SERVICES AGREEMENT
BETWEEN CITY OF SUNNYVALE AND INTEGRATED COMMUNICATION SYSTEMS
FOR AUDIO-VISUAL EQUIPMENT PURCHASE AND INSTALLATION SERVICES THIS AGREEMENT dated _____________ is by and between the CITY OF SUNNYVALE, a California chartered municipal corporation ("CITY"), and INTEGRATED COMMUNICATION SYSTEMS, a California stock corporation ("CONTRACTOR").
WHEREAS, CITY is in need of audio-visual equipment and installation services; and WHEREAS, CONTRACTOR represents that it, and its sub-contractors, if any, possess the professional qualifications and expertise to provide the required services and are licensed by the State of California in the required disciplines;
NOW, THEREFORE, THE PARTIES ENTER INTO THIS AGREEMENT.
1. Services by CONTRACTOR
CONTRACTOR shall provide services in accordance with Exhibit "A" entitled “Scope of Work.” To accomplish that end, CONTRACTOR agrees to assign Kevan Anderson to this project, to act in the capacity of Project Manager and personally direct the services to be provided by CONTRACTOR.
All exhibits referenced in this Agreement are at tached hereto and are incorporated herein by reference. Except as specified in this Agreement, CONTRACTOR shall furnish all technical services, including labor, material, equipment, transportation, supervision and expertise to perform all operations necessary and required to satisfactorily complete the services required in this Agreement.
2. Contract Term
The term of this Agreement shall be from the date of execution through January 31, 2027, unless otherwise terminated in accordance with Section 17 below.
3. Payment of Fees and Expenses
Total compensation shall not exceed (LJKW KXQGUHG WKLUWHHQ WKRXVDQG VHYHQ KXQGUHG WZHQW\ andNO/100 dollars ($ ), unless upon written modification to this Agreement signed by both parties. CONTRACTOR shall submit progress payment invoices to CITY no more frequently than monthly to be paid in accordance with the procedures set forth in Exhibit "B".
Additional Services, if any, require prior written authorization by the City’s project manager, in accordance with and subject to the provisions of Section 3, Payment of Fees and Expenses, and Exhibit “B,” Compensation, not to exceed $35,000. CONTRACTOR shall not receive any compensation for Additional Services performed without the prior written authorization of CITY. Additional Services shall mean any services that are determined by CITY to be necessary for the proper completion of the Project, but which are not included within the Scope of Required Services and/or Optional Services described in Exhibit “A”.
All invoices, including detailed backup, shall be sent to City of Sunnyvale, attention Accounts Payable, P.O. Box 3707, Sunnyvale, CA 94088-3707 or [email protected]. Payment shall be made within thirty (30) days upon receipt of an accurate, itemized invoice by CITY’s Accounts Payable Unit.
Attachment 1
City of Sunnyvale, page 2
4. No Assignment of Agreement
CONT
RACTOR shall bind themselves, their pa rtners, successors, assigns, executors, and administrators to all covenants of this Agreement. Except as otherwise set forth in this Agreement, no interest in this Agreement or any of the work provided for under this Agreement shall be assigned or transferred, either voluntarily or by operation of law, without the prior written approval of CITY. However, claims for money due to or to become due to CONTRACTOR from CITY under this Agreement may be assigned to a bank, trust company or other financial institutions, or to a trustee in bankruptcy, provided that written notice of any such assignment or transfer shall be first furnished to CITY. In case of the death of one or more members of CONTRACTOR's firm, the surviving member or members shall complete the services covered by this Agreement. Any such assignment shall not relieve CONTRACTOR from any liability under the terms of this Agreement.
5. Independent Contractor
CONTRA
CTOR is not an agent or employee of CI TY but is an independent contractor with full rights to manage its employees subject to the requirements of the law. All persons employed by CONTRACTOR in connection with this Agreement will be employees of CONTRACTOR and not employees of CITY in any respect. CONTRACTOR is responsible for obtaining statutory Workers' Compensation coverage for its employees.
6. Standard of Workmanship
CONT
RACTOR represents and maintains that it is skilled in the professional calling necessary to perform the services and its duties and obligat ions, expressed and implied, contained herein, and CITY expressly relies upon CONTRACTOR's repr esentations regarding its skills and knowledge.
CONTRACTOR shall perform such services and duti es in conformance to and consistent with the standards generally recognized as being employed by professionals in the same discipline in the State of California.
7. Responsibility of CONTRACTOR
CONTRA
CTOR shall be responsible for the professional quality, technical accuracy and the coordination of the services furnished by it under this Agreement. Neither CITY’s review, acceptance nor payment for any of the services required under this Agreement shall be construed to operate as a waiver of any rights under this Agreement or of an y cause of action arising out of the performance of this Agreement, and CONTRACTOR shall be and remain liable to CITY in accordance with applicable law for all damages to CITY caused by CONTRACTOR’s negligent performance of any of the services furnished under this Agreement.
8. Right of CITY to Inspect Records of CONTRACTOR
CITY,
through its authorized employees, representatives, or agents, shall have the right, at any and all reasonable times, to audit the books and records including, but not limited to, invoices, vouchers, canceled checks, time cards of CONTRACTOR for the purpose of verifying any and all charges made by CONTRACTOR in connection with this Agreemen t. CONTRACTOR shall maintain for a minimum period of three (3) years from the date of final payment to CONTRACTOR or for any longer period required by law, sufficient books and records in accordance with generally accepted accounting practices to establish the correctness of all charges submitted to CITY by CONTRACTOR. Any expenses not so recorded shall be disallowed by CITY.
Attachment 1
City of Sunnyvale, page 3
9. No Pledging of CITY’s Credit
Under no
circumstances shall CONTRACTOR have the authority or power to pledge the credit of CITY or incur any obligation in the name of CITY.
10. Ownership of Material
All material
, including information developed on computer(s), which shall include, but not be limited to, data, sketches, tracings, drawings, plans, diagrams, quanti ties, estimates, specifications, proposals, tests, maps, calculations, photographs, reports and other material developed, collected, prepared or caused to be prepared, under this Agreement shall be the property of CITY, but CONTRACTOR may retain and use copies thereof.
CITY shall not be limited, in any way, in its use of said material, at any time, for work associated with Project. However, CONTRACTOR shall not be responsible for damages resulting from the use of said material for work other than Project, including, but not limited to the release of this material to third parties for work other than on Project.
11. Indemnity
To the fullest extent permitted by law, CONTRA CTOR shall hold harmless, defend at its own expense, and indemnify the City and its officers, officials, employees, agents, and volunteers, against any and all liability, claims, losses, damages, or expenses, including reasonable attorney’s fees, arising from all acts or omissions of CONTRACTOR or its officers, agents, or employees in rendering services under this Agreement; excluding, however, such liability, claims, losses, damages, or expenses arising from the City’s sole negligence or willful acts. Th e defense and indemnification obligations of this agreement are undertaken in addition to, and shall not in any way be limited by, the insurance obligations contained in this agreement. CONTRACTOR’s responsibility for such defense and indemnity obligations shall survive the termination or completion of this agreement.
12. Insurance Requirements
The City
requires that CONTRACTOR maintain insurance requirements on the electronic insurance verification system. CONTRACTOR shall procure and maintain, at its own expense, during the life of this Agreement, policies of insurance as specified in Exhibit "C" attached and incorporated herein by reference and shall provide all certificates and endorsements as specified in Exhibit "C" for approval by the City Risk Manager prior to CONTRACTOR (or su bcontractor) commencing any work under this Agreement.
13. Wage Rates
Pursuant t
o Sections 1770, 1771, 1774 – 1776, 1777.5, 1813, and 1815 of the California Labor Code, the successful bidder shall pay not less than the prevailing rate of per diem wages as determined by the Director of the State of California Department of Industrial Relations. Copies of such prevailing wage rates are available for review at the office of City’s Director of Public Works, 456 West Olive Avenue, Sunnyvale, California 94086. Wage rates can also be obtained through the California Department of Industrial Relations website at:
http://www.dir.ca.gov/OPRL/DPreWageDetermination.htm
Bidders shal
l promptly notify the person identified on the cover page of this bid invitation, in writing, about all labor classifications not listed in the prevailing wage determinations but necessary for the performance of the work described in the bid documents.
The successful bidder/contractor, and each subcontractor shall ke ep accurate payroll records, Attachment 1
City of Sunnyvale, page 4
and comply in all respects with Labor Code section 1776, including the timely response to written notices requiring copies of such records, as provided for in such section. In the event the contractor or subcontractor fails to comply within the ten day period, that contractor or subcontractor shall forfeit one hundred dollars ($100.00) for each calendar day, or portion thereof, for each worker, until strict compliance is effectuated, as provided by Labor Code section 1776(h).
Neither the notice inviting bids nor this Agreement shall constitute a representation of fact as to the prevailing wage rates upon which the CONTRA CTOR or any subcontractor may base any claim against CITY.
It shall be mandatory upon CONTRACTOR and upon any subcontractor to pay not less than the specified rates to all laborers, workers, and mechanics employed in the execution of the Contract. It is further expressly stipulated that CONTRACTOR shall, as a penalty to CITY, forfeit two hundred dollars ($200.00) for each calendar day, or portion thereof, for each laborer, worker, or mechanic paid less than the stipulated prevailing rates for any work done under this Contract by CONTRACTOR or by any subcontractor; and CONTRACTOR agrees to comply with all provisions of Se ction 1775 of the Labor Code.
In case it becomes necessary for CONTRACTOR or any subcontractor to employ on the project under this Agreement any person in a trade or occupation (except executives, supervisory, administrative, clerical, or other non-manual workers as such) for which no minimum wage rate is herein specified, CONTRACTOR shall immediately notify CITY who will promptly thereafter determine the prevailing rate for such additional trade or oc cupation and shall furnish CONTRACTOR with the minimum rate based thereon. The mi nimum rate thus furnished shall be applicable as a minimum for such trade or occupation from the time of the initia l employment of the person affected and during the continuance of such employment.
14. Conflict of Interest
CONT
RACTOR shall avoid all conflicts of interest, or appearance of conflict, in performing the services and agrees to immediately notify CITY of any facts that may give rise to a conflict of interest.
CONTRACTOR is aware of the prohibition that no of ficer of CITY shall have any interest, direct or indirect, in this Agreement or in the proceeds thereof. During the term of this Agreement CONTRACTOR shall not accept employment or an obligation which is inconsistent or incompatible with CONTRACTOR’S obligations under this Agreement.
15. Governing Law, Jurisdiction and Venue
This Agreem
ent shall be governed by and construed in accordance with the laws of the State of California, without regard to conflict of law or choice of law principles. Proper venue for legal actions will be exclusively vested in a state court in the County of Santa Clara. The parties agree that subject matter and personal jurisdic tion are proper in state court in the County of Santa Clara, and waive all venue objections.
16. Records, Reports and Documentation
CONT
RACTOR shall maintain complete and accurate records of its operation, including any and all additional records required by CITY in writin g. CONTRACTOR shall submit to CITY any and all reports concerning its performance under this Agreement that may be requested by CITY in writing.
CONTRACTOR agrees to assist CITY in meeting CITY's reporting requirements to the state and other agencies with respect to CONTRACTOR's work hereun der. All records, reports and documentation relating to the work performed under this Agreement shall be made available to City during the term of this Agreement.
Attachment 1
City of Sunnyvale, page 5
17. Termination of Agreement
A
. If CONTRACTOR defaults in the performance of this Agreement, or materially breaches any of its provisions, CITY at its option may terminate this Agreement by giving written notice to CONTRACTOR. In the event of such termination, CONTRACTOR shall be compensated in proportion to the percentage of satisfactory services performed or materials furnished (in relation to the total which would have been performed or furnished) through the date of receipt of notification from CITY to terminate. CONTRACTOR shall present CITY with any work product completed at that point in time.
B.
Without limitation to such rights or remedies as CITY shall otherwise have by law, CITY also shall have the right to terminate this Agreement for any reason upon ten (10) days' written notice to CONTRACTOR. In the event of such termination, CONTRACTOR shall be compensated in proportion to the percentage of services performed or materials furnished (in relation to the total which would have been performed or furnished) through the date of receipt of notification from CITY to terminate. CONTRACTOR shall present CITY with any work product completed at that point in
time.
C. If CITY fails to pay CONTRACTOR, CONTRACTOR at its option may terminate this Agreement if the failure is not remedied by CITY within 30 days after written notification of failure to pay.
18. Subcontracting
N
one of the services covered by this Agreement shall be subcontracted without the prior written consent of CITY. Such consent may be issued wit h notice to proceed if subcontract CONTRACTORs are listed in the project work plan.
19. Compliance with Laws
A.
CONTRACTOR shall not discriminate against, or engage in the harassment of, an y City employee o
r volunteer or any employee of CONTRACTOR or applicant for employ ment because of an
individual’s race, religious creed, color, nati onal origin, ancestry, physical disability, mental disability, medical condition, genetic information, marital status, sex, gender, gender identity, gender expression, age, sexual orientation, or veteran or military status, or any protected characteristic in violation of federal or state law. This prohibit ion shall appl
y to all of CONTRACTOR’s employment practices and to all of CONTRACTOR’s activities as a provider of services to the City.
B. CONTR
ACTOR shall comply with all federal, state and city laws, statutes, ordinances, rules and regulations and the orders and decrees of any courts or administrative bodies or tribunals in any manner affecting the performance of the Agreement.
20. Changes
C
ITY or CONTRACTOR may, from time to time, request changes in the terms and conditions of this Agreement. Such changes, which are mutually agreed upon by CITY and CONTRACTOR, shall be incorporated in amendments to this Agreement in accordance with Section 24 below.
21. Othe
r Agreements
This Agreemen
t shall not prevent either Party from entering into similar agreements with others.
Attachment 1
City of Sunnyvale, page 6
22. Severability Clause
In case any
one or more of the provisions contained herein shall, for any reason, be held invalid, illegal or unenforceable in any respect, it shall not affect the validity of the other provisions which shall remain in full force and effect.
23. Captions
The captions of the v
arious sections, paragraphs and subparagraphs, of the contract are for convenience only and shall not be considered nor referred to for resolving questions of interpretation.
24. Entire Agreement; Amendment
Th
is writing constitutes the entire agreement betw een the parties relating to the services to be performed or materials to be furnished hereunder. No modification of this Agreement shall be effective unless and until such modification is evidenced by writing as an amendment to this Agreement signed by all parties. If the amendment is signed electron ically, the digital signatures must comply with the requirements of California Government Code Section 16.5.
25. Miscellaneous
Time shall be o
f the essence in this Agreement. Failure on the part of either party to enforce any provision of this Agreement shall not be construed as a waiver of the right to compel enforcement of such provision or any other provision.
Attachment 1
City of Sunnyvale, page 7
IN WITNESS WHEREOF, the parties have executed this Agreement.
CITY OF SUNNYVALE ("CITY") INTEGRATED COMMUNICATION SYSTEMS ("CONTRACTOR")
By_________________________________ By___________________________________ Tim Kirby, City Manager _____________________________________ Name and Title
ATTEST:
By_________________________________ By______________ _____________________ David Carnahan, City Clerk _____________________________________ Name and Title
APPROVED AS TO FORM:
By_________________________________
Melissa Tronquet, Senior Assistant City Attorney
Attachment 1
EXHIBIT A
SCOPE OF WORK
Please see following pages for proposals with varying scopes of work for:
xx Bay Room
x Redwood Room
x Broadcast Signal
x 7UDIILF&RQWURO0DQDJHPHQW
Attachment 1
AV Proposal
Rev4 Bay Dividable Conference Room
To: City of Sunnyvale
Attention: Aprajitha Venkat
From: Kevan Anderson
Date: August 25, 2026
Subject: Rev4 Bay Dividable Conference Room
Aprajitha,
ICS Integrated Communication Systems is submitting the following proposal to provide equipment, programming, engineering and installation for the Bay dividable training room located at 456 W Olive Ave Sunnyvale, CA 94086
x While every effort has been made to generate a comprehensive audiovisual systems solution for this project (based on information provided); upon ICS award, an overall final design review will take place with ICS Engineers and representatives of the client.
ICS Project Implementation Overview:
General:
ICS will execute the work in accordance with the terms and conditions of the final contract. The general scope of work and project clarifications and exclusions are listed in this document. This proposal includes the following rooms/systems:
x Bay Dividable Conference Room
Changes to Contract Scope:
Additional work requested by the customer, or consultant that is not included in the scope of work herein, will require a written change order to the contract with the appropriate compensation and time adjustments for the change in scope. Changes to the contract shall be processed in writing to ensure all involved parties fully understand any technical, cost, and scheduling impacts that may result.
Project Organization:
ICS’ technical team will be responsible for the installation of the project and to ensure customer satisfaction. The Project Manager will be responsible for the day-to-day management of the project. The Lead Installer will be responsible for the day-to-day management of the project job site.
Quality and Safety:
Attachment 1
ICS team will ensure that all work performed is to the quality standards specified and all safety standards are met in accordance with the General Contractor requirements for on-site work. ICS’ union technicians will perform on-site installation of field cabling and equipment and system testing.
Testing and Commissioning:
ICS’ technicians will test and verify the proper operation of each system, including all hardware and software provided and installed by ICS. ICS to commission the entire system once installation is complete by ICS.
Scope of Work Overview:
Gene
ral
x ICS to provide AV functional shop drawings and programming and training. x ICS to provide all cable, connectors and miscellaneous hardware as required for new equipment to be installed.
x Unless listed below existing functionality of the AV system will remain the same.
Audio
x Provide and install (2) new QSC DSPs.
x Provided and install (4) ceiling mic arrays. Due to the ceiling conditions, we recommend using short pole mounts, which will extend several inches below the finished ceiling. x Existing Audix microphones to be reused.
x Existing speaker system will remain and will be integrated into new DSP platform.
Video
x Projector systems will remain in place. Troubleshooting for the larger projection screen and associated projector/lens is included. If additional equipment, lens replacement, repairs, or corrective work are required, additional charges will apply. x Keep (5) 2 gang HDMI/VGA input plates and replace with single gang HDMI transmitter plate. x Broadcast function is not included
x AV signal currently is getting to the control room. Further integration and configuration for the broadcast function is not included at this time.
Camera Functionality
x Provide and install 6 Sony SRGA40 camera, all to be wall mounted. x Presenter tracking and auto framing is available but will be limited near the 2 podium locations.
Speaker tracking within the audience is not an available feature. x Camera switching will need to be done manually through touch panel. Automatic switching between cameras is not available.
x Camera system will retain existing functionality but we are adding presets for the camera based on room layout. Additional coordination will be required to confirm the desired layouts.
Attachment 1
x BRCAM7 camera alternate is listed below and will be more broadcast quality. Functionality will be exactly the same as the SRGA40.
BYOM / KVM
x Provide and install usb switcher with HDMI extension for BYOM function at 2 podium locations. o Shared podium will have 2 transmitters (1 for each divisible space, labeled accordingly).
A third podium location is not recommended.
o Transmitters will connect to shielded RJ45 plate located in each floor box. o Provided drawings indicate the existing cable is not shielded; replacement with shielded cable is included.
o Power is required and podium will have to be within reach of floorbox. x Provide and install new Extron power supply for USB extenders located in 2 floorboxes x USB power supply is currently being extended back to the rack. This is not recommended. The power supply should be relocated to the floor box, assuming power is available. If power is not available in the floor box, an alternate solution will need to be implemented. Additional charges may apply.
Network/Control
x Based on current documentation, proposed upgrades may exceed available Cisco switch I/O capacity. A 40-port Netgear AV switch has been included to accommodate additional DSP, camera, and microphone endpoints.
x Existing control panels will remain.
Service & Notes
x Troubleshoot all 3 projectors, lens and screens. If repairs or additional parts are needed, quote will be provided.
x Upon award and prior to implementation, ICS will meet with the client onsite to discuss table orientations for camera presets.
x Based on our preliminary review, certain equipment and field conditions do not appear to be fully reflected in the provided drawings.
x Although a 5% contingency cost is not shown we are assuming it will be available as needed.
List of New Material
Shure Mic array $19,907.25 4
QSC DSP $9,850.37 2
Sony 20x optical zoom 4k cam $19,729.71 6
Netgear 40 port poe switch $4,997.80 1
Inogeni BYOM tx/rx $4,660.62 2
Custom Misc cable & connectors $6,255.25 1
Lab or / Programming / Eng / CAD $111,557.00
Ma terial $65,401.00
Attachment 1
F reight/Tax $8,872.00
Sony BRCAM7 Alternate $62,900.00
Exclusions and Clarifications:
1. ICS is signatory to the IBEW, Sound and Communications Santa Clara County Union Local #332.
1. This proposal is valid for 60 days, however if th ere is any material increase or tariff related cost, additio
nal charges pay apply.
2. All demod equipment will be turned over to client.
3. Any Owner Furnished Equipment (OFE) including Satellite/cable boxes, digital signage players and content, desktop monitors, PC’s and all cabling infrastructure and any other reused or OFE equipment is not covered under any ICS warranty. It is also assumed to be fully functional.
4. ICS will not be responsible for deficiencies, damage, undocumented modifications, labeling inco
nsistencies, or performance limitations associated with prior installation work performed by others.
5. Any remediation, cable re-termination, replacement of damaged infrastructure, correction of wiring faults, or corrective labor required due to conditions discovered during implementation will be treated as additional scope and may result in additional charges.
6. If direct infrastructure pathways are not in plac e or exiting infrastructure obstructs installation of devices/mounts additional charges may apply.
7 . ICS is assuming work can be done continuously without delay, unless noted otherwise. Idle time incurred by ICS due to absence of required escorts, clearances, inability to enter the workplace, or other factors beyond their control may incur a change order to the quoted price at their curre
nt billable per hour rate.
8. Voice/Data/Network specific cabling (UTP CAT6/6A) as required by the AV system is assumed to be in place.
9. This pricing does not include any increase for po tential tariffs that may be newly imposed on our dist
ributors. If the material on the proposal is subject to any future, potential tariffs; additional charges m
ay apply.
10. This proposal is based on work performed by ICS occurring during normal business hours, Mon
day through Friday, 7:00am to 3:30pm, excluding observed holidays. All work is also assumed to be completed before 11/30/2026. If this is not the case additional charges will apply.
Attachment 1
11 . All LVC conduits, cable trays/ladders, AC power circuits, AC mains grounding, fire wall penetrations, back boxes, wall boxes, floor boxes, floor penetrations, concrete coring for poke thru/chases, and any general electrical work, patchwork and painting required to support the AV systems will be provided by others and is not included in ICS’ scope of work (unless specified in this proposal).
12. All cabinets, podiums, credenzas, closets and/or other millwork and enclosures that could house AV electronics, will be reused.
13. If a mechanical lift is required additional charges will apply.
Terms: Net 30
ICS prefers to proceed on quoted work orders with signed approval and/or a purchase order.
Approved work orders can be faxed to 408 998 0100 or emailed to Kevan.Anderson@ics- integration.com
Submitted By: Kevan Anderson Approved By: _______________________ Date: August 25, 2026 Print Name: ________________________ Base: $185,830.00
Date Ap proved: _____________________
Sony BRCAM7 Alternate: $62,900.00
If you have any questions or concerns please let me know, Sincerely,
Kevan An
derson
Project Manager
Attachment 1
AV Proposal
Rev4 Redwood Training Room
To: City of Sunnyvale
Attention: Aprajitha Venkat
From: Kevan Anderson
Date: August 25, 2026
Subject: Rev3 Redwood Training Room
Aprajitha,
ICS Integrated Communication Systems is submitting the following ROM proposal to provide equipment, programming, engineering and installation for the Redwood training room located at 456 W Olive Ave Sunnyvale, CA 94086
x While every effort has been made to generate a comprehensive audiovisual systems solution for this project (based on information provided); upon ICS award, an overall final design review will take place with ICS Engineers and representatives of the client.
ICS Project Implementation Overview:
General:
ICS will execute the work in accordance with the terms and conditions of the final contract. The general scope of work and project clarifications and exclusions are listed in this document. This proposal includes the following rooms/systems:
x Redwood Training Room
Changes to Contract Scope:
Additional work requested by the customer, or consultant that is not included in the scope of work herein, will require a written change order to the contract with the appropriate compensation and time adjustments for the change in scope. Changes to the contract shall be processed in writing to ensure all involved parties fully understand any technical, cost, and scheduling impacts that may result.
Project Organization:
ICS’ technical team will be responsible for the installation of the project and to ensure customer satisfaction. The Project Manager will be responsible for the day-to-day management of the project. The Lead Installer will be responsible for the day-to-day management of the project job site.
Quality and Safety:
ICS team will ensure that all work performed is to the quality standards specified and all safety Attachment 1
standards are met in accordance with the General Contractor requirements for on-site work. ICS’ union technicians will perform on-site installation of field cabling and equipment and system testing.
Testing and Commissioning:
ICS’ technicians will test and verify the proper operation of each system, including all hardware and software provided and installed by ICS.
Scope of Work Overview:
Gene
ral
x ICS to provide AV functional shop drawings and programming and training x ICS to provide all cable, connectors and miscellaneous hardware as required for new equipment to be installed
x Unless listed below existing functionality of the AV system will remain the same.
Audio
x Provide and install new QSC DSP
x Provided and install (2) ceiling mic arrays. Due to the ceiling conditions, we recommend using short pole mounts, which will extend several inches below the finished ceiling. x All other audio system components will remain and be integrated into new DSP platform x Wireless microphone system is not documented on provided drawings and site visit will be required to confirm details.
Video
x Projector and display systems will remain in place.
x Keep (3) 2 gang HDMI/VGA input plates and replace with single gang HDMI transmitter plate. o (2) floorbox
o (1) wallplate
x 4 confidence monitors will be replaced with LG 27” monitors. Custom (more permanent) furniture solution is available but will require additional time to design properly o Extron signal extension and HDMI DA is included so the 4 monitors will have the same image at all time.
o Floorbox will have a passthrough plate which will connect to a scaling receiver and DA under the table.
o New shielded cable will need to be pulled back to control room o Existing Velcro raceway will be reused to conceal cabling x AV signal currently is getting to the control room. Further integration and configuration for the broadcast function is not included at this time.
Camera Functionality
x Provide and install 4 Sony SRGA40 Camera. New location will likely need to be ceiling/pole mounted.
Attachment 1
x Presenter tracking and auto framing is available but will be limited near the presenter locations.
Speaker tracking within the audience is not an available feature. x Camera switching will need to be done manually through touch panel. Automatic switching between cameras is not available.
x Camera system will retain existing functionality but we are adding presets for the camera based on room layout. Additional coordination will be required to confirm the desired layouts. x BRCAM7 camera alternate is listed below and will be more broadcast quality. Functionality will be exactly the same as the SRGA40.
KVM / BYOM
x Provide and install usb switcher with HDMI extension for BYOM function at single podium location.
o Transmitters will connect to shielded RJ45 plate located in each floor box. o Provided drawings indicate the existing cable is not shielded; replacement with shielded cable is included.
o Power is required and podium will have to be within reach of floorbox. x Provide and install new Extron power supply for USB extenders located in 2 floorboxes x USB power supply is currently being extended back to the rack. This is not recommended. The power supply should be relocated to the floor box, assuming power is available. If power is not available in the floor box, an alternate solution will need to be implemented. Additional charges may apply.
Network/Control
x Existing network switch should be adequate and will be reused. x Existing Control panel will be reused.
Service & Notes
x Upon award and prior to implementation, ICS will meet with the client onsite to discuss table orientations for camera presets and 4
th camera location. We are concerned ADA will be an issue if it is wall mounted above the door. Pole mount will need to be explored. x Although a 5% contingency cost is not shown we are assuming it will be available as needed.
List of Material
QSC DSP $4,925.18 1
Shure Ceiling microphone array $10,032.00 2
Sony 20x optical zoom 4k cam with ceiling pole mt $13,153.14 4 Inogeni BYOM tx/rx $2,330.31 1
Extron 12volt power supply $309.76 4
LG 27” Monitor with stand $1,464.32 4
Extron XTP rx for confidence monitors $1,189.76 1
Extron 25’ hdmi cables $1,295.36 4
Extron 4 output hdmi da $950.40 1
Custom Misc cable & connectors $3,990.77 1
Attachment 1
Lab or / Programming / Eng / CAD $94,805.00
Ma terial $39,641.00
Frei ght/Tax $5,374.00
Exclusions and Clarifications:
1. ICS is signatory to the IBEW, Sound and Communications Santa Clara County Union Local #332.
2. This proposal is valid for 60 days, however if th ere is any material increase or tariff related cost, additional charges pay apply.
3. All demod equipment will be turned over to client.
4. Any Owner Furnished Equipment (OFE) including Satellite/cable boxes, digital signage players and content, desktop monitors, PC’s and all cabling infrastructure and any other reused or OFE equipment is not covered under any ICS warranty. It is also assumed to be fully functional.
5. ICS will not be responsible for deficiencies, damage, undocumented modifications, labeling inconsistencies, or performance limitations associated with prior installation work performed by others.
6. Any remediation, cable re-termination, replacement of damaged infrastructure, correction of wiring faults, or corrective labor required due to conditions discovered during implementation will be treated as additional scope and may result in additional charges.
7. If direct infrastructure pathways are not in plac e or exiting infrastructure obstructs installation of devices/mounts additional charges may apply.
8. ICS is assuming work can be done continuously without delay, unless noted otherwise. Idle time incurred by ICS due to absence of required escorts, clearances, inability to enter the workplace, or other factors beyond their control may incur a change order to the quoted price at their current billable per hour rate.
9. Voice/Data/Network specific cabling (UTP CAT6/6A) as required by the AV system is assumed to be in place.
10. This pricing does not include any increase for potential tariffs that may be newly imposed on our distributors. If the material on the proposal is subject to any future, potential tariffs; additional charges may apply.
11. This proposal is based on work performed by ICS occurring during normal business hours, Monday through Friday, 7:00am to 3:30pm, excluding observed holidays. All work is also Attachment 1
assumed to be completed before 11/30/2026. If this is not the case additional charges will apply.
12. All LVC conduits, cable trays/ladders, AC power circuits, AC mains grounding, fire wall penetrations, back boxes, wall boxes, floor boxes, floor penetrations, concrete coring for poke thru/chases, and any general electrical work, patchwork and painting required to support the AV systems will be provided by others and is not included in ICS’ scope of work (unless specified in this proposal).
13. All cabinets, podiums, credenzas, closets and/or other millwork and enclosures that could house AV electronics, will be reused.
14. If a mechanical lift is required additional charges will apply.
Terms: Net 30
ICS prefers to proceed on quoted work orders with signed approval and/or a purchase order.
Approved work orders can be faxed to 408 998 0100 or emailed to Kevan.Anderson@ics- integration.com
Submitted By: Kevan Anderson Approved By: _______________________ Date: August 25, 2026 Print Name: ________________________ Base: $139,820.00
Date Ap proved: _____________________
If yo
u have any questions or concerns please let me know,
Sincerely,
Kevan A
nderson
Project Manager
Attachment 1
AV Proposal
Rev4 AV Broadcast
To: City of Sunnyvale
Attention: Aprajitha Venkat
From: Kevan Anderson
Date: August 25, 2026
Subject: Rev4 AV Broadcast Signal from Bay and Redwood Aprajitha,
ICS Integrated Communication Systems is submitting the following proposal to provide equipment, programming, engineering and installation for the AV broadcast function at council chambers located at 456 W Olive Ave Sunnyvale, CA 94086
x While every effort has been made to generate a comprehensive audiovisual systems solution for this project (based on information provided); upon ICS award, an overall final design review will take place with ICS Engineers and representatives of the client.
ICS Project Implementation Overview:
General:
ICS will execute the work in accordance with the terms and conditions of the final contract. The general scope of work and project clarifications and exclusions are listed in this document. This proposal includes the following rooms/systems:
x AV Control Room
Changes to Contract Scope:
Additional work requested by the customer, or consultant that is not included in the scope of work herein, will require a written change order to the contract with the appropriate compensation and time adjustments for the change in scope. Changes to the contract shall be processed in writing to ensure all involved parties fully understand any technical, cost, and scheduling impacts that may result.
Project Organization:
ICS’ technical team will be responsible for the installation of the project and to ensure customer satisfaction. The Project Manager will be responsible for the day-to-day management of the project. The Lead Installer will be responsible for the day-to-day management of the project job site.
Quality and Safety:
ICS team will ensure that all work performed is to the quality standards specified and all safety Attachment 1
standards are met in accordance with the General Contractor requirements for on-site work. ICS’ union technicians will perform on-site installation of field cabling and equipment and system testing.
Testing and Commissioning:
ICS’ technicians will test and verify the proper operation of each system, including all hardware and software provided and installed by ICS.
Scope of Work Overview:
Gene
ral
x ICS to provide all cable, connectors and miscellaneous hardware as required for to provide the functionality described below
x Unless listed below existing functionality of the AV system will remain the same.
Broadcast Functionality
x A single camera feed from either the Redwood or Bay Conference Rooms can be routed into the broadcast system.
x This feed can be selected from one of the available cameras in those spaces. x The selected camera feed will be treated as a separate input into the main broadcast system. x Only one room can be broadcast at a time: Redwood, Bay A, Bay B, or the combined Bay Room. x Other existing AV signals from Bay and Redwood will not be able to be broadcast. x The ability to mute and unmute audio from Chambers/Bay/Redwood is included. The Extron device included allows the user to only hear chambers over broadcast, or Bay or Redwood. o Alternate listed below to integrate Extron processor that will allow user to hear and toggle audio on/off from more than one room simultaneously. x Ability to send one input from Bay A, Bay B, Bay Combined or Redwood to presentation button in the AV Control room. This would be controlled via a 5” Extron control panel.
Cable Management
x Extron device will reside in small rack on control room table. x Cabling from the Redwood and Bay cameras will be routed to a new Blackmagic Design router located in the main equipment rack. From there, cabling will be extended to the small rack located at the control room table.
x ICS will attempt to utilize the existing cable pass-through. If the existing pass-through is not usable, ICS will provide a new pass-through where feasible. x If a concealed pathway is not available, surface-mounted raceway may be required and would be reviewed prior to installation.
Attachment 1
Notes
x The Redwood and Bay functional drawings will include callouts identifying where the broadcast feeds are intended to land. Production of the Chambers functional drawing set is not included in the current scope, but can be added if required at an additional cost. x Although a 5% contingency cost is not shown we are assuming it will be available as needed.
List of Material
Extron 5” touch panel 1
Extron Signal Processor 1
Black Magic 10x10 12g video hub 1
Custom Misc cable & connectors 1
Labor / Programming / Eng / CAD $21,698.00
Material $5,200.00
Freight/Tax $722.00
Exclusions and Clarifications:
1. ICS is signatory to the IBEW, Sound and Communications Santa Clara County Union Local #332.
2. This proposal is valid for 30 days.
3. All demod equipment will be turned over to client.
4. Any Owner Furnished Equipment (OFE) including Satellite/cable boxes, digital signage players and content, desktop monitors, PC’s and all cabling infrastructure and any other reused or OFE equipment is not covered under any ICS warranty. It is also assumed to be fully functional.
5. ICS will not be responsible for deficiencies, damage, undocumented modifications, labeling inconsistencies, or performance limitations associated with prior installation work performed by others.
6. Any remediation, cable re-termination, replacement of damaged infrastructure, correction of wiring faults, or corrective labor required due to conditions discovered during implementation will be treated as additional scope and may result in additional charges.
7. If direct infrastructure pathways are not in pl ace or exiting infrastructure obstructs installation of devices/mounts additional charges may apply.
8. ICS is assuming work can be done continuously without delay, unless noted otherwise. Idle time incurred by ICS due to absence of required escorts, clearances, inability to enter the workplace, or other factors beyond their control may incur a change order to the quoted price at their current billable per hour rate.
Attachment 1
9. Voice/Data/Network specific cabling (UTP CAT6/6A) as required by the AV system is assumed to be in place.
10. This pricing does not include any increase for potential tariffs that may be newly imposed on our distributors. If the material on the proposal is subject to any future, potential tariffs; additional charges may apply.
11. This proposal is based on work performed by ICS occurring during normal business hours, Monday through Friday, 7:00am to 3:30pm, excluding observed holidays. All work is also assumed to be completed before 11/30/2026. If this is not the case additional charges will apply.
12. All LVC conduits, cable trays/ladders, AC power circuits, AC mains grounding, fire wall penetrations, back boxes, wall boxes, floor boxes, floor penetrations, concrete coring for poke thru/chases, and any general electrical work, patchwork and painting required to support the AV systems will be provided by others and is not included in ICS’ scope of work (unless specified in this proposal).
13. All cabinets, podiums, credenzas, closets and/or other millwork and enclosures that could house AV electronics, will be reused.
Terms: Net 30
ICS prefers to proceed on quoted work orders with signed approval and/or a purchase order.
Approved work orders can be faxed to 408 998 0100 or emailed to Kevan.Anderson@ics- integration.com
Submitted By: Kevan Anderson Approved By: _______________________ Date: August 25, 2026 Print Name: ________________________ Base: $27,620.00
5% Contingency: $ 1,380.00 Date Approved: _____________________ If you have any questions or concerns please let me know, Sincerely,
Kevan
Anderson - Project Manager
Attachment 1
6680 Via Del Oro San Jose, CA 95119 Tel 408 491-6000 Fax 408 998-0100 California Contractor License Number C-10 814203
AV Proposal
TMC
To: City of Sunnyvale
Attention: Kathleen Boutte Foster
From: Kevan Anderson
Date: September 10, 2026
Subject: TMC
Kathleen,
ICS Integrated Communication Systems is submitting the following ROM proposal to provide equipment, programming, engineering and installation for the TMC control room located at 456 W Olive Ave Sunnyvale, CA 94086
x While every effort has been made to generate a comprehensive audiovisual systems solution for this project (based on information provided); upon ICS award, an overall final design review will take place with ICS Engineers and representatives of the client.
ICS Project Implementation Overview:
General:
ICS will execute the work in accordance with the terms and conditions of the final contract. The general scope of work and project clarifications and exclusions are listed in this document. This proposal includes the following rooms/systems:
x TMC
Changes to Contract Scope:
Additional work requested by the customer, or consultant that is not included in the scope of work herein, will require a written change order to the contract with the appropriate compensation and time adjustments for the change in scope. Changes to the contract shall be processed in writing to ensure all involved parties fully understand any technical, cost, and scheduling impacts that may result.
Project Organization:
ICS’ technical team will be responsible for the installation of the project and to ensure customer satisfaction. The Project Manager will be responsible for the day-to-day management of the project. The Lead Installer will be responsible for the day-to-day management of the project job site.
Quality and Safety:
ICS team will ensure that all work performed is to the quality standards specified and all safety Attachment 1
6680 Via Del Oro San Jose, CA 95119 Tel 408 491-6000 Fax 408 998-0100 California Contractor License Number C-10 814203
standards are met in accordance with the General Contractor requirements for on-site work. ICS’ union technicians will perform on-site installation of field cabling and equipment and system testing.
Testing and Commissioning:
ICS’ technicians will test and verify the proper operation of each system, including all hardware and software provided and installed by ICS.
Scope of Work Overview:
Gene
ral
x ICS to provide AV functional shop drawings and programming and training x ICS to provide all cable, connectors and miscellaneous hardware as required for new equipment to be installed
Audio
x Replace existing audio processing and amplification with one Q-SYS DSP and amplifier. x Furnish and install two QSC AC-C8T ceiling speakers.
x Integrate selected source audio and provide Crestron volume and mute control. STB and DVD/Blu-ray are assumed to be only audio sources required, in which only one can be used at a time.
x Configure, tune and test the audio system, with provisions for future expansion.
Control
x Retain Crestron as the system control platform and provide control processor and 7” table top touch panel in control.
x Furnish and install one wall mounted Crestron touch panel in the adjacent office. x Program source selection, video-wall layout recall, display power, and audio controls. x Coordinate Crestron integration with RGB Spectrum and Q-SYS equipment.
Video
x Replace the existing video wall with the specified Absen M54 system, including wall mounting and trim.
x Replace the Jupiter processor with one RGB Spectrum video wall processor, configured with the input/output cards and software.
x Furnish and install one Samsung 55” auxiliary display with Chief mount in the adjacent office.
Optional second display alternate listed below for similar experience to control room.
Attachment 1
6680 Via Del Oro San Jose, CA 95119 Tel 408 491-6000 Fax 408 998-0100 California Contractor License Number C-10 814203
x Provide nine Crestron DM transmitter/receiver sets and required adapters, cabling and power supplies, for the Absen input configuration.
x Configure and test source routing, wall layouts and auxiliary display operation.
KVM / RGB
x Integrate three existing PCs using three RGB Spectrum XP104 transmitters and three XP104 receivers.
x Provide three local operator positions, each with two LG 27BA45U-B monitors on one Ergotron dual-monitor arm.
x Configure authorized PC selection and keyboard/mouse control at each position. x Provide the managed AV network, endpoint power, cabling and configuration required for operation.
x Test simultaneous desktop viewing, PC control and integration with the video-wall system. No remote operator positions are included. Control will be within control room Rack and Infrastructure / Network
x Furnish and install one Middle Atlantic WR-44-32 equipment rack, including anchorage and clearance for rollout and rotation.
x Provide one Middle Atlantic fan top with controller for rack ventilation. x Provide one Tripp Lite PDUMV40 vertical power distribution unit and one Middle Atlantic UPS for designated rack equipment.
x Provide required shelves, mounting hardware, blank panels, cable management and power- supply retention accessories.
x Mount and integrate new and retained rack equipment, maintaining ventilation and service access.
x Utilize existing table and cable pathways.
x Terminate, label and dress cabling, including supported service loops for rack movement. x 24 port netgear managed switch to be provided and installed.
Notes
x Upon award and prior to implementation, ICS will meet with the client to review touchpanel layout. We are assuming that similar wall presets to existing system will be retained. x Although a 5% contingency cost is not shown we are assuming it will be available as needed. x All existing software to be configured by client.
Attachment 1
6680 Via Del Oro San Jose, CA 95119 Tel 408 491-6000 Fax 408 998-0100 California Contractor License Number C-10 814203
Manufacturer Control Room / Shared System Material Description Quantity
CONTROL ROOM
Absen M54 video-wall LED 1080P system (4x2 panels or 15.75’ x 4.43’) 1 system AMD Video-wall mounting system 1
AMD Video-wall trim/cladding package 1
RGB Spectrum Video-wall processor with Plus software, three input cards and three output cards
1 RGB Spectrum Input-card cable retention brackets 3
RGB Spectrum Mini-HDMI to HDMI adapters 12
RGB Spectrum DisplayPort to HDMI adapters, 4K60 9
Crestron Video-wall signal extension solution 9
RGB Spectrum Four-port KVM transmitters 3
RGB Spectrum Four-port KVM receivers 3
LG 27-inch desktop monitors 6
Ergotron Dual side-by-side monitor arms with desk clamps, black 3 Q-SYS Audio DSP 1
Q-SYS Two-channel, 60-watt-per-channel network amplifier 1 QSC 8-inch ceiling speakers 2
Crestron Control processor 1
Crestron Control-room 7” desktop touch panel 1
NETGEAR Managed AV network switch with 24 Gigabit PoE+ 1 Middle Atlantic 44RU rollout/rotating rack enclosure, nominal 32-inch depth 1 Middle Atlantic Rack fan top with controller 1
Tripp Lite Slim vertical power distribution unit 1
Middle Atlantic Rack-mounted UPS 1
Various Misc Material 1 lot
ADJACENT OFFICE
Samsung 55-inch commercial auxiliary display 1
Chief Fixed wall mount for auxiliary display 1
Crestron 7-inch wall-mounted touch panel 1
Crestron Video extension solution from rack to adjacent-office display 1 Various Required power supplies and device mounting hardware 1 lot Various HDMI, network and control cabling, connectors and labels 1 lot Lab or / Programming / Eng / CAD $126,477.00
Ma terial $219,579.00
Fr eight / Tax $ 30,844.00
Exclusions
and Clarifications:
1. ICS is signatory to the IBEW, Sound and Communications Santa Clara County Union Local #332.
Attachment 1
6680 Via Del Oro San Jose, CA 95119 Tel 408 491-6000 Fax 408 998-0100 California Contractor License Number C-10 814203
2. This proposal is valid for 30 days, however if there is any material increase or tariff related cost, additional charges pay apply.
3. All demod equipment will be turned over to client.
4. Any Owner Furnished Equipment (OFE) including Satellite/cable boxes, digital signage players and content, PC’s, keyboard/mouse and all cabling infrastructure and any other reused or OFE equipment is not covered under any ICS warranty. It is also assumed to be fully functional.
5. ICS will not be responsible for deficiencies, damage, undocumented modifications, labeling inconsistencies, or performance limitations associated with prior installation work performed by others.
6. Any remediation, cable re-termination, replacement of damaged infrastructure, correction of wiring faults, or corrective labor required due to conditions discovered during implementation will be treated as additional scope and may result in additional charges.
7. If direct infrastructure pathways are not in plac e or exiting infrastructure obstructs installation of devices/mounts additional charges may apply.
8. ICS is assuming work can be done continuously without delay, unless noted otherwise. Idle time incurred by ICS due to absence of required escorts, clearances, inability to enter the workplace, or other factors beyond their control may incur a change order to the quoted price at their current billable per hour rate.
9. Voice/Data/Network specific cabling (UTP CAT6/6A) as required by the AV system is assumed to be in place.
10. This pricing does not include any increase for potential tariffs that may be newly imposed on our distributors. If the material on the proposal is subject to any future, potential tariffs; additional charges may apply.
11. This proposal is based on work performed by ICS occurring during normal business hours, Monday through Friday, 7:00am to 3:30pm, excluding observed holidays. All work is also assumed to be completed before 11/30/2027. If this is not the case additional charges will apply.
12. Due to ICS’s backlog some OT may be required to accommodate construction schedule.
13. All LVC conduits, cable trays/ladders, AC power circuits, AC mains grounding, fire wall penetrations, back boxes, wall boxes, floor boxes, floor penetrations, concrete coring for poke thru/chases, and any general electrical work, patchwork and painting required to support the AV systems will be provided by others and is not included in ICS’ scope of work (unless specified in this proposal).
Attachment 1
6680 Via Del Oro San Jose, CA 95119 Tel 408 491-6000 Fax 408 998-0100 California Contractor License Number C-10 814203
14. All cabinets, podiums, credenzas, closets and/or other millwork and enclosures that could house AV electronics, will be reused unless noted above
Terms: Net 30
ICS prefers to proceed on quoted work orders with signed approval and/or a purchase order.
Approved work orders can be faxed to 408 998 0100 or emailed to Kevan.Anderson@ics- integration.com
Submitted By: Kevan Anderson Approved By: _______________________ Date: September 10, 2026 Print Name: ________________________ Base: $376,900.00
RGB Ext Warranty yr 2-5: $ 39,600.00 Date Approved: _____________________ Spare RGB Devices $ 34,550.00
Adjacent Office Second Display $ 9,400.00
If you have any questions or concerns please let me know, Sincerely,
Kevan Anderson
Project Manager
Attachment 1
City of Sunnyvale, page 9
EXHIBIT B
COMPENSATION
Bay Room $111,557.00
$65,401.00
$8,872.00
$185,830.00
Redwood Room $94,805.00
$39,641.00
$5,374.00
$139,820.00
Broadcast Signal $21,698.00
$5,200.00
$722.00
Labor/Programming/ Eng/ CAD
Material
Freight/Tax
Total Cost For Bay Room
Labor/Programming/ Eng/ CAD
Material
Freight/Tax
Total Cost For Redwood Room
Labor/Programming/ Eng/ CAD
Material
Freight/Tax
Total Cost For Broadcast Signal
$27,620.00
Grand Total $813,720.00
Additional Services not listed in this exhibit or Exhibit A may be authorized in writing by City’s project manager, not to exceed a total of $35,000. Contractor may seek approval for additional services by submitting a written proposal to City’s project manager, detailing the tasks and applicable fees. Services are not authorized until City’s project manager confirms and authorizes contractor to proceed in writing.
Traffic Management
Control Room
Labor/Programming/Eng/CAD $126,477.00
Material $219,579.00
Freight/Tax $30,844.00
RGB Ext Warranty yr 2-5 $39,600.00
Spare RGB Devices $34,500.00
Adjacent Office Second Display $9,400.00
Total Cost for TMC $460,450.00
Attachment 1
City of Sunnyvale, page 10
EXHIBIT C
INSURANCE REQUIREMENTS
Contractor shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work by the Contractor, their agents, representatives, or employees.
Minimum Scope and Limits of Insurance. Contractor shall maintain limits not less than:
1. Commercial
General Liability: coverage written on an occurrence basis with limits not less than $1,000,000 per occurrence and $2,000,000 aggr egate for bodily injury, personal injury and property damage. ISO Occurrence Form shall be at least as broad as CG 0001.
2. Automobile Liability: coverage with a combined single limit of not less than $1,000,000 per occurrence applying to all owned, non-owned, or hired vehicles used in conjunction with this contract for bodily injury and property damage. ISO Form shall be at least as broad as CA 0001.
3. Workers’ Compensation: Statutory Limits and Employer's Liability: $1,000,000 per accident for bodily injury or disease.
Deductibles, Self-Insured Retentions and Other Coverages:
Any deductibles or self-insured retentions (SIR) must be declared and reviewed by the City of Sunnyvale, Risk Manager. The Contractor shall guarantee payment of any losses and related investigations, claim administration and defense ex penses within the deductib le or SIR. Policies containing any SIR provision shall provide, or be endorsed to provide, that the SIR may be satisfied by either the Named Insured or the City.
The aforementioned insurance requirements can be met through any combination of self-insured, primary and excess/umbrella policies that fulfill the stipulated coverage as cited above.
Other Insurance Provisions:
1. During the term of the contract, the City of Sunnyvale, its officers, officials, employees, agents, and volunteers are to be covered as an additional insured in the Contractor’s commercial general liability policy (and if industry specific coverage is checked above, liquor liability, and molestation and sexual abuse policies) with respect to liability arising out of activities performed by or on behalf of the Contractor; products and completed operations of the Contractor; premises owned, occupied or used by the Contractor. The covera ge shall contain no special limitations on the scope of protection afforded to the City of Sunnyv ale, its officers, officials, employees, agents, or volunteers.
Additional Insured Endorsement for ongoing operations at least as broad as ISO CG 20 10 Scheduled, or automatic CG 20 38.
2. During the term of the contract, the Contractor’s Workers Compensation policy shall be endorsed with a waiver of subrogation in favor of the City of Sunnyvale.
3. For any claims related to this project, the Contractor’s insurance shall be primary. Any insurance or self-insurance maintained by the City of Sunnyv ale, its officers, officials, employees, agents and volunteers shall be excess of the Contractor’s insurance and shall not contribute with it and shall be at least as broad as ISO CG 20 01 04 13.
Attachment 1
City of Sunnyvale, page 11
4. Any failure to comply with reporting or other pr ovisions of the policies including breaches of warranties shall not affect coverage provided to the City of Sunnyvale, its officers, official s, employees,
agents or volunteers.
5. The Contractor’s insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer's liability.
6. Each insurance policy required by this clause shall be endorsed to state that coverage shall not be suspended, voided, cancelled by either party, reduced in coverage or in limits except after 30 days' prior written notice by email to [email protected], has been given to the City of Sunnyvale.
7. Any umbrella or excess insurance liability policies shall be true “following form” of the underlying polic
y coverage, terms, conditions, and provisions and shall meet all of the insuranc e requi
rements stated in this document, includin g the additional insured, SIR, and primary and non-contributory insurance requirements for the benefit of City (if agreed to in a written contract or agreement) until all coverage carried by or available to the Contractor’s primary and excess liability policies are exhausted and before the City’s own Insurance or self-insurance shall be called upon to contribute to a loss
.
8. The policy limits of coverage shall be made available to the full limits of the policy. The minimum limits stated above shall not serve to reduce the Contractor’s policy limits of coverage. Therefore, the requirements for coverage and limits shall be (1) the minimum coverage and limits specified in this agreement, or (2) the broader coverage and maximum limits of coverage of any insurance policy or proceed
s available to the named insured and also available to the Additional Insured, whichever is greater.
Ac
ceptability of Insurers:
Insurance is to be placed with insurers with a current A.M. Best's rating of no less than Superior or Excellent, and who are admitted and authorized to do business and in good standing in California unless otherwise acceptable to the City of Sunnyvale’s Risk Manager.
Verification of Coverage:
City utilizes an electronic insurance verification system to track and verify all insurance related documents. City no longer accepts insurance documents by mail and will only accept electronic insurance documents. City will email the Contractor requesting proof of insurance for this Agreement through an electronic insurance ve rification system, which includes instructions on how to upload insurance documents electronically. Contractor shall furnish the City with an electronic Certificate of Insurance effecting the coverage required. The certificates are to be signed by a person authorized by that insurer to bind coverage on its behalf and name City of Sunnyvale, Attn: Risk Management, 456 W.
Olive Ave, Sunnyvale, CA 94086 as the certificate holder. All certif icates are to be received and approved by the City’s Risk Manager prior to commencement of work.
The Contractor shall provide certificate(s) evidencing renewals of all insurance required herein prior to the expiration date of any such insurance. Contractor shall submit insurance certificates, reflecting the policy renewals through the City’s electronic insurance verification system. City reserves the right to require complete, certified copies of all required insurance policies, at any time.
Subcontractors
Contractor shall require all subcontractors to proc ure and maintain insurance policies subject to these requirements. Failure of Contractor to verify exis tence of subcontractor’s insurance shall not relieve Contractor from any claim arising from subcontractors work on behalf of Contractor.
Attachment 1