CM-12-03-047°V" 2.-03-"1"RECEIVED
MAR 087112
City Manager Approval Form
Item Caption: Upgrade Video monitors in Council Chamber Audience Area
Approval Date: March 9, 2012
Department Name: Administration Department
Project Manager:
Larry Madsen/Brooks Bennett
Assigned Attorney:
Item Summary:
Vendor: Ford Audio -Video
Upgrades the screen size of the four monitors in the audience section in the Council Chamber from 52" to 70" to allow for a
better viewing experience.
Adds microphones (4) and monitors (2) in the staff seating areas flanking the dais for use by the City Clerk.
Also includes installation costs to make these changes.
This change order will be paid out of the PEG.
No. of Originals Submitted: 2
Project Name: City Hall Council Chambers
Cost: $12,600. Source of funds (not listed below) -PEG funds
Source of Funds: Select Source Fund
Source of Funds (if applicable): Select Source Fund
Account Number: 6126-620-12000
Finance Director Approval:
Cheryl Delaney Date: 3/7/12
Department Director Approval: Date:
**Electronic signature by the Director is acceptable. Please only submit ONE opproval form per item. **
CIP EJ n Budget n ❑ Purchasing n ❑� Accounting n n
N/A OK N/A OK A N/A OK N/A OK
ITEMS WILL NOT BE PLACED ON THE COUNCIL OR CM AGENDA W/OUT PRIOR FINANCE AND/OR LEGAL APPROVAL
REV. 6/20/11
SUPPLEMENTAL AGREEMENT NO. 1 TO
"CITY OF ROUND ROCK AGREEMENT FOR PURCHASE OF
INTEGRATED AUDIO VIDEO RECORDING SYSTEM FROM
FORD AUDIO -VIDEO SYSTEMS, INC."
CITY OF ROUND ROCK
STATE OF TEXAS
COUNTY OF WILLIAMSON
COUNTY OF TRAVIS
KNOW ALL BY THESE PRESENTS:
FIRM: Ford Audio -Video Systems, Inc.
ADDRESS: 1340 Airport Conunerce Drive, Suite 470, Austin, Texas 78741
This Supplemental Agreement No. 1 to "City of Round Rock Agreement for Purchase of
Integrated Audio Video Recording System from Ford Audio -Video Systems, Inc." is made by
and between the City of Round Rock, Texas (hereinafter referred to as the "City"), and Ford
Audio -Video Systems, Inc. (hereinafter referred to as "Ford").
WHEREAS, the City and Ford executed the referenced Agreement (hereinafter referred
to as the "Agreement") on the 1st day of the month of December, 2011 for provision of 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
WHEREAS, it has now become necessary to execute Supplemental Agreement No. 1 to
add new duties and/or deliverables to the Scope of Work, and to add new fees relating thereto:
NOW, THEREFORE, premises considered, the City and Ford agree that said
Agreement is amended as follows:
I.
Ford shall be responsible for the following, all of which add duties and/or
deliverables to the Scope of Work, and fees therefor:
(1) Add four (4) microphones and two (2) display screens to council chamber seating for
employees, each side of council dais, all in accordance with Exhibit "A" attached
hereto and incorporated herein by reference for all purposes, at a total cost of
$3,954.95 excluding labor and freight charges;
(2) Change four (4) LCD TV display screens from 52 inch to 70 inch screens, all in
accordance with Exhibit "A" attached hereto and incorporated herein by reference for
all purposes, at a total cost of $6,888.12 excluding labor and freight charges;
(3) Add installation labor charges in the total amount of $1,761.03 applicable to the
equipment delineated in Section I, Subsections (1) and (2) above; and
243009/jkg/revised 2/6/12
(4) Add freight charges in the total amount of $55.90 applicable to the equipment
delineated in Section I, subsections (1) and (2) above.
TOTAL: $12,660.00
II.
The original Agreement shall be amended as follows:
Section 3.01 entitled Contract Amount shall be amended to include the referenced
additional duties and/or deliverables, and the fee therefor shall be increased by $12,660.00.
Section 4.01 entitled Costs shall be amended to reflect the addition of the delineated
$12,660.00 to the previous contract total of $96,200.00 for a Total System Acquisition cost in the
amount of $108,860.00.
The parties expressly acknowledge and agree that this Supplemental Agreement No. 1.
conforms to the following requirements under Section 4.01 of the original Agreement:
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 infonn City in writing and shall
not proceed to furnish or install any recommended goods unless and until City authorizes same
in writing.
IN WITNESS WHEREOF, the City and Ford have executed this Supplemental
Agreement No. 1 in duplicate originals.
CITY OF ROUND ROCK, TEXAS
By:
Printed Name:
Title:
Date Signed:
FOR CITY, ATTEST:
By:
Sara L. White, City Clerk
2
FORD AUDIO- ,% 4 O SYSTEMS, INC.
By:
Print
24 -Bowes
Title: Cpl it
Date Signed: ftbruary 2 -00 -
FOR CITY PPROVED AS TO FORM:
By:
.•.
Step i.i L. Sheets, City Attorn
1