Audio / Visual Maintenance Contract ITI11 MR AV Final.pdf · Audio/Visual Maintenance Contract ......

Audio/Visual Maintenance Contract – September 4, 2011

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REQUEST FOR PROPOSAL

Audio / Visual Maintenance Contract

September 4, 2011

This Request for Proposal (RFP) is being sent to pre-qualified firms to act as the service provider for the Audio/Visual Maintenance Contract. Proposals for providing these services will be received until the close of business (5:00 p.m.) on Friday September 16, 2011. Late submittals will not be considered. Proposals are to be delivered to: Humberto Sanchez, Director of Information Technology Northeast Ohio Regional Sewer District 3900 Euclid Avenue Cleveland, OH 44115-2504 Attn: Scott Horvath, Manager of IT Infrastructure A pre-proposal meeting will be held on Wednesday September 7, 2011 at 1:30 p.m. in the Public Meeting Room at the NEORSD GJM Building, 3900 Euclid Ave, Cleveland, Ohio. Questions regarding this RFP shall be directed to Scott Horvath at the pre-proposal meeting or at other times by calling (216) 881-6600, ext. x6854 or at [email protected] . The RFP is organized as follows: SECTION I. INTRODUCTION SECTION II. SCOPE OF WORK SECTION III. SCHEDULE SECTION IV. PROPOSAL FORMAT AND REQUIRED INFORM ATION SECTION V. EVALUATION OF PROPOSALS SECTION VI. SELECTION PROCESS Throughout this document the “District” refers to the Northeast Ohio Regional Sewer District, and the “Service Provider” refers to the firm submitting a proposal for this RFP. The District will attempt to respond to questions within one (1) business day. Questions and responses deemed to be of general interest will be distributed to all Service Providers. The deadline to submit questions is Wednesday September 14, 2011 at 12pm.

Audio/Visual Maintenance Contract – September 4, 2011

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Figures and Attachments The following figures and attachments are included in this RFP. Attachment A NEORSD Equal Employment Opportunity Form Attachment B Task Cost Summary Form Attachment C NEORSD Standard Clauses for Professional Services Agreements Appendices The appendices are provided for information purposes. Appendix A AV Equipment List Appendix B AV Preventative Maintenance / Inventory Form Appendix C List of AV Service Requests for 2010-2011 Appendix D Board Meeting / Subcommittee Meeting Schedule for 2010 and 2011 Appendix E Pictures of Example AV Equipment

Audio / Visual Maintenance Contract – September 4, 2011

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SECTION I - INTRODUCTION

Contract Overview

This request for proposal (RFP) is being sent to audio/visual (AV) firms that can provide maintenance services on all existing AV equipment, and provide AV consulting and installation services for any future enhancements to the District’s AV systems. This contract is for service only. This contract does not require coverage of any hardware. The Service Provider is expected to provide timely labor and expertise, and the District will purchase all replacement parts and consumables. The objectives of this contract include the following:

• Provide AV support for all Board meetings, Committee meetings and Legal hearings. • Maintain all AV equipment across the five District locations in working order • Provide readily available AV expertise and consulting

This will be a two-year contract.

Business Overview

The Northeast Ohio Regional Sewer District is a political subdivision of the State of Ohio created and operating under Chapter 6119 of the Ohio Revised Code. Originally named Cleveland Regional Sewer District, it was created in 1972 to assume ownership, operation and management of wastewater collection, treatment and disposal facilities serving the member communities in the Cleveland metropolitan area. District Administration is located at 3900 Euclid Avenue, Cleveland, Ohio 44115. This location also includes the Engineering & Construction, Operations & Maintenance Administration, Employee Resources, Finance, Law and Information Technology Departments. In addition to the District Administration Building, the District owns and operates an Environmental and Maintenance Services Center (EMSC) and the following three wastewater treatment facilities:

� Westerly Wastewater Treatment Plant, located at 5800 West Memorial Shoreway, Cleveland, 44102 (near Edgewater State Park);

� Southerly Wastewater Treatment Center, located at 6000 Canal Road, Cuyahoga Heights, 44125 (near the Interstate 77/Interstate 480 intersection); and

� Easterly Wastewater Treatment Plant, located at 14021 Lakeshore Boulevard, Cleveland, 44110 (near the Cleveland/Bratenahl border)

The Environmental and Maintenance Services Center (EMSC), located at 4747 East 49th Street, Cuyahoga Heights 44125 (north of the Southerly Wastewater Treatment Center) houses the


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Sewer System Maintenance & Operations Department, the Water Quality & Industrial Surveillance Department, Analytical Services, and Fleet Services. Additional information about the District, its history and operations is available at the District’s Internet site at http://www.neorsd.org


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SECTION II - SCOPE OF WORK

This RFP includes the following tasks:

Task A – Contract Management Task B – Preventive Maintenance / Equipment Inventory Task C – Board Meeting & Subcommittee Meeting Support Task D – General Maintenance and Support Task E – Professional Services

The Service Provider shall provide details as to the method of accomplishing the Scope of Work for each of the tasks noted. The Service Provider’s proposal shall address all of the objectives for each task as outlined in the Scope of Work. Alternatives and additional goals to the defined Scope of Work (e.g. task additions) and its cost must be submitted as an appendix to the main proposal.


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Task A – Contract Management

This task is intended to provide effective management of the contract. Communications

The Service Provider shall develop a communications protocol between the Service Provider and the District staff assigned to this project. This protocol shall include verbal and written communications, including meetings, presentations and communications between the Service Provider, subcontractors and other District staff. Schedule

The Service Provider shall develop and maintain the contract schedule, including Board Meeting dates, preventative maintenance schedule, scheduled maintenance, etc. The master schedule shall be regularly updated and forwarded to the District. Staffing

The Service Provider and any subcontractors shall maintain the contract staff as recommended in the proposal. Any changes in contract staffing shall be communicated to the contract manager in advance, and they shall maintain an equivalent level of expertise as with the originally proposed staff. Billing

The Service Provider shall prepare and promptly submit monthly master invoices for the contract. The Service Provider is responsible for payment to all subcontractors. The Service Provider is responsible for assuring and certifying that invoices are correct. All invoices must be submitted within one (1) month of the effort being billed unless the District authorizes an extension. All invoices must be submitted to the following:

Northeast Ohio Regional Sewer District Accounts Payable 3900 Euclid Avenue Cleveland, Ohio 44115

The Service Provider and the contract manager shall be responsible for identifying and addressing potential contract budget, management and schedule issues. If District action is required, the Service Provider shall recommend a suggested course of action. Questions regarding invoicing procedures may be addressed to Shelli Tolley at (216) 881-6600 x6864, or at [email protected] Cost Management

Any additional work proposed by the Service Provider must be first presented in writing to the District for consideration and approval.


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Documentation Prior to payment of the final invoice, the Service Provider shall deliver to the District all plans, sketches, drawings, documents, reports, and memoranda related to the contract.


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Task B - Preventive Maintenance / Equipment Inventory

This task is intended to complete preventative maintenance (PM) on all AV equipment at each of the five District locations three times within the term of the contract. This task is also intended to update the inventory of this equipment. This information is important in planning upgrades and understanding the overall status of AV equipment around the District. See Appendix E - Pictures of Example AV Equipment for a few examples of the type of AV equipment used by the District. Preventative maintenance will include at a minimum, cleaning, adjusting, aligning and checking all functions of each component within the system, if required. The operation of the system as a whole will be verified. This includes minor adjustments as necessary. If major adjustments are required, the Service Provider will schedule required downtime with the District. PMs will be scheduled in advance and agreed to by the District and the Service Provider. The District will notify security staff when the Service Provider will be onsite. The District will ensure that all areas and rooms are made available for the technician(s) and that all computer and video input sources are present. All equipment and systems must be operational at the completion of the PM. The PMs will be performed Monday through Friday, between the hours of 7:00 a.m. and 5:00 p.m. The Service Provider will provide a PM Report for each site documenting all services performed, the status or health of each component, and any recommendations for replacement or additional maintenance. See Appendix B - AV Preventative Maintenance / Inventory Form for required report format. The PM Report is due 14 business days after the scheduled PM. Deliverables:

• Completed AV Preventative Maintenance / Inventory Form for each of the five District sites three times with the term of the contract.


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Task C – Board Meeting & Subcommittee Meeting Support

The intent of this task is to provide support for the bi-monthly Board Meetings and subcommittee meetings on the first and third Thursdays of the month. There may also be occasional Legal hearing meetings that occur as needed throughout the year. The meeting support includes ensuring the equipment in the Public Meeting Room (PMR) and control room are operating properly before and during the entire meeting, and additionally controlling the audio and video recording of the meeting. If the meeting dates are changed or canceled, the District will notify the Service Provider of the new dates via email. On Board Meeting days the Service Provider shall be onsite at 8:30am to check the PMR AV systems and ensure that all equipment is functioning properly. Subcommittee meetings (if held) start at 11am. Board Meetings are typically held from 12:30pm to 2:30pm. Sometimes a Board Meeting will run past 2:30pm. Legal hearings are scheduled on non-Board days. The Service Provider shall be onsite one hour before the Legal hearing begins. The Service Provider shall stay onsite until meetings are completed. Appendix D-Board Meeting / Subcommittee Meeting Schedule for 2010 and 2011 contains a list of the meetings that took place in 2010 and the current schedule for 2011. Additional Information Please address these additional items in the proposal for this task:

• How would you ensure that the equipment supporting the Board Meetings are fully functionally and ready for the meeting?

• What would you do if some piece of equipment failed during the meeting?

Deliverables: • Audio and video recording of the Board, Subcommittee or Legal hearing meeting


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Task D – General Maintenance and Support

The intent of this task is to provide maintenance and support throughout the term of the contract for the AV equipment at all locations. The Service Provider shall provide maintenance and support for existing audio/video, integrated media systems, and production, operations, and identified security cameras. Replacement parts will be excluded from this agreement, and will be purchased separately by the District as needed and recommended by the Service Provider. Appendix A – AV Equipment List includes a best effort inventory of the current AV equipment at all District sites. All work performed by the Service Provider, except Board Meetings or other regularly scheduled meetings, will be initiated by a work order from the District’s IT Department. The work order number will act as the reference number for all correspondence with the Service Provider regarding the work to be performed. District final approval will constitute the work as being completed. Appendix C - List of AV Service Requests for 2010-2011 lists the work orders generated for AV related requests serviced by this contract for 2010-2011. Support The Service Provider shall provide the following support: Telephone Support

• Available 7am to 9pm, 7-days per week • One hour response to assist or correct the problem or issue over the phone. • Inquiries for non-technical or general information will be fulfilled within one business

day • Repeat calls regarding similar problems will be evaluated by the Service Provider to

determine if additional hardware/services are required to bring the system up to reasonable specifications. The District may then choose to purchase additional hardware/services, or pursue other courses of action as mutually agreed upon

Onsite Support

• Available 7am to 7pm, Monday through Friday • The District is looking for the best approach for onsite support. What options can the

Service Provider propose? How soon can a technician be onsite from the time a call is made for non-emergency support? What is best practice and industry standard?

Emergency Support

• The District is looking for the best approach for emergency support. What options can the Service Provider propose? How soon can a technician be onsite from the time a call is made for emergency support? What is best practice and industry standard?

• Replacement equipment or parts required in an emergency response will be provided through this contract as part of a contingency of the contract. The Service Provider will be asked to quote and then acquire the needed parts.


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Maintenance The Service Provider shall provide the following maintenance: Equipment Repair Maintenance and repair of failed equipment will be accomplished as much as possible on site. In the event that a component must be removed from the system, the Service Provider will, if requested, make every reasonable attempt to provide a temporary replacement of equal functionality. The District understands that replacement equipment may not provide duplicate functionality, but will keep the system substantially operational. Any system misuse or abuse or improper connections made by the District as determined by the Service Provider and agreed to by the District or acts of nature or damages due to fire or water will be discussed and any repairs negotiated between the Service Provider and the District. Parts and Equipment Replacement All replacement parts or equipment that must be replaced will be purchased separate from this maintenance contract by the District, and will follow the District’s standard purchasing process. Examples of such parts and equipment include:

• Projector lamps, external fuses, batteries, video and audio tape, patch cords and other similar expendable equipment.

• Accessories, devices, wiring, connectors, software or hardware • Cameras, mounts, brackets, lenses

Any old equipment or parts that are replaced by the Service Provider must stay on District property, and will be disposed of by the District. Equipment Warranty Any equipment still covered under the original manufacturers' warranty provision, will be repaired or replaced through the Service Provider acting as an agent for the District. The Service Provider will remove, ship, test, and re-install equipment in need of repair under the manufacturer’s warranty. System Additions All existing equipment and functionality will be covered as is throughout the length of the contract. The District will, as needed, add additional equipment and functionality or replace components in the system. These items will be purchased separately from the contract using the District’s standard purchasing process. The Service Provider, as an advocate for the District, will review any designs or implementation plans regarding any changes prior to installation. The District expects any such changes to be appended to the current contract and supported by the Service Provider at no additional cost for the remaining term of the contract. However, major upgrades, additions, and changes in functionality will be negotiated with the Service Provider to provide support for the remaining term of the contract. Possible equipment changes during the term of this contract may include:


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• Addition of teleconferencing units in the First Floor Training room and Operations Conference room

• Replacement of microphones in the Public Meeting Room Deliverables:

• Maintenance and Support as indicated in this task


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Task E – Professional Services The intent of this task is to provide professional services for consulting, new equipment installation and programming. Using the same work order process for Task D, the District will request these services from the Service Provider. The Service Provider shall provide a quote for the request based on the rates submitted in the proposal for this task. The Service Provider shall submit a time and materials quote for the services described below. The following are the types of professional services the District may use throughout the contract: Consulting The District may seek advice, direction or design on AV systems hardware, software or configuration. Examples include:

• Need to find the best way to multicast bi-monthly Board Meetings • Need a teleconferencing solution for a training room, including components, part

numbers and estimated cost • A systems control room at a treatment plant will be redesigned, and requires AV

elements to support cameras and access control Equipment Installation The District may separately purchase AV equipment and will require it to be professionally installed and configured. Examples include:

• A ceiling mounted projector and screen have been purchased and needs to be installed in a conference room

• A Digital Video Recorder has been purchased to replace an old VHS Tape player in the Public Meeting Room

• A list of equipment was purchased based on a professional design for implementing teleconferencing in a conference/training room. This equipment needs to be installed.

Programming The District may require modifications to existing code that controls various devices in the Public Meeting Room or a simple conference room. Examples include:

• Adding a button or changing functionality of an existing element • Integrating a new device with basic controls

Deliverables:

• Completion of approved requests for professional services


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SECTION III - SCHEDULE

Contract Schedule

This contract is for two (2) years. A detailed schedule for the RFP evaluation and selection process is as follows: • Issue RFP to Service Provider Short-List September 4

• Pre-Proposal Meeting September 7 at 1:30pm

• Service Provider Proposals Due September 16 by 5pm

• Service Provider Selection September 23

• Service Provider Contract Award October 20 (Meeting of the Board of Trustees)

• Perform Scope of Work November 1, 2011 to October 31, 2013


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SECTION IV - PROPOSAL FORMAT AND REQUIRED INFORMATION

Each Service Provider shall submit one (1) printed original proposal labeled “MASTER COPY” and two (2) additional copies, and submit one (1) copy on CD-ROM in the Microsoft Word or Adobe Acrobat file format. Cover Letter (1 page) Executive Summary (2 pages or less) Section 1 - Company History (2 pages or less) Section 2 – Anticipated Approach to the Contract (8 pages or less)

Discuss the anticipated approach to the contract. Section II - Scope of Work contains a number of requests for items to be discussed in the proposal. In addition, the District invites alternatives to any approaches embodied in the Scope of Work. Any proposed alternatives shall be clearly identified in the proposal. In developing the level of effort (hours by tasks), the Scope of Work as provided herein shall be assumed as the base proposal. For each alternative task proposed, a total level of effort for the proposed alternative shall be separately identified and an appropriate deduction or addition of task hours shall be included. The Service Provider shall also discuss expected challenges during the contract and potential approaches to these challenges. This part of the proposal will be used to evaluate the extent to which the Service Provider understands the contract, its magnitude and its complexity. This is a two year contract.

Section 3 – Service Provider Qualifications (4 pages or less)

A statement of the Service Provider’s qualifications, including a list of three (3) of the most recent similar contracts completed. The following information shall be included for each project:

• Start and end dates of the contract; • Service Provider’s role in the contract, and similarities with this District

contract • Reference contact information including name, address, phone number and

email address Section 4 – Service Provider Personnel and Time Commitment (4 pages or less)

Include a skills overview of key staff members and/or sub consultants proposed to work in the contract. The District fully expects that personnel included in the proposal will be


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assigned to the contract. Any personnel added to the contract or changes of personnel in significant roles shall be subject to advance approval by the District. Describe the availability and commitment of resources for this contract.

Section 5– Required Forms and Statements (4 pages or less)

A completed District Equal Employment Opportunity form. A blank form is included in this RFP in Attachment A-NEORSD Equal Employment Opportunity Form. A statement indicating that the Service Provider has examined the available information and agrees to acquire the additional information needed to perform all aspects of the work as outlined in this Request for Proposal. Statements confirming that no personal or organizational conflicts of interest are known to exist between the District and the Service Provider and Sub consultants. A statement confirming that all supplements have been received and reviewed by the Service Provider. A statement confirming that Attachment C - NEORSD Standard Clauses for Professional Services Agreements was reviewed and any potential items for discussion are noted in the proposal.

Section 6 – Task/Hour/Cost Summary (3 pages or less)

Attachment B – Task Cost Summary Form shall be completed for each activity necessary to fulfill the terms of this RFP. An electronic file in Excel format of this proposal form will be provided to each Service Provider. The Service Provider shall break the contract down by the tasks identified in the Scope of Work (i.e. Task A, Task B, Task C, etc). The total of the hours for all tasks shall accurately reflect the total effort needed to perform the entire contract as outlined in the RFP. Hours in all tasks shall be identified by labor category for each activity. All proposed subcontractors should also have completed proposal forms. The District will use all forms to assist in evaluation of the proposals. The District reserves the right to request additional task / hour / cost information. A prompt response of one (1) working day shall be adhered to in these requests.


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SECTION V - EVALUATION OF PROPOSALS

Proposals submitted to the District for this project shall be evaluated by the selection committee utilizing the following criteria.

Pass/Fail Screening Criteria

Proposals not in compliance with the following pass/fail criteria will not receive additional consideration: 1. Completion of the Equal Employment Opportunity form (Attachment A) 2. Avoidance of personal and organizational conflicts of interest as prohibited by State and

local law. Proposals that comply with the above will be scored based upon the criteria presented below. Scoring Criterion I - Method of accomplishing the Scope of Work (30% of the total score) Scoring will be based on consideration of the following:

1. Proposed approach to the work effort

2. Innovations, alternatives, and enhancements to the Scope of Work as presented in the proposal.

3. Unique capabilities with likely high-impact applicability to the contract.

4. Understanding of the appropriate levels of effort (hours) for various task areas. This evaluation will be based upon the estimated hours of effort for task areas as presented in the proposal.

5. Appropriate contract financial and management controls to include the following: • Level of effort tracking • Quality assurance • Contract financial controls and invoicing

Scoring Criterion II - Experience and past performance of the Service Provider on similar projects (20% of the total score) This score will be based on: 1. The Service Provider's experience in executing contracts of similar nature and

complexity. 2. The ability of the Service Provider to draw upon this experience to benefit the contract. 3. The Service Provider’s history of innovations and performance in applicable tasks.


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Scoring Criterion III - Experience, qualifications, and commitment of personnel (20% of total score.) Scoring will be based on consideration of the following:

1. The experience of proposed personnel.

2. The ability of the Service Provider to provide appropriate back-up personnel for key positions.

3. The degree to which the personnel and the contract team bring experience in the full range of skills needed to accomplish the Scope of Work.

4. The specific commitments made in the proposal for staffing key positions

Scoring Criterion IV - Cost (25% of the total score) Scoring will be based on consideration of the following: 1. Overall cost 2. Hourly rates 3. Approach to maintaining costs within or under budget Scoring Criterion V - Written quality of the proposal (5% of the total score) Scoring will consider the responsiveness of the proposal to the requests and requirements of the RFP. Additionally, proposals are expected to be organized, concise and well written.


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SECTION VI - SELECTION PROCESS

Once all proposals have been received, the following steps will be followed to select the Service Provider:

1. Proposals will be reviewed by a selection committee. Additionally, a phone survey may be conducted to evaluate the past performance of the participating Service Providers on similar contracts. This survey will be limited to the contacts provided in the proposal as required in Section IV under Section 3 - Service Provider Qualifications.

2. Each member of the selection committee will rank the Service Providers based upon the

predetermined selection criteria. The selection committee will then meet to conduct its formal selection process based upon the predetermined selection committee ranking.

3. The results of the selection process will be presented to Senior Staff and permission will

be requested to conduct contract negotiations with the highest ranked Service Provider.

4. Negotiations will be conducted with the highest ranked Service Provider to agree upon a final Scope of Work and the fees for those services as proposed in the Master Copy Cost Proposal. The District intends to negotiate a not-to-exceed price for this contract. After the final Scope of Work and fees have been negotiated, the maximum not-to-exceed price of the contract shall not be increased without written authorization by the District. Upon satisfactory completion of the contract, the District shall retain all remaining unused funds.

5. Assuming successful negotiations, the selection committee will report to the Board of Trustees and will make a recommendation to enter into a contract based on the outcome of the negotiations. If negotiations cannot be concluded successfully, permission will be requested to negotiate with the next highest ranked Service Provider following the same procedure.


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END OF RFP

ATTACHMENTS AND APPENDICES TO FOLLOW


Attachment A

NEORSD Equal Employment Opportunity Form

BIDDER’S EQUAL EMPLOYMENT OPPORTUNITY REPORT

ITEM BID:_________________________________________BID FILE NO. B-_______ REPORTING STATUS: Prime

Contractor Prime Subcontractor

Supplier Other (Specify)

NAME, ADDRESS AND TELEPHONE OF BIDDER COVERED BY THIS REPORT:

SIGNATURE AND TITLE OF BIDDER’S AUTHORIZED EQUAL EMPLOYMENT OPPORTUNITY OFFICER:

POLICY STATEMENT OF THE NORTHEAST OHIO REGIONAL SEWER DISTRICT

The Northeast Ohio Regional Sewer District obligates all parties with whom it contracts for public improvements, services and supplies, including professional services and requirement contracts, to adopt and maintain a policy of non-discrimination in employment, including both skilled and unskilled laborers. The Bidder also obligates itself to maintain only non-segregated facilities. INSTRUCTION TO BIDDER:

This Report must be completed along with all other Bid Documents to provide a report of your policies and practices relating to the extension of equal employment opportunity to all persons without regard to race, religion, color, sex, age, or national origin. Failure to submit this Report may cause your Bid to be considered incomplete and subject to rejection.

I. POLICIES and PRACTICES The following information is a statement of the Bidder’s policies regarding Equal Employment Opportunities, and its willingness to adopt such policies in the event they do not already exist.

A – This is now a practice of the Company. B - The Company will adopt this policy. C - The Company cannot or will not adopt this policy. (If ‘C’ is circled, state reason on separate sheet.) CIRCLE

ONE ITEMS STATE

REASONS IF C IS CIRCLED

A B C

1. The Company will adopt a policy of non-discrimination on the basis of race, religion, color, sex, age or national origin with regard to recruitment, hiring, training, upgrading, promotion and discipline of employees or applicants for employment.

A B C

2. The Company will assign responsibility to one of its officials to develop procedures which will assure that this policy is understood and carried out by managerial, administrative and supervisory personnel.

Official’s Name: Title:

A B C

3. The Company will state its non-discriminatory policy in writing and communicate it to the following:

(a) All employees (c) All employee organizations including labor unions (b) All recruitment sources (d) All subcontractors

A B C

4. The Company will use recruitment sources such as employment agencies, unions, and schools which have a policy of referring applicants on a non-discriminatory basis.

A B C

5. The Company will sponsor or finance educational or training programs for the benefit of employees or prospective employees without regard to race, religion, color, sex, age or national origin.

A B C

6. Company recruiters will seek a broad recruitment base in order that a representative cross-section of applicants might be obtained, and will refrain from a hiring policy which limits job applicants to persons recommended by company personnel.

A B C

7. The Company will take steps to bring diversity to any positions, departments, or plant locations which have no minority persons or are almost completely staffed with one group.

A B

8. Answer only if you are a “Construction Contractor”: In order to achieve an integrated workforce, the Company will

C seek to employ minority workers in each trade and/or implement an affirmative action program.

A B C

9. The Company will review its qualifications for each job to determine whether such standards eliminate persons who could, if hired, perform the duties of the job adequately. The following qualifications will be reviewed:

(a) education (b) experience (c) tests (d) arrest records

A B C

10. Residence in a particular geographical area will not be a qualifying or disqualifying criterion for employment with the Company.

A B C

11. The Company will provide that all bargaining agreements with employee organizations, including labor unions, have non-discrimination clauses requiring equal employment opportunity.

II. EMPLOYMENT DATA

Please note that these data may be obtained by visual survey or post-employment records. Neither visual surveys nor post-employment records are prohibited by any Federal, State or local law. All specified data are required to be filled in. If you have filed a standard Form 100 (EEO-1) with any Federal agency within the last six (6) months, you may submit a copy thereof in lieu of completing this chart.

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III. ADDITIONAL INFORMATION (OPTIONAL)

Describe any other actions taken which show that all employees are recruited, hired, trained, and promoted without regard to their race, religion, color sex, or national origin. Use separate sheet if additional space is needed.

STATE OF __________________

____________________COUNTY } SS AFFIDAVIT The undersigned affirms that the Bidder is in compliance with all Federal and State requirements with regard to non-discrimination in its employment practices and furthermore affirms that the undersigned is legally authorized by the Bidder to make the statements and representations contained in this Bidder’s Equal Employment Opportunity Report, and that they are true and correct to the best of the knowledge and belief of the Bidder and the undersigned. FIRM OR CORPORATE NAME

DATE

AUTHORIZED SIGNATURE

TITLE

NAME (Type or Print)

SWORN TO BEFORE ME AND SUBSCRIBED in my presence this

day

of ______________________________________, 20___. ____________________________________ Notary Public

My commission expires__________, 20___.


Attachment B

Task/Hour/Cost Summary Form

Audio/Visual Maintenance Contract

Task Hour Cost

Job Category Hourly Rate Total Hours Total Cost

Contract Manager

Field Technician

Installer

(Add additional categories)

Task A Totals


Contract Manager

Field Technician

Installer


Task B Totals

Task A

Task B

Task B Totals


Contract Manager

Field Technician

Installer


Task C Totals


Contract Manager

Field Technician

Installer


Task D Totals

Task C

Task D

Audio/Visual Maintenance Contract

Cost Summary

Task Total Hours Total Cost

A

B

C

D

Totals

Task E Hourly Rate

Consulting

InstallationInstallation

Programming


Attachment C

NEORSD Standard Clauses for

Professional Services Agreements

1

AGREEMENT

BY AND BETWEEN

THE NORTHEAST OHIO REGIONAL SEWER DISTRICT

AND

________________________

THIS AGREEMENT made as of this _____ day of ______________, 20__ by and between

the Northeast Ohio Regional Sewer District, a regional sewer district organized and existing as a

political subdivision of the State of Ohio under Chapter 6119 of the Ohio Revised Code (hereinafter

referred to as "District"), by authority of Resolution No. _______, adopted by the Board of Trustees

on ____________ (a copy of which is attached hereto and made a part hereof as Exhibit "A"), and

NAME, ADDRESS (hereinafter known as “Consultant”).

WITNESSETH:

WHEREAS, it is necessary to perform professional services for _______________; and

WHEREAS, in order to perform such services, it is necessary to supplement regularly

employed District staff with outside professional services; and

WHEREAS, the District finds Consultant’s Proposal acceptable and desires to hire and

engage Consultant to supplement the staff of the District and to furnish the services necessary, in

accordance with the Consultant’s Proposal and the terms, conditions and provisions contained

herein. Consultant, pursuant to the information provided in its proposal and evaluated by the

District, has been determined to be qualified, competent and the best candidate to provide the

2

required professional services;

NOW, THEREFORE, it is agreed that the District shall and does hereby employ Consultant to

perform the Services as hereinafter specified; and that, for and in consideration of the mutual

covenants hereinafter stipulated to be kept and performed, it is agreed by and between the parties

as follows:

Section 1. DEFINITIONS

1.1 “District” means the Northeast Ohio Regional Sewer District.

1.2 “Executive Director” means the Executive Director of the Northeast Ohio Regional

Sewer District, his successor, or his Authorized Designee.

1.3 “Consultant” means __________________.

1.4 “Services” means the work and services performed by Consultant as detailed out in

the exhibits to this Agreement.

1.5 “Base Contract Price” means the Consultant’s base contract price for Services as

specified in the original contract scope of Services developed from the Request for Proposal and the

Consultant’s written proposal or revised proposal.

1.6 “Contract Modification” means changes to the original contemplated contract scope

of Services, contract terms and conditions, or Total Contract Price. A Contract Modification must

receive prior authorization by the Executive Director, approval by the Board of Trustees, and be

executed by both parties.

1.7 “Schedule Variance” means an extension of a task or contract completion schedule

that does not result in the change to the original contract scope of Services or Total Contract Price.

3

1.8 “Total Contract Price” means the sum of the Consultant’s Base Contract Price for the

original scope of Services, plus the General Allowance, if applicable.

1.9 “General Allowance” means funds added to the Base Contract Price in a professional

services contract for additional services that were not foreseeable at the time of scope development

but is necessary to complete the project as originally contemplated. A General Allowance is the

Base Contract Price times a defined percentage, not to exceed ten percent (10%) of the Base

Contract Price unless authorized by the Executive Director and approved by the Board of Trustees.

Section 2. SCOPE OF SERVICES

2.1 Consultant does hereby promise and agree to provide the professional services as

are described in the District’s Request for Proposals dated __________ (the “RFP) (Exhibit “B”),

Consultant’s Proposal dated ____________ (Exhibit “C”), and the Scope of Services (Exhibit “D”),

which generally consist of ________________ (hereinafter the “Services”).

Section 3. REPRESENTATIVES

3.1 Consultant shall designate and authorize ________________, who is an employee of

Consultant, to act as its agent for all purposes under this Agreement, who shall be available at all

times to the representatives of the District for the purpose of notification and consultation, and who

shall be designated as the Project Manager having overall responsibility for all phases of Consultant

participation in the project.

3.2 For purposes of this Agreement, the agent for the District who is authorized to bind

the District and liaison officer with respect to the matters contained herein shall be the District's

Director of Information Technology, Humberto Sanchez, or his successor, or such other person

4

designated by the Executive Director. ___________________ shall be designated as the Project

Manager having overall responsibility for all phases of District’s participation in the project.

Section 4. COMPENSATION

4.1 After submission by Consultant of an itemized billing, the District will pay the

Consultant for the successful completion of the Services referenced in Section 2.1 above, subject to

the terms and conditions in the Agreement documents, up to a maximum amount not to exceed

________________________ Dollars ($______________.00) (the “Total Contract Price”).

4.2 The tasks to be performed under this Agreement and their associated budgets for

the scope of Services described in Section 2.1 are as follows:

Task Name Not-to-Exceed Task Budget

A. $

B. $

C. $

Base Contract Price $

General Allowance $

TOTAL CONTRACT PRICE $

4.3 Each task budget shall include all Direct Costs, Indirect Costs, Other Direct Costs and

Profit as identified in the Consultant’s Fee Proposal (Exhibit “D”). Task funds may be reallocated

within or between tasks with prior authorization of the Director of Information Technology, so long

as the changes do not result in a change to the original contract scope or Total Contract Price.

5

4.4 Tasks may be modified with prior written authorization of the Director of Information

Technology, in which case funds may be shifted from one task budget to another, in accordance

with Section 4.3. In the event funds are not available to perform a modified Task, or Services are

considered to be outside the original contract scope, such items will be deemed additional services.

4.5 Consultant shall not perform additional services, or incur any expenses which are not

required by this Agreement, and the District shall not be obligated to pay for such services and

expenses until the following conditions have been satisfied:

1. Submittal by Consultant to the Executive Director of written notice prior to the initiation of such additional services, including an estimate of cost (direct labor, indirect costs, other direct costs and profit) and schedule implications and a detailed scope of such services;

2. Prior approval of the Board of Trustees of the modification of this

Agreement by the addition of such services and additional compensation, if any;

3. If the additional services increase the total compensation under this

Agreement, certification of such additional cost by the District’s Finance Director;

4. A written modification to the Agreement; and

5. Written notification to Consultant from the Executive Director directing

Consultant to perform such additional services prior to commencement of the additional services.

4.6 General Allowance funds shall not be utilized without prior written authorization

from the Director of Information Technology to perform such services prior to commencement of

the services.

4.7 Any costs which are paid by the District and are determined by a final audit or

6

subsequent audit to be non-allowable in accordance with generally accepted cost accounting

principles shall be refunded to the District.

4.8 All funds remaining in the contract at completion of the Services will be retained by

the District.

4.9 The District is exempt from all sales, use, and excise taxes, and the District shall not

be obligated to pay for such taxes. Upon request by Consultant, the District shall provide a copy of

the District’s certificate of tax exemption.

Section 5. METHOD FOR PAYMENT

5.1 All accounting and financial matters relating hereto shall be processed by the

District’s Director of Finance. Payments shall be made by the District on statements only after they

have been certified by the District's representatives and approved by the Executive Director.

5.2 No approval or payment made under this Agreement shall be conclusive evidence of

the acceptance of performance under this Agreement either wholly or partially, and no payment

made hereunder shall be construed to be an acceptance of deficient or unsatisfactory Services.

5.3 Right to Inspect; Right to Audit Books. The Consultant and all subcontractors shall

maintain books, records, documents, and other evidence directly pertinent to performance of this

Agreement in accordance with generally accepted accounting principles. Any authorized

representative of the District shall, at all reasonable times and with reasonable notice, have the

right to inspect and examine the drawings, specifications and other contract documents at

Consultant’s office during the period of their preparation. Further, any authorized representative of

the District shall, at all reasonable times and with reasonable notice, have the right to audit, inspect

7

and examine the Consultant’s accounting books and financial records for the Project, including, but

not limited to, records of hours expended, personnel utilized, payments of employee salaries and

benefits, and records of payments made to subconsultants.

Section 6. TERM & SCHEDULE

6.1 The term of this Agreement shall begin as of commencement of the Services

hereunder and shall, unless extended by the District, or unless sooner canceled or terminated

pursuant to the provisions hereof, expire _____________________.

6.2 The completion of the Services in a timely manner is essential. Consultant shall

perform all Services and submit deliverables required by the Agreement within the times stipulated

in the Project Schedule.

6.3 An extension of a project completion schedule or milestones that do not result in the

change to the original contract scope of Services or to the Total Contract Price, may be granted with

prior written authorization from the Director of Information Technology.

6.4 Neither party to this Agreement shall be deemed in default in the performance of its

obligations if that party is prevented or delayed from performing by forces beyond its control,

(hereinafter “Force Majeure”) including, without limitation, acts of God or of a public enemy; acts

of a municipal, state, federal or other governmental legislative, administrative or judicial entity; any

catastrophe resulting from flood, fire, extreme weather conditions, explosion; labor disturbances;

and other cause beyond the control of the non-performing party. Consultant may be granted a time

extension and cost adjustment for its performance based on the duration of the Force Majeure.

Section 7. STANDARDS OF PERFORMANCE, ERRORS AND OMISSIONS

8

7.1 Services provided by the Consultant and all of its agents, subcontractors, and

employees under this Agreement shall be performed in a manner consistent with the degree of care

and skill customarily accepted as good professional practices and procedures by members of the

same profession currently practicing under similar circumstances in the Cleveland metropolitan

area, as well as having the experience and qualifications to complete the Services.

7.2 The District shall not be responsible for discovering deficiencies in the technical

accuracy of Consultant’s Services. During the term of the Agreement, the Consultant shall be solely

responsible for the accuracy of Services and shall promptly make necessary revisions or corrections

to the Services performed to the extent that the necessary revisions or corrections resulted from

Consultant’s negligent acts, errors or omissions, without any additional compensation from the

District.

7.3 Acceptance of Services, including payment for same, shall not relieve the Consultant

of responsibility for subsequent correction of its negligent act, error or omission or for clarification

of ambiguities.

7.4 In the event of any negligent act, error, or omission which the District determines,

using a reasonableness standard, to be the responsibility of the Consultant in any phase of the

service, the correction, repair or reconstruction of which may require additional field or office work,

the Consultant shall be promptly notified and shall be required to perform such corrective Services

as may be necessary without delay and without additional cost to the District.

Section 8. TERMINATION OF AGREEMENT AND THE DISTRICT’S RIGHT TO PERFORM CONSULTANT’S OBLIGATIONS

9

8.1 Termination for Cause and Default of Consultant. This Agreement may be

terminated by the District at any time for cause upon written notice to Consultant of such intent

when either the progress or results achieved under this Agreement are unacceptable to the District,

and upon giving Consultant reasonable notice and opportunity to cure such unacceptable progress

or results, which Consultant fails to perfect. In no event, shall the reasonable notice be less than

thirty (30) calendar days.

8.2 If this Agreement is cancelled by the District prior to completion, Consultant, within

ten (10) working days of such cancellation, shall submit a certified final progress report of the

percentage of Services completed by the date of cancellation. The District shall pay Consultant for

the Services completed as certified in this statement and as approved by the Executive Director.

Notwithstanding any other provision of this Agreement all records, documents, materials,

equipment, and working papers prepared or purchased as part of the Services under this

Agreement shall become and remain the property of the District, and upon any such cancellation,

Consultant shall turn over to the District all records, documents, working papers, equipment and

other materials which should be necessary, in the opinion of the District, to maintain continuity in

progress of the Services by another consultant.

8.3 Upon the occurrence and during the continuance of an event of default, the District

may, but shall not be obligated to, take such actions as the District deems reasonable in order to

cure the act or omission of Consultant that is the basis of the default, and the Total Contract Price

shall be reduced by the cost to the District of taking such actions. Costs associated with the start-

up and shut-down of the Services shall be at Consultant’s expense.

10

8.4 Termination without Cause. If the District terminates this Agreement without cause

it shall make payment to Consultant for Services performed prior to the date of termination and

reasonable demobilization costs, including any reimbursable expenses, if any then due, which shall

be subject to the District’s review and approval, and which shall not be unreasonably withheld.

Consultant shall, as a condition of receiving the payments referred to in this Section 8, execute and

deliver all such documents and take all such steps, including the legal assignment of its contractual

rights, as the District may require for the purposes of fully vesting in it the rights and benefits of

Consultant under such obligations or commitments. The payment under this Section 8 for

termination by the District without cause shall constitute full and complete satisfaction of any and

all damages and claims of Consultant regarding the Consultant’s performance of the Services and

the termination of Consultant’s Services by the District.

Section 9. INSURANCE

9.1 Consultant shall take out and maintain during the life of this Agreement such

commercial general liability and property damage insurance, wherein the District is included as an

additional insured to the Commercial General Liability and Automobile Liability Insurance and shall

protect itself and the District while performing Services hereunder from claims for property

damages which may arise from operations hereunder, subcontractors, or by anyone directly or

indirectly employed by either of them. All insurance must be provided through companies admitted

to do business in the State of Ohio and rated at least “A” by the A.M. Best Company.

9.2 All liability policies required in Section 9, Insurance, except for Professional Liability

and Workers’ Compensation, shall be primary and non-contributory to any insurance maintained by

11

the District.

9.3 Prior to commencing the Services on site, Consultant shall provide a Certificate of

Insurance, completed and signed by an authorized agent of its insurance company(ies), as evidence

of Consultant’s compliance with Section 9, Insurance, of this Agreement. FAILURE OF THE

DISTRICT TO ENFORCE THIS REQUIREMENT SHALL NOT CONSTITUTE A WAIVER OF

CONSULTANT’S OBLIGATIONS TO PROVIDE INDEMNITY AS SPECIFIED HEREIN. In the event that

Consultant fails to obtain and keep in full force and effect any of the insurance requirements under

this Agreement, the District may purchase, but is not obligated to purchase, such coverage and use

any funds payable to Consultant to satisfy any premium requirements.

The Certificate Holder shall be: The Northeast Ohio Regional Sewer District Attn: Humberto Sanchez, Director of IT 3900 Euclid Avenue, Cleveland, OH 44115 216-881-6600 telephone 216-881-4407 fax Email: [email protected] 9.4 Certificates of insurance shall be deposited with the District. The District reserves

the right to refuse insurance written by an unacceptable company. All policies shall be endorsed to

provide mandatory 30 days written notice of cancellation or non-renewal (10 days in event of

nonpayment) to the District. Failure to inform the District of cancellation or non-renewal, without

securing replacement coverage equivalent to that specified herein, shall constitute material breach

of this Agreement to provide insurance. All deductibles, self-insured retentions and exclusionary

endorsements affecting coverage for the Additional Insureds must be fully disclosed and are subject

to approval by the District. Consultant shall be solely responsible for and shall solely pay all

12

deductibles, self-insurance or similar retentions. NONCONFORMING INSURANCE SHALL NOT

RELIEVE CONSULTANT OF ITS OBLIGATION TO PROVIDE INDEMNITY AS SPECIFIED HEREIN

unless waived in writing by the District, and this obligation shall survive this Agreement even

though Consultant has completed its Services and has been fully paid.

9.5 It is hereby expressly understood and agreed that Consultant shall require any

subcontractor hereunder to provide insurance, to the extent specified herein, also including the

District as an additional insured, except for professional liability insurance or worker’s

compensation.

9.6 General Liability. Consultant shall secure and maintain standard occurrence general

liability insurance, which will include completed operations coverage, protecting Consultant against

claims for bodily injury, death, or property damage which may arise as a result of Consultant’s

actions during the performance of the Services in an amount of $1,000,000 per occurrence and

$1,000,000 general aggregate. The District shall be named as additional insured under this policy.

9.7 Automobile Liability. In addition to the above, the policy shall contain combined

single limit coverage of not less than $2,000,000 per accident, for “any auto” or “all owned, hired

and non-owned autos.” The coverage shall include contractual liability coverage applicable to this

Agreement and shall name the District as additional insured.

9.8 Professional Liability. Consultant shall purchase and maintain insurance to protect

itself from claims arising out of the performance of professional services caused by its negligent

acts, errors or omissions for which it may be legally liable. The amount of such insurance shall be

in an amount of $1,000,000.00 per claim and in the aggregate. Such insurance shall extend to its

13

legal representatives in the event of death, dissolution or bankruptcy, and shall cover negligent

acts, errors and omissions of the Consultant’s agents, subcontractors and employees and the

liabilities assumed under this Agreement. Such insurance shall extend to any negligent act, error or

omission in the performance of the Services committed or alleged to have been committed by the

Consultant, its agents, subcontractors, or employees, or any other person or entity for whom the

Consultant is responsible. Such coverage shall be in effect from the date Services are first provided

under this Agreement and shall be maintained in force until the later of (i) the completion of the

Services or (ii) official acceptance of the Services by the District; and, provided that such insurance

is generally available, shall be maintained for an additional period of five (5) years after the later of

(i) the completion of the Services, or (ii) official acceptance of the Services by the District.

9.9 Section 12, Indemnification and Section 9, Insurance shall survive the completion of

the Services to be performed hereunder.

Section 10. WORKERS' COMPENSATION COVERAGE

10.1 Consultant shall at all times during the term of this Agreement subscribe to and

comply with the Workers' Compensation Laws of the State of Ohio, shall pay such premiums as may

be required thereunder, and shall save the District harmless from any and all liability arising from or

under said Act. It shall furnish at the time of delivery of this Agreement and at such other times as

may be requested, a copy of the official certificate of receipt showing the payment hereinbefore

referred.

Section 11. INDEPENDENT CONTRACTOR

11.1 Consultant shall be and remain an independent contractor with respect to all

14

Services performed hereunder, and agrees to and does hereby accept full and exclusive liability for

the payment of any and all contributions or taxes for social security, unemployment insurance, or

old age retirement benefits, pensions or annuities, now or hereafter imposed under any State or

Federal law which are measured by the wages, salaries or other remuneration paid to persons

employed by Consultant on Services performed under the terms of this Agreement, and further

agrees to obey all lawful rules and regulations and to meet all lawful requirements which are now or

hereafter may be issued or promulgated under said respective laws by any duly authorized State or

Federal officials; and Consultant agrees to indemnify and save harmless the District from any such

contribution or taxes or liability therefore.

Section 12. INDEMNIFICATION

12.1 To the fullest extent permitted by law, Consultant shall indemnify and hold harmless

the District, their officers, agents and employees against all losses, damages, expenses, suits,

claims, demands, fines, penalties, awards, liabilities and costs, including reasonable attorneys fees,

to the proportionate extent that the liability, or the underlying harm causing the liability, is

attributable to, may arise out of or be based upon, any negligent error or omission in any drawings

or specifications, other documents or Consultant’s negligent performance under this Agreement,

including injury or death or damage to person or property; negligent act, error or omission of

Consultant, its principals, employees and subcontractors.

12.2 At the District’s option, Consultant shall defend or reimburse the District in any

litigation and pay on behalf of the District all sums that the District shall become legally obligated to

pay as a result of any litigation or claims incurred in connection therewith and satisfy and cause to

15

be discharged such judgments that may be obtained against the District, its officers, agents, and

employees to the extent of Consultant’s indemnification obligations as set forth above.

Section 12, Indemnification and Section 9, Insurance shall survive the completion of the

Services to be performed hereunder and the termination of this Agreement.

Section 13. ASSIGNMENT OF AGREEMENT

13.1 The District and Consultant bind themselves and their successors, administrators and

assigns to the other party of this Agreement and to the successors, administrators and assigns of

the other party of this Agreement, in respect to all covenants of this Agreement. Except as stated

above, neither the District nor Consultant shall assign, sublet or transfer its interest in this

Agreement without the written consent of the other. Nothing herein shall be construed as creating

any personal liability on the part of any officer or agent of any public body which may be a party

hereto.

Section 14. CONSTRUCTION

14.1 All terms and words used in this Agreement, regardless of the number and gender in

which they are used, shall be deemed and construed to include any other number, singular or

plural, and any other gender, masculine, feminine or neuter, as the context or sense of this

Agreement or any paragraph or clause herein may require, the same as if such words had been

fully and properly written in the number and gender. Consultant agrees that no representations or

warranties of any type shall be binding upon the District, unless expressly authorized in writing

herein. The headings of sections and paragraphs, if any, to the extent used herein are used for

reference only, and in no way define, limit or transcribe the scope or intent of any provision hereof.

16

This Agreement may be executed in any number of counterparts, each of which, when so executed

and delivered in any number of counterparts, shall be deemed original, but such counterparts

together shall constitute but one and the same instrument. Invalidation of any provisions of this

Agreement or any paragraph, sentence, clause, phrase, or word herein or the application thereof in

any given circumstance shall not affect the validity of any other provision of this Agreement.

Section 15. MISCELLANEOUS

15.1 Copyrights. The Consultant acknowledges and agrees to follow the EPA

requirements of 40 CFR Part 30 regarding copyrights and rights in data for any discovery or

invention which arise or is developed in the course of implementing this Agreement.

15.2 Remedies. The parties agree that all claims, counter-claims, disputes and other

matters in question between the District and the Consultant arising out of or relating to this

Agreement, or the breach thereof, will be decided at law. This Agreement shall be governed by and

interpreted according to the law of the State of Ohio.

15.3 Defective Pricing. The Consultant and subcontractor, where appropriate, warrant

that cost and pricing data submitted for evaluation with respect to negotiated agreements, lower

tier subagreements, and change orders is based on current, accurate, and complete data supported

by their books and records. If the District determines that any price (including profit) negotiated in

connection with this Agreement, any lower tier subagreement or any amendment thereunder was

increased by any significant sums because the data provided was incomplete, inaccurate, or not

current at the time of submission, then such price or cost or profit shall be reduced accordingly; and

the Agreement shall be modified in writing to reflect such action.

17

15.4 Contingent Fees. The Consultant warrants that no person or selling agency has

been employed or retained to solicit or secure this contract upon an agreement or understanding

for a commission, percentage, brokerage, or contingent fee, excepting bona fide employees. For

breach or violation of this warranty, the District shall have the right to annul this Agreement without

liability or in its discretion to deduct from the contract price or consideration, or otherwise recover,

the full amount of such commission, percentage, brokerage, or contingent fees.

15.5 Gratuities. If the District finds after a notice and hearing that the Consultant, or any

of the Consultant’s agents or representatives, offered or gave gratuities (in the form of

entertainment, gifts, or otherwise), to any official, employee, or agent of the District in an attempt

to secure an Agreement or favorable treatment in awarding, amending, or making any

determination related to the performance of this Agreement, the District may, by written notice to

the Consultant, terminate this Agreement. The District may also pursue other rights and remedies

that the law or this Agreement provides.

15.6 Confidentiality. During the performance of Services under this Agreement, the

Consultant will have access to confidential information of the District, including but not limited to,

social security numbers, federal taxpayer i.d. numbers, employee and vendor information, and

information related to the operations of the District (hereinafter “Information”). The Consultant

agrees to hold such Information in confidence and shall not disclose such Information to any third-

parties.

Section 16. DECLARATION REGARDING ASSISTANCE TO A TERRORIST ORGANIZATION

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16.1 If the Total Contract Amount stated above is not less than One Hundred Thousand

Dollars ($100,000.00), the Consultant shall submit a completed and signed Declaration Regarding

Material Assistance/No Assistance to a Terrorist Organization form, to be attached hereto as Exhibit

“F”. The Consultant shall comply at all times with the anti-terrorism requirements contained in Ohio

Revised Code Sections 2909.32 and 2909.33.

Section 17. EXHIBITS

17.1 It is mutually understood and agreed that all Exhibits attached hereto are made a

part hereof as if fully written herein. In the event of any conflict among the terms of the Exhibits,

the Exhibits shall govern in the following order: 1) this Agreement; 2) the RFP; and 3) Consultant’s

Proposal.

The following Exhibits attached hereto are hereby incorporated with and made a part of this

Agreement:

a. Exhibit "A" – Northeast Ohio Regional Sewer District Resolution No. _______ b. Exhibit "B" – The District’s RFP c. Exhibit “C” – Consultant’s Proposal d. Exhibit “D” – Consultant’s Fee Proposal e. Exhibit “E” – Scope of Services f. [Exhibit “F” – Declaration Regarding Assistance to a Terrorist Organization]

19

The parties hereunto have caused this Agreement to be executed and to become effective

on the day and year first above written.

NORTHEAST OHIO REGIONAL SEWER DISTRICT BY:______________________________________ Julius Ciaccia Executive Director

AND:____________________________________ Darnell Brown, President Board of Trustees ******** BY:____________________________________

(Title):_________________________________ _______________________________________ TAXPAYER I.D. NUMBER

The legal form and correctness of the within instrument are hereby approved:

Marlene Sundheimer, Director of Law Northeast Ohio Regional Sewer District

By:_____________________________ Katarina K. Waag Assistant Director of Law

Date:___________________________


Appendix A

AV Equipment List

Site Location Description Make/Model

GJM Board Conference Sony VPL-PX40

GJM Board Conference Processor Crestron

GJM Director's Conference Sony VPL-PX40

GJM Director's Conference TV Samsung

GJM Director's Conference DVD Panasonic

GJM IT Training Projector Sony VPL-PX40

GJM IT Breakout Projector (portable) NEC VT-660

GJM 1st Floor Training Room Projector Sony VPL-FX40

GJM 1st Floor Training Room Microphone Shure UHF

GJM 1st Floor Training Room VHS (2) JVC

GJM 1st Floor Training Room Processor Crestron MP2E

GJM 1st Floor Training Room Longview KMV Avoent

GJM Operations Conference Projector Sony VPL-PX40

GJM Operations Conference Processor Crestron

GJM Operations Conference Audio Conf Processor Clear One

GJM Public Meeting Room Genlock Multicoder Kramer

GJM Public Meeting Room VHS Player JVC

GJM Public Meeting Room DVD Recorder Panasonic

GJM Public Meeting Room Monitors (4) IKAN

GJM Public Meeting Room Touchpanel Crestron

GJM Public Meeting Room UPS unit (5000) APC

GJM Public Meeting Room Camera power Supply Panasonic

GJM Public Meeting Room Synchronizer Leitch - DPS 290

GJM Public Meeting Room Multicoder Genlock

GJM Public Meeting Room DVCPro Panasonic

GJM Public Meeting Room DVD/HDD recorder BCD

GJM Public Meeting Room Network Recorder Marantz

GJM Public Meeting Room Audio Monitor Wohler

GJM Public Meeting Room 10" Monitors TV One

GJM Public Meeting Room Signal Monitor Videotek

GJM Public Meeting Room power conditioner Middle Atlantic

GJM Public Meeting Room UPS unit (1500) APC

GJM Public Meeting Room Timing Generator Videotek

GJM Public Meeting Room Composite Video DA Extron

GJM Public Meeting Room KVM Avocent

GJM Public Meeting Room Matrix Switch Extron

GJM Public Meeting Room Patch Bay Bittree

GJM Public Meeting Room Video Conference Tanberg

GJM Public Meeting Room 6x2 Composite DA Extron

GJM Public Meeting Room Scaler Extron

GJM Public Meeting Room Matrix Switch Auto Patch

GJM Public Meeting Room S vid DA Extron

GJM Public Meeting Room Switcher Extron

GJM Public Meeting Room YC Transcoder Kramer

GJM Public Meeting Room Audio Processor Clearone

GJM Public Meeting Room Antenna Distro Shure

GJM Public Meeting Room Processor Crestron

GJM Public Meeting Room ST COM Crestron

GJM Public Meeting Room feedback reducer Shure

GJM Public Meeting Room Camera control Crestron

GJM Public Meeting Room Touchpanel TPS Crestron

1 of 2

Please Note: This inventory is missing some cameras and camera components from Southerly and Westerly

Site Location Description Make/Model

GJM Public Meeting Room ST VC Crestron

GJM Public Meeting Room ST IO Crestron

GJM Public Meeting Room mixer Shure

GJM Public Meeting Room Amp Crown

GJM Public Meeting Room Microphone Shure UHF

GJM Public Meeting Room Switchers Extron

GJM Public Meeting Room Monitors (4) Sony w/ Videotek VTM-100

GJM Public Meeting Room Power PD-915R

GJM Public Meeting Room Monitors (4) Marshall

GJM Public Meeting Room Marantz Recorder PMD 580

GJM Public Meeting Room Digital Recorder Panasonic AJ-D455

GJM Public Meeting Room VHS (2) JVC SR-s365U

GJM Public Meeting Room Synchronizer Leitch - DPS 290

GJM Public Meeting Room Digital Recorder Sony DVCam DSR-30

GJM Public Meeting Room Projectors (4) Sanyo PLC-XP41

GJM Legal Conference Room TV Panasonic w/ DVD & VHS

GJM Ciaccia TV View Sonic

GJM Jean Chapman TV/DVD Samsung/ Panasonic DVD

GJM Kim Jones TV/DVD Toshiba/ Panasonic DVD

EMSC SSMO Sump basement Projector Cannon LV-7260

EMSC SSMO Operator Tech 059 Projector Cannon LV-7260

EMSC SIR Configuration Room Projector Benq-DLP

EMSC IT training Room Boxlight

EMSC EOC (Emergency Ops Room) Satilitte Dish

EMSC EOC (Emergency Ops Room) (2) TV Panasonic

EMSC EOC (Emergency Ops Room) (2) DVD/VCR Panasonic

EMSC EMSC Conference Room A TV Sharp

EMSC EMSC Conference Room A DVD/CD Toshiba

EMSC EMSC Conference Room B TV Panasonic

EMSC EMSC Conference Room B DVD/CD Panasonic

EMSC EMSC Conference Room B Projector Proxima C160

EMSC EMSC Conference Room C TV Sharp

EMSC EMSC Conference Room C DVD/CD Toshiba

EMSC EMSC Conference Room C Projector Sony VPL-CS21

EMSC EMSC Conference Room D TV Panasonic

EMSC EMSC Conference Room D Projector Sony VPL-CX150

Southerly TC Training Room Projector Proxima

Southerly Plant Automation Training Room Projector NEC MT-1030+

Westerly Maintenance Training Room Projector NEC MT-1060

Westerly Maintenance Training Room DVD Sony

Westerly Maintenance Training Room VHS Sony

Westerly Administrations Conference B Projector Sony VPL-CX125

Easterly Guard Shack Pole Camera Pelco PTZ

Easterly Service Building- New Southerly Pump Camera Pelco PTZ

Easterly Effluent Building- On Roof Camera Pelco PTZ

Easterly North of Hypochlorite Building- On Pole Camera Pelco PTZ

Easterly Headworks- Bar Screen Camera Pelco PTZ

Easterly Headworks- Rag Storage Camera Pelco PTZ

Easterly Large Training Room Projector NEC

2 of 2

Please Note: This inventory is missing some cameras and camera components from Southerly and Westerly


Appendix B

AV Preventative Maintenance / Inventory Form

Public Meeting Room

Preventative Maintenance Check

Manufacturer Equipment Replaced / Upgraded Comments Chance of Failure Estimated Replacement Time

APC Smart UPS 1500 No

This uninterruptible power supply is working properly, however this is one of two units that

recently went bad. 65% 2-3 business days

APC Smart UPS 5000 Replaced This uninterruptible power supply was just replaced this summer, working properly 5% 2-3 business days

Audo Technica ES905CL (19) Recently Installed Cardoid Condenser gooseneck microphones with RFI shielding 20% 2-5 business days

AutoPatch Modula (3 TOTAL) No Customizable Matrix Switcher. Units are working properly 65% 24-48 hours

BCD DVD-1150 Recently Installed A digital DVD and HDD recorder 65% 5-10 business days

ClearOne XAP 800 (3 TOTAL) No 8 channel microphone mixer/ audio conferencing unit. Unit's are working properly. 65% 24-48 hours

ClearOne XAP TH2 No Teleconferencing telephone interface. Unit is working properly 65% 24-48 hours

Crestron C2N-SPWS300 No Power supply is working properly, however has a high rate of failure 75% 7-10 business days

Crestron CNX-B12 No Key pad is working properly 50% 7-10 business days

Crestron CNX-B4 No key pads are working properly 50% 7-10 business days

Crestron CPC_CAMI No

Crestron camera control. These currently do not work. We believe the program needs to be

changed for proper usage 50% 7-10 business days

Crestron CPC-2000 No Crestron camera controller is working properly 50% 7-10 business days

Crestron Pro 2 No

This processor is in working order. However there is a possible 7-10 day repair turn-around. We

may need to look at a back-up unit. 50% 7-10 business days

Crestron ST_VC (2 TOTAL) No These devices are all working properly 50% 7-10 business days

Crestron ST-COM No This device is working properly 50% 7-10 business days

Crestron ST-IO (4 TOTAL) No These devices are all working properly 50% 7-10 business days

Crestron TPS 4500 No Crestron Touch panel is working properly 50% 7-10 business days

Crown CTS 600 No

300 watts per channel amplifier. The amp is working properly, however amps run very hot and

have a moderate failure rate. 65% 7-10 business days

DaLite Projection screens No

The PMR currently has 4:3 aspect projection screens, With upgrading the projectors to a wide

angle it would make since to upgrade the projections screens as well 75% 5- 10 business days

Extron Cross point series switcher Replaced The switcher was just replaced 5% Under warrantee

Extron CVDA 6 MX No This is a composite DA, Working properly 50% 24-48 hours

Extron DVS 204 No Digital video scaler 65% 24-48 hours

Extron IN 1502 No Two input video scaler, working properly 65% 24-48 hours

Extron MAV 62 No This is a n "S" video switcher which would be obsolete with newer equipment 75% 24-48 hours

Extron SVDA 6 MX No DISCONTINUED "S" video DA which would be obsolete with newer equipment 85% 24-48 hours

Extron VSC 500 (2-total) No Computer to Video scan converter. This is working properly. 65% 24-48 hours

IKAN RM7000 (2) Recently Installed Two side by side wide aspect monitors for viewing the room camera images 50% 5-10 business days

Inline VGA Distribution No The VGA distributors are working properly but do have a moderate failure rate. 65% 5-10 business days

JVC SR-365U VCR recorder (2 TOTAL) No OBSOLETE NEEDS TO BE REPLACED. 1 of the recorders is already broken. 90% 24-48hours

Kramer Electronics FC-4040 No Device is working properly, no reason for replacement at this time 50% 24-48 hours if over-night

Marantz PMD 580 Installed Digital recorder is working properly 40% 24-48 hours

Middle Atlantic PD-915R (3 TOTAL) No Power conditioner/ Power strip. All are in working order 35% 24-48 hours

Misc Leitech DPS-290 No Device is working properly, no reason for replacement at this time. 50% 5-10 business days

Panasonic AW-E300A (4 TOTAL) No One camera has already failed, recommend on replacing as they fail with new version 85% 24-48 hours

Panasonic AW-PS505 (4 TOTAL) No These are power supplies for the PMR camera's, 65% 5-10 business days

Panasonic DVC-PRO No OBSOLETE 90% OBSOLETE

Sanyo PLC-XP41 (4 TOTAL) No

These are discontinued projectors, we would recommend upgrading to a higher resolution

WXGA projector. 75% Discontinued

Shure FP-42 No

Audio Mixer, This is the piece that got us in trouble with the sound recording. We would

recommend removing this from the rack all together. 90% Discontinued

Shure PPA T35 No This device is working properly 50% 5-10 business days

Shure UHF wireless system No The wireless microphones are working properly 50% 5-10 business days

Sony DV CAM No OBSOLETE Recording device 85% Obsolete

Sony SVCM25WVT Recently Installed Sony static bullet cameras with wide angle lens 5% 5-10 business days

1 of 2

Public Meeting Room

Preventative Maintenance Check

Manufacturer Equipment Replaced / Upgraded Comments Chance of Failure Estimated Replacement Time

Tandberg 6000 No

TV-One LM-1042R (2) Recently installed

Two side by side 10" LCD monitors. These are for viewing the "preview" and "record" monitors.

The others are for the 2 static mounted cameras in the PMR 5% 5-10 business days

VideoTek STG-600 No This product is discontinued, 65% 5-10 business days

VideoTek VTM-100 No This produce is discontinued, 65% 5-10 business days

WholerTech AMP 1A-LP No Audio monitor, The monitor is working properly 65% 5-10 business days

2 of 2


Appendix C

List of AV Service Requests for 2010-2011

WO# Request Description Type37653 Install camera in Southerly Degrit Building Professional Services Request37654 Install Sludge Haul Camera (on hold) Professional Services Request39578 Install Legal Conference Room projector (only quoted) Professional Services Request40718 Add camera control in the PMR (only quoted) Professional Services Request40721 Upgrade monitors in the Public Meeting Room (only quoted) Professional Services Request41106 Replace DVD recorder for security system (only quoted) Professional Services Request44269 Repair PMR Camera 3 Maintenance44478 Portable projector repair request Maintenance44512 Camera monitor at main desk is not working properly Maintenance44520 Hearing Examiner Meeting: September 20 Maintenance44719 Programming of the 1st floor training room projector: It should automatically turn off at 9pm, but

stayed on and did not shut off last night.Maintenance

44837 Southerly Incinerator video display is very faint and needs replaced Maintenance44898 EMSC Training Room projector would not recognize attached laptop Maintenance44992 Meeting in the Public Meeting Room October 14 Maintenance45103 Static/noise during Board Meeting in the Public Meeting Room Maintenance45111 Cordless phone in control room rings over sound system in the Public Meeting Room Maintenance45204 Install ceiling mounted projector in EMSC Superintendent's conference room Maintenance45222 Hearing Examiner Meeting: November 15 Maintenance45566 Setup First Floor Training Room for Board Meeting overflow Maintenance45568 Hearing Examiner Meeting: December 6 Maintenance45588 Reinstall cameras at the CVI Building at Southerly Professional Services Request45747 Public Meeting Room setup for 12/8 and 12/9 from 4pm-7pm Maintenance45957 Projector goes to into sleep mode during meeting Maintenance45981 Re-connect new PC in PMR control room Maintenance45982 Re-locate First Floor Training Room PC from rack into podium Professional Services Request46304 Transfer video from VHS to DVD Maintenance46435 Hearing Examiner Meeting: February 1 Maintenance46436 Setup PMR for CCR Event on 2/2 and 2/3 from 4pm-7pm Maintenance47101 First Floor Training Room speakers sound muffled Maintenance47302 Laptop won't connect to projector in Conference Room B or C Maintenance47575 EMSC D&I class May 5th Professional Services Request47576 EMSC D&I class May 6th Professional Services Request47580 GJM D&I class May 25th Professional Services Request

1 of 2

WO# Request Description Type47581 GJM D&I class May 26th Professional Services Request47582 EMSC D&I class June 20th Professional Services Request47583 GJM D&I class June 21st Professional Services Request47584 EMSC D&I class July 13th Professional Services Request47585 GJM D&I class July 14th 3rd Floor Professional Services Request47586 EMSC D&I class Aug 24th Professional Services Request47587 GJM D&I class August 25th Professional Services Request47588 EMSC D&I class Sept 19th Professional Services Request47589 GJM D&I class September 20th Professional Services Request47590 EMSC D&I class October 12th Professional Services Request47591 GJM D&I class October 13th Professional Services Request48049 Setup Public Meeting Room for SBE Directors meeting for 6/8 and 6/9 Maintenance48187 Replace bulbs in projectors for Conference Rooms A, B and C Maintenance48653 Reconnect podium in First Floor Training Room Maintenance49078 The video monitoring system used at the headworks for viewing the rag storage conveyor at

Easterly no longer has control of zoom or camera movement.Maintenance

49097 Select appropriate camera and accessories for Security ID badge system Professional Services Request49316 PTZ not working on Southerly Camera 4 Maintenance49386 Install TVOne video converter Professional Services Request49803 Integrate new LCD screen camera monitor in Westerly Control Room Professional Services Request49889 Easterly rag storage camera needs repaired Maintenance

2 of 2


Appendix D

Board Meeting / Subcommittee Meeting Schedule for 2010 and 2011

REVISED 4/2/10

Board Meetings All meetings will start at 12:30 p.m. in the Public Meeting Room.

January 7, 2010 April 1, 2010 January 21, 2010 April 15, 2010 February 4, 2010 May 6, 2010 February 18, 2010 May 20, 2010 March 2, 2010 June 3, 2010 March 18, 2010 June 17, 2010

______________________________________________________________________________

Governance Committee Meetings All meetings will begin at 11:00 a.m. in the Public Meeting Room.

Board members: Mayor Jack M. Bacci, Darnell Brown, Mayor Dean E. DePiero Staff members

March 18, 2010 – Cancelled

: Julius Ciaccia, F. Michael Bucci, Constance Haqq, Marlene Sundheimer, Lawrence English, Lisa Hollander

June 17, 2010 ________________________________________________________________________

Audit Committee Meetings

All meetings will begin at 11:30 a.m. in the Public Meeting Room.

Board members: Mayor Dean E. DePiero, Walter O’Malley, Mayor Gary W. Starr Staff members

April 1, 2010

: Julius Ciaccia, F. Michael Bucci, Jennifer Demmerle, Marlene Sundheimer, John Wasko

July 15, 2010 ________________________________________________________________________

Finance Committee Meetings

All meetings will be held in the Public Meeting Room.

Board members: Darnell Brown, Sheila J. Kelly, Ronald D. Sulik Staff members

March 2, 2010 – Board Budget Review from 9 a.m. to 12 p.m.

: Julius Ciaccia, F. Michael Bucci, Jennifer Demmerle, Constance Haqq

July 1, 2010 – Regular Meeting from 11 a.m. to 12 p.m.

Updated 9/15/10


July 1, 2010 October 7, 2010 July 15, 2010 October 21, 2010 August 5, 2010 November 4, 2010 August 19, 2010 November 18, 2010 September 2, 2010 December 2, 2010 September 16, 2010 December 16, 2010

______________________________________________________________________________


Board members: Mayor Jack M. Bacci, Darnell Brown, Mayor Dean E. DePiero Staff members: Julius Ciaccia, F. Michael Bucci, Constance Haqq, Marlene Sundheimer, Lawrence English, Lisa Hollander

September 16, 2010 December 16, 2010

________________________________________________________________________

Audit Committee Meetings All meetings will begin at 11:00 a.m. in the Public Meeting Room.

Board members: Mayor Dean E. DePiero, Walter O’Malley, Mayor Gary W. Starr Staff members: Julius Ciaccia, F. Michael Bucci, Jennifer Demmerle, Marlene Sundheimer, John Wasko

August 19, 2010 October 21, 2010

________________________________________________________________________

Finance Committee Meetings All meetings will be held in the Public Meeting Room.

Board members: Darnell Brown, Sheila J. Kelly, Ronald D. Sulik Staff members: Julius Ciaccia, F. Michael Bucci, Jennifer Demmerle, Constance Haqq

July 1, 2010 – Regular Meeting from 11 a.m. to 12 p.m. Fourth Quarter Meeting – To be Announced

Revised

12/28/10


January 6, 2011 April 7, 2011 January 20, 2011 April 21, 2011 February 3, 2011 May 5, 2011 February 17, 2011 May 19, 2011 March 3, 2011 June 2, 2011 March 17, 2011 June 16, 2011

______________________________________________________________________________


Board members: Mayor Jack M. Bacci, Darnell Brown, Mayor Dean E. DePiero Staff members

March 3, 2011

: Julius Ciaccia, F. Michael Bucci, Constance Haqq, Marlene Sundheimer, Lawrence English, Lisa Hollander

June 2, 2011 ________________________________________________________________________

Audit Committee Meetings

All meetings will begin at 11:00 a.m. in the Public Meeting Room.

Board members: Mayor Dean E. DePiero, Walter O’Malley, Mayor Gary W. Starr Staff members

January 6, 2011

: Julius Ciaccia, F. Michael Bucci, Jennifer Demmerle, Marlene Sundheimer, John Wasko

May 19, 2011 ________________________________________________________________________

Finance Committee Meetings

All meetings will be held in the Public Meeting Room.

Board members: Darnell Brown, Sheila J. Kelly, Ronald D. Sulik Staff members

January 20, 2011 – Regular Meeting from 11a.m. to 12 p.m. March 1, 2011 – Board Budget Review from 9 a.m. to 12 p.m.

: Julius Ciaccia, F. Michael Bucci, Jennifer Demmerle, Constance Haqq

June 16, 2011 – Regular Meeting from 11 a.m. to 12 p.m.

5/19/11


July 7, 2011 October 6, 2011 July 21, 2011 October 20, 2011 August 4, 2011 November 3, 2011 August 18, 2011 November 17, 2011 September 1, 2011 December 1, 2011 September 15, 2011 December 15, 2011

______________________________________________________________________________


Board members: Mayor Jack M. Bacci, Darnell Brown, Mayor Dean E. DePiero Staff members: Julius Ciaccia, F. Michael Bucci, Constance Haqq, Marlene Sundheimer, Lisa Hollander

September 15, 2011December 1, 2011

________________________________________________________________________

Audit Committee Meetings All meetings will begin at 11:00 a.m. in the Public Meeting Room.

Board members: Mayor Dean E. DePiero, Walter O’Malley, Mayor Gary W. Starr Staff members: Julius Ciaccia, F. Michael Bucci, Jennifer Demmerle, Marlene Sundheimer, John Wasko

September 1, 2011 November 17, 2011

________________________________________________________________________

Finance Committee Meetings All meetings will begin at 11:00 a.m. in the Public Meeting Room.

Board members: Darnell Brown, Sheila J. Kelly, Ronald D. Sulik Staff members: Julius Ciaccia, F. Michael Bucci, Jennifer Demmerle, Constance Haqq

August 18, 2011 December 15, 2011


Appendix E

Pictures of Example AV Equipment

Audio / Visual Maintenance Contract ITI11 MR AV Final.pdf · Audio/Visual Maintenance Contract ......

Documents

Transcript of Audio / Visual Maintenance Contract ITI11 MR AV Final.pdf · Audio/Visual Maintenance Contract ......