April 25, 2017 XIII.4; Page 1 XIII - Granicus

April 25, 2017 XIII.4; Page 1

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XIII.4

STAFF REPORT TO THE CITY COUNCIL DATE: Regular Meeting of April 25, 2017 TO: Members of the City Council SUBMITTED BY: Lori Martin, Administrative Services Director/City Clerk Charles Durley, Cable Communications Technician SUBJECT: Upgrade of Cable Television Station Equipment (Remaining phases –

combined) RECOMMENDED ACTION: Approve a Resolution authorizing the City Manager to execute an agreement with Bug ID Audio Visual Design and Integration and to approve the expenditure of an amount not to exceed $114,850, for the Hardware and Electrical Upgrades to the cable television station equipment. FISCAL IMPACT OF RECOMMENDATION: Costs associated with the approval of this project are allocated in the Capital Improvement Project budget for Fiscal Year 2016-17. DISCUSSION: In 2014, an assessment was performed to develop a plan to replace ageing and antiquated audio/visual broadcast equipment in the City’s audio/visual control room and Council Chambers. Based on staff’s recommendation, the City Council approved funding for and completed phase I of which was originally a three (3) phase project. The total estimated cost excluding sales tax, shipping and installation was $81,530.82. After assessing the remaining phases of the project, a decision was made by staff to combine the remaining two phases of the project to include essential audio/video equipment to complete the project. Since then, the City sent and received numerous quote requests from various vendors. Due to the complexity of the project, responding vendors were unable to fulfill a commitment to complete all remaining aspects of the project (i.e.: audio/video installation, cabling, electrical, documentation and training). Many only submitted responses for partial completion of certain aspects of the project (i.e.: audio/video installation, no electrical or audio/visual installation, no integration with existing hardware), leaving the City with four (4) partial quotes. Only two (2) vendors committed to completion of all the aforementioned aspects of the project.


SUMMARY: Upgrading of the audio/visual equipment is essential in order to preclude possible disruptions to live broadcasts and/or recordings due to equipment failure and/or lengthy troubleshooting, and to ensure and maintain compatibility with newer technologies. Should the outdated equipment fail, it would be difficult, and almost impossible to repair. With the incorporation of High Definition (HD) cameras, it will also provide for improved audio reception and visibility of broadcast presentations both in the Council Chamber and to the viewing audience. While the above changes will be tangible improvements, the backbone of the audio/visual and broadcast upgrades will not be visible to the public. The new hardware will bring the City of Hercules into the more reliable and higher-quality world of digital electronics and ensure that the system is ‘fit for purpose’. A more efficient work-flow will be achieved as a direct result of the upgrade, which will allow for projects to move seamlessly within the control room area, saving valuable staff time. ATTACHMENTS: Attachment 1 – Resolution Attachment 2 - Comparison spreadsheet (Various vendors) Attachment 3 – Comparison spreadsheet (CDW-G vs BugID) Attachment 4 – CDW-G quote (Equipment) Attachment 5 – CDW-G quote (SOW) Attachment 6 – Bug ID quote


RESOLUTION NO. 17-

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HERCULES APPROVING THE EXECUTION OF AN AGREEMENT WITH BUGID AUDIO VISUAL DESIGN AND INTEGRATION FOR UPGRADES TO THE CABLE TELEVISION EQUIPMENT IN THE COUNCIL CHAMBERS IN A AMOUNT NOT TO EXCEED $114,850 WHEREAS, the audio/visual equipment in the Council chambers is in need of updating; and WHEREAS, in 2014 an assessment was performed to develop a three (3) plan to replace ageing and antiquated audio/visual broadcast equipment in the City’s audio/visual control room and Council Chambers.; and WHEREAS, in 2014 based on staff’s recommendation, the City Council approved funding for and completed phase I of the project; and WHEREAS, in 2015, after assessing the remaining phases of the project, a decision was made by staff to combine the remaining two phases of the project to include essential audio/video equipment to complete the project WHEREAS, bids were sought for (2015-2017), but due to the complexity of the project; only two (2) vendors committed to the completion of all the required aspects of the project. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Hercules determines that City authorizes the City Manager to execute an agreement with BugID Audio Visual Design and Integration for upgrades for the remaining combined phases of the cable television equipment in the Council Chambers in an amount not to exceed $114,850. The foregoing Resolution was duly and regularly adopted at a regular meeting of the City Council of the City of Hercules held on the fourteenth day of February, 2017 by the following vote of the Council: AYES: NOES: ABSTAIN: ABSENT: ____________________________ Myrna L. de Vera, Mayor ATTEST: Lori Martin Administrative Services Director/City Clerk


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ESTIMATED CDW Bug IDCost Cost Cost

Hardware (Equipment/Parts) $82,782.00 $64,940.89 $63,709.00

Installation (Integration Services/Consultation/ -Documentation) N/A $45,751.60 $33,500.00

Electrical N/A Included Included

Sales Tax N/A $5,844.66 $5,574.54

ShippingFreight N/A $0.00 $1,625.00

Miscellaneious (Recycle Fee) N/A $13.00 N/A

Grand Total:

* Electrical Add Alternative (Bug ID)

$82,782.00 $116,550.15 $104,408.54

COH CCTV Project Comparison

Services/Fees


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QUOTE CONFIRMATION

DEAR CHARLES DURLEY,

Thank you for considering CDW•G for your computing needs. The details of your quote are below. Click

here to convert your quote to an order.

QUOTE # QUOTE DATE QUOTE REFERENCE CUSTOMER # GRAND TOTAL

HVNB958 4/5/2017 HVNB958 6046319 $69,209.22

IMPORTANT - PLEASE READ

Fees applied to item(s): 3532587, 4152410

QUOTE DETAILS

ITEM QTY CDW# UNIT PRICE EXT. PRICE

PANASONIC INTEGRATED CAMERA WHITE 3 4195175 $13,252.47 $39,757.41

Mfg. Part#: AW-HE130

Contract: MARKET

Panasonic FEC-120WM - camera mounting bracket 3 3764751 $213.80 $641.40

Mfg. Part#: FEC-120WMW

UNSPSC: 45121518

Contract: MARKET

Panasonic AW-RP120 - CCTV camera remote control 1 4195177 $7,211.92 $7,211.92

Mfg. Part#: AW-RP120

UNSPSC: 52161525

Contract: MARKET

ALLEN&HEALTH LIVE DIGITAL MIXING SYS 1 4195234 $8,337.10 $8,337.10

Mfg. Part#: GLD-80

Contract: MARKET

ALLEN&HEALTH DUST COVER F/GLD-80 2 4195275 $102.26 $204.52

Mfg. Part#: AH-AP8806

Contract: MARKET

KRK ROKIT G2 8IN POWERED STUDIO MON 2 4195400 $427.74 $855.48

Mfg. Part#: RP8G2

Contract: MARKET

IPVISION 8PT 10/100/1000 POE SWITCH 1 4195977 $236.97 $236.97

Mfg. Part#: BCD-ECS2100-10P

Contract: MARKET

VIABLE UNDER DESK CAB AND WIRE MGT 2 4196233 $67.13 $134.26

Mfg. Part#: VI-WT35IN

Contract: MARKET

SHURE ULXS4 ULX1 MICROFL LAVALIER 2 4007627 $1,186.02 $2,372.04

Mfg. Part#: ULXS124/85-G3

Contract: MARKET


http://www.cdwg.com/shop/quotes/QuoteDetails.aspx?qn=HVNB958

http://www.cdwg.com/shop/quotes/QuoteDetails.aspx?qn=HVNB958

http://www.cdwg.com/shop/products/default.aspx?EDC=4195175









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QUOTE DETAILS (CONT.)

Premier Mounts Universal Tilt/Pivot Mount PTM-B - wall

mount

1 1366630 $44.88 $44.88

Mfg. Part#: PTM-B

UNSPSC: 31162313

Contract: MARKET

Chief Medium FUSION MTM1U - wall mount 1 3698169 $153.60 $153.60

Mfg. Part#: MTM1U

UNSPSC: 31162313

Contract: MARKET

Peerless SmartMount Universal Tilt - Trade Compliant 1 899654 $18.43 $18.43

Mfg. Part#: ST630

UNSPSC: 31162313

Contract: MARKET

Peerless ST632 Smartmount (Trade Compliant) 1 852887 $30.85 $30.85

Mfg. Part#: ST632

UNSPSC: 31162313

Contract: MARKET

Tripp Lite Smart 500VA 300W UPS Rackmount AVR 120V USB

DB9 SNMP 1URM

2 639182 $171.83 $343.66

Mfg. Part#: SMART500RT1U

UNSPSC: 39121011

Contract: MARKET

Samsung UN28H4500AF H4500 Series 1 3532587 $212.99 $212.99

Mfg. Part#: UN28H4500AFXZA

UNSPSC: 52161505

Contract: MARKET

ALLEN&HEALTH MAIN REMOTE STAGE RACK 1 4195240 $2,083.77 $2,083.77

Mfg. Part#: AR-2412/BK

Contract: MARKET

ViewSonic VX2757-MHD - LED monitor - 27" 2 4152410 $189.99 $379.98

Mfg. Part#: VX2757-MHD

UNSPSC: 43211902

Contract: MARKET

RECYCLING FEE DETAILS

ITEM QTY CDW# UNIT PRICE EXT. PRICE

RECYCLING FEE 15" TO LESS THAN 35"

Fee Applied to Item: 3532587,4152410

3 654810 $6.00 $18.00

PURCHASER BILLING INFO SUBTOTAL

$63,019.26

Billing Address:

CITY OF HERCULES

ACCOUNTS PAYABLE

111 CIVIC DR

HERCULES, CA 94547-1771

Phone: (510) 799-8206

Payment Terms: Master Card

SHIPPING

$657.78

RECYCLING FEE

$18.00

SALES TAX

$5,514.18

GRAND TOTAL

$69,209.22

DELIVER TO Please remit payments to:

Shipping Address:

CITY OF HERCULES

CHUCK DURLEY

111 CIVIC DR

HERCULES, CA 94547-1771

Shipping Method: UPS Ground (2-3 days)

CDW Government

75 Remittance Drive

Suite 1515

Chicago, IL 60675-1515












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Need Assistance? CDW•G SALES CONTACT INFORMATION

Amanda Allen | (877) 800-3184 | [email protected]

This quote is subject to CDW's Terms and Conditions of Sales and Service Projects at

http://www.cdwg.com/content/terms-conditions/product-sales.aspx

For more information, contact a CDW account manager

© 2017 CDW•G LLC, 200 N. Milwaukee Avenue, Vernon Hills, IL 60061 | 800.808.4239


http://www.cdwg.com/content/terms-conditions/product-sales.aspx

Proprietary and Confidential Page 1

g Version 2.0, Template 151014-063016

Drafted by Maggie Siembab, E#2944

STATEMENT OF WORK

Project Name: Audio Video Upgrade Seller Representative:

James Seiler

916-233-5606

[email protected]

Customer Name: City of Hercules (CA)

CDW Affiliate: CDW Government LLC

SOW Created Date: November 9, 2016 Solution Architect:

Richard Malpiedi Version: 2.0

This statement of work (“Statement of Work” or “SOW”) is made and entered into on the date signed by both parties (the

“SOW Effective Date”) by and between the undersigned, CDW Government LLC (“Provider”, “Seller” and “we”) and City

of Hercules (CA) (“Customer” and “you”).

PROJECT DESCRIPTION

PROJECT SCOPE

Provider will work with Customer to provide the following services:

Install and configure 3 ea. HD Panasonic Cameras and mounts

Install 2 ea. UPS

Install camera control system

Install Fader Mixer

Install Audio rack

Install desk lamp

Install dust cover for mixer

Install 2 ea. microphone cables and connectors

Install 2 ea. Shure microphones

Install Shure Wireless receiver

Install 1 ea. projector

Install 1 ea. 100” whiteboard

Install 1 ea. 55” TV on wall with mount

Install 2 ea. 27” TV on wall with mount

Install Telex 2 for ADA

Install Ethernet cable for IP camera, whiteboard and projector

Install 24 port POE switch

Install indicator light

Remount existing TV

Provide clean-up of old audio cables.

Install 3 ea., dual receptacle 120v electrical outlets by California Licensed Electrician

Remove existing cameras

Remove existing cable to cameras

Install raceway and cable management

Install under desk cable management

Provide all conduit, connectors, Velcro, fasteners required

Provide lift as needed

Provide all Technician hours


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Provide all Engineering hours

Provide all Project Management hours

Provide 90-day post-installation support

PROJECT MANAGEMENT

A Project Manager is assigned and provides the following:

Coordinates and facilitates kickoff, status (at agreed upon intervals) and close out calls.

Documents and distributes meeting notes/action items for all calls.

Creates and distributes escalation and contact lists.

Conducts daily status meetings to proactively identify any issues that may arise in order to mitigate risk

Facilitates any necessary change orders and administrative tasks as necessary.

Monitors project scope and expectations.

Identifies and manages project risks.

Monitors the status and progress of the project and quality of items provided.

Communicates at regular intervals as agreed upon

Acts as main POC to Customer if requested.

Ensures project timelines, dependencies, budgets and closure are met within the project lifecycle.

PROJECT ASSUMPTIONS

1. A final Engineer walk through will be required

2. A review of the proposal will be required with customer to finalize and agree upon deliverables.

3. Based on the final walk through and the final customer meetings, this PSOW may need to be updated as well as the

product proposal. Pricing may change.

4. IP addresses to be provided for camera(s), and server(s) by Customer on Provider Configuration Sheet prior to on-

site configuration.

5. Camera naming convention to be provided by Customer on Provider Configuration Sheet prior to on-site

configuration.

6. CAT [5/6] cable(s) to be run to each camera location and patched in to PoE switch port(s).

7. Pathways exist to get cabling from cameras and AV equipment to associated locations

8. All AC power to be provided, except for 3 ea. new outlets included above

9. Provider to utilize existing code compliant structured cabling pathways.

10. Provider to provide Provider Configuration Sheet for customer to complete before on-site configuration.

11. Customer has physical space free for installation upon arrival.

12. Customer is responsible for all change control procedures and notices that are required for the performance of this

project.

13. Customer will provide a local contact to work with the Provider Implementation team. This person will have all

necessary access to the local site including such areas as access closets. A list of these contacts will be provided to

Provider project team in advance of the commencement of the site visits.

14. It is assumed that the locations outlined in this SOW will be ready for audit at the time of the commencement of this

project.

15. Travel to the selected sites has been incorporated into this proposal based on the assumptions that all work will be

able to be completed on the same installation deployment.

16. Provider will place waste in container provided by others for disposal by others.

17. Labor is quoted using NON-UNION labor only.

18. Labor is quoted using prevailing wages assumptions.

OUT OF SCOPE

1. Overhead utility line pulls





2. Trenching and/or shoring

3. Core drilling

4. Floor boxes and/or pathway

5. Temporary and/or permanent power, including power strips

6. Grounding and/or bonding

7. Active network and/or voice equipment, including PBX cross-connect

8. Hidden conditions

9. Hazardous material abatement

10. Expedited shipping costs

11. Existing code violation corrections

12. Applicable taxes

Services not specified in this SOW are considered out of scope and will be addressed with a separate SOW or Change Order.

ITEM(S) PROVIDED TO CUSTOMER

The following will be provided to Customer by the completion of this project.

Table 1 – Item(s) Provided to Customer

Item Description Format

Final Documentation As built drawings with device locations PDF

Provider Configuration

Sheet

MAC Addresses, SN, User Name and Password, IP

Address, and Logical Names for connected devices

MS Excel

PROJECT SCHEDULING

Customer and Seller, who will jointly manage this project, will together develop timelines for an anticipated schedule

(“Anticipated Schedule”) based on Seller’s project management methodology. Any dates, deadlines, timelines or schedules

contained in the Anticipated Schedule, in this SOW or otherwise, are estimates only, and the Parties will not rely on them for

purposes other than initial planning.

TOTAL FEES

The total fees due and payable under this SOW (“Total Fees”) include both fees for Seller’s performance of work (“Services

Fees”) and any other related costs and fees specified in the Expenses section (“Expenses”). Unless otherwise specified, taxes

will be invoiced but are not included in any numbers or calculations provided herein.

Seller will invoice for the Total Fees.

SERVICES FEES

Services Fees hereunder are FIXED FEES, meaning that the amount invoiced for the Services will be $45,751.60.

The invoiced amount of Services Fees will equal the amount of fees applicable to each completed project milestone, as

specified in Table 2.

Table 2 – Services Fees

Project Milestones Percentage Fees

Signed SOW 50% $22,875.80

Completion of Work 50% $22,875.80

Totals 100% $45,751.60





EXPENSES

Neither travel time nor direct expenses will be billed for this project.

Three (3) weeks’ advance notice from Customer is required for any necessary travel by Seller personnel.

CUSTOMER-DESIGNATED LOCATIONS

Seller will provide Services benefiting the locations specified on the attached Exhibit (“Customer-Designated Locations”).

PROJECT-SPECIFIC TERMS

1. Customer is responsible for providing all physical and communications access, privileges, environmental conditions,

properly functioning hardware and software, qualified personnel, project details, material information,

decisions/directions, and personnel and stakeholder interviews that are reasonably necessary to assist and

accommodate Seller’s performance of the Services (“Customer Components”).

2. Seller is not responsible for delays in performance directly caused by the unavailability of the Customer

Components and will have the right, with prior written notice and after a reasonable opportunity for Customer to

correct the failure, to reassign Seller personnel to work unrelated to this SOW and the services hereunder or to

invoice Customer for time Seller personnel are thereby idled if reassignment is not feasible.

3. Both parties will treat all employee personally identifiable information as confidential per the Agreement.

4. Customer will provide in advance and in writing, and Seller will follow, all applicable Customer safety and security

rules and procedures.

5. Customer is responsible for security at all Customer-Designated Locations; Seller is not responsible for lost or stolen

equipment.

6. This SOW can be terminated by either party without cause upon at least fourteen (14) days’ advance written notice.





SOW TERMS AND CONDITIONS

CONTACT PERSON(S)

Each Party will appoint a person to act as that Party’s point of contact (“Contact Person”) as the time for performance nears

and will communicate that person’s name and information to the other Party’s Contact Person.

The Customer Contact Person is authorized to approve materials and Services provided by Seller, and Seller may rely on the

decisions and approvals made by the Customer Contact Person (except that Seller understands that Customer may require a

different person to sign any Change Orders amending this SOW). The Customer Contact Person will manage all

communications with Seller, and when Services are performed at a Customer-Designated Location, the Customer Contact

Person will be present or available. The Parties’ Contact Persons shall be authorized to approve changes in personnel and

associated rates for Services under this SOW.

PAYMENT TERMS

Customer will pay invoices containing amounts authorized by this SOW within thirty (30) days of Customer’s receipt of the

invoice. Any objections to an invoice must be communicated to the Seller Contact Person within fifteen (15) days after

receipt of the invoice.

EXPIRATION AND TERMINATION

This SOW expires and will be of no force or effect unless it is signed by Customer and Seller within thirty (30) days from the

SOW Created Date, except as otherwise agreed by Seller.

CHANGE ORDERS

This SOW may be modified or amended only in a writing signed by both Customer and Seller, generally in the form provided

by Seller (“Change Order”).

In the event of a conflict between the terms and conditions set forth in a fully executed Change Order and those set forth in

this SOW or a prior fully executed Change Order, the terms and conditions of the most recent fully executed Change Order

shall prevail.

MISCELLANEOUS

This SOW shall be governed by Seller’s “Terms and Conditions of Product Sales and Service Projects”, accessed via the

“Terms & Conditions” link at www.cdwg.com (the “Agreement”). If there is a conflict between this SOW and the

Agreement, then the Agreement will control, except as expressly amended in this SOW by specific reference to the

Agreement. References in the Agreement to a SOW or a Work Order apply to this SOW. This SOW and any Change Order

may be signed in separate counterparts, each of which shall be deemed an original and all of which together will be deemed

to be one original. Electronic signatures on this SOW or on any Change Order (or copies of signatures sent via electronic

means) are the equivalent of handwritten signatures. This SOW is the proprietary and confidential information of Seller.





SIGNATURES

In acknowledgement that the parties below have read and understood this Statement of Work and agree to be bound by it,

each party has caused this Statement of Work to be signed and transferred by its respective authorized representative.

CDW Government LLC City of Hercules (CA)

By: ___________________________________________

Name:_________________________________________

Title: _________________________________________

Date:__________________________________________

By: __________________________________________

Name: ________________________________________

Title: _________________________________________

Date: _________________________________________

Mailing Address:

230 N. Milwaukee Ave.

Vernon Hills, IL 60061

Mailing Address:

Street: ________________________________________

City/ST/ZIP: ___________________________________

Devinder Madhok Singh Billing Contact (If different than above):

Street: ________________________________________

City/ST/ZIP: ___________________________________





EXHIBIT A.

CUSTOMER-DESIGNATED LOCATIONS

Seller will provide Services benefiting the following locations (“Customer-Designated Locations”).

Table 3 – Customer-Designated Locations

Location(s) Service(s)

111 Civic Drive

Hercules, CA 94547

☑ Assessment

☑ Configuration

☑ Design

☑ Implementation

☑ Knowledge Transfer

☑ Project Management

☐ Reconfiguration

☐ Reinstallation

☐ Staff Augmentation

☑ Support

☑ Training

☐ Custom Work


April 5, 2017 Charles “Chuck” Durley City of Hercules 111 Civic Drive Hercules, CA 94547

Cable TV Project Upgrade The following proposal is for the AV system integration for your City Council chambers AV upgrade. Services proposed:

• Provide consultation and design services for broadcast capturing and transmission of meetings that take place in the City Council Chamber

• Develop AV infrastructure cabling plan for Council Chamber and control room

§ Create AV line schematics for Video signals § Create AV line schematics for Audio signals § Create AV line schematics for Control signals § Create AV line schematics for Custom panels § Create AV cable wire-list

• Remove the existing 3 standard definition wall mounted cameras • Install 3 new HD PTZ wall mounted cameras in the same location

as existing cameras § SDI from camera to control room OFE Tricaster SDI input § Cat 6 network from camera to control room network switch

for camera control § 12/2 cable for remote power of camera from control room

• Install new Allen & Heath audio mixer in control room § Install remote cat 6 mic pre in council chambers

• Install under dais § Install the existing 12 push to talk dais microphones to the

new network mic pre § Place blank covers over removed XLR wall jack connections

• Install 2 new KRK speakers § Source is from the Allen & Heath monitor output

• Install dual channel wireless microphone receiver in control room


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• Install new PTZ camera controller in control room • Install new 55” LED display in council chamber

§ HDMI feed from program output of Tricaster § This will act as a confidence monitor for viewing live

broadcast • Install the following monitors on the wall in the control room

§ Re-use the existing 40” monitor • Program feed from OFE Tricaster

§ Re-use existing 27” monitors • One is the multi-viewer of the OFE Tricaster • One is the control panel of the OFE Tricaster

§ 2 New 27” monitors • One is for the Scala/Leightronix computers • One of for the Comcast confidence monitor

§ All cabling for monitors shall be surface mounted • Install new Newtek Talkshow VS-100

§ This is for feed from laptop on Council Chamber § Output can be viewed in the OFE Tricaster

• Install new assistive listening system § RF based system

• Install OFE HD to SD video scaler to convert the HD signal from the OFE Tricaster to the Comcast SD broadcast feed

• Install new HD disk recorder to record meetings in HD § Material will have to be copied from SSD to another disk for

archive • Install new DVDR that will take HD-SDI and record to SD DVDR • Remove existing microphone audio cable from the Council

Chamber dais to control room • Install custom “mic off” light • Provide training on the operation of equipment

§ 3 – 2-hour sessions • Install 1 wall mounted short throw projector in council chamber

§ 1 HDMI input § 1 USB for interactive control § 1 Network

• Use existing network port that is close to the new jack location

§ 1 Epson wall mounted control panel


§ The laptop feed shall use the Newtek IP software to get the image into the Newtek Tricaster

§ Power for the projector shall be surface mounted § AV connections to the projector shall be surface mounted

• Install 1 wall mounted whiteboard projection screen § Installed over existing acoustic treatments § Removal of existing projection screen is not included

• Bug ID shall provide installation services for the entire system during one install time frame. This means the Council Chamber and control room must be available during the same time-frame for the upgrade.

• City of Hercules shall provide conduit / cable pathway for camera cabling

• City of Hercules shall provide conduit / cable pathway for audio cabling pathway from City Council Chamber dais to control room

• Bug ID shall provide new electrical outlets in control room pending availability of existing electrical service availability in existing electrical panel located next to the control room

§ Additional electrical work may be required if existing electrical panel does not have enough capacity

• City of Hercules shall provide patch and paint if required • Installation shall occur during normal business hours M-F 8AM-

5PM • Bug ID estimated timeline for completion

§ 1-2 weeks for equipment procurement • Possible extended lead-times for some manufactures

may occur § 2 weeks for installation services

• Room must be available to Bug ID for the entire duration of install Monday to Friday 8am to 5pm

• City of Hercules shall provide the following OFE equipment in good working order

§ Tricaster TCXD460 with control panel § Comcast cable boxes § 40” monitor § Dais microphones § Scala/Leightronix computers and monitors § Control room desk § Gefen GTV-HDMI-2-COMPSVIDSN


Equipment and Materials Qty Item Description Unit Cost Ext. Cost 3 Panasonic AW-HE130WPJ PTZ camera $8,470.00 $25,410.00 3 FEC-120WMW camera mount $200.00 $600.00 1 Panasonic AW-RP120GJ controller $4,476.00 $4,476.00 1 Allen & Heath GLD-80 Chrome mixer $4,469.00 $4,469.00 1 Allen & Heath AR2412 24x12 stage box $1,116.00 $1,116.00 2 KRK RP8G3 8” studio monitor $229.00 $458.00 1 TP-Link TL-SG1008PE 8 port POE switch $149.00 $149.00 1 Newtek Talkshow VS-100 $3,895.00 $3,895.00 1 Extron DA6 HD 4K 1x6 HDMI DA $698.00 $698.00 1 Extron RSU129 rack shelf $78.00 $78.00 1 APC-SMT1500RM2U UPS $779.00 $779.00 3 Middle Atlantic PD815SC power strip $79.00 $237.00 1 AJA UDC scaler $695.00 $695.00 1 ViewSonic VX2703MH 27-Inch Screen LED $209.00 $209.00 1 LG 22LH4530-P 22” 1080 P LED $198.00 $198.00 1 Samsung UN55KU7000FXZA 55” monitor $850.00 $850.00 4 Chief FTR4100 wall tilt mount $50.00 $200.00 2 Chief LTA1U wall tilt mount $167.00 $334.00 3 Middle Atlantic DVD holder $110.00 $330.00 2 Shure ULXS124/85 combo $946.00 $1,892.00 1 Shure UA507 rack kit $21.00 $21.00 1 Listen Technologies LS-53-072 kit $1,323.00 $1,323.00 1 Custom “mic off” light $450.00 $450.00 1 Black Magic Hyper Deck Studio $958.00 $958.00 1 Black Magic Multidock $574.00 $574.00 2 San Disk 480GB SSD $240.00 $480.00 1 Data Video DVD-200 DVDR authoring unit $3,090.00 $3,090.00 1 Materials / Supplies $3,760.00 $3,760.00 1 Epson Brightlink 697UI projector $3,398.00 $3,398.00 1 Mooreco 100” whiteboard projection screen $748.00 $748.00 1 Extron AAP wall plate HDMI, USB, RJ45 $236.00 $236.00 1 Extron DTP T HWP 4K 231D HDMI TX $354.00 $354.00 1 Extron DTP HDMI 4K 230RX HDMI RX $282.00 $282.00 1 Extron USB Extender Plus D T $531.00 $531.00 1 Extron USB Extender Plus receiver $431.00 $431.00 Equipment and Materials $63,709.00


Integration Services This is for the consultation, integration and documentation of the AV system proposed above. System Design, Documentation & Project Management $3,920.00 System Integration Services $25,840.00 Electrical Additions $4,500.00 Labor Total $34,260.00 Summary for City of Hercules Equipment / Materials $63,709.00 System Integration $34,260.00 Sales Tax 8.75% $5,574.54 Freight $1,625.00 Grand Total $105,168.54 Terms Quote valid for 30 days Authorized PO 30% due upon commencement of contract 30% due upon placement of equipment orders 30% due upon 80% completion Final balance due upon completion Work Included

- Bug ID (the installer), installs an audio and video system, to include materials and labor to ensure a complete and operational system as designed and specified in this proposal and installed in the area(s) designated. - The installer provides on-site installation, and provides on-going supervision and coordination during the implementation phase. - The installer provides for the initial adjustment and alignment of the systems, and provides for the system checkout and functional testing. - The installer provides on-the-job training for personnel designated by the Client in the operation and use of the systems.

Related work by others

The proposal is based on certain equipment and materials being provided and installed by others, unless specifically noted otherwise, including:


- Movable furniture, computer carts, computer pedestals, graphics pedestals, desks, chairs, marker boards, projection counters and custom millwork. - Window shades, curtains, motorized panels, drapes and video projector lifts. HVAC systems. - Conduits, wire ways, connection boxes, pull boxes, junction boxes, floor pockets and outlet boxes permanently installed in walls, floors, and ceilings. - Room lighting fixtures, dimming systems, power receptacle outlets, and interconnecting wiring for these circuits and all electrical breaker panels, outlets and wiring. - Saw cutting, coring or drilling of concrete floors, walls and ceilings. - Wall openings, ceilings and trim, rough and finished trim, painting and patching, drapes, carpets, floor coverings, glazing, asbestos abatement work and acoustical treatments. Relocation or movement of any ceiling or wall obstructions. - Phone, Data, Satellite, Cable TV and Fiber cable installation. - Fire alarms, fire prevention and safety devices or other health and safety devices or systems.

Bug ID is not responsible for any trades that have not been contracted directly by Bug ID. Bug ID is not responsible for the scheduling or managing of other trades on this project. Bug ID shall not be held liable or responsible for the workmanship of any other trades or other trades schedules. If other trades hold up the progress of Bug ID, Bug ID shall not be held responsible for any delay and the resulting delays may result in a change order. Bug ID shall not be held responsible for changes in the design by the architect, contractor or any sub contractors, such changes may result in a change of original equipment specification and may warrant a change order. Bug ID is not responsible for any equipment manufacture changes. Warranty All electronic components and equipment covered by individual manufacture warranty. Bug ID makes no warranty for any electronic equipment. Bug ID provides a Warranty for AV system installation materials, workmanship and AV system programming. Warranty is provided for a period of 1 year after the date of final system acceptance. Warranty is null and void if the system is altered from the original installation design and is not responsible for wear and tear or modifications made by others.


Change Orders A request by the client or as a result of parameters established by the Project Team resulting in the increase of the scope of work may require additional fees. All change orders will be presented to the Owner for approval prior to commencement of work. Change orders will be billed 50% upon approval and 50% upon completion of work. By signing this document you agree to the terms above and authorize the purchase and payment for the above installation services. _____________________________________________________________ City of Hercules Date _____________________________________________________________ Print name Title
