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CONSULTANT SERVICES AGREEMENT
Non-Design
THIS AGREEMENT (the "Agreement") is made as of June 20, 2023 by and between the City of Diamond Bar, a municipal corporation ("City") Western A/V; a California Corporation ("Consultant").
1. Consultant's Services.
Subject to the terms and conditions set forth in this Agreement Consultant shall provide to the reasonable satisfaction of the City the services set forth in the attached Exhibit “A”, which is incorporated herein by this reference. As a material inducement to the City to enter into this Agreement, Consultant represents and warrants that it has thoroughly investigated the work and fully understands the difficulties and restrictions in performing the work. Consultant represents that it is fully qualified to perform such consulting services by virtue of its experience and the training, education and expertise of its principals and employees.
Kenneth Desforges, Information Systems Director herein referred to as the “City’s Project Manager”, shall be the person to whom the Consultant will report for the performance of services hereunder. It is understood that Consultant shall coordinate its services hereunder with the City’s Project Manager to the extent required by the City’s Project Manager, and that all performances required hereunder by Consultant shall be performed to the satisfaction of the City’s Project Manager and the City Manager
2. Term of Agreement. This Agreement shall take effect June 20, 2023, and shall continue until June 30, 2024, unless earlier terminated pursuant to the provisions herein.
3. Compensation. City agrees to compensate Consultant for each service which Consultant performs to the satisfaction of City in compliance with the scope of services set forth in Exhibit "A". Payment will be made only after submission of proper invoices in the form specified by City. Total payment to Consultant pursuant to this Agreement shall not exceed Eighty Thousand two hundred twenty-eight and thirty-five cents ($80,228.35) without the prior written consent of the City. The above not to exceed amount shall include all costs, including, but not limited to, all clerical, administrative, overhead, telephone, travel and all related expenses.
4. Payment.
A. As scheduled services are completed, Consultant shall submit to City an invoice for the services completed, authorized expenses and authorized extra work actually performed or incurred.
B. All such invoices shall state the basis for the amount invoiced, including services completed, the number of hours spent and any extra work performed. 2 Professional Services – Non Design
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C. City will pay Consultant the amount invoiced the City will pay Consultant the amount properly invoiced within 35 days of receipt, but may withhold 30% of any invoice until all work is completed, which sum shall be paid within 35 days of completion of the work and receipt of all deliverables.
D. Payment shall constitute payment in full for all services, authorized costs and authorized extra work covered by that invoice.
5. Change Orders. No payment for extra services caused by a change in the scope or complexity of work, or for any other reason, shall be made unless and until such extra services and a price therefore have been previously authorized in writing and approved by the City Manager or his designee as an amendment to this Agreement.
The amendment shall set forth the changes of work, extension of time, if any, and adjustment of the fee to be paid by City to Consultant.
6. Priority of Documents. In the event of any inconsistency between the provisions of this Agreement and any attached exhibits, the provisions of this Agreement shall control.
7. Status as Independent Contractor.
A. Consultant is, and shall at all times remain as to City, a wholly independent contractor. Consultant shall have no power to incur any debt, obligation, or liability on behalf of City or otherwise act on behalf of City as an agent, except as specifically provided herein. Neither City nor any of its agents shall have control over the conduct of Consultant or any of Consultant's employees, except as set forth in this Agreement. Consultant shall not, at any time, or in any manner, represent that it or any of its agents or employees are in any manner employees of City.
B. Consultant agrees to pay all required taxes on amounts paid to Consultant under this Agreement, and to indemnify and hold City harmless from any and all taxes, assessments, penalties, and interest asserted against City by reason of the independent contractor relationship created by this Agreement. In the event that City is audited by any Federal or State agency regarding the independent contractor status of Consultant and the audit in any way fails to sustain the validity of a wholly independent contractor relationship between City and Consultant, then Consultant agrees to reimburse City for all costs, including accounting and attorney's fees, arising out of such audit and any appeals relating thereto.
C. Consultant shall fully comply with Workers' Compensation laws regarding Consultant and Consultant's employees. Consultant further agrees to indemnify and hold City harmless from any failure of Consultant to comply with applicable Worker's Compensation laws.
D. Consultant shall, at Consultant’s sole cost and expense fully secure and comply with all federal, state and local governmental permit or licensing requirements, 3 Professional Services – Non Design
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including but not limited to the City of Diamond Bar, South Coast Air Quality Management District, and California Air Resources Board.
E. In addition to any other remedies it may have, City shall have the right to offset against the amount of any fees due to Consultant under this Agreement any amount due to City from Consultant as a result of Consultant's failure to promptly pay to City any reimbursement or indemnification required by this Agreement or for any amount or penalty levied against the City for Consultant’s failure to comply with this Section.
8. Standard of Performance. Consultant shall perform all work at the standard of care and skill ordinarily exercised by members of the profession under similar conditions and represents that it and any subcontractors it may engage, possess any and all licenses which are required to perform the work contemplated by this Agreement and shall maintain all appropriate licenses during the performance of the work.
9. Indemnification.
Consultant shall indemnify, defend with counsel approved by City, and hold harmless City, its officers, officials, employees and volunteers ("Indemnitees") from and against all liability, loss, damage, expense, cost (including without limitation reasonable attorneys' fees, expert fees and all other costs and fees of litigation) of every nature arising out of or in connection with:
(1) Any and all claims under Workers’ Compensation Act and other employee benefit acts with respect to Consultant’s employees or Consultant’s contractor’s employees arising out of Consultant’s work under this Agreement; and
(2) Any and all claims arising out of Consultant's performance of work hereunder or its failure to comply with any of its obligations contained in this Agreement, regardless of City’s passive negligence, but excepting such loss or damage which is caused by the sole active negligence or willful misconduct of the City. Should City in its sole discretion find Consultant’s legal counsel unacceptable, then Consultant shall reimburse the City its costs of defense, including without limitation reasonable attorneys' fees, expert fees and all other costs and fees of litigation. The Consultant shall promptly pay any final judgment rendered against the Indemnitees. It is expressly understood and agreed that the foregoing provisions are intended to be as broad and inclusive as is permitted by the law of the State of California and will survive termination of this Agreement. Except for the Indemnitees, this Agreement shall not be construed to extend to any third party indemnification rights of any kind. (3) The Consultant's obligations to indemnify, defend and hold harmless the City shall survive termination of this Agreement.
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10. Insurance.
A. Consultant shall at all times during the term of this Agreement carry, maintain, and keep in full force and effect, with an insurance company authorized to do business in the State of California and approved by the City the following insurance:
(1) a policy or policies of broad-form comprehensive general liability insurance written on an occurrence basis with minimum limits of $1,000,000.00 combined single limit coverage against any injury, death, loss or damage as a result of wrongful or negligent acts by Consultant, its officers, employees, agents, and independent contractors in performance of services under this Agreement; (2) property damage insurance with a minimum limit of $500,000.00 per occurrence;
(3) automotive liability insurance written on an occurrence basis covering all owned, non-owned and hired automobiles, with minimum combined single limits coverage of $1,000,000.00; and
(4) Worker's Compensation insurance when required by law, with a minimum limit of $500,000.00 or the amount required by law, whichever is greater.
B. The City, its officers, employees, agents, and volunteers shall be named as additional insureds on the policies as to comprehensive general liability, property damage, and automotive liability. The policies as to comprehensive general liability, property damage, and automobile liability shall provide that they are primary, and that any insurance maintained by the City shall be excess insurance only.
C. All insurance policies shall provide that the insurance coverage shall not be non-renewed, canceled, reduced, or otherwise modified (except through the addition of additional insureds to the policy) by the insurance carrier without the insurance carrier giving City at least ten (10) days prior written notice thereof. Consultant agrees that it will not cancel, reduce or otherwise modify the insurance coverage and in the event of any of the same by the insurer to immediately notify the City.
D. All policies of insurance shall cover the obligations of Consultant pursuant to the terms of this Agreement and shall be issued by an insurance company which is authorized to do business in the State of California or which is approved in writing by the City; and shall be placed have a current A.M. Best's rating of no less than A-, VII.
E. Consultant shall submit to City (1) insurance certificates indicating compliance with the minimum insurance requirements above, and (2) insurance policy endorsements or a copy of the insurance policy evidencing the additional insured requirements in this Agreement, in a form acceptable to the City. 5 Professional Services – Non Design
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F. Self-Insured Retention/Deductibles. All policies required by this Agreement shall allow City, as additional insured, to satisfy the self-insured retention (“SIR”) and/or deductible of the policy in lieu of the Consultant (as the named insured) should Consultant fail to pay the SIR or deductible requirements. The amount of the SIR or deductible shall be subject to the approval of the City. Consultant understands and agrees that satisfaction of this requirement is an express condition precedent to the effectiveness of this Agreement. Failure by Consultant as primary insured to pay its SIR or deductible constitutes a material breach of this Agreement. Should City pay the SIR or deductible on Consultant’s due to such failure in order to secure defense and indemnification as an additional insured under the policy, City may include such amounts as damages in any action against Consultant for breach of this Agreement in addition to any other damages incurred by City due to the breach.
G. Subrogation. With respect to any Workers' Compensation Insurance or Employer's Liability Insurance, the insurer shall waive all rights of subrogation and contribution it may have against the Indemnitees.
H. Failure to Maintain Insurance. If Consultant fails to keep the insurance required under this Agreement in full force and effect, City may take out the necessary insurance and any premiums paid, plus 10% administrative overhead, shall be paid by Consultant, which amounts may be deducted from any payments due Consultant.
I. Consultant shall include all subcontractors, if any, as insureds under its policies or shall furnish separate certificates and endorsements for each subcontractor to the City for review and approval. All insurance for subcontractors shall be subject to all of the requirements stated herein.
11. Confidentiality. Consultant in the course of its duties may have access to confidential data of City, private individuals, or employees of the City. Consultant covenants that all data, documents, discussion, or other information developed or received by Consultant or provided for performance of this Agreement are deemed confidential and shall not be disclosed by Consultant without written authorization by City. City shall grant such authorization if disclosure is required by law. All City data shall be returned to City upon the termination of this Agreement. Consultant's covenant under this section shall survive the termination of this Agreement. Notwithstanding the foregoing, to the extent Consultant prepares reports of a proprietary nature specifically for and in connection with certain projects, the City shall not, except with Consultant's prior written consent, use the same for other unrelated projects.
12. Ownership of Materials. Except as specifically provided in this Agreement, all materials provided by Consultant in the performance of this Agreement shall be and remain the property of City without restriction or limitation upon its use or dissemination by City. Consultant may, however, make and retain such copies of said documents and materials as Consultant may desire.
13. Maintenance and Inspection of Records. In accordance with generally accepted accounting principles, Consultant and its subcontractors shall maintain 6 Professional Services – Non Design
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reasonably full and complete books, documents, papers, accounting records, and other information (collectively, the “records”) pertaining to the costs of and completion of services performed under this Agreement. The City and any of their authorized representatives shall have access to and the right to audit and reproduce any of Consultant's records regarding the services provided under this Agreement. Consultant shall maintain all such records for a period of at least three (3) years after termination or completion of this Agreement. Consultant agrees to make available all such records for inspection or audit at its offices during normal business hours and upon three (3) days' notice from the City, and copies thereof shall be furnished if requested.
14. Conflict of Interest.
A. Consultant covenants that it presently has no interest and shall not acquire any interest, direct or indirect, which may be affected by the services to be performed by Consultant under this Agreement, or which would conflict in any manner with the performance of its services hereunder. Consultant further covenants that, in performance of this Agreement, no person having any such interest shall be employed by it. Furthermore, Consultant shall avoid the appearance of having any interest which would conflict in any manner with the performance of its services pursuant to this Agreement.
B. Consultant covenants not to give or receive any compensation, monetary or otherwise, to or from the ultimate vendor(s) of hardware or software to City as a result of the performance of this Agreement. Consultant's covenant under this section shall survive the termination of this Agreement.
15. Termination. The City may terminate this Agreement with or without cause upon fifteen (15) days' written notice to Consultant. The effective date of termination shall be upon the date specified in the notice of termination, or, in the event no date is specified, upon the fifteenth (15th) day following delivery of the notice. In the event of such termination, City agrees to pay Consultant for services satisfactorily rendered prior to the effective date of termination. Immediately upon receiving written notice of termination, Consultant shall discontinue performing services, unless the notice provides otherwise, except those services reasonably necessary to effectuate the termination. The City shall be not liable for any claim of lost profits.
16. Personnel/Designated Person. Consultant represents that it has, or will secure at its own expense, all personnel required to perform the services under this Agreement. All of the services required under this Agreement will be performed by Consultant or under it supervision, and all personnel engaged in the work shall be qualified to perform such services. Except as provided in this Agreement, Consultant reserves the right to determine the assignment of its own employees to the performance of Consultant's services under this Agreement, but City reserves the right in its sole discretion to require Consultant to exclude any employee from performing services on City's premises.
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17. Non-Discrimination and Equal Employment Opportunity.
A. Consultant shall not discriminate as to race, color, creed, religion, sex, marital status, national origin, ancestry, age, physical or mental handicap, medical condition, or sexual orientation, in the performance of its services and duties pursuant to this Agreement, and will comply with all rules and regulations of City relating thereto.
Such nondiscrimination shall include but not be limited to the following: employment, upgrading, demotion, transfers, recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship.
B. Consultant will, in all solicitations or advertisements for employees placed by or on behalf of Consultant state either that it is an equal opportunity employer or that all qualified applicants will receive consideration for employment without regard to race, color, creed, religion, sex, marital status, national origin, ancestry, age, physical or mental handicap, medical condition, or sexual orientation.
C. Consultant will cause the foregoing provisions to be inserted in all subcontracts for any work covered by this Agreement except contracts or subcontracts for standard commercial supplies or raw materials.
18. Time of Completion. Consultant agrees to commence the work provided for in this Agreement within (90) days of being notified by the City to proceed and to diligently prosecute completion of the work within 120 calendar days from such date or as may otherwise be agreed to by and between the Project Manager and the Consultant.
19. Time Is of the Essence. Time is of the essence in this Agreement.
Consultant shall do all things necessary and incidental to the prosecution of Consultant's work.
20. Liquidated Damages. Consultant shall pay City, or have withheld from monies due it, as liquidated damages, the sum of 0 Dollars per day for each and every calendar day's delay in finishing the work within the time specified, including any written extensions which may be granted, in writing, in accordance with this Agreement.
21. Delays and Extensions of Time. Consultant's sole remedy for delays outside its control shall be an extension of time. No matter what the cause of the delay, Consultant must document any delay and request an extension of time in writing at the time of the delay to the satisfaction of City. Any extensions granted shall be limited to the length of the delay outside Consultant’s control. If Consultant believes that delays caused by the City will cause it to incur additional costs, it must specify, in writing, why the delay has caused additional costs to be incurred and the exact amount of such cost within 10 days of the time the delay occurs. No additional costs can be paid that exceed the not to exceed amount absent a written amendment to this Agreement. In no event shall the Consultant be entitled to any claim for lost profits due to any delay, whether caused by the City or due to some other cause.
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22. Assignment. Consultant shall not assign or transfer any interest in this Agreement nor the performance of any of Consultant's obligations hereunder, without the prior written consent of City, and any attempt by Consultant to so assign this Agreement or any rights, duties, or obligations arising hereunder shall be void and of no effect.
23. Compliance with Laws. Consultant shall comply with all applicable laws, ordinances, codes and regulations of the federal, state, and local governments.
24. Non-Waiver of Terms, Rights and Remedies. Waiver by either party of any one or more of the conditions of performance under this Agreement shall not be a waiver of any other condition of performance under this Agreement. In no event shall the making by City of any payment to Consultant constitute or be construed as a waiver by City of any breach of covenant, or any default which may then exist on the part of Consultant, and the making of any such payment by City shall in no way impair or prejudice any right or remedy available to City with regard to such breach or default.
25. Attorney's Fees. In the event that either party to this Agreement shall commence any legal or equitable action or proceeding to enforce or interpret the provisions of this Agreement, the prevailing party in such action or proceeding shall be entitled to recover its costs of suit, including reasonable attorney's fees and costs, including costs of expert witnesses and consultants.
26. Mediation. Any dispute or controversy arising under this Agreement, or in connection with any of the terms and conditions hereof, which cannot be resolved by the parties, may be referred by the parties hereto for mediation. A third party, neutral mediation service shall be selected, as agreed upon by the parties and the costs and expenses thereof shall be borne equally by the parties hereto. The parties agree to utilize their good faith efforts to resolve any such dispute or controversy so submitted to mediation. It is specifically understood and agreed by the parties hereto that mutual good faith efforts to resolve the same any dispute or controversy as provided herein, shall be a condition precedent to the institution of any action or proceeding, whether at law or in equity with respect to any such dispute or controversy.
27. Notices. Any notices, bills, invoices, or reports required by this Agreement shall be deemed received on (a) the day of delivery if delivered by hand during regular business hours or by facsimile before or during regular business hours; or (b) on the third business day following deposit in the United States mail, postage prepaid, to the addresses heretofore set forth in the Agreement, or to such other addresses as the parties may, from time to time, designate in writing pursuant to the provisions of this section.
“CONSULTANT” “CITY”
Western A/V City of Diamond Bar
21810 Copley Drive
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Diamond Bar, CA 91765-4178
Attn.: Attn.: __City Clerk __________
Phone: Phone: (909) 839-7010
E-Mail: E-mail: [email protected]
28. Governing Law. This Agreement shall be interpreted, construed and enforced in accordance with the laws of the State of California. The venue for any action brought under this Agreement shall be in Los Angeles County.
29. Counterparts. This Agreement may be executed in any number of counterparts, each of which shall be deemed to be the original, and all of which together shall constitute one and the same instrument.
30. Entire Agreement. This Agreement, and any other documents incorporated herein by reference, represent the entire and integrated agreement between Consultant and City. This Agreement supersedes all prior oral or written negotiations, representations or agreements. This Agreement may not be amended, nor any provision or breach hereof waived, except in a writing signed by the parties which expressly refers to this Agreement. Amendments on behalf of the City will only be valid if signed by a person duly authorized to do so under the City's Purchasing Ordinance.
IN WITNESS of this Agreement, the parties have executed this Agreement as of the date first written above.
"Consultant" "City"
Western A/V l CITY OF DIAMOND BAR
By: ______ By: ____
Printed Name: Dan Fox, City Manager
Title:
By: ATTEST:
Printed Name:
Title:
Kristina Santana, City Clerk
Approved as to form:
By:____
Omar Sandoval, City Attorney
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*NOTE: If Consultant is a corporation, the City requires the following signature(s):
-- (1) the Chairman of the Board, the President or a Vice-President, AND (2) the Secretary, the Chief Financial Officer, the Treasurer, an Assistant Secretary or an Assistant Treasurer. If only one corporate officer exists or one corporate officer holds more than one corporate office, please so indicate. OR
-- The corporate officer named in a corporate resolution as authorized to enter into this Agreement. A copy of the corporate resolution, certified by the Secretary close in time to the execution of the Agreement, must be provided to the City. 11 Professional Services – Non Design
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Exhibit A
June 5, 2023
Orange – Los Angeles County San Diego County Arizona
1592 North Batavia Street, Suite 2 445 Marine View Drive, Suite 300 4636 E. Elwood, Suite 12 Orange, CA 92867 Del Mar, CA 92014 Phoenix, AZ 85040
Phone#: (714) 637-7272 Phone#: (760) 438-1200 Phone#: (602) 675-5575 Fax#: (714) 637-7330 Fax#: (760) 438-0066 Support#: (602) 767-6747 www.wav1.com
Alfredo Estevez
City of Diamond Bar
21810 Copley Drive
Diamond Bar, CA 91765
[email protected]
Re: Diamond Bar Center Security Camera System Replacement Project
Dear Alfredo,
Thank you for the opportunity to submit our Proposal for the above referenced project based on the specification sent to all bidders. Our proposal is valid 120 days (or longer if contract negotiations are in progress) from the date of submittal.
Western AV & Security (WAV), an S-Corp, specializes in the design, sale, installation, and maintenance of Video Surveillance, Access Control, Intrusion Detection, and Audio Visual Systems. WAV has been providing turnkey AV & Security solutions to corporate, government, industrial, and educational clients throughout California for the past 30+ years. WAV is authorized to provide and install all components specified in this Proposal. Please see the attached document titled, “Relevant Project Experience - Recent Government & Municipality Projects” as proof of WAV’s experience and qualifications in this market.
WAV understands that the City may request a negotiating process with this proposal.
Statement of Compliance
The Price includes all Engineering, Project Management, Installation, Programming, Equipment, Training, as well as the inclusion of all applicable Taxes, Prevailing Wages, and Freight Charges for the following specified systems:
1) Diamond Bar Center Security Camera System Replacement Project
BASE PROPOSAL TOTAL: $80,228.35
(Eighty Thousand, Two Hundred and Twenty-Eight Dollars, and Thirty-Five Cents) ANNUAL LICENSING & PREMIER SERVICE TOTAL: $18,865.00
(Eighteen Thousand, Eight Hundred and Sixty-Five Dollars) Annual Verkada Cloud Licensing fees & WAV premier Service/Preventative Maintenance Agreement June 5, 2023
Orange – Los Angeles County San Diego County Arizona
1592 North Batavia Street, Suite 2 445 Marine View Drive, Suite 300 4636 E. Elwood, Suite 12 Orange, CA 92867 Del Mar, CA 92014 Phoenix, AZ 85040
Phone#: (714) 637-7272 Phone#: (760) 438-1200 Phone#: (602) 675-5575 Fax#: (714) 637-7330 Fax#: (760) 438-0066 Support#: (602) 767-6747 www.wav1.com
Warranty and Preventative Maintenance
The Video Surveillance System is warranted against all defects of materials and workmanship, as a system, as well as individual components, for a period of 1 Year after date of acceptance, or first used (whichever comes first). If an individual manufacturer warranties their equipment for a longer period, the manufacturer’s warranty will apply.
STATE & FEDERAL LAWS: The letter constitutes certification, under penalty of perjury, that WAV will meet all City rules and regulations, and State and Federal nondiscrimination laws.
The letter constitutes certification, under penalty of perjury, that WAV will meet all City rules and regulations, and State and Federal nondiscrimination laws.
AGREEMENT:
WAVS agrees to all terms and conditions of the sample agreement provided in the RFP documents. In addition, WAVS agrees to all insurance requirements stated in the sample contract.
Thank you for your time and consideration and please feel free to call me if you have any questions or need further information at (714) 637-7272.
Sincerely,
I, John Ward, am the Senior Account Executive authorized to negotiate and bind Western A/V & Security contractually.
Designated Contact:
John Ward (Senior Account Executive)
Phone / Email: 714-402-2117 / [email protected]
Address: 1592 N. Batavia Street, Suite 2 Orange, CA, 92867 Designated Construction Manager:
Jeremy Davis (Director of Security)
Phone / Email: 714-928-4198 / [email protected]
Address: 1592 N. Batavia Street, Suite 2 Orange, CA, 92867 Orange – Los Angeles County San Diego County Arizona
1592 North Batavia Street, Suite 2 445 Marine View Drive, Suite 300 4636 E. Elwood, Suite 12 Orange, CA 92867 Del Mar, CA 92014 Phoenix, AZ 85040
Phone#: (714) 637-7272 Phone#: (760) 438-1200 Phone#: (602) 675-5575 Fax#: (714) 637-7330 Fax#: (760) 438-0066 Support#: (602) 767-6747 www.wav1.com
Technical Proposal
Legal Name and Address(es):
Legal Name: Western A/V
DBA: Western Audio Visual & Security
1592 N. Batavia St, Suite 2 12707 High Bluff Dr, Suite 200 Orange, CA, 92867 San Diego, CA, 92130
Approximately 10,000 square feet
(Where this project will be managed)
Annual Revenue:
$12-15 Million annually. Western A/V & Security (WAVS) caters to Corporate America, Government, and Higher Education.
Number of years Proposer has been in business providing similar systems and support as specified in the RFP:
Since May of 2005. 18 years.
Dealer Status:
Western A/V & Security is currently in good standing with all the major manufacturers listed within our proposal for this RFP. Not only does WAV serve as a dealer to the major manufacturers listed in our design, but WAV also provides complete and ongoing service for this equipment once installation is complete.
History of Firm, Firms’ credentials, and Firm Size:
Western A/V & Security has 50 employees.
WAV has includes two additional documents that go into further detail about the firm’s history.
The first document is titled “Statement of Qualifications” and the other is titled “Project Team - Key Personnel”. These documents detail our experience, certifications our staff upholds, and the types of clients we work with on a daily basis.
Ownership Structure:
Catherine Schellin - President
Jay Schellin - CFO
Steve Hollingsworth - Secretary
Orange – Los Angeles County San Diego County Arizona
1592 North Batavia Street, Suite 2 445 Marine View Drive, Suite 300 4636 E. Elwood, Suite 12 Orange, CA 92867 Del Mar, CA 92014 Phoenix, AZ 85040
Phone#: (714) 637-7272 Phone#: (760) 438-1200 Phone#: (602) 675-5575 Fax#: (714) 637-7330 Fax#: (760) 438-0066 Support#: (602) 767-6747 www.wav1.com
Firm’s vision and Mission Statement:
The WAV team broke off from a billion-dollar company in 2004. This led us to the vision of being the best in the business, rather than the biggest. Our team witnessed firsthand how those two qualities don’t always go together.
“Quality means doing it right when no one is looking” – Henry Ford A description of the Organizations employees’ longevity & client base:
Longevity: Our team has been working together for 30+ years. The team at Western AV & Security are all close and most consider each other family. If given the opportunity to work on this project, you’ll notice the family-like structure and friendships among our team immediately.
Client Base: WAV prides itself on their wide array of clients. WAV works with everyone from Fortune 500 companies, to government entities. Over the past 10 years, WAV has focused heavily on catering to and growing its government clientele. The reason being, we understand the complexity and niche requests that each government agency has. There are no two government projects of ours that are exactly alike. The references section of this proposal can attest to our experience of working with government agencies.
Client Proximity:
As stated above, Western A/V & Security does not aspire to be a national or international company. Our company believes that a major aspect of the Security & Audio Visual industry pertains to customer service. As shown above, Western A/V & Security has an office in Orange County and San Diego County. We focus on Southern California clients knowing that our Service Department can cater to any service-related item, or an emergency situation with ease. Please refer to the document titled “Recent Government & Municipality Projects” to attest for our familiarity in the Southern California region.
Orange – Los Angeles County San Diego County Arizona
1592 North Batavia Street, Suite 2 445 Marine View Drive, Suite 300 4636 E. Elwood, Suite 12 Orange, CA 92867 Del Mar, CA 92014 Phoenix, AZ 85040
Phone#: (714) 637-7272 Phone#: (760) 438-1200 Phone#: (602) 675-5575 Fax#: (714) 637-7330 Fax#: (760) 438-0066 Support#: (602) 767-6747 www.wav1.com
Project Understanding:
Western Audio/Visual & Security has become well known within the Civic and Government market. As mentioned in the cover letter, our Team has over 30 years of experience with similar types of equipment and integrated systems that are listed within the RFP for City of Diamond Bar. Due to our extensive experience, we have a proven track record in providing quality and efficient system designs, installations, and repair services for our audio-visual and security systems.
It is evident that our company’s resume and reputation can attest as to why we are the most qualified & competitive vendor for this RFP.
Orange – Los Angeles County San Diego County Arizona
1592 North Batavia Street, Suite 2 445 Marine View Drive, Suite 300 4636 E. Elwood, Suite 12 Orange, CA 92867 Del Mar, CA 92014 Phoenix, AZ 85040
Phone#: (714) 637-7272 Phone#: (760) 438-1200 Phone#: (602) 675-5575 Fax#: (714) 637-7330 Fax#: (760) 438-0066 Support#: (602) 767-6747 www.wav1.com
Proposed Approach
Our approach starts with hiring the most qualified people. Your Project Manager, Jesse Martinez is a 12-year veteran of the Security Industry. Our Director of Security, Jeremy Davis, has extensive experience with Video Surveillance and has overseen the deployment of industry leading Video Surveillance solutions across Southern California for the past 20 years. Western A/V & Security (WAV) has become very familiar and understands that each Municipality project has unique needs. Jeremy is a recognized “go to” industry expert for Consultants and Suppliers in the niche world of Municipality style projects. His vast knowledge of security applications are what set his skills apart.
In the design/build approach, John Ward from our Sales team will sit down with the client to develop the clients’ wants and needs for each space. Once this is complete, our team develops a bill of materials and scope of work for each space. This is reviewed with the client to ensure that it meets all the requirements for the project. This applies to your project as well.
We start off all projects with a Kick-off meeting to ensure that all parties have reviewed the scope of work together. The better the Scope of Work, the better the project is executed. At this meeting we will provide the client with one point of contact at our company. Once a fully executed copy of a contract or a PO is delivered to WAV, Jesse Martinez will be the main point of contact for The City of Diamond Bar. We like to provide our client with one point of contact to ensure that communication flows at a swift pace.
Our team follows the steps in our System Milestone Schedule to ensure nothing is forgotten or left behind. Depending on the project needs, our Project Manager will be on-site to provide daily or weekly updates on the project.
Once we have completed the implementation and testing, there is another critical piece which is the training. Over the years we have found out that the best Training comes from the Engineer who worked with the client to design the system and implement the system. It eliminates all the questions of “Why” since both parties were part of the design, changes, deletions, adds, etc.
Orange – Los Angeles County San Diego County Arizona
1592 North Batavia Street, Suite 2 445 Marine View Drive, Suite 300 4636 E. Elwood, Suite 12 Orange, CA 92867 Del Mar, CA 92014 Phoenix, AZ 85040
Phone#: (714) 637-7272 Phone#: (760) 438-1200 Phone#: (602) 675-5575 Fax#: (714) 637-7330 Fax#: (760) 438-0066 Support#: (602) 767-6747 www.wav1.com
Personnel Staffing Plan
When it comes to Municipality projects, our Project Manager, Jesse Martinez, will put his best men forward on the job. Due to our experience and extensive resume in Municipality projects, WAV understands the urgency and niche quality to these systems. Our Engineers & technicians truly enjoy working on Municipality projects, since we have become the experts in these systems.
If there is a change in management on the project, WAV would contact The City of Diamond Bar directly to let them know. We differ from other companies in the fact that we have two Project Managers that are aware of all ongoing projects.
Project Controls
Our 30 years of experience working with Cities, Counties, and Municipalities has given our company a competitive edge in this niche market. Our company has found that one major key in controlling our project costs for these projects starts with a well-defined scope of work.
We then have our Project Manager review that well-defined scope of work with the client in the kick-off meeting.
Our team utilizes real-time information on our server. So, if any changes are made on our Bill of Materials, Schedule, Drawings, Programming, Engineering, etc., everyone can see the exact changes in real time. The Project Management Software also alerts the team of these changes once they have occurred.
Our warehouse manager also updates the system with equipment and shipping updates, so our field supervisors have real-time status on every item in the system.
Our field team utilizes TAG Software, which helps provide daily tracking of progress on all areas of the project including off-site & on-site installation, drawings, and engineering. We can show you this software in an interview.
In regards to accurate and timely invoices, our Project Managers review and approve of all Billings before they are sent out, Tuesdays or Fridays.
All of our real-time information systems can be demonstrated or discussed in more thorough detail during an interview.
Orange – Los Angeles County San Diego County Arizona
1592 North Batavia Street, Suite 2 445 Marine View Drive, Suite 300 4636 E. Elwood, Suite 12 Orange, CA 92867 Del Mar, CA 92014 Phoenix, AZ 85040
Phone#: (714) 637-7272 Phone#: (760) 438-1200 Phone#: (602) 675-5575 Fax#: (714) 637-7330 Fax#: (760) 438-0066 Support#: (602) 767-6747 www.wav1.com
In-Shop Assembly and Fabrication
Once a technician is hired at WAV, the first thing they learn about is the importance of our in-shop assembly process. In fact, WAV has a room dedicated to in-shop assembly. In this room, our technicians will build and wire racks prior to coming on-site. In addition, they can load and test code before bringing the racks and equipment on-site. This process is crucial and ensures that the on-site installation will go much smoother. Our technicians have a list of tests to perform before they can bring a rack to the jobsite. The Lead Technician will verify that his team has performed all of those tests required.
Our Project Managers hold monthly and private meetings with each one of our technicians. In these meetings, they can be randomly tested on WAV in-shop assembly process.
At that time, they will also inform the Project Managers of any specific areas where they hope to improve. These private monthly meetings give our Project Managers insight into each Technicians’ individual strengths. Based on those individual strengths, he will put them in specific courses to receive accreditations & certifications in that specific field of knowledge.
Testing & Acceptance
Aside from all the good preparation needed on the front-end, one of the most critical elements will be testing.
Our technicians utilize a quality control checklist, to ensure that all new items of the system are working properly. Please see this checklist attached. The Lead Technician will always verify that his team has completed each item on their checklist.
In addition, our Project Manager will perform multiply quality audits throughout the installation of this project. Please see the quality audit form attached.
Upon final project walk through, the PM (Project Manager) or PE (Project Engineer) will provide final sign off on the quality control checklist.
Once the installation and testing phases are complete, training will be scheduled.
Client
Project Name
Project Contact
Representative Contact
Mobile Address
Office City, State, Zip
Email Phone
Date Mobile
Email
Room Room Qty Equipment Shipping Sales Tax Labor Maintenance Bond Cost Per Room TOTAL
Camera System 1 $ 56,504.00 $ 400.00 $ 5,405.88 $ 17,918.47 $ 80,228.35 $ 80,228.35
MONITORING & MAINTENANCE LEVEL Annual Rate
$ 226,380.00
NOTES:
Billing Terms:
Date
Billing Inquiries:
100% Equipment Upon Order, Progress Billing for Labor
Client Authorized Signature Printed Name & Title
This quote is valid for 30 days. The sales tax is subject to change—in the event of a an increase, the client agrees to pay the current sales tax rate. This proposal is not to be copied, reproduced or forward to any third party as its contents are the property of Western Security.
Western Security | 1592 North Batavia Street, Suite 2, Orange, CA 92867 | P 714 637 7272 PROJECT TOTAL: $80,228.35
6/7/2023
[email protected]
Security System Investment Summary
Base Project Total
CLOUD SERVICING FEES / PREMIER
SERVICE $ 18,865.00
[email protected] (909) 839-7083
City of Diamond Bar
Diamond Bar Center - Camera System
John Ward
714.402.2117
(714) 693-7800
Alfredo Estevez
Diamond Bar, CA 91765
1600 S Grand Ave,
Representative John Ward
Mobile 714.402.2117
Office (714) 693-7800
Email [email protected]
Revision A
Item Quantity Manufacturer Model Description Unit Price Ext Price 13 Verkada CB52-256TE-HW CB52-TE Outdoor Bullet Camera, 256GB, 30 Days Max $ 1,076.00 $ 13,988.00 24 Verkada CD52-256-HW CD52 Indoor Dome Camera, 256GB, 30 Days Max $ 860.00 $ 20,640.00 4 Verkada CD52-256E-HW CD52-E Outdoor Dome Camera, 256GB, 30 Days Max $ 1,004.00 $ 4,016.00 1 Verkada CH52-1TBE-HW CH52 Outdoor Multi-sensor dome Camera, 1TB, 30 Days Max $ 2,582.00 $ 2,582.00 1 Verkada ACC-MNT-8 Pendant Cap Mount $ 50.00 $ 50.00
1 Verkada ACC-MNT-9 Pole Mount, 2nd Generation $ 150.00 $ 150.00 4 Verkada ACC-MNT-3 L-Bracket Mount $ 93.00 $ 372.00
1 Verkada ACC-MNT-2 Arm Mount $ 64.00 $ 64.00
41 Verkada LIC-1Y Verkada 1-Year Camera License $ 143.00 $ 5,863.00 1 Verkada LIC-CH52-1Y Verkada 1-Year CH52 Multisensor Camera License $ 430.00 $ 430.00 1 Verkada LIC-VX-1Y 1-Year Viewing Station License $ 358.00 $ 358.00 1 LG 35WN65CB 35" Ultrawide Curve Display $ 331.00 $ 331.00 1 Verkada VX52-HW VX52 Viewing Station $ 358.00 $ 358.00 1 ICC H2-107BP481 48-Port Blank Patch Panel, HD Style, 2U RMS $ 99.00 $ 99.00 1 B&H CBS250-48P-4X CISCO 48 Port POE+ Switch $ 1,464.00 $ 1,464.00 48 ICC 20-3426-WH Keystone CAT6 Jacks $ 5.00 $ 240.00
1 WESTERN WESTERN 1000FT 6-Strand Fiber Optic Cable $ 1,364.00 $ 1,364.00 2 AXIS T8606 Media Converter - CAT6 to Fiber / Fiber to CAT6 $ 682.00 $ 1,364.00 1 AXIS T98A18-VE MEDIA Converter Mountable Weatherproof Enclosure $ 397.00 $ 397.00 4 AXIS AXIS T8612 SFP Multi-Mode Fiber Module, 550m Range $ 106.00 $ 424.00 1 WESTERN WESTERN Boom Lift Rental - 1 Week $ 1,000.00 $ 1,000.00 OFE All CAT6 Cable is assumed to be existing and in proper working condition. If additionational CAT6 cable is needed, it will be in addition to this scope
OFE
Assumed there is existing adequate rack space for POE/Patch Panels needed to make system operational OFE Existing pathway and infastructure in place with some form of exisiting cable to use as pull through from light pole building MDF is assumed to be existing and accessable $ 55,554.00
$ 950.00
$ 950.00
$ 17,918.47
$ 17,918.47
Total Equipment $ 56,504.00
Total Labor $ 17,918.47
Equipment and Labor Subtotal $ 74,422.47
Total Shipping $ 400.00
Additional Shipping for Overnight or Large Items $ -
Subtotal $ 74,822.47
Sales Tax 9.50% $ 5,405.88
Bond (if required) $ -
$ 80,228.35
Miscellaneous Materials
Installation Hardware & Accessories
Installation & Testing
Integration Labor Sub-Total
Camera System Totals
Integration Labor
Camera System Equipment Sub-Total:
City of Diamond Bar
Diamond Bar Center - Camera System
Camera System
Typical of 1 - Proposal Includes 1
CAMERAS / MOUNTS
VERKADA LICENSING
SWITCHES / DISPLAYS / VIEWING STATION
FIBER / MEDIA CONVERTER
OFE / EXCLUSIONS/ASSUMPTIONS
LIFT
Miscellaneous Materials Sub-Total
Camera System Total