2419 ORDINANCE NO. ,2 1111
AN ORDINANCE WAIVING COMPETITIVE BIDDING FOR AUDIO VISUAL
UPGRADES AT THE EUGENE WOODS CIVIC CENTER TO BE PROVIDED
BY DIVERSIFIED/TECHNICAL INNOVATIONS, AND FOR OTHER
PURPOSES.
WHEREAS, Arkansas Code Annotated Section 14-58-303 allows waiving of
competitive bidding in exceptional situations where such procedure is deemed not feasible or
practical; and
WHEREAS, there are many items necessary for the City's use where competitive
bidding is deemed not feasible or practical; and
WHEREAS, the City of West Memphis and the West Memphis Advertising and
Promotion Commission are in need of upgrading the audio visual equipment to the West
Meeting Room at the Eugene Woods Civic Center; and,
WHEREAS, the West Memphis Advertising and Promotion Commission would like
the audio visual equipment to be compatible in the meeting rooms and Diversified/Technical
Innovation provided the audio visual upgrades to the East Meeting Room previously this year,
and competitive bidding under such circumstances would not be feasible or practical;
NOW, THEREFORE BE IT ORDAINED BY THE CITY COUNCIL OF THE
CITY OF WEST MEMPHIS, ARKANSAS:
1. That competitive bidding be waived for the following item to be used by the City,
described as follows:
Audio visual upgrades to the West Meeting Room at the Eugene Woods Civic Center to
be provided by Diversified/Technical Innovations at a cost not to exceed $48,000.00.
4
PASSED AND APPROVED this Y day �� �� , 2016.
WILLIAM H. JOHNSOit-144.44"e")
yor
ATTEST:
PHILLIP PARA, City Clerk
SPONSORED BY:
RECEIVED
City Clerk's Cffleg
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TECHNICAL Technical Innovation
INNOVATION 1600 Century Center Parkway
Building B—Suite 106
Memphis,TN 38134
901.345.5971
Company Name: River PAC
Project Name: West Conference Room
Job Number: H06868
Date: 10/07/16
Prepared By: Jerry Thompson
Account Executive: David Perry
PROJECT OVERVIEW
The following statement of work describes audio visual upgrades to the West Conference Room, within the
RiverPAC facility. The system will closely replicate the currently deployed H06258 Media Room (East
Conference Room).
West Conference Room
INSTALLATION TIMELINE: Four(4) business days, based on a two(2)person crew.
FIELD ENGINEERING TIMELINE: Two(2) business day, after the completion of the installation crew.
PROGRAMMING TIMELINE: Three (3) business days, prior to the installation timeline.
DIRECTIVES
Video System:
The Media Room will be upgraded with an Epson WUXGA, 4800 lumen projector. The projector will be
mounted from the building structure, utilizing an inverted mount and a false ceiling plate kit. The projector
will be imaged onto a new Dalite 130"diagonal, motorized screen. **Note**The ceiling grid will require
demolition and rebuild for the screen location.This is to be completed by owner.
Provide a Crestron digital media, ultra-high definition presentation switcher and control solution, all in one
unit. It will be utilized for all video sources and will host all control system functionality. The video sources
will be a single Crestron wall plate digital media transmitter, OFE CATV tuner, and a Wireless collaboration
device.
Audio System:
Provide a digital signal processor with 12 mic/line inputs, 8 mic/line outputs, an analog telephone interface,
and built in Auto Echo Cancellation (AEC). The DSP will be utilized to manage all audio sources within the
space. The sources are as follows.
1. Program Audio output from the Crestron DM system.
2. One (1) Shure ULX wireless combo microphone system.
3. Two(2)Audix tri-element ceiling microphones. These will be utilized for audio conferencing.
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The new combo wireless microphone unit will be installed with a distributed antenna system that will cover
the entire space.
Ten (10)Tannoy 165mm (6.5") Dual Concentric transducer speakers will be ceiling mounted, evenly
distributed, to provide optimal coverage. One(1) Lab Gruppen two-channel amplifiers which provide 2 x
600 W output, will be utilized to power the speakers.
Motorized Shades:
There will be Draper motorized flex shades with an integrated smart controller, installed to the windows
within the space. The shades will be connected to the room's control system and will be automated as well
as separately controlled.
Control System:
A Crestron seven (7)inch capacitive touch screen display,will be provided for the user interface (UI). The
touch screen panel will be integrated with the Crestron digital media switcher's built in control processor.
The panel will be wall mounted at the front of the room, near the light switch. The control system will
provide the following functions.
1. System On/Off.
"System On"turns projector on and lowers the screen. "System Off'turns projector off and raises
screen. This feature will also operate the motorized window shades respectively.
2. Audio conferencing controls, which includes a dialer pad and microphone muting to the far end.
3. Microphone level controls, including mute.
4. Program audio level controls, including mute.
5. Separate controls for the projection screen and window shades.
**NOTE** This will resemble the currently deployed system in the H06258 "Media Room" project.
Rack/Cabinet:
A Middle Atlantic 12 space pivoting, sectional wall cabinet is to be mounted in the kitchen, located behind
the Conference Room. The cabinet will house all audio video equipment, unless otherwise specified.
Misc:
An electrical circuit for the motorized screen, projector, motorized shades, and equipment rack locations will
need to be added. All of the electrical requirements will be need to be provided by owner.
The telephone line for the space will be need to be provided at the rack location by owner.
Owner's Responsibilities:
■ AC power and pathway(conduits,junction boxes),and structural backing necessary for the AV System as described
on the AV infrastructure drawings from TI.
■ All ISDN and LAN connections,including IP addresses,phone numbers and SPDs necessary for integration.
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Payment Terms:
• 30%down payment due upon acceptance of this agreement
• 50%due upon receipt of equipment for integration
• 20%due upon substantial completion
• Acceptance subject to TI credit approval
• Owner responsible for applicable taxes
Project Timeline:
• 8-12 weeks is typically required for completion of project.
• Projected completion date will be provided within ten days of the receipt of a purchase order and confirmed
construction timeline.
• The completion date is dependent on the construction timelines of other trades and equipment manufacturer's ability to
ship products.
Note: This job scope contains proprietary information developed by TI for the purpose of defining this
specific project. This information may not be used by the owner or other contractors without written
consent.
PROJECT ASSUMPTIONS
• Project schedule as agreed upon by Technical Innovation and the client will establish the milestones,dates,and period of
performance.
• All work will be performed during regular business hours(Monday-Friday,8AM—5PM).
• All workspaces will be continuously available as scheduled.
• All workspaces will be unobstructed,clean,and dust free by the dates shown on the schedule.
• All client-provided CAD drawings or building plans provided to Technical Innovation are accurate. (This includes but is not
limited to plan views,reflected ceiling plans,elevations,conduit risers,electrical,millwork details,specific mounting details,
etc.)
• All necessary technical infrastructure will be available,in place,and functional as defined in the project schedule. (This
includes WAN,LAN,cable or satellite,ISDN,POTS lines/digital phones lines,etc.)
• All necessary client provided infrastructure will be provisioned,available,and functional as defined in the project schedule.
(This includes the appropriate IP,server,DNS,gateway,and SPID information for any WAN,LAN,or ISDN connection hat
is part of the system.)
• All owner furnished equipment and cabling will be available,in place,and functional as defined in the project schedule.
• All electrical services will be available,in place,and functional as defined in the project schedule. (This includes,but is not
limited to,AC power,J boxes,conduit/cable pathways,cable trays,grounding wires or rods,floor boxes or pockets,etc.)
• All necessary ceiling trim work,drywall,woodwork,millwork painting,etc.,will be in place as defined in the project schedule.
• All user furnished sources will be available during system commissioning and training. (This includes laptops,computers,
satellite/cable feeds,etc.)
• Building access through front doors,loading docks,elevators,etc. as required for large equipment and installation load in
will be provided.
• Any necessary keys,security badges,clearance,etc.will be provided as needed for the course and duration of the project.
• Parking will be provided within a reasonable distance of the job site.
• All necessary test equipment will be allowed on site with no restrictions.
• Appropriate client representatives will be available during the course of the project and any scheduled training sessions.
• Any changes in the above assumptions must be approved by Ti and the client following the prescribed change management
process and the ramifications communicated.
TECHNICAL INNOVATION RESPONSIBILITIES
• Inspection and site survey(on premise).
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• Weekly project status reports.
• Communicate proposed changes in writing as soon as they arise and follow prescribed change management process
expeditiously.
• System delivery,installation,and testing as defined by functional scope.
• Training provided after completion of system installation.
• Clean up work area at end of each day.
CLIENT RESPONSIBILITIES
• Assign key project contact.
• Communicate proposed changes to any scope,assumptions,or schedule as soon as they arise and follow prescribed
change management process expeditiously
• Equipment damage from dust or other contaminants during the course of the project.
• Provide relevant architectural changes to the facility in order to accommodate the integration of equipment supplied by
Technical Innovation. (This includes,but is not limited to,rough openings for projection screens,ceiling finish work for
projection screens,painting requirements for rear projection rooms(flat back),window treatments,lighting control systems,
and lighting changes.)
• Identify third-party contractors(i.e.,electricians,construction personnel,architects,and designers)and determine the client
coordinator.
• Provide clean and secure installation area during project period. If the space is not clean or secure during installation,
Technical Innovation will only deliver equipment that is signed for. Client assumes risk for loss or damage to equipment
under these conditions.
• Ensure all larger screen displays and projectors are turned off after use to prevent image burn. Technical Innovation is not
responsible for image burn caused by static images displayed over an extended period of time.
GENERAL NOTES
• Technical Innovation utilizes non-union labor. Union labor requirements will be the responsibility of the client.
• Job scope provides proprietary information developed by Technical Innovation for the purpose of defining this specific
project. This information may not be used by the owner or other contractors without written consent.
• Final completion and warranty engagement is reached when the items listed on this document are fulfilled. This includes
testing,commissioning,and training on fully-operational integrated systems. In large multi-room projects,rooms may be
brought online on a pre-determined schedule in order for warranty to remain in sync.
• Proposed changes to this document or additional labor charges resulting from changes to the scope,assumptions,or
schedule are subject to a Change Order according to the prescribed change management process and may result in
additional charges.
CONCLUSION
This document,including any referenced attachments,represents Technical Innovation and the Client's mutual understanding of
the scope,schedule,and functionality for AV systems to be designed and installed.
CLIENT
Approved by:
Print name:
Title:
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Date:
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