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Home My WebLink AboutContract (Approved via email from Cheryl Beyer) 01/12/2022 1/26/2022 1/26/2022 AVIDEX INDUSTRIES, LLC 1 December 14, 2021 WA Limited Energy License AVIDEIL963CZ 210322 Confidential City of Renton Council Chambers City of Renton Council Chambers Audiovisual, (AV) and Broadcast System Upgrade for Hybrid Use ______________________________________________ AUDIOVISUAL SOLUTION PROPOSAL PROJECT NO. 210322 Version 2 STATE OF WASHINGTON DES MASTER CONTRACT NO. 03418 Submitted by Dave Crace 425-274-7916 dcrace@avidex.com _________________________________________________ 13555 Bel-Red Road, Suite #226 | Bellevue, WA 98005 | 425.643.0330 CAG-22-001 Attachment A AVIDEX INDUSTRIES, LLC 2 December 14, 2021 210322 City of Renton Council Chambers Table of Contents INTRODUCTION ........................................................................................................................ 3 SCOPE ....................................................................................................................................... 3 PROJECT SUMMARY................................................................................................................ 3 COUNCIL CHAMBERS .............................................................................................................. 4 CASTUS SERVER UPGRADE OPTION .................................................................................... 8 MOBILE PRODUCTION CART - OPTION .................................................................................. 8 EXECUTIVE CONFERENCE ROOM UPGRADE - OPTION....................................................... 8 SCHEDULE .............................................................................................................................. 10 PRICING ................................................................................................................................... 11 DES STATE MASTER CONTRACT NO. 03418 PRICING ....................................................... 14 TECHNICAL SERVICES .......................................................................................................... 15 PROJECT MANAGEMENT ...................................................................................................15 ENGINEERING .....................................................................................................................15 CONTROL SYSTEM PROGRAMMING .................................................................................16 INTEGRATION LABOR .........................................................................................................16 TRAINING & DOCUMENTATION ..........................................................................................16 PROVISIONS ........................................................................................................................... 17 WORK & PRODUCTS PROVIDED BY OTHERS (EXCLUSIONS) ........................................19 NEW SYSTEM WARRANTY .................................................................................................... 20 360o SERVICE PLAN SM ........................................................................................................... 21 PAYMENT TERMS ................................................................................................................... 22 AUTHORIZATION TO PROCEED – INTEGRATION SERVICES ..........................................22 TERMS & CONDITIONS .......................................................................................................24 APPENDIX A: 360o SERVICE PLANSM .................................................................................... 24 APPENDIX B: EQUIPMENT LIST ............................................................................................ 26 proprietary data and concepts t© Avidex Industries, LLC. Copyright 2019. This proposal is the property of Avidex. Avidex and the Avidex logo are the property of Avidex Industries, LLC. This document contains hat are the property of Avidex Industries, LLC. Information, details, and/or specific data may not be reproduced or duplicated. AVIDEX INDUSTRIES, LLC 3 December 14, 2021 210322 City of Renton Council Chambers For the purposes of this proposal, Avidex Industries, LLC will be referred to as “Avidex” and City of Renton shall be referred to as “Client”. INTRODUCTION Avidex is an award-winning team of AV industry veterans specializing in the design and integration of innovative, custom, AV, and IT solutions. Our systems incorporate a broad range of cutting-edge technologies that empower our clients to effectively communicate their message. From digital signage to video conferencing, distance learning rooms, and presentation systems, we bring the most user-friendly and effective solutions to our clients. Avidex is a PSNI Global Alliance affiliate and the 5th largest AV integrator in the U.S. Avidex is a subsidiary of ITOCHU International, Inc., a Fortune Global 500 corporation. Avidex delivers innovative AV solutions that enable organizations and enterprises to collaborate, create, and share ideas through state-of-the-art audio visual and unified communication technologies. Avidex specializes in creating an unparalleled client experience in the use of collaborative audiovisual solutions as a national AV and UC integrator providing design, build, and service excellence. Our work will be completed at City of Renton located at 1055 South Grady Renton, WA. in the following rooms/spaces: • Council Chambers • Broadcast Booth • Executive Conference Room SCOPE PROJECT SUMMARY This Proposal describes the Audio-Video and Broadcast implementations for the Council Chambers and Executive Conference Room. The following are the requirements as a result of the meeting with staff from the City of Renton along with some recommendations based on product research and evaluation. The requirements detailed here assure that the solutions described later in this document are consistent with the needs expressed during our meeting. AVIDEX INDUSTRIES, LLC 4 December 14, 2021 210322 City of Renton Council Chambers COUNCIL CHAMBERS Overview The client is requesting to provide and install new Audio Visual and Broadcast Systems in the Council Chambers. The new systems will primarily be used to support Council meetings and other events, meetings. A new audiovisual system has been developed to provide for flexibility in how content is presented in support for general presentation needs, both wired and wireless , and Unified Communications (UC) i.e., Zoom, MS Teams, and other soft codec applications from the Clerk PC. A new Broadcast System has been developed around a network-based topology, similar to those used for the AV systems. In addition, the client has requested the option of upgrading the Executive Conference room to a more reliable system while retaining as much of the existing hardware as possible. AV and Broadcast system recommendations to include the following: Display The existing projector / screen will be decommissioned and turned over to the City of Renton. To provide the ability for the participants to see a presentation or UC session, large format 4K flat panel displays are planned. The design has been developed around providing and installing (1) new 86” diagonal 4K LED LCD professional flat panel display mounted on the Dais wall at the current screen location. In addition, (4) new 65” 4K flat panel displays will be installed at the following locations; • (2) Ceiling mounted audience facing displays – current locations. • (1) Wall mounted – side wall for agenda or digital signage in portrait orientation. • (1) Ceiling mounted Dais facing display – ceiling mounted near the lectern location. In addition, at each of the eleven (11) Dais council member / staff locations, the solution has provisioned a 22” 1080P HD monitor to replicate what is shown on the audience displays. The content on these displays will be common to a single source as they utilize distribution amplifiers for simplicity and to minimize costs. AVIDEX INDUSTRIES, LLC 5 December 14, 2021 210322 City of Renton Council Chambers Video – Wired To support the presentation needs for the council meetings and other events the video portion of the system has been developed around installing an AV over IP solution utilizing one (1) new PoE+ managed gigabit switch to support AV input, output, and control to the displays outlined above. AV presentation connections include: • Lectern PC • Lectern Laptop – BYOD device • Lectern Document Camera • Presentation Table • Wireless BYOD Presentation • Clerk PC • CATV Channel 21 The above sources are able to be matrixed using a PoE+ gigabit switch located in the existing (OFE) equipment rack. The matrixing of video will provide the ability to show the same or different content on each of the large format 4K flat panel displays, with a single source being replicated on the dais / staff table desktop displays . Video – Wireless As part of the solution for video support, a wireless BYOD device will be installed. Up to six (6) participants can connect and simultaneously display content via this device, to be displayed on any or all of the displays outlined above. As an added functional benefit, the wireless device allows a limited number of additional participants to join the same session with their BYOD devices in order to have the displayed content mirrored back to their device, giving them a “personal” monitor. This allows for ease of viewing content on either the installed or personal BYOD display. Video – Digital Signage As part of the proposed upgrades, the side wall portrait mounted 65” 4K display will be outfitted with a digital signage player to support media such as the meeting agenda and web content developed using the free signage content app. Dedicated PC Keyboard – Mouse As part of the proposed solution, USB keyboard / mouse extension is provided to support a keyboard / mouse at both the lectern and presentation table location, thereby AVIDEX INDUSTRIES, LLC 6 December 14, 2021 210322 City of Renton Council Chambers allowing control of the dedicated PC located in the lectern from either location. Keyboard(s) and mouse(s) are to be provided by the client. Unified Communications (UC) Support for UC i.e., Zooms, Teams, etc. has been provisioned for the Clerks PC. The means of interface is via USB to the clerks PC for both the camera and audio systems. Control of the cameras is from an app that runs on a PC/laptop and can be independent of the Broadcast System, but not exclusionary. For this reason, there will need to be co - ordination with the broadcast operator for when the cameras are being used as part of a live production. The app allows a staff operator to recall camera presets from the cameras for tracking during a Teams session independent of the need for a broadcast operator in the production room. Audio – Processing The proposed solution includes an upgrade to an IP network-based DSP to support both the AV and Broadcast systems. This allows IP transport of audio to/from the various audio devices including the wireless microphones, amplifier, ALS system, Press Box, TriCaster, as well as a USB interfaces for an OFE PC running Teams and software for audio recording. Audio – Wireless Microphones The upgrade is to include fifteen (15) new wireless conference microphone systems and one (1) wireless HH + Lavalier microphone system. These microphones eliminate the problems normally associated with UHF/VHF wireless mics, and work in a frequency band that supports channel management by the access point to eliminate interference and automate the process of managing RF. The conferencing system employs a microphone + speaker + voting capability. This allows for audio reinforcement for the dais and staff stations without the problems of feedback commonly associated with the overhead speakers at these locations. The conferencing solution also includes an embedded control browser for management of microphones and voting. Audio – Assistive Listening As a part of the overall IP based audio upgrades, a new ALS solution has been budgeted. The solution provides for a hybrid of both RF ALS receivers for ADA compliance, as well as support for BYOD APP based participation from attendees’ phones, tablets, etc. Audio – Amp/Speakers In order to better manage voice lift within the space, a multi-channel amplifier has been proposed to allow for management of available audio reinforcement in different seating areas of the Council Chambers. This allows greater amplification over the areas where AVIDEX INDUSTRIES, LLC 7 December 14, 2021 210322 City of Renton Council Chambers microphones are not present while eliminating the possibility of feedback over those areas where they are in use. To ensure an improvement in overall audio sound / coverage, the propo sal has budgeted for six (6) new ceiling mounted speakers. The existing dais speakers in the hard lid will be decommissioned but remain installed to mitigate the need for follow-up drywall patch/paint. Council Sessions Recording The proposed upgrades provide for an IP based USB converter to provide USB audio to this PC in support of Audacity or similar audio recording software. Control To support control of the system, the new solution includes a processor to manage routing of video and audio by use of one (1) new 10” wired touch panel to be located at the Clerk station. A back-up operator solution via an OFE iPad/Tablet is available as needed. Speaker Timer Addition To augment the existing DSAN Speaker Timer solution, Avidex proposes to provide Bluetooth Podium Signal Light to be located at the lectern. This solution assumes the existing OFE DSAN Limitimer System base station is Bluetooth enabled. Avidex will work with the City of Renton on options should this not be the case. Equipment Rack The existing OFE equipment rack will be re-used for the new AV system. Power distribution will be upgraded to include the ability to monitor/manage power distribution via the AV IP network. The wall mounted rack is no longer required, so Avidex will deinstall this to allow for better use of available space in the Broadcast room. Broadcast Systems The proposed Broadcast upgrades are designed around a NewTek TriCaster platform. This platform is IP network based, leveraging the well-established NDI streaming protocol. The system includes a dedicated 2 ME 14 button Control Panel and dedicated camera controller, and includes integrated CG, Graphics, etc. for ease of use and production efficiencies. AVIDEX INDUSTRIES, LLC 8 December 14, 2021 210322 City of Renton Council Chambers Cameras To support Broadcast upgrades, the proposed solution includes (5) IP PTZ cameras. Tentatively, these cameras will be mounted at the existing camera locations using new ceiling / wall mounts to better mitigate their intrusion into the room. Avidex will work with the City of Renton to evaluate sight lines and relocate cameras should that be advantageous. This is relatively easy to accomplish as the IP cameras are PoE powered and only require a single (1) CAT6a cable for video/control/power. Teleprompter The City of Renton requested a teleprompter as a part of the proposed upgrades. Based on the understanding of needing a prompter that could also be mobile for on -the- road use, the proposed solution includes a 19” single prompter in a “Pelican” style hardcase. CASTUS SERVER UPGRADE OPTION Avidex reached out to Castus for a review and recommendations on the current system. We have included these recommendations in this proposal for further discussion. We would gladly set up a technical discussion with Castus to review their recommendations if requested as a part of these upgrades. MOBILE PRODUCTION CART - OPTION A mobile UC cart is proposed as an option to allow council members to hold a UC session from a room other than the main Council Chambers. The system will leverage the Broadcast system and audio upgrades, along with the council chambers app to allow staff to utilize the systems in the Council Chambers in conjunction with the mobile UC cart in another room. EXECUTIVE CONFERENCE ROOM UPGRADE - OPTION A review of the existing systems in the Executive Conference room identified a need for upgrading the control system while being able to retain the existing projector / screen and two (2) displays, along with the audio systems lectern microphone, amps, and speakers. The new control panel is a 7” small form factor to allow it be located at the lectern. AVIDEX INDUSTRIES, LLC 9 December 14, 2021 210322 City of Renton Council Chambers The only addition was a request to provide support for an OFE monitor to be mounted to the window wall, giving the room a total of three (3) displays and one (1) projector. The system will be upgraded to the same AV over IP (AVoIP) technology for distribution as in the Council Chambers to allow for the future ability of using the Executive Conference room for overflow from the Council Chambers. AVIDEX INDUSTRIES, LLC 10 December 14, 2021 210322 City of Renton Council Chambers SCHEDULE We will work with you to finalize a schedule that meets the implementation requirements of the project. The chart below identifies various phases in the overall process. Please note that each job is unique and will have its own installation schedule that will be agreed upon between Avidex and the client. This project is anticipated to take approximately 10 week(s) from receipt of a valid Purchase Order or an executed contract referring to this proposal document. This is not a guarantee of delivery or installation time. Actual delivery and installation schedules will be finalized after receipt of the purchase order and mobilization payment. AVIDEX INDUSTRIES, LLC 11 December 14, 2021 210322 City of Renton Council Chambers PRICING COUNCIL CHAMBERS AV SYSTEM EQUIPMENT AND MATERIALS $ 80,309.11 TECHNICAL SERVICES - includes project administration, project management, design & engineering, CAD, on-site installation, programming, field engineering, system testing, training, G&A and one year New System Warranty. This proposal includes non-union labor for all activities. $62,569.36 360° SERVICE PLAN - 1 Year Essential Plan $ 7,107.00 PROJECT SUBTOTAL $ 149,985.67 SHIPPING ESTIMATE - *Ground shipping included per DES contract $ 0.00 SALES TAX ESTIMATE Applicable sales tax will be added to invoices based on current tax rates on the invoice date as required by state law $ 15,148.55 PROJECT TOTAL $ 165,134.22 COUNCIL CHAMBERS BROADCAST SYSTEM EQUIPMENT AND MATERIALS $ 36,248.94 TECHNICAL SERVICES - includes project administration, project management, design & engineering, CAD, on-site installation, programming, field engineering, system testing, training, G&A and one year New System Warranty. This proposal includes non-union labor for all activities. $ 24,838.96 360° SERVICE PLAN - 1 Year Essential Plan $ 3,208.00 PROJECT SUBTOTAL $ 64,295.90 SHIPPING ESTIMATE - *Ground shipping included per DES contract $ 0.00 SALES TAX ESTIMATE Applicable sales tax will be added to invoices based on current tax rates on the invoice date as required by state law $ 6,493.89 PROJECT TOTAL $ 70,789.78 AVIDEX INDUSTRIES, LLC 12 December 14, 2021 210322 City of Renton Council Chambers CASTUS SERVER - OPTION EQUIPMENT AND MATERIALS $ 10,725.83 MANUFACTURER EQUIPMENT AND SOFTWARE MAINTENANCE $ 5,908.00 TECHNICAL SERVICES - includes project management, design & engineering, senior design engineer, on-site installation, field engineering, system testing, training, G&A and one year New System Warranty. This proposal includes non-union labor for all activities. . $ 3,307.56 360° SERVICE PLAN - 1 Year Essential Plan $ 950.00 PROJECT SUBTOTAL $ 20,891.39 SHIPPING ESTIMATE - Applicable shipping charges will be added to invoices $ 0.00 SALES TAX ESTIMATE Applicable sales tax will be added to invoices based on current tax rates on the invoice date as required by state law $ 2,110.03 PROJECT TOTAL $ 23,001.42 EXECUTIVE CONFERENCE ROOM - OPTION EQUIPMENT AND MATERIALS $ 8,625.05 MANUFACTURER EQUIPMENT AND SOFTWARE MAINTENANCE $ 221.00 TECHNICAL SERVICES – includes project administration, project management, CAD, on-site installation, field engineering, programmer, system testing, training, G&A and one year New System Warranty. This proposal includes non-union labor for all activities. $ 11.370.60 360° SERVICE PLAN - 1 Year Essential Plan $ 764.00 PROJECT SUBTOTAL $ 20,980.65 SHIPPING ESTIMATE - Applicable shipping charges will be added to invoices $ 0.00 SALES TAX ESTIMATE Applicable sales tax will be added to invoices based on current tax rates on the invoice date as required by state law $ 2,119.05 PROJECT TOTAL $ 23,099.69 AVIDEX INDUSTRIES, LLC 13 December 14, 2021 210322 City of Renton Council Chambers MOBILE CART - OPTION EQUIPMENT AND MATERIALS $ 8,912.94 TECHNICAL SERVICES – includes project management, on-site installation, field engineering, system testing, training, G&A and one year New System Warranty. This proposal includes non-union labor for all activities. $5,005.24 360° SERVICE PLAN - 1 Year Essential Plan $ 1,485.43 PROJECT SUBTOTAL $ 14,707.18 SHIPPING ESTIMATE - *Ground shipping included per DES contract $ 0.00 SALES TAX ESTIMATE Applicable sales tax will be added to invoices based on current tax rates on the invoice date as required by state law $ 1,485.43 PROJECT TOTAL $ 16,192.60 TOTAL PROJECT $ 297,217.71 AVIDEX INDUSTRIES, LLC 14 December 14, 2021 210322 City of Renton Council Chambers DES STATE MASTER CONTRACT NO. 03418 PRICING Equipment Pricing Equipment pricing will be calculated on a 13.00% cost plus mark-up based on the manufacturer’s current published dealer unit cost. • Shipping and Handling (Ground Delivery) included. • Avidex will accept returned equipment within 30 days of delivery in original factory sealed packaging and may be subject to manufacturer re-stocking fees. 2. Hourly Rates Hourly not to exceed service rates to be used to support design engineering, CAD drafting, project management, control system programming, wiring, cabling, installation, and training. Electronic Technician – 200% of Prevailing Wage Hourly Rate (Installation) AVIDEX INDUSTRIES, LLC 15 December 14, 2021 210322 City of Renton Council Chambers TECHNICAL SERVICES The integration process incorporates everything needed to provide a complete, “turn-key” audiovisual solution and includes equipment, materials, labor, and the services required to complete the system integration as outlined within this document. Avidex follows industry-certified and documented processes which have been proven successful in assuring that each system is installed as intended. The following describes our scope of work and project deliverables for Integration Services. PROJECT MANAGEMENT • Responsible for client communication throughout the project duration. • Coordinate all activities with designated client representative. • Avidex will participate in meetings as required to complete the project and coordinate with other trades. • Monitor project implementation. • Provide scheduling for and oversight of the Avidex team. • Coordinate project equipment ordering, staging and pre-installation fabrication of equipment for the project. • Coordinate any site conditions that may necessitate audiovisual system changes. • Coordinate with any general contractor and/or any specialty contractors related to the audiovisual system integration. • Coordinate audiovisual system connections and interfaces as they relate to any lighting, electrical, or mechanical systems. • Verify project completion. o Confirm completion of system testing. o Assure completion of any punch list items. ENGINEERING • Prepare all system documentation necessary for the installation of the project. • Provide and implement control systems programming. • Test and debug system. • Oversee final systems testing and commissioning. • Adjust and balance system settings. • Mark and record final system settings. • Assure the finished system meets the design criteria and functions per the developed content. AVIDEX INDUSTRIES, LLC 16 December 14, 2021 210322 City of Renton Council Chambers CONTROL SYSTEM PROGRAMMING • Create AV control system code. • Design and create user interface (UI). • Test and debug control system. INTEGRATION LABOR • Pull, terminate, and label all low voltage cables. • Install structural mounting systems for all audio-visual equipment. • Mount and terminate all AV connection plates. • Install all AV equipment. • Site clean-up and trash disposal, etc. • Assure that all installed systems are operating as proposed. • Assist engineering with systems testing and debugging. • Provide or assist in providing end-user training. TRAINING & DOCUMENTATION Training will be provided to operational and maintenance personnel at the end of the project. This training will provide the users with an understanding of daily system use. The provided training will consist of instruction and hands-on experience with the system Documentation will include record drawings and manufacturer’s equipment manuals. These will be assembled and delivered as an electronic copy. The documentation will include any and all information provided to Avidex that comes standard with the equipment from the original manufacturer. Maintenance manuals for most electronic components are only available to factory certified and trained personnel. Maintenance manuals are not included in final documentation. AVIDEX INDUSTRIES, LLC 17 December 14, 2021 210322 City of Renton Council Chambers PROVISIONS • Rooms are to be made available for exclusive use on the day(s) of the scheduled installation. Unless specifically arranged in advance, the room(s) will be available during Normal Business Hours in eight (8) contiguous hour segments. “Normal Business Hours” are defined as Monday through Friday, 8:00am to 5:00pm. • Client will provide all electrical outlets floor boxes, conduits, and core drills in the area(s) where audiovisual equipment is to be installed as specified by Avidex prior to Avidex beginning on-site work. • Jobsite building structures including ceilings, walls, and floors used to support audiovisual equipment are assumed to be vibration free. • Client will provide adequate parking for vehicle(s) in a location conducive to access to the vehicle(s) for retrieval of tools and supplies throughout the workday. If such parking is within a secured facility, Client will validate the parking tickets for the vehicle(s). Parking fees will be added to invoices. • If installation occurs in any room in which suspended ceiling tiles are installed, Client will provide a reasonable number of spare tiles of the same pattern and batch number as those of the tiles already installed in the room. • Client accepts responsibility for all merchandise sold and provided for this installation, delivered to the job site. Client will provide secure storage for such merchandise. Avidex will not be responsible for any loss or damage, except loss or damage caused by an Avidex employee during the act of installation, which occurs after delivery and acceptance by the client. • Existing hardware, wiring, programming, or configuration files are anticipated to be in good working order. Client shall provide programming and configuration files in editable formats. If, during the installation process, existing hardware, wiring, programming or configuration are found to be defective, the completion date of the project may be affected, and a change order may be required to overcome the obstacle(s) created by such defects. • Client shall identify the presence of any pre- or post-tensioned ceilings or floors within the area of installation. If Avidex is to be held responsible for the integrity of such pre- or post- tensioned ceilings or floors, they shall obtain, at Client’s expense, one or more x-rays of the area(s) in which mounting hardware is to be attached to the structure of the building. Any expense incurred for x-rays shall be passed on to the Client, in the form of a change order or a line item on the purchase contract. • Any standard merchandise that has been ordered for the job, and is not used as a result of any customer changes to the design, or refused by the client at the time of delivery will be subject to a minimum of 30% of the sales price restocking fees, plus any incurred freight charges. Any custom merchandise will be subject to a 100% of the sales price restocking fee, plus any incurred freight. • The agreed upon completion date may be moved, and a change order with incurred costs may be provided if Avidex is delayed for any of the following reasons, including but not limited to, equipment/material changes initiated by the Client beyond the original approved design, labor disputes, delivery or construction delays, unavoidable casualties, or causes beyond Avidex’s control. AVIDEX INDUSTRIES, LLC 18 December 14, 2021 210322 City of Renton Council Chambers • Avidex’s proposals for installation costs are based upon 8-hour days and 40-hour workweeks, Monday through Friday, between the hours of 8:00AM and 5:00PM. Installation costs for work outside of normal business hours or business days may be subject to overtime rates, when mutually agreed upon in writing. • Avidex shall make all reasonable efforts to inspect and review the existing project site physical and audiovisual infrastructure conditions. Existing site conditions needing to remain intact, along with the Client or End-User direction for the audiovisual design may result in other required audiovisual infrastructure requirements (raceways, conduit, AC power, structural backing-blocking, structural engineer stamped drawings, etc.) and/or changes to the audiovisual equipment and integration labor, leading to pricing adjustments. • Freight fees are estimated for ground freight service. Expedited freight, as required by the client, will be prepaid and added to invoices. • The pricing information provided in this proposal is solely for the benefit of the Client listed on the title page. Award of work to Avidex by a 3rd party will require a credit and contract term review, an approval and pricing confirmation for the new contract terms by Avidex. • The Client will furnish Avidex such financial information as Avidex may reasonably request to establish credit terms for the project. Such financial information shall be proprietary and confidential to the Client. Avidex agrees not to disclose this information to any other party or use the information other than for the internal credit check. Avidex may, at its sole discretion, cancel this agreement at any time if the Client fails to meet credit requirements established by Avidex. • The Americans with Disabilities Act (ADA) and California Building Code require the provision of Assistive Listening Systems in assembly areas, conference rooms, and meeting rooms. Hardware and services may be required for ADA-compliance. Client or its contractor should review project requirements for ALS with Avidex for each project to determine if portable or fixed systems are required. ALS hardware, if provided, will be identified in the Equipment List appendix. • Where applicable, Avidex Industries LLC provides the Client non-exclusive, royalty-free, non-transferable use of the ‘software’ included within the systems provided (if an integral component of the audiovisual system). Some software provided is Proprietary and deemed Confidential information of Avidex Industries LLC and may not be altered, reused, reverse- engineered or disseminated under any conditions. Tampering or misuse of any software resulting in audiovisual systems malfunction shall be the responsibility of the Client or End- User to remedy. • Changes in project scope and timeline may require additional hardware, equipment and labor that is necessary to complete the project. These additions will be considered change orders. Avidex will notify the Client in writing if Avidex determines that an increase or decrease in the project fees or change in timeline will be required. Change orders will include a change request number, reason for the change request, narrative description of the modified scope of work, schedule, and cost impact. The Client will provide written approval to proceed with the change and any needed updated purchase order or signed agreement as a record for both organizations. Should the Client cancel the project in whole or in part prior to completion, the Client agrees to pay Avidex for all reasonable costs incurred to date and/or to bring the project to an acceptable close. AVIDEX INDUSTRIES, LLC 19 December 14, 2021 210322 City of Renton Council Chambers WORK & PRODUCTS PROVIDED BY OTHERS (EXCLUSIONS) • All required architectural floor, reflected ceiling, building elevation, and section plans in an agreed upon AutoCAD format at no charge to Avidex. • Any and all related electrical work, including but not limited to 110VAC, conduit, raceway, and boxes. This includes all conduits, high voltage wiring panels, breakers, relays, boxes, receptacles, etc. • All network connectivity, routing, switching and port configuration necessary to support audiovisual equipment, unless specifically addressed elsewhere in this document. • Voice and data infrastructure and systems. • Necessary sheet rock replacement and or repair. • Necessary ceiling tile or T-bar modifications, replacement, and/or repair. • All millwork, moldings, trim, etc., or modifications to project millwork necessary to accommodate the installation of the audiovisual equipment unless otherwise noted in this proposal. • Rough-in, bracing, framing, or finish trim carpentry for installation. • Backing required to support wall mounted equipment including display, loudspeakers, camera, et cetera. • Painting, patching, or finishing of architectural surfaces. • Core drilling and/or concrete saw cutting. • HVAC, plumbing, sprinkler head, and lighting fixture relocation. • Ceiling, roof, firewall, and/or floor penetration(s). • Removal or patching, of fire stopping. • Structural welding, cutting, or reinforcement of structural steel members required for support of assemblies. • Work in asbestos treated areas and asbestos abatement. If asbestos is discovered during our work, Avidex will notify Client and will stop work until asbestos abatement work is completed by Client or its contractor. • Any subscription services, cabling, and equipment. • Provision and configuration of client furnished computers and software. • Acquisition of permits. • All Union Labor unless specifically addressed separately in proposal pricing AVIDEX INDUSTRIES, LLC 20 December 14, 2021 210322 City of Renton Council Chambers NEW SYSTEM WARRANTY Avidex warrants the integrated system(s) furnished are free of defects in workmanship and materials for a period of one year from the date of acceptance or date of first beneficial use whichever occurs first. Remedy for such defects during the warranty period shall be provided at no additional expense to the client and shall be handled as expeditiously as is feasible during normal business hours and days of operation. Under this warranty, Avidex will troubleshoot, uninstall, and reinstall any equipment that is part of the Avidex audiovisual system. The cost to service and/or repair Client Furnished Equipment or equipment out of the manufacturer’s warranty is not included. Avidex will broker and process the repair of that equipment at the standard Avidex rate. Avidex reserves the right to charge for a service visit at standard Avidex service time and material rates (minimum of 2 hours onsite plus travel) if a service call results in a No Fault Found (NFF) or No Trouble Found (NTF) during a dispatched site visit. Avidex Services Provided Under the New System Warranty • Avidex will respond to requests for assistance due to client-reported issues and, if warranted, dispatch a technician during normal business hours (8:00AM to 5:00PM Pacific Time, Monday – Friday, excluding Avidex holidays) to troubleshoot the AV system problem based on our available resources • Avidex will identify and uninstall the defective equipment and return such equipment to the manufacturer or authorized repair center for warranty processing • Avidex will reinstall the repaired or replaced equipment and test the system • Avidex will pay the shipping costs associated with the repair of the equipment, except for Client Furnished Equipment and/or equipment out of manufacturer warranty Avidex Services Not Provided Under the New System Warranty • Extend or provide additional repair services for manufacturer warranty coverage • Repair of Client Furnished Equipment • After hours 24x7 Helpdesk support • Guaranteed on-site response time • Remote system monitoring, management, and reporting • Before- or after-hours on-site response • Proactive support or preventive maintenance • Training • Spare or loaner equipment during equipment repair period • Warranty coverage for client acts of negligence or misuse AVIDEX INDUSTRIES, LLC 21 December 14, 2021 210322 City of Renton Council Chambers 360o SERVICE PLAN SM Avidex recommends the Essential 360o Service Plan less remote monitoring for this project. Avidex 360o Service enhances the new systems warranty coverage with proactive support services for worry-free operation. See Appendix A for further details on the proposed 360° Service Plan. 360° Coverage Essential Advanced Elite Help Desk Support Availability 8x5* 24x7 24x7 Priority Call Response Time SLA 4 hours 2 hours 1 hour Priority On-Site Response Time SLA 2 business days 1 business day 4 business hours* RMA Management of OEM Hardware • • • Annual Preventive Maintenance & Reporting One One One Assigned Service Management with Escalation Access • • On-Site AV Service Assurance Technician Optional Optional Optional Emergency Loaners for Business-Critical Devices • The below items: Remote Monitoring, Fault Detection, Analytics & Reporting of Devices may require the implementation of hardware and software applications. Refer to the propos ed scope of work to confirm if these features have been included. Remote Monitoring with Fault Detect & Reporting • • • Remote Monitoring with Fault Diagnoses & Troubleshooting • • AV Solution Analytics & Reporting • • Management of Device Firmware, Configurations & Changes • * Standard Business Hours in Pacific Time Initial Term and Automatic Renewal The initial term of the specified 360° Service Plan Agreement is identified in the pricing section. Unless written termination is requested by either party thirty (30) days in advance of the anniversary expiration date of the current 360° Service Plan term, the Agreement between the parties shall automatically renew for successive one (1) year periods. Written termination requests by the client should be sent to: Attn. Contract Admin 13555 Bel-Red Road, Bellevue, WA, 98005. At any time within the current term or renewal period should adjustments in work responsibilities and/or price be deemed necessary, proposal and agreement revisions shall be exchanged between the parties, be mutually agreed upon in writing and once executed become part of the current Agreement or understanding between the parties. AVIDEX INDUSTRIES, LLC 22 December 14, 2021 210322 City of Renton Council Chambers PAYMENT TERMS This proposal is valid for 30 days from the date appearing on the cover page. • Monthly progress invoices will be issued with net 30-day terms. • The 360° Service Plan will be invoiced annually, in advance or at the date of commencement. • Freight and sales tax will be added to invoices based on current tax rates as required by state law on the invoice date. • Avidex reserves the right to charge for stored materials and/or equipment. • Avidex reserves the right to charge a 1.5% fee for late payment of invoices. AUTHORIZATION TO PROCEED – INTEGRATION SERVICES Avidex will begin the implementation phase of this project upon receipt of the client purchase order or executed contract referring to this proposal and the mobilization fee. I have reviewed the available post-installation 360° Service Plan offerings with my account executive. ☐ I, the client, elect to decline the 360° Service Plan offering. By checking this box, I understand that I am declining the proposed service and support coverage for my audiovisual system. Submitted by: Avidex Industries, LLC Dave Crace 12/14/2021 Name Signature Date Client Approval: Client Name/Title Signature Date Internal Avidex Approval: Name Signature Date Each party agrees that any electronic signatures above, whether digital or encrypted, of the parties included in this Agreement are intended to authenticate this writing and to have the same force and effect as manual signatures. Delivery of an executed signature page to this Agreement by e- mail attachment, other means of electronic transmission with authorization to attach it to this Agreement, or any other means of electronic transmission used to obtain an electronic signature shall be deemed to have the same legal effect as delivery of an original signed copy. AVIDEX INDUSTRIES, LLC 23 December 14, 2021 210322 City of Renton Council Chambers Attachments: Terms & Conditions Appendix A – Support Agreement Appendix B – Equipment List AVIDEX INDUSTRIES, LLC 24 December 14, 2021 210322 City of Renton Council Chambers TERMS & CONDITIONS The Terms & Conditions are based on State of Washington DES Master Contract No. 0318. https://apps.des.wa.gov/DESContracts/Home/ContractSummary/03418 APPENDIX A: 360o SERVICE PLANSM ESSENTIAL (INCLUDED AND PRICED) Under Essential coverage, Avidex warrants the furnished integrated system(s) are free of defects for the priced term period from the date of acceptance or date of first beneficial use, whichever occurs first. This coverage includes the remote monitoring, troubleshooting, uninstallation, and reinstallation of the equipment integrated by Avidex. Remedy for such defects during the coverage period shall be provided at no additional expense to the client. The following services are included under this coverage: REACTIVE SUPPORT Avidex 360° Service Helpdesk will: • Provide a dedicated toll-free number to report and request technical support for the integrated equipment. • Operate during the standard Avidex business hours of Monday – Friday 8:00AM to 5:00PM Pacific Time except for Avidex holidays • Respond to the initial support request within 4 business hours • Contact the client to resolve the issue remotely to ensure the quickest possible resolution • Use the integrated remote monitoring equipment to assist with fault detection and reporting, dependent upon the specific scope of the proposed project. • Administer the repair process for defective or broken equipment including processing of any manufacturer RMA. On-Site Support will: • Provide a qualified Field Support Technician during standard Avidex working hours within two business days of the support request • Troubleshoot the system and make the best effort to resolve the issue(s) while at the client site. • Return defective equipment to an authorized repair center or directly to the manufacturer for warranty repair or exchange. All fees related to shipping are included. • Provide a suitable replacement for defective equipment to ensure full system operability if an item is no longer repairable. • Install the repaired or replacement equipment and test to ensure the system is operable per the original system intent. Lamp Replacement: AVIDEX INDUSTRIES, LLC 25 December 14, 2021 210322 City of Renton Council Chambers • Labor (only) is covered under this support agreement. PROACTIVE SUPPORT Preventive Maintenance • Avidex will perform periodic maintenance for your integrated audiovisual system including system check, cleaning, and tweaking of all appropriate equipment. Avidex will also provide a summary report detailing the status of the audiovisual system and troubleshoot and repair any discovered audiovisual problems. • This proposal includes one (1) preventive maintenance visit per year of the agreement. • Upon completion of each preventive maintenance visit, the Field Support Technician will conduct a system operation training session if requested. SERVICES NOT PROVIDED UNDER THIS COVERAGE • Repair to Client Furnished Equipment and/or components unless included in Appendix B • Before or after-hours on-site support • Repairs due to customer acts of negligence or misuse • Coverage for projection screen material, plasma glass assembly, lamps, bulbs, furniture, display panels, optical engines, batteries, and accessories. Such parts will be provided at a 10% discount off our list price • Image burn-in caused by static images displayed over an extended period of time on any display device AVIDEX INDUSTRIES, LLC 26 December 14, 2021 210322 City of Renton Council Chambers APPENDIX B: EQUIPMENT LIST AV SYSTEM Display Manufacturer Item Code Description Qty OFE Unit Price Ext. Total PLANAR 998-0355 4K PROFESSIONAL SL8664K 86" LED-BACKLIT LCD DISPLAY 1 4,218.88$ 4,218.88$ PLANAR 998-1247-00 4K PROFESSIONAL PS6574K 65" LED-BACKLIT LCD DISPLAY 4 2,170.73$ 8,682.92$ PLANAR 998-1329-00 PLN2200 22" 1080P DESKTOP DISPLAY 11 180.80$ 1,988.80$ ALPS AV02 MONITOR MOUNT 1 224.87$ 224.87$ ALPS AV03 MONITOR MOUNT 1 507.37$ 507.37$ CHIEF LCM1U CEILING MOUNT 3 273.10$ 819.30$ Display Total 16,442.14$ Video Manufacturer Item Code Description Qty OFE Unit Price Ext. Total VSI DuetE-2 PACKETAV DUET 2 ENCODER 7 943.27$ 6,602.89$ VSI D4100 D4100 DECODER 6 705.97$ 4,235.82$ CRESTRON HD-DA8-4KZ-E 1:8 HDMI DA DISTRIBUTION AMPLIFIER 1 876.32$ 876.32$ CRESTRON HD-DA4-4KZ-E 1:4 HDMI DISTRIBUTION AMPLIFIER 1 310.75$ 310.75$ BIAMP MODENA HUB+WIRELESS PRESENTATION 1 1,073.50$ 1,073.50$ MAGEWELL 64100 NDI/HX TO HDMI 1 337.87$ 337.87$ EPIPHAN ESP1360 HDMI TO USB 1 524.27$ 524.27$ ELMO 1378 TT-12F DOCUMENT CAMERA 1 881.81$ 881.81$ BRIGHTSIGN XT244 4K DIG SIGNAGE PLAYER 1 463.66$ 463.66$ BRIGHTSIGN SDHC-64C10-1(M)64GB CLASS 10 MICRO SD MEMORY CARD 1 72.58$ 72.58$ CRESTRON USB-EXT-DM-LOCAL USB EXTENSION - LOCAL 1 339.00$ 339.00$ CRESTRON USB-EXT-DM-REMOTE USB EXTENSION - REMOTE 2 339.00$ 678.00$ DSAN PSL20V DSAN PODIUM SIGNAL LIGHT 1 195.87$ 195.87$ DSAN TR-2000BT BLUETOOTH WIRELESS RECEIVER 1 150.67$ 150.67$ Video Total 16,743.01$ Audio Manufacturer Item Code Description Qty OFE Unit Price Ext. Total QSC CORE110F AUDIO DSP 1 2,486.00$ 2,486.00$ LEA CONNECT 84D AMPLIFIER 1 1,241.87$ 1,241.87$ SONANCE 45131 PROFESSIONAL SERIES PS-C63RT 6.5" IN-CEILING SPEAKER - WHITE 6 146.90$ 881.40$ SHURE MXCWAPT ACCESS POINT - CONTROLLER 1 2,825.00$ 2,825.00$ SHURE MXCW640 WIRELESS CONFERENCE UNIT 15 1,128.87$ 16,933.05$ SHURE MXC406/MS CARDIOID GOOSENECK MICROPHONE 15 194.36$ 2,915.40$ SHURE MXCWNCS CHARGING STATION 2 847.50$ 1,695.00$ AUDIO TECHNICA ATW-1312/L SYSTEM 10 PRO DIGITAL WIRELESS MIC SYSTEM 1 750.32$ 750.32$ AUDIO PRESS BOX APB-112 SB-D 1:12 DANTE PRESS BOX 1 1,618.16$ 1,618.16$ WILLIAMS SOUND FM 557 PRO D FM+ PRO SYSTEM PACKAGE 1 1,441.88$ 1,441.88$ AUDINATE ADP-USB-AU-2X2 DANTE TO USB ADAPTER 1 122.42$ 122.42$ LIBERTY DL-N5USB-PHUB TEAMUP+ SERIES 4 +1 PORT POWERED USB3.0 HUB W/CONTROL 1 111.87$ 111.87$ AUDINATE ADP-USB-AU-2X2 DANTE TO USB ADAPTER 1 122.42$ 122.42$ Audio Total 33,144.79$ Control Manufacturer Item Code Description Qty OFE Unit Price Ext. Total CRESTRON RMC4 CONTROL PROCESSOR 1 565.00$ 565.00$ CRESTRON TS-1070-B-S 10" WIRED TOUCH SCREEN 1 1,695.00$ 1,695.00$ MIKROTIK MAP2N WIRELESS AP/ROUTER 1 50.85$ 50.85$ FS.COM S3410-48TS-P 48-PORT GIGABIT ETHERNET L2 MANAGED POE+ SWITCH 1 1,558.27$ 1,558.27$ DSAN BLUETOOTH SPEAKER TIMER 1 621.50$ 621.50$ Control Total 4,490.62$ Rack & Accessories Manufacturer Item Code Description Qty OFE Unit Price Ext. Total TBD TBD OFE FULL HEIGHT RACK 1 YES -$ -$ APC AP7900B IP ADDRESSABLE POWER STRIP 2 530.25$ 1,060.50$ Rack and Accessories Total 1,060.50$ Misc. Materials Manufacturer Item Code Description Qty OFE Unit Price Ext. Total Avidex JBEQ1000 MISC MATERIALS, WIRING AND CABLING 1 8,428.05$ 8,428.05$ Misc. Materials Total 8,428.05$ Equipment Summary Display System 16,442.14$ Video System 16,743.01$ Audio System 33,144.79$ Control System 4,490.62$ Rack and Accessories 1,060.50$ Misc. Materials 8,428.05$ Equipment Subtotal 80,309.11$ AVIDEX INDUSTRIES, LLC 27 December 14, 2021 210322 City of Renton Council Chambers BROADCAST SYSTEM Display Manufacturer Item Code Description Qty OFE Unit Price Ext. Total PLANAR PXL3280W 32" PRODUCTION MONITORS 3 284.76$ 854.28$ Display Total 854.28$ Video Manufacturer Item Code Description Qty OFE Unit Price Ext. Total NEWTEK TCM4KUHD TRICASTER TC MINI 4K 1 7,227.48$ 7,227.48$ NEWTEK SPARK PLUS 4K HDMI/NDI I/O CONVERTERS (INCLUDED IN ABOVE BUNDLE)2 -$ -$ NEWTEK NSP3GIO SPARK PLUS I/O SDI CONVERTER 1 718.68$ 718.68$ LUMENS VS-KB30 IP CAMERA CONTROLLER 1 1,039.60$ 1,039.60$ LUMENS VC-A61PNW NDI, 30X OPTICAL ZOOM 4K, IP PTZ CAMERA - SPEC COLOR 5 1,793.31$ 8,966.55$ PROMPTER PEOPLE PPL-PRO-SP19SKIT-CARB PROLINE STAGE PRO 19 SINGLE SINGLE TELEPROMPTER W/ CASE 1 2,125.53$ 2,125.53$ LUMENS VC-WM12W CAMERA WALL MOUNT, WHITE 5 135.60$ 678.00$ VSI D4100 D4100 DECODER 2 705.97$ 1,411.94$ VSI DuetE-2 PACKET AV DUET 2 ENCODER 1 943.27$ 943.27$ FS.COM S3410-24TS-P 24-PORT GIGABIT ETHERNET L2 POE+ SWITCH 1 1,196.67$ 1,196.67$ Video Total 24,307.72$ Audio Manufacturer Item Code Description Qty OFE Unit Price Ext. Total PRESONUS ERIS E5 XT 2-WAY 5.25" NEAR FIELD STUDIO MONITOR WITH EBM WAVEGUIDE 1 169.44$ 169.44$ Audio Total 169.44$ Control Manufacturer Item Code Description Qty OFE Unit Price Ext. Total NEWTEK TC1SP 14 BUTTON CONTROL PANEL 1 7,113.35$ 7,113.35$ Control Total 7,113.35$ Rack & Accessories Manufacturer Item Code Description Qty OFE Unit Price Ext. Total Misc. Materials Total 3,804.15$ Other Expenses Manufacturer Item Code Description Qty OFE Unit Price Ext. Total NEWTEK PTUTCM4KUHD PROTEK ULTRA FOR TRICASTER TC MINI 4K 1 919.00$ 919.00$ NEWTEK PTUTC1SP PROTEK ULTRA FOR TRICASTER TC1SP 1 822.00$ 822.00$ NEWTEK NCA NEWTEK CHAMBER APP 1 4,980.00$ 4,980.00$ NEWTEK PSP-10HOUR 10 HOUR PROFESSIONAL SERVICE PLAN 1 2,488.00$ 2,488.00$ EXCERTIS JBA-NTK-TRN-ONL-INTRO INTO TO TRICASTER ONLINE TRAINING 1 896.00$ 896.00$ Equipment Summary Display System 854.28$ Video System 24,307.72$ Audio System 169.44$ Control System 7,113.35$ Rack and Accessories -$ Misc. Materials 3,804.15$ Equipment Subtotal 36,248.94$ AVIDEX INDUSTRIES, LLC 28 December 14, 2021 210322 City of Renton Council Chambers OPTIONS CASTUS SERVER Video Manufacturer Description Qty Unit Price Ext. Total CASTUS EST-QC-1X1 QUICKCAST SINGLE CHANNEL HD-SDI SERVER 1 9,600.20$ 9,600.20$ Video Total 9,600.20$ Misc. Materials Manufacturer Item Code Description Qty Unit Price Ext. Total Avidex JBEQ1000 MISC MATERIALS, WIRING & CABLING 1 1,125.63$ 1,125.63$ Misc. Materials Total 1,125.63$ Other Expenses Manufacturer Description Qty Unit Price Ext. Total CASTUS CASTUS ON DEMAND 1 5,908.00$ 5,908.00$ CASTUS SHIPPING & HANDLING 1 223.00$ 223.00$ Equipment Summary Display System -$ Video System 9,600.20$ Audio System -$ Control System -$ Rack and Accessories -$ Misc. Materials 1,125.63$ Equipment Subtotal 10,725.83$ AVIDEX INDUSTRIES, LLC 29 December 14, 2021 210322 City of Renton Council Chambers AVIDEX INDUSTRIES, LLC 30 December 14, 2021 210322 City of Renton Council Chambers MOBILE CART Display Manufacturer Item Code Description Qty OFE Unit Price Ext. Total PLANAR 998-1247-00 4K PROFESSIONAL PS6574K 65" LED-BACKLIT LCD DISPLAY 1 2,170.73$ 2,170.73$ Display Total 2,170.73$ Video Manufacturer Item Code Description Qty OFE Unit Price Ext. Total VSI D4100 D4100 DECODER 1 705.97$ 705.97$ LUMENS VC-A61PNW PTZ NDI CAMERA 1 1,949.25$ 1,949.25$ Video Total 2,655.22$ Audio Manufacturer Item Code Description Qty OFE Unit Price Ext. Total SHURE MXA310W CONFERENCE MIC 1 770.66$ 770.66$ Audio Total 770.66$ Control Manufacturer Item Code Description Qty OFE Unit Price Ext. Total FS.COM S3410-10TF-P 10-PORT GIGABIT ETHERNET L2 POE+ SWITCH 1 337.87$ 337.87$ Misc. Materials Total 935.37$ Equipment Summary Display System 2,170.73$ Video System 2,655.22$ Audio System 770.66$ Control System 337.87$ Rack and Accessories 2,043.09$ Misc. Materials 935.37$ Equipment Subtotal 8,912.94$ AVIDEX INDUSTRIES, LLC 31 December 14, 2021 210322 City of Renton Council Chambers