HomeMy WebLinkAboutResolution No. R24-52BE IT RESOLVED by the City Council of the City of Laurel, Montana,
Section 1: Approval. The Retail Sales Agreement by and between the City of Laurel
(hereinafter "the City") and Avi Systems, Inc., a copy attached hereto and incorporated herein,
is hereby approved.
Section 2: Execution. The Mayor is hereby given authority to execute the Retail Sales
Agreement with Avi Systems, Inc. on behalf of the City.
Introduced at a regular meeting of the City Council on the 23rd day of July, 2024, by
Council Member Mize.
PASSED and APPROVED by the City Council of the City of Laurel the 23rd day of
July, 2024.
APPROVED by the Mayor the 23rd day of July, 2024.
CITY OF LA
DaveVaggoner, Mdyilr
ATTEST:
R24-52 Approve Retail Sales Agreement by and between the City of Laurel and Avi Systems, Inc.
OF
Kel"t kke rCierk-Treasurer
SE
APPROVED AS TO FORM:
Micreleo L Braukmann, Civil City Attorney
R24-52 Approve Retail Sales Agreement by and between the City of Laurel and Avi Systems, Inc.
Retail Sales Agreement
Reference Number: 1255118
Prepared For: City of Laurel
Attn: Brittney Harakal
Prepared By: Mark Hunt
Phone: (406)969-3336
Email: mark.hunt@avisystems.com
Attn: Brittney Harakal
City of Laurel
PO Box 10
Laurel, MT 59044
Phone: (406)628-7431
Email: bharakal@laurel.mt.gov
Customer Number: COL0045
Equipment
Integration
PRO Support
Shipping & Handling
Cate: July 02, 2024
City of Laurel - Mic & FTR Addition for the Court
Project:
Project Number:
AVI Systems Inc.
655 E 54th Street North, Sioux Falls, SD 57104
Phone: (605)782-4141
Fax: (605)782-4142
Im
Attn: Brittney Harakal
City of Laurel
PO Box 10
Laurel, MT 59044
Phone: (406)628-7431
Email: bharakal@laurel.mt.gov
$6,869.36
$3,731.40
$0.00
$293.00
Tax $0.00
Grand Total $10,893.76
ow,
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 15 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.
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 uses progress billing, and invoices for equipment and services allocated to the contract on a monthly basis. Unless otherwise
specified, all items quoted (goods and services) as well as applicable out of pocket expenses (permits, licenses, shipping, etc.) are
invoiced in summary (including applicable sales taxes due for each category of invoiced items).
Printed on July 02, 2024 Page 1 of 6 1255118
Customer is to make payments to the following "Remit to" address:
AVI Systems
PO Box 842.607
Kansas City, MO 64184-2607
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.
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 Customers 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
h2p-:L/w_ww,avi§vgtgms.com/TgrmsofSate) 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 AW
mj�a ny
A
Signakure
*' W,
Printed Nam�
Tate
AVI Systems, Inc.
Company , _ ' a
ompan W'a
Signature
Mark Hunt
Printed Name
7/24/2024
Date
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.
PRODUCTS AND SERVICES DETAIL
PRODUCTS:
Model # Mfg Description Qty Edo Extended
City of Laurel Court Mic Addition
MX418D/C SHURE Gooseneck Microphone, attached desktop base, 4 $300.00 $1,200.00
cardioid, length 45 cm (18), with programmable
button a
Printed on July 02, 2024 Page 2 of 6 1255118
Customer is to make payments to the following "Remit to" address:
AVI Systems
PO Box 842607
Kansas City, MO 64184-2607
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.
Customer hereby accepts the above quote for goods and/or services from AVI. When duly executed and returned to AVI, AWS 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
hftp://www.avisystems,com/TermsofSate) form a binding agreement between Customer and AW (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.
AVI Systems, Inc.
Company
Signature
Printed Name
Date
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 AW 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.
PRODUCTS AND SERVICES DETAIL
PRODUCTS:
Model # Mfg Description Qtv Price Extended
City of Laurel Court Mic Addition
MX418D/C SHURE Gooseneck Microphone, attached desktop base, 4 $300.00 $1,200.00
cardioid, length 45 cm (18), with programmable
button a
Printed on July 02, 2024 Page 2 of 6 1255118
DB-XLR3F
RDL-
XLR3'PINFEMALE JACK ONDPLATE -
4
$22.00
$88.00
RAD!ODE3OLDERTy�E B
8Q-XLRk8-F-25
L|BERTY
D81OC8LXLRfvl -F3C25BLK
2
$4800
1p'92�00
AV
GA8430G
GAFCORDCord and Cable Protector, Hooks tncarpet, 4'x
1
$158.00
$156.00
30
Sub -Total: City of Laurel Court Mic Addition
$1'536.08
City of Laurel Court FTR Addition
AMS-GCAF-181203G
FOCUSRITFoounriteScarlett 18i2O(3rdGen) USB Audio
1
$098D0
*698.00
E
Interface
FTRGRS7.7
FTR
FTR Gold Recording Suite 77
1
$3.695.00
*3.685.00
PNS60699GS1OZN
FTR
FTR 1Year Support includes telephone and
1
$800.00
$800.00
remote support and software assurance which will
entitle
OFE
OWNER
Laptop
1
$0.00
$0.00
22'2P-P|NDSH-BLK-500
LIBERTY
COMMERCIAL 22/2P|NDOHCMP BLK
1
$122.13
$122.13
AV
MC3FXX
NEUTRIK
NEUTR|KXLRF3PCBL NKL
1
$3.71
$3.71
CG28832
C2G
OftUSB MALE CT3AMALE 3.2GEN 13A
1
$14.52
$14.52
Sub -Total: City ofLaurel Court FTR Addition
$5,333.36
CityofLaume|-&gic Addition for the Court
Engineering &Drawings
$51&39
Project Management
$595.00
Programming
$68&52
0nSite Integration
$1.814�82
Integration Cables &Connectors
$116.07
Sub -Total: City mfLaurel 'M8ioAddition for the
*3'731.48
Court
Printed on July 02, 2024 Page 3 of 6 1255118
SERVICES TO BE PROVIDED
INTEGRATION SERVICES
INTEGRATION SCOPE OF WORK
A. SUMMARY: City of Laurel would like to add 4 wired mics for the courtroom scenario. Judge, Witness, and two attorneys. Most
likely where we can't hide the audio cable, we will put down Velcro strips. The Core will need to be programmed accordingly for that
application. The system will be able to record with their existing recorder as a mix of the audio. Client is responsible for loading and
setting up the FTR software on their laptop.
B. SYSTEM DESCRIPTION:
Functionality Description: This set up is to be able to record the court proceedings. FTR will be added to the system as well as
the microphones for the court. The current audio recorder will still be available to record if needed.
® Displays:
o NA
• Source Devices:
o Existing Owner Furnished Computer
• Audio:
o Existing Owner Furnished Corel1 OF DSP and SPA Amp
o Existing Owner Furnished Denon Audio Recorder
• Conferencing:
o NA
• Switching:
o Existing Owner Furnished Corel 1 OF
• Controls:
o Existing Owner Furnished QSC TSC -7T
• Equipment Location:
o Up at the Dais
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
Printed on July 02, 2024 Page 4 of 6 1255118
• 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:
• The room(s) match(es) the drawings provided.
• 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.
• In the event of any arrival to the 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 with 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 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 and attached
• 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
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
Printed on July 02, 2024 Page 5 of 6 1255118
" Discussion and documentation relating tocontrol system operation
° Discussion and documentation relating to the system processor and its control applications
° Powering upand powering down the AVsystem via the control system
° Manual operation of display systems, audio systems, and all other related components
° Use/operation ofpatch panels, when and where tobeused
° Whom hocall when help iarequired
H.4VSYSTEMS INTEGRATION SERVICES RESPONSIBILITIES
/YVISystems 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 manufacturer -supplied equipment documentation.
° Provide final documentation and "as builf'system drawings (CAD) - if purchased.
• Provide system training following integration to the designated project leader or team.
|. CUSTOMER INTEGRATION SERVICES RESPONSIBILITIES
°
Provide for the construction or modification of the facilities for soundproofing, lighting, electrical, HVAC, structural support of
equipment, and decorating aoappropriate. Includes installation nfany ceiling -mounted projection screen.
�
Provide for the ordering, provisioning, installation, wiring, d verificationofany 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 asecure area tohouse all integration materials and equipment.
=
Provide aproject leader who will beavailable for consultation and meetings.
"
Provide timely review and approval of all documentation (Technical Reports, Drawings, Contracts, etc.).
Printed on July 02, 2024 Page 6 of 6 1255118