City of Anaheim
Convention Center
Remove and Replace Readerboard LED System
at the Anaheim Convention Center
106-498332
CONTRACT NUMBER MA# 106-498332
BETWEEN
CITY OF ANAHEIM
AND
PADCOR
TO
REMOVE AND REPLACE THE READERBOARD LED SYSTEM AT THE ANAHEIM
CONVENTION CENTER
This Agreement MA#106-498332 to Remove and Replace the Readerboard LED System at the Anaheim Convention Center (hereinafter referred to as “Contract”) is made and entered into as of the date fully executed by and between the City of Anaheim, a municipal corporation duly organized and validly existing under the laws of the State of California with the power to carry on its business as it is now being conducted under the statutes of the State of California and the Charter City of Anaheim, (hereinafter referred to as “City”), with a place of business at 200 S. Anaheim Blvd, Suite 620, Anaheim, CA 92805 and Padcor, (hereinafter referred to as “Contractor”), with a place of business at 1608 Olympic Street Simi Valley, California 93063 United States, with City and Contractor sometimes individually referred to as “Party”, or collectively referred to as “Parties”.
ATTACHMENTS
This Contract is comprised of this document and the following Attachments, which are attached hereto and incorporated by reference into this Contract:
Attachment A – Scope of Work and Specifications
Attachment B – Pricing, Payment and Compensation
RECITALS
WHEREAS, in accordance with Anaheim City Council Policy 4.0, the Purchasing Agent is authorized to conduct competitive bidding processes and procure equipment and services related to the maintenance and operations of the Anaheim Convention Center; and, WHEREAS, the Purchasing Agent, pursuant to this authorization, issued a Request for Proposal (RFP) #9828 to Remove and Replace the Readerboard LED System at the Anaheim Convention Center on 9/11/2024; and
WHEREAS, the Contractor responded to the RFP to Remove and Replace the Readerboard LED System at the Anaheim Convention Center, and represented that its proposed services shall meet and exceed the requirements of the RFP; and,
WHEREAS, the City desires to enter into a Master Agreement, hereinafter referred to as “Contract” to remove and replace the Readerboard LED System at the Anaheim Convention Center with the Contractor as further set forth in this Contract and subsequent attachments effective on the date of execution for a term of (7) seven years, which includes a full parts and service warranty period of five (5) years and an additional two (2) years of parts warranty, providing a total of seven (7) years of parts coverage; and,
City of Anaheim
Convention Center
Remove and Replace Readerboard LED System
at the Anaheim Convention Center
106-498332
WHEREAS, the Contractor agrees to remove, recycle, furnish, install, complete, provide warranty, provide maintenance for, and service the readerboard LED system, display, themed structure, and letter signage at the Anaheim Convention Center, as outlined in the Scope of Work, attached hereto as Attachment A; and
WHEREAS, the City agrees to pay Contractor based on the schedule of fees set forth in Pricing, Payment, and Compensation, attached hereto as Attachment B; and, NOW, THEREFORE, the Parties mutually agree as follows:
ARTICLES
I. General Terms and Conditions:
A. Governing Law and Venue: This Contract has been negotiated and executed in the state of California and shall be governed by and construed under the laws of the state of California. In the event of any legal action to enforce or interpret this Contract, the sole and exclusive venue shall be a court of competent jurisdiction located in Orange County, California, and the Parties hereto agree to and do hereby submit to the jurisdiction of such court, notwithstanding Code of Civil Procedure Section 394. Furthermore, the parties specifically agree to waive any and all rights to request that an action be transferred for adjudication to another County.
B. Entire Contract: This Contract contains the entire Contract between the Parties with respect to the matters herein, and there are no restrictions, promises, warranties or undertakings other than those set forth herein or referred to herein. No exceptions, alternatives, substitutes or revisions are valid or binding on City unless authorized by City in writing. Electronic acceptance of any additional terms, conditions or supplemental Contracts by any City employee or agent, including but not limited to installers of software, shall not be valid or binding on City unless accepted in writing by City’s Purchasing Agent or designee.
C. Amendments: No alteration or variation of the terms of this Contract shall be valid unless made in writing and signed by the Parties; no oral understanding or agreement not incorporated herein shall be binding on either of the Parties; and no exceptions, alternatives, substitutes or revisions are valid or binding on City unless authorized by City in writing.
D. Taxes: Unless otherwise provided herein or by law, price quoted does not include California state sales or use tax. Out-of-state Contractors shall indicate California Board of Equalization permit number and sales permit number on invoices, if California sales tax is added and collectable. If no permit numbers are shown, sales tax will be deducted from payment.
E. Delivery: Timely delivery of all components and services related to the Readerboard LED System is of the essence to this Contract. City reserves the right to refuse any commodities and services and to cancel all or any part of the commodities not conforming to applicable specifications, drawings, samples or descriptions or services that do not conform to the prescribed scope of work.
Acceptance of any part of the order for commodities shall not bind City to accept future shipments nor deprive it of the right to return commodities already accepted at Contractor’s expense. Over shipments and under shipments of commodities shall be only as agreed to in writing by City.
Delivery shall not be deemed to be complete until all commodities or services have been received and accepted in writing by City.
F. Acceptance Payment: Unless otherwise agreed to in writing by City, 1) acceptance shall not be deemed complete unless in writing and until all the commodities/services have actually been City of Anaheim
Convention Center
Remove and Replace Readerboard LED System
at the Anaheim Convention Center
106-498332
received, inspected, and tested to the satisfaction of City, and 2) payment shall be made in arrears after satisfactory acceptance.
G. Warranty: Contractor expressly warrants that the goods covered by this Contract are 1) free of liens or encumbrances, 2) merchantable and good for the ordinary purposes for which they are used, and 3) fit for the particular purpose for which they are intended. Acceptance of this order shall constitute an agreement upon Contractor’s part to indemnify, defend and hold City and its indemnities as identified in Article “Z” harmless from liability, loss, damage and expense, including reasonable counsel fees, incurred or sustained by City by reason of the failure of the goods/services to conform to such warranties, faulty work performance, negligent or unlawful acts, and non-compliance with any applicable state or federal codes, ordinances, orders, or statutes, including the Occupational Safety and Health Act (OSHA) and the California Industrial Safety Act.
Such remedies shall be in addition to any other remedies provided by law.
H. Patent/Copyright Materials/Proprietary Infringement: Unless otherwise expressly provided in this Contract, Contractor shall be solely responsible for clearing the right to use any patented or copyrighted materials in the performance of this Contract. Contractor warrants that any software as modified through services provided hereunder will not infringe upon or violate any patent, proprietary right, or trade secret right of any third party. Contractor agrees that, in accordance with the more specific requirement contained in paragraph “Z” below, it shall indemnify, defend and hold City and City Indemnitees harmless from any and all such claims and be responsible for payment of all costs, damages, penalties and expenses related to or arising from such claim(s), including, costs and expenses but not including attorney’s fees.
I. Assignment: The terms, covenants, and conditions contained herein shall apply to and bind the heirs, successors, executors, administrators and assigns of the Parties. Furthermore, neither the performance of this Contract nor any portion thereof may be assigned by Contractor without the express written consent of City. Any attempt by Contractor to assign the performance or any portion thereof of this Contract without the express written consent of City shall be invalid and shall constitute a breach of this Contract.
J. Non-Discrimination: In the performance of this Contract, Contractor agrees that it will comply with the requirements of Section 1735 of the California Labor Code and not engage nor permit any subcontractors to engage in discrimination in employment of persons because of the race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, marital status, or sex of such persons. Contractor acknowledges that a violation of this provision shall subject Contractor to penalties pursuant to Section 1741 of the California Labor Code.
K. Termination: In addition to any other remedies or rights it may have by law, City has the right to immediately terminate this Contract without penalty for cause or after 30 days’ written notice without cause, unless otherwise specified. Cause shall be defined as any material breach of contract, any misrepresentation or fraud on the part of Contractor. Exercise by City of its right to terminate Contract shall relieve City of all further obligation.
L. Consent to Breach Not Waiver: No term or provision of this Contract shall be deemed waived, and no breach excused, unless such waiver or consent shall be in writing and signed by the Party claimed to have waived or consented. Any consent by any party to, or waiver of, a breach by the other, whether express or implied, shall not constitute consent to, waiver of, or excuse for any other different or subsequent breach.
M. Independent Contractor: Contractor shall be considered an independent contractor and neither Contractor, its employees, nor anyone working under Contractor shall be considered an agent or an City of Anaheim
Convention Center
Remove and Replace Readerboard LED System
at the Anaheim Convention Center
106-498332
employee of City. Neither Contractor, its employees nor anyone working under Contractor shall qualify for workers’ compensation or other fringe benefits of any kind through City.
N. Performance Warranty: Contractor shall warrant all work under this Contract, taking necessary steps and precautions to perform the work to City’s satisfaction. Contractor shall be responsible for the professional quality, technical assurance, timely completion, and coordination of all documentation and other commodities/services furnished by Contractor under this Contract.
Contractor shall perform all work diligently, carefully, and in a good and workmanlike manner; shall furnish all necessary labor, supervision, machinery, equipment, materials, and supplies, shall at its sole expense obtain and maintain all permits and licenses required by public authorities, including those of City required in its governmental capacity, in connection with performance of the work. If permitted to subcontract, Contractor shall be fully responsible for all work performed by subcontractors.
O. Bonding and Insurance Requirements: Some procurements may require bonding and/or insurance. Specific requirements are stated in the applicable RFP documents. In the event bonding is required, bonds shall be submitted in a form acceptable to the City (samples were included in the RFP documents). Checks or letters of credit will not be accepted in lieu of bonding. When work is performed on City property, the City’s standard insurance requirements (shown below) will apply, unless otherwise indicated in the RFP documents. Comprehensive General Liability Insurance: In an amount no less than $2,000,000 per occurrence and $4,000,000 aggregate.
Auto Liability Insurance: As required by California law: In an amount no less than $2,000,000 per occurrence combined single limit (CSL).
Workers' Compensation Insurance: As required by California law and Employers Liability Insurance in an amount no less than $1,000,000.
City of Anaheim to be named as Additional Insured. All policies shall provide for a minimum of 30 days’ written notice of any change or cancellation. Insurance policies to be in a form and written through companies acceptable to the City.
Insurance certificates should state:
City of Anaheim
Attn: Purchasing Division
200 S. Anaheim Blvd. Suite 620
Anaheim, CA 92805
Insurance certificates should be emailed to [email protected] P. Changes: Contractor shall make no changes in the work or perform any additional work without City’s specific written approval.
Q. Change of Ownership/Name, Litigation Status, Conflicts with City Interests: Contractor agrees that if there is a change or transfer in ownership of Contractor’s business prior to completion of this Contract, and City agrees to an assignment of Contract, the new owners shall be required under the terms of sale or other instruments of transfer to assume Contractor’s duties and obligations contained in this Contract and complete them to the satisfaction of City.
City of Anaheim
Convention Center
Remove and Replace Readerboard LED System
at the Anaheim Convention Center
106-498332
City reserves the right to immediately terminate Contract in the event City determines that the assignee is not qualified or is otherwise unacceptable to City for the provision of services under Contract.
In addition, Contractor has the duty to notify City in writing of any change in Contractor’s status with respect to name changes that do not require an assignment of Contract. Contractor is also obligated to notify City in writing if Contractor becomes a party to any litigation against City, or a party to litigation that may reasonably affect Contractor’s performance under Contract, as well as any potential conflicts of interest between Contractor and City that may arise prior to or during the period of Contract performance. While Contractor will be required to provide this information without prompting from City any time there is a change in Contractor’s name, conflict of interest or litigation status, Contractor must also provide an update to City of its status in these areas whenever requested by City.
Contractor shall exercise reasonable care and diligence to prevent any actions or conditions that could result in a conflict with City interests. In addition to Contractor, this obligation shall apply to Contractor’s employees, agents, and subcontractors associated with the provision of goods and services provided under this Contract. Contractor’s efforts shall include, but not be limited to establishing rules and procedures preventing its employees, agents, and subcontractors from providing or offering gifts, entertainment, payments, loans or other considerations which could be deemed to influence or appear to influence City staff or elected officers in the performance of their duties.
R. Force Majeure: Contractor shall not be assessed with liquidated damages or unsatisfactory performance penalties during any delay beyond the time named for the performance of this Contract caused by any act of God, war, civil disorder, employment strike or other cause beyond its reasonable control, provided Contractor gives written notice of the cause of the delay to City within 36 hours of the start of the delay and Contractor avails himself of any available remedies.
S. Confidentiality: Contractor agrees to maintain the confidentiality of all City and City-related records and information pursuant to all statutory laws relating to privacy and confidentiality that currently exist or exist at any time during the term of this Contract. All such records and information shall be considered confidential and kept confidential by Contractor and Contractor’s staff, agents and employees.
T. Compliance with Laws: Contractor represents and warrants that services to be provided under this Contract shall fully comply, at Contractor’s expense, with all standards, laws, statutes, restrictions, ordinances, requirements, and regulations (collectively “laws”), including, but not limited to those issued by City in its governmental capacity and all other laws applicable to the services at the time services are provided to and accepted by City. Contractor acknowledges that City is relying on Contractor to ensure such compliance, and pursuant to the requirements of paragraph “Z” below, Contractor agrees that it shall defend, indemnify and hold City and City Indemnitees harmless from all liability, damages, costs and expenses arising from or related to a violation of such laws.
U. Freight: Prior to City’s express acceptance of delivery of products. Contractor assumes full responsibility for all transportation, transportation scheduling, packing, handling, insurance, and other services associated with delivery of all products deemed necessary under Contract.
V. Severability: If any term, covenant, condition or provision of this Contract is held by a court of competent jurisdiction to be invalid, void, or unenforceable, the remainder of the provisions hereof shall remain in full force and effect and shall in no way be affected, impaired or invalidated thereby.
City of Anaheim
Convention Center
Remove and Replace Readerboard LED System
at the Anaheim Convention Center
106-498332
W. Attorney Fees: In any action or proceeding to enforce or interpret any provision of this Contract, each Party shall bear their own attorney’s fees, costs and expenses.
X. Interpretation: This Contract has been negotiated at arm’s length and between persons sophisticated and knowledgeable in the matters dealt with in this Contract. In addition, each Party had been represented by experienced and knowledgeable independent legal counsel of their own choosing or has knowingly declined to seek such counsel despite being encouraged and given the opportunity to do so. Each Party further acknowledges that they have not been influenced to any extent whatsoever in executing this Contract by any other party hereto or by any person representing them, or both. Accordingly, any rule or law (including California Civil Code Section 1654) or legal decision that would require interpretation of any ambiguities in this Contract against the Party that has drafted it is not applicable and is waived. The provisions of this Contract shall be interpreted in a reasonable manner to affect the purpose of the Parties and this Contract.
Y. Employee Eligibility Verification: Contractor warrants that it fully complies with all Federal and State statutes and regulations regarding the employment of aliens and others and that all its employees performing work under this Contract meet the citizenship or alien status requirement set forth in Federal statutes and regulations. Contractor shall obtain from all employees performing work hereunder, all verification and other documentation of employment eligibility status required by Federal or State statutes and regulations including, but not limited to, the Immigration Reform and Control Act of 1986, 8 U.S.C. §1324 et seq., as they currently exist and as they may be hereafter amended. Contractor shall retain all such documentation for all covered employees for the period prescribed by the law. Contractor shall indemnify, defend with counsel approved in writing by City, and hold harmless, City, its agents, officers, and employees from employer sanctions and any other liability which may be assessed against Contractor or City or both in connection with any alleged violation of any Federal or State statutes or regulations pertaining to the eligibility for employment of any persons performing work under this Contract.
Z. Hold Harmless and Indemnification: Contractor agrees to indemnify, defend and hold harmless the City (including its officers and employees) from and against any and all claims of any kind or nature presented against the City arising out of Contractor’s (including Contractor’s employees, representatives, products, and subcontractors) performance under any purchase order or agreement, excepting only such claims, costs, or liability which may arise out of the sole negligence of the City.
AA. Audits/Inspections: Contractor agrees to permit the City’s authorized representative (including auditors from a private auditing firm hired by City) access during normal working hours to all books, accounts, records, reports, files, financial records, supporting documentation, including payroll and accounts payable/receivable records, and other papers or property of Contractor for the purpose of auditing or inspecting any aspect of performance under this Contract. The inspection and/or audit will be confined to those matters connected with the performance of Contract including, but not limited to, the costs of administering Contract. City will provide reasonable notice of such an audit or inspection. City reserves the right to audit and verify Contractor’s records before final payment is made.
Contractor agrees to maintain such records for possible audit for a minimum of three (3) years after final payment, unless a longer period of records retention is stipulated under this Contract or by law. Contractor agrees to allow interviews of any employees or others who might reasonably have information related to such records. Further, Contractor agrees to include a similar right to City to audit records and interview staff of any subcontractor related to performance of this Contract.
Should Contractor cease to exist as a legal entity, Contractor’s records pertaining to this Contract shall be forwarded to City’s project manager.
City of Anaheim
Convention Center
Remove and Replace Readerboard LED System
at the Anaheim Convention Center
106-498332
BB. Contingency of Funds: Contractor acknowledges that funding or portions of funding for this Contract may be contingent upon budget approval for each fiscal year covered by this Contract. If such approval, funding or appropriations are not forthcoming, or are otherwise limited, City may immediately terminate or modify this Contract without penalty.
CC. California Public Records Act: Contractor and City agree and acknowledge that all information and documents related to the award and performance of this Contract may be subject to disclosure pursuant to the California Public Records Act, California Government Code Section 7920.000 et seq. Contractor shall not respond to any California Public Records Act request directed at City; all responses shall be handled by City.
Additional Terms and Conditions:
1. Scope of Contract: This Contract specifies contractual terms and conditions under which the City will procure the Removal and Replace the Readerboard LED System at the Anaheim Convention Center from Contractor as further detailed in the Scope of Work, identified and incorporated herein by this reference as “Attachment A”.
2. Term of Contract: This Contract shall commence upon execution of all necessary signatures and continue until the receipt of all materials and services as specified in the Contract, unless otherwise terminated by City.
3. Adjustments – Scope of Work: No adjustments made to the Scope of Work will be authorized without prior written approval of the Purchasing Agent or designee.
4. Bills and Liens: Contractor shall pay promptly all indebtedness for labor, materials and equipment used in performance of the work. Contractor shall not permit any lien or charge to attach to the work or the premises, but if any does so attach, Contractor shall promptly procure its release and, in accordance with the requirements of paragraph “Z” above, indemnify, defend, and hold City harmless and be responsible for payment of all costs, damages, penalties and expenses related to or arising from or related thereto.
5. Changes in Specifications: No changes shall be made in the specifications unless authorized by the City. The City shall have the right to make reasonable changes at any time, if not cost is associated with those changes, including drawings that are a part thereof or made a part thereof by reason of the changes.
6. Civil Rights: Contractor attests that services provided shall be in accordance with the provisions of Title VI and Title VII of the Civil Rights Act of 1964, as amended, Section 504 of the Rehabilitation Act of 1973, as amended; the Age Discrimination Act of 1975 as amended; Title II of the Americans with Disabilities Act of 1990, and other applicable State and federal laws and regulations prohibiting discrimination on the basis of race, color, national origin, ethnic group identification, age, religion, marital status, sex or disability.
7. Americans with Disabilities Act (ADA): Section 504 of the Rehabilitation Act of 1973 as amended; Title VI and VII of the Civil Rights Act of 1964 as amended; Americans with Disabilities Act, 42 USC 12101; California Code of Regulations, Title 2, Title 22: California Government Code, Sections 11135, et seq; and other federal and state laws and executive orders prohibit discrimination. All programs, activities, employment opportunities, and services must be made available to all persons, including persons with disabilities.
City of Anaheim
Convention Center
Remove and Replace Readerboard LED System
at the Anaheim Convention Center
106-498332
8. Authorization Warranty: The Contractor represents and warrants that the person executing this Contract on behalf of and for the Contractor is an authorized agent who has actual authority to bind the Contractor to each and every term, condition and obligation of this Contract and that all requirements of the Contractor have been fulfilled to provide such actual authority.
9. Breach of Contract: The failure of Contractor to comply with any of the provisions, covenants or conditions of this Contract shall be a material breach of this Contract. In such event City may, and in addition to any other remedies available at law, in equity, or otherwise specified in this Contract:
a. Terminate Contract immediately, pursuant to Article K herein; and b. Afford Contractor written notice of the breach and ten (10) calendar days or such shorter time that may be specified in this Contract within which to cure the breach; and c. Discontinue payment to the Contactor for and during the period in which Contractor is in breach; and
d. Offset against any monies billed by Contractor but unpaid by City those monies disallowed pursuant to the above.
10. Conflict of Interest – Contractor’s Personnel: Contractor shall exercise reasonable care and diligence to prevent any actions or conditions that could result in a conflict with the best interests of City. This obligation shall apply to Contractor; Contractor’s employees, agents, and subcontractors associated with accomplishing work and services hereunder. Contractor’s efforts shall include, but not be limited to establishing precautions to prevent its employees, agents, and subcontractors from providing or offering gifts, entertainment, payments, loans or other considerations which could be deemed to influence or appear to influence City staff or elected officers from acting in the best interests of City.
11. Conflict of Interest – City Personnel: City Council policy prohibits its employees from engaging in activities involving a conflict of interest. Contractor shall not, during the period of this Contract, employ any City employee for any purpose.
12. Contractor’s Project Manager and Key Personnel: Contractor shall appoint a Project Manager to direct Contractor’s efforts in fulfilling Contractor’s obligations under this Contract. This Project Manager shall be subject to approval by City and shall not be changed without the written consent of City’s Project Manager, which consent shall not be unreasonably withheld.
Contractor’s Project Manager shall be assigned to this project for the duration of Contract and shall diligently pursue all work and services to meet the project timelines. City’s Project Manager shall have the right to require the removal and replacement of Contractor’s Project Manager from providing services to City under this Contract. City’s Project Manager shall notify Contractor in writing of such action. Contractor shall accomplish the removal within five (5) business days after written notice by City’s Project Manager. City’s Project Manager shall review and approve the appointment of the replacement for Contractor’s Project Manager. City is not required to provide any additional information, reason or rationale in the event it requires the removal of Contractor’s Project Manager from providing further services under Contract.
13. Contractor’s Records: Contractor shall keep true and accurate accounts, records, books and data which shall correctly reflect the business transacted by Contractor in accordance with generally accepted accounting principles. These records shall be stored for a period of three (3) years after final payment is received from City.
City of Anaheim
Convention Center
Remove and Replace Readerboard LED System
at the Anaheim Convention Center
106-498332
14. Contractor Work Hours and Safety Standards: The Contractor shall ensure compliance with all safety and hourly requirements for employees in accordance with federal, state, and City’s safety regulations and laws.
15. Conditions Affecting Work: Contractor shall be responsible for taking all steps reasonably necessary to ascertain the nature and location of the work to be performed under this Contract and to know the general conditions which can affect the work or the cost thereof. Any failure by Contractor to do so will not relieve Contractor from responsibility for successfully performing the work without additional cost to City. City assumes no responsibility for any understanding or representations concerning the nature, location(s) or general conditions made by any of its officers or agents prior to the execution of this Contract, unless such understanding or representations by City are expressly stated in Contract.
16. Data – Title To: All materials, documents, data or information obtained from City data files or any City medium furnished to Contractor in the performance of this Contract will at all times remain the property of City. Such data or information may not be used or copied for direct or indirect use by Contractor after completion or termination of this Contract without the express written consent of City. All materials, documents, data or information, including copies, must be returned to City at the end of this Contract.
17. Default – Re-Procurement Costs: In case of Contract breach by Contractor, resulting in termination by City, City may procure the commodities and services from other sources. If the cost for those commodities and services is higher than under the terms of the existing Contract, Contractor will be responsible for paying City the difference between Contract cost and the price paid, and City may deduct this cost from any unpaid balance due Contractor. The price paid by City shall be the prevailing market price at the time such purchase is made. This is in addition to any other remedies available under this Contract and under law.
18. Defective Materials: Any materials not conforming to the requirements of the Specifications in Attachment A – Scope of Work and Specifications shall be considered defective. All such materials, whether in place or not, shall be immediately removed from the site of the work. Any defective materials delivered or installed shall be removed by the City and all costs of removal and replacement shall be deducted from any amounts due or to become due do the Contractor. No rejected materials, the defects of which have been subsequently corrected, shall be used.
19. Disputes – Contract: The Parties shall deal in good faith and attempt to resolve potential disputes informally. If the dispute concerning a question of fact arising under the terms of this Contract is not disposed of in a reasonable period of time by the Contractor’s Project Manager and the City‘s Project Manager, as specified in Article 25 “Notices”, such matter shall be brought to the attention of the City Purchasing Agent by way of the following process:
a. The Contractor shall submit to the Purchasing Agent a written demand for a final decision regarding the disposition of any dispute between the Parties arising under, related to, or involving this Contract, unless City, on its own initiative, has already rendered such a final decision.
b. The Contractor’s written demand shall be fully supported by factual information, and, if such demand involves a cost adjustment to Contract, Contractor shall include with the demand a written statement signed by a senior official indicating that the demand is made in good faith, that the supporting data are accurate and complete, and that the amount requested accurately reflects Contract adjustment for which Contractor believes City is liable.
City of Anaheim
Convention Center
Remove and Replace Readerboard LED System
at the Anaheim Convention Center
106-498332
c. In the event a dispute in which the welfare of City residents is at stake and/or immediate procurement action is required to prevent serious economic or other hardship to the City, the Project Manager or designee may
Pending the final resolution of any dispute arising under, related to, or involving this Contract, Contractor agrees to diligently proceed with the performance of this Contract, including the delivery of commodities and/or provision of services. Contractor’s failure to diligently proceed shall be considered a material breach of this Contract.
Any final decision of City shall be expressly identified as such, shall be in writing, and shall be signed by City Purchasing Agent or his designee. If City fails to render a decision within 90 days after receipt of Contractor’s demand, it shall be deemed a final decision adverse to Contractor’s contentions. Nothing in this section shall be construed as affecting City’s right to terminate Contract for cause or termination for convenience as stated in Article K herein.
20. Drug-Free Workplace: Contractor hereby certifies compliance with Government Code Section 8355 in matters relating to providing a drug-free workplace. Contractor will:
a. Publish a statement notifying employees that unlawful manufacture, distribution, dispensation, possession, or use of a controlled substance is prohibited and specifying actions to be taken against employees for violations, as required by Government Code Section 8355(a)(1).
b. Establish a drug-free awareness program as required by Government Code Section 8355(a)(2) to inform employees about all of the following:
i. The dangers of drug abuse in the workplace; and
ii. The organization’s policy of maintaining a drug-free workplace; and iii. Any available counseling, rehabilitation and employee assistance programs; and iv. Penalties that may be imposed upon employees for drug abuse violations. c. Provide as required by Government Code Section 8355(a)(3) that every employee who works under this Contract:
i. Will receive a copy of the company’s drug-free policy statement; and ii. Will agree to abide by the terms of the company’s statement as a condition of employment under this Contract.
d. Failure to comply with these requirements may result in suspension of payments under Contract or termination of Contract or both, and Contractor may be ineligible for award of any future City contracts if City determines that any of the following has occurred:
i. Contractor has made false certification, or
ii. Contractor violates the certification by failing to carry out the requirements as noted above.
21. Emergency/Declared Disaster Requirements: In the event of an emergency or if the City of Anaheim is declared a disaster area by city, county, state or federal government, Contract may be subjected to unusual usage. Contractor shall service City during such an emergency or declared disaster under the same terms and conditions that apply during non-emergency/disaster conditions.
The pricing quoted by Contractor shall apply to serving City’s needs regardless of the City of Anaheim
Convention Center
Remove and Replace Readerboard LED System
at the Anaheim Convention Center
106-498332
circumstances. If Contractor is unable to supply the goods/services under the terms of Contract, then Contractor shall provide proof of such disruption and a copy of the invoice for the goods/services from Contractor’s supplier(s). Additional profit margin as a result of supplying goods/services during an emergency or a declared disaster shall not be permitted. In the event of an emergency or declared disaster, emergency purchase order numbers will be assigned. All applicable invoices from Contractor shall show both the emergency purchase order number and Contract number.
22. Errors and Omissions: All reports, files and other documents prepared and submitted by Contractor shall be complete and shall be carefully checked by the professional(s) identified by Contractor as Project Manager and key personnel attached hereto, prior to submission to the City.
Contractor agrees that City review is discretionary, and Contractor shall not assume that the City will discover errors and/or omissions. If the City discovers any errors or omissions prior to approving Contractor’s reports, files and other written documents, the reports, files or documents will be returned to Contractor for correction. Should the City or others discover errors or omissions in the reports, files or other written documents submitted by the Contractor after City approval thereof, City approval of Contractor’s reports, files or documents shall not be used as a defense by Contractor in any action between the City and Contractor, and the reports, files or documents will be returned to Contractor for correction.
23. Equal Employment Opportunity: Contractor shall comply with U.S. Executive Order 11246 entitled, “Equal Employment Opportunity” as amended by Executive Order 11375 and as supplemented in Department of Labor regulations (41 CFR, Part 60) and applicable state of California regulations as may now exist or be amended in the future. Contractor shall not discriminate against any employee or applicant for employment on the basis of race, color, national origin, ancestry, religion, sex, marital status, political affiliation or physical or mental condition.
Regarding handicapped persons, Contractor will not discriminate against any employee or applicant for employment because of physical or mental handicap in regard to any position for which the employee or applicant for employment is qualified. Contractor agrees to provide equal opportunity to handicapped persons in employment or in advancement in employment or otherwise treat qualified handicapped individuals without discrimination based upon their physical or mental handicaps in all employment practices such as the following: employment, upgrading, promotions, transfers, recruitments, advertising, layoffs, terminations, rate of pay or other forms of compensation, and selection for training, including apprenticeship. Contractor agrees to comply with the provisions of Sections 503 and 504 of the Rehabilitation Act of 1973, as amended, pertaining to prohibition of discrimination against qualified handicapped persons in all programs and/or activities as detailed in regulations signed by the Secretary of the Department of Health and Human Services effective June 3, 1977, and found in the Federal Register, Volume 42, No. 68 dated May 4, 1977, as may now exist or be amended in the future.
Regarding Americans with disabilities, Contractor agrees to comply with applicable provisions of Title 1 of the Americans with Disabilities Act enacted in 1990 as may now exist or be amended in the future.
24. Headings: The various headings and numbers herein, the grouping of provisions of this Contract into separate clauses and paragraphs, and the organization hereof are for the purpose of convenience only and shall not limit or otherwise affect the meaning hereof.
25. Liquidated Damages: In the event the Contractor fails to deliver the replacement of the Readerboad LED System Contract or any portion thereof by the delivery dates specified in the Contract or any agreed-upon amendment or schedule, the Contractor shall be liable for liquidated damages. Such damages shall be calculated as follows:
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a. A charge of $1,000 per day for each day beyond the agreed delivery date or schedule. s.. b. The City may undertake necessary repairs, charging the associated costs, including administrative expenses, to the Contractor or deducting them from payments due.
26. News/Information Release: Contractor agrees that it will not issue any news releases in connection with either the award of this Contract or any subsequent amendment of or effort under this Contract without first obtaining review and written approval of said news releases from City through City’s Project Manager.
27. Notices: Any and all notices, requests, demands, and other communications contemplated, called for, permitted, or required to be given hereunder shall be in writing with a copy provided to the Assigned Buyer, except through the course of the Parties’ Project Managers’ routine exchange of information and cooperation during the terms of the work and services. Any written communications shall be deemed to have been duly given upon actual in-person delivery, if delivery is by direct hand, or upon delivery on the actual day of receipt or no greater than four (4) calendar days after being mailed by US certified or registered mail, return receipt requested, postage prepaid, whichever occurs first. The date of mailing shall count as the first day. All communications shall be addressed to the appropriate Party at the address stated herein or such other address as the Parties hereto may designate by written notice from time to time in the manner aforesaid.
Contractor: Padcor
Attn: Jason Panden, Owner
1608 Olympic Street
Simi Valley, Ca 93063 United States
Telephone: 909-258-5445
Email: [email protected]
City Department: Anaheim Convention Center
Attn: Tom Morton, Executive Director
800 W. Katella Avenue. Anaheim, CA 92802.
Anaheim, Ca 92802 United States
Telephone: 714-765-8920
Email: [email protected]
Purchasing: CITY OF ANAHEIM/Central Purchasing Office Attn: Ariana Hernandez
200 S. Anaheim Blvd. Suite 620
Anaheim, CA 92805
Telephone: 714-765-4543
Email: [email protected]
28. Order Dates: Orders may be placed during the term of the Contract even if delivery may not be made until after the term of the Contract. The Contractor must clearly identify the order date on all invoices to City and the order date must precede the expiration date of the Contract.
29. Ownership of Documents: City has permanent ownership of all directly connected and derivative materials produced under this Contract by the Contractor. All documents, reports and other incidental or derivative work or materials furnished hereunder shall become and remain the sole property of the City and may be used by the City as it may require without additional cost to the City of Anaheim
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City. None of the documents, reports and other incidental or derivative work or furnished materials shall be used by the Contractor without the express written consent of the City.
30. Permits and Licenses: Contractor shall be required to obtain any and all approvals, permits and/or licenses which may be required in connection with the permitted operation as set out herein. No permit approval or consent given hereunder by City in its governmental capacity shall affect or limit Contractor’s obligations hereunder, nor shall any approvals or consents given by City as a party to this Contract, be deemed approval as to compliance or conformance with applicable governmental codes, laws, ordinances, rules, or regulations.
31. Precedence: Contract documents consist of this Contract and its exhibits and attachments. In the event of a conflict between or among Contract documents, the order of precedence shall be the provisions of the main body of this Contract, i.e., those provisions set forth in the recitals and articles of this Contract, and then the exhibits and attachments.
32. Prevailing Wage (as applicable):
a. Prevailing Wage (Labor Code §1773): Pursuant to the provisions of Section 1773 et seq. of the California Labor Code, Contractor shall comply with the general prevailing rates of per diem wages and the general prevailing rates for holiday and overtime wages in this locality for each craft, classification, or type of worker needed to execute Contract. The rates are available from the Director of the Department of Industrial Relations at the following website: http://www.dir.ca.gov/dlsr/DPreWageDetermination.htm.
Contractor shall post a copy of such wage rates at the job site and shall pay the adopted prevailing wage rates. Contractor shall comply with the provisions of Sections 1775 and 1813 of the Labor Code.
b. Labor Code Requirements: Contractor and all Subcontractors shall comply with all applicable requirements of the Labor Code throughout the performance of Contract, including but not limited to the following:
c. Labor Code Notice: Contractor and all Subcontractors must comply with the requirements of Labor Code Section 1771.1(a), pertaining to registration of contractors pursuant to Section 1725.5. Bids cannot be accepted from unregistered contractors except as provided in Section 1771.1. This Project is subject to compliance monitoring and enforcement by the Department of Industrial Relations. After award of the Contract, Contractor and each Subcontractor shall furnish electronic payroll records directly to the Labor Commissioner in the manner specified in Labor Code Section 1771.4.
d. Threshold Requirements for Prevailing Wages: Except for public works projects of one thousand dollars ($1,000) or less, not less than the general prevailing rate of per diem wages for work of a similar character in the locality in which the public work is performed, and not less than the general prevailing rate of per diem wages for holiday and overtime work fixed as provided in this chapter, shall be paid to all workers employed on public works. e. Wage Rates: Contractor shall post a copy of the wage rates at the job site and shall pay the adopted prevailing wage rates as a minimum. Pursuant to the provisions of Section 1773 of the Labor Code of the State of California, the Board of Supervisors has obtained the general prevailing rate of per diem wages and the general prevailing rate for holiday and overtime work in this locality for each craft, classification, or type of workman needed to execute this Contract from the Director of the Department of Industrial Relations. These rates are on file with the Clerk of the Board of Supervisors. Copies may be obtained at cost City of Anaheim
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at the office of OC Community Resources/ OC Parks or visit the website of the Department of Industrial Relations, Prevailing Wage Unit at www.dir.ca.gov/DLSR/PWD. The Contractor shall comply with the provisions of Sections 1774, 1775, 1776 and 1813 of the Labor Code.
f. Apprenticeship Requirements: The Contractor shall comply with Section 230.1(A), California Code of Regulations as required by the Department of Industrial Relations, Division of Apprenticeship Standards by submitting DAS Form to the Joint Apprenticeship Committee of the craft or trade in the area of the site. g. Registration of Contractor: All contractors and subcontractors must comply with the requirements of Labor Code Section 1771.1(a), pertaining to registration of contractors pursuant to Section 1725.5. Bids cannot be accepted from unregistered contractors except as provided in Section 1771.1. This project is subject to compliance monitoring and enforcement by the Department of Industrial Relations. After award of the contract, Contractor and each Subcontractor shall furnish electronic payroll records directly to the Labor Commissioner in the manner specified in Labor Code Section 1771.4.
Prevailing Wage and DIR Requirement: Awarding agencies are not required to submit the notice of contract award through DIR’s PWC-100 system on projects that fall within the small project exemption. The small project exemption applies for all public works projects that do not exceed:
$25,000 for new construction, alteration, installation, demolition or repair $15,000 for maintenance
If the project meets or exceeds these amounts, the City and the Contractor are required to register the project with the California Department of Industrial Relations. h. Payroll Records: Contractor and any Subcontractor(s) shall comply with the requirements of Labor Code Section 1776. Such compliance includes the obligation to furnish the records specified in Section 1776 directly to the Labor Commissioner in an electronic format, or other format as specified by the Commissioner, in the manner provided by Labor Code Section 1771.4.
The requirements of Labor Code Section 1776 provide, in summary:
i. Contractor and any Subcontractor(s) performing any portion of the work under this Contract shall keep an accurate record, showing the name, address, social security number, work classification, straight time and overtime hours worked each day and week, and the actual per diem wages paid to each journeyman, apprentice, worker, or other employee employed by Contractor or any Subcontractor(s) in connection with the work.
ii. Each payroll record shall contain or be verified by a written declaration that it is made under penalty of perjury, stating both of the following:
1. The information contained in the payroll record is true and correct.
2. The employer has complied with the requirements of Labor Code Sections 1771, 1811, and 1815 for any work performed by his or her employees in connection with the Contract.
iii. The payroll records shall be certified and shall be available for inspection at the principal office of Contractor on the basis set forth in Labor Code Section 1776.
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iv. Contractor shall inform City of the location of the payroll records, including the street address, city and county, and shall, within five (5) working days, provide a notice of any change of location and address of the records. v. Pursuant to Labor Code Section 1776, Contractor and any Subcontractor(s) shall have ten (10) days in which to provide a certified copy of the payroll records subsequent to receipt of a written notice requesting the records described herein.
In the event that Contractor or any Subcontractor fails to comply within the ten (10) day period, he or she shall, as a penalty to City, forfeit one hundred dollars ($100), or a higher amount as provided by Section 1776, for each calendar day, or portion thereof, for each worker to whom the noncompliance pertains, until strict compliance is effectuated. Contractor acknowledges that, without limitation as to other remedies of enforcement available to City, upon the request of the Division of Apprenticeship Standards or the Division of Labor Standards Enforcement of the California Department of Industrial Relations, such penalties shall be withheld from progress payments then due Contractor. Contractor is not subject to a penalty assessment pursuant to this section due to the failure of a subcontractor to comply with this section.
vi. Contractor and any Subcontractor(s) shall comply with the provisions of Labor Code Sections 1771 et seq., and shall pay workers employed on the Contract not less than the general prevailing rates of per diem wages and holiday and overtime wages as determined by the Director of Industrial Relations. Contractor shall post a copy of these wage rates at the job site for each craft, classification, or type of worker needed in the performance of this Contract, as well as any additional job site notices required by Labor Code Section 1771.4(b). Copies of these rates are on file at the principal office of City’s representative, or may be obtained from the State Office, Department of Industrial Relations (“DIR”) or from the DIR’s website at www.dir.ca.gov. If the Contract is federally funded, Contractor and any Subcontractor(s) shall not pay less than the higher of these rates or the rates determined by the United States Department of Labor.
33. Work Hour Penalty: Eight (8) hours of labor constitute a legal day's work, and forty hours constitute a legal week's work. Pursuant to Section 1813 of the Labor Code of the State of California, the Contractor shall forfeit to the City Twenty Five Dollars ($25) for each worker employed in the execution of this Contract by the Contractor or by any subcontractor for each calendar day during which such worker is required or permitted to work more than the legal day's or week's work, except that work performed by employees of said Contractor and subcontractors in excess of the legal limit shall be permitted without the foregoing penalty upon the payment of compensation to the workers for all hours worked in excess of eight (8) hours per day of not less than 1-1/2 times the basic rate of pay.
34. Wage Rate Penalty: Contractor and any Subcontractor(s) shall comply with the provisions of Labor Code Section 1775. Contractor and any Subcontractor(s) shall be subject to a penalty in an amount up to $200, or a higher amount as provided by Section 1775, for each calendar day, or portion thereof, for each worker paid less than the prevailing wage rates for any work done by Contractor or Subcontractor(s) under Contract.
35. Apprentices: The Contractor acknowledges and agrees that, if this Contract involves a dollar amount greater than or a number of working days greater than that specified in Labor Code Section 1777.5, this Contract is governed by the provisions of Labor Code Section 1777.5. It shall be the responsibility of the Contractor to ensure compliance with this Article and with Labor Code Section 1777.5 for all apprenticeable occupations.
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Pursuant to Labor Code Section 1777.5 if that Section applies to this Contract as indicated above, the Contractor and any subcontractors under him employing workers in any apprenticeable craft or trade in performing any work under this Contract shall apply to the applicable joint apprenticeship committee for a certificate approving the Contractor or subcontractor under the applicable apprenticeship standards and fixing the ratio of apprentices to journeymen employed in performing the work.
Pursuant to Labor Code Section 1777.5 if that Section applies to this Contract as indicated above, the Contractor and any subcontractor under him may be required to make contributions to the apprenticeship program.
36. The Contractor and all subcontractors under him shall comply with Labor Code Section 1777.6 which Section forbids certain discriminatory practices in the employment of apprentices.
37. Receiving and Inspection: Deficient parts will be rejected, and the Contractor will be required to make the necessary adjustments or replacements. It shall be the Contractor’s responsibility to pick up any rejected parts, make the necessary corrections, and deliver materials at no additional cost to the City.
38. Substitutions: The Contractor is required to meet all specifications and requirements contained herein. No substitutions will be accepted without prior City written approval.
39. Usage: No guarantee is given by City to Contractor regarding usage of this Contract. Usage figures, if provided, are approximations. Contractor agrees to supply services and/or commodities requested, as needed by City of Anaheim, at rates/prices listed in Contract, regardless of quantity requested.
40. Usage Reports: Contractor shall submit usage reports on an annual basis to the Assigned Buyer.
The usage report shall be in a format specified by the City and shall be submitted 90 days prior to the expiration date of Contract term, or any subsequent renewal term, if applicable.
Signature Page follows
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CONTRACT SIGNATURE PAGE
IN WITNESS WHEREOF, the Parties hereto have caused this Contract to be executed on the dates hereinafter respectively set forth.
CITY OF ANAHEIM
a municipal corporationDATE OF EXECUTION:
By:
Kari Bouffard, Purchasing Agent
PADCOR* DATE OF EXECUTION:
By:
Title:
Printed Name:
PADCOR*DATE OF EXECUTION:
By:
Title:
Printed Name:
APPROVED AS TO FORM:
ROBERT FABELA, CITY ATTORNEYATTEST:
By:
City Clerk of Anaheim
By:
Title:
Printed Name:
* If the contracting party is a corporation, (2) two signatures are required: one (1) signature by the Chairman of the Board, the President or any Vice President; and one (1) signature by the Secretary, any Assistant Secretary, the Chief Financial Officer or any Assistant Treasurer. The signature of one person alone is sufficient to bind a corporation, as long as he or she holds corporate offices in each of the two categories described above. For City purposes, proof of such dual office holding will be satisfied by having the individual sign the instrument twice, each time indicating his or her office that qualifies under the above-described provision. In the alternative, a single corporate signature is acceptable when accompanied by a corporate resolution demonstrating the legal authority of the signee to bind the corporation.
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ATTACHMENT A
SCOPE OF WORK
I. GENERAL INFORMATION
The City of Anaheim (City) owner and operator of the Anaheim Convention Center (ACC), the largest exhibition facility on the West Coast, hosts hundreds of events annually and welcomes over one million visitors each year. To effectively communicate event information to convention attendees and the local community, the ACC utilizes a theme tower and its electronic Readerboard located at the Katella Avenue entrance.
The Contractor is to Remove and Replace the Readerboard LED System at the Anaheim Convention Center per the specifications attached hereto.
II. CONTRACTOR REQUIREMENTS
A. No changes shall be made to the specifications unless authorized by the City in writing.
B. The City shall have the right to make reasonable changes at any time, if no cost is associated with those changes, to the aforesaid specifications including drawings that are a part thereof or made a part thereof by reason of the changes.
C. Upon request, copies of all performance tests shall be furnished to the City. The manufacturer shall furnish to the City, if requested and at no additional cost.
D. The Contractor shall assume all responsibility for the safe delivery of equipment to the City’s identified destination. Title shall not pass until the Readerboard LED system is operational and has been inspected, and tested to the satisfaction of City E. The equipment shall be protectively packaged for shipment to mitigate the risks to handling such as impacts, atmospheric conditions such as excessive heat and moisture control, and any and all other shipping risks.
F. The equipment shall be fitted with a suitable skid, if necessary, to facilitate handling and shipping protection.
G. Prior to shipment, the Contractor shall inform the City of the estimated time in shipment, routing, shipping company name and PRO number, if shipped by common carrier. The City shall be given an acknowledged 48-hour notice before any shipment of said material.
Delivery must be made on an open flatbed truck and shall be delivered to the City’s designated location.
H. The City shall not be deemed to have accepted the equipment until it has conducted sufficient tests to enable it to determine the equipment meets all the requirements of the City’s specifications.
I. Legal and Best Practice Requirements:
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1. Be self-informed, abide by, and comply with all, current and applicable, local, county, state, federal or other legal requirements and best practices at all times.
2. Do not cause, allow to be caused, or permit the continuance of any violation of any legal requirements or best management practices.
3. Be responsible and bear all associated costs should any work be performed in contrary to any laws, ordinances, codes, rules, or regulations.
J. Specifications Conflict
1. All applicable laws, ordinances, codes, and local building codes govern over any drawings, City of Anaheim written specifications, and referred to specifications.
2. Any issued addendums shall govern over its predecessor.
3. Any conflicts between the requirements of the specification, related specifications, addendums, purchase orders, master agreements, or drawings, shall be referred to City for clarification prior to proceeding with any work of the effected equipment or components thereof.
4. City will determine precedence in the event of any conflict or ambiguity.
K. Environmental Requirements
1. Comply with all applicable local, state, federal regulations and requirements.
2. Transport, store, apply, dispose of all hazardous materials as required by law.
3. Supply, if necessary, a trash container, for non-hazardous materials only.
4. Remove from the work site and properly dispose of all spent materials, hazardous materials, debris, and the like on a daily basis. Do NOT accumulate waste materials unless CR otherwise allows.
5. Do not reuse any removed materials unless CR so authorizes.
6. Provide dust control measures when dust is expected to be generated.
7. Coordinate with CR regarding special consideration as permits may be required.
L. Damages
1. Protect materials, products, and facilities against damage at all times.
2. Make repairs, at Contractor’s sole expense, for Contractor-attributed damages within 5 calendar days. Contractor’s failure to make repairs within time allowance may cause City to make repairs and chargeback Contractor or deduct from invoices due plus administrative costs.
M. Safety and Protection
1. Note it is Contractor’s responsibility to be fully self-informed regarding all legal and industry standard requirements regarding all applicable safety requirements.
2. Report, immediately, all safety concerns, incidents, or accidents to the CR.
3. Exercise all necessary and reasonable precautions regarding safety of persons and property in performance of the contract requirements and while on site.
4. Ensure an adequate number of workers are onsite to ensure adequate safety.
5. Provide all necessary signage, barricades, safety tapes, cones, plates, etc.
6. Maintain clear access to all entries and exits.
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7. Provide a 24/7 call number for emergencies.
N. Security
1. Provide temporary security measures for the work site, to secure all equipment and materials and discourage theft, vandalism, and unauthorized entry by public.
2. Do not admit any person into the work area who is not an employee of City, Contractor, or subcontractor. Install temporary perimeter and/or safety barricades.
Coordinate with CR.
3. Wear identification at all times, which shall be furnished by Contractor.
O. Delivering, Staging, Removing of Materials and Equipment
1. Deliver and store materials or equipment as CR directs.
2. Provide a secured container/area for any staged materials or equipment at Contractor’s sole expense; Contractor is responsible for any loss thereof.
3. Remove materials, tools, and equipment immediately after completion of project.
P. General Equipment, Product, Materials Specifications
1. Ensure that all equipment, materials, supplies, and consumables meet or better all applicable manufacturer’s published specifications and industry standards corresponding to required work.
2. Use only brand new, factory-sealed products unless CR authorizes otherwise.
Q. Quality Assurance
1. Perform all work according to all current applicable codes, manufacturer’s specifications, industry-standards, and to the highest quality commensurate with required work.
2. Ensure that all work is done only by experienced and professional personnel.
3. Ensure that all work properly and neatly fits the adjacent existing materials.
R. Closeout Procedures
1. Notify CR, in writing, that work has been inspected, is in compliance with Specifications, and ready for CR’s review.
2. Note that CR alone will determine project completion status.
S. Unsatisfactory Work
1. City will NOT pay for any unsatisfactory work.
2. City may utilize alternate sources to correct any Contractor-attributed deficiency that Contractor fails to correct within 5 calendar days of notice and City will deduct from Contractor’s payment the total cost including City overhead costs.
T. Payments
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1. See Bid Terms and Conditions point #17 Payment Terms for additional detail.
2. Note that payments will NOT be made for any unsatisfactory work until corrected.
3. Note City may exercise the following measures should Contractor fail to correct any deficiencies within 5 calendar days of notification, or as directed by CR:
A. Deduct amount from Contractor’s payment needed to correct deficiencies.
B. Utilize City forces or an alternate source, to correct the deficiency and deduct from Contractor’s payment the total cost, including City overhead.
Specifications:
U. General- Specifications and Scope of Work
1. Provide all materials, tools, equipment and everything else necessary to perform the work per as specified herein.
2. Include minor items, which are obliviously and reasonably necessary to complete work, and usually included in similar work even though not specifically mentioned in these specifications.
3. Note that no additional compensation will be allowed due to misunderstanding as to the amount of work involved or lack of knowledge of any existing conditions that could have been discovered or reasonably anticipated prior to submitting proposal.
4. Note that the City will provide access to all work areas.
5. All items must meet or better all applicable Federal, State, and local requirements and all applicable OEM requirements.
6. Brand new factory sealed equipment only. No refurbished, used, or previously sold equipment.
7. Contractor is required to provide training to City Staff at no charge. The amount of training time to be provided shall be no less than sixteen (16) hours.
8. When proposing an item believed to be equal to or better vendor must provide sufficient supporting data. The City will determine whether the proposed item is equal or better. Determination of the acceptability of any product offered shall be solely at the discretion of the City of Anaheim
9. Replace two (2) existing LED signs located at Anaheim Convention Center Katella Ave theme tower.
10. Remove and recycle (dispose) of two (2) existing signs, furnish and install new signs including finishing treatments to provide a finished appearance per Section 2.02.7 below.
11. Provide all electrical and paint work as required to complete the work.
12. Note: The LED display manufacturer to have, at least, five years’ experience in the production/installation of large scale, outdoor digital signage.
13. Work must begin within seven (7) calendar days after receipt of all material and approval to begin has been given by City in writing. Work must be completed within fourteen (14) calendar days after work has begun unless an extension has been requested and approved by City in writing. City has the sole right to delay start date and/or allow additional time for completion.
14. Measurements for General Context Only. All Measurements must be field verified.
Design subject to change dependent on field measurements. If applicable, all structural supports and engineering to be provided by supplier.
15. Remove and Reface
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16. Remove and recycle (dispose) dimensional letters on screen bands and prep/resurface/reface/refinish surface to match existing finish.
17. New Letters
A. Provide and install 14 gauge, 304 stainless steel, channel lit/halo lit, letters to match typeface of existing letters on adjacent building, stood off 1.5” for halo illumination. Font shall be Scala Sans regular. Install the signage in the same location as the current letters. Approximate dimensions: Anaheim: 15” H x 120” W, Convention: 11” H x 120” W, Center: 11” H x 63” W, total height with spacing: 48” Contractor must obtain final artwork proof approval from CR before production and installation.
18. New Screen(s)
A. Replace screens within existing structure, with Vantage LED Flex V-Series Outdoor 8mm, RGB 270 x1020 Double Face Full Color.
B. 8mm LED Exterior Display.
V. Project-Readerboard LED Replacement
1. Remove and discard two (2) existing LED displays.
2. Furnish & Install two (2) new Vantage LED Flex V-Series Outdoor 8mm, RGB 270 x1020 Double Face Full Color video displays, approximate size of 7’ x 26’6” to fit within the existing opening from the existing LED sign. Padcor to field verify size and display specifics.
3. Furnish & Install custom painted metal cladding to cover any gaps in opening of display.
4. Furnish & Install new headend control system to manage & play custom content on displays.
5. Connect & distribute primary electrical power to new displays. Note that existing electrical service panel is 600 amp, 120/208v, 3-phase, 5 wire.
6. Repair all damaged metal cladding and trim.
7. Repaint all existing green paint to Sherwin Williams Endless Sea - SW 9150.
8. Repaint all existing white paint to Sherwin Williams Silverpointe – SW 7653.
9. All paint application to adhere to the following:
A. Lay down protection for landscaping and concrete in work area.
B. Sand the complete structure.
C. Pressure-wash complete structure, where applicable, ensuring not to damage electronics.
D. Prime all metal with Rust-Oleum Metal Max primer.
E. Spray, or hand roll, unit with 2 coats of Metal Max primer. Follow all product applications.
F. Please note that the perforated metal needs to be rolled due to the electronic equipment inside the unit.
G. Clean-up all areas.
H. Provide City with two (2) 5 gallon buckets of each finish color.
10. Remove and dispose dimensional letters and prep/resurface/reface/refinish surface to match existing structure.
11. Provide and install new 14-gauge 304 stainless steel, channel lit/halo lit reverse channel letters to match the typeface of existing letters on adjacent building, stood off 1.5” for halo illumination. Font shall be Scala Sans regular.
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12. Ensure that both display panels can display the same image simultaneously.
13. Provide (7) seven-year Parts warranty and (5) five years full-service warranty on all work performed and equipment provided from date of project acceptance.
14. Furnish signed & sealed engineering attachment drawings for all work.
15. LED minimum specifications:
A. Pixel configuration - RGB 3 in 1 SMD LED (true resolution) B. Minimum resolution – 8mm
C. Minimum brightness – 8,000 nits
D. Lifetime (.5 brightness) – 100,000 hours
E. Processing – 22 bit
F. Color Temperature – 3,000*-10,0000* kelvin (adjustable) G. Color Capacity – 16 bit
H. LED Refresh Rate – 3,840 hertz
I. Certifications – Underwriters Laboratories (UL)
W. System Performance Requirements
1. Ensure that the new head-end control system is fully functional and accessible from a remote location via web-based software and if applicable provide all required software and hardware necessary to operate/program the signs.
2. Make all necessary connections to the City provided fiber optic line for the communication between the sign and the to-be-determined remote location at the ACC.
3. Provide software training upon installation and continued technical support (at no additional charge) during the warranty period and any subsequent extended warranty period.
4. Ensure that the software to contain the following features:
A. User Authentication
B. Advanced Scheduling
C. Create and Preview Content
D. Zoning Configuration
E. Transitions
F. Time/date/temp capability
G. Dynamic Text
H. Multiple File Types, including video (jpg, mpeg, wmv, mov, fiv) I. Content Reporting
J. Non-proprietary to the LED board company.
5. Register all software licenses, security fixes and upgrades under owner (City of Anaheim) information necessary for appropriate control of the system for the contracted period and the extended warranty period if the owner adds on service.
Contact CR if additional information is needed.
6. Include SM Infinity, Vantage's proprietary cloudware, at no additional cost for the lifetime of the sign, which includes regular software updates.
7. Include a five-year (5) Vantage custom content creation package, with the option for the City to extend the service at an additional cost upon expiration..
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X. Submittals
1. Product Data: Material descriptions, construction details, finishes, installation details, and operating instructions for sign programming. Provide this information with your proposal submittal.
2. Shop Drawings: Furnish signed & sealed engineered attachment drawings for new displays. Provide upon start of project.
3. Head-end Control System: Show location and details for installing operator components, switches, and controls. Indicate electrical characteristics, and mounting arrangements.
4. Wiring Diagrams: Detail wiring for power and control systems.
5. Maintain a control set of Plans and Specifications on the project site at all times. All final locations determined in the field, and any deviations, shall be marked in red on the control set to show the as-built conditions. Upon completion of all work, the Contractor shall return the control set to the City Representative. Final payment will not be made until this requirement is met.
6. Make all authorized alterations affecting the requirements and information given on the approved plans. Do not make any changes on any plan or drawing after the same has been approved by the City Representative, except by direction of the City Representative in writing.
7. Product Certificates: Submit letter signed by manufacturer certifying that LED sign to be furnished on this project complies with the requirements of the specification.
8. LEED: Submit statement of recycled content, calculated in accordance with the current version of LEED, verifying whether or not the proposed materials contain sufficient recycled content to achieve material resource credits MR 4.1 and MR 4.2. Statement should clearly identify the percentage of pre-consumer and percentage of post consumer content.
Y. Quality Assurance
1. Installer Qualifications: An experienced installer who is certified in writing by the LED sign manufacturer as qualified to install the manufacturer's product for work similar in material, design, and extent to that indicated for this project.
2. Electrical Components, Devices, and Accessories: Listed and labeled as defined in NFPA 70, Article 100, by a testing agency acceptable to authorities having jurisdiction, and marked for intended use. Include in plan set.
Z. Project Conditions
1. Verify openings and storage arrangements by field measurements before fabrication and indicate measurements on Shop Drawings.
2. Coordinate fabrication schedule and construction progress with CR to avoid delaying the work.
AA. Delivery, Storage, and Handling
1. Deliver materials in protected factory-sealed packaging.
2. Deliver materials in order as required by schedule for installation.
City of Anaheim
Convention Center
Remove and Replace Readerboard LED
System at the Anaheim Convention Center
106-498332
3. Handle materials in accordance with manufacturer's instructions.
4. Note that City will provide a staging area; however, Contractor is wholly responsible for all materials, equipment, tools, and the like whether staged, stored, transported, or installed prior to City’s final acceptance of the project.
BB. Warranty and Service
1. Provide five (5) years of full-service warranty to include all labor and materials (all equipment, including processors, controllers, operating systems, and software) for five (5) years from date of project acceptance with an additional (2) years of comprehensive parts warranty.
2. Have a technician onsite within a response time of 48 hours, 7 days a week to repair units during any warranty period.
3. Supply direct contact information of at least one local authorized service agent or employee for servicing and repair of all equipment during the warranty period.
4. Make repairs of all malfunctions and defects during the warranty period.
5. If vendor is unable to replace a part because the part has been discontinued by the manufacture and no direct replacement is available, the vendor is responsible for refurbishing/repairing any failed parts.
6. Provide quarterly preventative maintenance that should include all regular maintenance of LED displays, parts replacement where required, and a complete written report of all findings to CR. Schedule to be coordinated with CR.
7. Provide engineered drawings.
8. Pull all required permits.
9. Upon completion of installation, system shall be free of defects and deficiencies and conform to the drawings and specifications with respect to the quality, function, and characteristics.
CC. Cleaning and Protection
1. Clean soiled surfaces on completing installation of signs, to remove dust, adhesives, and other foreign materials according to manufacturer's written instructions.
2. Provide final protection and maintain conditions, in a manner acceptable to manufacturer and installer that ensure signs are without damage or deterioration at time of substantial completion.
3. Replace components that cannot be cleaned and/or repaired, in a manner approved by CR, before time of substantial completion.
DD. Demonstration
1. Engage a factory-authorized service representative to train owner's maintenance personnel to troubleshoot, service, adjust, operate, and maintain owner-maintainable components. Training must be done onsite.
2. Provide onsite demonstrations of testing, adjusting, and replacing damaged or malfunctioning operable components.
City of Anaheim
Convention Center
Remove and Replace Readerboard LED
System at the Anaheim Convention Center
106-498332
ATTACHMENT B
PRICNG, PAYMENT AND COMPENSATION
1. Compensation: This is a fixed fee Contract between City and Contractor to Remove and Replace the Readerboard LED System at the Anaheim Convention Center per Attachment A, “Scope of Work”.
Contractor agrees to accept the specified compensation as set forth in this Contract as full payment for performing all services and furnishing all staffing and materials required, for any reasonably unforeseen difficulties which may arise or be encountered in the execution of the services until acceptance, for risks connected with the services, and for performance by Contractor of all its duties and obligations hereunder. Contractor shall only be compensated as set forth herein for equipment, supplies, and accessories provided in accordance with the Scope of Work. City shall have no obligation to pay any sum in excess of the fixed rates specified herein unless authorized by amendment in accordance with Articles “C” Amendment and “P” Changes, of the City’s Contract Terms and Conditions.
2. Pricing List: Fees quoted below shall be all inclusive of all labor, services, skills, supervision, delivery, mileage, fuel surcharge, travel time, materials, necessary tools, routine equipment and for any unreasonably unforeseen difficulties which may arise or be encountered in the execution of the services until acceptance, for risks connected with the services, and for performance by the Contractor of all its duties and obligations hereunder.
Unit of
Measure Price Quantity Total Price
Lump sum cost to remove, furnish, and install
readerboard LED system, displays, and letter signage:
Vantage LED Flex V-Series Outdoor 8mm, RGB 270
x1020 Double Face Full Color, minimum 8mm SMD LED
display, approximate size of 7’ x 26’6”, Remove
dimensional letters, refinish and repaint structure,
provide and install new 14-gauge 304 stainless steel,
channel lit/halo lit reverse channel letters, training, 5 year Full Service and parts Warranty with an additional (2) two years of warranty on parts, and all applicable
software and hardware. Per RFP Specifications.
Lump sum $294,382.00 1 $294,382.00
Additional as needed repairs: Labor, additional work
beyond the original SOW (as authorized by City
Representative (CR). Pricing per person by trade, per
hour, to be inclusive of labor, tools, equipment, truck, etc.
Hour $145.00 1 $145.00
Additional as needed repairs: Trip Charge, for
additional work beyond the original SOW as authorized
by CR (this is the amount for the round-trip costs per
day, per job; no fuel surcharges, no mileage rates).
Round Trip $275.00 1 $275.00
City of Anaheim
Convention Center
Remove and Replace Readerboard LED
System at the Anaheim Convention Center
106-498332
Additional as needed: SERVICE CHARGE MINIMUM: for
additional work beyond the original SOW as authorized
by CR (this is the minimum dollar amount for the
contractor to come on-site to perform work; once the
actual amount of work exceeds this minimum, then the
above rates will apply instead.
LOT $750.00 1 $750.00
Additional as needed Repairs: MATERIALS: for
additional work beyond the original SOW as authorized
by CR. List price plus markup.
Percentage
Markup 25% 25%
3. Firm Discount and Pricing Structure: Contractor guarantees that prices quoted are equal to or less than prices quoted to any other local, State or Federal government entity for services of equal or lesser scope. Contractor agrees that no price increases shall be passed along to City during the term of this Contract not otherwise specified and provided for within this Contract.
4. Payment Terms – Payment in Arrears: Invoices are to be submitted in arrears to the user agency/department to the ship-to address, unless otherwise directed in this Contract. Contractor shall reference Contract number on invoice. Payment will be net 30 days after receipt of an invoice in a format acceptable to City of Anaheim and verified and approved by the agency/department and subject to routine processing requirements. The responsibility for providing an acceptable invoice rests with Contractor.
Billing shall cover services and/or goods not previously invoiced. Contractor shall reimburse City of Anaheim for any monies paid to Contractor for goods or services not provided or when goods or services do not meet Contract requirements. Payments made by City shall not preclude the right of City from thereafter disputing any items or services involved or billed under this Contract and shall not be construed as acceptance of any part of the goods or services.
5. Taxpayer ID Number: Contractor shall include its taxpayer ID number on all invoices submitted to City for payment to ensure compliance with IRS requirements and to expedite payment processing.
6. Payment – Invoicing Instructions: Contractor will provide an invoice on Contractor’s letterhead for goods delivered and/or services rendered. In the case of goods, Contractor will leave an invoice with each delivery. Each invoice will have a number and will include the following information:
a. Contractor’s name and address
b. Contractor’s remittance address, if different from 1 above c. Contractor’s Taxpayer ID Number
d. Name of City Agency/Department
e. Delivery/service address
f. Contract # MA 106-498332
g. Agency/Department’s Account Number
h. Date of order
i. Product/service description, quantity, and prices
j. Sales tax, if applicable
k. Freight/delivery charges, if applicable
l. Total