Agenda, first session — Fairfield City Council, April 5, 2022 (part 2 of 4)

PASSED AND ADOPTED this 5th day of April 2022, by the following vote:

AYES: COUNCILMEMBERS: PRICE / BERTANI / MOY / PANDURO / TIMM / TONNESEN / VACCARO

NOES: COUNCILMEMBERS:

ABSENT: COUNCILMEMBERS:

ABSTAIN: COUNCILMEMBERS:

MAYOR
ATTEST:

____________________________

CITY CLERK
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Agenda Item No: 8.

AGENDA REPORT
DATE:April 5, 2022
TO:Mayor and City Council
FROM:David Gassaway, Interim City Manager
SUBJECT:Resolution 202258 of the City Council of the City of Fairfield Authorizing the Purchase of a Backup System from EPlusTechnology Inc.

RECOMMENDED ACTION
Adopt resolution.

STATEMENT OF ISSUE
The City's current backup system has outgrown the scalability and flexibility required to meet the City's current and future backup demands. The City of Fairfield Information Technology (IT) Department proposes modernizing and replacing the existing backup system for enhanced capacity, cybersecurity, and ease of administration.

DISCUSSION
The City of Fairfield Information Technology (IT) Department utilizes a backup system to support and back up the City's file, email, and database servers. The backup system automates these processes and provides immediate access to the backups for data recovery.

In recent years, the City has implemented or is implementing many technology initiatives such as migrating to Office 365, upgrading Server and Storage Infrastructure. Additionally, the City has outgrown its current backup system and needs a solution that can grow and scale to meet the current and future needs of the City. Due to the City's existing backup system hardware's advancing age and the rise of powerful technology enhancements, the IT Department recommends replacing the City's current backup system. IT also recommends decoupling the backup system from backup storage with a multi layered security posture that can better protect the City from emergent cyber threats and aid the City's recovery in the event of an attack.

The Infrastructure and Security Division of the IT Department evaluated various products, architectures, and holistic systems that provide backup solutions and disaster recovery. Authorized reseller EPlus Technology Inc. (EPlus) provides a modern, scalable backup solution geared towards supporting current technology and future needs for the City and offers pre negotiated pricing from NASPO cooperative bidding contracts.

The proposed backup system from EPlus offers the following advantages:

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Agenda Item No: 8.AGENDA REPORTDATE:April 5, 2022 TO:Mayor and City CouncilFROM:David Gassaway, Interim City ManagerSUBJECT:Resolution 202258 of the City Council of the City of Fairfield Authorizing the Purchaseof a Backup System from EPlusTechnology Inc.RECOMMENDED ACTIONAdopt resolution.STATEMENT OF ISSUEThe City's current backup system has outgrown the scalability and flexibility required to meet the City'scurrent and future backup demands. The City of Fairfield Information Technology (IT) Departmentproposes modernizing and replacing the existing backup system for enhanced capacity, cybersecurity,and ease of administration.DISCUSSIONThe City of Fairfield Information Technology (IT) Department utilizes a backup system to support andback up the City's file, email, and database servers. The backup system automates these processesand provides immediate access to the backups for data recovery.In recent years, the City has implemented or is implementing many technology initiatives such asmigrating to Office 365, upgrading Server and Storage Infrastructure. Additionally, the City has outgrownits current backup system and needs a solution that can grow and scale to meet the current and futureneeds of the City. Due to the City's existing backup system hardware's advancing age and the rise ofpowerful technology enhancements, the IT Department recommends replacing the City's current backupsystem. IT also recommends decoupling the backup system from backup storage with a multi layeredsecurity posture that can better protect the City from emergent cyber threats and aid the City's recoveryin the event of an attack.The Infrastructure and Security Division of the IT Department evaluated various products, architectures,and holistic systems that provide backup solutions and disaster recovery. Authorized reseller EPlusTechnology Inc. (EPlus) provides a modern, scalable backup solution geared towards supportingcurrent technology and future needs for the City and offers pre negotiated pricing from NASPO cooperative bidding contracts.

The proposed backup system from EPlus offers the following advantages:

It meets modern cybersecurity standards as it is fully decoupled from the infrastructure it protects.

Cloud storage with an additional local backup appliance designed for redundancy.

Provides greater backup storage capacity and performs backups and recoveries faster and more efficiently.

Easier for staff to manage, train and allows for future growth.

Provides secure encryption and meets or exceeds cybersecurity and compliance requirements.

FINANCIAL IMPACT
The proposed amount for backup hardware infrastructure is $302,789, plus $30,000 for estimated shipping and handling, for a nottoexceed total of $332,789. This purchase includes three years of support for hardware and software from EPlus Technology Inc. There are sufficient funds in the Computer Services Fund 522 99 213 9402 to support this purchase.

PUBLIC CONTACT/ADVISORY BODY RECOMMENDATION
N/A
ALTERNATIVE ACTION
The council could choose to deny this purchase, which may leave the City unable to restore itself from backup after malicious cyber attacks due to the instability of the current system, coupled with the growing and changing needs of the City.

STAFF CONTACT
Eudora Fleischman, IT Manager
(707) 4287527
[email protected]
COORDINATED WITH
City Attorney's Office
ATTACHMENTS:

Description
Quote
Proposed Resolution
REVIEWERS:

Reviewer Action Date
Fleischman, Eudora Approved 3/22/2022 11:33 AM
Chaudhary, Savita Approved 3/22/2022 12:01 PM
Alexander, Amber Approved 3/25/2022 1:56 PM
Alexander, Amber Approved 3/25/2022 1:56 PM
Packet Page 118 of 480

Customer Name:CITY OF FAIRFIELD
Quote No: 22741946
Quote Name: 6416 - 36 Months
Quotation Date: 12/09/2021
Sales Support Contact:Sabrina Jordan
Sales Support Phone:949-930-7366 Ext 7366
Sales Support Email:[email protected]
Account Executive:Brittani Neff
Account Executive Phone:916-897-4667
Account Executive Email:[email protected]
Customer PO No:

Order No:

Expiration Date:01/08/2022
External
Notes:Ca Contract Number: 7-17-70-40-05
NASPO Master Contract Number: AR2472
Totals 297,962.38
Sub Total (USD):297,962.38
Est. Tax (USD):4,826.99
Shp&Hnd (USD):0.00
Total (USD):302,789.37
All orders are governed by your organization's signed agreement with ePlus or applicable public sector contract; if there is no such agreement the Customer Terms and Conditions for Products and/or Services located at www.ePlus.com govern. No additional or contrary terms in a purchase order shall apply, and ePlus' performance shall not be deemed acceptance of any preprinted PO terms. Use of software, subscription services or other products resold by ePlus is subject to manufacturer/publisher end user agreements or subscription terms. Any periodic payment obligations for specific offerings, along with customer-incurred overages, consumption fees, add-ons, quantity adjustments and automatic renewals are non-cancelable for any reason except by public sector customers required by law to terminate due to non-appropriation of funds. 001 Rxxx APPLIANCE, 4-NODE, 192TB RAW HDD, 1.6TB SSD, 2 28,770.99 57,541.98 002 G-xxxx-xx ONE (1) MONTH OF BACKUP EDITION, INCL. RCDM,

INSTANCES/VMS
Line Note:

Term: 36 Months
QTY 2 x 36 Months = 72
72 2,678.02 192,817.44
003 XXX-Premium PREMIUM SUPPORT FOR HARDWARE, PREPAY
Line Note:

Term: 36 Months
QTY 2 x 3 Years = 6
6 3,739.08 22,434.48
004 Axxxx-v ONE MONTH OF INCL PREMIUM SUPPORT PER 10 VMS PER

MONTH SUBSCRIPTION PREPAY
Line Note:

Term 36 Months
QTY 4 x 36 Months = 144
144 82.42 11,868.48
005 EPLUS-PRO-SERV EPLUS EPLUS PROFESSIONAL SERVICES 1 13,300.00 13,300.00 Line No.Part Number MFG Description/Line Notes QTY Unit Price Ext. Price

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PLEASE NOTE: Recent supply chain disruption and tariffs on certain imports are causing price increases for many IT products, with little or no notice, and beyond ePlus' control. As a result, this quote is subject to change without notice, even before the expiration date reflected above. Related manufacturer policy changes may result in orders being non-cancelable and products non-returnable except in accordance with the manufacturer warranty. Please confirm pricing and other restrictions prior to order placement. Unless freight amount is indicated, or is zero, freight will be added to the invoice. Unless Bill-To company is exempt from Sales Tax, it will be added to the invoice. Recognizing that the global pandemic has disrupted operations for many organizations, ePlus will ship products for delivery in accordance with customer's written ship-to instructions and products will be deemed delivered notwithstanding any failure of customer personnel to sign for receipt due to facility closing or otherwise. ePlus offers flexible and easy leasing options for your IT equipment. Use leasing to increase your IT acquisition capability, overcome limited budgets, and manage the lifecycle of your assets. Contact an ePlus Leasing Coordinator at 1-703-984-8021 or [email protected] to receive a lease quote today.

Customer Acceptance Bill To Ship To
Signature: ____________________________________
Name: _______________________________________
Title: _________________________________________
Date: ________________________________________
Customer PO #: _______________________________

CITY OF FAIRFIELD
1000 WEBSTER STREET
FAIRFIELD CA 94533

UNITED STATES
IT DIV

CITY OF FAIRFIELD

UNITED STATES
©2021 ePlus inc. All rights reserved.
*NGDC P2 3.7.0.7

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CITY OF FAIRFIELD
RESOLUTION NO. 2022-58

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF FAIRFIELD AUTHORIZING THE PURCHASE OF A BACKUP SYSTEM FROM EPLUS TECHNOLOGY INC.

WHEREAS, the City Information Technology Department (IT) uses backups for disaster recovery, and the current backup system has outgrown the scalability and flexibility required to meet the City’s current and future backup demands; and

WHEREAS, the proposed backup system from EPlus Inc. offers a modern, scalable backup solution geared towards supporting modern technology and future needs for the City; and

WHEREAS, the contract contains an information security record that would reveal vulnerabilities to, or otherwise increase the potential for an attack on, an information technology system of the City of Fairfield (Government Code 6254.19); and

WHEREAS, the City of Fairfield utilizes a cooperative purchasing agreement with the National Association of State Procurement Officials (NASPO) to conduct competitive bid processes for the same technologies to receive preferred, cost-effective pricing; and

WHEREAS, the City IT Infrastructure and Security Division proposes to purchase a new backup system from EPlus Inc. via the State NASPO master contract and approves the expenditure of $302,789, plus $30,000 for shipping and taxes from the Computer Services Fund (522-99-213- 9402) not to exceed $332,789.

NOW, THEREFORE, THE COUNCIL OF THE CITY OF FAIRFIELD HEREBY RESOLVES:

Section 1. The City Council authorizes the purchase of a backup system for $302,789 plus a contingency of $30,000 from the Computer Services Fund to cover the purchase, estimated taxes, and shipping not to exceed $332,789 from EPlus Technologies Inc. which includes three years of hardware and software support with authorization for renewal of ongoing hardware and software support for up to two additional three-year terms subject to budget appropriation.

Section 2. The City Council further authorizes the interim city manager to take all steps necessary to implement this resolution.

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RES. NO. 2022-58

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PASSED AND ADOPTED this 5th day of April 2022, by the following vote:

AYES: COUNCILMEMBERS: PRICE / BERTANI / MOY / PANDURO / TIMM / TONNESEN / VACCARO

NOES: COUNCILMEMBERS:

ABSENT: COUNCILMEMBERS:

ABSTAIN: COUNCILMEMBERS:

MAYOR
ATTEST:

____________________________

CITY CLERK

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Agenda Item No: 9.

AGENDA REPORT
DATE:April 5, 2022
TO:Mayor and City Council
FROM:David Gassaway, Interim City Manager
SUBJECT:Resolution 202259 of the City Council of the City of Fairfield Authorizing an Upgrade of Audio/Visual Equipment at the Emergency Operations Center RECOMMENDED ACTION
Adopt resolution.

STATEMENT OF ISSUE
The City's current Emergency Center Operations (EOC) equipment is over ten years old and prone to failure during Emergency Operations. The City of Fairfield (City) Information Technology Department proposes modernizing and replacing the existing Audio/Video (AV) Equipment at the EOC.

DISCUSSION
The City of Fairfield Information Technology (IT) Department proposes to procure a new Audio and Video system to improve the effectiveness of the EOC. The current equipment is over ten years old and is beginning to experience reliability problems, which may impact the support available for emergency operations. The audiovisual equipment is used for intelligence, planning, and emergency management of City emergencies and major events. The EOC is the main point of operation for all largescale emergencies, and a robust and dependable system is a priority.

The IT department published a Request for Proposals (RFP) to upgrade EOC audiovisual equipment and received two responses. Of those two, Western Audio Visual was selected as the vendor that had the best qualifications and fully met the City's operational, technological, and fiscal requirements.

The new City EOC AV system will have the ability to:

Display information across a video wall consisting of commercialgrade displays. One (or both) displays will be capable of quad view
Use AV over IP infrastructure
Conference using webcam, ceiling mounted speakers and array microphones Conference room scheduling displays that integrate into the O365 environment Wireless presentation gateway to facilitate Bring Your Own Device (BYOD) screen sharing Wall mounted tabletbased control system
Commercialgrade displays in Management/Communication offices with handheld WiFi remotes Packet Page 123 of 480

Agenda Item No: 9.AGENDA REPORTDATE:April 5, 2022 TO:Mayor and City CouncilFROM:David Gassaway, Interim City ManagerSUBJECT:Resolution 202259 of the City Council of the City of Fairfield Authorizing an Upgrade ofAudio/Visual Equipment at the Emergency Operations CenterRECOMMENDED ACTIONAdopt resolution.STATEMENT OF ISSUEThe City's current Emergency Center Operations (EOC) equipment is over ten years old and prone tofailure during Emergency Operations. The City of Fairfield (City) Information Technology Departmentproposes modernizing and replacing the existing Audio/Video (AV) Equipment at the EOC.DISCUSSIONThe City of Fairfield Information Technology (IT) Department proposes to procure a new Audio andVideo system to improve the effectiveness of the EOC. The current equipment is over ten years old andis beginning to experience reliability problems, which may impact the support available for emergencyoperations. The audiovisual equipment is used for intelligence, planning, and emergency managementof City emergencies and major events. The EOC is the main point of operation for all largescaleemergencies, and a robust and dependable system is a priority.The IT department published a Request for Proposals (RFP) to upgrade EOC audiovisual equipmentand received two responses. Of those two, Western Audio Visual was selected as the vendor that hadthe best qualifications and fully met the City's operational, technological, and fiscal requirements.The new City EOC AV system will have the ability to:Display information across a video wall consisting of commercialgrade displays. One (or both)displays will be capable of quad viewUse AV over IP infrastructureConference using webcam, ceiling mounted speakers and array microphonesConference room scheduling displays that integrate into the O365 environment Wireless presentation gateway to facilitate Bring Your Own Device (BYOD) screen sharing Wall mounted tabletbased control system
Commercialgrade displays in Management/Communication offices with handheld WiFi remotes Expandability for future additions
Remote, off site serviceability
FINANCIAL IMPACT
This proposed amount for EOC AV Upgrade is $189,679, including audiovideo equipment, installation, training on the equipment, five years of ongoing hardware support, and a fiveyear warranty and preventative maintenance program from Western Audio Video. IT staff recommends establishing a services contract with the purchasing division of the Finance Department for future on site audio/video needs throughout the City. Sufficient funding is budgeted in the Computer Services Fund 522 99 227 9402 for this project.

PUBLIC CONTACT/ADVISORY BODY RECOMMENDATION
NA
ALTERNATIVE ACTION
EOC personnel would continue to utilize the existing equipment, subject to intermittent failures. IT staff would continue to repair and replace as needed, jeopardizing system reliability and connectivity.

Additionally, Fire personnel cannot utilize remote capabilities and options modern digital systems provide. It is not in the City's best interests to continue to rely on the current outdated equipment.

STAFF CONTACT
Peter Perez, IT Manager
(707) 4287541
[email protected]
COORDINATED WITH
Fire Department, Public Works Department
ATTACHMENTS:

Description
Proposed Resolution
Proposed Agreement
REVIEWERS:

Reviewer Action Date
Perez, Peter Approved 3/25/2022 5:36 PM
Chaudhary, Savita Approved 3/25/2022 5:40 PM
Alexander, Amber Approved 3/28/2022 1:31 PM
Alexander, Amber Approved 3/28/2022 1:31 PM
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CITY OF FAIRFIELD

RESOLUTION NO. 2022-59

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF FAIRFIELD AUTHORIZING AN UPGRADE OF

AUDIO/VISUAL EQUIPMENT AT THE EMERGENCY OPERATIONS CENTER

WHEREAS, the City of Fairfield (City) maintains an Emergency Operations Center, or EOC, located at Fairfield Fire Station 37. It is a central command and control facility responsible for carrying out emergency management and ensuring the continuity of operations. Key City emergency personnel and senior management are trained in Incident Command and their roles and responsibilities. The EOC is responsible for the strategic overview and coordination of the emergency operation; and

WHEREAS, the City is seeking to procure a new audio and video system to improve the effectiveness of the EOC; and

WHEREAS, the IT department published a Request for Proposals (RFP) for the upgrade of EOC audio visual equipment. Western Audio Visual was selected as the vendor that had the best qualifications and fully met the City’s operational, technological, and fiscal requirements ; and

WHEREAS, the City Information Technology Department proposes to modernize and replace the existing Audio/Video (AV) Equipment at the EOC by purchasing a new AV system from Western Audio Visual and approving the expenditure of $189,679.50 from the Computer Services Fund not to exceed $190,000.

NOW, THEREFORE, THE COUNCIL OF THE CITY OF FAIRFIELD HEREBY RESOLVES:

Section 1. The City Council authorizes the purchase of a replacement AV system for $189,679.50 from Fund to cover the purchase and estimated taxes not to exceed $190,000 from Western Audio Visual which includes five years of support and an extended warranty for all new hardware.

Section 2. The City Council further authorizes the city manager to take all steps necessary to implement this resolution.

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RES. NO. 2022-59

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PASSED AND ADOPTED this 5th day of April 2022, by the following vote:

AYES: COUNCILMEMBERS: PRICE / BERTANI / MOY / PANDURO / TIMM / TONNESEN / VACCARO

NOES: COUNCILMEMBERS:

ABSENT: COUNCILMEMBERS:

ABSTAIN: COUNCILMEMBERS:

MAYOR

ATTEST:

____________________________

CITY CLERK

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CITY OF FAIRFIELD

TECHNOLOGY MAINTENANCE AND SUPPORT AGREEMENT

This AGREEMENT is made at Fairfield, California, as of , 20__ (the “Effective Date”), by and between the City of Fairfield, a municipal corporation (the “CITY") and Western Audio Video ("VENDOR”), who agree as follows:

1) SERVICES. Subject to the terms and conditions set forth in this Agreement, VENDOR shall provide to the CITY the services described in Exhibit “A” (the “Scope of Services”), which consists of the following: (a) Exhibit A-1 – Statement of Work, (b) Exhibit A-2 – Product Schedule, (c) Exhibit A-3 – Service Level Agreement, (d) Exhibit A-4 - CITY’S Request for Proposal (“RFP”), (e) Exhibit A-5 – VENDOR’S response to RFP.

VENDOR shall provide Services at the time, place, and in the manner specified in Exhibit “A.”

2) PAYMENT. CITY shall pay VENDOR for the services rendered pursuant to this Agreement at the times and in the manner set forth in Exhibit “B.” The payments specified in Exhibit “B” shall be the only payments to be made to VENDOR for services rendered pursuant to this Agreement. VENDOR shall submit all billings for said services to the CITY in the manner specified in Exhibit “B.”

3) FACILITIES AND EQUIPMENT. VENDOR shall, at its sole cost and expense, furnish all facilities and equipment which may be required for furnishing Services pursuant to this Agreement.

4) COMPLETE AGREEMENT. The provisions set forth in Exhibits “A,” “B,” “C,” and “D” are part of this Agreement. In the event of any inconsistency between the general provisions of Exhibit “C” and any other terms or conditions of this Agreement, the provisions set forth in Exhibit “C” shall control. All provisions in this Agreement control over any provision in Exhibit “A.” In the event of a disagreement among the documents comprising Exhibit “A,” Exhibit A-1 controls over Exhibits A-2 through A-5; Exhibit A-2 controls over Exhibits A-3 through A-5; Exhibit A-3 controls over Exhibits A-4 through A-5; and Exhibit A-4 controls over Exhibit A-5.

5) INSURANCE REQUIREMENTS. The insurance requirements set forth in Exhibit “D” are part of this Agreement. Notwithstanding any other provision to the contrary, in the event of any inconsistency between any other terms or conditions of this Agreement, the requirements set forth in Exhibit “D” shall control.

6) EXHIBITS. All exhibits referred to herein are attached hereto and are by this reference incorporated herein.

7) TERM. This Agreement shall be effective upon the Effective Date and shall remain in effect for a period of five (5) years following the Effective Date (the “Initial Term”). Following the Initial Term, this Agreement shall automatically renew for additional one (1) year terms, unless terminated pursuant to this Agreement or the City Manager, or his/her designee, provides VENDOR written notice of the CITY’S intent to not renew the Packet Page 127 of 480Attachment 2 Page 1 of 179

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CITY OF FAIRFIELD

TECHNOLOGY MAINTENANCE AND SUPPORT AGREEMENT

EXHIBIT “A”

SCOPE OF SERVICES

Services are described more particularly in the following exhibits, which comprise this Exhibit A:

Exhibit A-1 – Statement of Work
Exhibit A-2 – Product Schedule
Exhibit A-3 – Service Level Agreement
Exhibit A-4 – CITY’s Request for Proposal (“RFP”), and
Exhibit A-5 – VENDOR’s response to RFP
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Exhibit A-1

SCOPE OF WORK

Western Audio Video has designed a robust new Audio and Video over IP System for the City of Fairfield Fire Station #37. This project will consist of a single phase beginning in April 2022, with the objective of vastly improving the overall quality of video broadcast and audio intelligibility within Fire Station training and conferencing locations. During the system design process, considerations have been made to accommodate for the intentions of future AV system scalability. The systems have been designed with the focus of assisting both End Users and local Fire Department Staff in providing a high quality, intuitive, and user-friendly video conferencing experience. In addition to the design, integration, and implementation of the new AVoIP equipment proposed for this project, Western Audio Video will continue to provide ongoing support for the system as outlined in the request for proposal. A comprehensive AV training curriculum will also be included upon potential award of the project, and resources will be dedicated to ensuring the ongoing performance, stability, and positive user experience of the newly developed system.

Per the Request for Proposal the following areas of interest will be included within the updated design:

● Training Room
● Management/Communication Offices (8 Total)
● Conference Room/Call Center
● Rack Room
● Operations

Owner Furnished Equipment in this proposal shall be denoted by the term OFE.

Western Audio Video may also be referred to as WAV for the remainder of this scope of work in addition to the accompanying design documentation. Any exceptions or deviations to the requirements outlined in the Request for Proposal will be included in the attached document “City of Fairfield Fire Station #37 RFP Exceptions”.

TRAINING ROOM:

Western Audio Video will provide and install a new video conferencing system which will connect with existing local secure sources over a new AV over IP system.

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WAV recommends dual 85-inch 4K HDR flat panel commercial displays to work side by side on the front wall that will support “Quad View” capabilities. Two recessed wall boxes in addition to two universal dual-arm articulating mounts will be provided to ensure a sleek visual aesthetic with no visible wiring, in conjunction with providing easy access for any physical equipment servicing or maintenance requirements. These displays will have the capability of sharing multiple sources simultaneously and will have a configurable layout option provided by the control system included within the system design.

One AVoIP Receiver (Decoder - Two Total) will be installed behind each respective display and will be dedicated to providing high definition video feed from the AVoIP distribution system. One AVoIP Transmitter (Encoder - Three Total) will be utilized to integrate the OFE Client Provided In-Room PC, a Wired HDMI BYOD User Input, and the Crestron Air Media Wireless Presentation Gateway within the AVoIP system.

A video conferencing platform agnostic wireless presentation gateway BYOD (Bring Your Own Device) input will be integrated into the system to allow access to wireless presentation capabilities within the AV system regardless of what VTC platform the individual user desires to utilize.

A wall mounted 10.1-inch touch panel controller will be installed adjacent to the dual displays in order to provide system control within the Training Room. One 7-inch touch panel room scheduling display will also be included, which will be mounted adjacent to the mullion outside the training room entrance. The room scheduling display will be integrated with the client’s existing Office 365 scheduling environment in order to provide clear visual confirmation of when meetings and training sessions are scheduled for this space.

New ceiling mounted speakers and a beamforming ceiling array microphone system will be optimized through programmable digital signal processing for the training space.

A new high definition PTZ camera will be mounted beneath the dual displays and will be utilized in order to capture local video for conferencing.

Finally, two IP controllable power distribution units will be utilized to ensure proper device connectivity and assist with any proactive management requirements and AV system maintenance.

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Training Room Major Components:

● Two 85” Sony 4K HDR Professional Commercial Flat Panel Displays ● Two In-wall Recessed Dual Layer Wall Boxes
● Two Dual arm Articulating Flat Panel Display Mounts
● Three AVoIP Transmitters (Encoders)
● Two AVoIP Receivers (Decoders)
● One Quad View Video Distribution Control Unit
● One Crestron Air Media Wireless Presentation Gateway
● One 10.1” Wall Mounted Touch Panel Controller
● One 7” Mullion Mounted Room Scheduler Touch Panel
● Four Professional Ceiling Mounted Speakers
● One 2x2 Ceiling Tile Mounted Programmable Beamforming Microphone Array ● 16 Audio Channels Provided by Digital Signal Processor (located in Rack Room) ● One High Definition PTZ Video Conferencing Camera
● Two IP Controllable Power Distribution Units

Optional Package Items:
● One Handheld Wi-Fi Enabled Remote Control

Training Room OFE & Client Responsibilities:

● One Personal Computer (OFE) - to connect to existing secure online portals. ● Dual Live AC Power and Dual Data patched to Client IDF at display locations.

MANAGEMENT/COMMUNICATION OFFICES (8):

Western Audio Video will provide extensions to the AV over IP video distribution network locations throughout the eight Management/Communication offices in the building as indicated below. These rooms include new AV over IP video broadcast receivers (decoders), as well as new Single 43-inch 4K HDR Professional Flat Panel Displays, Articulating wall mounts, and individual control within each office space.

Management/Communication Offices Major System Components (Per Office):

● One 43” Sony 4K HDR Professional Flat Panel Commercial Display ● One Dual Arm Articulating Flat Panel Display Mount
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● One AVoIP Receiver (Decoder)
● One Handheld Wi-Fi Enabled Remote Control
● One IP Controllable Power Distribution Unit

Management/Communications Offices OFE & Client Responsibilities:

● One Personal Computer (OFE) - to connect to the newly provided 43” display. ● Dual Live AC Power

List of Management/Communication Office Designations:

● Fire Chief
● Deputy Chief
● Deputy Chief
● Fire Marshall
● Management Analyst
● Fire Prevention
● Office 7 (Name TBD)
● Office 8 (Name TBD)

CONFERENCE ROOM/CALL CENTER:

Western Audio Video will provide the hardware necessary to integrate the new AV over IP video distribution system into the client's existing hardware for the room. One AVoIP Receiver (Decoder - Two Total) will be installed behind each respective OFE display and will be dedicated to providing high-definition video feed from the AVoIP distribution system.

A platform agnostic wireless presentation gateway BYOD (Bring Your Own Device) input will be integrated into the system for the room’s primary display, to allow access to wireless presentation capabilities. Additionally, a local HDMI input will be added to provide a wired connection to the room’s primary display.

A wall mounted 10.1-inch touch panel controller will be installed at the client’s designated location in order to provide system control within the Conference Room.

One 7-inch touch panel room scheduling display will also be included, which will be mounted adjacent to the mullion outside the conference room entrance. The room scheduling display will be integrated with the client’s existing Office 365 scheduling Packet Page 133 of 480Attachment 2 Page 7 of 179

environment in order to provide clear visual confirmation of when meetings and training sessions are scheduled for this space.

Optional Display Package:

WAV recommends two separate 75-inch 4K HDR flat panel commercial displays to work independently on the front wall or room. This would allow the room’s displays to function similarly to the Training Room. Two recessed wall boxes in addition to two universal dual-arm articulating mounts will be provided for the displays in order to ensure a sleek visual aesthetic with no visible wiring, in conjunction with providing easy access for any physical equipment servicing or maintenance requirements. Finally, two IP controllable power distribution units will be utilized to ensure proper device connectivity and assist with any proactive management requirements and AV system maintenance.

Optional VTC Package:

A new high definition PTZ camera will be mounted beneath the primary front wall display and will be utilized in order to capture local video for conferencing. New ceiling mounted speakers and a beamforming ceiling array microphone system will be optimized through programmable digital signal processing for the training space.

Optional AV over IP Package:

Two AVoIP Transmitters (Encoders) will be utilized to integrate the OFE Client Provided In-Room PC and Crestron Air Media Wireless Presentation Gateway within the AVoIP system. An additional AVoIP Transmitter (Encoder - Three Total) will be mounted at a client designated location within the conference room to function as a Wired BYOD user input into the AVoIP distribution system.

Conference Room/Call Center Major Components:

● Two AVoIP Receivers (Decoders)
● One Crestron Air Media Wireless Presentation Gateway
● One 10.1” Wall Mounted Touch Panel Controller
● One 7” Mullion Mounted Room Scheduler Touch Panel
● Two IP Controllable Power Distribution Units

Optional Package Items:
● Three AVoIP Transmitters (Encoders)
● Two Professional Ceiling Mounted Speakers
● One 2x2 Ceiling Tile Mounted Programmable Beamforming Microphone Array ● 8 Audio Channels Provided by Digital Signal Processor (located in Rack Room) ● One High Definition PTZ Video Conferencing Camera
● Two 75” Sony 4K HDR Professional Commercial Flat Panel Displays ● Two In-wall Recessed Dual Layer Wall Box
● Two Dual-arm Articulating Flat Panel Display Mount Packet Page 134 of 480Attachment 2 Page 8 of 179

● One Handheld Wi-Fi Enabled Remote Control

Conference Room/Call Center OFE & Client Responsibilities:

● One Personal Computer (OFE) - to connect to existing secure online portals. ● Dual Live AC Power and Dual Data patched to Client IDF at display locations.

RACK ROOM:

Western Audio Video has designated that the equipment in this location will be utilized to house the core AVoIP system components in addition to the professional audio distribution equipment. The AV equipment noted here will be responsible for distribution to the previously outlined locations in the scope of work, as well as any additional AV destinations required by the client’s plans for future scalability. The required rack space will be provided by the client, and if any additional details regarding miscellaneous components such as keystone inserts, patch panels, or cabling are required, kindly refer to the Installation Plan, or Equipment List documentation provided within the proposal documentation package.

The following descriptions of the Rack Room equipment will be a high-level overview for the sake of brevity and conciseness, if further technical details are required, please refer to the accompanying System Design Guide, and Installation Plan documentation.

One 40 Port - Layer 3 PoE+ Core Switch will be utilized to operate as the main transport and distribution point for the entire AV over IP system. An additional 48 Port - Layer 2 PoE+ Switch will be integrated for providing network connectivity to AV equipment that may not require the full Layer 3 and Multicasting capabilities of the Core Switch.

A total of 7 AVoIP Transmitters (Encoders) will be installed in order to integrate existing client provided sources (CCTV, STBs, & PCs) into the AVoIP distribution system. A total of 4 AVoIP Receivers (Decoders) will be utilized in order to integrate the two dedicated client provided Room PCs and the two Wired BYOD User Inputs located in the Training Room and Conference Room/Call Center spaces. Due to the flexible nature of the WAV AVoIP system design, additional Encoders and Decoders can be added and removed based on the client’s system requirements, in addition to future scalability concerns.

One Crestron CP4 Advanced Control Processor will be utilized in order to provide IP Based control of AV system components and touch panel interfaces/ room schedulers.

One QSC Core 110f Digital Signal Processor will be leveraged in order to provide professional, high-quality audio through both the Training Room and Conference Room/Call Center locations. One 70 Volt Audio Amplifier will also be integrated within the audio system to assist with providing the appropriate audio levels for these conferencing spaces. One 18 Port Vertical IP Controllable power strip/conditioner will be used to provide diagnostics and power distribution to the necessary AV system components located within the Rack Room. Finally, WAV will also provide Rack Packet Page 135 of 480Attachment 2 Page 9 of 179

Shelving, Patch Panels, and Miscellaneous keystones/patch cabling in order to fulfill device interconnectivity requirements of the AV system.

Optional UPS & Conference Room VTC Packages:

One 2000VA Uninterrupted Power Supply will also be utilized to ensure consistent power is provided to all of the core AV system components within this Rack Room.

One additional professional audio amplifier will be added into the Rack Room location if the client chooses to move forward with the optional VTC platform package for the Conference Room in order to assist with audio delivery requirements.

Equipment Rack Major Components:

● One 40 Port Layer 3 AVoIP Core Switch
● One 48 Port Layer 2 AV Equipment Network Connectivity Switch ● One AVoIP Controller
● Seven AVoIP Transmitters (Encoders)
● Four AVoIP Receivers (Decoders)
● One Crestron CP4 Advanced Control Processor
● One QSC Core 110f Digital Audio Signal Processor
● One 70v Professional Audio Amplifier
● One 18 Port Vertical IP Controllable Power Distribution Unit ● Miscellaneous Shelving, Patch Panels, and Keystones (Reference Design Guide document for further details)

Optional Items:
● One 2000VA Uninterruptible Power Supply
● One 70v Professional Audio Amplifier

Rack Room OFE & Client Responsibilities:

● OFE Client Provided Rack Space
● Dual Live AC Power at Rack Location
● Dual Data at Rack Location

OPERATIONS

Western Audio Video will provide the hardware necessary to integrate the new AV over IP video distribution system into the client's existing hardware for the room. One AVoIP Receiver (Decoder - Two Total) will be installed behind each respective OFE display (3 Total) and will be dedicated to providing high-definition video feed from the AVoIP distribution system.

Additionally, a local HDMI input will be added to provide a wired connection to the Packet Page 136 of 480Attachment 2 Page 10 of 179

room’s primary display.

A wall mounted 10.1-inch touch panel controller will be installed at the client’s designated location in order to provide system control within the operations center.

Optional Display Package:

WAV will supply and install all necessary hardware and components to add one additional display to this room (55” Sony Pro). This includes display, back box, IP controlled PDU, AV over IP decoder, network drops / wiring and articulating display mount.

Conference Room/Call Center Major Components:

● Three AVoIP Receivers (Decoders)
● Two AVoIP Transmitters (Encoders)
● One 10.1” Wall Mounted Touch Panel Controller
● Three IP Controllable Power Distribution Units

Optional Package Items:
● One 55” Sony 4K HDR Professional Commercial Flat Panel Displays ● One In-wall Recessed Dual Layer Wall Box
● One Dual-arm Articulating Flat Panel Display Mount
● One Handheld Wi-Fi Enabled Remote Control

Conference Room/Call Center OFE & Client Responsibilities:

● One Personal Computer (OFE) - to connect to existing secure online portals. ● Dual Live AC Power and Dual Data patched to Client IDF at display locations.

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CITY OF FAIRFIELD

TECHNOLOGY MAINTENANCE AND SUPPORT AGREEMENT

Exhibit “A-1”
Statement of Work

1.0 DEFINITIONS: In this Agreement, the following terms have the following meanings, and all other capitalized terms have the meaning given to them elsewhere in this Agreement:

1.01 “Acceptance” means that the CITY has accepted in writing that the Software is performing in accordance with its Documentation (as defined below). Within sixty (60) days of the Go Live Date (as defined below) CITY will create a list of Defects (as defined below) which must be corrected before Acceptance, except for minor or inconsequential errors, and, upon such correction, such Acceptance shall not be unreasonably withheld.

1.02 “Applicable Specifications” means the functional and operational characteristics of the Product as described in the VENDOR’s current published documentation, specifications, literature, and the written proposals, if any, made by VENDOR to CITY, and any additional specifications set forth in the Product Schedule.

1.03 “Change Order” is a mutual agreement in writing by both Parties changing the scope of the project. The Change Order will include information such as but not limited to the date executed, due date, scope of work, assumptions, agreed upon cost, hours and rates, job responsibilities, deliverables, verification and acceptance testing, payment terms, requestor, and approving parties.

1.04 “Certificate of Delivery and Installation” is a written document that acknowledges receipt of and details of Products per the associated Software License Agreement.

1.05 “Commentary” means any communications clarifying system functionality such as but not limited to presentations, whitepapers, and clarification emails and can be in various formats such as verbal communications, CDs, DVDs, paper copies, electronic files and PDF files.

1.06 “Confidential Information” or “Proprietary Information” means all information and materials furnished by CITY regardless of whether such information is pre-marked as confidential or in any other manner to indicate its confidential nature, including, without limitation, each Product, all information transmitted in writing, orally, visually, or on magnetic or other media, and including, database data, organizational information, system architecture, software, graphics, programs, designs, ideas, concepts, flow charts, diagrams, computer programs, methods, research, and any other personal or intellectual property relating to CITY. Confidential Information may be disclosed by VENDOR if VENDOR can document that such information: (a) was rightfully in VENDOR’s possession or known to VENDOR prior to receipt of the Confidential Information; (b) is or has become public knowledge through no fault of VENDOR; (c) is rightfully obtained by VENDOR from a third party without Packet Page 138 of 480Attachment 2 Page 12 of 179

CITY OF FAIRFIELD

TECHNOLOGY MAINTENANCE AND SUPPORT AGREEMENT

breach of any confidential obligation; or (d) is required to be disclosed pursuant to the order or requirement of a court, administrative agency, federal law, foreign state law, California state law, applicable regulatory authority, or other governmental body.

1.07 “Covered Software” means (a) the Original Software, or (b) Updates, or (c) Enhancements or (d) the combination of files containing Original Software with files containing Updates and/or Enhancements, in each case including portions thereof.

1.08 “Customization” means but is not limited to all code, software modifications or computer programming to the licensed Software developed or modified under the terms of this Agreement or related Change Order or Statement of Work.

1.09 “Defect” means (a) an omission in software code causing the software to operate such that it is not in compliance with the Applicable Specifications or (b) the media on which the Product is delivered is damaged or corrupted such that the software does not load properly, or (c) the Documentation contains gaps and/or erroneous information with regard to the Product.

1.10 “Documentation” means the VENDOR’s written proposal to the CITY, user manuals, collateral material (such as brochures), systems guides, technical guides, training documents, VENDOR’s Web site documents and information, mutually agreed upon Statement of Work, Commentary, and Supporting Documentation (see definition below) related to the Covered Software (as defined above).

1.11 “Effective Date” means the date that this Agreement takes effect, which unless otherwise stated, will be the date set forth on Page One of this Agreement upon being signed by duly authorized representatives of VENDOR and CITY.

1.12 “Enhancement” means any new Software program, or part thereof, or modification to an existing program which may be provided by VENDOR to provide new functionality, correct known problems or Defects, or improve the Software and which are generally made available to VENDOR’s customers.

1.13 “Fees” means the fees for Services as specified in CITY’s Agreement.

1.14 “Functional Specification” means the specific business functions that the Covered Software (as defined above) shall provide as described in the Documentation.

1.15 “Go Live Date” is the date of the first production use of the licensed Software by CITY where the CITY is using the Software to manage its normal business operations. Prototype development and testing, data conversion and testing, initial system training, and conference room pilot operations and testing take place before the Go Live Date.

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CITY OF FAIRFIELD

TECHNOLOGY MAINTENANCE AND SUPPORT AGREEMENT

1.16 “Maintenance and Support” means the Professional Services, Enhancements, and Updates provided by VENDOR to CITY pursuant to this Agreement and the included Statement of Work.

1.17 “Maintenance and Support Fee” means the fees which shall be assessed to CITY by VENDOR for Maintenance and Support as defined herein.

1.18 “Module” means a subset of the Software that relates to a specific set of related business functions.

1.19 “Order” means either an online order CITY submits to VENDOR, or any other written order (either in electronic or paper form) provided to CITY by VENDOR for signature, which describes the Services CITY is purchasing, and that is signed by the CITY, either manually or electronically.

1.20 “Original Software” means the VENDOR’s computer software program(s) licensed by CITY and identified in the Product Schedule.

1.21 “Parties” means CITY and VENDOR.

1.22 “Product” means the VENDOR’s computer software programs (“Software”) identified in the Product Schedule, and related Documentation, manuals, utilities and other related items and information. Product shall also include each and every Release (as defined below), patch, upgrade, version or Product correction available from VENDOR during the term of each Maintenance and Support Period.

1.23 “Professional Services” means all services provided by VENDOR which are primarily intellectual and mental, and performed by qualified personnel. Such services may include without limitation project planning, consulting, project management, data conversion, training, programming, and development of Customizations.

1.24 “Program Error” means there is incongruence between the behavior of the Software and the documented functionality and operation of the Software or any other problem or irregularity which affects the material functionality of the Software.

1.25 “Service Level Agreement” or “SLA” means the applicable Service Level Agreement provided in Exhibit A-3 in this Agreement.

1.26 “Services” means all services provided to CITY by VENDOR and more specifically outlined in A-1, A-2, A-3, and A-5 in this Agreement.

1.27 “Statement of Work” means a document which describes, in detail, the services to be provided by VENDOR and its Subcontractors (as defined below), implementation schedule, responsibilities of CITY and VENDOR, description Packet Page 140 of 480Attachment 2 Page 14 of 179

CITY OF FAIRFIELD

TECHNOLOGY MAINTENANCE AND SUPPORT AGREEMENT

and schedule of training, description and schedule for development of Project Systems, Acceptance plans and protocols, and contingencies.

1.28 “Subcontractor” means business entity with which CITY or VENDOR may contract to perform certain functions identified in the Statement of Work.

1.29 “Supporting Documentation” means all materials, in print or electronic form, related to the Software and Customizations which include: technical specifications, technical manuals, user manuals, user guides, abbreviated user guides, and all other training, reference, or support materials which are provided under the terms of this Agreement.

1.30 “System Administrator” is a person who has the knowledge, skills, and abilities to manage, monitor and maintain a multiuser computing environment.

1.31 “System Software" means software, which may include Third Party Software and related documentation, that control hardware functions, provide fundamental relational database management and standard query language capability, provide an application development language and environment, and enable web and internet access to the Applications Software, Customizations, and Third Party Software, which are commonly referred to as operating systems and database management systems, database engines, compilers, programming languages, debugging utilities, backup and restoration utilities, and web management utilities.

1.32 “Third Party Software” means all software required by, or related to, the Covered Software and Customizations that are necessary and required to allow such Software and Customizations to provide Functional Requirements and which are provided by a third party directly to CITY.

1.33 “Updates" shall mean new software, software modifications, and related documentation changes and other improvements provided by VENDOR to correct problems and Defects and maintain the operational quality of the Software and to allow CITY to enjoy full and productive use of the Product(s).

1.34 "Use" means the execution of any part of the Covered Software (as defined above) by CITY for the purpose of providing CITY or its Users with the business functionality described in the Functional Specification.

1.35 “User” means any CITY employees, contractors, agents, assignees, elected or appointed City officials, or other parties affiliated with CITY who have the right to use and have access to the Software either on site or remotely to support CITY’s full, productive and lawful use of the Software or to access CITY’s information, transactions.

1.36 “VENDOR” means the company providing services under this Agreement and shall include all personnel, employees, agents and subcontractors of VENDOR.

Packet Page 141 of 480Attachment 2 Page 15 of 179

Exhibit A-2

PRODUCT SCHEDULE

Conference Room/Call Center:

● 2x Binary B-900-MOIP-4K-RX (AVoIP Decoder)
● 1x Crestron AM-3200-WF Air Media Wireless Presentation Gateway * Still set as optional for this room
● 1x Crestron TSS-770-B-S 7 Inch Touch Panel Room Scheduling Display ● 1x Crestron TSW-1070-B-S 10 Inch Touch Panel Room Controller Display ● 1x Plenum Cabling Packages & Keystones
● 1x Liberty PC-G1790-E-P-W HDMI Keystone Wall plate
● 1x Existing OFE Dedicated Room PC

Optional Items:
● 3x Binary B-900-MOIP-4K-TX-2 (AVoIP Encoder)
● 1x Aver CAM520 HD PTZ Camera
● 1x Crestron TSR-310 Wi-Fi Enabled Handheld Remote Control ● 2x QSC AD-C6T-WH In-Ceiling Speakers
● 1x Shure MXA910W Beamforming Ceiling Microphone Array ● 2x Sony FW-75BZ40H 75 Inch 4K HDR Flat Panel Displays ● 2x SM-CS-ART2-XL Strong Dual Arm Articulating Display Mount ● 2x SM-RBX-PRO-14-BLK Strong Inwall Recessed Back Box
● 2x WB-250-IPW-2-Watt box IP Controlled PDUs

Management/Communications Offices (8):

● 1x Binary B-900-MOIP-4K-RX (AVoIP Decoder)
● 1x Crestron TSR-310 Wi-Fi Enabled Handheld Remote Control ● 1x Sony FW-43BZ35J 43 Inch 4K HDR Flat Panel Display
● 1x SM-CS-ART2-L Strong Dual Arm Articulating Display Mount ● 1x WB-250-IPW-2 Wattbox IP Controlled PDU

Rack Room (IDF):

● 1x A-NEUVIDEO ANI-42HPIP 4x2 HDMI Switch with Multiview ● 1x Araknis AN-310-SW-F-48 48 Port L2 Managed Switch
● 1x Binary B-900-MOIP-4K-CTRL AVoIP Controller
● 4x Binary B-900-MOIP-4K-RX (AVoIP Decoder)
● 7x Binary B-900-MOIP-4K-TX (AVoIP Encoder)
● 1x Crestron CP4 Advanced IP System Controller
Packet Page 142 of 480Attachment 2 Page 16 of 179

● 1x Extron XPA 1002-70V 100-Watt 70V Professional Audio Amplifiers ● 1x Netgear M4250-40G8F 40 Port Layer 3 Managed Switch (Core AVoIP Switch) ● 1x QSC Core110f Professional Audio Digital Signal Processor ● 1x Wattbox WB-800VPS-IPVM-18 18 Port Vertical IP Controllable PDU ● Strong AV Equipment Shelves
● 1x Panduit WMPF1E PatchLink Horizontal Cable Manager, Single Sided, 3.5" (2U)
● 1x Panduit WMPFSE PatchLink Horizontal Cable Manager, Single Sided, 1.7" (1U)
● 2x Wirepath WP-CAT6-PP-48 Rack-mount 48-port RJ-45 Cat6 patch panel, black (2U)

Optional Items:
● 1x Extron XPA 1002-70V 100-Watt 70V Professional Audio Amplifiers ● 1x Wattbox WB-OVRC-UPS-2000-1 2000 VA IP Controllable UPS

Operations:

● 3x Binary B-900-MOIP-4K-RX-2AC (AVoIP Decoder)
● 1x Crestron TSR-310 Wi-Fi Enabled Handheld Remote Control ● 2x WB-250-IPW-2 Wattbox IP Controlled PDUs

Optional Items:
● 1x Binary B-900-MOIP-4K-RX-2AC (AVoIP Decoder)
● 2x Binary B-900-MOIP-4K-TX-2AC (AVoIP Encoder)
● 2x Liberty PC-G1790-E-P-W HDMI Keystone Wallplate
● 1x Sony FW-55BZ40H 55 Inch 4K HDR Flat Panel Display
● 1x SM-CS-ART2-L Strong Dual Arm Articulating Display Mount ● 4x SM-RBX-PRO-14-BLK Strong Inwall Recessed Back Box
● 2x WB-250-IPW-2 Wattbox IP Controlled PDUs
● 1x Crestron TSW-1070-B-S 10 Inch Touch Panel Room Controller Display

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Client initial

Exhibit A-3

Service Level Agreement
Includes: Reporting Technologies and Capabilities

City of Fairfield
Primary Contact Name: Peter Perez
Phone Number: 707-428-7541
Street address: 1000 Webster St.

City, State Zip: Fairfield, CA 94533
Table Of Contents:

Pages 1 - 2: Primary Features & Benefits
Pages 2 - 5: Definition Of Terms
Pages 6 - 10: Contract
Pages 10 -11: Description Of System

Scope of Services Provided In This Plan

Primary Features & Benefits

● Service Interval expectations
○ 24/7 Ticket initial response and acknowledgement.
○ 4 business hour remote support intervention & check
○ 8 business hour emergency on-site response
○
● One full day preventative maintenance / standard on-site service calls ● One half day on-site training refresh visits
● Four hours Helpdesk remote support / remote training
● Discounted labor rates for additional work (20% From Pay-As-You-Go) ○ 250 / hr - Emergency on-site support (24-hour turnaround) ○ 175 / hr - Standard on-site support
○ 135 / hr - Help Desk / Remote Training
● Access to Western Audio Video Inc. Support Ticketing System and Client ticket portal ● Access to Western Audio Video Inc. Help Desk technicians via Phone, email, real time chat
● Remote Computer Assist via Help Desk Technicians
● Remote AV Network & Hardware Monitoring
● Remote Reboot & Troubleshooting
● Annual Technology Assessment Meetings
Packet Page 144 of 480Attachment 2 Page 18 of 179

Client initial

Total for package = $20,532 for 5 years

Total For Optional Warranty = Est. $5,133 / yr. after the first year

On-site service call window - Western Audio Video Inc.’s commitment to delivering prompt fault resolution or an on-site technician in an estimated time frame for standard service calls. Upon the receipt of a call during normal business hours (i.e., Monday through Friday, 8:00 a.m. to 6:00 p.m.) Western Audio Video Inc. will begin by providing assistance to the client over email, telephone, or through live chat. If these initial support steps do not resolve the fault, Western Audio Video Inc. will attempt to diagnose and resolve the issue remotely through remote assist, or remote device control. If it is not possible to resolve the fault through remote support, Western Audio Video Inc. will dispatch a technician to the location registered in the service agreement during normal business hours. (Monday through Friday, 8:00 a.m. to 6:00 p.m.) Windows are not a guarantee of time to service, Western Audio Video Inc. will make every effort to provide fault resolution or on-site service in the specified service call window.

24 Hour remote support Turnaround window - Western Audio Video Inc.’s commitment to delivering prompt fault resolution attempts via email, phone, remote monitoring, remote assist, or remote control. A trained technician will respond remotely to all client tickets within 24 hours.

Emergency Service Calls - Priority service calls handled at the highest urgency for Western Audio Video Inc. Intended for use when mission critical systems are not functioning, and an immediate on-site visit is needed outside of the clients regular on-site service window. Western Audio Video will respond to these cases on-site within 24 hours of initial service ticket submission. All urgent on-site service calls requiring work outside of normal business hours will be billed against available emergency service call blocks or at emergency service call rates.

Standard / Preventative Maintenance On-Site Service Call - Recommended Western Audio Video Inc. on-site visits to maintain an optimally functioning system. Includes systematic checks of each device of the client’s installed system and updated tuning for performance. As part of the preventative maintenance visit the technician will make any necessary adjustments to the equipment, conduct any necessary firmware upgrades, and clean and dust the appliances. This time can also be scheduled if the system requires fault resolution or is not operating to full expectations and requires an adjustment to audio levels, settings adjustment, or changes to automated presets. At the conclusion of the visit the technician will Test the system and provide the Client with a verbal overall assessment of their system. This visit also serves as a time to inquire about any system preferences, ongoing issues, or questions the Client may have.

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Client initial

On-site Training - Training or instruction provided by Western Audio Video Inc. on-site for the client’s critical staff. (Typically, IT, building & maintenance or end users) This time is intended as instructional refresh of best practices, basic troubleshooting steps, and to review common mistakes or troubles with use.

** All on-site service calls included / provided for in the service agreement will be billed against the service contract in half day (4 Hour) increments regardless of the duration of technician’s on-site time.
** Time required beyond allotted on-site service blocks will be billed at the client’s rate set forward in “Discounted Labor Rates For Additional Work”. ** All on-site service calls outside of those included / provided for in the service agreement will be billed at the client’s rate set forward in “Discounted Labor Rates For Additional Work”. All on-site service calls billed a minimum of 2 hours regardless of the duration of technician’s on-site time.
** In the event of a very brief (1-3 hr.) service call, the client may elect to pay for the on-site visit at the rate set forward in “Discounted Labor Rates For Additional Work” rather than exhaust one of their on-site service call blocks.

Helpdesk Remote Support / Remote Training - Western Audio Video Inc. seeks to provide the most efficient troubleshooting and fault resolution possible. As part of our support process, we will attempt to identify the source of any faults and resolve issues remotely without dispatching a technician for on-site work. Equipment and functions that may be serviced remotely are, but not limited to, routers, switches, wireless access points, control processors, touch panels, televisions, wireless presentation systems, audio processors, audio receivers, media servers, power supplies, etc. In addition to remote fault resolution, this time is intended for use in remote training sessions via. phone, email, or live chat. remote support / remote training will be billed against the clients included time allotment in 15-minute increments. Time outside of clients included time allotment for remote support / Remote Training will be billed at the rate set forward in “Discounted Labor Rates For Additional Work”.

Discount Labor Rates- Western Audio Video Inc. service agreement entitles the client to discounted labor rates depending on service level held by the client. Discounts are available at either 10%, 15%, or 20% of standard billing rates for Emergency, Standard and Remote Support / Remote Training.

Western Audio Video Inc. Support Ticketing System and Client Ticket Portal - Western Audio Video Inc.’s dedicated support team is the backbone of this service agreement. Our process provides a destination for our clients to call to discuss questions, concerns, or issues. The Help Desk can provide remote training and support with tools such as; Real time chat, remote assist, remote monitoring, remote device control, and an advanced ticketing/solution system.

Ticketing/Solution System - Western Audio Video Inc. employs a state of the art Packet Page 146 of 480Attachment 2 Page 20 of 179

Client initial

ticketing system that tracks all client communications related to service & support. This is the core tool used by Help Desk technicians, allowing us to receive and document interactions through your emails, phone calls, live chat, and in person communication.

Use of these support channels enables Western Audio Video Inc. to provide clients with thorough and well documented resolutions to their support requests. Additionally, Western Audio Video Inc. may produce shareable metric data that will allow for more efficient support over time.

Real Time Chat - If necessary, the client may initiate a direct chat with the Western Audio Video Inc. Help Desk during normal business hours to discuss service needs or for training & support.

Client Portal - Tickets are how Western Audio Video Inc. track’s fault resolution, contact information, observations, issues, questions, and concerns with our clients.

Service agreement clients have the power to create, view, edit, and track the status of their questions, concerns, and issues through the client ticketing portal. ( https://desk.zoho.com/portal/westernaudiovideo/ ). All clients with active service plans have access to this site and may see and edit their company's collection of past and current tickets.

Remote Computer assist - If necessary, the Western Audio Video Inc. Help Desk will provide connectivity for the remote control of your on-site PC or Mac. Using these tools, we can gain information about your network and system allowing us to take troubleshooting steps or learn what actions need to be taken to resolve a fault.

Types of hardware included but not limited to are routers, switches, wireless access points, control processors, touch panels, televisions, wireless presentation systems, audio processors, audio receivers, media servers, power supplies, etc. Installed monitoring hardware interacts with Western Audio Video Inc.’s remote monitoring server solution.

Remote Reboot & Troubleshooting - Where available, Western Audio Video Inc. will interact with installed equipment remotely to identify the source of faults and oftentimes resolve them remotely. This provides the off-site technician the ability to both software “soft” and hardware “hard” reboot equipment installed by Western Audio Video Inc. which has the capability of this function. This system also provides the off-site technician the ability to adjust configurations of hardware through either OvrC, network VPN, or remote management systems depending on network access and permissions.

In the event of ongoing or intermittent faults Western Audio Video Inc. may access the system remotely, check function logs and address faults directly. All remote monitoring, Packet Page 147 of 480Attachment 2 Page 21 of 179

Client initial

remote reboot & remote troubleshooting capabilities are subject to hardware type and network access restrictions. The larger in scale and capability Western Audio Video Inc.’s remote support tools are built; the fewer on-site service visits are required.

Technology Assessment Meetings - Western Audio Video Inc. intends to make certain that your installed systems are meeting your needs and advancing as technology progresses. Included in the service agreement are bi-annual in person assessments with the clients account manager which allow time to discuss ongoing needs, changes to Western Audio Video Inc. service procedure and changes to technology that may impact the client. It’s important that Western Audio Video Inc. keep up to date on our clients ongoing business needs and keep our clients up to date on the changing landscape of electronic systems. These meetings are an opportunity to better tailor our service and hardware offerings to our client’s needs.

Optional Hardware Advanced Replacement - Hardware in the client’s systems provided by Western Audio Video Inc. may or may not remain covered by the manufacturer's original warranty. (Warranty terms vary) However, the majority of hardware manufacturers provide only a ‘repair’ warranty that requires de-installation, shipping, assessment, repair and re-installation. During this period, the affected systems typically remain ‘down’. As an alternative, Western Audio Video Inc. may provide an extended warranty which includes advance replacements of malfunctioning hardware and some consumables. Upon discovery of an equipment fault that cannot be solved by on-site troubleshooting, Western Audio Video Inc. will expedite the order of replacement hardware at no additional material cost to the client. (Freight overnight) Out of production equipment will be replaced with like kind from same or similar manufacturers where possible. This Hardware Advance Replacement service is separate from and not included in this service agreement. Upon request, Western Audio Video Inc. will detail this service and contract with the client to provide the Hardware Advance Replacement service.

Reporting Technology & Capabilities - Western Audio / Video’s support and ticketing system provides clients with a top-down view of support inquiries, open tickets and closed service issues. In addition, our clients receive monthly status reports showing system and network faults / resolutions. This allows for the tracking of ‘trouble’ components or ongoing issues. Additionally, this framework provides a real time view, on request, for all network connected system components. Room use / system use reporting is available for a nominal setup fee and additional ongoing maintenance fees.

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INSTALLATION PLAN:
`
The highest professional installation standards will be used throughout this project subject to the material and services outlined in this proposal. All work will be made in a good and workmanlike manner. Cabling will be placed above ceilings and inside walls where possible. All wiring will be UL Plenum Rated type. At all times the jobsite shall remain clean of excess debris and remain safe for client guests and employees. Upon completion of the installation, WAV shall remove all its equipment and unused material, thoroughly clean up all packaging, refuse and debris, and leave the client's location in good and orderly condition.

Whenever necessary, WAV shall provide adequate supervision of its employees and work on the work site. An experienced WAV supervisor will work closely with the client or client's representative to coordinate where and when work is to be undertaken. A project manager will be provided by WAV to handle all project coordination through the entire project life cycle. They will coordinate closely with Fairfield City’s authorized representatives including the City Department of Information Technology.

This project is bid for daytime Monday through Friday standard business hours eight am to five pm. Any work outside of these hours will be billed at time and a half and will be in addition to this scope of this work as a change order. Our proposal provides for all work to be done on contiguous days. Client requests for an interruption to this work schedule are subject to a re-mobilization charge. It is expected that this installation will take 5 days to pre-wire, 3 days to trim out, and 2 days to program and commission or two full work weeks. Access to areas needed for installation will be coordinated with Fairfield City authorized representatives.

Once awarded the contract and provided the down payment Western Audio Video will order all materials. Once all materials have arrived WAV will schedule installation with the city. WAV will coordinate with the city access to the site and all required support needed from the city throughout the entire project lifecycle. Western Audio Video will work closely with Fairfield City IT department to ensure transparent communication throughout the project including regular meetings and updates to any changes in plans or system details. WAV will run all project details and updates through any city appointed representatives.

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TRAINING PLAN:

Training and system turnover will occur as soon as WAV technicians certify the system to be complete. Initial system training will occur around this time. WAV will schedule training with all city representatives required. Initial training will allow for all city personnel to walk through each location and be shown hands on how to use all of the equipment and its functionality. Questions can be asked for clarity and project documentation will be provided to reiterate all systems functionality, specifications, and relevant details pertinent to the system and how it will interface with users and the existing IT infrastructure. Training documentation will be provided for end users, moderators, and admins. Deliverables for training to be WAV produced handbooks which can be reprinted / modified by client. Specific training to different user types will be provided. All those to be trained by user type will need to be trained at the same time. Additional training can be provided for new staff if it should be needed but remains outside the scope of this proposal. WAV will bill $200 hourly for any additional training.D

MAINTENANCE DURING WARRANTY PERIOD:

Western Audio / Video provides a streamlined service and support ticketing system featuring extensive remote capabilities. Each system is designed with the ability to remote-reset and remote-configure, preventing service truck-rolls and allowing us to resolve most system problems in minutes. Unlimited access to our 24-hour support desk and ticketing system is included for the first year, and costs $5,133 per 12 months thereafter. All parts and on-site warranty labor are included for 12 months as well.

● 1 Year SLA: Included
● 2 Year SLA: (Additional $5,133)
● 3 Year SLA: (Additional $10,266)
● 4 Year SLA: (Additional $15,399)
● 5 Year SLA: (Additional $20,532)

WAV will promptly notify the city of any defects or malfunctions in the hardware or firmware and will promptly correct any defects or malfunctions discovered during the warranty period. WAV will cover all costs for analyzing, fixing, testing and implementing corrections to errors identified during the warranty period. All corrections made during Packet Page 150 of 480Attachment 2 Page 24 of 179

the initial warranty period (12 Months) shall be included for hardware at no additional cost. Documentation of any changes will be made available to the city.

ONGOING MAINTENANCE AND SUPPORT:

Western Audio Video provides both onsite and remote services. Remote serviceability of our AV Systems is executed through a hardware and software package. This allows WAV to remote access, monitor, configure and troubleshoot audio video systems. WAV supports numerous AV over IP systems remotely as well as on site. 24 hour, 7 days per week remote support coverage is included. All service to the city will originate from WAV’s San Carlos, CA location. The number of clients served from this location is (ALL). WAV’s average response time is 1-2 hours for tier 1 support, and 24-48 hours for tier 2 support, tier 3 support / or on-site support will be provided at WAV’s earliest availability. Six trained systems engineers are available for tier 2+ support. WAV’s network support capabilities are outlined above. Travis Spencer or Erick Burton will primarily handle the resolution of tier 2 and tier 3 tickets. There are no software agreements in this proposal.

One preventative maintenance annual system check will be performed to ensure all system components are up to date and functioning properly. This preventative maintenance visit is included for any client with an active SLA with WAV. Any system irregularities or issues will be documented and provided to the city. Any system errors to the functionality of the system will be repaired in a timely manner. If there are any potential issues these will be documented and shared with the city. A plan to fix these errors will also be documented with the city and executed in a timely manner.

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Exhibit A-4

CITY OF FAIRFIELD, CALIFORNIA

REQUEST FOR PROPOSALS
FOR AN

EMERGENCY OPERATIONS CENTER A/V UPGRADE PROJECT

PROPOSALS ISSUED:

November 1, 2021

PROPOSALS DUE:

December 2, 2021

AT THE

INFORMATION TECHNOLOGY
OFFICE

1000 Webster Street
Fairfield, California 94533

Contact Person during Proposal Period:

Peter Perez, IT Manager
email:
[email protected]
Telephone: 707-428-7541
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City of Fairfield
EMERGENCY OPERATIONS CENTER A/V UPGRADE PROJECT (“System”)

TABLE OF CONTENTS
PAG
E

SECTION I. RULES OF PREPARATION 4
A. Invitation 4
B. Proposer Inquiries 5
C. Submission of Proposals – Due December 2, 2021 5
D. Evaluation, Demonstration, and Site Visits 5
E. Cost of Preparation of Proposal 7
F. Notification of Withdrawal of Proposal 7
G. Rights to Pertinent Materials 7
H. Right of the City to Reject Proposals 7
I. Exceptions to the RFP 7
J. Confidentiality of Documents 8
K. Contact with City Employees 8
L. Non-Collusion Certification 8
M. Fairfield Business License 8
N. Non-Disclosure Agreement 8
SECTION II. SELECTED TERMS AND CONDITIONS OF THE CONTRACT 9 SECTION III. PROJECT DESCRIPTION 9
A. General 9
B. Proposer Shall Have 10
C. Technical Environment 10
D. Single Vendor Responsibility 12
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E. Proposer’s Responsibilities 13
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F. Warranty on Hardware/Firmware 13
G. City’s Responsibilities 14
H. Training 14
I. Award of Contract and Performance 14
J. Project Manager 14
K. Ongoing Support 14
SECTION IV. PROPOSAL FORMAT 15
A. General Instructions 14
B. Proposal to be Submitted to the City of Fairfield 14 Appendix A-1, Form 1 Proposer Checklist 19
Appendix A-1, Form 2 Proposer Background Information 20 Appendix A-1, Form 3 Signature Page 24
Appendix A-1, Form 4 Pricing Pages 25
Appendix B City’s Non-Disclosure Agreement 28
Appendix C City’s Maintenance and Support Agreement 31
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SECTION I. RULES OF PREPARATION
A. INVITATION
The City of Fairfield (the City) invites qualified firms to submit written proposals to provide and install a new Audio and Video (AV) system capable of

1. Two panel 85” 4k commercial grade video wall

2. AV over IP video distribution system

3. Web Conference ability in Training Room

4. Wireless presentation gateway

5. On-wall control system

6. Eight 42” 4k commercial grade displays for individual offices w/remotes

7. Two Conference Room Scheduling displays

8. Remote off-site serviceability

9. Expandable for future additions

10. Delivering staff training after
deployment

This Request for Proposals (RFP) describes the general rules for preparing and submitting proposals and the City’s requirements for the Emergency Operations Center (EOC) A/V Upgrade Project.

Section I includes the rules for proposal preparation.

Section II contains an overview of terms and conditions of the contract.

Section III contains specific information about the scope of work and Proposer’s responsibilities, including installation and ongoing maintenance.

Section IV contains a description of the required Proposal Format. Appendix A contains various proposal response
pages.

Appendix B contains the City’s standard Non-Disclosure Agreement

Appendix C contains the City’s standard Technology Maintenance and Support Agreement.

Proposer shall submit both written and electronic (via flash drive) copies of the proposal, which presents the Proposer’s qualifications and understanding of the work to be performed. The proposal should be prepared simply and economically and should provide all the information that is considered pertinent to its qualifications for the project and responds to the Application Specifications and Evaluation Criteria listed herein.

Emphasis should be placed on completeness of services offered and clarity of content.

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Failure to comply with the RFP requirements or to complete any portion of the Proposer Response Pages may result in rejection of a proposal.

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B. PROPOSER INQUIRIES
All questions or comments concerning the requirements of this RFP shall be made in writing. Any questions regarding the proposal process and/or City requirements should be directed to:

Staff name: Peter Perez
Staff department: Information Technology
Department address: 1000 Webster Street
Fairfield, CA. 94533
Staff email:
[email protected] Staff
fax: 707-428-7701
Staff phone number: 707-428-7541

C. SUBMISSION OF PROPOSALS – DUE FRIDAY, December 2nd, 2021

Proposer shall prepare and submit 3 written copies plus 1 electronic copy on USB drive of the proposal. Proposals shall be submitted in a sealed envelope clearly marked “Request for Proposals No. 2021-1202” and must be submittedno later than 3:00 PM, Pacific Standard Time, Friday, December 2, 2021 to:

Name: Peter Perez, IT Manager
Department: Information Technology
Department address: Police Lobby, 1000
Webster St.

Fairfield, CA. 94533

Should Proposer decide to utilize an express delivery service, please note that the delivery address is the same as listed above. Proposals will not be accepted via fax or e-mail.

Time is of the essence, and any proposal received after the announced time and date for submittal cannot be considered. It is the sole responsibility of the Proposer to ensure that its proposal is received by department personnel before the deadline. Proposals received after the announced time and date of receipt by mail or otherwise will be returned. However, nothing in this RFP precludes the City from requesting additional information at any time during the proposal evaluation.

Any proposal submitted shall include a Signature Sheet (see Appendix A-1, Form 3) that has been signed by an individual authorized to bind the Proposer. Proposals submitted without such signature may be deemed non- responsive.

Appendix A-1, Form 4, Pricing Pages shall be submitted in a separate, sealed envelope.

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D. EVALUATION, DEMONSTRATION, AND SITE VISITS

The City is proposing a bidder’s site walk on TUESDAY, November 9, 2021, 9:00am at City of Fairfield Fire Department, 1200 Kentucky St., Fairfield, CA. 94533. Vendors will be required to sign a non-disclosure agreement prior to walkthrough. After the proposal due date of THURSDAY, December 2, 2021, the City will be extending an opportunity for top ranking proposers to submit their best and final offers during product demonstrations.

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Following written proposal evaluation, the City will request product presentations by the top-ranking proposers, to be held at City Hall. The product presentation will be used to determine the overall solution functionality, including a review of the requirements listed, and to enable the Proposer to highlight items contained in the respective proposal. On- site visits by City officials to locations where a similar product is installed may be conducted. Contract negotiations will take place following completion of the evaluation of the written proposals, product demonstrations, site visits and City’ winning selected bidder .

The City will evaluate proposals based on a variety of quantitative and qualitative criteria. The proposal with the lowest price will not necessarily be selected. The City will select the proposal that provides the best value to the City.

A committee representing the Information Technology Division and Fire Department will evaluate the proposals by assigning points based upon the following criteria:

Criterio
n
A. Planning/Design/Architecture
Does the Proposer and Design comply with the
requirements contained in this Request for Proposals?
B. Planning/Design/Architecture
Proposed design meets requirements
Proposer's commitment to prompt delivery
Proposed design meets segmentation requirements
Feasibility, timeliness and quality of implementation
schedule
Comprehensiveness and quality of training
C. Availability and Quality of Staff Training
Quality of training and technical support
Current staff training included at no additional cost (# of seats)
Cost of training “seats” after implementation
D. Proposer's Experience, Capability and Customer
Focus
Willingness and ability to negotiate contract terms
acceptable to the City
Experience and technical expertise of staff assigned to this
project
Level of satisfaction expressed by Proposer's references Stability and financial resources of Proposer
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Page

Proposer’s demonstrated ability within the past (2) years to successfully install at least two (2) systems
comparable to that described in this RFP, in municipal
governments. (To be considered, Proposer shall have
served as either the sole service provider or the prime contractor in the successful installation of the systems.) Packet Page 161 of 480Attachment 2 Page 35 of 179

Page

E. Project Cost
Cost will be evaluated based on a five-year life cycle, including one-time purchase and ongoing maintenance
and support costs.

Cost of purposed equipment

The proposals receiving the highest number of points may be required to arrange an on-site visit of a comparable system furnished and installed by Proposer and currently in operation. Proposer representative(s) attending any site visits with City staff shall be technically qualified to respond to questions related to the proposal submitted. The City reserves the right to deduct points from those assigned to a Proposer based upon its written proposal should product functionality, as demonstrated, differ from that described in its written proposal.

E. COST OF PREPARATION OF PROPOSAL

The City will not pay costs incurred by the Proposer in the proposal preparation, printing, demonstration, or negotiation process. All such costs shall be borne by the Proposer. The City will, however, be responsible for all costs of City employees associated with needed demonstrations and site visits.

F. NOTIFICATION OF WITHDRAWAL OF PROPOSAL

Proposals may be modified or withdrawn at any time prior to the date and time specified for proposal submission by an authorized representative of the Proposer by formal written notice. Proposals submitted will become the property of the City of Fairfield after the proposal submission deadline.

G. RIGHTS TO PERTINENT MATERIALS

All responses, inquiries, and correspondence relating to this RFP and all reports, charts, displays, schedules, exhibits, and other documentation produced by the Proposer and submitted as part of the proposal shall become a public record and property of the City of Fairfield upon receipt by the City.

H. RIGHT OF THE CITY TO REJECT PROPOSALS

The City reserves the right to reject any and all proposals or any part of any proposal, to waive minor defect or technicalities, or to solicit new proposals on the same project or on a modified project which may include portions of the original proposed project as in the best interest of the City.

I. EXCEPTIONS TO THE RFP
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Exceptions to the RFP specifications, terms and conditions shall be clearly stated in the proposal.

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J. CONFIDENTIALITY OF DOCUMENTS

All proposals shall be deemed public documents at the time of contract award to the successful Proposer. The RFP is intended to be worded in a manner so as not to elicit proprietary information. If proprietary information is submitted as part of the proposal, such information should be labeled “Proprietary” and accompanied by a request that the information be returned to the Proposer by the City. Any Proposer that includes a blanket statement of limitation, which would prohibit or limit public inspection, may be considered non-responsive and may be rejected. Pricing information is generally not considered proprietary information.

K. CONTACT WITH CITY EMPLOYEES

All questions related to the RFP process shall be addressed directly to the Contact Person named on the cover sheet of this RFP. Contact with other City employees during the proposal process is expressly prohibited without priorconsent of the City’s Contact Person. Proposers who directly contact City employees risk elimination of their proposals from consideration.

L. NON-COLLUSION CERTIFICATION

By submitting a proposal, the Proposer is certifying that he/she has not directly or indirectly been collusive with any other Proposer in the preparation and submission of the proposal.

If at any time it shall be found that the person, firm, or corporation to whom a contract has been awarded has, in presenting the proposal, colluded with any other party or parties, said person, firm or corporation shall be liable to the City for all loss or damage which the City may suffer as the result of the collusive activity, including, but not limited to, the cost of advertising and awarding a new contract for the work, service, or materials. In addition, at the discretion of the City, the collusive contractor may be disqualified from bidding on City contracts for a period not to exceed five (5) years.

M. FAIRFIELD BUSINESS LICENSE

The successful Proposer must either possess a current, valid Fairfield business license or must have submitted a Fairfield business license application and fee at the time of contract award.

N. NON-DISCLOSURE AGREEMENT

All Proposers will be required to sign the City’s Non-Disclosure Agreement, attached as Appendix B.

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SECTION II. SELECTED TERMS AND CONDITIONS OF THE CONTRACT

The successful Proposer will be required to enter into the City’s standard Maintenance and Support Agreement, attached hereto as Appendix C. The selected Proposer must identify any provisions of such agreement to which Proposer will not agree.

SECTION III. PROJECT DESCRIPTION
A. GENERAL
The City of Fairfield is seeking to procure new Audio and Video system to improve effectiveness of our EOC.

The areas of work are:

Training Room
Management/Communications Offices
(8) Conference Room/Call Center
Rack Room

The Training Room has a projection-style Smartboard, corner mounted display, and ceiling mounted projector w/ retractable screen. One PC and one portable Logitech Rally web conference system located in credenza.

PC display is controlled by wall mounted iPad that mirrors Atlona Matrix switch control panel in Rack Room. Proposers must include costs for removal of existing hardware and any coordination of the return of hardware to City of Fairfield IT Department.

Of the eight Management/Communication offices, six have small ceiling mounted displays. Two offices have none. All will be replaced with commercial grade displays to monitor live news, CCTV, or PC data.

The Conference Room/Call center has a newer Smartboard and two midsized monitors. There is one PC hardwired to Smartboard and midsized display. Other midsized display is connected to Rack Room matrix switch.

The Rack Room has an 8 x 8 Atlona Matrix switch in which 3 x 8 are in in use. Input sources are CCTV, Direct TV and Comcast. Channels are switched with an IR blast controller and emitters under each display.

All wire/cable must be hidden wherever possible. Any exposed cable ends must be labeled.

High-Level Requirements

Due to advancements in technology and the ever-changing requirements to support Public Safety, the new EOC AV system must have the ability to:

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1. Display information across a video wall consisting of (2) 85” 4k commercial grade displays. One (or both) displays must be capable of quad-view.

2. Use AV over IP infrastructure.

3. Conference room HD PTZ webcam, ceiling mounted speakers, and array microphones.

4. Wireless presentation gateway to facilitate BYOD screen sharing.

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5. Wall mounted tablet-based control system.

6. (8) 42” 4k commercial grade displays in
Management/Communication offices with handheld Wi-Fi remotes.

7. (2) Conference room scheduling displays that integrate into O365 environment.

8. Expandability for future additions

9. Remote, off-site serviceability.

10. Staff training.

These high-level goals, and supporting business, technical and reporting requirements, are detailed in the “Requirements” section of this document.

The successful Proposer will also provide user training, system documentation and process documentation.

B. PROPOSER SHALL HAVE:

1. Plan to analyze existing equipment and make recommendations re:
a. Implementation plan minimizing down-time

C. TECHNICAL ENVIRONMENT
The Emergency Operations Center doubles as the Administrative building of Fire Station

37. In day-to-day operations, the facility houses the Fire Department’s Management and administrative staff. City (Civilian and Public Safety) computer systems operate on a metropolitan area network (MAN).

D. SINGLE VENDOR RESPONSIBILITY

The intent of this RFP is to allow any qualified proposer to submit a proposal as a prime contractor. Use of subcontractors is permissible if the prime contractor accepts the responsibility for total project implementation and installation. The City shall have the right to approve or disapprove subcontractors prior to award of contract. Equipment selected must support industry standard for interoperability.

E. PROPOSER’S RESPONSIBILITIES

The successful Proposer shall be responsible for furnishing and installing a complete system. The City shall approve and accept any work on the installation of major portions of the new system that will affect the overall operation of the system prior to proceeding with subsequent work. The successful Proposer shall perform tasks which include, but are not limited to, the following:

1. Provide all labor, materials, tools, equipment, software, documentation, training, transportation and services necessary for or Packet Page 167 of 480Attachment 2 Page 41 of 179

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incidental to performing all the work specified in this RFP.

2. Provide complete information about system capabilities and provide technical support, as necessary.

3. Conduct site visits and provide close coordination and technical support, as necessary, to City personnel to ensure that the operational design features meet the service requirements of each operation.

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4. Test all features of the overall system for proper functionality.

5. Support the entire system with engineering, administration, maintenance, repair, and operational documentation as specified herein.

F. WARRANTY ON HARDWARE/FIRMWARE

The successful Proposer shall offer a minimum one-year warranty period, which is effective upon delivery. The successful Proposer shall promptly notify the City of any defects or malfunctions in the hardware or firmware about which it learns from any source and shall promptly correct any defects and malfunctions discovered during the warranty period and provide City with corrected copies of same, without additional charge.

All costs for analyzing, fixing, testing and implementing corrections to errors initially identified during the warranty period shall be borne solely by the successful Proposer. This includes, but is not limited to, labor costs, computer charges, diagnostic equipment, software, travel expenses or other items needed to complete the correction. Proposer shall not hold up or in any way delay correcting a problem due to the cost of such corrections being made under the warranty.

All corrections made during the warranty period shall be considered an integral part of the products and shall, therefore, be available under the normal license agreement at no additional charge.

The successful Proposer shall provide to the City, at no additional charge, copies of the documentation revised to reflect any enhancements or corrections made by Proposer during the warranty period. Such enhancements or corrections shall include, without limitation, modifications to increase the speed, efficiency or ease of operation of the hardware, or to add capabilities to or otherwise improve the system functions.

Subsequent to the expiration of the warranty period, the City shall have the right to purchase a maintenance agreement that covers the hardware/firmware. This shall include services to correct any problems uncovered by the City through a toll-free support line and on-site technical support as well as upgrades andenhancements made by the Proposer as part of its ongoing research and development efforts for all clients.

On the Pricing Pages, Proposer shall list the ongoing annual maintenance and support for the full 5-year period. Proposer may offer extended warranties or other optional software agreements. However, Proposer is expected to show all alternatives based on supporting the hardware/firmware for the 5-year period.

G. CITY’S RESPONSIBILITIES
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The City will coordinate the installation of equipment required on the network and in the rack-room with the selected Proposer.

H. TRAINING

Post installation, the Proposer shall provide on-site training required for the operation of the hardware. In addition, Proposer shall provide any future training,
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as required by the City and as described in its proposal.

I. AWARD OF CONTRACT AND PERFORMANCE

Installation/removal of hardware/firmware may proceed only after being approved by the Cityof Fairfield and upon the Proposer receiving notice of such approval. The dollar value of the proposed award may require approval of the Fairfield City Council.

J. PROJECT MANAGER

The Proposer shall designate one experienced Project Manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the Proposer when the Project Manager is absent shall be designated in the proposal. The Project Manager, or alternate, shall have full authority to act for the Proposer on all contract matters relating to the installation of product. The Project Manager shall be required to meet on a regular basis with City staff during the implementation period.

K. ONGOING SUPPORT

Ongoing support from the Proposer should comply with City’s standard Maintenance and Service Agreement (Appendix C). Proposer will provide ongoing support for operating problems during the City’s normal hours of service.

Minimum support services shall include:

1. Technical support personnel available by telephone during, at a minimum, the following Pacific Standard Time hours: Monday – Saturday, 8:00 a.m. – 6:00 p.m.

2. Service response time not to exceed 4 hours after call is placed.

3. Toll-free support line.

4. Remote diagnostic monitoring.

5. Firmware updates, enhancements and corrections generally released by Proposer including documentation.

6. New releases not considered a “new product”.

7. Membership in user group, if one exists.

8. On-site training classes

SECTION IV. PROPOSAL FORMAT

A. GENERAL INSTRUCTIONS

All of the pages included in the Proposer Response Pages shall be completed and submitted as part of the proposal. FAILURE TO FULLY, Packet Page 171 of 480Attachment 2 Page 45 of 179

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ACCURATELY, AND LEGIBLY COMPLETE THE REQUIRED FORMS
MAY RESULT IN REJECTION OF A PROPOSAL.

The completed Appendixes shall be incorporated into the subsequent contract with the successful Proposer. Accordingly, the Proposer’s responses are acratically important part of a legally binding agreement concerning the capabilities of the proposed system.

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To assure that misrepresentation of the proposed system does not occur, Proposer should seek clarification of any requirements that it does not fully understand. Misunderstandings resulting in an improper response to Appendix A- C will not be considered a valid reason to fail to supply all features indicated to exist by the Proposer. To be considered, proposals shall follow the format outlined in this section.

Each proposal shall consist of the following sections:

1. Proposer Checklist

2. Proposer Background Information

3. Signature Page

4. General Description of the System

5. Pricing pages

6. Hardware Requirements

7. Installation/Removal Plan

8. System Acceptance

9. Training Plan

10. Documentation

11. Maintenance During Warranty Period

12. Ongoing Maintenance and Support, including Proposer’s support and maintenance agreements.

13. Attachments

B. PROPOSAL TO BE SUBMITTED TO THE CITY OF FAIRFIELD

1. Proposer Checklist (Appendix A, Form 1)
This checklist has been provided to assist Proposers in complying with RFP requirements. Each item on the checklist must be included in the proposal and shall be cross-referenced to the proposal page where the item is located.

2. Proposer Background Information (Appendix A-1, Form 2) All pages in this section must be completed and submitted on the form provided or its copy. Failure to fully, accurately, and legibly complete the form may result in proposal rejection.

3. Signature Page (Appendix A-1, Form 3)
An individual authorized to make financial commitments on behalf of the Proposer shall sign the proposal.

4. General Description of the System
Proposer should include a narrative that provides an overall description of the System and its capabilities.

5. Pricing Pages (Appendix A-1, Form 4)
Proposer shall itemize the cost to the City for all system components Packet Page 173 of 480Attachment 2 Page 47 of 179

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or modules and shall include all required services, installation, manuals, documentation, training-related expenses and materials to be provided in connection with the proposed system. A narrative may be attached to
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clarify any cost data submitted. This form shall be submitted in a separate, sealed envelope.

Proposer’s costs for proposal preparation, and insurance, and shipping and handling shall not be included on the Cost Sheets.

These costs are the Proposer’s responsibility.

6. Hardware Requirements
Proposer shall attach a detailed list of all hardware required to fully comply with requirements of this RFP, including space, power, air, electrical, humidity and other requirements. All hardware peripherals shall be standard, non-proprietary and readily available from multiple sources. Any cabinets, cabling, or other devices necessary for routine operation shall be specified.

7. Installation Plan
Proposer shall attach a narrative that describes a recommended installation plan that the Proposer perceives to be the most appropriate for the City, given the scope of the proposal and other factors that the Proposer deems relevant.

The narrative shall include:

a. Overall approach to installation. That overall approach shall include not less than the following:

(1) Initiate the Project. The goals for this task are to initiate the project, identify project goals, educate the
Information Technology’s implementation team about
pertinent implementation topics, clarify project roles, and gather information for the next task. In addition,
specific information relating to the existing hardware, software, and network design at the City will be
assessed. The successful Proposer’s project team will
prepare a memorandum summarizing each meeting
and provide other notes throughout this project. These
meeting notes will assist in developing the acceptance
criteria for the project. Any amendments to the scope
of work will also be documented and provided to the
Office of the City Manager for approval.
(2) On-Site Orientation. The successful Proposer’s project team will review Proposer’s user requirements for the
application with the City’s project staff at a City facility during an interactive workshop. The focus of the
workshop will be a review of any current work
management applications, assisting anticipated users
of the applications to begin to learn the available
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the system components can work together to achieve
the desired results.

b. The level of assistance the successful Proposer will provide to City during installation.
c. What the successful Proposer will require of the City, specifically Packet Page 176 of 480Attachment 2 Page 50 of 179

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of the City, the Department of Information Technology,
and Fire Department.
d. A recommendation of training time frames.

8. Training Plan
Proposer shall attach a narrative that describes a recommended training plan for Fire Department and Information Technology staff.

This plan shall include training provided immediately after installation as well as ongoing training support.

9. Documentation
Proposer shall attach a descriptive listing of documentation that will be provided for the hardware.

10. Maintenance During Warranty Period
Proposer shall attach a narrative describing required maintenance for hardware during the one-year warranty period.

11. Ongoing Maintenance and Support
Proposer shall attach a narrative that describes Proposer’s capacity and availability to meet the City’s ongoing need for technical problem resolution and support for hardware. Section III, Project Description, describes the City’s minimum maintenance requirements, terms and conditions. The narrative shall include:
a. Any maintenance agreements provided by Proposer,
including all services provided.
b. Proposer’s toll-free support line, including the hours available (Pacific Standard Time) and days available.
c. Remote diagnostics.
d. Whether 24 hour/7 days a week coverage is available. e. Location from which service to City will originate.
f. Number of customers and systems served from this location. g. Average response time.
h. Number of trained system engineers.
i. Network support capabilities and the personnel who
troubleshoot network problems.

Proposer shall also attach a copy of the terms and conditions and any software support agreement that the City will be required to execute.

12. Attachments
Proposer shall include the following attachments with the proposal:
a. Literature – Proposer shall attach current literature for the hardware and features being proposed.
b. RFP Exceptions – An explanation of exceptions, if any, Proposer takes to the specifications, terms and conditions set forth in this RFP.

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c. Contract Exceptions – An explanation of exceptions, if any, Proposer takes to the terms and conditions set forth in the City’s standard Maintenance and Support Agreement
Proposer wishes the City to consider prior to Proposer’s delivery of the products
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described in this RFP.
d. Additional Information – Proposer may attach any
additional information that will assist the City in evaluating the proposal.

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This checklist has been provided to assist Proposer in complying with RFP requirements. All items listed must be included with the proposal. To assist in proposal evaluation, Proposer shallcross- reference the required item with the applicable page in the proposal.

Proposer shall check off each item as it is assembled into the proposal, enter the page number where the item can be found in the proposal, detach the checklist from the RFP and submit it as part of the proposal.

Proposal

ITEM FORMAT PAGE
NO.

Original +2 printed copies of proposal As specified in RFP 1 copy of proposal on USB drive As specified in RFP
Proposer Checklist Appendix A-1, Form 1
Proposer Background Information Appendix A-1, Form 2
Signature Page Appendix A-1, Form 3
General Description of Proposed AV System Narrative
Hardware Requirements Narrative
Equipment List Narrative
Reporting Technology and Capabilities Narrative _
Installation Plan Narrative
Training Plan Narrative
Documentation List
Maintenance during Warranty Period Narrative
Ongoing Maintenance and Support Narrative
List of Exceptions (if applicable) Attachment
Contract(s) Exceptions Attachment
Non-Disclosure Agreement Appendix B
Pricing Pages, Appendix A-1, Form 4 IN A SEPARATE ENVELOPE APPENDIX A-1
FORM 1, Page 1 of 1

PROPOSER RESPONSE PAGES

PROPOSER CHECKLIST
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APPENDIX A-1
FORM 2, Page 30 of

PROPOSER RESPONSE PAGES

PROPOSER BACKGROUND INFORMATION

Page 30 ends

A. Company Information

Company Name:

Local Address:

Telephone Number (Voice):

Telephone Number (Fax):

Headquarters:

Address:

Telephone Number (Voice):

Telephone Number (Fax):

Contact Person:

Title:

Location:

Telephone Number (Voice):

Telephone Number (Fax):

E-mail Address:

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APPENDIX A-1
FORM 2, Page 31 of

PROPOSER RESPONSE PAGES

PROPOSER BACKGROUND INFORMATION

Page 31 ends

B. Company Background

1. How many years has the company
actively participated in supplying and
installing systems similar to the System
specified
in this RFP? Years

2. Location of office from which service will
be provided to the City of Fairfield.

3. How many years has the office which will
service the City been open? Years

4. How many employees does the company have?
a. Nationwide: Employees

b. Office serving the City: Employees
c. Technical personnel in office
serving City: Employees
d. Total number of clients currently
supported by office that will serve the City: Clients Packet Page 182 of 480Attachment 2 Page 56 of 179

APPENDIX A-1
FORM 2, Page 32 of

PROPOSER RESPONSE PAGES

PROPOSER BACKGROUND INFORMATION

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C. References
Complete the following information for a minimum of two (2) California municipal governments for which Proposer has installed a comparable System during the past two
(2) years. Proposer’s role in the installations must have been either a prime contractor or the sole service provider. References may or may not be reviewed or contacted at the discretion of the City. The City reserves the right to contact references other than, and/or in addition to, those provided by Proposer.

REFERENCE 1

Name of Organization:

Address:

Contact Person:

Title:

Telephone Number:

Approximate City (Agency) Population:

General Description of System
Installed:

Proposer’s Role in Installation:

Installation Date:

REFERENCE 2

Name of Organization:

Address:

Contact Person:

Title:

Telephone Number:

Approximate City (Agency) Population:

General Description of System
Installed:

Proposer’s Role in Installation:

Installation Date:

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APPENDIX A-1
FORM 2, Page 33 of

PROPOSER RESPONSE PAGES

PROPOSER BACKGROUND INFORMATION

Page 33 ends

C. References (continued)

ADDITIONAL REFERENCES

Name of Organization:

Address:

Contact Person:

Title:

Telephone Number:

Approximate City (Agency) Population:

General Description of System
Installed:

Proposer’s Role in Installation:

Installation Date:

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APPENDIX A-1
FORM 3, Page 1 of 1

PROPOSER RESPONSE PAGES

SIGNATURE PAGE

Page 34 ends

PROPOSAL SUBMITTED BY:

COMPANY

ADDRESS

BY
(Signature of Authorized
Representative) (Print or Type Above
Name and Title) (Date)
(Telephon
e)

ADDENDUM RECEIPT
The receipt of the following addenda to the specifications, if issued, is hereby acknowledged: Addendum No. Date
Addendum No. Date

Addendum No. Date
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APPENDIX A-1
FORM 4, Page 35 of

PROPOSER RESPONSE PAGES

PRICING PAGES

Page 35 ends

Proposers shall itemize costs for the Project on the following Pricing Pages.

I. System Hardware, Firmware
Items included:
 All components for the A/V system.
 License costs for all systems’ features and function.  Any additional costs for providing user hardware.
 Any additional costs for providing user firmware.
 Third party products to operate the systems.
 Any additional costs related to products required to run specific functions of the network.

Note: Please attach additional pages as necessary.

Quantit
y Produ
ct
Numb
er
Descripti
on 1-Time
Purchase
Cost
1st Year
Maintenan
ce/
Warran
ty
Charge
s

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APPENDIX A-1
FORM 4, Page 36 of

PROPOSER RESPONSE PAGES

PRICING PAGES

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II. Installation, Training, Documentation and Other 1-Time Costs

Items to be included:
 Any additional costs to convert, process, load and install components.  Proposer installation costs, including personnel, travel, etc.  System operator training, including Proposer personnel, Proposer travel, etc.  Staff training costs for network features and functions, including Proposer travel, etc.  Other one-time costs not identified elsewhere

Note: Please attach additional pages as necessary.

Quantit
y Unit
(Day,
Hour,
etc.)
Descripti
on
Unit Price Total
One-
Time
Purchas
e Cost

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APPENDIX A-1
FORM 4, Page 37 of

PROPOSER RESPONSE PAGES

PRICING PAGES

Page 37 ends

TOTAL
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APPENDIX A-1
FORM 4, Page 38 of

PROPOSER RESPONSE PAGES

PRICING PAGES

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III. Ongoing Costs - Maintenance and Support to be awarded under separate contract for a four-year period following initial one year warranty.

A. System Hardware

Annual Maintenance and Support
Year 2 $
Year 3 $
Year 4 $
Year 5 $
Subtotal $

Total Ongoing Costs – Section V $

IV. Summary of Costs

Description One-
Time
Purcha
se
Costs
1st Year
Maintenan
ce/
Warranty
Charges
Years 2-5
Maintenan
ce
Charges
(from Section V)
Total
One-
Time
and 5-
Year
Costs
A System Hardware $
B Installation, Training,
Documentation and Other Costs
$
C. Ongoing Costs
TOTALS $ $ $ $
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Appendix B

NON-DISCLOSURE AGREEMENT

Regarding the City of Fairfield’s Request for
Proposals for Emergency Operations
Center A/V UPGRADE

PROJECT

This Non-Disclosure Agreement (“Agreement”), is entered into this day of

, 2021 (“Effective Date”), by and between the City of Fairfield, (“City”), a municipal corporation of the State of California, and the entity responding to City’s above-referenced Request for Proposals whose name, address, and state of incorporation, are as follows (please print):

, (hereinafter the “Recipient”).

WHEREAS, the City, acting through the Information Technology Division, has issued a Request for Proposals for an Emergency Operations Center A/V Upgrade Project (“the RFP”). To enable proposers to sufficiently consider and make a proposal responsive to the RFP, the City will disclose certain Confidential Information to potential vendors who wish to submit proposals in response to the RFP, relating to the City’s network and infrastructure; and

WHEREAS, each potential entity who wishes to submit a proposal in response to the RFP must have access to such information in order to construct a response to the RFP; and

WHEREAS, in order to release this Confidential Information to potential proposers, the City requires each proposer to enter into this Agreement through its authorized representative and return it to the City as a pre-condition of receiving supplemental documents to the RFP that contain Confidential Information;

NOW THEREFORE, in consideration of the above recitals and the mutual promises of the parties herein contained, it is agreed by and between the parties as follows:

1. “Confidential Information” as used in this Agreement shall mean any and all technical and non-technical information, data, documents, records, and materials provided by or on behalf of the City to the Recipient, including without limitation patent, trade secret, proprietary, and systems security- related information and information related to the current, future and proposed services of the City, in anyform or medium, written or oral. Confidential Information also includes other information that is marked or otherwise identified as confidential or proprietary, or that would otherwise appear to a reasonable person to be confidential or proprietary in the context and circumstances in which the information is known or used. Confidential Information shall not include public records Packet Page 190 of 480Attachment 2 Page 64 of 179

Page 40 ends

subject to disclosure under the California Public Records Act, Government code section 6250 et seq.

2. The Recipient agrees that it will not make use of, disseminate, or in any way disclose the City’s Confidential Information to any person, firm or business, except as necessary for the Recipient to respond to the RFP, and any purpose the City has authorized or hereafter authorizes in writing. The Recipient agrees that it shall disclose Confidential Information only to those directors, officers, employees, agents, affiliates, advisors, representatives, or consultants who need to know such informationand who have previously agreed, either as a condition to employment or service or in order to obtain the Confidential Information, to be bound by terms and conditions substantially similar to those of this Agreement.

3. The Recipient agrees to hold all Confidential Information of the City in the strictest confidence and treat it with the same degree of care as it accords to its own Confidential Information, and
Packet Page 191 of 480Attachment 2 Page 65 of 179

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the Recipient represents and warrants that it exercises reasonable care to protect its own Confidential Information.

4. The Recipient’s obligations under Sections 2 and 3 with respect to any portion of the City’s Confidential Information shall terminate if the Recipient can document that: (a) such information was in the public domain at the time it was communicated to the Recipient by the City; (b) suchinformation entered the public domain subsequent to the time it was communicated to the Recipient through no fault of the Recipient; (c) it was in the Recipient’s possession free of any obligation of confidence at the time it was communicated to the Recipient by the City (as shown by the Recipient’s files and records as of the time of disclosure); (d) it was rightfully communicated to the Recipient by a third party free of any obligation of confidence subsequent to the time that it was communicated to the Recipient by the City; (e) it was developed by employees or agents of the Recipient independently of and without reference to any information communicated to the Recipient by the City; or (f) the communication was in response to a valid order by a court or other governmental body, was otherwise required by law, or was necessary to establish the rights of either party under this Agreement (provided that the Recipient has provided the City with a reasonable opportunity to seek protective legal treatment for such Confidential Information).

5. All materials (including, without limitation, documents, drawings, models, apparatus, sketches, designs and lists) furnished to the Recipient by the City shall remain the property of the City and shall be returned promptly upon request, together with any copies thereof, or destroyed with the consent of the City.

6. The Recipient shall not assign or transfer any rights or obligations under this Agreement without the prior written consent of the City.

7. Recipient’s obligations under this Agreement shall survive the termination of any other contractual agreement between the parties.

8. This Agreement shall be governed in all respects by the laws of the United States of America and by the laws of the State of California. The sole jurisdiction and venue for any dispute arising under this Agreement shall be the state and federal courts located in Solano County, CA, and each party to this Agreement hereby submits to such jurisdiction and venue.

9. This Agreement may only be changed by mutual agreement of authorized representatives of the parties in writing.

10. The Recipient acknowledges and agrees that irreparable injury may result to the City if the Recipient breaches the provisions of this Agreement and that damages may be an inadequate remedy in respect of such breach. The Recipient agrees in advance that, in the event of such breach, the City shall be entitled to the granting of injunctive relief in the City’s favor, in addition to such other remedies, damages and relief as may be available under applicable law.

11. This Agreement shall not be construed in any manner to be an obligation to enter into further contract or to reimburse the cost of any effort expended Packet Page 192 of 480Attachment 2 Page 66 of 179

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by Recipient.

12. This agreement constitutes the entire agreement of the parties with respect to the subject matter hereof. In the event of a dispute or a claim by a party to enforce its rights under this Agreement, the non-prevailing party shall pay all of the prevailing party’s reasonable legal fees. This Agreement and all of the provisions hereof shall be binding upon and inure to the benefit of the parties hereto and their respective successors, transferees and assignees.

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IN WITNESS WHEREOF, the parties have executed this Agreement as of the date first written
above.

RECIPIENT:

By:

CITY OF FAIRFIELD:

By:

Name: Name:

Title:

Date:

Title:

Date:

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Appendix C

CITY OF FAIRFIELD

TECHNOLOGY MAINTENANCE AND SUPPORT AGREEMENT

This AGREEMENT is made at Fairfield, California, as of , 2021 (the “Effective Date”), by and between the City of Fairfield, a municipal corporation (the “CITY") and ("VENDOR”), who agree as follows:

VENDOR shall provide Services at the time, place, and in the manner specified in Exhibit “A.”

3) FACILITIES AND EQUIPMENT. VENDOR shall, at its sole cost and expense, furnish all facilities and equipment which may be required for furnishingServices pursuant to this Agreement.

6) EXHIBITS. All exhibits referred to herein are attached hereto and are by this reference incorporated herein.

7) TERM. This Agreement shall be effective upon the Effective Date and shall remain in effect for a period of three (3) years following the Effective Date (the “Initial Term”). Following the Initial Term, this Agreement shall automatically renew for additional one (1) year terms, unless terminated pursuant to this Agreement or the City Manager, or his/her designee, provides VENDOR written notice of the CITY’S intent to not renew the

Revised 1/28/19 Page 31 Packet Page 195 of 480Attachment 2 Page 69 of 179

Rev. 1/28/19

Agreement.

CITY OF

FAIRFIELD TECHNOLOGY MAINTENANCE

AND SUPPORT AGREEMENT

EXECUTED as of the day first above-stated.

City of Fairfield, a municipal corporation

By:
(signature)

Printed:

VENDOR

By:
(signature)

Printed:

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CITY OF FAIRFIELD

TECHNOLOGY MAINTENANCE AND SUPPORT AGREEMENT
Rev. 1/28/19

EXHIBIT “A”

SCOPE OF SERVICES

Services are described more particularly in the following exhibits, which comprise this Exhibit A:

CITY OF FAIRFIELD

TECHNOLOGY MAINTENANCE AND SUPPORT AGREEMENT
Rev. 1/28/19

Exhibit “A-1”

STATEMENT OF WORK

1.0 DEFINITIONS: In this Agreement, the following terms have the following meanings, and all other capitalized terms have the meaning given to them elsewhere in this Agreement:

1.01 “Acceptance” means that the CITY has accepted in writing that the solution is performing in accordance with its Documentation (as defined below). Within sixty (60) days of the Go Live Date (as defined below) CITY will create a list of Defects (as defined below) which must be corrected before Acceptance, except for minor or inconsequential errors, and, upon such correction, such Acceptance shall not be unreasonably withheld.

1.04 “Certificate of Delivery and Installation” is a written document that acknowledges receipt of and details of Products per the associated hardware support/software support/ License Agreement.

CITY OF FAIRFIELD

TECHNOLOGY MAINTENANCE AND SUPPORT AGREEMENT
Rev. 1/28/19

1.08 “Covered Hardware” means (a) the Original Hardware, or (b) Upgrades/Updates, or (c) Enhancements or (d) the combination of the Original Hardware including Upgrades/Updates and/or Enhancements, in each case including portions thereof."

1.09 “Customization” means but is not limited to all code, software modifications or computer programming to the licensed Software developed or modified under the terms of this Agreement or related Change Order or Statement of Work.

1.10 “Defect” means (a) an omission in software code causing the software to operate such that it is not in compliance with the Applicable Specifications or (b) the media on which the Product is delivered is damaged or corrupted such that the software does not load properly, or (c) the documentation contains gaps and/or erroneous information with regard to the product (d) Hardware failures or misconfigurations.

1.12 “Enhancement” means any new Software program, or additional hardware or features part thereof, or modification to an existing program/system which may be provided by VENDOR to provide new functionality, correct known problems or Defects, or improve the Software and which are generally made available to VENDOR’s customers.

1.13 “Fees” means the fees for Services as specified in CITY’s Agreement.

1.14 “Functional Specification” means the specific business functions that the Covered Software and/or Hardware (as defined above) shall provide as Packet Page 199 of 480Attachment 2 Page 73 of 179

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Rev. 1/28/19

described in the Documentation.

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CITY OF FAIRFIELD

TECHNOLOGY MAINTENANCE AND SUPPORT AGREEMENT
Rev. 1/28/19

1.15 “Go Live Date” is the date of the first production use of the solution by CITY where the CITY is using the Solution to manage its normal business operations.

Prototype development and testing, initial system training, and conference room pilot operations and testing take place before the Go Live Date.

1.16 “Maintenance and Support” means the Professional Services, Enhancements, and Updates provided by VENDOR to CITY pursuant to this Agreement and the included Statement of Work.

1.17 “Maintenance and Support Fee” means the fees which shall be assessed to CITY by VENDOR for Maintenance and Support as defined herein.

1.18 “Module” means a subset of the software or hardware that relates to a specific set of related business functions.

1.20 “Original Software” means the VENDOR’s computer software program(s) licensed by CITY and identified in the Product Schedule.

1.21 “Parties” means CITY and VENDOR.

1.22 “Product” means the VENDOR’s supplied hardware and software Product Schedule, and related Documentation, manuals, utilities and other related items and information. Product shall also include each and every Release (as defined below), patch, upgrade, version or Product correction available from VENDOR during the term of each Maintenance and Support Period.

1.25 “Service Level Agreement” or “SLA” means the applicable Service Level Agreement provided in Exhibit A-3 in this Agreement.

1.26 “Services” means all services provided to CITY by VENDOR and more specifically outlined in A-1, A-2, A-3, and A-5 in this Agreement.

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TECHNOLOGY MAINTENANCE AND SUPPORT AGREEMENT
Rev. 1/28/19

CITY OF FAIRFIELD

TECHNOLOGY MAINTENANCE AND SUPPORT AGREEMENT
Rev. 1/28/19

and schedule of training, description and schedule for development of Project Systems, Acceptance plans and protocols, and contingencies.

1.28 “Subcontractor” means business entity with which CITY or VENDOR may contract to perform certain functions identified in the Statement of Work.

1.29 “Supporting Documentation” means all materials, in print or electronic form, related to the software or hardware and customizations which include: technical specifications, technical manuals, user manuals, user guides, abbreviated user guides, and all other training, reference, or support materials which are provided under the terms of this Agreement.

1.30 “System Administrator” is a person who has the knowledge, skills, and abilities to manage, monitor and maintain a multiuser computing environment.

1.33 “Updates" shall mean new software, hardware and firmware modifications, and related documentation changes and other improvements provided by VENDOR to correct problems and Defects and maintain the operational quality of the Software and to allow CITY to enjoy full and productive use of the Product(s).

1.34 "Use" means the execution of any part of the Covered hardware, software (as defined above) by CITY for the purpose of providing CITY or its Users with the business functionality described in the Functional Specification.

1.35 “User” means any CITY employees, contractors, agents, assignees, elected or appointed City officials, or other parties affiliated with CITY who have the right to use and have access to the software, hardware either on site or remotely to support CITY’s full, productive, and lawful use of the hardware or software or to access CITY’s information, transactions.

1.36 “VENDOR” means the company providing services under this Agreement and shall include all personnel, employees, agents, and subcontractors of VENDOR.

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CITY OF FAIRFIELD

TECHNOLOGY MAINTENANCE AND SUPPORT AGREEMENT
Rev. 1/28/19

2.0 DESCRIPTION OF SERVICES

2.1 Scope of Services
The scope of services to be performed by VENDOR under this Agreement is as described in this Statement of Work in Exhibit A of this Agreement.

2.2 Maintenance and Support

The following are the software/hardware Maintenance and Support Services provided byVENDOR to CITY while CITY is subscribed to this maintenance and support plan for the Covered Software and/or Hardware.

2.21 Support Centers. VENDOR will provide CITY with telephone, email, and online support to answer general Product questions and to identify and diagnose Covered Software and/or Hardware issues and Defects during normal business hours Monday through Friday at no additional chargeto CITY. VENDOR hours, holidays, and options and rates for support outside of business hours are shown in Exhibit A-3. VENDOR agrees that it will diligently use commercially reasonable efforts in the performance of its maintenance and support services hereunder and in its response to CITY support requests or service calls and will have qualified and trained personnel knowledgeable in the Covered Software and/or Hardwareto provide such services.

2.2.1 CITY Support Web site. VENDOR will provide CITY unlimited access to its self-service CITY Support Web site.

2.2.2 Updates and Enhancements. VENDOR will make available to CITY without additional license fees all Product Updates and Enhancements released by VENDOR.

2.2.3 Product Guaranty for Future Products. VENDOR agrees that as long as CITY is current on its annual Maintenance and Support with VENDOR, CITY has the right at its option to migrate to any new software product of VENDOR (such as but not limited to software written in a new programming language, on a new platform, or on a newdatabase) with similar functionality to the Product(s) in this Agreementat no additional charge except for modules or functionality that it had not already licensed, incremental user licenses that it had not purchased, and implementation and training services for such new software.

2.3 Classification of Support Requests

2.3.1 Priority 1. A support request shall be classified as “Priority 1” if a failure of the System has occurred, or an irregularity has been discovered, that renders the System unusable by CITY, or as otherwise defined by CITY and provided to VENDOR in writing in advance of such failure.

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2.3.2 Priority 2. A support request shall be classified as “Priority 2” if a failure of the System has occurred, or an irregularity has been discovered, that does not result in the complete inability to Use the System but affects its material functionality.

2.3.3 Priority 3. A support request shall be classified as “Priority 3” if the System failure or irregularity does not meet either of the criteria defined in 2.3.1 or 2.3.2.

2.4 Maintenance Service Response Times and VENDOR Obligations

VENDOR shall respond to service calls as follows:

2.4.1 For all requests classified as Priority 1, VENDOR shall:
i. Respond via telephone within two (2) hours of the receipt of such support request. Such response may be limited to initial information gathering or initial diagnostics of the problem. ii. Following receipt of a Priority 1 support request, VENDOR shall work diligently thereafter to resolve the problem and return the System to an operational state as quickly as possible.
iii. Upon mutual determination that the most effective and expeditious diagnosis or resolution of a System failure requires on-site activity by VENDOR, VENDOR or its designee will respond on-site within four (4) hours, unless limited by the constraints of commercial air travel, or upon mutual agreement of the Parties that an extended response time is acceptable.
iv. VENDOR shall provide CITY with regular status updates until the System failure is resolved.

2.4.2 For all requests classified as Priority 2, VENDOR shall:
i. Respond via telephone within four (4) hours of the receipt of such support request. Such response may be limited to initial information gathering or initial diagnostics of the problem. ii. Following a receipt of a Priority 2 support request, VENDOR shall work diligently during normal business hours and days to resolve the problem as quickly as possible.
iii. If a mutual determination is made that the most effective and expeditious diagnosis or resolution of the problem requires on-site activity by VENDOR, the Parties shall mutually agree to a reasonable on-site response time, considering travel costs and the nature of the problem.
iv. VENDOR shall provide CITY with at least daily updates on progress made toward resolving the problem.

2.4.3 For all requests classified as Priority 3, VENDOR shall:
i. Respond via telephone or email within twenty-four (24) hours of thereceipt of such support request.
ii. CITY and VENDOR shall mutually agree to an acceptable target date and time for resolution of the problem.
iii. VENDOR shall provide CITY status updates as appropriate and Packet Page 205 of 480Attachment 2 Page 79 of 179

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reasonable, considering the nature of the problem and impact upon CITY’s operations.

2.5 Maintenance and Support Availability and General VENDOR Obligation

2.5.1 VENDOR shall provide access to enter, either electronically, or by telephone, Maintenance and Support services requests during normal business hours Monday thru Friday. At a minimum, normal business hours will be 8:00 a.m. to 5:00 p.m. Pacific Time.

2.5.2 VENDOR shall be available to perform Maintenance and Support services for Priority 3 problems at a minimum during normal business hours Monday thru Friday. VENDOR shall provide telephone and Internet support for the Covered Software and/or Hardware. This shall include answering questions from CITY and remote diagnostics to CITY’s Covered Software and/or Hardware in order to resolve Priority 3 problems.

2.5.3 VENDOR shall be available to perform Maintenance and Support services for Priority 1 and Priority 2 problems twenty-four (24) hours per day, three hundred and sixty five (365) days per year. VENDOR shall provide telephone and Internet support for the Covered Software and/or Hardware.This shall include answering questions from CITY and remote diagnostics to CITY’s Covered Software and/or Hardware in order to resolve Priority 1 and Priority 2 problems.

2.5.4 A toll-free number shall be made available to CITY for placing all maintenance calls.

2.5.5 An email address, or on-line interface, shall be provided to allow CITY to enter support requests electronically.

2.5.6 VENDOR will investigate and remedy, without additional cost to CITY, except as described below, all Program Errors, Defects or documentation errors reported by CITY regarding the Software.

2.5.7 All Maintenance and Support shall be diligently performed in a professional and workmanlike manner and all problem resolutions shall be made by qualified and trained Covered Software and/or Hardware experts according to widely accepted technology standards.

2.6 Maintenance and Support Services

The following shall be provided as part of the Maintenance and Support and included in the Maintenance and Support Fee:

2.6.1 Telephone and electronic access to enter support requests.

2.6.2 Diagnostics and troubleshooting of CITY reported Program Errors in order to determine the cause of those Program Errors and required corrections.

2.6.3 Correction of all Program Errors or incongruence between the functionality described in the Supporting Documentation such that the Software performs as specified in the Supporting Documentation, without modification of the Supporting Documentation.
i. VENDOR shall timely correct reproducible material errors or Packet Page 206 of 480Attachment 2 Page 80 of 179

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malfunctions after notification by CITY pursuant to the Packet Page 207 of 480Attachment 2 Page 81 of 179

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specifications set forth in the Documentation.
ii. VENDOR shall supply technical bulletins, updated user guides and other Supporting Documentation as they are released by
VENDOR.
iii. When program maintenance is provided for Covered Software and/or Hardware to be used at multiple locations by CITY, the VENDOR shall timely provide error corrections, Updates and Enhancements to CITY fordistribution, and testing and installation by CITY at the additional CITY locations.
iv. All programming time, VENDOR incurred expenses associated with the development, or deployment of error fixes shall be included in the Maintenance and Support Fee.

2.6.4 VENDOR shall be responsible, as part of Maintenance and Support, for all VENDOR activities related to identifying, developing functional specifications for, developing, documenting, testing, and marketing Enhancements and Updates. Should there be any problems, except for minor or inconsequential errors, with a VENDOR released Enhancement or Update, the time period for VENDOR support of previous versions and time for CITY to install such Enhancement or Update will be extended by the amount of time taken to correct such problems.

2.6.5 CITY will determine who of its employees or contractors will have access to VENDOR personnel to answer questions and provide guidance related to the installation, configuration, management, and Use of the Covered Software and/or Hardware. CITY will make reasonable efforts to provide the names and contact information of such employees or contractors to VENDOR.

2.6.6 VENDOR shall be responsible for preparation of cost estimates, proposals, matching the City’s functional requirements with VENDOR’s product features or other activities related to providing CITY with accurate proposals for additional training, maintenance and support services, or CITY initiated Customizations.

2.6.7 VENDOR shall provide, at no charge to CITY, assistance with data restoration, correction, or verification caused by any inadequacy of VENDOR training or Supporting Documentation, or on installation or configuration of the Covered Software and/or Hardware,
Enhancements, or Customizations related thereto, provided that CITY has actively participated in any such VENDOR training and has used its best efforts to install or configure the Covered Software and/or Hardware, Enhancements or Customizations thereto.

3.0 ENHANCEMENTS AND UPDATES

3.1 Notification. VENDOR will periodically publish and distribute to CITY a notice (hereinafter "Notice") of any Enhancements or Updates that have been made to the Covered Software by VENDOR.

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TECHNOLOGY MAINTENANCE AND SUPPORT AGREEMENT
Rev. 1/28/19

3.2 Availability. VENDOR will make Enhancements and Updates, related Supporting Documentation, and any necessary training related thereto, available to CITY for installation and configuration.

3.3 City Obligations Related to Enhancements and Updates

3.3.1 CITY shall have up to one (1) year to install Enhancements or Updates which do not correct deficiencies in the Covered Software which materially affects reporting, data integrity, or security, unless another time period is mutually agreed upon in writing or if there is a problem with VENDOR’s released Enhancement or Update, in which case the installation period will be extended by the amount of time it takes VENDOR to correct such problem or unless as otherwise mutually agreed to.

3.3.2 CITY shall install, as soon as reasonably possible, any Enhancement or Update which corrects deficiencies in the Covered Software which materially affects reporting, data integrity, or security.

3.3.3 CITY shall consider any installed Enhancement or Update to be part of the Covered Software which has been licensed to CITY, and shall abide by all intellectual property, licensing, confidentiality requirements, and other use restrictions specified in the Software License Agreement.

3.4 VENDOR Obligations Related to Enhancements of Updates

3.4.01 All Enhancements or Updates not specifically requested and developed as a Customization for CITY shall be made available to CITY free of charge.

3.4.02 Unless infeasible or otherwise stated by CITY, VENDOR shall deliver all Enhancements, Updates and Supporting Documentation to CITY electronically. In the event that this is not feasible, VENDOR shall promptly notify CITY in writing.

3.4.03 VENDOR is solely responsible for all costs related to shipping, version control, library update, updates to Supporting Documentation, programming time, testing, and providing notifications to CITY related to Enhancements.

3.4.04 Once installed at CITY location(s), all Enhancements shall be considered part of the Covered Software and CITY shall not be assessed an additional Maintenance and Support Fee for
Enhancements.

3.4.05 VENDOR shall use Enhancements to keep the Covered Software current with widely accepted and used technology.

3.4.06 If VENDOR, in its reasonable determination believes that an Enhancement will require additional training of CITY personnel, VENDOR shall include this training requirement and cost in the Notice provided for in Section 4.1 herein.

3.4.07 Except as mutually agreed to, VENDOR shall not deploy Alpha or Beta Products at CITY sites.

3.4.08 VENDOR will ensure forward compatibility of all Enhancements Packet Page 209 of 480Attachment 2 Page 83 of 179

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provided that CITY provides written notice of system changes made prior to the installation of any Enhancement.

3.4.09 VENDOR will provide telephone assistance or on-site assistance, as mutually agreed, or required considering the nature of the Enhancement, related to the installation and configuration of Enhancements.

3.4.10 VENDOR agrees that as long as CITY is current on its annual maintenance with VENDOR, CITY has the right at its option to migrate to any new software product of VENDOR (such as but not limited to software written in new programming language, on a new platform, or on a new database) with similar functionality to the Product(s) in this Agreement at no additional charge except for modules or functionality that it had not already licensed, incremental user licenses that it had not purchased, and implementation and training services for such new software.

4.0 CUSTOMIZATIONS

4.1 All CITY initiated Customizations shall be made using the Change Order process described herein and shall be compensated at VENDOR’s then prevailing rates, or other rates mutually agreed upon in writing, on a time and materials basis.

4.2 Once installed and Accepted, all Customizations shall be considered part of the Covered Software and/or Hardware.

4.3 CITY shall, within sixty (60) days of Acceptance of any Customization pay VENDOR a mutually agreeable and pro-rated additional Maintenance and Support Fee for any Customization.

5.0 TRAINING

VENDOR shall provide training for Covered Software and/or Hardware or any Enhancements, Updates or Customizations.

6.0 ADDITIONAL SERVICES

VENDOR shall provide any required additional services not already identified in this Agreement, on a time and materials basis, at VENDOR’s then prevailing, or other mutually agreeable, rates.

7.0 GENERAL CITY OBLIGATIONS

7.1 License, Use, Duplication. CITY shall abide by all licensing, restrictions on use, and duplication provisions identified in the Software License Agreement.

7.2 Software/Hardware Modification. CITY shall not modify, or permit a third party to modify, Covered Software and/or Hardware, except as provided in the VENDOR Dissolution and Cessation of Support provisions of the Software License Agreement, without the written consent of VENDOR.

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Rev. 1/28/19

7.3 Notification of Unauthorized Use of Product. CITY agrees to promptly notify VENDOR upon discovery of unauthorized use of any Product.

7.4 Proprietary, Trademark or Copyright Notices. CITY agrees not to remove, alter or destroy any proprietary, trademark or copyright notices placed upon or contained within the Product.

7.5 Reverse Engineering. CITY agrees not to reverse engineer, modify, decrypt, extract, disassemble, or decompile the Software, except:

7.5.1 as required by applicable local law;

7.5.2 to reproduce machine-readable object code portions for backup purposes; or

7.5.3 in the event VENDOR or its Assignees no longer sell or support the Software and such actions are needed for CITY to continue its productive use of the Software to support it business operations and information processing needs.

7.6 Internet and On-Site Access. CITY will provide reasonable Internet and on- site access for VENDOR only as required to support this Agreement provided that VENDOR provides notice of its requirements as soon as reasonably possible in writing. CITY retains the right to control all such access.

7.7 Access to CITY Site and Covered Software and/or Hardware

7.7.1 Upon twenty-four (24) hours, or other period mutually agreed upon by the parties, of advanced notice, CITY shall permit VENDOR access to CITY site for the purpose of providing Maintenance and Support of the Covered Software and/or Hardware.

7.7.2 CITY shall provide VENDOR with electronic access to Covered Software and/or Hardware, CITY Systems, and Third-Party software/hardware for the purpose of providing Maintenance and Support. This access may be limited, at CITY’s sole discretion, to specific times that VENDOR has notified CITY that such access is needed.

7.8 System Administrator

7.8.1 CITY shall designate a System Administrator who shall be responsible for configuring, managing, troubleshooting, and providing limited support for the Covered Software and/or Hardware.

7.8.2 CITY’s designated System Administrator shall receive training sufficient to allow the System Administrator to perform those duties listed in 7.8.3.

7.8.3 The designated System Administrator shall administer this Agreement on behalf of CITY. The System Administrator, or his/her designee, shall be the principal officer of CITY for liaison with VENDOR, and shallreview and give approval to the details of the Services as described herein.

VENDOR shall work closely and cooperate fully with CITY's Packet Page 211 of 480Attachment 2 Page 85 of 179

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designated System Administrator, and any other agencies which may have jurisdiction over or interest in the Services, who are working in conjunction with the System Administrator.

7.9 Unauthorized Use

7.9.1 VENDOR shall notify CITY as soon as reasonably possible if VENDOR becomes aware of any unauthorized access, attempted access, or unauthorized Use of Covered Software and/or Hardware.

8.0 ELECTRONIC DELIVERY METHOD. VENDOR shall electronically transfer to CITY copies of each Product specified in the Product Schedule and all related Documentation. CITY must also receive all Product releases, updates and upgrades electronically. VENDOR agrees that it will not leave tangible copies of Products or Documentation at the installation location but will arrange for electronic downloading of those items. VENDOR and CITY will execute a Certificate of Delivery and Installation after the electronic delivery and installation of the Product(s) and Documentation has been completed.

9.0 VENDOR EMPLOYEE BACKGROUND CHECK. CITY may make a written request for VENDOR to conduct background checks on VENDOR’s employees, subcontractors, employees of subcontractors, and any others who may have access to CITY’s Confidential or Proprietary Information or CITY systems and facilities. If such a request is made by CITY, then, in a timely manner and at its sole option, VENDOR may either:

9.1 Provide CITY with written certification that all VENDOR employees, subcontractors, employees of subcontractors, and others who will have access to Confidential or Proprietary Information, or CITY systems and facilities have successfully passed a criminal background check and would be, according to CITY standards, qualified to be hired as an employee with access to facilities and data related to this Agreement, or;

9.2 Require all VENDOR employees, subcontractors, employees of subcontractors or others who will have access to Confidential or Proprietary Information, or CITY systems and facilities, to submit, at VENDOR’s sole expense, to a CITY background check to determine suitability to have access to such Information, systems or facilities.

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CITY OF FAIRFIELD

TECHNOLOGY MAINTENANCE AND SUPPORT AGREEMENT
Exhibit “A-2”
Rev. 1/28/19

Product Schedule
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CITY OF FAIRFIELD

TECHNOLOGY MAINTENANCE AND SUPPORT AGREEMENT
Exhibit “A-3”
Rev. 1/28/19

Service Level Agreement
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CITY OF FAIRFIELD

TECHNOLOGY MAINTENANCE AND SUPPORT AGREEMENT
Rev. 1/28/19

Exhibit “A-4”

CITY’S REQUEST FOR PROPOSAL (RFP)

[See attached]
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TECHNOLOGY MAINTENANCE AND SUPPORT AGREEMENT
Rev. 1/28/19

Exhibit “A-5”
VENDOR’S RESPONSE TO RFP
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TECHNOLOGY MAINTENANCE AND SUPPORT AGREEMENT
Rev. 1/28/19

EXHIBIT “B”

PAYMENT

1. The price for Services rendered by VENDOR shall be per month (annually), which is based on fees for Services provided for a 60-month period.

2. CITY shall pay VENDOR within 30 days after receipt of VENDOR’s invoice.

3. The obligation to pay for Services commences on the Acceptance Date.

4. ANNUAL MAINTENANCE FEE
The Annual Maintenance Fee for Covered Software and/or Hardware is based on the Maintenance Price List for such services; the current schedule for which is shown in Exhibit B-1. CITY agrees to pay VENDOR the appropriate annual fee based on this price list forthe number and type of users of the Covered Software and/or Hardware.

5. MAINTENANCE FEE CALCULATION
Based on information supplied by CITY, and that CITY warrants to be complete and correct, VENDOR has calculated the Maintenance and Support Fee for the Covered Software and/or Hardware on CITY's Systems to be that as shown in Exhibit B-2.

5.1 Coverage Period
The initial Coverage Period for maintenance and support will commence on the Effective Date of this Agreement and will be in effect until the Acceptance date. The VENDOR agrees to waive the fee for this initial Coverage Period.

The second Coverage Period will commence on the Acceptance date and will be in effect until the following June 30, at which time the normal Coverage Period from that point shall be July 1 through June 30 of each year. Except for the initial Coverage Period in which the applicable fee has been waived by VENDOR, the VENDOR will invoice CITY at the beginning of each Coverage Period and, if not disputed, such payment will be due thirty (30) days after invoice receipt by CITY. CITY agrees to pay to VENDOR the Maintenance and Support Fee as shown in Exhibit B-2 whichwill be prorated from the time of Acceptance through June 30.

6. CHANGES IN NUMBER OF USERS AND MODULES OR SUITES

6.1 Any change in the number of users, modules or suites of the Covered Software and/or Hardware will result in a change in the amount of the Maintenance and SupportFee in the amount shown in Exhibit B-2.

6.2 In the event of an increase in the number of users of the Covered Software and/or Hardware, CITY will remit to VENDOR any prorated increase in the Maintenance and Support Fee for the annual period within thirty (30) days of such an increaseand upon receipt of VENDOR’s invoice.

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6.3 In the event of a decrease in the number of users of the Covered Software and/or Hardware, VENDOR will adjust the Maintenance and Support Fee accordingly and shall assess this Maintenance and Support Fee for the subsequent Coverage Periods.

6.4 No credit or refund will be given CITY for any decrease in the number of users of the Covered Software and/or Hardware for the annual period in which such decrease occurred.

6.5 In the event CITY purchases additional modules or suites for the licensed Software, as agreed upon by both parties, such modules or suites will become part of the Covered Software, and CITY will remit to VENDOR the applicable Maintenance and Support Fee according to a mutually agreed upon rate and payment terms.

6.6 In the event that CITY no longer uses a module or suite, or decreases the number of users, but continues to otherwise use the Software and so notifies VENDOR in writing, VENDOR will reduce the Maintenance and Support Fee accordingly for the subsequent Coverage Periods.

7. NON-REIMBURSABLE EXPENSES
VENDOR shall be responsible for all costs and expenses incurred by VENDOR, personnel of VENDOR and subcontractors of VENDOR, in connection with this Agreement, including, without limitation, payment of salaries, fringe benefit contributions, payroll taxes, withholding taxes, and other taxes or levies, office overhead expenses, travel expenses, telephone and other telecommunication expenses, and document reproduction expenses.

8. SUSPENSION OF MAINTENANCE CHARGES
All Maintenance and Support Fees shall be suspended if a Priority 1 or Priority 2 nonconformance with applicable Functional Specifications in the Covered Software and/or Hardware causes a delay of more than thirty (30) days in CITY’s ability to use the Covered Software and/or Hardware in accordance with the Specifications or Documentation. If the Maintenanceand Support Fees are paid in advance, then any payments advanced covering the period of suspension shall result in thereof refund to CITY.

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CITY OF FAIRFIELD

TECHNOLOGY MAINTENANCE AND SUPPORT AGREEMENT
Exhibit “B-1”
Rev. 1/28/19

VENDOR’S MAINTENANCE PRICE LIST
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CITY OF FAIRFIELD

TECHNOLOGY MAINTENANCE AND SUPPORT AGREEMENT
Rev. 1/28/19

Exhibit “B-2”

MAINTENANCE AND SUPPORT FEE FOR THE COVERED SOFTWARE AND/OR

HARDWARE
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TECHNOLOGY MAINTENANCE AND SUPPORT AGREEMENT
Rev. 1/28/19

EXHIBIT “C”

GENERAL PROVISIONS
1) INDEPENDENT VENDOR. At all times during the term of this Agreement, VENDOR shall be an independent contractor and shall not be an employee of CITY. CITY shall have the right to control VENDOR only insofar as the results of VENDOR's services rendered pursuant to this Agreement; however, CITY shall not have the right to control the means by which VENDOR accomplishes services rendered pursuant to this Agreement.

2) LICENSES; PERMITS; ETC. VENDOR represents and warrants to CITY that VENDOR has all licenses, permits, qualifications, and approvals of whatsoever nature which are legally required for VENDOR to practice VENDOR's profession. VENDOR represents and warrants to CITY that VENDOR shall, at its sole cost and expense, keep in effect at all times during the term of this Agreement, any licenses, permits, and approvals which are legally required for VENDOR to practice his profession.

3) TIME. VENDOR shall devote such services pursuant to this Agreement as may be reasonably necessary for satisfactory performance of VENDOR's obligations pursuant to this Agreement.

4) VENDOR NOT AN AGENT. Except as CITY may specify in writing, VENDOR shall have no authority, express or implied, to act on behalf of CITY in any capacity whatsoever as an agent. VENDOR shall have no authority, express or implied, pursuant to this Agreement, to bind CITY to any obligation whatsoever.

5) ASSIGNMENT PROHIBITED. No party to this Agreement may assign any right or obligation pursuant to this Agreement. Any attempted or purported assignment of any right or obligation pursuant to this Agreement shall be void and of no effect.

6) PERSONNEL. VENDOR shall assign only competent personnel to perform services pursuant to this Agreement. In the event that CITY, in its sole discretion, at any time during the term of this Agreement, desires the removal of any person or persons assigned by VENDOR to perform services pursuant to this Agreement, VENDOR shall remove any such person immediately upon receiving notice from CITY of the desire of CITY for the removal of such person or persons.

7) STANDARD OF PERFORMANCE. VENDOR shall perform all services required pursuant to this Agreement. Services shall be performed in the manner and according to the standards observed by a competent practitioner of the profession in which VENDOR is engaged in the geographical area in which VENDOR practices his profession. All products which VENDOR delivers to CITY pursuant to this Agreement shall be prepared in a workmanlike manner, and conform to the standards of quality normally observed by a person practicing in VENDOR's profession. CITY shall be the solejudge as to whether the product of the VENDOR is satisfactory.

8) CANCELLATION OF AGREEMENT. This Agreement may be canceled at any time by the CITY at the discretion of the City Manager, or his/her designee, upon written Packet Page 221 of 480Attachment 2 Page 95 of 179

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notification to VENDOR. VENDOR is entitled to receive full payment for all services performed and all costs incurred up to and including the date of receipt of written notice to cease work on the project. VENDOR shall be entitled to no further compensation for work performed after the cancellation date. All completed and incomplete reports and documents of the VENDOR provided under this Agreement up to the date of receipt of written notice to cease work shall become the property of CITY.

9) INDEMNIFY AND HOLD HARMLESS.

a) If AGREEMENT is an agreement for design professional services subject to California Civil Code § 2782.8(a) and VENDOR is a design professional, as defined in California Civil Code § 2782.8(c)(2), to the fullest extent allowed by law, VENDOR shall hold harmless, defend and indemnify the CITY, its officers, agents, employees, and volunteers from and against all claims, damages, losses, and expenses including attorneys’ fees arising out of, or pertaining to, or relating to the negligence, recklessness, or willful misconduct of the VENDOR, except where caused by the active negligence, sole negligence, or willful misconduct of the CITY.

b) If AGREEMENT is not an agreement for design professional services subject to California Civil Code § 2782.8(a) or VENDOR is not a design professional as defined in subsection 10(a) above, to the fullest extent allowed by law, VENDOR shall indemnify, defend, and hold harmless the CITY, its officers, agents, employees and volunteers from all claims, suits, or actions of every name, kind and description, brought forth on account of injuries to or death of any person or damage to property arising from or connected with the willful misconduct, negligent acts, serious errors or omissions, ultra- hazardous activities, activities giving rise to strict liability, or defects in design by VENDOR or any person directly or indirectly employed by or acting as agent for VENDORin the performance of this Agreement, including the concurrent or successive passive negligence of the CITY, its officers, agents, employees or volunteers.

It is understood that the duty of VENDOR to indemnify and hold harmless includes the duty to defend as set forth in Section 2778 of the California Civil Code.

Acceptance of insurance certificates and endorsements required under this Agreement does not relieve VENDOR from liability under this indemnification and hold harmless clause. This indemnification and hold harmless clause shall apply whether or not such insurance policies are determined to be applicable to any such damages or claims for damages.

VENDOR’S responsibility for such defense and indemnity shall survive termination or completion of this agreement for the full period of time allowed by law.

10) PROHIBITED INTERESTS. No employee of the CITY shall have any direct financial interest in this agreement. This agreement shall be voidable at the option of the CITY if this provision is violated.

11) LOCAL EMPLOYMENT POLICY. The CITY desires wherever possible, to hire qualified local residents to work on city projects. Local resident is defined as a person who resides in Solano County. The CITY encourages an active affirmative action program on Packet Page 222 of 480Attachment 2 Page 96 of 179

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the part of its contractors, sub-contractors, and developers. When local projects require, Packet Page 223 of 480Attachment 2 Page 97 of 179

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subcontractors, contractors, consultants and developers will solicit proposals from qualified local firms where possible.

As a way of responding to the provisions of the Davis-Bacon Act and this program, contractor, consultants, and developers will be asked, to provide no more frequently than monthly, a report which lists the employee's name, job class, hours worked, salary paid, city of residence, and ethnic origin.

12) VENDOR NOT A PUBLIC OFFICIAL. VENDOR is not a "public official" for purposes of Government Code §§ 87200 et seq. VENDOR conducts research and arrives at his or her conclusions, advice, recommendation, or counsel independent of the control and direction of the CITY or any CITY official, other than normal contract monitoring. In addition, VENDOR possesses no authority with respect to any CITY decision beyond these conclusions, advice, recommendation, or counsel.

13) EMPLOYMENT DEVELOPMENT DEPARTMENT REPORTING REQUIREMENTS.

When the CITY executes an agreement for or makes payment to VENDOR in the amount of $600 (six hundred dollars) or more in any one calendar year, VENDOR shall provide the following information to CITY to comply with Employment Development Department (EDD) reporting requirements:

a) Whether VENDOR is doing business as a sole proprietorship, partnership, limited liability partnership, corporation, limited liability corporation, non- profit corporation or other form of organization.

b) If VENDOR is doing business as a sole proprietorship, VENDOR shall provide the full name, address and social security number or federal tax identification number of the sole proprietor.

c) If VENDOR is doing business as other than a sole proprietorship, VENDOR shall provide VENDOR’S federal tax identification number.

14) NOTICES. All notices shall be given in writing to the following addresses or other such addresses as the parties may designate by written notice:

To CITY: City of Fairfield
Attn: Director of IT
c/o IT Division
1000 Webster Street
Fairfield, California 94533

To VENDOR:

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Rev. 1/28/19

15) GOVERNING LAW AND VENUE. This Agreement shall be governed by the laws of the State of California and, in the event of litigation, venue will be in the County of Solano.

16) PROPRIETARY AND CONFIDENTIAL INFORMATION. VENDOR agrees that all of the information it obtains from CITY constitutes CITY’s confidential property (“Confidential Information”) regardless of whether such information is pre-marked as confidential or in any other manner to indicate its confidential nature. Except as expressly authorized herein, VENDOR agrees to hold in confidence and not disclose any Confidential Information.

VENDOR further agrees to establish such systems and procedures as may be reasonable to maintain CITY’s Confidential Information. VENDOR’s nondisclosure obligation shall not apply to information which VENDOR can document: (a) was rightfully in its possession or known to it prior to receipt of the Confidential Information; (b) is or has become public knowledge through no fault of VENDOR; (c) is rightfully obtained by VENDOR from a third party without breach of any confidentiality obligation; or (d) is required to be disclosed pursuant to the order or requirement of a court, administrative agency, federal law, foreign state law, California state law, applicable regulatory authorities, or other governmental body.

17) DIVULGING OF CONFIDENTIAL OR PROPRIETARY INFORMATION. Should CITY require the services of a third party to operate, maintain or modify the Product(s) nothing in this Agreement shall preclude CITY from doing so. CITY shall provide VENDOR with as much notice as practicable before utilizing or divulging any proprietary information or trade secrets so that VENDOR may coordinate and or limit the delivery of said information to the third party necessary to accomplish said operation, modification or maintenance. Any third party receiving Confidential or Proprietary Information or trade secrets under this paragraph must agree to the same prohibition against disclosure as CITY.

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EXHIBIT “D”

INSURANCE REQUIREMENTS
VENDOR shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder by the VENDOR, its agents, representatives, or employees.

1) MINIMUM SCOPE AND LIMITS OF INSURANCE

a) Commercial General Liability coverage (occurrence Form CG 00 01) with minimum limits of $1,000,000 per occurrence for bodily injury, personal injury, products and completed operations, and property damage. If Commercial General Liability or other form with a general aggregate limit is used, either the general aggregate limit shallapply separately to this project/location or the general aggregate limit shall be twice the required occurrence limit.

b) Automobile Liability coverage (Form CA 00 01 with Code 1 – any auto) with minimum limits of $1,000,000 per accident for bodily injury and property damage.

c) Workers’ Compensation insurance as required by the State of California and Employers’ Liability insurance, each in the amount of $1,000,000 per accident for bodily injury or disease.

2) INDUSTRY SPECIFIC COVERAGES

If checked below, the following insurance is also required.

Professional Liability Insurance / Errors and Omissions Liability in the minimum amount of $2,000,000 per occurrence.

Cyber Liability Insurance in the minimum amount of $1,000,000 per occurrence Garage Keepers Insurance in the minimum amount of $1,000,000 per occurrence Fidelity / Crime / Dishonesty Bond in the minimum amount of $ MCS-90 Endorsement to Business Automobile insurance for transportation of hazardous materials and pollutants

Builder’s Risk / Course of Construction Insurance in the minimum amount of $ .

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3) INSURANCE PROVISIONS
a) DEDUCTIBLES AND SELF-INSURED RETENTIONS. Any deductibles or self- insured retentions must be declared to and approved by the CITY. At the option of the CITY, either the insurer shall reduce or eliminate such deductibles or self-insured retentions as respects the CITY, its officers, officials, employees and volunteers; or the VENDOR shall procure a bond guaranteeing payment of losses and relatedinvestigations, claim administration and defense expenses.

b) The general and automobile liability policies (and if applicable, cyber liability, garage keepers’ liability and builder’s risk policies) are to contain, or be endorsed to contain, the following provisions:

i) The CITY, its officers, officials, employees and volunteers are to be covered as insureds as respects: liability arising out of work or operations performed by or on behalf of the VENDOR; products and completed operations of the VENDOR; premises owned, occupied or used by the VENDOR; and automobiles owned, leased, hired or borrowed by the VENDOR. The coverage shall contain no special limitations on the scope of protection afforded to the CITY, its officers, officials, employees or volunteers.

ii) For any claims related to this project, the VENDOR’S insurance coverage shall be primary insurance as respects the CITY, its officers, officials, employees and volunteers. Any insurance or self- insured maintained by the CITY, its officers, officials, employees or volunteers shall be excess of the VENDOR’S insurance and shall not contribute with it.

iii) Any failure to comply with reporting or other provisions of the policies including breaches of warranties shall not affect coverage providedto the CITY, its officers, officials, employees or volunteers.

iv) The VENDOR’S insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer’s liability.

v) Each insurance policy required by this clause shall be endorsed to state that coverage shall not be suspended, voided, canceled by either party, reduced in coverage or in limits except after thirty (30) days’ prior written notice by certified mail, return receipt requested, has been given to the CITY.

vi) The policy limits of coverage shall be made available to the full limits of the policy. The minimum limits stated above shall not serve to reduce the VENDOR’S policy limits of coverage. Therefore, the requirements for coverage and limits shall be (1) the minimum coverage and limits specified in this agreement, or (2) the broader coverage and maximum limits of coverage of any insurance policy or proceeds available to the named insured, whichever is greater.

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c) ACCEPTABILITY OF INSURER. Insurance is to be placed with insurers with a current A.M. Best’s rating of no less than A:VII, unless otherwise acceptable to the CITY.

d) VERIFICATION OF COVERAGE. VENDOR shall furnish the CITY with original endorsements effecting coverage required by this Exhibit D. The endorsements are to be signed by a person authorized by that insurer to bind coverage on its behalf. The endorsements are to be on forms equivalent to CG 20 10 11 85 subject to CITY approval.

All insurance certificates and endorsements are to be received and approved by the CITY before work commences. At the request of the CITY, VENDOR shall provide complete, certified copies of all required insurance policies, including endorsements affecting the coverage required by these specifications.

e) SUB-CONTRACTORS. VENDOR shall require all subcontractors to procure and maintain insurance policies subject to the requirements of Exhibit D. Failure of VENDOR to verify existence of sub-contractor’s insurance shall not relieve VENDOR from any claim arising from sub-contractors work on behalf of VENDOR.

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E x h i b i t A - 5

COVER PAGE

City of Fairfield
1200 Kentucky Street
Fairfiled, California
94533

1200 KENTUCKY STREET: FIRE STATION #37

Revision: 6
Modified:
12/1/2021

Presented By:

Western Audio/Video Inc.
951-2 Old County
Rd. STE 159
Belmont, CA 94002 United
States 650 747-9447
www.westernaudiovideo.com Packet Page 229 of 480Attachment 2 Page 103 of 179

Page 1 of 31 ends

www.westernaudiovideo.com
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APPENDIX A-1
FORM 1, Page 1 of 1

PROPOSER RESPONSE PAGES

PROPOSER CHECKLIST

Page 17 ends

Proposal

ITEM FORMAT PAGE
NO.

APPENDIX A-1
FORM 2, Page 18 of

PROPOSER RESPONSE PAGES

PROPOSER BACKGROUND INFORMATION

Page 18 ends

A. Company Information

Company Name:

Local Address:

Telephone Number (Voice):

Telephone Number (Fax):

Headquarters:

Address:

Telephone Number (Voice):

Telephone Number (Fax):

Contact Person:

Title:

Location:

Telephone Number (Voice):

Telephone Number (Fax):

E-mail Address:

Western Audio Video, Inc
951-2 Old Country Road, #159, CA 94020
650-747-9447
299 Old Country Rd. #26, San Carlos, CA 94070
Erick Burton
Company Owner
650-419-4418
650-419-9003
[email protected]
650-419-4418
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APPENDIX A-1
FORM 2, Page 19 of

PROPOSER RESPONSE PAGES

PROPOSER BACKGROUND INFORMATION

Page 19 ends

B. Company Background

1. How many years has the company
actively participated in supplying and
installing systems similar to the System
specified
in this RFP? Years

2. Location of office from which service will
be provided to the City of Fairfield.

3. How many years has the office which will
service the City been open? Years

4. How many employees does the company have?
a. Nationwide: Employees

APPENDIX A-1
FORM 2, Page 20 of

PROPOSER RESPONSE PAGES

PROPOSER BACKGROUND INFORMATION

Page 20 ends

REFERENCE 1

Name of Organization:

Address:

Contact Person:

Title:

Telephone Number:

Approximate City (Agency) Population:

General Description of System
Installed:

Proposer’s Role in Installation:

Installation Date:

REFERENCE 2

Name of Organization:

Address:

Contact Person:

Title:

Telephone Number:

Approximate City (Agency) Population:

General Description of System
Installed:

Proposer’s Role in Installation:

Installation Date:

Solano County
675 Texas St, Suite 2500
Fairfield, CA 94533
Donald Ryan
707-784-1616
447,643
EOC with conference room, video wall and
video distribution.

Primary Contractor
8/5/2016
City of Half Moon Bay
501 Main Street
Half Moon Bay, CA 94019
Carlo Wei
Project Manager
415-596-9983
12,834
City Council Chambers AV System
Sole Service Provider
7/23/2016
Emergency Services Manager
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APPENDIX A-1
FORM 3, Page 1 of 1

PROPOSER RESPONSE PAGES

SIGNATURE PAGE

Page 22 ends

PROPOSAL SUBMITTED BY:

COMPANY

ADDRESS

ADDENDUM RECEIPT
The receipt of the following addenda to the specifications, if issued, is hereby acknowledged: Addendum No. Date
Addendum No. Date

Addendum No. Date

(Print or Type Above Name and Title)
(Date) (Telephone)
Western Audio Video, Inc
Po Box 484 La Honda, CA 94020
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SCOPE OF WORK

Western Audio Video has designed a robust new Audio and Video over IP System for the City of Fairfield Fire Station #37. This project will consist of a single phase beginning in January 2022, with the objective of vastly improving the overall quality of video broadcast and audio intelligibility within Fire Station training and conferencing locations.

During the system design process, considerations have been made to accommodate for the intentions of future AV system scalability. The systems have been designed with the focus of assisting both End Users and local Fire Department Staff in providing a high quality, intuitive, and user-friendly video conferencing experience. In addition to the design, integration, and implementation of the new AVoIP equipment proposed for this project, Western Audio Video will continue to provide ongoing support for the system as outlined in the request for proposal. A comprehensive AV training curriculum will also be included upon potential award of the project, and resources will be dedicated to ensuring the ongoing performance, stability, and positive user experience of the newly developed system.

Per the Request for Proposal the following areas of interest will be included within the updated design:

● Training Room
● Management/Communication Offices (8 Total)
● Conference Room/Call Center
● Rack Room
● Operations

Owner Furnished Equipment in this proposal shall be denoted by the term OFE.

TRAINING ROOM:

Western Audio Video will provide and install a new video conferencing system which will connect with existing local secure sources over a new AV over IP system.

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One AVoIP Receiver (Decoder - Two Total) will be installed behind each respective display and will be dedicated to providing high-definition video feed from the AVoIP distribution system. One AVoIP Transmitter (Encoder - Three Total) will be utilized to integrate the OFE Client Provided In-Room PC, a Wired HDMI BYOD User Input, and the Crestron Air Media Wireless Presentation Gateway within the AVoIP system.

New ceiling mounted speakers and a beamforming ceiling array microphone system will be optimized through programmable digital signal processing for the training space.

A new high definition PTZ camera will be mounted beneath the dual displays and will be utilized in order to capture local video for conferencing.

Finally, two IP controllable power distribution units will be utilized to ensure proper device connectivity and assist with any proactive management requirements and AV system maintenance.

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Training Room Major Components:

● Two 85” Sony 4K HDR Professional Commercial Flat Panel Displays ● Two In-wall Recessed Dual Layer Wall Boxes
● Two Dual-arm Articulating Flat Panel Display Mounts
● Three AVoIP Transmitters (Encoders)
● Two AVoIP Receivers (Decoders)
● One Quad View Video Distribution Control Unit
● One Crestron Air Media Wireless Presentation Gateway
● One 10.1” Wall Mounted Touch Panel Controller
● One 7” Mullion Mounted Room Scheduler Touch Panel
● Four Professional Ceiling Mounted Speakers
● One 2x2 Ceiling Tile Mounted Programmable Beamforming Microphone Array ● 16 Audio Channels Provided by Digital Signal Processor (located in Rack Room) ● One High Definition PTZ Video Conferencing Camera
● Two IP Controllable Power Distribution Units

Optional Package Items:
● One Handheld Wi-Fi Enabled Remote Control

Training Room OFE & Client Responsibilities:

● One Personal Computer (OFE) - to connect to existing secure online portals. ● Dual Live AC Power and Dual Data patched to Client IDF at display locations.

MANAGEMENT/COMMUNICATION OFFICES (8):

Management/Communication Offices Major System Components (Per Office):

● One 43” Sony 4K HDR Professional Flat Panel Commercial Display ● One Dual Arm Articulating Flat Panel Display Mount
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● One AVoIP Receiver (Decoder)
● One Handheld Wi-Fi Enabled Remote Control
● One IP Controllable Power Distribution Unit

Management/Communications Offices OFE & Client Responsibilities:

● One Personal Computer (OFE) - to connect to the newly provided 43” display. ● Dual Live AC Power

List of Management/Communication Office Designations:

● Fire Chief
● Deputy Chief
● Deputy Chief
● Fire Marshall
● Management Analyst
● Fire Prevention
● Office 7 (Name TBD)
● Office 8 (Name TBD)

CONFERENCE ROOM/CALL CENTER:

A wall mounted 10.1-inch touch panel controller will be installed at the client’s designated location in order to provide system control within the Conference Room.

environment in order to provide clear visual confirmation of when meetings and training sessions are scheduled for this space.

Optional Display Package:

WAV recommends two separate 75 inch 4K HDR flat panel commercial displays to work independently on the front wall or room. This would allow the room’s displays to function similarly to the Training Room. Two recessed wall boxes in addition to two universal dual-arm articulating mounts will be provided for the displays in order to ensure a sleek visual aesthetic with no visible wiring, in conjunction with providing easy access for any physical equipment servicing or maintenance requirements. Finally, two IP controllable power distribution units will be utilized to ensure proper device connectivity and assist with any proactive management requirements and AV system maintenance.

Optional VTC Package:

Optional AV over IP Package:

Conference Room/Call Center Major Components:

● Two AVoIP Receivers (Decoders)
● One Crestron Air Media Wireless Presentation Gateway
● One 10.1” Wall Mounted Touch Panel Controller
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● One 7” Mullion Mounted Room Scheduler Touch Panel
● Two IP Controllable Power Distribution Units

Conference Room/Call Center OFE & Client Responsibilities:

● One Personal Computer (OFE) - to connect to existing secure online portals. ● Dual Live AC Power and Dual Data patched to Client IDF at display locations.

RACK ROOM:

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One Crestron CP4 Advanced Control Processor will be utilized in order to provide IP Based control of AV system components and touch panel interfaces/ room schedulers.

Optional UPS & Conference Room VTC Packages:

One 2000VA Uninterrupted Power Supply will also be utilized to ensure consistent power is provided to all of the core AV system components within this Rack Room.

Equipment Rack Major Components:

● One QSC Core 110f Digital Audio Signal Processor
● One 70v Professional Audio Amplifier
● One 18 Port Vertical IP Controllable Power Distribution Unit ● Miscellaneous Shelving, Patch Panels, and Keystones (Reference Design Guide document for further details)

Optional Items:
● One 2000VA Uninterruptible Power Supply
● One 70v Professional Audio Amplifier

Rack Room OFE & Client Responsibilities:

● OFE Client Provided Rack Space
● Dual Live AC Power at Rack Location
● Dual Data at Rack Location

OPERATIONS

Western Audio Video will provide the hardware necessary to integrate the new AV over IP video distribution system into the client's existing hardware for the room. One AVoIP Receiver (Decoder - Two Total) will be installed behind each respective OFE display (3 Total) and will be dedicated to providing high-definition video feed from the AVoIP distribution system.

Additionally, a local HDMI input will be added to provide a wired connection to the room’s primary display.

A wall mounted 10.1-inch touch panel controller will be installed at the client’s designated location in order to provide system control within the operations center.

Optional Display Package:

WAV will supply and install all necessary hardware and components to add one additional display to this room (55” Sony Pro). This includes display, back box, IP Packet Page 243 of 480Attachment 2 Page 117 of 179

controlled PDU, AV over IP decoder, network drops / wiring and articulating display mount.

Conference Room/Call Center Major Components:

● Three AVoIP Receivers (Decoders)
● Two AVoIP Transmitters (Encoders)
● One 10.1” Wall Mounted Touch Panel Controller
● Three IP Controllable Power Distribution Units

Conference Room/Call Center OFE & Client Responsibilities:

● One Personal Computer (OFE) - to connect to existing secure online portals. ● Dual Live AC Power and Dual Data patched to Client IDF at display locations.

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City of Fairfield Fire Station Design Guide

The following document will outline what AV equipment has been designated for this system design, and the purposes of each individual piece of hardware. The first section will contain a list of equipment with quantity values in addition to a short description of the respective product. The second section will contain details regarding specifics of the products and how they tie into the overall AV system design. This section will focus on a high-level synopsis, for additional hardware specifications please refer to the attached Specification/Cut Sheet provided in the Documentation Package of the enclosed USB Drive.

List of Equipment Per Room -

Training Room:

● 1x Aver Cam520 HD PTZ Camera
● 2x Binary B-900-MOIP-4K-RX (AVoIP Decoder)
● 3x Binary B-900-MOIP-4K-TX (AVoIP Encoder)
● 1x Crestron AM-3200-WF Air Media Wireless Presentation Gateway ● 1x Crestron TSR-310 Wi-Fi Enabled Handheld Remote Control (Marked Optional for Now)
● 1x Crestron TSS-770-B-S 7 Inch Touch Panel Room Scheduling Display ● 1x Crestron TSW-1070-B-S 10 Inch Touch Panel Room Controller Display ● 4x QSC AD-C6T-WH In-Ceiling Speakers
● 1x Shure MXA910W Beamforming Ceiling Microphone Array ● 2x Sony FW-85BZ40H 85 Inch 4K HDR Flat Panel Displays ● 2x SM-CS-ART2-XL Strong Dual Arm Articulating Display Mounts ● 2x SM-RBX-PRO-14-BLK Strong Inwall Recessed Back Boxes ● 2x WB-250-IPW-2 Wattbox IP Controlled PDUs
● 1x Plenum Cabling Packages & Keystones
● 1x Liberty PC-G1790-E-P-W HDMI Keystone Wallplate
● 1x Existing OFE Dedicated Room PC

Optional Items:
● 1x Crestron TSR-310 Wi-Fi Enabled Handheld Remote Control Packet Page 245 of 480Attachment 2 Page 119 of 179

Conference Room/Call Center:

Management/Communications Offices (8):

Rack Room (IDF):

● 1x A-NEUVIDEO ANI-42HPIP 4x2 HDMI Switch with Multiviewer ● 1x Araknis AN-310-SW-F-48 48 Port L2 Managed Switch
● 1x Binary B-900-MOIP-4K-CTRL AVoIP Controller
● 4x Binary B-900-MOIP-4K-RX (AVoIP Decoder)
● 7x Binary B-900-MOIP-4K-TX (AVoIP Encoder)
● 1x Crestron CP4 Advanced IP System Controller
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Optional Items:
● 1x Extron XPA 1002-70V 100-Watt 70V Professional Audio Amplifiers ● 1x Wattbox WB-OVRC-UPS-2000-1 2000 VA IP Controllable UPS

Operations:

● 3x Binary B-900-MOIP-4K-RX-2AC (AVoIP Decoder)
● 1x Crestron TSR-310 Wi-Fi Enabled Handheld Remote Control ● 2x WB-250-IPW-2 Wattbox IP Controlled PDUs

~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~

Equipment Details (Total Project) -
Equipment Synopsis:

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● Aver Cam520 HD PTZ Camera

Description: Full HD 1080p 60fps Pan/Tilt/Zoom Video Conferencing USB Camera.

This camera will be used as the primary video conferencing audience capture device and will be wall mounted with the included L bracket underneath the respective displays in the Training and Conference Room (Optional) areas. The camera will require one client-provided AC power outlet (located behind the display locations) in order to power the device in addition to the provided 5m Micro USB 2.0 Type-B to Type-A USB cable that will connect the camera directly to the client-provided OFE conferencing computer.

PTZ control functionality will be integrated within the proposed Crestron control interface, eliminating the need to use the provided Camera IR Remote Control.

● Binary B-900-MOIP-4K-RX (AVoIP Decoder)

Description: Each display location will have one Binary B-900-MOIP-4K-RX AVoIP Decoder mounted behind the respective display in order to act as a video distribution endpoint. WAV will be responsible for running a new Category 6 UTP Plenum rated cable drop to each of the designated Decoder locations (reference Installation Plan and Site Plan Documentation for specifics on these locations). Each decoder will be powered via PoE+ from the Netgear Layer 3 Core Network Switch, eliminating the need to have an individual power supply connected.

● Binary B-900-MOIP-4K-TX (AVoIP Encoder)

Description: HDMI Video Sources incorporated within the AV system will each receive an input into a respective Binary B-900-MOIP-4K-TX AVoIP Encoder in order to be accessible within the AVoIP system infrastructure. For the Training Room and Conference Room (Optional) Locations, one Encoder will be dedicated to receive input from the OFE Client Provided Room PC and a second Encoder will be utilized to incorporate the Crestron Air Media as an input within the AVoIP System, and finally a third Encoder will be mounted at a client designated location to provide a Wired BYOD HDMI User Input for these spaces. Power to these devices will again be provided via PoE+ from the designated ports from the Netgear Layer 3 Core Network Switch. Each Packet Page 248 of 480Attachment 2 Page 122 of 179

encoder will also offer a local HDMI Output in order to support any potential future considerations to add functionality to the existing AVoIP system such as a Confidence Monitor or Layout Preview Interface.

● Crestron AM-3200-WF Air Media Wireless Presentation Gateway

Description: A Crestron AM-3200-WF Air Media Wireless Presentation Gateway unit will be added to the Training Room and Conference Room locations in order to provide platform agnostic wireless presentation capability in these spaces. The Control System will be configured so that when Wireless Presentation is selected, the Air Media IP Address and a Code will be shown on the displays, and users can input this information in their chosen web browser in order to wirelessly connect and present their chosen presentation content. If there are any restrictions for software installations due to security concerns, a “USB Puck” solution is currently in development from Crestron that will integrate with this system in the future. We have chosen Air Media to fulfill this wireless presentation requirement because we feel it will offer the highest quality, reliability, and security compared to other competitive products within this category.

● Crestron TSR-310 Wi-Fi Enabled Handheld Remote Control (Marked Optional for Now)

Description: Crestron TSR-310 Wi-Fi Enabled Handheld Remotes have been included in the design for the Management/Communications offices, in addition to Optional items for the other AV conferencing spaces. These remotes will offer an intuitive user experience with a hard button interface, while still offering a customizable touch screen interface option. WAV maintains that this will be the most cost-effective solution for these spaces, while keeping the AV system as user friendly as possible.

● Crestron TSS-770-B-S 7 Inch Touch Panel Room Scheduling Display

Description: One Crestron TSS-770-B-S 7 Inch Touch Panel Room Scheduling Display will be installed outside the entrances to both the Training Room and Conference Room locations. Each Room Scheduler will be mounted with a Crestron TSW-770/1070-MSMK-ANG-B-S Mounting Kit to the mullion near the entrances of these locations. WAV will run a new Category 6 Shielded Plenum rated cable drop to each of these room scheduler locations in order to provide both PoE power and network connectivity to the devices. These room schedulers will support integration with the client’s existing Office 365 scheduling interface, in order to display scheduled meetings and events.

● Crestron TSW-1070-B-S 10 Inch Touch Panel Room Controller Display Packet Page 249 of 480Attachment 2 Page 123 of 179

Description: One Crestron TSW-1070-B-S 10 Inch Touch Panel Room Controller Display will be installed in both the Training Room and Conference Room locations in order to provide in-room control functionality for these spaces. Each Controller will be wall mounted at a client designated location and will utilize a Creston TSW-UMB-70 universal mounting bracket for this requirement. WAV will again be running a new dedicated Category 6 Shielded Plenum rated cable drop to each of these controller locations to ensure reliable connectivity and resistance to any potential radio frequency/electromagnetic interference. A custom User Interface will be developed for the client to ensure all necessary control functions are included and that the control system remains intuitive and user friendly.

● QSC AD-C6T-WH In-Ceiling Speakers

Description: Four QSC AD-C6T-WH In-Ceiling Speakers will be installed within the Training Room to vastly improve the overall audio intelligibility for users in this space.

Two of the same ceiling speakers have been included as an Optional item within the Conference Room considering less physical space is present within this location. Audio transmission will be accomplished by transporting audio input signals to the DSP located within the Rack Room, then to the corresponding Audio Amplifier, and then finally output through these ceiling speakers. These speakers will provide exceptional audio quality, while also being flush mounted within the ceiling tile grid to provide an appealing aesthetic for these conferencing spaces.

● Shure MXA910W Beamforming Ceiling Microphone Array

Description: One Shure MXA910W Beamforming Ceiling Microphone Array will be installed in both the Training Room and Conference Room (Optional) locations in order to provide seamless audio pickup for both presenters and local meeting participants.

This unit will easily drop into an existing 2x2 ceiling tile panel and provide a sleek aesthetic to match the interior of the room in addition to the proposed QSC AD-C6T ceiling speakers. WAV will provide a new Category 6 Plenum rated drop into these locations, to provide these units power via PoE+ in addition to Dante/AES67 network connectivity to the proposed Core110f DSP. These units contain individual microphone lobes that can be directed at different sections of the room, thus capturing both Presenter and Participant audio throughout the space simultaneously. These units will also utilize Acoustic Echo Cancellation (AEC) technology to ensure no echo or audio feedback is present during meetings within these locations.

● Sony FW-43BZ35J 43 Inch 4K HDR Flat Panel Display
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Description: WAV has chosen to include One Sony FW-43BZ35J 43 Inch 4K HDR Professional Flat Panel Display for each of the eight Management/Communications offices designated within the Request for Proposal. These displays will provide exceptional video quality, network control functionality, and meet the requirements for a 24/7 commercial application. Each display will be wall mounted on One Strong SM-CS-ART2-L Articulating Mount, providing the ability to both easily service/maintain the equipment in addition to adjusting the viewing angle of the display if desired.

● Sony FW-75BZ40H 75 Inch 4K HDR Flat Panel Display

Description: (Optional) WAV has chosen to include Two Sony FW-75BZ40H 75 Inch 4K HDR Professional Flat Panel Displays for the Conference Room/Call Center location designated within the Request for Proposal. These displays will provide exceptional video quality, network control functionality, and meet the requirements for a 24/7 commercial application. The primary front display will be wall mounted on One Strong SM-CS-ART2-XL Articulating Mount, providing the ability to both easily service/maintain the equipment in addition to adjusting the viewing angle of the display if desired. The secondary rear display will be mounted on the existing ceiling pole display infrastructure in the room.

● Sony FW-85BZ40H 85 Inch 4K HDR Flat Panel Display

Description: WAV has chosen to include Two Sony FW-85BZ40H 85 Inch 4K HDR Professional Flat Panel Displays for the Training Room location designated within the Request for Proposal. These displays will provide exceptional video quality, network control functionality and meet the requirements for a 24/7 commercial application. Both displays will be wall mounted on One Strong SM-CS-ART2-XL Articulating Mount, providing the ability to both easily service/maintain the equipment in addition to adjusting the viewing angle of the displays if desired. The option for multiple video layouts (Quad View) will be included for this space, please reference details contained within the A-NEUVIDEO HDMI Switch section for further details on this functionality.

● SM-CS-ART2-L Strong Dual Arm Articulating Display Mount

Description: Please reference “Sony FW-43BZ35J 43 Inch 4K HDR Flat Panel Display” for details on this display wall mount.

● SM-CS-ART2-XL Strong Dual Arm Articulating Display Mount Packet Page 251 of 480Attachment 2 Page 125 of 179

Description: Please reference “Sony FW-75BZ40H 75 Inch 4K HDR Flat Panel Display” and “Sony FW-85BZ40H 85 Inch 4K HDR Flat Panel Display” sections for details on this display wall mount.

● SM-RBX-PRO-14-BLK Strong Inwall Recessed Back Box

Description: One Strong SM-RBX-PRO-14-BLK Inwall Recessed Back Box will be installed for both displays in the Training Room, and the Primary display location in the Conference room. This back box will provide the ability to install equipment behind the display locations ensuring they receive proper ventilation, and to also provide a designated cable pathway to the displays in addition to the mounted equipment.

● WB-250-IPW-2 Wattbox IP Controlled PDU

Description: One WB-250-IPW-2 Wattbox IP Controlled PDU will be installed at each display location through the project to ensure consistent power is provided to the equipment in addition to providing the capability to remotely monitor over the network.

One client provided network connection will be required at each display location in order to accomplish this functionality.

● Wattbox WB-800VPS-IPVM-18 18 Port Vertical IP Controllable PDU

Description: One Wattbox WB-800VPS-IPVM-18 18 Port Vertical IP Controllable PDU will be installed within the Rack Room location to provide power to the new AV system equipment, in addition to providing network monitoring functionality as requested in the system requirements.

● Wattbox WB-OVRC-UPS-2000-1 2000 VA IP Controllable UPS

Description: (Optional) One Wattbox WB-OVRC-UPS-2000-1 2000 VA IP Controllable UPS will be integrated into the Rack Room to ensure new AV system components have an uninterrupted flow of power, in addition to offering power redundancy requirements.

This unit will also reside on the network in order to provide monitoring capabilities and statistics of power consumption of the respective AV equipment.

● A-NEUVIDEO ANI-42HPIP 4x2 HDMI Switch with Multiviewer

Description: One A-NEUVIDEO ANI-42HPIP 4x2 HDMI Switch with Multiviewer will be installed within the Rack Room in order to provide Quad View capabilities for the two 85” displays located within the Training Room location. Four dedicated AVoIP Decoders Packet Page 252 of 480Attachment 2 Page 126 of 179

will be responsible for feeding input signals to this unit, and control system integration will be provided in order to activate the desired “Quad View” layout configuration required in the Training Room. Below are images which depict what video layouts will be provided for this application.

● Araknis AN-310-SW-F-48 48 Port L2 Managed Switch

Description: One Araknis AN-310-SW-F-48 48 Port L2 Managed Switch will be installed within the Rack Room location in order to provide PoE and network connectivity to AV system components that do not require Layer 3 Management and Multicast capabilities.

Utilizing this equipment will allow for greater flexibility for additional AVoIP Encoders and Decoders to be added to the AV system for future scalability. WAV will work closely with the IT Department to ensure all security and compliance requirements are met to integrate these networked components into the existing network infrastructure.

● Crestron CP4 Advanced IP System Controller

Description: One Crestron CP4 Advanced IP System Controller will be installed within the Rack Room location to provide IP based control functionality of all the corresponding equipment within the AV system design. This controller will drive the User Interface applications on the touch panels located throughout the system, in addition to other networked AV equipment control and diagnostics.

● Extron XPA 1002-70V 100-Watt 70V Professional Audio Amplifiers

Description: One Extron XPA 1002-70V 100-Watt 70V Professional Audio Amplifiers will be installed within the Rack Room Locations in order to provide audio transport from the Core110f DSP into the designated QSC AD-C6T ceiling speakers. Two dedicated Balanced audio connections from the Rack Room into the Training Room and Conference Room locations will be utilized in order to drive these speakers in a “daisy chained” 70-volt arrangement. (Second amplifier to be installed should option for VTC in the Conference room be exercised)
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● Netgear M4250-40G8F 40 Port Layer 3 Managed Switch (Core AVoIP Switch)

Description: One Netgear M4250-40G8F 40 Port Layer 3 Managed Switch will be installed within the Rack Room location to act as the main distribution point of the AVoIP system. Layer 3 device management and multicast protocols will be provided by this core switch in order to fulfill the network requirements for the respective Binary AVoIP system components. This switch will also provide PoE+ power to all AVoIP Encoders and Decoders, eliminating the requirement to have local power for these devices.

● QSC Core110f Professional Audio Digital Signal Processor

Description: One QSC Core110f Professional Audio Digital Signal Processor will be installed within the Rack Room location in order to provide audio management and transport for the Training Room and Conference Room locations. This DSP will provide up to 16x16 digital audio inputs/outputs, allowing for future audio system scalability within the Fire Department. AEC (Acoustic Echo Cancellation) is also offered by this unit, which will ensure no feedback or echo is present when the conferencing spaces are being utilized. WAV will develop a dedicated DSP Profile for this application and will provide audio system tuning to ensure the highest quality of digital audio is present for both conferencing spaces.

● Plenum Cabling Packages & Keystones

Description: WAV has chosen to utilize Wirepath Unshielded 550MHz 23/4 Solid .57mm Plenum Cat 6 Wire and Wirepath Cat 6 550MHz Shielded Plenum Wire for the necessary Category Cable pulls needed for this application. Please refer to Installation Plan documentation for further details on which locations will receive which wire type.

Alternate color options are available for both types of wire if the client has a particular requirement or preference. Details regarding Keystone packages will be designated within the Consumables section of the Installation Plan documentation.

● Liberty PC-G1790-E-P-W HDMI Keystone Wallplate

Description: One Liberty PC-G1790-E-P-W HDMI Keystone Wallplate (passive) has been designated for both the Training Room and Conference Room locations in order to provide a HDMI connection point for the Wired BYOD functionality required within both conferencing spaces. Location of these wall plates will be designated by the client and reflected within the Installation Plan documentation.

● Strong AV Equipment Shelves
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Description: One Strong SR-SHELF-MOIP-H2-1U, and One Strong SR-SHELF-MOIP-V10-6U equipment shelves have been designated to house the AVoIP equipment present within the Rack Room. Utilizing these shelves will provide excellent ventilation and provide a clean way to approach cable management of the respective devices.

● Panduit WMPF1E PatchLink Horizontal Cable Manager, Single Sided, 3.5" (2U)

Description: One Panduit WMPF1E PatchLink Horizontal Cable Manager has been chosen for use in the Rack Room in order to provide consistent cable management and alleviate any loose wires or extensive bend radius for the respective category cables.

● Panduit WMPFSE PatchLink Horizontal Cable Manager, Single Sided, 1.7" (1U)

Description: One Panduit WMPFSE PatchLink Horizontal Cable Manager, has been chosen for use in the Rack Room in order to provide consistent cable management and alleviate any loose wires or extensive bend radius for the respective category cables.

This 1U unit was chosen to consolidate potential rack space needed by other AV equipment in the Rack Room.

● Wirepath WP-CAT6-PP-48 Rack-mount 48-port RJ-45 Cat6 patch panel, black (2U)

Description: One Wirepath WP-CAT6-PP-48 Rack-mount 48-port RJ-45 Cat6 patch panel has been chosen for use in the Rack Room in order to provide consistent cable management and alleviate any loose wires or extensive bend radius for the respective category cables.

● Existing OFE Pole Mount for Secondary Conference Room Display

Description: WAV recommends reviewing the weight bearing provided by the existing ceiling pole mount infrastructure in addition to any potential ADA Compliance concerns located within the Conference Room. The optional proposed Sony FW-75BZ40H display will weigh 72 pounds, and thus the existing infrastructure will need to be able to support this load while keeping with ADA compliance standards. Considerations for seismic compliance will be the responsibility of the client; however WAV will endeavor to assist in this and similar concerns to ensure smooth project delivery and reduced hassle Packet Page 255 of 480Attachment 2 Page 129 of 179

to the client. The optional item package for displays in the Conference Room outlines that this option can also be removed in favor of a side-by-side display configuration similar to the display design proposed within the Training Room location.

● Existing OFE Dedicated Room PC

Description: During onsite visit the client mentioned they will be providing a dedicated Windows based Room PC for both the Training Room and Conference Room locations.

● Explanation of Optional Items

Description: Optional items for the designated AV equipment locations have been included to bring them closer in-line with the design specified for the Training Room.

These items are not specifically called for in the Request for Proposal, however they may be desired by the client for this project or for future considerations. These items can be excluded from the design if a minimalistic approach is preferred or incorporated at a later date if desired by the client.

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Client initial

Service Level Agreement
Includes: Reporting Technologies and Capabilities

City of Fairfield
Primary Contact Name: Peter Perez
Phone Number: 707-428-7541
Street address: 1000 Webster St.

City, State Zip: Fairfield, CA 94533
Table Of Contents:

Pages 1 - 2: Primary Features & Benefits
Pages 2 - 5: Definition Of Terms
Pages 6 - 10: Contract
Pages 10 -11: Description Of System

Scope of Services Provided In This Plan

Primary Features & Benefits

Client initial

Total for package = $20,532 for 5 years
●

Total For Optional Warranty = Est. $5,133 / yr. after the first year

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Client initial

Ticketing/Solution System - Western Audio Video Inc. employs a state of the art Packet Page 259 of 480Attachment 2 Page 133 of 179

Client initial

Real Time Chat - If necessary, the client may initiate a direct chat with the Western Audio Video Inc. Help Desk during normal business hours to discuss service needs or for training & support.

Client Portal - Tickets are how Western Audio Video Inc. track’s fault resolution, contact information, observations, issues, questions, and concerns with our clients.

Client initial

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TRAINING PLAN:

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MAINTENANCE DURING WARRANTY PERIOD:

● 1 Year SLA: Included
● 2 Year SLA: (Additional $5,133)
● 3 Year SLA: (Additional $10,266)
● 4 Year SLA: (Additional $15,399)
● 5 Year SLA: (Additional $20,532)

the initial warranty period (12 Months) shall be included for hardware at no additional cost. Documentation of any changes will be made available to the city.

ONGOING MAINTENANCE AND SUPPORT:

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Documentation

Western Audio Video will provide all documentation needed to plan and execute the installation and service of the AV Systems outlined in the proposal. This proposal provides for but is not limited to the list below. WAV documentation will include the following deliverables:

● Submittal
● UI Design Worksheets
● Site / Rough In Plan
● Wall Elevations
● Single Line Drawing
● Rack Elevations
● Reflected Ceiling Plan
● IP and Networking Set Up Spreadsheet
● As-Builts
● Training and use manuals
● Manufacturer’s Warranty & Manuals Bound & Delivered
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City of Fairfield Fire Station #37 RFP Exceptions

The following information highlights any deviations from the requirements outlined in the City of Fairfield Fire Station #37 EOC Upgrade Request for Proposal document.

1. Per Section 3, Item A - General (Page 9) of the Request for Proposal the following areas were designated within scope for this project:
● Training Room
● Management/Communications Offices (8)
● Conference Room/Call Center
● Rack Room

Per correspondence with the client, it was confirmed that the Operations location was also desired to be included within the proposal. Proposed equipment for this
location has been made as a minimum requirement to be incorporated within the AVoIP system, and an Optional item package has been added if the client desires additional AV functionality and control for this space.

2. Per Section 3, Item A - General (Page 9 - High Level Requirements) Items 1-5 have been incorporated within the design for the Training Room Location.

Considerations were also made for the Conference Room/Call Center location to match these outlined items as well, however for this proposal WAV has decided to approach this design with the same philosophy as the Operations location noted above. Optional packages have been included if the client desires a uniform solution that will offer additional AV system and VTC functionality for the Conference Room/Call Center to match the design solutions created for the Training Room location.

3. Per Section 3, Item A - General (Page 10 - Item 6) 42” Displays were designated for the Management/Communications Offices (8); however, WAV has proposed the closest equivalent 43” Sony FW-43BZ35J as an alternative.

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Appendix B

NON-DISCLOSURE AGREEMENT

Regarding the City of Fairfield’s Request for
Proposals for Emergency Operations
Center A/V UPGRADE

PROJECT

This Non-Disclosure Agreement (“Agreement”), is entered into this day of

, (hereinafter the “Recipient”).

WHEREAS, each potential entity who wishes to submit a proposal in response to the RFP must have access to such information in order to construct a response to the RFP; and

NOW THEREFORE, in consideration of the above recitals and the mutual promises of the parties herein contained, it is agreed by and between the parties as follows:

1. “Confidential Information” as used in this Agreement shall mean any and all technical and non-technical information, data, documents, records, and materials provided by or on behalf of the City to the Recipient, including without limitation patent, trade secret, proprietary, and systems security- related information and information related to the current, future and proposed services of the City, in any form or medium, written or oral. Confidential Information also includes other information that is marked or otherwise identified as confidential or proprietary, or that would otherwise appear to a reasonable person to be confidential or proprietary in the context and circumstances in which the information is known or used. Confidential Information shall not include public records subject to disclosure under the California Public Records Act, Government code section Packet Page 267 of 480Attachment 2 Page 141 of 179

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6250 et seq.

2. The Recipient agrees that it will not make use of, disseminate, or in any way disclose the City’s Confidential Information to any person, firm or business, except as necessary for the Recipient to respond to the RFP, and any purpose the City has authorized or hereafter authorizes in writing. The Recipient agrees that it shall disclose Confidential Information only to those directors, officers, employees, agents, affiliates, advisors, representatives, or consultants who need to know such information and who have previously agreed, either as a condition to employment or service or in order to obtain the Confidential Information, to be bound by terms and conditions substantially similar to those of this Agreement.

Page 28 ends

the Recipient represents and warrants that it exercises reasonable care to protect its own Confidential Information.

4. The Recipient’s obligations under Sections 2 and 3 with respect to any portion of the City’s Confidential Information shall terminate if the Recipient can document that: (a) such information was in the public domain at the time it was communicated to the Recipient by the City; (b) such information entered the public domain subsequent to the time it was communicated to the Recipient through no fault of the Recipient; (c) it was in the Recipient’s possession free of any obligation of confidence at the time it was communicated to the Recipient by the City (as shown by the Recipient’s files and records as of the time of disclosure); (d) it was rightfully communicated to the Recipient by a third party free of any obligation of confidence subsequent to the time that it was communicated to the Recipient by the City; (e) it was developed by employees or agents of the Recipient independently of and without reference to any information communicated to the Recipient by the City; or (f) the communication was in response to a valid order by a court or other governmental body, was otherwise required by law, or was necessary to establish the rights of either party under this Agreement (provided that the Recipient has provided the City with a reasonable opportunity to seek protective legal treatment for such Confidential Information).

6. The Recipient shall not assign or transfer any rights or obligations under this Agreement without the prior written consent of the City.

7. Recipient’s obligations under this Agreement shall survive the termination of any other contractual agreement between the parties.

9. This Agreement may only be changed by mutual agreement of authorized representatives of the parties in writing.

11. This Agreement shall not be construed in any manner to be an obligation to enter into further contract or to reimburse the cost of any effort expended Packet Page 269 of 480Attachment 2 Page 143 of 179

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by Recipient.

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IN WITNESS WHEREOF, the parties have executed this Agreement as of the date first written
above.

CITY OF FAIRFIELD:

By:

Name:

Title:

Date:

RECIPIENT:

By:

Name:

Title:

Date:

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CITY OF FAIRFIELD

TECHNOLOGY MAINTENANCE AND SUPPORT AGREEMENT

(ADD other definitions as may needed for a particular Maintenance and Support Agreement)

2.0 DESCRIPTION OF SERVICES

2.1 Scope of Services
The scope of services to be performed by VENDOR under this Agreement is as described in this Statement of Work in Exhibit A of this Agreement.

2.2 Maintenance and Support

The following are the Software Maintenance and Support Services provided by VENDOR to CITY while CITY is subscribed to this maintenance and support plan for the Covered Software.

2.21 Support Centers. VENDOR will provide CITY with telephone, email, and facsimile support to answer general Product questions and to identify and diagnose Covered Software issues and Defects during normal business hours Monday through Friday at no additional charge to CITY.

VENDOR hours, holidays, and options and rates for support outside of business hours are shown in Exhibit A-3. VENDOR agrees that it will diligently use commercially reasonable efforts in the performance of its maintenance and support services hereunder and in its response to CITY support requests or service calls, and will have qualified and trained personnel knowledgeable in the Covered Software to provide such services.

2.2.1 CITY Support Web site. VENDOR will provide CITY unlimited access to its self-service CITY Support Web site.

2.2.2 Updates and Enhancements. VENDOR will make available to CITY without additional license fees all Product Updates and Enhancements released by VENDOR.

2.2.3 Product Guaranty for Future Products. VENDOR agrees that as long as CITY is current on its annual Maintenance and Support with VENDOR, CITY has the right at its option to migrate to any new software product of VENDOR (such as but not limited to software written in a new programming language, on a new platform, or on a new database) with similar functionality to the Product(s) in this Agreement at no additional charge except for modules or functionality that it had not already licensed, incremental user licenses that it had not purchased, and implementation and training services for such new software.

2.3 Classification of Support Requests

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TECHNOLOGY MAINTENANCE AND SUPPORT AGREEMENT

2.3.3 Priority 3. A support request shall be classified as “Priority 3” if the System failure or irregularity does not meet either of the criteria defined in 2.3.1 or 2.3.2.

2.4 Maintenance Service Response Times and VENDOR Obligations

VENDOR shall respond to service calls as follows:

2.4.3 For all requests classified as Priority 3, VENDOR shall:
i. Respond via telephone or email within twenty-four (24) hours of the receipt of such support request.
ii. CITY and VENDOR shall mutually agree to an acceptable target date and time for resolution of the problem.
iii. VENDOR shall provide CITY status updates as appropriate and Packet Page 273 of 480Attachment 2 Page 147 of 179

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reasonable, considering the nature of the problem and impact upon CITY’s operations.

2.5 Maintenance and Support Availability and General VENDOR Obligation

2.5.2 VENDOR shall be available to perform Maintenance and Support services for Priority 3 problems at a minimum during normal business hours Monday thru Friday. VENDOR shall provide telephone and Internet support for the Covered Software. This shall include answering questions from CITY and remote diagnostics to CITY’s Covered Software in order to resolve Priority 3 problems.

2.5.3 VENDOR shall be available to perform Maintenance and Support services for Priority 1 and Priority 2 problems twenty-four (24) hours per day, three hundred and sixty-five (365) days per year. VENDOR shall provide telephone and Internet support for the Covered Software.

This shall include answering questions from CITY and remote diagnostics to CITY’s Covered Software in order to resolve Priority 1 and Priority 2 problems.

2.5.4 A toll-free number shall be made available to CITY for placing all maintenance calls.

2.5.5 An email address, or on-line interface, shall be provided to allow CITY to enter support requests electronically.

2.5.6 VENDOR will investigate and remedy, without additional cost to CITY, except as described below, all Program Errors, Defects or documentation errors reported by CITY regarding the Software.

2.5.7 All Maintenance and Support shall be diligently performed in a professional and workmanlike manner and all problem resolutions shall be made by qualified and trained Covered Software experts according to widely accepted technology standards.

2.6 Maintenance and Support Services

The following shall be provided as part of the Maintenance and Support and included in the Maintenance and Support Fee:

2.6.1 Telephone and electronic access to enter support requests.

2.6.2 Diagnostics and troubleshooting of CITY reported Program Errors in order to determine the cause of those Program Errors and required corrections.

CITY OF FAIRFIELD

TECHNOLOGY MAINTENANCE AND SUPPORT AGREEMENT

specifications set forth in the Documentation.
ii. VENDOR shall supply technical bulletins, updated user guides and other Supporting Documentation as they are released by VENDOR.
iii. When program maintenance is provided for Covered Software to be used at multiple locations by CITY, the VENDOR shall timely provide error corrections, Updates and Enhancements to CITY for distribution, and testing and installation by CITY at the additional CITY locations.
iv. All programming time, VENDOR incurred expenses associated with the development, or deployment of error fixes shall be included in the Maintenance and Support Fee.

2.6.5 CITY will determine who of its employees or contractors will have access to VENDOR personnel to answer questions and provide guidance related to the installation, configuration, management, and Use of the Covered Software. CITY will make reasonable efforts to provide the names and contact information of such employees or contractors to VENDOR.

2.6.7 VENDOR shall provide, at no charge to CITY, assistance with data restoration, correction, or verification caused by any inadequacy of VENDOR training or Supporting Documentation, or on installation or configuration of the Covered Software, Enhancements, or Customizations related thereto, provided that CITY has actively participated in any such VENDOR training and has used its best efforts to install or configure the Covered Software, Enhancements or Customizations thereto.

3.0 ENHANCEMENTS AND UPDATES

3.1 Notification. VENDOR will periodically publish and distribute to CITY a notice (hereinafter "Notice") of any Enhancements or Updates that have been made to the Covered Software by VENDOR.

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TECHNOLOGY MAINTENANCE AND SUPPORT AGREEMENT

3.2 Availability. VENDOR will make Enhancements and Updates, related Supporting Documentation, and any necessary training related thereto, available to CITY for installation and configuration.

3.3 City Obligations Related to Enhancements and Updates

3.4 VENDOR Obligations Related to Enhancements of Updates

3.4.01 All Enhancements or Updates not specifically requested and developed as a Customization for CITY shall be made available to CITY free of charge.

3.4.04 Once installed at CITY location(s), all Enhancements shall be considered part of the Covered Software and CITY shall not be assessed an additional Maintenance and Support Fee for
Enhancements.

3.4.05 VENDOR shall use Enhancements to keep the Covered Software current with widely accepted and used technology.

3.4.07 Except as mutually agreed to, VENDOR shall not deploy Alpha or Beta Products at CITY sites.

3.4.08 VENDOR will ensure forward compatibility of all Enhancements Packet Page 276 of 480Attachment 2 Page 150 of 179

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provided that CITY provides written notice of system changes made prior to the installation of any Enhancement.

4.0 CUSTOMIZATIONS

4.2 Once installed and Accepted, all Customizations shall be considered part of the Covered Software.

4.3 CITY shall, within sixty (60) days of Acceptance of any Customization pay VENDOR a mutually agreeable and pro-rated additional Maintenance and Support Fee for any Customization.

5.0 TRAINING

VENDOR shall provide training for Covered Software or any Enhancements, Updates or Customizations.

6.0 ADDITIONAL SERVICES

VENDOR shall provide any required additional services not already identified in this Agreement, on a time and materials basis, at VENDOR’s then prevailing, or other mutually agreeable, rates.

7.0 GENERAL CITY OBLIGATIONS

7.1 License, Use, Duplication. CITY shall abide by all licensing, restrictions on use, and duplication provisions identified in the Software License Agreement.

7.2 Software Modification. CITY shall not modify, or permit a third party to modify, Covered Software, except as provided in the VENDOR Dissolution and Cessation of Support provisions of the Software License Agreement, without the written consent of VENDOR.

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CITY OF FAIRFIELD

TECHNOLOGY MAINTENANCE AND SUPPORT AGREEMENT

7.3 Notification of Unauthorized Use of Product. CITY agrees to promptly notify VENDOR upon discovery of unauthorized use of any Product.

7.4 Proprietary, Trademark or Copyright Notices. CITY agrees not to remove, alter or destroy any proprietary, trademark or copyright notices placed upon or contained within the Product.

7.5 Reverse Engineering. CITY agrees not to reverse engineer, modify, decrypt, extract, disassemble, or decompile the Software, except:

7.5.1 as required by applicable local law.

7.5.2 to reproduce machine-readable object code portions for backup purposes; or

7.7 Access to CITY Site and Covered Software

7.7.2 CITY shall provide VENDOR with electronic access to Covered Software, CITY Systems, and Third-Party Software for the purpose of providing Maintenance and Support. This access may be limited, at CITY’s sole discretion, to specific times that VENDOR has notified CITY that such access is needed.

7.8 System Administrator

7.8.1 CITY shall designate a System Administrator who shall be responsible for configuring, managing, troubleshooting, and providing limited support for the Covered Software.

7.8.2 CITY’s designated System Administrator shall receive training sufficient to allow the System Administrator to perform those duties listed in 7.8.3.

7.8.3 The designated System Administrator shall administer this Agreement on behalf of CITY. The System Administrator, or his/her designee, shall be the principal officer of CITY for liaison with VENDOR, and shall review and give approval to the details of the Services as described herein.

VENDOR shall work closely and cooperate fully with CITY's designated System Administrator, and any other agencies which may Packet Page 278 of 480Attachment 2 Page 152 of 179

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TECHNOLOGY MAINTENANCE AND SUPPORT AGREEMENT

have jurisdiction over or interest in the Services, who are working in conjunction with the System Administrator.

7.9 Unauthorized Use

7.9.1 VENDOR shall notify CITY as soon as reasonably possible if VENDOR becomes aware of any unauthorized access, attempted access, or unauthorized Use of Covered Software.

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CITY OF FAIRFIELD

TECHNOLOGY MAINTENANCE AND SUPPORT AGREEMENT

EXHIBIT “B”

PAYMENT

1. The price for Services rendered by VENDOR shall be per month (annually), which is based on fees for Services provided for a 60-month period.

2. CITY shall pay VENDOR within 45 days after receipt of VENDOR’s invoice. All invoices are to be submitted electronically to [email protected]

3. The obligation to pay for Services commences on the Acceptance Date.

4. ANNUAL MAINTENANCE FEE
The Annual Maintenance Fee for Covered Software is based on the Maintenance Price List for such services; the current schedule for which is shown in Exhibit B-1.

CITY agrees to pay VENDOR the appropriate annual fee based on this price list for the number and type of users of the Covered Software.

5. MAINTENANCE FEE CALCULATION
Based on information supplied by CITY, and that CITY warrants to be complete and correct, VENDOR has calculated the Maintenance and Support Fee for the Covered Software on CITY's Systems to be that as shown in Exhibit B-2.

The second Coverage Period will commence on the Acceptance date and will be in effect until the following June 30, at which time the normal Coverage Period from that point shall be July 1 through June 30 of each year. Except for the initial Coverage Period in which the applicable fee has been waived by VENDOR, the VENDOR will invoice CITY at the beginning of each Coverage Period and, if not disputed, such payment will be due thirty (30) days after invoice receipt by CITY. CITY agrees to pay to VENDOR the Maintenance and Support Fee as shown in Exhibit B-2 which will be prorated from the time of Acceptance through June 30.

6. CHANGES IN NUMBER OF USERS AND MODULES OR SUITES

6.1 Any change in the number of users, modules or suites of the Covered Software will result in a change in the amount of the Maintenance and Support Fee in the amount shown in Exhibit B-2.

6.2 In the event of an increase in the number of users of the Covered Software, CITY will remit to VENDOR any prorated increase in the Maintenance and Support Fee for the annual period within thirty (30) days of such an increase Packet Page 280 of 480Attachment 2 Page 154 of 179

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TECHNOLOGY MAINTENANCE AND SUPPORT AGREEMENT

and upon receipt of VENDOR’s invoice.

6.3 In the event of a decrease in the number of users of the Covered Software, VENDOR will adjust the Maintenance and Support Fee accordingly and shall assess this Maintenance and Support Fee for the subsequent Coverage Periods.

6.4 No credit or refund will be given CITY for any decrease in the number of users of the Covered Software for the annual period in which such decrease occurred.

8. SUSPENSION OF MAINTENANCE CHARGES
All Maintenance and Support Fees shall be suspended if a Priority 1 or Priority 2 nonconformance with applicable Functional Specifications in the Covered Software causes a delay of more than thirty (30) days in CITY’s ability to use the Covered Software in accordance with the Specifications or Documentation. If the Maintenance and Support Fees are paid in advance, then any payments advanced covering the period of suspension shall result in thereof refund to CITY.

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TECHNOLOGY MAINTENANCE AND SUPPORT AGREEMENT

Exhibit “B-1”
VENDOR’S Price List
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DataManufacturerModelShort Description*Unit Price *Quantity *Net Price-EQUIPMENT ADJUSTMENTPreferred Client Accommodation Discount.-$ 1,500.00 1 -$ 1,500.00-IR EMITTERSingle IR flasher, make/model TBD @ ordering.7 $ 106.00_WAV PRODUCTS RM MISC SMALL PARTS, CONSUMABLESAll miscellaneous small parts and consumable items necessary for the successful completion of the project.11 $ 4,632.13_WAV SERVICE TWELVE MONTH SERVICE LEVEL AGREEMENTOur SLA includes: Priority two business hour service response, ten business hour on-site response, access to WAV support ticketing system, unlimited telephone and remote monitoring support, one comprehensive preventive maintenance visit. See documentati$ 5,133.51 1 $ 5,133.51A-NEUVIDEOANI-42HPIP4X2 HDMI Switcher and PIP processor$ 1,395.00 1 $ 1,395.00ARAKNIS NETWORKSAN-310-SW-F-48310-series 48-port L2 managed gigabit switch with front ports, includes rack mount brackets (1U).$ 752.95 1 $ 752.95ARAKNIS NETWORKSAN-ACC-SFP-E-100Electrical Small Form Plug (SFP) with RJ45 Connector, ea.$ 151.95 4 $ 607.80AverCAM520Professional class USB PTZ camera for all meeting rooms$ 1,331.62 1 $ 1,331.62BINARY B-900-MOIP-4K-CTRLBinary 900 Series 4K UHD Media over IP controller, 5VDC (included).$ 447.95 1 $ 447.95BINARY B-900-MOIP-4K-RXBinary 900 Series 4K UHD Media over IP receiver, 12VDC or POE.$ 656.62 19 $ 12,475.78BINARY B-900-MOIP-4K-TXBinary 900 Series 4K UHD Media over IP transmitter, 12VDC or POE.$ 656.62 12 $ 7,879.44CABLEAUDIO-3.5MM-3.5MM STEREOAudio cable, 3.5mm TRS [M] to 3.5mm TRS [M], [EACH]$ 9.00 15 $ 135.00CABLE AUDIO-BALANCED [UNTERMINATED]Balanced audio cable, mono, un-terminated for use with screw-down terminal blocks, 6'. [EACH - TWO REQUIRED FOR STEREO]$ 1.18 1$ 1.18CABLEAUDIO-RCA DUALAudio cable, dual RCA [M] to dual RCA [M]. [EACH]$ 45.00 31 $ 1,395.00CABLEAUDIO-STP [RAW]Audio cable, raw un-terminated STP, 6'. [EACH]$ 2.00 1 $ 2.00CABLE CAT6:AUD24/4 UTP Cat6 cable, audio [PER FOOT]$ 0.30 75 $ 22.50CABLE CONN-RJ45-6Crimp connector, RJ45, Cat6 rated, 8 pin [each]$ 0.70 112 $ 78.40CABLE CONN-RJ45-CAT6EZ-RJ45 crimp connector, CAT6 rated with strain relief for both stranded and solid UTP CAT 6 cable (NOT COMPATIBLE WITH TOUCH SCREEN RJ45 RECEPTACLES FROM AMX, CRESTRON OR ELAN). ORDER QTY 30 PACK.$ 1.50 2 $ 3.00CABLE CONTROL-232Control cable, RS-232 DB-9 TO DB-9, 6 ft. [EACH] [VERIFY REQUIRED GENDERS]$ 6.00 31 $ 186.00CABLE CONTROL-CAT5 [UNTERMINATED]Control cable, raw un-terminated CAT5e, 6 ft. [EACH]$ 2.00 3 $ 6.00CABLE DATA-LANData cable, RJ45 network patch, up to 12 ft. [EACH]$ 6.25 170 $ 1,062.50CABLE DATA-USBData cable, USB-A [M] to USB-B [M], 6 ft. [EACH]$ 6.00 2 $ 12.00CABLE VIDEO-FVideo cable, RG6 with F connectors, 6 ft. [EACH]$ 22.00 7 $ 154.00CABLE VIDEO-HDMIVideo cable, HDMI [M] to [M], 6 ft. [EACH]$ 44.99 45 $ 2,024.55CABLE VIDEO-HDMI**Video cable terminated with gold-plated molded-on HDMI connectors - 6 ft.$ 44.99 3 $ 134.97CABLE-PLENUM PL-16/2:SPKPlenum - 16 ga./2-conductor speaker wire [per foot]$ 0.40 400 $ 160.00CABLE-PLENUM PL-16/2:SPK LOOPPlenum - 16 ga./2-conductor speaker wire, speaker loop [per foot]$ 0.40 400 $ 160.00CABLE-PLENUM PL-CAT6 STP:CTLPlenum - 24/4 STP Cat6 cable (shielded), 500 MHz, Control. [per foot]$ 1.10 150 $ 165.00CABLE-PLENUM PL-CAT6:AUDPlenum - 24/4 UTP Cat6 cable, audio [per foot]$ 0.60 100 $ 60.00CABLE-PLENUM PL-CAT6:CTLPlenum - 24/4 UTP Cat6 cable, control [per foot]$ 0.60 375 $ 225.00CABLE-PLENUM PL-CAT6:DATPlenum - 24/4 UTP Cat6 cable, network [per foot]$ 0.60 1750 $ 1,050.00CABLE-PLENUM PL-CAT6:DAT+Plenum - 24/4 UTP Cat6 cable, network, additional run [per foot]$ 0.60 5250 $ 3,150.00CRESTRON AM-3200-WFAirMedia Series 3 Receiver 200 with Wi-Fi network connectivity (Dual-band 802.11a/b/g/n/ac/ax (2.4 GHz & 5 GHz) up to 100 ft (30 m) range at 80 Mbps, enables secure wireless presentation, PoE+ or 24VDC (PW-2412WU sold separately).$ 1,080.00 2 $ 2,160.00CRESTRONCP44-Series Control System Processor, 24VDC (Includes PW-2420RU power pack), rack mount ears included (1U), black.$ 2,000.00 1 $ 2,000.00CRESTRONTSR-310Handheld remote with 3” color touch screen, backlit buttons, voice control capability, and Wi-Fi wireless communications.$ 1,000.00 8 $ 8,000.00CRESTRONTSS-770-B-S7 in. Room Scheduling Touch Screen, Black Smooth$ 1,300.00 2 $ 2,600.00CRESTRONTSW-1070-B-S10.1'' wall mount touch screen, Rava SIP Intercom, Wi-Fi network connectivity, PoE+, compatible with Wall-Smart® flush wall mounting accessories, black smooth finish.$ 2,800.00 3 $ 8,400.00CRESTRONTSW-770/1070-MSMK-ANG-B-SMultisurface Mount Kit for TSW-770 and TSW-1070 Series, Angled, Black Smooth$ 120.00 2 $ 240.00FAIRFIELD CITY FIRE EOC EQUIPMENT BREAKDOWN ADDENDUM 1/12/2021Packet Page 283 of 480Attachment 2 Page 157 of 179

CRESTRONTSW-UMB-70Universal mounting bracket for TSW-70 Series, provides an in-wall mounting solution for TSW-570, TSW-570P, TSW-770, TSW-1070, TSS-770, and TSS-1070 series touch screens.$ 40.00 2 $ 80.00EXTRONXPA 1002-70VTwo channel low and high impedance amplifier, 100 Watt, 70V$ 741.67 1 $ 741.67LIBERTY CABLEPC-G1790-E-P-WPanelcrafters precision manufactured HDMI female pass through wall plate, single gang, heavy duty metal, painted white finish.$ 62.04 4 $ 248.16NETGEARM4250-40G8FAV-Line 4250 40-Port 1G PoE+ 480W and 8xSFP managed switch (1U)$ 2,386.68 1 $ 2,386.68PANDUITWMPF1EPatchLink horizontal cable manager, single sided, 3.5" (2U), front of rack only.$ 90.00 1 $ 90.00PANDUITWMPFSEPatchLink horizontal cable manager, single sided, 1.7" (1U), front of rack only.$ 76.00 1 $ 76.00QSCAD-C6T-WHSmall format, ceiling mount loudspeaker, 70/100/16 Ohm, white.$ 200.00 4 $ 800.00QSCAD-MR6Flanged Mud Ring Bracket For AD-C6T AD-C4T-LP (Order In Pack Of 6)$ 33.32 4 $ 133.28QSCQ-SYS CORE 110FFlex channel digital signal processor$ 3,670.00 1 $ 3,670.00SHUREMXA910WMicroflex Advance 24" ceiling array microphone with Shure IntelliMix DSP Suite, Dante audio networking, standard PoE, white finish.$ 4,500.00 1 $ 4,500.00SONYFW-43BZ35J43" BRAVIA 4K HDR Professional Display$ 1,100.37 8 $ 8,802.96SONYFW-85BZ40H85inch BRAVIA 4K Ultra HD HDR Professional Display$ 4,799.00 2 $ 9,598.00STRONGSM-CS-ART2-LStrong contractor series universal articulating mount with dual arms for large 37-80 in. displays up to 150 lbs., black.$ 513.95 8 $ 4,111.60STRONGSM-CS-ART2-XLStrong contractor series universal articulating mount with dual arms for large 47-90 in. displays up to 150 lbs., black.$ 582.95 2 $ 1,165.90STRONGSM-RBX-14-BKTStrong VersaBox pre-construction bracket (14'' x 14'').$ 28.36 4 $ 113.44STRONGSM-RBX-PRO-14-BLKStrong VersaBox Pro In-Wall Recessed Dual Layer Flat Panel Solution Low-Voltage Box, UL Listed, 14'' x 14'' (black).$ 154.95 4 $ 619.80STRONGSR-SHELF-MOIP-H2-1UStrong horizontal MoIP rack shelf for up to 2 transmitters, includes 1 blank insert, 1U, black powder coat finish.$ 272.95 1 $ 272.95STRONGSR-SHELF-MOIP-V10-6UStrong vertical MoIP rack shelf for up to 10 transmitters, includes 10 device adapters, 4 blank adapters, 6U, black powder coat finish.$ 459.95 1 $ 459.95WATTBOXWB-250-IPW-2250-Series Wi-Fi surge protector, 2 individually controlled outlets (Wi-Fi or wired).$ 217.95 15 $ 3,269.25WATTBOXWB-800VPS-IPVM-18IP vertical power strip & conditioner, 18 individually controlled & metered outlets, Auto Reboot, OvrC enabled.$ 981.95 1 $ 981.95WIREPATHDECOR-1-WHDecora-style1-space wallplate for DEC-STRAP inserts, white.$ 3.16 14 $ 44.24WIREPATHWP-CAT6-PP-48Rack-mount 48-port RJ-45 Cat6 patch panel, black (2U).$ 275.95 2 $ 551.90WIREPATHWP-CAT6-RJ45-WHCat6 RJ45 UTP keystone Insert, 90 Degree, white.$ 9.70 56 $ 543.20WIREPATHWP-DEC-STRAP-4-WHDecora-style strap 4-port insert for RJ-45 keystone inserts, white.$ 4.22 14 $ 59.08Equipment Total9152$ 110,169.29 $ , 8,969.75 $ 119,139.04$ 70,513.46$ 189,679.50EQUIPMENT SALES TAXEQUIPMENT GRAND TOTAL LABOR TOTAL PROJECT GRAND TOTAL Packet Page 284 of 480Attachment 2 Page 158 of 179

CITY OF FAIRFIELD

TECHNOLOGY MAINTENANCE AND SUPPORT AGREEMENT

Maintenance and Support Fee

Service and equipment warranty support outside of WAV’s 12-month warranty will be provided at T&M rates, provided at partner pricing with an in-effect Service Level Agreement. Service level agreement for the system as delivered will be provided as follows:
● 1 Year SLA: Included
● 2 Year SLA: (Additional $5,133)
● 3 Year SLA: (Additional $10,266)
● 4 Year SLA: (Additional $15,399)
● 5 Year SLA: (Additional $20,532)
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CITY OF FAIRFIELD

TECHNOLOGY MAINTENANCE AND SUPPORT AGREEMENT

EXHIBIT “C”

3) TIME. VENDOR shall devote such services pursuant to this Agreement as may be reasonably necessary for satisfactory performance of VENDOR's obligations pursuant to this Agreement.

7) STANDARD OF PERFORMANCE. VENDOR shall perform all services required pursuant to this Agreement. Services shall be performed in the manner and according to the standards observed by a competent practitioner of the profession in which VENDOR is engaged in the geographical area in which VENDOR practices his profession. All products which VENDOR delivers to CITY pursuant to this Agreement shall be prepared in a workmanlike manner and conform to the standards of quality normally observed by a person practicing in VENDOR's profession. CITY shall be the sole judge as to whether the product of the VENDOR is satisfactory.

8) CANCELLATION OF AGREEMENT. This Agreement may be canceled at any time by the CITY at the discretion of the City Manager, or his/her designee, upon written Packet Page 286 of 480Attachment 2 Page 160 of 179

CITY OF FAIRFIELD

TECHNOLOGY MAINTENANCE AND SUPPORT AGREEMENT

9) INDEMNIFY AND HOLD HARMLESS.

b) If AGREEMENT is not an agreement for design professional services subject to California Civil Code § 2782.8(a) or VENDOR is not a design professional as defined in subsection 10(a) above, to the fullest extent allowed by law, VENDOR shall indemnify, defend, and hold harmless the CITY, its officers, agents, employees and volunteers from all claims, suits, or actions of every name, kind and description, brought forth on account of injuries to or death of any person or damage to property arising from or connected with the willful misconduct, negligent acts, serious errors or omissions, ultra- hazardous activities, activities giving rise to strict liability, or defects in design by VENDOR or any person directly or indirectly employed by or acting as agent for VENDOR in the performance of this Agreement, including the concurrent or successive passive negligence of the CITY, its officers, agents, employees or volunteers.

It is understood that the duty of VENDOR to indemnify and hold harmless includes the duty to defend as set forth in Section 2778 of the California Civil Code.

VENDOR’S responsibility for such defense and indemnity shall survive termination or completion of this agreement for the full period of time allowed by law.

10) PROHIBITED INTERESTS. No employee of the CITY shall have any direct financial interest in this agreement. This agreement shall be voidable at the option of the CITY if this provision is violated.

CITY OF FAIRFIELD

TECHNOLOGY MAINTENANCE AND SUPPORT AGREEMENT

subcontractors, contractors, consultants and developers will solicit proposals from qualified local firms where possible.

13) EMPLOYMENT DEVELOPMENT DEPARTMENT REPORTING REQUIREMENTS.

b) If VENDOR is doing business as a sole proprietorship, VENDOR shall provide the full name, address and social security number or federal tax identification number of the sole proprietor.

c) If VENDOR is doing business as other than a sole proprietorship, VENDOR shall provide VENDOR’S federal tax identification number.

14) NOTICES. All notices shall be given in writing to the following addresses or other such addresses as the parties may designate by written notice:

To CITY:

To VENDOR:

City of Fairfield
Attn: Director of IT
1000 Webster Street, IT Dept.

Fairfield, California 94533

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CITY OF FAIRFIELD

TECHNOLOGY MAINTENANCE AND SUPPORT AGREEMENT

15) GOVERNING LAW AND VENUE. This Agreement shall be governed by the laws of the State of California, and, in the event of litigation, venue will be in the County of Solano.

Packet Page 289 of 480Attachment 2 Page 163 of 179

CITY OF FAIRFIELD

TECHNOLOGY MAINTENANCE AND SUPPORT AGREEMENT

EXHIBIT “D”

1) MINIMUM SCOPE AND LIMITS OF INSURANCE

a) Commercial General Liability coverage (occurrence Form CG 00 01) with minimum limits of $1,000,000 per occurrence for bodily injury, personal injury, products and completed operations, and property damage. If Commercial General Liability or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to this project/location or the general aggregate limit shall be twice the required occurrence limit.

b) Automobile Liability coverage (Form CA 00 01 with Code 1 – any auto) with minimum limits of $1,000,000 per accident for bodily injury and property damage.

c) Workers’ Compensation insurance as required by the State of California and Employers’ Liability insurance, each in the amount of $1,000,000 per accident for bodily injury or disease.

2) INDUSTRY SPECIFIC COVERAGES

If checked below, the following insurance is also required.

Professional Liability Insurance / Errors and Omissions Liability in the minimum amount of $2,000,000 per occurrence.

Builder’s Risk / Course of Construction Insurance in the minimum amount of $ .

X
X
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CITY OF FAIRFIELD

TECHNOLOGY MAINTENANCE AND SUPPORT AGREEMENT

3) INSURANCE PROVISIONS
a) DEDUCTIBLES AND SELF-INSURED RETENTIONS. Any deductibles or self- insured retentions must be declared to and approved by the CITY. At the option of the CITY, either the insurer shall reduce or eliminate such deductibles or self-insured retentions as respects the CITY, its officers, officials, employees and volunteers; or the VENDOR shall procure a bond guaranteeing payment of losses and related investigations, claim administration and defense expenses.

iii) Any failure to comply with reporting or other provisions of the policies including breaches of warranties shall not affect coverage provided to the CITY, its officers, officials, employees or volunteers.

iv) The VENDOR’S insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer’s liability.

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CITY OF FAIRFIELD

TECHNOLOGY MAINTENANCE AND SUPPORT AGREEMENT

c) ACCEPTABILITY OF INSURER. Insurance is to be placed with insurers with a current A.M. Best’s rating of no less than A:VII, unless otherwise acceptable to the CITY.

d) VERIFICATION OF COVERAGE. CONSULTANT shall furnish the CITY with original endorsements effecting coverage required by this Exhibit D. The endorsements are to be signed by a person authorized by that insurer to bind coverage on its behalf.

The endorsements are to be on forms equivalent to CG 20 10 11 85 subject to CITY approval. All insurance certificates and endorsements are to be received and approved by the CITY before work commences, these documents must be submitted electronically through the Exigis insurance system, [email protected]. At the request of the CITY, CONSULTANT shall provide complete copies of all required insurance policies, including endorsements effecting the coverage required by these specifications.

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CITY OF FAIRFIELD
1200 KENTUCKY STREET: FIRE STATION #37

AV SYSTEMS UPDATE

AV OPTIONS EXECUTION ADDENDUM
Western Audio / Video Inc.

Prepared by: Erick Burton
3/11/2022
Western Audio / Video has been notified that it’s bid for the work at 1200 Kentucky Street AV has been selected to move forward. During an online meeting with Fairfield City IT on 3/8/2022 it was requested that selected options be executed and an addendum created listing the final cost of these line items be created.

This addendum details the changes / additions to the base bid per room, per system or to the service agreement and warranty which have been requested.

The following document will outline the additional AV equipment and scope changes that are designated for these options, and the purposes of each individual piece of hardware. The first section will contain a list of equipment with quantity values in addition to a short description of the respective product. The second section will contain details regarding specifics of the products and how they tie into the overall AV system design. This section will focus on a high level synopsis.

COSTS FOR EXECUTED OPTIONS:
●$22,509.28: EQUIPMENT ADDITIONS
●$20,532.00: SERVICE LEVEL AGREEMENT EXTENSION
●$20,532.00: EXTENDED WARRANTY
●$16,595.77: LABOR ADDITIONS
○$2,817.75 Rough-In Installation ($135 / hr.)
○$1,403.79 Trim Installation ($135 / hr.)
○$4,426.70 Finish Installation ($135 / hr.)
○$4,276.56 Programming Installation ($195 / hr.)
Packet Page 293 of 480Attachment 2 Page 167 of 179

○$1,208.40 Programming - Network Installation ($165 / hr.) ○$1,000.00 Documentation ($250 / hr.)
○$1,462.57 Management and Training ($135 / hr.)
●$1,885.15: TAX FOR EQUIPMENT ADDITIONS
ADDITIONS TOTAL WITH TAX: $82,054.20
TRAINING ROOM ADDITIONS:

A handheld remote control will be provided which allows simple operation of displays, source selection and source control.

EQUIPMENT
●1x Crestron TSR-310 WiFi Enabled Handheld Remote Control CONFERENCE ROOM / CALL CENTER ADDITIONS:

DISPLAYS:

WAV wall re-use existing displays / smart board. The displays in this room will function in a very similar way to the Training Room. Two recessed wall boxes in addition to two universal dual-arm articulating mounts will be provided for the displays in order to ensure a sleek visual aesthetic with no visible wiring, in conjunction with providing easy access for any physical equipment servicing or maintenance requirements. Finally, two IP controllable power distribution units will be utilized to ensure proper device connectivity, and assist with any proactive management requirements and AV system maintenance.

VIDEO TELECONFERENCE:

A new high definition PTZ camera will be mounted beneath the primary front wall display, and will be utilized in order to capture local video for conferencing. New ceiling mounted speakers and a beamforming ceiling array microphone system will be optimized through programmable digital signal processing for the training space. The in-ceiling speakers for this space will be driven by channel #2 from the amplifier already approved for the Training Room. A QSC USB bridge will be added to the system which allows the QSC DSP specified for the training room to also serve this room.

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AV OVER IP PACKAGE:

One AVoIP Receiver will be added to the system to allow the third display in the room to participate in the AV distribution network. Three AVoIP Transmitters (Encoders) will be utilized to integrate the OFE Client Provided In-Room PC and Crestron AirMedia Wireless Presentation Gateway within the AVoIP system. An additional AVoIP Transmitter (Encoder - Three Total) will be mounted at a client designated location within the conference room to function as a Wired BYOD user input into the AVoIP distribution system.

EQUIPMENT
●4x Binary B-900-MOIP-4K-TX-2 (AVoIP Encoder)
●1x Binary B-900-MOIP-4K-RX-2AC (AVoIP Decoder)
●1ea. QSC: USB I/O Bridge
●1x Aver CAM520 HD PTZ Camera
●1x Crestron TSR-310 WiFi Enabled Handheld Remote Control ●2x QSC AD-C6T-WH In-Ceiling Speakers
●1x Shure MXA910W Beamforming Ceiling Microphone Array
●2x SM-CS-ART2-XL Strong Dual Arm Articulating Display Mount ●2x SM-RBX-PRO-14-BLK Strong Inwall Recessed Back Box
●2x WB-250-IPW-2 Wattbox IP Controlled PDUs
MANAGEMENT/COMMUNICATIONS OFFICES (8):
●No Options Executed For These Spaces
RACK ROOM (IDF):
●No Options Executed For This Space
OPERATIONS:

DISPLAY:

WAV will supply and install all necessary hardware and components to add one additional display to this room (55” Sony Pro). This includes display, back box, IP Packet Page 295 of 480Attachment 2 Page 169 of 179

controlled PDU, AV over IP decoder, network drops / wiring and articulating display mount.

AV OVER IP PACKAGE:

Two local inputs / AV over IP encoders will be added which will allow users in the space to broadcast to all televisions on the AVoIP network. Two video encoders and associated pass through plates / accessories will be included.

EQUIPMENT
●1x Binary B-900-MOIP-4K-RX-2AC (AVoIP Decoder)
●2x Binary B-900-MOIP-4K-TX-2AC (AVoIP Encoder)
●2x Liberty PC-G1790-E-P-W HDMI Keystone Wallplate
●1x Sony FW-55BZ40H 55 Inch 4K HDR Flat Panel Display
●1x SM-CS-ART2-L Strong Dual Arm Articulating Display Mount ●1x SM-RBX-PRO-14-BLK Strong Inwall Recessed Back Box
SERVICE LEVEL AGREEMENT AND EXTENDED WARRANTY:

Fairfield City has requested that the option for a full five years of both service level agreement and extended warranty be executed. Below is the re-written / clarified Scope Of Services regarding these two items. Updated details which reflect the executed options are included in addendum: “ADDENDUM: EXTENDED SLA & EXTENDED WARRANTY EXECUTION” Dated 3/11/2022.
●1x SLA EXTENSION YEAR TWO THROUGH FIVE ($20,532)
●1x WARRANTY EXTENSION YEARS TWO THROUGH FIVE ($20,532) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~

EXECUTED OPTIONAL / ADDITIONAL EQUIPMENT DETAILS
EQUIPMENT SYNOPSIS:
●Aver Cam520 HD PTZ Camera
Packet Page 296 of 480Attachment 2 Page 170 of 179

Description: Full HD 1080p 60fps Pan/Tilt/Zoom Video Conferencing USB Camera.

This camera will be used as the primary video conferencing audience capture device, and will be wall mounted with the included L bracket underneath the respective displays in the Training and Conference Room areas. The camera will require one client-provided AC power outlet (located behind the display locations) in order to power the device in addition to the provided 5m Micro USB 2.0 Type-B to Type-A USB cable that will connect the camera directly to the client-provided OFE conferencing computer.

PTZ control functionality will be integrated within the proposed Crestron control interface, eliminating the need to use the provided Camera IR Remote Control. ●Binary B-900-MOIP-4K-RX (AVoIP Decoder)
Description: Each display location will have one Binary B-900-MOIP-4K-RX AVoIP Decoder mounted behind the respective display in order to act as a video distribution endpoint. WAV will be responsible for running a new Category 6 UTP Plenum rated cable drop to each of the designated Decoder locations (reference Installation Plan and Site Plan Documentation for specifics on these locations). Each decoder will be powered via PoE+ from the Netgear Layer 3 Core Network Switch, eliminating the need to have an individual power supply connected.

Four decoders will also be dedicated in the Rack Room location to feed the A-NEUVIDEO ANI-42HPIP 4x2 HDMI Switch with Multiviewer in order to achieve the Quad View capability required within the Training Room as outlined in the Request for Proposal. For more details regarding Quad view layouts please reference the description section of the above noted HDMI Multiview switch. ●Binary B-900-MOIP-4K-TX (AVoIP Encoder)
Description: HDMI Video Sources incorporated within the AV system will each receive an input into a respective Binary B-900-MOIP-4K-TX AVoIP Encoder in order to be accessible within the AVoIP system infrastructure. For the Training Room and Conference Room (Optional) Locations, one Encoder will be dedicated to receive input from the OFE Client Provided Room PC and a second Encoder will be utilized to incorporate the Crestron AirMedia as an input within the AVoIP System, and finally a third Encoder will be mounted at a client designated location to provide a Wired BYOD HDMI User Input for these spaces. Power to these devices will again be provided via PoE+ from the designated ports from the Netgear Layer 3 Core Network Switch. Each encoder will also offer a local HDMI Output in order to support any potential future considerations to add functionality to the existing AVoIP system such as a Confidence Monitor or Layout Preview Interface.

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●Crestron TSR-310 WiFi Enabled Handheld Remote Control (Marked Optional for Now)
Description: Crestron TSR-310 WiFI Enabled Handheld Remotes have been included in the design for the Management/Communications offices, in addition to Optional items for the other AV conferencing spaces. These remotes will offer an intuitive user experience with a hard button interface, while still offering a customizable touch screen interface option. WAV maintains that this will be the most cost effective solution for these spaces, while keeping the AV system as user friendly as possible. ●QSC AD-C6T-WH In-Ceiling Speakers
Description: Two QSC AD-C6T-WH In-Ceiling Speakers will be installed within the Conference Room / Call Center to vastly improve the overall audio intelligibility for users in this space. Audio transmission will be accomplished by transporting audio input signals to the DSP located within the Rack Room, then to the corresponding Audio Amplifier, and then finally output through these ceiling speakers. These speakers will provide exceptional audio quality, while also being flush mounted within the ceiling tile grid to provide an appealing aesthetic for these conferencing spaces. ●Shure MXA910W Beamforming Ceiling Microphone Array
Description: One Shure MXA910W Beamforming Ceiling Microphone Array will be installed in the Conference Room location in order to provide seamless audio pickup for both presenters and local meeting participants. This unit will easily drop into an existing 2x2 ceiling tile panel, and provide a sleek aesthetic to match the interior of the room in addition to the proposed QSC AD-C6T ceiling speakers. WAV will provide a new Category 6 Plenum rated drop into these locations, to provide these units power via PoE+ in addition to Dante/AES67 network connectivity to the proposed Core110f DSP.

These units contain individual microphone lobes that can be directed at different sections of the room, thus capturing both Presenter and Participant audio throughout the space simultaneously. These units will also utilize Acoustic Echo Cancellation (AEC) technology to ensure no echo or audio feedback is present during meetings within these locations.
●Sony FW-55BZ40J 55 Inch 4K HDR Flat Panel Display
Description: WAV will provide one Sony FW-55BZ40J 55 Inch 4K HDR Professional Flat Panel Display As an additional display in the Operations center. This displays will provide exceptional video quality, network control functionality, and meet the Packet Page 298 of 480Attachment 2 Page 172 of 179

requirements for a 24/7 commercial application. The display will be wall mounted on One Strong SM-CS-ART2-L Articulating Mount, providing the ability to both easily service/maintain the equipment in addition to adjusting the viewing angle of the display if desired.
●SM-CS-ART2-L Strong Dual Arm Articulating Display Mount Description: Please reference “Sony FW-43BZ35J 43 Inch 4K HDR Flat Panel Display” for details on this display wall mount.
●SM-CS-ART2-XL Strong Dual Arm Articulating Display Mount Description: Please reference “Sony FW-75BZ40H 75 Inch 4K HDR Flat Panel Display” and “Sony FW-85BZ40H 85 Inch 4K HDR Flat Panel Display” sections for details on this display wall mount.
●SM-RBX-PRO-14-BLK Strong Inwall Recessed Back Box
Description: One Strong SM-RBX-PRO-14-BLK Inwall Recessed Back Box will be installed for displays in the Conference / Call Center and Operations Center. This back box will provide the ability to install equipment behind the display locations ensuring they receive proper ventilation, and to also provide a designated cable pathway to the displays in addition to the mounted equipment.
●WB-250-IPW-2 Wattbox IP Controlled PDU
Description: One WB-250-IPW-2 Wattbox IP Controlled PDU will be installed at each display location through the project to ensure consistent power is provided to the equipment in addition to providing the capability to remotely monitor over the network.

One client provided network connection will be required at each display location in order to accomplish this functionality.
●QSC Core110f Professional Audio Digital Signal Processor Description: One QSC Core 110f Professional Audio Digital Signal Processor will be installed within the Rack Room location in order to provide audio management and transport for the Training Room and Conference Room locations. This DSP will provide up to 16x16 digital audio inputs/outputs, allowing for future audio system scalability within the Fire Department. AEC (Acoustic Echo Cancellation) is also offered by this unit, which will ensure no feedback or echo is present when the conferencing spaces Packet Page 299 of 480Attachment 2 Page 173 of 179

are being utilized. WAV will develop a dedicated DSP Profile for this application, and will provide audio system tuning to ensure the highest quality of digital audio is present for both conferencing spaces.
●QSC I/O USB BRIDGE
Description: This USB connection will allow the computer for the Conference Room / Call Center to access the audio sources and processing of the QSC Core 110f Processor located in the IDF equipment rack.
●Liberty PC-G1790-E-P-W HDMI Keystone Wallplate
Description: Liberty PC-G1790-E-P-W HDMI Keystone Wallplate (passive) have been designated for the Operations Center locations in order to provide a HDMI connection point for the Wired BYOD functionality required within the space. Location of these wall plates will be designated by the client, and reflected within the Installation Plan documentation.
●Existing OFE Dedicated Room PC
Description: During onsite visit the client mentioned they will be providing a dedicated Windows based Room PC for both the Training Room and Conference Room locations.

WAV’s AV system design has been developed in order to incorporate these devices, and will run under the assumption that each Room PC will provide a minimum of Two HDMI Outputs, and Two USB type A (ideally 3.1 or 3.0). If any adapters are required for this application, WAV is prepared to be flexible and provide these at no additional cost to the client. Further considerations for integration of Room PCs can be found within the Installation Plan documentation.
●Explanation of Optional Items
Description: Optional items for the designated AV equipment locations have been included to bring them closer in-line with the design specified for the Training Room.

These items are not specifically called for in the Request for Proposal, however they may be desired by the client for this project or for future considerations. These items can be excluded from the design if a minimalistic approach is preferred, or incorporated at a later date if desired by the client.

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CITY OF FAIRFIELD
1200 KENTUCKY STREET: FIRE STATION #37
ADDENDUM: EXTENDED SLA & EXTENDED WARRANTY EXECUTION
Prepared By: Erick Burton
Date: 3/11/2022
Primary Contact Name:Peter Perez
Phone Number:707-428-9541
Street address:1000 Webster St.

City, State Zip:Fairfield, CA 94533
Table Of Contents:

Pages 1 - 2:Primary Features & Benefits
Pages 2 - 5:Definition Of Terms
Scope of Services Provided In This Plan

PRIMARY FEATURES & BENEFITS - SLA EXTENDED TO FIVE YEARS ●Service Interval expectations
○24/7 Ticket initial response and acknowledgement.
○4 business hour remote support intervention & check
○8 business hour emergency on-site response
●One full day preventative maintenance / standard on-site service calls per year. ●One half day on-site training refresh visits per year
●Unlimited Helpdesk remote support / remote training
●Discounted labor rates for additional work & emergency service (20% From Pay-As-You-Go)
○250 / hr - Emergency on-site support (24 hour turnaround) ○175 / hr - Standard on-site additional work. (Note, no warranty support will be billed)
●Access to Western Audio Video Inc.. Support Ticketing System and Client ticket portal ●Access to Western Audio Video Inc. Help Desk technicians via Phone, email, real time chat
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●Remote Computer Assist via Help Desk Technicians
●Remote AV Network & Hardware Monitoring
●Remote Reboot & Troubleshooting
●Annual Technology Assessment Meetings

PRIMARY FEATURES & BENEFITS - WARRANTY EXTENDED TO FIVE YEARS ●All Manufacturers warranties extended to 5 years total. ●All new equipment provided by Western Audio / Video as part of the AV system is covered under this warranty.
●Equipment warranties will be executed as ‘advance replacement’ rather than ‘repair’.

Equipment that fails due to fault, which cannot be recovered on-site, will be replaced with the same or similar unit.
●Standard (Non-Emergency) service and programming in support of extended warranty will be provided at no change for the period of the warranty.

DEFINITIONS
On-site service call window - Western Audio Video Inc.’s commitment to delivering prompt fault resolution or an on-site technician in an estimated time frame for standard service calls.

Upon the receipt of a call during normal business hours (i.e., Monday through Friday, 8:00 a.m. to 6:00 p.m) Western Audio Video Inc. will begin by providing assistance to the client over email, telephone, or through live chat. If these initial support steps do not resolve the fault, Western Audio Video Inc. will attempt to diagnose and resolve the issue remotely through remote assist, or remote device control. If it is not possible to resolve the fault through remote support, Western Audio Video Inc. will dispatch a technician to the location registered in the service agreement during normal business hours. (Monday through Friday, 8:00 a.m. to 6:00 p.m.) Windows are not a guarantees of time to service, Western Audio Video Inc. will make every effort to provide fault resolution or on-site service in the specified service call window. 24 Hour remote support Turnaround window - Western Audio Video Inc.’s commitment to delivering prompt fault resolution attempts via email, phone, remote monitoring, remote assist, or remote control. A trained technician will respond remotely to all client tickets within 24 hours.

Emergency Service Calls - Priority service calls handled at the highest urgency for Western Audio Video Inc. Intended for use when mission critical systems are not functioning and an immediate on-site visit is needed outside of the clients regular on-site service window. Western Audio Video will respond to these cases on-site within 24 hours of initial service ticket submission. All urgent on-site service calls requiring work outside of normal business hours will be billed at emergency service call rates.

Client initial _____
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This time can also be scheduled if the system is requires fault resolution, or is not operating to full expectations and requires a adjustment to audio levels, settings adjustment, or changes to automated presets. At the conclusion of the visit the technician will Test the system and provide the Client with a verbal overall assessment of their system. This visit is also serves as a time to inquire discuss any system preferences, ongoing issues, or questions the Client may have.

On-site Training -Training or instruction provided by Western Audio Video Inc. on-site for the client’s critical staff. (Typically IT, building & maintenance or end users) This time is intended as instructional refresh of best practices, basic troubleshooting steps, and to review common mistakes or troubles with use.
** All on-site service calls included / provided for in the service agreement and warranty will be billed against the service contract in half day (4 Hour) increments regardless of the duration of technician’s on-site time. (All except emergency service included in extended warranty) ** All on-site service calls outside of those included / provided for in the service agreement will be billed at the clients rate set forward in “Discounted Labor Rates For Additional Work”. All on-site service calls billed a minimum of 2 hours regardless of the duration of technicians on-site time.

Helpdesk Remote Support / Remote Training - Western Audio Video Inc. seeks to provide the most efficient troubleshooting and fault resolution possible. As part of our support process, we will attempt to identify the source of any faults and resolve issues remotely without dispatching a technician for on-site work. Equipment and functions that may be serviced remotely are, but not limited to, routers, switches, wireless access points, control processors, touch panels, televisions, wireless presentation systems, audio processors, audio receivers, media servers, power supplies, etc. In addition to remote fault resolution, this time is intended for use in remote training sessions via. phone, email, or live chat. remote support / remote training will be billed against the clients included time allotment in 15 minute increments. Time outside of clients included time allotment for remote support / Remote Training will be billed at the rate set forward in “Discounted Labor Rates For Additional Work”.

Western Audio Video Inc.. Support Ticketing System and Client Ticket Portal - Western Client initial _____
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Audio Video Inc.’s dedicated support team is the backbone of this service agreement. Our process provides a destination for our clients to call to discuss questions, concerns, or issues.

The Help Desk can provide remote training and support with tools such as; Real time chat, remote assist, remote monitoring, remote device control, and an advanced ticketing/solution system.

Ticketing/Solution System - Western Audio Video Inc.employs a state of the art ticketing system that tracks all client communications related to service & support. This is the core tool used by Help Desk technicians, allowing us to receive and document interactions through your emails, phone calls, live chat, and in person communication. Use of these support channels enables Western Audio Video Inc. to provide clients with thorough and well documented resolutions to their support requests. Additionally, Western Audio Video Inc. may produce shareable metric data that will allow for more efficient support over time.

Real Time Chat - If necessary the client may initiate a direct chat with the Western Audio Video Inc. Help Desk during normal business hours to discuss service needs or for training & support.

Client Portal - Tickets are how Western Audio Video Inc. tracks fault resolution, contact information, observations, issues, questions, and concerns with our clients. Service agreement clients have the power to create, view, edit, and track the status of their questions, concerns, and issues through the client ticketing portal. ( https://desk.zoho.com/portal/westernaudiovideo/) . All clients with active service plans have access to this site and may see and edit their companies collection of past and current tickets.

Remote Computer assist - If necessary the Western Audio Video Inc. Help Desk will provide connectivity for the remote control of your on-site PC or Mac. Using these tools, we can gain information about your network and system allowing us to take troubleshooting steps or learn what actions need to be taken to resolve a fault.

Remote Monitoring - Where available, Western Audio Video Inc. will maintain on-site hardware that monitors the client’s installed AV components. All network connected AV hardware will be monitored for odd behavior, uptime, error codes and or warnings. (Where this information is available) Monitored hardware includes all Western Audio Video Inc. installed equipment that is configured to be visible on client’s AV network. Types of hardware included but not limited to are, routers, switches, wireless access points, control processors, touch panels, televisions, wireless presentation systems, audio processors, audio receivers, media servers, power supplies, etc. Installed monitoring hardware interacts with Western Audio Video Inc.’s remote monitoring server solution.

Remote Reboot & Troubleshooting - Where available,Western Audio Video Inc. will interact with installed equipment remotely to identify the source of faults and oftentimes resolve them remotely. This provides the off-site technician the ability to both software “soft” and hardware “hard” reboot equipment installed by Western Audio Video Inc.. which has the capability of this Client initial _____
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function. This system also provides the off-site technician the ability to adjust configurations of hardware through either OvrC, network VPN, or remote management systems depending on network access and permissions. In the event of ongoing or intermittent faults Western Audio Video Inc. may access the system remotely, check function logs and address faults directly. All remote monitoring, remote reboot & remote troubleshooting capabilities are subject to hardware type and network access restrictions. The larger in scale and capability Western Audio Video Inc.’s remote support tools are built, the fewer on-site service visits are required.

Technology Assessment Meetings -Western Audio Video Inc. intends to make certain that your installed systems are meeting your needs and advancing as technology progresses. Included in the service agreement are bi-annual in person assessments with the clients account manager which allow time to discuss ongoing needs, changes to Western Audio Video Inc. service procedure and changes to technology that may impact the client. It’s important that Western Audio Video Inc. keep up to date on our clients ongoing business needs and keep our clients up to date on the changing landscape of electronic systems. These meetings are an opportunity to better tailor our service and hardware offerings to our client’s needs.

During this period, the affected systems typically remain ‘down’. As an alternative, Western Audio Video Inc. may provide an extended warranty which includes advance replacements of malfunctioning hardware and some consumables. Upon discovery of an equipment fault that cannot be solved by on-site troubleshooting, Western Audio Video Inc. will expedite the order of replacement hardware at no additional material cost to the client. (Freight overnight) Out of production equipment will be replaced with like kind from same or similar manufacturers where possible. This Hardware Advance Replacement service is separate from and not included in this service agreement. Upon request, Western Audio Video Inc. will detail this service and contract with the client to provide the Hardware Advance Replacement service.

Reporting Technology & Capabilities -Western Audio / Video’s support and ticketing system provides clients with a top down view of support inquiries, open tickets and closed service issues. In addition, our clients receive monthly status reports showing system and network faults / resolutions. This allows for the tracking of ‘trouble’ components or ongoing issues.

Additionally this framework provides a real time view, on request, for all network connected system components. Room use / system use reporting is available for a nominal setup fee and additional ongoing maintenance fees.

Client initial _____
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Agenda Item No: 10.

AGENDA REPORT
DATE:April 5, 2022
TO:Mayor and City Council
FROM:David Gassaway, Interim City Manager
SUBJECT:Resolution 202260 of the City Council of the City of Fairfield Authorizing the Purchase of Additional Storage for CCTV from Berkeley Communications Corp.

RECOMMENDED ACTION
Adopt resolution.

STATEMENT OF ISSUE
The City's Closed Circuit Television Video (CCTV) current storage has reached the manufacturer's end of life, and the hardware is experiencing failure events. It requires replacement before a critical failure occurs.

DISCUSSION
The City of Fairfield utilizes storage arrays to store CCTV data. The current CCTV storage arrays have reached their end of life and no longer receive vendor updates and support. Recently, it has had multiple failure events, which City Information Technology (IT) staff have resolved at considerable time and risk to the City. In addition to the hardware failures, the current system has outgrown its capacity. The City has deployed approximately 50 new cameras, which require additional storage as part of the retention requirements. The increasing amount of failure events, lack of capacity, and a significant amount of staff time required from IT staff in response to these failures escalate the need for immediate replacement of the City's CCTV camera video storage.

The City has standardized the storage array for the infrastructure storage and has benefited from 99.9% uptime, stability, and ease of administration since 2006. The City seeks to replace the failing hardware and add storage capacity to the City's existing storage cluster from reseller Berkeley Communications Corp.

Some of the expected benefits of the proposed solution are:

Consolidating the CCTV video data into the existing cluster will allow IT staff to administer the additional storage from the exiting management dashboard, simplifying operations while improving service delivery
Single, consolidated management console instead of multiple dashboards with different systems Reduced maintenance and support delays as staff will manage a single system type Improved scalability for future needs
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Agenda Item No: 10.AGENDA REPORTDATE:April 5, 2022 TO:Mayor and City CouncilFROM:David Gassaway, Interim City ManagerSUBJECT:Resolution 202260 of the City Council of the City of Fairfield Authorizing the Purchaseof Additional Storage for CCTV from Berkeley Communications Corp.RECOMMENDED ACTIONAdopt resolution.STATEMENT OF ISSUEThe City's Closed Circuit Television Video (CCTV) current storage has reached the manufacturer's endof life, and the hardware is experiencing failure events. It requires replacement before a critical failureoccurs.DISCUSSIONThe City of Fairfield utilizes storage arrays to store CCTV data. The current CCTV storage arrays havereached their end of life and no longer receive vendor updates and support. Recently, it has had multiplefailure events, which City Information Technology (IT) staff have resolved at considerable time and risk tothe City. In addition to the hardware failures, the current system has outgrown its capacity. The City hasdeployed approximately 50 new cameras, which require additional storage as part of the retentionrequirements. The increasing amount of failure events, lack of capacity, and a significant amount of stafftime required from IT staff in response to these failures escalate the need for immediate replacement ofthe City's CCTV camera video storage.The City has standardized the storage array for the infrastructure storage and has benefited from 99.9%uptime, stability, and ease of administration since 2006. The City seeks to replace the failing hardwareand add storage capacity to the City's existing storage cluster from reseller Berkeley CommunicationsCorp.Some of the expected benefits of the proposed solution are:Consolidating the CCTV video data into the existing cluster will allow IT staff to administer theadditional storage from the exiting management dashboard, simplifying operations whileimproving service deliverySingle, consolidated management console instead of multiple dashboards with different systems Reduced maintenance and support delays as staff will manage a single system type Improved scalability for future needs
The proposed purchase includes three years of hardware support and additional reseller handson remote support. Berkeley Communications Corp. has deeply discounted the additional storage cost below the NASPO and CMAS contracts and has been a preferred storage reseller for over twenty years.

FINANCIAL IMPACT
The proposed hardware costs are $427,237 plus an estimated $36,000 for taxes and a $5,763 contingency to handle pricing variances in shipping and taxes. The total not to exceed amount for this proposed CCTV storage hardware and support purchase is $469,000. This purchase includes three years of annual hardware support from NASPO approved vendor Berkeley Communications Corp. It is anticipated that renewal of ongoing hardware and software support will be needed for up to two additional threeyear terms subject to budget appropriation. There are sufficient funds in the CCTV fund 525 99 000 9402 to support this purchase.

PUBLIC CONTACT/ADVISORY BODY RECOMMENDATION
NA
ALTERNATIVE ACTION
Council could choose not to approve this purchase, but in doing so, the CCTV storage will continue to experience frequent hardware failures and CCTV recording service outages. This footage is used by many departments within the city regarding public safety.

STAFF CONTACT
Eudora Fleischman, IT Manager
(707) 4287527
[email protected]
COORDINATED WITH
City Attorney's Office, City Manager's Office
ATTACHMENTS:

Description
Proposed Resolution
Quote
REVIEWERS:

Reviewer Action Date
Fleischman, Eudora Approved 3/15/2022 5:13 PM
Chaudhary, Savita Approved 3/21/2022 7:20 PM
Alexander, Amber Approved 3/25/2022 4:20 PM
Alexander, Amber Approved 3/25/2022 4:21 PM
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CITY OF FAIRFIELD

RESOLUTION NO. 2022-60

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF FAIRFIELD AUTHORIZING THE PURCHASE OF ADDITIONAL STORAGE FOR CCTV FROM BERKELEY COMMUNICATIONS CORP.

WHEREAS, the City utilizes storage arrays to store Closed Circuit Television Video (CCTV) data and the existing storage array is at end of hardware life and suffering hardware failures; and

WHEREAS, the City has standardized the storage array for the infrastructure storage needs; and

WHEREAS, the City IT Infrastructure and Security Division proposes to replace current failing hardware by purchasing additional storage capacity from Berkeley Communications from the CCTV Fund to cover the purchase cost, taxes, and shipping not to exceed $469 ,000.

NOW, THEREFORE, THE COUNCIL OF THE CITY OF FAIRFIELD HEREBY RESOLVES:

Section 1. The City Council authorizes the purchase of additional storage not to exceed $469,000.00 from the CCTV Fund to cover the purchase cost, taxes, and shipping from Berkeley Communications Corp. which includes three years of hardware and software support with authorization for renewal of ongoing hardware and software support for up to two additional three-year terms subject to budget appropriation.

Section 2. The City Council further authorizes the city manager to take all steps necessary to implement this resolution.

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RES. NO. 2022-60

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Fairfield City CouncilApril 5, 2022

Fairfield City Council
April 5, 2022