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Service Solicited - 2024 - AVI Systems - Council Chambers Technology UpgradeCity of Eagle Council Chambers Technology Upgrade Solution Proposal # 1231565 V3 4/5/2024 Prepared for: Devonte Goodman City of Eagle 660 E Civic Ln Eagle, ID 83616 Prepared By: Greg Nettles Executive Account Manager 12586 W. Bridger St. I STE100 Boise, ID 83713 dred.nettles©avisystems.com 4/5/2024 Page 1 of 11 1231565 V3 Devonte Goodman City of Eagle 660 E Civic Ln Eagle, ID 83616 RE: Council Chambers Hello Devonte, AVI Systems is pleased to submit the following budgetary proposal to provide a video solution for your office. We thank you for the opportunity to provide our recommendations for your important meeting spaces. AVI Systems specializes in design/build audio-visual sales and system integration worldwide. We partner with our customers for the common goal of on -time and on -budget projects, both large and small. Our staff provides audio-visual system design, consultation, installation, control system programming, and post - installation service support. PROVEN PROCESS AVI Systems brings over 48 years of business to the Audio -Visual space, providing services in over 27 regions in North America and in 150 cities globally. We stand behind our company's services, quality solutions, and customer orientation, and have pledged to uphold a strict code of ethics and workmanship practices which we integrate into our daily routine. In this highly technical and complex arena, hiring knowledgeable AV professionals fosters a productive, efficient, and effective project experience, mitigating problems and budget overruns. AVI Systems offers assurance of our staff's expertise and provides customers confidence that their job will be undertaken and completed in the most professional way possible. Regards, Greg Nettles Executive Account Manager 12586 W. Bridger St. I STE100 Boise, ID 83713 greq.nettles©avisystems.com 4/5/2024 Page 2 of 11 1231565 V3 SERVICES TO BE PROVIDED INTEGRATION SERVICES INTEGRATION SCOPE OF WORK A. SUMMARY: The City of Eagle has two rooms where audio visual equipment upgrades are needed. The existing Council Chambers space currently has a fully equipped audio-visual system that needs updated displays, replacement cameras, additional microphone coverage and the necessary infrastructure changes to support the new equipment. B. SYSTEM DESCRIPTION: Council Chambers • Functionality Description: The functionality of the existing Council Chambers space will remain the same, but with eight additional boundary microphones to increase the flexibility of microphone coverage in the room. The new microphones will be provided as a microphone mix to the Granicus streaming system. These boundary microphones will not be used for in -room voice -lift. The camera replacements and display replacements will not provide functionality differences, rather they will provide an upgrade to aging and failing equipment. • Displays: o Remove two existing Sharp LC-80LE661 U displays at the front of the room, behind the dais. o Install two new Newline 86" displays on the same wall utilizing the existing ChiefXTM1U mounts. o Remove two existing Sharp LC-70LE661U displays on either side of the room. o Install two new Newline 75" displays on either side of the room utilizing the existing Chief TS525TU mounts. o At each display location, the existing Crestron DM-RMC-4KZ-SCALER-C will remain in place and connect to the new Newline displays. o Replace the current desktop monitors with eleven new Planar Digital 22" monitors. • Source Devices: o No change to the existing sources in the room. • Audio: o The existing audio system will remain in place. o The existing Tesira Server-IO has five (5) SEC-4 cards, three (3) SOC-4 cards, one (1) STC-2 card, and one (1) DSP-2 card. This existing Tesira Server-IO will be temporarily uninstalled for two (2) new SEC-4 CK cards, one (1) DAN-1 CK card and one (1) DSP-2 CK card to be installed. These new cards will support the 8 new microphones being added to the system. o A single 8-channel wireless microphone receiver, 8-channel wireless microphone charging station and eight (8) wireless boundary microphones will be added to the existing system. These microphones will provide increased flexibility for microphone coverage in the room. These boundary microphones will not be used for in -room voice -lift. • Streaming: o The existing Granicus streamer will be removed from the equipment rack. o A new owner furnished Granicus streamer will be installed in place of the old Granicus unit, and wired back into the system exactly as the current Granicus is wired in. o The two existing Vaddio RoboShot 12E QCCU systems will be uninstalled. One camera is ceiling mounted behind the dais on the southeast side of the room and the other camera is wall mounted on the north wall. o Two new Vaddio 30x PTZ cameras will be installed as a replacement to the existing system. One Vaddio PTZ camera will be installed in the ceiling behind the dais on the southeast side of the room. The second Vaddio PTZ camera will be wall mounted on the west wall. This will be a new camera location requiring new cable pulls. The old camera location will have the previous plate blanked off. • Switching: o The existing Crestron DM-MD8x8 system will remain in place and function as is. • Network: o The existing Ubiquiti ES-24-250W switch will be removed and replaced with a new 48-port POE switch. The current network switch is fully populated, and a larger network switch is required to add the additional microphone hardware. • Controls: o The existing Crestron Pro 3 will remain in the system and function as is. The existing control system will be updated to provide the control signals necessary to add microphone controls to the touch panel interface for the new boundary microphones. o The existing touch panel interface will be updated to provide microphone controls for the new boundary microphones. o No other changes will be made to the Crestron control system or Crestron touch interface. 4/5/2024 Page 3 of 11 1231565 V3 • Equipment Location: o The new Biamp DSP cards will be installed inside of the existing Biamp Tesira Server-IO located in the existing Middle Atlantic wall mounted rack in the Council Chambers space. o One new camera will be located in the ceiling behind the dais in the southeast corner of the room. o One new camera will be located on the west wall. C. EXCLUSIONS: The following work is not included in our Scope of Work: • All conduits, high voltage, wiring panels, breakers, relays, boxes, receptacles, etc. • Concrete saw cutting and/or core drilling • Firewall, ceiling, roof, and floor penetration • Necessary gypsum board replacement and/or repair • Necessary ceiling tile or T-bar modifications, replacements, and/or repair • Structural support of equipment *AVI Systems is not responsible for building -related vibrations • Installation of the ceiling -mounted projection screen • All millwork (moldings, trim, cutouts, etc.) • Patching and Painting • Permits (unless specifically provided for and identified within the contract) • Unless otherwise stated, the pricing in this agreement does not include prevailing wage or union labor • Unless specifically noted, lifts and scaffolding are not included D. CONSTRUCTION CONSIDERATIONS: In order to accomplish the outlined goals of this project, the Customer will be responsible for contracting with an outside entity to make the necessary modifications to the space as directed by AVI Systems. The costs associated with these modifications are not included in this proposal. E. NOTICE: THIS SCOPE OF WORK IS DELIVERED ON THE BASIS OF THE FOLLOWING ASSUMPTIONS: • Site preparation by the Customer and their contractors include electrical and data placement per AVI Systems specification. • Site preparation will be verified by AVI Systems project manager or representative before the scheduling of the installation. All work areas should be clean and dust free prior to the beginning of the on -site integration of electronic equipment. • Customer communication of readiness will be considered accurate and executable by AVI Systems project manager. • Rescheduling and redeployment of AVI Systems technicians due to unacceptable site preparation may cause scheduling delays of up to 10 business days. • There is ready access to the building/facility and the room(s) for equipment and materials. • There is secure storage for equipment during a multi -day integration. • If Customer furnished equipment and existing cabling are to be used, AVI Systems assumes that these items are in good working condition at this time and will integrate into the designed solution. Any repair, replacement, and/or configuration of these items that may be necessary will be made at an additional cost. • All Network configurations, including IP addresses, are to be provided, operational and functional before AVI Systems integration begins. AVI Systems will not be responsible for testing the LAN connections. • Cable or Satellite drops must be in place with converter boxes operational before the completion of integration. Any delay resulting in extra work caused by the late arrival of these items will result in a change order for time and materials. • Document review/feedback on drawings/correspondence will be completed by the Customer within two business days (unless otherwise noted). • The documented Change Control process will be used to the maximum extent possible — the Customer will have an assigned person with the authority to communicate/approve project Field Directed Change Orders and Contract Change Orders (see Appendix). • In developing a comprehensive proposal for equipment and integration services, AVI Systems' Sales Representatives and Engineering teams must make some assumptions regarding the physical construction of your facility, the availability of technical infrastructure, and site conditions for installation. If any of the conditions we have indicated in the site survey form are incorrect or have changed for your project or project site, please let your Sales representative know as soon as possible. Conditions of the site found during the integration effort, which are different from those documented, may affect the price of the system solution, integration, or services. To ensure that you have an accurate proposal based on your facility and specific to the conditions of your project, please review all project documentation carefully. F. INTEGRATION PROJECT MANAGEMENT PROCESSES AVI Systems will follow a foundational project management process which may include the following actions/deliverables (based on the size/complexity/duration of the integration project): • Site Survey — performed prior to Retail Sales Agreement • Project Welcome Notice — emailed upon receipt of Purchase Order • Project Kick -Off meeting with Customer Representative(s) — either by phone or in -person • Project Status reviews — informal or formal — either by phone or in person (based on the size/complexity/duration of the project) • Project Change Control — comprised of Field Directed Change Order and/or Contract Change Order submittals (see Appendix) • Notice of Substantial Completion (see Appendix) — at Customer walk-through — prior to Service Transition 4/5/2024 Page 4 of 11 1231565 V3 G. KNOWLEDGE TRANSFER (TRAINING) This is geared specifically towards the end -user / operator. The purpose of this knowledge transfer is to provide operators with the necessary knowledge to confidently and comfortably operate all aspects of the integrated system. Areas covered include the following: • Equipment and system overview • Equipment operation and function • Equipment start-up, stop and shut down • Equipment automatic and manual operation • Discussion relating to control system operation • Discussion relating to the system processor and its control applications • Powering up and powering down the AV system via the control system • Manual operation of display systems, audio systems, and all other related components • Use/operation of patch panels, when and where to be used • Whom to call when help is required H. AVI SYSTEMS INTEGRATION SERVICES RESPONSIBILITIES AVI Systems will provide services/work for the project as described above in the Scope of Work or per the attached separate Scope of Work document detailing the scope of work to be performed. • Provide equipment, materials, and service items per the contract products and services detail. • Provide systems equipment integration and supervisory responsibility for the equipment integration. • Provide systems configuration, checkout, and testing. • Provide project timeline schedules. • Provide necessary information, as requested, to the owner or other parties involved with this project to ensure that proper AC electrical power and cableways and/or conduits are provided to properly integrate the equipment within the facilities. • Provide final documentation and "as built" system drawings (CAD) - if purchased. • Provide system training following integration to the designated project leader or team. I. CUSTOMER INTEGRATION SERVICES RESPONSIBILITIES • Provide for the construction or modification of the facilities for soundproofing, lighting, electrical, HVAC, structural support of equipment, and decorating as appropriate. Includes installation of any ceiling -mounted projection screen. • Provide for the ordering, provisioning, installation, wiring, and verification of any Data Network (LAN, WAN, T1, ISDN, etc.) and Telephone Line (Analog or Digital) equipment and services prior to on -site integration. • Provide all necessary cableways and/or conduits required to facilitate AV systems wiring. • Provide all necessary conduits, wiring, and devices for technical power to the AV systems equipment. • Provide reasonable access of AVI Systems personnel to the facilities during periods of integration, testing, and training, including off hours and weekends. • Provide a secure area to house all integration materials and equipment. • Provide a project leader who will be available for consultation and meetings. • Provide timely review and approval of all documentation (Technical Reports, Drawings, Contracts, etc.). ENGINEERING SERVICES ENGINEERING SCOPE OF WORK Council Chambers • Functionality Description: The functionality of the existing Council Chambers space will remain the same, but with eight additional boundary microphones to increase the flexibility of microphone coverage in the room. The new microphones will be provided as a microphone mix to the Granicus streaming system. These boundary microphones will not be used for in -room voice -lift. The camera replacements and display replacements will not provide functionality differences, rather they will provide an upgrade to aging and failing equipment. • Displays: o Remove two existing Sharp LC-80LE661 U displays at the front of the room, behind the dais. o Install two new Newline 86" displays on the same wall utilizing the existing ChiefXTM1U mounts. o Remove two existing Sharp LC-70LE661U displays on either side of the room. o Install two new Newline 75" displays on either side of the room utilizing the existing Chief TS525TU mounts. o At each display location, the existing Crestron DM-RMC-4KZ-SCALER-C will remain in place and connect to the new Newline displays. • Source Devices: o No change to the existing sources in the room. • Audio: o The existing audio system will remain in place. o The existing Tesira Server-IO has five (5) SEC-4 cards, three (3) SOC-4 cards, one (1) STC-2 card, and one (1) DSP-2 card. This existing Tesira Server-IO will be temporarily uninstalled for two (2) new SEC-4 CK cards, one (1) DAN-1 CK card and one (1) DSP-2 CK card to be installed. These new cards will support the 8 new microphones being added to the system. 4/5/2024 Page 5 of 11 1231565 V3 o A single 8-channel wireless microphone receiver, 8-channel wireless microphone charging station and eight (8) wireless boundary microphones will be added to the existing system. These microphones will provide increased flexibility for microphone coverage in the room. These boundary microphones will not be used for in -room voice -lift. • Streaming: o The existing Granicus streamer will be removed from the equipment rack. o A new owner furnished Granicus streamer will be installed in place of the old Granicus unit, and wired back into the system exactly as the current Granicus is wired in. o The two existing Vaddio RoboShot 12E QCCU systems will be uninstalled. One camera is ceiling mounted behind the dais on the southeast side of the room and the other camera is wall mounted on the north wall. o Two new Vaddio 30x PTZ cameras will be installed as a replacement to the existing system. One Vaddio PTZ camera will be installed in the ceiling behind the dais on the southeast side of the room. The second Vaddio PTZ camera will be wall mounted on the west wall. This will be a new camera location requiring new cable pulls. The old camera location will have the previous plate blanked off. • Switching: o The existing Crestron DM-MD8x8 system will remain in place and function as is. • Network: o The existing Ubiquiti ES-24-250W switch will be removed and replaced with a new 48-port POE switch. The current network switch is fully populated, and a larger network switch is required to add the additional microphone hardware. • Controls: o The existing Crestron Pro 3 will remain in the system and function as is. The existing control system will be updated to provide the control signals necessary to add microphone controls to the touch panel interface for the new boundary microphones. o The existing touch panel interface will be updated to provide microphone controls for the new boundary microphones. o No other changes will be made to the Crestron control system or Crestron touch interface. • Equipment Location: o The new Biamp DSP cards will be installed inside of the existing Biamp Tesira Server-IO located in the existing Middle Atlantic wall mounted rack in the Council Chambers space. o One new camera will be located in the ceiling behind the dais in the southeast corner of the room. o One new camera will be located on the west wall. ENGINEERING SERVICES TO BE PROVIDED AVI Systems will work with the Customer and any related design professionals selected (architects, engineers, etc.) to provide initial and ongoing audiovisual systems design and engineering support for this project. AVI Systems strongly encourages the fostering of a truly open, cooperative "design team" approach, with team members bringing unique, valuable insight from their special perspective to the team. The goal of these services is as follows: • Understand clearly the current and future AV needs of the Customer. • Provide accurate construction documents for the implementation of the AV -related infrastructure. • Provide an overall AV plan that will allow for the procurement of appropriate AV equipment and installation, complete with system diagrams, ensuring correct integration of the equipment. • Compile the data gathered during the engineering process into an Integration Agreement for a turnkey installation of all AV systems, with the added value of a seamless integration process. The Design Process can be modified at any time per the direction of the Customer — otherwise, it shall follow this general outline: AV Program Review / Verification — The AVI Systems design team will obtain from the Customer the operational specifications desired for the audio and video systems within the designated facility. Additional facility information will be required, including the building's electrical and structural infrastructure, as well as the physical sizes of each room or space. Using compatible AutoCAD drawings, the integration of desired AV systems within available spaces will be visualized. During this initial design phase, various equipment options, with an eye toward future expandability while maintaining current value, will be suggested. Budget Verification — The AVI Systems design team will create a project scope compiled from the information received from the Customer. AVI Systems will generate cost estimates for the various systems as outlined above and compare these budget estimates to any initial AV budgets. This process will reaffirm the exact direction that engineering resources should target in the next phase. Initial Design — During this phase, AVI Systems will begin applying the above -defined systems in detail to the various areas of the Customer facility. Further communications between the Customer and the other design team members, as various options are explored, will be necessary at this time. Typical deliverables from this phase would include the following drawings and/or documents. • Preliminary AV Floor Plan and Elevations detailing locations of all AV devices • Preliminary Projection Geometry detailing projection/screen locations with viewing angles, mounting details, etc. • Preliminary AV Technical Power, Conduit Plans, and Riser Drawings • Preliminary AV Video Flow • Preliminary AV Audio Flow • Preliminary AV Control Flow • Preliminary AV Rack Layouts • Preliminary Equipment Lists • Preliminary Budget Estimates 4/5/2024 Page 6 of 11 1231565 V3 Submittal of the above for the various rooms will be a progressive process, with most critical drawings being submitted first, allowing construction details to be available on an as -needed basis. During this process (modifications to the preliminary plans, due to a variety of considerations: architectural/aesthetic considerations, budget reviews, etc.), electronic exchange of AutoCAD drawings between all the team members will facilitate a quick exchange of updates. Specific design freeze dates will be established with all parties to facilitate timely submittals and help manage the Customer's end cost. All changes are to be reviewed and approved by all parties. Final Systems Design — The changes made in the previous phase to the preliminary designs will be updated and regenerated as "final" construction documents. AVI Systems will typically work from background drawings from an architect under contract to the Customer, entering AV -specific data and returning these back to the architect (or other Customer retained design professional) for integration into final construction documents. Project Specifications Document — The final audiovisual systems designs will be compiled into a written project technical specifications document with equipment lists and any pricing not already included in the quote for complete integration. This document will include the following system diagrams and documents. • AV Floor Plan and Elevations detailing locations of AV devices • AV Video Flow • AV Audio Flow • AV Control Flow • Equipment lists as specified • System infrastructure requirements, including cable and termination specifications • System operational and post -operational requirements • Project Scope of Work • Project costs • Project Integration Agreement PRODUCTS AND SERVICES SUMMARY Unless otherwise specified. The prices quoted reflect a discount for a cash payment (i.e., check, wire transfer) made by Customer in full within the time stated for payment on each invoice. Discount only applies to new items included on the invoice, and only applies if the balance on the invoice is paid in full. All returned equipment is subject to a restocking charge. The prices are valid for 60 days and may be locked in by signing this Retail Sales Agreement. Overdue balances are subject to a finance charge of 1.5% per month, or interest at the highest rate permitted by applicable law. In the event AVI must pursue collection of unpaid invoices, Customer agrees to pay all of AVI's costs of collection, including its attorneys' fees. INVOICING AND PAYMENT TERMS Customer and AVI have agreed on the payment method of CHECK. Payment must be remitted by stated method. To the extent Customer seeks to use of any payment methods other than stated, and that payment method results in an increased transaction cost to AVI, the new payment must be approved in writing, and the Customer shall be responsible for paying the increased transaction cost to AVI associated with the change in payment method. Payments shall be made 30 days from invoice date. So long as the invoice has been sent and the Customer's payment is made within the terms work will continue. AVI and Customer have agreed to an initial 50% deposit, invoiced upon contract execution and due, according to customer terms. Subsequent invoicing will be progress billed and will include equipment and services allocated to the contract within the month. Monthly invoices may include applicable out of pocket expenses (permits, licenses, shipping, etc.). All applicable sales tax will be included on the monthly progress invoices. Customer is to make payments to the following "Remit to" address: AVI Systems PO Box 842607 Kansas City, MO 64184-2607 4/5/2024 Page 7 of 11 1231565 V3 Customer must make all payments in the form of bank wire transfers or electronic funds transfers through an automated clearinghouse with electronic remittance detail, in accordance with the payment instructions AVI Systems provides on its invoice to Customer. A monthly summary of detailed equipment received is available upon request. Equipment received may be different than equipment billed based on agreed billing method. TAXES AND DELIVERY Unless stated otherwise in the Products and Services Summary above, AVI will add and include all applicable taxes, permit fees, license fees, and delivery charges to the amount of each invoice. Taxes will be calculated according to the state law(s) in which the product(s) and/or service(s) are provided. Unless Customer provides a valid tax exemption certificate for any tax exemption(s) claimed, AVI shall invoice for and collect all applicable taxes in accordance with state law(s), and Customer will be responsible for seeking a tax credit/refund from the applicable taxing authority. AGREEMENT TO QUOTE AND DOCUMENTS CONSTITUTING YOUR CONTRACT WITH AVI Customer hereby accepts the above quote for goods and/or services from AVI. When duly executed and returned to AVI, AVI's Credit Department will check Customer's credit and approve the terms. After approval by AVI's Credit Department and signature by AVI, this Retail Sales Agreement will, together with the AVI General Terms & Conditions (which can be found at http:/fwww.avisystems.com/TermsofSale) form a binding agreement between Customer and AVI. (This Retail Sales Agreement and the AVI General Terms & Conditions of Sale (the T&Cs) are referred to collectively as the Agreement). If not defined in this Agreement, all capitalized terms shall have the meaning given to them in the T&Cs. Should AVI's Credit Department determine at any point prior to AVI commencing work that Customer's credit is not adequate, or should it otherwise disapprove of the commercial terms, AVI reserves the right to terminate the Agreement without cause and without penalty to AVI. AGREED AND ACCEPTED BY Company Signature Bfq 'Pikt 0‘,\o( Printed ame 5 2S)2M Date STATUTORY CERTIFICATIONS AVI Systems, Inc. Company EkraM ,7akear Brian James (May 31, 2024 10)12 PDT) Signature Brian James Printed Name May 31, 2024 Date In accordance with Idaho Code Section 67-2359 AVI hereby certifies that it is not owned or operated by the Government of China, as defined in said code section, and that during the Term of this Agreement it will riot be owned or operated by the Government of China. PRODUCTS AND SERVICES SUMMARY agf OWNER OWNER OWNER OWNER 4/5/2024 Description Council Chambers Remove Owner Furnished Equipment: System Remove Owner Furnished Equipment: Remove Owner Furnished Equipment: Remove Owner Furnished Equipment: aty Vaddio Roboshot 12E QCCU 2 Sharp LC-80LE661U Sharp LC-70LE661U Granicus Page 8 of 11 2 2 1 1231565 V3 OWNER Remove Owner Furnished Equipment: Ubiquiti ES-24-250W 1 OWNER Owner Furnished Equipment: New Granicus 1 OWNER Owner Furnished Equipment: Chief XTM1 U 2 OWNER Owner Furnished Equipment: Chief TS525TU 2 OWNER Owner Furnished Equipment: Tesira Server-IO with x5 SEC-4, x3 SOC-4, 1 x1 STC-1 OWNER Owner Furnished Equipment: Crestron DM-MD8x8 system 1 NEWLINE 750NT+ 4K LED Commercial Display (No Touch) w/ USB-C 2 NEWLINE 860NT+ 4K LED Commercial Display (No Touch) w/ USB-C 2 SHURE 8-CH ACCESS POINT TRANSCEIVER 1 SHURE 8-CH NETWORKED CHARGING STATION 1 SHURE BOUNDARY TRANSCEIVER, CARDIOID 8 BIAMP Tesira 4 channel mic/line input card with acoustic echo cancellation per 2 channel (Card Kit) BIAMP Tesira 64x64 Dante module for use in SERVER or SERVER-IO chassis 1 (Card Kit) BIAMP Tesira DSP card with two DSPs (Card Kit) 1 NETGEAR AV LINE M4250- MANAGED SWITCH 1 VADDIO ROBOSHOT 30E QCCU SYSTEM 2 VEXTRA 23-4P OAS SOL CMP C6 Wht Jkt 1 COMMSCO EXTRON Shielded RJ-45 Plug Kit for Extron STP201 Shielded Twisted Pair Cable 1 Integration Cables & Connectors Lift Rental 1 On Site Integration Project Management Engineering & Drawings Programming Testing & Acceptance Training City of Eagle - Council Chambers - Dais Monitors OWNER Remove Owner Furnished Equipment: Planar PLL2010MW PLANAR PXN2200 Engineering & Drawings Project Management On Site Integration Testing & Acceptance Integration Cables & Connectors 11 Total: $ EXCLUSIONS: The following is not included in scope of work: • All conduits, high voltage, wiring panels, breakers, relays, boxes, receptacles, etc. • Concrete saw cutting and/or core drilling • Fire wall, ceiling, roof and floor penetration • Necessary gypsum board replacement and/or repair • Necessary ceiling tile or T-bar modifications, replacements and/or repair • Structural support of equipment *AVI Systems not responsible for building related vibrations • All millwork (moldings, trim, cut outs, etc.) • Patching and Painting • Permits (unless specifically provided for and identified within the contract) 4/5/2024 Page 9 of 11 1231565 V3 • Unless otherwise stated the pricing in this agreement does not include prevailing wage or union labor • Unless specifically noted lifts and scaffolding are not included • Removal or modification of CUSTOMER PROVIDED furniture A. CONSTRUCTION CONSIDERATIONS: In order to accomplish the outlined goals of this project, if necessary the Customer will be responsible for contracting with an outside entity to make any necessary modifications to the space as directed by AVI Systems. The costs associated with these modifications are not included in this proposal. B. NOTICE: THIS SCOPE OF WORK IS DELIVERED ON THE BASIS OF THE FOLLOWING ASSUMPTIONS: • The room(s) match(es) the drawings provided. • Site preparation by the Customer and their contractors includes electrical and data placement per AVI Systems specification. • Site preparation will be verified by AVI Systems project manager or representative before scheduling of the installation. All work areas should be clean and dust free prior to the beginning of on -site integration of electronic equipment. • Customer communication of readiness will be considered accurate and executable by AVI Systems project manager. • In the event of any arrival to site that AVI Systems is not able to execute work efficiently and definably progress, the Customer will be charged a fee to reimburse AVI Systems for all lost time and inefficiencies. At this time, the Customer will be presented a Contract Change Order and will/may halt work until acceptance by the Customer and rescheduling of the integration effort is agreed upon. • Rescheduling and redeployment of AVI Systems technicians due to unacceptable site preparation may cause scheduling delays of up to 10 business days. • There is ready access to the building / facility and the room(s) for equipment and materials. • There is secure storage for equipment during a multi -day integration. • If Customer furnished equipment and existing cabling is to be used, AVI Systems assumes that these items are in good working condition at this time and will integrate into the designed solution. Any repair, replacement and/or configuration of these items that may be necessary will be made at an additional cost. • All Network configurations including IP addresses are to be provided, operational and functional before AVI Systems integration begins. AVI Systems will not be responsible for testing the LAN connections. • Document review / feedback on drawings / correspondence will be completed by the Customer within two business days (unless otherwise noted). • The documented Change Control process will be used to the maximum extent possible — the Customer will have an assigned person with the authority to communicate/approve project Field Directed Change Orders and Contract Change Orders (see Appendix). • In developing a comprehensive proposal for equipment and integration services AVI Systems' Sales Representatives and Engineering teams must make some assumptions regarding the physical construction of your facility, the availability of technical infrastructure and site conditions for installation. If any of the conditions we have indicated in the site survey form are incorrect or have changed for your particular project or project site, please let your Sales representative know as soon as possible. Conditions of the site found during integration effort which are different from those documented may have an effect on the price of the system solution, integration or services. To ensure that you have an accurate proposal based on your facility and specific to the conditions of your project, please review all project documentation carefully. 4/5/2024 Page 10 of 11 1231565 V3 C. INTEGRATION PROJECT MANAGEMENT PROCESS AVI Systems will follow a foundational project management process which may include the following actions/deliverables (based on the size/complexity/duration of the integration project): • Site Survey — performed prior to Retail Sales Agreement. • Project Welcome Notice — emailed upon receipt of Purchase Order • Project Kick -Off meeting with Customer Representative(s) — either by phone or in -person • Project Status reviews — informal or formal — either by phone or in -person (based on the size/complexity/duration of the project) • Project Change Control — comprised of Field Directed Change Order and/or Contract Change Order submittals (see Appendix) • Notice of Substantial Completion (see Appendix) — at Customer walk-through — prior to Service transition D. KNOWLEDGE TRANSFER (TRAINING) This is geared specifically towards the end -user / operator. The purpose of this knowledge transfer is to provide operators with the necessary knowledge to confidently and comfortably operate all aspects of the integrated system. Areas covered include the following: • Equipment and system overview • Equipment operation and function • Equipment start up, stop, and shut down • Equipment automatic and manual operation • Discussion relating to control system operation • Discussion relating to system processor and its control applications • Powering up, powering down AV system via control system • Manual operation of display systems, audio system and all other related components • Use/operation of patch panels, when and where to be used • Who to call when help is required E. AVI SYSTEMS RESPONSIBILITIES • AVI Systems will provide services/work for the project as described above in the Scope of Work or per the attached separate Scope of Work document detailing the scope of work to be performed. • Provide equipment, materials and service items per the contract products and services detail. • Provide systems equipment integration and supervisory responsibility of the equipment integration. • Provide systems configuration, checkout and testing. • Provide project timeline schedules. F. CUSTOMER RESPONSIBILITIES • Provide for the construction or modification of the facilities for soundproofing, lighting, electrical, HVAC, structural support of equipment, and decorating as appropriate. Includes installation of ceiling mounted projection screen. • Provide for the ordering, provisioning, installation, wiring and verification of any Data Network equipment and services prior to on -site integration. • Provide all necessary cableways and/or conduits required to facilitate AV systems wiring. • Provide all necessary conduit, wiring and devices for technical power to the AV systems equipment. • Provide reasonable accesses of AVI Systems personnel to the facilities during periods of integration, testing and training, including off hours and weekends. • Provide a secure area to house all integration materials and equipment. • Provide a project leader who will be available for consultation and meetings. • Provide timely review and approval of all documentation (Technical Reports, Drawings, Contracts, etc.) . • Provide reasonable accesses for AVI Systems personnel to the facilities during delivery. 4/5/2024 Page 11 of 11 1231565 V3 1231565 V3 - Redated City of Eagle - Council Cambers Technology Upgrade Solutions Final Audit Report 2024-05-31 Created: 2024-05-31 By: Stacey Glatt (stacey.glatt@avisystems.com) Status: Signed Transaction ID: CBJCHBCAABAAbO2ocuSchp-gv9W7kUXbcGR4AEadEtms "1231565 V3 - Redated City of Eagle - Council Cambers Techno logy Upgrade Solutions" History Document created by Stacey Glatt (stacey.glatt@avisystems.com) 2024-05-31 - 3:53:37 PM GMT Document emailed to Brian James (brian.james@avisystems.com) for signature 2024-05-31 - 3:57:03 PM GMT Email viewed by Brian James (brian.james@avisystems.com) 2024-05-31 - 5:11:52 PM GMT Document e-signed by Brian James (brian.james@avisystems.com) Signature Date: 2024-05-31 - 5:12:12 PM GMT - Time Source: server Agreement completed. 2024-05-31 - 5:12:12 PM GMT Ell Adobe Acrobat Sign Change Order Reference Number: 1302134 Prepared For: City of Eagle Attn: Devonte Goodman Prepared By: Greg Nettles Phone: 208-203-3400 Email: greg.nettles@avisystems.com INVOICE TO Attn: Devonte Goodman City of Eagle 660 E Civic Ln Eagle, ID 83616 Phone: 208-489-8757 Email: dgoodman@cityofeagle.org Customer Number: COE0031 COMMENTS Date: October 11, 2024 CCO 04 Gooseneck Mic additions Project: 989986: City of Eagle - Council Chambers Project Number: 989986 AVI Systems Inc. 12586 W Bridger St, Suite 100, Boise, ID 83713 Phone: (208) 426-8238 Fax: SITE Attn: Devonte Goodman City of Eagle 660 E Civic Ln Eagle, ID 83616 Phone: (208) 489-8763 Email: dgoodman@cityofeagle.org PRODUCTS AND SERVICES SUMMARY PRODUCTS AND SERVICES DETAIL PRODUCTS: Model # MXWNCS8 MXW8=-Z10 MX415LP/C MXWAPT4=-Z10 M Description Qtv SHURE 8-CH NETWORKED CHARGING STATION 1 SHURE DESKTOP BASE TRANSCEIVER 4 SHURE Miniature Gooseneck Microphone, bi-color LED indicator, length 4 38.1 cm(15), cardioid, without Surface SHURE 4-CH ACCESS POINT TRANSCEIVER 1 Integration Cables & Connectors On Site Integration Programming Testing & Acceptance Engineering & Drawings Project Management Total: $ Printed on October 11, 2024 Page 1 of 3 1302134 AGREEMENT TO QUOTE AND DOCUMENTS CONSTITUTING YOUR CONTRACT WITH AVI Customer hereby accepts the above change to goods and/or services from AVI Systems, Inc and agrees to add this Change Order to the original Retail Sales Agreement. Unless stated otherwise in the 'Change Order Summary' above, AVI will include all applicable taxes and delivery charges to the amount of each invoice. Pricing in this Change Order is valid for 15 days. Printed on October 11, 2024 Page 2 of 3 1302134 AGREED AND ACCEPTED BY C/1-1-y"CCap/c.__ Com Signature Printed Name Date CONFIDENTIAL INFORMATION The company listed in the "Prepared For" line has requested this confidential price quotation, and shall be deemed "Confidential Information" as that term is defined in the T&Cs. This information and document is confidential and is intended solely for the private use of the customer identified above. Customer agrees it will not disseminate copies of this quote to any third party without the prior written consent of AVI. Sharing a copy of this quote, or any portion of the Agreement with any competitor of AVI is a violation of this confidentiality provision. If you are not the intended recipient of this quote (i.e., the customer), you are not properly in possession of this document and you should immediately destroy all copies of it. Printed on October 11, 2024 Page 3 of 3 1302134 Apper e-c-1 112419111 Change Order Reference Number: 1305086 Prepared For City of Eagle Attn: Prepared By: Greg Nettles Phone:208-203-3400 Email: greg.nettles@avisystems.com INVOICE TO Attn: City of Eagle 660 E Civic Ln Eagle, ID 83616 Phone: (208) 489-8763 Email: Customer Number: COE0031 COMMENTS Date: October 24, 2024 98;986 CCO-05: SD; Cabling Project: 989986: City of Eagle - Council Chambers Project Number: 989986 AVI Systems Inc. 12586 W Bridger St, Suite 100, Boise, ID 83713 Phone: (208) 426-8238 Fax: SITE Attn: Devonte Goodman City of Eagle 660 E Civic Ln Eagle, ID 83616 Phone: (208) 489-8763 Email: dgoodman@cityofeagle.org m The following change order will provide a 100' SDI cable rated for SDI feed at 1080P. AVI will also provide onsite support and verification that the cable provides signal to new Granicus and Roll cart equipment. Overnight shipping for cable is included in quote. PRODUCTS AND SERVICES SUMMARY PRODUCTS AND SERVICES DETAIL PRODUCTS: Model # Mfg CABLE AVI SYSTEMS Description 2yt Council Chambers Price Engineering & Drawings Project Management Testing & Acceptance SDI Cable BNC Cable 75 Ohm Belden 1694A 1 $ Page 1 of 2 1305086 Printed on October 24, 2024 AGREEMENT TO QUOTE AND DOCUMENTS CONSTITUTING YOUR CONTRACT WITH AVI Customer hereby accepts the above change to goods and/or services from AVI Systems, Inc and agrees to add this Change Order to the original Retail Sales Agreement. Unless stated otherwise in the 'Change Order Summary' above, AVI will include all applicable taxes and delivery charges to the amount of each invoice. Pricing in this Change Order is valid for 15 days. AGREED AND ACCEPTED BY SVeatu re Printed Name Date CONFIDENTIAL INFORMATION The company listed in the "Prepared For" Tine has requested this confidential price quotation, and shall be deemed "Confidential Information" as that term is defined in the T&Cs. This information and document is confidential and is intended solely for the private use of the customer identified above. Customer agrees it will not disseminate copies of this quote to any third party without the prior written consent of AVI. Sharing a copy of this quote, or any portion of the Agreement with any competitor of AVI is a violation of this confidentiality provision. If you are not the intended recipient of this quote (i.e., the customer), you are not properly in possession of this document and you should immediately destroy all copies of it. Printed on October 24, 2024 Page 2 of 2 1305086