HomeMy WebLinkAbout03-01-2016 Item 10 Council Hearing Room Audio Visual Upgrade
Meeting Date: 3/1/2016
FROM: Derek Johnson, Interim Director of Finance & IT
Prepared By: Steve Schmidt, Information Technology Manager
SUBJECT: COUNCIL HEARING ROOM AUDIO VISUAL UPGRADE
RECOMMENDATION
1. Appropriate $48,700 from the Public, Education, and Government Access fund to upgrade the
audio visual system in the Council Hearing room; and
2. Authorize the Finance & IT Director to approve a Purchase Order with Jensen Audio Visual in
the amount of $48,700 from account for the purchase and installation of the upgraded AV
system.
DISCUSSION
Background
Through the City’s Franchise Agreement with Charter Communications, the City maintains and
operates the Government Access Channel 20 and receives Public, Education, and Government
(PEG) access funds for the purchase and maintenance of equipment and facilities directly related to
providing PEG services. The City is responsible for dispersing information to the public regarding
City Council and other public meetings via televised broadcasting on Government Access Channel
20. The increased functionality and the improved ability to convey information to the public that
this project would provide, qualifies the project for PEG funding. There is currently $169,425 in the
City’s PEG fund account for purchases such as the one proposed.
The Council Hearing Room is the most utilized conference room in the City for various City and
public meetings as well as serving as the Council meeting overflow room when needed to
accommodate large numbers of meeting attendees. The current audio visual system in the room is
outdated and failing. Staff has recently experienced frequent system failures during very critical
meetings. The existing overhead projector has been in use for approximately five years and has
been serviced multiple times. Due to the age of the projector, there is increased potential for future
equipment failures. Additionally, the projector generates a great deal of fan noise, which is very
disruptive to the attendees. The existing audio system in the room consists of two small computer
speakers that are not easily heard in the back of the room. The wireless keyboard and mouse, which
have been replaced many times, do not work reliably with the current system.
Proposed Upgrades
The proposed new upgraded AV system for the Council Hearing Room would include:
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1. Elimination of the existing overhead projector and replacement of it with a 90” LED flat panel
display in the recessed area in the front of the room.
2. Installation of a new pan/tilt/zoom HD camera in the rear of the room which will be integrated
into the Council Chambers broadcasting system to allow for recording and televising public
meetings. (CHC, ARC, etc.).1
3. Installation of six new recessed ceiling speakers throughout the room to provide proper audio
coverage.
4. Provision of wireless microphones and a new wireless video receiver which will receive
wireless video from presenter’s laptops, tablets and smart phones. The receiver has a built-in
wireless access point.
5. Inclusion of a new system control panel which will provide users with easy to use system
control options.
6. Deployment of an existing city-owned flat panel display to be mounted on the side wall at the
rear of the room to provide easier viewing for people sitting in the very back of the room. The
need for this additional panel will be evaluated after the large panel has been installed.
7. Installation of various switches, signal processors, data jacks and equipment racks are also
included in the proposal.
8. Installation of a new second existing city-owned flat panel display which currently sits on a
cabinet in the AV closet will be mounted on a cart which can be wheeled out into the foyer and
hallway to use in the event of an extreme overflow situation.
This upgrade would make the Council Hearing Room the most technologically advanced meeting
room in the City, thus improving the display and audio for the public. Considering the importance
of the public and internal meetings held in the facility, the AV system in this room needs to be as
reliable as possible. This upgrade would accomplish that objective.
Sole Source Justification
Staff has been using Jensen Audio/Visual for the past six years on a number of major audio
visual projects. Those projects include; the new Emergency Communications Center, EOC,
upgrading the City’s broadcast room and Council Chambers as well as upgrading most of the
City’s conference rooms as well as the entire City surveillance camera system.
Jensen AV is very familiar with all the City’s AV systems and has developed a good working
relationship with City staff. At the current time, Jensen is under contract with the City Clerk’s
office to maintain the Channel 20 broadcast system as well as the cameras and audio system in
the Council Chambers. Jensen’s knowledge of the existing broadcast room equipment, which
they installed and maintain, will enable the new Council Hearing Room equipment to easily
integrate into the City’s broadcast system and Channel 20 if desired. For these reasons, staff
recommends sole sourcing the Council Hearing Room AV upgrade to Jensen Audio Visual.
Jensen continually provides the City with very competitively priced, high quality and reliable
AV solutions.
1 Resources are not available at this time to fund the regular broadcasting of these meetings. These improvements
will enable the room to broadcast meetings and provide the public improved audio and visual experience.
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CONCURRENCES
The Information Technology Division as well as the IT Steering Committee concur with this
recommendation.
FISCAL IMPACT
There is sufficient funding available for this project in the PEG Government Access Fund 670 -
2491. The current PEG Fund account balance is $169,415, which would leave a balance of
$120,715 remaining after the issuance of this purchase order.
ALTERNATIVES
Deny the request or direct staff to pursue other procurement options.
Attachments:
a - Jensen AV Proposal - Council Hearing Room Upgrade
b - Jensen AV Purchase Order
c - General Terms and Conditions
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Hearing Room AV Upgrades
City of San Luis Obispo
990 Palm St.
San Luis Obispo, Ca 93401 USA
Presented By:
Jensen Audio Visual
210 E. Cota St.
Santa Barbara, CA 93101
(805) 962-0110
http://www.jensenav.com
Michael Dominguez
Presented To:
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DETAILS
Jensen Audio Visual is pleased to have the opportunity to supply this proposal for your project.Below are the
details of your project and our terms and conditions.Read through the entire document carefully to make sure
we didn’t miss anything.
Please read,initial,and sign the last page of this document to approve the project.Then return the entire
document to your sales rep with your 50% initial deposit.
If noted, the term "OFE" stands for "Owner Furnished Equipment".
Scope of Work
Executive Summary
The City of San Luis Obispo would like to upgrade the existing audiovisual system in their city
council hearing room. The existing audiovisual system has not been upgraded in years and is
starting to have issues. The existing projector has a loud cooling fan which makes it difficult to
hear when people are talking in the room. People in the back of the room are having a difficult
time seeing the presented video at the front of the room.
System Descriptions
The system will have the following major features:
·FRONT Flat Panel Display
o JAV will disconnect and remove the existing projector and will leave it in the client’s
possession for reuse or disposal. JAV will install a new 90” LED flat panel display in the
recessed area where the existing projection screen is located. The display will be hung
using an articulating arm mount, which will provide the ability to pull the display forward
and flush with wall on the front of the recessed area. JAV will have to install plywood
backing on the wall in order to achieve proper support for the flat panel display.
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·SIDE Flat Panel Display
o JAV will install an owner furnished 42” flat panel display on a flat/tilt mount at the back of
the room. This display will replace an existing map and will be used for people who are
sitting in the back of the room. JAV will install a new video extender behind the flat panel
display, and will run a new cat6 shielded cable from the extender to the new equipment
rack. The client will need to provide power for this new flat panel display.
·PTZ Camera
o JAV will install a new pan/tilt/zoom camera at the back of the room. The new camera will
be mounted on the wall. JAV will use a new video/power extender which will extend the
video and power from the camera to the council chambers control room where the
camera image can be broadcast. JAV will run a new VISCA control wire from the new
camera to an existing camera in the council chambers so that the new camera can be
controlled by a system operator in the control room.
·Speakers
o JAV will install six (6) new ceiling recessed speakers; they will be placed throughout the
room in order to provide proper audio coverage. The speakers will be wired in a mono
configuration and will be white in color.
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·Wireless Microphones
o JAV will integrate the existing 2 channel microphone receiver into the new audiovisual
system. The 2 existing wireless microphones will be used as well.
·Wireless Video Receiver
o JAV will integrate a new wireless video receiver in the new equipment rack, which will
receive wireless video from laptops, tablets and smart phones. The receiver has a built-
in wireless access point.
·Input Wall-Plate
o JAV will install a new input wall-plate at the front of the room near the recessed area; the
client will determine the final location. The new input wall-plate will be equipped with
HDMI and VGA with audio connections. The wall-plate will be configured to
automatically switch between the two available connections depending on which one is
receiving a video signal. The wall-plate will be white in color.
·USB Wall-Plate
o JAV will install a new USB wall-plate at the front of the room near the recessed area; the
client will determine the final location. The wall-plate will be connected to the owner
furnished PC. The wall-plate will be white in color.
·Output Wall-Plate
o JAV will install a new HDMI output wall-plate in the back of the room; the client will
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determine the final location. This wall-plate will be used to connect a second flat panel
display when there are people in the back of the room that cannot see the display at the
front of the room. The wall-plate will be white in color.
·Mobile Display Cart
o JAV will provide a new mobile cart, complete with a flat panel display mounting bracket.
JAV will attach an existing owner furnished 42” flat panel display to the top of the mobile
cart. JAV will also provide a 35’ HDMI cable to connect from the display to the new
HDMI output wall-plate. The mobile cart will be black in color and the horizontal shelf will
be removed in order to properly fit the stand in the existing closet.
·Audiovisual Switcher
o JAV will install a new audiovisual switcher in the existing cabinet located below the
display location. The new audiovisual switcher will receive all of the available video
signals and output them to both of the display locations.
·Digital Signal Processing
o JAV will integrate a new digital signal processor in the new equipment rack, which will be
configured to equalize the audio from the audio sources before they go out to the room
speakers and broadcast.
·System Control
o JAV will install a new 7 inch control touch panel which will be stationed in the front of the
room; the client will determine the final location. The touch panel will provide the
following control options:
§Turn on/off displays
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§Switch between available video sources
§Raise/lower and mute overhead audio
§Switch microphone audio from broadcast to local
o The wall-plate will be white in color.
·Equipment Rack
o JAV will install a new equipment rack in the existing closet located to the left of the front
display. The new equipment rack will be mounted to the wall in order for the new TV
stand to fit in the closet. The equipment rack provides eight-teen (18) standard rack
spaces which will be used to house the new audiovisual equipment. This will make for a
cleaner system, and will be easier to troubleshoot devices and inspect wiring should a
problem occur. The equipment rack will house the following devices:
§(1) audiovisual switcher
§(1) amplifier
§(2) HDMI transmitting extenders
§(1) OFE network switch
§(2) power conditioners
§(1) OFE 2 channel microphone receiver
§(1) control processor
§(1) OFE cable TV receiver
§(1) OFE PC
§(1) Digital signal processor
§(1) Wireless video receiver
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Tasks:
TASK 1: JAV will disconnect and remove the existing projector, projection screen, 1 surface
mount speaker, and all local wiring. The removed equipment will be left in the client’s
possession for reuse or disposal.
TASK 2: JAV will install a new 90” flat panel display in the recessed area of the room where the
existing projection screen is located. The display will be installed using an articulating arm
mount. New plywood backing will have to be mounted to the wall in order to provide sufficient
support for the display.
TASK 3: JAV will install six (6) new ceiling recessed speakers throughout the room. New
speaker wire will be daisy-chained between each of the speakers and a homerun will go to a
new amplifier that will be located in the existing cabinet below the display.
TASK 4: JAV will install a new input wall-plate in the front of the room; the client will determine
the final location. This will require a new shielded cat6 wire be run from it to the cabinet below
the display.
TASK 5: JAV will install a new output wall-plate near the back of the room. This will require a
new shielded cat6 wire be run from the back of the room to the cabinet below the display.
TASK 6: JAV will integrate a new rolling cart and will attach an existing 42” flat panel display to
the top of it. JAV will provide a new 35’ HDMI cable to connect from the display to the new
output wall-plate.
TASK 7: JAV will install a new control touch panel in the front of the room; the client will
determine the final location.
TASK 8: JAV will install a new eight-teen (18) space equipment rack which will be mounted to
the wall in the existing closet.
TASK 9: JAV will program the new control touch panel to control the new audiovisual system.
TASK 10: JAV will install a new USB wall-plate at the front of the room which will be connected
to the owner furnished PC. The client will decide the final location for the wall-plate.
TASK 11: JAV will integrate the existing wireless microphone receiver into the new audiovisual
system.
TASK 12: JAV will install an owner furnished 42” flat panel display at the back of the room using
a flat/tilt mount. A new video extender receiver will be mounted behind the display and a new
cat6 shielded wire will be run from the extender to the video switcher in the new equipment
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rack.
TASK 13: JAV will install a new PTZ camera at the back of the room. The camera will be
installed using a wall mount. JAV will use an extender to extend the video/power from the
camera to the council control room system.
TASK 14: JAV will run a new RS-232 VISCA cable from one of the existing cameras in the
council chambers to the new camera in the hearing room for control.
TASK 15: JAV will test the entire system to verify that all components are working as expected.
Customer Considerations
JENSEN AUDIO VISUAL ASSUMES ALL CABLE PATHWAYS IN-WALL AND IN-CEILING
ARE CLEAR AND FREE OF OBSTRUCTIONS. IF A CLEAR CABLE PATHWAY CANNOT BE
ESTABLISHED AND WILL HAVE A DETRIMENTAL EFFECT TO THE PROJECT TIMELINE,
JENSEN AUDIO VISUAL WILL HALT INSTALLATION TO DISCUSS ALTERNATIVE OPTIONS
WITH THE CLIENT. ADDITIONAL CHARGES MAY APPLY.
JENSEN AUDIO VISUAL WILL REQUIRE THE CLIENT TO PROVIDE 120V POWER AT ALL
AV LOCATIONS SUCH AS FLAT PANELS, PROJECTORS, SCREENS, RACK, AND INPUT
PLATES PRIOR TO INSTALLATION. COORDINATE ALL POWER LOCATIONS WITH
JENSEN AUDIO VISUAL.
THE AV CONTROL AND AUTOMATION SYSTEM WILL REQUIRE ACCESS TO YOUR
NETWORK AND POSSIBLY ACCESS TO THE INTERNET DEPENDING ON ELECTED
REMOTE SUPPORT FEATURES. PLEASE HAVE YOUR IT DEPARTMENT CONTACT
JENSEN AUDIO VISUAL FOR NETWORK COORDINATION WHEN APPROVING THIS
PROPOSAL.
YOUR AUDIO VISUAL SYSTEM INCLUDES 1-YEAR OF FREE REMOTE MONITORING AND
SUPPORT. THE AV SYSTEM WILL REQUIRE ACCESS TO THE INTERNET FOR
CONNECTION TO OUR CLOUD BASED MONITORING SYSTEM.
JENSEN AUDIO VISUAL WILL PROVIDE ONE (2) HOURS TO TRAIN THE CLIENT ON HOW
TO USE THE NEW AUDIOVISUAL SYSTEM.
THE PLYWOOD BACKING FOR THE FLAT PANEL DISPLAY WILL NOT BE PAINTED.
THE PLYWOOD BACKING FOR THE EQUIPMENT RACK WILL NOT BE PAINTED.
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THE CLIENT WILL PROVIDE A NETWORK SWITCH FOR THE NEW EQUIPMENT.
SIXTEEN PORTS ARE REQUIRED FOR THE NEW SYSTEM.
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Fine print
You agree that others will provide the following unless otherwise noted in the scope of work.
120V AC Power
Jensen Audio Visual will require 120 VAC duplex receptacles at the head end and any display. All motorized
screens/mounts shall require 120 VAC non-outlet connections. A dedicated 20 amp circuit may also be
required; this must be provided by others and all locations must be coordinated with Jensen Audio Visual.
Coring and other pathways
Jensen Audio Visual will not create or core any pathways. All locations for equipment are assumed to be
accessible when we arrive to pre-wire or install. If not, additional time and materials may be necessary at an
additional cost to the customer, including asbestos related work.
Mill work, acoustical ceiling repair, patching and painting
Mill work, acoustical ceiling repair, patching and painting is not considered the responsibility of Jensen Audio
Visual and must be provided by others.
Rates:
Standard Installation: $110/hr *
Our standard hourly rate is based on $110/hr. (min 1 hour). *The final labor total may also include labor
charges for off-site shop testing, design and engineering, and control system programming. Once all the items
in your project have arrived, we will contact you to schedule your installation for the first available opening.
Prevailing wage projects are based on $130/hr., please note the customer considerations section of your scope
of work to determine if your project is prevailing wage.
Priority Installation: $150/hr.
If your project is rushed, our Priority hourly installation rate is $150/hr. In addition, overnight shipping will be
applied to the final invoice. Once tracking on all the items is available, we will contact you within (1) business
day to schedule your install will make arrangements to be on-site within (3) business days of item fulfillment.
Terms:
Jensen Audio Visual accepts payment via cash, check, or credit card. A 50% deposit is due at the time of
proposal acceptance and 50% due upon completion. Jobs with a completion date beyond 30 days will be billed
monthly with progress payments less the deposit due upon receipt. Progressive billing will include invoicing of
materials stored at Jensen Audio Visual or its subcontractors and for engineering, labor or programming prior
to on-site installation. Payment is due upon receipt of invoice. Extension of credit for billing is subject to
approval by our credit department in writing. Finance charges will be computed by applying a periodic rate of
1.5%, which is an annual percentage rate of 18% to that portion of your balance which has not been paid at the
end of 30 days following date of invoice. To avoid incurring the finance charge, your bill should be paid in full
within thirty (30) days after date of invoice.
Returns
Standard stock items purchased from Jensen Audio Visual may be returned for any reason within (14)fourteen
days.Custom orders are non-returnable and non-refundable.All original packaging,accessories and
documentation must accompany the item and be in unmarked condition.Items must be shipped via at least
2nd day freight with insurance for the full value of the item.Returned items are subject to a 25%restocking
fee.Though rare,a customer may need to return a defective product. Defective product returns are not
subject to the 25%restocking fee and will be exchanged in accordance with the manufacturer’s policy within
30 days of purchase.
If you need to return an item for any reason,please contact our customer service department at
Page 11 of 24
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(805) 962-0110 BEFORE you ship.
Installation
Normal business hours for Jensen Audio Visual are Monday - Friday 8a to 5p. Please take these hours into
account as afterhours service will be billed at the priority rate of $150/hr.
Site Conditions:
Our technicians will do their best to minimize noise and disruption however, depending on your system, some
noise is to be expected. During the process, power tools will be used to hang and secure the equipment and
during the testing and commissioning portion, brief loud noises such as static or audio tones may be heard
while the technicians stress test the audio system. If this service order requires multiple days, we will need a
secure location to store equipment and tools at the end of the day.
Jensen Audio Visual will provide the following: all necessary junction boxes, wall plates, low voltage
power/control/audio wiring, cable pulls in free air, above ceiling, and concealed walls as well as mount,
terminate, and test all equipment provided in our scope of work. Jensen Audio Visual will also provided
supervisory labor at the job site if and when required. Idle time incurred by Jensen Audio Visual employees
due to escorts, clearances, inability to enter workspace and other factors beyond our control will be invoiced
at our current labor rates.
Plenum installation
Jensen Audio Visual will not provide plenum rated wire unless specified in writing.
Clean Up:
At the end of each day, our technicians will tidy their mess as much as is appropriate for the site conditions
and your requirements. All trash will be collected and disposed of and all surfaces will be vacuumed. If you
have any additional requirements please let me know.
System training
Jensen Audio Visual will provide a qualified trainer for the key personnel at the end of the installation.
Additional or repeat training sessions are available at an additional rate.
Drawing and documentation
Upon request, Jensen Audio Visual will supply one (1) set of as-built drawings per installation.
Warranty
Jensen Audio Visual certifies that all equipment and materials furnished shall carry a ninety (90) day warranty
on parts. Further, Jensen Audio Visual guarantees to furnish any qualified service personnel (during normal
business hours, Monday - Friday 8:00 AM - 5:00 PM) to the installation site for the period of one (1) year from
the date of installation to repair or replace defective items installed or provided by Jensen Audio Visual
exclusively. Further, all equipment purchased from Jensen Audio Visual in our installed system is subject to a
manufactures warranty. This warranty and instructions will be furnished to the end user as part of the
installation agreement.
Jensen Audio Visual will not honor any other warranty, implied or otherwise. In no event shall Jensen Audio
Visual be liable, or in any way responsible for damages, or defect in the system, which were caused by
neglect, vandalism, misuse, acts of God or by repairs or attempted repairs performed by anyone other than a
Jensen Audio Visual service technician. Nor shall Jensen Audio Visual be liable or in any way responsible for
any incidental or consequential economic or property damage.
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Hearing Room
00 VIDEO
EXT. PRICEITEMQTY.MSRP DISCOUNT
CABLES TO GO
1.5FT S-VIDEO CABLE
1 $12.34$12.99 5%
CHIEF
UNIVERSAL DUAL SWING ARM WALL MOUNT
1 $646.40$808.00 20%
SHIELDED RJ-45 PLUG
8 EXTRON
*EXTRON
BULK - SHIELDED TWISTED PAIR CABLE
150 $207.58$11.19 5%
EXTRON
6 IN. VGA TO BNC FEMALE ADAPTOR
1 $36.10$38.00 5%
EXTRON
6 FT. VGA-M TO BNC-M ADAPTOR
1 $45.60$48.00 5%
EXTRON
12 FT. STANDARD VGA WITH AUDIO CABLE
1 $62.70$66.00 5%
EXTRON
6 FT. STANDARD VGA CABLE
1 $43.70$46.00 5%
EXTRON
AV RCA MALE TO MALE COMPOSITE VIDEO AND STEREO AUDIO CABLES
1 $15.20$16.00 5%
EXTRON
DISPLAYPORT-M TO HDMI-F ACTIVE ADAPTER - 6 PIGTAIL
1 $47.50$50.00 5%
EXTRON
VGA/RS232 CAT5 RX
1 $439.60$628.00 30%
EXTRON
EIGHT INPUT HDCP-COMPLIANT SCALING PRESENTATION SWITCHER WITH DTP EXTENSION
1 $2,443.00$3,490.00 30%
ESTIMATE
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EXTRON
HDMI TWISTED PAIR EXTENDER - TX
2 $658.00$470.00 30%
EXTRON
HDMI TWISTED PAIR EXTENDER - RX
2 $658.00$470.00 30%
EXTRON
VGA/RS232 CAT5 TX
1 $378.00$540.00 30%
EXTRON
TWO INPUT DTP TRANSMITTER FOR HDMI AND VGA - DECORA® WALLPLATE
1 $763.00$1,090.00 30%
EXTRON
HDMI TWISTED PAIR EXTENDER - DECORA WALLPLATE
1 $483.00$690.00 30%
EXTRON
WIRELESS COLLABORATION GATEWAY
1 $1,183.00$1,690.00 30%
HOSA
S-VIDEO TO DUAL BNC CABLE - 6FT
1 $15.82$16.65 5%
JENSEN AV
CA35 ELECTRONIC WASTE RECYCLING FEE
1 $10.00$0.00 0%
KRAMER ELECTRONICS
35' STANDARD HDMI (M) TO HDMI (M) CABLE
1 $56.05$59.00 5%
LIBERTY CABLE
12 FT. HDMI CABLE WITH LOCKING CONNECTOR
2 $85.48$44.99 5%
LIBERTY CABLE
3 FT. HDMI CABLE WITH HIGH RETENTION CONNECTOR
1 $23.74$24.99 5%
LIBERTY CABLE
6 FT. HDMI CABLE WITH LOCKING CONNECTOR
4 $113.96$29.99 5%
SHARP
90" FLAT PANEL DISPLAY 1080P
1 $7,199.99$7,999.99 10%
SONY
28X SD PTZ CAMERA - WHITE
1 $944.30$1,349.00 30%
ESTIMATE
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SOUND CONTROL TECHNOLOGIES
CAMERA EXTENDER - CAT5 TO S-VIDEO
1 $490.00$700.00 30%
ESTIMATE
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01 AUDIO
EXT. PRICEITEMQTY.MSRP DISCOUNT
BSS
CONFERENCING PROCESSOR WITH AEC
1 $2,156.00$2,695.00 20%
EXTRON
12 FT. 1/8 IN. TRS TO SAME
1 $15.20$0.00 5%
EXTRON
70 V TWO CHANNEL AMP - 400 WATTS/CH
1 $1,253.00$1,790.00 30%
HOSA
3.5 MM TS TO SAME - MONO
3 $18.81$6.60 5%
HOSA
XLR MALE CONNECTOR DESIGNED TO TERMINATE SINGLE-PAIR CABLE FOR BALANCED
MONO APPLICATIONS.
1 $3.71$3.90 5%
JBL
6.5" 2-WAY CEILING SPEAKER 70V - WHITE PAINTABLE
6 $1,058.40$196.00 10%
LIBERTY CABLE
S2 - BULK PLENUM 16 AWG SPEAKER WIRE - BLACK
75 $27.08$0.38 5%
LIBERTY CABLE
C1 - BULK PLENUM 22 AWG 2-CONDUCTOR WITH DRAIN WIRE FOR RS-232 CONTROL
330 $73.36$0.20 5%
ESTIMATE
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EXT. PRICEITEMQTY.MSRP DISCOUNT
CABLES TO GO
6 FT. STANDARD CAT5E CABLE
7 $49.84$7.49 5%
EASY ADAPTERS
FEMALE DB-9 TO 5-POSITION TERMINAL BLOCK ADAPTER.
1 $5.58$5.87 5%
EASY ADAPTERS
MALE DB-9 TO 5-POSITION TERMINAL BLOCK ADAPTER.
1 $8.70$9.16 5%
EXTRON
7” WALL MOUNT TOUCHPANEL - WHITE
1 $696.50$1,990.00 30%
EXTRON
IP LINK PRO CONTROL PROCESSOR
1 $833.00$1,190.00 30%
EXTRON
TWISTED PAIR EXTENDER FOR USB - TRANSMITTER
1 $483.00$690.00 30%
EXTRON
TWISTED PAIR EXTENDER FOR USB - RECEIVER
1 $595.00$850.00 30%
EXTRON
12V, 1A, POWER SUPPLY WITH CAPTIVE SCREW CONNECTOR
1 $63.00$90.00 30%
HOSA
HIGH SPEED USB CABLE - TYPE A TO TYPE B - 5FT
1 $8.12$8.55 5%
CAT5E MODULAR PLUG - SOLID
4 STEREN
*LIBERTY CABLE
BULK CAT5E CABLE - BLACK
175 $34.87$2.09 5%
*LIBERTY CABLE
N1 - BULK PLENUM CAT5E CABLE - BLACK
230 $103.13$2.35 5%
ESTIMATE
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6 STEREN
TECNEC
PLENUM VISCA CAMERA CONTROL CABLE - 100FT
1 $170.99$179.99 5%
ESTIMATE
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EXT. PRICEITEMQTY.MSRP DISCOUNT
EXTRON
8-OUTPUT 4.0 AMP 12V DC POWER SUPPLY
1 $413.00$590.00 30%
HOSA
3 FT. STANDARD POWER CABLE
9 $94.95$11.10 5%
HOSA
15 FT. POWER EXTENSION CORD
1 $42.47$44.70 5%
LIBERTY CABLE
C1 - BULK PLENUM 22 AWG 2-CONDUCTOR WITH DRAIN WIRE
6 $1.14$0.20 5%
MIDDLE ATLANTIC
RACK MOUNTED INTELLIGENT POWER CONDITIONER
2 $1,479.80$1,057.00 30%
ESTIMATE
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EXT. PRICEITEMQTY.MSRP DISCOUNT
CHIEF
MANUAL HEIGHT ADJUSTABLE MOBILE AV CART
1 $870.80$1,244.00 30%
EXTRON
1U, 19-IN. RACK SHELF
3 $273.00$130.00 30%
EXTRON
UNDER-DESK MOUNT KIT FOR 1/2 RACK WIDTH, TWO-PIECE ENCLOSURES
2 $70.00$50.00 30%
MIDDLE ATLANTIC
18 SPACE (31-1/2"), 3' DATA WALL CAB,PLEXI DOOR,22"DEEP
1 $694.40$992.00 30%
MIDDLE ATLANTIC
FAN KIT FOR EQUIPMENT RACK
1 $136.50$195.00 30%
MIDDLE ATLANTIC
1 SPACE (1 3/4") FLANGED ECONO-BLANK, BLACK POWDER COAT FINISH
5 $39.90$11.40 30%
MIDDLE ATLANTIC
L SHAPED LACING BAR, 10 PC. PACK
1 $32.20$46.00 30%
MIDDLE ATLANTIC
OCAP-2 - 2 SPACE (3 1/2") OPEN CAPTIVATOR SHELF, READY-TO-ASSEMBLE
CONSTRUCTION, BLACK FINISH
1 $31.50$45.00 30%
MIDDLE ATLANTIC
1 SPACE UNIVERSAL FACE AFTER SHELF, 8" DEEP
3 $101.31$48.24 30%
PREMIER MOUNTS
TILT MOUNT FITS 26-42-IN. FLAT-PANEL DISPLAYS
1 $80.00$100.00 20%
ESTIMATE
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EXT. PRICEITEMQTY.MSRP DISCOUNT
JENSEN AV
OFF-SITE MOBILIZATION COSTS - TRAVEL, LODGING, AND PER DIEM
1 $1,170.00$0.00 0%
$30,250.32Section Subtotal:
ESTIMATE
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Miscellaneous Items:
MISCELLANEOUS PARTS AND MATERIALS
$120.001MISC. PARTS AND MATERIALS
JENSEN AV STANDARD SHIPPING
$1,020.001STANDARD SHIPPING
$1,140.00Miscellaneous Items Total:
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CONTINUED...
Ifyouareinterestedinaddingamaintenanceagreementtoyournewsystemyoucanfind
more information at jensenav.com/service
Thisproposalcontainsproprietaryinformationandisconfidential.Itisintendedonlyfortheclientandmaynotbe
reproducedorcopiedtothirdpartieswithoutthepermissionofJensenAudioVisual.Pleasecontactyourrepifyouare
interested in purchasing the system design for bid purposes.
$39,536.27Equipment:
Project Summary
($8,786.95)Discount on Equipment:
$14,351.90Labor:
Sales Tax:$2,459.15
$1,140.00Misc. Items:
Grand Total:$48,700.37
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ESTIMATE
Steve Schmidt DateClient:
To approve this proposal,please read and initial each section below and sign the
bottom. Please return this page with your prefered method of payment.
I understand that this proposal reflects the most accurate estimation of parts and labor that can be
provided based on the information at hand but,it is only an estimate.Any project complications due to
unforeseen circumstances may cause increases in the final invoice all changes will be discussed with the
client prior to additional charges.
I understand that Jensen Audio Visual keeps no stock on equipment and all items in this proposal will not
be ordered until this proposal is signed and returned with a purchase order or 50%deposit.Item
fulfillment typically requires 1-2 weeks.Rush shipping is available and the additional charges will be
added to the final invoice.
Once all of your items have been received,you will then be contacted to schedule your install for the first
available time slot.Most projects are installed within 1-3 weeks after fulfillment.Priority installation is
available to you for an additional $55/hr.and will guarantee your install will begin within (5)business days
after all of your items have arrived. The additional charges will be added to the final invoice.
Yes, I would like RUSH SHIPPING: Yes, I would like PRIORITY INSTALLATION:
I understand that Jensen Audio Visual requires a 50% deposit in order to proceed for all cash, check or
credit card orders. I will be paying my deposit with:
If your organization issues purchase orders, please include a copy of your purchase order with your signed
proposal and your 50% deposit.
INITIAL
INITIAL
INITIAL
CASH CHECK CREDIT CARD
Payment Schedule Amount Due Date
Initial Deposit $24,350.19
Final $24,350.18
Page 24 of 24
Hearing Room AV Upgrades 2/3/2016
Jensen Audio VisualPresented By:
Project Name:
JENSEN-1727Project No.:3Revision:
* Price Includes Accessories
CONFIDENTIAL - 2016 P1
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City of San Luis Obispo Vendor #
PURCHASE ORDER FOR IT USE ONLY:LW012916A Date
Send copy to vendor with any attachments
Do not send to vendor
VENDOR Jensen Audio Visual SHIP TO City of San Luis Obispo
ORDER 210 E. Cota Street ADDRESS 990 Palm Street
ADDRESS Santa Barbara, CA 93101 San Luis Obispo, CA 93401
Attn: Michael Dominguez Attn: Steve Schmidt
805-962-0110 Bus: 805-781-7110
VENDOR same
INVOICE
ADDRESS
Quote General Ledger Account Capital Project
Number Date Fund Program Acct Project Phase Description Amount
02/03/16 670 2491 48,700.37
TOTAL 48,700.37
Requesting Department Prepared By Dept Approval Finance/Administration Approval
Finance & IT S. Schmidt
Instructions:ACCOUNTING USE ONLY
Department: Complete form and obtain departmental approval. Attach quotes, bid summaries, or CAO report
(as required by purchasing guidelines). Route to Finance or Admin for approval.Verified By
Finance: After final approval, assign PO number and return copy to department. Process encumbrance.
2/23/2016
Jensen-1727 Hearing Room AV Upgrades
Per quote 2/3/16
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City of San Luis Obispo – General Terms and Conditions Exhibit B
1
1. Business Tax. The Contractor must have a valid City of San Luis Obispo business tax certificate
before execution of the contract. Additional information regarding the City's business tax program
may be obtained by calling (805) 781-7134.
2. Ability to Perform. The Contractor warrants that it possesses, or has arranged through
subcontracts, all capital and other equipment, labor, materials, and licenses necessary to carry out
and complete the work hereunder in compliance with any and all federal, state, cou nty, city, and
special district laws, ordinances, and regulations.
3. Laws to be Observed. The Contractor shall keep itself fully informed of and shall observe and
comply with all applicable state and federal laws and county and City of San Luis Obispo
ordinances, regulations and adopted codes during its performance of the work.
4. Payment of Taxes. The contract prices shall include full compensation for all taxes that the
Contractor is required to pay.
5. Permits and Licenses. The Contractor shall procure all permits and licenses, pay all charges and
fees, and give all notices necessary.
6. Safety Provisions. The Contractor shall conform to the rules and regulations pertaining to safety
established by OSHA and the California Division of Industrial Safety.
7. Public and Employee Safety. Whenever the Contractor's operations create a condition hazardous
to the public or City employees, it shall, at its expense and without cost to the City, furnish, erect
and maintain such fences, temporary railings, barricades, lights, signs and other devices and take
such other protective measures as are necessary to prevent accidents or damage or injury to the
public and employees.
8. Preservation of City Property. The Contractor shall provide and install suitable safeguards,
approved by the City, to protect City property from injury or damage. If City property is injured or
damaged resulting from the Contractor's operations, it shall be replaced or restored at the
Contractor's expense. The facilities shall be replaced or restored to a condition as good as when the
Contractor began work.
9. Immigration Act of 1986. The Contractor warrants on behalf of itself and all sub-Contractors
engaged for the performance of this work that only persons authorized to work in the United States
pursuant to the Immigration Reform and Control Act of 1986 and other applicable laws shall be
employed in the performance of the work hereunder.
10. Contractor Non-Discrimination. In the performance of this work, the Contractor agrees that it
will not engage in, nor permit such sub- Contractors as it may employ, to engage in discrimination
in employment of persons because of age, race, color, sex, national origin or ancestry, sexual
orientation, or religion of such persons.
11. Work Delays. Should the Contractor be obstructed or delayed in the work required to be done
hereunder by changes in the work or by any default, act, or omission of the City, or by strikes, fire,
earthquake, or any other Act of God, or by the inability to obtain materials, equipment, or labor due
to federal government restrictions arising out of defense or war programs, then the time of
completion may, at the City's sole option, be extended for such periods as may be agreed upon by
the City and the Contractor.
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City of San Luis Obispo – General Terms and Conditions Exhibit B
2
12. Payment Terms. The City's payment terms are 30 days from the receipt of an original invoice and
acceptance by the City of the materials, supplies, equipment or services provided by the Contractor
(Net 30).
13. Inspection. The Contractor shall furnish City with every reasonable opportunity for City to
ascertain that the services of the Contractor are being performed in accordance with the
requirements and intentions of this contract. All work done and all materials furnished, if any,
shall be subject to the City's inspection and approval. The inspection of such work shall not relieve
Contractor of any of its obligations to fulfill its contract requirements.
14. Audit. The City shall have the option of inspecting and/or auditing all records and other written
materials used by Contractor in preparing its invoices to City as a condition precedent to any
payment to Contractor.
15. Interests of Contractor. The Contractor covenants that it presently has no interest, and shall not
acquire any interest—direct, indirect or otherwise—that would conflict in any manner or degree
with the performance of the work hereunder. The Contractor further covenants that, in the
performance of this work, no sub-Contractor or person having such an interest shall be employed.
The Contractor certifies that no one who has or will have any financial interest in performing this
work is an officer or employee of the City. It is hereby expressly agreed that, in the performance of
the work hereunder, the Contractor shall at all times be deemed an independent Contractor and not
an agent or employee of the City.
16. Indemnification for Professional Liability. To the fullest extent permitted by law, the
Contractor shall indemnify, protect, defend and hold harmless the City and any and all of its
officials, employees and agents (“Indemnified Parties”) from and against any and all losses,
liabilities, damages, costs and expenses, including attorney’s fees and cost which arise out of,
pertain to, or relate to the negligence, recklessness, or willful misconduct of the Contractor.
17. Contract Assignment. The Contractor shall not assign, transfer, convey or otherwise dispose of
the contract, or its right, title or interest, or its power to execute such a contract to any individual or
business entity of any kind without the previous written consent of the City.
18. Termination. If, during the term of the contract, the City determines that the Contractor is not
faithfully abiding by any term or condition contained herein, the City may notify the Contractor in
writing of such defect or failure to perform. This notice must give the Contractor a 10 (ten)
calendar day notice of time thereafter in which to perform said work or cure the deficiency.
If the Contractor has not performed the work or cured the deficiency within the ten days specified
in the notice, such shall constitute a breach of the contract and the City may terminate the contract
immediately by written notice to the Contractor to said effect. Thereafter, neither party shall have
any further duties, obligations, responsibilities, or rights under the contract except, however, any
and all obligations of the Contractor's surety shall remain in full force and effect, and shall not be
extinguished, reduced, or in any manner waived by the termination thereof.
In said event, the Contractor shall be entitled to the reasonable value of its services performed from
the beginning date in which the breach occurs up to the day it received the City's Notice of
Termination, minus any offset from such payment representing the City's damages from suc h
breach. "Reasonable value" includes fees or charges for goods or services as of the last milestone
or task satisfactorily delivered or completed by the Contractor as may be set forth in the Proposal;
compensation for any other work, services or goods performed or provided by the Contractor shall
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City of San Luis Obispo – General Terms and Conditions Exhibit B
3
be based solely on the City's assessment of the value of the work-in-progress in completing the
overall workscope.
The City reserves the right to delay any such payment until completion or confirmed abandonment
of the project, as may be determined in the City's sole discretion, so as to permit a full and
complete accounting of costs. In no event, however, shall the Contractor be entitled to receive in
excess of the compensation quoted in its proposal.
19. Ownership of Materials. All original drawings, plan documents and other materials prepared by
or in possession of the Contractor as part of the work or services under these specifications shall
become the permanent property of the City, and shall be delivered to the City upon demand.
20. Release of Reports and Information. Any reports, information, data, or other material given to,
prepared by or assembled by the Contractor as part of the work or services under these
specifications shall be the property of City and shall not be made available to any individual or
organization by the Contractor without the prior written approval of the City.
21. Copies of Reports and Information. If the City requests additional copies of reports, drawings,
specifications, or any other material in addition to what the Contractor is required to furnish in
limited quantities as part of the work or services under these specifications, the Contractor shall
provide such additional copies as are requested, and City shall compensate the Contractor for the
costs of duplicating of such copies at the Contractor's direct expense.
22. Required Deliverable Products. The Contractor will be required to provide:
2 hard copies of the draft or electronic copy (Adobe Acrobat format)
2 hard copies of the final project report, and 1 electronic copy (Acrobat Adobe format) of the final
report.
City staff will review any documents or materials provided by the Contractor and, where necessary,
the Contractor will be required to respond to staff comments and make such changes as deemed
appropriate.
Computer files must be on 3½", high-density, write-protected diskettes or CD’s formatted for use
on IBM-compatible systems. Each diskette must be clearly labeled and have a printed copy of the
directory. Alternatively, files may be emailed to the City.
23. Amendments. Any amendment, modification or variation from the terms of this Agreement shall
be in writing and shall be effective only upon approval by the City Engineer of the City.
24. Complete Agreement. These Purchase Order Conditions and Contractors proposal shall constitute
the complete agreement between the parties hereto. No oral agreement, understanding or
representation not reduced to writing and specifically incorporated herein shall be of any force or
effect, nor shall any such oral agreement, understanding or representation be binding upon the
parties hereto.
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City of San Luis Obispo – General Terms and Conditions Exhibit B
4
25. Insurance Requirements. The Contractor shall provide proof of insurance in the form, coverages
and amounts specified in these conditions as a precondition to contract execution. The Contractor
shall procure and maintain for the duration of the contract insurance against claims for injuries to
persons or damages to property which may arise from or in connection with the performance of the
work hereunder by the Contractor, its agents, representatives, employees or sub-Contractors.
Minimum Scope of Insurance. Coverage shall be at least as broad as:
1. Insurance Services Office Commercial General Liability coverage (occurrence form CG 20 10
Prior to 1993 or CG 20 10 07 04 with CG 20 37 10 01 or the exact equivalent as determined by the
City).
2. Insurance Services Office form number CA 0001 (Ed. 1/87) covering Automobile Liability, code 1
(any auto).
3. Workers' Compensation insurance as required by the State of California and Employer's Liability
Insurance.
4. Errors and Omissions Liability insurance as appropriate to the Contractor's profession.
Minimum Limits of Insurance. Contractor shall maintain limits no less than:
1. General Liability: $1,000,000 per occurrence for bodily injury, personal injury and property
damage. If Commercial General Liability or other form with a general aggregate limit is used,
either the general aggregate limit shall apply separately to this project/location or the general
aggregate limit shall be twice the required occurrence limit.
2. Automobile Liability: $1,000,000 per accident for bodily injury and property damage.
3. Employer's Liability: $1,000,000 per accident for bodily injury or disease.
4. Errors and Omissions Liability: $1,000,000 per occurrence.
Deductibles and Self-Insured Retentions. Any deductibles or self-insured retentions must be declared to
and approved by the City. At the option of the City, either: the insurer shall reduce or eliminate such
deductibles or self-insured retentions as respects the City, its officers, officials, employees and volunteers;
or the Contractor shall procure a bond guaranteeing payment of losses and related investigations, claim
administration and defense expenses.
Other Insurance Provisions. The general liability and automobile liability policies are to contain, or be
endorsed to contain, the following provisions:
1. The City, its officers, officials, employees, agents and volunteers are to be covered as insureds as
respects: liability arising out of activities performed by or on behalf of the Contractor; products
and completed operations of the Contractor; premises owned, occupied or used by the Contractor;
or automobiles owned, leased, hired or borrowed by the Contractor. The coverage shall contain no
special limitations on the scope of protection afforded to the City, its officers, official, employees,
agents or volunteers.
2. For any claims related to this project, the Contractor's insurance coverage shall be primary
insurance as respects the City, its officers, officials, employees, agents and volunteers. Any
insurance or self-insurance maintained by the City, its officers, officials, employees, agents or
volunteers shall be excess of the Contractor's insurance and shall not contribute with it.
3. The Contractor's insurance shall apply separately to each insured against whom claim is made or
suit is brought, except with respect to the limits of the insurer's liability.
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City of San Luis Obispo – General Terms and Conditions Exhibit B
5
4. Each insurance policy required by this clause shall be endorsed to state that coverage shall not be
suspended, voided, canceled by either party, reduced in coverage or in limits except after thirty
(30) days' prior written notice by certified mail, return receipt requested, has been given to the Ci ty.
Acceptability of Insurers. Insurance is to be placed with insurers with a current A.M. Best's rating of no
less than A:VII.
Verification of Coverage. Contractor shall furnish the City with a certificate of insurance showing
maintenance of the required insurance coverage. Original endorsements effecting general liability and
automobile liability coverage required by this clause must also be provided. The endorsements are to be
signed by a person authorized by that insurer to bind coverage on its behalf. All endorsements are to be
received and approved by the City before work commences.
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