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Res 098-2023 Replacement of MPEC Ray Clymer Sound System 09/05/2023 Resolution No. 98-2023 Resolution authorizing the replacement of the Multi-Purpose Event Center's (MPEC) in-house sound system located inside the Ray Clymer Exhibit Hall through the TIPS Purchasing Cooperative from AVI-SPL, LLC in the amount of $121,595.66 WHEREAS, Texas Local Government Local Government Code §252.022 exempts items purchased through interlocal cooperative purchasing contracts from the State's competitive bidding requirements; and WHEREAS, the $121 ,595.66 is available and budgeted to replace the in-house sound system in the Ray Clymer Exhibit Hall; and WHEREAS, the existing system has coverage deficiencies, poor intelligibility, dead spots and is 27 years old; and WHEREAS, AVI-SPL, LLC is on The Interlocal Purchasing System (TIPS). NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF WICHITA FALLS, TEXAS, THAT: The City Manager authorizes the replacement of the Multi-Purpose Event Center's (MPEC) in-house sound system located inside the Ray Clymer Exhibit Hall from AVI-SPL, LLC in the amount of $121 ,595.66. PASSED AND APPROVED this the 5th day of September, 2023. /„cy,iffet_ AVe4r/4ele-i--- MAYOR ATTEST: _ 0WI C.(/ LI(LA'/VI,r City Clerk Proposal Prepared For City of Wichita Falls City of Wichita Falls - Exhibit Hall TIPS-200904 I ia tea. �. �++�ri�Miraiilurrw . ; 1'Tlry i : �1 .. x 'ww_lahi 4 F _ ..n YY ro : tto 1 ,1 ' , i r , i ill rn,"„.. Y I III :a.uj-- ,_ Aga , i<,i) AVI SPL® 2701 E.State Highway 121 Suite 800 Lewisville,TX 75056 (972)243-4422 Fax:(972)243-5450 www.avispl.com Prepared by:Bryce Raper Bryce.Raper@avispl.com Proposal no:430969-4 Proposal#:430969-4 Contract it.TI P6200904 AVI< SPL`5 Investment Summary Prepared For: Clay Stockton Prepared By: Bryce Raper City of Wichita Falls Date Prepared:08/22/2023 City of Wichita Falls,PO Box 1431 Wichita Falls,TX 76301 Proposal#:430969-4 Valid Until:09/22/2023 Total Equipment Cost $72,150.17 Includes cable,connectors,hardware,switches,relays,terminal blocks,panels,etc.,to ensure complete and operational system Professional Integration Services $36,410.00 Includes engineering,project management,CAD,on-site installation and wiring,coordination and supervision,testing, checkout,owner training,etc.performed on the Owner's premises. Also includes all fabrication,modification, assembly,rack wiring,programming,warranties,etc.,some performed at AVI-SPL Direct Costs $4,917.65 Includes non equipment or labor costs,such as travel expenses,per diem,and vehicle rentals General&Administrative $2,347.73 Includes all G&A expenses:vehicle mileage,shipping and insurance,as applicable Services-Room Support and Maintenance $5,770.11 Includes post-installation support and maintenance options selected for installed rooms Subtotal $121,595.66 Tax Exempt(*) Total $121,595.66 * Exemption from sales tax will be recognized only after a valid sales tax exemption certificate or other appropriate documentation of exemption has been provided to and approved by AVI-SPL;otherwise all applicable sales taxes will apply. Purchase orders should be addressed to AVI-SPL LLC Due to global semiconductor("chip")shortages and supply chain disruptions pricing quoted in this proposal may change. Installation schedules are subject to current(daily)product availability and may be delayed or postponed. This Entire Document and all information(including drawings,specifications and designs)presented by AVI-SPL LLC are the property of AVI-SPL LLC or its affiliate.Proprietary information provided to potential customers,clients or agents is for the sole purpose of demonstrating solutions delivery capabilities and shall be held in confidence.These Materials may not be copied,distributed or disclosed in any way without the sole written permission of an authorized representative of AVI-SPL. ©Copyright AVI-SPL LLC.All Rights Reserved AVI-SPL LLC Proposal .4:430969-4 Contract 4'TIPS2009C4 2 1 Page AVID► SPL" Terms and Conditions This Proposal together with AVI-SPL's General Terms and Conditions and the applicable Addendum(a)located here and incorporated herein by this reference (collectively the"Agreement")constitutes the entire agreement between AVI-SPL LLC("Seller","AVI-SPL","we","us","our")and the buyer/customer identified in the Proposal("Buyer","Customer","Client","you","your")with respect to its subject matter and supersedes all prior and contemporaneous agreements, representations and understandings of the Parties,written or oral.By signing below,issuing a valid purchase order for the Services and/or Products specified herein or receiving the Products and/or Services specified herein,whichever occurs first,Buyer acknowledges it has read and agrees to the terms of this Agreement.This Agreement shall not be binding upon Seller until accepted by Buyer as set forth in this Agreement and the earlier of Seller's confirmation in writing of Buyer's order and Seller's performance under the applicable Proposal.Any terms and conditions contained in Buyer's purchase order or any other Buyer-provided documents related to this transaction shall have no effect and are hereby rejected.Notwithstanding anything herein to the contrary,if a master services agreement signed by both Parties is in effect covering the sale of the Services and/or Products that are the subject of this Proposal,the terms and conditions of said agreement shall prevail to the extent they conflict or are inconsistent with this Agreement. Billing and Payment Terms Unless otherwise agreed in writing by Buyer and Seller in the Proposal,the total Proposal price,excluding the price for Stand-alone Services(as defined in this section),shall be billed as follows,subject to continuing credit approval:50%down payment at time of order,40%upon delivery at Seller;10%upon project completion and Buyer sign-off or first beneficial use,whichever occurs first,payable net 3D from Buyer's receipt of invoice.For purposes of this Agreement,"Stand- alone Services"means any Services not attached to an installation project.Billing and payment terms for Stand-alone Services are set forth in the applicable Service Addendum(a).Unless otherwise specified in the Proposal,Products are sold F.O.B.origin-Buyer to pay all shipping charges.If this Proposal covers Products or Services for more than one system,room,suite,or location,for purposes of payment in accordance with payment terms stated on the face hereof each room,suite, or location shall be treated as if the subject of a separate sale and payment made accordingly.Unless otherwise specified in the Proposal,all pricing and amounts are in US Dollars and all billing and payment shall be made in US Dollars. Link to AVI-SPL Terms and Conditions:https://avispl.com/terms-of-use/ Buyer Acceptance Buyer Legal Entity Buyer Authorized Signature Buyer Authorized Signatory Title Buyer Authorized Signatory Name Date This Entire Document and all information(including drawings,specifications and designs)presented by AVI-SPL LLC are the property of AVI-SPL LLC or its affiliate.Proprietary information provided to potential customers,clients or agents is for the sole purpose of demonstrating solutions delivery capabilities and shall be held in confidence.These Materials may not be copied,distributed or disclosed in any way without the sole written permission of an authorized representative of AVI-SPL. ©Copyright AVI-SPL LLC.All Rights Reserved AVI-SPL LLC Proposal RI_430969-4 Contract#:TIPS2009c4 3 P a g e AVIC SPL` Room Summary- Ray Clymer Exhibit Hall -Audio Equipment List Mfg Model Description Qty Unit Price Extended Price AUDIO-PROCESSING AND CONTROL QSC QSCCORE110FV2 SYSTEM,UNIFIED SERIES CORE W/24 LOCAL I/O 1 $2,971.76 $2,971.76 CHANNELS,1RU QSC QSCQI0ML41 NETWORK AUDIO EXPANDER,4 MIC/LINE INPUTS 16 $515.29 $8,244.64 QSC QSCTSC101G3 CONTROLER,10.1"TOUCH PANEL FOR IN-WALL 1 $2,237.65 $2,237.65 MOUNT,BLACK QSC QSCSLQUD110P SOFTWARE LICENSE,Q-SYS CORE 110 UCI 1 $165.88 $165.88 DEPLOYMENT,PERPETUAL QSC QSCSLQSE110P SOFTWARE LICENSE,Q-SYS CORE 110 SCRIPTING 1 $328.24 $328.24 ENGINE,PERPETUAL AUDIO-OUTPUT QSC QSCCX0.8K8 AMPLIFIER,8 CHANNEL,1000W,Q-SYS 2 $5,114.12 $10,228.24 NETWORK,LO-Z,70V,100V CRESTRON CRESAROSPDBTBTEACH SPEAKER,8"SAROS 2-WAY PENDANT,SINGLE- 48 $335.29 $16,093.92 BLACK TEXTURED CRESTRON CRESARO5IC5TWTEACH SPEAKER,6.5"SAROS 2-WAY IN-CEILING,WHT 30 $149.41 $4,482.30 (ORDER IN PAIRS) CRESTRON CRESAROSIC9TWTEACH SPEAKER,6.5"SAROS 2-WAY IN-CEILING,WHT 26 $149.41 $3,884.66 (ORDER IN PAIRS) AUDIO-INPUTS RADIO DESIGN RDLDDBBTN44 INTERFACE,WALL MOUNTED,BI-DIRECIONAL 1 $763.28 $763.28 LABS LINE LEVEL SHURE SHUULXD4QG50 QUAD DIGITAL WIRELESS RECEIVER W/INTERNAL 1 $5,048.41 $5,048.41 PWR SUP,1/2 WAVE SHURE SHUWL185 MICROFLEX CARDIOID LAVALIER MICROPHONE 1 $100.59 $100.59 SHURE SHUULXD1G50 DIGITAL WIRELESS BODYPACK TRANSMITTER 1 $443.71 $443.71 W/MINI 4-PIN CONNECTOR SHURE SHUULXD2SMS8G50 SYSTEM,WIRELESS W/ULXD2 HANDHELD SM58 1 $476.12 $476.12 MIC SHURE SHUULXD2SM58G50 SYSTEM,WIRELESS W/ULXD2 HANDHELD SM58 2 $476.12 $952.24 MIC SHURE SHUSBC2000S DUAL DOCKING CHARGER W/POWER SUPPLY 2 $205.65 $411.30 SHURE SHUSB900B BATTERY,RECHARGABLE 4 $89.41 $357.64 RE VENUE RFV4ZONE ANTENNA COMBINER,4 ZONE 1 $763.53 $763.53 RE VENUE RFVDFINW DIVERSITY FIN ANTENNA,MATT WHITE 4 $574.41 $2,297.64 BELDEN WIRE BEL9913F7B591000 CABLE,BELDEN 9913F7,MATTE BLACK,REEL 1000 $2.48 $2,480.00 AND CABLE NETWORK This Entire Document and all information(including drawings,specifications and designs)presented by AVI-SPL LLC are the property of AVI-SPL LLC or its affiliate.Proprietary information provided to potential customers,clients or agents is for the sole purpose of demonstrating solutions delivery capabilities and shall be held in confidence.These Materials may not be copied,distributed or disclosed in any way without the sole written permission of an authorized representative of AVI-SPL. ©Copyright AVI-SPL LLC.All Rights Reserved AVI-SPL'`LC Proposal#:430969-4 Contract#:TIPS200904 4 1 P a 8' CCCX AVISPL® Mfg Model Description Qty Unit Price Extended Price NETGEAR NETGSM4248PX100NAS SWITCH,M425040G8XF POE PLUS MNGDSW 1 $2,591.45 $2,591.45 Subtotal $65,323.20 Room Support and Maintenance Elite Maintenance Services-Room;12-months $5,770.11 Equipment Total $65,323.20 Installation Materials $6,826.97 Professional Services $36,410.00 Direct Costs $4,917.65 General&Administrative $2,347.73 Services-Room Support and Maintenance $5,770.11 Subtotal $121,595.66 For informational purposes only—all Purchase Orders must match Investment Summary details. This Entire Document and all information (including drawings,specifications and designs)presented by AVI-SPL LLC are the property of AVI-SPL LLC or its affiliate.Proprietary information provided to potential customers,clients or agents is for the sole purpose of demonstrating solutions delivery capabilities and shall be held in confidence.These Materials may not be copied,distributed or disclosed in any way without the sole written permission of an authorized representative of AVI-SPL. ©Copyright AVI-SPL LLC.All Rights Reserved AVI-SPL LLC Proposal#:430969-4 Contract 6:TIPS200904 5 I P a a e AVID SPL Central Processing and Rack—Within the AV rack room,the existing racks and power distribution are set to be repurposed.The planned installation includes a new processor,two amplifiers, 16 input expanders,a wireless microphone receiver and combiner,as well as a network switch.All pre-existing inputs from wall plates and floor boxes in the rooms are to be retained and integrated into the new system. 1.Audio Processor 2.2 sets of 8-channel Audio Amplifiers 3.4 Wireless Microphones(3 Handheld and 1 Bodypack)—Can be assigned to any room 4.Wireless Antenna Combiner and Distribution 5. Network Switch for AV equipment Inputs: I. Mic/Line input plates(1-50)-25 plates in total II. Mic/Mic input plates(51-62)-6 plates in total III.Source audio(63-74)for 12 rooms IV. Dante inputs 1-4 for Wireless Microphones V. Dante inputs 4-8 for Bluetooth/RCA wall plate Outputs: I.Exhibit Hall A-Outputs 1-2 II. Exhibit Hall B-Outputs 2-4 III. Rooms 1-10-Outputs 5-14 IV. Pre-Function Area-Output 15 Wireless Microphone Antennas—The placement of wireless microphone antennas will be positioned as directed below. AVI-SPL LLC Proposal#:430969-4 Contract#:TIPS200904 6 1 Page AVID SPL' F Room 10 1J Room 8 Room 7 Room 5 ,...Ti. 2,967sgR 1.158sgft 1158 a1 1 2'9'1"ft _' 224T 164T 568,40C �T566.IrC y 224T 160B 1 r-R --1 1608 n I.Ilan O 1 Room 9 R 6 r [ t) 104 C 749 sg II fI 790 1 r 1 104 C irit , en.,., 1ft48d 320 EfiA i , F - PI Ir 1,2rl 11 1 r L'. �.°,540 'i ka!F+n j� r MBf6 r Cr - k'3 „tin;r�4[[16.- ' ill t' Fled Pccm{`99 I —per'; 1R-u ec, :[ cv • L r1; Room Roo 1 Exhbit Area B r' ExArea .4ir,.1 . 140 91 4 r 120'x160' 19,013sgft \ Z; 0n o 0 B U 809 C 800 C Roam 2 4 3,599 sg A n o 5'Ceding 4 25' ding 304 T m Co Crete floor Comet floor 224 B LL 120C m 04&i Ctrs .., co n. 1 24'Iv s 25 n A+B Combined: 38,088 sq ft 2.400 T,2,000 B,1,600 C Room 1 +Rooms 1-4=47,523 sg ft(1-4 are carpeted) 2.947 sg fl 224 7 160 6 oc n s 1n4 c ' Y' Exhibit Hall A/B Audio: 1.A total of 48 pendant speakers arranged in an 8x6 grid.Speakers will be spaced approximately 20 feet apart and positioned at a height of 20 feet above finished floor. 2.The existing wall and floor box inputs will be retained. Small Rooms Audio(6 in total): 1.2 cut-in ceiling speakers mounted at approximately 14 feet above finished floor. 2.The existing wall and floor box inputs will be utilized. Medium Rooms Audio(4 in total): 1.4 cut-in ceiling speakers mounted at approximately 14 feet above finished floor. 2.The existing wall and floor box inputs will be utilized. Office: 1.A 10"touch panel will be installed for control purposes. 2.A Bluetooth/RCA wall plate will be set up for Background Music(BGM). Proposal#:430969-4 Contract#:TIPS200904 7 ' Page AVID SPL- Control Features—Control features will encompass a touch panel situated in the office and an iPad provided by the owner. 1. Room combining and dividing functionality. 2. Room output volume adjustments. 3.Wireless Microphone assignment and volume adjustments. 4. Bluetooth/RCA wall plate assignment and volume adjustments for BGM. 5. Users will have the flexibility to designate one of the wireless microphones as a paging microphone, capable of all-zone paging or assignment to selected zones for paging. Owner Requirements—A total of 2-26"drivable lifts must be provided during the week of installation.The owner must provide an iPad for iPad control.An uplink from the owner's network to the audio processor must be provided in the AV Rack.This uplink must be able to connect to the wireless access points in the facility for iPad control to work correctly.Network configuration to accommodate iPad control must be made by the owner or the owner's trusted IT provider. AVI-SPL LLC Proposal#:430969-4 Contract#:TIPS200904 8 I P a g e AVI SPL Integration Inclusions and Exclusions Inclusions The following items are included in this proposal unless - l specifically noted otherwise within this proposal document or scope of work statement: • All equipment,wire,and accessories required for a fully functional audio/visual system per the agreed upon scope of work. �y • Non-union labor associated with audio/visual system «y y engineering,installation,programming,and testing. • Documentation package including complete as-built AV system diagrams,and manufacturer's operation manuals. • Coordination and cooperation with the construction team in regard to installing the system. • User demonstration of full AV system operation forfinal sign-off. Mir Any additional trips,labor,or materials due to failure of the other workforces to have the audiovisual system , rough-in work completed as anticipated and previously - confirmed,will be added to the project billing as required. fir^ Unless otherwise agreed in writing byAVl-SPL,all work — - - performed by AVI-SPL will take place between the hours of 8:00 a.m.and 6:00 p.m.local time,Monday through Friday, excluding public and bank holidays.If AVI-SPL is required f to perform work outside of these hours,customer will be charged AVI-SPL's standard overtime rates.Any changes in the hours or days of performance must be agreed to in writing by AVI-SPL. Where applicable,the owner's architect will provide AVI-SPL's engineering department with all required architectural floor,reflected ceiling,building elevation,and section plans in AutoCAD®format at no charge to AVI-SPL. AVI-SPL LLC Proposal#:430969-4 Contract#:TIPS200904 a I P a g e AVID SPL Exclusions The following items are excluded from this proposal unless specifically identified otherwise within this proposal document or scope of work statement. • All conduits,high voltage wiring panels,breakers,relays,boxes,receptacles,etc.Any related electrical work including,but not limited to,110VAC,conduit,core drilling,raceway,and boxes. • Voice/data cabling,IE analogue phone lines,ISDN lines,network ports,etc. • Network connectivity,routing,switching,and port configuration necessary to support audiovisual equipment. • Concrete saw cutting and/or core drilling. • Fire wall,ceiling,roof and floor penetration,patching,removal,or fire stopping. • Necessary sheet rock replacement,ceiling tile,T bar replacement,and/or wall/ceiling repair. • Any and all millwork(moldings,trim,etc.).All millwork or modifications to project millwork/furniture to accommodate the AV equipment is to be provided by others. • Painting,patching,or finishing,of architectural surfaces. • Permits(unless specifically provided for elsewhere in this proposal document or scope of work statement). • Engineered(P.E.)seals and/or stamped structural/system details. • HVAC and plumbing relocation. • Rough-in,bracing,framing.or finish trim carpentry for installation. • Cutting,structural welding,or reinforcement of structural steel members required for support of assemblies,if required. • Owner furnished equipment or equipment furnished by others that is integrated into the systems (as described above)is assumed to be current,industry acceptable,and in good working order.If it is determined that this equipment is faulty upon installation,additional project charges may be incurred. • Additional or specific manufacturer's"User Adoption"training. • Additional costs for union labor. -ram ri��sz0000;� i P AVID SPL"` Addendum to General Terms and Conditions—Equipment Ordering Due to global supply chain constraints,Seller is experiencing longer than normal lead times on equipment.As a result,Seller cannot guarantee lead times on equipment and will not be liable for any delays in equipment delivery to the extent caused by such constraints.However,as the supply chain continues to improve,we will not be ordering equipment for jobs that start more than 120 days from when the contracted site is ready unless lead times are greater than 90 days. In order for Seller to appropriately plan and coordinate its resources,Buyer must commit to a site readiness for installation date,(subject to timely delivery of equipment)on or about ,20 . AVI-SPL LLC I�It as Should Buyer elect to purchase equipment immediately upon placement of order or greater than 120 days prior to the above readiness date, to mitigate delays,Buyer agrees to receive the equipment at their designated location and Seller will immediately bill Buyer upon placement of such order.Buyer shall pay for such equipment within the payment terms(e.g.net 30)specified herein,regardless of any other agreed upon billing terms or billing terms specified herein. Warranty on such equipment shall commence upon delivery of the equipment to Buyer's designated location,notwithstanding any other agreed upon warranty terms or warranty terms specified herein. By initialing next to this sentence,Buyer elects to purchase equipment immediately upon placement of order in accordance with the terms of this Addendum. BUYer I�Itials Buyer Acceptance Signed Name Company Name Printed Name,Title Date This Entire Document and all information(including drawings,specifications and designs)presented by AM-SPL LLC.isthe property of AVI-SPL or its affiliate.Proprietary information provided to potential customers,clients or agents isfor the sole purpose of demonstrating solutions delivery capabilities and shall he held in confidence.These Materials may not be copied,distributed or disclosed in any way without the sole written permission of an authorized representative of AVI-SPL.©Copyright AVI-SPL LLC.All Rights Reserved AVI-SPL LLC Proposal#:430969-4 Contract#:TiPS200904 I Page