D - BETTY WILSON CENTER
1 - BWC MULTI-PURPOSE ROOM
QTY DESCRIPTION PRICE PRICE EXT
1 . . Decommissioning - Wall-Mounted TV; Soundbar; Speakers; XLR Plates; Screen Control Plate; Wiring/Cabling/Inputs/Conduit $0.00 $0.00
1 . . Elite Screens VMAX166XWH3 - VMAX 3 MATTE WHITE ELECTRIC SCREEN, 166IN DIAG., 16:9, VIEWING SIZE: 81IN X 144IN, IR/RF REMOTES, 12V TRIGGER, WHITE CASING $1,255.55 $1,255.55 1 Epson V11HB01820 EPSON EB-PQ2008B 8000LM 4K Projector, Black $8,499.25 $8,499.25 1 Epson V12H004M0A EPSON ELPLM10 Lens - Mid Zoom #3 - Throw Ratios for WUXGA: 3.32 -5.06(<9k lm), 2.42 - 3.71 (9k to 20k lm) For 4K: 2.34 - 3.59 (up to 20k lm) $1,417.58 $1,417.58 1 Chief CMA105 4" CEILING PLATE W 1 1/2" NPSM $33.82 $33.82 1 Chief CMS0305W ADJ. PIPE 36" TO 60" WHITE $127.15 $127.15 1 Chief RPAUW UNIVERSAL RPA WHITE $168.49 $168.49
1 Netgear GS305EP-100NAS 5-Port Gigabit Ethernet Plus PoE Switch (63W) $84.95 $84.95 1 QSC CORE 8 FLEX Unified Core with 8 local audio I/O channels, 64x64 network I/O channels with 8x8 Software-based Dante license included, USB AV bridging, dual LAN ports, VoIP telephony, 8x8 GPIO, 8 AEC processors, Half-size 1RU.
$1,931.87 $1,931.87
1 QSC TSC-70-G3 Q-SYS 7” PoE Touch Screen Controller for In-Wall Mounting. Color - Black only $1,256.04 $1,256.04 1 Apple IPADMINI64GB-SILVER Apple iPad Mini 64GB WiFi- Silver $658.91 $658.91 1 . . iPad Docking Station/Charger/Case $274.73 $274.73 1 Shure UA844+V/LC Antenna Distribution System (without cables) $390.44 $390.44 4 Shure QLXD124/85-G50 Bodypack and Vocal Combo System with WL185 and SM58® $1,349.45 $5,397.80 2 Shure ULXD8=-G50 Wireless gooseneck microphone base for ULXD and QLXD. Includes AA Alkaline Batteries $404.01 $808.02
2 Shure MX415LPDF/C 15" Shock-Mounted Gooseneck, Green/Red LED Ring at bottom, Less Preamplifier, Dual Flexible, Cardioid $183.74 $367.48
1 MuxLab 500554 MuxLab 500554 Bluetooth Audio to Dante Interface 1-Gang Wallplate - Bluetooth up to 50-75 Foot Range $439.56 $439.56
1 . . REI UHD-WPE165-K - HDMI Wall Plate - Tx/Rx $137.35 $137.35 2 . . Wall Plates - XLR $137.36 $274.72
DATE: September 26, 2024
DESCRIPTION: City of Santa Fe Springs - Video
Conferencing AV Upgrades
QUOTE NUMBER: SQ-23483
11060 Randall Street, Sun Valley, California, 91352
EQUIPMENT RENTAL FEE $176.91
SHIPPING CHARGES $541.65
D - BETTY WILSON CENTER TOTAL $38,641.29
8 JBL STUDIO28ICAM JBL 8IN - IN CEILING SPEAKER $188.03 $1,504.24 1 Crown CDi2000 2X800W Power Amplifier $957.31 $957.31
1 . . Mixer $0.00 $0.00
1 Middle Atlantic EWR-12-17SD 12SP/17D ECONO WLRK,BK,DR $438.13 $438.13 1 . . Miscellaneous - Wiring, cabling, hardware; conduit runs $659.34 $659.34
QTY DESCRIPTION PRICE PRICE EXT
LABOR & INTEGRATION
HOURS DESCRIPTION RATE PRICE
6.00 System Designer / Design Engineer $130.00 $780.00
4.00 CAD Drafter $90.00 $360.00
4.00 Field Engineer $120.00 $480.00
24.00 Site Supervisor $100.00 $2,400.00
48.00 Installation Technician $90.00 $4,320.00
6.00 Project Management $120.00 $720.00
10.00 Project Coordinator $90.00 $900.00
8.00 Programming $110.00 $880.00
DATE: September 26, 2024
DESCRIPTION: City of Santa Fe Springs - Video
Conferencing AV Upgrades
QUOTE NUMBER: SQ-23483
11060 Randall Street, Sun Valley, California, 91352
PAYMENT SCHEDULE
To be determined
EQUIPMENT TOTAL $174,952.03
SHIPPING TOTAL $0.00
LABOR TOTAL $101,100.00
EQUIPMENT RENTAL FEE $1,650.00
SHIPPING CHARGES $3,499.04
SUBTOTAL $281,201.07
TOTAL SALES TAX $18,737.36
PROJECT TOTAL USD $299,938.43
ACCEPTANCE
FINANCIAL
TERMS
This quote is subject to Solotech’s credit approval of Client and to availability of equipment at the time of placement of the order.
Shipping costs and taxes are in addition to the indicated price and will be confirmed at the time of invoicing. Actual shipping costs can vary greatly based upon shipment weight and service selected. If Client wishes to use its own shipping account, please provide FedEx and / or UPS Account number with billing zip code when placing an order. Where necessary, insurance will be added to protect all interested parties from liability in the event Client’s order is lost or damaged in transit. Local delivery is available at an additional fee based on transportation needs or requirements. Client may also pick up its order at Solotech’s warehouse if local. Furthermore, if Client has subscribed to a software license, annual fees may be applicable.
Unless otherwise agreed in writing between Solotech and Client, this quote is subject to Solotech’s Terms and Conditions for Equipment Sales and Services which are attached hereto (“T&Cs”) and by accepting this quote, the delivery of the equipment or the performance of the services, Client accepts to be bound by the T&Cs exclusively.
The equipment remains the property of Solotech until complete payment of the final invoice.
Due to global manufacturing and supply chain delays, Solotech is experiencing longer lead times on equipment delivery. As a result, Solotech cannot guarantee lead times on equipment delivery and will not be liable for any delays.
Contractor licenses: Alabama 54722 | Arizona ROC 149159 | California 1077957 and PW-LR-1000798172 | Florida EC13003836 | Louisiana 35367 | Mississippi 21930-SC | Nevada 0071293 C-2 Electrical | Tennessee 44271 | Virginia 2705156899
Confidential Proposal
11060 Randall Street, Sun Valley, California, 91352
SIGNED DATE
PRINT NAME TITLE
SIGNED DATE
PRINT NAME TITLE
ACCEPTANCE
CITY OF SANTA FE SPRINGS
SOLOTECH LOS ANGELES
Confidential Proposal
11060 Randall Street, Sun Valley, California, 91352
TERMS AND CONDITIONS FOR EQUIPMENT SALES AND SERVICES
1. Definitions.
“Client”: means the person, firm, partnership, company or other legal entity buying the Equipment or Services from Solotech. “Equipment”: means any equipment described in the Quote. “Intellectual Property”: means any and all rights, titles, interests, intellectual property and intellectual property rights, whether now enacted, conferred or recognized or that may be enacted, conferred or recognized in the future, under any legislation including any and all trade secrets, patents, patent applications, trade-marks, copyrights, neighboring rights, inventions, processes, discoveries, designs, techniques, drawings, specifications, data, software, confidential information, know-how or other intellectual property right of any kind, whether registered or unregistered, and any application for any of the foregoing. “Price”: means the sale price of the Equipment and the fees for the Services, if any, as indicated in the Quote. “Quote”: means the written quotation, proposal or confirmation for the Equipment and the Services, if any, to which this Agreement applies. “Services”: means any installation or programing services to be rendered by Solotech as described in the Quote. “Solotech”: means Solotech Sales & Integration USA Inc. or one of its affiliates indicated in the Quote.
2. General. These terms and conditions, together with the Quote, constitute the entire agreement between the Client and Solotech with respect to the sale of the Equipment and the performance of the Services by Solotech to the Client and supersede any prior understanding or agreements, whether oral or written, concerning the subject matter hereof (the “Agreement”). The parties agree that any term or condition stated in any Client purchase order or in any other Client’s document is void and by accepting the delivery of the Equipment or the Services from Solotech, Client agrees to the terms of, and to be bound by, this Agreement.
3. Price and Payment. Client agrees to pay the Price in its entirety. The Client understands and agrees that the Price may be adjusted prior to delivery and final invoicing, based on market price fluctuations or circumstances beyond the control of Solotech (such as, without limitation, foreign exchange fluctuations, currency rates, duties, significant increase in the costs of labor, materials or other costs of manufacture, or inflation). Unless otherwise provided in the Quote, Client shall pay: (i) a first installment equal to 40% of the Price (inclusive of taxes) upon acceptance of the Quote; (ii) a second installment equal to 40% of the Price (inclusive of taxes) prior to shipment of the Equipment to the Client or upon receipt of the Equipment at Solotech’s facilities if Solotech stores the Equipment in accordance with Section 5; and (iii) a third installment equal to 20% of the Price (inclusive of taxes) once the Equipment is delivered or the Services are completed, if any. If permitted by applicable law, all payments made to Solotech by credit card shall be assessed a non-refundable surcharge of up to 4% of the Price. Monetary balances unpaid by Client shall bear interest at the rate of 24% annually, until paid in full by Client.
4. Taxes. Unless otherwise specified in the Quote, the Price excludes packaging, shipping, and transportation costs, taxes, duties or brokerage fees, or any other related charges. Solotech will invoice the amount of any sales, value added or excise taxes that it is legally required to collect from Client and Solotech will remit this amount to the appropriate governmental authorities. Neither party is responsible for the other party’s income taxes and/or net or gross capital taxes.
5. Delivery and Storage . The Equipment will be delivered (drop ship) to the shipping address indicated in the Quote in accordance with a delivery schedule to be determined by the Equipment’s manufacturer, unless agreed otherwise in writing between Solotech and the Client. The Equipment may be delivered in individual deliveries (drop ship) from each manufacturer directly to the Client. As such, several deliveries by different manufacturers at different times are to be expected. If Client does not want multiple drop shipments for a single project, Solotech can combine all the Equipment into a single delivery, at an additional cost equal to 3% of the Equipment sale price indicated on the Quote. In addition, if Client is unable to receive all or part of the delivery within 30 days from the scheduled delivery date, Client will be charged a monthly storage fee equal to 2% of the Equipment sale price indicated on the Quote during the storage period.
6. Risk of Loss and Title. Risk of loss and damage to the Equipment shall pass to the Client upon its delivery. Title to the Equipment shall pass to Client only upon full payment of the Price. In the event of non-payment of the Price according to the payment schedule, Solotech reserves the right, without notice, to retake possession of the Equipment delivered and Client hereby irrevocably grants Solotech access to its premises during normal business hours to retake the Equipment for which Solotech retains title. Until full payment of the Price, Client may in no event pledge, register or in any way charge by way of security, charge, lien, hypothec, privilege, retention of title, security interest or otherwise any of the Equipment, but if the Client does so, all money owing by the Client to Solotech shall forthwith become due and payable without prejudice to any other right or remedy of Solotech. Client understands and agrees that Solotech may, at any time, register and perfect any security, charge, lien, hypothec, privilege, retention of title, or any security interest of whatever nature to allow Solotech to enforce its property rights in the Equipment and Client agrees to execute any and all required documents to give effect to the foregoing.
7. Client Obligations. Client shall (i) provide Solotech with free, safe and unhindered access to the delivery point; (ii) unless otherwise agreed, be responsible for loading and unloading the Equipment from the delivery trucks; and (iii) furnish Solotech, at no cost, the utilities and services which are generally required for the performance of Solotech’s obligations.
TERMS AND CONDITIONS FOR EQUIPMENT SALES AND SERVICES
8. Warranty for new Equipment only and Services . Provided Client has not removed any serial number on the Equipment and the Equipment is in the same condition as it was at the time of the delivery, Solotech undertakes to repair or replace, in its sole discretion, any damaged or defective Equipment sold as new equipment, for a period of 90 days from the earlier of: (i) the date of delivery of the Equipment to the Client or (ii) the date of receipt of the Equipment at Solotech’s facilities, if Solotech stores the Equipment in accordance with Section 5 (“Solotech Warranty”). Any shipping fees for the return of damaged or defective new Equipment within the Solotech Warranty shall be paid by Solotech. After the expiry of the Solotech Warranty, only the manufacturer’s warranty shall apply to the Equipment. The Solotech Warranty may not be assigned by the Client. Solotech warrants the Services for a period of 90 days from their performance, unless Client has opted for a service plan provided by Solotech, in which case such service plan shall apply. For further certainty, any replacement, corrective or repair work carried by Solotech at the request of Client not under the Solotech Warranty, the manufacturer’s warranty or Solotech’s service plan shall be separately invoiced to Client.
9. Warranty for used Equipment only . Provided Client has not removed any serial number on the Equipment and the Equipment is in the same condition as it was at the time of delivery, Solotech undertakes to repair or replace, in its sole discretion, any Equipment sold as used equipment which is defective within 90 days of its delivery. Any shipping fees for the return of defective used Equipment within the 90-day warranty period shall be paid by Solotech. This warranty may not be assigned by the Client.
10. Set-Off/Deduction. Any deduction, compensation or set-off not previously agreed to by Solotech in writing shall be considered as a breach by Client justifying the: (i) suspension of deliveries or of the Services, (ii) collection of any amounts owed; and (iii) exercise of Solotech’s rights as provided in Section 6 and by applicable law. Moreover, Solotech shall be entitled to require immediate payment of the full Price, including on future orders.
11. Insurance. If Services are performed by Solotech, unless otherwise indicated by Solotech in writing, Client shall maintain during the performance of the Services, at its sole expense, or shall ensure that is maintained, a commercial general liability insurance with general aggregate limit of not less than $1,000,000. Solotech shall be named as additional insured on such policy. Client must provide the certificates of insurance attesting the abovementioned coverages within five (5) days before performance of the Services. All above insurance policies shall contain a waiver of subrogation against Solotech. Should Client fail to secure or maintain such insurance, Solotech may secure such insurance at Client’s expense.
12. Limitation of Liability. The warranties provided at Sections 8 and 9 shall be the sole warranties provided by Solotech. All other implied and statutory warranties and remedies are hereby expressly excluded. In no event shall either party be liable to the other for any indirect, incidental, punitive or consequential damages (including, without limitation, lost business profits, revenue or opportunities) sustained by the other party or any other individual or entity for any matter arising out of the Equipment, the Services or this Agreement. The Client acknowledges and agrees that Solotech shall have no access whatsoever to Client’s IT systems or to any personal information of Client, its employees, suppliers or customers and as such, Solotech shall not be liable to the Client for any damage or inconvenience arising from the use of the Equipment or the provision of Services, including, without limitation, for any use, inability to use, interruption or delay of service, recovery of any data, breach of data or system security or any modification to the network or IT systems. Notwithstanding anything to the contrary, Solotech’s liability under this Agreement shall in no event exceed the aggregate Price paid to Solotech under this Agreement.
13. Confidential Information. Each party may be exposed, or have access, to confidential and proprietary information belonging to or supplied by the other party, including, without limitation, specifications, drawings, analysis, research, processes, computer programs, methods, ideas, know-how, business information (including sales and marketing research, materials, plans, accounting and financial information, personnel records, customer lists, and the like) and any other information relating to the business or affairs of the other party (“Confidential Information”). Confidential Information does not include information which (i) has become publicly known through no violation of an obligation of non-disclosure of any person or entity, or (ii) has been approved for disclosure in writing by the disclosing party. Except as otherwise specifically provided herein, each party agrees that it shall not use, transfer, commercialize or disclose the other party’s Confidential Information to any person or entity, except to its own employees or subcontractors to the extent that they have a need to know or have access to such Confidential Information in connection with the Equipment, the Services or this Agreement. Each party shall use at least the same degree of care in safeguarding the other party’s Confidential Information as it uses in safeguarding its own confidential information. All of Solotech’s Confidential Information shall remain the property of Solotech and shall be returned to Solotech immediately upon its request or termination of this Agreement.
The provisions of this section shall survive termination or expiry of this Agreement.
14. Force Majeure. Neither Solotech nor Client shall be liable to the other for default or delay in performing its obligations under this Agreement (other than for an obligation to pay) caused by any occurrence beyond its control, including natural phenomena such as earthquakes, floods, fires, riots, acts of terrorism, war, freight embargoes, manufacturing or supply delays, strikes, governmental orders, pandemics or epidemics or other cause (collectively, a “Force Majeure”). A “Force Majeure” does not include events that were reasonably foreseeable or were caused by the party claiming the Force Majeure. If a party is delayed or prevented from performing due to Force Majeure, such party must inform the other party in writing as soon as practicable, but in all cases within 5 days of the start of the Force Majeure. The notice must detail the nature of the Force Majeure and its expected length. Both parties’ rights and obligations shall be suspended for the duration of the Force Majeure and a new delivery schedule shall be agreed upon, in writing, between the parties.
TERMS AND CONDITIONS FOR EQUIPMENT SALES AND SERVICES
15. Suspension and Termination. Save as provided in Section 14, neither party shall have the right to suspend its obligations contained in this Agreement without the prior written consent of the other party. Notwithstanding the foregoing, Solotech shall have the right to suspend or terminate this Agreement in the event Client fails to make any payment when due or to comply with any of its other obligations under this Agreement. Either party may terminate this Agreement immediately if the other party is or becomes insolvent, files for bankruptcy or is under similar protection from courts of law or makes an assignment for the benefit of creditors. In case of termination, Solotech or any of its representatives shall be entitled to recover the unpaid Equipment and invoice the Client for: (i) work performed up to the termination date; (ii) any Equipment ordered for the Client for which Solotech cannot receive a full refund from its distributor or manufacturer; (iii) any unpaid amounts to which Solotech is entitled; (iv) total cost for the return of Equipment to Solotech’s or the manufacturer’s warehouse (including, without limitation, any costs of repossessing, reconditioning and storing the Equipment, shipping, cancellation or restocking fees and transportation costs); and (v) if applicable, travel expenses incurred by Solotech’s personnel.
Termination of this Agreement shall not relieve or release a party from any rights or obligations which should by their nature survive to such termination, including payment obligations.
16. Changes or Cancellation for new Equipment only and Services . Changes to or cancellations of orders for new Equipment prior to the delivery of Equipment or performance of Services must first be authorized by Solotech, which authorization may be refused in its sole discretion, and if so authorized by Solotech, Client shall bear any and all costs, expenses or damages incurred by Solotech, including, as applicable, the elements set out in Section 15(i) to (v). Solotech also reserves the right to charge any other cancellation fee to the Client. Notwithstanding the foregoing, customized orders cannot be changed and are not cancellable.
17. Changes or Cancellation for used Equipment only . Client may change or cancel any order of used Equipment prior to its shipping, without any charge.
18. Return and Exchange Policy. After its delivery, the Equipment may not be returned to or replaced by Solotech except as provided in Sections 8 or 9 or if authorized by Solotech, in its sole discretion. If so authorized by Solotech and save as provided in Sections 8 or 9, Client shall bear any and all costs, expenses or damages incurred by Solotech, including without limitation, any costs of repossessing, reconditioning and storing the Equipment, shipping, cancellation or restocking fees and transportation costs. Client retains the risk of loss in the Equipment until receipt by Solotech or the manufacturer, as applicable.
19. Assignment. Client shall not delegate any duties nor assign any rights or claims under this Agreement without the written consent of Solotech, which consent Solotech may withhold in its sole discretion. Any assignment or delegation made without Solotech’s consent shall be null and void. Solotech may assign or delegate any of its rights or obligations under this Agreement to any of its affiliates.
20. Intellectual Property. All documents and information, including drawings, calculations, manuals, plans and other materials prepared by Solotech or the Equipment manufacturer, and all concepts, products or processes developed by Solotech or the Equipment manufacturer, shall be and remain the property of Solotech or the Equipment manufacturer, as applicable. Each party shall remain the owner of its respective Intellectual Property and no provision contained herein is to be interpreted as a transfer of such Intellectual Property to the other party. Client undertakes not to use in any way Solotech’s name, logo, picture, brands or trademarks without Solotech’s prior written consent.
21. Notices. Any notice required or given pursuant to this Agreement shall be sent by email, with a copy by certified mail, or delivered by recognized delivery service at the following address: 1717 Diplomacy Row, Orlando, Florida, 32809, United States with a copy sent by email to [email protected]. Any notice to Client shall be directed to the address of Client shown on the Quote.
22. Waiver. Failure by either party hereto to enforce any provisions of this Agreement or any rights hereunder shall in no way be considered a waiver of such provisions, rights, or in any way affect the party’s right to later enforce or exercise the same or other provisions or rights it may have under this Agreement or at law.
23. Amendments. No modification, amendment, or waiver of any provision of this Agreement will be effective unless in writing and signed by the parties.
24. Dispute Resolution. Any and all disputes and claims between Solotech and Client related in any way to the Services, the Equipment or this Agreement shall first attempted to be resolved by the management representatives of Solotech and of the Client. If a dispute or claim cannot be resolved by the management representatives of Solotech or Client, only then such dispute or claim shall be submitted to the courts of Orange County, Florida. THE
PARTIES HEREBY WAIVE THEIR RIGHT TO TRIAL BY JURY FOR ALL CLAIMS BETWEEN THEMSELVES ARISING OUT OF OR RELATING TO THIS AGREEMENT OR OTHER TRANSACTIONS RELATED TO THE SERVICES CONTEMPLATED HEREUNDER.
25. Governing Law . This Agreement and the acceptance of it shall, as provided herein, constitute a contract governed by the laws of Florida.
26. Independent Contractors. The parties are independent contractors, and neither shall be nor shall represent itself to be the agent, joint venturer, partner or employee of the other or to be related to the other. No representation shall be made, nor act done by either party which could establish any apparent relationship of agency, joint venture, partnership or employment with the other party, and neither party shall be bound in any manner whatsoever by any agreement, guarantee or representation made by the other party to any person or by any action of the other party.
27. Client Material . Subject to Solotech complying with Client’s instructions, if any, Solotech may display during or after the sale or completion of the Services (on its website or in other marketing communications) approved photos, videos, name of the Client’s project and/or description of Equipment used in the Client’s project for Solotech’s sole marketing and communication purposes.
Solo-USA_S&I-T&C_EN US (Last update: June 2024)
EXHIBIT B
CONSULTANT’S PROPOSAL
REQUEST FOR PROPOSALS No. 25 - 3
Video Conferencing,
Audio/Visual Equipment Upgrade Project
(REVISED SEPTEMBER 5, 2024)
Issue Date: Monday, August 19, 2024
Pre-Bid Meeting (Non-Mandatory): Wed., Sept. 4, 2024, at 10 am PDT Questions Due Date: Wednesday, Sept. 11, 2024, at 2 pm PDT Proposal Due Date: Thursday, Sept. 26, 2024, at 2 pm PDT RFP 25-3 Video Conferencing, Audio/Visual Equipment Upgrade Project 2 (THIS PAGE INTENTIONALLY LEFT BLANK)
RFP 25-3 Video Conferencing, Audio/Visual Equipment Upgrade Project 3 TO PROSPECTIVE PROPOSERS
The City of Santa Fe Springs (“City”) invites proposal submissions under this Request for Proposals (“RFP”). The City will evaluate responses to this solicitation to determine qualifications. Submissions must adhere to the format and content described. Only proposals that adhere to the requirements will be evaluated. The information set forth is the minimum required to qualify for consideration. The successful Proposer will be required to enter into an agreement based on the specifications outlined in this RFP.
DATE OF SOLICITATION
August 19, 2024
PROJECT
Video Conferencing, Audio/Visual Equipment Upgrade Project
PROPOSAL OWNER
City of Santa Fe Springs – Department of Parks and Recreation 11740 Telegraph Road
Santa Fe Springs, CA 90670
Attn: Gustavo Hernandez, Director of Parks and Recreation Contact Phone: (562) 858 - 0511
Contact Email: [email protected]
PROPOSAL CONTACT
City of Santa Fe Springs – Department of Finance
11710 Telegraph Road
Santa Fe Springs, CA 90670
Attn: Micah Herd, Procurement Manager
Contact Phone: (562) 858 - 0511
Contact Email: [email protected]
The City will host a non-mandatory pre-bid meeting on Wednesday, September 4, 2024, at 10 a.m. PDT. Details regarding this meeting can be found in Section V—Pre-Bid Meeting.
Any questions about this RFP should be submitted via the City's PlanetBids Portal by Wednesday, September 11, 2024, at 2 pm PDT.
Proposals must be submitted by Thursday, September 26, 2024, at 2 pm PDT.
Prospective proposers must register their business with PlanetBids before being able to submit questions and/or proposals.
To access the City's PlanetBids Portal, please go to:
https://vendors.planetbids.com/portal/65093/bo/bo-detail/120757 RFP 25-3 Video Conferencing, Audio/Visual Equipment Upgrade Project 4 CONTENTS
I. Notice Inviting Proposals..........................................................................................................5 II. Introduction..................................................................................................................................6 III. About the City of Santa Fe Springs........................................................................................6 IV. Timeline .........................................................................................................................................6 V. Pre-Bid Meeting (Non-Mandatory)..........................................................................................7 VI. Scope of Work .............................................................................................................................7 VII. Qualifications and Requirements .........................................................................................13 VIII. Proposal Submittal ...................................................................................................................14 IX. Proposal Content and Format ...............................................................................................14 X. Evaluation Criteria ....................................................................................................................15 XI. Proposal Protests .....................................................................................................................16 XII. Execution of Agreement..........................................................................................................17 XIII. Insurance Requirements.........................................................................................................18 XIV. Business License Requirement ............................................................................................20 XV. Use of Federal Funds...............................................................................................................21 XVI. Non-Commitment of City ........................................................................................................21 XVII. Labor Requirements.................................................................................................................21 XVIII. Records .......................................................................................................................................22 XIX. Use of Subcontractors.............................................................................................................22 XX. Modifications/Changes............................................................................................................22 XXI. Disclosure of Information .......................................................................................................22 XXII. Ex-Parte Communications......................................................................................................23 XXIII. General Rights of the City ......................................................................................................23 RFP 25-3 Video Conferencing, Audio/Visual Equipment Upgrade Project 5 I. Notice Inviting Proposals
The City of Santa Fe Springs seeks proposals from qualified vendors to provide the necessary items and services to upgrade video conferencing and audio/visual equipment at various locations within the City, following the specifications, terms, and conditions identified in the Request for Proposals (RFP) No. 25 - 3. Prospective respondents are advised to carefully read information related to this opportunity before submitting a response.
To view the complete RFP package, please visit:
https://vendors.planetbids.com/portal/65093/bo/bo-detail/120757
Prospective vendors must register with PlanetBids before being able to view all documentation or submit a response.
Questions must be submitted by Wednesday, September 11, 2024, at 2 pm PDT. *****QUESTIONS MUST BE SUBMITTED VIA PLANETBIDS*****
Proposals must be submitted via PlanetBids by Thursday, September 26, 2024, at 2 pm PDT. Responses to this RFP will be evaluated to determine the most qualified and responsive vendor. Responses must adhere to the format and content described in the RFP.
RFP 25-3 Video Conferencing, Audio/Visual Equipment Upgrade Project 6 II. Introduction
The City of Santa Fe Springs, hereinafter referred to as "City," invites proposals from qualified vendors to provide the items and services necessary to upgrade existing video conferencing and audio/visual equipment. The selected vendor will procure all items, remove existing equipment, install the new equipment, conduct testing, provide maintenance and repair services, and host user training sessions.
Upon making an award, the City will establish an agreement with a vendor to complete all work within six (6) months. Furthermore, the agreement term will cover any training and miscellaneous services and any period covering maintenance and repair services.
III. About the City of Santa Fe Springs
Santa Fe Springs is located in the southeast of the County of Los Angeles. Though incorporated in May 1957, the City's history dates back to 1871 when Dr. James E. Fulton came to the area and discovered a sulfur spring that was later developed into a health spa. Today, the City has approximately 18,800 residents and over 3,000 businesses.
The City provides a full range of municipal services, including police and fire, street maintenance, water utilities, recreational services, public Library, and cultural events.
Additionally, the City is responsible for two (2) other legally separate entities, which include the Successor Agency to the Redevelopment Agency and the Housing Successor Agency to the Housing Authority.
The City has a vision statement that affirms, "The City of Santa Fe Springs is a great place to live, work, and play." Its mission statement is, "The City of Santa Fe Springs is committed to enhancing the quality of life of its residents and businesses by providing a safe environment, a thriving business community, quality family, youth, and senior services, and sound financial management of the community's resources." The guiding values are as follows:
Personal integrity, honesty, and ethics
Public service
Compassion
Responsibility, accessibility, and accountability
Dedication
IV. Timeline
Release RFP Monday, August 19, 2024
Pre-Bid Meeting (Non-Mandatory)Wednesday, September 4, 2024, 10 am PDT Online Q&A Deadline Wednesday, September 11, 2024, 2 pm PDT Deadline to Submit Responses Thursday, September 26, 2024, at 2 pm PDT City Review of Submissions Late September/Early October 2024 Interviews TBD (If Necessary)
Award Mid-October 2024
RFP 25-3 Video Conferencing, Audio/Visual Equipment Upgrade Project 7 V. Pre-Bid Meeting (Non-Mandatory)
On Wednesday, September 4, 2024, at 10 am PDT, the City will host a non-mandatory pre-bid meeting. The intent of this meeting is to ensure prospective bidders have a thorough understanding of the project requirements and have an opportunity to view the areas where items will be installed.
While participation in this meeting is non-mandatory, prospective vendors are highly encouraged to attend.
Before starting the meeting, the City will log each attendee's name, the business they represent, and email address. It is anticipated this meeting will last approximately two (2) hours.
The following is a list of the sites and the approximate time that staff will arrive at each site:
Name Address Start Time
Gus Velasco Neighborhood Center
9255 South Pioneer Blvd
Santa Fe Springs, CA 90670 10:00 am
Betty Wilson Center
11641 Florence Ave
Santa Fe Springs, CA 90670 10:40 am
City Library/Town Hall Center*
11700 & 11740 Telegraph Rd
Santa Fe Springs, CA 90670 11:20 am
*The City Library and Town Hall Center are on the same campus. The site walk will commence at the Library, and then attendees will be escorted to the Town Hall Center.
Attendees should meet in front of the main entrance of each location. City staff will meet attendees at each location and escort them to the facilities. Each attendee will be responsible for facilitating their own travel arrangements to each site.
A limited number of questions will be accepted during the meeting; however, attendees are highly encouraged to submit questions electronically following the method described for receiving questions so the City can provide a written response.
VI. Scope of Work
This project encompasses replacing and adding video conferencing and audio/visual equipment at various locations within the City. The equipment will be used by staff and authorized visitors to conduct meetings and various events within the spaces. The City requires items to be delivered and installed at the following locations:
Name Address
Gus Velasco Neighborhood Center
9255 South Pioneer Blvd
Santa Fe Springs, CA 90670
Betty Wilson Center
11641 Florence Ave
Santa Fe Springs, CA 90670
RFP 25-3 Video Conferencing, Audio/Visual Equipment Upgrade Project 8 City Library
11700 Telegraph Rd
Santa Fe Springs, CA 90670
Town Hall Center
11740 Telegraph Rd
Santa Fe Springs, CA 90670
The City expects all items to be delivered and installed within six (6) months of submitting a notice to proceed; however, work at the Town Hall Center must be prioritized and completed by no later than December 31, 2024, to avoid impacting another project that will be scheduled at this location.
Along with obtaining and installing items, the selected vendor will be responsible for removing old items and wiring and disposing of items the City no longer wants to retain.
Below is a list of the items and services the City requires at each of the locations. The item list includes specific manufacturer and model numbers; however, the City will accept similar/comparable items. If similar/comparable items are proposed, vendors' proposals should provide details regarding how the item has features and functionality that match the City's requirements, along with product specification documents from the manufacturer. The City has attached specification sheets for most of the listed items so that vendors can clearly understand the features and functionality the City is seeking. The City is seeking recommendations if an item does not have a specific manufacturer/model listed.
Final items, quantities, and locations where items will be installed may vary by the time the City is ready to initiate the order. The City expects to conduct a final walkthrough with the awarded vendor to finalize the items to be ordered and the required services.
A. TOWN CENTER HALL (11740 Telegraph Road, Santa Fe Springs, CA 90670)
1. TCH Meeting Room #1
Remove/uninstall the following items:
One (1) 70” TV (wall mounted)
Old/unusable speakers, wiring, cabling, inputs, conduit Procure and install the following items:
One (1) new 86” SMART Board 6000S (Model SMART SBID-6286S-V3-B or similar)(ceiling mounted)
One (1) new Poly Studio 4K USB Video Conference System (Model Poly Studio 4K USB or similar)(wall mounted)
Four (4) new JBL Studio 2 8" 2-Way ceiling Speaks (Model JBL STUDIO28ICAM or similar)
Any necessary wiring, cabling, and conduits for items to operate.
2. TCH Social Hall
Remove/uninstall the following items:
One (1) 145” 4:3 aspect ratio project screen (ceiling mounted) One (1) Epson PowerLite 4650 Projector
RFP 25-3 Video Conferencing, Audio/Visual Equipment Upgrade Project 9 Remove motorized ceiling mount and hardware for projector screen (if possible, the City would be open to this item being configured for a new projector screen)
Replace or remove touch panel on the south wall
Old/unusable speakers, wiring, cabling, inputs, conduit Procure and install the following items:
Two (2) 166-181” Elite Screens VMAX 3 Series Screen 16:9 aspect ratio (Model - Elite Screens VMAX 3 Series or similar) with motorized ceiling mount
Two (2) new Epson 8,000-Lumen 4K 3LCD Laser Projectors (Model - Epson EB-PQ2008B or similar)
o Provide necessary items/equipment to wireless connect devices to the projector.
Install new audio/visual management software on mobile device (e.g., tablet/iPad) along with compatible wall-mounted touch panel. New wall-mounted, accessible audio-video inputs (e.g., HDMI, USBI, VGA, XLR microphone)
Two (2) wireless gooseneck microphones for existing lecterns (Model - Shure MX418C - 18" Cardioid Gooseneck Microphone or similar) Eight (8) wireless handheld microphones (Model - Shure ADX2/SM58 Digital Handheld Wireless Microphone Transmitter with SM58 Capsule or similiar).
Two (2) wireless lapel microphones (Model - Shure QLXD14/85 Wireless Cardioid Lavalier Microphone System - G50 Band or similar) Six (6) new JBL Studio 2 8” speakers (Model - STUDIO28ICAM or similar) One (1) high-quality mixer, with the capacity to connect via Bluetooth (the City is seeking device recommendations)
Any necessary wiring, cabling, conduit runs necessary for items to operate. (Note: Work at Town Hall Center must be completed by December 31, 2024) B. GUS VELASCO NEIGHBORHOOD CENTER (9255 Pioneer Boulevard, Santa Fe Springs, CA 90670)
1. GVNC (MEETING ROOMS)
Remove/uninstall the following items:
Old/unusable speakers, wiring, cabling, inputs, conduit Procure and Install the following items:
Install new audio/visual management software on mobile device (e.g., tablet/iPad) along with compatible wall-mounted touch panel. Install new mixer board for all rooms, with capacity to connect via Bluetooth
Any necessary wiring, cabling, conduit runs necessary for items to operate.
RFP 25-3 Video Conferencing, Audio/Visual Equipment Upgrade Project 10 2. GVNC ONTIVEROS ROOM
Remove/uninstall the following items:
Two (2) 70” TV (wall mounted)
Old/unusable speakers, wiring, cabling, inputs, conduit Procure and Install the following items:
One (1) new 86” SMART Board 6000S (Model - SMART SBID-6286S-V3- B or similar)
One (1) Poly Studio 4K USB Video Conference System (Model - Poly Studio 4K USB or similar)
Four (4) new JBL Studio 2 8” speakers, or equivalent (Model - JBL STUDIO28ICAM or similar)
Two (2) wireless gooseneck microphones for existing lecterns (Model - Shure MX418C - 18" Cardioid Gooseneck Microphone or similar) Eight (8) wireless handheld microphones (Model - Shure ADX2/SM58 Digital Handheld Wireless Microphone Transmitter with SM58 Capsule or similar)
Two (2) wireless lapel microphones (Model - Shure QLXD14/85 Wireless Cardioid Lavalier Microphone System - G50 Band or similar) One (1) new mixer, with capacity to connect via Bluetooth Any necessary wiring, cabling, conduit runs necessary for items to operate.
3. GVNC PIO PICO ROOM
Remove/uninstall the following items:
One (1) 70” TV (wall mounted)
Old/unusable speakers, wiring, cabling, inputs, conduit Procure and Install the following items:
One (1) new 86” SMART Board 6000S (16:9 ratio) (Model – SMART SBID-6286S-V3-B or similar)
One (1) Poly Studio 4K USB Video Conference System (Model - Poly Studio 4K USB or similar)
Four (4) new JBL Studio 2 8” speakers (Model – JBL STUDIO28ICAM or similar)
Two (2) wireless gooseneck microphones for existing lecterns (Model - Shure MX418C - 18" Cardioid Gooseneck Microphone or similar) Eight (8) wireless handheld microphones (Model - Shure ADX2/SM58 Digital Handheld Wireless Microphone Transmitter with SM58 Capsule or similar)
Two (2) wireless lapel microphones (Model - Shure QLXD14/85 Wireless Cardioid Lavalier Microphone System - G50 Band or similar) One (1) new mixer, with capacity to connect via Bluetooth Any necessary wiring, cabling, conduit runs necessary for items to operate.
RFP 25-3 Video Conferencing, Audio/Visual Equipment Upgrade Project 11 4. GVNC LOBBY (South and North)
Remove/uninstall the following items:
Up to four (4) 42” TVs (wall mounted)
Old/unusable speakers, wiring, cabling, inputs, conduit Procure and Install the following items:
Up to four (4) 50” Smart 4K UHD TV (Model - Samsung DU6900 or similar)
Any necessary wiring, cabling, conduit runs necessary for items to operate.
5. GVNC MEETING ROOM #1
Remove/uninstall the following items:
One (1) 50” TVs (wall mounted)
Old/unusable speakers, wiring, cabling, inputs, conduit Procure and Install the following items:
One (1) 55” SMART Board MX V5 Series (Model – SMART MX255-V5- PW or Similar)
Modify or install new built-in cabinet to fit SMART Board Four (4) new JBL Studio 2 8” speakers (Model – JBL STUDIO28ICAM or similar)
Replace existing hard-wired/wireless AV inputs (HDMI, VGA, USB, Etc.) to smart TV.
Any necessary wiring, cabling, conduit runs necessary for items to operate.
6. GVNC MEETING ROOM #2
Remove/uninstall the following items:
One (1) 50” TVs (wall mounted)
Old/unusable speakers, wiring, cabling, inputs, conduit Procure and Install the following items:
One (1) 55” SMART Board MX V5 Series (Model – SMART MX255-V5- PW or Similar)
Modify or install new built-in cabinet to fit SMART Board Four (4) new JBL Studio 2 8” speakers (Model – JBL STUDIO28ICAM or similar)
Replace existing hard-wired/wireless AV inputs (HDMI, VGA, USB, Etc.) to smart TV.
Any necessary wiring, cabling, conduit runs necessary for items to operate.
C. LIBRARY (11700 Telegraph Road, Santa Fe Springs, CA 90670)
1. MAIN LIBRARY (Main Hall and Children’s Area)
Remove/uninstall the following items:
RFP 25-3 Video Conferencing, Audio/Visual Equipment Upgrade Project 12 Existing PA System
Old/unusable speakers, wiring, cabling, inputs, conduit Procure and Install the following items:
One (1) new 100” Elite Screens VMAX 3 Series Screen 16:9 aspect ratio (Model - Elite Screens VMAX 3 Series or similar) with motorized wall mount (Installed in Children’s Area)
One (1) new Epson 8,000-Lumen 4K 3LCD Laser Projectors (Model Epson EB-PQ2008B or similar) with motorized, wall mounts o Provide necessary items/equipment to wireless connect devices to the projector.
Up to sixteen (16) new JBL Studio 2 8” speakers (Model – JBL STUDIO28ICAM or similar)
One (1) new mixer, with capacity to connect via Bluetooth One (1) new PA System for announcements throughout the office with connectivity at the front counter and back offices.
Any necessary wiring, cabling, conduit runs necessary for items to operate.
2. LIBRARY COMMUNITY ROOM
Remove/uninstall the following items:
Ceiling mounted projector and projector screen
Old/unusable speakers, wiring, cabling, inputs, conduit Procure and install the following items:
One (1) new 100” Elite Screens VMAX 3 Series Screen 16:9 aspect ratio (Model - Elite Screens VMAX 3 Series or similar) with motorized ceiling mount
One (1) new Epson 8,000-Lumen 4K 3LCD Laser Projector (Model - Epson EB-PQ2008B or similar) with ceiling mounts
o Provide necessary items/equipment to wireless connect devices to the projector.
Up to four (4) new JBL Studio 2 8” speakers (Model – JBL STUDIO28ICAM or similar)
Two (2) wireless gooseneck microphones for existing lecterns (Model - Shure MX418C - 18" Cardioid Gooseneck Microphone or similar) Any necessary wiring, cabling, conduit runs necessary for items to operate.
D. BETTY WILSON CENTER (11641 Florence Avenue, Santa Fe Springs, CA 90640)
1. MULTI-PURPOSE ROOM
Remove/uninstall the following items:
Old/unusable speakers, wiring, cabling, inputs, conduit RFP 25-3 Video Conferencing, Audio/Visual Equipment Upgrade Project 13 Procure and install the following items:
One (1) new 166-181” Elite Screens VMAX 3 Series Screen 16:9 aspect ratio (Model - Elite Screens VMAX 3 Series or similar) with motorized ceiling mount
One (1) new Epson 8,000-Lumen 4K 3LCD Laser Projector (Model - Epson EB-PQ2008B or similar) with ceiling mounts
Install new audio/visual management software on mobile device (e.g., tablet/iPad) along with compatible wall-mounted touch panel. Two (2) wireless gooseneck microphones for existing lecterns (Model Shure MX418C - 18" Cardioid Gooseneck Microphone or similar) Eight (8) wireless handheld microphones (Model - Shure ADX2/SM58 Digital Handheld Wireless Microphone Transmitter with SM58 Capsule or similar)
Two (2) wireless lapel microphones (Model - Shure QLXD14/85 Wireless Cardioid Lavalier Microphone System - G50 Band or similar) Up to eight (8) new JBL Studio 2 8” speakers (Model – JBL STUDIO28ICAM or similar)
One (1) new mixer, with capacity to connect via Bluetooth Any necessary wiring, cabling, conduit runs necessary for items to operate.
Additional Items/Services
Warranty Requirements
All items must be delivered with the manufacturer’s standard warranty included.
Ongoing Maintenance/Repair Services
The City prefers a vendor that can provide ongoing maintenance and repair services to ensure all items function correctly. If this service is available, please provide details in your proposal. Annual maintenance and repair service pricing should be listed on the lineitem list.
Training
If available, the selected vendor will host two (2) user training sessions at each location where equipment is installed. The objective of the training sessions is to ensure that City staff know how the equipment operates. The City anticipates that each training session will consist of up to twenty (20) participants.
VII. Qualifications and Requirements
Vendors must clearly demonstrate how they meet the minimum qualifications to be considered. The following is a list of the City's requirements:
Experience providing services for a public entity/agency The vendor is authorized to sell the items and services required for this project directly
RFP 25-3 Video Conferencing, Audio/Visual Equipment Upgrade Project 14 Vendor should describe their experience and qualifications in their proposals to confirm that the above minimum requirements have been met. This should be detailed within their proposal within the section regarding Relevant Experience (See this RFP document, Section IX – Proposal Content and Format for additional details) VIII. Proposal Submittal
Please see Section IX – Proposal Format and Content - for specific details regarding the information that needs to be included in your submission. Failure to provide all requested information may be considered “non-responsive” and rejected.
Responses to this RFP must be submitted electronically via the City's PlanetBids Portal by the deadline. Any responses transmitted and/or time-stamped after the deadline will not be accepted. Vendors should plan to submit responses to this request well before the deadline to avoid technical difficulties/errors.
IX. Proposal Content and Format
Proposal Content
Firms shall be responsible for preparing a compelling, clear, and concise proposal. The City is requesting proposals, which contain, at a minimum the following information:
A. Letter of Interest - Please include a letter expressing your interest in being considered for the project. Include a statement regarding availability to dedicate time, personnel, and resources to this effort.
B. Project Understanding and Approach – Include a statement demonstrating your understanding of the City's needs. Describe your general approach to providing services successfully, including methodologies and technologies you would employ. Vendors should also provide their timeline and describe anything you expect from the City to complete the project. Vendors can also use this section to provide any recommendations to improve the project objectives.
C. Relevant Experience – Include information describing your experience providing similar services for public agencies. Using Attachment A – References, please give contact information for at least three (3) public entities that the City may contact. At a minimum, the City seeks references that can provide details about recent projects (i.e., completed within the last three (3) years) of similar size, scope, and complexity.
D. Conflict of Interest Statement - The Vendor shall disclose any financial, business, or other relationship with the City that may have an impact upon the selection process. If the vendor has no such conflicts, a statement declaring such should be included in their submission.
E. Cost Proposal (“Line Items” Tab in PlanetBids) – Please submit your pricing for the requested items and services by visiting the City’s PlanetBids Portal, finding the associated RFP, and clicking the “line item” tab.
RFP 25-3 Video Conferencing, Audio/Visual Equipment Upgrade Project 15 In addition, proposal submissions should include a narrative regarding the proposed cost. This section should provide details regarding any additional cost that were not detailed in the line-item list.
Proposal Format
To facilitate the evaluation process, all responses are required to adhere to the following format requirements. The City strongly encourages respondents to thoroughly review their proposals before submission to ensure they adhere to the requirements. If the proposal is not formatted or does not include all the listed items/sections, it may be deemed non-responsive.
Responses shall not exceed twenty (20) pages when printed on 8-½ -11-inch paper. Font Times New Roman Font (preferred), 12pt font size. The twenty (20) page requirement does not include a cover letter/letter of transmittal or any items included as additional attachments. Proposals should also include the following:
A. Title Page showing the request for proposals subject; the vendor's name; the name, address, email, and telephone number of the contact person; and the date of the proposal.
B. Table of Contents identifying the items/section listed in the “Proposal Content” section of this RFP.
C. Proposal details following the order set forth in the "Proposal Content and Format" section of this RFP.
X. Evaluation Criteria
The City will establish an evaluation committee to review and rate each proposal. The proposal evaluation process will be conducted using a multi-step method, which will include the following steps:
A. Preliminary Proposal Review - The evaluation committee will review each submission to ensure adherence to the minimum/proposal format requirements.
B. Proposal Evaluation - In the second part of this process, the evaluation committee will review and rate proposals based on the following:
1. Experience of Firm and Project Personnel (35 points) Experience, resources, and qualifications of the firm and assigned individuals to perform tasks identified in the scope of work Good reference checks from primary and/or secondary sources
2. Proposed Approach & Work Plan (30 points)
Proposer has a clearly defined approach, strategy, and execution plan.
RFP 25-3 Video Conferencing, Audio/Visual Equipment Upgrade Project 16 The timeline meets the City’s requirements.
Proposal clearly defines what is required from the City.
3. Proposed fees for items/services (25 points)
Proposed fees are reasonable
4. Responsiveness to RFP (5 points)
Compliance with the required format
Offered new/innovative services, suggestion
5. Local Vendor Preference (5 points)
Vendors physically located within the City will be given an additional five (5) points. To be considered, vendors must submit a copy of their current City of Santa Fe Springs business license listing an address with the city limits.
Vendors outside the City of Santa Fe Springs are still highly encouraged to submit a response.
Interviews
If necessary, the City may require the top-rated proposers to participate in an interview.
The City will email those selected for the interview to schedule a date and time.
XI. Proposal Protests
Proposal Protest Procedures (Before Proposal Opening)
A protest filed before the proposal opening must be filed in writing no later than ten (10) working days before opening. The most common types of protest that might be filed before a proposal opening include those based upon restrictive specifications or alleged improprieties in any solicitation that is apparent before the scheduled proposal opening.
When a protest is filed before a scheduled proposal opening, specific steps must be followed:
A. The protest must be submitted in writing within the specified time frame (no later than ten (10) working days prior to a proposal opening). All protests must be filed with the City’s Director of Finance for determination. Protest must be submitted to the Director of Finance by mail or email within the specified time frame. Protests can be sent to:
Mail:
City of Santa Fe Springs
Attn: Department of Finance – Lana Dich
11710 Telegraph Road
Santa Fe Springs, CA 90670
Or
RFP 25-3 Video Conferencing, Audio/Visual Equipment Upgrade Project 17 Email:
[email protected]
B. The protest must contain factual and legal reason(s) and should recommend a proposed remedy. Nevertheless, it should be noted that the City reserves the right not to implement the proposed remedy but to offer alternative solutions where applicable.
C. Where appropriate, the City will hold an informal conference on the merits of a protest with all interested parties allowed to attend. Interested parties may include all proposers, subcontractors, or suppliers, provided they have a substantial economic interest in a portion of the RFP.
D. All potential proposers will be advised of a pending protest.
E. The City shall not open proposals prior to the resolution of the protest unless it is determined that:
• The items to be procured are urgently required;
• Delivery or performance will be unduly delayed by failure to make the award promptly; or
• Failure to make a prompt award will otherwise cause undue harm to the City.
The City will respond in writing within ten (10) business days after receipt of a properly filed protest. The Director of Finance will respond and include a response to each substantive issue raised in the protest.
After the exhaustion of administrative remedies, the protesting party will be given the City’s final decision. The Director of Finance has the authority to decide on all protests.
Proposal Protest Procedures (After Proposal Opening/Post Award) A protest filed after a proposal opening must be filed within three (3) working days after the aware. The City will grant the protesting party a fair review and shall have up to ten (10) business days to review the protest and render its decision.
XII. Execution of Agreement
If required, the resulting agreement (see attached sample Attachment C) shall be signed by the successful vendor and return with the required insurance within ten (10) business days after the City issues a notice of intent to award. Failure to execute the agreement and file acceptable insurance documents as provided herein shall cause, at the City's option, for annulment of the award. Please review the insurance requirements and indemnification clause in the attached sample agreement.
Should the successful vendor decline to execute the agreement, the City can either reject all proposals, accept one of the other proposals, or issue a new solicitation.
RFP 25-3 Video Conferencing, Audio/Visual Equipment Upgrade Project 18 XIII. Insurance Requirements
Any vendor conducting services for the City of Santa Fe Springs must obtain and maintain insurance at their own expense. Insurance must be held until completion of services and formal acceptance by the City. The following insurance placed with an insurer admitted to write insurance in California or a non-admitted insurer on California’s List of Eligible Surplus Lines Insurers (LESL):
A. Commercial General Liability
Commercial General Liability (CGL) (equivalent in coverage scope to Insurance Services Office, Inc. Form CG 00 01) shall cover on an “occurrence” basis for bodily injury and property damage, including premise-operations, productscompleted, broad form property damage, blanket contractual liability, independent contractors, personal injury or bodily injury, and advertising injury with limits no less than $2,000,000 per occurrence. If a general aggregate limit applies, the limit shall be twice the required occurrence limit.
If requested, the "City of Santa Fe Springs, its officials, employees, and agents" must be separately endorsed to the policy as additional insureds on an endorsement equivalent to the Insurance Services Office, Inc. Form CG 20 10 11 85 of CG 20 26 1185.
B. Business Automobile Liability
For owned vehicles, hired, and non-owned vehicles, Insurance Services Office Form CA 00 01 covering, Code 1 (any auto), or if vendor has not owned autos, Code 8 (hired) and 9 (non-owned) with limit no less than $1,000,000 per accident for bodily injury and property damage.
If an automobile is not necessary to perform services, the vendor must submit a written request for a waiver of this requirement.
C. Professional Liability or Errors and Omissions
Depending on the work or services to be performed, professional liability or errors and omissions liability insurance may be required. The City will require the vendor to provide professional liability or errors and omissions liability insurance in an amount not less than $2,000,000 per occurrence or claim. Architects' and engineers' coverage shall be endorsed to include contractual liability.
D. Workers' Compensation and Employer's Liability
Workers' Compensation as required by the California Labor Code and Employer's Liability in an amount not less than $1,000,000 per accident for bodily injury or disease.
RFP 25-3 Video Conferencing, Audio/Visual Equipment Upgrade Project 19 E. Cyber Liability Insurance (if applicable)
With limits not less than $2,000,000 per occurrence or claim, $2,000,000 aggregate. Coverage shall be sufficiently broad to respond to the duties and obligations as is undertaken by vendor in this agreement and shall include, but not be limited to, claims involving security breach, system failure, data recovery, business interruption, cyber extortion, social engineering, infringement of intellectual property, including but not limited to infringement of copyright, trademark, trade dress, invasion of privacy violations, information theft, damage to or destruction of electronic information, release of private information, and alteration of electronic information. The policy shall provide coverage for breach response costs, regulatory fines and penalties as well as credit monitoring expenses.
F. Technology Professional Liability Errors & Omissions (if applicable) Coverage must be appropriate to vendor's profession and work hereunder, with limits not less than $2,000,000 per occurrence. Coverage shall be sufficiently broad to respond to the duties and obligations undertaken by vendor shall include, but not be limited to, claims involving security breach, system failure, data recovery, business interruption, cyber extortion, social engineering, infringement of intellectual property, including but not limited to infringement of copyright, trademark, trade dress, invasion of privacy violations, information theft, damage to or destruction of electronic information, release of private information, and alteration of electronic information. The policy shall provide coverage for breach response costs, regulatory fines and penalties as well as credit monitoring expenses.
The policy shall include, or be endorsed to include, property damage liability coverage for damage to, alteration of, loss of, or destruction of electronic data and/or information "property" of the City in the care, custody, or control of vendor.
If not covered under vendor's liability policy, such "property" coverage of City may be endorsed onto Vendor's Cyber Liability Policy as covered property.
Required insurance documentation
A. Certificate of Insurance
The Certificate Holder must be listed as follows:
City of Santa Fe Springs
11710 Telegraph Road
Santa Fe Springs, CA 90670
Attn: Risk Management
B. Endorsements (if requested)
In addition to the Certificate of Insurance, the vendor must provide the following endorsements:
RFP 25-3 Video Conferencing, Audio/Visual Equipment Upgrade Project 20 1. Additional insured endorsements to the general liability and auto liability* insurance policies. The "City of Santa Fe Springs, its officials, employees, and agents" must be endorsed to the vendor's general liability policy as well as the auto liability policy as additional insureds on an endorsement equivalent to ISO forms CG 20 10 11 85 or CG 20 26 11 85.
2. Cancellation notice endorsements. Each policy must be endorsed to cerify that it will be not be cancelled or non-renewed by either party or reduced in coverage or limits (except by paid claims) unless the insurer has provided the City with thirty (30) days prior written notice of cancellation (ten (10) days for cancellation due to nonpayment of premium is acceptable).
3. Primary, non-contributory coverage endorsements. The general liability and professional liability (if required) policies must be endorsed to provide that each policy shall apply on a primary, non-contributing basis with any insurance or self-insurance, primary or excess, maintained by or available to the City or its officials, employees and agents.
C. Waiver and Modifications of the Insurance Requirements The City has the authority to modify these insurance requirements at any time at its discretion.
In general, any contract deemed sole source, professional/professional services, involve the disclosure of proprietary information, and/or a public works project, may require revisions to the City's standard insurance requirements. Any revisions to the insurance requirements will be identified within the associated service contract terms and conditions.
Vendors may request a waiver or modification of these insurance requirements.
Waiver or modification requests must be submitted in writing. The request should state the specific insurance requirement that is being considered for waiver or modification and provided a brief explanation for the request. Requests will be reviewed on a caseby-case basis, and the decision will ultimately depend on the scope of services. The final decision to approve or deny a request will be at the City's legal authority or an authorized designee's discretion.
XIV. Business License Requirement
Vendors that conduct business within city limits may be required to obtain a City of Santa Fe Springs business license if selected. The business license must be acquired before commencing any work. Additional information regarding the City's Business License Program may be obtained by visiting the City's website at:
https://www.santafesprings.org/business/opening_a_business/new_application.php Or by calling the City of Santa Fe Springs Business Support Center at (562) 264 - 5219.
RFP 25-3 Video Conferencing, Audio/Visual Equipment Upgrade Project 21 XV. Use of Federal Funds
The City may elect to use funding from Federal sources for a portion of or all expenses related to this project. The United States Federal Government requires purchases of items and services to meet specific standards when using Federal funds, including grants, cooperative agreements, contracts, and Federal funds "passed-through" to the City from a non-Federal entity (i.e., sub-recipient agreements). These requirements are codified under the Code of Federal Regulation's (CFR) Title 2, Subtitle A, Chapter II, Part 200 (also referred to as "2 CFR 200" or "Uniform Guidance") and the Federal Acquisition Regulations (FAR), as applicable.
The following standards apply to all purchases of items and services using Federal funds:
Transactions shall be conducted lawfully and ethically Unnecessary/duplicative purchases are not permitted
Utilizing a vendor or supplier on the U.S. Federal Government's Debarred and Suspended List (available at SAM.gov) is prohibited
All individuals involved in the expenditure of federal monies must avoid any actual or apparent conflict of interest
Procurement transactions must be conducted in a manner providing full and open competition
Opportunities should be provided to minority businesses, women's business enterprises, and labor surplus area firms when possible Contracts and purchase orders should include the contract provisions required by 2 CFR 200 Appendix A
Purchases of goods and services must include documentation detailing the procurement history
XVI. Non-Commitment of City
While the City intends to select a Vendor through this process, this intention is subject to change at any time during the process. The City does not commit to awarding an agreement, paying any costs incurred in preparing the proposal for this request, and/or procuring or contracting any items or services.
XVII. Labor Requirements
A. Background: All personnel engaged in the performance of this work shall be employees of the vendor and, as such, shall be warranted to possess sufficient experience and reliability to perform this work.
B. Health: All personnel engaged in the performance of this work shall be in good health and free of contagious diseases. The vendor shall not allow any person(s) under the influence of alcohol or drugs on the premises or in the building. Neither shall the vendor allow the use of or presence of alcohol or drugs on the premises or in the building.
RFP 25-3 Video Conferencing, Audio/Visual Equipment Upgrade Project 22 C. Non-Discrimination: The Vendor shall not discriminate in the employment of persons because of race, color, national origin, ancestry, mental/physical disabilities, sex, or religion of such persons.
D. Conduct: No person(s) shall be employed for this work that is found to be incompetent, disorderly, and troublesome, under the influence of alcohol and drugs, which fails or otherwise refuses to perform the job properly and acceptably or is otherwise objectionable. Any person found to be objectionable shall be discharged immediately and not re-employed for this work.
E. Age: The Vendor will only hire individuals of legal age to work.
XVIII. Records
The vendor agrees to permit the City Manager or designee access to records, reports, files, and other papers or property of the vendor to audit any performance aspect under this agreement.
XIX. Use of Subcontractors
The vendor shall be responsible for all work performed under the final agreement and keep all work under their control. No portion of the work may be subcontracted without the prior written consent of the City. All subcontractors used in this work shall be under the vendor's direct supervision and be considered their employees. Any approved subcontractors must provide insurance indemnifying the City with limits at or exceeding the limits of the Vendor's insurance.
XX. Modifications/Changes
Changes in the areas serviced and/or specifications may be necessary during the agreement term. Changes in the agreement requirements and corresponding changes in compensation may be implemented upon mutual understanding between the City and the Vendor. These changes will be processed by the City Manager.
XXI. Disclosure of Information
A. The Vendor agrees that it will not, during or after the term of the agreement, disclose any proprietary information or confidential business information of the City, including but not limited to its costs, charges, operating procedures, or methods of doing business to any person, vendor, corporation, association, or other entity or the general public for any reason or purpose whatsoever, without the prior written consent of the City. Such confidential or proprietary information received by the vendor shall be used exclusively in connection with the performance of services.
B. The vendor shall not issue or release for publication any articles, advertising, or publicity matters relating to the services performed by the vendor hereunder or mentioning or implying the name of the City or its respective personnel without the prior written consent of the City.
RFP 25-3 Video Conferencing, Audio/Visual Equipment Upgrade Project 23 XXII. Ex-Parte Communications
Vendors and their representatives should not engage in unauthorized communications with elected officials, officers, employees, or agents of the City about this RFP. This requirement includes any evaluation panel member, except for designated RFP facilitators. This requirement remains in effect until after award notifications have been made.
This restriction does not prohibit consultants and their representatives from making oral statements or presentations to City representatives during a scheduled public meeting.
XXIII. General Rights of the City
At its discretion, the City reserves the right to:
A. Reject any and/or all proposals for no reason or any reason including, but not limited to, the following:
1. The proposal is incomplete, non-responsive, obscure, irregular, or lacking necessary detail and specificity.
2. The vendor, in the sole judgment of the City, lacks the qualifications, experience, and/or responsibility necessary to provide the services.
3. The vendor failed or neglected to complete and submit any information within the time specified by the City and as may be otherwise required herein.
B. Reject any proposal that, in the opinion of the City, is so unbalanced in comparison to other proposals received and/or to the City’s internal estimates that it does not accurately reflect the cost to perform; C. Accept all or any part of a proposal;
D. Make multiple awards;
E. Cancel the entire RFP;
F. Issue subsequent RFPs; or
G. Waive any errors or informalities in any proposal to the extent law permits.
PLEASE REVIEW
Attachment A – References
Attachment B – Sample PSA
Also See – Spec Sheets 1 – 8
RFP 25 – 3
Video Conferencing, Audio/Visual Equipment Upgrade Project ATTACHMENT A – References
(COMPLETE AND RETURN WITH YOUR PROPOSAL)
Entity Name
Entity Address
Name of Contact
Telephone Number of Contact
Email of Contact
Project Title
Date of Project
Entity Name
Entity Address
Name of Contact
Telephone Number of Contact
Email of Contact
Project Title
Date of Project
Entity Name
Entity Address
Name of Contact
Telephone Number of Contact
Email of Contact
Project Title
Date of Project
REV012024 Page 1 of 16 [Consultant Name]
CITY OF SANTA FE SPRINGS
PROFESSIONAL SERVICES AGREEMENT
WITH
_______________________________
This Professional Services Agreement (“Agreement”) is made and effective as of ________________ (“Effective Date”), by and between the City of Santa Fe Springs, a California municipal corporation, (“City”) and ________________, a [State and Entity Type: Example – California limited liability company] (“Consultant”). In consideration of the mutual covenants and conditions set forth herein, the parties agree as follows:
1. TERM
This Agreement shall commence on the Effective Date and shall remain and continue in effect until the services described herein are completed, unless sooner terminated pursuant to the provisions of this Agreement.
2. SERVICES
Consultant shall perform the services described and set forth in the City’s Request for Proposals, attached hereto as Exhibit A, and Consultant’s Proposal, attached hereto as Exhibit B, both incorporated herein as though set forth in full (“Services”). Consultant shall complete the Services according to any schedule of performance set forth in Exhibit A.
To the extent that Exhibit B contains provisions inconsistent with this Agreement and/or Exhibit A, the provisions of this Agreement and Exhibit A shall govern.
3. PERFORMANCE
Consultant shall at all times faithfully, competently and to the best of Consultant’s ability, experience, and talent, perform all tasks described herein. Consultant shall employ, at a minimum, generally accepted standards and practices utilized by persons engaged in providing similar services as are required of Consultant under this Agreement.
4. CITY MANAGEMENT
The City Manager or designee shall represent the City in all matters pertaining to the administration of this Agreement, including review and approval of all products submitted by Consultant.
5. PAYMENT
A. City agrees to pay Consultant monthly, [in accordance with the payment rates and terms and the schedule of payment as set forth in Exhibit B, attached hereto and incorporated herein by this reference as though set forth in full, based upon actual time spent on the above tasks]. This amount shall not exceed [Insert amount]
ATTACHMENT B
REV012024 Page 2 of 16 [Consultant Name]
dollars ($__.00) for the total term of the Agreement unless additional payment is approved as provided in this Agreement.
B. Consultant shall not be compensated for any services rendered in connection with its performance of this Agreement which are in addition to those set forth herein, unless such additional services are authorized in advance and in writing by the City Manager or designee. Consultant shall be compensated for any additional services in the amounts and in the manner as agreed to in writing by the City and Consultant at the time the City’s written authorization is given to Consultant for the performance of said services.
C. Consultant will submit invoices monthly for actual Services performed. Consultant agrees to participate in the City’s Electronic Funds Transfer program and to receive electronic payments for the Services. Payment shall be made within thirty (30) days of receipt of each invoice as to all non-disputed fees. If the City disputes any of Consultant's Services or fees, it shall give written notice to Consultant within thirty (30) days of receipt of an invoice of any disputed fees set forth on the invoice. Any final payment under this Agreement shall be made within forty-five (45) days of receipt of an invoice therefor.
6. TERMINATION OF AGREEMENT WITHOUT CAUSE
A. The City may at any time, for any reason, without cause, suspend or terminate this Agreement, or any portion hereof, by serving upon Consultant at least ten (10) days’ prior written notice. Upon receipt of said notice, Consultant shall immediately cease all Services under this Agreement, unless the notice provides otherwise. If the City suspends or terminates a portion of this Agreement, such suspension or termination shall not make void or invalidate the remainder of this Agreement.
B. In the event this Agreement is terminated pursuant to this section, the City shall pay to Consultant the actual value of the Services performed up to the time of termination, unless the City disputes any of the Services performed or fees. Upon termination of the Agreement pursuant to this section, Consultant will submit an invoice to the City pursuant to Section 5.
7. DEFAULT OF CONSULTANT
If the City determines that Consultant is in default in the performance of any of the terms or conditions of this Agreement, the City shall serve Consultant a written notice of the default. Consultant shall have seven (7) days after service of said notice to cure the default. In the event that Consultant fails to cure the default within such period of time or fails to present the City with a written plan for the diligent cure of default if such default cannot be cured within seven days, the City shall have the right, notwithstanding any other provision of this Agreement, to terminate this Agreement without further notice and without prejudice to any other remedy to which it may be entitled at law, in equity or under this Agreement. Consultant shall be responsible for costs incurred by the City REV012024 Page 3 of 16 [Consultant Name]
due to Consultant’s failure to comply with this section. The City shall have the right to offset against the amount of any fees due to Consultant any costs incurred by the City as a result of Consultant’s default.
8. OWNERSHIP OF DOCUMENTS
A. Consultant shall maintain complete and accurate records with respect to tasks, costs, expenses, receipts, and other such information required by the City that relate to the performance of Services under this Agreement. Consultant shall maintain adequate records of Services provided in sufficient detail to permit an evaluation of Services. All such records shall be maintained in accordance with generally accepted accounting principles and shall be clearly identified and readily accessible. Consultant shall provide free access to the representatives of the City or its designees at reasonable times to such books and records; shall give the City the right to examine and audit said books and records; shall permit the City to make transcripts or copies therefrom as necessary; and shall allow inspection of all Services, data, documents, proceedings, and activities related to this Agreement. Such records, together with supporting documents, shall be maintained for a period of three (3) years after receipt of final payment.
B. Upon completion of, or in the event of termination or suspension of this Agreement, all original documents, designs, drawings, maps, models, computer files, surveys, notes, and other documents prepared in the course of providing the Services shall become the sole property of the City and may be used, reused, or otherwise disposed of by the City without the permission of Consultant. With respect to computer files, Consultant shall make available to the City, at the Consultant's office and upon reasonable written request by the City, the necessary computer software and hardware for purposes of accessing, compiling, transferring, copying and/or printing computer files. Consultant hereby grants to the City all right, title, and interest, including any copyright, in and to the documents, designs, drawings, maps, models, computer files, surveys, notes, and other documents prepared by Consultant in the course of providing the Services under this Agreement.
9. INDEMNIFICATION AND DEFENSE
A. Indemnification. To the fullest extent permitted by law, Consultant shall indemnify and hold harmless the City and any and all of its officials, employees, agents, and/or volunteers (“Indemnified Parties”), from and against any and all claims, demands, actions, suits, losses, liabilities, damages, costs, and expenses, including attorney’s fees and costs, arising out of or in any way connected with the performance of Consultant, its officers, agents, employees, and/or subconsultants (or any agency or individual that Consultant shall bear the legal liability thereof) under this Agreement, including all acts or omissions, willful misconduct, or negligent conduct, whether active or passive, on the part of Consultant, its officers, agents, employees, and/or subconsultants. Consultant’s duty to indemnify and REV012024 Page 4 of 16 [Consultant Name]
hold harmless the Indemnified Parties shall not extend to the sole negligence or willful misconduct of the Indemnified Parties.
B. Duty to Defend. In the event the Indemnified Parties, individually or collectively, are made a party to any claim, action, lawsuit, or other adversarial proceeding arising or alleged to arise out of or is in any way connected with the performance of Consultant’s services under this Agreement, and upon demand by the City, Consultant shall immediately defend the Indemnified Parties at Consultant’s cost or at the City’s option to reimburse the City for its costs of defense, including reasonable attorney’s fees and costs incurred in the defense of such matters, regardless of whether or not Consultant, its officers, agents, employees, and/or subconsultants are specifically named or otherwise asserted to be liable, and regardless of whether or not there is any evidence of finding of fault or wrongdoing by Consultant, its officers, agents, employees and/or subconsultants. Payment by the City is not a condition precedent to enforcement of this provision.
C. In the event of any dispute between Consultant and the City as to whether liability arises from the sole negligence or willful misconduct of the City or its officials, employees, agents, and/or volunteers, Consultant will be obligated to pay for the City’s defense until such time as a final judgment has been entered adjudicating the Indemnified Parties as solely negligent or to have acted with willful misconduct.
Consultant will not be entitled in the absence of such a determination to any reimbursement of defense costs, including but not limited to attorney’s fees, expert fees, and costs of litigation.
10. INSURANCE
Consultant shall maintain prior to the beginning of and for the duration of this Agreement insurance coverage as specified in Exhibit C attached hereto and made a part of this Agreement.
11. INDEPENDENT CONTRACTOR
A. Consultant is and shall at all times remain as to the City a wholly independent consultant and/or independent contractor. The personnel performing the services under this Agreement on behalf of Consultant shall at all times be under Consultant's exclusive direction and control. Neither the City nor any of its officers, employees, or agents shall have control over the conduct of Consultant or any of Consultant's officers, employees, or agents, except as set forth in this Agreement.
Consultant shall not at any time or in any manner represent that Consultant or any of Consultant’s officers, employees, or agents are in any manner officers, employees, or agents of the City. Consultant shall not incur or have the power to incur any debt, obligation, or liability whatever against the City, or bind the City in any manner.
B. No employee benefits shall be available to Consultant in connection with the performance of this Agreement. Except for the fees paid to Consultant as provided REV012024 Page 5 of 16 [Consultant Name]
in the Agreement, the City shall not pay salaries, wages, or other compensation to Consultant for performing services hereunder for the City. The City shall not be liable for compensation or indemnification to Consultant for injury or sickness arising out of performing services hereunder. Consultant shall secure, at its sole expense, and be responsible for any and all payment of Income Tax, Social Security, State Disability Insurance Compensation, Unemployment Compensation, and other payroll deductions for Consultant and its officers, agents, and employees, and all business licenses, if any are required, in connection with the services to be performed hereunder. Consultant shall indemnify and hold the City harmless from any and all taxes, assessments, penalties, and interest asserted against the City by reason of the independent contractor relationship created by this Agreement. Consultant further agrees to indemnify and hold the City harmless from any failure of Consultant to comply with the applicable worker’s compensation laws. The City shall have the right to offset against the amount of any fees due to Consultant under this Agreement as a result of Consultant’s failure to promptly pay to the City any reimbursement or indemnification arising under this paragraph.
C. In the event that Consultant or any employee, agent, or subconsultant of Consultant providing Services under this Agreement claims or is determined by a court of competent jurisdiction or the California Public Employees Retirement System (CalPERS) to be eligible for enrollment in CalPERS as an employee of the City, Consultant shall indemnify, defend, and hold harmless the City for the payment of any employee and/or employer contributions for CalPERS benefits on behalf of Consultant or its employees, agents, or subconsultants, as well as for the payment of any penalties and interest on such contributions, which would otherwise be the responsibility of the City.
D. Notwithstanding any other agency, state or federal policy, rule, regulation, law or ordinance to the contrary, Consultant and any of its employees, agents, and subconsultants providing service under this Agreement shall not qualify for or become entitled to, and hereby agree to waive any claims to, any compensation, benefit, or any incident of employment by the City, including but not limited to eligibility to enroll in CalPERS as an employee of the City and entitlement to any contribution to be paid by City for employer contribution and/or employee contributions for CalPERS benefits.
12. LEGAL RESPONSIBILITIES
Consultant shall keep itself informed of State and Federal laws and regulations which in any manner affect those employed by it or in any way affect the performance of Services pursuant to this Agreement. Consultant shall at all times observe and comply with all such laws and regulations. The City and its officials, officers, employees, and agents, shall not be liable at law or in equity occasioned by failure of Consultant to comply with this Section.
REV012024 Page 6 of 16 [Consultant Name]
13. UNDUE INFLUENCE
Consultant declares and warrants that no undue influence or pressure was used against or in concert with any officer or employee of the City in connection with the award, terms or implementation of this Agreement, including any method of coercion, confidential financial arrangement, or financial inducement. No officer or employee of the City has or will receive compensation, directly or indirectly, from Consultant, or from any officer, employee or agent of Consultant, in connection with this Agreement or any Services to be conducted as a result of this Agreement. Violation of this section shall be a material breach of this Agreement entitling the City to any and all remedies at law or in equity.
14. NO BENEFIT TO ARISE TO CITY EMPLOYEES
No member, officer, or employee of the City, or their designees or agents, and no public official who exercises authority over or responsibilities with respect to the Services during his/her tenure or for one year thereafter, shall have any interest, direct or indirect, in any Agreement or sub-agreement, or the proceeds thereof, for Services to be performed under this Agreement.
15. RELEASE OF INFORMATION/CONFLICTS OF INTEREST
A. All information gained by Consultant in performance of this Agreement shall be considered confidential and shall not be released by Consultant without the City's prior written authorization, unless the information is clearly public. Consultant, its officers, employees, agents, or subconsultants, shall not without written authorization from the City Manager or designee, or unless requested by the City’s attorney, voluntarily provide declarations, letters of support, testimony at depositions, response to interrogatories, or other information concerning the Services performed under this Agreement or relating to the City. Response to a subpoena or court order shall not be considered “voluntary” provided Consultant gives the City notice of such court order or subpoena.
B. Consultant shall promptly notify the City should Consultant, its officers, employees, agents, and/or subconsultants be served with any summons, complaint, notice of deposition, request for documents, interrogatories, request for admissions, or other discovery request (“Discovery”), court order, or subpoena from any person or party regarding this Agreement and the Services performed hereunder or with respect to any project or property located within the City, unless the City is a party to any lawsuit, arbitration, or administrative proceeding connected to such Discovery, or unless Consultant is prohibited by law from informing the City of such Discovery. The City retains the right, but has no obligation, to represent Consultant and/or be present at any deposition, hearing, or similar proceeding as allowed by law. Unless the City is a party to the lawsuit, arbitration, or administrative proceeding and is adverse to Consultant in such proceeding, Consultant agrees to cooperate fully with the City and to provide the opportunity to review any response to discovery requests provided by Consultant.
However, the City's right to review any such response does not imply or mean the REV012024 Page 7 of 16 [Consultant Name]
right by the City to control, direct, or rewrite said response, or that the City has an obligation to review any such response or verifies any response it has reviewed.
16. NOTICES
Any notices which either party may desire to give to the other party under this Agreement must be in writing and may be given either by (i) personal service, (ii) delivery by a reputable document delivery service, such as but not limited to, Federal Express, which provides a receipt showing date and time of delivery, or (iii) mail by the United States Postal Service, certified mail, postage prepaid, return receipt requested, addressed to the address of the party as set forth below or at any other address as that party may later designate by notice:
To the City: City of Santa Fe Springs
11710 E. Telegraph Road
Santa Fe Springs, CA 90670
Attention:
To Consultant: _________________________
_________________________
17. ASSIGNMENT
Consultant shall not assign the performance of this Agreement, nor any part thereof, nor any monies due hereunder, without prior written consent of the City. [Because of the personal nature of the Services to be rendered pursuant to this Agreement, only _____________ shall perform the Services described in this Agreement, unless otherwise agreed to by City. Consultant shall provide City fourteen (14) days' notice prior to the departure of ____________ from Consultant's employ. Should he/she leave Consultant's employ, City shall have the option to immediately terminate this Agreement, within three (3) days of the close of said notice period. Upon termination of this Agreement, Consultant’s sole compensation shall be payment for actual Services performed up to, and including, the date of termination or as may be otherwise agreed to in writing between the City and Consultant.] Before retaining or contracting with any subconsultant for any services under this Agreement, Consultant shall provide the City with the identity of the proposed subconsultant, a copy of the proposed written contract between Consultant and such subconsultant which shall include and indemnity provision similar to the one provided herein and identifying the City as an indemnified party, or an incorporation of the indemnity provision provided herein, and proof that such proposed subconsultant carries insurance at least equal to that required by this Agreement or obtain a written waiver from the City for such insurance.
18. LICENSES
At all times during the term of this Agreement, Consultant shall have in full force and effect all licenses required of it by law for the performance of the Services described in this Agreement.
REV012024 Page 8 of 16 [Consultant Name]
19. GOVERNING LAW
The City and Consultant understand and agree that the laws of the State of California shall govern the rights, obligations, duties, and liabilities of the parties to this Agreement and also govern the interpretation of this Agreement. Any litigation concerning this Agreement shall take place in the municipal, superior, or federal district court with jurisdiction over the City.
20. ENTIRE AGREEMENT
This Agreement contains the entire understanding between the parties relating to the obligations of the parties described in this Agreement. All prior or contemporaneous agreements, understandings, representations, and statements, oral or written and pertaining to the subject of this Agreement or with respect to the terms and conditions of this Agreement shall be of no further force or effect. Each party is entering into this Agreement based solely upon the representations set forth herein and upon each party’s own independent investigation of any and all facts such party deems material.
21. AMENDMENTS
Any amendments to this Agreement must be in writing and executed by the parties hereto, or their respective successors and assigns, in order to be valid.
22. NON-EXCLUSIVE AGREEMENT
Consultant acknowledges that the City may enter into agreements with other consultants for services similar to the services that are subject to this Agreement or may have its own employees perform services similar to those services contemplated by this Agreement.
23. ATTORNEYS’ FEES
In the event that litigation is brought by any party in connection with this Agreement, the prevailing party shall be entitled to recover from the opposing party all costs and expenses, including reasonable attorneys’ fees, incurred by the prevailing party in the exercise of any of its rights or remedies hereunder or the enforcement of any of the terms, conditions, or provisions hereof.
24. CONSTRUCTION
The parties hereto have participated jointly in the negotiation and drafting of this Agreement. In the event an ambiguity or question of intent or interpretation arises with respect to this Agreement, this Agreement shall be construed as if drafted jointly by the parties and in accordance with its fair meaning. There shall be no presumption or burden of proof favoring or disfavoring any party by virtue of the authorship of any of the provisions of this Agreement.
25. WAIVER
REV012024 Page 9 of 16 [Consultant Name]
The delay or failure of any party at any time to require performance or compliance by the other of any of its obligations or agreements shall in no way be deemed a waiver of those rights to require such performance or compliance. No waiver of any provision of this Agreement shall be effective unless in writing and signed by a duly authorized representative of the party against whom enforcement of a waiver is sought. The waiver of any right or remedy in respect to any occurrence or event shall not be deemed a waiver of any right or remedy in respect to any other occurrence or event, nor shall any waiver constitute a continuing waiver.
26. SEVERABILITY
If any provision of this Agreement is determined by a court of competent jurisdiction to be unenforceable in any circumstance, such determination shall not affect the validity or enforceability of the remaining terms and provisions hereof or of the offending provision in any other circumstance. Notwithstanding the foregoing, if the value of this Agreement, based upon the substantial benefit of the bargain for any party, is materially impaired, which determination made by the presiding court or arbitrator of competent jurisdiction shall be binding, then both parties agree to substitute such provision(s) through good faith negotiations.
27. COUNTERPARTS
This Agreement may be executed in one or more counterparts, each of which shall be deemed an original. All counterparts shall be construed together and shall constitute one agreement.
28. AUTHORITY TO EXECUTE THIS AGREEMENT
The persons executing this Agreement on behalf of the parties warrant and represents that they have the authority to execute this Agreement on behalf of said parties and has the authority to bind the parties to the provisions of this Agreement.
29. ELECTRONIC SIGNATURES
The parties acknowledge and agree that execution of this Agreement by electronic signature or electronic transmittal of signatures shall have the same effect as handwritten signatures for the purposes of validity, enforceability, and admissibility.
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed the day and year first above written.
[If Consultant is a corporation, two signatures are required: Signature 1 – the Chairperson of the Board, the President, or any Vice President; Signature 2 – the Secretary, any Assistant Secretary, the Chief Financial Officer, or any Assistant Treasurer (Corp. Code § 313).]
CITY OF SANTA FE SPRINGS CONSULTANT
REV012024 Page 10 of 16 [Consultant Name]
____________________________ ____________________________ Name: ______________________
Title: _______________________
Date: ______________________ Date: _______________________ ATTEST: CONSULTANT
__________________________ ____________________________ Janet Martinez, City Clerk Name: ______________________ Title: _______________________
Date: _______________________
APPROVED AS TO FORM:
_________________________
Ivy M. Tsai, City Attorney
Attachments: Exhibit A City’s Request for Proposals
Exhibit B Consultant’s Proposal
Exhibit C Insurance Requirements
EXHIBIT A
CITY’S REQUEST FOR PROPOSALS
EXHIBIT B
CONSULTANT’S PROPOSAL
EXHIBIT C
INSURANCE REQUIREMENTS
Without limiting Consultant’s indemnification of the City, and prior to commencement of Services, Consultant shall obtain, provide, and maintain at its own expense during the term of this Agreement, policies of insurance of the type and amounts described below and in a form satisfactory to the City. If Consultant maintains higher limits than the minimum limits shown below, the City requires and shall be entitled to coverage for the higher limits maintained by the Consultant. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the City.
General liability insurance. Consultant shall maintain commercial general liability insurance with coverage at least as broad as Insurance Services Office form CG 00 01, in an amount not less than $1,000,000 per occurrence, $2,000,000 general aggregate, for bodily injury, personal injury, and property damage. The policy must include contractual liability that has not been amended. Any endorsement restricting standard ISO “insured contract” language will not be accepted.
Automobile liability insurance. Consultant shall maintain automobile insurance at least as broad as Insurance Services Office form CA 00 01 covering bodily injury and property damage for all activities of the Consultant arising out of or in connection with Services to be performed under this Agreement, including coverage for any owned, hired, non-owned or rented vehicles, in an amount not less than $1,000,000 combined single limit for each accident.
Professional liability (errors & omissions) insurance. Consultant shall maintain professional liability insurance that covers the Services to be performed in connection with this Agreement, in the minimum amount of $1,000,000 per claim and in the aggregate. Any policy inception date, continuity date, or retroactive date must be before the effective date of this Agreement and Consultant agrees to maintain continuous coverage through a period no less than three (3) years after completion of the services required by this Agreement.
[Note: May need to delete workers' compensation and employer's liability insurance requirements for certain sole proprietorships, partnerships, or corporations without employees.]
Workers’ compensation insurance. Consultant shall maintain Workers’ Compensation Insurance (Statutory Limits) and Employer’s Liability Insurance (with limits of at least $1,000,000 per accident for bodily injury or disease).
Consultant shall submit to the City, along with the certificate of insurance, a Waiver of Subrogation endorsement in favor of the City, its officers, agents, employees, and volunteers.
[Note: If the required limits for general liability, auto and employer’s liability are $1 million or less, the following paragraph may be omitted.] Umbrella or excess liability insurance. Consultant shall obtain and maintain an umbrella or excess liability insurance policy with limits that will provide bodily injury, personal injury and property damage liability coverage at least as broad as the primary coverages set forth above, including commercial general liability, automobile liability, and employer’s liability. Such policy or policies shall include the following terms and conditions:
x A drop-down feature requiring the policy to respond if any primary insurance that would otherwise have applied proves to be uncollectible in whole or in part for any reason;
x Pay on behalf of wording as opposed to reimbursement; x Concurrency of effective dates with primary policies; x Policies shall “follow form” to the underlying primary policies; and x Insureds under primary policies shall also be insureds under the umbrella or excess policies.
Other provisions or requirements
Proof of insurance. Consultant shall provide certificates of insurance to the City as evidence of the insurance coverage required herein, along with a waiver of subrogation endorsement for workers’ compensation. Insurance certificates and endorsements must be approved by the City’s Risk Manager prior to commencement of performance. Current certification of insurance shall be kept on file with the City at all times during the term of this Agreement. The City reserves the right to require complete, certified copies of all required insurance policies at any time.
Duration of coverage. Consultant shall procure and maintain for the duration of the Agreement insurance against claims for injuries to persons or damages to property, which may arise from or in connection with the performance of the Services hereunder by Consultant, or Consultant’s agents, representatives, employees or subconsultants.
Primary/noncontributing. Coverage provided by Consultant shall be primary and any insurance or self-insurance procured or maintained by the City shall not be required to contribute with it. The limits of insurance required herein may be satisfied by a combination of primary and umbrella or excess insurance. Any umbrella or excess insurance shall contain or be endorsed to contain a provision that such coverage shall also apply on a primary and non-contributory basis for the benefit of the City before the City’s own insurance or self-insurance shall be called upon to protect it as a named insured.
The City’s rights of enforcement. In the event any policy of insurance required under this Agreement does not comply with these specifications or is canceled and not replaced, the City has the right but not the duty to obtain the insurance it deems necessary and any premium paid by the City will be promptly reimbursed by Consultant or the City will withhold amounts sufficient to pay premium from Consultant payments. In the alternative, the City may immediately terminate this Agreement.
Acceptable insurers. All insurance policies shall be issued by an insurance company currently authorized by the Insurance Commissioner to transact business of insurance or is on the List of Approved Surplus Line Insurers in the State of California, with an assigned policyholders’ Rating of A- (or higher) and Financial Size Category Class VI (or larger) in accordance with the latest edition of Best’s Key Rating Guide, unless otherwise approved by the City’s Risk Manager.
Waiver of subrogation. All insurance coverage maintained or procured pursuant to this Agreement shall be endorsed to waive subrogation against the City, its elected or appointed officers, agents, officials, employees and volunteers or shall specifically allow Consultant or others providing insurance evidence in compliance with these specifications to waive their right of recovery prior to a loss. Consultant hereby waives its own right of recovery against the City, and shall require similar written express waivers and insurance clauses from each of its subconsultants.
Enforcement of Agreement provisions (non estoppel). Consultant acknowledges and agrees that any actual or alleged failure on the part of the City to inform Consultant of non-compliance with any requirement imposes no additional obligations on the City nor does it waive any rights hereunder.
Requirements not limiting. Requirements of specific coverage features or limits contained in this Agreement are not intended as a limitation on coverage, limits or other requirements, or a waiver of any coverage normally provided by any insurance. Specific reference to a given coverage feature is for purposes of clarification only as it pertains to a given issue and is not intended by any party or insured to be all inclusive, or to the exclusion of other coverage, or a waiver of any type.
Notice of cancellation. Consultant agrees to oblige its insurance agent or broker and insurers to provide to the City with a thirty (30) day notice of cancellation (except for nonpayment for which a ten (10) day notice is required) or nonrenewal of coverage for each required coverage.
Additional insured status. General liability policies shall provide or be endorsed to provide that the City and its officers, officials, employees, agents, and volunteers shall be additional insureds under such policies. This provision shall also apply to any excess/umbrella liability policies.
Prohibition of undisclosed coverage limitations. None of the coverages required herein will be in compliance with these requirements if they include any limiting endorsement of any kind that has not been first submitted to the City and approved of in writing.
Separation of insureds. A severability of interests provision must apply for all additional insureds ensuring that Consultant’s insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the insurer’s limits of liability. The policy(ies) shall not contain any cross-liability exclusions.
Pass through clause. Consultant agrees to ensure that its subconsultants, subcontractors, and any other party involved with the Services who is brought onto or involved in the Services by Consultant, provide the same minimum insurance coverage and endorsements required of Consultant. Consultant agrees to monitor and review all such coverage and assumes all responsibility for ensuring that such coverage is provided in conformity with the requirements of this section. Consultant agrees that upon request, all agreements with consultants, subconsultants, and others engaged in the Services will be submitted to the City for review.
The City’s right to revise specifications. The City reserves the right at any time during the term of the Agreement to change the amounts and types of insurance required by giving Consultant ninety (90) days advance written notice of such change. If such change results in substantial additional cost to Consultant, City and Consultant may renegotiate Consultant’s compensation or come to some other agreement to address the additional cost.
Self-insured retentions. Any self-insured retentions must be declared to and approved by the City. The City reserves the right to require that self-insured retentions be eliminated, lowered, or replaced by a deductible. Self-insurance will not be considered to comply with these specifications unless approved by the City.
Timely notice of claims. Consultant shall give the City prompt and timely notice of claims made or suits instituted that arise out of or result from Consultant’s performance under this Agreement, and that involve or may involve coverage under any of the required liability policies.
Additional insurance. Consultant shall also procure and maintain, at its own cost and expense, any additional kinds of insurance, which in its own judgment may be necessary for its proper protection and prosecution of the Services.
RFP 25-3
Video Conferencing, Audio/Visual Equipment Upgrade Project ATTACHMENT C – Room Dimensions
The table below provides dimensions of the rooms identified in the scope of work:
Facility Name Room Length Width Ceiling Height
Gus Velasco Meeting Room 1 22ft 6in 22ft 7in 7ft 11in
Meeting Room 2 22ft 6in 15ft 6in 7ft 11in
Ontiveros Room 51ft 31ft 4in 9ft 9in
PIO PICO Room 63ft 3in 41ft 11in 9ft 10in
Lobby 17ft 2in 42ft 2in 9ft 5in
Betty Wilson Multi-Purpose
Room
42ft 2in 39ft 14ft
City Library Children’s Area 41ft 10in 44ft 2in 11ft 7in Community Room 30ft 22ft 2in 11ft 11in
Town Hall Center Meeting Room 1 44ft 9in 22ft 5in 7ft 11in Social Hall 78ft 6in 47ft 11ft 10in
docs.smarttech.com/kb/171756 1
SMART Board 6000S (V3) series with iQ
SBID-6265S-V3 and SBID-6265S-V3-B
SBID-6275S-V3 and SBID-6275S-V3-B
SBID-6286S-V3 and SBID-6286S-V3-B
Display
Screen sizes (diagonal) 65", 75", 86"
Backlight LED
Aspect ratio 16:9
Maximum display
resolution
4K UHD (3840 × 2160)
Refresh rate 60 Hz
Lifespan ≥ 50,000 hours
Brightness (maximum) ≥ 350 cd/m²
Response time 65": ≤ 9 ms
75": ≤ 8 ms
86": ≤ 8 ms
Viewing angle 178°
Glass Fully heat-tempered anti-glare
glass that resists smudges and
fingerprints
Frame color White or black
Convenience buttons Power, home, volume, screen
shade, freeze frame
Sensors Proximity, ambient light, infrared,
room temperature, humidity
Audio 2 integrated 20 W speakers
Integrated linear four-microphone
array
NFC Integrated RFID NFC reader/writer
Interactive experience
Touch technology HyPr Touch™ with InGlass™
Touch features Tool Explorer™
Simultaneous Tool Differentiation
Object Awareness™
Pen ID™
Silktouch™
Pressure Sensitive Ink
Typical response time 9 ms
Frame rate 150 Hz
Accuracy ±1 mm
Minimum object size 2 mm
Multitouch capabilities Up to 40 touch points (OS
dependent)
Tools included Pens (×2)
Erasers (×2)
Tool holders Intelligent, magnetic,
frame-mounted
Optional tools Multicolor four-pen bundle
Magic pen
Highlighter pen
Stamps and cubes
smarttech.com
smarttech.com/contact
© 2023 SMART Technologies ULC. All rights reserved. SMART Board, SMART Notebook, SMART Ink, HyPr Touch, Tool Explorer, Object Awareness, Pen ID, Silktouch, smarttech, the SMART logo and all SMART taglines are trademarks or registered trademarks of SMART Technologies ULC in the U.S. and/or other countries. The Adopted Trademarks HDMI, HDMI HighDefinition Multimedia Interface, and the HDMI Logo are trademarks or registered trademarks of HDMI Licensing Administrator, Inc. in the United States and other countries. All other thirdparty product and company names may be trademarks of their respective owners. This product and/or use thereof is covered by one or more of the following U.S. patents:
www.smarttech.com/patents. Models and specifications may vary by region. Please contact your local representative for details. Contents are subject to change without notice. September 6, 2023.
SMART Board 6000S (V3) series with iQ
docs.smarttech.com/kb/171756 2
Software
iQ built-in Android™
experience
Included
SMART Notebook® Included
SMART Ink® and
SMART Product Drivers
Included
SMART Remote
Management
Subscription for length of the
included warranty
SMART Learning Suite Optional
iQ built-in Android experience
Operating system Android version 11
Memory 6 GB DDR
Storage 32 GB
Digital whiteboard
Web browser
Screen sharing
Other features Personalized home screen and
settings
Live input preview
Interactive widgets
Templates, graphic organizers, and
manipulatives
File and app libraries
Google Drive™ and OneDrive™
access
Object Awareness
supported
Ability to run third-party
applications
Cloud storage access
NFC sign in to a SMART
account
Languages supported Basque, Catalan/Valencian,
Chinese (simplified), Chinese
(traditional), Czech, Danish, Dutch,
English, Estonian, Finnish, French,
Galician, German, Greek,
Hungarian, Italian, Japanese,
Korean, Latvian, Lithuanian,
Norwegian, Polish, Portuguese,
Romanian, Russian, Slovak,
Slovenian, Spanish, Swedish,
Ukrainian, Vietnamese, Welsh
Updates Automatic over-the-air (OTA)
PC computing
OPS support
OPS-C support
PC module power
supported OPS
60 W
Optional computing
modules
SMART OPS PC with
Windows 10 Pro
SMART Chromebox
Inputs Front Back
OPS PC accessory slot (60 W devices) – 1
HDMI® 2.1 with HDCP 1.4 and HDCP 2.3 support 1 2
VGA video – 1
Stereo 3.5 mm – 1
RS-232 – 1
RJ45 – 2
USB Type-C 4K @ 60Hz, Display Port 1.2, USB 2.0
(UFP) for touch and digital audio, USB 2.0 (DFP) for
peripherals; 65 W power delivery
1 –
USB Type-C, 4K @ 60Hz, Display Port 1.2, USB 2.0
(UFP) for touch and digital audio, USB 3.2 Gen 1
(DFP) for peripherals; 65W power delivery
– 1
USB 2.0 Type-A – 1
USB 3.0 Type-A 1 2
USB 3.0 Type-B – 3
USB 2.0 Type-B 1 –
Outputs Front Back
HDMI 2.1 – 1
Stereo 3.5 mm – 1
S/PDIF – 1
Included cables and accessories Qty
Country-specific power cable 1
USB cable 1
Pens (red and black) 2
Erasers 2
External dual-band 2.4 and 5 GHz antennae 3
Remote control 1
AAA batteries 2
WM-SBID-200 wall mount 1
SMART ID card (for NFC sign in) 2
Illustrated installation instructions 1
Important information document 1
SMART Board 6000S (V3) series with iQ
docs.smarttech.com/kb/171756 3
Connectivity
Wired RJ45 (×2) 1000baseT
Wi-Fi IEEE 802.11 a/b/g/n/ac with 2 × 2
MIMO (both 2.4 and 5 GHz bands)
supporting WEP, WPA, WPA2 PSK,
and 802.1X EAP authentication
protocols
Bluetooth 5.0 dual mode
Storage and operating requirements
Power requirements 100V to 240V AC, 50 Hz to 60 Hz
Operating temperature 41–95°F (5–35°C)
Storage temperature -4–140°F (-20–60°C)
Humidity 5–80% relative humidity,
non-condensing
Power consumption
Typical 65": 105 W
75": 134 W
86": 161 W
Standby 0.4 W
Certification and compliance*
Regulatory models IDS665-3, IDS675-3, and IDS686-3
US / Canada UL, FCC, ISED, TSCA, CONEG
Packaging, Proposition 65
EU / EEA / EFTA / UK CE, UKCA, LVD, CB, EMCD, RED,
REACH, RoHS, Battery, WEEE,
Packaging, POP, Ecodesign
Australia / New Zealand RCM
Performance standards ENERGY STAR®, HDMI
Purchasing information
Order numbers
SBID-6265S-V3 SMART Board® 6065S-V3
interactive display with iQ
SBID-6275S-V3 SMART Board 6075S-V3 interactive
display with iQ
SBID-6286S-V3 SMART Board 6086S-V3 interactive
display with iQ
*Product availability may vary by region.
*This product has received additional certifications not listed here.
Purchasing information (continued)
Order numbers (continued)
SBID-6265S-V3-B SMART Board 6065S-V3 interactive
display with iQ – Black
SBID-6275S-V3-B SMART Board 6075S-V3 interactive
display with iQ – Black
SBID-6286S-V3-B SMART Board 6086S-V3 interactive
display with iQ – Black
TS-4PEN-MC Tool Explorer multicolor 4-pen
bundle (orange, purple, green, blue)
with magnetic penwell
TS-4CUBE-LEARN Tool Explorer Learn 4-Cube Bundle
TS-4CUBE-MATH Tool Explorer Math 4-Cube Bundle
TS-4STAMP-PLAY Tool Explorer Play 4-Stamp Bundle
TS-PEN-HLITE Tool Explorer double-ended
Highlighter (yellow & green)
TS-PEN-MAGIC Tool Explorer Magic Pen
SBID-ID-10 Identification cards for SMART
Board 6000S - Qty 10
Optional accessories
See smarttech.com/accessories
Warranty
SMART Assure warranty Includes advanced hardware
replacement and access to onsite
support. Terms and conditions vary
by region. Contact your local
reseller or distributor for information
and visit smarttech.com/warranty.
Cable requirements
HDMI Certified premium high speed HDMI
(18 Gbps)
Maximum length: 23' (7 m)
USB 2.0 USB 2.0 certified
Hi-Speed (480 Mbps) support
Maximum length: 16' (5 m)
USB 3.0 USB 3.0 certified
SuperSpeed (5 Gbps) support
Maximum length: 9' (3 m)
USB Type-C USB 3.2 Gen 1 certified
SuperSpeed (5 Gbps) support
Maximum length: 6' (2 m)
More information See smarttech.com/kb/171414
SMART Board 6000S (V3) series with iQ
docs.smarttech.com/kb/171756 4
Installation, dimensions, and weights
Notes
l All dimensions ± 1/8" (0.3 cm). All weights ± 2 lb. (0.9 kg). l Product ships upright.
l Leave space around the display to ensure adequate ventilation. See the SMART Board 6000S and 6000S Pro installation and maintenance guide (smarttech.com/kb/171414) for the specific space requirements.
SBID-6265S-V3/SBID-6265S-V3-B
Dimensions Weight
112 lb. (51 kg)
VESA mount
M8, 600 × 400 mm
Handles
2 Shipping dimensions and weight (including pallet)
67 1/8" × 46 1/2" × 10 3/8" (170.4 cm × 118.1 cm × 26.4 cm) 159 lb. (72 kg)
64" × 46 7/8" × 8 5/8" (162.5 cm × 119 cm × 22 cm)
150 lb.(68 kg)
SBID-6275S-V3/SBID-6275S-V3-B
Dimensions Weight
143 lb. (65 kg)
VESA mount
M8, 600 × 400 mm
Handles
2 Shipping dimensions and weight (including pallet)
76" × 51 1/2" × 10 3/8" (193.1 cm × 130.8 cm × 26.4 cm) 194 lb. (88 kg)
72 7/8" × 52" × 8 5/8" (185 cm × 132 cm × 22 cm)
185 lb.(84 kg)
SMART Board 6000S (V3) series with iQ
docs.smarttech.com/kb/171756 5
Installation, dimensions, and weights (continued)
Notes
l All dimensions ± 1/8" (0.3 cm). All weights ± 2 lb. (0.9 kg). l Product ships upright.
l Leave space around the display to ensure adequate ventilation. See the SMART Board 6000S and 6000S Pro installation and maintenance guide (smarttech.com/kb/171414) for the specific space requirements.
SBID-6286S-V3/SBID-6286S-V3-B
Dimensions Weight
185 lb. (84 kg)
VESA mount
M8, 600 × 400 mm
Handles
2 Shipping dimensions and weight (including pallet)
86" × 57" × 10 3/8" (218.6 cm × 144.7 cm × 26.4 cm)
243 lb. (110 kg)
Effortlessly present, share, write, and save files in any format with the Google EDLA-certified SMART Board® MX Pro series interactive display, embedded with both collaboration tools and Google Play Protect services.
Built to stand the test of time and offering seamless over-theair updates, this interactive display not only easily fits into your existing setup, but will also remain a dependable investment for years to come.
Leverage Google Play
The MX Pro series is Google
EDLA certified and built on
Android 13 to give users a
diverse app eco-system.
Work with the Best Tech
SMART’s embedded iQ comes
with a built-in shareable
whiteboard, ready to go
templates, and much more.
iQ
Make Decisions with Clarity
Sharper, brighter, and highcontrast visuals thanks to a 4K UHD LED display.
Hear Every Detail
A pair of powerful speakers
provide up to 40W of crisp audio.
Speak with Confidence
The integrated 6 microphone
array ensures that you’re always
heard by remote participants.
Set Up with No Fuss
Supports multiple HDMI,
USB-C, USB-B, USB-A, and
VGA ports. No additional
adapters are required.
Interact without Interference
Only SMART displays allow
multiple users to simultaneously
write, erase, and move objects
on the display without interfering
with each other’s work.
Write Like Pen-on-Paper
Enjoy up to 40 touchpoints
with pens, fingers, and erasers.
Experience a smooth and
accurate inking experience
within any app.
Enjoy Free SMART Software
SMART Meeting Pro and
SMART Remote Management*
included with every purchase.
Meet Your Way
Host and join remote meetings
using your favorite apps:
Microsoft Teams, Zoom, Google
Meet, Webex, and more.
Ink Efficiently
SMART Ink desktop annotation
software enables participants to
directly annotate into PDF and
Microsoft Office files without
clunky overlays or app switching.
smarttech.com/business
55” | 65” | 75” | 86”
*Remote Management subscription is valid for the duration of the warranty.
SPECIFICATION SHEET
Specification Sheet | Page 1 of 2 www.epson.com/largevenue Compact, premium large
venue 4K projector.
EB-PQ2008B
8,000-Lumen 4K 3LCD Laser Projector
Product shown with lens.
Lens sold separately.
Incredible color — Epson 3-chip 3LCD technology produces 8,000 lumens of equal white and color brightness1
4K resolution on-screen — leverages Epson’s 4K Crystal Motion technology, thermo-controlled panel and double micro-lens array for crystal clear image quality that fully realizes 4K resolution (3840 x 2160) Low-maintenance design — virtually maintenance-free 20,000-hour laser light source and air filter2
; optional external air filter is available for high-dust environments
Stunning image quality — high native contrast ratio for deep blacks; 50 percent improvement over the already high contrast ratio found with the current Epson EB-PU Series; frame interpolation for fast moving objects; HDR support3 and scene adaptive gamma correction
Simplified installation — 10 optional powered lenses (sold separately) including ultra short throw .35 throw lens with a unique zero offset design for installation flexibility; projector compatible with existing Epson lens family Enhanced connectivity — features automatic input switching when input signal is disrupted; HDMI® two in and one out for daisy chaining; HDBaseT® input
Low latency performance and high frame rate support — high-speed graphics chip and panel drive technology enable high frame rate 4K playback Optional attachable PixAlignTM external camera — access powerful automated tools including edge blending assist5
, stacking assist function5,
auto color calibration6
and screen matching6 with or without a connected
PC and router
Efficient setup and management — control multiple projectors in a single, large space with Epson Projector Professional Tool (EPPT app)7 ;
easily manage your installed inventory using Epson Projector Management – Connected (EPM-C)8
from any device with a Web browser
NFC function built-in4 — reduce installation time of multiple projectors; read and write setting information using Epson’s mobile app
Contact:
www.epson.com/largevenue
EB-PQ2008B
Epson America, Inc.
3131 Katella Ave., Los Alamitos, CA 90720
Epson Canada Limited
185 Renfrew Drive, Markham, Ontario L3R 6G3
www.epson.com
www.epson.ca
Specifications
Projection System High-aperture Epson 3-chip 3LCD
technology
Projection Method Front/rear/ceiling mount
Driving Method Poly-Silicon TFT Active Matrix
Pixel Number 2,073,600 pixels (1920 x 1080) x 3 chips
Signal Input Maximum Display Resolution: 4096 x 2160
pixels (resizing display)
Native Resolution 1080p with 4K Crystal Motion
(1920 x 1080 x 4)
Resolution on Screen 4K UHD (3840 x 2160)
Aspect Ratio Supports 4:3, 16:10, 16:9*, 21:9*
* With vertical image shift control within letterbox area.
Pixel Arrangement Cross stripe
Color Brightness1 Color Light Output: 8,000 lumens
White Brightness1 White Light Output: 8,000 lumens
Contrast Ratio Up to 5,000,000:1 (Dynamic Contrast: On) Brightness Uniformity (Typical) 85%
Color Reproduction Up to 1.07 billion colors
Keystone Correction
Vertical: ±45 degrees;
Horizontal: ±30 degrees
Illumination Technology Laser Phosphor
Light Source Life2
20,000 hours (Normal Mode)
30,000 hours (Extended Mode)
Projection Lens (Standard)
Visit www.epson.com for information on optional lenses.
Standard Lens ELPLM15 (sold separately)
Type Powered shift/focus/zoom
F-Number 2.0 – 2.1
Focal Length 14.8 mm – 17.7 mm
Zoom Ratio Optical Zoom: 1.0 – 1.6
Throw Ratio Range 1.52 – 2.47
Lens Shift Vertical: ±60%; Horizontal: ±18%
Other Features
Operating Temperature 32 ˚F to 122 ˚F (0 ˚C to 50 ˚C)
Power Supply Voltage 100 V – 240 V AC ±10%, 50/60 Hz
Power Consumption
522 W (Normal/Custom)
424 W (Quiet/Extended)
2.0 W Standby (Network Standby)
0.5 W Standby (Energy Saving)
Fan Noise 35 dB (Normal Mode), 29 dB (Eco Mode)
Security Security cable hole, lens lock, Kensington®
lock provision, wireless LAN unit lock
Video I/O
Input Signal Input Video Signal (HDMI and HDBaseT ports) 480i/480p/576i/576p/720p/1080i/1080p/3840 x 2160/
4096 x 2160
Max PC Graphics: 2560 x 1600/3440 x 1440Video
Auto Power On Signal Detection on HDMI/Plug-In Detection (HDMI)
Sleep Mode Yes (with timer)
HDMI CEC Control Yes
Dimensions (W x D x H)
Excluding Feet 21.5" x 17.2" x 6.5"
(545 mm x 436 mm x 164 mm)
Weight 41 lb/ (18.6 kg)
Remote Control
Features Power, Source Search Selection, Lens Shift, Zoom, Focus, Test Pattern Selection, Shutter, Freeze, ID, Color Mode, Number, E-Zoom, Volume, Menu, Enter, ESC, Pointer Functions, Blend Guides, Multi-Projection, Color Tone Adjust and Memory Operating Angle
Angle Front: Right/Left: 60 to +60; Upper/Lower: +30
to 20 degrees
Angle Rear: Right/Left: 30 to +30; Upper/Lower: +50
to +10 degrees
Operating Distance 98 ft
Eco Features
RoHS compliant
End-of-life options available9
Epson America, Inc. is a SmartWay® Transport Partner10
Limited Warranty and Service
Warranty Three-year limited in the U.S. and Canada
Service Toll-free telephone support, Monday through Friday Epson ConnectionSM
Pre-Sales Support (U.S. and Canada): 800-463-7766
Website: www.epson.com
Epson PreferredSM Plus Extended Service Plan
3-Year Upgrade to Next-Business-Day Whole Unit
Exchange11 for Years 1-3 EPPPRJPQ3
5-Years Next-Business-Day Whole Unit Exchange11
for Years 1-5 EPPPRJPQE5
Other extended service plans may be available.
What's Included
EB-PQ2008B laser projector, power cable, remote control with 2 batteries, cable cover, lens connector cap, quick reference guide and warranty sheet
Ordering Information
EB-PQ2008B V11HB01820
Air Filter (ELPAF46) V13H134A46
External Air Filter (ELPAF63) V13H134AD0
Ultra Short Throw Lens (ELPLX02S) V12H004X0B
Ultra Short Throw Lens – White (ELPLX02WS) V12H004Y0B
Short Throw #1 Zoom Lens (ELPLU03S) V12H004UA3
Short Throw #2 Zoom Lens (ELPLU04) V12H004U04
Wide Throw #1 Zoom Lens (ELPLW05) V12H004W05
Wide Throw #2 Zoom Lens (ELPLW06) V12H004W06
Wide Throw #3 Zoom Lens (ELPLW08) V12H004W08
Middle Throw #2 Zoom Lens (ELPLM15) V12H004M0F
Middle Throw #3 Zoom Lens (ELPLM10) V12H004M0A
Middle Throw #4 Zoom Lens (ELPLM11) V12H004M0B
Long Throw Zoom Lens (ELPLL08) V12H004L08
Rigging Frame (ELPMB59) V12H996A01
Stacking Frame (ELPMB76) V12H006AN0
Mounting Tilt Plate (ELPMB77) V12H006AP0
Wireless LAN Module (ELPAP11) V12H005A02
Projector Ceiling Mount (ELPMB67) V12HA54010
Fine Adjust Ceiling Mount (ELPMB68) V12H006AE0
PixAlign Camera (ELPEC01) V12HA46010
Specifications and terms are subject to change without notice. EPSON is a registered trademark of Seiko Epson Corporation.
PixAlign, Epson Connection and Epson Preferred are trademarks of Epson America, Inc. Mac is a trademark of Apple Inc., registered in the U.S. and other countries. SmartWay is a registered trademark of the U.S. Environmental Protection Agency. All other product and brand names are trademarks and/or registered trademarks of their respective companies. Epson disclaims any and all rights in these marks. Copyright 2024 Epson America, Inc. CPD-64125R2 4/24 1 Color brightness (color light output) and white brightness (white light output) will vary depending on usage conditions. Color light output measured in accordance with IDMS 15.4; white light output measured in accordance with ISO 21118. | 2 No required maintenance for the light source and filter for up to 20,000 hours (Normal Mode), 30,000 hours (Extended Mode). Approximate time until brightness decreases 50% from first usage. Measured by acceleration test assuming use of 0.04 - 0.20 mg/m3 of particulate matter. Time varies depending on usage conditions and environment. Replacement of parts other than the light source may be required in a shorter period. | 3 HDR performance available with select third-party devices. For more information, see www.epson.com/hdrcompatibility | 4 NFC requires use of a device that includes NFC and may require additional software. | 5 Requires Epson external camera for each projector and may require Epson Projector Professional Tool app. | 6 Using separate camera for each projector. | 7 Mac® and PC only. | 8 Requires one on-site PC with Epson Projector Connected Agent installed. | 9 For convenient and reasonable recycling options, visit www.epson.com/recycle | 10 SmartWay is an innovative partnership of the U.S. Environmental Protection Agency that reduces greenhouse gases and other air pollutants and improves fuel efficiency. | 11 Product comes with a 3-year limited warranty with the option to purchase extended service plans up to a total of 5 years of continuous coverage. Extended service plan must be purchased within 90 days of hardware purchase. Expedited shipping not available in all areas. Orders must be placed and processed by 1 p.m. Pacific Time, Monday through Friday, excluding holidays. See individual service plan for details.
See the latest innovations from Epson Business Solutions at www.epson.com/forbusiness Interfaces
HDMI (HDCP 2.3) x 2/HDMI Out x 1
HDBaseT x 1
Variable Audio Out: Mini Stereo x 1
USB Type-A for Wireless LAN (optional)
USB Connector Type-B x 1
Serial: RS-232C x 1
Remote Stereo Mini
Network: RJ-45
• Black backing preserves image brightness for a sharper picture and eliminates light penetra�on
• 4-side masking borders enhance picture contrast and absorb projector overshoot
• Durable steel case includes endcaps for wall or ceiling installa�on • Includes handheld Infrared (IR) and Radio Frequency (RF) remote controls, and a wall box controller for manual on-wall opera�on • User-friendly programmable ver�cal drop posi�on
• Wall box controller is detachable for a clean look while maintaining RF & IR func�onality
• Built-in selectable channels allow one RF remote programming to control mul�ple screens and prevent interference
• 12v trigger feature allows the screen’s opera�on to synchronize with the projector’s power cycle
Wired 12v trigger capability via wall box controller
Wireless 12v trigger capability via Radio Frequency remote Projec�on Type:
Projector Compa�bility:
MaxWhite® Fiberglass:
Cer�fica�ons:
Black Backing:
Motor Type:
Warranty:
Front projec�on
Standard Throw Projectors ONLY
1.1 Gain (180° View Angle) - Flame
Retardant
GreenGuard Gold Cer�fied
Yes
Tubular Motor
2-Year / 3-Year ENR-G Warranty
For more info visit www.elitescreens.com
The VMAX 3 Series is an enhanced electric motorized projector screen for commercial and home theater applica�ons. With standard features such as IR & RF remotes, 12v Trigger and a wall box controller. The VMAX 3 series u�lizes Elite Screens’ GREENGUARD® Cer�fied MaxWhite® Fiberglass front projec�on ma�e white material which is ideal for large group presenta�ons in a controlled light room environment.
www.elitescreens.com [email protected] | 12282 Knott St., Garden Grove, CA 92841 MaxWhite® Fiberglass
Electric Motorized Projection Screen
VMAX 3 Series
Product Description
Product Design & Features
Control System
Available Screen Materials
Notes:
Technical Data
USB VIDEO BAR
BUILT FOR
SMALL ROOMS
AND BIG IDEAS
BENEFITS
• You’ve never heard a USB video bar
sound this good—Poly Studio has the
absolute best audio quality and voice
clarity in its class
• Distracting sounds are eliminated
by our patented NoiseBlock
technology—and this is the only
USB video bar that does it
• Be more productive on both ends of
your video conference with a smart
camera that automatically frames
the room or tracks the person speaking
for deeper engagement
• Eliminate “sneakernet” with centralized
management, enabling high-scale
deployments without added burden
on IT
POLY STUDIO
Meet Poly Studio, the premium USB video bar built for small rooms and big ideas.
Delivering the best audio quality in its class, it blocks distracting sounds that can interrupt meetings. Teams on both ends of the call catch every word. With group framing and automatic speaker tracking, the connection feels personal. They see all the important details, too—right down to body language and facial expressions.
Easy to manage? Of course. The cloud-based management tools let IT push software updates and make settings changes without ever leaving their desk. Poly Studio.
The shortcut to better huddle room collaboration.
• Acoustic Fence keeps voices outside the room from interrupting your calls • Up to 3.7 m/12 ft microphone pickup range
• Smart-camera experiences are built in—no drivers or software needed • Centralized management enables high-scale deployments • Works with nearly any video platform
DATA SHEET_POLY STUDIO
SPECIFICATIONS
POLY STUDIO
DIMENSIONS
• Unit dimensions:
- 105 mm x 700 mm x 70 mm =
4.2” x 27.3” x 2.8” (HxWxD) without stand
- 156 mm x 700 mm x 70 mm =
6.2” x 27.3” x 2.8” (HxWxD) with stand
• Weight:
- 5 lbs 2.6 oz (2342 g) without stand
- 6 lbs 4.7 oz (2856 g) with stand
• Remote control dimensions:
- 183 mm x 40 mm x 19 mm =
7.2” x 1.6” x .75” (HxWxD)
APPLICATION REQUIREMENTS
• Supported operating systems
- Windows 7, 8.1, 10
- MacOS 10.12, 10.13, 10.14
• Support for standard audio and video
device drivers
- UAC 1.0 Audio
- UVC 1.1/1.5 Video
- HID 1.11
POWER REQUIREMENTS
• 12VDC/5A @ 100~240VAC, 50/60 Hz
PACKAGE INCLUDES
• Poly Studio
• Remote control with 2 AAA batteries
• Power adapter
• 5 m USB 2.0 cable (Type-C to Type-A)
• Wall mount kit
• Setup sheet
OPTIONAL ACCESSORIES
• Expansion microphone
• Display mount
CAMERA
• 120-degree FOV
• UHD 2160p (4K) capture resolution
• Automatic people framing &
speaker tracking
• 5x zoom / EPTZ
• 2 camera presets
AUDIO
• Poly Acoustic Clarity technology
provides full-duplex conversations,
acoustic echo cancellation and
background noise suppression
• Poly NoiseBlock technology
• Poly Acoustic Fence technology
• Mute/unmute controls
• Stereo microphones:
- 6-element beamforming
microphone array
- 12 ft pickup range
- 120 Hz–16 kHz frequency response
• Stereo speakers:
- 100 Hz–20 KHz frequency response
- Output = 90 dB @ 0.5m
INTERFACES
• 1x USB 3.0 Type-C port
(with 2.0 compatibility)
• Power connector
• Optional external microphone
• 3.5 mm stereo Audio In
• Kensington security lock
• 802.11ac Wi-Fi wireless networking
for manageability; IEEE 802.11a/b/g/n
compatible
• Bluetooth® 4.2
APPLICATION COMPATIBILITY
• Compatible with any application that
supports standard USB audio and video
drivers, including but not limited to:
- Certified for Microsoft Teams and Skype
for Business
- Zoom Certified
- LogMeIn GoToMeeting®
- BlueJeans Network
- Google Hangouts™ communication
platform
- Amazon Chime
- Cisco Webex®
- VidyoDesktop™
- Polycom RealPresence Desktop
SECURITY
• 802.1x support
• Certification management
MANAGEABILITY (VIA WI-FI)
• Polycom Companion App (running on
Win/Mac PC connected to device)
• Polycom RealPresence Resource Manager
• Polycom Device Management Service
WARRANTY INFORMATION
• 1-year limited hardware warranty
COUNTRY OF ORIGIN
• Laos
ENVIRONMENTAL
• Operating temperature: 32–104°F (0–40°C)
• Relative humidity: 5–95%, noncondensing
• Storage temperature: -13–160°F
(-25°–70°C)
DATA SHEET_POLY STUDIO
©2019 Plantronics, Inc. All rights reserved. Poly and the propeller design are trademarks of Plantronics, Inc. The Bluetooth trademark is owned by Bluetooth SIG, Inc. and any use of the mark by Plantronics, Inc. is under license. All other trademarks are the property of their respective owners. 11.19 503552
LEARN MORE
For more information on Poly Studio, visit poly.com/studio Incredible sound. Invisible profile. Inspired aesthetic.
The JBL Studio 2 architectural series premium loudspeakers represent best in class architectural audio. A PolyPlas® woofer cone, CMMD@ lite tweeter and advanced crossover network ensure low distortion and accurate sound reproduction, and the pivoting, adjustablelevel tweeter can compensate for any acoustical room conditions. The proprietary JBL High Definition Imaging (HDI) waveguide ensures that the loudspeaker fills the room with cinemaquality sound from any location – even high elevations or off-axis listening locations. The JBL Studio 2 architectural series features a nearly invisible, paintable, zero-bezel profile that blends into any environment. The sturdy, reliable design features the XL-2 bracket, suitable for installation in any wall or ceiling up to 2" thick. The series is engineered to match the award-winning JBL Studio 2 component loudspeakers, and is perfect for a complete custom home theater or whole-house audio applications.
Features
Sound Inspired by JBL’s legendary M2
Master Reference Monitor
Paintable, nearly invisible zero-bezel
magnetic grille
Superior XL-2 installation bracket
Pivoting Tweeters
Tweeter Audio Level Adjustment
STUDIO 2 SERIES
Premium Architectural Loudspeakers
Features and Benefits
Sound Inspired by JBL’s legendary M2 Master Reference Monitor High Definition Imaging (HDI) waveguide technology takes its cues from the legendary JBL M2 Master Reference Monitor. Computer-optimized driver positioning and network integration result in ideal performance and lifelike soundstage imaging throughout the entire room, regardless of positioning. Proven acoustic superiority through rigorous testing and real-world evaluation.
Paintable, nearly invisible zero-bezel magnetic grille
Speakers are nearly invisible, seamlessly blending into wall or ceiling architecture. Equally pleasing to audiophiles and interior designers as full-dispersion speakers can be fully painted and integrated into any configuration or setup. Engineered for the custom installer with a whole-room, seamless audio and visual design in mind.
Superior XL-2 installation bracket
Sturdy, reliable design fit for easy installation in walls up to a full 2" thick. Specialty mechanical grip designed to minimize vibration regardless of installation format.
Handles custom installation better than typical 1-1/2" bracket designs.
Pivoting Tweeters
Pivoting tweeters let you target audio directly to your desired listening location. Install anywhere it suits you – even in high walls or ceilings – and adjust as needed.
The apex of intelligent sound design and imaging.
Tweeter Audio Level Adjustment
Fine-tune high-frequency highs and lows up to 3dB to suit room conditions and personal taste. Take full room audio immersion one step further by perfecting the details. Compensate for any acoustical configuration.
What’s in the box:
Main Unit • Magnetic Grille • Owner’s Manual • Printed Mounting Template • Warranty Card Feature Studio 2 6IC Studio 2 6ICDT Studio 2 8IC Studio 2 6IW Studio 2 8IW Studio 2 55IW Studio 2 88IW Impedance: 8 ohms 8 ohms 8 ohms 8 ohms 8 ohms 8 ohms 8 ohms Recommended
Amplifier Power: 80W 80W 100W 80W 100W 120W 150W
Frequency Response: 38Hz - 20kHz 38Hz - 20kHz 30Hz - 20kHz 38Hz - 20kHz 30Hz - 20kHz 40Hz - 20kHz 30Hz - 20kHz Crossover Frequency: 2.5kHz 3.7kHz 2.1kHz 3.0kHz 2.8kHz 2.7kHz 2.8kHz Loudspeaker
Sensitivity: 86dB 2.83V @ 1m 86dB 2.83V @ 1m 88dB 2.83V @ 1m 86dB 2.83V @ 1m 88dB 2.83V @ 1m 88dB 2.83V @ 1m 88dB 2.83V @ 1m Low Frequency Driver
Size and Material
6-1/2" (165mm)
Polyplas® Woofer
6-1/2" (165mm)
Polyplas® Woofer
8" (203mm) Polyplas®
Woofer
6-1/2" (165mm)
Polyplas® Woofer
8" (203mm) Polyplas®
Woofer
Dual 5-1/4" (133mm)
Polyplas® Woofer
8" (203mm) Polyplas®
Woofer
High Frequency
Driver Size and
Material
1" (25mm) Pivoting
CMMD® Lite Tweeter
2 x 3/4" (19mm)
Pivoting CMMD®
Lite Tweeter
1" (25mm) Pivoting
CMMD® Lite Tweeter
1" (25mm) Pivoting
CMMD® Lite Tweeter
1" (25mm) Pivoting
CMMD® Lite Tweeter
1" (25mm) Pivoting
CMMD® Lite Tweeter
1" (25mm) Pivoting
CMMD® Lite Tweeter
High Frequency Control +/- 3dB +/- 3dB +/- 3dB +/- 3dB +/- 3dB +/- 3dB +/- 3dB Cutout Dimensions: (D) 8" (203mm) (D) 8" (203mm) (D) 9-5/8" (244mm) (H x W) 9-13/16" x
7-9/32"
(249mm x 185mm)
(H x W) 11-15/16" x
8-15/16"
(303mm x 227mm)
(H x W) 14-1/8" x
6-13/32"
(359mm x 163mm)
(H x W) 20-1/16" x 9"
(510mm x 227mm)
Grille Finished
Dimensions: (D) 9-3/32" (231mm) (D) 9-3/32" (231mm) (D) 10-11/16" (272mm)
(H x W) 10-7/8"
x 8-11/32"
(276mm x 212mm)
(H x W) 13" x 10"
(330mm x 254mm)
(H x W) 15-1/8" x
7-13/32"
(384mm x 188mm)
(H x W) 21-3/16" x 10"
(538mm x 254mm)
Mounting Depth: 4-11/16" (119mm) 4-11/16" (119mm) 5-13/64" (132mm) 3-19/32" (91mm) 3-13/16" (97mm) 3.0" (76mm) 3-13/16" (96mm) Compatible Wall
Material Thickness:
0.5" – 2.0"
(12mm – 51mm)
0.5" – 2.0"
(12mm – 51mm)
0.5" – 2.0"
(12mm – 51mm)
0.5" – 2.0"
(12mm – 51mm)
0.5" – 2.0"
(12mm – 51mm)
0.5" – 2.0"
(12mm – 51mm)
0.5" – 2.0"
(12mm – 51mm)
Shipping Units of
Measure: Each Each Each Each Each Each Each
Warranty: 5 Years 5 Years 5 Years 5 Years 5 Years 5 Years 5 Years Pre-Construction
Bracket Part number PCK6C PCK6C PCK8C PCK6 PCK8 PCK55 - Back Box Part
Number FBB6C FBB6C FBB8C FBB6 FBB8 FBB55 -
© 2019 HARMAN International Industries, Incorporated. All rights reserved. JBL is a trademark of HARMAN International Industries, Incorporated, registered in the United States and/or other countries.
Features, specifications and appearance are subject to change without notice.
HARMAN International Industries, Incorporated
8500 Balboa Boulevard, Northridge, CA 91329 USA
www.jbl.com
Premium Architectural Loudspeakers
STUDIO 2 SERIES
Studio 2 6IC
Studio 2 6ICDT
Studio 2 8IC
STUDIO 2 SERIES
Premium Architectural Loudspeakers
Studio 2 6IW
Studio 2 8IW
Studio 2 55IW
Studio 2 88IW
STUDIO 2 SERIES
Premium Architectural Loudspeakers
2002, Shure Incorporated
MODEL MX400D SERIES MICROPHONES
OVERVIEW
Shure Microflex MX400D Series microphones are miniature electret condenser gooseneck microphones with a desktop base and attached 3 m (approximate)/10 ft cable. The desktop base allows these microphones to be used in multi-purpose rooms where quick set-up is required, or where permanent installation is impractical.
FEATURES
Wide dynamic range and frequency response for accurate sound reproduction across the audio spectrum
Interchangeable cartridges provide the right polar pattern for any application
Balanced, transformerless output for increased immunity to noise over long cable runs
Programmable on/off switch and LED on/off indicator
New brighter LED improves visibility under strong ambient lighting Logic input and output terminals for remote control or use with automatic microphone mixers
Snap-fit foam windscreen
MODEL VARIATIONS
MX412D: 304.8 mm (12 in.) desktop mini-condenser, gooseneck-mounted microphone. MX418D: 457.2 mm (18 in.) desktop mini-condenser, gooseneckmounted microphone.
SPECIFICATIONS
Frequency Response (Figure 1)
50 to 17,000 Hz
Polar Pattern (Figure 2)
Output Impedance (at 1,000 Hz)
Rated at 150 Ω (180 Ω actual)
Open Circuit Sensitivity
At 1 kHz, ref. 1 V per Pascal*
Cardioid: –33.5 dBV (21.1 mV)
Supercardioid: –32.5 dBV (23.7 mV)
Omnidirectional: –28.0 dBV (39.8 mV)
* 1 Pascal=94 dB SPL
Maximum SPL (1kHz at 1% THD, 1 kΩ load)
Cardioid: 123.0 dB
Supercardioid: 122.0 dB
Omnidirectional: 117.5 dB
Equivalent Output Noise (A-weighted)
Cardioid: 29.0 dB SPL
Supercardioid: 28.0 dB SPL
Omnidirectional: 70.5 dB SPL
Signal to Noise Ratio (referenced at 94 dB SPL)
Cardioid: 65.0 dB
Supercardioid: 66.0 dB
Omnidirectional: 70.5 dB
Dynamic Range with 1 kΩ load
94.0 dB
Common Mode Rejection
45.0 dB minimum
Mute Switch Attenuation
50.0 dB minimum
Preamplifier Output Clipping Level (1% THD)
–6.0 dBV (0.5 V)
Polarity
Positive sound pressure on diaphram produces positive voltage on pin 2 relative to pin 3 of XLR output connector.
Power Requirements
11 to 52 Vdc phantom, 2.0 mA
Environmental Requirements
Operating Temperature Range: –18° to 57° C (0° to 135° F) Relative Humidity: 0 to 95%
Dimensions (Figure 3)
Weight
MX412D: 0.81 kg (1.80 lbs.) net, 1.63 kg (3.62 lbs.) packaged MX418D: 0.82 kg (1.82 lbs.) net, 1.64 kg (3.64 lbs.) packaged Cable Type (figure 7)
The attached custom cable contains a shielded audio pair and three unshielded conductors for logic control.
Overall diameter=0.6 mm (0.165 in.)
Certification
Eligible to bear CE Marking. Conforms to European EMC
Directive 89/336/EEC. Meets applicable tests and performance criteria in European Standard EN55103 (1996) parts 1 and 2, for residential (E1) and light industrial (E2) environments.
REPLACEMENT PARTS
Snap-Fit Foam Windscreen (4 per pkg.) RK412WS
Foam Ball Windscreen A99WS
Locking Metal Windscreen A412MWS
Replacement 3 m (10 ft) XLR Cable C120
Custom Logic Cable (specify length) 15A523/1
Omnidirectional Cartridge R183B
Supercardioid Cartridge R184B
Cardioid Cartridge R185B
Base Plate Bumpers 80A8053A
Model MX400D Series Microphones
Specification Sheet
MODEL MX412D SERIES MICROPHONES Specification Sheet
2 20 50 100 200 500 1,000 2,000 5,000 10,000 20,000
0 +10
–10
20 50 100 200 500 1,000 2,000 5,000 10,000 20,000
0 +10
–10
20 50 100 200 500 1,000 2,000 5,000 10,000
0 +10
–10
250 Hz
500 Hz
1000 Hz
2500 Hz
6400 Hz
10000 Hz
250 Hz
500 Hz
1000 Hz
2500 Hz
6400 Hz
10000 Hz
150o
120o
150o
120o
180o
30o
60o
90o
30o
60o
0 150o
120o
150o
120o
180o
30o
60o
30o
60o
–10 dB
–15 dB
0 90o
–10 dB
–15 dB
–20 dB
90o
20,000
–5 dB
–20 dB
–5 dB
SUPERCARDIOID
CARDIOID
OMNIDIRECTIONAL OMNIDIRECTIONAL
CARDIOID
SUPERCARDIOID
Hz
Hz
Hz
TYPICAL FREQUENCY RESPONSE TYPICAL POLAR PATTERNS
150o
120o
150o
120o
180o
30o
60o
90o
30o
60o
0 150o
120o
150o
120o
180o
30o
60o
30o
60o
–5 dB
0 90o
–5 dB
–10 dB
–15 dB
90o 90o
90o
–20 dB –20 dB
–15 dB
–10 dB
250 Hz
500 Hz
1000 Hz
2500 Hz
6400 Hz
10000 Hz
150o
120o
150o
120o
180o
30o
60o
90o
30o
60o
0 90o
150o
120o
150o
120o
180o
30o
60o
90o
30o
60o
0 –5 dB
–10 dB
–15 dB
90o
–20 dB
–5 dB
–10 dB
–15 dB
–20 dB
Figure 1 Figure 2
102.1 mm
(4 9/16 in.)
50.8 mm
(2 1/32 in.)
161.9 mm
(6 3/8 in.)
MX412D: 355.4 mm (14 in.)
MX418D: 501.7 mm (19 3/4 in.)
approximately 3 m
(10 ft)
Figure 3
QLX-D®
Digital Wireless Systems
QLX-D®
DIGITAL WIRELESS
Shure QLX-D™ Digital Wireless is the clear choice for exceptionally detailed wireless audio in widely diverse and demanding environments. A highly flexible system featuring streamlined setup and operation, QLX-D boasts impressive RF efficiency to get more channels on air using less spectrum, while the rugged all-metal construction withstands the rigors of constant use.
From corporate seminars to music clubs, classroom lectures to houses of worship, Shure QLX-D Digital Wireless has it covered – delivering confident performance, no matter what the venue.
Transparent 24-bit digital audio.
Incredibly efficient wireless.
Powerful networking.
Rugged, secure systems.
SHURE PROFESSIONAL TECHNOLOGY
IN AN EASY-TO-USE SOLUTION
QLX-D™ Digital Wireless Systems
Headset
Comfortable over-the-ear design
MX153B MicroFlex® Headset Microphone
MX153T MicroFlex® Headset Microphone
SM35 Headset Microphone
QLXD1 Bodypack Transmitter
QLXD2 Handheld Transmitter
– Rugged metal construction
– Backlit LCD with easy to navigate
menu and controls
– 2 x AA batteries provide up to
9 hours of runtime
– Optional Shure SB900A lithium-ion
rechargeable battery provides up to
10 hours of runtime
– Displays remaining battery life
in hours and minutes when
Shure SB900A is used
– Switchable RF power (1,10mW)
– External charging contacts for
docked charging
– Multiple microphone cartridges available,
including the legendary SM58® (QLXD2)
QLXD4 Receiver
– Transparent, 24-bit digital audio
– 20 Hz – 20 kHz frequency range*
– 120 dB dynamic range
– No transmitter gain adjustment needed
– Up to 72 MHz overall tuning
bandwidth**
– 22 compatible channels per
8 MHz TV channel
– Up to 168 compatible channels per
frequency band**
– AES 256-bit encryption
– Ethernet networkable receivers
– Automatic channel scan quickly and
easily fi nds a new frequency
– Network Scan fi nds clean frequencies
for networked receivers
– IR Sync
– AMX/Crestron® control system ready
– ShurePlus™ Channels mobile app
compatible
– Wireless Workbench® control
software compatible
– Displays remaining battery life
in hours and minutes when
Shure SB900A is used
– Compatible with ULXD6 Boundary
Transmitter and ULXD8 Gooseneck
Transmitter
*Microphone dependent **Region dependent
Crestron® is a registered trademark of Crestron Electronics, Inc.
Systems available with:
Handheld
Interchangeable SM, Beta, and KSM
microphone cartridges
Lavalier
Miniature and subminiature
lavalier condenser microphones
WL93 Miniature Lavalier
MX150 MicroFlex® Subminiature Lavalier
WL183/WL184/WL185
MicroFlex® Lavalier
Instrument
Microphone and cable options for
instrument and line input
WA305 Premium Instrument Cable
WB98H/C Clip-On Instrument Microphone
Beta® 87A
Beta® 87C
KSM9
SM58®
SM86
KSM8
SM87A
Beta® 58A
System Components
QLX-D Digital Wireless Specifi cations (Note: All specifi cations are subject to change.) www.shure.eu © 2017 Shure Incorporated 07/17
Europe, Middle East, Africa:
Shure Europe GmbH
Jakob-Dieffenbacher-Str. 12,
75031 Eppingen, Germany
Phone: +49-7262-92490
Fax: +49-7262-9249114
Email: [email protected]
www.shure.eu
RF Carrier Frequency Range 174 - 216 MHz, 470 - 865 MHz, 1492 - 1525 MHz, 1785 - 1805 MHz, varies by region
Image Rejection >70 dB, typical
Latency <2.9 ms
RF Sensitivity -97 dBm at 10-5 BER
Working Range 100 m line-of-sight
Note: Actual range depends on RF signal absorption, refl ection and interference.
Audio Frequency Range 20 Hz to 20 kHz Note: Dependent on microphone type.
Audio Dynamic Range >120 dB, A-weighted, typical
(System Gain @ +10)
Total Harmonic Distortion <0.1%
(−12 dBFS input, System Gain @ +10)
Operating Temperature Range -18°C to 50°C Note: Battery characteristics may limit this range.
Dimensions 41 mm x 197 mm x 151 mm
Weight 777 g, without antennas
Housing Steel
Power Requirements 12 V DC @ 0.4 A, supplied by external power supply (tip positive) Spurious Rejection > 80 dB, typical
Antenna Connector Type BNC
Antenna Impedance 50 Ω
Gain Adjustment Range -18 to +42 dB (in 1 dB steps)
Confi guration ¼" (6.35 mm): Impedance balanced (Tip = audio, Ring = no audio, Sleeve = ground ) XLR: balanced (1= ground, 2 = audio +, 3 = audio −) Antenna Impedance ¼" (6.35 mm): 100 Ω (50 Ω Unbalanced) XLR: 100 Ω
Full Scale Output ¼" (6.35 mm): +12 dBV
XLR: LINE setting = +18 dBV, MIC setting = -12 dBV
Mic/Line Switch 30 dB pad
Network Interface Single Port Ethernet 10/100 Mbps
Network Addressing Capability DHCP or Manual IP address Dimensions QLXD1: 86 mm x 65 mm x 23 mm without antenna QLXD2: 256 mm x 51 mm L x Dia. Note: Final dimensions depend on cartridge.
Weight QLXD1: 138 g, without batteries
QLXD2: 347 g, without batteries Note: Final weight depends on cartridge.
Housing QLXD1: Cast aluminum
QLXD2: Machined aluminum
Battery Type Shure SB900A Rechargeable Li-Ion or AA batteries 1.5 V Battery Runtime (@ 10 mW) Shure SB900A rechargeable: up to 10 hours alkaline: up to 9 hours
RF Output Power 1 mW or 10 mW
Occupied Bandwidth < 200 kHz
Modulation Type Shure proprietary digital
Mic Offset Range 0 to 21 dB (in 3 dB steps)
QLXD4 Receiver
System
QLXD1 Bodypack Transmitter
QLXD2 Handheld Transmitter
AL21270SE
EXHIBIT C
INSURANCE REQUIREMENTS
Without limiting Consultant’s indemnification of the City, and prior to commencement of Services, Consultant shall obtain, provide, and maintain at its own expense during the term of this Agreement, policies of insurance of the type and amounts described below and in a form satisfactory to the City. If Consultant maintains higher limits than the minimum limits shown below, the City requires and shall be entitled to coverage for the higher limits maintained by the Consultant. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the City.
Commercial General Liability Insurance. Consultant shall procure and maintain commercial general liability insurance (“CGL Coverage”) with coverage at least as broad as Insurance Services Office form CG 00 01, in an amount not less than One Million Dollars ($1,000,000.00) per occurrence, Two Million Dollars ($2,000,000.00) general aggregate, for bodily injury, personal injury, and property damage. The policy must include contractual liability that has not been amended. Any endorsement restricting standard ISO “insured contract” language will not be accepted.
Automobile Liability Insurance. Consultant shall procure and maintain automobile liability insurance at least as broad as Insurance Services Office form CA 00 01 covering bodily injury and property damage for all activities of the Consultant arising out of or in connection with Services to be performed under this Agreement, including coverage for any owned, hired, non-owned or rented vehicles, in an amount not less than One Million Dollars ($1,000,000.00) per accident for bodily injury and property damage.
Professional Liability (Errors & Omissions) Insurance. For the full term of this Agreement and for a period of three (3) years thereafter, Consultant shall procure and maintain professional liability insurance appropriate to Consultant’s profession. Such coverage shall have the minimum limits of no less than One Million Dollars ($1,000,000.00) per claim and in the aggregate. Any policy inception date, continuity date, or retroactive date must be before the effective date of this Agreement and Consultant agrees to maintain continuous coverage through a period no less than three (3) years after completion of the services required by this Agreement.
Workers’ Compensation Insurance. Consultant shall procure and maintain Workers’ Compensation Insurance (Statutory Limits) and Employer’s Liability Insurance (with limits of at least One Million Dollars ($1,000,000.00) per accident for bodily injury or disease), which will indemnify, insure and provide legal defense for both Consultant and City against any loss, claim or damage arising from any injuries or occupational diseases occurring to any worker employed by or any persons retained by Consultant in the course of carrying out the Work contemplated in this Agreement.
Consultant shall submit to the City, along with the certificate of insurance, a Waiver of Subrogation endorsement in favor of the City, its officers, agents, employees, and volunteers.
Umbrella or Excess Liability Insurance. Consultant shall obtain and maintain an umbrella or excess liability insurance policy with limits that will provide bodily injury, personal injury and property damage liability coverage at least as broad as the primary coverages set forth above, including commercial general liability, automobile liability, and employer’s liability. Such policy or policies shall include the following terms and conditions:
• A drop-down feature requiring the policy to respond if any primary insurance that would otherwise have applied proves to be uncollectible in whole or in part for any reason;
• Pay on behalf of wording as opposed to reimbursement; • Concurrency of effective dates with primary policies; • Policies shall “follow form” to the underlying primary policies; and • Insureds under primary policies shall also be insureds under the umbrella or excess policies.
Other provisions or requirements
Proof of insurance. Consultant shall provide certificates of insurance to the City as evidence of the insurance coverage required herein, along with a waiver of subrogation endorsement for workers’ compensation. Insurance certificates and endorsements must be approved by the City’s Risk Manager prior to commencement of performance. Current certification of insurance shall be kept on file with the City at all times during the term of this Agreement. The City reserves the right to require complete, certified copies of all required insurance policies at any time.
Duration of coverage. Consultant shall procure and maintain for the duration of the Agreement insurance against claims for injuries to persons or damages to property, which may arise from or in connection with the performance of the Services hereunder by Consultant, or Consultant’s agents, representatives, employees or subconsultants.
Primary/noncontributing. Coverage provided by Consultant shall be primary and any insurance or self-insurance procured or maintained by the City shall not be required to contribute with it. The limits of insurance required herein may be satisfied by a combination of primary and umbrella or excess insurance. Any umbrella or excess insurance shall contain or be endorsed to contain a provision that such coverage shall also apply on a primary and non-contributory basis for the benefit of the City before the City’s own insurance or self-insurance shall be called upon to protect it as a named insured.
The City’s rights of enforcement. In the event any policy of insurance required under this Agreement does not comply with these specifications or is canceled and not replaced, the City has the right but not the duty to obtain the insurance it deems necessary and any premium paid by the City will be promptly reimbursed by Consultant or the City will withhold amounts sufficient to pay premium from Consultant payments. In the alternative, the City may immediately terminate this Agreement.
Acceptable insurers. All insurance policies shall be issued by an insurance company currently authorized by the Insurance Commissioner to transact business of insurance or is on the List of Approved Surplus Line Insurers in the State of California, with an assigned policyholders’ Rating of A- (or higher) and Financial Size Category Class VI (or larger) in accordance with the latest edition of Best’s Key Rating Guide, unless otherwise approved by the City’s Risk Manager.
Waiver of subrogation. All insurance coverage maintained or procured pursuant to this Agreement shall be endorsed to waive subrogation against the City, its elected or appointed officers, agents, officials, employees and volunteers or shall specifically allow Consultant or others providing insurance evidence in compliance with these specifications to waive their right of recovery prior to a loss. Consultant hereby waives its own right of recovery against the City and shall require similar written express waivers and insurance clauses from each of its subconsultants.
Enforcement of Agreement provisions (non estoppel). Consultant acknowledges and agrees that any actual or alleged failure on the part of the City to inform Consultant of non-compliance with any requirement imposes no additional obligations on the City nor does it waive any rights hereunder.
Requirements not limiting. Requirements of specific coverage features or limits contained in this Agreement are not intended as a limitation on coverage, limits or other requirements, or a waiver of any coverage normally provided by any insurance. Specific reference to a given coverage feature is for purposes of clarification only as it pertains to a given issue and is not intended by any party or insured to be all inclusive, or to the exclusion of other coverage, or a waiver of any type.
Notice of cancellation. Consultant agrees to oblige its insurance agent or broker and insurers to provide to the City with a thirty (30) day notice of cancellation (except for nonpayment for which a ten (10) day notice is required) or nonrenewal of coverage for each required coverage.
Additional insured status. General liability policies shall provide or be endorsed to provide that the City and its officers, officials, employees, agents, and volunteers shall be additional insureds under such policies. This provision shall also apply to any excess/umbrella liability policies.
Prohibition of undisclosed coverage limitations. None of the coverages required herein will be in compliance with these requirements if they include any limiting endorsement of any kind that has not been first submitted to the City and approved of in writing.
Separation of insureds. A severability of interests provision must apply for all additional insureds ensuring that Consultant’s insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the insurer’s limits of liability. The policy(ies) shall not contain any cross-liability exclusions.
Pass through clause. Consultant agrees to ensure that its subconsultants, subcontractors, and any other party involved with the Services who is brought onto or involved in the Services by Consultant, provide the same minimum insurance coverage and endorsements required of Consultant. Consultant agrees to monitor and review all such coverage and assumes all responsibility for ensuring that such coverage is provided in conformity with the requirements of this section. Consultant agrees that upon request, all agreements with consultants, subconsultants, and others engaged in the Services will be submitted to the City for review.
The City’s right to revise specifications. The City reserves the right at any time during the term of the Agreement to change the amounts and types of insurance required by giving Consultant ninety (90) days advance written notice of such change. If such change results in substantial additional cost to Consultant, City and Consultant may renegotiate Consultant’s compensation or come to some other agreement to address the additional cost.
Self-insured retentions. Any self-insured retentions must be declared to and approved by the City. The City reserves the right to require that self-insured retentions be eliminated, lowered, or replaced by a deductible. Self-insurance will not be considered to comply with these specifications unless approved by the City.
Timely notice of claims. Consultant shall give the City prompt and timely notice of claims made or suits instituted that arise out of or result from Consultant’s performance under this Agreement, and that involve or may involve coverage under any of the required liability policies.
Additional insurance. Consultant shall also procure and maintain, at its own cost and expense, any additional kinds of insurance, which in its own judgment may be necessary for its proper protection and prosecution of the Services.
Failure to Maintain Coverage. In the event any policy of insurance required under this Agreement does not comply with these specifications or is canceled and not replaced immediately so as to avoid a lapse in the required coverage, City has the right but not the duty to obtain the insurance it deems necessary and any premium paid by City will be promptly reimbursed by Consultant or City will withhold amounts sufficient to pay premium from Consultant payments. In the alternative, City may cancel this Agreement effective upon notice.
CERTIFICATE OF LIABILITY INSURANCE
DATE (MM/DD/YYYY)
November 1, 2024
THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW.
THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER.
IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s).
PRODUCER
BFL CANADA Risk and Insurance Services Inc.
2001 McGill College Avenue, Suite 2200
Montreal, QC H3A 1G1
Canada
CONTACT
NAME:
PHONE
(A/C, No, Ext):
FAX
(A/C,
No):
E-MAIL
ADDRESS:
PRODUCER
CUSTOMER ID #:
INSURER(S) AFFORDING COVERAGE NAIC#
INSURED INSURER A: GRANITE STATE INSURANCE COMPANY 23809 Solotech Sales & Integration USA Inc.
1717 Diplomacy Row
Orlando, FL 32809-5703
INSURER B: AVIVA INSURANCE COMPANY 61689
INSURER C: ZURICH AMERICAN INSURANCE COMPANY 16535
INSURER D: LIBERTY MUTUAL INSURANCE COMPANY 23043
INSURER E: LIBERTY INSURANCE CORPORTATION 42404
INSURER F: CHUBB INSURANCE COMPANY OF CANADA N/A
INSURER G: LLOYD’S UNDERWRITERS N/A
COVERAGES CERTIFICATE NUMBER: 820 REVISION NUMBER:
THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED.
NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE
ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.
INSR
LTR TYPE OF INSURANCE
ADDL
INSR
SUBR
WVD POLICY NUMBER
POLICY
EFFECTIVE
(MM/DD/YYYY)
POLICY
EXPIRATION
(MM/DD/YYYY)
LIMITS
A
GENERAL LIABILITY X X
02-LX-093865123-01 06/01/2024 06/01/2025
EACH OCCURRENCE $3,000,000
COMMERCIAL GENERAL
LIABILITY
DAMAGE TO RENTED
PREMISES (EA OCCURRENCE) $100,000
CLAIMS
MADE
OCCU
R
MED EXP (ANY ONE PERSON) $5,000
PERSONAL & ADV INJURY $3,000,000
GENERAL AGGREGATE $3,000,000
GEN’L AGGREGATE LIMIT APPLIES PER: PRODUCTS - COMP/OP AGG $3,000,000
POLICY LOC
D
AUTOMOBILE LIABILITY
(ANY AUTO)
AS1-B71-171598-014 06/01/2024 06/01/2025
COMBINED SINGLE LIMIT
(EA. ACCIDENT) $ 2,000,000
WORKER’S COMPENSATION X WC7-171598-024 06/01/2024 06/01/2025 X
WC STATUTORY
LIMITS OTHER
E
E.L. DISEASE – POLICY LIMIT $ 1,000,000
E.L. EACH ACCIDENT $ 1,000,000
E.L. DISEASE – EA EMPLOYEE $ 1,000,000
F PROFESSIONAL LIABILITY 82632637 06/01/2024 06/01/2025 CLAIMS MADE LIMIT $3,000,000 DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (Attach ACORD 101, Additional Remarks Schedule, if more space is required) This certificate has been issued by BFL CANADA Risk and Insurance Services Inc. on behalf of Liberty Insurance Corporation, with their permission.
Evidence of insurance
It is understood and agreed that CITY OF SANTA FE SPRINGS ts officers, agents, employees, and volunteers is added as Additional Insured but only with respect to liability arising out of the operations of the Named Insured as it relates to the activity to which this certificate applies.
Primary and non-contributory coverage when required by written contract.
A Waiver of Subrogation in favor of the additional insured is granted for the Commercial General Liability policy as required by Written Contract but only with respect with to the liability arising out of the operations of the Named Insured except in the case of sole negligence of the additional insureds.
CERTIFICATE HOLDER CANCELLATION
CITY OF SANTA FE SPRINGS
Should one of the above-noted policies be cancelled before the expiry date shown, the insurer(s) will endeavor to provide 30 days of written notice to the certificate holder, but failure to mail such notice shall impose no obligation or liability of any kind upon the company, its agents or representatives.
AUTHORIZED REPRESENTATIVE – CHARLES PELLETIER – Commercial-lines damage Insurance broker © 1988-2010 ACORD CORPORATION. All rights reserved.
ACORD 25 (2010/05) The ACORD name and logo are registered marks of ACORD ITEM # 45
CITY OF SANTA FE SPRINGS
CITY COUNCIL AGENDA STAFF REPORT
TO: Honorable Mayor and City Council Members
FROM: René Bobadilla, P.E., City Manager
BY: Gus Hernandez, Director of Parks & Recreation
SUBJECT: APPROVAL OF FACILITY RESERVATION AND USE POLICY DATE: November 12, 2024
RECOMMENDATION(S):
It is recommended that the City Council:
1) Approve the new Facility Use and Reservation Policy, designed to establish a uniform framework for managing reservations and facility use across all City facilities; and
2) Direct the City Attorney to make clarifying changes necessary to effectuate the intent of the Agreement; and
3) Take such additional, related action that may be desirable.
FISCAL IMPACT
The new policy is expected to provide cost savings of approximately $10,000 annually by removing the deposit requirement and transitioning to a downpayment system. The City currently collects approximately 725 facility reservation deposits each year, and the elimination of the deposit system will reduce the administrative burden and associated costs in processing these refunds. This shift will contribute to increased efficiency in reservation management, allowing staff to allocate more time to other service areas without increasing costs to the City.
BACKGROUND
Currently, there is no formal, overarching Facility Use and Reservation Policy in place.
Instead, staff have followed a variety of rules and regulations that have evolved differently over the years, leading to variations in requirements and procedures across facilities. The need for a standardized policy became evident as staff identified challenges in ensuring CITY COUNCIL AGENDA REPORT – MEETING OF NOVEMBER 12, 2024
equitable access, uniform safety practices, and consistency in service. This new policy seeks to bring all facilities under a single, comprehensive set of guidelines, aligning with CJPIA’s standards and promoting the City’s commitment to operational excellence.
ANALYSIS
The new policy introduces key changes to improve consistency, safety, and efficiency in facility use. One significant update is the elimination of the need for Public Safety Officers at private events, except where deemed necessary based on safety assessments.
Additionally, the transition to a non-refundable downpayment secures reservations more effectively, minimizes scheduling conflicts, and streamlines processes by eliminating the need for refund management. The policy also introduces a requirement for users to provide a certificate of insurance, facilitated by City staff, to streamline the process and ensure appropriate liability coverage. Lastly, detailed usage rules are now standardized across all facilities, supporting a high level of facility maintenance and creating a transparent experience for all users.
A highlight of the major changes is listed in the table below:
Policy Current Proposed
Insurance No Insurance Required Require Insurance
Deposits Currently charge deposits Transition to downpayment Public Safety Officer $160 charge and assign
a PSO No charge, and no PSO
Alcohol, Parties 21 &
Under Alcohol not allowed Allow alcohol with licensed bartender Alcohol, Teen Lounge Alcohol not allowed Allow alcohol with licensed bartender
Rent both Social Hall &
Teen Lounge Not allowed Allow for rental of both if same party Food Catering Trucks Allowed at GVNC, HP Allow at All facilities (additional charge)
Video Game Truck Allowed at GVNC, HP Allow at All facilities (additional charge)
Inflatable Amusements
(Bounce Houses) Only 20’x20’ allowed Allow any size, as long as its non-water Preferred Vendor List Varies by facility Create lists for bartender, caterer’s, inflatables
Fee Waiver Application
Submittal Deadline 30 Days 60 Days
Fee Waiver Approver Department Head
Department Head up to
$500
City Manager up to $4,999
City Council, $5,000+
CITY COUNCIL AGENDA REPORT – MEETING OF NOVEMBER 12, 2024
Fee Waiver Facilities
Language reads that
HP/CE not eligible for fee
waiver
Include HP/CE in fee
waiver language
Fee Waiver Deposits Some don’t pay deposit No deposits; transition to downpayment
Insurance Only required for sports
field rentals Require for all rentals
Fee Waiver Continual
Use
Senior Social Clubs not
included
Include senior social clubs
approved by City
Fee Waiver Continual
Use $30 per day $30 per day, or service project
City Equipment Canopies not included Not available offsite City Equipment
City Equipment to be
used at City Facilities
only
Not available offsite
City Equipment
City equipment to only be
used for events open to
public
Not available offsite
ENVIRONMENTAL
N/A
DISCUSSION
This policy was developed through a comprehensive review of existing practices, feedback from staff and facility users, and alignment with CJPIA guidelines. By establishing one consistent set of standards, the City can improve operational efficiency, simplify training, and deliver clear expectations to facility users. Eliminating Public Safety Officer requirements for standard reservations reduces administrative costs while retaining flexibility for specific safety needs. Requiring certificates of insurance managed by staff, along with the new downpayment structure, reinforces financial responsibility and enhances the reservation process. These policy updates reflect the City’s dedication to maintaining quality recreational spaces and providing excellent service to the community.
SUMMARY/NEXT STEPS
Upon Council approval, staff will launch an educational campaign to inform the community and regular facility users of the new policy. Training sessions will be conducted for City staff to ensure familiarity with the updated guidelines. Additionally, new applications will be produced, and informational materials will be prepared for users to explain new requirements, including downpayments and insurance provisions. Staff will monitor the implementation process and provide updates to the Council, recommending any necessary adjustments based on user and staff feedback. The new policy will become effective on January 1, 2025.
CITY COUNCIL AGENDA REPORT – MEETING OF NOVEMBER 12, 2024
ATTACHMENT(S):
A. Facility Reservation and Use Policy
ITEM STATUS:
APPROVED:
DENIED:
TABLED:
DIRECTION GIVEN:
Adopted XX/XX/XX
1 FACILITY RESERVATION AND USE POLICY
1. INTRODUCTION
1. The City of Santa Fe Springs (CITY) coordinates and issues permits for the use of facilities organizations and the general public for cultural, social, recreational activities, and programs. The City will work to ensure fair and equitable allocation of space.
2. GOALS
1. The goal of this policy is to establish guidelines, rules, and procedures for the utilization of particular facilities. This policy serves several purposes including the regulation of the use of CITY facilities, helps manage resources effectively, outlines safety measures and security protocols, preserves the integrity and longevity of the facility and assets, and ensures compliance with legal requirements, regulations, and standards related to the operation of the facility.
3. PURPOSE
1. The purpose of this policy is to establish regulations and processes to ensure access of facilities for the use by the general public; to coordinate multiple facility spaces; to assure preservation of facilities; to prevent uses that are unsafe, unlawful, or impermissible; and to assure financial accountability for damage caused by field or facility use.
4. DEFINITION OF TERMS
1. Resident: A person whose primary residence is in the City of Santa Fe Springs (and those whose addresses are located in unincorporated zip codes that the Community Development Department has determined to be resident status). a. Business Resident: A business owner whose business address is headquartered within the City boundaries, as verified by their Tax Identification Number, and whose name is on the business license. b. School Resident: A school resident is defined as a student, who attends a school within the City limits (boundary) but resides in a City that is not Santa Fe Springs. School residents do not qualify for reservation resident rates.
2. Immediate Family Member: Immediate family members consist of spouse or domestic partner, parents, including step-parents and foster/adoptive parents, children, including stepchildren and foster/adopted children, siblings, including step-siblings and half-siblings, grandparents, grandchildren, or legal guardian.
3. City Employee: A person who is employed by the City of Santa Fe Springs. City Employees must be active City employees to receive a facility reservation discount. Discount is outlined in the City’s Fee Schedule.
ATTACHMENT A
Adopted XX/XX/XX
2 4. Non-Profit Organization: A non-profit organization is an entity that operates for purposes other than profit-making and is recognized as a current 501(c)(3) by the Internal Revenue Service (IRS). Its primary goal is to further a particular social cause or advocate for a specific mission.
5. Special Events:
a. City-Sponsored or Co-Sponsored Special Events: Events sponsored or co-sponsored by the CITY, such as ArtFest, Independence Day Celebration, Relay For Life, etc. These events are directly organized or supported by the City of Santa Fe Springs.
b. Private Occasion Reservation Special Events: Events organized by private citizens for special occasions. These events require a permit for the use of City facilities.
i. Business Meeting: A business meeting is convened with the primary objective of facilitating decision-making processes, discussing corporate objectives, conducting employee training sessions, hosting seminars, workshops, or other educational endeavors pertinent to business operations. Business meetings adhere to a professional environment and do not permit the inclusion of alcoholic beverages. Furthermore, they abstain from incorporating entertainment elements such as DJ’s or live bands. ii. Special Occasion Event: A special occasion event is a social gathering that may include, but is not limited to, a special form of recognition/celebration honoring a/an individual(s), a holiday, or special occasion.
iii. Funeral Reception: A funeral reception is a gathering held within 30 days of a funeral service to provide an opportunity for mourners to come together, offer condolences, share memories of the deceased, and provide support to the bereaved family and friends. iv. Celebration of Life: A celebration of life is an event held to honor and commemorate the life of a deceased individual. Celebrations of life that do not occur within 30 days of a funeral are considered a Special Occasion Event and subject to Special Event fees. c. Third-Party Public Special Events: Events organized entirely by thirdparty private citizens or organizations that meet any of the following criteria:
i. hosting more than 100 people
ii. featuring food and/or informational vendors
iii. impede on a public right of way
These events are not sponsored or co-sponsored by the CITY. Examples include large festivals, concerts, a business expo or fair, or parades.
Third Party Special Events may be subject to additional requirements, including, but not limited to Temporary Use Permit (See Chapter 119 (Reserved) OF Title 11 (Business Regulations)) of the Santa Fe Springs Municipal Code.
d. Types of Entertainment:
Adopted XX/XX/XX
3 i. DJ (Disk Jockey): A DJ plays recorded music from various genres and interacts with the audience by mixing songs together and sometimes providing announcements or commentary.
ii. Live Band: A group of musicians who perform music live using amplified instruments such as guitars, drums, keyboards, etc.
Mariachi Band, Quartet, or Quintet: A traditional musical group typically consisting of acoustic guitars, violins, trumpets, and sometimes other instruments.
iii. Trio: A smaller ensemble consisting of three musicians who may play a variety of instruments such as guitar or violin. iv. Soloist: A single performer who sings or plays an instrument alone, providing entertainment for the event. This could be a singer, guitarist, pianist, or any other musician performing individually.
1. Dance: A dance group consisting of many forms of dance that are created and performed to entertain an audience, this can include folk, recitals, or story dances.
5. RESERVATIONS
1. Due to the high demand for facilities, applications for reservations will be accepted as follows:
a. Residents – 12 months in advance (open at the beginning of the month) b. Non-Residents – 9 months in advance
c. Reservations will not be accepted less than 30 days from event date d. EXCEPTIONS:
i. Funeral Receptions
ii. Heritage Park or Clarke Estate Reservations
iii. Park rental facilities during regularly staffed hours
2. City reserves the right to change, or cancel any reservation, at any time resulting from city activity and/or maintenance.
3. A facility is not considered rented until (1) RENTER submits to CITY a signed AGREEMENT, deposit/down payment and/or rental fee, certificate of insurance and endorsements, written evidence of permits and licenses, and any other items deemed necessary and requested by CITY; and (2) CITY, in its sole discretion, approves such rental in writing.
4. The signatory of this AGREEMENT must be the RENTER and at least eighteen (18) years of age if alcohol will not be served, or at least twenty-one (21) years of age if alcohol is served.
5. RENTER shall be present for the entirety of the event, including set-up and breakdown periods.
a. Exception: For weddings, if the RENTER is the bride or groom, the RENTER shall provide CITY with a single contact to serve as the representative for RENTER’s activities. However, the representative is not able to make changes to event date, times, and layout.
6. RENTER shall be responsible for securing all required permits and licenses.
7. FACILITY shall be used for the purpose stated in this AGREEMENT. No other use will be permitted.
Adopted XX/XX/XX
4 8. RENTER shall not use CITY’s name to suggest endorsement or sponsorship of the event without prior written approval of CITY. RENTER’s publicity of the event shall clearly and accurately identify the name of the sponsoring organization or individual.
9. RENTER shall permit any CITY officers, employees, or agents to visit the event described in this AGREEMENT.
10. Under no circumstances shall RENTER sublease or allow any other organization or individual to use the FACILITY for the period for which RENTER has contracted.
11. RENTER is an independent contractor and not considered an agent or employee of CITY, even if the renter is employed by the CITY.
12. RENTER is allowed one (1) date change per Reservation Confirmation, provided that the date change occurs with six (6) months or more from the original reservation date.
Cancellation that occurs after a date change will result in forfeiture of deposit/downpayment.
6. COMPLIANCE WITH ALL APPLICABLE LAWS, RULES, REGULATIONS
1. RENTER shall comply with all local, state, and federal laws and regulations related to the use of the FACILITY and public gatherings.
2. RENTER agrees to abide by all applicable local, state, and federal, accessibility standards and regulations.
3. RENTER agrees to be solely responsible for reviewing and ensuring compliance with all applicable public health rules, regulations, orders, and/or guidance in effect at the time of the use of the FACILITY, for example, use of appropriate sanitation practices, physical distancing, limits on the size of gatherings, etc.
4. CITY reserves the right to immediately revoke RENTER’s right to use of the FACILITY should RENTER fail to comply with any provision of this section.
7. FEES
1. Rental fee and/or deposit/down payment can be made online, or in-person via credit card, cash, or check. Fees must be paid thirty (30) days prior to event date. Checks are not accepted less than thirty (30) days prior to event date.
2. CITY will require a rental fee and/or a deposit/down payment from RENTER. Some non-profit agencies may be eligible for a facility fee waiver (see Section 19, FEE WAIVERS).
3. Cancellations of reservations may be subject to the withholding of a portion of, or the entire, rental fee and deposit/down payment for the FACILITY (see Section 18 for WITHHOLDING AND ADDITIONAL FEES).
4. RENTER will forfeit deposit/down payment and CITY may charge an additional amount for any event continuing past the ending time stated in this AGREEMENT.
5. In the event FACILITY is left damaged, RENTER will forfeit deposit/down payment and may be charged for any and all janitorial and/or repair fees incurred by CITY as a result, and those fees will be billed to RENTER.
8. INDEMNIFICATION
Adopted XX/XX/XX
5 1. RENTER shall indemnify, defend, and hold harmless CITY, and its officers, employees, and agents from and against any and all causes of action, claims, liabilities, obligations, judgments, losses, costs, expenses, or damages, including liability for injuries or illnesses to any person or persons or damage to property arising at any time during and/or arising out of or in any way connected with RENTER’s use or occupancy of the FACILITY and adjoining property, unless solely caused by the gross negligence or willful misconduct of the CITY, its officers, employees, or agents.
In the event CITY indemnitees are made a party to any action, lawsuit, or other adversarial proceeding arising from RENTER’s use or occupancy of the FACILITY and adjoining property, RENTER shall provide a defense to the CITY indemnitees, or at the CITY’s option, reimburse the CITY indemnitees their costs of defense, including reasonable legal fees, incurred in defense of such claims.
2. RENTER waives any right of recovery against CITY, its officers, employees, and agents for indemnification, contribution, or declaratory relief arising out of or in any way connected with RENTER’s use or occupancy of FACILITY and adjoining property, even if CITY, its officers, employees, or agents seek recovery against RENTER. This provision does not apply to claims or damages caused by the CITY’s sole negligence, gross negligence, or willful misconduct.
3. RENTER waives any right of recovery against CITY, its officers, employees, and agents for fires, floods, earthquakes, civil disturbances, regulation of any public authority, and other causes beyond their control. RENTER shall not charge results of “acts of God” to CITY, its officers, employees, or agents.
4. RENTER shall report any personal injuries or illnesses or property damage arising at any time during and/or arising out of or in any way connected with RENTER’s use or occupancy of FACILITY and adjoining property to CITY in writing and as soon as practicable, but in no event not more than 72 hours after occurrence.
9. INSURANCE REQUIREMENTS AND SPECIFICATIONS
General liability insurance. RENTER shall maintain commercial general liability insurance with coverage at least as broad as Insurance Services Office form CG 00 01, in an amount not less than $1,000,000 per occurrence, $2,000,000 general aggregate, for bodily injury, personal injury, and property damage. The policy must include contractual liability that has not been amended. Any endorsement restricting standard ISO “insured contract” language will not be accepted.
CITY reserves the right to require additional lines of insurance, such as:
1. Automobile liability insurance. RENTER shall maintain automobile insurance at least as broad as Insurance Services Office form CA 00 01 covering bodily injury and property damage for all activities of the RENTER arising out of or in connection with the facility use, including coverage for any owned, hired, non-owned, or rented vehicles, in an amount not less than $1,000,000 combined single limit for each accident.
2. Sexual abuse/molestation insurance. RENTER shall procure and maintain sexual abuse and molestation liability coverage in an amount not less than $1,000,000 per occurrence, $2,000,000 general aggregate. This coverage may be part of commercial general liability coverage, professional liability coverage, or a separate policy.
Adopted XX/XX/XX
6 3. Liquor liability insurance. RENTER shall maintain full liquor liability insurance coverage in an amount not less than $1,000,000 per occurrence, $2,000,000 general aggregate.
4. Workers’ compensation insurance. RENTER shall maintain workers’ compensation insurance (statutory limits) and employer’s liability insurance (with limits of at least $1,000,000). RENTER shall submit to CITY, along with the certificate of insurance, a waiver of subrogation endorsement in favor of CITY, its officers, agents, employees, and volunteers.
5. Cyber liability insurance. RENTER shall procure and maintain cyber liability insurance with limits of $1,000,000 per occurrence, $2,000,000 general aggregate.
6. Other. If RENTER contracts with a third-party service provider (e.g., caterer), RENTER will require the service provider to procure and maintain at its sole cost and expense comprehensive general liability insurance in an amount not less than $1,000,000 per occurrence, $2,000,000 general aggregate, and if applicable, liquor liability coverage in an amount not less than $1,000,000 per occurrence, $2,000,000 general aggregate, or other lines of coverage CITY requires. Both CITY and RENTER shall be endorsed as additional insureds.
Other provisions or requirements
Proof of insurance. RENTER shall provide certificates of insurance to CITY as evidence of the insurance coverage required herein. Insurance certificates and endorsements must be approved by CITY prior to commencement of the rental.
Current certification of insurance shall be kept on file with CITY at all times during the term of this AGREEMENT. CITY reserves the right to require complete, certified copies of all required insurance policies, at any time.
Additional insured status. General liability policies shall provide or be endorsed to provide that CITY and its officers, officials, employees, agents, and volunteers shall be additional insureds under such policies. This provision shall also apply to any excess/umbrella liability policies.
CITY reserves the right to apply this provision to other lines of required insurance coverage, e.g., automobile, sexual abuse and molestation, and liquor liability policies.
Duration of coverage. RENTER shall procure and maintain for the duration of the AGREEMENT insurance against claims for injuries to persons or damages to property, which may arise from RENTER’s use or occupancy of FACILITY and adjoining property.
Primary/non-contributing. Coverage provided by RENTER shall be primary, and any insurance or self-insurance procured or maintained by CITY shall not be required to contribute with it. The limits of insurance required herein may be satisfied by a combination of primary and umbrella or excess insurance. Any umbrella or excess insurance policies shall include or be endorsed to contain a provision that such coverage shall also apply on a primary and non-contributory basis for the benefit of CITY before CITY’s own insurance or self-insurance shall be called upon to protect it as a named insured.
Waiver of subrogation. All insurance coverage maintained or procured pursuant to this AGREEMENT shall be endorsed to waive subrogation against CITY, its elected or appointed officers, agents, officials, employees, and volunteers or shall specifically Adopted XX/XX/XX
7 allow RENTER or others providing insurance evidence in compliance with these specifications to waive their right of recovery prior to a loss. RENTER hereby waives its own right of recovery against CITY and shall require similar written express waivers and insurance clauses from each of its vendors.
Notice of cancellation. RENTER agrees to oblige its insurance agent or broker and insurers to provide CITY with a thirty (30) day notice of cancellation (except for nonpayment for which a ten (10) day notice is required) or nonrenewal of coverage for each required coverage.
RENTER agrees to oblige its insurance agent or broker and insurers to provide CITY with a thirty (30) day notice of any change of coverage or limits.
Acceptable insurers. All insurance policies shall be issued by an insurance company currently authorized by the Insurance Commissioner to transact business of insurance or is on the List of Approved Surplus Line Insurers in the State of California, with an assigned policyholders’ Rating of A- (or higher) and Financial Size Category Class VII (or larger) in accordance with the latest edition of Best’s Key Rating Guide, unless otherwise approved by CITY.
Enforcement of agreement provisions (non-estoppel). RENTER acknowledges and agrees that any actual or alleged failure on the part of CITY to inform RENTER of non-compliance with any requirement imposes no additional obligations on CITY nor does it waive any rights hereunder.
Requirements not limiting. Requirements of specific coverage features, or limits contained in this section, are not intended as a limitation on coverage, limits or other requirements, or a waiver of any coverage normally provided by any insurance. Specific reference to a given coverage feature is for purposes of clarification only as it pertains to a given issue and is not intended by any party or insured to be all-inclusive, or to the exclusion of other coverage, or a waiver of any type. If the RENTER maintains higher limits than the minimums shown above, CITY requires and shall be entitled to coverage for the higher limits maintained by RENTER. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to CITY.
Prohibition of undisclosed coverage limitations. None of the coverages required herein will be in compliance with these requirements if they include any limiting endorsement of any kind that has not been first submitted to CITY and approved of in writing.
CITY’s right to revise specifications. CITY reserves the right at any time during the term of the AGREEMENT to change the amounts and types of insurance required by giving the RENTER at least thirty (30) days advance written notice of such change.
However, CITY reserves the right to give less than thirty (30) days notice if CITY first becomes aware of an issue and needs to change the amounts and types of insurance within thirty (30) days of the scheduled event.
Additional insurance. RENTER shall also procure and maintain, at its own cost and expense, any additional kinds of insurance, which in its own judgment may be necessary for its use or occupancy of the FACILITY and adjoining property.
Timely notice of claims. RENTER shall give CITY prompt and timely notice of claims made or suits instituted that arise out of or result from RENTER’s use or occupancy of Adopted XX/XX/XX
8 the FACILITY and adjoining property, and that involve, or may involve, coverage under any of the required liability policies.
10. SECURITY
1. CITY, at its sole discretion, may require a certain number of security officers for the event. RENTER shall be responsible for paying CITY for provided security.
2. RENTER is solely responsible for supervising all individuals at the FACILITY and adjoining property(ies) during the event. CITY is not responsible for providing this supervision. However, CITY may evict individuals from the FACILITY during the event if their conduct is not in the best interest of the public, against the City’s Code of Conduct, or is deemed to be detrimental in any way by City staff.
11. SET-UP / CLEAN-UP / DECORATIONS
1. RENTER, caterers, bands, vendors, entertainment, photo booths, transportation of rental equipment, and related individuals and activities will not be permitted access to the FACILITY prior to the event set-up time period, or after event breakdown period, as indicated on the Reservation Confirmation. RENTER shall be responsible for arranging access during the time requested for entry and exit of the FACILITY.
2. RENTER shall not prepare or decorate the FACILITY prior to the event setup time, unless RENTER provides rental fees, deposit/down payments, and insurance for the time of the preparation and/or decoration.
3. RENTER shall not drive or permit to be driven nails, hooks, tacks, pins, screws, poles, stakes, tape, glue dots, glue, adhesives, or other forms of fasteners into any part of the FACILITY and shall not make or allow to be made any alterations of any kind therein. All décor items utilized by the RENTER must be free-standing and remain unattached from any part of the facility.
4. RENTER is responsible for ensuring that free-standing décor must be displayed, utilized, and/or weighted to prevent it from moving or falling.
5. The use of glitter, confetti, rice, coins, paper currency, silly string, whip cream, birdseed, spray cans, hay, straw, event scatter, or similar type of items, is prohibited.
6. Signs and decorations may not be placed outside the building, trees, shrubbery, or planter areas.
7. Open flames of any kind, candles, smoke, fog machines, bubble machines and piñatas, are NOT allowed. Electronic/flameless candles are permitted.
8. Standard glass vases for floral arrangements are allowed. Glass beverage containers are not allowed as centerpieces.
9. Balloons may NOT be released/loosed inside FACILITY. Balloons must be on weights and set on table tops. Balloon arches are also permissible as long as they do not exceed height restrictions.
10. RENTER shall be responsible for all clean-up of the FACILITY, including adjacent grounds, lobbies and restrooms, at the end of the rental. RENTER shall pick up, bag, sweep, mop, remove all trash, and/or bodily fluid discharge, generated by all activity in any way connected with its use of the FACILITY, leaving the FACILITY clean and Adopted XX/XX/XX
9 free of all trash and litter. RENTER shall also leave all fixtures, if any, in good working condition.
11. RENTER shall not store any equipment or materials at the FACILITY or adjoining property.
12. RENTER shall be responsible for any and all damage to the FACILITY and/or its contents during use. In the event damage occurs or excessive cleaning is necessary, RENTER shall be charged for any and all janitorial and/or repair fees incurred by CITY as a result, and RENTER’s deposit/down payment may be withheld.
13. RENTER’s may utilize equipment from third-party vendors (such as chairs, tables, stages, lecterns, pipe and drape, archways, portable bars, generators, etc,). The use of third-party rental equipment must be approved by CITY thirty (30) days prior to event date. Aforementioned equipment may not be stored overnight, and must be delivered and picked up within the times indicated on the Reservation Confirmation.
Third-party equipment must be completely off of any public grounds within the allotted takedown time. RENTER must provide a vendor agreement and a Certificate of Liability Insurance (see Insurance Requirements & Specifications) when third-party equipment is utilized.
14. RENTER is responsible for arrangement of any third-party equipment, decorations, and/or set-up; this includes unloading, delivery into the facility, take down, and transport out of the facility. City staff is NOT responsible for third-party equipment.
Additionally, delivery of any third-party equipment will NOT be signed for by staff.
Applicant must be present for the delivery and pick-up of equipment.
15. RENTER’s facility rental fee includes three (3) hours of set-up time only, and one (1) hour of breakdown/cleanup time.
a. Exceptions:
i. Little Lake Park: If renting the Meeting Room at Little Lake Park, there is a 6-hour maximum use time not including set-up and cleanup. No event shall end past 8 p.m.
16. Covered Picnic Areas: rental fee includes one (1) hour of set-up time only, and one (1) hour of breakdown/cleanup time.
a. Additional set-up time (maximum of two (2) hours may be purchased for decoration/set-up purposes only.
b. Decorating must take place immediately before event start time. c. Additional time MUST be purchased 30 days prior to scheduled event. Guests will not be allowed to enter the facility room until the time indicated on the Reservation Confirmation.
12. EQUIPMENT / ACCESSORIES
1. RENTER shall not remove, relocate, or take CITY property outside of the FACILITY for any reason.
2. RENTER shall not use CITY equipment, tools, or furnishings located in or about the FACILITY.
3. RENTER shall not drive motorized vehicles on fields, green space, paths, or FACILTY grounds.
Adopted XX/XX/XX
10 4. RENTER shall secure the approval of CITY before using audio/visual systems, public address systems, and live or recorded amplified music. RENTER shall not record, televise, or broadcast the event or any portion thereof without prior written approval of CITY.
13. FOOD & BEVERAGE
1. RENTER is responsible for ensuring that all food prepared/cooked/served is compliant with Los Angeles County Department of Public Health regulations and protocols.
2. Cooking with open flames must be done outdoors.
a. i.e., taco cart, bbq smokers, grills, etc.
3. Cooking oil must be discarded in proper containers or must be taken at the conclusion of the event.
4. Chaffing dishes and service utensils are not provided by the CITY. a. EXCEPTION: Gus Velasco Neighborhood Center Pio Pico Room may provide chaffing steam table.
5. Food may be warmed at onsite kitchen, but cannot be prepared or cooked in the kitchen.
6. All CITY facilities allow catering type vehicles (i.e., food trucks). RENTER must get approval from CITY to have such vehicles at least 30 days prior to reservation/event date, and is subject to additional fees and regulations.
7. RENTER is responsible that all food, containers, utensils, or similar type of items are removed from the facility at the end of the event.
8. For the Clarke Estate and Heritage Park, RENTER is responsible for the following additional requirements:
a. Applicant agrees to hire a food caterer from the City’s Preferred Catering List. i. If RENTER chooses to select a caterer that is not on the CITY’s Preferred Catering List, renter must provide a copy of the invoice to the CITY, and pay a 10% catering fee to the CITY, prior to the event.
9. Alcohol and Beverage Consumption
a. The signatory of this AGREEMENT must be the RENTER and at least eighteen (18) years of age if alcohol will not be served, or at least twenty-one (21) years of age if alcohol is served.
b. If serving alcohol, applicant is required to have a licensed bartender at all times and serving guests. Anyone under the age of 21 is prohibited from standing behind the bar at any time. Self-serving is not allowed. i. Exception: Clarke Estate & Heritage Park: Applicant must use a licensed bartending service from the City’s exclusive bar service list and subject to a 20% bartending fee to the CITY.
c. RENTER will have to submit a copy of the Licensed Bartender Certification along with bartender’s copy of valid Driver’s License (with current mailing address) and the telephone number. A copy of the Alcohol Policy and Procedures will be provided to the Licensed Bartender.
Adopted XX/XX/XX
11 d. Applicant must ensure that the licensed bartender is in compliance with all state laws.
e. OUTSIDE ALCOHOL IS NOT ALLOWED. Guests may NOT consume alcohol in the parking lot, restroom, lobby or on any other CITY property. Guests are not permitted to bring alcohol. Violations may be subject to closure of event and loss of deposit/down payment. Alcohol is only allowed within the designated facility. Flasks or personal beverage containers containing alcohol are prohibited.
f. Alcohol is not permitted to be dropped off at facility and left unattended.
Bartending services, and/or reservation holder, must be present to receive pre-purchased alcohol. Staff will not receive alcohol from applicant to hold until bartending service arrives.
g. The serving of alcohol MUST stop thirty (30) minutes before the end of the event. Staff will ensure that bar closes thirty (30) minutes prior to end of event. h. Alcohol (i.e. champagne, wine, beer, etc.) MAY NOT be placed on tables as part of the decoration and/or for guests to self-serve. All alcohol beverages must be served to guests in disposable cups (beverage containers made of glass are not allowed, filled or empty).
i. For a Celebratory Toast, alcohol must be served at the bar, by the bartender, and must be served in plastic stemware.
j. Heritage Park & Clarke Estate:
i. For ceremony and reception reservations, applicant understands that alcohol may not be served until completion of the ceremony. All alcohol must be served from a designated bar area. Alcohol is not permitted following a ceremony-only reservations.
k. Staff reserves the right to close the bar if deemed necessary (i.e. if applicant and/or guests are not in compliance). Violations may result in event closure and loss of deposit/down payment.
l. Serving alcohol to minors, and/or consumption of alcohol by minors (under age of 21), is strictly prohibited. Violations of this may result in closure of the event and denial of future facility use by CITY.
m. Serving alcohol to an intoxicated person is prohibited. Violations of this may result in closure of the event, and denial of future facility use by CITY. n. The applicant agrees to comply with all State and Municipal Laws concerning the sale of and consumption of alcoholic beverages while using the facility.
Failure to comply with this policy will result in event being terminated immediately and deposit/down payment will not be refunded. o. Alcoholic beverages are not allowed in park settings (SFSMC §130.04). p. If selling alcohol:
i. An Alcohol Beverage Control (ABC) License is required. ii. The license can be obtained a maximum of two (2) weeks prior to the scheduled event and must be submitted to the City at least five (5) days prior to the scheduled event. If the license is not submitted on time, alcohol cannot be sold at the event.
Adopted XX/XX/XX
12 iii. Required license can be purchased at: Alcohol Beverage Control Office, 222 E. Huntington Drive, Suite 114, Monrovia, CA 91016, (626) 256 – 3241, www.abc.ca.gov.
iv. Applicant must obtain the license in person and must take the following documents:
1. Letter of Permission from CITY (a Community Services Supervisor can provide this letter)
2. A Cashier’s Check or Money Order. (Method of payment is subject to change)
3. For organizations wanting to sell alcohol – proof of non-profit status, IRS Exception Certificate, and Bylaws.
14. COVERED PICNIC AREAS
1. RENTER is responsible for obtaining CITY’s approval to have vendors at their reservation.
2. The following vendors are not permitted on the park, which includes, but not limited to: dunk tanks, petting zoo, and pony rides. Game trucks and food trucks are permitted at all locations at designated areas and require an additional fee (see Fee Schedule for more details).
3. No form of amplified sound is permitted (i.e. P.A. systems, bands, DJ’s, etc.).
4. Applicant will provide their own charcoal for the BBQ grills. Applicant can bring a propane-fueled grill.
5. Additional setup and/or breakdown time may be purchased at additional rates (see Fee Schedule for more details).
6. Up to three (3) EZ-Up canopies may be brought on to the park. Each EZ-Up may not exceed the size of 10’ x 10’ (S.F.S.M.C. §130.04.B.23-24).
7. RENTER is responsible for ensuring that free-standing décor, or EZ-Up canopies must be displayed, utilized, and/or weighted to prevent it from moving or falling.
15. INFLATABLE AMUSEMENTS (JUMPERS)
1. Inflatable amusements (i.e., moon bouncers, bounce houses, or jumpers), are allowed in CITY parks at the following locations and must meet the following criteria:
a. Allowed at the following locations: Lakeview Park, Little Lake Park, Los Nietos Park, Santa Fe Springs Park.
b. Conventional size jumpers only. Inflatables larger than 30' X 30' are NOT allowed. Jumpers with water and amusements with mechanical components (i.e. mechanical bull) are not permitted.
c. RENTER is responsible for providing to the CITY a copy of inflatable amusement (jumper) vendor’s liability insurance; Vendor shall maintain commercial general liability insurance with coverage at least as broad as Insurance Services Office form CG 00 01, in an amount not less than $1,000,000 per occurrence, $2,000,000 general aggregate, for bodily injury, personal injury, and property damage. The policy must include Adopted XX/XX/XX
13 contractual liability that has not been amended. Any endorsement restricting standard ISO “insured contract” language will not be accepted. d. RENTER is responsible for ensuring that they obtain an inflatable amusement (jumper) that is compliant with the American Society for Testing Materials (ASTM) Designation F2374-10.
e. The vendor or reservation holder must provide its own electricity (i.e. silent generator).
f. CITY and its employees are not responsible for any inflatable amusements (jumper) left on the premises before or after permitted hours.
g. CITY and its employees are not responsible for any damages caused to the inflatables.
h. CITY and its employees are not liable for any injuries to anyone participating in the use of the inflatable amusement (jumper) set-up on any CITY facility.
i. Staff must be present while inflatable amusement (jumper) is set-up at the park. RENTER may purchase additional time for set-up . j. Only two (2) inflatable amusement (jumper) are allowed at each park at any time. Only one (1) jumper is allowed per reservation. k. A fee is required for an inflatable amusement (jumper) permit if a picnic area is not rented (see CITY’s fee schedule for specific fees). l. All inflatable amusement (jumper) requirements are due to the CITY no less than two (2) weeks prior to the event date. This includes company information and insurance requirements.
m. The inflatable amusement (jumper) unit must be staked-down at all times while in use.
n. Park staff is not responsible for supervision of children in inflatable amusement (jumper). Supervision of children in the inflatable amusement (jumper) is required at all times.
16. MISCELLANEOUS
1. RENTER shall not admit a larger number of individuals than indicated on the approved Reservation Confirmation.
2. Gambling of any kind is not permitted at the FACILITY.
3. Smoking is not permitted inside or within 25’ of the FACILITY. a. Smoking or possessing any lit cigar, cigarette, e-cigarette, vaping device, or pipe, unless CITY has designated a specific smoking area, is not allowed.
4. No animals are permitted at the FACILITY, except for service animals, as defined under the Americans with Disabilities Act, which are individually trained to do work or perform tasks for people with disabilities.
5. If RENTER violates any part of this AGREEMENT or reports false information to CITY, CITY may refuse RENTER further use of the FACILITY, and RENTER shall forfeit a portion, or all, of the rental fee and/or the deposit/down payment.
6. CITY may impose additional requirements as deemed necessary to protect the health, safety, and/or welfare of the community.
Adopted XX/XX/XX
14 7. If any provision of this AGREEMENT is held to be invalid or unenforceable, the remaining provisions shall remain in full force and effect.
8. The facility is not to be used by applicant for commercial benefit or profit-making purposes. Solicitation of money (including admission charges, dues, donations or sales) is prohibited. An exception is made for community-based incorporated groups and nonprofits; however, verification of 501(c)(3) status, through their tax ID application, must be submitted, and approval must be granted by the City Manager.
9. CITY is not responsible for items that are lost, stolen, or damaged in or on the grounds of the facilities. Leaving personal items unattended, or bringing in personal belongings that are disruptive to the primary use of space are not allowed.
17. FORCE MAJEURE
1. In the event of a natural disaster, government or societal actions, infrastructure failures, or Act of God, CITY will not be responsible for any costs incurred by the RENTER, including, but not limited to, invitations, entertainment, food, beverages, decorations, giveaways, photographers, attractions, inflatables, or any other related expenses.
18. WITHHOLDING AND ADDITIONAL FEES
1. Deposit/down payment is due at the time application is submitted.
2. The applicant will be billed for any costs exceeding the deposit/down payment. If all requirements of the contract have been met, the deposit will be refunded via mail 4- 6 weeks after event to the applicant. If paying by credit card, deposit will be refunded back to credit card within 7-10 business days after event evaluation/checklist has been approved.
3. Down payments are fees toward the reservation, and are not refundable.
RENTER agrees to reimburse the City of Santa Fe Springs for any loss or damage to CITY property caused by party, guests, and/or contracted vendors.
4. The balance of fees are due 30 days prior to the scheduled event. If the fees are not paid as required, the reserved date will be cancelled.
5. Deposit/down payment will be held if cancellation takes place less than six (6) months of event. A $100.00 non-refundable fee will be charged for event cancellation between six (6) months to one (1) year of event date.
a. EXCEPTION: If cancelling covered picnic areas at Lakeview Park, Little Lake Park, Los Nietos Park, and Santa Fe Springs Park more than thirty (30) days prior to event date, RENTER will be refunded 50% of deposit/down payment. If cancellation occurs under thirty (30) days of event date, RENTER will forfeit deposit/down payment and will be refunded any FACILITY fees.
6. All cancellations must be conducted in person with picture ID, or in writing via email from the email address on file; otherwise, RENTER’s deposit/down payment will not be refunded.
7. Per CITY policy, CITY employees are not permitted to accept gratuities or gifts of any kind.
Adopted XX/XX/XX
15 8. If RENTER exceeds the time indicated on the Reservation Confirmation, deposit/down payment may be withheld and additional fees may be incurred.
19. FEE WAIVERS
1. The City of Santa Fe Springs recognizes and appreciates the value of partnering and collaborating with other agencies and organizations to provide services that benefit the community and its residents. In an effort to provide support to organizations, the City of Santa Fe Springs has established a policy for determining when fees may be waived.
2. Process
a. Fees established by the City of Santa Fe Springs for the use of CITY parks and facilities may be waived by the Department Director (up to $500), or the City Manager, or designee, up to $4,999, if the RENTER submits a fee waiver application and meets the defined criteria within this policy.
1. A Fee Waiver application must be submitted no later than 45 days prior to the date of the event.
2. Approval of the fee waiver does not relieve the
applicant/organization of the obligations to comply with all other permit requirements, including but not limited to submitting a facility use application, liability insurance, health permits, ABC License, deposit/down payment, etc.
3. Fees and costs that are NOT eligible to be waived:
a. Staffing or labor
b. Refuse costs
c. Custodial/Janitorial costs
d. Maintenance costs
e. Other CITY charges
4. Eligibility
a. Tier I Criteria: CITY recognizes the value that organizations/agencies play in providing benefits to the community and Santa Fe Springs residents. Fees may be waived for organizations/agencies if any of the following criteria are met:
1. A non-profit organization or association must be headquartered in Santa Fe Springs (must have a physical address in Santa Fe Springs), verified through their current 501(c)(3) Tax Identification Number. Such organization shall be organized and exist in the City for a minimum of one (1) year prior to the event.
2. The organization must have as their sole purpose to benefit the City or a particular CITY Department or service.
3. Schools located within the City of Santa Fe Springs or related organizations such as private schools within the City.
4. Government agencies where the fee waiver will provide essential public services that align with CITY’s mission of serving the community.
Adopted XX/XX/XX
16 b. Tier II Criteria: Organizations/agencies that do not meet the criteria under Tier I may still qualify if they are able to meet all criteria in Tier II.
1. The event or program is consistent with CITY or CITY Department’s mission, values, and objectives.
2. The program or event provides a valuable and definable benefit to the Santa Fe Springs community; including but not limited to youth programs and events.
3. The proposed event or program will have no negative impact on the existing facility/park or cause the need for increased maintenance; and will not displace any existing CITY programs or reservations.
4. There is no evidence of previous violations of any permits previously issued to applicant or organization.
c. The City Manager may waive fees for organizations that benefit the public, promote civic engagement, as well as support safety, health, and welfare, aligning with the CITY's mission.
d. Appeals: The applicant may submit a written appeal (letter or email) directly to the City Manager within ten (10) calendar days of the fee waiver denial.
20. CONTINUAL USE FEE WAIVERS
1. Organizations may utilize CITY parks and facilities for continual use if specific criteria are met. Organizations must meet eligibility requirements and the continual use of CITY parks and facilities may be issued a reduced fee of $30 per day (fees subject to change), per use. The application period is renewed every twelve (12) months in January. Continual use may be revoked at any time for violations of this Policy. Below is the criteria that organizations must meet:
a. A non-profit organization or association must be headquartered in Santa Fe Springs, verified through their Tax Identification Number.
1. Such organizations shall be organized and exist in the City for a minimum of one year (1) prior to the start date of the first event.
2. Schools located within the City of Santa Fe Springs or related organizations such as private schools within the City.
3. The organization must have as their sole purpose to benefit the City or a particular CITY department or service.
2. The maximum time allowed for per day use is two (2) hours, including set-up and clean-up times.
3. An organization that provides Department approved community services may get the daily use fee waived. Prior approval of the community services project must be obtained in order to qualify.
4. Approval of the fee waiver does not relieve the applicant/organization of the obligations to comply with all other permit requirements, including but not limited to submitting a facility use application, liability insurance, health permits, ABC License, deposit/down payment, etc.
21. AMENDMENT
Adopted XX/XX/XX
17 1. This AGREEMENT represents the entire understanding of CITY and RENTER as to those matters contained in it. No prior oral or written understanding will be of any force or effect with respect to the terms of this AGREEMENT. The AGREEMENT may not be modified or altered except in writing and approved by CITY.
22. POLICY INTERPRETATION AND REVISION AUTHORITY
1. The City Manager, or designee, retains the authority to interpret this policy and to make changes, revisions, or exceptions, as deemed necessary, provided that such modifications serve a demonstrable community benefit for the residents of Santa Fe Springs.
23. PHOTOGRAPHY/VIDEO RELEASE
1. I hereby grant the City of Santa Fe Springs and its representatives’ permission to use and/or publish photographic pictures or video in which I or, the individual(s) named herein or attending a reservation may be included for promotion or other City purposes. I hereby release, discharge, and agree to hold harmless the City of Santa Fe Springs and its representatives from any liability, including but not limited to, claims for libel or invasion of privacy. I, the undersigned, as the participant and the participant’s parent or legal guardian if the participant is under 18 years old, fully understand that my participation in the City of Santa Fe Springs Recreation activity (hereinafter "event/class/program") exposes the participant to the risk of personal injury, death, communicable diseases, illnesses, viruses, or property damage. I hereby acknowledge that the participant is voluntarily participating in this event/class and agrees to assume any such risks.
24. ACKNOWLEDGEMENT
1. I HAVE CAREFULLY READ THIS FACILITY RESERVATION POLICY AND
AGREE TO UPHOLD THE RULES AND REGULATIONS LISTED IN THE POLICY. I RELEASE, HOLD HARMLESS, AND AGREEMENT NOT TO SUE,
AND PHOTOGRAPHY/VIDEO RELEASE AND FULLY UNDERSTAND ITS
CONTENTS. I AM AWARE THAT IT IS A FULL RELEASE OF ALL LIABILITY AND SIGN IT OF MY OWN FREE WILL. I UNDERSTAND THAT THE CITY
RESERVES THE RIGHT TO CHANGE, OR CANCEL ANY RESERVATION, AT ANY TIME RESULTING FROM CITY ACTIVITY AND/OR MAINTENANCE.
Adopted XX/XX/XX
18 25. ACKNOWLEDGEMENT SUBMITTAL PAGE
I HAVE CAREFULLY READ THIS FACILITY RESERVATION POLICY AND AGREE TO UPHOLD THE RULES AND REGULATIONS LISTED IN THE POLICY. I RELEASE,
HOLD HARMLESS, AND AGREEMENT NOT TO SUE, AND PHOTOGRAPHY/VIDEO RELEASE AND FULLY UNDERSTAND ITS CONTENTS. I AM AWARE THAT IT IS A FULL RELEASE OF ALL LIABILITY AND SIGN IT OF MY OWN FREE WILL. I
UNDERSTAND THAT THE CITY RESERVES THE RIGHT TO CHANGE, OR CANCEL
ANY RESERVATION, AT ANY TIME RESULTING FROM CITY ACTIVITY AND/OR MAINTENANCE.
Signature: Date:
Print Name:
Organization: