwln ATTACHMENT B: CITY COUNCIL CHAMBERS ��'�IIIIIIIIIII' .rte j�r=1►� -I h.uJI•II 11I*.�+_V 1 ann J I I - 1 1 1 1 1 I f 5 4 I I •I ijft aQP g CITY OF ROUND ROCK CTIY NML 271 EAST MAN S1REET ROUND EOCLIE7[A3 T66, 1 cg�d e,aER ao RoOa1YRRLIeICmWEIm* .IRYA11 l:,99!0* ATTACHMENT B: CITY COUNCIL CHAMBERS 1.1 I 1 1 1•I ____L 1 •____L i I 1 1 F $Rt r t9 F M Q 9 P ! 9 F;; F p 9 ^ 8 V I !€ r6 # Aaa fa r r r ij �€@ � �� E � � #�� PATI i _� � E ij ig 'I oa £ gg a I i ` I 5fi $� I� ., v q a , si i �a �A$a $ I . A : 03$ �� €�� >.� � �iI � � �� A€� �➢�� a 's i AI e . , ii A baA 1 4 9 rA 191x'e'o 1D'7'l7RRtl+�� lStltlpCp7'lY'CV 1 SPECIAL SYSTEM SYMBOL SCHEDULE �I��Ii5��G✓e YY�eeee 1 DISTRIBUTION SYMBOL SCHEDULE Ii�yA��;� Ii a11� eeee l ^ r BRANCH cFK urr WIRE Al cONDUR SCHEDULE FSP'spn�P�P$P�t��$PAnPP�xKp��r�� 8 n ^^ i j S ^^ I rrr � r nErErE a rr ; S �LAkfPI p .� 1 �i � gg AN F^FF^F �} ifig I� i �8 1 gg n nnn nn nnr 80 rrn 0 r EgB��b�EBtl��tEE6��l��E6s��biY�� !!��7�� 88 nn `Z Y Y rr 't rn 't n 8 8 nnn 8 n ' n 't rrn 't 't S € 66F€Tagg:aae^z::cggaac^.g��9^�wgSsal' aF _J•al�f�9^ac a 1 g'Ii.6�Asee#IIII�I 1 SPECIAL SYSTEM SYMBOL SCHEDULE �I��Ii5��G✓e 1 R i 1 DISTRIBUTION SYMBOL SCHEDULE Ii�yA��;� Ii a11� E�� A iii ae� 4 8 1!iIrAAA i j S 6�p�piA6 I 3s_ � 4 P 1 a �9�ag6>t ; 3 ; S �LAkfPI p .� 1 �i � g'Ii.6�Asee#IIII�I 1 R i 1 DISTRIBUTION SYMBOL SCHEDULE Ii�yA��;� Ii a11� rQ� �1 1 ae� 4 8 1!iIrAAA ijl 6�p�piA6 88�RS{b ziiii 1 ®Q©orrrK��Kwti�w•E•tti-aao■ •ib�b�s*+I�iaa�� ae� 4 DEVICE SYMBOL SCHEDULE 1!iIrAAA ijl 6�p�piA6 88�RS{b ziiii a �9�ag6>t ; 3 ; S �LAkfPI p .� 1 �i � gg AN b�} �} ifig I� i �8 1 gg 1 CITY OF ROUND ROCK CRY NAu 23I 8ns1 MAW SIREET ROUND ROCS. 9194 78M SAF= sfo 9J4 f€S ATTACHMENT B: CITY COUNCIL CHAMBERS I I 1 1 1 1 • 1 • )— 1 1 1 1 1 11 i rrrs:r { 1 UGHT FIXTURE SCHEDULE CONTINUED i vns> o D9E 1 A �4 f I PANELBOARD CONNECTION SCHEDULE tiilill's== a ��'�I 1i AI 1 i � �� IIj 1I 1 t 111 1 AP� f Iii lI i 11 [rI'I d1 1 1 lI1 e 1 t Y !li,i,�YY�i Y 1Er �� ISIS i �1 11 ! 5 a 1 1 i rn_ 0 tJ 4 I I 1 8 _ a 1 1 8 's a 8 a a 8 { 1 UGHT FIXTURE SCHEDULE CONTINUED �llr� 11 rasa: ��'�I 1i AI 1 1 1I 1 t 111 1 AP� f Iii lI i 11 [rI'I d1 1 1 lI1 e .. i 1Er �� ISIS i �1 11 1 �I �; Ii; 1! 1.. 1` 1 r 1a lg i i 7 7 7 - c s c c - 7 1 a e a ~ I '-' . n r v n v .g@ 1 f° � S� a a€tF E1 1 ' 5 11.. IQ�1� 7 �# $fey 1 F ii .e9vaRe tI C m B 11 ;21 ? M 1+ S, 4 1 Y 4 Il i 11 rasa: $! 1 a 1 1111 AI 1I 11 11 11 11111 jt 1I 1 t 111 1 AP� f Iii lI i 11 [rI'I d1 1 1 lI1 : 71 717 E;1 r ,1h ` 1I I I ew I I I I Ian "1 - 11 x1-111 91 11 I I I CITY OF ROUND ROCK CRv lAU. 211 EAA MAIN 717(23 7OUNO ROCC. 123A7 78661 4�XJ EI�a -1 111 r rasa: AI s n t et h l A�li 1 r 1 r v 1 I n. .psi r I11 s i�1e �gIIli TRANSFORMER SCHEDULE I f11 )[][lC7 1F !! .. i 1 r 11111711 11u1 .... lg i i ...:� IIHJ i $ a $ , a ::L: 1cu1uuu.l_ 11)1 1713 c[ -I'. i.i. aui ! • _ 11 i 1111 - 11 I I ew I I I I Ian "1 - 11 x1-111 91 11 I I I CITY OF ROUND ROCK CRv lAU. 211 EAA MAIN 717(23 7OUNO ROCC. 123A7 78661 4�XJ EI�a c6x6ww •6 .a Roa CRyN6LLMJp6666gp,Aap.Y/YA„ti �.6�N.rr. vY Ep.6RL11 R.,f ATTACHMENT B: CITY COUNCIL CHAMBERS I I 0 0 0 0 it •i�x tILij� E I • 16�3� "g�6$ y�eF� CITY OF ROUND ROCK CUY NALL 23 EMTM/JNSTREET ROUNOROCR. TE%US 7E66U I qr$ �.»auOatLLraI•sq.la&aI14zaPt&H t Aaerror.6Rol0.1a ATTACHMENT B: CITY COUNCIL CHAMBERS I I 1 1 1 O' tial - ��Qyya�f�Rs_ yps� liR9v$i`o°�� O 0 ■ ° Y tl Y C Y tl tl = tl O r i q ! ll n 2 Fig P 4 i€ �EtF g i4 $c83 7�� b € s� g iItttiUtI lj liLf j_ J 3Mlt�1 i1! 11t i 3a �T D� o° <<.11 4� AD Z I I I I I I I I CITY OF ROUND ROCK CITY NALL yI FASTMABISIRW I/OVND ROCK. TEXAS 78614 I ql FF^i li ATTACHMENT C: COUNCIL CHAMBERS LAYOUT t i4si P4 :i Figure 1 - Rendering of Interior of New Council Chambers - View of Dais 1*1 Figure 2 - Rendering of Interior of New Council Chambers - View from the Live Meeting Production Area Page 1 of 3 ATTACIIMENT C: COUNCIL CHAMBERS LAYOUT K Figure 3 - Rendering of Interior of New Council Chambers - View from Dais of Audience k Figure 4- Rendering of Interior of New Council Chambers - View of Dais from Staff Desk Page 2 of 3 ATTACHMENT C: COUNCIL CHAMBERS LAYOUT UVE MEETING PRODUCTION AREA Page 3 of 3 REVISED JULY 2011* DROgC CITY OF ROUND ROCK PURCHASING DEFINITIONS, STANDARD TERMS AND CONDITIONS DEFINITIONS The following definitions shall be used to identify terms throughout specification documents: 1. AGREEMENT: A mutually binding legal document obligating the Vendor to furnish the goods, equipment or services specified within the solicitation and obligating the City to compensate in accordance with the conditions of the agreement. 2. BIDIPROPOSAL/RESPONSE: A document submitted by a respondent in response to a solicitation to be used as the basis for negotiations or for entering into an agreement. 3 BIDDER/PROPOSERIRESPONDENT: The party identified throughout the solicitation document that considers themselves qualified to provide the goods, equipment or services specified and submits a response to the solicitation. 4 CITY: Identifies the City of Round Rock, located in Travis and Williamson Counties, Texas. 5. GOODS: Represent materials, supplies, commodities and equipment. 6. IFB: Invitation for Bid — A document used to solicit competitive or multi -step sealed bids. 7. PIGGYBACK AGREEMENT: A term used to identify a contract or agreement that has been competitively bid in accordance with State of Texas statutes, rules, policies and procedures and have been extended for the use of state and local agencies and active CO-OP entities. 8 PO: Purchase Order — A written document by the City to a vendor formalizing all the terms and conditions of a proposed transaction, to include but not be limited to, a description of the requested item, delivery schedule, terms of payment, transportation, delivery location, price, quantity, and special instructions. 9 RFI: Request for Information — A non-binding method whereby a jurisdiction publishes via newspaper, internet, or direct mail its need for input from interested parties for an upcoming solicitation. A procurement practice used to obtain comments, feedback or reactions from potential suppliers (contractors) prior to the issuing of a solicitation. Generally price or cost is not required. Feedback may include best practices, industry standards, technology issues. 10. RFP: Request for Proposal — The document used to solicit proposals from potential providers for goods and services (Respondents). Price is usually not a primary evaluation factor. Provides for the negotiation of all terms, including price prior to agreement award. May include a provision for the negotiation of Best and Final Offers. May be a single step or multi -step process. 11. RFQu: Request for Qualification - A document which is issued by a procurement entity to obtain statements of the qualifications of potential development teams or individuals (Le. consultants) to gauge potential competition in the marketplace, prior to issuing the solicitation. 12. RFQ: Request for Quotation — A small order amount purchasing method. A request is sent to suppliers along with a description of the commodity or services needed and the supplier is asked to respond with price and other information by a pre -determined date. 13. SERVICES: Work performed to meet the requirements and demand of said purchase order or agreement. The furnishing of labor, time, or effort by the Vendor and their ability to comply with promised delivery dates, specification and technical assistance specified. 14. SUBCONTRACTOR: Any person or business entity employed to perform part of a contractual obligation under the control of the principal contractor for fulfillment of a purchase order or agreement with the City. Any supplier, distributor, vendor, or firm that furnishes supplies or services to a prime contractor or another subcontractor to fulfill their obligations with the City. 15. VENDOR: Person or business enterprise providing goods, equipment, labor and/or services to the City as fulfillment of obligations arising from an agreement or purchase order. PAGE 1 OF 11 SUPERCEDES PREVIOUS, DATED OCTOBER 2010 REVISED JULY 2011* aourlunoacnxas CITY OF ROUND ROCK nmasE P1�011..D�W,Y PURCHASING DEFINITIONS, STANDARD TERMS AND CONDITIONS TERMS AND CONDITIONS By submitting a response to the Solicitation or accepting a PO, the Vendor agrees that these terms and conditions shall govem unless specifically provided otherwise on the face of the purchase order or in a separate agreement. 1. ABANDONMENT OR DEFAULT: A Vendor who abandons or defaults on work which causes the City to purchase goods or services elsewhere may be charged the difference in cost of goods, services or handling, if any, and may not be considered in the re -advertisement of the goods or services and may not be considered in future solicitations for the same type of work unless the scope of work is significantly changed. 2: ABSENCES OF PURCHASE ORDER OR AGREEMENT: The Vendor's delivery of goods or services without an approved PO or agreement may result in rejection of delivery, retum of goods at the Vendor's expense and also in non-payment for goods and services. 3. ACCEPTANCE: Acceptance inspection should not take more than five working days. The vendor will be notified within this time frame if the service provided is not in full compliance with the project scope. If any service is canceled for non-acceptance, the needed equipment or service may be purchased elsewhere and the vendor may be charged full increase, if any, in cost and handling. 4. ACCEPTANCE OF TERMS & CONDITIONS: A PO is the City's commitment to purchase the goods and/or services described from the Vendor. The City's placement of this order is expressly conditioned upon Vendor's acceptance of all the terms and condition of purchase contained on the purchase order. 5. ACCEPTANCE OF INCOMPLETE OR NON -CONFORMING DELIVERABLES: If, instead of requiring immediate correction or removal and replacement of defective or non -conforming deliverables, the City prefers to accept it, the City may do so. The Vendor shall pay all claims, costs, ...losses and damages attributable__ to the . City's evaluation of and determination to accept such defective or non -conforming deliverables. If any such acceptance occurs prior to final payment, the City may deduct such amounts as are necessary to compensate the City for the diminished value of the defective or non -conforming deliverables. If the acceptance occurs after final payment, such amount shall be refunded to the City by the Vendor. 6. ADVERTISING: The Vendor shall not advertise or publish, without the City's prior written consent, the fact that the City has entered into the Agreement, except to the extent required by law. 7. AMENDMENTS: No agreement or understanding to modify this agreement shall be binding upon the City unless in writing and signed by the City's authorized agent. All specifications, drawings, and data submitted to the Vendor with this order are hereby incorporated and made a part hereof. 8. ASSIGNMENT -DELEGATION: The Agreement shall be binding upon and endure to the benefit of the City and the Vendor and their respective successors and assigns, provided however, that no right or interest in the Agreement shall be assigned and no obligation shall be delegated by the Vendor without the prior written consent of the City. Any attempted assignment or delegation by the Vendor shall be void unless made in conformity with this paragraph. The Agreement is not intended to confer rights or benefits on any person, firm or entity not a party hereto; it being the intention of the parties that there be no third party beneficiaries to the Agreement. 9. AWARDS: The City may choose not to award an Agreement. Split awards between Vendors may be made at the sole discretion of the City. The City reserves the right to enter into an agreement or a purchase order with a single award, split awards, or use any combination that best serves the interest and at the sole discretion of the City. PAGE 2 OF 11 SUPERCEDES PREVIOUS, DATED OCTOBER 2010 REVISED JULY 2011` RoONDROQ4TFXA5 CITY OF ROUND ROCK �ma� naaoK ma�uirc PURCHASING DEFINITIONS, STANDARD TERMS AND CONDITIONS 10. CANCELLATION: The City reserves the right to cancel the agreement for default of all or any part of the undelivered portion of the order if Vendor breaches any of the terms hereof including warranties or becomes insolvent or commits acts of bankruptcy. Such right of cancellation is in addition to and not in lieu of any remedies, which the City may have in law or equity. 11. CLARIFICATION OF PROPOSALS: The City reserves the right to request clarification or additional information specific to any proposal after all proposals have been received and the RFP close date has passed. 12. CODES, PERMITS AND LICENSES: The Vendor shall comply with all National, State and Local standards, codes and ordinances and the terms and conditions of the services of the electric utility, as well as other authorities that have jurisdiction pertaining to equipment and materials used and their application. None of the terms or provisions of the specification shall be construed as waiving any rules, regulations or requirements of these authorities. The Vendor shall be responsible for obtaining all necessary permits, certificates and/or licenses to fulfill contractual obligations (City of Round Rock fees and costs may be waived). 13. COMPLIANCE WITH HEALTH, SAFETY, AND ENVIRONMENTAL REGULATIONS: (apply only to a Solicitation to purchase Services to be performed principally at the City's premises or on public rights-of-way) The Vendor, its Subcontractors, and their respective employees, shall comply fully with all applicable federal, state, and local health, safety, and environmental laws, ordinances, rules and regulations in the performance of the services, including but not limited to those promulgated by the City and by the Occupational Safety and Health Administration (OSHA). In case of conflict, the most stringent safety requirement shall govern. The Vendor shall indemnify and hold the City harmless from and against all claims, demands, suits, actions, judgments, fines, penalties and liability of every kind arising from the breach of the Vendor's obligations under this paragraph. 14. COMPLIANCE WITH LAWS: The successful offeror shall comply with all federal, state, and local laws, statutes, ordinances, rules and regulations,. and the orders and decrees of any court or administrative bodies or tribunals in any matter affecting the performance of the resulting agreement or PO, including without limitation, workers' compensation laws., minimum and maximum salary and wage statutes and regulations, and licensing laws and regulations. When requested, the Vendor shall furnish the City with satisfactory proof of its compliance. 15. CONFIDENTIAL CITY INFORMATION: In order to provide the deliverables to the City, Vendor may require access to certain records of the City's and/or its licensors' confidential information (including inventions, employee information, trade secrets, confidential know-how, confidential business information, and other information which the City or its licensors consider confidential) (collectively, "Confidential Information"). Vendor acknowledges and agrees that the Confidential Information is the valuable property of the City and/or its licensors and any unauthorized use, disclosure, dissemination, or other release of the Confidential Information shall substantially injure the City and/or its licensors. The Vendor (including its employees, subcontractors, agents, or representatives) agrees that it shall maintain the Confidential Information in strict confidence and shall not disclose, disseminate, copy, divulge, recreate, or otherwise use the Confidential Information without the prior written consent of the City or in a manner not expressly permitted under this Agreement, unless the Confidential Information is required to be disclosed by law or an order of any court or other governmental authority with proper jurisdiction, provided the Vendor promptly notifies the City before disclosing such information so as to permit the City reasonable time to seek an appropriate protective order. The Vendor agrees to use protective measures no less stringent than the Vendor uses within its own business to protect its own most valuable information, which protective measures shall under all circumstances be at least reasonable measures to ensure the continued confidentiality of the Confidential Information. 16. CONFIDENTIALITY OF CONTENT: All documents submitted in response to a solicitation shall be subject to the Texas Public Information Act. Following an award, responses are subject to release as public information unless the response or specific parts of the response can be shown to be exempt from the Texas Public Information Act. Pricing is not considered to be confidential under any circumstances. PAGE 3 OF 11 * SUPERCEDES PREVIOUS, DATED OCTOBER 2010 REVISED JULY 2011* ROUND ROCK'rEXAS ..,Y CITY OF ROUND ROCK PURCHASING DEFINITIONS, STANDARD TERMS AND CONDITIONS 16.1. information in a submittal that is legally protected as a trade secret or otherwise confidential must be clearly indicated with stamped, bold red letters stating "CONFIDENTIAL" on that section of the document. The City will not be responsible for any public disclosure of confidential information if it is not clearly marked as such. 16.2. If a request is made under the Texas Public Information Act to inspect information designated as confidential, the Respondent shall, upon request from the City, furnish sufficient written reasons and information as to why the information should be protected from disclosure. The matter will then be presented to the Attomey General of Texas for final determination. 17. CONFLICT OF INTEREST: Effective January 1, 2006, Chapter 176 of the Texas Local Govemment Code (House Bill 914) requires that any vendor or person considering doing business with a local govemment entity disclose the vendor or person's affiliation or business relationship that might cause a conflict of interest with a local government entity. The Conflict of Interest Questionnaire form is available from the Texas Ethics Commission at www.ethics.state.tx.us. Completed Conflict of Interest Questionnaires may be mailed or delivered by hand to the City Secretary. if mailing a completed form, please mail to: City of Round Rock City Secretary 221 East Main Street Round Rock, Texas 78664 Any attempt to intentionally or unintentionally conceal or obfuscate a conflict of interest may automatically result in the disqualification of the vendor's offer. 18. DAMAGE: The Vendor shall be responsible for damage to the City's equipment or property, the workplace and its contents by its work, negligence in work, its personnel and equipment. The Vendor shall be responsible and liable for the safety; injury and health of its working personnel while its employees are performing service work. 19. DEFAULT: The Vendor shall be in default under the agreement if the Vendor: 19.1. Fails to fully, timely and faithfully perform any of its material obligations under the agreement, 19.2. Becomes insolvent or seeks relief under the bankruptcy laws of the United States or 19.3. Makes a material misrepresentation in Vendor's offer, or in any report or deliverable required to be submitted by the Vendor to the City. 20. DELIVERY: No substitutions or cancellations will be permitted without written approval of the City. 20.1. If delay is foreseen, Vendor shall give written notice to the City. The City has the right to extend delivery or service date or cancel the order or agreement. Vendor shall keep the City advised at ali times of the status of the order. Default in promised delivery, service or failure to meet specifications, authorizes the City to purchase goods or services elsewhere and charge the full increase, if any, in cost and handling to defaulting vendor. Default on delivery may result in legal action and recourse. 20.2. Delivery shall be made between 8 AM and 4 PM Monday through Friday except on regularly observed state or federal holidays, unless prior approval has been obtained from the City or otherwise stated in the solicitation. 20.3. All deliverables shall be delivered at the delivery point specified. If goods are incorrectly delivered, Vendor shall be held responsible for any additional expense incurred in delivering them to their correct destination. 20.4. Receipt of deliverables does not constitute acceptance. PAGE 4 OF 11 SUPERCEDES PREVIOUS, DATED OCTOBER 2010 ROCK,TDlAS REVISED JULY 2011• RWND ►•.m CITY OF ROUND ROCK PURCHASING DEFINITIONS, STANDARD TERMS AND CONDITIONS 21. DELAYS: 21.1. The City may delay scheduled delivery or other due dates by written notice to the Vendor if the City deems it is in its best interest. If such delay causes an increase in the cost of the work under the Agreement, the City and the Vendor shall negotiate an equitable adjustment for costs incurred by the Vendor in the Agreement price and execute an amendment to the Agreement. The Vendor shall assert its right to an adjustment within thirty (30) calendar days from the date of receipt of the notice of delay. Failure to agree on any adjusted price shall be handled under the Dispute Resolution process. However, nothing in this provision shall excuse the Vendor from delaying the delivery as notified. 21.2. Neither party shall be liable for any default or delay in the performance of its obligations under this Agreement if, while and to the extent such default or delay is caused by acts of God, fire, riots, civil commotion, labor disruptions, sabotage, sovereign conduct, or any other cause beyond reasonable control. In the event of default or delay in agreement performance due to any of the foregoing causes, then the time for completion of the services will be extended; provided, however, in such an event, a conference will be held to establish a mutually agreeable period of time reasonably necessary to overcome the effect of such failure to perform. 22. DELIVERY TERMS AND TRANSPORTATION CHARGES: Deliverables shall be shipped Freight On Board (FOB) Destination, freight prepaid and allowed unless otherwise specified on the purchase order or in the solicitation. The Vendor's price shall be deemed to include all delivery and transportation charges. The City shall have the right to designate what method of transportation shall be used to ship the deliverables. The place of delivery shall be that set forth in the block of the purchase order entitled "Ship To. 23. DISCLOSURE OF LITIGATION: Each Respondent shall include in its proposal a complete disclosure of any civil or criminal litigation or investigation pending which involves the Respondent or in which the Respondent has been judged guilty. 24. DISPUTE RESOLUTION: If a dispute or claim arises under an Agreement, the parties agree to resolve the dispute or claim by appropriate internal means. If the parties cannot reach a mutually satisfactory resolution, any such dispute or claim will be sought to be resolved with the help of a mutually selected mediator. If the parties cannot agree on a mediator, City and Vendor shall each select a mediator and the two mediators shall agree upon a third mediator. Any costs and fees, other than attomey fees, associated with the mediation shall be shared equally by the parties. City and Vendor hereby expressly agree that no claims or disputes between the parties arising out of or relating to the Agreement or a breach thereof shall be decided by any arbitration proceeding, including without limitation, any proceeding under the Federal Arbitration Act (9 USC Section 1-14) or any applicable state arbitration statute. 25. EFFECTIVE DATEITERM: Unless otherwise specified in the Solicitation, this Agreement shall be effective as of the date the agreement is signed by both parties, and shall continue in effect until all obligations are performed in accordance with the Agreement. 26. EX PARTE COMMUNICATION: Please note that to insure the fair evaluation of a solicitation, the City prohibits ex parte communication (e.g., unsolicited) initiated by the Respondent to a City representative evaluating or considering the solicitations prior to the time a decision has been made. Communication between Respondent and the City will be initiated by the appropriate City designee in order to obtain information or clarification needed to develop an accurate evaluation of the solicitation. Ex parte communication may be grounds for disqualifying the offending Respondent from consideration for award. 27. EXCEPTIONS: Any variation from this specification shall be indicated on the solicitation or on a separate attachment to the solicitation. The sheet shall be labeled as such. PAGE 5 OF 11 ` SUPERCEDES PREVIOUS, DATED OCTOBER 2010 REVISED JULY 2011* ROUNDROgCTD(AS CITY OF ROUND ROCK n� awa. rpo�ccurc PURCHASING DEFINITIONS, STANDARD TERMS AND CONDITIONS 28. FRAUD: Fraudulent statements by a Respondent on a submittal or in any report or deliverable required to be submitted by the Respondent to the City shall be grounds for the termination of the Agreement for cause by the City and may result in legal action. 29. GOODS: The products fumished under said specification shall be the latest improved model in current production, as offered to commercial trade, and shall be of quality workmanship and material. The Vendor represents that all equipment offered under said specification shall be new. USED, SHOPWORN, DEMONSTRATOR, PROTOTYPE, OR DISCONTINUED MODELS ARE NOT ACCEPTABLE. 30. GOVERNING LAW AND VENUE: The Agreement is made under and shall be governed by the laws of the State of Texas, including, when applicable, the Uniform Commercial Code as adopted in Texas, V.T.C.A., Bus. & Comm. Code, Chapter 1, excluding any rule or principle that would refer to and apply the substantive law of another state or jurisdiction. All issues arising from this Agreement shall be resolved in the courts of Williamson County, Texas and the parties agree to submit to the exclusive personal jurisdiction of such courts. The foregoing, however, shall not be construed or interpreted to limit or restrict the right or ability of the City to seek and secure injunctive relief from any competent authority as contemplated herein. 31. INDEMNITY: Vendor shall indemnify, save harmless and defend the City, its officers, agents, servants, and employees from and against any and all suits, actions, legal proceedings, claims, demands, damages, costs, expenses, attomey's fees and any and all other costs or fees incident to the performance of the resulting agreement and arising out of a willful or negligent act or omission of the Vendor, its officers, agents, servants and employees. 32. INDEPENDENT CONTRACTOR: An Agreement with the City shall not be construed as creating an employer/employee relationship, a partnership, or a joint venture. The Vendor's services shall be those of an independent contractor. The Vendor agrees and understands that an Agreement with the City does not grant any rights or privileges established for employees of the City. The Contractor .......... shall not be within protection or coverage of the City's Worker' Compensation insurance, Health Insurance, Liability Insurance or any other insurance that the City from time to time may have in force and effect. 33. INSURANCE: The Vendor shall meet or exceed ALL insurance requirements set forth by the City as identified in http://roundrocktexas.gov/docs/Corr insurance 06.2011.pdf. Any additional insurance requirements of participating or cooperative parties will be included as subsequent Attachments and shall require mandatory compliance. 34. INTERLOCAL COOPERATIVE CONTRACTING (PIGGYBACK): Other govemmental entities may be extended the opportunity to purchase off of the City's Agreements, with the consent and agreement of the awarded vendor(s) and the City. Such consent and agreement shall be conclusively inferred from lack of exception to this clause in a Respondent's submittal. However, all parties indicate their understanding and hereby expressly agree that the City is not an agent of, partner to, or representative of those outside agencies or entities and that the City is not obligated or liable for any action or debts that may arise out of such independently -negotiated "piggyback" procurements. 35. INTERPRETATION: An Agreement is intended by the parties as a final, complete and exclusive statement of the terms of their agreement. No course of prior dealing between the parties or course of performance or usage of the trade shall be relevant to supplement or explain any term used in an Agreement. Although an Agreement may have been substantially drafted by one party, it is the intent of the parties that all provisions be construed in a manner to be fair to both parties, reading no provisions more strictly against one party or the other. Whenever a term defined by the Uniform Commercial Code, as enacted by the State of Texas, is used in an Agreement, the UCC definition shall control, unless otherwise defined in an Agreement. PAGE 6 OF 11 • SUPERCEDES PREVIOUS, DATED OCTOBER 2010 REVISED JULY 2011` ROUND ROfX TEXAS CITY OF ROUND ROCK PURCHASING DEFINITIONS, STANDARD TERMS AND CONDITIONS 36. INVOICING: 36.1. The Vendor shall submit separate invoices in duplicate for each purchase order or Agreement. If partial shipments or deliveries are authorized by the City, a separate invoice shall be sent for each shipment or delivery made. Vendor shall submit invoices as required per the Agreement or purchase order to: City of Round Rock ATTN: Accounts Payable 221 East Main Street Round Rock, TX 78664-5299 36.2. Proper invoices shall include a unique invoice number, the purchase order or agreement reference if applicable, the Department's Name, and the name of the point of contact for the Department. Invoices shall be itemized and transportation charges, if any, shall be listed separately. A copy of the bill of lading and the freight waybill, when applicable, shall be attached to the invoice. The Vendor's name and, if applicable, the tax identification number on the invoice must exactly match the information in the Vendor's registration with the City. Unless otherwise instructed in writing, the City may rely on the remittance address specified on the Vendor's invoice. 36.3. Invoices for labor shall include a copy of all time -sheets with trade labor rate and clearly identifled. Invoices shall also include a tabulation of work -hours at the appropriate rates. Time billed for labor shall be limited to hours actually worked at the work site. 36.4. Invoicing for an Agreement containing a phased payment structure shall be submitted and based on the agreed upon schedule of events and deliverables with all supporting documentation for review and approval by the City. 37. LABOR: The Vendor shall, provide all labor and goods necessary to perform the service. The Vendor shall employ all personnel for work in accordance with the requirements set forth by the United States Department of Labor. 38. LIABILITY: A Vendor performing services pursuant to an Agreement or purchase order shall be liable for all damages incurred while in performance of such services. Vendor assumes full responsibility for the work to be performed hereunder and hereby releases, relinquishes, and discharges the City, its officers, agents, and employees, from all claims, demands, and causes of action of every kind and character including the cost of defense thereof, for any injury to, including death of, any person whether that person be a third person, supplier, or an employee of either of the parties hereto, and any loss of or damage to property, whether the same be that of either of the parties, caused by or alleged to be caused by, arising out of or in connection with the issuance of the Agreement or order to Vendor, whether or not said claims, demands and causes of action in whole or in part are covered by insurance. The City's insurance requirements apply set forth by the City as identified in http://roundrocktexas.gov/docs/Corr insurance_06.2011.pdf. 39. LIENS: Vendor agrees to and shall indemnify and save harmless the City against any and all liens and encumbrances for all labor, goods and services which may be provided under the resulting agreement. At the City's request the Vendor or subcontractors shall provide a proper release of all liens or satisfactory evidence of freedom from liens shall be delivered to the City. 40. MATERIAL SAFETY DATA SHEETS: Under the "Hazardous Communication Act", commonly known as the "Texas Right To Know Act", a Vendor shall provide to the City with each delivery, material safety data sheets, which are applicable to hazardous substances, defined in the Act. 41. NO CONTINGENT FEES: The Vendor warrants that they have not employed or retained any company or person other than a bona fide employee working solely for the Vendor to solicit or secure the agreement, and that they have not paid or agreed to pay any company or person other than a bona fide employee working solely for the Vendor any fee, commission, percentage, brokerage fee, gift or other consideration contingent upon or resulting from the award or making of the agreement. For breach or violation of their warranty, the City will have the right to annul the agreement without PAGE 7 OF 11 * SUPERCEDES PREVIOUS, DATED OCTOBER 2010 REVISED JULY 2011' r�ONDROgCTDfAS CITY OF ROUND ROCK n�rog aaiw e�mr PURCHASING DEFINITIONS, STANDARD TERMS AND CONDITIONS liability or, in its discretion, to deduct from the agreement, price or consideration, or otherwise recover the full amount of such fee, commission, percentage, brokerage or contingent fee. 42. NO WARRANTY BY CITY AGAINST INFRINGEMENTS: The Vendor represents and warrants to the City that: (i) the Vendor shall provide the City good and indefeasible title to the deliverpbles and (ii) the deliverables supplied by the Vendor in accordance with the specifications in the Agreement will not infringe, directly or contributory, any patent, trademark, copyright, trade secret, or any other intellectual property right of any kind of any third party; that no claims have been made by any person or entity with respect to the ownership or operation of the deliverables and the Vendor does not know of any valid basis for any such claims. The Vendor shall, at its sole expense, defend, indernnify, and hold the City harmless from and against all liability, damages, and costs (including courtIlcosts and reasonable fees of attorneys and other professionals) arising out of or resulting from: (i) ,any claim that the City's exercise anywhere in the world of the rights associated with the City's' ownership, and if applicable, license rights, and its use of the deliverabies infringes the intellectual propertf rights of any third party; or (ii) the Vendor's breach of any of Vendor's representations or warrantierP stated in this Agreement. In the event of any such claim, the City shall have the right to monitor sugh claim or at its option engage its own separate counsel to act as co -counsel on the City's behalf; Further, Vendor agrees that the City's specifications regarding the deliverables shall in no way diminish Vendor's warranties or obligations under this paragraph and the City makes no warranty that the production, development, or delivery of such deliverables will not impact such warranties of Vendor. 43. NON -APPROPRIATION: The resulting Agreement is a commitment of the City's current revenues only. It is understood and agreed the City shall have the right to terminate the Agreement at the end of any City fiscal year if the goveming body of the City does not appropriate funds sufficient to purchase the estimated yearly quantities, as determined by the City's budget for the fiscal year in question. The City may affect such termination by giving Vendor a written notice of termination at the end of its then current fiscal year. 44. OVERCHARGES: Vendor hereby assigns to the purchaser any and all claims for overcharges associated with this agreement which arise under the antitrust laws of the United States, 15 USGA Section 1 et seq., and which arise under the antitrust laws of the State of Texas, Bus. and Com. Code, Section 15.01, et seq. 45. PROMPT PAYMENT POLICY: Payments will be made in accordance with the Texas Prompt Payment Law, Texas Government Code, Subtitle F, Chapter 2251. The City will pay Vendor within thirty days after the acceptance of the supplies, materials, equipment, or the day on which the performance of services was completed or the day, on which the City receives a correct invoice for the supplies, materials, equipment or services, whichever is later. The Vendor may charge a late fee (fee shall not be greater than that which is permitted by Texas law) for payments not made in accordance with this prompt payment policy; however, this policy does not apply to payments made by the City in the event: 45.1. There is a bona fide dispute between the City and Vendor concerning the supplies, materials, services or equipment delivered or the services performed that causes the payment to be late; or 45.2. The terms of a federal agreement, grant, regulation, or statute prevent the City from making a timely payment with Federal Funds; or 45.3. The is a bona fide dispute between the Vendor and a subcontractor or between a subcontractor and its suppliers concerning supplies, material, or equipment delivered or the services performed which caused the payment to be late; or 45.4. The invoice is not mailed to the City in strict accordance with instructions, if any, on the purchase order or agreement or other such contractual agreement. PAGE 8 OF 11 " SUPERCEDES PREVIOUS, DATED OCTOBER 2010 REVISED JULY 2011* ROUNDROCKTE%AS CITY OF ROUND ROCK naraet vassiorc rimmnun PURCHASING DEFINITIONS, STANDARD TERMS AND CONDITIONS 46. PLACE AND CONDITION OF WORK: (apply only to a Solicitation to purchase Services to be performed principally at the City's premises or on public rights-of-way) The City will provide the Vendor access to the sites where the Vendor is to perform the services as required in order for the Vendor to perform in a timely and efficient manner, in accordance with and subject to the applicable security laws, rules, and regulations. The Vendor acknowledges that it has satisfied itself as to the nature of the City's service requirements and specifications, the location and essential characteristics of the work sites, the quality and quantity of materials, equipment, labor and facilities necessary to perform the services, and any other condition or state of fact which could in any way affect performance of the Vendor's obligations under the agreement. The Vendor hereby releases and holds the City harmless from and against any liability or claim for damages of any kind or nature if the actual site or service conditions differ from expected conditions. 47. PREPARATION OF RESPONSE COSTS: All costs directly or indirectly related to preparation of a response to this solicitation or any oral presentation required to supplement and/or clarify a proposal which may be required by the City shall be the sole responsibility of the Respondent. 48. RIGHT OF INSPECTION AND REJECTION: The City expressly reserves all rights under law, including, but not limited to the Uniform Commercial Code, to inspect the deliverables at delivery or at a reasonable time subsequent to delivery and to reject defective or non -conforming deliverables. If the City has the right to inspect the Vendor's, or the Vendor's Subcontractor's, facilities, or the deliverables at the Vendor's, or the Vendor's Subcontractor's, premises, the Vendor shall furnish, or cause to be furnished, without additional charge, all reasonable facilities and assistance to the City to facilitate such inspection. 49. RIGHT TO AUDIT: 49.1. The Vendor agrees that the representatives of the Office of the City Auditor or other authorized representatives of the City shall have access to, and the rights to audit, examine, or reproduce, any and all records,of the Vendor related to the performance under this Agreement. The Vendor shall retain all such records for a period of three (3) years after final payment on this Agreement or until all audit and litigation matters that the City has brought to the attention of the Vendor are resolved, whichever is longer. The Vendor agrees to refund to the City any overpayments disclosed by any such audit. 49.2. The Vendor shall include section 49.1 above in all subcontractor agreements entered into in connection with this Agreement. 50. SERVICE: Vendor shall have service and maintenance available to the City and shall be able to respond to a request for service as specified. 50.1. Consistent failure by the vendor to respond to service calls within the allowed response time may place the vendor in default and subject to cancellation of the purchase order and, or agreement. Consistent failure is defined as not responding within the allowed response time at any or all locations on two (2) out of three (3) consecutive occurrences. 50.2. Service technicians shall be fully qualified to work on the listed equipment and employed by the vendor on the effective date of the agreement. Vendor shall be able to verify that service personnel have had training with a minimum of one year of "hands on" experience working on the listed equipment. 51. SHIPMENT UNDER RESERVATION PROHIBITED: The Vendor is not authorized to ship the deliverables under reservation and no tender of a bill of lading will operate as a tender of deliverables. 52. STOP WORK NOTICE: The City may issue an immediate Stop Work Notice in the event the Vendor is observed performing in a manner that is in violation of Federal, State, or local guidelines, or in a manner that is determined by the City to be unsafe to either life or property. Upon notification, the Vendor shall cease all work until notified by the City that the violation or unsafe condition has been corrected. The Vendor shall be liable for all costs incurred by the City as a result of the issuance of such Stop Work Notice. PAGE 9 OF 11 " SUPERCEDES PREVIOUS, DATED OCTOBER 2010 REVISED JULY 2011* ROUNDROCK 1DU15 CITY OF ROUND ROCK nnvasEvason no�wrx PURCHASING DEFINITIONS, STANDARD TERMS AND CONDITIONS 53. SUBCONTRACTORS: The Vendor shall be fully responsible to the City for all acts and omissions of the Subcontractors just as the Vendor is responsible for the Vendor's own acts and omissions. The Vendor shall: 53.1. require that all deliverables to be provided by the Subcontractor be provided in strict accordance with the provisions, specifications and terms of the Agreement; 53.2. require that all Subcontractors obtain and maintain, throughout the term of their agreement, primary insurance in the type and amounts specified for the Vendor, with the City being named as an additional insured; and 53.3. require that the Subcontractor indemnify and hold the City harmless to the same extent as the Contractor is required to indemnify the City. 54. SURVIVABILITY OF OBLIGATIONS: All provisions of the Agreement that impose continuing obligations on the parties, including but not limited to the warranty, indemnity, and confidentiality obligations of the parties, shall survive the expiration or termination of the Agreement. 55. TAX EXEMPTION: The City of Round Rock is exempt from all federal excise, state and local taxes unless otherwise stated in this document. The City claims exemption from all sales and/or use taxes under Texas Tax Code §151.309, as amended. Texas Limited Sales Tax Exemption Certificates will be furnished upon request. Vendors shall not charge for said taxes. If billed, City will not remit payment until invoice is corrected. 56. TERMINATION FOR CAUSE: In the event of a default by the Vendor, the City shall have the right to terminate the Agreement for cause, by written notice effective ten (10) calendar days, unless otherwise specified, after the date of such notice, unless the Vendor, within such ten (10) day period, cures such default, or provides evidence sufficient to prove to the City's reasonable satisfaction that such default does not, in fact, exist. In addition to any other remedy available under law or in equity, the City shall be entitled to recover all actual damages; costs; losses and Expenses, incurred by the City as a result of the Vendor's default, including, without limitation, solicitation cost, reasonable attorneys' fees, court costs, and prejudgment and post judgment interest at the maximum lawful rate. Additionally, in the event of a default by the Vendor, the City may remove the Vendor from the City's vendor list for three (3) years and any Offer submitted by the Vendor may be disqualified for up to three (3) years. All rights and remedies under the Agreement are cumulative and are not exclusive of any other right or remedy provided by law. 57. TERMINATION WITHOUT CAUSE: The City shall have the right to terminate the Agreement, in whole or in part, without cause any time upon thirty (30) calendar days' prior written notice. Upon receipt of a notice of termination, the Vendor shall promptly cease all further work pursuant to the Agreement, with such exceptions, if any, specified in the notice of termination. The City shall pay the Vendor, to the extent of funds Appropriated or otherwise legally available for such purposes, for all goods delivered and services performed and obligations incurred prior to the date of termination in accordance with the terms. 58. TITLE 8 RISK OF LOSS: Title to and risk of loss of the deliverables shall pass to the City only when the City actually receives and accepts the deliverables (no delivery no sale). 59. VENDOR'S OBLIGATIONS: The Vendor shall fully and timely provide all deliverables described in the Solicitation or Purchase Order and in the Vendor's response in strict accordance with the terms, covenants, and conditions of the Agreement and all applicable Federal, State, and local laws, rules, and regulations. 60. VENUE: Both the City and the Vendor agree that venue for any litigation arising from a resulting agreement shall lie in Williamson County. PAGE 10 OF 11 * SUPERCEDES PREVIOUS, DATED OCTOBER 2010 REVISED JULY 2011* ROUNDROCI(TWS CITY OF ROUND ROCK nw�.►Aman vwo�wm PURCHASING DEFINITIONS, STANDARD TERMS AND CONDITIONS 61. WARRANTY -PRICE: The agreement price shall be firm for the duration of the agreement or extension periods. No separate line item charges shall be permitted for either response or invoice purposes, which shall include equipment rental, demurrage, fuel surcharges, delivery charges, and cost associated with obtaining permits or any other extraneous charges. Vendor further certifies that the prices in the Offer have been arrived at independently without consultation, communication, or agreement for the purpose of restricting competition, as to any matter relating to such fees with any other firm or with any competitor. 62. WARRANTY: The goods specified shall be warranted against defects in material and workmanship for a period of not less than twelve (12) months beginning with the date of acceptance. If the manufacturer's standard warranty exceeds twelve (12) months, then the manufacturer's standard warranty shall be in effect. The successful bidder shall furnish a copy of the manufacturers warranty at time of delivery. 63. WORKFORCE: (apply only to a Solicitation to purchase Services to be performed principally at the City's premises or on public rights-of-way) 63.1. The Vendor shall employ only orderly and competent workers, skilled in the performance of the services which they shall perform under the Agreement. 63.2. The Vendor, its employees, subcontractors, and subcontractor's employees while engaged in participating in an Agreement or Purchase Order or while in the course and scope of delivering goods or services under a City agreement may not: 63.2.1. use or possess a firearm, including a concealed handgun that is licensed under state law, except as required by the terms of the agreement; or 63.2.2. use or possess alcoholic or other intoxicating beverages, illegal drugs or controlled substances, nor may such workers be intoxicated, or under the influence of alcohol or controlled. substances, on the job. 63.3. If the City or the City's representative notifies the Vendor that any worker proves to be disorderly, disobedient or incompetent, has knowingly or repeatedly violated safety regulations, has possessed any firearms, or has possessed or was under the influence of alcohol or controlled substances on the job, the Vendor shall immediately remove such worker from Agreement services, and may not employ such worker again on Agreement services without the City's prior written consent. PAGE 11 OF 11 * SUPERCEDES PREVIOUS, DATED OCTOBER 2010 DATED: JULY 2011 ROUND ROO( CAS ruxws[.n�vwwwrc CITY OF ROUND ROCK INSURANCE REQUIREMENTS 1. INSURANCE: The Vendor shall procure and maintain at its sole cost and expense for the duration of the agreement or purchase order resulting from a response to the Solicitation/Specification, insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work as a result of the solicitation by the successful respondent. its agents, representatives, volunteers. employees or subcontractors. 1.1. Certificates of Insurance and endorsements shall be furnished to the City and approved by the City before work commences. 1.2. The following standard insurance policies shall be required: 1.2.1. General Liability Policy 1.2.2. Automobile Liability Policy 1.2.3. Worker's Compensation Policy 1.3. The following general requirements are applicable to all policies: 1.3.1. Only insurance companies licensed and admitted to do business in the State of Texas shall be accepted. 1.3.2. Deductibles shall be listed on the Certificate of Insurance and are acceptable only on a per occurrence basis for property damage only. 1.3.3. Claims made policies shall not be accepted, except for Professional Liability Insurance. 1.3.4. Upon request, certified copies of all insurance policies shall be furnished to the City. 1.3.5. Policies shall include, but not be limited to, the following minimum limits: 1.3.5.1. Minimum Bodily Injury Limits of $300,000.00 per occurrence. 1.3.5.2. Property Damage Insurance with minimum limits of $50,000.00 for each occurrence. 1.3.5.3. Automobile Liability Insurance for all owned, non -owned, and hired vehicles with minimum limits for Bodily Injury of $100,000.00 each person, and $300,000.00 for each occurrence, and Property Damage Minimum limits of $50,000.00 for each occurrence. 1.3.5.4. Statutory Worker's Compensation Insurance and minimum $100,000.00 Employers Liability Insurance. 1.3.6. Coverage shall be maintained for two years minimum after the termination of the Agreement. 1.4. The City shall be entitled, upon request, and without expense to receive copies of insurance policies and all endorsements thereto and may make reasonable request for deletion, revision, or modification of particular policy terms, conditions, limitations, or exclusions (except where policy provisions are established by law or regulation binding either of the parties hereto or the underwriter of any of such policies). Upon such request by the City, the Vendor shall exercise reasonable efforts to accomplish such changes in policy coverage and shall pay the cost thereof. All insurance and bonds shall meet the requirements of the solicitation specification and the insurance endorsements stated below. Page 1 of a DATED: JULY 2011 ROUNDROCX,TEXAS nnvor�a�tva�rwawwrx 1.5. Vendor agrees that with respect to the required insurance, all insurance contracts and certificate(s) of insurance will contain and state, in writing, on the certificate or its attachment, the following provisions: 1.5.1. Provide for an additional insurance endorsement clause declaring the Vendor's insurance as primary. 1.5.2. Name the City and its officers, employees, and elected officiais as additional insured's, (as the interest of each insured may appear) as to all applicable coverage. 1.5.3. Provide thirty days' notice to the City of cancellation, non -renewal, or material changes. 1.5.4. Remove all language on the certificate of insurance indicating: 1.5.4.1. That the insurance company or agent/broker shall endeavor to notify the City; and, 1.5.4.2. Failure to do so shall impose no obligation of liability of any kind upon the company, its agents, or representatives. 1.5.5. Provide for notice to the City at the addresses listed below by registered mail: 1.5.6. Vendor agrees to waive subrogation against the City, its officers, employees, and elected officials for injuries, including death, property damage, or any other loss to the extent same may be covered by the proceeds of insurance. 1.5.7. Provide that all provisions of the agreement concerning liability, duty, and standard of care together with the indemnification provision, shall be underwritten by contractual liability coverage sufficient to include such obligations within applicable policies. 1.5.8. All copies of the Certificate of Insurance shall reference the project name, solicitation number or purchase order number for which the insurance is being supplied. 1.5.9. Vendor shall notify the City in the event of any change in coverage and shall give such notices not less than thirty days prior notice to the change, which notice shali be accomplished by a replacement Certificate of Insurance. 1.5.10. All notices shall be mailed to the City at the following addresses: Assistant City Manager City of Round Rock 221 East Main Round Rock, TX 78664-5299 City Attorney City of Round Rock 309 East Main Round Rock, TX 78664 2. WORKERS COMPENSATION INSURANCE 2.1. Texas Labor Code, Section 406.098 requires workers' compensation insurance coverage for all persons providing services on building or construction projects for a govemmental entity. 2.1.1. Certificate of coverage ("certificate") - A copy of a certificate of insurance, a certificate of authority to self -insure issued by the Texas Workers' Compensation Commission, or a coverage agreement (TWCC-81, TWCC-82, TWCC-83, or TWCC-84), showing statutory workers' compensation insurance coverage for the person's or entity's employees providing services on a project, for the duration of the project. 2.1.2. Duration of the project - includes the time from the beginning of the work on the project until the CONTRACTOR'S/person's work on the project has been completed and accepted by the OWNER. 2.2. Persons providing services on the project ("subcontractor") in Section 406.096 — includes all persons or entities performing all or part of the services the CONTRACTOR has undertaken to perform on the project, regardless of whether that person contracted directly with the CONTRACTOR and regardless of whether that person has employees. This includes, without limitation, independent contractors, subcontractors, leasing companies, motor carriers, owner - Page 2 of 4 �ROUNDROCKTD(AS nnrog a�maK noosv[�nti DATED: JULY 2011 operators, employees of any such entity, or employees of any entity, which furnishes persons to provide services on the project. "Services" include, without limitation, providing, hauling, or delivering equipment or materials, or providing labor, transportation, or other service related to a project. "Services ° does not include activities unrelated to the project, such as food/beverage vendors, office supply deliveries, and delivery of portable toilets. 2.3. The CONTRACTOR shall provide coverage, based on proper reporting of classification codes and payroll amounts and filing of any coverage agreements, that meets the statutory requirements of Texas Labor Code, Section 401.011(44) for all employees of the CONTRACTOR providing services on the project, for the duration of the project. 2.4. The CONTRACTOR must provide a certificate of coverage to the OWNER prior to being awarded the agreement. 2.5. If the coverage period shown on the CONTRACTOR'S current certificate of coverage ends during the duration of the project, the CONTRACTOR shall, prior to the end of the coverage period, file a new certificate of coverage with the OWNER showing that coverage has been extended. 2.6. The CONTRACTOR shall obtain from each person providing services on a project, and provide to the OWNER: 2.6.1. a certificate of coverage, prior to that person beginning work on the project, so the OWNER will have on file certificates of coverage showing coverage for all persons providing services on the project; and 2.6.2. no later than seven (7) calendar days after receipt by the CONTRACTOR, a new certificate of coverage showing extension of coverage, if the coverage period shown on the current certificate of coverage ends during the duration of the project. 2.7. The CONTRACTOR shall retain all required certificates of coverage for the duration of the project and for one (1) year thereafter. 2.8. The CONTRACTOR shall notify the OWNER in writing by certified mail or personal delivery, within ten (10) calendar days after the CONTRACTOR knew or should have known, or any change that materially affects the provision of coverage of any person providing services on the project. 2.9. The CONTRACTOR shall post on each project site a notice, in the text, form and manner prescribed by the Texas Workers' Compensation Commission, informing ali persons providing services on the project that they are required to be covered, and stating how a person may verify coverage and report lack of coverage. 2.10. The CONTRACTOR shall contractually require each person with whom it contracts to provide services on a project, to: 2.10.1. provide coverage, based on proper reporting of classification codes and payroll amounts and filing of any coverage agreements, that meets the statutory requirements of Texas Labor Code, Section 401.011(44) for all its employees providing services on the project, for the duration of the project; 2.10.2. provide to the CONTRACTOR, prior to that person beginning work on the project, a certificate of coverage showing that coverage is being provided for all employees of the person providing services on a project, for the duration of the project; 2.10.3. provide the CONTRACTOR, prior to the end of the coverage period, a new certificate of coverage showing extension of coverage, if the coverage period shown on the current certificate of coverage ends during the duration of the project; Page 3 of 4 DATED: JULY 2011 2.10.3.1. obtain from each other person with whom it contracts, and provide to the CONTRACTOR: 2.10.3.1.1 a certificate of coverage, prior to the other person beginning work on the project; and 2.10.3.1.2. a new certificate of coverage showing extension of coverage, prior to the end of the coverage period, if the coverage period shown on the current certificate of coverage ends during the duration of the project 2.10.3.2. retain all required certificates of coverage on file for the duration of the project and for one (1) year thereafter; 2.10.3.3. notify the OWNER in writing by certified mail or personal delivery, within ten (10) calendar days after the person knew or should have known, of any change that materially affects the provision of coverage of any person providing services on the project; and 2.10.3.4. contractually require each person with whom it contracts, to perform as required by paragraphs (2.1 thru 2.7), with the certificates of coverage to be provided to the person for whom they are providing services. 2.10.3.5. By signing the solicitation associated with the specification, or providing, or causing to be provided a certificate of coverage, the Contractor is representing to the Owner that ail employees of the Contractor who will provide services on the project will be covered by workers' compensation coverage for the duration of the project, that the coverage will be based on proper reporting of classification codes and payroll amounts, and that alt coverage agreements will be filed with the appropriate insurance carrier or, in the case of a self-insured, with the Commission's Division of Seif-Insurance Regulation. Providing false or misleading information may subject the Contractor to administrative penafties, criminal penalties, civil penalties, or other civil actions. 2.10.3.6. The Contractor's failure to comply with any of these provisions is a breach of contract by the Contractor that entitles the Owner to declare the agreement void if the Contractor does not remedy the breach within ten (10) calendar days after receipt of notice of breach from the owner. Page 4 of 4 ROUND ROCK TEXAS SOLICITATION NO. 12-006 TURNKEY SERVICES OF AUDIO/V1DEO EQUIPMENT FOR Please note the questions and answers to the solicitation referenced above are for clarification purposes. 1. Would you mind providing clarification on the rotating podium? Will the podium be fastened to the floor, or free-standing? If it's fastened to the floor, I'm curious as to how it is planned to function. Twisting AIV cables is not great for their long-term durability, and I'd appreciate any extra information you can give. Only the top portion of the Podium will rotate. 2. What is the total number of inputs required? (Example: Computers, Laptop, Doc Cams, DVD, ETC) There are 4 HD/SDI video inputs from provided cameras. The presentation computer has a video output as does the document camera. All video outputs should route as per the specifications. 3. What is the total number of monitors required? (Outputs from the system)? There are 9 monitors required in the DAIS. 4. Is there a list of OFE? The list is provided under PART III, Paragraph 5 on page 7 of the specifications. 5. Who is responsible for Electrical, Data, Conduit, and Millwork? The general contractor is responsible for these items. 6. Is the RF Cancelation strictly for cell phones? Primarily it is for cellular phones, but should block other potential interference. 7. Pleasc indicate the touch panel size? (Example: Control system User interface comes in 6", 8", 10", ETC)? That is for the respondent to calculate dependent upon their design. 8. Will the CCTV integration consist of audio and video? Yes. 9. What sizes of monitors are needed? That is for the respondent to calculate dependent upon their design. 10. Any projectors? That is for the respondent to calculate dependent upon their design. 11. When will the room be available for installation? (Example: Project completion date)? Project completion date is currently 05/07/2012 for the entire City Hall remodel. The Council Chambers completion date will need to be prior to this completion date and will require coordination between the awarded respondent and the GC. Page 1 of 6 ROUND Roca. TEXAS SOLICITATION NO. 12-006 TURMI Y SERVICES OF AUDIO/VIDEO EQUIPMENT FOR 12. On the wiring pathways, are there drawings? (Example: Is conduit provided, if what size and where)? There is a cable tray from the rear of the chamber to the room immediately behind the dais. The only other conduits will be in the floor to the podium. All other conduits will be provided by the respondent. Lighting electrical conduit will be located at junction boxes located in the exposed ceiling. Conduit and switching will be provided by the GC. 13. What programming functionality is needed? That is for the respondent to calculate dependent upon their design. 14. Will the ductwork show? Yes. 15. Is the City keeping the existing equipment desk? Yes. 16. Where is the equipment rack location? There is a rack located at the live meeting production area but other rack locations are for the respondent to calculate dependent upon their design. 17. How many audio feeds are required for the press box? There are least 4 feeds required. 18. What are the types of video feeds required at the press box? 1-ID/SDI, HDMI, Component and Composite are suggested video feed types. 19. Is the City opposed to a projection screen? No, not if appropriate based on the respondent's design. 20. Should the vendor also provide a video conferencing option? It's not required although the respondent may option this in their design. 21. Where is the chair seat? The middle seat at the dais. 22. Can the respondents get a digital copy of the integrated lighting spec and elevation (CAD Drawing)? Yes. The respondents should send an email to: nrandall@round-rock.tx.us, bbecker@round- rock.tx.us and howardb@round-rock.tx.us to request permission for release of drawings electronically. Please include full name, company name, and email address. 23. What is the City's preferred control system?. We do not have a preference. That is for the respondent to calculate dependent upon their design. 24. What is the budget range for this solicitation? It is the City's practice to not disclose this information. Page 2 of 6 ROUNDROCIGTQ(AS SOLICITATION NO. 12-006 nmrosE eMasai+. man TURNKEY SERVICES OF AUDIO/VIDEO EQUIPMENT FOR 25. Will there be dedicated parking for the crew? No, but there is ample parking on Bagdad Avenue as well as the adjacent parking structure. 26. Who was the previous installer? This is a complete new system design with no previous install. 27. How can vendors visit the temporary Council Chambers held at the City's Library? Respondents that attended the pre -solicitation meeting should contact the Purchaser listed on PART I, ?aragraph 5 of the specifications to schedule an appointment to gain entrance to the location. 28. DAIS — Will the City please provide council seating area dimensions and size of monitors required? Attached is a dimensioned layout for the seating. The size and number of monitors is up to the bidder to provide an excellent viewing space for all. 29. All mic — visual cue: I would assume a little red LED on each mic will be sufficient or does the City have something else in mind such as an indicator on the monitors? That is for the respondent to calculate dependent upon their design. 30. PODIUM — Countdown timer: is this notification to be shown on the monitors as well? Timers should, at a minimum, be located at the Chair seat, Clerk's seat, and podium. The respondent should calculate this dependent upon their design. 31. PODIUM — Document Camera: a remote control is requested: most units come with a handheld remote, will this be sufficient? No. 32. PODIUM — Conduit: Are there floor cores from the podium area to the equipment rack area? No. All floor boxes have conduit provided by the GC. Conduits are extended to the nearest wall. It will be up to the Respondent to extend to equipment rack area. 33. PODIUM — Conduit: Is the contractor to give cable trays in ceiling? Yes. Cable tray is to be provided by the GC. It starts at the rear control area in the council chambers and extends along the north wall to the area immediately behind the dais. 34. PRESS AREA — AudioNideo connections: How many are needed? Refer to question number 17. 35. PRESS AREA — Type of Video: Composite or SDI? Refer to question number 18. 36. CHAMBER MICROPHONE: ceiling mounted microphones on each side of podium: Are these for backup or for floor walking presenters? It will be used primarily for floor presentation. Page 3 of 6 ROUND ROCK. TtXAS vuwos� ausaKva�uun SOLICITATION NO. 12-006 TURNKEY SERVICES OF AUDIO/VIDEO EQUIPMENT FOR 37. CHAMBER MICROPHONE: ceiling mounted microphones over audience area: are hanging microphones acceptable? Yes. 38. CHAMBER MICROPHONE: Control from the Live Meeting Production Area — does the Production Technician prefer a standard console or a more advanced Digital Signal Processor system control via touch panel? That is for the respondent to calculate dependent upon their design. 39. CHAMBER: What is the ceiling structure? The ceiling in the council chambers is exposed. No ceiling grid or layin will be in the project. All supports, conduits, etc. shall be installed in a clean layout as approved by the Architect. All supports, cabling, etc. will be painted by the GC. 40. CHAMBER: What is above the ceiling structure and is there access if it is a hard ceiling? Ceiling structure has been exposed and will remain exposed in the final finish -out. 41. Per 4.8 Lighting Integration: The information in the provided document is a bit vague in specifying the role of the AV systems contractor as it relates to lighting. What equipment is to be provided by the AV contractor? Respondent shall provide control of fixtures and necessary equipment to do such and will be further discussed during the evaluation and negotiation process. 42. Per 4.8 Lighting Integration: Does a dimming panel schedule and/ or specification exist? Dimmer controls are to be provided by the GC. Panel to be located in Video Editing Room A102 with a remote panel located in the council chambers. The respondents should send an email to: nrandall@round-rock.tx.us, bbecker@round-rock.tx.us and howardb@round-rock.tx.us to request permission for release of drawings electronically. Please include full name, company name, and email address. 43. Per 4.8 Lighting Integration: Is the intent for the AV contractor to provide a specification? It is the intent that the Respondents provide lighting that will enable the space to perform as a TV Studio since the meetings will be televised. 44. Per 4.8 Lighting Integration: Is the dimming panel referenced on Sheets E201A, E301A existing equipment? Dimmer Panels will be provided and installed by the GC. 45. On Sheet E201A, Keyed note 3: Is the reference "low voltage switch" for lighting control or? Is this existing equipment? Low voltage switch will be provided and installed by the GC. 46. On Sheet E301A, Keyed note 30: Is the referenced touch panel provided by the AV systems contractor or? Is it existing? Touch Panel will be provided and installed by the GC. Page 4 of 6 ND „ SOLICITATION NO. 12-006 TURNKEY SERVICES OF AUDIO/VIDEO EQUIPMENT FOR 47. Per 4.1.2: Will the system operator have the ability to override the "Chair's mute all" override? Who has ultimate priority? Both areas shall have override capability. 48. Per 4.1.3: How much room will be available for the recessed monitors? Reference attached millwork section for space for recessed monitors. 49. Per 4.2.1.3: Does this mean that the microphone is controllable or the microphone status "visual cue" IS controllable? Or both? Both. 50. Per 4.2.5: Will this monitor be mounted on a lectern? If so; will the monitor double as a confidence monitor? The monitor will be either mounted onto the podium or recessed into the podium. Potentially. 51. Per 4.4.1: What will the responsibilities of the ceiling mounted microphones (on either side of the podium) be? Sound reinforcement or audio capture for streaming/recording/press? Presentations and proclamations will be read from that area. 52. Per 4.5.4: To address this request, we would need additional information. Does the architect have all information on furniture placement as well as a projected "Noise Criterion (or NC)" for the finished room? Furniture placement is as per the drawings. NC will be determined by the Respondent. 53. Per 4.8.2: Will the City please provide all MEP documentation with Electrical "load schedule" and "Fixture types" in ANSI/ASME D or E size? The respondents should send an email to: nrandallna round-rock.tx.us, bbecker@round-rock.tx.us and howardb@round-rock.tx.us to request permission for release of drawings electronically. Please include full name, company name, and email address. 54. What is the model of the VDESK? Model Number is: VDESK HD -4A. 55. Are there 2 tuners: 1 off air and 1 cable feed? Yes there are both. Page 5 of 6 ROUND ROCK TEXAS SOLICITATION N0.12-006 TURNKEY SERVICES OF AUDIOIVIDE� EQUIPMENT FOR Figure 1 - City Council Floor Plan - - II� NJ -L) MEUAIM1 zT - \\\ N 1 CITY COUNCIL CHAMBERS Figure 2 - Section Through Dais Millwork Page 6 of 6 City Council Agenda Summary Sheet Agenda Item No. 9B2. Agenda Caption: Consider a resolution authorizing the Mayor to execute an agreement with Ford Audio Visual Systems for the audio visual design, equipment, and installation in the City Council Chambers. Meeting Date: December 1, 2011 Department: Finance Staff Person making presentation: Cheryl Delaney Finance Director Item Summary: Agreement with Ford Audio Visual Systems to provide turnkey services to furnish equipment, delivery and installation of an integrated audio/video recording system for the City Council Chambers. As part of the City Hall remodel, the audio and video capabilities of the City Council Chamber will be greatly enhanced. This space must serve as an in-person meeting room, as well as, a TV studio - the goal of this system is to enable the room function as well as possible in both respects. We will be adding video monitors at each seat at the dais, and at the podium, to allow for enhanced viewing of presentation materials. There will also be four, high-definition video monitors placed above the seating area. A monitor will also be placed in the lobby for overflow viewing as well as one in the break room. A new document camera with basic controls will be installed next to the podium integrating with a provided computer for showing electronic presentations. At the back of the room, a press -box will be installed to allow for the news media to easily plug in to the audio feed for news gathering purposes. The Council Chambers is an important space for public meetings, but it is also used as a training room. A large projection screen will be added between the podium and the dais to further enhance the room's presentation capability. A wireless audio system will also be installed for training use. The new system will also have an assistive listening system to meet ADA requirements. Cost: $96,200 Source of Funds: PEG Fund Date of Public Hearing (if required): N/A Recommended Action: Approval EXECUTED DOCUMENTS FOLLOW CITY OF ROUND ROCK AGREEMENT FOR PURCHASE OF INTEGRATED AUDIO VIDEO RECORDING SYSTEM FROM FORD AUDIO -VIDEO SYSTEMS, INC. THE STATE OF TEXAS CITY OF ROUND ROCK COUNTY OF WILLIAMSON COUNTY OF TRAVIS § § § § § § KNOW ALL BY THESE PRESENTS: This Agreement is for a complete turnkey design, equipment purchase and installation of an integrated audio video recording system (hardware, software, equipment, programming, engineering, cabling, installation, and maintenance) for the City of Round Rock City Hall council chambers, and for related goods and services, and is referred to herein as the "Agreement." This Agreement is made and entered into on this the j'- day of the month of , 2011, by and between the CITY OF ROUND ROCK, TEXAS, a home -rule municipality whose offices are located at 221 East Main Street, Round Rock, Texas 78664, referred to herein as the "City," and FORD AUDIO -VIDEO SYSTEMS, INC., whose offices are located at 1340 Airport Commerce Drive, Suite 470, Austin, Texas 78741, referred to herein as "Ford." This Agreement supersedes and replaces any previous agreement between the named parties, whether oral or written, and whether or not established by custom and practice. RECITALS: WHEREAS, City desires to purchase a complete integrated audio video recording system (turnkey design, hardware, software, equipment, programming, engineering, cabling, installation, and maintenance) for the City of Round Rock City Hall council chambers, and City desires to purchase same from Ford; and WHEREAS, City has issued its "Request for Proposals" for the provision of said goods and services, and City has selected the proposal submitted by Ford; and WHEREAS, the parties desire to enter into this Agreement to set forth in writing their respective rights, duties, and obligations; NOW, THEREFORE, WITNESSETH: That for and in consideration of the mutual promises contained herein and other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, the parties mutually agree as follows: 00237660/jkg -- <<- (2---D1-Gl �2 1.01 DEFINITIONS A. Agreement means the binding legal contract between City and Ford whereby City is obligated to buy specified goods and services and Ford is obligated to sell specified goods and services. The Agreement includes the following: (a) City's Request for Proposals designated as RFP Solicitation Number 12-006, Specification Number 12-840-14 dated September 2011; (b) Ford's Response to RFP dated October 26,2011; (c) the contract award; and (d) any exhibits, addenda, and/or amendments thereto. Any inconsistencies or conflicts in the contract documents shall be resolved by giving preference in the following order: (1) This Agreement; (2) Ford's Response to RFP; (3) City's Request for Proposals, exhibits, and attachments. B. City means the City of Round Rock, Williamson and Travis Counties, Texas. C. Effective Date means the date upon which the binding signatures of both parties to this Agreement are affixed. D. Force Majeure means acts of God, strikes, lockouts, or other industrial disturbances, acts of the public enemy, orders of any kind from the government of the United States or the State of Texas or any civil or military authority, insurrections, riots, epidemics, landslides, lightning, earthquakes, fires, hurricanes, storms, floods, restraint of the government and the people, civil disturbances, explosions, or other causes not reasonably within the control of the party claiming such inability. E. Goods mean the specified supplies, materials, commodities, or equipment. F. Services mean work performed to meet a demand; the furnishing of labor, time or effort by the vendor and its ability to comply with promised delivery dates, specifications, and technical assistance specified. G. Vendor or Ford means Ford Audio -Video Systems, Inc., or any successors or assigns. 2.01 EFFECTIVE DATE, INITIAL TERM, AND ALLOWABLE RENEWALS A. This Agreement shall be effective on the date it has been signed by both parties hereto, and shall remain in full force and effect unless and until it expires by operation of the term stated herein, or until terminated or extended as provided herein. B. The initial term of this Agreement is for twelve (12) months from the effective date hereof. After that initial term, this Agreement may be renewed for one successive term of 2 twelve (12) months, with such renewal to occur on or before the expiration date of the preceding term, and with such renewal being absolutely predicated upon the express written agreement of both parties. Such renewal is pennitted only provided Ford has performed each and every contractual obligation specified in this original Agreement. C. Prices shall be firm for the duration of this Agreement and for any renewal period. Prices for system and software maintenance shall be firm for the duration of this Agreement. No separate line item charges shall be permitted for invoicing purposes, including but not limited to equipment rental, demurrage, costs associated with obtaining permits, or any other extraneous charges. City may permit "unit price" adjustments upwards only as a result of a cost increase in goods or services in accordance with the Producers Price Index located at http://stats.bls.gov/ppi/home.htm. Any price increase shall be requested by Ford in writing and accompanied by the appropriate documentation to justify the requested increase. Ford may offer price decreases in excess of the allowable percentage change. D. City reserves the right to review the relationship at any time, and may elect to terminate this Agreement with or without cause or may elect to continue. 3.01 EXHIBITS WITH SCOPE OF WORK; CONTRACT AMOUNT Exhibits. City selected Ford to supply the goods and services outlined m City's Request for Proposals designated as RFP Solicitation Number 12-006, Specification Number 12-840-14 dated September 2011; and Response to such RFP submitted by Ford, all as specified in Exhibit "B" attached hereto and made a part hereof for all purposes. The intent of these documents is to formulate an Agreement listing the responsibilities of both parties as outlined in the RFP and as offered by Ford in its Response to the RFP. Exhibit `B" consists of the following: A. City's RFP, containing Attachment A "Reference Sheet," Attachment B "City Council Chambers Blueprints," and Attachment C "Council Chambers Layout;" B. City's Purchasing Definitions, Standard Terms and Conditions; C. City's Insurance Requirements; and D. Solicitation No. 12-006 Turnkey Services of Audio/Video Equipment -- questions and answers for clarification purposes. The goods and services which are the subject matter of this Agreement are described in Exhibit "A" and, together with this Agreement, comprise the total Agreement and they are fully a part of this Agreement as if repeated herein in full. Such Exhibit "A" is attached hereto and made a part hereof for all purposes. Such Exhibit "A" is Ford's issued Scope of Work, and Exhibit "A" consists of the following: A. Letter of Transmittal containing the following subheadings: Services to be Performed, Description of Work, Audio System, Video System, Countdown Timer, Control 3 System, Video Projection System, Equipment Rack, Installation Schedule, and Ford Audio Video Authorized Persons; B. Sales Quote (5 pages) totaling $96,200.00; and C. SOW Technical Clarifications, Inclusion, Exclusions, & Conditions. Contract Amount. In consideration for the referenced goods and services from Ford, City agrees to pay Ford a total sum of Ninety-six Thousand Two Hundred and No/100 Dollars ($96,200.00) in payment for goods and services and the Scope of Work deliverables as delineated hereafter and in exhibits or as agreed between the parties. This Agreement, including all exhibits, shall evidence the entire understanding and agreement between the parties and shall supersede any prior proposals, correspondence, or discussions. 4.01 COSTS Costs listed on items included in Exhibit "A" shall be the basis of any charges collected by Ford. The parties agree that the fixed price costs of this Agreement shall be as follows: Total System Acquisition $96,200.00 Such amount includes all materials to complete the council chambers, per the referenced RFP solicitation number, including Drawings A805, A1301, A1501, M201A, EIOI, E102, E20IA, E30IA, and council chamber renderings and chamber layout drawings; all project engineering including submittal preparation, system design and testing when applicable, and certification; on-site field management including project superintendence and project management during periods of installation; supply and installation of specified mic/line wire; testing including system testing, preliminary adjustments and technical reporting; one-year warranty, and specified follow-up and diagnostic service calls. The parties expressly understand, acknowledge, and agree that it is anticipated by the parties that the specific goods and services delineated in Exhibit "A" may be, at the sole option and express direction of City, altered, added, omitted, substituted, and/or exchanged to allow for equipment upgrades, technical advances, enhancements, and variations during installation and testing phases to accommodate unforeseen equipment and quality issues. In the event that Ford recommends any such change in goods or services, Ford shall so inform City in writing and shall not proceed to furnish or install any recommended goods unless and until City authorizes same in writing. 5.01 INVOICES All invoices shall include, at a minimum, the following information: 4 A. Name and address of Ford; B. Purchase Order Number; C. Description and quantity of items received; and D. Delivery dates. 6.01 INTERLOCAL COOPERATIVE CONTRACTING / PURCHASING Authority for local governments to contract with one another to perform certain governmental functions and services, including but not limited to purchasing functions, is granted under Government Code, Title 7, Chapter 791, Interlocal Cooperation Contracts, Subchapter B and Subchapter C, and Local Government Code, Title 8, Chapter 271, Subchapter F, Section 271.101 and Section 271.102. Other governmental entities within the State of Texas may be extended the opportunity to purchase off of the City of Round Rock's bid, with the consent and agreement of the successful vendor(s) and Round Rock. Such agreement shall be conclusively inferred for the vendor from lack of exception to this clause in the vendor's response. However, all parties hereby expressly agree that the City of Round Rock is not an agent of, partner to, or representative of those outside agencies or entities and that the City of Round Rock is not obligated or liable for any action or debts that may arise out of such independently -negotiated "piggyback" procurements. 7.01 NON -APPROPRIATION AND FISCAL FUNDING This Agreement is a commitment of City's current revenues only. It is understood and agreed that City shall have the right to terminate this Agreement at the end of any City fiscal year if the governing body of City does not appropriate funds sufficient to purchase the services as determined by City's budget for the fiscal year in question. City may effect such termination by giving Ford a written notice of termination at the end of its then -current fiscal year. 8.01 PROMPT PAYMENT POLICY In accordance with Chapter 2251, V.T.C.A., Texas Government Code, any payment to be made by City to Ford will be made within thirty (30) days of the date City receives goods under this Agreement, the date the performance of the services under this Agreement are completed, or the date City receives a correct invoice for the goods or services, whichever is later. Ford may charge interest on an overdue payment at the "rate in effect" on September 1 of the fiscal year in which the payment becomes overdue, in accordance with V.T.C.A., Texas Government Code, Section 2251.025(b). This Prompt Payment Policy does not apply to payments made by City in the event: A. There is a bona fide dispute between City and Ford, a contractor, subcontractor, or supplier about the goods delivered or the service performed that cause the payment to be late; or 5 B. There is a bona fide dispute between Ford and a subcontractor or between a subcontractor and its supplier about the goods delivered or the service performed that causes the payment to be late; or C. The terms of a federal contract, grant, regulation, or statute prevent City from making a timely payment with federal funds; or D. The invoice is not mailed to City in strict accordance with any instruction on the purchase order relating to the payment. 9.01 GRATUITIES AND BRIBES City may, by written notice to Ford, cancel this Agreement without liability to Ford if it is determined by City that gratuities or bribes in the form of entertainment, gifts, or otherwise were offered or given by Ford or its agents or representatives to any City officer, employee or elected representative with respect to the performance of this Agreement. In addition, Ford may be subject to penalties stated in Title 8 of the Texas Penal Code. 10.01 TAXES City is exempt from Federal Excise and State Sales Tax; therefore, tax shall not be included in Ford's charges. 11.01 ORDERS PLACED WITH ALTERNATE FORDS If Ford cannot provide the goods and services as specified, City reserves the right and option to obtain the products from another supplier or suppliers. 12.01 INSURANCE Ford shall meet all requirements as stated in the attached RFP Solicitation Number 12- 006 (including Attachment A entitled "City of Round Rock Insurance Requirements" and all attachments and exhibits); and its response. 13.01 CITY'S REPRESENTATIVE City hereby designates the following representative to act in its behalf: Brooks Bennett, Technology Specialist Round Rock Administration Department 221 East Main Street Round Rock, Texas 78664 512-671-2731 bbennett@round-rock.tx.us 6 14.01 RIGHT TO ASSURANCE Whenever either party to this Agreement, in good faith, has reason to question the other party's intent to perform hereunder, then demand may be made to the other party for written assurance of the intent to perform. In the event that no written assurance is given within the reasonable time specified when demand is made, then and in that event the demanding party may treat such failure as an anticipatory repudiation of this Agreement. 15.01 DEFAULT If Ford abandons or defaults under this Agreement and is a cause of City purchasing the specified goods and services elsewhere, Ford agrees that it will not be considered in the re - advertisement of the service and that it may not be considered in future bids for the same type of work unless the scope of work is significantly changed. Ford shall be declared in default of this Agreement if it does any of the following: A. Fails to make any payment in full when due; B. Fails to fully, timely and faithfully perform any of its material obligations under this Agreement; C. Fails to provide adequate assurance of performance under the "Right to Assurance" section herein; or D. Becomes insolvent or seeks relief under the bankruptcy laws of the United States. 16.01 TERMINATION AND SUSPENSION A. City has the right to terminate this Agreement, in whole or in part, for convenience and without cause, at any time upon thirty (30) days' written notice to Ford. B. In the event of any default by Ford, City has the right to terminate this Agreement for cause, upon ten (10) days' written notice to Ford. C. Ford has the right to terminate this Agreement only for cause, that being in the event of a material and substantial breach by City, or by mutual agreement to terminate evidenced in writing by and between the parties. D. In the event City terminates under subsections (A) or (B) of this section, the following shall apply: Upon City's delivery of the referenced notice to Ford, Ford shall discontinue all services in connection with the performance of this Agreement and shall proceed to cancel promptly all existing orders and contracts insofar as such orders and contracts are chargeable to this Agreement. Within thirty (30) days after such notice of termination, Ford shall submit a statement showing in detail the goods and/or services satisfactorily performed 7 under this Agreement to the date of termination. City shall then pay Ford that portion of the charges, if undisputed. The parties agree that Ford is not entitled to compensation for services it would have performed under the remaining term of the Agreement except as provided herein. 17.01 INDEMNIFICATION Ford shall defend (at the option of City), indemnify, and hold City, its successors, assigns, officers, employees and elected officials harmless from and against all suits, actions, legal proceedings, claims, demands, damages, costs, expenses, attorney's fees, and any and all other costs or fees arising out of, or incident to, concerning or resulting from the fault of Ford, or Ford's agents, employees or subcontractors, in the performance of Ford's obligations under this Agreement, no matter how, or to whom, such loss may occur. Nothing herein shall be deemed to limit the rights of City or Ford (including, but not limited to the right to seek contribution) against any third party who may be liable for an indemnified claim. 18.01 COMPLIANCE WITH LAWS, CHARTER AND ORDINANCES Ford, its agents, employees and subcontractors shall use best efforts to comply with all applicable federal and state laws, the Charter and Ordinances of the City of Round Rock, as amended, and with all applicable rules and regulations promulgated by local, state and national boards, bureaus and agencies. 19.01 ASSIGNMENT AND DELEGATION The parties each hereby bind themselves, their successors, assigns and legal representatives to each other with respect to the terms of this Agreement. Neither party shall assign, sublet or transfer any interest in this Agreement without prior written authorization of the other party. 20.01 NOTICES All notices and other communications in connection with this Agreement shall be in writing and shall be considered given as follows: A. When delivered personally to recipient's address as stated in this Agreement; or B. Three (3) days after being deposited in the United States mail, with postage prepaid to the recipient's address as stated in this Agreement. Notice to Ford: Ford Audio -Video Systems, Inc. 1340 Airport Commerce Drive, Suite 470 Austin, TX 78741 8 Notice to City: Assistant City Manager 221 East Main Street AND TO: Round Rock, TX 78664 Stephen L. Sheets, City Attorney 309 East Main Street Round Rock, TX 78664 Nothing contained herein shall be construed to restrict the transmission of routine communications between representatives of City and Ford. 21.01 APPLICABLE LAW; ENFORCEMENT AND VENUE This Agreement shall be enforceable in Round Rock, Texas, and if legal action is necessary by either party with respect to the enforcement of any or all of the terms or conditions herein, exclusive venue for same shall lie in Williamson County, Texas. This Agreement shall be governed by and construed in accordance with the laws and court decisions of the State of Texas. 22.01 EXCLUSIVE AGREEMENT This document, and all appended documents, constitutes the entire Agreement between Ford and City. This Agreement may only be amended or supplemented by mutual agreement of the parties hereto in writing. 23.01 DISPUTE RESOLUTION If a dispute or claim arises under this Agreement, the parties agree to fust try to resolve the dispute or claim by appropriate internal means, including referral to each party's senior management. If the parties cannot reach a mutually satisfactory resolution, then and in that event any such dispute or claim will be sought to be resolved with the help of a mutually selected mediator. If the parties cannot agree on a mediator, City and Ford shall each select a mediator and the two mediators shall agree upon a third mediator. Any costs and fees, other than attorney fees, associated with the mediation shall be shared equally by the parties. City and Ford hereby expressly agree that no claims or disputes between the parties arising out of or relating to this Agreement or a breach thereof shall be decided by any arbitration proceeding, including without limitation, any proceeding under the Federal Arbitration Act (9 USC Section 1-14) or any applicable state arbitration statute. 24.01 SEVERABILITY The invalidity, illegality, or unenforceability of any provision of this Agreement or the occurrence of any event rendering any portion or provision of this Agreement void shall in no way affect the validity or enforceability of any other portion or provision of this Agreement. Any void provision shall be deemed severed from this Agreement, and the balance of this Agreement shall be construed and enforced as if this Agreement did not contain the particular portion or provision held to be void. The parties further agree to amend this Agreement to replace any stricken provision with a valid provision that comes as close as possible to the intent of the 9 stricken provision. The provisions of this section shall not prevent this entire Agreement from being void should a provision which is of the essence of this Agreement be determined void. 25.01 MISCELLANEOUS PROVISIONS Standard of Care. Ford represents that it employs trained, experienced and competent persons to perform all of the services, responsibilities and duties specified herein and that such services, responsibilities and duties shall be performed in a manner according to generally accepted industry practices. Time is of the Essence. Ford understands and agrees that time is of the essence and that any failure of Ford to fulfill obligations for each portion of this Agreement within the agreed timeframes will constitute a material breach of this Agreement. Ford shall be fully responsible for its delays or for failures to use best efforts in accordance with the terms of this Agreement. Where damage is caused to City due to Ford's failure to perform in these circumstances, City may pursue any remedy available without waiver of any of City's additional legal rights or remedies. Force Majeure. Neither City nor Ford shall be deemed m violation of this Agreement if it is prevented from performing any of its obligations hereunder by reasons for which it is not responsible as defined herein. However, notice of such impediment or delay in performance must be timely given, and all reasonable efforts undertaken to mitigate its effects. Multiple Counterparts. This Agreement may be executed in multiple counterparts, any one of which shall be considered an original of this document; and all of which, when taken together, shall constitute one and the same instrument. IN WITNESS WHEREOF, the parties have executed this Agreement on indicated dates. City of Round Rock, nTexas � Ford Audio -Vi l,i✓✓ Printed Nam: A jh M Cp W Title: rn Date Signed: J - • ( • ( By: For City, Attest: By: Sara L. White, City Secretary proved as t Form: L. Sheets, City Attorney 10 By: Printe' ane: Titl:. (L,4 -VSs A31!-. Date Signed:/j 2Q/ii forci ucJia.vicJ2o Tumkey Services of AudioNideo Equipment for City Hall Council Chambers Solicitation # 12-006 Specification # 12-840-14 LETTER OF TRANSMITTAL SERVICES TO BE PERFORMED Ford Audio -Video Systems, Inc. (Ford AV) respectfully submits for your consideration the attached revised proposal. The proposed systems are based upon our understanding of your requirements as communicated to us in the RFP document and drawings and during our meetings and conversations. This proposal contains confidential pricing, design, and installation information that is proprietary to Ford AV. It is provided for your private use, and is not to be disclosed, in part or in whole, without the express, written authorization of Ford AV. Please let me know if any questions arise. 1 look forward to serving you. DESCRIPTION OF WORK: Ford Audio -Video Systems, Inc. .(Ford AV) shall provide and install the following systems for the Round Rock City Hall Council Chambers in Round Rock, Texas. System design is based on meeting the design criteria as stated in the specifications provided by the City of Round Rock. A Digital Media based system is provided for existing and future Digital Sources. AUDIO SYSTEM 1. Nine (9) 18" Gooseneck Microphones with on/off switch and visual cue to alert speaker of on/off position shall be installed at the Dais City Council Seating area. Microphones will be controllable from the Live Meeting Production Area: Chair Seat shall have "Mute All" override functionality. 2. One (1) 18" Gooseneck Microphone with on/off switch and visual cue to alert speaker of on/off position shall be installed at the Owner Furnished (OFE) Podium. 3. Four (4) Ceiling mounted microphones shall be installed in the Live Meeting Production area. Exact location TBD. 4. Six (b) Wireless Microphone Systems with remote antennas shall be installed in the Equipment Rack. Four (4) Body Pack with Lapel Microphones and Two (2) Handheld Microphone transmitters will be provided. 5. Digital Signal Processor (DSP) will be installed in the equipment rack. DSP will be programmed to allow for preset configurations for ease of use. Audio from DSP will be routed to OFE VDesk for recording purposes. DSP uses a Mix -Minus audio system. 1340 Airport Commerce Dr Sufte 470, ax (512) 447-0111 www.torday.com 6. One (1) 8 Channel and One (1) 2 Channel Audio Power amps will be installed in the equipment rack. 7. Six (6) Ceiling mounted speakers will be installed in the Dais Area each on a separate zone. 8. Twelve (12) Ceiling mounted speakers will be installed in the Council Chambers Live Meeting Production area on a separate zone. 9. Two (2) Ceiling mounted speakers will be installed in the Chamber Lobby Area on a separate zone. 10. Two (2) Ceiling mounted speakers will be installed in the Chamber Breakroom Area on a separate zone. 11. One (1) Press Box Audio Feed panel with (8) 3 -Pin XLR Jacks will be installed in the Press area. 12. One (1) Assistive Listening System, to satisfy ADA requirements, with Six (6) Receivers, each with an earbud will be installed in the Equipment Rack. The antenna will be remotely located from the rack in a location TBD. VIDEO SYSTEM 1. One (1) 8x8 Digital Video Switch will be installed in the equipment rack. Sources are to be Podium PC, Document Camera and VDesk Video. Video output will be routed to Dais Monitors, Chamber Live Meeting Area LCDs, Lobby LCD, Breakroom LCD, and VDesk. An SDI Video Feed from OFE VDesk will be routed to a Press Video Output plate to be installed in the Press area. 2. Two (2) TV Tuners will be installed in the Equipment Rack. One tuner will be for Cable Channels and the second tuner sill be for Off -Air Channels. 3. Nine (9) 19" LCD Monitors with mounts will be installed in the Dais Millwork as depicted in Council Chambers Dais Millwork Drawings. 4. Four (4) 52" LCD Monitors with Ceiling Mounts will be installed with the bottom of the display at 80" AFF in the Council Chambers Live Meeting Production area. (2) Monitors will be installed on the Left side and (2) Monitors will be installed on the Right side of the Production Area. 5. One (1) Ceiling mounted Document Camera will be installed above the OFE Podium. 6. One(1) 19" LCD Monitor will be installed at the OFE Podium. 7. One (1) 52" LCD with Wall Mount will be installed in the Chamber Lobby Area. 8. One (1) 52" LCD with Wall Mount will be installed in the Chamber Breakroom Area. COUNTDOWN TIMER (T:1Sa1es\AUS\SULLM\Active\Round Rock Council Chambers AV\Bid Response - FinalWttachments for Bid Responselleuer of Transmittal Revised SOW 11-10-114oc, 11/10/2011 4:32 PM) Page 2 of 4 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of the parties hereto and is not for general distribution within or outside their respective companies. 1. Three (3) Countdown Timer displays will be installed. One each at the OFE Podium, Dais Chair Seat and Clerk.. Timer can be controlled from two locations, the City Clerk's Desk and the Live production area. CONTROL SYSTEM 1. One (1) Control Processor will be installed at the equipment rack 2. One (1) 9" Tabletop Control Touch Screen will be installed in Chambers Live Meeting Production area. Control Panel will be programmed to control the following Functions: a. LCD Displays - On/OFF, b. Source Selection — Document Camera, Podium PC, TV Tuners, c. Audio Presets d_ Volume Control e. TV Tuners control — Channel#, Channell Up/Down, Guide, Select f. Lighting Scenes g. Video Option Control i. Projector On/OFF, Source Selection 3. One (1) Eight Button Single Gang control panel will be installed at OFE Podium to allow for Video Source selection and Ceiling Mounted Document camera Zoom IN/OUT control. 4. One (1) Eight Button Single Gang Control Panel will be installed at Chamber Lobby for Display source selection 5. One (1) Eight Button Single Gang Control Panel will be installed at Chamber Breakroom for Display source selection. 6. One (1) RS -232 interface to OFE Lighting system will be installed. OFE Lighting System. VIDEO PROJECTION SYSTEM 1. One (1) 5000 Lumen Ceiling mounted projector and One (1) 137" Diagonal Tab Tensioned Electric Screen with Low Voltage Control will be installed in the Council Chambers Live Meeting Production area. The screen would be installed between the Dais and the Podium. This option would be for use during training sessions or meetings without the Dais area being used. EQUIPMENT RACK 1. One (1) 41 Rack Space equipment Rack with Locking Front Door will be installed in the Breakroom to house all the AV equipment. Rack will include Power Conditioning. INSTALLATION SCHEDULE 1. Ford AV estimates that the actual on-site installation of your project will take two weeks. In addition to the installation, Ford AV shall prepare system drawings, purchase the equipment, assemble the equipment in our shop, program control software as required and do in -shop testing. This work will take approximately six weeks prior to the beginning of actual installation at your facility. The total time required to complete the project shall be approximately seven weeks. (T:1Sa1es' kUS\SULLM\Active\Round Rock Council Chambers AV\Bid Response - FinaMttachments for Bid Response\Letter of Transmittal Revised SOW 11-10-11.doc, 11/10/2011 4:32 PM) Page 3 of 4 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of the parties hereto and is not for general distribution within or outside their respective companies. The completion of Ford AV's work depends upon the facility being secure, dust -free, air- conditioned, and quiet. FORD AUDIO VIDEO AUTHORIZED PERSONS David Allen — Corporate Vice President (alled@forday.com) Michael Sullivan — Sales Estimator (sullm@aforday.com) Michael Sullivan Sales Estunator November 10, 2011 (T:\SaleslAUS\SULLM\Active\Round Rock Council Chambers AV\Bid Response - FinaMttachments for Bid Response%Letter of Transmittal Revised SOW 11-10-11.doc, 11/10!2011 4:32 PM) Page 4 of 4 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of the parties hereto and is not for general distribution within or outside their respective companies. IOforcj audio-v1ci20 1340 Airport Commerce Drive, Austin, TX 78741512-447-1103 SALES QUOTE BILL TO 1 City of Round Rock .55.. Round Rock, TX 78681` Attn: Nora Randall !SHIP TO M322609B 11/09/11 1 of 5 CRTXROU -City of Round Rock Round Rock; TX 78681 EQUIPMENT RACK-PWR CON 1.00 MIDD.B0R418A27 1.00 FAV.MISC14 1.00 MIDD.PD1415CNS 1.00 MIDD.PD-920R-NS 1.00 FAV.MI8C15 1.00 FAV.MISC5 WIRE & CABLE 2;00000 5,000.00 2,000.00 500.00 1.00 1.00 WEST .25226E WEST.25291B WEST.254245 WEST.6350 SHUR.UA8100 FAV.MISC1 INPUT-OUTPUT PLATES 1.00 FAV..MISC10 MICROPHONES 10.00 SHUR.ME418D/C 4.00 .CLOC.C3100 RACK,41RU,27•D,STAND-ALONE MIDD.BVFD=41 VENTED REAR DOOR POWE, POWER STRIP, 14' OUT, 15 A POWE,9 OUTLET, SINGLE 20 AMP CI MISC RACE HARDWARE MISC HARDWARE WIRE,2C.14 OUAGE;PLENUM. SPEAK. 2,COND,22,7830,BARE,SHLD,CMP WIRE, CAT5,PLENUM, LAN WIRE, SDI VIDEO, RG6,18AWO,PVC CABLE, 100 USF R81[0TE ANT ERTEN MISC CABLES & CONNECTORS MISC 1-0 PLATES, MIC,CARDIOD-18• DESKTOP 000SEN MIC, RF., CARDIOID, SONIC 5"RANGE EA EA EA EA EA EA 801.90 240.33 101.88 148.51 183.49 1,223.24 SECTION TOTAL: 0.27 0.09 0.22 0.33 207.95 917.43 SECTION- TOTAL.. -_ TA 183.49 .SECTION TOTAL: EA EA . . 256.88 135.05 SECTION TOTAL: 801.90 240.33 101.88 148.51 183.49 1,223.24 2,699.35 544.00 455.00 436.00 162.50 207.95 917.43 2;722:88-" 183.49 183.49 2,568.81 540.18 3,108.99 WIRELESS .(ICROPROdEB forcJ audio-vici2o 1340 Airport Commerce Drive, Austin, TX 78741512-447-1103 SALES QUOTE BILL TO City of Round Rock SHIP TO 1(8226 09B 11/09/11 2 of 5 CRTXROU City of Round Rock 55. _ .... _........._.._ ._............._ Round Rock, TX 78681 .'' SHUR.ULXP 85 2.00 SHUR.ULXP24/B58 2.00 SHUR.UA8448WB 2.00 SHUR.UA87OUSTV 2.00 ATLA.ADI2BE •2.00 ATLA.ADI4BE 3.00 SEUR.UA507 AUDIO DIGITAL SIGNAL PROCESSOR 2.00 BIAM.AUDIAFLXCM 11.00 BIAM.IP-2 7.00 BIAM.0P2E 1.00 FAV.MISC17 AUDIO POWEARAM/PS I��f _......_...._...._._.... .S..Y Y__.- K8CnCX1f+tV -...._._..-2;00 QSC:CR602V AUDIO PRESS DA _1: ba 71TI : P82X8 .AUDIO . SPEAKERS.._ . . . . 18.00 SOUN.R8500I-BK 4.00 FAV.MI8C20 MIC, LAPEL WIRELES8,WL185 MIC;WIRELESS SYS W/BETA 58 ANTENNA SPLITTER, UUP,4WY ACCE,ANTENNA,POWER, 470-698 MHZ STAN,ADP FLNG 5/8-27)1 EBY ACCE,TUBE,90 DEG, BLACK DUAL ULX RECEIVER,RACK MNT KIT DSP,AUDIA FLEX CHASSIS N/COBRA CARD,2 CHAN INPUT,AUDIAFLEX CARD,2CHAN"MIC/LINE OUTPUT, INS MUTE SW EA 868.50 EA 891.74 EA 426.91 EA 243.43 EA 5.54 EA 11.07 EA 20.80 SECTION TOTAL: EA EA EA EA 3,174.31 157.80 9'6:64' 61.16 SECTION TOTAL: 3,474. 1,783.49 853.82 486.85 11:08 22.14 62.39 6,69378 6,348.62 1,735.78 676.45 61.16 8,822.01 »�_8_ CHANNP.AWER_AMP1�IPIER-........_EA......-_--_........_....1..415....17. _......._..... _.. -1,-115...17 - - �; 7OV, 440-/550N;-8...OHM .... _ .. _. __.... EA _.._..._.._....._...13003.1......._.._ AMP, 2X8, DISTRIBUTION, AMP SPEA,5.25",COAX, PENDANT 801311.C162 -EZ -II SECTION TOTAL: 2,7.15.48 1,711.56 1,711.56 SECTION TOTAL: Y 1,711.56 171.25 108.87 3,082.57 435.48 ASSISTIVE LISTENING SYSTEM S15Cforr wx : i,518.0� fDrcJ auclio-vicl�o 1340 Airport Commerce Drive, Austin, TX 78741512-447-1103 SALES QUOTE BILL TO City of Round Rock 5.5 __. _ ._. _.__._ .... __ _._..._..____.....__. RoundRock:TX 78681 Attn: Nora 4kandall SHIP TO MS22609B 11/09/11 3 of 5 CRTXROU aulim CUST 7 7 11/09/11 txgov NST 10 4J J N 11/15/11 12:29 PM 512-218-5540 1.+0 WILL. PP 77PR0 ASSI, 7 PRO SYSTEM,4-RECVRS 2.00 WILL.PPAR37 RECE,FM,AA.BATT,EAR013 VIDEO -DOCUMENT CAM -TV TUNERS 2.00 .CONT.232-ATSC+ 1.00 FAV.MISC16 .1.00 WOLF.EYE-12 1.00 FAV.MISC21 VIDEO -DAIS 1.00 FAV.MISC11 1.00 ESE.ES-249 VIDEO.. -SWITCH _. 2.00 4.00 1.0.0. _. 1._00 4.00 _CRSS : DM=4c8X8 CRES.DMTX201C CRES.DMRMC100C GEES.DMCO-53 CRBB ._DMCO.- 55 FAV.MISC12 TUNE, HDTV, INCLUDES HD2-RC REMT 3DISPLAY-2CNTRL CNTDWN TIMER CAH DOC, CEILING VISUALIZER DOC CAMERA MTG HARDWARE CSTM EA EA 780.56 73.96 SECTION TOTAL: EA 856.27 SA 1,080.00 EA 3,913.15 EA 100.00 SECTION TOTAL: ATLO.ATBDVI4SS 1X2DA-CAT OUT EA 556.56 AMP.DA, 1X8 TIMECODE/RS232 DA EA 545.87 SECTION TOTAL: AV-,DM;N DIA DISTRIBUTION CTR .. TRAN,DM,HDMI + ROB .INPUTS EA RECE,DM,8G EA CARD.,DM,.OUTPUT::2 8GSTP, 1POE EA ODTPUT, 8G.......... . EA ATLO.AT-HD-.SR-BDMI PLT -CAT OUT EA VIDEO PROJECTOR. -MT. -$CRN -OPTION _ _ . 1.00 CHRI.LW555 PROJ,LCD,WXGA,5500L,WHITE 1.00 FAV.MISC13 DRAP.101641LP-137"D-TAB TNSD 1.00 CRES.D NC100C RECE,DM,8G .. 2;629;97 795.11 550.46 1,223.24 L590 .]. 73.38 --SECTION TOTAL: EA 3,973.09 EA 2,014.68 EA. 550.46 780.56 147.92 928.48 1,712.54 1,080.00 3,913.15 100.00 6,805.69 556.56 545.87 1,102.43 _. 1,590.21 .2,201.84 1,223..24 1_,`..90_..21 293.53 --9,529.00- 3,973.09 2,014.68 55.0_..46 SECTION TOTAL: 6,538.23 ford •uclio-vicl�o 1340 Airport Commerce Drive, Austin, TX 78741512-447-1103 SALES QUOTE BILL TO City of Round Rock `hound Rock, TX 78621 Attn: Nora Randall M822609B 11/09/11 4 of 5 CRTXROU sullm CAST 7 7 11/09/11 txgov NBT 10 QJ J N 11/15/11 12:29 PM 512-218-5540 LCD DISPLAYS=MTS 4.00 CHIE.PCMU 4.00 CHIE.CMA110 4.00 CHIE.CMSO305 4.00 FAV.MISC20 6.00 8HAR.LC52LE830U 2.00 CHIE.LTMII DAIS -PODIUM LCD -MTS 10.00 CHIE.FSRV " 10.00 FAV.MISC21 CONTROL SYSTEM 1.00 CRES.PRO2 _ __...1.. Q.0_....URE&...c2EDtEr-2 _ _....._.. _1._00 -- CRES : C2CC8t- 3_.._.... 1.00 CRES.CNXIO-16 1.00 CRES.CNTBLOCK ] 00 CR$S:TPMC-9-B 1.00 CRES.CNXB2W._., 2.00 CRES.CNX-B8-W-T MOUN,CEILING UNIV,HORIZONTAL ACCE,PLATE,CEILING MOUN.ADJ. PIPE 36• TO 60■ MI8C MOUNTING HARDWARE DISP.LED,52•,120HZ,WIFI,1080P WOUN,LRG,HGHT ADJTBL,TILT MOUN SA 292.15 EA 43.23 EA 99.71 EA 42.81 SA 1,487.46 EA 194.53 SECTION TOTAL: MOUN,VE8A UNIVERSAL STATIC MOU EA 34.17 LG.19LE5300 19• LCD EA 269.11 SECTION TOTAL: AV, CONTROL, SYS, PROF,DIIAL,BUS EA .•ARD, ETHERNET�.2 $ERIE&, DUAL, PO -EA CARD;2;RS=232j422/485 INTRFCE 3A •CARD,LOW, CURRENT, RELAY,OUTPUT EA AV, NETWORR,TERMINAL,BLCK EA DISP:TOUCH PANEL,. .9",-NEDCTR SA • ]►CCS �i1ALL,.PL7lTS� 2.�BDTTON........ __.._SA.. AV, KEYPAD, 8BUTT, WEITE EA 2,201.84 795.,.11...._ "42871 428.14 103.98 2,324.16 .22048 220.18 SECTION TOTAL: 1,168.59 172.92 398.82 171.25 8,924.77 389.06 11,225.41 341.65 2,691:13 3,032.78 2,201.84 _.795 .-11-.. _428.14 428.14 103.98 2,3.2.4.16. .2.24.18. 440.37 __ 31 O. i0 7,312.02 ford aucJuovicJEo 1340 Airport Commerce Drive, Austin, TX 78741512-447-1103 SALES QUOTE BILL TO City of Round Rock ........................ Round Rock, TX 78681 Attn: Nora Randall SHIP TO I'1S22 609B 11109/11 5 of 5 RTXROTJ City of Round Rock 55............................................... Round Rock; TX 78681 MERCHANDISE LABOR FREXGET SALES ThX 78,649.63 16,253 .80 1,296.51 0.00 QUOTE AMOUNT : 96,200.00 Thank you for shopping at Ford AV. We appreciate your business. www.forday.com PROPRIETARY INFORMATION. The information contained herein is for use by the parties hereto and is not for distribution outside their respective companies. All material is guaranteed to be as specified. M work shall be completed In a workmanlike manner according to standard practices. Any deviation from the above specifications Involving extra costs, will be executed only upon written orders, and will become an extra charge over and above this estimate. This agreement 15 contingent upon accldents or delays beyond our control. Owner shall carry fire and other necessary insurance. Our workers are covered by Worker's Compensatlon Insurance. This proposal 15 valid for 30 days. The above prices, specifications and conditions are satisfactory and are hereby accepted. You are authorized to do the work as specified. AUTHORIZED BY: DATE: ford audio video Sound Rcinforcement ♦ Audiovisual ♦ Paging i Security Quotation Austin Division 1340 Airport Commerce Dr #470 Austin, TX 78741 512-447-1103 Fax: 512-447-0111 www.forday.com Project Information Project' Round Rock Council Chambers - Quote 11/10/2011 Quote 5:00 PM Audio Visual Systems date: time: Bid Contact Information From: Ford Audio -Video Systems, Inc. Bid Contact: Michael Sullivan Phone: 512-4474103 Fax: 512-447-0111 Base Bid Specillcatlon Section Information & Pricl Spec Section Section Description Price Solicitation # 12-006 Audio Visual Systems — Includes Projection System 596,200.00 Pricing Revisions per SOW Conference Call Price does not include Payment & Performance Bonds, available at 1' of Total Price Alternate Bid Section Information & Priclng Alternate �l Alternate Description Dais — Nine Digital Name Placards _ ADD Price 512,450.00 Addenda: #1 Dated 10-20-11, Conference Csl1 Erman dated 11-0411 Per Plans & Spec's: Y Sales & Use Taxes: N Furaisb & InstaU: Y Minority Status: Y F.O.B. Jobsite: Y Prevailing Wage: N Install Only: N Union Labor N Note: Please revlew FA V's attached scope of work technical clarifications, inclusions, exclusions, and conditions foliowing this bid quotation page. ) j: Bid Fax Form -RR Council Chmabers.doc 11/1012011 4:21 PM Page 1 of 5 Ford Aaao-VkNo $ysbm, pie. PROPRIETARY IIFORNATION. The Nfamnlon cantatied herein may eons cantdenlal design, tedudcal, and/or pdcbp da. sM Is fa use only by eu hodud nipbyees of the pais: named abore, and is a YMdded lot general d bon.11 the reader a INs message is sot the intended redWent frau are hereby notied list any dluaNriaton alilstax Is protibRed, and ore requested is nolry Ford Mudio'Meo t 512-447.1103 immediately. Round Rock Council Chambers AV Systems Ford Audio -Video Systems, Inc. Proposal for: 11110/2011 Solicitation it 12-006 Audlo Visual Systems FAV's SOW Technical Clarifications. Inclusions. Exclusions, & Conditions FAV's 274100 Audio Visual Systems SOW Technical Clarifications: Reference TAB# 1 Letter of Transmittal — Revised 11-04-11 FAV's Base Bid Quotation Jnclusions: 1) Audio -Visual Systems - All materials to complete the Round Rock Council Chambers, Audio Visual Systems per Solicitation d 12-006 dated September, 2011, Includes Drawings A805, A1301, A1501, M201A,E101, E102, E201A, E301A, and Council Chambers Renderings and Chambers Layout Drawings. Also includes items to address SOW Conference Call e-mail dated 11-04-11. Ford Audio -Video Systems, Inc. quotation does not include costs for work described within any drawings or specifications not included within the specifications or drawings described above. 2) Eagineering - All project engineering as specified including: submhtal preparation, system design and testing, when applicable, and certification. 3) On-site Field Management - On-site project superintendence and project management during the periods of FAV's installation on the project. 4) Wire & Cabk — Supply end installation of specified mic/line wire. 5) Testing - System testing, preliminary adjustments and technicat reporting as specified. 6) Training - Owners training to be performed by others, as specked. 7) Warranty — One Year. 8) Service - All follow-up and diagnostic service calls as specified. FAV's Base Bid Quotation Exclusions: 1. General Conditions - General conditions, requirements, or special provisions that were not provided with the project bidding documents; FAV reserves the right to amend this bid pending our review and acceptance of the general condition requirements for the Round Rock Council Chambers Audio Visual systems. 2. Unlon Installation Labor- Should Union installation labor becomes a requirement of FAV in order to perfonn the on-site low -voltage installation of the work, FAV reserves the right to adjust its labor pricing accordingly. 3. Owner Furnisbed Equipmeat - Service, repair, or warranty services for Owner Furnished Equipment (OFE) all service, repair, and warranty services for OFE will be provided on a time and materlals basis at FAV's normal shop and field repair rates, upon receipt of a written approved change order. 4. AC Power/Conduit/Terminations- 120 -volt AC power, AC conduit, or high voltage AC power terminations and work external to the AV Multimedia equipment racks. It is assumed that the project electrical contractor will provide all 120 -volt AC circuits and related terminations as required. 5. Condult/Cable TraylWireway — AV Multimedia cabling systems conduit, wireway, l hooks, junction boxes, floor boxes, or other low voltage system related conduit\wireway requirements. 6. Correctiug Work by Others - Testing, troubleshooting and installation confirmation of electrical contractor installed wire and cabling. (Only on a time and materials basis will FAV troubleshoot, test, tone, and correct cabling installation errors caused by mislabelcd, misrouted, or improperly installed cabling circuits installed by others.) 7. Architectural Infrastructure - Architectural construction of or modifications to building walls, floors, or ceilings, as required to accommodate the installation of the AV Multimedia loudspeakers, wall panels. microphones, equipment racks, etc. Alt architectural tough in and fatal finish trim, painting, staining, grill cloth, grill cloth structures, frrestopping, etc. as required for complete AV Multimedia installation is to be provided by others. )fig: Bid Fax Fo m -RR Coundl Chmabers.doc 1111W$0.1 4:21 PM Page 2 of b Ford Audb-Video Systems, Inc. PRDPRETARY INFORMATION. The information cadamed herein may con tae confdmbal design. lednirsl. andlor prang data. and It for u a only by auhohed employees of the paries named above. and k not k*ided for genal disb utbn.11 he raster a his measege Is not he intended neapient you are hereby nodfed riot my dlssemination of ars lax Is prol*itad. and are requested b noby Ford Au io-Ydao at 512.447.0111 Immedatey. Round Rock Counoii Chambers AV Systems Ford Audio -Video Systems, Inc. Proposal for 11/1012011 Solicitatlon # 12-OO6Aud'a Visual Systems 8. Architectural Construction - Architectural millwork and/or cabinet work construction, installation, or modification as required for integration ofAV Multimedia control consoles and related system processing and distribution equipment. All millwork and cabinet work to be provided and installed by others. 9. Cutting and Patching - Cutting, coring, patching, removal, firestopping, or replacement. 10. Structural Accommodations - Cutting, structural welding, or reinforcement of structural steel members required for support of loudspeaker assemblies, television mounts, projector mounts, etc as required. 11. Celliag Access Panels - FAV specifically excludes the provision of, or installation for any access panels, if required. 12. Permits & Fees - Any applicable permits or fees. 13. Bond - Performance or payment bonds, if desired, may be purchased at the rate of S 10.00/S 1000.00. 14. Taxes - Sales or Use taxes of any kind. Sales or use taxes, if required, will be added to the project billings as required. 15. Consultant Fee — None Specified. 16. Structural Engineer Fee—None Specified. 17. Document Servlee Fee --None Specified. FAV's Base Bid Quotation is based upon these terms and conditions: 1. Conditional Offer to Sell - Ford Audio -Video Systems' quotation is contingent upon the review and acceptance of the terms and conditions contained within your subcontract agreement. This quotation is also contingent upon our review of your company's current financial, legal, and credit status within and outside the general construction industry; Ford Audio -Video Systems, Inc. reserves the right to decline a contract pending our review and aoceptance of the aforementioned issues. 2. Scope of Work Attachment - Please note that this scope and quotation must be made an attachment to any subcontract agreement entered into between Ford Audio -Video Systems, Inc. and your company. 3. Withdrawal - This quotation is valid for 60 days. FAV reserves the right to modify our quotation pricing if not accepted within 60 days of this quotation date. 4. Iosurance - FAV's quotation includes: Worker's Compensation coverage at state mandated limits; Commercial General Liability and Automobile Liability at an aggregate total of 54,000,000.00; higher cover Iimits are available, and will be provided at additional charge over and above the cost of this quotation. 3. Warranty. A. FAV agrees to warrant its work against all deficiencies and defects in workmanship provided by FAV under this Agreement and agree to satisfy same without cost to the Client for a period of one (1) year. All materials by other manufacturers supplied by FAV, will be serviced under the provisions of the manufacturers' warranty and guarantee. B. A11 materials shall be new unless noted otherwise in this quotation. C. Warranty period shall commence on the date of substantial completion or Srst beneficial use of the system. whichever data is first. D. Materials fumished by the Owner (OFE) are with no warranty or guarantee by FAV. Use of these materisis is solely for the conveniemx and benefit of the Owner. FAV will take reasonable care in handling this OFE and will install according to standard industry practices. However, FAV takes no responsibility for the operation, performance, appearance, or effects of the OFE before, during, or after its integration into the system If troubleshooting. modlfications or repairs are required to make OFE function as needed, Client agrees to reimburse FAV for all work related to the service and/or troubleshooting and integration of OFE. E. The Warranty as described herein wilt be voided if personnel not authorized by FAV, either before or during the warranty period, perform repairs, modifications, or other work on the system. 6. SchedulelCoordinatioa - The Gcneral Contractor or Owner will work with FAV to schedule the times of installation for the AV Multimedia systems. 7. Temporary Provlsions - The General Contractor or Owner is providing for our use, at no additional charge: adequate elevators, water, electricity, heat, air conditioning, and toilets. Ie: Bid Fax Form -RR Counel thmabers.doc 11/1412011 4:21 PM Page 3 of 5 Ford Audla-Video Systems, kc PROPRIETARY INFORMATION. The nfmnation contained hereh may cantaln confidenlal design. tecleucal, and/or pddng data, and Is br use ony by adfadred empbyees d the pales named above. and Is aol ntendad for general disttudon. K the reader d thb message b rot the Mrnnded recipient yon are hereby notfied that any dissemination d tlt s las n prdrnited, and are requested b nolly Ford Audio-lfideo et 512.447-0111 inwnedldely Round Rode Councll Chambers AV Systems Ford Audio -Video Systems, Inc. Proposal for. 11/1012011 Solicitation tt 12.006 Audio Visual Systems 8. Waste Receptacles - The General Contractor or Owner is providing waste receptacles for FAV's removal of all its related debris at no cost to FAV. 9. Field Office/Storage - Adequate space shall be provided on the project jobsite for our field office, field trailers, and materials storage trailers as necessary. 10. Safety Items - The general contractor shall provide guardrails, safety rails, and other OSHA related worksite safety equipment as required for a safe project worksite. FAV's employees will be provided with personal safely materials as required. 11. Asbestos — In the event FAV encounters on the job site material reasonably believed to be asbestos or polychlorinated biphenyl (PCB) which has not been rendered harmless, FAV shall immediately stop Work in the arca affected and report the condition to the General Contractor/Construction Manager (GC/CM). The Work in the affected arca shall not be resumed by FAV, except by written agreement of the GC/CM and FAV, until notification is provided which clarifies that the area has been rendered harmless. Said notification to be provided by an organization regularly involved in the removal and abatement of asbestos or polychlorinated biphenyl (PCB) materials. To the Mlest extent of the law, the GC/CM shall indemnify and hold harmless FAV, its agents, emptoyees and subcontractors from and agamsl claims, damages, losses and expenses, including but not limited to attorney's fees, arising out of or resulting from performance of the Work in the affected area if in fact the material is asbestos or PCB and has not been rendered harmless. 12. Electronic Drawing Flks — This quotation is based upon the condition that electronic CAD files of alt floor ptans, reflected ceiling plans, appropriate architectural details, and system schematic system drawings are provided to FAV at no cost. These drawings are necessary for the purpose of generating shop drawings and/or as -built drawings. FAV reserves the right to modify this bid proposal should these electronic CAD files not be provided for FAV's use as outlined herein. 13. Properly Installed Wireway - Our quotation is based upon the condition that the conduit systems which the electrical contractor has installed have been properly installed, and provided with properly labeled pull strings as indicated by FAV approved conduit submittal drawings. Charges for troubleshooting incorrectly installed conduit or raceway systems is not included within this quotation, and will be provided on a time and materials basis upon receipt of a written change order. 14. Project Length - We estimate that the on-site portion of the project installation will require a minimum of 10 working day (not including weekends end holidays) once FAV has received confn'mation that all millwork, rough -in, raceway, conduit, and electrical work for the AV Multimedia system is complete. This time period is for on-site installation and termination work only and does not include the four to six week period typically necessary for the preparation, and approval, of engineering submittal and fabrication drawings. An additional four to six wcek period is needed for the acquisition of alt materialsin-shop fabrication, and testing of all equtpment rack and custom panel assemblies, which must be completed before the on-site system equipment installation begins. During the substantial completion phase ofFAV's scope of the project, an additional two to three weeks is generally necessary for final system testing, customer training, and the final documentation portion of the work. 15. Overtime - Our quotation is prepared fully staffing and manning the project based upon a standard 40 -hour workweek, in compliance with the project construction schedule discussed above. Overtime work required due to the failure of other trades responsible for rough -in of our work in accordance with the project schedule and deadlines is not included in this quotation, and will be provided only upon written change order. fk: Bid Fax Form -RR Council Chrnabets.doc 11/10/2011 4:21 PM Page 4015 Ford Audlo•VNso Systems, Inc. PROPRIETARY INFORMATION. The Wonnadon oontafied herds may conl* confideidal design. t cMcal, anuM pd dtg dale, and b for usa only by auticilted e r doyeea or the parks named above, snd a not Ydsnded for general distrbutbn,11 the reader el this message s not the intended recQtat you are hereby noI ed Owt any dbsarnhadon of this fax is prdeaM7ed. and .are requested b notify Fond Audio.Vdeo at 512-447.0111 tm�edatey. Round Rods Council Chambers AV Systems Ford Audio -Video Systems, Inc. Proposal for 11/1012411 Solicitation # 12-006 Audio Visual Systems Thank you for the opportunity to provide a quotation on this project. Ford Audio -Video Systems, Inc. has been in business for thirty six years, and currently manages contracts in excess of $10 million, with an average of thirty contracts in progress at any one time. With a bonding capacity exceeding $12 million, projects requiring extensive engineering services, project management, and installation expertise are routine business for Ford Audio -Video Systems, Inc. Please review this quotation and its conditions for completeness. We would appreciate your regarding this quotation as confidential. Should you have questions or need more information, please feel free to call me at 512-447-1103. Sincerely, FORDAUDIO-VIDEO SYSTEMS, INC. Michael Sullivan Sales Estimator FJ: Bid Fax.Form RR CouncB Ctnabers.doc 11/10/2011 4:21 PM Pape 5 of 5 Ford Audio.Yldso Syrups, tic. PROPRETARY INFORMATIO$. The Inbsrelon ccnta ed herein may contain cordrdeniW design, tewleal, andlar pddng date. and is br use ady by au/atimd aaployses of lie pedes ra nsd above, and is not mtended for yaiaat defbu`on. H lb reader d kiss message is not Se i+knded redpiert you are hereby no*d that any dissemiratlen of tiffs fart b prohibied. and are requested b nolify Ford Audio deo at 512.447-0111 immedamy. SOLICITATION NUMBER 12-006 SPECIFICATION NUMBER 12-640-14 DATED: SEPTEMBER 2011 CITY OF ROUND ROCK REQUEST FOR PROPOSAL TURNKEY SERVICES OF AUDIONIDEO EQUIPMENT FOR CITY HALL COUNCIL CHAMBERS GENERAL 1. PURPOSE: The City of Round Rock, herein after "City", seeks an agreement with a qualified Individual, Firm, or Corporation, hereafter referred to as Respondent", to provide tumkey services to furnish equipment, delivery and installation of an integrated audio/video recording system for the City's Council Chambers. The audio/video recording system is required by the City to record and broadcast chamber sessions and other meetings and events. The audioMdeo system shall include, but not be limited to, hardware, software, programming, engineering, cabling and installation services specified herein and shall be referred to hereafter as System'. 2. DEFINITIONS. TERMS AND CONDITIONS: By submitting a response to this solicitation, the Respondent agrees that the City's standard Definitions, Terms and Conditions, in effect at the time of release of the solicitation, shall govem unless specifically provided otherwise in a separate agreement or on the face of a purchase order. Said Definitions, Terms and Conditions are subject to change without notice. It is the sole responsibility of respondents to stay apprised of changes. The City's Definitions, Terms and Conditions can be obtained from the City's website htW llwww.roundrocktexas.aov/home/index.asp?nage=463. 3. INSURANCE: The Respondent shall meet or exceed ALL insurance requirements set forth by the Insurance Requirements as identified on the City's website at http://www.roundrocktexas.00v/home/index.aso?Daae463. 4. ATTACHMENTS: Attachments A through B are herein made a part of this solicitation: 4.1. AttachmentA: ReferenceSheet 4.2. Attachment B: City Council Chambers Blueprints 4.3. Attachment C: City Council Chambers Layout 5. CLARIFICATION: For questions or darifications of specifications, you may contact: Nora Randall, CPPB, CTPM, CTP Purchasing Department Clty of Round Rock Telephone: 512-218-7068 nrandall�round-rock.tx.us The individual listed above may be contacted by telephone or visited for clarification of the specifications only. No authority is intended or implied that specifications may be amended or alterations accepted prior to solicitation opening without written approval of the City of Round Rock through the Purchasing Department. 6. QUALIFICATIONS: The opening of a solicitation shall not be construed as the City's acceptance of such as qualified and responsive. Alt Respondents shall: 6.1. Be firms, corporations, individuals or partnerships normally engaged in the sale and distribution of commodity or provision of the services as specified herein. 6.2. Have adequate organization, facilities, equipment and personnel to ensure prompt and efficient service to the City. 1 EXHIBIT SOLICITATION NUMBER 12-006 SPECIFICATION NUMBER 12.840-14 DATED: SEPTEMBER 2011 6.3. Provide a representative list of services of a scale and complexity similar to the services being considered by the City. The list shall include the location, client, services provided by your firm, term of services and an owner contact name. 6.4. Respondent shall identify key project staff, task leaders and sub -contractors along with their expected services to the City for the scope of work on behalf of the firm. Resumes shall be included for each of the individuals and sub- contractors referenced which demonstrate their qualifications to satisfy all the critical and service requirement areas. The City reserves the right to approve or disapprove all sub- contractors prior to any work being performed. 6.5. Provide the name, address, telephone number and E-MAIL of at least three (3) firms applicable to Municipal and/or Government projects that have utilized similar service for at least (two) 2 years. City of Round Rock references are not applicable. References may be checked prior to award. Any negative responses received may result in disqualification of response. NOTE: REFERENCE FORM PROVIDED. VALID E-MAIL ADDRESSES ARE REQUIRED. 7. BEST VALUE EVALUATION AND CRITERIA: Respondents may be required to make an oral presentation to the selection team to further present their qualifications. These presentations will provide the Respondent the opportunity to clarify their response and ensure a mutual understanding of the services to be provided and the approach to be used. All solicitations received may be evaluated based on the best value for the City. In determining best value, the City may consider: 7.1. Purchase price and terms; 7.2. Reputation of Respondent and of Respondent's goods and services; 7.3. Quality of the Respondent's goods and services; 7.4. The extent to which the goods and services meet the City's needs; 7.5. Respondent's past relationship with the City; 7.6. The total long-term cost to the City to acquire the Respondent's goods or services; 7.7. Any relevant criteria specifically listed in the solicitation. 8. AWARD: The City reserves the right to enter into an agreement or a purchase order with a single award, multiple or multi -tiered awards, split awards, non -award, or use any combination that best serves the interest and at the sole discretion of the City. Award announcement will be made upon City Council approval of staff recommendation and executed agreement. Award announcement will appear on the City's website at http llwww.roundrocktexas.nov/homelindex.asu?pane=463. 9. ACCEPTANCE: Acceptance inspection should not take more than five (5) working days. The vendor will be notified within this time frame if the goods delivered is not in full compliance with the specifications. If any agreement or purchase order is canceled for non-acceptance, the needed good may be purchased elsewhere and the vendor may be charged full increase, if any, in cost and handling. 10. PROMPT PAYMENT POLICY: Payments will be made in accordance with the Texas Prompt Payment Law, Texas Govemment Code, Subtitle F, Chapter 2251. The City will pay Vendor within thirty days after the acceptance of the supplies, materials, equipment, or the day on which the performance of services was completed or the day, on which the City receives a correct invoice for the supplies, materials, equipment or services, whichever is later. The Vendor may charge a late fee (fee shall not be greater than that which is permitted by Texas law) for payments not made in accordance with this prompt payment policy; however, this policy does not apply to payments made by the City in the event: 2of10 SOLICITATION NUMBER 12-006 SPECIFICATION NUMBER 12-640-14 DATED: SEPTEMBER 2011 10.1. There is a bona fide dispute between the City and Vendor conceming the supplies, materials, services or equipment delivered or the services performed that causes the payment to be late; or 10.2. The terms of a federal agreement, grant, regulation, or statute prevent the City from making a timely payment with Federal Funds; or 10.3. The is a bona fide dispute between the Vendor and a subcontractor or between a subcontractor and its suppliers conceming supplies, material, or equipment delivered or the services performed which caused the payment to be late; or 10.4. The invoice is not mailed to the City in strict accordance with instructions, if any, on the purchase order or agreement or other such contractual agreement 11. NON APPROPRIATION: The resulting Agreement is a commitment of the City's current revenues only. It is understood and agreed the City shall have the right to terminate the Agreement at the end of any City fiscal year if the goveming body of the City does not appropriate funds sufficient to purchase the estimated yearly quantities, as determined by the City's budget for the fiscal year in question. The City may affect such termination by giving Vendor a written notice of termination at the end of its then current fiscal year. 12. INTERLOCAL COOPERATIVE CONTRACTING (PIGGYBACK: Other govemmental entities may be extended the opportunity to purchase off of the Cityis Agreements, with the consent and agreement of the awarded vendor(s) and the City. Such consent and agreement shall be conclusively inferred from lack of exception to this clause in a Respondent's submittal. However, all parties indicate their understanding and hereby expressly agree that the City is not an agent of, partner to, or representative of those outside agencies or entities and that the City is not obligated or liable for any action or debts that may arise out of such independently -negotiated 'piggyback" procurements. PART II SCHEDULE 1. SOLICITATION SCHEDULE: It is the City's intention to comply with the following solicitation timeline: 1.1. Solicitation released September 30, 2011 1.2. Pre -Solicitation Meeting and Site Visit (Non -Mandatory) October 11, 2011 10:00 AM City Hall — Council Chambers 221 E. Main Street Round Rock, Texas 78664 1.3. Deadline for questions October 14, 2011 1.4. City responses to all questions or addendums October 19, 2011 1.5. Responses for solicitation due by 3:00 PM October 26, 2011 1.6. Oral Presentation (if necessary) November 1-3, 2011 All questions regarding the solicttatlon shall be submitted In writing by 5:00 PM on the due date noted In PART 11, Paragraph 1, Sub -Paragraph 1.3. A copy of all the questions submitted and the City's response to the questions shall be posted on our webpage, htta:Ilwww.roundrocktexas.aovlhomelindex.asa?aaae=463. Questions shall be submitted to the City contact named in PART 1, Paragraph 5. The City reserves the right to modify these dates. Notice of date change will be posted to the City's website. 3of10 SOLICITATION NUMBER 12-006 SPECIFICATION NUMBER 12-840-14 DATED: SEPTEMBER 2011 2. RESPONSE DUE DATE: Responses are due to the Purchasing Department prior to the due date as indicated in PART II, Paragraph 1, Section 1.5. 2.1. Mailed or carried responses should be clearly marked on the outside of packaging with the Solicitation number, due date and Purchaser's name and submitted to: City of Round Rock Purchasing Department 221 E. Main Street Round Rock, Texas 78664-5299 2.2. Solicitations received after this time and date will not be considered. 2.3. Sealed solicitations shall be clearly marked on the outside of packaging with the Solicitation title, number, due date and "DO NOT OPEN". 2.4. Facsimile or electronically transmitted solicitations are not acceptable. 2.5. Late responses will be retumed to Respondent unopened if return address is provided. 3. NON -MANDATORY PRE -SOLICITATION MEETING AND SITE VISIT: A pre -solicitation meeting and site visit will be conducted to fully acquaint Respondents with the facilities, difficulties and/or restrictions inherent in the specified services. The site visit will immediately follow the pre - solicitation meeting. The pre -solicitation meeting will be conducted on: October 11, 2011 at 10:00 AM City Hall — Council Chambers 221 E. Main Street Round Rock, Texas 78664 3.1. The City considers this pre -solicitation meeting voluntary. Respondents shall sign -in at the pre -solicitation meeting to document their attendance. 3.2. Respondents are required to provide their own transportation for the site visit tour. 3.3. It is the responsibility of the Respondent to examine each area and determine quantity, amounts, take precise measurements, material requirements and other solicitation related details during said site visit. 4. AGREEMENT NEGOTIATIONS: In establishing an agreement as a result of the solicitation process, the City may 4.1. Review all responses and determine which Respondents are reasonable qualified for award of the agreement 4.2. Determine the Respondent whose response is most qualified to the City considering the evaluation criteria. 4.3. Negotiate with the most qualified Respondent an agreement at fair and reasonable terms, conditions and cost. 4.4. If negotiations are successful, enter into an agreement or issue a purchase order. 4.5. If not successful, formally end negotiations with that Respondent. The City may then: 4.5.1. Select the next most highly qualified Respondent and negotiate an agreement at fair and reasonable terms, conditions and cost with that Respondent. 4.5.2. The City shall continue this process until an agreement is entered into or all negotiations are terminated. 4.6. The City also reserves the right to reject any or all responses, or delete any portion of the response, or to accept any response deemed most advantageous, or to waive any 4of10 SOUCITATION NUMBER 12-006 SPECIFICATION NUMBER 12-840-14 DATED: SEPTEMBER 2011 irregularities or informalities in the response received that best serves the interest and at the sole discretion of the City. 5. POST AWARD MEETING: The City and Respondent shall have a post award meeting to discuss, but not be limited to the following: 5.1. Provide City contact(s) information for implementation of agreement. 5.2. Agreement terms and conditions. 5.3. Identify specific milestones, goals and strategies to meet objectives. PART Ili SPECIFICATIONS 1. SCOPE OF WORK: This Request for Proposal is for the tumkey design, equipment purchase and installation of an integrated AudioNisual Recording System for the City's Council Chambers. The System shall include, but not be limited to all audio and video recording hardware, display monitors, cabling, software, engineering, programming, installation and maintenance. 2. BACKGROUND: The City's Council Chambers is designed to accommodate municipal govemment meetings of the City Council and serve as a multipurpose auditorium that is aesthetically, acoustically, and visually pleasing. The Chambers support a wide range of municipal govemment functions and activities. 2.1. The Council Chambers has requirements for: 2.1.1. Formal public meetings. 2.1.2. Vocal presentations. 2.1.3. Multimedia presentations. 2.1.4. Televised events (live and recorded). 2.1.5. Telecommunications sessions (video conferences, telephone conferences. Internet webcasts). 2.1.6. Special events (public hearings, budget work sessions, candidate forums, community forums, video conferences, training classes, fllmMdeo screenings, inter- govemmental meetings, press conferences, etc.) 2.2. Our goal is to achieve high quality, secure recordings both audio and visual to use for current, future, and archival needs. 3. TECHNICAL REQUIREMENTS: The Respondent's system shall, at a minimum, address the following technical requirements. 3.1. The response shah contain an explicit comply/exception assessment of whether your system meets each requirement and, whenever necessary, description of compliance to each point. Shall the system or any part of the system fail to meet any of the following requirements, explain the reasoning that substantiates the variation from these requirements is not critical. 3.2. The system shall meet or exceed all federal, state and local regulations. 3.3. The system shall be installed in a central location designated by the City and accessible for viewing, recording and backup by the City's Information Technology and Administration Departments. 3.4. Please note that all answers shall reflect current capabilities. Any future capabilities shall be stated as such and outlined with a development schedule. 5of10 SOLICITATION NUMBER 12-006 SPECIFICATION NUMBER 12-840-14 DATED. SEPTEMBER 2011 4. SYSTEM REQUIREMENTS: The Respondent shall provide design and equipment recommendations utilizing Attachment B and Attachment C. at a minimum but not be limited to: 4.1. DAIS — City Council seating area: 4.1.1. Gooseneck microphones with onloff control functionality at each seat. 4.1.1.1. Microphones shall have RF blocking to effectively block out cell phone and other interference. 4.1.1.2. Visual cue to alert speaker of microphone on/off position. 4.1.1.3. Controllable from live meeting production area. 4.1.2. Chair seat shall have "mute all" ovemde functionality for all areas including podium. 4.1.3. Recessed display monitors at all seat locations for viewing items from document camera or presentation computer. 4.2. PODIUM: 4.2.1. Gooseneck microphone with on/off functionality. 4.2.1.1. Microphone shall have RF blocking to effectively block out cell phone and other interference. 4.2.1.2. Visual cue to alert speaker of microphone on/off position. 4.2.1.3. Controllable from live meeting production area. 4.2.2. Countdown timer, controllable by City clerk's desk. 4.2.3. Document camera with remote control next to podium. 4.2.4. Flexible, easy to operate remote control for use by the presenter to switch between the document camera and a presentation computer, controllable by the presenter and the live meeting production area. 4.2.5. Monitor for viewing items from document camera and presentation computer. 4.2.6. All conduit and wiring shall be housed within podium, which has a 360 degrees rotation, to allow presentation to City Council as well as presentations towards seating area when used as a training location. 4.3. PRESS AREA: 4.3.1. Cabling to patch into house audio. 4.3.2. Cabling to patch into house video feed. 4.3.3. AudioNideo feed controllable by live meeting production area. 4.4. MICROPHONES THROUGHOUT COUNCIL CHAMBERS: 4.4.1. Ceiling mounted microphones on each side of podium. 4.4.2. Ceiling mounted microphones over audience areas 4.4.3. Controllable by live meeting production area. 4.4.4. Ceiling mounted microphones shall not have visual indicators. 4.4.5. Wireless audio system containing four (4) lapel microphones and two (2) handheld microphones. 4.4.6. All microphones shall be controllable from the live meeting production area. 4.5. IN -ROOM AUDIO MONITORING: Respondent shall make recommendations for placement and technologies in Council Chambers and Chamber break room, including but not limited to: 6of10 SOLICITATION NUMBER 12-006 SPECIFICATION NUMBER 12-840.14 DATED: SEPTEMBER 2011 4.5.1. The placement of equipment to avoid feedback, RF interference, and provide a comfortable listening experience throughout locations. 4.5.2. Equipment shall be integrated into live meeting production area 4.5.3. Equipment shall be easily understandable when staff is unavailable. 4.5.4. Provide examples of acoustical treatments as needed for optimum sound quality. 4.6. VIDEO MONITORING: 4.6.1. Viewing monitors shall appropriately sized in quantity needed for Chambers to provide adequate viewing from all seating areas. 4.6.2. Each monitor within Chambers shall have a switch to allow viewing of items from document camera or presentation computer, program output from VDESK system, and cable or over -the -air television, controllable from the live meeting production area. 4.6.3. A monitor shall be located in the City Hall lobby and break room for overflow monitoring. Each monitor shall allow viewing of items from document camera or presentation computer, program output from VDESK system, and cable or over -the - air television, controllable from the monitor itself. 4.7. VIDEO INTEGRATION: 4.7.1. Video and audio equipment shall be integrated with the existing equipment described herein in PART III, Paragraph 5. 4.7.2. A balanced integrated audio feed from the house audio system to the VDESK system shall be provided. 4.7.3. All necessary cable runs shall be identified by the Respondent. 4.7.4. HD/SDI video with embedded audio cabling shall be sent from the VDESK system located in the live meeting production area to the second floor data room of the City Hall and shall be integrated with video playback equipment based upon Respondent's recommendation for optimum output. 4.8. LIGHTING INTEGRATION: 4.8.1. Lighting fixtures will be installed by the General Contractor. 4.8.2. Respondent shall provide control of fixtures and creation of different lighting effects for use by City staff and easily understandable. 4.8.3. Respondent may recommend any additional fixtures for proper television broadcasting. 5. CURRENT EQUIPMENT: The current AudioNideo system consists of: 5.1. Rushworks' VDESK system. 5.2. 4 each of Panasonic HD PTZ cameras. Part number: AW -HE -50 5.3. The City will provide the computer at the podium location with Respondent's recommendation for integration. 6. SOLICITATION SUBMISSION REQUIREMENTS: To achieve a uniform review process and obtain the maximum degree of comparability, the responses shall be organized in the manner specified below. Responses shall not exceed twenty (20) pages in length (excluding title pages(s) and index/table of contents, attachments or dividers). Information in excess of those pages allowed will not be evaluated. One page shall be interpreted as one side of a double-spaced, printed, 8 1/2 X 1? sheet of paper. It is recommended that responses not be submitted in ringed binders or metal spirals to conserve cost for both the Respondent and the City. 7of10 TAB #1 TAB #2 TAB #3 TAB #4 TAB #5 TAB #6 TAB #7 TAB #8 SOUCITATION NUMBER 12-006 SPECIFICATION NUMBER 12-840-14 DATED SEPTEMBER 2011 The Respondent shall submit one (1) original signed paper copy and one (1) copy, dearly identified as a "COPY" of its Response. In addition, the Respondent shall submit one (1) CD, each containing a complete copy of Respondent's submission in an acceptable electronic format (PDF, RTF, TXT, DOC, XLS). A complete copy of the Response includes all documents required by this Solicitation. The CD shall be titled: "SOLICITATION NUMBER - Complete copy of [Name of Respondent]'s submission.° If supplemental materials are included with the Response, each CD must include such supplemental materials. The Response and accompanying documentation are the property of the City and will not be retumed. 6.1. Title Paqe (1 page) — Show the solicitation title and number, the name of your firm, address, telephone number(s) name of contact person and date. 6.2. Letter of Transmittal (1 page) — Identify the services for which solicitation has been prepared. 6.2.1. Briefly state your firms understanding for the services to be performed and make a positive commitment to provide the services as specified. 6.2.2. Provide the name(s) of the person(s) authorized to make representations for your firm, their titles, address, telephone numbers and e-mail address. 6.2.3. The letter of each solicitation shall be signed in permanent ink by a corporate officer or other individual who has the authority to bind the firm. The name and title of the individuals(s) signing the solicitation shall be dearly shown immediately below the signature. 6.3. Table of Contents (1 page) — Clearly identify the materials by Tab and Page Number. 6.4. Previous Performance/Experience — Provide detailed information on firm and team experience with providing consultant services as described in the Scope of Work. 6.4.1. Respondent shall identify the project team and provide statement of qualifications for those individuals to include education, professional registrations and areas and years of service in the respective field. 6.4.2. Provide a representative list of services of a scale and complexity similar to the services being considered by the City applicable to Municipal and/or Govemment projects within the last three (3) years. The list shall indude the location, client, services provided by your firm, program details, methodology used and an owner contact name. 6.4.3. Attachment A: Reference Sheet 6.5. Available Resources and Consultant Location — Provide information on size, resources and business history of the firm. 6.6. Methodologv— Respondent shall define the method and approach to be used. 6.7. Timeline — Respondent shall provide a detailed schedule of the complete project as per the specifications contained herein. 6.8. Project Design and Equipment List — Respondent shall provide a recommended System solution for each area of the project illustrated by color renderings utilizing the descriptions specified by PART III, Paragraphs 3 and 4 in its entirety. A detailed equipment list to include brand name and model # shall accompany. In the event that the Respondent does not have the opportunity to verbally present their System solution, the response shall contain enough information to satisfactorily communicate the concept. Plans, renderings and pictures may be used. 6.9. Cost Proposal — Respondent shall include a cost proposal to provide services as described herein. Cost proposal shall be value engineered and the break -down shall include a not -to - exceed fee schedule for each aspect of the System. 8of10 SOLICITATION NUMBER 12-006 SPECIFICATION NUMBER 12-840-14 DATED SEPTEMBER 2011 SOLICITATION INSTRUCTIONS ITEMS BELOW APPLY TO AND BECOME A PART OF TERMS AND CONDITIONS OF SOLICITATION ANY EXCEPTIONS THERETO MUST BE IN WRITING 1. SOLICITATION REQ1J EMENTS: 1.1 Responding regtdres pricing per unl shown and extensions. 11 trade discount Is shown on sofciafion. lt should be deducted and net tine exten.1ons shown. Respondents guesrtees product offered wilt meet or exceed spedRCations klentiled in this Request for Proposal (RFP). 1.2 Responses shalt be submiRed in accordance wlh the solklt0at. Eads response shall be placed let a separate envelope canpleley and properly tdentifed. Responses mot be in the Purhasing Depaibrent before the hour and date specffied on the soHcltalion. 1.3 late responses properly identified will be retumed to respondent unopened. Late responses wit not be considered. 1.4 Respond F.O.B. destination, freight prepaid, 3 atlowed unless owwise specMied on the so89tation. 6 otherwise, show exact cost to deliver. 1.5 Response shag eh aw rant price on quantty and unl ct measure spedfied, extensan and show total. In case 01 errors M extension, urwt prices shall govem. Responses subject lo unlmiled pdce inaease 011 rat be considered. 1.6 Submitted prices shah be fine for acceptance 30 days from solidta ton opening date. Recount from List" responses are not acceptance unless requested Cash discount 018 not be considered in detemning the Iow response. Alt cash discounts offered will be taken 1 earned. 1.7 Responses shat give Tax tdentificatbn Number, futi name and address of respondent. Falure to sign will dsquaWy response. Person signing response shalt show tulle and authority to bind signatories firm h an agreement. Fmh name should appear on each page b the block provided h the upper fight comer. Business Entity shall be one (1) otthe following: Mdvidual. Partrership, Sole Propdetorship. Esta Wrnust Corporetion. Govenrneral. Non-profit. all otters shalt be spec1ied. INDIVIDUAL List name and number as shown on Sodal Sear ty Cad. SOLE PROPRIETORSHIP List Legal name foltow ed by legal business name and Sodal Security Number. ALL OTHERS: List legal name c entity and Tax tdatMkaUon Number (TIN). 1.8 Reaponses cannot be alrred or amended ager opening tire. Any Alterations made before opening time shalt be Initialed by respondent or an authorized agent No response can be wllhdrawn after opening time wdhoud approval of the CrTY based on a wrltten aCoeptabte reason. 1.9 Tte Cly le exempt from State Sales Tax and Federal Exdse Tax. Do not include tax h response. 1.10 The Cly reserves tie right 10 accept a reject alt or any part of response, watve minor tednkailles and award the response t0 best serve the interests d the City. Split awards may be made at the sole disaetion 01 the City. 1.11 Consfste t and cctin ued tie responses could cause rejection of responses by the Cfy atdlor kwestigatton for antinuat vtotetione. 1.12 Telephone, facslmlte, and eleetrortcaly banamntled responses are nol acceptable in response to the sollcltation. 1.13 CAUTION: Soicltation invlation allows sufiide t time for receipt of the preferred mal response. The City shall not be responsible for responses received tete. deglble, incomplete. or otherwise non-responsive. 2. SPECIFICATION: 2.1 Any Catalog, brand name or manufacture's reference used b the soflcitation is descriptive only (not restrictive). and Is used W hocate type and quakly desired. Responses on brads ct tike nature and qureity will be considered unless advertised under the provisions of Seclbn 252.0220110. Texas Local Government Code. l other than bnand(s) specified is dfered, illusbalions and complete deaeiptlors ct pmdud offered are requested th be made a part 01 10. response. 8 respondent takes no exceptions to specltcatlons or reference data h response, respondent wit be requlred to famish brad nanes, rumbas, etc., as speatkd at the aoltcltation. 2.2 Al lens on the soldtion .1016 be new, h hit dans Condition, ialudng containers sutable for shipment and storage, unless oUrerwfse t dicated in the soltcitation. Verbal agreements 10 10. eordray wN not be recognhed. 2.3 Samples, when roquested, must be furnished free of expense to the Cly. tt not destroyed h examination, they wi l be retumed b the respondent, on request, at reapondent expense. Each example should be marked 0111 respondents' name and address. Cly salldtatlon narnber and code. Do nct enclose at or attach lo response. 2.4 The City wltl not be found by aty oral afatanert or represetatfon co Crary to the written specdicatlons 01 the solicitation. 2.5 Menufact ref's standard waranty shal appy unless olhervrise stated m the adicitation. 3. TiE RESPONSES: h case 0111. responses, the award wltl be made m acccrdanoe wlh Section 271.901 ofthe Teras Local Govemrner Code. 4. DELNERY: 4.1 Response shat show number d days requlred 10 place material n City's designated bcafion under normal condlion$. Failure to state deWe tine obligates reepordent th complete detivery 10 fourteen (14) calendar days. Unrealaticay short or long detivery promises may cause response 10 be disregarded. Consistent falure 10 meet delivery praniees without veld reason may cause removal from vendor tint. (See 4.2 foaowfng.) 4.2 l delay is foreseen, Vendor .101 give wrtlen nolk:e to the Cly. The City has he right to.xtend delivery date 1 reasons appear veld. Vector shall keep the Cly advised at at times ct status ct order. Defadt h promised delivery (without acceptable reasons) or farure to meet specifications, aut hodzes the Cly th purchase supplies elsewhere and dnege ftul urease, l any, at cost and handling lo defaulting Vendor. 4.3 No subatthdionc or candela ions pemitted withO t vwitten approval c tte Cly. 4.4 Delvery shat be made durt g normal workkug hours only. tsnless prior approval for late detivery has been obtained from the Cly, unless otherwlse specffied h the solatation. 5. INSPECTION AND TESTS: Al goods wit be subject m inapeclon and test by the Cly m the extent practicable at ati tires and pleces. Aialorized City personnel shat have access b any suppler' plaa of buskess for the puupoee d Inspecting mert0amdlee. Tests may be parforned on sanpies suhmtited 0111111. response a on sanples taken from regulv.1tpmets. 11 the products katad 101 10 meat err exceed alt conditions and requkernents 0110. epedficaliors. 10.00510110. sample used and the cttat «the testip shalt be borne by the supplier. Goods. Which have been delve ed and rejected h wftole or in part, may. at the Citys option, be retuned to the Vendor or held for 6sposibon at Vendor's dal ad expense. Latent defeds may result h rsvocalon c acceptance. 6. AWARD OF AGREEMENT: A response to a solclalion Is an otter to contract whlh the City based upon the terns. Condlbns. and spedfications cordaked 1010. soliokeion. Responses do not become agreements or purchase orders unless aid 0111 they are accepted by the City through is deaignatea and an egreerent or a purctrese order k Issued. The ague. ent or purdrese order shah be governed, construed, ad kterpreted under the Charter 0110* City and the laws 01 State d Texas. Al agreements or pum3esa orders are aub e t to the approval 01the Cly Cowol or Manage. 7. PAYMENT: Vendor shall subunit three (3) copba d an invoice ehowkg the agreement or purchase order number ora 01 copies. 8. PATENTS AND COPYRIGHTS: The Reapondent agrees to protect the Cly fmrn claims kwoMng kfiingernets d patents or copyrights. 9. RESPONDENT ASSIGNMENTS: Responder hereby aatgns 10 the purduase any and all detns for overcharges associated with this agreement. which wise oder the ardilruat laws 0110. State of Teas. TX Bus. And Coni. Code Ann. Sec. 15.01, at seq. (1967). 10. RESPONDENT AFF1RMAT10N: 10.1 Signing the response with a false statement ds a material breach of agreement and shag void the submited response or any resuting agreements, ad the Responder 0101 be removed tom 01 Vendor Iats. By signature heeon affixed, the respondent hereby Certlftes that 102 The responder has not given, offered m give, nor attends lo give any lime hereafter any economic opporbnly. fibre employment girt, ban, gratuity, special disc«nt, hp, favor, or service fa a pubic servant h none tlon 011010. su rmtled response. 10.3 The responder 1.01 currently defnquent h the peyment d erg debt owed the Cly. 10.4 Nether the reapordent nor the lam, corporation, palnarahlp, or any entlty repreaered by the respondent or anyone acting for ash tkm, corporation or entity has vblated the anlmst laws 01 101* State cadMed m Sedton 15.01 et Seq. Texas Bus nese and Commeolel Code. or the Federal Antlruat Laws, nor commriea ed di ed ly or kdkectly tte response made b any canpetltor, or any other person engaged in such limed business. 10.5 Th. respondet has not received compesalon for parldpalo 8110* preparation 0110. speclbcalon for the solclation. 11. NOTE TO RESPONDENTS: Any terms and oon Ions aladad m response 0111 not be considered unless the respondent spedfialy rdarenees then on the front 0110. rosporme four. WARNING: Such tans and candilons may resi4t h dbqu.ticahlon 01 10. response (e.g. responses 0111 10. laws ct a 0101. cher than Texas re rirerors for prepa)ment, Lknkalmns on remedies, eta) The City ct Round Rode cat only accept responses whbh contain 0110* tams and oondtiats 0185 ftttmal mldtatbn: ah palader, 1 rsepondents' al6rma ions and oertiltalons est be ktduded. Submission 01 responses on fauns other than City s form may resul 10 JsquaMication of your reaporse. 12. INQUIRIES: knquirtes pertfkhitg ro Soiclation kvlatlons must give soluiadon number, codes, ad opening date. 9 of 10 SOLICITATION NUMBER 12-006 SPECIFICATION NUMBER 12-840-14 DATED SEPTEMBER 2011 ATTACHMENT A: REFERENCE SHEET PLEASE COMPLETE AND RETURN THIS FORM WITH THE SOLICITATION RESPONSE SOLICITATION NUMBER: RESPONDENT'S NAME: DATE: Provide the name, address, telephone number and point of contact of at least three (3) firms applicable to Municipal and/or Govemment projects that have utilized similar service for at least two (2) years. City of Round Rock references are not applicable. References may be checked prior to award. Any negative responses received may result in disqualification of solicitation. 1. Company's Name: Name of Contact: Title of Contact: E -Mail Address: Present Address: City, State, Zip Code: Telephone Number: Fax Number: ( ) 2. Company's Name: Name of Contact: Title of Contact: E -Mail Address: Present Address: City, State, Zip Code: Telephone Number: ( ) Fax Number: ( ) 3. Company's Name: Name of Contac: Title of Contact: E -Mail Address: Present Address: City, State, Zip Code: Telephone Number: Fax Number: ( ) FAILURE TO PROVIDE THE REQUIRED INFORMATION WITH THE SOLICITATION RESPONSE MAY AUTOMATICALLY DISQUALIFY THE RESPONSE FROM CONSIDERATION FOR AWARD. 10 of 10 ATTACHMENT B: CITY COUNCIL CHAMBERS Page 1 of 8 • 1 I- 1 1- 1- I 1 1 11 1 1-1 1 i C71 —� gg q ' t _1 Ky 1 ' SCJ .. 1-■-,-U-� Z (I I t� 1 IIllJ •j/'- a ■_ - •� i1 i - 1E181 --I--- • 1 io 1k. uIsI! :1 : ___ 4 -iI1ii -1- 1 - • p• I _ — T • '/ V V rl rf �•% D � � � \I W N D �I ulL - a 1 'a 3X • • S' 1 1- 1 k F 1 1 1- 1 1- 1 1 1 •i n I jp . r � j_a■ � at is bi `a�■€$�i)Fid dsf3��3aF t ii � ° L � ' 11 "11- CITY OF ROUND ROCK { ►I QtilUl •iawwocieutaw 11 kl 1 cIYH U,WOOS aiap1wrw\naisr } f!} r- - fi yy Page 1 of 8 ATTACHMENT B: CITY COUNCIL CHAMBERS Page 2 of 8 I 1 I 1 I 1 t 1 1 L 1 L•1 1 I - ITT 4 , - I1■11■■■■11■11■■■u liuuuTn — ■' ``- I I - -----Q - II[■a'Ii�I l■■■■■■ 1.11..1.11..un u1� � is Idl ' R \\ /■11■■■■11.1, ■11■■■■11■■■■■A■■■■■■■1.'1■■■■1 ■■J -■C ■■■■3 f I' { . : I-Il1...... :_ •AI1c . :1 � i y N ; Ill■■1I••■■11■■1■■■■[■■I■■r ! ob b b 1 G PLAN - BUILDING A :9:::::::r:;:: 111 ■-111■1, 1■1 ■■■-'■■� J■■11u1.■c■■■.V■1I..ti■■r■• 1 11 u. i , R7 s lo1 1t'1 j - -O ! - .1ul111[■r /... .. a I I V - • 1■■ ....... ■1 1■i I■ ■-I■ '1■u■■ Il .•.. ■�I ■■■■ �!To( I I �. p,P •, l• . I l li — ■■!I■■■ u9■■■ ■■_u■■■�uulle■1 ■'f .' ■1■■■■ I■[:�■ !! - I �1■■■■■i IC■■■■, i■11■n�■ r■ �1I ung■ ■■■ .:- I..,In � �sl ^ ; � I I I,� ... I � 4 s �I — " _ ■■9■:I■■1!■■ ■■!1■■■■I!■■'■■■!I■1 ■■■I■■■■1'■■1■■' Jsrrrle■■1r■J■1 ■■!JUU•I'■r ■■P:!1■1 - ■1 �1■■r.11 • iuuu I.■r■.I■■■■11 1= 1■■11 1° lu■■I 1 ■ I[ Il-i■■u■ s�1 .:� C1:1 aamlva il� t1 + s 1 7I X11 •i l e , d ( ij �'� 1�3} I� ;, �t I i. t ilr I I(t t - t Ir It IrU i„ �� 11 lil 1 I I � I- tut, -- I�„ I ` - . ■■■■Fi■t■■■■■9■[■ iiAr■! IeFu�i ��In4 .Nji1111 ,uE1.11,I o........- i?yan • I�■■■■1 (1■� �I�nn b c n' da®�� m ar>n®x,131 I I■■u■ HINtlI �rm[ns �. ' - 1■■■■11■I ■■111�IIIizw.vrs,�seogl r■■ a■nr�t>1m I■rr■■ l■1.'.1■■ 11QaJ1 rwl�rala IA1nla1 l IL96miilii1 11@5111 L!£IiJ®:1•SI ISJ19f_'1!I■6Lt _ - _ , - i..,- 1■■1 ■11I�I■®■Y■11111111■■n■■ 11. J■ .I�el etaunis.mlLll■Lr=■ .IIID J@5 iSA■B31':■11'n.1Yd In1L9ijj9l L J ®9'i 1 Ii Y. Fsl"�11�, PJIiB :®■P:1 ®irlkiYy' p. 4 p b c1 b _ ----� b I ,, t I pp1 1 1 ' K CITY O�RHM e 1 MO . Page 2 of 8 ATTACHMENT 8: CITY COUNCIL CHAMBERS - I 1- 1 1 1- 1 I I I I 1 L 1 1 t I I I • 1 I — If 1 •si &'1 I 1 • 1 1 4 E ,i ,I ji ��` ib ihutii'� CITY OF ROUND ROCK nI onIuu...aoa II v aivwwm Ic puoroccRxwtrw. Page 3 of 8 ATTACHMENT B: CITY COUNCIL CHAMBERS I - 1 - 1 1_- 1 - 1 1 1 1 t 1-1 1•I -1- Q Q I Q I Q Q Q : -® � wo: — 1 •� .'. _,1 ,. J L.1 r , �i�, 4 �{►l — — �— — _ ' * ,��,— S ..fes %�---!JiiIIiiiii( —� — ;c 9Jij 1 a ,> — 'J ON E Y t[ � I' OF ROUND ROCK I3�i DCrrY a 1 owa f ,o iousi.w 6fYMe-.emCMWLL WC�II�NMI��arw� WKA► geLU101q W ATTACHMENT B: CITY COUNCIL CHAMBERS F R R F f t w i 6 f r T P 9 F F r } t F • P P ► T a a 111111 IO I i€ I€ € a, i x € ii 4i a ili o e ¢`4 i [[ ; �a €It� ! 1' dal Id fie' a � e� �1 � �- �° ��a �� aII !{a' i � �� qa�a �� 11 �ili 1�isbi�3 a y f A 1iI $IfliI1 � LIei€ € i Ii ! � ani 1 ibi!i! 1 ! 1 1 hi 11i i ! oa IJJ J I]oo©oa©©ao©o©ooaoo©v`1 $$UI € IIItJPU'' 1 1 1 1 5 A�Ij�li � 1 II"1if11�11tr1I 1111 `t$ � eF+nHa� cwcur wwe nrm cow aa�uF il �I ;33333 €1 - �L 111 1 1 313 ijI ifj1a 1'ii I II 1 !ij ! s 5' 1U;�: ,;;1'i11!1;{s1'°11;hb1111' I1hi f s 111 E 1 1 1q(O40[ iM11F w M Y01 1 MRflMOt /Y/1M RM Y01 ` 11 )©oo�a�ao�j 5I115 5155 J F* FF.•UIU•l4l t i � L <<<. t F t f t l 4,l11. t �• F= f IHIHi ©©: i rr w ' �@ 4i0ein�U $$UI € IIItJPU'' 1 1 1 1 5 A�Ij�li � 1 II"1if11�11tr1I 1111 i ii 1 s5J �� il �I ;33333 €1 - �L 111 1 1 313 ijI g'I1,6q&aea31IIIfI1 €� ! 111 II"1if11�11tr1I 1111 1,, 111 I s i 11II1IJ 1 €1 - �L 111 1 1 313 ijI ifj1a 1'ii ' II 1 !ij ! ■ll�rrr €1 i111E;111111U111IU1j 11111 313 ijI ifj1a 1'ii ' II 1 !ij ! s 5' 1U;�: ,;;1'i11!1;{s1'°11;hb1111' I1hi f s 111 E 1 1 1q(O40[ iM11F w M Y01 1 MRflMOt /Y/1M RM Y01 ` 11 IHV 5I115 5155 J !!4 i �!1 I 1 1 I CITY OF ROUND ROCK ar HA¢ ni rwsr.w� sear sawsocs. ew Ass. I Page 501 8 ATTACHMENT B: CITY COUNCIL CHAMBERS tr t trrrrt1 { r r r� 11!_ r if [ 1 = �+ $► 4 11 '1 1 ;I 1 r '°" Hili iI i •o e i 11 11 i ' eR "1, ii `m uiR Ii! i�k! iii IP _��11'**l* iiI t l i ! i iaaaaaassa I9111 it It'I tg 111 E ht' I II t i i bit 111 ,, to •t e II Ii! li i 1 11III!I�!' ! ft �1 i i itt,1Y§M,� 1 a 0 m N a _ a •a r a i a a i { 1;'I IEifi 1 i { r r r� 11!_ r if [ 1 = �+ $► 4 11 '1 1 ;I 1 i i r _ e 111 i � � ii !1 11 11 i ' eR "1, ii `m uiR Ii! i�k! iii IP _��11'**l* iiI t l i ! ii , a a , C C C 1 C a ■ i i C I 1;'I IEifi 1 i I SY d 011 it1 3y a e { 3 1�' ii i i` j � f h 3 !II r 1! r r I!g!11111:111 111 i � � ii !1 11 11 i i1 1 p ti .iii IIII'IIIIII 11 a $ 1It! ¢1i� InI1 1 I9111 it It'I tg 111 E ht' I II t i .■■.•t 11 5 a S ii lIIIh II Ii! li i 1 11III!I�!' ! ft �1 i i 1 " I(!IIi t 11 I( ij iI ; i tI� a " � f,� i�1 r! i !i'! 'I'�! 4i j ij I� N 11* I 1 f! Ii b 1 •... } r r i 11 - 1 1III•*ga�� 1 i1 1 p ti .iii IIII'IIIIII 11 a $ 1It! ¢1i� InI1 1 I9111 it It'I tg 111 E ht' I II t i .■■.•t t t r **�a� ..b$ ....>. a �.._ 0i i i`.... i iiia! i , . : : , , �� .. Illl1::. LIi!!!!'1 .. `i i i$ i**•• 1 i le I I Cfry OF ROUND ROCK c,r n.0 m t41 1I am iou.,oa.mw�ew. I Page 6 018 ATTACHMENT B: CITY COUNCIL CHAMBERS ATTACHMENT B: CITY COUNCIL CHAMBERS 1 1 1 1 - L • 1-1 1- 1 I 1•1 i_ 1 I o O■ — — I ? o o .e Io a — o• , ■ . • �� i rte_ °1'1111 _ ,I �.,�I�� ' — r rain iiI - .��_ — — - ��i: • e !�� o �� a ��'� j�'F1'Yv,. _ �' o C( I — x r s a n a a x n a _ a s s : z .. a _ a- - •• O KEYED NOTES — — s i{ifdi X13 � '1 � d '4 U '4a1rf • •I I - I 1 1 1 1 •I - I Igg E I s Ig I a d I CITY OF ROUND ROCK 13tht;;� QD I 4I �, ATTACHMENT C: COUNCIL CHAMBERS LAYOUT Figure 1 - Rendering of interior of New Council Chambers - View of Dais Figure 2- Rendering of Interior of New Council Chambers - View from the Live Meeting Productlon Area Page 1 of 3 ATTACHMENT C: COUNCIL CHAMBERS LAYOUT Figure 3- Rendering of Interior of New Councll Chambers - View from Dais of Audience Figure 4- Rendering of Interior of New Council Chambers - View of Dais from Staff Desk Page 2 of 3 ATTACHMENT C: COUNCIL CHAMBERS LAYOUT LIVE MEETING PRODUCTION REA CITY SECRETAR COUNCIL EXECUTIVE MEETING ROOM Page 3 of 3 REVISED JULY 2011• IT CITY OF ROUND ROCK PURCHASING DEFINITIONS, STANDARD TERMS AND CONDITIONS DEFINITIONS The following definitions shall be used to identify terms throughout specification documents: 1. AGREEMENT: A mutually binding legal document obligating the Vendor to furnish the goods, equipment or services specified within the solicitation and obligating the City to compensate in accordance with the conditions of the agreement. 2. BID/PROPOSAL/RESPONSE: A document submitted by a respondent in response to a solicitation to be used as the basis for negotiations or for entering into an agreement. 3. BIDDER/PROPOSER/RESPONDENT: The party identified throughout the solicitation document that considers themselves qualified to provide the goods, equipment or services specified and submits a response to the solicitation. 4. CITY: Identifies the City of Round Rods, located in Travis and Williamson Counties, Texas. 5. GOODS: Represent materials, supplies, commodities and equipment. 6. IFB: Invitation for Bid —A document used to solicit competitive or multi -step sealed bids. 7. PIGGYBACK AGREEMENT: A term used to identify a contract or agreement that has been competitively bid in accordance with State of Texas statutes, rules, policies and procedures and have been extended for the use of state and local agencies and active CO-OP entities. 8. PO: Purchase Order — A written document by the City to a vendor formalizing all the terms and conditions of a proposed transaction, to include but not be limited to, a description of the requested item, delivery schedule, terms of payment, transportation, delivery location, price, quantity, and special instructions. 9. RFI: Request for Information — A non-binding method whereby a jurisdiction publishes via newspaper, Internet, or. direct mail .its ..need for .input .from .interested parties_ for ._an_.upcoming solicitation. _ .A procurement practice used to obtain comments, feedback or reactions from potential suppliers (contractors) prior to the issuing of a solicitation. Generally price or cost is not required. Feedback may include best practices, industry standards, technology issues. 10. RFP: Request for Proposal — The document used to solicit proposals from potential providers for goods and services (Respondents). Price is usually not a primary evaluation factor. Provides for the negotiation of all terms, including price prior to agreement award. May include a provision for the negotiation of Best and Final Offers. May be a single step or multi -step process. 11. RFQu: Request for Qualification - A document which is issued by a procurement entity to obtain statements of the qualifications of potential development teams or individuals (i.e. consultants) to gauge potential competition in the marketplace, prior to issuing the solicitation. 12. RFQ: Request for Quotation — A small order amount purchasing method. A request is sent to suppliers along with a description of the commodity or services needed and the supplier is asked to respond with price and other information by a pre -determined date. 13. SERVICES: Work performed to meet the requirements and demand of said purchase order or agreement. The fumishing of labor, time, or effort by the Vendor and their ability to comply with promised delivery dates, specification and technical assistance specified. 14. SUBCONTRACTOR: Any person or business entity employed to perform part of a contractual obligation under the control of the principal contractor for fulfillment of a purchase order or agreement with the City. Any supplier, distributor, vendor, or firm that furnishes supplies or services to a prime contractor or another subcontractor to fulfill their obligations with the City. 15. VENDOR: Person or business enterprise providing goods, equipment, labor and/or services to the City as fulfillment of obligations arising from an agreement or purchase order. PAGE 1 OF 11 * SUPERCEDES PREVIOUS, DATED OCTOBER 2010 REVISED JULY 2011' rvousurto°c tfxtis CITY OF ROUND ROCK PURCHASING DEFINITIONS, STANDARD TERMS AND CONDITIONS TERMS AND CONDITIONS By submitting a response to the Solicitation or accepting a PO, the Vendor agrees that these terms and conditions shall govem unless specifically provided otherwise on the face of the purchase order or in a separate agreement. 1. ABANDONMENT OR DEFAULT: A Vendor who abandons or defaults on work which causes the City to purchase goods or services elsewhere may be charged the difference in cost of goods, services or handling, if any, and may not be considered in the re -advertisement of the goods or services and may not be considered in future solicitations for the same type of work unless the scope of work is significantly changed. 2. ABSENCES OF PURCHASE ORDER OR AGREEMENT: The Vendor's delivery of goods or services without an approved PO or agreement may result in rejection of delivery, retum of goods at the Vendor's expense and also in non-payment for goods and services. 3. ACCEPTANCE: Acceptance inspection should not take more than five working days. The vendor will be notified within this time frame if the service provided is not in full compliance with the project scope. If any service is canceled for non-acceptance, the needed equipment or service may be purchased elsewhere and the vendor may be charged full increase, if any, in cost and handling. 4. ACCEPTANCE OF TERMS A CONDITIONS: A PO is the City's commitment to purchase the goods and/or services described from the Vendor. The City's placement of this order is expressly conditioned upon Vendor's acceptance of all the terms and condition of purchase contained on the purchase order. 5. ACCEPTANCE OF INCOMPLETE OR NON -CONFORMING DELIVERABLES: If, instead of requiring immediate correction or removal and replacement of defective or non -conforming deliverables, the City prefers to accept it, the City may do so. The Vendor shall pay all claims, costs, ..losses_ .and damages attributable., to the . City's evaluation. of and determination to accept such defective or non -conforming deliverables. If any such acceptance occurs prior to final payment, the City may deduct such amounts as are necessary to compensate the City for the diminished value of the defective or non -conforming deliverables. If the acceptance occurs after final payment, such amount shall be refunded to the City by the Vendor. 6. ADVERTISING: The. Vendor shall not advertise or publish, without the City's prior written consent, the fact that the City has entered into the Agreement, except to the extent required by law. 7. AMENDMENTS: No agreement or understanding to modify this agreement shall be binding upon the City unless in writing .and signed by the City's authorized agent. All specifications, drawings, and data submitted to the Vendor with this order are hereby incorporated and made a part hereof. 8. ASSIGNMENT -DELEGATION: The Agreement shall be binding upon and endure to the benefit of the City and the Vendor and their respective successors and assigns, provided however, that no right or interest in the Agreement shall be assigned and no obligation shall be delegated by the Vendor without the prior written consent of the City. Any attempted assignment or delegation by the Vendor shall be void unless made in conformity with this paragraph. The Agreement is not intended to confer rights or benefits on any person, firm or entity not a party hereto; it being the intention of the parties that there be no third party beneficiaries to the Agreement. 9. AWARDS: The City may choose not to award an Agreement. Split awards between Vendors may be made at the sole discretion of the City. The City reserves the right to enter into an agreement or a purchase order with a single award, spot awards, or use any combination that best serves the interest and at the sole discretion of the City. PAGE 2 OF 11 • SUPERCEDES PREVIOUS, DATED OCTOBER 2010 REVISED JULY 2011• CITY OF ROUND ROCK PURCHASING DEFINITIONS, STANDARD TERMS AND CONDITIONS 10. CANCELLATION: The City reserves the right to cancel the agreement for default of all or any part of the undelivered portion of the order if Vendor breaches any of the terms hereof induding warranties or becomes insolvent or commits acts of bankruptcy. Such right of cancellation is in addition to and not in lieu of any remedies, which the City may have in law or equity. 11. CLARIFICATION OF PROPOSALS: The City reserves the right to request clarification or additional information speck to any proposal after all proposals have been received and the RFP close date has passed. 12. CODES, PERMITS AND LICENSES: The Vendor shall comply with all National, State and Local standards, codes and ordinances and the terms and conditions of the services of the electric utility, as well as other authorities that have jurisdiction pertaining to equipment and materials used and their application. None of the terms or provisions of the spedfication shall be construed as waiving any rules, regulations or requirements of these authorities. The Vendor shall be responsible for obtaining all necessary permits, certificates and/or licenses to fulfill contractual obligations (City of Round Rock fees and costs may be waived). 13. COMPLIANCE WITH HEALTH, SAFETY, AND ENVIRONMENTAL REGULATIONS: (apply only to a Solicitation to purchase Services to be pertormed principally at the City's premises or on public rights-of-way) The Vendor, its Subcontractors, and their respective employees, shall comply fully with all applicable federal, state, and local health, safety, and environmental laws, ordinances, rules and regulations in the performance of the services, including but not limited to those promulgated by the City and by the Occupational Safety and Health Administration (OSHA). In case of conflict, the most stringent safety requirement shall govem. The Vendor shall indemnify and hold the City harmless from and against all daims, demands, suits, actions, judgments, fines, penalties and liability of every kind arising from the breach of the Vendor's obligations under this paragraph. 14. COMPLIANCE WITH LAWS: The sucrPssful offeror shall comply with all federal, state, and local laws, statutes,. _ ordinances, . rules_ and _ regulations, and the orders and decrees of any court or administrative, bodies or tribunals in any matter affecting the performance of the resulting agreement or PO, including without limitation, workers' compensation laws., minimum and maximum salary and wage statutes and regulations, and licensing laws and regulations. When requested, the Vendor shall fumish the City with satisfactory proof of its compliance. 15. CONFIDENTIAL CITY INFORMATION: In order to provide the deliverables to the City, Vendor may require access to certain records of the City's and/or its licensors' confidential information (including inventions, employee information, trade secrets, confidential know-how, confidential business information, and other information which the City or its licensors consider confidential) (collectively, `Confidential Information'). Vendor acknowledges and agrees that the. Confidential Information is the valuable property of the City and/or its licensors and any unauthorized .use, disclosure, dissemination, or other release of the Confidential Information shall substantially injure the City and/or its licensors. The Vendor (including its employees, subcontractors, agents, or representatives) agrees that it shall maintain the Confidential Information in strict confidence and shall not disclose, disseminate, copy, divulge, recreate, or otherwise use the Confidential Information without the prior written consent of the City or in a manner not expressly permitted under this Agreement, unless the Confidential Information is required to be disclosed by law or an order of any court or other govemmental authority with proper jurisdiction, provided the Vendor promptly notifies the City before disclosing such information so as to permit the City reasonable time to seek an appropriate protective order. The Vendor agrees to use protective measures no less stringent than the Vendor uses within its own business to protect its own most valuable information, which protective measures shall under all circumstances be at least reasonable measures to ensure the continued confidentiality of the Confidential Information. 16. CONFIDENTIALITY OF CONTENT: All documents submitted in response to a solicitation shall be subject to the Texas Public Information Act. Following an award, responses are subject to release as public information unless the response or specific parts of the response can be shown to be exempt from the Texas Public Information Act. Pricing is not considered to be confidential under any circumstances. PAGE 3 OF 11 SUPERCEDES PREVIOUS, DATED OCTOBER 2010 REVISED JULY 2011* CITY OF ROUND ROCK PURCHASING DEFINITIONS, STANDARD TERMS AND CONDITIONS 16.1. Information in a submittal that is legally protected as a trade secret or otherwise confidential must be Dearly indicated with stamped, bold red letters stating "CONFIDENTIAL" on that section of the document. The City will not be responsible for any public disclosure of confidential information if it is not clearly marked as such. 162. If a request is made under the Texas Public Information Act to inspect information designated as confidential, the Respondent shall, upon request from the City, fumish sufficient written reasons and information as to why the information should be protected from disclosure. The matter will then be presented to the Attomey General of Texas for final determination. 17. CONFLICT OF INTEREST: Effective January 1, 2006, Chapter 176 of the Texas Local Government Code (House Bill 914) requires that any vendor or person considering doing business with a local govemment entity disclose the vendor or person's affiliation or business relationship that might cause a conflict of interest with a local govemment entity. The Conflict of Interest 'Questionnaire form is available from the Texas Ethics Commission at www.ethics.state.tx.us. Completed Conflict of Interest Questionnaires may be mailed or delivered by hand to the City Secretary. If mailing a completed form, please mail to: City of Round Rock City Secretary 221 East Main Street Round Rock, Texas 78664 Any attempt to intentionally or unintentionally conceal or obfuscate a conflict of interest may automatically result in the disqualification of the vendor's offer. 18. DAMAGE: The Vendor shall be responsible for damage to the City's equipment or property, the workplace and its contents by its work, negligence in work, its personnel and equipment. The Vendor shall be responsible and liable for the safety; injury and health of its working personnel while its employees are performing service work: 19. DEFAULT: The Vendor shall be in default under the agreement if the Vendor. 19.1. Fails to fully, timely and faithfully perform any of its material obligations under the agreement, 19.2. Becomes insolvent or seeks relief under the bankruptcy laws of the United States or 19.3. Makes a material misrepresentation in Vendor's offer, or in any report or deliverable required to be submitted by the Vendor to the City. 20. DELIVERY: No substitutions or cancellations will be permitted without written approval of the City. 20.1. If delay is foreseen, Vendor shall give written notice to the City. The City has the right to extend delivery or service date or cancel the order or agreement. Vendor shall keep the City advised at all times of the status of the order. Default in promised delivery, service or failure to meet specifications, authorizes the City to purchase goods or services elsewhere and charge the full increase, if any, in cost and handling to defaulting vendor. Default on delivery may result in legal action and recourse. 20.2. Delivery shall be made between 8 AM and 4 PM Monday through Friday except on regularly observed state or federal holidays, unless prior approval has been obtained from the City or otherwise stated in the solicitation. 20.3. All deliverables shall be delivered at the delivery point specified. If .goods are incorrectly delivered, Vendor shall be held responsible for any additional expense incurred in delivering them to their correct destination. 20.4. Receipt of deliverables does not constitute acceptance. PAGE 4 OF 11 SUPERCEDES PREVIOUS, DATED OCTOBER 2010 ROUP�ROUC Tt]4l5 npaatMI►.o� l CITY OF ROUND ROCK REVISED JULY 2011' PURCHASING DEFINITIONS, STANDARD TERMS AND CONDITIONS 21. DELAYS: 21.1. The City may delay scheduled delivery or other due dates by written notice to the Vendor if the City deems it is in its best interest. If such delay causes an increase in the cost of the work under the Agreement, the City and the Vendor shall negotiate an equitable adjustment for costs incurred by the Vendor in the Agreement price and execute an amendment to the Agreement. The Vendor shall assert its right to an adjustment within thirty (30) calendar days from the date of receipt of the notice of delay. Failure to agree on any adjusted price shall be handled under the Dispute Resolution process. However, nothing in this provision shall excuse the Vendor from delaying the delivery as notified. 21.2. Neither party shall be liable for any default or delay in the performance of its obligations under this Agreement if, while and to the extent such default or delay is caused by acts of God, fire, riots, civil commotion, labor disruptions, sabotage, sovereign conduct, or any other cause beyond reasonable control. In the event of default or delay in agreement performance due to any of the foregoing causes, then the time for completion of the services will be extended; provided, however, in such an event, a conference will be held to establish a mutually agreeable period of time reasonably necessary to overcame the effect of such failure to perforin. 22. DELIVERY TERMS AND TRANSPORTATION CHARGES: Deliverables shall be shipped Freight On Board (FOB) Destination, freight prepaid and allowed unless otherwise specified on the purchase order or in the solicitation. The Vendor's price shall be deemed to include all delivery and transportation charges. The City shall have the right to designate what method of transportation shall be used to ship the deliverables. The place of delivery shall be that set forth in the block of the purchase order entitled "Ship To". 23. DISCLOSURE OF LITIGATION: Each Respondent shall indude in its proposal a complete disclosure of any civil or criminal litigation or investigation pending which involves the Respondent or in which the Respondent has been judged guilty. 24. DISPUTE RESOLUTION: If a dispute or claim arises under an Agreement, the parties agree to resolve the dispute or claim by appropriate intemal means. If theparties cannot reach a mutually satisfactory resolution, any such dispute or claim will be sought to be resolved with the help of a mutually selected mediator. If the parties cannot agree on a mediator, City and Vendor shall each select a mediator and the two mediators shall agree upon a third mediator. Any costs and fees, other than attomey fees, associated with the mediation shall be shared equally by the parties. City and Vendor hereby expressly agree that no claims or disputes between the parties arising out of or relating to the Agreement or a breach thereof shall be derided by any arbitration proceeding, including without limitation, any proceeding under the Federal Arbitration Act (9 USC Section 1-14) or any applicable state arbitration statute. 25. EFFECTIVE DATEITERM: Unless otherwise specified in the Solicitation, this Agreement shall be effective as of the date the agreement is signed by both parties, and shall continue in effect until all obligations are performed in accordance with the Agreement. 26.. EX PARTE COMMUNICATION: Please note that to insure the fair evaluation of a solicitation, the City prohibits ex parte communication (e.g., unsolicited) initiated by the Respondent to a City representative evaluating or considering the solicitations prior to the time a decision has been made. Communication between Respondent and the City will be initiated by the appropriate City designee in order to obtain information or clarification needed to develop an accurate evaluation of the solicitation. Ex parte communication may be grounds for disqualifying the offending Respondent from consideration for award. 27. EXCEPTIONS: Any variation from this specification shall be indicated on the solicitation or on a separate attachment to the solicitation. The sheet shall be labeled as such. PAGE 5 OF 11 SUPERCEDES PREVIOUS, DATED OCTOBER 2010 REVISED JULY 2011' �ttn°KoacTDxAc CITY OF ROUND ROCK PURCHASING DEFINITIONS, STANDARD TERMS AND CONDITIONS 28. FRAUD: Fraudulent statements by a Respondent on a submittal or in any report or deliverable required to be submitted by the Respondent to the City shall be grounds for the termination of the Agreement for cause by the City and may result in legal action. 29. GOODS: The products fumished under said specification shall be the latest improved model in current production, as offered to commercial trade, and shall be of quality workmanship and material. The Vendor represents that all equipment offered under said specification shall be new. USED, SHOPWORN, DEMONSTRATOR, PROTOTYPE, OR DISCONTINUED MODELS ARE NOT ACCEPTABLE. 30. GOVERNING LAW AND VENUE: The Agreement is made under and shall be govemed by the laws of the State of Texas, including, when applicable, the Uniform Commercial Code as adopted in Texas, V.T.C.A., Bus. & Comm. Code, Chapter 1, excluding any rule or principle that would refer to and apply the substantive law of another state or jurisdiction. All issues arising from this Agreement shall be resolved in the courts of Williamson County, Texas and the parties agree to submit to the exclusive personal jurisdiction of such courts. The foregoing, however, shall not be construed or interpreted to limit or restrict the right or ability of the City to seek and secure injunctive relief from any competent authority as contemplated herein. 31. INDEMNITY: Vendor shall indemnify, save harmless and defend the City, its officers, agents, servants, and employees from and against any and all suits, actions, legal proceedings, claims, demands, damages, costs, expenses, attomey's fees and any and all other costs or fees incident to the performance of the resulting agreement and arising out of a willful or negligent act or omission of the Vendor, its officers, agents, servants and employees. 32. INDEPENDENT CONTRACTOR: An Agreement with the City shall not be construed as creating an employer/employee relationship, a partnership, or a joint venture. The Vendor's services shall be those of an independent contractor. The Vendor agrees and understands that an Agreement with the City does not grant any rights or privileges established for employees of the City. The Contractor shall not be within protection or coverage of the City's Worker' Compensation insurance, Health Insurance, Liability Insurance or any other insurance that the City from time to time may have in force and effect. 33. INSURANCE: The Vendor shall meet or exceed ALL insurance requirements set forth by the City as identified in http://roundrodctexas.gov/docs/Corr insurance_06.2011.pdf. Any additional insurance requirements of participating or cooperative parties will be included as subsequent Attachments and shall require mandatory compliance. 34. INTERLOCAL COOPERATIVE CONTRACTING (PIGGYBACK): Other govemmental entities may be extended the opportunity to purchase off of the City's Agreements, with the consent and agreement of the awarded vendor(s) and the City. Such consent and agreement shall be conclusively inferred from lack of exception to this clause in a Respondent's submittal. However, all parties indicate their understanding and hereby expressly agree that the City is not an agent of, partner to, or representative of those outside agencies or entities and that the City is not obligated or liable for any action or debts that may arise out of such independently -negotiated "piggyback procurements. 35. INTERPRETATION: An Agreement is intended by the parties as a final, complete and exclusive statement of the terms of their agreement. No course of prior dealing between the parties or course of performance or usage of the trade shall be relevant to supplement or explain any term used in an Agreement. Although an Agreement may have been substantially drafted by one party, it is the intent of the parties that all provisions be construed in a manner to be fair to both parties, reading no provisions more strictly against one party or the other. Whenever a term defined by the Uniform Commercial Code, as enacted by the State of Texas, is used in an Agreement, the UCC definition shall control, unless otherwise defined in an Agreement. PAGE 6 OF 11 SUPERCEDES PREVIOUS, DATED OCTOBER 2010 CITY OF ROUND ROCK PURCHASING DEFINITIONS, STANDARD TERMS AND CONDITIONS REVISED JULY 2011• 36. INVOICING: 36.1. The Vendor shall submit separate invoices in duplicate for each purchase order or Agreement. If partial shipments or deliveries are authorized by the City, a separate invoice shall be sent for each shipment or delivery made. Vendor shall submit invoices as required per the Agreement or purchase order to: City of Round Rock ATTN: Accounts Payable 221 East Main Street Round Rock, TX 78664-5299 36.2. Proper invoices shall include a unique invoice number, the purchase order or agreement reference if applicable, the Department's Name, and the name of the point of contact for the Department. Invoices shall be itemized and transportation charges, if any, shall be listed separately. A copy of the bill of lading and the freight waybill, when applicable, shall be attached to the invoice. The Vendor's name and, if applicable, the tax identification number on the invoice must exactly match the information in the Vendor's registration with the City. Unless otherwise instructed in writing, the City may rely on the remittance address specified on the Vendor's invoice. 36.3. Invoices for labor shall include a copy of all time -sheets with trade labor rate and dearly identified. Invoices shall also include a tabulation of work -hours at the appropriate rates. Time billed for labor shall be limited to hours actually worked at the work site. 36.4. Invoicing for an Agreement containing a phased payment structure shall be submitted and based on the agreed upon schedule of events and deliverables with aA supporting documentation for review and approval by the City. 37.. LABOR: The Vendor shall. provide all labor and. goods necessary to perform the serviceThe Vendor shall employ all personnel for work in accordance with the requirements set forth by the United States Department of Labor. 38. LIABILITY: A Vendor performing services pursuant to an Agreement or purchase order shall be liable for all damages incurred while in performance of such services. Vendor assumes full responsibility for the work to be performed hereunder and hereby releases, relinquishes, and discharges the City, its officers, agents, and employees, from all claims, demands, and causes of action of every kind and character including the cost of defense thereof, for any injury to, including death of, any person whether that person be a third person, supplier, or an employee of either of the parties hereto, and any loss of or damage to property, whether the same be that of either of the parties, caused by or alleged to be caused by, arising out of or in connection with the issuance of the Agreement or order to Vendor, whether or not said claims, demands and causes of action in whole or in part are covered by insurance. The City's insurance requirements apply set forth by the City as identified in httpi/roundrocktexas.gov/docs/cOrr_iflsUraflOe_06.20l 1 .pdf. 39. LIENS: Vendor agrees to and shall indemnify and save harmless the City against any and all liens and encumbrances for all labor, goods and services which may be provided under the resulting agreement. At the City's request the Vendor or subcontractors shall provide a proper release of all liens or satisfactory evidence of freedom from liens shall be delivered to the City. 40. MATERIAL SAFETY DATA SHEETS: Under the "Hazardous Communication Act", commonly known as the 'Texas Right To Know Act", a Vendor shall provide to the City with each delivery, material safety data sheets, which are applicable to hazardous substances, defined in the Act. 41. NO CONTINGENT FEES: The Vendor warrants that they have not employed or retained any company or person other than a bona fide employee working solely for the Vendor to solicit or secure the agreement, and that they have not paid or agreed to pay any company or person other than a bona fide employee working solely for the Vendor any fee, commission, percentage, brokerage fee, gift or other consideration contingent upon or resulting from the award or making of the agreement. For breach or violation of their warranty, the City will have the right to annul the agreement without PAGE 7 OF 11 * SUPERCEDES PREVIOUS, DATED OCTOBER 2010 REVISED JULY 2011 ROW CITY OF ROUND ROCK PURCHASING DEFINITIONS, STANDARD TERMS AND CONDITIONS liability or, in its discretion, to deduct from the agreement, price or consideration, or otherwise recover the full amount of such fee, commission, percentage, brokerage or contingent fee. 42. NO WARRANTY BY CITY AGAINST INFRINGEMENTS: The Vendor represents and warrants to the City that: (i) the Vendor shall provide the City good and indefeasible title to the deliverables and (ii) the deliverables supplied by the Vendor in accordance with the specifications in the Agreement will not infringe, directly or contributory, any patent, trademark, copyright, trade secret, or any other intellectual property right of any kind of any third party; that no claims have been made by any person or entity with respect to the ownership or operation of the deliverables and the Vendor does not know of any valid basis for any such claims. The Vendor shall, at its sole expense, defend, indemnify, and hold the City harmless from and against all liability, damages, and costs (including court costs and reasonable fees of attomeys and other professionals) arising out of or resulting from: (i) any claim that the City's exercise anywhere in the world of the rights associated with the City's' ownership, and if applicable, license rights, and its use of the deliverables infringes the intellectual property rights of any third party; or (ii) the Vendor's breach of any of Vendor's representations or warranties stated in this Agreement. In the event of any such claim, the City shall have the right to monitor such claim or at its option engage its own separate counsel to act as co -counsel on the City's behalf. Further, Vendor agrees that the City's specifications regarding the deliverables shall in no way diminish Vendor's warranties or obligations under this paragraph and the City makes no warranty that the production, development, or delivery of such deliverables will not impact such warranties of Vendor. 43. NON -APPROPRIATION: The resulting Agreement is a commitment of the City's current revenues only. It is understood and agreed the City shall have the right to terminate the Agreement at the end of any City fiscal year if the goveming body of the City does not appropriate funds sufficient to purchase the estimated yearly quantities, as determined by the City's budget for the fiscal year in question. The City may affect such termination by giving Vendor a written notice of termination at the end of its then current fiscal year. 44. OVERCHARGES: Vendor hereby assigns to the purchaser any and all claims for overcharges associated with this agreement which arise under the antitrust laws of the United States, 15 USGA Section 1 et seq., and which arise under the antitrust laws of the State of Texas, Bus. and Com. Code, Section 15.01, et seq. 45. PROMPT PAYMENT POLICY: Payments will be made in accordance with the Texas Prompt Payment Law, Texas Govemment Code, Subtitle F, Chapter 2251. The City will pay Vendor within thirty days after the acceptance of the supplies, materials, equipment, or the day on which the performance of services was completed or the day, on which the City receives a correct invoice for the supplies, materials, equipment or services, whichever is later. The Vendor may charge a late fee (fee shall not be greater than that which is permitted by Texas law) for payments not made in accordance with this prompt payment policy; however, this policy does not apply to payments made by the City in the event: 45.1. There is a bona fide dispute between the City and Vendor conceming the supplies, materials, services or equipment delivered or the services performed that causes the payment to be late; or 45.2. The terms of a federal agreement, grant, regulation, or statute prevent the City from making a timely payment with Federal Funds: or 45.3. The is a bona fide dispute between the Vendor and a subcontractor or between a subcontractor and its suppliers conceming supplies, material, or equipment delivered or the services performed which caused the payment to be late; or 45.4. The invoice is not mailed to the City in strict accordance with instructions, if any, on the purchase order or agreement or other such contractual agreement * SUPERCEDES PREVIOUS, DATED OCTOBER 2010 PAGE 8 OF 11 REVISED JULY 2011' CITY OF ROUND ROCK PURCHASING DEFINITIONS, STANDARD TERMS AND CONDITIONS 46. PLACE AND CONDITION OF WORK: (apply only to a Solicitation to purchase Services to be performed principally at the City's premises or on public rights -of way) The City will provide the Vendor access to the sites where the Vendor is to perform the services as required in order for the Vendor to perform in a timely and efficient manner, in accordance with and subject to the applicable security laws, rules, and regulations. The Vendor acknowledges that it has satisfied itself as to the nature of the City's service requirements and specifications, the location and essential characteristics of the work sites, the quality and quantity of materials, equipment, labor and faclities necessary to perform the services, and any other condition or state of fact which could in any way affect perfonnance of the Vendor's obligations under the agreement. The Vendor hereby releases and holds the City harmless from and against any liability or claim for damages of any kind or nature if the actual site or service conditions differ from expected conditions. 47. PREPARATION OF RESPONSE COSTS: All costs directiy or indirectly related to preparation of a response to this solicitation or any oral presentation required to supplement and/or clarify a proposal which may be required by the City shall be the sole responsibility of the Respondent. 48. RIGHT OF INSPECTION AND REJECTION: The City expressly reserves all rights under law, including, but not limited to the Uniform Commercial Code, to inspect the deliverables at delivery or at a reasonable time subsequent to delivery and to reject defective or non -conforming deliverables. If the City has the right to inspect the Vendor's, or the Vendor's Subcontractor's, facilities, or the deliverables at the Vendor's, or the Vendor's Subcontractor's, premises, the Vendor shall fumish, or cause to be fumished, without additional charge, all reasonable facilities and assistance to the City to facilitate such inspection. 49. RIGHT TO AUDIT: 49.1. The Vendor agrees that the representatives of the Office of the City Auditor or other authorized representatives of the City shall have access to, and the nghts to audit, examine, or reproduce, any and all records of the Vendor related to the performance under this Agreement. The Vendor shall retain all such records for a period of three (3) years after final payment on this Agreement or until all audit and litigation matters that the City has brought to the attention of the Vendor are resolved, whichever is longer. The Vendor agrees to refund to the City any overpayments disclosed by any such audit. 49.2. The Vendor shall include section 49.1 above in all subcontractor agreements entered into in connection with this Agreement. 50. SERVICE: Vendor shall have service and maintenance available to the City and shall be able to respond to a request for service as speed. 50.1.. Consistent failure by the vendor to respond to service calls within the allowed response time may place the vendor in default and subject to cancellation of the purchase order and, or agreement. Consistent failure is defined as not responding within the allowed response time at any or all locations on two (2) out of three (3) consecutive occurrences. 50.2. Service technicians shall be fully qualified to work on the listed equipment and employed by the vendor on the effective date of the agreement. Vendor shall be able to verify that service personnel have had training with a minimum of one year of "hands on" experience working on the listed equipment. 51. SHIPMENT UNDER RESERVATION PROHIBITED: The Vendor is not authorized to ship the deliverables under reservation and no tender of a bill of lading will operate as a tender of deliverables. 52. STOP WORK NOTICE: The City may issue an immediate Stop Work Notice in the event the Vendor is observed performing in a manner that is in violation of Federal, State, or local guidelines, or in a manner that is determined by the City to be unsafe to either life or property. Upon notification, the Vendor shall cease all work until notified by the City that the violation or unsafe condition has been corrected. The Vendor shall be liable for all costs incurred by the City as a result of the issuance of such Stop Work Notice. PAGE 9 OF 11 SUPERCEDES PREVIOUS, DATED OCTOBER 2010 REVISED JULY 2011* CITY OF ROUND ROCK PURCHASING DEFINITIONS, STANDARD TERMS AND CONDITIONS 53. SUBCONTRACTORS: The Vendor shall be fully responsible to the City for all acts and omissions of the Subcontractors just as the Vendor is responsible for the Vendor's own acts and omissions. The Vendor shall: 53.1. require that all deliverables to be provided by the Subcontractor be provided in strict accordance with the provisions, specifications and terms of the Agreement; 53.2. require that all Subcontractors obtain and maintain, throughout the term of their agreement, primary insurance in the type and amounts specified for the Vendor, with the City being named as an additional insured; and 53.3. require that the Subcontractor indemnify and hold the City harmless to the same extent as the Contractor is required to indemnify the City. 54. SURVIVABILITY OF OBLIGATIONS: All provisions of the Agreement that impose continuing obligations on the parties, including but not limited to the warranty, indemnity, and confidentiality obligations of the parties, shall survive the expiration or termination of the Agreement. 55. TAX EXEMPTION: The City of Round Rock is exempt from all federal excise, state and local taxes unless otherwise stated in this document. The City claims exemption from all sales and/or use taxes under Texas Tax Code §151.309, as amended. Texas Limited Sales Tax Exemption Certificates will be fumished upon request. Vendors shall not charge for said taxes. If billed, City will not remit payment until invoice is corrected. 56. TERMINATION FOR CAUSE: In the event of a default by the Vendor, the City shall have the right to terminate the Agreement for cause, by written notice effective ten (10) calendar days, unless otherwise specified, after the date of such notice, unless the Vendor, within such ten (10) day period, cures such default, or provides evidence sufficient to prove to the City's reasonable satisfaction that such default does not, in fact, exist. In addition to any other remedy available under law or in equity, the City shall be entitled to recover all actual .damages; costs; losses and expenses, incurred by the City as a result of the Vendor's default, including, without limitation, solicitation cost, reasonable attomeys' fees, court costs, and prejudgment and post judgment interest at the maximum lawful rate. Additionally, in the event of a default by the Vendor, the City may remove the Vendor from the City's vendor list for three (3) years and any Offer submitted by the Vendor may be disquafrfied for up to three (3) years. All rights and remedies under the Agreement are cumulative and are not exclusive of any other right or remedy provided by law. 57. TERMINATION WITHOUT CAUSE: The City shall have the right to terminate the Agreement, in whole or in part, without cause any time upon thirty (30) calendar days' prior written notice. Upon receipt of a notice of termination, the Vendor shall promptly cease all further work pursuant to the Agreement, with such exceptions, if any, specified in the notice of termination. The City shall pay the Vendor, to the extent of funds Appropriated or otherwise legally available for such purposes, for all goods delivered and services performed and obligations incurred prior to the date of termination in accordance with the terms. 58. TITLE & RISK OF LOSS: Title to and risk of loss of the deliverables shall pass to the City only when the City actually receives and accepts the deliverables (no delivery no sale). 59. VENDOR'S OBLIGATIONS: The Vendor shall fully and timely provide all deliverables described in the Solicitation or Purchase Order and in the Vendor's response in strict accordance with the terms, covenants, and conditions of the Agreement and all applicable Federal, State, and local laws, rules, and regulations. 60. VENUE: Both the City and the Vendor agree that venue for any litigation arising from a resulting agreement shall lie in Williamson County. PAGE 10 of 11 * SUPERCEDES PREVIOUS, DATED OCTOBER 2010 REVISED JULY 2011* CITY OF ROUND ROCK PURCHASING DEFINITIONS, STANDARD TERMS AND CONDITIONS 61. WARRANTY -PRICE: The agreement price shall be firm for the duration of the agreement or extension periods. No separate line item charges shall be permitted for either response or invoice purposes, which shall include equipment rental, demurrage, fuel surcharges, delivery charges, and cost associated with obtaining permits or any other extraneous charges. Vendor further certifies that the prices in the Offer have been arrived at independently without consultation, communication, or agreement for the purpose of restricting competition, as to any matter relating to such fees with any other firm or with any competitor. 62. WARRANTY: The goods specified shall be warranted against defects in material and workmanship for a period of not Iess than twelve (1 2) months beginning with the date of acceptance. If the manufacturer's standard warranty exceeds twelve (12) months, then the manufacturer's standard warranty shall be in effect. The successful bidder shall fumish a copy of the manufacturer's warranty at time of delivery. 63. WORKFORCE: (apply only to a Solicltation to purchase Services to be performed principally at the City's premises or on public rights-of-way) 63.1. The Vendor shall employ only orderly and competent workers, skilled in the performance of the services which they shall perform under the Agreement. 63.2. The Vendor, its employees, subcontractors, and subcontractor's employees while engaged in participating in an Agreement or Purchase Order or while in the course and scrape of delivering goods or services under a City agreement may not: 63.2.1. use or possess a firearm, including a concealed handgun that is licensed under state law, except as required by the terms of the agreement; or 63.2.2. use or possess alcoholic or other intoxicating beverages, illegal drugs or controlled substances, nor may such workers be intoxicated, or under the influence of alcohol or controlled. substances, on the job.. . 63.3. If the City or the City's representative notifies the Vendor that any worker proves to be disorderly, disobedient or incompetent, has knowingly or repeatedly violated safety regulations, has possessed any firearms, or has possessed or was under the influence of alcohol or controlled substances on the job, the Vendor shall immediately remove such worker from Agreement services, and may not employ such worker again on Agreement services without the City's .prior written consent. PAGE 11 OF 11 SUPERCEDES PREVIOUS, DATED OCTOBER 2010 ROUNDROcK TD A5 ww�ow..owwIx DATED: JULY 2011 CITY OF ROUND ROCK INSURANCE REQUIREMENTS 1. INSURANCE: The Vendor shall procure and maintain at its sole cost and expense for the duration of the agreement or purchase order resulting from a response to the Solicitation/Soecification, insurance against claims for iniuries to persons or damages to property which may arise from or in connection with the performance of the work as a result of the solicitation by the successful respondent, its agents, representatives, volunteers, emolovees or subcontractors. 1.1. Certificates of Insurance and endorsements shall be fumished to the City and approved by the City before work commences. 1.2. The following standard insurance policies shall be required: 1.2.1. General Liability Policy 1.2.2. Automobile Liability Policy 1.2.3. Worker's Compensation Policy 1.3. The following general requirements are applicable to all policies: 1.3.1. Only insurance companies licensed and admitted to do business in the State of Texas shall be accepted. 1.3.2. Deductibles shall be listed on the Certificate of Insurance and are acceptable only on a per occurrence basis for property damage only. 1.3.3. Claims made policies shall not be accepted, except for Professional Liability Insurance. 1.3.4. Upon request, certified copies of all insurance policies shall be furnished to the City. 1.3.5. Policies shall include, but not be limited to, the following minimum limits: 1.3.5.1. Minimum Bodily Injury Limits of $300,000.00 per occurrence. 1.3.5.2. Property Damage Insurance with minimum limits of $50,000.00 for each occurrence. 1.3.5.3. Automobile Liability Insurance for all owned, non -owned, and hired vehicles with minimum limits for Bodily Injury of $100,000.00 each person, and $300,000.00 for each occurrence, and Property Damage Minimum limits of $50,000.00 for each occurrence. 1.3.5.4. Statutory Worker's Compensation Insurance and minimum $100,000.00 Employers Liability Insurance. 1.3.6. Coverage shall be maintained for two years minimum after the termination of the Agreement. 1.4. The City shall be entitled, upon request, and without expense to receive copies of insurance policies and all endorsements thereto and may make reasonable request for deletion, revision, or modification of particular policy terms, conditions, limitations, or exclusions (except where policy provisions are established by law or regulation binding either of the parties hereto or the underwriter of any of such policies). Upon such request by the City, the Vendor shall exercise reasonable efforts to accomplish such changes in policy coverage and shall pay the cost thereof. All insurance and bonds shall meet the requirements of the solicitation specification and the insuranceendorsements stated below. Page 1 of 4 DATED: JULY 2011 ROIRVDROOCTEXAS r�n�nosremti 1.5. Vendor agrees that with respect to the required insurance, alt insurance contracts and certificate(s) of insurance will contain and state, in writing, on the certtficate or its attachment, the following provisions: 1.5.1. Provide for an additional insurance endorsement clause declaring the Vendor's insurance as primary. 1.5.2. Name the City and its officers, employees, and eiected officials as additional insureds, (as the interest of each insured may appear) as to ail applicabte coverage. 1.5.3. Provide thirty days' notice to the City of cancellation, non -renewal, or material changes. 1.5.4. Remove all language on the certificate of insurance indicating: 1.5.4.1. That the insurance company or agent/broker shall endeavor to notify the City; and, 1.5.4.2. Failure to do so shall impose no obiigation of liability of any kind upon the company, its agents, or representatives. 1.5.5. Provide for notice to the City at the addresses listed below by registered mail: 1.5.6. Vendor agrees to waive subrogation against the City, its officers, employees, and elected officials for injuries, including death, property damage, or any other loss to the extent same may be covered by the proceeds of insurance. 1.5.7. Provide that all provisions of the agreement conceming liability, duty, and standard of care together with the indemnification provision, shall be underwritten by contractual liability coverage sufficient to include such obligations within applicable policies. 1.5.8. All copies of the Certificate of Insurance shall reference the project name, solicltation number or purchase order number for which the insurance is being supplied. 1.5.9. Vendor shall notify the City in the event of any change in coverage and shali give such notices not less than thirty days prior notice to the change, which notice shall be accomplished by a replacement Certificate of Insurance. 1.5.10. All notices shall be mailed to the City at the following addresses: Assistant City Manager City of Round Rock 221 East Main Round Rock, TX 786645299 2. WORKERS COMPENSATION INSURANCE City Attomey City of Round Rock 309 East Main Round Rock, TX 78664 2.1. Texas Labor Code, Section 406.098 requires workers' compensation insurance coverage for all persons providing services on building or construction projects for a govemmental entlty. 2.1.1. Certificate of coverage ('certificate") - A copy of a certificate of insurance, a certificate of authority to self -Insure issued by the Texas Workers' Compensation Commission, or a coverage agreement (TWCC-81, 1WCC-82, 1WCC-83, or TWCC-84), showing statutory workers' compensation insurance coverage for the person's or entity's employees providing services on a project, for the duration of the project. 2.1.2. Duration of the project - includes the time from the beginning of the work on the project until the CONTRACTOR'S/person's work on the project has been completed and accepted by the OWNER. 2.2. Persons providing services on the project ("subcontractor') in Section 406.096 — includes all persons or entities performing all or part of the services the CONTRACTOR has undertaken to perform on the project, regardless of whether that person contracted directly with the CONTRACTOR and regardless of whether that person has employees. This includes, without limitation, independent contractors, subcontractors, leasing companies, motor carriers, owner - Page 2 of 4 110UND RDQ41FxAs wvog n�ai nionanti DATED; JULY 2011 operators, employees of any such entity, or emptoyees of any entity, which fumishes persons to provide services on the project. Services" indude, without limitation, providing, hauling, or delivering equipment or materials, or providing labor, transportation, or other service related to a project. "Services does not indude activities unrelated to the project, such as food/beverage vendors, office supply deliveries, and delivery of portable toilets. 2.3. The CONTRACTOR shall provide coverage, based on proper reporting of classification codes and payroll amounts and filing of any coverage agreements, that meets the statutory requirements of Texas Labor Code, Section 401.011(44) for all employees of the CONTRACTOR providing services on the project, for the duration of the project. 2.4. The CONTRACTOR must provide a certificate of coverage to the OWNER prior to being awarded the agreement. 2.5. If the coverage period shown on the CONTRACTOR'S current certificate of coverage ends during the duration of the project, the CONTRACTOR shall, prior to the end of the coverage period, file a new certificate of coverage with the OWNER showing that coverage has been extended. 2.6. The CONTRACTOR shall obtain from each person providing services on a project, and provide to the OWNER: 2.6.1. a certificate of coverage, prior to that person beginning work on the project, so the OWNER will have on file certificates of coverage showing coverage for all persons providing services on the project; and 2.6.2. no later than seven (7) calendar days after receipt by the CONTRACTOR, a new certificate of coverage showing extension of coverage, if the coverage period shown on the current certificate of coverage ends during the duration of the project. 2.7. The CONTRACTOR shall retain all required certificates of coverage for the duration of the project and for one (1) year thereafter. 2.8. The CONTRACTOR shall notify the OWNER in writing by certified mail or personal delivery, within ten (10) calendar days after the CONTRACTOR knew or should have known, or any change that materially affects the provision of coverage of any person providing services on the project. 2.9. The CONTRACTOR shall post on each project site a notice, in the text, form and manner prescribed by the Texas Workers' Compensation Commission, informing all persons providing services on the project that they are required to be covered, and stating how a person may verify coverage and report lads of coverage. 2.10. The CONTRACTOR shall contractually require each person with whom it contracts to provide services on a project, to: 2.10.1. provide coverage, based on proper reporting of dassification codes and payroll amounts and filing of any coverage agreements, that meets the statutory requirements of Texas Labor Code, Section 401.011(44) for all its employees providing services on the project, for the duration of the project; 2.10.2. provide to the CONTRACTOR, prior to that person beginning work on the project, a certificate of coverage showing that coverage is being provided for all employees of the person providing services on a project, for the duration of the project; 2.10.3. provide the CONTRACTOR, prior to the end of the coverage period, a new certificate of coverage showing extension of coverage, if the coverage period shown on the current certificate of coverage ends during the duration of the project; Page 3 of 4 ICDUNDROaCTF7fA5 iavua n�ox �.m►umrz DATED: JULY 2011 2.10.3.1. obtain from each other person with whom it contracts, and provide to the CONTRACTOR: 2.10.3.1.1. a certificate of coverage, prior to the other person beginning work on the project; and 2.10.3.1.2. a new certificate of coverage showing extension of coverage, prior to the end of the coverage period, if the coverage period shown on the current certificate of coverage ends during the duration of the project 2.10.3.2. retain all required certificates of coverage on file for the duration of the project and for one (1) year thereafter; 2.10.3.3. notify the OWNER in writing by certified mail or personal delivery, within ten (10) calendar days after the person knew or should have known, of any change that materially affects the provision of coverage of any person providing services on the project; and 2.10.3.4. contractually require each person with whom it contracts, to perform as required by paragraphs (2.1 thru 2.7), with the certificates of coverage to be provided to the person for whom they are providing services. 2.10.3.5. By signing the solicitation associated with the specification, or providing, or causing to be provided a certificate of coverage, the Contractor is representing to the Owner that all employees of the Contractor who will provide services on the project will be covered by workers' compensation coverage for the duration of the project, that the coverage will be based on proper reporting of classification codes and payroll amounts, and that all coverage agreements will be filed with the appropriate insurance carrier or, in the case of a self-insured, with the Commission's Division of Self -Insurance Regulation. Providing false or misleading information may subject the Contractor to administrative penalties, criminal penalties, civil penalties, or other civil actions. 2.10.3.6. The Contractor's failure to comply with any of these provisions is a breach of contract by the Contractor that entitles the Owner to declare the agreement void if the Contractor does not remedy the breach within ten (10) calendar days after receipt of notice of breach from the owner. Page 4 of 4 D SOLICITATION NO. 12-006 TURNKEY SERVICES OF AUDIO/VIDEO EQUIPMENT FOR Please note the questions and answers to the solicitation referenced above are for clarification purposes. 1. Would you mind providing clarification on the rotating podium? Will the podium be fastened to the floor, or free-standing? If it's fastened to the floor, I'm curious as to how it is planned to function. Twisting AIV cables is not great for their long-term durability, and I'd appreciate any extra information you can give. Only the top portion of the Podium will rotate. 2. What is the total number of inputs required? (Example: Computers, Laptop, Doc Cams, DVD, ETC) There are 4 HD/SDI video inputs from provided cameras. The presentation computer has a video output as does the document camera. All video outputs should route as per the specifications. 3. What is the total number of monitors required? (Outputs from the system)? There are 9 monitors required in the DAIS. 4. Is there a list of OFE? The list is provided under PART III, Paragraph 5 on page 7 of the specifications. 5. Who is responsible for Electrical, Data, Conduit, and Millwork? The general contractor is responsible for these items. 6. Is the RF Cancelation strictly for cell phones? Primarily it is for cellular phones, but should block other potential interference. 7. Please indicate the touch panel size? (Example: Control system User interface comes in 6", 8", 10", ETC)? That is for the respondent to calculate dependent upon their design. 8. Will the CCTV integration consist of audio and video? Yes. 9. What sizes of monitors are needed? That is for the respondent to calculate dependent upon their design. 10. Any projectors? That is for the respondent to calculate dependent upon their design. 11. When will the room be available for installation? (Example: Project completion date)? Project completion date is currently 05/07/2012 for the entire City Hall remodel. The Council Chambers completion date will need to be prior to this completion date and will require coordination between the awarded respondent and the GC. Page 1 of 6 ROUND.ROCIC TEXAS �avo�.�saoM..wo�xurc SOLICITATION NO. 12-006 TURNKEY SERVICES OF AUDIO/VIDEO EQUIPMENT FOR 12. On the wiring pathways, are there drawings? (Example: Is conduit provided, if what size and where)? There is a cable tray from the rear of the chamber to the room immediately behind the dais. The only other conduits will be in the floor to the podium. All other conduits will be provided by the respondent. Lighting electrical conduit will be located at junction boxes located in the exposed ceiling. Conduit and switching will be provided by the GC. 13. What programming functionality is needed? That is for the respondent to calculate dependent upon their design. 14. Will the ductwork show? Yes. 15. Is the City keeping the existing equipment desk? Yes. 16. Where is the equipment rack location? There is a rack located at the live meeting production area but other rack locations are for the respondent to calculate dependent upon their design. 17. How many audio feeds are required for the press box? There are least 4 feeds required. 18. What are the types of video feeds required at the press box? HD/SDI, HDMI, Component and Composite are suggested video feed types. 19. Is the City opposed to a projection screen? No, not if appropriate based on the respondent's design. 20. Should the vendor also provide a video conferencing option? It's not required although the respondent may option this in their design. 21. Where is the chair seat? The middle seat at the dais. 22. Can the respondents get a digital copy of the integrated lighting spec and elevation (CAD Drawing)? Yes. The respondents should send an email to: nrandall@round-rock.tx.us, bbecker@round- rock.tx.us and howardb@round-rock.tx.us to request permission for release of drawings electronically. Please include full name, company name, and email address. 23. What is the City's preferred control system? We do not have a preference. That is for the respondent to calculate dependent upon their design. 24. What is the budget range for this solicitation? It is the City's practice to not disclose this information. Page 2 of 6 D SOLICITATION NO 12-006 TURNKEY SERVICES OF AUDIOIVIDEO EQUIPMENT FOR 25. Will there be dedicated parking for the crew? No, but there is ample parking on Bagdad Avenue as well as the adjacent parking structure. 26. Who was the previous installer? This is a complete new system design with no previous install. 27. How can vendors visit the temporary Council Chambers held at the City's Library? Respondents that attended the pre -solicitation meeting should contact the Purchaser listed on PART I, Paragraph 5 of the specifications to schedule an appointment to gain entrance to the location. 28. DAIS — Will the City please provide council seating area dimensions and size of monitors required? Attached is a dimensioned layout for the seating. The size and number of monitors is up to the bidder to provide an excellent viewing space for all. 29. All mic — visual cue: I would assume a little red LED on each mic will be sufficient or does the City have something else in mind such as an indicator on the monitors? That is for the respondent to calculate dependent upon their design. 30. PODIUM — Countdown timer: is this notification to be shown on the monitors as well? Timers should, at a minimum, be located at the Chair seat, Clerk's seat, and podium. The respondent should calculate this dependent upon their design. 31. PODIUM — Document Camera: a remote control is requested: most units come with a handheld remote, will this be sufficient? No. 32. PODIUM — Conduit: Are there floor cores from the podium area to the equipment rack area? No. All floor boxes have conduit provided by the GC. Conduits are extended to the nearest wall. It will be up to the Respondent to extend to equipment rack area. 33. PODIUM — Conduit: Is the contractor to give cable trays in ceiling? Yes. Cable tray is to be provided by the GC. It starts at the rear control area in the council chambers and extends along the north wall to the area immediately behind the dais. 34. PRESS AREA — AudiolVideo connections: How many are needed? Refer to question number 17. 35. PRESS AREA — Type of Video: Composite or SDI? Refer to question number 18. 36. CHAMBER MICROPHONE: ceiling mounted microphones on each side of podium: Are these for backup or for floor walking presenters? It will be used primarily for floor presentation. Page 3 of 6 ROUND ROCK TfXAS nMvosE�xaaowocvn� SOLICITATION NO. 12-006 TURNKEY SERVICES OF AUDIO/VIDEO EQUIPMENT FOR 37. CHAMBER MICROPHONE: ceiling mounted microphones over audience area: are hanging microphones acceptable? Yes. 38. CHAMBER MICROPHONE: Control from the Live Meeting Production Area — does the Production Technician prefer a standard console or a more advanced Digital Signal Processor system control via touch panel? That is for the respondent to calculate dependent upon their design. 39. CHAMBER: What is the ceiling structure? The ceiling in the council chambers is exposed. No ceiling grid or layin will be in the project. All supports, conduits, etc. shall be installed in a clean layout as approved by the Architect. All supports, cabling, etc. will be painted by the GC. 40. CHAMBER: What is above the ceiling structure and is there access if it is a hard ceiling? Ceiling structure has been exposed and will remain exposed in the final finish -out. 41. Per 4.8 Lighting Integration: The information in the provided document is a bit vague in specifying the role of the AV systems contractor as it relates to lighting. What equipment is to be provided by the AV contractor? Respondent shall provide control of fixtures and necessary equipment to do such and will be further discussed during the evaluation and negotiation process. 42. Per 4.8 Lighting Integration: Does a dimming panel schedule and/ or specification exist? Dimmer controls are to be provided by the GC. Panel to be located in Video Editing Room A102 with a remote panel located in the council chambers. The respondents should send an email to: nrandall a(�round-rock.tx.us, bbecker@round-rock.tx.us and howardb@axound-rock.tx.us to request permission for release of drawings electronically. Please include full name, company name, and email address. 43. Per 4.8 Lighting Integration: Is the intent for the AV contractor to provide a specification? It is the intent that the Respondents provide lighting that will enable the space to perform as a TV Studio since the meetings will be televised. 44. Per 4.8 Lighting Integration: Is the dimming panel referenced on Sheets E201A, E301A existing equipment? Dimmer Panels will be provided and installed by the GC. 45. On Sheet E201A, Keyed note 3: Is the reference "low voltage switch" for lighting control or? Is this existing equipment? Low voltage switch will be provided and installed by the GC. 46. On Sheet E301A, Keyed note 30: Is the referenced touch panel provided by the AV systems contractor or? Is it existing? Touch Panel will be provided and installed by the GC. Page 4 of 6 SOLICITATION NO. 12-006 TU1 NIEY SERVICES OF AUDIO/VIDEO EQUIPMENT FOR 47. Per 4.12: Will the system operator have the ability to override the "Chair's mute all" override? Who has ultimate priority? Both areas shall have override capability. 48. Per 4.1.3: How much room will be available for the recessed monitors? Reference attached millwork section for space for recessed monitors. 49. Per 4.2.1.3: Does this mean that the microphone is controllable or the microphone status "visual cue" is controllable? Or both? Both. 50. Per 4.2.5: Will this monitor be mounted on a lectern? If so; will the monitor double as a confidence monitor? The monitor will be either mounted onto the podium or recessed into the podium. Potentially. 51. Per 4.4.1: What will the responsibilities of the ceiling mounted microphones (on either side of the podium) be? Sound reinforcement or audio capture for streaming/recording/press? Presentations and proclamations will be read from that area. 52. Per 4.5.4: To address this request, we would need additional information. Does the architect have all information on furniture placement as well as a projected "Noise Criterion (or NC)" for the finished room? Furniture placement is as per the drawings. NC will be determined by the Respondent. 53. Per 4.8.2: Will the City please provide all MEP documentation with Electrical "load schedule" and "Fixture types" in ANSI/ASME D or E size? The respondents should send an email to: nrandall@round-rock.tx.us, bbecker@round-rock.tx.us and howardb@round-rock.tx.us to request permission for release of drawings electronically. Please include full name, company name, and email address. 54. What is the model of the VDESK? Model Number is: VDESK HD -4A. 55. Are there 2 tuners: 1 off air and 1 cable feed? Yes there are both. Page 5 of 6 UND ROcx.TEXAS SOLICITATION NO. 12-006 TURNKEY SERVICES OF AUDIO/VIDEO EQUIPMENT FOR Figure 1 - City Council Floor Plan - - (L) 1 cnYCouNcLcHAMBRs 1 w. - Figure 2- Section Through Dais Millwork wpu�w,&q& Page 6 of 6 0 (;