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HomeMy WebLinkAboutPR 22617: CONTRACT WITH DATAVOX, PURCHASE OF 2 ADDITIONAL QUADS FOR THE PRESS BUILDING i( (W f. PoRT*ARTFTURONOMIC DEVELOPMENT CORPORATION INTEROFFICE MEMORANDUM Date: June 8,2022 To: City of Port Arthur City COuncil Through: Ron Burton, City Manager From: Krystle Mueller, Interim CEO RE: PR 22617-Approving a change order to the cabling contract with Datavox for the purchase of two(2)additional quads in the amount of$1,360.02 for 549 4th Street("The Press Building") Introduction: The intent of this Agenda Item is to seek the PAEDC Board of Directors' approval for the Port Arthur EDC to purchase two (2) additional quads from Datavox for 549 4th Street ("The Press Building"). Background: Per Resolution 21-027, the City Council authorized the City of Port Arthur Section 4A Economic Development Corporation ("PAEDC") to enter into a lease purchase agreement with Hewlett Packard for cabling and network solutions for 549 4th Street ("The Press Building"). A purchase of two additional quads, to support the automated control system for the building are necessary. Budget Impact: The cost of these two (2) additional quads is $1,360.02 and is available in account number 120- 80-625-5240-00-00-000. Recommendation: It is recommended that the PAEDC Board of Directors approve the purchase of two (2) additional quads for 549 4th Street ("The Press Building"), to support the building's automated control system. P.R. No. 22617 06/08/2022 JB RESOLUTION NO. A RESOLUTION AUTHORIZING THE CITY OF PORT ARTHUR SECTION 4A ECONOMIC DEVELOPMENT CORPORATION TO PURCHASE TWO (2) ADDITIONAL QUADS FROM DATAVOX IN THE AMOUNT OF $1,360.02. FUNDS AVAILABLE IN ACCOUNT 120-80-625- 5240-00-00-000. WHEREAS,the City Council deems it is the public interest to authorize the City of Port Arthur Section 4A Economic Development Corporation (the "PAEDC") to retrofit the property located at 549 4th Street in downtown Port Arthur;and WHEREAS, per Resolution 21-027, the City Council approved the lease purchase of network and cabling solutions from Datavox; and WHEREAS, there is a need for two (2) additional quads that will support the building automation system at 549 4th Street at a cost of$1,360.02; and WHEREAS, this purchase was approved by the Port Arthur Economic Development Corporation Board of Directors at its June 6,2022 regular board meeting. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR: Section 1. That the facts and opinions in the preamble are true and correct. Section 2. That the City Council approves the purchase of two (2) additional quads from Datavox as needed for 549 4th Street in the amount of$1,360.02 as delineated in Exhibit "A" attached hereto. Section 3. That a copy of the caption of this Resolution be spread upon the Minutes of the City Council. READ,ADOPTED AND APPROVED on this day of A.D., 2022, at a Meeting of the City Council of the City of Port Arthur,Texas,by the following vote: AYES: Mayor Councilmembers NOES: Thurman Bartie, Mayor ATTEST: Sherri Bellard,City Secretary APPROVED: CV p*Lt-t(\ Krystl Mueller,Interim CE APPROVED AS TO FORM: ran a AEDC Attorney APPROVED AS TO FORM: Valecia R.Tizeno, City Attorney APPROVED AS TO AVAILABILI OF FUNDS: y� Kandy Dani , Interim Finance irector Page 2 Exhibit "A" Building Technology Solutions Proposal for Port Arthur Economic Development 501 Procter Street #100 Port Arthur, TX 77640 United States -_ 409.963.1579 2 Dual Cable Change Order DVXB-16946 Revision: 0 Last Modified: 2/24/2022 Note: This proposal is valid until 3/26/2022 Account Manager Whitney Ferguson System Design Chris Neely or Adielkiiiii.. Data Vox tillir 6650 W. Sam Houston Pkwy S. 1 Houston, TX 77072 1713-881-5300 5215 North O'Connor Blvd 11th Floor I Irving, TX 75039 1817-288-2700 DataVox Corporate Profile Data Advanced Technology Solution Partner Since 1988 ata i/ox _ ,....... ...,r, amm- --- ,-LP � I74111-1111 a I ., ai 77111 win Il 1iiiiL I j III 4 mum ■ - . iiir j J 1�1 1 l�liii ■ail . ., 7 _ .!. 1_ . ...iiiir 11 , i I IuII ° !+ ! P DataVox Summary Since 7988, thousands of businesses have counted on DataVox to be their trusted advanced technology partner. With DataVox,your organization can enjoy the convenience of working with a single company to design, implement and maintain all aspects of their technology needs. From audio visual, to data center, cloud, network technology, network cabling,phone systems and physical security solutions. Our award-winning customer service team is here to assist your organization 24 hours a day, 7 days a week. Products and Services .o. =— (010 C=I. Audio Visual Cisco Systems Cloud Cyber Data Center IT Support& Solutions Security Technologies Managed Services �1 -'—' 00 Vv o0 -, [lam =mmm -= 0 ° 000 0 . oao Mobility Network Network Phone Physical Smart Cabling Technology Systems Security Building This document is confidential and the property of DataVox.Any copy or reuse of this document,its contents, recommendations and/or solutions in whole or part is strictly prohibited without prior written consent of DataVox. ©2022 DataVox,Inc.All rights reserved 2/24/2022 Page 2 of 12 Port Arthur Economic Development DataVax 2 Dual Cable Change Order DVXB-16946 SCOPE OF WORK Description of Services: This section describes Change Order that DataVox will provide and install. • Provide and install(4)Plenum rated,Category 6 cable segments at 2 Dual Drops. • All hardware is Commscope as defined by specs Terminate, test, and label all cable segments BILL OF MATERIALS Horizontal Distribution Systems 2 Commscope 2 Port L-Type Faceplate, Flush Mounte , h to 1000 Commscope Uniprise® ETL Verified Category 6 U/UTP Cable, plenum, bluejacket, 4 pair count, CommPak 4 Commscope Uniprise® Cat6 Modular Jack- Blue This document is confidential and the property of DataVox.Any copy or reuse of this document,its contents, recommendations and/or solutions in whole or part is strictly prohibited without prior written consent of DataVox. © 2022 DataVox, Inc.All rights reserved 2/24/2022 Page 3 of 12 Port Arthur Economic Development DataVox 2 Dual Cable Change Order DVXB-16946 ASSUMPTIONS AND EXCLUSIONS This section lists DataVox's assumptions and exclusions for this Building Technology Solutions Proposal. • Pricing:This quotation is based on work being perfor d uring Normal Working Hours and will not be u der any prevailing wage restrictions.Does not included any cabling services of r t an what is o tlined in the scope of work. • Cabling:All cabling for AV,Security,CATV,BMS,etc will be provided and installed by others unless specifically sta ed wi hin his scop of work. • Security Cameras:All cameras will be within 300ft of a network IDF/switch when running category 6 cable segments.All required co duit will be provided by others. • Network Equipment:All active gear such as network POE switches,network gear for CATV system,UPS/battery back-up,servers and storag or lighting protection will be provided by other.PDU's,in the MDF and IDF will be provided and ins ailed by others. • Patch Cords:All patch cords will be provided and installed by others. • Main Bus-Bars:in the MDF and IDF Locations are to be provided and installed by others. • Conduit:All co duit,coring,boring,back boxes,floor boxes,power poles,pull boxes,pull strings and Nema enclosures for all devices will be provided by others..All exterior conduit must be verified during installation process and cannot necessarily be deemed usable during the site survey or sales process.If conduit is proved to be inefficient(i.e.rotten,crushed or too small for additional cable runs),it will result in a change order. • Lift Equipment:Customer will provide scissor and/or boom lift and fuel cost for the duration of project,if required.Lift must be easily accessible for the duration of th project.If th Customer is unable to provide a scissor or boom lift,DataVox will provide the appropriate lift nd bill back th cost of th lift to the C stomer. This document is confidential and the property of DataVox.Any copy or reuse of this document,its contents, recommendations and/or solutions in whole or part is strictly prohibited without prior written consent of DataVox. ©2022 DataVo , In . II rights res rved 2/24/2022 Page 4 o 12 Port Arthur Economic Development DataVax 2 Dual Cable Change Order DVXB-16946 BASELINE RESPONSIBILITIES DataVox Responsibilities This section lists DataVox's responsibilities for this Building Technology Solutions Proposal. • Building Codes:Install all equipment according to manufacturers'specifications,national and local building codes and regulations and wi be in conformity with good engineering practices.Installation will om ly wit the Building Industry Consulting Services International (BICSI)stand rds • ADA:All quipment will be installed ith provisions for the safety of the operator in accordance with the Americans with Disability Act (ADA)guidelines. • Dress Code:All DataVox staff will dress in a professional manner displaying the DataVox logo.All DataVox staff will wear required Personal Protection Equipment(PPE).They will conduct themselves in a professional,courteous and respectful manner to all others presen . • Work Environment:DataVox will maintain a clean working environment,storing tools and equipment when not in us and discarding refuse as often as reasonably possible.While DataVox cannot take responsibility for furniture or Customer furnished equipment in the workspace,DataVox will take reasonable precautions to protect all Customer furnished equipment,floors,walls,ceiling tiles,windows and window coverings,and furniture and other surfaces from damage,staining or unreasonable breakage while on site. • Supervision:DataVox will appoint a Project Manager(PM)and/or Lead Technician(LT)to oversee the installa ion.During system implementation,please direct all communications through this designated contact.PM or LT will coordinate with other trades to facilitate and expedite project progress.DataVox will inform the Customer of any interference or potential delays which could impede implementation of the Physical Security system,thereby helping to avoid any additional charges. • Change Orders:DataVox will provide written documentation of any Change Orders(CO)for work requested by the Customer which deviates from the original,approved Proposal and Scope of Works.CO's will be billed at our published labor rates plus materials, shipping,handling,restocking and other charges imposed by suppliers. • Furniture:While DataVox cannot take responsibility for furniture or Customer furnished equipment in the workspace,DataVox will take reasonable precautions to protect all Customer furnished equipment,floors,walls,ceiling tiles,windows and window coverings,and furniture and other surfaces from damage,staining or unreasonable breakage while on site. • Coordination Meetings:DataVox recommends weekly coordination meetings between the Customer,DataVox and all other trades in which we will report to the Customer the status of the project.Any identified for seeable restrictions or insurmountable issues outside our control that could impact the overall project schedule will be reviewed with the Customer. • DataVox Warranty:A 1 Year parts and labor warranty will be included in this proposal,excluding Customer-provided equipment and existing cabling. Acknowledged and Accepted Initial This document is confidential and the property of DataVox.Any copy or reuse of this document,its contents, recommendations and/or solutions in whole or part is strictly prohibited without prior written consent of DataVox. ©2022 DataVox, Inc.All rights reserved 2/24/2022 Page 5 of 12 Port Arthur Economic Development DataVox 2 Dual Cable Change Order DVXB-16946 Customer Responsibilities This section lists the Customer responsibilities for this Building Techn logy Solutions Proposal. • Safe Work Environment:Provide D taVox staff,contractors and others working on-site a s fe working envi onment consist nt with OSHA rules and regulations.DataVox reserves the right to refuse to wor or install any equipment in an area where at the sole discretion of DataVox,the safety of those involved is of concern. • Access to worksite:provide access to the worksite,and all work will typically take place between the hours of 07:00 and 17:00 Monday through Friday,except on public holidays,unless specified otherwise in the DataVox Proposal.Work completed at any other time will be billed at OT rates published in Change Order Labor Rates.For the safety of all conc rned,it is requested that the work ar a be free and clear,for example,of ther trades,clients of the C stomer,and employ es during the installation period. • Secure Storage:provide a secure,climate controlled area on-site to store equipment during the installation period.Delivery of goods, supplies and equipment to this on-site storage location or equipment that has been installed in its designated location will e considered as'Delivered for billing purposes and will be invoiced accordingl .Respon ibility for the equipment passes to the Customer immediately upon installation or delivery to the on-sit storage.Any loss due to vandalism,theft,burglary,fire,wat r ingress,or any other means outside the direct control of DataVox shall be r placed at the Customer's expens . • Uninterrupted Work Flow:avail DataVox of continuous,uninterrupted workflow in the environment in which the Ph sical Security will be installed.Delays in work caused by interference of other trades inability t acces t e work space during the stated hours inability to access equipment stored on site or other reasons caused by the Customer will be charged at rates published in Change Order Labor Rates.If DataVox crew arrives to work on-site at the appointed time and work cannot proceed due to dangerous conditions,inability to access the site,lack of power,interference by others which are within direct,reasonable control of the Customer,it will result in a half d y charge for the crew. • Miscellaneous Items:Additional items may be required for corn letion during project execution which DataVo o the custome did not foresee(for example,copper or fiber patch cables,p wer cords,and optics.)If miscellaneous items are required beyond what is included in the bill of materials,these items will be provided by t e customer or the items can be purchased from DataVox following the standard change management process. Acknowledged and Accepted Initial This document is confidential and the property of DataVox.Any copy or reuse of this document,its contents, recommendations and/or solutions in whole or part is strictly prohibited without prior written consent of DataVox. ©2022 DataVox, Inc.All rights reserved 2/24/2022 Page 6 of 12 Port Arthur Economic Development DataVax 2 Dual Cable Change Order DVXB-16946 Total Installation Price: $1,360.02 Grand Total: $1,360.02 This document is confidential and the property of DataVox.Any copy or reuse of this document, its contents, recommendations and/or solutions in whole or part is strictly prohibited without prior written consent of DataVox. © 2022 DataVox, Inc.All rights reserved 2/24/2022 Page 7 of 12 Port Arthur Economic Development DataVax 2 Dual Cable Change Order DVXB-16946 Purchase Options: ❑ Cash Purchase Terms of Payment: Billing Milestones Amount Due Due on Signature 40.00% $544.01 Progress Payments 55.00% $748.01 Final Payment- Due on Project Completion 5.00% $68.00 Total Payments(Excluding Sales Tax): 100 % $1,360.02 Technology Payment: ❑ 36 Month Lease(FMV): *Payment per month $45.52 *Depo it(2) months $91.05 *Payment Fxrludes SaIes Tax ❑ 60 Month Lease FMV): *Payment per month $30.4 *Depos (2) months $60.98 *Pa ment Fxrludes Sales Tax Support Service Agreement: Description Annual Charge ❑ Standard Support Agreement(1 Year) 1 Year warranty on workmanship,manufacture warranties still apply,all other labor billable after 1 Year) Included ❑ Essential Support Service Agreement 4 Hours $800.00 (Includes a block of hours which gives guaranteed response times(SLA's). This block of hours agreement will be billed upfront and can be used for: • Updating current software to the latest version Service Related Calls • Preventative Maintenance End-User Knowledge Transfer and many other Building Technology Solutions related services The Block of Hours contract expires at the end of the first year and will be automatically renewed the following year. This document is confidential and the property of Data Vox.Any copy or reuse of this document,its contents, recommendations and/or solutions in whole or part is strictly prohibited without prior written consent of Data Vox. ©2022 Data Vox, Inc.All rights reserved 2/24/2022 Page 8 of 12 Port Arthur Economic Development Data x 2 Dual Cable Change Order DVXB-16946 This document is confidential and the property of DataVox.Any copy or reuse of this document,its contents, recommendations and/or solutions in whole or part is strictly prohibited without prior written consent of DataVox. ©2022 DataVox, Inc.All ights eserved 2/24/2022 Page 9 of 12 Port Arthur Economic Development Da V X 2 Dual Cable Change Order DVXB-16946 This document is confidential and the property of Data Vox.Any copy or reuse of this document,its contents, recommendations and/or solutions in whole or part is strictly prohibited without prior written consent of Data Vox. ©20 2 DataVox, Inc.All rights re erved 2/24/2022 Page 10 of 12 Port Arthur Economic Development Data Vo X 2 Dual Cable Change Order DVXB-16946 ACCEPTANCE OF PROPOSAL When(but only when)signed by buyer a d an authorized representative of DataVox this shall be a binding,legal contract. The prices,specifications,and conditions in this proposal are satisfactory,and are hereby accepted i their entirety. Buyer hereby agrees o urchase the Equipment and authorizes DataVox to do the work,and provide the materials specified,and payment will be made as outlined above. The price quoted in this Building Technology Solutions Proposal is based upon the Equipment included in this Building Technology Solutions Proposal. Any changes in the Equipment or installation may result in a change in the price. Any such change must be in writing, signed by all parties. DataVox reserve the right to modify payment terms at any time based on a review of the Customer's credit. THIS AGREEMENT,WHEN SIGNED BY BOTH PARTIES(BELOW),SHA L BE GOVERNED BY THE TERMS AND CONDITIONS IN THIS BUILDING TECHNOLOGY SO UTIONS PROPOSAL. THERE ARE NO OTHER AG EEMENTS,OR WARRA TIES,0 A OR WRITTEN,EXCEPT AS EXPRESSLY STATED IN THIS BUILDIN TE HNOLOGIES SOLUTION ROPOSAL. THIS AGREEMENT CANNOT BE MODIFIED EXCEPT IN WRITING SIGNED BY BOTH PARTIES. Buyer acknowledges having read and understood all of the terms and conditions printed in this Building Technology Solutions Propo al and ackn I dges e eipt of a complet executed copy of this Agr ement. Buyer understands a d agrees that thi Building Technology Solutions roposal and all of the terms and conditions hereof shall be a binding enforceable contract when signed by Buyer and by an authorized representative of DataVox. Approval Signatures IN WITNESS WHEREOF,the duly authorized re resent tiv s of the arties h reto have caused this Proposal to be duly executed. DataVox, Inc. Port Arthur Economic Development By: By: (Signature) (Signature) Name: Name: Title: Title: Date: Date: This document is confidential and the property of DataVox.Any copy or reuse of this document,its contents, recommendations and/or solutions in whole or part is strictly prohibited without prior written consent of DataVox. ©2022 DataVox, Inc.All rights reserved 2/24/2022 Page 11 f 12 -\ Port Arthur Economic Development Data Vox 2 Dual Cable Change Order DVXB-16946 TERMS AND CONDITIONS https://www.datavox.net/terms-and-conditions/ This document is confidential and the property of Data Vox.Any copy or reuse of this document, its contents, recommendations and/or solutions in whole or part is strictly prohibited without prior written consent of Data Vox. ©2022 DataVox, Inc.All rights reserved 2/24/2022 Page 12 of 12