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Home My WebLink AboutAVI Systems Inc./ICS/$74,638/2023 AV Maintenance Contract - ASA DocuSign Envelope ID:8D63D231-D271-4365-B924-DB82D2E1A5E5 AVI Systems, Inc. Information Systems Department -2023 Appropriation#1 115 101 43-509.00 Fund; P.O. #10g489 Contract Not To Exceed S74,638.00 ADDITIONAL SERVICES AMENDMENT TO AGREEMENT FOR GOODS AND SERVICES THIS AMENDMENT TO THE AGREEMENT FOR GOODS AND SERVICES ("Agreement") entered into by and between the City of Carmel and AVI Systems, Inc., (the "Vendor"), as City Contract dated January 8, 2020 shall amend the terms of the Agreement by adding the additional services to be provided by Vendor consistent with the Scope of Work attached hereto and incorporated herein as Exhibit "A". The terms and conditions of the Agreement shall not otherwise be affected by this Additional Services Amendment and shall remain in full force and effect. IN WITNESS WHEREOF, the parties hereto have made and executed this Amendment as follows: CITY OF CARMEL, INDIANA AVI Systems, Inc. by and through its Board of Public Works and Safety By: �Docusigned by: By: l pi,, t Vim .--- Jam t U� oZ siding Officer Authorized Signature Date: D � S, 6)411 in / DocuSigned by:laaf /�"�1 (��,a,, e Printed Name oB�a4.Member , / Date: 2/15/2023 `/ . P, ocuSigned by: Title D e L sdod25zoz3 nioMber FID/TIN: LY S- --- 0 3 .D ./,z). / Date: ATTEST: Date: ,a 0 (j 3 DocuSigned by: ) Su ifgangp rk Date: 2/15/2023 iti:'t;onnacts`.Depanme,ts.17-lnform,tieu Systems:AN1 Systems.Inc.ASA.doc.2:11202312:5,)Pt,'IJ DocuSign Envelope ID:8D63D231-D271-4365-B924-DB82D2E1A5E5 Exhibit A 2023 - Carmel AV Maintenance Plan City of Carmel Carter Green, Midtown Plaza. Brookshire Golf Course QUOTE NUMBER Arts District Audio, EOC Police & Fire, Courts 181762-90458 Carmel, Indiana 46032 Revision: 2 Modified: 1/31/2023 PROPOSAL VALID 10 DAYS NOTE: Historically we have been able to guarantee prices for up to 90+days.However,due to the current environment for raw materials,fuel, currency fluctuations,freight costs,etc... prices are valid for 10 days after the date of proposal and are subject to change without notice. FREIGHT COSTS Due to rapidly increasing freight costs AVI Systems will charge the customer for actual inbound shipping and handling charges. Any freight costs shown in our proposal are an estimate only and are subject to change. _ — 1111ii 1 1 NINE Presented By: Account Manager: Rick Streb Designed By: AVI Systems 1256 Washington St A v Columbus, IN 47201-5722 United States (800) 742-5036 https://www.avisystems.com/ https://www.avisystems.coin/ Page 1 of 20 DocuSign Envelope ID:8D63D231-D271-4365-B924-DB82D2E1A5E5 COMPANY PROFILE COMPANY OVERVIEW AVI Systems (AVI) was established in 1977. AVI is a leading audio/visual systems designer and integrator providing advanced communications products, support services and technology solutions for educational, governmental and corporate environments. Beyond offering state of the art products and services, we create strategic options to meet your unique needs and deliver the optimal communications environment. From system design to installation and product training to service and support programs,we connect our clients with customized end-to-end solutions that are scalable, reliable and, above all, simple to use. Past success has come from our highly experienced people taking the time to fully understand the needs of our customers to provide creative solutions—solutions that ensure superior results and enable our clients to effectively communicate. THE AVI ADVANTAGE • 23 U.S Locations • 45 Years in Business • 700 Employee Owners • 400 Manufacturing Partners enables us to provide optimal AV Solutions • 80%of employees are focused on technical delivery • More than 3500 installations completed last year • PRO Development, PRO Design, PRO Integrations and PRO Support • Company Wide AVIXA Certificates, 125 CTS, 50 CTS-D and 30 CTS-I WHY AVI? We stand apart because of all the things our people have in common. Among them: A shared stake in your success As a 100%employee-owned company, we're 100% dedicated to doing right by our customers—which means we stand by our work, and will always have your back. Unparalleled expertise From credentials to customer satisfaction, we have— by any measure—the most talented and best trained people in our industry. Moreover they have the energy, intelligence and integrity to get the job done right. Focus on the future You need to know that your technology partner will always be there for you. Unparalleled customer support, top of the line insurance, and AVI's rock-solid financial and underpinnings provide that reassurance. As a 100% employee-owned company, we're 100%dedicated to doing right by our customers—which means we stand by our work, and will always have your back. https://www.avisystems.corn/ Page 2 of 20 DocuSign Envelope ID:8D63D231-D271-4365-B924-DB82D2E1A5E5 IMPORTANT NOTICE ON SUPPLY CHAIN CONCERNS IMPORTANT INFORMATION - PLEASE READ To Our Valued Customers: With the COVID-19 pandemic continuing to spread, it has built a domino effect in creating more havoc in its wrath, disrupting major supply chains worldwide. Congestion at ports due to logistical demands have also caused a shortage in shipping containers. In our industry, the COVID pandemic has caused a rising demand for components used in PC's and audio visual products, which in turn, has resulted in a severe shortage in semiconductors, panels, memory and audio/visual equipment. In addition, the rapid growth of e-commerce, a longer-than-expected shipping season, and worldwide equipment shortages, are all driving freight rates to new record heights. We cannot provide accurate freight costs for any project until after we order the product. Any freight shown on our quote is just an estimate and may be adjusted. These issues will likely have an impact on our products and services. Delivery times will be constrained for an extended period of time and it may be several months before we can receive the product. In addition many of our manufacturers are discontinuing some products after we have provided you a quote. We will do our best to provide a product that is comparatively priced and will ask for your approval to make the change, however, sometimes a replacement product may be more expensive than the original product quoted. We will notify you as soon as possible and ask for you to approve the cost increase via a change order. We have always tried to provide consistency to our customers. However, we are asking for your understanding in this difficult time as the lead time and price for raw materials have increased tremendously this year. Many of our suppliers are providing us with monthly adjustments to pricing and extended lead times. Our proposals are only valid for 10 days from the date of proposal. Lead times for delivery of the products may be several months. It is important to receive orders as soon as possible after quoting so that we can get product ordered and lock in costs. We will let you know after we order products from the manufacturers of any extended lead times. AVI Systems Page 3 of 20 DocuSign Envelope ID:8D63D231-D271-4365-B924-DB82D2E1A5E5 SCOPE OF WORK Preventive Maintenance Hourly Estimates AVI Systems (AVI) agrees to provide on call service and preventive maintenance calls for City of Carmel audio/video equipment installed at Carter Green, Midtown Plaza, Arts District Outdoor Audio, Brookshire Golf Course, Carmel EOC Police & Fire and Courts. AVI will schedule and perform two (2) preventive maintenance calls per location scheduled in the spring and fall of the year at mutually agreeable dates and times. Time for these calls and travel time will be deducted from the block of hours contract. We have carried over twenty-eight (28) hours that weren't used from the 2022 Contract. The total block of hours available for 2023 will be 203 hours. • Carter Green - Estimated 6 hours per PM - Includes 4 hours on site and 2 hours roundtrip travel. • Midtown Plaza - Estimated 6 hours per PM - includes 4 hours on site and 2 hours roundtrip travel. Neoti will provide a site visit to check and calibrate the LED wall at each preventive maintenance visit. • Brookshire Golf Course - Estimated 2 technicians - 6 hours (12 Hours) per PM - Includes 4 hours on site per PM and 2 hours round trip travel per PM per technician. • Arts District Outdoor Audio - Estimated 6 hours per PM - Includes 4 hours on site and 2 hours travel. • Carmel EOC Police & Fire- Estimated 2 technicians - 6 hours (12 Hours) per PM - Includes 4 hours on site per PM and 2 hours round trip travel per PM per technician. • Courts - Estimated 6 hours per PM - Includes 4 hours on site and 2 hours roundtrip travel. • Actual time will be charged against the block of hours. Spare Parts The items shown in the proposal as (Owner Furnished Equipment) are spare parts currently in the possession of the City of Carmel to be utilized when needed to get the system/systems running as quickly as possible. The spare parts are stored at the customers location and AVI will utilize the spare parts kit to provide replacement for failed components. The component needing repair will be returned to the manufacture for evaluation to determine if the component can be repaired under warranty. If the component is repaired under warranty the unit will be returned to the customer to replenish the spare parts stock. Labor and travel time to and from the job site for removal and replacement will be charged against the block of hours. AVI Systems , I.M. Page 4 of 20 DocuSign Envelope ID:8D63D231-D271-4365-B924-DB82D2E1A5E5 If the component is not under warranty, we will determine if the component can be repaired or if the unit needs replaced. AVI will provide a quote to the customer for the cost of repair or replacement of the failed component. If approved the failed component will be repaired or replaced and returned to the customer for use the next time a component fails. Any repair charges, equipment charges and labor will be charged against the service contract. If sufficient funds are not available, the customer will need to issue a purchase order for the repair and replacement charges. Additional Spare Parts - Recommended Qty 2 - JBL CBT 1000 High-Output Two-Way Line Array Column Speaker with Highly Adjustable Vertical Coverage. This system is utilized at Midtown Plaza LED Wall Audio Qty 2 - JBL CBT100LA-1 - Line array column Speaker, 100 cm tall, 16 2". Used in the Midtown Plaza Audio System Qty 2 - JBL CBT5OLA-1 - Compact line array column speaker, 50 cm tall. Used in the City Midtown Plaza Audio System Qty 1 —QSC Core 610 Digital Signal Processor with 5-year software license. Used for City Wide Audio Qty 1 — Shure QLXD2/SM58 Wireless Handheld microphone transmitter. Replaces missing unit. Qty 1 — Extron IPCP Pro 350 IP Link Control Processor. Used for City Wide Qty 4 - Klipsch PRO-650T-LS Outdoor Speakers - Arts District Audio Other Services The following items can be paid for under the provisions of this Service Plan. AVI will provide you with a quote for these items that must be agreed upon prior to the work being completed. These charges will be invoiced against the block of hours. 1. Projector lamps, batteries, software programs, patch cables and other expendable items 2. Repair of software and other program materials, DVD, VHS etc 3. Re-Training of personnel 4. Problems caused by improper connection of equipment by end-user, determined by AVI Presentation Systems. 5. Any reprogramming of control systems such as AMX, Crestron, Extron. 6. Design Services 7. Out of warranty equipment and system repairs. Block of Hours Service Plan Duration This Agreement will become effective upon execution of the Agreement and AVI's receipt of payment for the services from the Customer. The Term will expire at the end of the contract unless the parties agree to renew the Service Plan at least thirty (30) days prior to the end date. Hours not used will expire unless a purchase order for the next block of hours is received at least (30) days prior to the expiration of the contract. If the contract is renewed remaining hours will roll over to AVI Systems Page 5 of 20 DocuSign Envelope ID:8D63D231-D271-4365-B924-DB82D2E1A5E5 the next contract term. If the contract is not renewed there will not be a reimbursement for hours not used. Block of Hours If the block of hours purchase is expended before the end of the term an additional Block of Hours may be purchased at the previous rates. Assumptions • Room Availability — Room(s) in which service is to be performed will be made available for AVI Systems exclusive use on the day(s) of the scheduled service. Service will be scheduled Monday — Friday between the hours of 8:00AM — 5:00 PM excluding holidays. • Parking — The customer will provide adequate parking for AVI Presentation Systems vehicle(s) in a location conducive to our access to the vehicle(s) for retrieval of tools and supplies throughout the workday. If such parking is within a secured facility, the customer will validate the parking ticked for AVI Presentation System's vehicle(s). • Existing Equipment Documentation — If this system(s) contains any equipment not provided by AVI, the customer shall, at AVI request, provide any documentation which AVI Systems may require in order to properly service that equipment. AVI Systems Page 6 of 20 DocuSign Envelope ID:8D63D231-D271-4365-B924-DB82D2E1A5E5 Carter Green 1 AVI BLOCK 25 Block of Hours Service Plan - Includes 25 hours to be utilized as needed per service plan documents. Hours expire at the end of twelve (12) months unless an additional service plan is purchased. 4 Klipsch CA-650-T [Black] [OFE] - Black ALL-PURPOSE 6.5" 2-WAY- 90X90 TRACTRIX HORN - 70V 1.8W, 3.7W, 7.5W, 15W, 30W, 60W TAPS + 8 OHM BYPASS 1 LEA Professional Connect 354D [OFE] - IOT Enabled Professional Amplifier with Dante -4 x 350 WRMS @ 4, 8, 70V, 100V (175W at 2) 1 Wineguard FL6550A [OFE] - FlatWave Air Amplified Outdoor Antenna Carter Green Total $3,375.00 Courts 1 AVI BLOCK 25 Block of Hours Service Plan - Includes 25 hours to be utilized as needed per service plan documents. Hours expire at the end of twelve (12) months unless an additional service plan is purchased. Courts Total $3,375.00 EOC Police & Fire 1 AVI BLOCK 25 Block of Hours Service Plan - Includes 25 hours to be utilized as needed per service plan documents. Hours expire at the end of twelve (12) months unless an additional service plan is purchased. EOC Police&Fire Total $3,375.00 *Price Includes Accessories 2023 - Carmel AV Maintenance Plan Project No: 181762-90458 Rev.2 1/31/2023 Page 7 of 20 DocuSign Envelope ID:8D63D231-D271-4365-B924-DB82D2E1A5E5 EOC Police & Fire: Spare Parts 1 Planar LX55HDX-L [OFE] - 55" Diagonal Commercial-grade direct view LCD video wall system EOC Police&Fire:Spare Parts Total $0.00 City Wide AV 1 AVI BLOCK- CARRYOVER Block of Hours Carryover - 28 Hours carried over from 2022 Service Contract 1 AVI BLOCK 25 Block of Hours Service Plan - Includes 25 hours to be utilized as needed per service plan documents. Hours expire at the end of twelve (12) months unless an additional service plan is purchased. 1 QSC CORE 610 Network Core for AV&C processing built on Dell PowerEdge Server offering 256x256 networked audio channels with 8x8 Software-based Dante license included, dual Ethernet ports for network redundancy, two auxiliary Ethernet ports, 64 next-generation AEC processors, internal universal PSU,480 GB SSD City Wide AV Total $12,686.00 *Price Includes Accessories 2023 - Carmel AV Maintenance Plan Project No: 181762-90458 Rev.2 1/31/2023 Page 8 of 20 DocuSign Envelope ID:8D63D231-D271-4365-B924-DB82D2E1A5E5 City Wide AV: Spare Parts List 1 Extron 60-1417-01 A IP link pro control processor with license 1 JBL Professional CBT 50LA-1 [OFE] - CBT (Constant Beamwidth Technology) series line array column loudspeaker, eight 2" driver, 8 ohm, black 1 Qsc CXD8.4Q [OFE] - Multi-Channel 500W/CH Q-SYS Amplifier With Mic/line Inputs. 1 Qsc I/0-8 Flex [OFE] - Q-SYS I/O peripheral providing 8 individual, software-switchable Q-SYS Flex Channels.All mounting hardware included. 1 QSC CIML4 [OFE] - Four channel of microphone/line-level analog audio input card with 48V phantom power 1 Shure QLXD2/SM58=-G50 Handheld Transmitter with SM58 Microphone City Wide AV: Spare Parts List Total $3,083.00 City Wide AV: Crestron XIO Cloud 13 Crestron Electronics SW-XIOC-API-1 YEAR XiO Cloud Provisioning and Management Service, REST API License for one room - 1 Year 13 Crestron Electronics SW-XIOC-EM-1 YEAR XiO Cloud Provisioning and Management Service, Endpoint Management License for one room - 1 Year 13 Crestron Electronics SW-XIOC-S-1 YEAR XiO Cloud Provisioning and Management Service, Support License for one room for 1 Year City Wide AV:Crestron XIO Cloud Total $1,716.00 *Price Includes Accessories 2023 - Carmel AV Maintenance Plan Project No: 181762-90458 Rev.2 1/31/2023 Page 9 of 20 DocuSign Envelope ID:8D63D231-D271-4365-B924-DB82D2E1A5E5 Arts District Audio 1 AVI BLOCK 25 Block of Hours Service Plan - Includes 25 hours to be utilized as needed per service plan documents. Hours expire at the end of twelve (12) months unless an additional service plan is purchased. Arts District Audio Total $3,375.00 Arts District Audio: Spare Parts List 1 Attero Tech unAIO2x2+ [OFE] - AES67 Networked Audio Interface - 2x2 Mic/Line I/O, PoE or 24VDC, AES67 4 Klipsch PRO-650T-LS Brown 6.5" WOOFER, TRACTRIX HORN LOADED 1" ALUMINUM DOME TWEETER, 50W 70V/100V MULTI-TAP TRANSFORMER WITH 8 OHM BYPASS, IP45 RATING (18" and 10" Ground Stakes Sold Separately) 2 Qsc SPA2-200 [OFE] - 1/2 RU 2 Channel ENERGY STAR amplifier/Stereo Operation 200 watts into 8 Ohm &4 Ohm, Bridged operation 400 watts into 8 Ohm &4 Ohm, and 350 watts into 70v and 100v/ 100-240 VAC Operation 1 QSC QIO-ML2X2 [OFE] - Q-SYS Peripheral Providing 2 Mic/Line Inputs And 2 Line Outputs Arts District Audio: Spare Parts List Total $1,468.00 * Price Includes Accessories 2023 - Carmel AV Maintenance Plan Project No: 181762-90458 Rev.2 1/31/2023 Page 10 of 20 DocuSign Envelope ID:8D63D231-D271-4365-B924-DB82D2E1A5E5 Midtown Plaza 1 AVI BLOCK 25 Block of Hours Service Plan - Includes 25 hours to be utilized as needed per service plan documents. Hours expire at the end of twelve (12) months unless an additional service plan is purchased. 1 JbI Pro CBT 1000 [OFE] - Constant Beamwidth Adjustable Coverage Line Array Speaker 1 JbI Pro CBT 100LA-1 [OFE] - 16 x 2" Line Array Column Loudspeaker 1 JbI Pro CBT 50LA-1 [OFE] - Full Range Line Array Column Speaker with Eight 50mm Drivers,400W, Black 1 Neoti VX4S [OFE] - Video Wall Controllers Midtown Plaza Total $3,375.00 *Price Includes Accessories 2023 - Carmel AV Maintenance Plan Project No: 181762-90458 Rev.2 1/31/2023 Page 11 of 20 DocuSign Envelope ID:8D63D231-D271-4365-B924-DB82D2E1A5E5 Midtown Plaza: Spare Parts List 1 Denon Pro DN-500BDMKII [OFE] - Blu-Ray, DVD and CD/SD/USB Player 1 Extron 60-1583-01 [OFE] - Preamp Output, w/o Amplifier and Control Processor 2 JBL Professional CBT 1000 Two-way line array column loudspeaker,45 Hz- 20 KHz-10db frequency, black color 2 JBL Professional CBT 100LA-1 CBT (Constant Beamwidth Technology) series line array column loudspeaker, sixteen 2" driver, 8 ohm, improved mounting bracket 2 JBL Professional CBT 50LA-1 CBT (Constant Beamwidth Technology) series line array column loudspeaker, eight 2" driver, 8 ohm, black 1 Origin Acoustics LSB64RD-Black360 [OFE] - Landscape Bollard Collection - The Origin Luxury Landscape Bollard with Built-In Subwoofer in Round Black w/360 degree Acoustic Lens Dispersion Midtown Plaza: Spare Parts List Total $6,510.00 *Price Includes Accessories 2023 - Carmel AV Maintenance Plan Project No: 181762-90458 Rev.2 1/31/2023 Page 12 of 20 DocuSign Envelope ID:8D63D231-D271-4365-B924-DB82D2E1A5E5 Midtown Plaza: Neoti Video Wall LED Service& Maintenance Solution Neoticare Premium NeotiCare goes above and beyond our standard warranty, providing a total service and maintenance plan for your LED Video Wall. It helps offset the cost of repairs from unexpected damage, outside of normal usage.All plan levels provide a professional, responsive, and knowledgeable support team to solve issues and keep your system running smoothly. Free 24/7 Phone Support - You may contact Neoti direct at(260) 494-1499 and a representative will return the call in 2 hours or less. Site Visit Credits - Qty 2 are provided within 2 business days. NOTE: The customer must provide access to the equipment for repairs including a man lift if required. Additional Site Visits -20% discount Non-Warranty Replacement Parts - 15% discount Non-Warranty Neoti Module Repair- FREE including return shipping. (Restrictions Apply) 4 Neoti LED Display Module [OFE] - HD 6 LED Video Wall Module 1 Neoti Neoticare - Premium - 3 Year Neoticare Premium includes 24/7 Phone Support- Phone Support Response Time < 2 Hours, 2 Site Visit Credits within 2 Business Days/year, 20% Discount on Additional Site Visits, 15% Discount on Non-Warranty Parts, FREE Neoti Module Repair(Restrictions Apply) -Three (3) Year Contract 4 Neoti Power Supply [OFE] - Stored at Neoti - HD 6 Power Supply 4 Neoti Receiving Cards [OFE] - Stored at Neoti - HD 6 LED Receiving Module Midtown Plaza: Neoti Video Wall Total $34,575.00 Brookshire Golf Course 1 AVI BLOCK 25 Block of Hours Service Plan - Includes 25 hours to be utilized as needed per service plan documents. Hours expire at the end of twelve (12) months unless an additional service plan is purchased. Brookshire Golf Course Total $3,375.00 *Price Includes Accessories 2023 - Carmel AV Maintenance Plan Project No: 181762-90458 Rev.2 1/31/2023 Page 13 of 20 DocuSign Envelope ID:8D63D231-D271-4365-B924-DB82D2E1A5E5 Brookshire Golf Course: Software Renewals 1 Mersive SM-801-SPE 1 years extended Solstice Subscription to upgrades and support for Small Group Edition Enterprise Pod Gen3 license Brookshire Golf Course: Software Renewals Total $350.00 Brookshire Golf Course: Spare Parts List 1 Crestron Electronics DM-NVX-350 [OFE] - DigitalMedia 4K60 4:4:4 HDR network audio/video encoder/decoder 1 Crestron Electronics DM-NVX-351 [OFE] - DigitalMedia 4K60 4:4:4 HDR network audio/video encoder/decoder with downmixing Brookshire Golf Course: Spare Parts List Total $0.00 Project Subtotal: $80,638.00 Miscellaneous Items: 1 City of Carmel PO 108278 ($6,000.00) ($6,000.00) Credit for amount invoiced separately on City of Carmel PO 108278 Miscellaneous Items Total: ($6,000.00) * Price Includes Accessories 2023 - Carmel AV Maintenance Plan Project No: 181762-90458 Rev.2 1/31/2023 Page 14 of 20 DocuSign Envelope ID:8D63D231-D271-4365-B924-DB82D2E1A5E5 PROJECT SUMMARY Total Installation Price: $80,638.00 Misc. Items: ($6,000.00) Grand Total: $74,638.00 2023 - Carmel AV Maintenance Plan Project No: 181762-90458 Rev.2 1/31/2023 Page 15 of 20 DocuSign Envelope ID:8D63D231-D271-4365-B924-DB82D2E1A5E5 RESPONSIBILITIES & ASSUMPTIONS Customer Responsibilities • AVI can supply necessary drawings, details and services for certain items that are better handled by the Contracting Party, Purchaser or others. Unless specifically included in our proposal the costs for these services are not included in this proposal and are the responsibility of the customer. • Supply and installation of all 120V wiring for AV requirements. • Supply and installation of any junction boxes, wall boxes, surface mount raceway, conduits and floor boxes needed for AV wiring connectivity. • Supply and installation of all necessary wall backing or structure for LCD displays, speakers, recessed screens, etc. as required by our project manager. • All necessary permits and fees to conform to state and city building codes. • Telephone and data network for audio, video, or control equipment. This includes configuration of your VoIP system to work with our audio conferencing equipment. • Supply and installation of phone or data, related to connection of video teleconferencing system to network. Configuration of your network to work with the AV system. Network should be in place and tested one week prior to equipment installation. • Loading of software of any kind on computer(s). Products that include software will be provided to the customer for installation on their equipment. Training on software is not included unless specifically shown in our proposal. • All labor is priced as non-union. • Installation of custom rear projection screens, associated millwork or wall construction. Installation of recessed projection screens in plaster, drywall or hard ceilings • Any rework of ceiling tiles and grid due to the installation of above ceiling equipment. • Any modifications to millwork or installation required for installation of audio visual equipment. This includes modifications to provide adequate airflow. Modifications to millwork or furniture, unless otherwise noted in the quotation. • HVAC to provide properly cooling for the AV equipment. • Any required asbestos abatement. AVI Systems Page 16 of 20 DocuSign Envelope ID:8D63D231-D271-4365-B924-DB82D2E1A5E5 RESPONSIBILITIES & ASSUMPTIONS Assumptions • Room Availability - Room(s) in which installation is to be done will be made available for AVI Systems' exclusive use on the day(s) of the scheduled installation. Installations will be scheduled Monday - Friday (excluding holidays) between the hours of 7:00AM - 6:00 PM. • Parking - The customer will provide adequate parking for AVI Systems' vehicle(s) in a location conducive to our access to the vehicle(s) for retrieval of tools and supplies throughout the workday. If such parking is within a secured facility, the customer will validate the parking ticket for AVI Systems' vehicle(s). • Merchandise Storage - Once new merchandise sold and provided by AVI Systems for this installation has been delivered to the job site and signed for by a representative of the customer. The customer will assume responsibility for the secure storage of such merchandise until the completion of the installation. • Existing Equipment— If this project entails installation and/or re-use of any existing equipment owned by the customer, the customer shall, at AVI Systems request, provide us with any documentation which may be required in order to properly install and/or integrate the equipment into the new system. AVI is not responsible for the functionality of this equipment and if found to not be working and required for system functionality must be replaced at the customer expense. AVI Systems Page 17 of 20 DocuSign Envelope ID:8D63D231-D271-4365-B924-DB82D2E1A5E5 PAYMENT TERMS & SCHEDULE Payment Breakdown Amount Due Date TOTAL $74,638.00 Systems where installation and completion of the project will extend over a period greater than 30 days from date of order will be subject to monthly progressive billing. In such cases, AVI will invoice for services performed and equipment received and assigned to the project. Progressive invoices will be due and payable according to our normal credit terms. AVI Systems Page 18 of 20 DocuSign Envelope ID:8D63D231-D271-4365-B924-DB82D2E1A5E5 PAYMENT TERMS & SCHEDULE ACKNOWLEDGEMENT As the authorized representative of the Customer, I acknowledge that I have read the attached scope of work and fully understand what is being proposed. I also acknowledge that I have read the customer responsibilities section, assumptions and general terms and conditions. By accepting our proposal whether by purchase order or signed contract I accept the Payment Terms and Conditions shown above. I understand that the Total shown on the Payment Terms and Schedule may not include any applicable sales tax and that applicable tax will be added to our invoice if required. I understand that the warranty for labor on installed equipment is covered for a period of ninety (90) days. On some proposals we may offer an Optional Managed Services Agreement. If offered it will be shown as "MANAGED SERVICES AGREEMENT" on our proposal as an OPTION. If you choose to accept that option please initial the Optional Managed Services Agreement document at the end of our proposal. If a "MANAGED SERVICE AGREEMENT" is offered and accepted the cost for that agreement will be added to the amount shown above in the Payment Terms and Schedule. Please read the Optional Managed Services Agreement for details. I understand that without this agreement AVI will charge the customer for labor to remove and replace any equipment covered under the manufacturer's warranty after ninety(90) days from the date of substantial completion. Substantial Completion is the stage in the progress of the work when the customer begins utilizing the system for its intended use. AVI Systems City of Carmel Signed: Signed: Name: Rick Streb Name: Title: Account Manager Title: Date: Date: Phone: (800) 742-5036 Phone: Fax: (812) 376-3557 Fax: *All change orders will be invoiced at time of change AVI Systems Page 19 of 20 DocuSign Envelope ID:8D63D231-D271-4365-B924-DB82D2E1A5E5 PAYMENT TERMS & SCHEDULE AVI Systems Page 20 of 20 DocuSign Envelope ID:8D63D231-D271-4365-B924-DB82D2E1A5E5 Page 1 of 1 INDIANA RETAIL TAX EXEMPT 9 IIitCity ®f Carmel CERTIFICATE NO.003120155 002 0 PURCHASE ORDER NUMBER FEDERAL EXCISE TAX EXEMPT 108489 ONE CIVIC SQUARE 35-6000972 THIS NUMBER MUST APPEAR ON INVOICES,AIP CARMEL, INDIANA 46032-2584 VOUCHER,DELIVERY MEMO,PACKING SLIPS, SHIPPING LABELS AND ANY CORRESPONDENCE FORM APPROVED BY STATE BOARD OF ACCOUNTS FOR CITY OF CARMEL-1997 PURCHASE ORDER DATE DATE REQUIRED REQUISITION NO. VENDOR NO. DESCRIPTION 2/1/2023 376619 2023 AV Maintenance AVI SYSTEMS INC ICS VENDOR PO BOX 801069 SHIP 31 1st Avenue N.W. TO Carmel, IN 46032- KANSAS CITY, MO 64180--1069 Timothy Renick (317) 571-2576 PURCHASE ID BLANKET CONTRACT PAYMENT TERMS FREIGHT 73821 QUANTITY UNIT OF MEASURE { DESCRIPTION UNIT PRICE EXTENSION Department: 1115 Fund: 101 General Fund Account: 43-509.00 1 Each AV Maintenance contract $74,638.00 $74,638.00 Sub Total $74,638.00 OF • JF- lif I • , a I1EI 11, I al Send Invoice To: _ ' ICS •roject No. 181762-90458 Timothy Renick 31 1st Avenue N.W. +/ Carmel, IN 46032- (317) 571-2576 PLEASE INVOICE IN DUPLICATE DEPARTMENT ACCOUNT PROJECT PROJECT ACCOUNT AMOUNT PAYMENT $74,638.00 SHIPPING INSTRUCTIONS *ASP VOUCHER CANNOT BE APPROVED FOR PAYMENT UNLESS THE P.O. NUMBER IS MADE A PART OF THE VOUCHER AND EVERY INVOICE AND VOUCHER HAS THE PROPER SWORN *SHIP PREPAID. AFFIDAVIT ATTACHED. I HEREBY CERTIFY THAT THERE IS AN UNOBLIGATED BALANCE IN *C.O.D.SHIPMENT CANNOT BE ACCEPTED. THIS APPROPRIATION SUFFICIENT TO PAY FOR THE ABOVE ORDER. *PURCHASE ORDER NUMBER MUST APPEAR ON ALL SHIPPING LABEL *THIS ORDER ISSUED IN COMPLIANCE WITH CHAPTER 99,ACTS 1945 AND ACTS AMENDATORY THEREOF AND SUPPLEMENT THERETO. ORDERED BY Timothy Renick James Crider TITLE Director Director of Administration CONTROL NO. 1 08489 CONTROLLER