HomeMy WebLinkAboutConference Technologies, Inc./ICS/$65,020.97/Council Chambers upgradeConference Technologies, Inc.
Information Systems Department - 2020
Appropriation #43-421.00, 43-509.00, 43-515.01, 44-632.01; P.O. #104068
Contract Not To Exceed $65,020.97
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AGREEMENT FOR PURCHASE OF GOODS AND SERVICES
THIS AGREEMENT FOR PURCHASE OF GOODS AND SERVICES (“Agreement”) is hereby entered into by
and between the City of Carmel, Indiana, acting by and through its Board of Public Works and Safety (“City”), and
Conference Technologies, Inc., an entity duly authorized to do business in the State of Indiana (“Vendor”).
TERMS AND CONDITIONS
1. ACKNOWLEDGMENT, ACCEPTANCE:
Vendor acknowledges that it has read and understands this Agreement, and agrees that its execution o f
same constitutes its acceptance of all of the Agreement’s terms and conditions.
2. PERFORMANCE:
City agrees to purchase the goods and/or services (the “Goods and Services”) from Vendor using City
budget appropriation number 43-421.00, 43-509.00, 43-515.01 and 44-632.01 funds. Vendor agrees to
provide the Goods and Services and to otherwise perform the requirements of this Agreement by applying at
all times the highest technical and industry standards.
3. PRICE AND PAYMENT TERMS:
3.1 Vendor estimates that the total price for the Goods and Services to be provided to City hereunder
shall be no more than Sixty Five Thousand Twenty Dollars and Ninety Seven Cents ($65,020.97)
(the “Estimate”). Vendor shall submit an invoice to City no more than once every thi rty (30) days
detailing the Goods and Services provided to City within such time period. City shall pay Vendor for
such Goods and Services within thirty-five (35) days after the date of City’s receipt of Vendor's
invoice detailing same, so long as and to the extent such Goods and Services are not disputed, are
in conformance with the specifications set forth in Exhibit A, are submitted on an invoice that
contains the information contained on attached Exhibit B, and Vendor has otherwise performed and
satisfied all the terms and conditions of this Agreement.
3.2 Vendor agrees not to provide any Goods and Services to City that w ould cause the total cost of the
Goods and Services provided by Vendor to City hereunder to exceed the Estimate, unless City has
previously agreed, in writing, to pay an amount in excess thereof.
4. WARRANTY:
Vendor expressly warrants that the Goods and S ervices covered by this Agreement will conform to those
certain specifications, descriptions and/or quotations regarding same as were provided to Vendor by City
and/or by Vendor to and accepted by City, all of which documents are incorporated herein by ref erence, and
that the Goods and Services will be delivered in a timely, good and workmanlike manner and free from
defect. Vendor acknowledges that it knows of City’s intended use and expressly warrants that the Goods and
Services provided to City pursuant to this Agreement have been selected by Vendor based upon City’s
stated use and are fit and sufficient for their particular purpose.
5. TIME AND PERFORMANCE:
This Agreement shall become effective as of the last date on which a party hereto executes same (“Effective
Date”), and both parties shall thereafter perform their obligations hereunder in a timely manner. Time is of the
essence of this Agreement.
By Jon Oberlander at 12:33 pm, Jun 23, 2020
DocuSign Envelope ID: FCAE68C3-BEEB-4AB6-B20D-7326E4322747
Conference Technologies, Inc.
Information Systems Department - 2020
Appropriation #43-421.00, 43-509.00, 43-515.01, 44-632.01; P.O. #104068
Contract Not To Exceed $65,020.97
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6. DISCLOSURE AND WARNINGS:
If requested by City, Vendor shall promptly furnish to City, in such form and detail as City may direct, a list of
all chemicals, materials, substances and items used in or during the provision of the Goods and Services
provided hereunder, including the quantity, quality and concentration thereof and any other information
relating thereto. At the time of the delivery of the Goods and Services provided hereunder, Vendor agrees to
furnish to City sufficient wr itten warning and notice (including appropriate labels on containers and packing)
of any hazardous material utilized in or that is a part of the Goods and Services.
7. LIENS:
Vendor shall not cause or permit the filing of any lien on any of City’s proper ty. In the event any such lien is
filed and Vendor fails to remove such lien within ten (10) days after the filing thereof, by payment or bonding,
City shall have the right to pay such lien or obtain such bond, all at Vendor’s sole cost and expense.
8. DEFAULT:
In the event Vendor: (a) repudiates, breaches or defaults under any of the terms or conditions of this
Agreement, including Vendor’s warranties; (b) fails to provide the Goods and Services as specified herein;
(c) fails to make progress so as to endanger timely and proper provision of the Goods and Services and does
not correct such failure or breach within five (5) business days (or such shorter period of time as is
commercially reasonable under the circumstances) after receipt of notice from Cit y specifying such failure or
breach; or (d) becomes insolvent, is placed into receivership, makes a general assignment for the benefit of
creditors or dissolves, each such event constituting an event of default hereunder, City shall have the right to
(1) terminate all or any parts of this Agreement, without liability to Vendor; and (2) exercise all other rights
and remedies available to City at law and/or in equity.
9. INSURANCE AND INDEMNIFICATION:
Vendor shall procure and maintain in full force and effec t during the term of this Agreement, with an insurer
licensed to do business in the State of Indiana, such insurance as is necessary for the protection of City and
Vendor from all claims for damages under any workers’ compensation, occupational disease and /or
unemployment compensation act; for bodily injuries including, but not limited to, personal injury, sickness,
disease or death of or to any of Vendor’s agents, officers, employees, contractors and subcontractors; and,
for any injury to or destruction of property, including, but not limited to, any loss of use resulting therefrom.
The coverage amounts shall be no less than those amounts set forth in attached Exhibit C. Vendor shall
cause its insurers to name City as an additional insured on all such insu rance policies, shall promptly provide
City, upon request, with copies of all such policies, and shall provide that such in surance policies shall not be
canceled without thirty (30) days prior notice to City. Vendor shall indemnify and hold harmless City f rom and
against any and all liabilities, claims, demands or expenses (including, but not limited to, reasonable attorney
fees) for injury, death and/or damages to any person or property arising from or in connection with Vendor’s
provision of Goods and Services pursuant to or under this Agreement or Vendor’s use of City property.
Vendor further agrees to indemnify, defend and hold harmless City and its officers, officials, agents and
employees from all claims and suits of whatever type, including, but not l imited to, all court costs, attorney
fees, and other expenses, caused by any act or omission of Vendor and/or of any of Ven dor’s agents,
officers, employees, contractors or subcontractors in the performance of this Agreement. These
indemnification obligations shall survive the termination of this Agreement.
DocuSign Envelope ID: FCAE68C3-BEEB-4AB6-B20D-7326E4322747
Conference Technologies, Inc.
Information Systems Department - 2020
Appropriation #43-421.00, 43-509.00, 43-515.01, 44-632.01; P.O. #104068
Contract Not To Exceed $65,020.97
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10. GOVERNMENT COMPLIANCE:
Vendor agrees to comply with all federal, state and local laws, executive orders, rules, regulations and codes
which may be applicable to Vendor’s performance of its obligati ons under this Agreement, and all relevant
provisions thereof are incorporated herein by this reference. Vendor agrees to i ndemnify and hold harmless
City from any loss, damage and/or liability resulting from any such violation of such laws, orders, rules,
regulations and codes. This indemnification obligation shall survive the termination of this Agreement.
11. NONDISCRIMINATION:
Vendor represents and warrants that it and all of its officers, employees, agents, contractors and
subcontractors shall comply with all laws of the United States, the State of Indiana and City prohibiting
discrimination against any employee, applican t for employment or other person in the provision of any Goods
and Services provided by this Agreement with respect to their hire, te nure, terms, conditions and privileges of
employment and any other matter related to their employment or subcontracting, be cause of race, religion,
color, sex, handicap, national origin, ancestry, age, disabled veteran status and/or Vietnam era veteran
status.
12. E-VERIFY:
Pursuant to I.C. § 22-5-1.7 et seq., as the same may be amended from time to time, and as is incorporat ed
herein by this reference (the “Indiana E -Verify Law”), Vendor is required to enroll in and verify the work
eligibility status of its newly-hired employees using the E-Verify program, and to execute the Affidavit
attached herein as Exhibit D, affirming that it is enrolled and participating in the E-verify program and does
not knowingly employ unauthorized aliens. In support of the Af fidavit, Vendor shall provide the City with
documentation indicating that it has enrolled and is participating in the E -Verify program. Should
Vendor subcontract for the performance of any work under and pursuant to this Agreement, it shall fully
comply with the Indiana E-Verify Law as regards each such subcontractor. Should the Vendor or any
subcontractor violate the Indiana E-Verify law, the City may require a cure of such violation and thereafter, if
no timely cure is performed, terminate this Agreemen t in accordance with either the provisions hereof or
those set forth in the Indiana E-Verify Law. The requirements of this paragraph shall not apply should the E-
Verify program cease to exist.
13. NO IMPLIED WAIVER:
The failure of either party to requir e performance by the other of any provision of this Agreement shall not
affect the right of such party to require such perf ormance at any time thereafter, nor shall the waiver by any
party of a breach of any provision of this Agreement constitute a waiver of any succeeding breach of the
same or any other provision hereof.
14. NON-ASSIGNMENT:
Vendor shall not assign or pledge this Agreement, whether as collateral for a loan or otherwise, and shall not
delegate its obligations under this Agreement without Ci ty’s prior written consent.
15. RELATIONSHIP OF PARTIES:
The relationship of the parties hereto shall be as provided for i n this Agreement, and neither Vendor nor any
of its officers, employees, contractors, subcontractors and agents are employees of City . The contract price
set forth herein shall be the full and maximum compensation and monies required of City to be paid to
Vendor under or pursuant to this Agreement
DocuSign Envelope ID: FCAE68C3-BEEB-4AB6-B20D-7326E4322747
Conference Technologies, Inc.
Information Systems Department - 2020
Appropriation #43-421.00, 43-509.00, 43-515.01, 44-632.01; P.O. #104068
Contract Not To Exceed $65,020.97
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16. GOVERNING LAW; LAWSUITS:
This Agreement is to be construed in accordance with and governed by the laws of the State of Indiana,
except for its conflict of laws provisions. The parties agree that, in the e vent a lawsuit is filed hereunder, they
waive their right to a jury trial, agree to file any such lawsuit in an appropriate court in Hamilton County,
Indiana only, and agree that such court is the appropriate venue for and has jurisdiction over same.
17. SEVERABILITY:
If any term of this Agreement is invalid or unenforceable under any statute, regulation, ordinance, executive
order or other rule of law, such term shall be deemed reformed or deleted, but only to the extent necessary to
comply with same, and the remaining provisions of this Agreement shall remain in full force and effect.
18. NOTICE:
Any notice provided for in this Agree ment will be sufficient if it is in writing and is delivered by postage
prepaid U.S. certified mail, return receipt request ed, to the party to be notified at the address specified
herein:
If to City: City of Carmel AND Douglas C. Haney,
Information Systems Department Corporation Counsel
31 1st Avenue NW Department of Law
Carmel, Indiana 46032 One Civic Square
Carmel, Indiana 46032
If to Vendor: Conference Technologies, Inc.
11653 Adie Road
Maryland Heights, Missouri 63043
Notwithstanding the above, notice of termination under paragraph 1 9 hereinbelow shall be effective if given
orally, as long as written notice is then provided as set forth hereinabove within five (5) business days from
the date of such oral notice.
19. TERMINATION:
19.1 Notwithstanding anything to the contrary contained in this Agreement, City may, upon notice to
Vendor, immediately terminate this Agreement for cause, in the event of a default hereunder by
Vendor and/or if sufficient funds are not appropriated or encumbered to pay for the Goods and
Services to be provided hereunder. In the event of such termination, Vendor shall be entitled to
receive only payment for the undisputed invoice amount representing conforming Good s and
Services delivered as of the date of termination, except that such payment amount shall not exceed
the Estimate amount in effect at the time of termination, unless the parties have previously agreed in
writing to a greater amount.
19.2 City may terminate this Agreement at any time upon thirty (30) days prior notice to Vendor. In the
event of such termination, Vendor shall be entitled to receive only payment for the undisputed
invoice amount of conforming Goods and Services delivered as of the date of termination, except
that such payment amount shall not exceed the Estimate amount in effect at the time of termination,
unless the parties have previously agreed in writing to a greater amount.
19.3 The City may terminate this Agreement pursuant to Par agraph 11 hereof, as appropriate.
DocuSign Envelope ID: FCAE68C3-BEEB-4AB6-B20D-7326E4322747
Conference Technologies, Inc.
Information Systems Department - 2020
Appropriation #43-421.00, 43-509.00, 43-515.01, 44-632.01; P.O. #104068
Contract Not To Exceed $65,020.97
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20. REPRESENTATIONS AND WARRANTIES
The parties represent and warrant that they are authorized to enter into this Agreement and that the persons
executing this Agreement have the authority to bind the party which they rep resent.
21. ADDITIONAL GOODS AND SERVICES
Vendor understands and agrees that City may, from time to time, request Vendor to provide additional goods
and services to City. When City desires additional goods and services from Vendor, the City shall notify
Vendor of such additional goods and services desired, as well as the time frame in which same are to be
provided. Only after City has approved Vendor’s time and cost estimate for the provision of such additional
goods and services, has encumbered sufficien t monies to pay for same, and has authorized Vendor, in
writing, to provide such additional goods and services, shall such goods and services be provided by Vendor
to City. A copy of the City’s authorization documents for the purchase of additional goods a nd services shall
be numbered and attached hereto in the order in which they are approved by City.
22. TERM
Unless otherwise terminated in accordance with the termination provisions set forth in Paragraph 19
hereinabove, this Agreement shall be in effect from the Effective Date through December 31, 2020 and shall,
on the first day of each January thereafter, automatically renew for a period of one (1) calendar year, unless
otherwise agreed by the parties hereto.
23. HEADINGS
All heading and sections of this Agreement are inserted for convenience only and do not form a part of this
Agreement nor limit, expand or otherwise alter the meaning of any provision hereof.
24. BINDING EFFECT
The parties, and their respective officers, officials, agents, partners, successors, assigns and legal
representatives, are bound to the other with respect to all of the covenants, terms, warranties and obligations
set forth in Agreement.
25. NO THIRD PARTY BENEFICIARIES
This Agreement gives no rights or benefits to anyone o ther than City and Vendor.
26. DEBARMENT AND SUSPENSION
26.1 The Vendor certifies by entering into this Agreement that neither it nor its principals nor any of its
subcontractors are presently debarred, suspended, proposed for debarment, declared inelig ible or voluntarily
excluded from entering into this Agreement by any federal agency or by any department, agency or political
subdivision of the State of Indiana. The term “principal” for purposes of this Agreement means an officer,
director, owner, partner, key employee or other person with primary management or supervisory
responsibilities, or a person who has a critical influence on or substantive control over the operations of the
Vendor.
26.2 The Vendor certifies that it has verified the state and federal suspension and debarment status for all
subcontractors rec eiving funds under this Agreement and shall be solely responsible for any recoupment,
penalties or costs that might arise from use of a suspended or debarred subcontractor. The Vendor shall
immediately notify the City if any subcontractor becomes debarred or su spended, and shall, at the City’s
request, take all steps required by the City to terminate its contractual relationship with the subcontractor for
work to be performed under this Agreement.
DocuSign Envelope ID: FCAE68C3-BEEB-4AB6-B20D-7326E4322747
Conference Technologies, Inc.
Information Systems Department - 2020
Appropriation #43-421.00, 43-509.00, 43-515.01, 44-632.01; P.O. #104068
Contract Not To Exceed $65,020.97
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27. IRAN CERTIFICATION
Pursuant to I.C. § 5-22-16.5, the Vendor shall certify that, in signing this Agreement, it does not engage in
investment activities within the Country of Iran.
28. ADVICE OF COUNSEL:
The parties warrant that they have read this Agreement and understand it, have had the opportunity to obtain
legal advice and assistance of counsel throughout the negotiation of this Agreement, and enter into same
freely, voluntarily, and without any duress, undue influence or coercion.
29. ENTIRE AGREEMENT:
This Agreement, together with any exhibits attached hereto or referenced herein, constitutes the entire
agreement between Vendor and City with respect to the subject matter hereof, and supersedes all prior oral
or written representations and agreements regarding same. Notwithstanding any other term or condition set
forth herein, but subject to paragraph 16 hereof, to the extent any term or condition contained in any exhibit
attached to this Agreement or in any document referenced herein confl icts with any term or condition
contained in this Agreement, the term or condition contained in this Agreement shall govern and prevail.
This Agreement may only be modified by written amendment executed by both parties hereto, or their
successors in interest.
IN WITNESS WHEREOF, the parties hereto have made and executed this Agreement as follows:
CITY OF CARMEL, INDIANA Conference Technologies, Inc.
by and through its Board of Public
Works and Safety
By: By:
James Brainard, Presiding Officer Authorized Signature
Date:
Printed Name
Mary Ann Burke, Member
Date:
Title
Lori S. Watson, Member FID/TIN:
Date:
Last Four of SSN if Sole Proprietor:
ATTEST:
Date:
Sue Wolfgang, Clerk
Date:
DocuSign Envelope ID: FCAE68C3-BEEB-4AB6-B20D-7326E4322747
7/1/2020
7/1/2020
7/1/2020
CONFIDENTIAL | WWW.CONFERENCETECH.COM
5783 Park Plaza Ct. Indianapolis, IN 46220 J20240024 | 2
Scope of Work
Proposal Number: J20240024
Proposal Date: 6/8/2020
Prepared for: City of Carmel
Attn: Todd Luckoski Prepared by: Mark Fox
Phone: 317-571-2400 Phone: 317-762-0481
Email: tluckoski@carmel.in.gov Email: MFox@conferencetech.com
Council Chambers System Upgrade -
Ross LCS Video Production System:
CTI to integrate near and far end video and content of new UC Video/Audio Microsoft Teams
Conferencing System with the City of Carmel’s existing Ross LCS Production System. Providing the
ability to show video and content both in the Council Chambers and to the far end of the UC
Video/Audio Conferencing System and provide video and content with the Program Feed.
Update Kramer wireless Presentation gear.
Note – Ross Video System Upgrades quoted are required to allow optimal integration with the City of
Carmel’s existing Ross Video LCS Production System.
Display System:
CTI to install 55” Display at rear of Council Chambers as a Program Confidence monitor for Council
Members to visually confirm Broadcast of Meeting.
Audio System:
CTI to integrate audio of the UC Video/Audio Microsoft Teams Conferencing System with the
owners existing Audio System. This will allow all mics in the Council Chambers to be heard by the
far end as well as allowing people in the Council Chambers to hear people from the far end of the
UC Video/Audio Microsoft Teams Conferencing System.
Control System:
CTI to Update Owners AMX Program – Adding control of audio level and muting of the UC
Video/Audio Conferencing System. Update Existing Televic/System PC from Windows 7 OS to
Windows 10 Pro OS
Ship to: City of Carmel
Carmel City Hall
One Civic Square
Carmel, Indiana, 46032
Bill to: City of Carmel
Carmel City Hall
One Civic Square
Carmel, Indiana, 46032
EXHIBIT
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5783 Park Plaza Ct. Indianapolis, IN 46220 J20240024 | 3
Rack System:
CTI to install new equipment in new 21RU rack with dedicated UPS, to be located by and near
owners existing 44RU system rack.
System Training:
Upon installation completion.
Timeframe
To complete the work outlined in the project scope, we will need approximately 6 weeks
from proposal acceptance. A project manager will be assigned to communicate with you
at critical milestones. Upon notice to proceed, we will begin your project plan
immediately.
Phase Week
Notice to Proceed & Project Kickoff 1
Engineering 2
Procurement 3-4
Programming & Rack Fabrication 5
Onsite Installation 6
Commissioning & Training 7
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5783 Park Plaza Ct. Indianapolis, IN 46220 J20240024 | 4
Your Investment
Below is the cost of this solution based on the outlined scope of work. If you have
questions about the complete solution, please let us know how we can help align this
investment with additional needs or changes in scope.
Proposal Summary
Description Price
Equipment $32,431.65
Implementation Services $13,576.55
Freight $798.38
Subtotal $46,806.58
Tax $0.00
Grand Total $46,806.58
Recommended
Description Price
2 Additional Years CTI Complete Service Agreement $3,971.21
4 Additional Years CTI Complete Service Agreement $7,942.42
Down Payment Requirements
Terms are with approved credit. For orders that exceed ten thousand dollars; 60% to
initiate order, 40% NET 30, or progress billing based on purchase agreement at time of
order. Payments made by credit card are subject to a 2.5% fee.
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5783 Park Plaza Ct. Indianapolis, IN 46220 J20240024 | 5
Why Us?
Our CTI Complete service is there for you 24/7 through our dedicated CTI Care
customer experience team. Through on-site technical service, recommended
programming upgrades, and quarterly reliability checks, your system is covered for the
unexpected, as well as planned maintenance. Your teams will be trained to operate
equipment with confidence. When critical meetings arise, we help ensure system
performance with proactive system testing and an on-site checklist, so your systems will
be ready when it matters most. Our managed services staff does more than diagnose
and repair failures, they help plan for system life cycles.
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Bill of Materials
Council Chambers UC Upgrade Rev4
Manufacturer Description Qty Unit Price Ext. Price
Display Systems Equipment: $958.00
1 Samsung 55" 1 $442.35 $442.35
2 AJA HD/SD SDI to HDMI, includes 1 meter HDMI cable 1 $304.41 $304.41
3 Chief Micro-Adjust Tilt Wall Mount Large 1 $211.24 $211.24
Video Systems Equipment: $12,096.23
4 Crestron Crestron Flex UC Video Conference System
Integrator Kit for Microsoft Teams Software 1 $3,647.06 $3,647.06
5 Extron MediaPort 200 HDMI and Audio to USB Scaling
Bridge 1 $1,994.12 $1,994.12
6 Extron DSC 3G-HD A 3G-SDI to HDMI Scaler with Audio
Embedding 2 $1,052.94 $2,105.88
7 Extron DSC HD-3G A HDMI to 3G-SDI Scaler with Audio
Embedding 2 $1,052.94 $2,105.88
8 Kramer VIA-CONNECT-PLUS 1 $768.39 $768.39
9 Kramer VIACAST 1 $91.59 $91.59
10 BenQ Wireless, BLACK,1920x1080,,, 1 $1,100.00 $1,100.00
11 Ross Video Analog Video Utility Distribution Amplifier with 20-
Slot frame Rear Module, R2-8705 1 $283.31 $283.31
Control Systems Equipment: $1,978.87
12 Ross Video Ross Video Off-site Commissioning, 1 Day 2 $878.33 $1,756.66
13 Microsoft Microsoft Windows 10 Pro | USB Flash Drive 1 $222.21 $222.21
Rack Accessories and Furniture: $1,932.41
14 Middle Atlantic 21SP/25D STANDALONE RACK 1 $446.93 $446.93
15 Middle Atlantic CASTER BASE FOR ERK 25DP 1 $139.05 $139.05
16 Extron HRB 109 Basic Rack Shelf 3 $29.41 $88.23
17 Middle Atlantic 2SP VENTED UTILITY SHELF 1 $42.34 $42.34
18 Middle Atlantic 9OUT15ARCKMNT POWER CEN 3 $86.77 $260.31
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19 Middle Atlantic 1000VA/750W UPS W/NIC 1 $955.55 $955.55
Bill of Materials
ROSS LCS UPGRADE / SUPPORT RENEWAL -
Manufacturer Description Qty Unit Price Ext. Price
General: $9,303.64
1 Ross Video Extended warranty for DashBoard Turnkey Client,
(Unit Price = 1 Year Term Rate) 2 $248.24 $496.48
2 Ross Video
DashBoard Multimedia ViewControl Warranty and
Maintenance,
(Unit Price = 1 Year Term Rate)
2 $486.82 $973.64
3 Ross Video Annual Update Fee,
(Unit Price = 1 Year Term Rate) 2 $2,414.77 $4,829.54
4 Ross Video Annual Maintenance for DB-PTZ-001,
(Unit Price = 1 Year Term Rate) 2 $1,501.99 $3,003.98
Bill of Materials
ROSS XPRESSION UPGRADE / SUPPORT RENEWAL -
Manufacturer Description Qty Unit Price Ext. Price
General: $6,162.50
1 Ross Video XPression Designer (SW Only) Maintenance,
(Unit Price = 1 Year Term Rate) 2 $289.77 $579.54
2 Ross Video DataLinq Server Option - SW Maintenance,
(Unit Price = 1 Year Term Rate) 2 $569.89 $1,139.78
3 Ross Video
XPression Studio Single Channel - Software
Maintenance (SW Only),
(Unit Price = 1 Year Term Rate)
2 $2,221.59 $4,443.18
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Standard Disclaimer
Conference Technologies, Inc. provides for twelve (12) months of CTI Complete on all system
purchases. Conference Technologies, Inc. warrants the system implemented is free from defects
in material and workmanship, in accordance with the contract, drawings, specifications,
alterations and additions thereto, for a period of twelve (12) months from the date of
commencement of use, substantial completion, or date of notice of completion, whichever occurs
first. This coverage does not protect against consumables, severe weather, and acts of God.
Terms
Installation Description and Requirements
Provided by Conference Technologies, Inc.: If installation is purchased, Conference
Technologies, Inc. will install all A/V components. Conference Technologies, Inc. will also perform
all programming, alignments, and end-user training. Conference Technologies, Inc. will provide
A/V project management, and provide drawings as required. This install price assumes a Monday
through Friday 8:00am to 5:00pm install time. Room availability must be in consecutive 8-hour
blocks. Any required changes or rushes may affect the final price.
Provided by Others
Electrical requirements are to be provided by others unless specifically included in Conference
Technologies, Inc. Scope of Work.
Statement
This system proposal is the property of Conference Technologies, Inc. and is delivered with the
sole intent of being viewed by management of City of Carmel for evaluation purposes only. This
proposal or any part of this proposal is not to be presented to, or viewed by any other party,
vendor or Conference Technologies, Inc. competitor without the written consent of Conference
Technologies, Inc. Any effort to do so will be considered a violation of copyright law.
EXHIBIT
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CONFIDENTIAL | WWW.CONFERENCETECH.COM
5783 Park Plaza Ct. Indianapolis, IN 46220 J20240024 | 9
Next Steps
1. Upon Notice to Proceed, Conference Technologies, Inc. will begin executing the
project plan with an internal handoff of the project to our operations team.
2. If you have questions about the process as we move forward, please contact me at
MFox@conferencetech.com or 317-762-0481.
3. You will be contacted by a Conference Technologies, Inc. Project Manager to
schedule a project kickoff meeting to review the project scope and schedule.
Customer Signature
CTI Signature
Printed Name
Printed Name
Title
Title
Date
Date
Timothy Renick
Director of ICS
6/17/2020
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5783 Park Plaza Ct. Indianapolis, IN 46220 J20240024 | 2
Scope of Work
Proposal Number: J20240024
Proposal Date: 6/8/2020
Prepared for: City of Carmel
Attn: Todd Luckoski Prepared by: Mark Fox
Phone: 317-571-2400 Phone: 317-762-0481
Email: tluckoski@carmel.in.gov Email: MFox@conferencetech.com
Council Chambers System Upgrade – Zoom Addition
Ross LCS Video Production System:
CTI to integrate near and far end video and content of new UC Video/Audio Zoom Conferencing
System with the City of Carmel’s existing Ross LCS Production System. Providing the ability to
show video both in the Council Chambers and to the far end of the UC Video/Audio Zoom
Conferencing System and provide video and content with the Program Feed.
Note – Zoom Conferencing System Addition quoted based on expectation that the Microsoft Teams
Conferencing System to be installed prior to or at the same time of Zoom Addition installation with the
City of Carmel’s existing Ross Video LCS Production System.
Audio System:
CTI to integrate audio of the UC Video/Audio Zoom Conferencing System with the owners existing
Audio System. This will allow all mics in the Council Chambers to be heard by the far end as well as
allowing people in the Council Chambers to hear people from the far end of the UC Video/Audio
Zoom Conferencing System.
Control System:
CTI to Update Owners AMX Program – Adding control of audio level and muting of the UC
Video/Audio Zoom Conferencing System.
Rack System:
CTI to install Zoom equipment in 21RU rack quoted with Microsoft Teams Conferencing System.
System Training:
Upon installation completion.
Ship to: City of Carmel
Carmel City Hall
One Civic Square
Carmel, Indiana, 46032
Bill to: City of Carmel
Carmel City Hall
One Civic Square
Carmel, Indiana, 46032
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Timeframe
To complete the work outlined in the project scope, we will need approximately 6 weeks
from proposal acceptance. A project manager will be assigned to communicate with you
at critical milestones. Upon notice to proceed, we will begin your project plan
immediately.
Phase Week
Notice to Proceed & Project Kickoff 1
Engineering 2
Procurement 3-4
Programming & Rack Fabrication 5
Onsite Installation 6
Commissioning & Training 7
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Your Investment
Below is the cost of this solution based on the outlined scope of work. If you have
questions about the complete solution, please let us know how we can help align this
investment with additional needs or changes in scope.
Proposal Summary
Description Price
Equipment $7,850.14
Implementation Services $4,947.62
Freight $369.42
Subtotal $13,167.18
Tax $0.00
Grand Total $13,167.18
Recommended
Description Price
2 Additional Years CTI Complete Service Agreement $1,076.00
4 Additional Years CTI Complete Service Agreement $2,151.99
Down Payment Requirements
Terms are with approved credit. For orders that exceed ten thousand dollars; 60% to
initiate order, 40% NET 30, or progress billing based on purchase agreement at time of
order. Payments made by credit card are subject to a 2.5% fee.
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5783 Park Plaza Ct. Indianapolis, IN 46220 J20240024 | 5
Why Us?
Our CTI Complete service is there for you 24/7 through our dedicated CTI Care
customer experience team. Through on-site technical service, recommended
programming upgrades, and quarterly reliability checks, your system is covered for the
unexpected, as well as planned maintenance. Your teams will be trained to operate
equipment with confidence. When critical meetings arise, we help ensure system
performance with proactive system testing and an on-site checklist, so your systems will
be ready when it matters most. Our managed services staff does more than diagnose
and repair failures, they help plan for system life cycles.
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Bill of Materials
Council Chambers UC Upgrade - Zoom Addition
Manufacturer Description Qty Unit Price Ext. Price
Video Systems Equipment: $6,735.29
1 Crestron Crestron Flex UC Video Conference System
Integrator Kit for Zoom Rooms Software 1 $2,635.29 $2,635.29
2 Extron MediaPort 200 HDMI and Audio to USB Scaling
Bridge 1 $1,994.12 $1,994.12
3 Extron DSC 3G-HD A 3G-SDI to HDMI Scaler with
Audio Embedding 1 $1,052.94 $1,052.94
4 Extron DSC HD-3G A HDMI to 3G-SDI Scaler with
Audio Embedding 1 $1,052.94 $1,052.94
Audio Systems Equipment: $164.77
5 Extron MIX 301 1 $164.77 $164.77
Control Systems Equipment: $878.33
6 Ross Video Ross Video Off-site Commissioning, 1 Day 1 $878.33 $878.33
Rack Accessories and Furniture: $71.75
7 Middle Atlantic 2SP VENTED UTILITY SHELF 1 $42.34 $42.34
8 Extron HRB 109 Basic Rack Shelf 1 $29.41 $29.41
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Standard Disclaimer
Conference Technologies, Inc. provides for twelve (12) months of CTI Complete on all system
purchases. Conference Technologies, Inc. warrants the system implemented is free from defects
in material and workmanship, in accordance with the contract, drawings, specifications,
alterations and additions thereto, for a period of twelve (12) months from the date of
commencement of use, substantial completion, or date of notice of completion, whichever occurs
first. This coverage does not protect against consumables, severe weather, and acts of God.
Terms
Installation Description and Requirements
Provided by Conference Technologies, Inc.: If installation is purchased, Conference
Technologies, Inc. will install all A/V components. Conference Technologies, Inc. will also perform
all programming, alignments, and end-user training. Conference Technologies, Inc. will provide
A/V project management, and provide drawings as required. This install price assumes a Monday
through Friday 8:00am to 5:00pm install time. Room availability must be in consecutive 8-hour
blocks. Any required changes or rushes may affect the final price.
Provided by Others
Electrical requirements are to be provided by others unless specifically included in Conference
Technologies, Inc. Scope of Work.
Statement
This system proposal is the property of Conference Technologies, Inc. and is delivered with the
sole intent of being viewed by management of City of Carmel for evaluation purposes only. This
proposal or any part of this proposal is not to be presented to, or viewed by any other party,
vendor or Conference Technologies, Inc. competitor without the written consent of Conference
Technologies, Inc. Any effort to do so will be considered a violation of copyright law.
EXHIBIT
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DocuSign Envelope ID: FCAE68C3-BEEB-4AB6-B20D-7326E4322747
CONFIDENTIAL | WWW.CONFERENCETECH.COM
5783 Park Plaza Ct. Indianapolis, IN 46220 J20240024 | 8
Next Steps
1. Upon Notice to Proceed, Conference Technologies, Inc. will begin executing the
project plan with an internal handoff of the project to our operations team.
2. If you have questions about the process as we move forward, please contact me at
MFox@conferencetech.com or 317-762-0481.
3. You will be contacted by a Conference Technologies, Inc. Project Manager to
schedule a project kickoff meeting to review the project scope and schedule.
Customer Signature
CTI Signature
Printed Name
Printed Name
Title
Title
Date
Date
Timothy Renick
Director of ICS
6/17/2020
EXHIBIT
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EXHIBIT B
Invoice
Date:
Name of Company:
Address & Zip:
Telephone No.:
Fax No.:
Project Name:
Invoice No.
Purchase Order No:
Goods Services
Person Providing
Goods/Services
Date
Goods/
Service
Provided
Goods/Services Provided
(Describe each good/service
separately and in detail)
Cost Per
Item
Hourly
Rate/
Hours
Worked
Total
GRAND TOTAL
Signature
Printed Name
DocuSign Envelope ID: FCAE68C3-BEEB-4AB6-B20D-7326E4322747
EXHIBIT C
INSURANCE COVERAGES
Worker’s Compensation & Disability Statutory Limits
Employer’s Liability:
Bodily Injury by Accident/Disease: $100,000 each employee
Bodily Injury by Accident/Disease: $250,000 each accident
Bodily Injury by Accident/Disease: $500,000 policy limit
Property damage, contractual liability,
products-completed operations:
General Aggregate Limit (other than
Products/Completed Operations): $500,000
Products/Completed Operations: $500,000
Personal & Advertising Injury
Policy Limit: $500,000
Each Occurrence Limit: $250,000
Fire Damage (any one fire): $250,000
Medical Expense Limit (any one person): $ 50,000
Comprehensive Auto Liability (owned, hired and non-owned)
Bodily Single Limit: $500,000 each accident
Injury and property damage: $500,000 each accident
Policy Limit: $500,000
Umbrella Excess Liability
Each occurrence and aggregate: $500,000
Maximum deductible: $ 10,000
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EXHIBIT D
AFFIDAVIT
being first duly sworn,deposes and says that
he/she is familiar with and has personal knowledge of the facts herein and, if called as a witness in this
matter, could testify as follows:
1. I am over eighteen(18)years of age and am competent to testify to the facts contained
herein.
2. I am now and at all times relevant herein have been employed by
L_v]Rt n- :ru c ' .S , iNc.the"Employer")
in the position of
3. I am familiar with the employment policies, practices,and procedures of the Employer and
have the authority to act on behalf of the Employer.
4. The Employer is enrolled and participates in the federal E-Verify program and has
provided documentation of such enrollment and participation to the City of Cannel,
Indiana.
5. The Company does not knowingly employ any unauthorized aliens.
FURTHER AFFIANT SAYETH NOT.
EXECUTED on the y day of II --f 20 1y.
Printed: J7;) , \-\a.
I certify under the penalties for perjury under the laws of the United States of America and the State of
Indiana that the foregoing factual statements and representations are true and correct.
Of.
Printed: oet
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DocuSign Envelope ID: FCAE68C3-BEEB-4AB6-B20D-7326E4322747