HomeMy WebLinkAbout20093056.tiffRESOLUTION
RE: APPROVE PROPOSAL AND SYSTEM INSTALLATION AGREEMENT FOR THREE (3)
HITACHI SMART BOARDS AND AUTHORIZE CHAIR TO SIGN - FORD AUDIO -VIDEO
SYSTEMS, INC.
WHEREAS, the Board of County Commissioners of Weld County, Colorado, pursuant to
Colorado statute and the Weld County Home Rule Charter, is vested with the authority of
administering the affairs of Weld County, Colorado, and
WHEREAS, the Board has been presented with a Proposal and a System Installation
Agreement for Three (3) Hitachi Smart Boards between the County of Weld, State of Colorado, by
and through the Board of County Commissioners of Weld County, on behalf of the Department of
Human Services, and Ford Audio -Video Systems, Inc., commencing upon full execution, with terms
and conditions being as stated in said proposal and agreement, and
WHEREAS, after review, the Board deems it advisable to approve said proposal and
agreement, copies of which are attached hereto and incorporated herein by reference.
NOW, THEREFORE, BE IT RESOLVED by the Board of County Commissioners of Weld
County, Colorado, that the Proposal and the System Installation Agreement for Three (3) Hitachi
Smart Boards between the County of Weld, State of Colorado, by and through the Board of County
Commissioners of Weld County, on behalf of the Department of Human Services, and Ford
Audio -Video Systems, Inc., be, and hereby are, approved.
BE IT FURTHER RESOLVED by the Board that the Chair be, and hereby is, authorized to
sign said proposal and agreement.
The above and foregoing Resolution was, on motion duly made and seconded, adopted by
the following vote on the 23rd day of November, A.D., 2009.
ATTEST:
Lifid
Weld County Clerk to the Boa
r\ _ Il
BY
Depety Cletk,to the Board
APPRO AS TO 3f£M:
County Attorney
Date of signature. I?-( lel)
BOARD OF COUNTY COMMISSIONERS
LD COUNTY. COLORADO
Radem-, er, Pro-Tem
EXCUSED
Sean P. Conway
U-
ar Kirkmeyr
n_
David E. Long
2009-3056
HR0080
MEMORANDUM
140
DATE: November 19, 2009
ITO: William F. Garcia, Chair, Board of County Commissioners
COLORADO
RE: Proposal between the Weld County Department of Human
Services and Ford Audio -Video Systems, Inc.
Enclosed for Board approval is a Proposal between the Department and Ford Audio -Video
Systems, Inc. This Project was approved by ACS and has gone through the Governance process.
This contract is for Ford AV to purchase, install and configure three Hitachi Smart Boards for the
Department. This is part of approved IT project SS -2009-9 for new equipment for the new
Human Services Building C. The Smart Boards will be installed in the two training rooms in
Building C and one in the training room in Building A.
In addition, Ford AV will install the correct wiring and will do some minor re -wiring and
configuration work in the two Building C training rooms to correct audio problems with the
current configuration. Ford AV will also provide system documentation, training documentation
and hands on training with the new Smart Boards and with the reconfigured training rooms.
The total time required to complete the project shall be approximately six (6) weeks.
The amount of this proposal is $17,634.00.
If you have any questions, give me a call at extension 6510.
2009-3056
Weld County Colorado
Whiteboard Upgrade Proposal
November 12, 2009
Ford Audio -Video Systems, Inc
Submitted By: Donald E. Gattoni, Account Manager
Page 2 of 9
Proposal
For
Weld County, Greeley, CO
A. INTRODUCTION
This proposal provides a description of the technology incorporated into the systems, lists the major
equipment and components, and states the terms, conditions, and responsibilities. Individual components
and quantities may be changed, deleted, added, or designated as optional to be added to the system at a
future date.
B. DESCRIPTION OF WORK
Ford AV shall provide and install the following systems for Weld County of Greeley, Colorado:
1. TRAINING ROOMS
a. DOWNSTAIRS: In each of the two training rooms Ford AV shall install one (1) Hitachi
Starboard interactive white board, wall mounted and wired into a wall plate for use with
Owner Furnished Equipment (OFE) projectors and OFE laptops, mounted in the ceilings.
One (1) USB cable and wall plate for the Starboard shall be supplied for each room.
b. DOWNSTAIRS: Ford AV shall redress existing cabling, extend the laptop docking
station cables and then install Techflex on cabling bundles. Ford AV shall also re -wire
and troubleshoot the connections to the existing audio amplifier.
c. UPSTAIRS: One (1) Hitachi interactive solution that combines the LCD projector
mounted to a wall arm with the interactive whiteboard shall be installed. Ford AV shall
install the cabling and plates required to connect an OFE laptop to the interactive
whiteboard.
d. See Section H for Customer responsibilities.
C. INSTALLATION SCHEDULE
1. Ford AV estimates that the actual on -site installation of your project will take 1 week. In addition
to the installation, Ford AV shall prepare system drawings, purchase the equipment, assemble the
equipment in our shop, program control software as required and do in -shop testing. This work
will take approximately 5 weeks prior to the beginning of actual installation at your facility. The
total time required to complete the project shall be approximately 6 weeks. The completion of
Ford AV's work depends upon the facility being secure, dust -free, air-conditioned, and quiet.
2. Please note that Ford AV must receive the signed contract and purchase order prior to beginning
any work on this project including engineering, purchasing of equipment, and the scheduling of
the installation. For Ford AV to meet the above completion schedule it is important that the
Customer ensure that the job site is available for Ford AV personnel and that there are no
interruptions in the availability of the job site and the ability of Ford AV to do the work. Ford
AV schedules its work force weeks in advance in order to meet the installation completion dates
of all of its customers. As a consequence, it is vital that the Customer notify Ford AV's Project
Manager in the event that the Customer changes the schedule or the Customer's other contractors
fall behind in completing their portion of the work.
(I\Salee\DEN\ GATTD\Weld County Training rooms - WCCOGRE\Proposal-Final\SCJS-GATTD-DG89247A.doe, I (/17/2009 4:48 PM) Page 2 of 9 PROPRIETARY
INFORMATION. The information contained herein is for use by authorized employees of the parties hereto and is not for general distribution within or outside their respective
companies.
Weld County Colorado
Whitcboard Upgrade Proposal
November 12, 2009
Ford Audio -Video Systems, Inc
Submitted By: Donald E. Gattoni, Account Manager
Page 3 of 9
D. EQUIPMENT LIST
TWO TRAINING ROOMS
Quantity Description
Price Extension
2.00 HITA.FXDUO-77-P AV,STARBOARD FXDUO-77 INTERACT 1,835.00
2.00 FAV.MISC1 USB EXTENDER WALL PLATES 166.00
2.00 FAV.MISC2 USB CABLE 12.00
2.00 FAV.MISC3 MOUNTING HARDWARE 25.00
TWO TRAINING ROOMS - FIX
3,670.00
332.00
24.00
50.00
Sub Total 4,076.00
Quantity Description
Price Extension
2.00 FAV.MISCI 1 CABLES, CONNECTORS,PLATE, & TF 1579.00 3,158.00
Sub Total 3,158.00
UPSTAIRS TRAINING ROOM
Quantity Description
Price Extension
1.00 HITA.CPA100FXDP PROJ,CPA100 PROJECTOR, FXDUO77
1.00 EXTR.60-774-11 AV,IG,WP,WPB103,VGA/AUD,BLK
1.00 EXTR.26-490-02 CABL,VGA,W/AUDIO,6'
1.00 FAV.MISC4 HANGING HARDWARE
1.00 FAV.MISC5 CONNECTORS
25.00 LIBE.RGB6C/222P CABL,PROJ,6V,2A,PLENUM
INSTALLATION SERVICES
4,023.00
51.00
30.00
55.00
45.00
1.80
4,023.00
51.00
30.00
55.00
45.00
45.00
Sub Total 4,249.00
Quantity Description
Price Extension
LABOR
TOTALS
5,676.00 5,676.00
Sub Total 5,676.00
Merchandise: 11,483.00
Labor: 5,676.00
Freight: 475.00
Sales Tax: .00
Total Amount: 17,634.00
(T:\Sales\DEN\_GATTD\Weld County Training rooms - WCCOGRE\Proposal-Final\SCJS-GATTD-DG89247A.doc, 11/17/2009 4:48 PM) Page 3 of 9 PROPRIETARY
INFORMATION. The information contained herein is for use by authorized employees of the parties hereto and is not for general distribution within or outside their respective
companies.
Weld County Colorado
Whiteboard Upgrade Proposal
November 12, 2009
Ford Audio -Video Systems, Inc
Submitted By: Donald E. Gattoni, Account Manager
Page 4 of 9
E. COST SUMMARY AND TERMS
PROPOSED TOTAL: $ 17,634.00
LABOR: Includes assembly, installation, training, and warranty.
TERMS: Customer shall issue a purchase order in accordance with the terms and conditions of this
proposal. Payment shall be due within 30 days of invoice.
If the Customer is paying with a credit card, a 3% convenience fee shall be added to the
total due.
COMMENCEMENT OF WORK:
Ford AV must receive the signed contract and purchase order prior to beginning any
work on this project, including engineering the system, purchasing the equipment and
scheduling the installation. In the event the Customer fails to pay Ford AV within the
terms above, Ford AV reserves the right to stop work on the project until all payments are
received by Ford AV in accordance with the terms.
TAXES: All taxes, if any, are the responsibility of the Customer and are not included in this
proposal. If a tax is charged to Ford AV, the Customer will be responsible for
reimbursing Ford AV for this cost.
PRICE: The price will be effective for 30 days from the date of the proposal.
CREDIT: This proposal shall not be deemed as accepted by Ford AV until the executed contract is
returned to Ford AV's credit department for final review and acceptance.
CHANGES: Any Customer Change Orders (CCO) must be approved in writing by the customer prior
to execution by Ford AV and are subject to the credit terms of this agreement.
F. GUARANTEES AND LIMITATIONS OF WARRANTIES
FORD AV GUARANTEES THE FOLLOWING:
a. Equipment will be new, unless noted otherwise.
b. All workmanship provided by Ford AV will be free of deficiencies and defects, and will
be repaired, free of charge, for a period one year from the date of substantial completion
or the first date of beneficial use of the system, whichever date occurs first. Substantial
completion shall be defined as the point where the work or designated portion thereof, is
sufficiently complete so that the system can be used for its intended purpose.
c. All equipment and materials provided by Ford AV that were manufactured by other
companies will be warranted under the standard warranty terms of the original
manufacturer.
(T:\Sales\DEN\ GATTD\Weld County Training rooms - WCCOGRE\Proposal-Final\SCJS-GATTD-DG89247A.doc, 11/17/2009 4:48 PM) Page 4 of 9 PROPRIETARY
INFORMATION. The information contained herein is for use by authorized employees of the parties hereto and is not for general distribution within or outside their respective
companies.
Weld County Colorado
Whiteboard Upgrade Proposal
November 12, 2009
Ford Audio -Video Systems, Inc
Submitted By: Donald E. Ganoni, Account Manager
Page 5 of 9
d. If any questions arise now or in the future about the installation or operation of the
system, a Ford AV engineer will be available to assist and answer any questions by
phone.
e. The warranty does not include, nor cover expendable materials used with the system
installation (e.g. light bulbs, lamps, light fixture lamps, fuses, batteries, portable
connection cables, etc.).
f. Any adjustments made by the Customer or the Customer's agent(s), other than routine
operational adjustments, shall not be covered under this warranty statement. Re -
calibration of settings shall be considered by Ford AV to be billable time to the Customer
at Ford AV's standard engineering rates.
g
Procedures such as routine preventative maintenance functions (e.g. keeping filters clean,
keeping system environment free from foreign materials, etc.) is the responsibility of the
Customer and is not included within this warranty agreement. Failure on the part of the
Customer to perform these routine maintenance functions shall void this warranty.
h. If warranty work is necessary within the warranty period, Ford AV will, at its option,
repair the defective equipment or return it to Ford AV's service center for repair.
Repairs, modifications, or other work performed by personnel not authorized by Ford AV
during the period of warranty on any equipment of the system may invalidate the
warranty.
j. Ford AV will not be responsible for damages, or cost of repairs due to modifications,
adjustments, or additions to the system performed by personnel not authorized by Ford
AV prior to acceptance of the system by the Customer.
k. Ford AV may withhold warranty service in the event that the Customer has an unpaid
balance due to be paid to Ford AV.
2. OWNER FURNISHED EQUIPMENT (OFE):
a. Ford AV's intent is to provide a complete system, which includes providing all the
equipment. In some cases, the Customer may own equipment that they desire to be
included with the Ford AV installation. Ford AV reserves the right to accept or reject
equipment provided by the Customer and to charge a service fee due to the problems
encountered with using equipment that is of unknown origin, service history, software
revision, etc. Ford AV will not accept OFE that is purchased by the Customer to replace
equipment that is specified in this proposal.
b. Materials or equipment provided by the Customer/Owner (OFE), if any, to be included
within the work, shall be done with no warranty or guarantee by Ford AV. Use of OFE is
solely for the convenience and benefit of the Customer.
c. Ford AV shall take reasonable care in handling OFE and shall install it according to
standard industry practices; however, Ford AV takes no responsibility for the operation,
performance, appearance, or effects of OFE before, during, or after its integration into the
system.
(f.\Sales \ DEN \ GATTD\Weld County Training rooms - WCCOGRF\Proposal-Final \SCJS-GATTD-DG89247A.doc, 11/17/2009 4:48 PM) Page 5 of 9 PROPRIETARY
INFORMATION. The information contained herein is for use by authorized employees of the parties hereto and is not for general distribution within or outside their respective
companies,
Weld County Colorado
Whileboard Upgrade Proposal
November 12, 2009
Ford Audio -Video Systems, Inc
Submitted By: Donald E. Gattoni, Account Manager
Page 6 of 9
d. The Customer is responsible for installation and registration of all software on OFE
computers. Ford AV will provide the customer with system requirements for Ford AV -
provided software, but the Customer is responsible for installing it on the OFE PCs
and/or OFE Network. All software -related customer support shall be directly provided
by the software manufacturer.
e. The Customer agrees to reimburse Ford AV for all work related to the service and/or
trouble shooting of OFE with the provision that the Customer authorizes Ford AV to
proceed with malfunction evaluation and repairs.
G. TRAINING AND DOCUMENTATION
1. STANDARD TRAINING INCLUDED:
a. Ford AV agrees to conduct a training session at the completion of installation. All system
operators or interested persons should attend this training so that all questions can be
answered during this period.
b. Ford AV personnel will assist and supervise Customer personnel in a run-through to
acquaint them with "hands on" operation of equipment.
c. All audio/video wiring will be numbered and labeled. The system diagram will include
the wire numbers.
d. A binder with system diagrams and equipment manuals will be furnished at no cost.
H. BUILDING CONSTRUCTION, SYSTEM INSTALLATION, AND RESPONSIBILITIES
1. VISUAL INSPECTION:
a. This proposal is based upon a visual inspection of the site conditions. It is agreed that
some buildings may have inherent design and/or construction that is not visibly
recognizable and is outside of normal standard and customary building procedures. If the
walls, floors or ceiling are found to be constructed in a manner that wire cannot be pulled
or equipment cannot be mounted or otherwise installed without labor or materials in
excess of those anticipated by both parties and proposed herein, the customer agrees to be
responsible for any adjustments in the labor and materials required to perform the
installation.
2. THE CUSTOMER SHALL BE RESPONSIBLE FOR:
a. The Customer shall have a representative (one person selected by the Customer) available
throughout the installation to make decisions on behalf of the Customer concerning the
installation. The purpose is to ensure that communication between the Customer and Ford
AV is accurate and responsive in the event of questions or problems that may arise during
installation.
b. The Customer shall clear the facility, auditorium, or other rooms involved in the
installation of all activities during the periods of installation. Ford AV will work with the
Customer to schedule the installation, Hours or days of work lost by the installation crew
(T:\Sales\DEN\ GATTD\Weld County Training rooms - WCCOGRE\ Proposal -Final \SCJS-CATTD-DG89247A.doc, 11/17/2009 4:48 PM) Page 6 of 9 PROPRIETARY
INFORMATION. The information contained herein is for use by authorized employees of the panics hereto and is not for general distribution within or outside their respective
companies.
Weld County Colorado
Whiteboard Upgrade Proposal
November 12, 2009
Ford Audio -Video Systems, Inc
Submitted By: Donald E. Galtoni, Account Manager
Page 7 of 9
due to the inability to work as planned will be charged to the Customer based on the extra
labor and expenses required.
c. The Customer shall provide a facility that is prepared for the installation of electronic
equipment. This includes a clean, dust free and air conditioned environment that is
secure and quiet. The customer is responsible for providing a secure job site and for the
cost of loss or damage to audio, video, and lighting equipment delivered by Ford AV to
the job site.
d. Electrical AC Power:
In the event that AC electrical power is required to be installed or conduit systems are
required to support the audio/video systems, it is the responsibility of the Customer, at
their expense, to provide complete and adequate electrical power.
e. Providing and preparing adequate space for the location of equipment, video monitors,
video projectors, projection screens, and equipment racks included in system. In the
event floors are sloped or not level, the Customer is responsible for making the floor level
under consoles and equipment racks.
g -
Providing a clear area with adequate ventilation and air conditioning that maintains a
room temperature not exceeding 75 degrees Fahrenheit in all rooms that are occupied by
sound/audio/video/lighting equipment racks. Sound, audio, video and lighting equipment
produces heat which must be dissipated by ventilation or air conditioning. Prolonged
operation at room temperatures above 75 degrees Fahrenheit will shorten the life of
electronic equipment leading to premature failure of components.
Ford AV is not licensed for and does not perform any AC electrical, carpentry, painting,
masonry, or carpet laying work.
3. FORD AV SHALL BE RESPONSIBLE FOR:
a. Providing line drawings for systems
b. Fabrication and installation of audio/video systems
c. Recommending required AC power and conduits, to be provided and installed by the
electrical contractor, for the audio/video/control systems
d. Installation of low voltage audio/video wiring for systems
e. Testing and alignment of video systems
f. Training
R. Warranty service
(T'.\Sales\DEN \ GATTD\Weld County Training rooms - WCCOGRE\Proposal-Final\SGS-GATTD-DG89247A.doc, 11/17/2009 4:48 PM) Page 7 of 9 PROPRIETARY
INFORMATION. The information contained herein is for use by authorized employees of the parties hereto and is not for general distribution within or outside their respective
companies.
Weld County Colorado
Whiteboard Upgrade Proposal
November 12, 2009
Ford Audio -Video Systems, Inc
Submitted By: Donald E. Gattoni, Account Manager
Page 8 of 9
I. ACCEPTANCE
1. Customer personnel will be notified by Ford AV upon completion of the installation.
2. Demonstration of system performance will be during the training session.
3. Participants at the performance demonstration shall include personnel representing Ford AV and
personnel representing Weld County who are authorized to accept the system as complete and
make final payment.
This proposal shall not be deemed as accepted by Ford AV until the executed contract is returned to Ford
AV's credit department for final review and acceptance.
This proposal contains confidential pricing, design, engineering, and installation information that is
proprietary to Ford AV. It is provided for your private use, and is not to be disclosed, in part or in whole,
without the express, written authorization of Ford AV.
We appreciate the opportunity to work with you on this project. If you have any questions or need
additional information, please contact me at 720-374-2345.
Sincerely,
FORD AUDIO -VIDEO SYSTEMS, INC.
Donald E. Gattoni
Account Manager
Cell: 303-898-6884
Email: gattd@forday.com
Website: www.forday.com
(T:\Sales\DEN\ GATTD\Weld County Training rooms - WCCOGRE\Proposal-Final\SCJS-GATTD-DG89247A.doe, 11/17/2009 4:48 PM) Pagc 8 of 9 PROPRIETARY
INFORMATION. The information contained herein is for use by authorized employees of the panics hereto and is not for general distribution within or outside their respective
companies.
Weld County Colorado
Whitehead Upgrade Proposal
November 12.2009
Fad Au6oVideo Systems. rue
Submitted By: Donald E. Gamoni. Account Manager
Page 9 of9
SYSTEM INSTALLATION AGREEMENT
Between
WELD COUNTY
and
FORD AUDIO -VIDEO SYSTEMS, INC.
This is to signify that Weld County and Ford Audio -Video Systems, Inc. have entered into a contract, in the
amount of $ 17,634.00, for the purchase and installation of equipment and services described in the attached
proposal.
Weld County and Ford Audio -Video Systems, Inc., by and through their respective signatories to the agreement,
each represent to the other that they are authorized to enter into this agreement.
We do both agree to abide by the terms and conditions of this agreement.
nald E. Gatt
Account M.
i
Scott Abbott
Director of Sales
// 2o- or
Date
Authorized Signature
William F. Garcia, Chair
Printed Name and Title
NOV 2 3 ?009
Date
IT:M.140EN GATfo1Weld County Training MOMS - WtiwRElPropesa4FinaJSCJS-GATTD-DG$9247A.dw. 11/17/2009 4:4 PM) Page 9 of 9 PROPRIETARY
INFORMATION. The MMdbnndon contained herein is for use by authorized employees of the panics hereto and is sot for gwasi dishtlation within or outside their respective
companies.
c9 9- 3654
November 12, 2009
ford audio -video
Mr. Brian Hayes
Weld County
915 10th Street
Greeley, CO 80631
Dear Mr. Hayes:
Ford Audio -Video Systems. Inc. (Ford AV) respectfully submits for your consideration the attached proposal, which
covers the details of the system requirements in the following outline:
A. Introduction
B. Description of Work
C. Installation Schedule
D. Equipment List
E. Cost Summary and Terms
F. Guarantees and Limitations of Warranty
G. Training and Documentation
H. Building Construction, Installation and Responsibilities
1. Acceptance
The proposed systems are based upon our understanding of your requirements as communicated to us during our
meetings and conversations. If there are any changes that need to be made, please let us know. We invite you to
compare our systems with any other: in quality, price, and professionalism of installation. we are second to none.
This proposal contains confidential pricing, design, and installation information that is proprietary to Ford AV. It is
provided for your private use, and is not to be disclosed, in part or in whole, without the express, written authorization
of Ford A V. Please let us know if any questions arise. We look forward to serving you.
Sincerely,
FORD U O-VIDEA SYSI E
FORD A�4�. IO�-VIDEOSYSTWIS, W.
Donal. E. Gattoni — ' Scott Abbott
Account Manager
Voice: 720-374-2345
Cell: 303-898-6884
Email: gattdaforday.com
Web site: www.forday.com
Director of Sales
4665 Paris Street, Suite 300 - Denver, Colorado 80239 - Ph 720- 374-2345 - Fax 720-374-2344 - nww.rorday.com
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