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Home My WebLink AboutConference Technologies, Inc./ICS/$227,049.86/Council Chambers AV Equipment - ASACzTfshfzHsfdivlijobu21;67bn-Kvo16-3134 DocuSign Envelope ID: CEFE5496-6DF4-4883-B29B-BA4996E2D8A3 6/21/2023 6/21/2023 6/21/2023 6/21/2023 Exhibit A PROPOSAL City ofCarmel Tightrope Upgrade + Budgetary 2023 DATE Monday, 13 March 2023 PREPAREDBY Mark Fox Design Consultant DocuSign Envelope ID: CEFE5496-6DF4-4883-B29B-BA4996E2D8A3 Overview and Goals! At Conference Technologies, Inc., we ensure our technology, processes, and people are the most knowledgeable and efficient resource to serve you as your solutions partner. Dear Todd Luckoski, It was a pleasure to speak with you regarding your upcoming project. Thank you for the time to review your needs and identify your requirements. Based on our needs analysis we have developed a recommended solution for you. Conference Technologies, Inc. has the industry experience to create customized solutions to meet today's technology challenges. These solutions include consulting, design, implementation, and service. Enclosed is a project proposal for your review and consideration that outlines scope, timelines, deliverables, and our support plan to care for your investment. After review Iwill contact you to discuss any questions you or your team may have about this solution. Our team is excited about the opportunity to provide you with afantastic experience and making your project asuccess. Sincerely, Mark Fox Design Consultant Conference Technologies, Inc. 317-762-0481 Mark.Fox@cti.com DocuSign Envelope ID: CEFE5496-6DF4-4883-B29B-BA4996E2D8A3 Scope of Work Proposal Number: J22240064 Proposal Date: 3/13/2023 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: Mark.Fox@cti.com Billto:!City of Carmel Shipto:!City of Carmel 3 Civic Square3CivicSquare Carmel, IN Carmel, IN 4603246032 Project Summary! As requested this is a budgetary quote to update / replace all current ! Government TV Channel. It is also updating the Voting System Server PC and Voting System laptop as requested.! In addition this quote also includes the equipment and labor costs to move/relocate the Tightrope Cablecast System from its current location in City existing Teams & Zooms Systems for the Council Chambers from the rack they are currently in and install them in the larger rack where the current Tightrope Cablecast System is in City Hall.! Additional items added.! 20 additional Carousel Cloud Player Licenses! Converter for Presenter Podium! City of Carmel to provide the following to allow for a successful relocation of the Tightrope Cablecast System.! WWW.CONFERENCETECH.COMCONFIDENTIAL J22240064 | 25783ParkPlazaCt. Indianapolis, IN 46220 DocuSign Envelope ID: CEFE5496-6DF4-4883-B29B-BA4996E2D8A3 Single Mode Fiber from current City Hall location to New IT facility. Vertical rack to home the new Tightrope Cablecast equipment and other equipment needed to facilitate the equipment relocation/move. AC Power for relocated equipment. Crestron Gear Addition: We will work with IT for location of installation of gear listed. ! Note: These products have extremely long lead times estimated into Q2 2024 currently. It is also possible the product will EOL and not ship.! Client to provide network cabling and IP addresses as needed.! WWW.CONFERENCETECH.COMCONFIDENTIAL J22240064 | 35783ParkPlazaCt. Indianapolis, IN 46220 DocuSign Envelope ID: CEFE5496-6DF4-4883-B29B-BA4996E2D8A3 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 2-3 Procurement 4-8 Programming & Rack Fabrication 9-10 Onsite Installation 11-12 Commissioning & Training 13 WWW.CONFERENCETECH.COMCONFIDENTIAL J22240064 | 45783ParkPlazaCt. Indianapolis, IN 46220 DocuSign Envelope ID: CEFE5496-6DF4-4883-B29B-BA4996E2D8A3 YourInvestment Below is the cost of this solution based on the outlined scope ofwork. If you have questions about the complete solution, please let us know how we can help align this investment with additional needs orchanges inscope. Proposal Summary Description Price Equipment $146,202.90 Implementation Services $63,358.60 Subtotal $209,561.50 Tax $0.00 GrandTotal $209,561.50 Recommended Description Price 2 Additional Years CTI Complete Service Agreement $17,488.36 4 Additional Years CTI Complete Service Agreement $34,976.71 Down Payment Requirements Terms are 60/40 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 3.0% fee. WWW.CONFERENCETECH.COMCONFIDENTIAL J22240064 | 55783ParkPlazaCt. Indianapolis, IN 46220 DocuSign Envelope ID: CEFE5496-6DF4-4883-B29B-BA4996E2D8A3 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 tooperate 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 itmatters most. Our managed services staff does more than diagnose and repair failures, they help plan for system life cycles. WWW.CONFERENCETECH.COMCONFIDENTIAL J22240064 | 65783ParkPlazaCt. Indianapolis, IN 46220 DocuSign Envelope ID: CEFE5496-6DF4-4883-B29B-BA4996E2D8A3 Bill ofMaterials Tightrope System + Upgrade Budgetary for 2023 Manufacturer Description Qty Unit Price Ext. Price VideoSystems Equipment: $128,802.08 Cablecast OMNICHANNEL video server, with SDI and HLS out - 10TB RAID5 -- Web-centric VOD and Live Streaming Solution ina3RUchassis. Streams H.264 HLS Adaptive bitrate tomobile devices, OTT and desktops. Pulls inand records NDI, RTP, RTMP, RTSP Cablecast and HLS streams aswell asSDI. Includes Cablecast 1 $24,370.00 $24,370.00 Automation, scheduling and CGSoftware. Includes graphics, crawl, bug, and bug textonstreaming output. Single SDIoutput. Redundant power, 10TB RAID5 Content and256GB RAID1 OSdrives. 3year hardware warranty and system commissioning included. Hardware Assurance forCBL-VIO2- ONMI -- Annual Cablecast hardware assurance contract fortheCBLVIO2- OMNI-2 $2,437.50 $4,875.00 HA. First3years areincluded withthepurchase. 4channel configurable SD/HD SDlencode/decode, multi-format server with 10TB ofusable RAID5 storage ina3RUchassis. Redundant power. Selectable SDor HDSDI with embedded audio. PullsinRTP, RTMP and HLS streams. Includes Cablecast Automation, VideoCablecast 2 $23,432.50 $46,865.00andCGserverSoftware. Cablecast CGPlayer Software isoptional. Includes graphics, crawl, bug, bugtext on output. 3year hardware warranty, system commissioning and one year ofsoftware assurance included. Annual hardware assurance contract fortheCBL-VIO4- Cablecast 2 $2,073.53 $4,147.06600. First3years areincluded with thepurchase. Cablecast Software Assurance for1yrperchannel (I/O) - Annual software maintenance contract perI/O (Input/ Output). Covers allthesoftware upgrades including major releases atone facility. Example: VIO4 = 4I/O * Cablecast 8 $375.00 $3,000.00Softwareupgradesarecustomerinstalledwithguided instructions included, support assistance provided as needed. Cablecast canperform installation ofupgrades foranadditional $300 (CBLSVC- UPGRADE). Cablecast Reflect Live andVideo onDemand Services - Annual Cloud-based reflection service operating in conjunction with both Cablecast Live and Cablecast VOD servers thatprovide avirtually unlimited number of Cablecast liveandVOD internet videostreams whileconserving 1 $2,400.00 $2,400.00 your internal bandwidth. Includes upto3streaming channels. Ifpurchasing Cablecast Reflect, the bundled service must bespecified forallsystems running a Cablecast VOD server. Cablecast CGPlayer License -- Cablecast CGbulletin board software forinstallation inCablecast VIO videoCablecast 2 $1,550.00 $3,100.00servers. Allbulletin boardfeatures and native integration with theCablecast schedule fordisplay of "AirsAgain WWW.CONFERENCETECH.COMCONFIDENTIAL J22240064 | 75783ParkPlazaCt. Indianapolis, IN 46220 DocuSign Envelope ID: CEFE5496-6DF4-4883-B29B-BA4996E2D8A3 On", "Coming upNext" and Cablecast schedule bulletins, updated dynamically throughout the day. 6x63G-SDI Video Portable/Throw DownFiber Optic Transceiver. With (6) 3G-SDI Video Inputs & (6) 3G-SDIMultiDyne 2 $6,020.00 $12,040.00VideoOutputs; 1Single-mode fiber operation with ST connector. Housed inV6enclosure. 2. V6-3811-6X6-B-ST6x63G-SDI Video Portable/Throw DownFiber Optic Transceiver. With (6) MultiDyne 3G-SDI Video Inputs & (6) 3G-SDI Video Outputs; 1 2 $6,020.00 $12,040.00 Single-modefiber operation with ST connector. Housed inV6enclosure. 3. RM-1RU-V6Universal Rack Kitformounting upto (3) MultiDyne 2 $113.75 $227.50VBSeriesV6productsina1RUrackspace AJA KUMO 32x32 Compact SDI Router, with 1Power Supply 2 $4,124.06 $8,248.12 AJA 2RU Hardware Control PanelforKUMO Routers 1 $1,133.44 $1,133.44 KUMO +12VDC Power Supply, forRedundant OperationAJA 1 $111.56 $111.56orSparePart Black Magic SmartView Duo 2 1 $545.00 $545.00Design Black Magic Blackmagic Audio Monitor 12G 1 $1,235.00 $1,235.00Design BrightEye Mitto 3G/ HD / SDScan Converter with HDCPBrightEye 1 $4,125.00 $4,125.00WaiverneededtoissueLicense) Tightrope Media Carousel Cloud ProPlan Player License -Annual 20 $16.97 $339.40SystemsSubscription WWW.CONFERENCETECH.COMCONFIDENTIAL J22240064 | 85783ParkPlazaCt. Indianapolis, IN 46220 DocuSign Envelope ID: CEFE5496-6DF4-4883-B29B-BA4996E2D8A3 Bill ofMaterials Televic PC Server & Laptop Upgrade Manufacturer Description Qty Unit Price Ext. Price Control Systems Equipment: $2,906.67 HPWorkstation Z2G5 - Wolf ProSecurity - tower - HP 1 $1,786.67 $1,786.67Corei7107002.9GHz (644B3UT#ABA) Dell Latitude 3520 - 15.6" - Core i51135G7 - 8GBDELL 1 $1,120.00 $1,120.00RAM - 256 GBSSD(4R6NG) Bill ofMaterials Crestron Gear Manufacturer Description Qty Unit Price Ext. Price General: $14,494.15 Crestron 7in. Wall Mount Touch Screen, BlackSmooth 1 $1,164.71 $1,164.71 7in. Room Scheduling Touch Screen, Black Smooth, Crestron 2 $1,100.00 $2,200.00includesoneTSW-770-LB-B-Slight bar DMNVX 4K60 4:4:4HDR Network AVCrestron 2 $1,164.71 $2,329.42Encoder/Decoder Card Crestron DMNVX 4K60 4:4:4HDR Network AVEncoder Card 2 $841.18 $1,682.36 Crestron DMNVX 4K60 4:4:4HDR Network AVDecoder Card 2 $841.18 $1,682.36 DigitalMedia Card Chassis forDM-NVX-C & DMCF, 8Crestron 1 $1,294.12 $1,294.12Slots Dual-Technology Occupancy Sensor, PoE, 2,000 SqCrestron 1 $323.53 $323.53Ft DMNVX 4K60 4:4:4HDR Network AVCrestron 1 $1,164.71 $1,164.71Encoder/Decoder Crestron DMNVX 4K60 4:4:4HDRNetwork AVDecoder 1 $841.18 $841.18 Crestron 4-Series Control System 1 $1,811.76 $1,811.76 WWW.CONFERENCETECH.COMCONFIDENTIAL J22240064 | 95783ParkPlazaCt. Indianapolis, IN 46220 DocuSign Envelope ID: CEFE5496-6DF4-4883-B29B-BA4996E2D8A3 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 Terms are NET 30 with approved credit. For orders that exceed ten thousand dollars; 60% to initiate order, 40% upon completion, or progress billing based on purchase agreement at time of order. Payments made by credit card are subject to a 3.0% fee. All applicable taxes are the responsibility of the purchaser and will be added to the final invoice. Any cancelled orders or returns are subject to manufacturer acceptance; shipping and restocking fees may apply. This proposal is valid for fourteen (14) days. Installation Description andRequirements Provided by Conference Technologies, Inc.: If installation is purchased, Conference Technologies, Inc. will install all A/Vcomponents. 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. WWW.CONFERENCETECH.COMCONFIDENTIAL J22240064 | 105783ParkPlazaCt. Indianapolis, IN 46220 DocuSign Envelope ID: CEFE5496-6DF4-4883-B29B-BA4996E2D8A3 Next Steps 1. Upon Notice to Proceed, Conference Technologies, Inc. will begin executing the project plan with an internal handoff ofthe project toour operations team. 2. If you have questions about the process as we move forward, please contact me at Mark.Fox@cti.com or317-762-0481/ 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. Total J22240064 - $209,561.50 Customer Signature CTI Signature! Printed Name Printed Name! Title Title! Date Date! WWW.CONFERENCETECH.COMCONFIDENTIAL J22240064 | 115783ParkPlazaCt. Indianapolis, IN 46220 DocuSign Envelope ID: CEFE5496-6DF4-4883-B29B-BA4996E2D8A3 INDIANA RETAIL TAX EXEMPT City ®f Carmel CERTIFICATE NO. 003120155 002 0 FEDERAL EXCISE TAX EXEMPT ONE CIVIC SQUARE 35-6000972 CARMEL, INDIANA 46032-2584 FORM APPROVED BY STATE BOARD OF ACCOUNTS FOR CITY OF CARMEL - 1997 1ASE ORDER DATE DATE REQUIRED REQUISITION NO. VENDOR NO. 5/15/2023 373286 Page 1 of 1 PURCHASE ORDER NUMBER 109750 THIS NUMBER MUST APPEAR ON INVOICES, A/P VOUCHER, DELIVERY MEMO, PACKING SLIPS, SHIPPING LABELS AND ANY CORRESPONDENCE DESCRIPTION Council Chambers AV Eqmt CONFERENCE TECHNOLOGIES INC ICS VENDOR 11653 ADIE RD SHIP 31 1st Ave N.W. TO Carmel, IN 46032- MARYLAND HEIGHTS, MO 63043 - Timothy Renick (317) 571-2576 PURCHASE ID BLANKET CONTRACT PAYMENTTERMS FREIGHT 77615 QUANTITY UNIT OF MEASURE DESCRIPTION UNIT PRICE EXTENSION Department: 1115 Fund: 0 Capital Lease Fund Account: 44-632.01 1 Each Council Chambers AV equipment $227,049.86 $227,049.86 Sub Total $227,049.86 CA A Send Invoice To: ICS Proposal # J22240064 DocuSign Envelope ID: CEFE5496-6DF4-4883-B29B-BA4996E2D8A3