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ITEM 3.9 Audio and Video upgrades for Council Chambersi '!0 OtSeF go MINNESOTA DEPARTMENT INFORMATION Request for City Council Action ORIGINATING DEPARTMENT REQUESTOR: MEETING DATE: Administration City Administrator/Finance Director Flaherty September 14, 2020 PRESENTER(s) REVIEWED BY: ITEM #: Consent 3.9 STRATEGIC VISION MEETS: THE CITY OF OTSEGO: X Is a strong organization that is committed to leading the community through innovative communication. Has proactively expanded infrastructure to responsibly provide core services. Is committed to delivery of quality emergency service responsive to community needs and expectations in a cost-effective manner. Is a social community with diverse housing, service options, and employment opportunities. Is a distinctive, connected community known for its beauty and natural surroundings. AGENDA ITEM DETAILS RECOMMENDATION: City staff recommends the City Council accept a proposal for integration of audio and video teleconferencing upgrades within the City Council Chambers. ARE YOU SEEKING APPROVAL OF A CONTRACT? IS A PUBLIC HEARING REQUIRED? Yes No BACKGROUND/JUSTIFICATION: The current audio-visual system in the City Council Chambers was installed during 2018. Due to the COVID- 19 health pandemic, the City has been conducting Council, Commission and Staff meetings through a hybrid method of in -person attendance and teleconference attendance. When the audio-visual system was installed in 2018, the City was not conducting meetings in such a manner, and designed the system accordingly. City staff has worked with Tierney, who installed the current system to identify a solution for the integration of audio and video teleconferencing upgrades within the City Council Chambers. The integration of audio and video teleconferencing upgrades will: - Add three video cameras within the Chambers - Integrate audio and video sources into current master system controls - Allow audio and video sources to integrate into teleconference software such as ZOOM - Promote remote attendance of City Council, Commission and Staff meetings - Promote social distancing by increasing flexibility of room setup for City meetings - Provide flexibility to viewers to watch Public meetings at a time convenient to them - Improve reliability of teleconference meetings - Improve the attendance experience for meetings - Ensure compliance with Minnesota Statutes for Public meetings SUPPORTING DOCUMENTS ATTACHED: • Proposal — Tierney POSSIBLE MOTION PLEASE WORD MOTION AS YOU WOULD LIKE IT TO APPEAR IN THE MINUTES: Motion to accept a proposal for integration of audio and video teleconferencing upgrades within the City Council Chambers, and to approve Tierney to complete the scope of services in the amount of $43,819.81. BUDGET INFORMATION FUNDING: BUDGETED: General Fund — IT Department No. This expenditure would be covered by 101-41650-501 funding received by the City from the Coronavirus Relief Fund (CARES). OTIERNEY m (7, Design Integration Tierney 1771 Energy Park Dr. Suite 100 ril St. Paul, MN55108 800.9337337 infoCatinrn=yrnnn vvvvvvz/crneyznnn Tierney has been in the business of helping our partners improve their communication and tell their unique stories for over fortyyears. The only way to accomplish this is to listen to our customers needs, provide consultation based on our experience, and deliver on our promise. We strive to be a valued and trusted partner to your organization, not simply a supplier. On behalf of our entire team at Tierney, we truly appreciate the opportunity to workwith you on delivering your vision and supporting you each step of the way. Our success is dependent on your success. Robert T. Gag CEO MIMMM **TIERNEY 1771 Energy Park Dr. #100, St. Paul, MN 55108 800.933.7337 1 info@tierney.com I www.tierney.com Thursday, August 27, 2020 Tami Loff City of Otsego Proposal for Audio -Visual Service RE: City of Otsego - Web Conferencing Integration Opportunity Number: 26975 R1 Scope of Integration Services Summary of Work to be completed by Tierney at 13400 90th St NE Otsego, MN 55330. (Please initial if address is correct or provide correct address. ) Executive Summary: System Objective and Overview Tierney is pleased to present City of Otsego (the Client) with the following scope of work for upgrading their current AV Capabilities in the Council Chambers. One (1) quote will be presented for this Scope of Work. This quote will include: - Three (3) new 1080P cameras ceiling mounted, two (2) facing dais, one (1) behind the dais facing the room (for COVID/presenters) - New network switch (current switch is at POE+ limit, and was near full up on port count). New switch will future proof for further POE+ Device additions. - An Extron Web streaming and recording box (for non -web conferencing meetings that are to be recorded or streaming live or delayed). - Labor for cable pulls, device installation, and reprogramming of the system for new controls. Quote: (A — Video Conferencing Add) Where You See It Video Display Solution Existing displays will be reused. One (1) new 22" Display will be provided, in the rack room, for local preview of recording/stream content or web conference. Current design allows for seeing either recording or web conferencing. What You Will See Video Source Solution The majority of the video inputs will remain the same. The two (2) additional system inputs will be a Client provided Small Form Factor PC, which will be used for web conferencing, and a second to show the Record Preview feed from the Extron SMP recorder. A new wireless mouse and keyboard will be provided for controlling the web conferencing functions. NNI'M #TIERNEY 1771 Energy Park Dr. #100, St. Paul, MN 55108 800.933.7337 I info@tierney.com I www.tierney.com Three (3) network POE cameras will be installed, two (2) facing the Dais and one (1) facing the presentation lectern. These will be able to be switched between via the Crestron control system. The Extron SMP 351 video recorder will allow recording of either camera or any other video source, including the web conferencing view from the Room PC. Additional capabilities can be provided based on the Clients requests for camera views. Currently the system is designed for a single camera view to be active at one point in time. PIP/Side-by-Side will not be part of this scope unless specifically requested by the Client. What You Will Hear Audio Source Equipment Audio in the room will be reused. Microphone audio from the room mics will be provided to the Room PC via USB. This will allow conferencing input/output as needed. Additionally, from the DSP, a discrete line output will be connected to the Extron SMP recording/streaming device. This will allow any audio source, including web conferencing, to be able to be recorded. How You Will Use the System Control Solution Additional system control will be added to the existing Crestron control system. UX/UI final confirmation will need to be discussed between the Client and Tierney PM. This is to make sure the look and feel is consistent with what they Client would like. The system controls may include features such as the following: - Web Conferencing — will bring up the new Client Room PC, and will provide Camera PTZ controls on the same page - Sharing content - Camera controls with camera source switching, and presets - Hidden page with camera PTZ for operator and/or to set presets - Output volume control for recording and streaming - Recording/streaming control: Start/Stop/Pause, Source selection for recording control/web streaming. Client will need to discuss with Tierney PM which destination(s) they would like to stream to — e.g. Facebook live, YouTube, Twitch. NOTE.• If the Client wishes to have further control over the production of their meetings, a camera control/switching board could be provided at additional cost. This has not been included, as the board, how much control the Client wishes to have, and what additional production features require further discussion. Where Is It Being Put? Furniture/Rack Solution 0001M **TIERNEY 1771 Energy Park Dr. #100, St. Paul, MN 55108 800.933.7337 1 info@tierney.com I www.tierney.com Cameras will be located on the ceiling, between 8' — 14' from the dais and one located behind the Dais. All other equipment will be installed in the existing rack, with vent plates, cable management, power, and cabling provided as needed. What You Need to Provide Client Responsibilities The following responsibilities and items requested below are a requirement as per the project scope to be completed by the Client. If any of the below items cannot be completed prior to the dates coordinated with Tierney project management staff additional charges or project delays may occur. • Verify a minimum of two (2) Quadplex 120V/20A electrical receptacle, on separate circuits for AV, mounted at the Rack location. • Provide accessible cable pathway, or a conduit of 1", with pull string and no more than 30% current fill. A 1" conduit should suffice from the rack wall to the accessible ceiling, each display to an accessible ceiling, from each table floor core to the accessible ceiling, and from each wall plate and touch screen to an accessible ceiling. • Provide at least four (4) Client network drops at the rack for wireless presentation, room PC, and two (2) for any future added OFE equipment that might need to utilize the network. Exact location to be coordinated with Tierney project management prior to installation. • Other trades to Install electrical items including hardwired whip of table box, cubby systems, conduit, lighting, and any physical non -low voltage cabling, if needed. • Verify table or wall cut locations, if required, with Tierney project management, other trades to perform cuts based on information provided by Tierney. • All furniture cuts will the responsibility of the client and/or other trades, with coordination, placement, and schematics to be provided by Tierney. • Working with Tierney project management, determine network requirements and certification for the devices that will reside on Client network, as well as network constraints, or VLAN information that will be required. • Working with Tierney Project management, fill out any required networking coordination worksheets for VOIP switch config, or other items. • VOIP/SIP has been removed from Tierney's scope of work. • Verifying configuration of the network connection prior to Tierney installation date. • Verify Firmware on reuse equipment is most up-to-date in order to function with control equipment. • Verify with Tierney project management requirements for output on PC/laptop. • Client will need to set up and configure any computing resources. This includes: installing any Client software, UC or web conferencing software, hardware configurations internal to the computer, firmware and operating system updates, etc. Tierney will take computing resources and install them within the AV system, and will verify functionality of AV components. • Provide a clear, clean, and accessible room for the installation. • Coordination of parking and building access. • Verify all existing equipment that will be reused is functional prior to install technicians on site, this includes Cable TV boxes. Customer Expectations: If multiple rooms were quoted, installation pricing for this proposal assumes that all quotes will be signed off on and installed at the same time. If one or more of the quotes in this proposal are not approved, existing quotes will need to be revised to reflect those changes and additional charges may apply. 0100M AVTIERNEY 1771 Energy Park Dr. #100, St. Paul, MN 5S1Oe eOO.933.7337 1 info@tierney.com I www.tierney.com Equipment locations such as closets, or cabinetry may require additional venting, or in some cases dedicated cooling units to keep equipment operating at standard temperatures. We appreciate the opportunity to present this proposal. If you have any questions, please do not hesitate to contact us at your convenience at 612-331-5500. Our fax number is 612-331-3424. Proposal Prepared By: Sales Representative - Mike Chapley Systems Engineer - Nick Pooler (Please initial to acknowledge and authorize the Scope of Integration Services presented here. Quote#TIEF NEYr #188797 1771 Energy Park Drive, Suite 100, St. Paul, MN 55108 (612) 331-5500 1 (800) 933-7337 1 Fax (612) 331-3424 8/27/2020 www.tierney.com Bill To Ship To Accounts Payable City of Otsego City of Otsego 13400 90th St NE 13400 90th St NE Otsego MN 55330 Otsego MN 55330 Memo: A - Web Conferencing IntegrationR1 11/25/2020 592 Mike Chapley MNS-CPV 152129 Net30 Qty Item MFG Price Ext. Price Cost Ext Cost Markup % Category A - Web Conferencing Integration R1 Video Display Solution 1 Integration Item LG $127.07 $127.07 $112.45 $112.45 13A Display 22BL450YB Monitors LED monitor - 22" (21.5" viewable) - 1920 x 1080 Full HD (1080p) Video Source Solution 1 U-TAP-HDMI AJA $345.00 $345.00 $311.82 $311.82 11% Video Conferencing AJA U-TAP HDMI - video capture adapter- USB 3.0 3 DM-NVX-350 Crestron $1,017.00 $3,051.00 $900.00 $2,700.00 13% Broadcast Di 9 italMedia-4K604:4:4HDRNetworkAV Video and Production Encoder/Decoder 3 HD-RX-101-C-E Crestron $186.45 $559.35 $165.00 $495.00 13% Video Conferencing DM Lite - HDMI® over CATx Receiver, Surface Mount 3 HD-TX-101-C-1G-E-W-T Crestron $214.70 $644.10 $190.00 $570.00 13% Broadcast Video and DM Lite - HDMIOO over CATx Transmitter, Wall Production Plate, White Textured 6 FP-G2-W-T Crestron $11.30 $67.80 $10.00 $60.00 13% Cabling Decorator Style Faceplate, 2-Gang, White Textured 1 60.1324-01 Extron $2,706.35 $2,706.35 $2,395.00 $2,395.00 13-A Control Systems S M P 351 H.264 Streaming Media Processor -Standard Version 3 PTZ-1202 QSC $2,825.00 $8,475.00 $2,500.00 $7,500.00 13% Video Conferencing Q-SYS PoE camera for AV-to-USB Bridging. 12x Optical Zoom 72° horizontal field of view. For small to medium conference rooms. Includes Lan, 3G-SDI and HDMI; includes a PTZ-WMBt (Wall Mount Bracket) IIIIIIIIIIIII111111 1 of 188797 #TIERNEY Quote #188797 1771 Energy Park Drive, Suite 100, St. Paul, MN 55108 (612) 331-5500 1 (800) 933-7337 1 Fax (612) 331-3424 8/27/2020 www.tierney.com Qty Item MFG Price Ext. Price Cost Ext Cost Markup % Category 3 PTZ-CMB1 QSC $77.97 $233.91 $69.00 $207.00 13% Audio -Visual Furniture Accessory Ceiling Mount Bracket for PTZ Camera Owner Furnished Product- PC Control Solution 1 C9300-NM-8X= Cisco $1,720.62 $1,720.62 $1,578.55 $1,578.55 9% Broadcast st 9300 8 x 106E Network Module Video and Catalyst Production 1 PWR-C1.1100WAC= Cisco $1,281.51 $1,281.51 $1,175.70 $1,175.70 9% Broadcast Video and 11 OOW AC Config 1 Power Supply Production 1 C9300-48U-E Cisco $7,187.87 $7,187.87 $6,594.38 $6,594.38 9% Broadcast st 9300 48- ort UPOE, Network Esse Video and Catalyst P Production 1 C9300-DNA-E-48-3Y Cisco $691.17 $691.17 $634.10 $634.10 9% Ala Carte C9300 DNA Essentials, 48-port, 3 Year Term Software 1 Integration Item Cisco $3,695.93 $3,695.93 $3,390.76 $3,390.76 9% Broadcast Video and C930OL-48P-4X-E Production C930OL-48 Port Fixed POE+Switch w/SFP+ 1 Integration Item Cisco $666.16 $666.16 $611.16 $611.16 996 Ala Carte C930OL-DNA-E-48-3Y Software C9300L Cisco DNA Essentials, 48-port, 3 Year Term license Furniture/Rack Solution 1 KID120BXRH Chief $161.03 $161.03 $142.50 $142.50 13% Mounting Kontourl K1 D Dynamic Desk Mount, Reduced Hardware Height 1 920-008872 Logitech $154.12 $154.12 $136.39 $136.39 13-A Broadcast Video and Wireless Performance Combo Logitech MX900 - Production keyboard and mouse 1 PDT-1615C-NS Middle $113.39 $113.39 $100.35 $100.35 13% Audio -Visual Power Strip, 16 Outlet, 15A Atlantic Furniture 1 VT1 Middle $10.68 $10.68 $9A5 $9.45 13-A Audio -Visual Vf1 1-Space Vent Panel -1 3/4" Atlantic Furniture System Core and Infrastructure Solution 2 CAT6-14BLK Comprehensi $4.53 $9.0F $4.01 $8.02 134U cabling Cat6 550 Mhz Snagless Patch Cable 14ft Black Ve IIIIIIIIIIII I III III Z of 5 188797 #TIERNEY Quote #188797 1771 Energy Park Drive, Suite 100, St, Paul, MN 55108 (612) 331-5500 1 (800) 933-7337 1 Fax (612) 331-3424 8/27/2020 www.tierney.com Qty Item MFG Price Ext. Price Cost Ext Cost Markup % Category 4 CAT6-1BLK Comprehensi $1.48 $5.92 $1.31 $5.24 13% Cabling Cat6 550 Mhz Snagless Patch Cable tft Black ve 4 CAT6-3BLK Comprehensi $1.83 $7.32 $1.62 $6.48 13% Cabling Cat6 550 Mhz Snagless Patch Cable 3ft Black ve 4 CAT6-5BLK Comprehensi $2.29 $9.16 $2.03 $8.12 13% Cabling Cat6 550 Mhz Snagless Patch Cable 5ft Black ve 4 CAT6-78LK Comprehensi $2.70 $10.80 $2.39 $9.56 13% Cabling Cat6 550 Mhz Snagless Patch Cable 7ft ve 4 CAT6STP-1BLU Comprehensi $4.07 $16.28 $3.60 $14.40 13% Cablinq Cat6 Snagless Shielded Ethernet Cables, Blue, ve tft 4 CAT6STP-3BLU Comprehensi $4.43 $17.72 $3.92 $15.68 1316 Cabling Cat6 Snagless Shielded Ethernet Cables, Blue, ve 3ft 4 CAT6STP-5BLU Comprehensi $4.78 $19.12 $4.23 $16.92 13% Cabling Cat6 Snagless Shielded Ethernet Cables, Blue, ve Sft 4 CAT6STP-7BLU Comprehensi $5.96 $23.84 $5.27 $21.08 13% Cabling Cat6 Snagless Shielded Ethernet Cables, Blue, ve 7ft 9 MHD18G-3PROBLK Comprehensi $13.58 $122.22 $12.02 $108.18 13% Cabling MicroFlex Pro AVAT Certified 4K60 18G High ve Speed HDMI Cable with ProGrip Jet Black 3ft 9 MHD18G-6PROBLK Comprehensi $18.81 $169.29 $16.65 $149.85 13% Cabling MicroFlex Pro AV/IT Certified 41<60 18G High ve Speed HDMI Cable with ProGrip Jet Black Eft 2 MHD18G-9PROBLK Comprehensi $24.00 $48.00 $21.24 $42.48 13% Cabling MicroFlex Pro AV/IT Certified 4K60 18G Higgh ve Speed HDMI Cable with ProGrip Jet Black 9ft 4 USB2-AB-6ST Comprehensi $2.44 $9.76 $2.16 $8.64 13% Cabling USB 2.0 A Male To B Male Cable 6ft. ve 4 USB3-AB-6ST Comprehensi $8.50 $34.00 $7.52 $30.08 13% Cabling USB 3.0 A Male To B Male Cable 6ft. ve 3 101.005-02 Extron $28.25 $84.75 $25.00 $75.00 13°6 Cabling XTP DTP 24 Plug Shielded RJ-45 Plug Kit for Extron XTP DTP 24 Shielded Twisted Fair Cable Package of 10 16 11108080034 Liberty $0.34 $5.44 $0.30 $4.80 13% Cabling Category 6 one-piece crimp RJ45 plug Illllllllil I III III 3 of 5 188797 Quote #TIERNE � #188797 1771 Energy Park Drive, Suite 100, St. Paul, MN 55108 (612) 331-5500 1 (800) 933-7337 1 Fax (612) 331-3424 8/27/2020 www.tierney.com Qty Item MFG Price Ext. Price Cost Ext Cost Markup % Category 2 Integration Item Crestron $44.80 $89.60 $40.00 $80.00 12% Video M P-W P 181-C-B Products Media Presentation Wall Plate - Crestron DigitalMedia 8G+T�, Black 18 BOOT-L-BLK Liberty $0.36 $6.48 $0.32 $5.76 13% Cabling LAN/RJ45 Snag Free Connector Strain Relief Boots - Priced individually 150 22-2C-PSH-WHT Liberty $0.11 $16.50 $0.097 $14.55 13% Cabling 22 AWG 2 - COND PLENUM SHIELDED WHITE 1,000 24-4P-P-L6SH-BLK Liberty $0.60 $600.00 $0.535 $535.00 12% Cabling Black Category 6 F/UTP EN series 23 AWG 4 pair shielded cable Reel 1,O00 24-4P-PL6-EN-BLK Liberty $0.30 $300.00 $0.269 $269.00 12% Cabling Plenum CAT6 1000ft reel 18 11108080034 Liberty $0.34 $6.12 $0.30 $5.40 13% Cabling Category 6 one-piece crimp RJ45 plug 1 HP -Screws Middle $16.27 $16.27 $14.40 $14.40 13% Audio -Visual HP Box of 100 PCS 10-32 Screws Black Atlantic Furniture 1 Integration Item QSC $452.00 $452.00 $400.00 $400.00 13% Ala Carte SL-DAN-32-P Software Q-SYS Software -based Dante 3202 Channel License, Perpetual I SL-QSE-110-P QSC $226.00 $226.00 $200.00 $200.00 13% Ala Carte Q-SYS Core 110 Scripting Engine Software Software License, Perpetual I Integration Item Tierney $360.64 $360.64 $319.15 $319.15 13% Video Networking components (Patch bay, data port Products wall plates, RJ45 Jacks) 1 Minnesota State Contract- Associated $500.00 $500.00 Hardware 4 Minnesota State Contract- Design / $120.00 $480A0 Engineering Professional/Technical Design Service; Engineering and Design 8 Minnesota State Contract- Project $90.00 $720.00 Management 10 Minnesota State Contract -In-House $90.00 $900.00 Installation 13 Minnesota State Contract -On-Site $95.00 $1,235.00 Installation IIIIIIIIIIII I III III 4 of 5 188797 #TIERNEYQuote #188797 1771 Energy Park Drive, Suite 100, St. Paul, MN 55108 (612) 331-5500 1 (800) 933-7337 1 Fax (612) 331-3424 8/27/2020 www.tierney.com City Item MFG Price Ext. Price Cost Ext Cost Markup % Category 24 Minnesota State Contract - Programming and $120.00 $2,880.00 Configuration Professional/rechnical Design Service; Programming and Configuration 1 Minnesota State Contract- Maintenance / $1,299.00 $1,299.00 Service (Std 1 yr) Maintenance /Service; Standard One Year Installation Warranty 1 Minnesota State Contract - Maintenance/ $249.00 $749,00 Service (PRM 1 yr) Maintenance / Service; Upgrade to Premium One Year Installation Warranty including preventative maintenance. Subtotal $42,821.35 Tax (0%) $0.00 Shipping Cost $998.46 Total $43,819.81 To accept this quotation, sign here Please reference this quote number on your purchase order. Please inspect product upon delivery. State of Minnesota Contract Return Policy will apply. Standard Times for Deliveryfrom Receipt of PO*: • Stocked Product Equipment Only Sales - Three to Five Business Days • Non -Stocked Product Equipment Only Sales - Ten to 14 Business Days • Integration Projects - Two to Eight Weeks *All days include time in transit and assume product is not on back order with the manufacturer. IIIIIIIIIIIII IIIIII 5of5 188797 #TIERNEY 1771 Energy Park Dr. #100, St. Paul, MN 55108 800.933.73371 info@tierneycom I wwwtierneycom Tierney Premium Warranty Program Designed for: City of Otsego Terms and Conditions Tierney offers a Premium Warranty on the installation you have purchased. Tierney will provide all labor needed to correct any defects in the system. All manufacturer warranties will be honored under this warranty and if equipment is out of warranty Tierney will facilitate all repairs through the manufacturer. Also included in the Premium Warranty the customer will receive: • Unlimited Phone Support • On -site service • Preventative Maintenance Check Preventative Maintenance Check will be completed toward the end of the Premium warranty period or annually for multi -year Premium warranty contracts. The warranty period commences at the end of the original installation warranty. During the warranty period, Tierney will first work to resolve any problems by troubleshooting over the phone. If Tierney Support Specialists determine that the issue cannot be resolved over the phone, a Technician will be dispatched to your location(s) within 24-48 hours (if necessary) of the original call (Monday through Friday 8:00am — 5:00pm, excluding national holidays). Customers outside of a 100-mile radius of Tierney are subject to mileage and trip charges. If service is required after the Premium warranty period has expired, the customer will be billed at Tierney current labor rates. Obtaining Warranty Service To obtain warranty service, please use your custom support portal (support.tierney.com) and contact us via chat, phone, or email: https://supi)ort.tierney.com Click here for a short video explaining how to log in to your support portal your first time: htti)://content.iwolatform.com/L)IaversapGSX21s-kaM9olGa.htmi If you have any questions, please email support tiernev.com or call us at 800-933-7337. You can also call our advanced support line, 855-612-7762. Obtaining Your Preventative Maintenance Check Tierney will send out an email 60 days prior to the completion of each year requesting the customer to contact a Support Specialist at 612-331-5500 or by email at support@tierney.com to schedule a Preventative Maintenance Check. Customer may call to schedule Preventative Maintenance Check prior to the 60 day period if they require it done at an earlier date. Preventative Maintenance Checks are done Monday through Friday 8:00am — 5:00pm. Customer Is responsible for providing access for up to 2 hours per room for Preventative Maintenance Check. Limitations of coverage The following items are excluded from coverage under the warranty. a. Damage or other equipment failure due to causes beyond our control including, but not limited to, operator negligence, the failure to maintain the equipment according to the owner's manual instructions, abuse, vandalism, theft, fire, flood, wind, freezing, power failure, inadequate power supply, acts of war or acts of God. b. Any utilization of equipment that is inconsistent with either the design of the equipment or the way the manufacturer intended the equipment to be used. c. Premium Warranty covers all hardware related failures. Network or software related failures are not covered under Tierney Premium Warranty. d. Operational or mechanical failure which is not reported prior to expiration of this contract. e. If programming is needed and Tierney doesn't have access to the program then customer will be billed current programming rates. f. Programming changes or updates are not covered under maintenance agreement, all requested changes will be billed at current programming rates. g. Contract does not cover equipment that has been added or altered within the system during the contract period. h. Equipment where the serial plate attached to the equipment is removed, defaced or made illegible. I. Damage resulting from unauthorized repair, software virus, improper electrical wiring and connections. j. Existing Owner Furnished equipment. k. Lift and Scaffolding rental is not included. This maintenance contract refers to: City of Otsego - Web Conferencing Integration 26975 R1 I have read, understand and agree to the above terms and conditions per the plan elected. Authorized Signature: Date: City of Otsego City of Otsego - Web Conferencing Integration 26975 R1 pown— #TIERNEY 1771 Energy Park Dr. #100, St. Paul, MN SS108 900.933.7337 1 info@tierney.com I www.tierney.com Proposal Summary A - Web Conferencing Integration R1 State Contract Total: Non Contract Total: Proposal Total: Project Total Please Check the Quotes Intended for Purchase Order $ 43,819.81 $ 43,819.81 $ 43,819.81 Tierney Intellectual Property Notice All information in this proposal; including but not limited to Equipment Lists, Drawings, Scopes of Work; is considered confidential, and the intellectual property of Tierney Inc. Tierney authorizes the Client notated on this quote to use the information provided for internal use only. This information is not authorized to be shared outside of the Client's organization without written consent from Tierney. The information is considered confidential, and only to be used within the Client's organization. If the Client would like to share this information outside of their organization, or for the purposes of soliciting additional bids on the work, Tierney reserves the right to refuse that request, and/or charge for the time and materials it has taken to complete the work before authorizing the release of the information. PROJECT PROPOSAL, - '-----S ONTEN�',I�, SECTION 1 I BECOMING YOUR PARTNER SECTION 2 1 WE DESIGN YOUR WORLD SECTION 3 1 SIMPLE FACTS ABOUT US SECTION 4 1 STEP BY STEP SECTION 5 I HELLO WE WOULD LOVE TO MEET SECTION 6 1 PROJECTS SECTION 7 1 TERMS & CONDITIONS SECTION 8 1 ACCEPTANCE OF QUOTE tierney.com (AUpI',1 Provide our customers with the most suitable, reliable and advanced interactive solutions to inspire collaboration and improve performance. - - — ---—_ OUR OBJECTIVES P � Z - I YOT�-J�[r\�",, A�IY, N F Pir--\\� IT'S WHAT WE ARE HERE FOR Our years of experience across all vertical markets has developed our insights into trends, best practices, and best in class solutions for your technology initiatives. Our goal is to be a trust partner, viewed as an experienced and valuable member of your team. tierney.com WHY WORK WITH AN INTEGRATOR S u" „ HGV • Consultation with your team to determine vision • Establish your organizations design standards • Create a solution that is scalable and forward thinking • We employ industry certified design engineers • The design engineer is part of your team, working with your Account Executive • A solution based on your desired scope will be created using industry leading manufacturers and practices 0VIuSCE `RIOON • Our teams of industry and state certified installers will ensure a professional installation • A dedicated project manager will be assigned to your project to oversee the implementation from start to finish • Upon completion of the project you will receive a full set of schematic drawings and any programming source code that was used HCH SU PO u • Tierney provides unrivaled support with our easy to access helpdesk • We utilize industry leading software to manage our service and support • Our dedicated service team is the largest in the market and maintains their industry certifications to enable quick resolution to any service needs "IT We are driven by creating experiences that deliver results for your business, your employees, or your students. tierney.com 2 ... WITH BEST PRACTICES IN MIND INTEGRATION IS OUR PLAYGROUND tierney.com SHORT PRESENTATION OF OUR SERVICES And we can do more! As a true collaborative partner to you and your organization, we not only work hard to understand your needs but also to change with you and develop services that can help fill gaps with in your organization. We are committed to Tierney is committed to Tierney offers Full systems developing and actively pursuing new installation and maintaining long -tern) products or services to best integration of all the partnerships with our serve our customers. - products N,a'e offer. WO customers and supplieis have made it, our gaai to leading to solutions that be the most qualifled, f-, ill are responsive to our service integration learn cuE.tomer:a needs in thc. ivllch'vest'. ................... .. - PROFESSIONAL Service is a core value at Tierney offers full systemMM Tierney. Thais vvhyvve do design, Installation zncJ Ongoing profess repairs In our service integration, development is hey to center rather than successful tech shipping them to the integration. Our CAD team n�anuf�cturer, has the resources and e p N ienco to support Your schools. Ej We are driven by creating experiences that deliver results for i� your business, your employees, or your students. tierney.com WHY RECOMMEND US coo 175 + 1��UUP wonderful people working as a team p 43 �� beautiful years of acheivements .................................................................................................. 10,000 + - l successful projects completed RECENT AWAR, DS AVIXA Certification AV Provider of Excellence ............................................................. "'.""""...... WINNER / 2017 & 2016 BEST A/V Company TCB Magazine WINNER / 2018 FAST 50 AWARD Twin Cities Business Journal tierney.com THE PROCESS S p y 4 1- 1 , "/` S T FROM START TO FINISH, WE TAKE YOUR IDEAS AND TURN THEM Of�`1T REALITY ULR ; P VD) FIR 0 ,,CH Nobody knows your business better than you. You have goals and a vision, and our role is to listen, consult, and make that vision come to life. ............................................................. Tierney has over forty years experience to draw from in the technology space. We pride ourselves on our comprehensive approach to make sure that we have taken all of the "unknowns" into account. �Ga„ Y 0S �M,P0Q-1Y NT Budget Timeline How do you currently work vs. how you would like to work Reliability and ease of use tierney.com NECESSARY STEPS TO PERFECTION This walk we will do together! PROJECT We will sit down with your stakeholders to consult and develop your strategic goals DEFINITION for your investment. We will listen and develop an appropriate STRATEGY & technology plan to meet current needs STRUCTURE while allowing for future growth. Tierney industry certified design engineers DESIGN will research and build a solution to reliably achieve your project goals. Tierney project managers will work with ONSITE you or your contractors to ensure the site is ready for installation and can support DEVELOPMENT your newly integrated technology. Our installation professionals will build TESTING and test your system (many times this can be done in our production facility) to ensure a reliable performance. When the time is right to launch your new LAUNCH technology to your organization, Tierney will assist in training and providing materials to ease your staff into a more productive workplace. tierney.com THE TEAM 5 I HALLO! WE WOULD LOVE TO MEET For those of you that we have had the opportunity of working with in the past, THAN KYOU for your partnership and trust in us. Our entire organization is grateful. For those of you that are new to Tierney and considering us as a technology partner moving forward, we appreciate the opportunity and invite you to come and meet our wonderful team. Our new offices are a working showroom of some of the latest technologies being installed today, from conferencing to digital communications, interactive to collaborative, and much more. The following page is a snapshot of "your team", some of the folks that have been engaged on your project thus far. tierney.com THE BEST IN THEIR BRANCH You will be amazed MIKE CHAPLEY SALES REP Industry certified with experience in technology consultation to help you navigate your technology initiative. HOLLY GUST SALES COORDINATOR Experienced SC providing a single point of contact for client communication in regards to purchase orders, invoices, deliveries, and project schedules. DARRICK KNUTSON ENGINEER Industry certified with 13 years of audio visual design experience. Providing highly reliable system designs with thoughtful functionality in mind. "A dedicated engineer will be assigned to your specific project SEVILLA ANDERSON TECH SUPPORT Industry certified with three years of providing our clients ongoing support of any service, warranty, or preventative maintenance support they may need. JEFF SORENSON PROJECTMANAGER Industry certified with years of experience in site preparation, scheduling, communication, and change management. 'A dedicated project manager will be assigned to your specific project KYLEEN DONAHUE DIGITALSIGNAGE Industry certified with 17 years of technology experience relating to hardware, software, content creation, deployment, and consultation as needed for your digital communication. tierney.com PR03ECTS 61 PROJECTS SOME OF OUR INSPIRED PROJECTS FMP The FMP Partners Network is the independent service centers' connection to all the parts, tools and technology you need to take your shop to the next level. This program is designed exclusively for independent shops. COMMISSIONED 2018 Research I Design I Programming Factory Motor Parts WHAT WE DID: Research & Consultation V Design Project Management Installation tierney.com SOME OF OUR INSPIRED PROJECTS Take a took at our recent work McNamara Alumni Center COMPANY INSTALLATION In continued efforts to maintain it's level of bold and beautiful standards the McNamara center partnered with Tierney to install and upgrade the center's digital needs. LINK: `^^"first-project.com Mall Of America COMPANY INSTALLATION Rihm Kenworth COMPANYINSTALLATION Tierney partnered with the company to design and implement their Audio Visual systems, as well as a portion of their internal and external signs and graphics for both of their new buildings. LINK: `M^w.first-project.com Magnet 360 COMPANY INSTALLATION Tierney helped Mall of America accomplish this goal Working alongside Salesforce for 14 years, Magnet360 by providing two Nanol-umens NanoWrap hanging has gained deep expertise across all Salesforce 'Halo' signage displays in two separate atrium areas products, and uses the knowledge to ensure our within the most recent addition to the space. customers extract the full potential out of the platform. LINK: www.first-project.com LINK: wwwfirst-project.com tierney.com MAINTENANCE & SERVICES OPTIONS In case you want more. 0] Support Contracts 02 Onsite Support 03 Lifeline and Repair Service • Customized Support Options • Access to Support Portal • Preventative Maintenance Check(s) • Dedicated Support Specialist • Next Day Onsite Support • Manufacturer Repair Assistance • Meeting Support • Six Trained Technicians available for onsite support • Ten Trained Installers • Standard and Emergency support available • Meeting Support • Preventative Maintenance Check(s) • Loaner Equipment • Unlimited Phone and Email Support • Six Trained Support Specialists • In House Warranty Evaluations • In House Repair Services • Product Provisioning • Programming Assistance Contact your rep for a quote on added maintenance and service options. tierney.com Tierney Technology Now is designed to create the highest level of technology flexibility and protection. Our mission is to provide our customers with technology solutions that solve problems and create communication and collaboration environments that enhance productivity and learning. Technology changes fast and Tierney Technology Now ensures that your team is running at peak performance within a monthly operating budget. w GET THE RIGHT TECHNOLOGY SOLUTION NOW • Smarter Cash Flow with Op -Ex vs. Cap -Ex • Reduces Risk of depreciating asset Streamline budgeting TECHNOLOGY LIFE CYCLE MANGEMENT WITH LESS RISK 3 year terms with flexible options (Return/Extend/Refresh) • Consistent path to upgrade without capital • Tierney ensures system reliability and functionality PREMIUM SOLUTION SUPPORT Lifetime preventative maintenance to predict equipment failures before they happen • Lifetime on -site support for faster response time and less business interference • Lifetime phone/email support with dedicated technology expert • Complete access to Zendesk Support Portal for reporting and tracking support tickets 800.933.7337 www.tierney.com #TIERNEY infPaul, Mney.co 8 1771 Energy Park Dr. #100, St. Paul, MN 5510 7 TE.1r\�\1,MS ct I 11 I l l O I'`;I No AWN W_W— BECAUSE TIME IS MONEY to 1. Entire Agreement. These Terms and Conditions apply to the Sales Order (the "Order") and shall constitute the entire agreement (the "Agreement" or "Terms and Conditions") of Tierney ("Seller") and Buyer with respect to the subject matter hereof. These Terms and Conditions are controlling and shall supersede any prior or contemporaneous agreements, understandings or representations, oral or written, relating to the subject matter hereof. These Terms and Conditions shall govern in the event of any conflict between these Terms and Conditions and any provision contained in any subsequent Sales Order or Purchase Order or otherwise, the terms of which, whether conflicting, supplemental or otherwise, are expressly rejected. 2. Shipment, Title and Risk of Loss. Unless otherwise agreed in writing, or pursuant to a Buy and Hold transaction, title and risk of loss pass from Seller to Buyer upon receipt of shipment from Seller. Seller is responsible for damage that occurs during shipment to the customer (FOB Destination), unless the customer has arranged the shipping contract with their own provider. If the buyer has arranged their own shipping method, the buyer would assume responsibility and ownership of the goods once the shipment is picked up at the Sellers location (FOB Origin). Unless otherwise agreed in writing, the method of shipment will be at Seller's discretion. Any delivery or shipment date is an estimate only. 3. Payment. For accounts where credit has been established, terms are net 30 days following the date of invoice. Amounts not paid in full within 30 days of date of invoice will be subject to a service charge of 1% per month on the unpaid balance to be included on each month's statement until paid in full. Payment options are EFT or check. 4. Taxes and Other Charges. In addition to any price provided in this Agreement, Buyer shall be liable for anytax, fee or other charge imposed on Seller at any time upon the sale and/or shipment of the products sold hereunder, now imposed by federal, state, municipal or any other governmental authorities or hereafter becoming effective for or during the period hereof. S. Cancellation or Default by Buyer. This Order may not be cancelled in whole or in part by Buyer except with Seller's written consent. If at any time, in Seller's opinion, Buyer's credit is impaired, or if Buyer shall fail to pay to Seller any amount when due, under this or any other agreement, or if at anytime Buyer shall indicate an intention to refuse to perform its obligation hereunder, Seller may at its option terminate this Agreement with respect to further shipments and all obligations of Buyer with respect to shipments previously made shall become immediately due and payable. In the event of such termination, Buyer shall remain liable to Seller for any and all loss or damage sustained due to Buyer's default. The Buyer's Liability, at the time of cancellation would be greater than or equal to 10%of the total of the order. 6. Customized Goods. I n the event that the Order is for customized products or specially manufactured goods, or for products that Buyer customizes after receipt of the products, the Tierney Customized Product Sales Form shall be completed, attached hereto, and incorporated into these Terms and Conditions. 7. Bill and Hold Transaction. In the event Buyer has requested that Seller bill and hold the products pursuant to the Order, the Tierney Bill and Hold Agreement shall be completed, attached hereto, and incorporated into these Terms and Conditions. 8. Force Majeure. Seller shall not be liable for any loss, damage, delays, changes in shipment schedules or failure to deliver caused by any event beyond its reasonable control, including, without limitation, accident, fire, actual or threatened strike or riot, explosion, mechanical breakdown (including technological or information systems), plant shutdown, unavailability of or interference with necessary transportation, any raw material or power shortage, compliance with any law, regulation or order, acts of God or public enemy, prior orders from others, or limitations on Seller's or its suppliers' products or marketing activities or any other cause or contingency beyond Seller's control. tierney.com 9. Limitation on Warranty and Remedies. Seller warrants those products manufactured by it against defects caused solely by faulty assembly for 30 days after delivery. All other products, and the components and materials utilized in any assembled or customized products, are covered by, and subject to, the terms, conditions and limitations of the manufacturer's standard warranty, which warranty is expressly in lieu of any other warranty, express or implied, of or by Tierney or the manufacturer. Buyer's exclusive remedy, if any, under these warranties is limited, at Tierney's election, to any one of (a) refund of Buyer's purchase price or (b) replacement of any such product. Buyer acknowledges that except as specifically set forth or referenced in this paragraph, THERE ARE NO REPRESENTATIONS OR WARRANTIES OF ANY KIND (INLCUDING, WITHOUT LIMITATION, IN ADVERTISING MATERIALS, BROCHURES, OR OTHER DESCRIPTIVE LITERATURE) BY SELLER OR ANY OTHER PERSON, EXPRESS OR IMPLIED, AS TO THE CONDITION OR PERFORMANCE OF ANY PRODUCTS, THEIR MERCHANTABILITY, OR FITNESS FOR A PARTICULAR PURPOSE, OR OTHERWISE. SELLER ASSUMES NO RESPONSIBILITY OR LIABILITY WHATSOEVER FOR MANUFACTURER'S PRODUCT SPECIFICATIONS OR THE PERFORMANCE OR ADEQUACY OF ANY DESIGN OR SPECIFICATION PROVIDED TO SELLER BY OR ON BEHALF OF BUYER. NO WAIVER, ALTERATION, ADDITION OR MODIFICATION OF THE FOREGOING CONDITIONS SHALL BE VALID UNLESS MADE IN WRITING AND SIGNED BYAN OFFICER OF SELLER. SELLER SHALL UNDER NO CIRCUMSTANCES, WHETHER FOR A FAILURE OF ITS LIMITED REMEDY OR OTHERWISE, BE LIABLE TO BUYER OR OTHERWISE FOR SPECIAL, INCIDENTAL, DIRECT, PUNITIVE, OR CONSEQUENTIAL DAMAGES. 10. Software License. Title to any software installed with the products sold to Buyer remains with the applicable licensor(s). All software is subject to the applicable license agreement that is included with the products. Buyer agrees to be bound by the license agreement once the software is opened, the package is opened or its seal is broken. Warranty for any software shall be in accordance with the license agreement. Seller does not warrant any software under this Agreement. 11. Limitation of Actions. Products are deemed accepted by Buyer unless Buyer notifies Seller in writing within 10 days after receipt of products, if for quantity, or within 30 days after receipt of products, if for quality, loss of or damage to products, and the products must be held available at Buyer's place of business for Seller's inspection. Any action for breach of this Agreement, other than for non-payment, must be commenced within one year of the date of shipment, or due date of delivery in the event of non -delivery, of the particular shipment upon which such claim is based. No claim may in any event be made after products have in anyway been used or processed by the Buyer. Buyer's remedies set forth herein are exclusive and the total liability of Seller for damages with respect to this Agreement, or anything done in connection therewith, shall be limited to the purchase price of the particular shipment with respect to which such damages are claimed. 12. Returns. No products may be returned to Seller without Seller's written consent. Products returned without Seller's prior written consent will be refused. 13. Indemnification. Buyer shall indemnify and hold Seller harmless from and against any and all claims, actions, suits, proceedings, costs, demands, damages and liabilities of any nature, relating to or in any way arising out of the delivery, rejection, installation, possession, use, operation, control or disposition of the products purchased by Buyer 14. Governing Law. This Agreement shall be exclusively governed by and construed in accordance with the internal laws of the state of Minnesota. 1S. Amendment. This Agreement shall not be amended except by a writing signed by an officer of the Seller and specifically stating that it is an amendment. 16. Venue. Any suit, action or proceeding with respect to this Agreement must be brought exclusively in the courts of the State of Minnesota or in United States courts located in the State of Minnesota, as either party may elect, and Buyer hereby submits to the jurisdiction of such courts for the purpose of any suit, action or proceeding. Buyer irrevocably waives any objections which it may now or hereinafter have to the venue of any suit, action or proceeding arising out of or relating to this Agreement in the courts located in the State of Minnesota and irrevocably waives any claim that any suit, action or proceeding brought in any such court has been brought in an inconvenient forum. 17. Timeframe for Delivery of Professional Development Services (Training). Tierney shall deliver any professional development services to the buyer within 12 months after placement of sales order. Tierney shall no longer be liable to provide professional development services after 12 months. Tierney will consider any contract to deliver professional development services fulfilled on the date 12 months after placement of sales order. tierney.com 'THANI<)(OU FOR YOUR BUSINESS #TIERNEY 1771 Energy Park Dr., Suite 100 St. Paul, MN 55108 800.933.7337 info@tierney.com www.tierney.com