HomeMy WebLinkAboutStaff Report 442-08City of Palo Alto
City Manager’s Report
TO:
FROM:
REPORT TYPE:
HONORABLE CITY COUNCIL
CITY MANAGER
CONSENT
DEPARTMENT: UTILITIES
CMR: 442:08
DATE:
SUBJECT:
NOVEMBER 17, 2008
Approval of a Utilities Enterprise Fund Contract with Audio Visual
Innovations, Inc. in the Amount of $393,775 for Utility Control Center
Upgrades - Capital Improvement Program Projects EL-06003 and
EL-04012
RECOMMENDATION
Staff recommends that Council approve and authorize the City Manager or his designee to
execute the attached contract with Audio Visual Innovations, Inc. (Attachment A) in a not to
exceed amount of $393,775 for the interior improvement of the electric utility control room as
part of the Utility Control Center Upgrade Capital Improvement Program Project (EL-06003).
The contract includes an allowance of $39,500 for unforeseen additional items.
DISCUSSION
Scope of Services Description ’
The scope of work to be performed under the contract is for interior improvements to the Utility
Control Center (UCC) control room. The work includes installation of a new video cube display
wall, a smaller flat screen for mission critical information, side walls to accommodate mounting
of large-scale paper maps, and upgrades to room sound, task lighting, acoustic wall and ceiling
tiles, and aesthetics.
One of the benefits of the improvements to the control room will be increased efficiency of the
Utilities’ electric, water, gas, wastewater, and storm drain dispatch operations through the
enhanced ability to view multiple mission-critical video displays concurrently. This
functionality will improve the ability to monitor a variety of critical Supervisory Control and
Data Acquisition (SCADA) displays, security camera videos, and network applications. The
upgrades are expressly designed to emphasize reliability and functionality in support of the 24-
hours, 7 days/week operation of the Utilities’ systems.
CMR: 442:08 Page 1 of 4
Summary of Initial Solicitation Process
FIRST SOLICITATION
Proposal Description/Number
Proposed Length of Project
Number of Proposals Mailed
Total Days to Respond to Proposal
Pre2i~ posal Meeting Date
Number of Company Attendees at Pre-
proposal Meeting
Number of Proposals Received:
Company Name
1. Mauell Corporation
2. Audio Visual Innovations, Inc. (AVI)
3. Robert E. Lamb, Inc.
4. Advanced Control Systems (ACS)
Range of Proposal Amounts Submitted
Utility Control Center (UCC) Upgrade / RFP 126831
26 months
9
5O
June 5, 2008
11
Location (City, State)
Dillsburg, PA
Tampa, FL
Valley Forge, PA
Norcross, GA
$395,000 to $849,166
Selected for oral
interview?
Yes
Yes
No
No
An evaluation committee consisting of Utilities Engineering and., Operations staff formally
reviewed the proposals. The four proposals received from Mauell Corporation, Audio Visual
Innovations, Inc. (AVI), Robert E. Lamb, Inc. and Advanced Control Systems (ACS) during the first
solicitation were each significantly different from the others by way of line item content and by
way of proposed pricing. The evaluation committee upon completing the review of the original
proposals felt that a change in scope was necessary and the line item information needed further
clarification before an offer could be evaluated.
A Best and Final Offer (BAFO) proposal was requested via email from the four companies
evaluated during the first solicitation. The scope and the line items in the BAFO request were
revised to reflect more accurately the original intent of the proposal.
The committee carefully reviewed each firm’s qualifications and submittal in response to the
criteria identified in the original RFP and the revised BAFO proposal. The following is a listing
of the criteria utilized in the evaluation:
1.Quality & Completeness
2.Quality/Effectiveness of Solution
3.Schedule
4.Experience & Qualifications of Principals and Staff
5.Price Range
6.Familiarity with the City
7.Financial Strength of Proposer
8.Proposed Innovations
9.Maintenance & Warranty
10.Compliance & Exceptions
CMR: 442:08 Page 2 of 4
BEST AND FINAL OFFER (BAFO) SOLICITATION
Number or Proposals Emailed for BAFO
Total Days to Respond to BAFO Proposal
BAFO Pre-proposal Meeting Date
Number of Company Attendees at BAFO
Pre-proposal Meeting
Number of BAFO Proposals Received
4
l0
September 26, 2008
3
BAFO: Company Name
1. Mauell Corporation
2. Audio Visual Innovations, Inc. (AVI)
3. Advanced Control Systems (ACS)
Range of Proposal Amounts Submitted
Location (City, State)
Dillsburg, PA
Tampa, FL
Norcross, GA
$393,775 to $458,406
Selected for BAFO
oral inter~iew?
Yes
No
Audio Visual Innovations, Inc. (AVI) was selected because of its clear and complete proposal,
novel design approaches, demonstrated capability, experience in the industry, functional
architecture, and similar itemized costs to the other proposers. Mauell Corporation and
Advanced Control Systems (ACS) were not selected based on their evaluation scores and
because neither demonstrated enough understanding of Utilities’ needs.The final contract
amount meets the budget constraints.
RESOURCE IMPACT
The cost of this upgrade is included in the Electric Fund FY08/09 Capital Improvement Program
budget. Workload impact to the control room staff will be minimal and limited to functional
requirements interviews. Workload impact to CPAU project engineering will be minor and
limited to final detailed scope definition and ’status’ meetings as the items being upgraded will
be ’turn-key."
The 1st year of full support and maintenance is included in the proposal. Additional years are
available at approximately $20,000 per year and a separate agreement will be drawn up for this.
Maintenance includes items such as: twice per year cleaning, inspecting, and lubricating all
equipment; performing optical, mechanical and electrical alignments/adjustments required to
optimize image quality; performing complete system checkout; performing system-walk-through
with Utilities staff; software updates and support; training; two emergency visits; and 24x7
telephone support. In the future, factory training/certification for personnel on the video wall
controller and maintenance of the video cubes may prove economically viable.
POLICY IMPLICATIONS
This recommendation is consistent with the Council approved Utilities Strategic Plan Key
Strategy 1 to ensure a high level of system reliability in a cost effective and timely manner and
Key Strategy 7 to foster a productive workplace environment that promotes safety, job
satisfaction and self improvement goals.
ENVIRONMENTAL ASSESSMENT
This project is categorically exempt from California Environmental Quality Act (CEQA)
pursuant to Public Resources Code Section 15301 (repair, maintenance or minor alteration of
existing facilities and equipment involving no expansion of use).
CMR: 442:08 Page 3 of 4
ATTACHMENTS
A: Contract
B: Final Scope of Services
PREPARED BY:
DEPARTMENT APPROVAL:
CITY MANAGER APPROVAL:
JIM BUJTOR
Senior Electric Project Engineer
Director of Utilitl~
CMR: 442:08 Page 4 of 4
AT1
CITY OF PALO ALTO CONTRACT NO. C09126831
AGREEMENT BETWEEN THE CITY OF PALO ALTO AND
AUDIO VISUAL INNOVATIONS, INC.
FOR PROFESSIONAL SERVICES
(UTILITY CONTROL CENTER UPGRADE)
This AGREEMENT is entered into , by and between the CITY OF
PALO ALTO, a charter city and a municipal corporation of the State of California ("CITY"), and
Audio Visual Innovations, Inc., a Florida corporation located at 6301 Benjamin Road, Suite 101,
Tampa, Florida 33604 ("CONSULTANT").
RECITALS
The following recitals are a substantive portion of this Agreement.
A. CITY intends to upgrade the Utility Control Center ("Project") and desires to engage a
consultant to design and engineer the upgrade in connection with the Project ("Services").
B. CONSULTANT has represented that it has the necessary professional expertise,
qualifications, and capability, and all required licenses and/or certifications to provide the Services.
C. CITY in reliance on these representations desires to engage CONSULTANT to provide the
Services as more fully described in Exhibit "A", attached to and made a part of this Agreement.
NOW, THEREFORE, in consideration of the recitals, covenants, terms, and
conditions, this Agreement, the parties agree:
AGREEMENT
SECTION 1. SCOPE OF SERVICES. CONSULTANT shall perform the Services described in
Exhibit "A" in accordance with the terms and conditions contained in this Agreement. The
performance of all Services shall be to the reasonable satisfaction of CITY.
SECTION 2. TERM. The term of this Agreement shall be from the date of its full execution
through "completion of the services in accordance with the Schedule of Performance attached as
Exhibit "B" unless terminated earlier pursuant to Section 19 of this Agreement.
SECTION 3. SCHEDULE OF PERFORMANCE. Time is of the essence in the performance of
Services under this Agreement. CONSULTANT shall complete the Services within the term of this
Agreement and in accordance with the schedule set forth in Exhibit "B", attached to and made apart
of this Agreement. Any Services for which times for performance are not specified in this
Agreement shall be commenced and completed by CONSULTANT in a reasonably prompt and
timely manner based upon the circumstances and direction communicated to the CONSULTANT.
CITY’s agreement to extend the term or the schedule for performance shall not preclude recovery of
damages for delay if the extension is required due to the fault of CONSULTANT.
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SECTION 4. NOT TO EXCEED COMPENSATION. The compensation to be paid to
CONSULTANT for performance of the Serv’ices described in Exhibit "A", including both payment
for professional services and reimbursable expenses, shall not exceed Three Hundred Ninety Three
Thousand Seven Hundred Seventy Five Dollars ($393,775). ha the event Additional Services are
authorized, the total compensation for services and reimbursable expenses shall not exceed Thirty
Nine Thousand Five Hundred Dollars ($39,500). The applicable rates and schedule of payment are
set out in Exhibit "C", entitled "COMPENSATION," which is attached to and made a part of this
Agreement.
Additional Services, if any, shall be authorized in accordance with and subject to the provisions of
Exhibit "C". CONSULTANT shall not receive any compensation for Additional Services performed
without the prior written authorization of CITY. Additional. Services shall mean any work that is
determined by CITY to be necessary for the proper completion of the Project, but which is not
included within the Scope of Services described in Exhibit "A".
SECTION 5. INVOICES. In order to request payment, CONSULTANT shall submit monthly
invoices to the CITY describing the services performed and the applicable charges (including an
identification of personnel who performed the services, hours worked, hourly rates, and reimbursable
expenses), based upon the CONSULTANT’s billing rates (set forth in Exhibit "C"). If applicable, the
invoice shall also describe the percentage of completion of each task. The information in
CONSULTANT’s payment requests shall be subject to verification by CITY. CONSULTANT shall
send all invoices to the City’s project manager at the address specified in Section 13 below. The City
will generally process and pay invoices within thirty (30) days of receipt.
SECTION 6. QUALIFICATIONS/STANDARD OF CARE. All of the Services shall be
performed by CONSULTANT or under CONSULTANT’s supervision. CONSULTANT represents
that it possesses the professional and technical personnel necessary to perform the Services required
by this Agreement and that the personnel have sufficient skill and experience to perform the Services
assigned to them. CONSULTANT represents that it, its employees and subconsultants, if permitted,
have mad shall maintain during the term of this Agreement all licenses, permits, qualifications,
insurance and approvals of whatever nature that are legally required to perform the Services.
All of the services to be furnished by CONSULTANT under this agreement shall meet the
professional standard and quality that prevail among professionals in the same discipline and of
similar knowledge and skill engaged in related work throughout California under the same or similar
circumstances.
SECTION 7. COMPLIANCE WITH LAWS. CONSULTANT shall keep itself informed of and
in compliance with all federal, state and local laws, ordinances, regulations, and orders that may
affect in any manner the Project or the performance of the Services or those engaged to perform
Services under this Agreement. CONSULTANT shall procure all permits and licenses, pay all
charges and fees, and give all notices required by law in the performance of the Services.
SECTION 8. ERRORS/OMISSIONS. CONSULTANT shall correct, at no cost to CITY, any and
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all errors, omissions, or ambiguities in the work product submitted to CITY, provided CITY gives
notice to CONSULTANT. If CONSULTANT has prepared plans and specifications or other design
documents to construct the Project, CONSULTANT shall be obligated to correct any and all errors,
omissions or ambiguities discovered prior to and during the course of construction of the Proj ect.
This obligation shall survive termination of the Agreement.
SECTION 9. COST ESTIMATES. If this Agreement pertains to the design of a public works
project, CONSULTANT shall submit estimates of probable construction costs at each phase of
design submittal. If the total estimated construction cost at any submittal exceeds ten percent (10%)
of the CITY’s stated construction budget, CONSULTANT shall make recommendations to the CITY
for aligning the PROJECT design with the budget, incorporate CITY approved recommendations,
and revise the design to meet the Project budget, at no additional cost to CITY.
SECTION 10. INDEPENDENT CONTRACTOR. It is understood and agreed that in performing
the Services under this Agreement CONSULTANT, and any person employed by or contracted with
CONSULTANT to furnish labor and/or materials under this Agreement, shall act as and be an
independent contractor and not an agent or employee of the CITY.
SECTION 11. ASSIGNMENT. The parties agree that the expertise and experience of
CONSULTANT are material considerations for this Agreement. CONSULTANT shall not assign or
transfer any interest in this Agreement nor the performance of any of CONSULTANT’s obligations
hereunder without the prior written consent of the city manager. Consent to one assignment will not
be deemed to be consent to any subsequent assignment. Any assignment made without the approval
of the city manager will be void.
SECTION 12. SUBCONTRACTING.
CONSULTANT shall not subcontract any portion of the work to be performed under this Agreement
without the prior written authorization of the city lnanager or designee.
CONSULTANT shall be responsible for directing the work of any subconsultants and for any
compensation due to subconsultants. CITY assumes no responsibility whatsoever concerning
compensation. CONSULTANT shall be fully responsible to CITY for all acts and omissions of a
subconsultant. CONSULTANT shall change or add subconsultants only with the prior approval of
the city manager or his designee.
SECTION 13. PROJECT MANAGEMENT. CONSULTANT will assign John Merkel as the
project director to have supervisory responsibility for the performance, progress, and execution of the
Services and Ric Laycock as the project coordinator to represent CONSULTANT during the day-to-
day work on the Project. If circumstances cause the substitution of ~he project director, project
coordinator, or any other key personnel for any reason, the appointment of a substitute project
director and the assignment of any key new or replacement personnel will be subject to the prior
written approval of the CITY’s proj ect manager. CONSULTANT, at CITY’s request, shall promptly
remove personnel who CITY finds do not perform the Services in an acceptable manner, are
uncooperative, or present a threat to the adequate or timely completion of the Project or a threat to
the safety of persons or property:
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The City’s project manager is Jim Bujtor, Utilities Department, En~neering Division, Palo Alto, CA
94303, Telephone: (650) 566-4543. The project manager will be CONSULT.a2,1T’s point of contact
with respect to performance, progress and execution of the Services. The CITY may designate an
alternate project manager from time to time.
SECTION 14. OWNERSHIP OF MATERIALS. Upon delivery, all work product, including
without limitation, all writings, drawings, plans, reports, specifications, calculations, documents,
other materials and copyright interests developed under this Agreement shall be and remain the
exclusive property of CITY without restriction or limitation upon their use. CONSULTANT
agrees that all copyrights which arise from creation of the work pursuant to this Agreement shall
be vested in CITY, and CONSULTANT waives and relinquishes all claims to copyright or other
intellectual property rights in favor of the CITY. Neither CONSULTANT nor its contractors, if
any, shall make any of such materials available to any individual or organizatio.n without the
prior written approval of the City Manager or designee. CONSULTANT makes no
representation of the suitability of the work product for use in or application to circumstances not
contemplated by the scope of work.
SECTION 15. AUDITS. CONSULTANT will permit CITY to audit, at any reasonable time during
the term of this Agreement and for three (3) years thereafter, CONSULTANT’s records pertaining to
matters covered by this Agreement. CONSULTANT further agrees to maintain and retain such
records for at least three (3) years after the expiration or earlier termination of this Agreement.
SECTION 16. INDEMNITY.
16.1. To the fullest extent permitted by law, CONSULTANT shall protect,
indenmify, defend and hold harmless CITY, its Council members, officers, employees and agents
(each an "Indemnified Party") from and against any and all demands, claims, or liability of any
nature, including death or injury to any person, property damage or any other loss, including all costs
and expenses of whatever nature including attorneys fees, experts fees, court costs and disbursements
("Claims") resulting from, arising out of or in any manner related to performance or nonperformance
by CONSULTANT, its officers, employees, agents or contractors under this Agreement, regardless
of whether or not it is caused in part by an Indemnified Party.
16.2. Notwithstanding the above, nothing in this Section 16 shall be construed to
require CONSULTANT to indemnify an Indemnified Party from Claims arising from the active
negligence, sole negligence or willful misconduct of an Indemnified Party.
16.3. The acceptance of CONSULTANT’s services and duties by CITY shall not
operate as a waiver of the right of indemnification. The provisions of this Section 16 shall survive
the expiration or early termination of this Agreement.
SECTION 17. WAIVERS. The waiver by either party of any breach or violation of any covenant,
term, condition or provision of this Agreement, or of the provisions of any ordinance or law, will not
be deemed to be a waiver of any other term, covenant, condition, provisions, ordinance or law, or of
any subsequent breach or violation of the same or of any other term, covenant, condition, provision,
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ordinance or law.
SECTION 18. INSURANCE.
18.1. CONSULTANT, at its sole cost and expense, shall obtain and maintain, in full
force and effect during the term of this Agreement, the insurance coverage described in Exhibit "D".
CONSULTANT and its contractors, if any, shall obtain a policy endorsement naming CITY as an
additional insured under any general liability or automobile policy or policies.
18.2. All insurance coverage required hereunder shall be provided through carriers
with AM Best’s Key Rating Guide ratings of A-:VII or higher which are licensed or authorized to
transact insurance business in the State of California. Any and all contractors of CONSULTANT
retained to perform Services under this Agreement will obtain and maintain, in full force and effect
during the term of this Agreement, identical insurance coverage, naming CITY as an additional
insured under such policies as required above.
18.3. Certificates evidencing such insurance shall be filed with CITY concurrently
with the execution of this Agreement. The certificates will be subject to the approval of CITY’s Risk
Manager and will contain an endorsement stating that the insurance is primary coverage and will not
be canceled, or materially reduced in coverage or limits, by the insurer except after filing with the
Purchasing Manager thirty (30) days’ prior written notice of the cancellation or modification,
CONSULTANT shall be responsible for ensuring that current certificates evidencing the insurance
are provided to CITY’s Purchasing Manager during the entire term of this Agreement.
18.4. The procuring of such required policy or policies of insurance will not be
construed to limit CONSULTANT’s liability hereunder nor to fulfill the indemnification provisions
of this Agreement. Notwithstanding the policy or policies of insurance, CONSULTANT will be
obligated for the full and total amount of any damage, injury, or loss caused by or directly arising as
a result of the Services performed under this Agreement, including such damage, injury, or loss
arising after the Agreement is ternfinated or the term has expired.
SECTION 19. TERMINATION OR SUSPENSION OF AGREEMENT OR SERVICES.
19.1. The city manager may suspend the performance of the Services, in whole or in
part, or terminate this Agreement, with or without cause, by giving ten (10) days prior written notice
thereof to CONSULTANT. Upon receipt of such notice, CONSULTANT will immediately
discontinue its performance of the Services.
19.2. CONSULTANT may terminate this Agreement or suspend its performance of
the Services by giving thirty (30) days prior written notice thereof to CITY, but only in the event of a
substantial failure of performance by CITY.
19.3. Upon such suspension or termination, CONSULTANT shall deliver to the
City Manager immediately any and all copies of studies, sketches, drawings, computations, and other
data, whether or not completed, prepared by CONSULTANT or its contractors, if any, or given to
CONSULTANT or its contractors, if any, in cormection with this Agreement. Such materials will
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become the property of CITY.
19.4. Upon such suspension or termination by CITY, CONSULTANT will be paid
for the Services rendered or materials delivered to CITY in accordance with the scope of services on
or before the effective date (i.e., 10 days after giving notice) of suspension or termination; provided,
however, if this Agreement is suspended or terminated on account of a default by CONSULTANT,
CITY will be obligated to compensate CONSULTANT only for that portion of CONSULTANT’s
services which are of direct and immediate benefit to CITY as such determination may be made by
the City Manager acting in the reasonable exercise of his/her discretion
19.5. No payment, partial payment, acceptance, or partial acceptance by CITY will
operate as a waiver on the part of CITY of any of its rights under this Agreement.
SECTION 20. NOTICES.
All notices hereunder will be given in writing and mailed, postage prepaid, by
certified mail, addressed as follows:
To CITY:Office of the City Clerk
City of Palo Alto
Post Office Box 10250
Palo Alto, CA 94303
With a copy to the Purchasing Manager
To CONSULTANT: Attention of the project director
at the address of CONSULTANT recited above
SECTION 21. CONFLICT OF INTEREST.
21.1. In accepting this Agreelnent, CONSULTANT covenants that it presently has
no interest, and will not acquire any interest, direct or indirect, financial or otherwise, which would
conflict in any manner or degree with the performance of the Services.
21.2. CONSULTANT further covenants that, in the performance of this Agreement,
it will not employ subconsultants, contractors or persons having such an interest. CONSULTANT
certifies that no person who has or will have any financial interest under this Agreement is an officer
or employee of CITY; this provision will be interpreted in accordance with the applicable provisions
of the Palo Alto Municipal Code and the Government Code of the State of California.
21.3. If the Project Manager determines that CONSULTANT is a "Consultant" as
that term is defined by the Regulations of the Fair Political Practices Commission, CONSULTANT
shall be required and agrees to file the appropriate financial disclosure documents required by the
Palo Alto Municipal Code and the Political Reform Act.
SECTION 22. NONDISCRIMINATION.
2.30.510, CONSULTANT certifies that in
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As set forth in Palo Alto Municipal Code section
the performance of this Agreement, it shall not
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discriminate in the employment of any person because of the race, skin color, gender, age, religion,
disability, national origin, ancestry, sexual orientation, housing status, marital status, familial status,
weight or height of such person. CONSULTANT acknowledges that it has read and understands the
provisions of Section 2.30.510 of the Palo Alto Municipal Code relating to Nondiscrimination
Requirements and the penalties for violation thereof, and agrees to meet all requirements of Section
2.30.510 pertaining to nondiscrimination in employment, including completing the form furnished by
CITY and set forth in Exhibit "E."
SECTION 23. MISCELLANEOUS PROVISIONS.
23.1. This Agreement will be governed by the laws of the State of California.
23.2. In the event that an action is brought, the parties agree that trial of such action
will be vested exclusively in the state courts of California in the County of Santa Clara, State of
California.
23.3. The prevailing party in any action brought to enforce the provisions of this
Agreement may recover its reasonable costs and attorneys’ fees expended in connection with that
action. The prevailing party shall be entitled to recover an amount equal to the fair market value of
legal services provided by attorneys employed by it as well as any attorneys’ fees paid to third
parties.
23.4. This document represents the entire and integrated agreement between the
parties and supersedes all prior negotiations, representations, and contracts, either written or oral.
This document may be amended only by a written instrument, which is signed by the parties.
23.5. The covenants, terms, conditions and provisions of this Agreement will apply
to, and will bind, the heirs, successors, executors, administrators, assignees, and consultants of the
parties.
23.6. If a court of competent jurisdiction finds or rules that any provision of this
Agreement or any. amendment thereto is void or unenforceable, the unaffected provisions of this
Agreement and any amendments thereto will remain in full force and effect.
23.7. All exhibits referred to in this Agreement and any addenda, appendices,
attachments, and schedules to this Agreement which, from time to time, may be referred to in any
duly executed amendment hereto are by such reference incorporated in this Agreement and will be
deemed to be a part of this Agreement.
23.8. This Agreement is subject to the fiscal provisions of the Charter of the City of
Palo Alto and the Palo Alto Municipal Code. This Agreement will terminate without anypenalty (a)
at the end of any fiscal year in the event that funds are not appropriated for the following fiscal year,
or (b) at any time within a fiscal year in the event that funds are only appropriated for a portion of the
fiscal year and funds for this Agreement are no longer available. This Section 24.8 shall take
precedence in the event of a conflict with any other covenant, term, condition, or provision of this
Agreement.
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23.9. The individuals executing this Agreement represent and warrant that they have
the legal capacity and authority to do so on behalf of their respective legal entities.
IN WITNESS WHEREOF, the parties hereto have by their duly authorized
representatives executed this Agreement on the date first above written.
CITY OF PALO ALTO
Deputy City Manager
APPROVED AS TO FORM:
AUDIO VISUAL INNOVATIONS, INC.
By:
Name:
Title:
Senior Asst. City Attorney
APPROVED:
Director of Administrative
Services
Attachments:
EXHIBIT "A":
EXHIBIT "B":
EXHIBIT "C":
EXHIBIT "D":
EXHIBIT "E":
SCOPE OF WORK
SCHEDULE OF PERFORMANCE
COMPENSATION
INSURANCE REQUIREMENTS
CERTIFICATION OF NONDISCRIMINATION
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SCOPE OF WORK OR SERVICES
EXHIBIT A
FINAL SCOPE OF SERVICES
UCC Control Room Interior Improvement
Overview
Audio Visual Innovations, Inc. (AVI) is contracted with the City of Palo Alto Utility Department
(CPAU) to provide the final scope definition, development of project plan, project management,
installation, testing, documentation, and follow-up engineering/maintenance services for a tum-key
upgrade of selected parts of RFP 126831 to the Utility Control Center (UCC)control room
environment, located at 3241 East Bayshore Road, Palo Alto, California.
AVI shall implement this project in accordance with the City’s Request for Proposal 126831, the
City’s Best and Final Offer (BAFO) RFP dated September 23, 2008, and AVI’s BAFO proposal
dated October 2, 2008. The first part of AVI’s work will be to perform interviews and data gathering
with which to ascertain the final proper furnishings and features. AVl shall fulfill their entire contract,
resulting in a quality, approved installation, within the budget of $393,775 plus 10% contingency
with approval of the City’s Project Manager, Jim Bujtor. AVI will provide short and long-term
layouts, the latter being used as a master plan for future upgrades. The details below represent the
expected, final installation.
Video - Controllers - Inputs
The video, with its controller, shall be thought of as an additional video tool with total desk top
control to include launching programs, windowing and all other PC applications and functions. It
also includes operation as a video projection system compatible with cable or television.
The video arrays shall be approximately 60" tall x 160" wide DLP cubes, with snlart lamp and auto
color space control technology, mounted on a free standing base or structurally tied to the concrete
below the raised floor, as required for seismic zone 4 installations. A 65" diagonal flat screen,
mounted portably in a portrait orientation, shall display tall SCADA screens such as the 60kV Single
Line dynamic display. AVl will work closely with CPAU to provide video enhancements to make this
possible. An adequate media controller shall handle all inputs, including local applications, ~rrlote
network applications, directly connected video, analog RGB inputs, Satellite TV, DVD, VCR, and
security feeds, and have expansion capability up to 28 inputs.
Ergonomics - task lighting - overhead lighting
Ergonomic considerations shall take into account video screen viewing angles (upwards and
panoramic) from each operator’s seated position. Overhead lighting shall be installed to optimize
viewing of the new video displays, reducing glare, augmenting the use of dispatcher tools, and laid-
out with the future scheme in mind. It will be composed of multiple 4’ fluorescent, dimmable fixtures
configured into multiple zones. This system shall be completely controllable from the dispatcher’s
console to allow adjustable ’light in each dispatch area separately. Lighting control is an absolute
necessity to allow the dispatcher to function most efficiently in a calm, cool, collected mannerduring
times of emergency operations. CPAU can help identify local contractors for this work, if
necessary. Task lighting shall be added to the existing consoles. This task lighting will be
transferable to new consoles at a later phase.
Tack-boards - Paper operating diagrams -- Acoustics
The two side wall rolling print tack boards shall each be composed of 4 -4’ wide X 8’ high sliding
panels with suitable metal frames with cork surfaces or Forbo Self Healing type surfaces suitable
for map tacking prints. The 4 panels will fully retract into storage such that, when retracted, only the
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SCOPE OF WORK OR SERVICES
front panel shows. AVI shall analyze and apply acoustic appliances/tiles wherever possible,
including wall and ceiling considerations, to make the control room acoustically pleasant to work in.
Ceiling considerations shall include a drcpped T-bar type ceiling with incorporated fluorescent
lighting fixtures. Colors selected sha!l be part of a coordinated overall color scheme for the room.
Audio - Control - Inputs/Outputs - Volume
A satisfactory, yet minimal, room sound system will be installed as part of this project. It may
consist of console mounted speakers only.
Signage - CPAU logo
The three-dimensional logo shall be approximately 4’ square, with a compact ’framing projector’
type fixtrue (ceiling mounted) shining down on the logo.
Installation
Initially, demolish and properly dispose all material that will not be part of the updated control room,
such as the existing map wall. CPAU will recycle and dump this material, using Palo AIto’s refuse
and recycling facilities, if AVl will reduce the materials to small, manageable sizes. Installation will
be performed without disrupting the 24 x 7 operation through careful planning and execution.
Work Plan
AVl shall hold a kick-off meeting with City staff to review the work plan, schedule (6 months
completion ARO), recommendations, responsibilities, material submittals, and approval
process. Additional, regular meetings, as required and defined at this meeting.
Definition & Planning
Procurement
Implementation, testing, & training
Docu~-Ientation
AVI shall supply two (2) hardcopies of all final documentation including owner manuals, software,
drawings, maintenance schedules/requirements and warrantees.
Follow-up Service, Maintenance, Warranty, and 24X7 Support
Twice the first year after installation, Preventative Maintenance & Service will be accomplished with
AVlSPL certified technical labor. Extended warrantees and support to be discussed. Anyerrors
generated in or by the new equipment shall be fixed by AVl before final acceptance of the system
and before the warranty periods begin.
Below is the conceptual control room layout:
PAGE 2 OF 3
SCOPE OF WORK OR SERV1CES
City of Palo Alto
RFP .~2o83.L - BAFO
PROJECT PHASE :]. CONCEPTUAL LAYOUT
Phase #:[ conceptual plan
£
EXHIBIT "B"
SCHEDULE OF PERFORMANCE
CONSULTANT shall perform the Services so as to complete each milestone within the number
of days/weeks specified below. The time to complete each milestone may be increased or
decreased by mutual written agreement of the project managers for CONSULTANT and CITY so
long as all work is completed within the term of the Agreement. CONSULTANT shall provide a
detailed schedule of work consistent with the schedule below within 2 weeks of receipt of the
notice to proceed.
Milestones Completion
No. of Days/Weeks
From NTP
1. Upgrade UCC 104 Weeks
081027
Professional Services
Revised i0/18/07
EXHIBIT C
TOTAL PROJECT EQUIPMENT COST $260,497.14
LABOR $59,008.86
TRAVEL
Includes per diem, hotels, air fares, and all other travel related expenses
associated with this project.
GENERAL AND ADMINISTRATIVE
Including all G & A expenses: Clerical, shipping, insurance and warranties.
1st YEAR WARRANTY & MAINTENANCE
$15,535.00
$12,858.2{~
$18,000.00
SUBTOTAL $365,899.20
TAXES 8.25%
GRAND TOTAL
EXHIBIT "D"
INSURANCE REQUIREMENTS
CONT1L~CTORS TO THE CITY OF PALO ALTO (CITY), AT THEIR SOLE EXPENSE, SHALL FOR THE TERIvl OF THE CONTRACT OBTAIN
AND MAINTAIN INSURANCE IN THE AMOUNTS FOR THE COVERAGE SPECIFIED BELOW, AFFORDED BY COMPANIES WITH AM
BEST’S KEY RATING OF A-:VII, OR HIGHER, LICENSED OR AUTHORIZED TO TRANSACT INSURANCE BUSINESS IN THE
STATE OF CALIFORNIA.
AWARD IS CONTINGENT ON COMPLIANCE WITH CITY’S INSURANCE REQUIREMENTS, AS SPECIFIED, BELOW:
MINIMUM LIMITS
REQUIRED TYPE OF COVERAGE
YES WORKER’S COMPENSATION
YES EMPLOYER’S LIABILITY
YES
YES
YES
GENERAL LIABILITY, INCLUDING
PERSONAL INJURY, BROAD FORM
PROPERTY DAMAGE BLANKET
CONTRACTUAL, AND FIRE LEGAL
LIABILITY
AUTOMOBILE LIABILITY,
INCLUDING ALL OWNED, HIRED,
NON-OWNED
PROFESSIONAL LIABILITY,
INCLUDING, ERRORS AND
OMISSIONS, MALPRACTICE
(WHEN APPLICABLE), AND
NEGLIGENT PERFORMANCE
REQUIREMENT
STATUTORY
STATUTORY
BODILY INJURY
PROPERTY DAMAGE
BODILY INJURY & PROPERTY DAMAGE
COMBINED.
BODILY INJURY
EACH PERSON
EACH OCCURRENCE
PROPERTY DAMAGE
BODILY INJURY ANDPROPERTY
DAMAGE, COMBINED
ALL DAMAGES
EACH
OCCURRENCE
$1,000,000
$1,000,000
$1,000,000
$1,000,000
$l,000,000
$1,000,000
$1,000,000
$1,000,000
$1,000,000
AGGREGATE
YES
$1,o0o,o0o
$1,o0o,ooo
$1,ooo,o00
$1,ooo,o00
$1,ooo,000
$1,o0o,00o
$1,o00,000
$1,o00,000
THE CITY OF PALO ALTO IS TO BE NAMED AS AN ADDITIONAL INSURED: CONTRACTOR, AT ITS SOLE COST AND
EXPENSE, SHALL OBTAIN AND MAINTAIN, IN FULL FORCE AND EFFECT THROUGHOUT THE ENTIRE TERM OF ANY
RESULTANT AGREEMENT, THE INSURANCE COVERAGE HEREIN DESCRIBED, INSUR1NG NOT ONLY CONTRACTOR AND ITS
SUBCONSULTANTS, IF ANY, BUT ALSO, WITH THE EXCEPTION OF WORKERS’ COMPENSATION, EMPLOYER’S LIABILITY AND
PROFESSIONAL INSURANCE, NAMING AS ADDITIONAL INSUREDS CITY, ITS COUNCIL MEMBERS, OFFICERS, AGENTS,
AND EMPLOYEES.
INSURANCE COVERAGE MUST INCLUDE:
A PROVISION FOR A WRITTEN THIRTY DAY ADVANCE NOTICE TO CITY OF CHANGE IN
COVERAGE OR OF COVERAGE CANCELLATION; AND
B.A CONTRACTUAL LIABILITY ENDORSEMENT PROVIDING INSURANCE COVERAGE FOR
CONTRACTOR’S AGREEMENT TO INDEMNIFY CITY.
II.
III.
C.DEDUCTIBLE AMOUNTS IN EXCESS OF $5,000 REQUIRE CITY’S PRIOR APPROVAL.
CONTACTOR MUSTSUBMIT CERTIFICATES(S) OF INSURANCE EVIDENCING REQUIRED COVERAGE.
ENDORSEMENT PROVISIONS, WITH RESPECT TO THE INSURANCE AFFORDED TO "ADDITIONAL
INSUREDS"
A.PRIMARY COVERAGE
WITH RESPECT TO CLAIMS ARISING OUT OF THE OPERATIONS OF THE NAMED INSURED, INSURANCE AS
AFFORDED BY THIS POLICY IS PRIMARY AND IS NOT ADDITIONAL TO OR CONTRIBUTING WITH ANY OTHER
INSURANCE CARRIED BY OR FOR THE BENEFIT OF THE ADDITIONAL INSUREDS.
Professional Services
Revised 10/18/07
2
081027
B.CROSS LIABILITY
THE NAMING OF MORE THAN ONE PERSON, FIRM, OR CORPORATION AS INSUREDS UNDER THE POLICY SHALL
NOT, FOR THAT REASON ALONE, EXTINGUISH ANY RIGHTS OF THE INSURED AGAINST ANOTHER, BUT THIS
ENDORSEMENT, AND THE NAMING OF MULTIPLE INSUREDS, SHALL NOT INCREASE THE TOTAL LIABILITY OF
THE COMPANY UNDER THIS POLICY.
C.NOTICE OF CANCELLATION
IF THE POLICY IS CANCELED BEFORE ITS EXPIRATION DATE FOR ANY REASON OTHER
THAN THE NON-PAYMENT OF PREMIUM, THE ISSUING COMPANY SHALL PROVIDE CITY
AT LEAST A THIRTY (30) DAY WRITTEN NOTICE BEFORE THE EFFECTIVE DATE OF
CANCELLATION.
IF THE POLICY IS CANCELED BEFORE ITS EXPIRATION DATE FOR THE NON-PAYMENT
OF PREMIUM, THE IS SUING COMPANY SHALL PROVIDE CITY AT LEAST A TEN (10) DAY
WRITTEN NOTICE BEFORE THE EFFECTIVE DATE OF CANCELLATION.
NOTICES SHALL BE MAILED TO:
PURCHASING AND CONTRACT ADMINISTRATION
CITY OF PALO ALTO
P.O. BOX 10250
PALO ALTO, CA 94303
Professional Services
Revised 10/18/07
3
081027
EXHIBIT "E"
CERTIFICATION OF NONDISCRIMINATION
Certification of Nondiscrimination:
As suppliers of goods or services to the City of Palo Alto, the firm and individuals listed below
certify that they do not and will not during the course of this contract discriminate in the
employment of any person because of race, skin color, gender, age, religion, disability, national
origin, ancestry, sexual orientation, housing status, marital status, familial status, weight or
height of such person and that they are in compliance with all Federal, State, and local directives
and executive orders regarding nondiscrimination in employment.
THE INFORMATION HEREIN IS CERTIFIED CORRECT BY SIGNATURE(S) BELOW.
Authorized Signature:
Date:
081027
Professional Servlces
Revised 10/18/07
SCOPE OF WORK OR SERVICES ATTACHMENT B
FINAL SCOPE OF SERVICES
UCC Control Room Interior Improvement
Overview
Audio Visual Innovations, Inc. (AVI) is contracted with the City of Palo Alto Utility Department (CPAU) to
provide the final scope definition, development of project plan, project management, installation,
testing, documentation, and follow-up engineering/maintenance services for a turn-key upgrade of
selected parts of RFP 126831 to the Utility Control Center (UCC) control room environment, located at
3241 East Bayshore Road, Palo Alto, California.
AVI shall implement this project in accordance with the City’s Request for Proposal 126831, the City’s
Best and Final Offer (BAFO) RFP dated September 23, 2008, and AVI’s BAFO proposal dated October
2, 2008. The first part of AVI’s work will be to perform interviews and data gathering with which to
ascertain the final proper furnishings and features. AVI shall fulfill their entire contract, resulting in a
quality, approved installation, within the budget of $393,775 plus 10% contingency with approval of the
City’s Project Manager, Jim Bujtor. AVI will provide short and long-term layouts, the latter being used
as a master plan for future upgrades. The details below represent the expected, final installation.
Video - Controllers - Inputs
The video, with its controller, shall be thought of as an additional video tool with total desk top control to
include launching programs, windowing and all other PC applications and functions. It also includes
operation as a video projection system compatible with cable or television. The video arrays shall be
approximately 60" tall x 160" wide DLP cubes, with smart lamp and auto color space bontrol technology,
mounted on a free standing base or structurally tied to the concrete below the raised floor, as required
for seismic zone 4 installations. A 65" diagonal flat screen, mounted portably in a portrait orientation,
shall display tall SCADA screens such as the 60kV Single Line dynamic display. AVI will work closely
with CPAU to provide video enhancements to make this possible. An adequate media controller shall
handle all inputs, including local applications, remote network applications, directly connected video,
analog RGB inputs, Satellite TV, DVD, VCR, and security feeds, and have expansion capability up to
28 inputs.
Ergonomics - task lighting - overhead lighting
Ergonomic considerations shall take into account video screen viewing angles (upwards and
panoramic) from each operator’s seated position. Overhead lighting shall be installed to optimize
viewing of the new video displays, reducing glare, augmenting the use of dispatcher tools, and laid-out
with the future scheme in mind. It will be composed of multiple 4’ fluorescent, dimmable fixtures
configured into multiple zones. This system shall be completely controllable from the dispatcher’s
console to allow adjustable light in each dispatch area separately. Lighting control is an absolute
necessity to allow the dispatcher to function most efficiently in a calm, cool, collected manner during
times of emergency operations. CPAU can help identify local contractors for this work, if necessary.
Task lighting shall be added to the existing consoles. This task lighting will be transferable to new
consoles at a later phase.
Tack-boards - Paper operating diagrams -- Acoustics
The two side wall rolling print tack boards shall each be composed of 4 -4’ wide X 8’ high sliding
panels with suitable metal frames with cork surfaces or Forbo Self Healing type surfaces suitable for
map tacking prints. The 4 panels will fully retract into storage such that, when retracted, only the front
panel shows. AVI shall analyze and apply acoustic appliances/tiles wherever possible, including wall
and ceiling considerations, to make the control room acoustically pleasant to work in. Ceiling
PAGE 1 OF 3
SCOPE OF WORK OR SERVICES
considerations shall include a dropped T-bar type ceiling with incorporated fluorescent lighting fixtures.
Colors selected shall be part of a coordinated overall color scheme for the room.
Audio - Control - Inputs/Outputs - Volume
A satisfactory, yet minimal, room sound system will be installed as part of this project. It may consist of
console mounted speakers only.
Signage - CPAU logo
The three-dimensional logo shall be approximately 4’ square, with a compact ’framing projector’ type
fixture (ceiling mounted) shining down on the logo.
Installation
Initially, demolish and properly dispose all material that will not be part of the updated control room,
such as the existing map wall. CPAU will recycle and dump this material, using Palo Alto’s refuse and
recycling facilities, if AVI will reduce the materials to small, manageable sizes. Installation will be
performed without disrupting the 24 x 7 operation through careful planning and execution.
Work
®
Plan
AVI shall hold a kick-off meeting with City staff to review the work plan, schedule (6 months
completion ARO), recommendations, responsibilities, material submittals, and approval
process. Additional, regular meetings, as required and defined at this meeting.
Definition & Planning
Procurement
Implementation, testing, & training
Documentation
AVI shall supply two (2) hardcopies of all final documentation including owner manuals, software,
drawings, maintenance schedules/requirements and warrantees.
Follow-up Service, Maintenance, Warranty, and 24X7 Support
Twice the first year after installation, Preventative Maintenance & Service will be accomplished with
AVISPL certified technical labor. Extended warrantees and support to be discussed. Any errors
generated in or by the new equipment shall be fixed by AVI before final acceptance of the system and
before the warranty periods begin.
Below is the conceptual control room layout:
PAGE 2 OF 3
SCOPE OF WORK OR SERVICES
Audio VisualInnovations City of Palo Alto
RFP 126831 - BAFO
PROJECT PHASE 1 CONCEPTUAL LAYOUT
Phase #1 conceptual plan