February 12, 2024
Damien Obid
City of Cotati
201 W Sierra Ave
Cotati, CA 94931
[email protected]
re: Cotati – City Council Chamber AV Upgrades
Proposal for AV Consulting Services
Dear Damien,
Thank you for inviting The Shalleck Collaborative, Inc. (The SC) to join your design team for AV system upgrades to the council chambers. In response to your request, we are pleased to submit the following proposal for Audio Visual (AV) consulting services. If authorized to proceed, this proposal would become the agreement or the scope of work attachment to a formal agreement based on standard City documents.
The project will likely require some electrical engineering scope. Electrical engineering services are not included in our proposal, but we can make recommendations for a suitable firm if desired.
Proposed Approach
We have honed our approach to the design of City Council chambers over the years. At the core of our method is stakeholder engagement. We conduct initial interviews with all stakeholders to fully understand expectations and discuss solutions. As we move through design, we conduct ongoing review sessions to ensure we’re on track and on budget. Parallel to those efforts, we arrange for any necessary hardware demonstrations, so the users will have a clear understanding of how they’ll use the system.
Finally, we assist with bid interviews and site walks to ensure the selected AV integrator will deliver the project as desired.
Project Description
This proposal assumes the project to include renovations and upgrades to the existing council chambers AV systems. The project will be administered as a city-funded, design-bid-build project and under the jurisdiction of the local authorities.
Scope of Work
Field of Responsibility
The SC’s work will be in two basic areas of consultation: architectural and engineering aspects that affect AV systems, and actual design of AV systems. Typical architectural and engineering guidance includes:
▪ Audience chamber sightline confirmation for video displays ▪ Structural, mechanical, and electrical criteria for AV operation and systems accommodations Cotati City Council Chambers February 12, 2024
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AV Systems Documentation
This proposal includes planning, criteria, design and oversight as described below for the following AV Systems:
Council Chambers/Broadcast Room
▪ New Systems:
o Complete HD broadcast system with switcher/router/cameras/controls/CG/etc. o Virtual/hybrid digital meeting integration (WebEx/Zoom/Teams/etc.) o Wireless microphones
o Speaker timer systems
o Cabling infrastructure & consolidated AV rack
o Training/Warranty/SLA package
▪ Reused Systems:
o IP-based HDMI video switcher & Flat Panel Displays
o Audio systems
▪ Dias microphone systems
▪ Room speakers
▪ Audio DSP
o Control system
▪ New touchpanels
o Agenda management platform/streaming
o Assistive Listening systems
Related Services Limits
Related structural support elements shall be the responsibility of a Structural Engineer, engaged under the awarded contractor.
The AV equipment will be specified in Division 27 of the specifications. All related electrical design, components and services that control or fall under Division 26 shall be the responsibility of the Electrical Engineer. For low voltage systems, this proposal includes specification of wiring devices, point to point diagrams, infrastructure criteria, AV conduit size & wire types, but not design or documentation of the Div. 26 infrastructure such as electrical conduit size and route, power wire, back boxes, or any power systems.
This proposal assumes that all building-integrated systems are designed, coordinated, documented and bid within the base building design and construction process.
The SC will not be providing services in acoustics or noise isolation or tel/data/IT in this scope of work.
Professional stamping and representation to building agencies is not included in this scope of work. In our experience, professional stamping of AV systems documents is not normally required by building agencies.
Design Phase
Based upon a written authorization, we will provide the following services during the Design phase of the project:
Cotati City Council Chambers February 12, 2024
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Design: Within our field of responsibility, we will develop a design in the areas for which we are responsible. We will work within the context of the project to determine the best use of available resources with the intent of maximizing aesthetic impact and system functionality. Review and advice will take place in meetings as outlined below and be issued in the form of written memoranda and sketches as required.
Engineering Accommodations: We will provide guidance on the required engineering accommodations. Review and advice will take place in meetings as outlined below and be issued in the form of sketches and written reports and memoranda.
AV Systems Narrative: We will provide a narrative that outlines the approach to be taken for AV systems within our field of responsibility.
AV Systems Budget Recommendations: We will provide budget recommendations for the systems in our scope.
AV Systems Documentation: We will provide four milestone drawings and specifications sets.
Deliverables will include contract document -level documents that shall set forth in detail the systems within our field of responsibility, sufficient to bid and construct the systems, and to be used for coordination with other Consultants.
Drawings will be developed in the current release of AutoCAD or Revit and specifications will be in standard CSI format. Documents will be provided electronically only.
Review: We will provide a thorough review of one preliminary set and the final set of drawings to aid in the overall coordination of the documents. Recommendations will be provided in a written report and/or marked-up drawings.
Meetings: Meetings and related travel during the Design phase of the project within this proposal are limited to:
▪ Two partial days of meetings in Cotati, CA
▪ Virtual meetings as needed
Agency Review/Bidding
Agency Review: We will be available by telephone to answer questions from the Building Agency within our field or responsibility. Agency meetings or exhaustive code analysis will be considered an additional service.
Bidding: We will answer bid questions, review bids and advise the Client as to their completeness relative to the bid documents.
Pre-Bid Meeting: Meetings and related travel during the Bidding phase of the project within this proposal are limited to:
▪ One pre-bid meeting in Cotati, CA
Redesign: Should it be necessary to invoke substantial redesign of the systems for which we are responsible due to the receipt of bids over the Client’s approved budget and contingency for those Cotati City Council Chambers February 12, 2024
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systems, we will provide revised documents at no additional cost. Any redesign efforts due to overages outside of our systems responsibility, or revisions in their criteria or scope based on other Consultants work will be considered an additional service.
Construction Administration Phase
Based upon the successful award of the contract for construction and authorization to proceed, we will provide construction administration services as outlined herein within our field of responsibility.
RFI’s, bulletins and change orders: We will respond to issues that arise within our field of responsibility.
Shop Drawings: Within 10 business days after receipt, we will review and stamp up to two submissions of shop drawings for each specification section we author. We will review shop drawings of systems directly related or adjacent to system function such as structural and sprinkler layouts in AV spaces, mechanical and related electrical. For areas outside of our field, we will provide a letter of comments and/or mark-ups, but we will not stamp them.
Intermediate Site Visits: We will visit the site during construction at times appropriate to observe the work in progress in conformance with the design intent of the bid documents and to discuss and assist in coordinating solutions. We will provide a written report after each visit. Intermediate site visits and related travel within this scope of work will be limited to:
▪ Two partial personnel-day visits
We would highly recommend further intermediate visits, which are available as an additional service.
Final Checkouts: Based upon written notice from the Contractor that the work within our field is complete, we will provide a preliminary and a final checkout of systems in our scope. A written punchlist will be provided. Further backcheck of systems will be considered an additional service. We will include in our specifications a clause stating that if we are requested to review systems that are incomplete in actuality, the Contractor will be back charged for a repeat checkout. Checkout time will be limited to:
▪ Four personnel-days of checkout sessions
Project Schedule
This proposal assumes the following schedule, starting March 2024:
▪ Design 4 months
▪ Agency Review/Bid 2 months
▪ Construction Administration 6 months
Should this schedule be extended due to causes other than our own, our fees will be equitably adjusted.
Cotati City Council Chambers February 12, 2024
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Fees
Compensation for the services outlined herein will be billed on a fixed fee plus reimbursable expenses basis. Fees will be as follows. Expenses are not included in these fees.
Phase Shalleck Fee
▪ Design $13,500
▪ Agency Review/Bid $1,500
▪ Construction Admin $4,500
▪ Total Fee $19,500
The Shalleck Collaborative’s hourly rates for 2024 are as follows:
Employee Rate
▪ Principal $235-$325
▪ Project Manager and Systems Designer $195
▪ Draftsperson $150
These rates may be adjusted annually as of January 1st of each year. Invoices will be issued monthly and are due within 30 days.
Reimbursable Expenses
Reimbursable expenses are not included in the fee limits quoted above. Expenses will be billed at cost plus a 10% mark-up. Expenses typically include:
▪ Travel to meetings and the project site from Berkeley, CA ▪ Meals during meetings or site visits
▪ Exchange or cancellation fees for canceled or rescheduled meetings ▪ Printing/plotting costs and delivery charges
Expenses beyond of the number of printings or meetings/site visits as outlined above shall be billed as an additional service.
Additional Services
Services outside of those within this proposal will be considered additional and will not be provided unless authorized in writing by the Owner. They will be provided on a time and materials basis and billed at the rates listed above.
Termination
An agreement may be terminated by either party should the other party fail substantially to perform under the terms of the agreement, and after good faith has been extended by stipulating in writing that cause is immanent. Termination shall be effective ten working days after written notice is received.
Fees and expenses shall be paid to The SC through the time that termination becomes effective and shall include fees related to the orderly termination of this agreement including but not limited to Cotati City Council Chambers February 12, 2024
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demobilization, associated overhead costs and all other expenses directly resulting from the termination.
Ownership and Use of the Documents
All reports, drawings, specifications, computer files, field data, notes and other documents and instruments (collectively called “the documents”) prepared by The SC as instruments of service shall remain the property of The SC. The SC shall retain all common law, statutory and other reserved rights including copyright thereto. License to use and reprint the documents for use on this specific project by the Client shall be granted. No party outside of The SC may reuse or make any modification to the documents without the prior written authorization of The SC.
The Client shall agree, to the fullest extent permitted by law, to indemnify and hold harmless The SC, its officers, directors, employees and its subconsultants against any damages, liabilities or costs, including reasonable attorneys’ fees and defense costs, arising from or allegedly arising from or in any way connected with the unauthorized reuse or modification of the documents by the Client or any person or entity that acquires or obtains the documents from or through the Client without the written authorization of The SC.
Other Terms and Conditions
When included in The SC’s scope of services, budget recommendations are prepared on the basis of The SC’s experience and qualifications and represent The SC’s judgment as a professional generally familiar with the industry. However, since The SC has no control over the cost of labor, materials, administrative means, timing, equipment or services furnished by others, Contractors’ methods of determining prices, or competitive bidding or market conditions, The SC can not and does not guarantee that proposals, bids, or actual construction cost will not vary from The SC’s budget recommendations.
Record document services are not included in this proposal.
Neither warranty nor post occupancy services are included in this proposal.
Work with respect to the discovery, identification or remediation of hazardous materials is not included in this proposal.
We will not provide marketing or fundraising materials for the facility.
Cotati City Council Chambers February 12, 2024
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Authorization
If this proposal is accepted, please return one originally signed copy or forward an agreement of your making for our review and signature. If work is to begin prior to the execution of a contract, we will require a written authorization to proceed and letter of intent that references this proposal. Should an agreement not be reached for any reason after authorization to proceed is issued, all fees and expenses provided through the date of such resolution shall be paid to The SC.
We look forward to working with you.
Sincerely,
Ian Hunter, CTS-D
Principal, The Shalleck Collaborative, Inc.
Agreed:
Name, Title date