HomeMy WebLinkAboutC2021-058 - Level 3 Audio Visual1
Contract No. 2021-058
COOPERATIVE PURCHASING AGREEMENT
BETWEEN
THE TOWN OF FOUNTAIN HILLS
AND
LEVEL 3 AUDIO VISUAL, LLC
THIS COOPERATIVE PURCHASING AGREEMENT (this “Agreement”) is entered into
as of July 1, 2021 between the Town of Fountain Hills, an Arizona municipal corporation (the
“Town”), and Level 3 Audio Visual, LLC, a(n) Arizona limited liability company (the “Contractor”).
RECITALS
A. After a competitive procurement process, the State of Arizona (the “State”) entered
into Contract No. ADSPO17-184597, dated July 26, 2017 (the “State Contract”), for the Contractor
to provide labor, equipment, and materials necessary to install audio/visual equipment. A copy of
the State Contract is attached hereto as Exhibit A and incorporated herein by reference, to the extent
not inconsistent with this Agreement.
B. The Town is permitted, pursuant to Section 3-3-27 of the Town Code and Section 10
of the Town Procurement Policy, to make purchases under the State Contract, at its discretion and
with the agreement of the awarded Contractor, and the State Contract permits its cooperative use by
other public entities, including the Town.
C. The Town and the Contractor desire to enter into this Agreement for the purpose of
(i) acknowledging their cooperative contractual relationship under the State Contract and this
Agreement, (ii) establishing the terms and conditions by which the Contractor may provide labor,
equipment, and materials necessary to install audio/visual equipment and associated technology (the
“Materials and Services”) and (iii) setting the maximum aggregate amount to be expended pursuant
to this Agreement related to the Materials and Services.
AGREEMENT
NOW, THEREFORE, in consideration of the foregoing introduction and recitals, which are
incorporated herein by reference, the following mutual covenants and conditions, and other good
and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, the Town
and the Contractor hereby agree as follows:
1. Term of Agreement. This Agreement shall be effective as of the date first set forth
above and shall remain in full force and effect until June 30, 2022 (the “Initial Term”), unless
terminated as otherwise provided in this Agreement or the State Contract. After the expiration of
the Initial Term, this Agreement may be renewed for up to one successive one-year term (the
“Renewal Term”) if: (i) it is deemed in the best interests of the Town, subject to availability and
appropriation of funds for renewal in each subsequent year, (ii) the term of the State Contract has
not expired or has been extended, (iii) at least 30 days prior to the end of the then-current term of
this Agreement, the Contractor requests, in writing, to extend this Agreement for an additional one-
year term and (iv) the Town approves the additional one-year term in writing (including any price
2
adjustments approved as part of the State Contract), as evidenced by the Town Manager’s signature
thereon, which approval may be withheld by the Town for any reason. The Contractor’s failure to
seek a renewal of this Agreement shall cause this Agreement to terminate at the end of the then-
current term of this Agreement; provided, however, that the Town may, at its discretion and with
the agreement of the Contractor, elect to waive this requirement and renew this Agreement. The
Initial Term and any Renewal Term(s) are collectively referred to herein as the “Term.” Upon
renewal, the terms and conditions of this Agreement shall remain in full force and effect.
2. Scope of Work. Contractor shall provide to the Town the Services under the terms
and conditions of the State Contract and according to the specifications set forth in the Contractor’s
Proposal attached hereto as Exhibit B and incorporated herein by reference.
2.1 Inspection; Acceptance. All Materials and Services are subject to final
inspection and acceptance by the Town. Materials failing to conform to the requirements of this
Agreement and/or the State Contract will be held at Contractor’s risk and may be returned to the
Contractor. If so returned, all costs are the responsibility of the Contractor. Upon discovery of non-
conforming Materials or Services, the Town may elect to do any or all of the following by written
notice to the Contractor: (i) waive the non-conformance; (ii) stop the work immediately; or (iii) bring
Materials or Services into compliance and withhold the cost of same from any payments due to the
Contractor.
2.2 Cancellation. The Town reserves the right to cancel any work order within a
reasonable time after issuance. Should a work order be canceled, the Town agrees to reimburse the
Contractor, but only for actual and documentable costs incurred by the Contractor due to and after
issuance of the work order. The Town will not reimburse the Contractor for any costs incurred after
receipt of the Town notice of cancellation, or for lost profits, shipment of product prior to issuance
of a work order or for anything not expressly permitted pursuant to this Agreement.
3. Compensation. The Town shall pay Contractor an amount not to exceed $119,936.47
for the Materials and Services at the rates set forth in the State Contract and as more particularly set
forth in Exhibit B. The aggregate not-to-exceed amount, inclusive of all Renewal Terms, shall not
exceed $$119,936.47
4. Payments. The Town shall pay the Contractor monthly, based upon acceptance and
delivery of Materials and/or Services performed and completed to date, and upon submission and
approval of invoices. Each invoice shall (i) contain a reference to this Agreement and the State
Contract and (ii) document and itemize all work completed to date. The invoice statement shall
include a record of materials delivered, time expended, and work performed in sufficient detail to
justify payment. Additionally, invoices submitted without referencing this Agreement and the State
Contract will be subject to rejection and may be returned.
5. Records and Audit Rights. To ensure that the Contractor and its subcontractors are
complying with the warranty under Section 6 below, Contractor’s and its subcontractors’ books,
records, correspondence, accounting procedures and practices, and any other supporting evidence
relating to this Agreement, including the papers of any Contractor and its subcontractors’ employees
who perform any work or services pursuant to this Agreement (all of the foregoing hereinafter
referred to as “Records”), shall be open to inspection and subject to audit and/or reproduction
3
during normal working hours by the Town, to the extent necessary to adequately permit evaluation
of the Contractor’s and its subcontractors’ compliance with the Arizona employer sanctions laws
referenced in Section 6 below. To the extent necessary for the Town to audit Records as set forth in
this Section, Contractor and its subcontractors hereby waive any rights to keep such Records
confidential. For the purpose of evaluating or verifying such actual or claimed costs or units
expended, the Town shall have access to said Records, even if located at its subcontractors’
facilities, from the effective date of this Agreement for the duration of the work and until three years
after the date of final payment by the Town to Contractor pursuant to this Agreement. Contractor
and its subcontractors shall provide the Town with adequate and appropriate workspace so that the
Town can conduct audits in compliance with the provisions of this Section. The Town shall give
Contractor or its subcontractors reasonable advance notice of intended audits. Contractor shall
require its subcontractors to comply with the provisions of this Section by insertion of the
requirements hereof in any subcontract pursuant to this Agreement.
6. E-verify Requirements. To the extent applicable under ARIZ. REV. STAT. § 41- 4401,
the Contractor and its subcontractors warrant compliance with all federal immigration laws and
regulations that relate to their employees and their compliance with the E-verify requirements under
ARIZ. REV. STAT. § 23-214(A). Contractor’s or its subcontractors’ failure to comply with such
warranty shall be deemed a material breach of this Agreement and may result in the termination of
this Agreement by the Town.
7. Israel. Contractor certifies that it is not currently engaged in and agrees for the
duration of this Agreement that it will not engage in a “boycott,” as that term is defined in ARIZ.
REV. STAT. § 35-393, of Israel.
8. Conflict of Interest. This Agreement may be canceled by the Town pursuant to ARIZ.
REV. STAT. § 38-511.
9. Applicable Law; Venue. This Agreement shall be governed by the laws of the State
of Arizona and a suit pertaining to this Agreement may be brought only in courts in Maricopa
County, Arizona.
10. Agreement Subject to Appropriation. The Town is obligated only to pay its
obligations set forth in this Agreement as may lawfully be made from funds appropriated and
budgeted for that purpose during the Town’s then current fiscal year. The Town’s obligations under
this Agreement are current expenses subject to the “budget law” and the unfettered legislative
discretion of the Town concerning budgeted purposes and appropriation of funds. Should the Town
elect not to appropriate and budget funds to pay its Agreement obligations, this Agreement shall be
deemed terminated at the end of the then-current fiscal year term for which such funds were
appropriated and budgeted for such purpose and the Town shall be relieved of any subsequent
obligation under this Agreement. The parties agree that the Town has no obligation or duty of good
faith to budget or appropriate the payment of the Town’s obligations set forth in this Agreement in
any budget in any fiscal year other than the fiscal year in which this Agreement is executed and
delivered. The Town shall be the sole judge and authority in determining the availability of funds
for its obligations under this Agreement. The Town shall keep Contractor informed as to the
availability of funds for this Agreement. The obligation of the Town to make any payment pursuant
to this Agreement is not a general obligation or indebtedness of the Town. Contractor hereby waives
any and all rights to bring any claim against the Town from or relating in any way to the Town's
4
termination of this Agreement pursuant to this section.
11. Conflicting Terms. In the event of any inconsistency, conflict or ambiguity among
the terms of this Agreement, the State Contract, the Proposal, and invoices, the documents shall
govern in the order listed herein. Notwithstanding the foregoing, and in conformity with Section 2
above, unauthorized exceptions, conditions, limitations or provisions in conflict with the terms of
this Agreement or the State Contract (collectively, the “Unauthorized Conditions”), other than the
Town’s project-specific requirements, are expressly declared void and shall be of no force and
effect. Acceptance by the Town of any work order or invoice containing any such Unauthorized
Conditions or failure to demand full compliance with the terms and conditions set forth in this
Agreement or under the State Contract shall not alter such terms and conditions or relieve Contractor
from, nor be construed or deemed a waiver of, its requirements and obligations in the performance
of this Agreement.
12. Rights and Privileges. To the extent provided under the State Contract, the Town
shall be afforded all of the rights and privileges afforded to the State and shall be the “State” (as
defined in the State Contract) for the purposes of the portions of the State Contract that are
incorporated herein by reference.
13. Indemnification; Insurance. In addition to and in no way limiting the provisions set
forth in Section 12 above, the Town shall be afforded all of the insurance coverage and
indemnifications afforded to the State to the extent provided under the State Contract, and such
insurance coverage and indemnifications shall inure and apply with equal effect to the Town under
this Agreement including, but not limited to, the Contractor’s obligation to provide the
indemnification and insurance. In any event, the Contractor shall indemnify, defend and hold
harmless the Town and each council member, officer, employee or agent thereof (the Town and any
such person being herein called an “Indemnified Party”), for, from and against any and all losses,
claims, damages, liabilities, costs and expenses (including, but not limited to, reasonable attorneys’
fees, court costs and the costs of appellate proceedings) to which any such Indemnified Party may
become subject, under any theory of liability whatsoever (“Claims”), insofar as such Claims (or
actions in respect thereof) relate to, arise out of, or are caused by or based upon the negligent acts,
intentional misconduct, errors, mistakes or omissions, in connection with the work or services of the
Contractor, its officers, employees, agents, or any tier of subcontractor in the performance of this
Agreement.
14. Notices and Requests. Any notice or other communication required or permitted to
be given under this Agreement shall be in writing and shall be deemed to have been duly given if
(i) delivered to the party at the address set forth below, (ii) deposited in the U.S. Mail, registered
or certified, return receipt requested, to the address set forth below or (iii) given to a recognized and
reputable overnight delivery service, to the address set forth below:
If to the Town: Town of Fountain Hills
16705 E. Avenue of the Fountains
Fountain Hills, Arizona 85268
Attn: Grady E. Miller, Town Manager
With copy to: Town of Fountain Hills
16705 East Avenue of the Fountains
5
Fountain Hills, Arizona 85268
Attn: Aaron D. Arnson, Town Attorney
If to Contractor: Level 3 Audio Visual LLC
955 E. Javelina Ave., Ste. B-106
Mesa, Az. 85204
Attn: Zachary Toporek
or at such other address, and to the attention of such other person or officer, as any party may
designate in writing by notice duly given pursuant to this subsection. Notices shall be deemed
received: (i) when delivered to the party, (ii) three business days after being placed in the U.S. Mail,
properly addressed, with sufficient postage or (iii) the following business day after being given to a
recognized overnight delivery service, with the person giving the notice paying all required charges
and instructing the delivery service to deliver on the following business day. If a copy of a notice
is also given to a party’s counsel or other recipient, the provisions above governing the date on
which a notice is deemed to have been received by a party shall mean and refer to the date on which
the party, and not its counsel or other recipient to which a copy of the notice may be sent, is deemed
to have received the notice.
[SIGNATURES APPEAR ON FOLLOWING PAGES]
6
EXHIBIT A
TO
PROFESSIONAL SERVICES AGREEMENT
BETWEEN
THE TOWN OF FOUNTAIN HILLS
AND
LEVEL 3 AUDIO VISUAL, LLC
[State Contract]
See following pages.
7
EXHIBIT B
TO
PROFESSIONAL SERVICES AGREEMENT
BETWEEN
THE TOWN OF FOUNTAIN HILLS
AND
LEVEL 3 AUDIO VISUAL, LLC
[Contractor Proposal]
See following pages.
IN WITNESS WHEREOF, the parties hereto have executed this Agreement as of the date
and year first set forth above.
“Town”
TOWN OF FOUNTAIN HILLS,
an Arizona municipal corporation
Grady E. Miller, Town Manager
ATTEST:
Elizabeth A. Klein, Town Clerk
APPROVED AS TO FORM:
Aaron D. Arnson, Town Attorney
[SIGNATURES CONTINUE ON FOLLOWING PAGES]
Elizabeth A. Klein (Jun 17, 2021 14:56 PDT)
Elizabeth A. Klein
“Contractor”
____________________________________,
By:
Name:
Title:
Level 3 Audio Visual LLC
Maria E Cody
Vice President, Sales & Business Development
Request for Proposal
Solicitation No. ADSPO17 -0000 7302
Description: AV Equipment and Services
Arizona Department of Administration
State Procurement Office
100 N 15th Ave., Suite 402
Phoenix, AZ 85007
PART 3 of the Solicitation Documents
Template version 2.0 (01-FEB-2017)
SECTION 3-B: Offer Forms
Page 13 of 51 3
A v a i l a b l e o n l i n e a t :P r o c u r e . A Z . g o v
Section 3-B: Offer Forms (Attachments)
ATTACHMENT 1 ........ OFFER AND ACCEPTANCE FORM .................................... 14
ATTACHMENT 2-A .... EXPERIENCE AND CAPACITY QUESTIONNAIRE ............ 15
ATTACHMENT 2-B .... ORGANIZATION PROFILE .................................................. 26
ATTACHMENT 3-A .... METHOD PROPOSAL (METHOD OF APPROACH) ........... 27
ATTACHMENT 3-B .... KEY PERSONNEL PROPOSAL ........................................... 36
ATTACHMENT 3-C ... PROPOSED SUBCONTRACTORS ..................................... 39
ATTACHMENT 3-D ... PERFORMANCE GUARANTEE ........................................... 40
ATTACHMENT 3-E .... BOYCOTT OF ISRAEL DISCLOSURE ................................ 41
ATTACHMENT 4 ........ PRICING SHEET .................................................................. 43
ATTACHMENT 5-A .... CONFIDENTIAL INFORMATION DESIGNATION ................ 44
ATTACHMENT 5-B .... CONFORMANCE STATEMENTS ........................................ 46
ATTACHMENT 5-C ... INSURANCE AND BONDING EVIDENCE ........................... 50
ATTACHMENT 5-D ... OFFER CHECKLIST ............................................................. 51
--
EXHIBIT A
Request for Proposal
Solicitation No. ADSPO17 -0000 7302
Description: AV Equipment and Services
Arizona Department of Administration
State Procurement Office
100 N 15th Ave., Suite 402
Phoenix, AZ 85007
PART 3 of the Solicitation Documents
Template version 2.0 (01-FEB-2017)
SECTION 3-B: Offer Forms
Page 14 of 51 3
A v a i l a b l e o n l i n e a t : P r o c u r e . A Z . g o v
Attachment 1 Offer and Acceptance Form
SUBMISSION OF OFFER: Undersigned hereby offers and agrees to provide Error! Reference source not found.AV Equipment and Services
in compliance with the Solicitation indicated above and our Offer indicated by the latest dated version below:
Initial
Offer:
1. 07/26/17
date initial
Revised
Offers:
2. x 3. x 4. x
date #1 initial date #1 initial date #1 initial
5. x 6. x 7. x
date #4 initial date #5 initial date #6 initial
Best and
Final Offer:
8. x
date initial
Level 3 Audio Visual
Offeror company name Signature of person authorized to sign Offer Initials
955 E Javelina Ave Ste B106 Julianna Belcamino – Account Executive
Address Printed name and title
Mesa, AZ 85204 Julianna Belcamino – Account Executive
City | State | ZIP Contact name and title
71-0934073 JBelcamino@L3AV.com 602-369-5030
Federal tax identifier (EIN or SSN) Contact Email Address Contact phone number
CERTIFICATION: By signature in the above, Offeror certifies that it:
1. will not discriminate against any employee or applicant for employment in violation of Federal Executive Order 11246, [Arizona] State
Executive Order 2009-9 or A.R.S. §§ 41−1461 through 1465;
2. has not given, offered to give, nor intends to give at any time hereafter any economic opportunity, future employment, gift, loan, gratuity,
special discount, trip, favor, or service to a public servant in connection with the submitted offer. Failure to provide a valid signature
affirming the stipulations required by this clause will result in rejection of the Offer. Signing the Offer with a false statement will void the
Offer, any resulting contract, and may be subject to legal penalties under law;
3. complies with A.R.S. § 41-3532 when offering electronics or information technology products, services, or maintenance; and
4. is not debarred from, or otherwise prohibited from participating in any contract awarded by federal, state, or local government.
ACCEPTANCE OF OFFER: State hereby accepts the initial Offer, Revised Offer, or Best and Final Offer identified by number # at the top of
this form, and which was dated date (the Accepted Offer). Offeror is now bound (as Contractor) to carry out the Work under the attached
Contract, of which the Accepted Offer forms a part. Contractor is cautioned not to commence any billable work or to provide any material or
perform any service under the Contract until Contractor receives the applicable Order or written notice to proceed from Procurement Officer.
State’s Contract No. is: ADSPO##-######## The effective date of the Contract is: date Contract awarded date
Deepika Bajpayee
Procurement Officer signature Procurement Officer, Deepika Bajpayee
Request for Proposal
Solicitation No. ADSPO17 -0000 7302
Description: AV Equipment and Services
Arizona Department of Administration
State Procurement Office
100 N 15th Ave., Suite 402
Phoenix, AZ 85007
PART 3 of the Solicitation Documents
Template version 2.0 (01-FEB-2017)
SECTION 3-B: Offer Forms
Page 15 of 51 3
A v a i l a b l e o n l i n e a t : P r o c u r e . A Z . g o v
Attachment 2-A Experience and Capacity Questionnaire
STATE MAY DETERMINE YOUR PROPOSAL IS NON-RESPONSIVE IF YOU DO NOT ANSWER ALL QUESTIONS FULLY.
The Offeror shall provide a narrative response to each question that demonstrates their understanding of
the Scope of Work requirements and describes your company’s overall method of approach for providing
the equipment and services stated in this solicitation. If there is a question that is not applicable to the
equipment and services required by the Scope of Work, you may mark it N/A.
EXPERIENCE AND CAPACITY QUESTIONS:
Question 1: Company Profile
The Offeror must include a detailed narrative description of its organization. The narrative must
include the following:
1.1 Brief overview of business operations, with an emphasis on experience providing Audio and
Video (AV) equipment (including accessories), and related AV services (e.g. design,
installation, maintenance, integration, training), experienced AV personnel deployment, and
personnel training.
1.2 Date established;
1.3 Ownership (public, partnership, subsidiary, etc.);
1.4 Location in which the Offeror is incorporated;
1.5 Office location(s) responsible for performance of proposed tasks;
1.6 Offeror shall provide the number, size and location of their distribution facilities, warehouses
and service facilities as applicable.
1.7 Offeror's organizational chart relevant to this project, specifically identifying the key point of
contact for all questions related to the submitted offer;
1.8 Full disclosure of any potential conflict of interest (e.g. serving as a reseller of computer
hardware, software or business relationships between the Offeror and any State employee
who functions or has responsibilities in the review or approval of the undertaking or carrying
out of the project);
1.9 A Statement of whether, in the last ten (10) years, the Offeror has filed (or had filed against it)
any bankruptcy or insolvency proceeding, whether voluntary or involuntary, or undergone the
appointment of a receiver, trustee, or assignee for the benefit of creditors, and if so, an
explanation providing relevant details;
1.10 A Statement of whether there are any pending Securities Exchange Commission
investigations involving the Offeror, and if such are pending or in progress, an explanation
providing relevant details and an attached opinion of counsel as to whether the pending
investigation(s) may impair the Offeror’s performance in a Contract under this RFP;
1.11 A Statement documenting all open or pending litigation initiated by Offeror or where Offeror is
a defendant or party in any litigation that may have a material impact on Offeror’s ability to
deliver the contracted services;
Request for Proposal
Solicitation No. ADSPO17 -0000 7302
Description: AV Equipment and Services
Arizona Department of Administration
State Procurement Office
100 N 15th Ave., Suite 402
Phoenix, AZ 85007
PART 3 of the Solicitation Documents
Template version 2.0 (01-FEB-2017)
SECTION 3-B: Offer Forms
Page 16 of 51 3
A v a i l a b l e o n l i n e a t : P r o c u r e . A Z . g o v
1.12 A Statement documenting all open or pending litigation initiated by Offeror or where Offeror is
a defendant or party in any litigation with a public sector client;
1.13 Full disclosure of any public sector contracts terminated for cause or convenience in the past
five (5) years; and
1.14 Full disclosure of any criminal or civil offense.
1.15 Offeror shall provide evidence of any Arizona required business license to provide these
services.
1.16 Offeror shall provide copies of any professional or industry certifications that represent the
services detailed in this RFP.
Offeror Response:
1.1 Level 3 Audio Visual, a full-service audiovisual provider, has been providing award winning audio visual
integration systems since 1996. Specializing in design, integration, consultation and installation of professional
audio-visual and video-conferencing systems for corporate, higher education, government, healthcare,
hospitality, and legal markets. Our goal is to assess our clients’ business needs, introduce cutting-edge
technology into their existing systems and produce results that increase efficiency, revenues, communication,
awareness and savings.
We look forward to providing our extensive qualifications as a leader in the audiovisual industry.
As a prime contractor, we can provide our clients with complete AV integration services. We do
everything in house: design, engineering, commissioning, and maintenance services. This creates a clear line of
communication, and a seamless and efficient workflow for everyone involved in the project. We understand the
importance of the coordination efforts that need to take place as well as keeping to specific timelines.
Level 3 has been proud to work with education, state and local government agencies in Arizona with their
audiovisual equipment and integration needs for the last 11 years.
1.2 Established April 9, 1996.
1.3 Level 3 Audio Visual is a privately-owned LLC.
1.4 Incorporated in Mesa, Arizona.
1.5 Corporate Headquarters responsible for performance of proposed tasks is located in Mesa, Arizona.
1.6 Level 3 AV Corporate Headquarters is in Mesa, Arizona. Our office consists of 20,761 Sq. Ft distribution,
warehouse, and service facilities located at 955 E Javeline Ave Ste B106 Mesa, Arizona 85204.
Request for Proposal
Solicitation No. ADSPO17 -0000 7302
Description: AV Equipment and Services
Arizona Department of Administration
State Procurement Office
100 N 15th Ave., Suite 402
Phoenix, AZ 85007
PART 3 of the Solicitation Documents
Template version 2.0 (01-FEB-2017)
SECTION 3-B: Offer Forms
Page 17 of 51 3
A v a i l a b l e o n l i n e a t : P r o c u r e . A Z . g o v
1.7 Level 3 Audio Visual Organization chart. Key point of contact for all questions highlighted.
1.8 There are no potential conflicts of interest between any employee at Level 3 AV and the State.
1.9 Level 3 AV does has never filed for bankruptcy.
1.10 Level 3 AV does not have any pending securities exchange commission investigations involving any party.
1.11 Level 3 AV does not have pending litigations.
1.12 Level 3 AV does not have any pending litigations by any party.
1.13 Level 3 AV has not had any contracts terminated in the past 5 years.
1.14 Level 3 AV does not have any criminal or civil offense.
1.15 Arizona Contractors License #189013
Request for Proposal
Solicitation No. ADSPO17 -0000 7302
Description: AV Equipment and Services
Arizona Department of Administration
State Procurement Office
100 N 15th Ave., Suite 402
Phoenix, AZ 85007
PART 3 of the Solicitation Documents
Template version 2.0 (01-FEB-2017)
SECTION 3-B: Offer Forms
Page 18 of 51 3
A v a i l a b l e o n l i n e a t : P r o c u r e . A Z . g o v
1.16 Please see attachement for below referenced certifications.
Question 2: Company Experience
A. What market(s) are your current clients primarily in?
B. What experience do you have serving public sector clients in the State of Arizona?
C. What is the range in size of your current clients?
D. What type of case studies do you have that exhibit your experience with different clients?
E. How long have you provided AV equipment and services to your longest tenured client?
F. Why did your last three former clients cancel their contracts?
G. With what relevant trade associations are you involved? How does this participation give you an
advantage over your competition?
Offeror Response:
A. We currently service Government, Education, Healthcare, Hospitality, Corporate/Private sectors.
B. Level 3 AV has been servicing the public-sector clients in the State of Arizona for over 11 years. Level
3’s first experience with government contracts was with AZ State Contract #EPS060125, and found this
to be a very successful contract experience. We’ve appreciated the relationships obtained over the last
11 years with the State Agencies and Co-op Members. In addition, The Contract Administrator,
Julianna Belcamino, is also the primary Account Executive in the Gov/Ed/Public Sector markets. She
has over 20 years of audiovisual sales/and State Contract experience as well.
C. We service small business clients with 20 employees as well as enterprise clients that have 10,000+
employees and locations nationwide.
D. We currently have case studies in High Education, Corporate, Hospitality, and Healthcare markets that
highlight our ability to listen to our customers’ needs and provided experienced solutions that exceed
their expectations. At Level 3 we focused on delivering high quality audiovisual solutions with our
end-user’s experience in mind.
E. We have committed clients that began their relationship with us in our infancy going on 21 years.
These clients have worked closely with our team and have formed great working relationships over the
years.
F. We have never had a client cancel their contract.
Request for Proposal
Solicitation No. ADSPO17 -0000 7302
Description: AV Equipment and Services
Arizona Department of Administration
State Procurement Office
100 N 15th Ave., Suite 402
Phoenix, AZ 85007
PART 3 of the Solicitation Documents
Template version 2.0 (01-FEB-2017)
SECTION 3-B: Offer Forms
Page 19 of 51 3
A v a i l a b l e o n l i n e a t : P r o c u r e . A Z . g o v
G. Level 3 is associated with trade associations related to Audio Visual.
o ICIA www.infocomm.org – InfoComm International is the association representing the
commercial audiovisual industry worldwide. We hold many certifications from Infocomm and
attend their yearly conference that gathers manufactures worldwide to one location to provide
training for our employees and first hand product knowledge with the experts.
o USAV www.usavgroup.net – USAV bonds ProAV affiliates into an elite industry team. With
integrators through the U.S. and Canada partnerships with top ProAV manufactures and
service providers, and alignment with leading industry associations, the USAV advantage is
unparalleled. USAV Integrators provide clients with the benefit of a nationwide network of
ProAV specialists and personal relationships with local AV experts. This association also
provides some benefits in pricing that are passed along to our customers.
o NSCA – www.NSCA.org - National Systems Contractors Association - NSCA is the leading
not-for-profit association representing the commercial electronic systems industry. The
National Systems Contractors Association is a powerful advocate of all who work within the
low-voltage industry, including systems contractors/integrators, product manufacturers,
consultants, sales representatives, architects, specifying engineers and other allied
professionals.
o AQAV –www.aqav.org - AQAV is non-profit 501(c)(3) corporation that is dedicated to
improving the operational art of designing and installing audio visual technology. Engineered
audio visual systems continue to become more complex and difficult to integrate. By focusing
on the quality management of these systems, and of those who design and install them, we
can benefit the AV industry and all its stakeholders: including clients and users of AV
technology, AV designers and installers, equipment manufacturers, related constructio n and
architectural firms, and the environment. These efficiencies not only reduce installation time,
reduce downtime for the customer, but also reduces the project installation time, which is a
cost savings for our customers and the company as well.
o OSHA – www.osha.gov – Occupational Safety and Health Administration has several
trainings, compliance assistance and health and safety recognition programs. Through OSHA
certifications we can ensure a safe working environment for our clients and employees.
o BBB – www.bbb.org – Better Business Bureau – The BBB helps people find businesses and
brands they can trust. They assist in programs on dispute resolution, advertising review, and
industry self-regulation. L3AV is proud to be BBB accredited, it allows us to build a better
business, stand out amongst our competitors and be a brand our customers can trust.
Question 3: Financial/Accounting Information
Offeror must provide evidence of financial stability and capability to fund all costs associated with
providing the equipment and services throughout the term of the Contract. The latest two (2) years
audited annual financial statements including Total Revenue, Net Income, and Total Assets must be
submitted with the Offeror’s proposal. If audited financial data is unavailable, explain in full the
reason, and provide the latest non-audited financial information to include Balance Sheet, Income
Request for Proposal
Solicitation No. ADSPO17 -0000 7302
Description: AV Equipment and Services
Arizona Department of Administration
State Procurement Office
100 N 15th Ave., Suite 402
Phoenix, AZ 85007
PART 3 of the Solicitation Documents
Template version 2.0 (01-FEB-2017)
SECTION 3-B: Offer Forms
Page 20 of 51 3
A v a i l a b l e o n l i n e a t : P r o c u r e . A Z . g o v
Statement, as well as Statements of Cash flows and Change in Financial Position. Include
information to attest to the accuracy of the information provided.
Offeror shall provide information regarding any irregularities that were discovered in any accounts
maintained by the Offeror on behalf of others. Describe the circumstances and disposition of the
irregularities.
Offeror Response:
Please see attached financial statement. Please feel free to reach out to our CFO, Doug Spencer, with any
questions. DSpencer@L3AV.com #480-892-1071
Question 4: Proposed Project Members and Organization
Utilize Attachment 3-B to identify Key Personnel to be utilized to perform services within a resultant
contract.
In addition, also state the Members related experience with large local, state or federal government
agencies.
Offeror Response:
Please see attachment 3-B.
Request for Proposal
Solicitation No. ADSPO17 -0000 7302
Description: AV Equipment and Services
Arizona Department of Administration
State Procurement Office
100 N 15th Ave., Suite 402
Phoenix, AZ 85007
PART 3 of the Solicitation Documents
Template version 2.0 (01-FEB-2017)
SECTION 3-B: Offer Forms
Page 21 of 51 3
A v a i l a b l e o n l i n e a t : P r o c u r e . A Z . g o v
Question 5: Subcontractors
Utilize Attachment 3-C to identify Proposed Subcontractors to be utilized to perform services within a
resultant contract.
Offeror Response:
Please see Attachment 3-C.
Question 6: Arizona Baseline Security Controls
All offerors must be prepared to comply with a request to submit to a State of Arizona Baseline
Security Controls questionnaire. The evaluation committee will require all short-list offerors to
complete the questionnaire. Completed questionnaires will be submitted to ADOA -ASET for review
and evaluation. To review the questionnaire, visit the site below. Within the Offeror Response below,
please state your willingness to comply with this requirement.
https://aset.az.gov/resources/policies-standards-and-procedures
Offeror Response:
Level 3 Audio Visual is prepared to comply with a request to submit to a State of Arizona Baseline Security
Controls questionnaire when needed.
Request for Proposal
Solicitation No. ADSPO17 -0000 7302
Description: AV Equipment and Services
Arizona Department of Administration
State Procurement Office
100 N 15th Ave., Suite 402
Phoenix, AZ 85007
PART 3 of the Solicitation Documents
Template version 2.0 (01-FEB-2017)
SECTION 3-B: Offer Forms
Page 22 of 51 3
A v a i l a b l e o n l i n e a t : P r o c u r e . A Z . g o v
EXPERIENCE REFERENCES:
The State intends to conduct reference checks for account references provided by Offerors. It may, at its sole discretion,
contact additional clients not presented as references.
Offerors shall provide at least three (3) client references for assignments that replicate or mirror the requirements of this
RFP. At least one (1) of the projects referenced must be Arizona government related. All assignments shall be for
assignments received and completed within the last five (5) years.
1 Client Company/Address Contact Begin Date End Date
University of Arizona
475 N. 3rd St.
Phoenix, AZ 85004
Chris Dieterich 6/16/2016 6/29/17
Phone Number Email Address
602-827-2037 cdieterich@email.arizona.edu
Project Scope and deliverables, include number of resources engaged in project, timeline of project (major
milestones)
Level 3 Audio Visual (L3AV) has been working with the University of Arizona since 2011. In June of 2016 the
University of Arizona College of Medicine-Phoenix invited us to assist with completing the audiovisual
systems design, as well as provide the installation and integration services for the newly constructed
University of Arizona, Bioscience Partnership Building (BSPB). The audiovisual systems provided for the
Large Combinable Seminar Room, Seminar Room E112, Team Rooms, Meeting Rooms, and the Court yard
Space. The systems allow for presentation of various audio and video content for a variety of applications for
the University of Arizona faculty, staff, and students.
The Level 3 Team worked closely with the University’s Project Manager, General Contractor, Consultant, and
the University IT Department Team.
Resources engaged in this project included Sales, Design Engineers, approximately a 10-person installation
team, integration services (programming), and many “in-house” resources such as project administration,
purchasing, warehouse/staging, and accounting services.
List job positions provided and technologies utilized to supplement services.
x
2 Client Company/Address Contact Begin Date End Date
Arizona Department of Health Services
1740 W. Adams St.
Phoenix, AZ 85007
Paul Barbeau 5/15/15 09/07/15
Phone Number Email Address
Request for Proposal
Solicitation No. ADSPO17 -0000 7302
Description: AV Equipment and Services
Arizona Department of Administration
State Procurement Office
100 N 15th Ave., Suite 402
Phoenix, AZ 85007
PART 3 of the Solicitation Documents
Template version 2.0 (01-FEB-2017)
SECTION 3-B: Offer Forms
Page 23 of 51 3
A v a i l a b l e o n l i n e a t : P r o c u r e . A Z . g o v
602-542-1136 paul.barbeau@azdhs.gov
Project Scope and deliverables, include number of resources engaged in project, timeline of project (major
milestones)
Level 3 Audio Visual has been working with AZDHS since 2013 on different audiovisual projects and
equipment requests.
In May of 2015 we provided design, installation, and integration services for an upgrade to the AV system in
the 1740 W. Adams Basement Level meeting/training space (Room 005) for AZDHS.
This included upgrading the existing audiovisual system from SD (Standard Definition/analog) to HD
resolution and connectivity. In addition, we added more capability to the video conference system that
AZDHS was using.
We replaced projectors, upgraded the AV signal routing and control systems, upgraded the audio system
processing and teleconferencing capabilities, and provided video conferencing cameras and a “soft-codec
interface” to the meeting/training space.
List job positions provided and technologies utilized to supplement services.
The L3AV Account Executive and Design Engineer worked with the IT Project Manager at AZDHS to come
up with a functional design/scope that would meet their needs for the space. Once the PO was received,
system drawings were created for the Project Manager and the Field Installation, and Integration
(programming) teams. L3AV “in-house” resources such as project administration, purchasing,
warehouse/staging, and accounting services were also utilized as well as training and system maintenance.
3 Client Company/Address Contact Begin Date End Date
City of Peoria
8850 N. 79th Ave.
Peoria, AZ 85345
Edward Striffler 08/14/2015 01/26/2016
Phone Number Email Address
623-773-7721 Ed.Striffler@peoriaaz.gov
Project Scope and deliverables, include number of resources engaged in project, timeline of project (major
milestones)
Request for Proposal
Solicitation No. ADSPO17 -0000 7302
Description: AV Equipment and Services
Arizona Department of Administration
State Procurement Office
100 N 15th Ave., Suite 402
Phoenix, AZ 85007
PART 3 of the Solicitation Documents
Template version 2.0 (01-FEB-2017)
SECTION 3-B: Offer Forms
Page 24 of 51 3
A v a i l a b l e o n l i n e a t : P r o c u r e . A Z . g o v
City of Peoria – 3rd Base Social Lounge – Peoria, AZ
Level 3 AV has collaborated with the City of Peoria on various projects for over 10 years. We were invited to
collaborate with them again in 2015 during the construction of the new 3rd Base Social Lounge.
The City of Peoria wanted the social lounge to be a versatile multi-use space. During games, the lounge will
be used as a VIP lounge that will allow guests a unique view of the game while providing premium amenities.
During the offseason, the lounge is used for various City of Peoria meetings as well as serve as a rentable
multi-purpose room. High quality audiovisual technologies are a critical component to the Social lounge and
consists of the following program functions.
• Spring Training Lounge Mode
• Cable TV display and main PA system reinforcement on all displays and the audio system
• Presentation Mode
• Present video and audio from various sources including owner furnished PC’s, laptop
connections, Blu-Ray Player, Cable TV, etc. All content will be able to be presented on all
displays and the audio system.
• Independent Gaming Mode
• Allow for gaming consoles to be connected to four (4) individual displays for independent
gaming sessions.
Resources in this project included
List job positions provided and technologies utilized to supplement services.
The L3AV Account Executive and Design Engineer worked closely with the City of Peoria Architectural
Services Manager to design a functional audiovisual that would meet their needs for this unique space. Once
the PO was received, system drawings were created for the L3AV Project Manager and the Field Installation,
and Integration (programming) teams. L3AV’s “in-house” resources such as project administration,
purchasing, warehouse/staging, and accounting services were also utilized as well as training and system
maintenance.
4 Client Company/Address Contact Begin Date End Date
City of Surprise
16000 N. Civic Center Plaza
Surprise, AZ 85374
Jacob Abramson 11/2015 6/29/17
Phone Number Email Address
623-222-1423 jacob.abramson@surpriseaz.gov
Project Scope and deliverables, include number of resources engaged in project, timeline of project (major
milestones)
Request for Proposal
Solicitation No. ADSPO17 -0000 7302
Description: AV Equipment and Services
Arizona Department of Administration
State Procurement Office
100 N 15th Ave., Suite 402
Phoenix, AZ 85007
PART 3 of the Solicitation Documents
Template version 2.0 (01-FEB-2017)
SECTION 3-B: Offer Forms
Page 25 of 51 3
A v a i l a b l e o n l i n e a t : P r o c u r e . A Z . g o v
City of Surprise-Courtroom, Jury, and Judges Chambers AV Upgrade Project
The Level 3 AV Account Executive and Design Engineer started working with the City of Surprise Video
Production Coordinator, Jacob, in the Fall of 2015 to provide budgetary proposals and options to upgrade
and/or replace the City’s Courtroom AV systems.
The budget was approved for the project in September 2016. Updates as well as additions to the previous
design & scope were made.
We received the PO to begin the project in late February of 2017 with completion by required by June 30th
The scope of the project included:
• Updating 2 of the current Courtroom AV systems, which included modifying the system to improve
the video routing, audio/conferencing sound quality, and updates to the AMX control system/touch
panel interface.
• Complete replacement of the older AV system in the 3rd Courtroom-This included removing the
City’s existing AV system. We replaced displays throughout the courtroom (Jury Box, Judge’s
Bench, Defense/Prosecution Desks, General Seating area, etc.). Provided new Video & Audio
routing and processing, cabling, AMX Control System, PTZ cameras, Audio/Video Recording
capability,
• Design and installation of AV systems in the Jury Deliberation and Jury Assembly Rooms for
meetings and presentations, which included a display, audio system, PC and DVD connectivity and
a control interface. The Judge’s Chambers was given the functionality to view a camera(s) in the 3
Courtrooms from a single display with a windowing processor, and a very simple wall mounted
control interface to select the source(s) to view.
List job positions provided and technologies utilized to supplement services.
The L3AV Account Executive and Design Engineer worked closely with the City of Surprise Video Production
and Court Staff to design a functional audiovisual that would meet their needs for both the variety of
applications and technology users.
Once the PO was received, system drawings were created for the L3AV Project Manager and the Field
Installation, and Integration (programming) teams. L3AV’s “in-house” resources such as project
administration, purchasing, warehouse/staging, and accounting services were also utilized as well as training
and system maintenance.
End of Attachment 2-A
Request for Proposal
Solicitation No. ADSPO17 -0000 7302
Description: AV Equipment and Services
Arizona Department of Administration
State Procurement Office
100 N 15th Ave., Suite 402
Phoenix, AZ 85007
PART 3 of the Solicitation Documents
Template version 2.0 (01-FEB-2017)
SECTION 3-B: Offer Forms
Page 26 of 51 3
A v a i l a b l e o n l i n e a t : P r o c u r e . A Z . g o v
Attachment 2-B Organization Profile
RESERVED – NOT UTILIZED FOR THIS RFP
End of Attachment 2-B
Request for Proposal
Solicitation No. ADSPO17 -0000 7302
Description: AV Equipment and Services
Arizona Department of Administration
State Procurement Office
100 N 15th Ave., Suite 402
Phoenix, AZ 85007
PART 3 of the Solicitation Documents
Template version 2.0 (01-FEB-2017)
SECTION 3-B: Offer Forms
Page 27 of 51 3
A v a i l a b l e o n l i n e a t : P r o c u r e . A Z . g o v
Attachment 3-A Method Proposal (Method of Approach)
The Offeror shall provide a narrative response to each question that demonstrates their understanding of
the Scope of Work requirements and describes your company’s overall method of approach for providing
the equipment and services stated in this solicitation. If there is a question that is not applicable to the
equipment and services required by the Scope of Work, you may mark it N/A.
Question 1: Executive Summary.
In the Executive Summary, the Offeror must condense and highlight the contents of their proposal in
such a way as to provide the State with a broad understanding of the proposal in no more than five
(5) pages. Offerors must provide a concise summary of the proposed products to be utilized in the
performance of the project and any proposed services, and how these proposed products and
services address the requirements presented in the RFP.
Offerors must present a summary of their planned approach, their past successful public sector
assignments that mirror the Scope of Work, and highlight the relevant public sector experience and
previous projects worked jointly by all proposed key personnel included in the proposal.
Offeror Response:
Level 3 AV is grateful for the opportunity to offer a proposal for the State of Arizona’s AV Equipment and
Services contract. Level 3 AV is an Arizona based corporation specializing in the design, integration,
consultation, and installation of professional audiovisual presentation/multi-media systems.
Level 3 AV was founded in April of 1996 in response to the ever-growing demand for presentation technology
being introduced into the corporate and higher educational environments. Over the years, we have witnessed
the ways in which technology has transformed these spaces making them more electronically elaborate,
collaborative, informational, and hopefully, easier to use.
We understand the importance of completing projects on time and on budget. It is for these reasons we have
implemented a quality management program known as AV-9000. This quality management program, created
by AQAV, is a set of pre-installation check lists, assessments and measures that begin in the design process and
are carried through rack building and termination, in-house staging/commissioning, field installation and onto
final post installation testing and commissioning. This process results in a final document detailing our
technical findings and proving the system works in accordance of industry standards.
Our in-house design and engineering team is trained and certified in AV9000 quality control standards.
Having an in-house design and engineering team allows us to use a hands-on approach to enterprise level
design/build projects. Our design team is available to work alongside our operations team to deliver you a
turnkey solution from conception to delivery. We also can deliver design only services for your organization.
With our extensive partnerships with the major audiovisual manufacturers and distributors, we can bring you
the expertise and support during the design and implementation phases of the project, but also strive to provide
the best pricing to the Agencies and Co-op members.
Our employees are required to meet strict guidelines for professional conduct and exceptional workmanship.
Our staff features certifications and training issued by recognized industry vendors and associations. Our
engineering practices include the effective application of document control, shop/lab testing/validation, and
Request for Proposal
Solicitation No. ADSPO17 -0000 7302
Description: AV Equipment and Services
Arizona Department of Administration
State Procurement Office
100 N 15th Ave., Suite 402
Phoenix, AZ 85007
PART 3 of the Solicitation Documents
Template version 2.0 (01-FEB-2017)
SECTION 3-B: Offer Forms
Page 28 of 51 3
A v a i l a b l e o n l i n e a t : P r o c u r e . A Z . g o v
exhaustive research conducted on new products, methodologies, and materials. Project management processes
feature real-time reporting of progress, exceptional record keeping and communications. All primary systems
are built and staged in L3AV’s facility prior to site installation. Within these processes, we conduct a well-
documented series of quality control checks.
We understand service and support is key to the ongoing success of all our customers. We are committed to
delivering quality audiovisual integration and ongoing service. We stand by our quality of work and will do
what it takes to ensure our customers’ requirements are met. All maintenance and on call repair for our
customers will be managed and scheduled by our dedicated service coordinator staff creating a “one voice, one
message” support model.
Level 3 Audio Visual is a licensed and bonded contractor with the capacity to carry project specific performance
bonds at a reasonable market rate. All work is performed in accordance with the latest revisions of applicable
codes and standards including the National Electric Code and local government codes and regulations for
construction/building.
We invite you to connect with any of our referenced clients. We are proud of the relationships
we have built over the years and look forward to providing the agency and Co-op buyers with our ongoing
commitment to excellence in the audiovisual industry.
Question 2: Customer service for the Eligible Agency or Co-op Buyer representative contacting the
Offeror.
A. How do you evaluate customer satisfaction?
B. How do you make changes to your services based on the feedback you receive, and how often?
C. What is the average response time for responding to a client’s question, price quote request or
complaint?
D. Who handles such questions?
E. Do you offer a toll-free customer service number? Please provide the phone number, days of the
week and hours of service, and the average hold time during peak hours.
F. What systems or software do you utilize to manage accounts?
Offeror Response:
A. We do not close out a project until the customer is completely satisfied. We ensure this is the case on
our projects by requesting our customer sign off on projects during the close out process.
B. Here at Level 3 we rely heavily on customer satisfaction for repeat business. This process starts at the
beginning of the process in sales engineering. Our focus is understanding our customer expectations.
Pinpointing specifics early on allows us to ensure customer satisfaction. We are an ever-evolving
company and make changes daily to better service our clients.
C. Response time for sales engineering projects dependent on size and complexity is typically 2 weeks
from date of request. Complaints are handled immediately by our executive team. Client questions are
handled as soon as received. We strive to provide the best possible customer service available.
D. Dependent of the question it could be handled by several people including – account executives,
engineering, project managers, purchasing and accounting.
E. Toll Free #1-877-777-5328 can be reached M-F 8am-5pm (MST) Regular Business Hours. 24-hour
service calls #602-930-1100.
F. We utilize many verticals for our customer relationship management system consisting of: NetSuite,
Office365/SharePoint, and Outlook.
Request for Proposal
Solicitation No. ADSPO17 -0000 7302
Description: AV Equipment and Services
Arizona Department of Administration
State Procurement Office
100 N 15th Ave., Suite 402
Phoenix, AZ 85007
PART 3 of the Solicitation Documents
Template version 2.0 (01-FEB-2017)
SECTION 3-B: Offer Forms
Page 29 of 51 3
A v a i l a b l e o n l i n e a t : P r o c u r e . A Z . g o v
We also utilize Skype For Business (SFB). We use SFB internally and we also utilize SFB with our
customers to review projects, quotes and proposals when conducting a meeting on-site isn’t possible
due to tight schedules or for the convenience for everyone to meet “face-to-face” when an on-site
meeting isn’t necessary, which saves everyone time and money.
For Service related software, depending on the type/complexity of AV System that the customer
purchased, our service department can utilize TeamViewer for remote access/support.
Question 3: Quality Control
A. How do you measure the quality of the AV equipment and services you provide?
B. What are your standard delivery days? What is the order cut-off time for next day delivery?
Please list and describe any exceptions.
C. Do you have any procedures in place to avoid a situation where a client gets offered an end of
life AV equipment?
D. How do you handle situations where defective or end of life equipment gets delivered to the
client?
E. For manufacturers, whose products do not offer a 12-month warranty, will a warranty be offered
through your company that will protect the equipment? What type of warranty is offered on
workmanship of installations?
F. How do you balance quick service with effective and accurate service?
Offeror Response:
A. Level 3 Audio Visual is committed to quality. In fact, our entire reputation is built upon the concept of
quality and continual improvement. At Level 3 AV, we have developed and employ a full quality
management system based on the AV9000 standard. AV9000 is industry-specific metrics for audio
visual technology that directly relates to the success of the design and build phase of our projects.
AV9000 uses a set of defined processes and associated checklists used to ensure quality, manage
information, and facilitate continual improvement throughout a project. Level 3 is proud to be the
West Cost Training facility for AV9000. The AV9000 process directly impacts the quality of all phases
of a project. Our AV9000 certified technicians provide an exclusive service to our clients throughout
the project lifecycle.
AV900 Goals:
• Promote the operational art of designing and installing systems that are complete, perform well, and
are ready for use by the client.
• Establish a common measurement battery of tests that can be applied at key milestones of the AV
system development for determining whether a system is progressing satisfactorily or not.
• Promote continuous improvement.
• Enhance vendor-customer relationships, bridging gaps that may exist.
• Reduce costs associated with producing and installing audio visual technology.
• Establish “room ready” conditions.
AV9000 Benefits Short-Term:
• We get to use the facility quicker.
• Less change orders (payments plus additional administrative costs).
• We get to use the facility without frequently shutting it down for “maintenance” (translation, “punch
list corrections”).
Request for Proposal
Solicitation No. ADSPO17 -0000 7302
Description: AV Equipment and Services
Arizona Department of Administration
State Procurement Office
100 N 15th Ave., Suite 402
Phoenix, AZ 85007
PART 3 of the Solicitation Documents
Template version 2.0 (01-FEB-2017)
SECTION 3-B: Offer Forms
Page 30 of 51 3
A v a i l a b l e o n l i n e a t : P r o c u r e . A Z . g o v
• Omissions found at the last minute adding costs, then requiring expedited shipping costs to ship the
right product to the field at the last minute.
• Some functions, such as video conferencing, require staff to be at both endpoints, draining hours from
staff personnel.
• We have fewer revisions on the as-built drawings, saving confusion and errors.
• Shorter, more effective operator training with a completely working system with no “revised training”
sessions.
• We spend less time on the phone or in front of a client dressing-down a vendor for failures to perform.
• Less costs for building security while vendor addresses punch list after hours.
• Vendor knows our operation better, and can therefore work with us more closely.
AV9000 Benefits Long-Term:
• Avoids problems with less frequently used functions undiscovered for months after the installation was
presumably completed, causing more periods in which the space cannot be used.
• Frustration with functions that perform intermittently or never.
• Predictable performance and deliverables from each system provided.
How do we implement AV9000?
• Forms / Checklists.
• Discipline.
• Test Equipment.
Key Checklist Milestones:
• Client – Client Performance Specifications (Included in RFP).
• L3AV Sales Engineering – Contract Review (CR) and Design and Engineering Review (DR).
• L3AV Installation – Staging and Commissioning Checklists (STG) (COM).
• L3AV Project Management – Site Ready (SR) and Acceptance (ACC).
B. Delivery Days are Monday-Friday. Excluding Holidays.
Delivery time frames can vary depending on two scenarios:
1)For Equipment Only Orders- Delivery times will vary based upon availability from the
manufacturer/distributor and their geographical location. For example, stocking products in
California ship in 2-5 working days after receipt of order. Stocking products in the Central and
Eastern parts of the US ship in 5-10 working days after the order is placed.
Our manufacturers & distributors will notify us if an item is on backorder. We will then contact
the end user to see if they want to wait for the backordered item or replace it with a similar
product.
Next Day Delivery order cutoff time is 10 a.m. Arizona time. There may be an exception if we
can get the order placed with the manufacturer before their Next Day cut off time.
2) For Installation PO’s/Projects-The delivery time for these types of orders will vary depending
on a.) the size/complexity of the project, b) how much equipment will need to be ordered (and
if there are any custom pieces with longer lead times on that list), and the amount of building,
testing, installation, and integration services required for each project. When working with our
customers on installation projects, we communicate with them regarding estimated timelines
for completion for their project.
C. We always strive to quote the most up to date equipment available. We have extensive partnerships
with the major audiovisual manufacturers. We conduct meetings weekly with manufacturer sales and
engineering representatives as well as our own sales and engineering teams to make sure we are up to
date with the newest solutions being offered.
Request for Proposal
Solicitation No. ADSPO17 -0000 7302
Description: AV Equipment and Services
Arizona Department of Administration
State Procurement Office
100 N 15th Ave., Suite 402
Phoenix, AZ 85007
PART 3 of the Solicitation Documents
Template version 2.0 (01-FEB-2017)
SECTION 3-B: Offer Forms
Page 31 of 51 3
A v a i l a b l e o n l i n e a t : P r o c u r e . A Z . g o v
If we learn a product is discontinued after an order has been placed, we will notify the customer right
away. Our goal and hope is that we can substitute the product with the manufacturers direct
replacement for the EOL product (and at the same price), and if a direct replacement is not available,
we will look for a product that has similar specifications, price point, and communicate the information
with the customer/agency.
D. For installation projects, our quality assurance program, AV9000, greatly reduces the possibility of
defective equipment being delivered to the customer. We stage all projects at our office to avoid such
circumstances from happening.
In the event the order was an equipment-only order that was shipped direct to the customer, we would
work with the client to ensure an RMA is requested and the defective equipment is replaced.
Please note (we make a note on our packing/invoicing as well) that if a product is not tested or used
right away, but instead sits in a warehouse/stored for more than 30 days, it makes it challenging as the
contractor/vendor to go back to the manufacturer or distributor and request a replacement/RMA after
that length of time.
E. Most of the commercial products provided by Level 3 carry at least a 12-month warranty. L3AV will
provide a lifetime warranty on the workmanship of our installations. This warranty includes defects
related to workmanship of installed cables, connectors, installation hardware, system programming
and commissioning. This warranty does not include normal system/hardware wear and tear or
damage to the equipment by others. All equipment supplied by L3AV will feature the manufacturer’s
warranty specified for each item. Manufacturer warranties do not cover the cost of on-site diagnosis,
removal, shipping, and re-installation of defective equipment. All equipment warranty repairs will be
billed at the L3AV state contract labor rate.
Level 3 AV will comply with Special Terms and Conditions.
F. We rely on our quality assurance system of AV9000 to provide prompt, effective and accurate services.
The system of checks and balances assures our clients are receiving the best possible integrated
solution on the market.
Question 4: Maintenance Services
A. Please provide a detailed description of the maintenance plan options that ensure the care of AV
systems are encompassing of all supplies and equipment, both hardware and software, to
maintain specified function presented in this solicitation.
B. What is your range of most common AV equipment maintenance services (preventative for new
equipment and for legacy equipment)?
C. What types of AV maintenance services have you added in the past three years and will add in
the next three years?
D. What services have you removed in the last three years?
E. What type of software or reporting system do you use for tracking?
Offeror Response:
A. Available Maintenance/Service Offerings
Preventative Maintenance*
Our standard maintenance contract keeps your system in the best shape possible and minimizes
downtime – especially during those important meetings. The customer can select the number of
visits (typically either bi-annual or quarterly). During a preventative check-up visit, our technicians
will clean each system component and ensure all hardware is functioning as expected. Our detailed
reporting keeps you aware of your current system status, maintenance visit logs, consumables life
span (IE: Projector Lamps or Patch Cables), and potential hardware failures before they become a
problem. Level 3 Audiovisual keeps the scheduling up to date and will inform you when your next
Request for Proposal
Solicitation No. ADSPO17 -0000 7302
Description: AV Equipment and Services
Arizona Department of Administration
State Procurement Office
100 N 15th Ave., Suite 402
Phoenix, AZ 85007
PART 3 of the Solicitation Documents
Template version 2.0 (01-FEB-2017)
SECTION 3-B: Offer Forms
Page 32 of 51 3
A v a i l a b l e o n l i n e a t : P r o c u r e . A Z . g o v
service is so you don’t have to think about your maintenance. We call that peace of mind and we
think you will agree.
“Buy it in Blocks” Prepaid Service
Our “Buy it in Blocks” program gives you the ultimate flexibility in break/fix scenarios. Purchase
blocks of service hours up front and use them as needed throughout the year. What’s even better
about this plan, if you don’t use all of your dollars, they roll over into your next year’s contracted
service plan. This is perfect for government agencies and large corporations that need to have a
Purchase Order for every service call. Bypass the red tape today and ask us about this exciting
offering.
Device Subscription Contract
Our Device Subscription Contract offers peace of mind that all of your video conferencing, digital
signage, and streaming services stay up to date and are maintained. These services have 24/7
support and next day equipment replacement in most cases. Level 3 Audio Visual has partnerships
with most major brands so whatever your subscription needs are we can help maintain your services
and keep your business productive. We will maintain your subscriptions so you don’t have to.
TeamViewer Remote Access for Service & Support
Level 3 Audiovisual uses TeamViewer to access the customers computer for support and service.
B. Each scheduled maintenance visit shall include the following but not limited to:
➢ Thoroughly clean the equipment rack
➢ Examine and repair cable management, as needed
➢ Examine and repair cable terminations, as needed
➢ Testing and document status of any recording/playback equipment
➢ Update signal flow diagrams, as needed, on L3AV installed systems
➢ Clean or change filters on any LCD/DLP projectors as necessary
➢ Clean lenses on any LCD/DLP projectors
➢ Record lamp and filter hours on LCD/DLP projectors
➢ Clean any panel displays or interactive displays
➢ Verify all inputs and outputs
➢ Verify audio quality
➢ Verify video quality
➢ Document and facilitate the repair or replacement of equipment with any found
issues
➢ Update to client contact upon completion of any work performed
C. To add more efficiencies and better response time to our customer’s needs, we have added;
a. More service technicians to our service team
b. We now have a Service Coordinator on staff for quicker-response to scheduling and meeting
service needs.
c. A dedicated service@L3AV.com email address that distributes to the entire service team.
d. A website service portal to create service requests directly from our website.
D. We have not removed any services in the past 3 years
E. The company transitioned over to NetSuite in January of 2016. This allows central management of
sales, service, accounting, ordering and project engineering & implementation. We continually add and
develop functionality to this system to create more efficiencies for our team and our customers.
Request for Proposal
Solicitation No. ADSPO17 -0000 7302
Description: AV Equipment and Services
Arizona Department of Administration
State Procurement Office
100 N 15th Ave., Suite 402
Phoenix, AZ 85007
PART 3 of the Solicitation Documents
Template version 2.0 (01-FEB-2017)
SECTION 3-B: Offer Forms
Page 33 of 51 3
A v a i l a b l e o n l i n e a t : P r o c u r e . A Z . g o v
Question 5: Installation, Integration, Design
A. What is included in a typical installation for your current clients?
1. How long is a typical installation?
2. Please identify major variables to the duration of the installation.
B. What is included in a typical integration for your current clients?
1. How long is a typical integration?
2. Please identify major variables to the duration of the integration.
C. Please list what is included in your typical design services.
Offeror Response:
A.
• After the Account/Sales Executive receives a Purchase Order from the customer, our Project
Administrator will assign a Project Manager to administer the project.
• An “introduction email” is sent out by the Sales/Account Exec to the customer to introduce the Project
Manager to them.
• The Project Manager handles all administration and coordination of the project: including equipment
and labor control, scheduling and all coordination with client, architect, and consultants. Provide a
single point of contact throughout all phases of the project. Develop installation documentation for the
assembly and wiring of the audiovisual systems. Document package to include shop drawings that
depict signal flow, AV fixture locations and construction detail to convey methods of installation.
• Timely purchasing of all audiovisual equipment, software, and materials. Coordination with the
various vendors and suppliers.
• Acquire and inspect owner furnished equipment specified in this scope of work and equipment list.
• Assembly and wiring at L3AV facility of all consoles, control panels, audiovisual equipment cabinets,
electronic components, etc.
• Custom programming of all control systems, DSP devices, and other electronic components specified
in this scope of work and equipment list.
• Testing and staging of audiovisual systems at L3AV facility. Review of all system functions and
operation.
• Regular job site visits to verify dimensions and to coordinate with various trades such as electrical
contractors, millwork contractor, general contractor, architect, and interior designers, as required.
• Preparation of cable pull drawings. Early delivery of cable, connectors, and wall plates if possible.
• Furnish and install all low voltage cable.
• Coordination and delivery of the audiovisual systems to job site.
• Install all audiovisual components listed in the parts and equipment section of this
proposal. Installation techniques and methods used are industry standard best practices.
• Complete thorough testing of the audiovisual systems. Test, set levels, balance and equalize the system.
• Certification of the audiovisual systems. Acceptance and checkout with the client representatives.
• Preparation of as built documentation drawings, owner’s manuals, and operator instructions. Provide a
complete Documentation Package of all shop drawings, owner’s manuals, and operator instructions to
the client.
• Provide training and demonstration sessions for operators, end-users, interested executives and
others. Provide training and assistance to the client on the proper use and maintenance of the
audiovisual systems
B. Integration Services
Request for Proposal
Solicitation No. ADSPO17 -0000 7302
Description: AV Equipment and Services
Arizona Department of Administration
State Procurement Office
100 N 15th Ave., Suite 402
Phoenix, AZ 85007
PART 3 of the Solicitation Documents
Template version 2.0 (01-FEB-2017)
SECTION 3-B: Offer Forms
Page 34 of 51 3
A v a i l a b l e o n l i n e a t : P r o c u r e . A Z . g o v
• Integration Services brings together all component subsystems into one system, ensuring that
subsystems function together as a coordinated whole. This service includes assembly and wiring of
audio visual equipment racks and/or customized modification for proper installation into your system.
This phase of your AV integration project is typically completed in our 2020,000-sq.t. AV rack-
building facility.
• Custom control system programming. With our in-house team of dedicated systems programmers, no
job is too big or too small. A custom controller branded and designed around the customer vision. We
specialize in Crestron and AMX control systems, and have the capacity to integrate any audio, video,
switching, conferencing, security, HVAC, lighting, or energy management systems into your facility.
• We also provide:
o Customized user-interface graphic design and development, using the latest in touch panel
and mobile technologies.
o Customized DSP programming and configuration for any professional audio DSP system
• The duration of integration services varies depending on the size and scope of the project.
Programming a single room push button controller could take 1-2 hours versus a project with multiple
conference/training spaces with audio/video/conferencing and touch panel control could take 1-2
weeks. If the customer already has a system in place and up-to-date programming that we can work
with, that would lessen the amount of integration services required as well.
D. Design Services
• On-site Visits
o The Sales/Account Executives will set up a time for he/she and a L3AV Design Engineer to
meet on-site with the customer. We bring our expertise to our customer’s locations to
determine precise requirements and deployment of audio visual resources.
• Scope of Work
o Level 3 AV will provide a complete functional description outlining our customer’s
technology objectives and solutions.
• In-House Design & Engineering Services
o Level 3 AV has an in-house certified team of design and engineers. Our engineering team is
trained and certified in AV9000 quality control standards. These quality control guidelines
allow us to deliver zero defect systems which align precisely with our customer’s needs, as
well as minimizing on-site troubleshooting so the installation goes smoothly.
o Having an in-house design and engineering team allows us to use a hands-on approach to
design/build projects. Our design engineering team is available to work alongside our
operations team to deliver you a turnkey solution from conception to delivery. We also can
deliver design only services as well.
o Below is a “sampling” of what Level 3 AV will supply with an engineering/design request
(Requirements will vary depending on the size/scope of each project):
• Schematic Design Development Phase:
•Develop narrative programming the functional role of the AV systems in the required spaces
as well as budget.
Development of floor plan, show device locations.
• Coordinate with/assist Electrical Engineer with detailing AV locations, power, and low voltage
conduit requirements.
Request for Proposal
Solicitation No. ADSPO17 -0000 7302
Description: AV Equipment and Services
Arizona Department of Administration
State Procurement Office
100 N 15th Ave., Suite 402
Phoenix, AZ 85007
PART 3 of the Solicitation Documents
Template version 2.0 (01-FEB-2017)
SECTION 3-B: Offer Forms
Page 35 of 51 3
A v a i l a b l e o n l i n e a t : P r o c u r e . A Z . g o v
• Develop preliminary one line diagrams and rack elevations.
• Construction/Build Document Phase:
•Development of detailed one line diagrams for complete AV systems.
•Development of construction details required for AV fixture structural mounting preparation.
•Detail development for wall and floor panel/box layout.
•Develop a complete specification and equipment schedule.
•Meeting and conference participation with general contractor, architect, owner’s
representative, and other team members.
Question 6: Training
A. Please provide a detailed description of the training approach and how knowledge in correlation
to AV equipment will be transferred to the end-user
B. What is included in your user/operator training that is conducted right after the AV equipment
installation is complete?
C. How long is your typical user/operator training?
D. What is included in your Formal Classroom Training?
E. How does the Formal Classroom Training differ from the user/operator training?
Offeror Response:
There are 2 different scenarios when it comes to the training that Level 3 provides to our customers:
• Operator/System Training-This is the training that is provided when we have installed a system
such as a presentation system with audio, video display/projector, system control, etc. When
the installation is complete, the project manager will coordinate a training time with the
customer main point of contact(s). The length of the training may vary depending on the
complexity of the system, and how many people will be traine d on the operation of the
system. Reviewing what each piece of the equipment does and teaching how to operate each
piece of equipment is provided. A binder with all the product documentation, including
warranty information is provided during the training.
• Formal Classroom Training: This type of training is provided mostly with the interactive
whiteboard products and classroom response systems. There is a lot of hardware and software
components to these products, so training can be anywhere from one (one) hour to 6 (six) hours
or more, depending on the product as well as how much time the end user would like to spend
on training.
End of Attachment 3-A
Request for Proposal
Solicitation No. ADSPO17 -0000 7302
Description: AV Equipment and Services
Arizona Department of Administration
State Procurement Office
100 N 15th Ave., Suite 402
Phoenix, AZ 85007
PART 3 of the Solicitation Documents
Template version 2.0 (01-FEB-2017)
SECTION 3-B: Offer Forms
Page 36 of 51 3
A v a i l a b l e o n l i n e a t : P r o c u r e . A Z . g o v
Attachment 3-B Key Personnel Proposal
Answer all questions thoroughly in the spaces provided. Complete this form in full for each one of the key
personnel proposed to be involved in carrying out the Work. Insert or attach a separate resume if desired, but
any attached resumes are supplemental to this form and do not substitute for this form. If there are more than three
(3) Key Personnel, please utilize the same form for each additional Personnel.
1 Name: Lisa Hale How long with company? x 17 years
Current position
in company: Chief Administrative Officer How long in position? 4 years
Position for the Services: Accounting & Usage Reporting How much of time will be
dedicated to the Services? 20 %
What primary functions
will be assigned?
As CAO, Lisa oversees the Accounting Department (Payables & Receivables). Lisa
also assists with managing and submitting the quarterly usage report, and
submittal of the Co-Op Administrative Fee. Lisa also handles insurance
Describe person’s
experience in performing
services like those that
are to be assigned:
• Lisa has been with Level 3 AV for 17 years.
• In the 11 years that the company has been on the AZ State Contract, Lisa
has been involved with all functions of administration, accounting, and
HR.
• Lisa’s current title is Chief Administrative Officer. After managing all the
above functions for over 11 years, Lisa has created many processes, and
now oversees a team of staff to assist with the administrative and
accounting needs for our company operations and contract management.
List person’s job-related
training and education:
• College - Rio Salado and Phoenix College with a focus on Human
Resources and Operations Management.
• Trained twice a week for 3+ years with accountant to learn correct
accounting practices as it relates to install contracting work.
• Trained and worked directly with a B2B CFO for 4+ years focusing on
financials, budgeting, cash flow, and administrative processes.
Resume: filename
Request for Proposal
Solicitation No. ADSPO17 -0000 7302
Description: AV Equipment and Services
Arizona Department of Administration
State Procurement Office
100 N 15th Ave., Suite 402
Phoenix, AZ 85007
PART 3 of the Solicitation Documents
Template version 2.0 (01-FEB-2017)
SECTION 3-B: Offer Forms
Page 37 of 51 3
A v a i l a b l e o n l i n e a t : P r o c u r e . A Z . g o v
2 Name: Julianna Belcamino How long with company? 11 Years
Current position
in company: Account Executive How long in position? 11 Years
Position for the Services: Contract Administrator How much of time will be
dedicated to the Services? 75 %
What primary functions
will be assigned?
During the current contract period, Julianna is responsible for submitting the
proposal, and managing the contract after award.
She will be responsible for educating sales and other departments on the utilization
of the contract. This includes compliance with the pricing & discount structure,
proper quoting, shipping & delivery, and invoicing & usage reporting. Responsible
for marketing and producing sales under the contract. Marketing of the contract
will be by face-to-face contact with new and current end users, trade shows, and
product demonstrations.
Julianna has 21 years of experience assisting with, and/or being the lead contract
manager of previous Arizona State Contracts for Audio/Visual Services as well as
other state cooperative purchasing contracts.
Describe person’s
experience in performing
services like those that
are to be assigned:
Julianna has been an Account Executive in the audiovisual industry for 21 years.
She has worked with the Arizona State Contract for AV Equipment & Services in
some capacity for those 21 years. Julianna brought her experience with the State
Contract and many customer relationships, and created the Gov/Ed division for
Level 3 Audio Visual 11 years ago. She has managed the State Contract for Level 3
AV for all 11 years.
List person’s job-related
training and education:
Education-
College: California State University, Chico
Bachelor of Science in Business Admin-Marketing
AV Education: Infocomm (ICIA) AV Technologist Certificate
Extron Certified AV Associate
Polycom RealPresence Certification
Work Experience-
Account Executive-Level 3 Audio Visual July 2006-Present
Account Exec./Product Specialist-CCS Presentation Systems July 2003-June
2006
Account Executive/Inside Sales/Sales Support-Troxell Communications-June
1996-June 2003
Resume: filename
Request for Proposal
Solicitation No. ADSPO17 -0000 7302
Description: AV Equipment and Services
Arizona Department of Administration
State Procurement Office
100 N 15th Ave., Suite 402
Phoenix, AZ 85007
PART 3 of the Solicitation Documents
Template version 2.0 (01-FEB-2017)
SECTION 3-B: Offer Forms
Page 38 of 51 3
A v a i l a b l e o n l i n e a t : P r o c u r e . A Z . g o v
3 Name: Wendy Reyes How long with company? 12 Years
Current position
in company: Purchasing Manager How long in positon? 12 Years
Position for the Services: Purchasing & Customer Service How much of time will be
dedicated to the Services? 50 %
What primary functions
will be assigned?
Wendy processes all orders that are received. Wendy confirms product pricing,
and places the orders with the various manufacturers and distributors. Wendy
also tracks the orders to ensure the customer receives their order in a timely
manner, and works with customer requests for tracking/ETA and any
return/RMA requests. Wendy also assists the customers and our sales and
accounting team with providing copies of invoices if requested by the
customer/agency.
Describe person’s
experience in performing
services like those that
are to be assigned:
Wendy has performed the services/functions related to the State Contract
Administration for the 11 years that Level 3AV has been on Arizona State
Contract.
List person’s job-related
training and education:
Education:
Legal Secretary Study’s ● Phoenix College – Phoenix, AZ
General Studies ● Mesa Community College – Mesa, AZ
Work Experience: QuickBooks, NetSuite, Transcribing, Fingerprint Certification,
10-key Touch, Microsoft programs including Word, Excel, PowerPoint, Publisher,
Access, and Office 365.
Resume: filename
End of Attachment 3-B
Request for Proposal
Solicitation No. ADSPO17 -0000 7302
Description: AV Equipment and Services
Arizona Department of Administration
State Procurement Office
100 N 15th Ave., Suite 402
Phoenix, AZ 85007
PART 3 of the Solicitation Documents
Template version 2.0 (01-FEB-2017)
SECTION 3-B: Offer Forms
Page 39 of 51 3
A v a i l a b l e o n l i n e a t : P r o c u r e . A Z . g o v
Attachment 3-C Proposed Subcontractors
Check “NO” if you WILL NOT subcontract any portion of the Work and will therefore be carrying out all of the Work
with your own personnel.
NO, the Offeror will not subcontract any portion of the Work.
If you WILL subcontract any portion of the Work, check “YES” below and list name of persons or companies you
propose to use as subcontractors.
1. Fill in the information for every significant subcontractor – indicate the type of work the subcontractor will
perform under the Contract, and their approximate percentage of the total Contract work.
2. Provide copies of relevant certifications each one possesses in the Attachment Supplements section.
3. Provide description of quality assurance methods and quality control measures that you will use to ensure
that Subcontractor work meets the Contract requirements.
4. State may demand additional information about proposed subcontractors as a precondition of award.
YES, the Offeror will use the Subcontractors listed below:
Name and contact information
Small
Business Work to be performed %
1. Pathway Code – Ben Campagnola
550 W Baseline Rd Ste 102-290 Mesa,
AZ
YES Programming Assistance (i.e. Crestron,
AMX) 5
1. GreenPoint TDI – Scott Samsal - #602-
769-8929
4980 S Alma School Rd Ste A2-127
Chandler, AZ
YES Programming Assistance (i.e. Crestron,
AMX) 5
2. JP Systems Integration LLC
1315 E Sierra Madre Ave Gilbert, AZ
YES Programming Assistance (i.e. Crestron,
AMX) 5
3. Name select
4. Name select
5. Name select
6. Name select
7. Name select
8. Name select
9. Name select
End of Attachment 3-C
Request for Proposal
Solicitation No. ADSPO17 -0000 7302
Description: AV Equipment and Services
Arizona Department of Administration
State Procurement Office
100 N 15th Ave., Suite 402
Phoenix, AZ 85007
PART 3 of the Solicitation Documents
Template version 2.0 (01-FEB-2017)
SECTION 3-B: Offer Forms
Page 40 of 51 3
A v a i l a b l e o n l i n e a t : P r o c u r e . A Z . g o v
Attachment 3-D Performance Guarantee
RESERVED – NOT UTILIZED FOR THIS RFP
End of Attachment 3-D
Request for Proposal
Solicitation No. ADSPO17 -0000 7302
Description: AV Equipment and Services
Arizona Department of Administration
State Procurement Office
100 N 15th Ave., Suite 402
Phoenix, AZ 85007
PART 3 of the Solicitation Documents
Template version 2.0 (01-FEB-2017)
SECTION 3-B: Offer Forms
Page 41 of 51 3
A v a i l a b l e o n l i n e a t : P r o c u r e . A Z . g o v
Attachment 3-E Boycott of Israel Disclosure
All materials submitted as part of a response to a solicitation are subject to Arizona public records law and will be
disclosed if there is an appropriate public records request at the time of or after the award of the contract. Recently
legislation has been enacted to prohibit the state from contracting with companies currently engaged in a boycott of
Israel. To ensure compliance with A.R.S. §35-393.01. This form must be completed and returned with the response
to the solicitation and any supporting information to assist the State in making its determination of compliance.
As defined by A.R.S. §35-393.01:
1. "Boycott" means engaging in a refusal to deal, terminating business activities, or performing other actions that are intended to
limit commercial relations with Israel or with persons or entities doing business in Israel or in territories controlled by I srael, if
those actions are taken either:
(a) In compliance with or adherence to calls for a boycott of Israel other than those boycotts to which 50 United States Code
section 4607(c) applies.
(b) In a manner that discriminates on the basis of nationality, national origin or religion and that is not based on a valid
business reason.
2. "Company" means a sole proprietorship, organization, association, corporation, partnership, joint venture, limited partnership,
limited liability partnership, limited liability company or other entity or business association, and includes a wholly owned
subsidiary, majority-owned subsidiary, parent company or affiliate.
3. "Direct holdings" means all publicly traded securities of a company that are held directly by the state treasurer or a ret irement
system in an actively managed account or fund in which the retirement system owns all shares or interests.
4. "Indirect holdings" means all securities of a company that are held in an account or fund, including a mutual fund, that is managed
by one or more persons who are not employed by the state treasurer or a retirement system, if the state treasurer or retirement
system owns shares or interests either:
(a) together with other investors that are not subject to this section.
(b) that are held in an index fund.
5. "Public entity" means this State, a political subdivision of this State or an agency, board, commission or department of this State
or a political subdivision of this State.
6. "Public fund" means the state treasurer or a retirement system.
7. "Restricted companies" means companies that boycott Israel.
8. "Retirement system" means a retirement plan or system that is established by or pursuant to title 38.
All offerors must select one of the following:
X My company does not participate in, and agrees not to participate in during the term of the contract , a
boycott of Israel in accordance with A.R.S. §35-393.01. I understand that my entire response will become
public record in accordance with A.A.C. R2-7-C317.
My company does participate in a boycott of Israel as defined by A.R.S. §35-393.01.
By submitting this response, proposer agrees to indemnify and hold the State, its agents and employees, harmless
from any claims or causes of action relating to the State’s action based upon reliance on the above representations,
including the payment of all costs and attorney fees incurred by the State in defending such an action.
Company Name Signature of Person Authorized to Sign
Level 3 Audio Visual
Address: 955 E Javelina Ave Ste B106 Printed Name: Julianna Belcamino
City: Mesa State: AZ Zip: 85204 Title: Account Executive
Request for Proposal
Solicitation No. ADSPO17 -0000 7302
Description: AV Equipment and Services
Arizona Department of Administration
State Procurement Office
100 N 15th Ave., Suite 402
Phoenix, AZ 85007
PART 3 of the Solicitation Documents
Template version 2.0 (01-FEB-2017)
SECTION 3-B: Offer Forms
Page 42 of 51 3
A v a i l a b l e o n l i n e a t : P r o c u r e . A Z . g o v
End of Attachment 3-E
Request for Proposal
Solicitation No. ADSPO17 -0000 7302
Description: AV Equipment and Services
Arizona Department of Administration
State Procurement Office
100 N 15th Ave., Suite 402
Phoenix, AZ 85007
PART 3 of the Solicitation Documents
Template version 2.0 (01-FEB-2017)
SECTION 3-B: Offer Forms
Page 43 of 51 3
A v a i l a b l e o n l i n e a t : P r o c u r e . A Z . g o v
Attachment 4 Pricing Sheet
Offeror to provide pricing information in the Excel document “ADSPO17-00007302_Attachment 4 Pricing Sheet”
provided within ProcureAZ. Offeror should also provide hourly prices for AV services within ProcureAZ.
Request for Proposal
Solicitation No. ADSPO17 -0000 7302
Description: AV Equipment and Services
Arizona Department of Administration
State Procurement Office
100 N 15th Ave., Suite 402
Phoenix, AZ 85007
PART 3 of the Solicitation Documents
Template version 2.0 (01-FEB-2017)
SECTION 3-B: Offer Forms
Page 44 of 51 3
A v a i l a b l e o n l i n e a t : P r o c u r e . A Z . g o v
Attachment 5-A Confidential Information Designation
All materials submitted as part of a response to a solicitation are subject to Arizona public records law and will be
disclosed if there is an appropriate public records request at the time of or after the award of the contract.
Recognizing there may be materials included in a solicitation response that are proprietary or a trade secret, a
process is set out in A.A.C. R2-7-103 (copy attached) that will allow qualifying materials to be designated as
confidential and excluded from disclosure. For purposes of this process the definition of “trade secret” will be the
same as that set out in A.A.C. R2-7-101(52).
Complete this form return it with your Offer along with the appropriate supporting information to assist State in making
its determination as to whether any of the materials submitted as part of your Offer should be designated confidential
because the material is proprietary or a trade secret and therefore not subject to disclosure.
STATE WILL NOT CONSIDER ANY MATERIAL IN YOUR OFFER “CONFIDENTIAL” UNLESS DESIGNATED ON THIS FORM.
Check one of the following – if neither is checked, State will assume that as equivalent to “DOES NOT”:
This response DOES NOT contain proprietary or trade secret information. I understand that my entire
response will become public record in accordance with A.A.C. R2-7-C317.
This response DOES contain trade secret information because it contains information that:
1. Is a formula, pattern, compilation, program, device, method, technique or process, AND
2. Derives independent economic value, actual or potential, from not being generally known to, and
not being readily ascertainable by proper means by, other persons who can obtain economic value
from its disclosure or use; AND
3. Is the subject of efforts by myself or my organization that are reasonable under the circu mstances
to maintain its secrecy.
NOTE: Failure to attach an explanation may result in a determination that the information does not meet the statutory
trade secret definition. All information that does not meet the definition of trade secret as defined by A.A.C. R2 -7-
101(52) will become public in accordance with A.A.C. R2-7-C317. State may make its own determination on materials
in accordance with A.A.C. R2-7-103.
If State agrees with Offeror’s designation of trade secret or confidentiality and the determination is challenged, the
undersigned hereby agrees to cooperate and support the defense of the determination with all interested parties,
including legal counsel or other necessary assistance.
By submitting this response, Offeror agrees that the entire Offer, including confidential, trade secret and proprietary
information may be shared with an evaluation committee and technical advisors during the evaluation process.
Offeror agrees to indemnify and hold State, its agents and employees, harmless from any claims or causes of action
relating to State’s withholding of information based upon reliance on the above representations, including the
payment of all costs and attorney fees incurred by State in defending such an action.
Level 3 Audio Visual
Offeror Company Name Signature of Authorized Person
955 E Javelina Ave Ste B106 Julianna Belcamino
Address Printed Name
Mesa, AZ 85204 Account Executive
City State Zip Title
End of Attachment 5-A
Request for Proposal
Solicitation No. ADSPO17 -0000 7302
Description: AV Equipment and Services
Arizona Department of Administration
State Procurement Office
100 N 15th Ave., Suite 402
Phoenix, AZ 85007
PART 3 of the Solicitation Documents
Template version 2.0 (01-FEB-2017)
SECTION 3-B: Offer Forms
Page 45 of 51 3
A v a i l a b l e o n l i n e a t : P r o c u r e . A Z . g o v
Copy of A.A.C. R2-7-103 [Confidential Information]
as was current at time of Solicitation issuance
PROVIDED FOR REFERENCE ONLY
A. If a person wants to assert that a person's offer, specification, or protest contains a trade secret or
other proprietary information, a person shall include with the submission a statement supporting this
assertion. A person shall clearly designate any trade secret and other proprietary information, using
the term "confidential". Contract terms and conditions, pricing, and information generally available to
the public are not considered confidential information under this Section.
B. Until a final determination is made under subsection (C), an agency chief procurement officer shall
not disclose information designated as confidential under subsection (A) except to those individuals
deemed by an agency chief procurement officer to have a legitimate state interest.
C. Upon receipt of a submission, an agency chief procurement officer shall make one of the following
written determinations:
1. The designated information is confidential and the agency chief procurement officer shall not
disclose the information except to those individuals deemed by the agency chief procurement
officer to have a legitimate state interest;
2. The designated information is not confidential; or
3. Additional information is required before a final confidentiality determination can be made.
D. If an agency chief procurement officer determines that information submitted is not confidential, a
person who made the submission shall be notified in writing. The notice shall include a time period
for requesting a review of the determination by the state procurement administrator.
E. An agency chief procurement officer may release information designated as confidential under
subsection (A) if:
1. A request for review is not received by the state procurement administrato r within the time
period specified in the notice; or
2. The state procurement administrator, after review, makes a written determination that the
designated information is not confidential.
- - -
Request for Proposal
Solicitation No. ADSPO17 -0000 7302
Description: AV Equipment and Services
Arizona Department of Administration
State Procurement Office
100 N 15th Ave., Suite 402
Phoenix, AZ 85007
PART 3 of the Solicitation Documents
Template version 2.0 (01-FEB-2017)
SECTION 3-B: Offer Forms
Page 46 of 51 3
A v a i l a b l e o n l i n e a t : P r o c u r e . A Z . g o v
Attachment 5-B Conformance Statements
STATE WILL NOT CONSIDER ANY EXCEPTIONS UNLESS DESIGNATED ON THIS FORM.
READ PARAGRAPH 0 OF THE INSTRUCTIONS TO OFFERORS BEFORE TAKING ANY EXCEPTIONS – TAKING EXCEPTIONS
CAN BE GROUNDS FOR STATE REJECTING OR DOWN-GRADING YOUR OFFER IN EVALUATION.
CONFORMANCE TO THE INSTRUCTIONS:
(PART 3 OF THE SOLICITATION)
Check one of the following – if neither is checked, State will assume that as equivalent to “YES”:
YES – Offeror acknowledges that it has read and understands the Instructions to Offerors in Section 3-
A of the Solicitation Documents and attests that its Offer complies with both.
NO – Offeror acknowledges that it has read and understands the Instructions to Offerors in Section 3-A
of the Solicitation Documents, and attests that its Offer complies with both EXCEPT FOR the
exceptions listed in Attachment 5-B Supplement 1.
CONFORMANCE TO THE SCOPE AND PRICING DOCUMENTS:
(PART 2 OF THE SOLICITATION)
Check one of the following – if neither is checked, State will assume that as equivalent to “YES”:
YES – Offeror acknowledges that it has read and understands the Scope Document and the Pricing
Document in Part 2 of the Solicitation Documents and attests that its Offer complies with both.
NO – Offeror acknowledges that it has read and understands the Scope Document and the Pricing
Document in Part 2 of the Solicitation Documents and attests that its Offer complies with both EXCEPT
FOR the exceptions listed in Attachment 5-B Supplement 2.
CONFORMANCE TO THE CONTRACT TERMS AND CONDITIONS:
(PART 2 OF THE SOLICITATION)
Check one of the following – if neither is checked, State will assume that as equivalent to “YES”:
YES – Offeror acknowledges that it has read and understands the Special Terms and Conditions and the
Uniform Terms and Conditions, along with their respective Exhibits and Appendices, in Part 2 of the
Solicitation Documents and attests that its Offer complies with both.
NO – Offeror acknowledges that it has read and understand the Special Terms and Conditions and the
Uniform Terms and Conditions, along with their respective Exhibits and Appendices in Part 2 of the
Solicitation Documents and attests that its Offer complies with both EXCEPT FOR the exceptions listed in
Attachment 5-B Supplement 3.
Request for Proposal
Solicitation No. ADSPO17 -0000 7302
Description: AV Equipment and Services
Arizona Department of Administration
State Procurement Office
100 N 15th Ave., Suite 402
Phoenix, AZ 85007
PART 3 of the Solicitation Documents
Template version 2.0 (01-FEB-2017)
SECTION 3-B: Offer Forms
Page 47 of 51 3
A v a i l a b l e o n l i n e a t : P r o c u r e . A Z . g o v
ATTACHMENT 5-B Supplement No. 1:
Exceptions to Instructions
Article /
Paragraph
or Exhibit
Reference Proposed Changes / Alternate Language Rationale for Proposed Change
Section 3-A: Instructions to Offerors
x None x
x x x
x x x
Level 3 Audio Visual
Company Name Signature of Person Authorized to Sign
Request for Proposal
Solicitation No. ADSPO17 -0000 7302
Description: AV Equipment and Services
Arizona Department of Administration
State Procurement Office
100 N 15th Ave., Suite 402
Phoenix, AZ 85007
PART 3 of the Solicitation Documents
Template version 2.0 (01-FEB-2017)
SECTION 3-B: Offer Forms
Page 48 of 51 3
A v a i l a b l e o n l i n e a t : P r o c u r e . A Z . g o v
ATTACHMENT 5-B Supplement No. 2:
Exceptions to Scope of Work and Pricing
Article /
Paragraph
or Exhibit
Reference Proposed Changes / Alternate Language Rationale for Proposed Change
Section 2-A: Scope of Work
x None x
x x x
x x x
x x x
x x x
Section 2-B: Pricing Document
x None x
x x x
x x x
x x x
x X x
Level 3 Audio Visual
Company Name Signature of Person Authorized to Sign
Request for Proposal
Solicitation No. ADSPO17 -0000 7302
Description: AV Equipment and Services
Arizona Department of Administration
State Procurement Office
100 N 15th Ave., Suite 402
Phoenix, AZ 85007
PART 3 of the Solicitation Documents
Template version 2.0 (01-FEB-2017)
SECTION 3-B: Offer Forms
Page 49 of 51 3
A v a i l a b l e o n l i n e a t : P r o c u r e . A Z . g o v
ATTACHMENT 5-B Supplement No. 3:
Exceptions to Contract Terms & Conditions
Article/
Paragraph
or Exhibit
Reference Proposed Changes / Alternate Language Rationale for Proposed Change
Section 3-A: Special Terms & Conditions
x None x
x x x
x x x
x x x
x x x
Article/
Paragraph
or
Appendix
Reference Proposed Changes / Alternate Language Rationale for Proposed Change
Section 3-B: Uniform Terms & Conditions
x None x
x x x
x x x
Level 3 Audio Visual
Company Name Signature of Person Authorized to Sign
End of Attachment 5-B
Request for Proposal
Solicitation No. ADSPO17 -0000 7302
Description: AV Equipment and Services
Arizona Department of Administration
State Procurement Office
100 N 15th Ave., Suite 402
Phoenix, AZ 85007
PART 3 of the Solicitation Documents
Template version 2.0 (01-FEB-2017)
SECTION 3-B: Offer Forms
Page 50 of 51 3
A v a i l a b l e o n l i n e a t : P r o c u r e . A Z . g o v
Attachment 5-C Insurance and Bonding Evidence
Please provide a copy of your current insurance certificate that meets or exceeds the requirements set forth in
Special Terms and Conditions, Section 6.2, Contractor Insurance Requirements.
End of Attachment 5-C
Request for Proposal
Solicitation No. ADSPO17 -0000 7302
Description: AV Equipment and Services
Arizona Department of Administration
State Procurement Office
100 N 15th Ave., Suite 402
Phoenix, AZ 85007
PART 3 of the Solicitation Documents
Template version 2.0 (01-FEB-2017)
SECTION 3-B: Offer Forms
Page 51 of 51 3
A v a i l a b l e o n l i n e a t : P r o c u r e . A Z . g o v
Attachment 5-D Offer Checklist
STATE MAY DETERMINE YOUR PROPOSAL IS NON-RESPONSIVE IF YOU DO NOT SUBMIT ALL ATTACHMENTS.
DOCUMENT SUBMITTED
1. Attachment 1: Offer and Acceptance Form YES no
2. Attachment 2-A: Experience and Capacity Questionnaire YES no
3. Attachment 2-B: Organization Profile YES no
4. Attachment 3-A: Method Proposal YES no
5. Attachment 3-B: Key Personnel Proposal YES no
6. Attachment 3-C: Proposed Subcontractors YES no
7. Attachment 3-D: Performance Guarantee YES no
8. Attachment 3-E: Israel Boycott Disclosure YES no
9. Attachment 4: Pricing Sheet YES no
10. Attachment 5-A: Confidential Information Designation YES no
11. Attachment 5-B: Conformance Statements YES no
12. Attachment 5-C: Insurance and Bonding Evidence YES no
13. Attachment 5-D: Offer Checklist YES no
End of Attachment 5-D
End of Part 3
Contract Amendment
State of Arizona
State Procurement Office
Contract No.: ADSPO17-184597 PAGE
100 N. 15TH Avenue, Suite 402
Amendment No.: One (1)
1 OF 1 Phoenix, AZ 85007
CONTRACTOR: STATE AGENCY:
Level 3 AudioVisual AZ Department of Administration
955 E Javelina Ave, Ste B108 State Procurement Office
Mesa, AZ 85204 100 N. 15th Avenue, Suite 402
Phoenix, AZ 85007
CONTACT: Julianna Belcamino CONTACT: Deepika Bajpayee
PHONE: 602.369.5030 PHONE: (602) 542-8991
EMAIL: jbelcamino@L3AV.com EMAIL: Deepika.Bajpayee@azdoa.gov
AV Equipment and Services
In accordance with Special Terms and Conditions Paragraph 5.1, Contract Amendments, the above mentioned contract is
hereby amended as follows:
1. This is a Unilateral contract amendment. The Procurement Officer for this contract approves the Contractor, Level 3
AudioVisual, to list the AV Equipment and Services Statewide Contract number ADSPO17-184597 on their website for
marketing purposes (image of the Contractor’s website with this Statewide Contract number listed is shown below).
2. All other Terms, Conditions, and Pricing remain the same.
The above referenced contract amendment is hereby
executed this date by the State.
12/20/2017
Signature Date
Deepika Bajpayee, Statewide Procurement Manager
______________________________________________
Printed/Typed Name and Title
Contract Amendment AZ DEPT. OF ADMINISTRATION
STATE PROCUREMENT OFFICE
CONTRACT NO.: ADSPO17-184597
PAGE
1
100 N. 15TH AVE., STE. 402
Phoenix, AZ 85007
AMENDMENT NO.: 2 OF
1
CONTRACTOR: STATE AGENCY:
LEVEL 3 AUDIO VISUAL LLC AZ Department of Administration (ADOA)
955 E. Javelina Ave.
Suite B106
Mesa, AZ 85204
State Procurement Office
100 N. 15th Ave. Ste.402
Phoenix, AZ 85007
CONTACT: Julianna Belcamino CONTACT: Michael Hladik
PHONE: (480) 892-1071 PHONE: 602-542-9190
EM AIL: Jbosso@L3AV.com EMAIL: Michael.hladik@azdoa.gov
AV EQUIPMENT AND SERVICES
1. In. accordance with, Special Terms and Conditions, Paragraph 3, Contract Extensions, the
contract is hereby extended from October 15, 2018 through October 15, 2019.
All other terms, conditions and provisions remain unchanged
ALL OTHER REQUIREMENTS, SPECIFICATIONS, TERMS AND CONDITIONS REMAIN UNCHANGED
ACKNOWLEDGEMENT AND AUTHORIZATION
This change order shall be fully executed upon the approval electronically in ProcureAZ by an authorized representative
of the Contractor and applied to the contract in ProcureAZ by the Procurement Officer or delegate.
Available online at
Procure.AZ.gov Page | 1
Contract Amendment Arizona Department of
Administration
State Procurement Office
100 N. 15th Avenue, Suite 402
Phoenix, AZ 85007
Legacy Contract: ADSPO17-184597
CTR030144 APP Amendment #2
ACKNOWLEDGEMENT AND AUTHORIZATION
This amendment shall be fully executed upon the electronic approval in the State e-Procurement system by the
Procurement Officer or delegate.
Available online at
app.az.gov Page | 1
AV Equipment and Services
Level 3 Audio Visual, LLC.
In accordance with the Uniform Terms and Conditions, Paragraph 5, Contract Changes, this contract is
amended as follows:
1. In accordance with Special Terms and Conditions, Section 3.2, Contract Extensions, the contract is
hereby extended through October 15, 2021.
ALL OTHER REQUIREMENTS, SPECIFICATIONS, TERMS AND CONDITIONS REMAIN UNCHANGED
Professional Systems Integration Proposal
2021 Community Center AV Upgrades
Fountain Hills, AZ
Submitted To
Mike Ciccarone
Information Technology Administrator
Submitted By
Zachary Toporek
Level 3 Audio Visual
955 East Javelina Ave. Ste. B-106
Mesa, Arizona 85204
480-892-1071
www.L3AV.com
ROC AZ 189013
AZ State Contract #ADSP017-184597
VERSION: 1.0
May 17, 2021
EXHIBIT B
Page | 2
Table of Contents Page
1.0 Executive Summary ............................................................................................. 3
2.0 Monitoring and Data Analytics ........................................................................... 3
3.0 Description of System – Ballroom ...................................................................... 4
4.0 Description of System – Lobby .......................................................................... 8
5.0 Description of System – Conference, O’Flynn, Navajo, and Computer Lab .. 9
6.0 Description of System – Yavapai Room ............... Error! Bookmark not defined.
7.0 Description of System – Hopi Room ..................... Error! Bookmark not defined.
8.0 Performance Specifications .............................................................................. 10
9.0 Schedule for Delivery ......................................................................................... 10
10.0 Scope of Work - General .................................................................................... 11
11.0 Assumptions ....................................................................................................... 12
12.0 Exclusions........................................................................................................... 13
13.0 System Warranty ................................................................................................ 13
14.0 Maintenance and Support ................................................................................. 13
15.0 Parts & Equipment ............................................................................................. 16
16.0 AV System Project Cost .................................................................................... 17
17.0 Additional Services (if required) ....................................................................... 18
18.0 Standard Rate Schedule .................................................................................... 18
19.0 Job Quality .......................................................................................................... 18
20.0 Project Management .......................................................................................... 19
21.0 Standards & Compliance ................................................................................... 19
22.0 Work Schedule ................................................................................................... 19
23.0 System Testing & Evaluation ............................................................................ 19
24.0 Availability of Information ................................................................................. 20
25.0 Site Access ......................................................................................................... 20
26.0 Coordination with other trades ......................................................................... 20
27.0 Unforeseen hazards ........................................................................................... 20
28.0 Use of this document ......................................................................................... 20
29.0 Payment schedule .............................................................................................. 21
30.0 Design Approval / Proposal Acceptance ......................................................... 21
Page | 3
REVISION HISTORY
Version Date Notes
1.0 05/12/21 First Submittal
1.0 EXECUTIVE SUMMARY
1.1. This document represents the complete scope of work to be performed. Please
ensure it has been reviewed thoroughly prior to acceptance. Additional hardware
or services required to accommodate changes to this scope of work after
acceptance will be presented as a contract change order.
1.2. Special Note: Covid-19 may affect manpower, supply delays and operating
schedules. Should any changes occur, we will notify you immediately. Level 3 AV
is taking every measure to assure the health and safety of our employees and
clients alike.
1.3. Due to the current global supply chain challenges affecting many industries, lead
times for many products has increased and may impact project delivery schedules.
We are also seeing pricing increases with little notice. Once this proposal is
approved, orders will be placed to provide the best chance of getting product in a
timely manner and secure current pricing. If products included in this proposal are
not available, L3AV will advise on suitable and available replacement items.
Increases or decreases in cost structure due to changes in hardware or pricing
changes from suppliers will be presented on a contract change order. As a
reminder, pricing on this proposal is valid for 30 days.
1.4. Remote access for technical support: This system includes a computer (Intel
NUC) to be used for remote access into the AV systems by Level 3 AV remote
service technicians. This provides faster response to solve issues when reported
to our service team. Network access for TeamViewer remote software must be
provided by the client IT department for this system feature.
2.0 MONITORING AND DATA ANALYTICS
2.1. By request, this proposal may be enhanced to include a comprehensive scope
related to gathering data from all the technology systems. If interested, please
work with a specialist at Level 3 AV to define your requirements. Data collection
would support the following activities:
2.1.1. Proactive monitoring/alerts to identify device and system failures (Level 3
or Client help desk monitored)
2.1.2. L3Connect helpdesk and QR reader support structure
2.1.3. L3Connect video and chat support
2.1.4. System health dashboard by Pulse IDM
2.1.5. Data analysis/analytics
2.2. Data collection and analytics can provide IT and facility management information
to make future technology decisions. The data can assist with:
2.2.1. Q: How often are my rooms occupied vs. booked?
Page | 4
2.2.2. Q: What technology is used within monitored spaces?
2.2.3. Q: What is the current occupancy of my rooms?
2.2.4. Managing people flow through spaces
2.2.5. Informed workspace planning
2.2.6. Realtime monitoring / user support
2.2.7. Usage performance analytics
2.3. If specific hardware products allow for a cloud connection to a monitoring service
as part of the included costs, the setup of the service accounts is included only if
specifically described in later sections.
3.0 DESCRIPTION OF SYSTEM – BALLROOM
3.1. Functional Description and Narrative:
3.1.1. The ballroom consists of four individual spaces that can combine into a
single large space as required.
3.1.2. This is an audio only system
3.1.3. An owner provided background music player will be provided to offer a
general source for each space.
3.1.3.1. This will be controlled by the owner via pandora or similar
service.
3.1.4. Each space shall be fitted with a wall mounted Bluetooth receiver with
pairing button.
3.1.4.1. The customer is responsible for providing a single gang
deep JBOX with cable routed to accessible ceiling to
accommodate this input.
3.1.5. Each space shall be provided with four wireless handheld microphones.
3.1.5.1. Each mic will be locally reinforced in the ceiling speakers.
3.1.6. Audio conference is provided for each space via “VOIP” interface in the
main rack system.
3.1.6.1. Microphones can be used for audio conferencing as needed.
3.1.6.2. VOIP connections will be required at the rack from the
client network. Special coordination is required from
IT/telco staff and L3AV to properly configure and register
the audio system as a VOIP endpoint on the client network.
3.1.7. New amps speakers are provided for the room to better cover the space.
3.1.8. New RF based assisted listening system are provided for each room.
3.1.8.1. Each system is provided with twelve (12) receivers, induction
neck lanyards, and a charging dock.
3.1.9. Control of each room shall be made available via Apple iPad running a
Crestron control app and stored in wireless charging station in the
equipment rack.
3.1.9.1. This iPad will be tied to an isolated wireless system for the
ballroom.
Page | 5
3.1.9.2. iPads and Launch charging stations are not available from
manufactures participating in the AZ State Contract.
3.1.10. In addition to the iPads, a rack mounted 10” touch panel is provided for an
admin to control and setup the system as needed.
3.1.11. A new head end rack system will be provided and professional wired and
tested in the L3AV shop before deployment.
3.2. Combining functions
3.2.1. A user can combine any section of the space and the system will track
this via partition sensors and setup the system accordingly.
3.2.2. Any time that a space is combined, either Bluetooth input can be used to
drive audio to the room.
3.2.3. Wireless microphones, assisted listening receivers, and ceiling speakers
for each space will automatically be combined to use together in any
combined space.
3.2.4. An admin page will be specifically created to allow an admin user to “re-
assign” wireless microphones to a space if needed. This will allow an
admin to assign up to 16 wireless microphones to a single room if desired.
3.2.4.1. Note that upon system shutdown, the system will re-start in a
known state (4 mics assigned per room).
3.2.5. When rooms are combined, the lowest number room’s VOIP dialer will be
used for the combined system. For example, if Rooms 2 and 3 are
combined, then the phone system from room 2 will be used. Audio will
still project through the combined speaker system however.
Figure 1 - Proposed speaker layout
Page | 6
Figure 2 - Wireless microphone system
Figure 3 - bluetooth wall plate
Figure 4 - ipad control interface (for reference only, graphics will vary)
Page | 7
Figure 5 - Rack mounted touch panel (for reference only, graphics will vary)
3.3. Programming Functional Scope
3.3.1. User Interface
3.3.1.1. Level 3 AV standard graphics template – User experience (UX)
focused
3.3.2. General functions and modes
3.3.2.1. Startup screen/customer logo
3.3.2.2. Date and time on screen
3.3.2.3. System On/Off
3.3.3. Startup operation
3.3.3.1. Manual startup from a button press on user interface
3.3.4. Shutdown operation
3.3.4.1. Manual shutdown with confirmation
3.3.4.2. Scheduled shutdown (admin function)
3.3.5. Audio Routing
3.3.5.1. Automated routing based on source selection/preset
3.3.5.2. Admin user custom routing (any source to any destination)
3.3.6. Audio Conferencing (4 lines)
3.3.6.1. Phone dialing
3.3.6.2. Incoming/Outgoing volume control
3.3.6.3. Redial
3.3.6.4. Flash (if applicable)
3.3.7. Audio
3.3.7.1. Basic program volume control
3.3.7.2. In room speech volume control
3.3.7.3. Gain adjustment for all mic channels (admin function)
3.3.7.4. Zone volume control and muting (admin function)
3.3.8. Room Combining
3.3.8.1. Room combining based on button press; adjusts video and
audio routing and mixing
Page | 8
3.3.8.2. Room combining based on passive sensor; adjusts video and
audio routing and mixing based on position of room dividing
wall
3.3.9. Device level controls – functions typically triggered by presets
3.3.9.1. Default source routing
3.3.9.2. Default audio levels
3.4. Network Coordination
3.4.1. All reasonable efforts to coordinate testing during installation of equipment
will be made by owner.
3.4.2. VoIP integration will require owner to configure voice network to register
L3AV provided endpoint (DSP, IP Phone). This coordination should
happen during planning phase of project. Hardware may be available for
testing prior to final deployment.
3.5. System/Site Specific Assumptions/Exclusions (Standard
assumptions/exclusions in later sections):
*Items listed here supersede standard assumptions & exclusions in following
sections.
3.5.1. Any existing cabling occupying the same pathway as new cabling per this
scope of work may be removed, if requested by the customer. This
proposal does not include removal of any other equipment or cabling
unless explicitly stated within this scope of work.
4.0 DESCRIPTION OF SYSTEM – LOBBY
4.1. Functional Description and Narrative:
4.1.1. New ceiling speakers and amplifier will provide better coverage in the
space for audio.
4.1.2. The BGM player from the ballroom will also be available as the main
default source for this space.
4.1.3. A dedicated wireless microphone system with handheld microphone will
be provided for the lobby area.
4.1.4. Control of the microphone can be done via the same admin control page
for the ballroom system.
Page | 9
DESCRIPTION OF SYSTEM – CONFERENCE
4.2. Functional Description and Narrative:
4.2.1. A new 75-inch display and wall mount is provided.
4.2.2. Sources for the system will include the following:
4.2.2.1. HDMI input below the display
4.2.2.1.1. Adapter ring is provided for users to plug in various
digital video outputs
4.2.2.2. Microsoft wireless display adapter
4.2.2.3. Owner furnished cable tv box mount on shelf above or below
display.
4.2.3. All audio will come via the display speakers.
4.2.4. Control of the system shall be done via the manufacturers remote control.
4.2.5. An audio output plate is provided for each of these spaces to feed a
portable ALS system as needed. The portable ALS system will feature an
IR based emitter and four receivers.
Figure 6 - 75" Samsung Display
Page | 10
5.0 PERFORMANCE SPECIFICATIONS
Description Specification
Audio
Anticipated ambient noise (dB-SPL, A wtd) 42 dB SPL
Target speech level 65 dB SPL
Target Program level 68 dB SPL
Head room level, speech 15 dB
Head room level, program 10 dB
Electrical signal to noise, all audio systems 55 dB
Approximate variance between program source audio levels +/- 1 dB
Speech Transmission Index for Public Address (STI-PA) > 0.62
Display
Display size (relative distance to furthest viewer) FV / 6
Video level tolerance +/- 1 dB
Targeted computer resolution(s) 1920 x 1080
Luminance 65 fc
6.0 SCHEDULE FOR DELIVERY
6.1. L3AV follows best practices included in the AV9000 Quality Management System.
Adherence to this process reduces design, installation, and commissioning errors,
which leads to reduced/eliminated punch lists and faster onsite deployments. For
this reason, an average delivery timeframe from the moment we receive a
purchase order, to final delivery typically varies from 8-12 weeks, but can be
longer in some cases. Every project schedule is different, especially when
coordinating with construction schedules.
6.2. A detailed project schedule estimate for this proposal is available upon request.
6.3. Availability of resources at the time of engagement may affect project delivery
dates.
*** Estimated Delivery Project Dates
Milestone Specification
Need to receive PO Minimum 8 weeks
prior/Minimum 12 weeks prior
(w/ programming) to desired
start date
Desired Completion Date No set delivery date, PM will
provide schedule after received
PO
Page | 11
7.0 SCOPE OF WORK - GENERAL
7.1. Assign a Project Manager to administer the project including equipment and labor
control, scheduling and all coordination with client, architect, and consultants.
Provide a single point of contact throughout all phases of the project. Develop
installation documentation for the assembly and wiring of the audiovisual
systems. Document package to include shop drawings that depict signal flow, AV
fixture locations and construction detail to convey methods of installation.
7.2. Timely purchasing of all audiovisual equipment, software, and materials.
Coordination with the various vendors and suppliers.
7.3. Acquire and inspect owner furnished equipment specified in this scope of work
and equipment list.
7.4. Assembly and wiring at L3AV facility of all consoles, control panels, audiovisual
equipment cabinets, electronic components, etc.
7.5. Custom programming of all control systems, DSP devices, and other electronic
components specified in this scope of work and equipment list.
7.6. Testing and staging of audiovisual systems at L3AV facility. Review of all system
functions and operation.
7.7. Regular job site visits to verify dimensions and to coordinate with various trades
such as electrical contractors, millwork contractor, general contractor, architect,
and interior designers, as required.
7.8. Preparation of cable pull drawings. Early delivery of cable, connectors, and wall
plates if possible.
7.9. Furnish and install all low voltage cable.
7.10. Coordination and delivery of the audiovisual systems to job site.
7.11. Install all audiovisual components listed in the parts and equipment section of this
proposal. Installation techniques and methods used are industry standard best
practices.
7.12. Complete thorough testing of the audiovisual systems. Test, set levels, balance,
and equalize the system.
7.13. Certification of the audiovisual systems. Acceptance and checkout with the client
representatives.
7.14. Preparation of as built documentation drawings, owner’s manuals, and operator
instructions. Provide a complete Documentation Package of all shop drawings,
owner’s manuals, and operator instructions to the client.
7.15. Provide training and demonstration sessions for operators, end-users, interested
executives and others. Provide training and assistance to the client on the proper
use and maintenance of the audiovisual systems.
Page | 12
8.0 ASSUMPTIONS
8.1. Owner is responsible for providing a single point of contact for all project related
coordination and authority for design and change request review and approval.
8.2. Any work supplied by L3AV will be non-union. There are no local labor unions with
jurisdiction over the site.
8.3. Owner is responsible for providing all telecommunications connection information
as required for successful AV system network connectivity. Including but not
limited to IP Address Information, Phone Numbers, Email Accounts, and network
credentials.
8.4. This proposal includes an initial control system GUI submittal and up to two
revisions. Additional revisions and associated meetings are available but will result
in additional project costs.
8.5. It is assumed that any existing systems (Lighting, Shade, HVAC, Audiovisual and
Control), that are to be integrated into the proposed system, will have readily
available, the currently implemented version of system source code. If the original
programming source code cannot be provided, any additional work required will
necessitate a signed change order. In the event that Level 3 is supplied control
system code that does not match what is currently installed in the OFE device(s)
the owner shall be responsible for all additional costs associated with correcting
programming as a result of installing older/incorrect version(s).
8.6. The use of control system code provided by others necessitates that all devices in
the proposed system are the same make and model as those in the code. Also,
signal flow drawings representing the interconnection of equipment that matches
the provided code and proposed system functionality must be provided. In the
absence of these requirements, additional cost for programming and engineering
hours should be anticipated. The developer of the supplied code shall be available
remotely to assist with any needed debugging during the staging and onsite
installation processes.
8.7. Site prep to be verified by L3AV project manager or representative before
scheduling of the installation. All work areas should be clean and dust free prior to
the beginning of onsite integration of electronic equipment.
8.8. In the event of any arrival to site that L3AV is not able to execute work and
definable progress, the client will be charged a $250.00 Mobilization Fee to offset
the lost time due to the lack of readiness. The Mobilization Fee will be presented
as a Contract Change Order and will halt work until acceptance by the client and
rescheduling of the installation is agreed upon. If travel is required more than 50
miles from Mesa, AZ, expenses, such as airfare, incurred will also be included in
Contract Change Order.
8.9. There is onsite secure storage for equipment during a multiple day integration.
8.10. If owner furnished equipment and existing cabling is to be used, L3AV assumes
that these items are in good working condition at this time. Any repair or
replacement of these items that may be necessary will be made at an additional
cost.
8.11. If applicable, Cable or Satellite drops must be in place with converter boxes
operational before the completion of integration. Any delay resulting in extra work
Page | 13
caused by late arrival of these items will result in a change order for time and
materials.
8.12. The building structure is stable such that projected images from projectors or
captured camera images will not visibly vibrate, bounce, or shake during typical
operation, activities, and occupancy. Vibration isolation mounts are available at an
additional cost unless specifically referenced in the scope of work and included in
the bill of materials.
9.0 EXCLUSIONS
9.1. The following items are typical construction activities that are often required for the
successful implementation of audiovisual systems. These activities are not
included in this proposal.
9.2. All conduit and high voltage work required for AV equipment.
9.3. Finish work including drywall, paint, and wall/ceiling framing.
9.4. Millwork (moldings, trim, etc)
9.5. All owner network and phone system connections
9.6. Permits (Unless specifically provided for and identified within the contract)
9.7. Removal of existing equipment or cabling, uncles specifically stated in the scope
of work.
10.0 SYSTEM WARRANTY
10.1. All work performed by L3AV is guaranteed for one year from the date of project
completion. This warranty includes defects related to workmanship of installed
cables, connectors, installation hardware, system programming and
commissioning. All equipment supplied by L3AV will feature the manufacturer’s
warranty specified for each item.
Manufacturer warranties do not cover the cost of on-site diagnosis, removal,
shipping, and re-installation of defective equipment. All equipment warranty
repairs will be billed at standard L3AV labor rates.
If a proactive maintenance agreement has been purchased with this proposal, the
system warranty is extended for the duration of the maintenance agreement as
well as all labor resulting from equipment warranty repairs are covered.
11.0 MAINTENANCE AND SUPPORT
System maintenance and support is an important aspect of ensuring audiovisual
system stability and long-term customer success. Along with quality audiovisual
integration, we are committed to delivering quality ongoing maintenance and
support.
Page | 14
11.1. Proactive Maintenance
1.1.1. Proactive maintenance (well check) is included bi-annually for the first
year. Additional years 2-5 may be purchased as an option. Please refer to
“Acceptance of Proposal” section for detailed pricing schedule. A discount
is applied for 3, 4 and 5-year agreements. The savings shown in the
“Acceptance of Proposal” section reflects savings when purchasing 3, 4
and 5 years up front, as compared to renewing each year.
1.1.2. Well Checks for L3AV systems will be scheduled by our dedicated
coordinators. These maintenance visits will include but are not limited to
the following.
• Thoroughly clean the equipment rack
• Examine and repair cable management, as needed
• Examine and repair cable terminations, as needed
• Testing and document status of video systems
• Testing and document status of audio systems
• Testing and document status of any recording/playback equipment
• Testing and document status of all video conferencing systems
• Clean or change filters on any LCD/DLP projectors as necessary
• Clean lenses on any LCD/DLP projectors
• Record lamp and filter hours on LCD/DLP projectors
• Clean and inspect all monitors and displays in the system
• Test and record status of system software/firmware
• Update software/firmware to system components as needed
• Repair and/or adjust any malfunctioning equipment found during testing if possible
• Update signal flow diagrams as needed
• Update System Maintenance Log
11.2. On-Call Support
11.2.1. Unlimited technical phone support (Business hours)
• Includes end-user support and system troubleshooting.
11.2.2. Technician dispatch for onsite support as needed
• For potential equipment repairs or replacement as identified during initial
support call
11.2.3. Return merchandise authorization (RMA) processing and care.
11.3. Regional Coverage
In cities that we have dedicated resources our service and support team will be
dispatched out of Level 3 Audiovisual offices to attend to our customers’ needs.
Providing support care, system maintenance “well checks” and any other service
dispatch needs.
Often our customers have locations in several cities throughout the United States
and North America. With a diverse geographic spread, ensuring rooms are
properly supported is always a primary goal. Over the last 20 years, Level 3
Page | 15
Audiovisual has developed a network of qualified and capable audiovisual partners
throughout the United States. This network of AV integrators enables wide and
comprehensive coverage of all major cities and many smaller cities as well.
When Level 3 audiovisual is contracted for a large system integration in one of
these locations, we utilize one of our network partners as local labor support. This
ensures our local partner has intimate knowledge and experience with the site and
can service and support the system quickly, after deployment. It is through this
network that Level 3 audiovisual will support our customer’s sites around the
country.
All contractors utilized will be certified AV professionals providing a consistent
representation of Level 3 Audiovisual standards across all customer locations.
If necessary, we will get on a plane and go anywhere, anytime to create an
amazing customer experience in whatever capacity we are needed.
11.4. Exclusions & Assumptions
11.4.1. All equipment is covered by existing manufacturer warranties. In the case
of equipment failure outside of the manufacturer warranty period, cost for
the replacement or repair of the equipment is not covered in the
maintenance agreement and will be billed per rate schedule.
11.4.2. Any equipment or accessories that suffer destruction or damage outside
of manufacturer defined normal wear and tear; cost for the replacement or
repair of the equipment is not covered in the maintenance agreement and
will be billed per rate scheduled.
11.4.3. L3AV is not responsible for system or equipment failure due to force
majeure.
Page | 16
12.0 PARTS & EQUIPMENT
Ballroom
Lobby
AZ State AZ State Ext
Mfr.Description Quantity Price Price
BALLROOM AUDIO
AUDIO PROCESSING
BOSCH 16 210.61 3,369.76
Biamp Systems 1 1,980.00 1,980.00
Biamp Systems 2 2,398.80 4,797.60
Biamp Systems 1 720.00 720.00
AUDIO INPUT SYSTEM
RDL 4 400.73 1,602.92
RDL 4 186.25 745.00
RDL 4 33.64 134.56
OFE 1 0.00 0.00
WIRELESS MICROPHONE SYSTEM
Shure Incorporated 8 753.31 6,026.48
Shure Incorporated 16 235.01 3,760.16
Shure Incorporated 2 691.54 1,383.08
Shure Incorporated 4 318.79 1,275.16
Shure Incorporated 2 107.21 214.42
Shure Incorporated 8 106.50 852.00
Shure Incorporated 16 39.76 636.16
ASSISTED LISTENING
ListenTech 4 1,476.00 5,904.00
ListenTech 32 130.00 4,160.00
ListenTech 32 20.00 640.00
ListenTech 4 392.00 1,568.00
CONTROL SYSTEM
Crestron Electronics, Inc.1 1,680.00 1,680.00
Apple 4 329.00 1,316.00
IPORT 4 215.00 860.00
IPORT 4 160.00 640.00
Crestron Electronics, Inc.4 129.60 518.40
Netgear 1 421.17 421.17
Netgear 4 243.83 975.32
Crestron Electronics, Inc.1 1,680.00 1,680.00
Crestron Electronics, Inc.1 120.00 120.00
Crestron Electronics, Inc.4 420.00 1,680.00
RACK SYSTEM
Middle Atlantic Products 1 1,720.55 1,720.55
LEVEL 3 AUDIO VISUAL 1 3,643.58 3,643.58Installation Materials
ipad control app
Ethernet Switch - 16 Ports - Manageable - 4 Layer
Netgear WAC540 IEEE 802.11ac 2.93 Gbit/s Wireless
iDSP receiver
4-Series Control System
44 Space (77") 25" Deep Rack configured for AV, Black
10.1 in. Wall Mount Touch Screen, Black Smooth
Rack mount for touch panel
4-Channel Tesira, 175W digital networked amplifier
TesiraFORTE DSP Fixed IO Server; 12-I/8-O; AVB; VoIP
Universal Ear speaer
10.2" iPad w/ A12 Bionic chip, support for Apple Pencil
BaseStation iPad Stand - Compatible with all LAUNCH
Antenna Distribution System
Wall-Mounted Wideband Antenna
Dual charging dock for SLX transmitter
5-port expansion device
Bluetooth wall plate receiver, Format A
Active Single-Pair (Balanced Line) Twisted Pair Format-A
power supply for RDL devices
owner furnished background music player
Dual channel wireless receiver
SM58 wireless transmitter
Passive Antenna Splitter/Combiner Kit
Listen iDSP RF based ALS system
8" high ceiling speaker
lithium ion rechargable batter for SLX transmitter
12 unit charging tray
Wireless Charging iPad Case - Compatible with iPad 10.2
Cresnet Partition Sensor
AZ State AZ State Ext
Mfr.Description Quantity Price Price
AUDIO SYSTEM
Biamp Systems 1 1,980.00 1,980.00
Crestron Electronics, Inc.8 109.20 873.60
Electrovoice 12 288.50 3,462.00
Shure Incorporated 1 531.79 531.79
Shure Incorporated 2 318.79 637.58
Shure Incorporated 1 106.50 106.50
Shure Incorporated 1 39.76 39.76
LEVEL 3 AUDIO VISUAL 1 826.47 826.47
4-Channel Tesira, 175W digital networked amplifier
Ceiling - Saros Express 6.5" 2-Way In-Ceiling Speaker,
8" high ceiling speaker
SLX wireless receiver with SM58 transmitter
Wall-Mounted Wideband Antenna
Dual charging dock for SLX transmitter
lithium ion rechargable batter for SLX transmitter
Installation Materials
Page | 17
Conference Room
13.0 AV SYSTEM PROJECT COST
AZ State AZ State Ext
Mfr.Description Quantity Price Price
CONFERENCE ROOM
SAMSUNG (T)1 2,464.41 2,464.41
CHIEF 1 284.97 284.97
Chief 1 102.81 102.81
MICROSOFT HARDWARE(C)1 44.96 44.96
Crestron Electronics, Inc.1 72.00 72.00
Liberty AV Solutions 1 106.89 106.89
RDL 1 51.53 51.53
OFE 1 0.00 0.00
75" Edge-Lit 4K UHD LED Display for Business
Above/below display shelf
Wireless display adapter
HDMI wall plate, WHITE
UNIVERSAL HDMI ADAPTER RING COMPLETE ASSEMBLY WITH 5 CABLE ADAPTERS
3.5mm output plate for ALS, CUSTOM LABEL
Owner furnished cable TV box
Wall Mount (55"-100") X-large Fusion Micro-adjustable Tilt Wall Mount for 55" to 82" Display
67,231.64$
Labor 43,219.92$
Travel 178.00$
3,087.98$
Tax 6,218.93$
Grand Total 119,936.47$
Equipment
Shipping & Handling
Page | 18
14.0 ADDITIONAL SERVICES (IF REQUIRED)
14.1. The work proposed in the document is all inclusive to the scope as it has been
defined in the RFP and this proposal. For changes that occur, L3AV will show line
item deductions including labor and materials related to the equipment line item
and additions will be based on the standard rate schedule below. L3AV will
provide a detailed schedule of values with this line item pricing as a post award
submittal or as an exhibit attachment to a formal contract.
15.0 STANDARD RATE SCHEDULE
Per hour rates – Standard Business Hours
Labor Class Rate
INSTALLATION $75.00
DESIGN $85.00
MAINTENANCE $75.00
INTEGRATION SERVICES $90.00
FORMAL CLASSROOM TRAINING $80.00
Overtime is considered 1.5 times the labor class rate and weekend and holiday rates are
2 times the labor class rate. Time is accounted in ½ hour increments. Travel time is
accounted for job site work in excess of 50 miles from metropolitan area of the Level 3
Audio Visual location supporting the project.
16.0 JOB QUALITY
16.1. All personnel assigned to this project are required to meet strict guidelines for the
purpose of professional conduct and exceptional workmanship. Our staff features
certifications and training issued by recognized industry vendors and associations.
Our engineering practices include the effective application of document control,
shop/lab testing/validation, and exhaustive research conducted on new products,
methodologies, and materials. Project management processes feature real-time
reporting of progress, exceptional record keeping and communications. All
primary systems are built and staged in L3AV’s facility prior to site installation.
Within these processes, we conduct a well-documented series of quality control
checks.
Page | 19
17.0 PROJECT MANAGEMENT
17.1. L3AV follows a formal project management process which may/will include the
following actions / deliverables (based on the size/complexity/duration of the
integration project):
17.2. Project Kick-off meeting with customer representative(s) and L3AV assigned
integration team members. This can be in person or by conference call.
17.3. Submittals and Design Review. Often completed during the Project Kick-off
meeting.
17.4. Site Verification – conducted prior to integration – can be in conjunction with
Project Kick-off meeting.
17.5. Weekly project status review meetings with customer representative(s) and L3AV
integration team members. This can be in person or by conference call.
17.6. Change control management through a documented Change Order Request
(COR) procedure, submittals, and owner authorization requirements.
17.7. Project punch list resolution and substantial completion verification during
customer system acceptance walkthrough.
18.0 STANDARDS & COMPLIANCE
18.1. Level 3 Audio Visual is a licensed and bonded contractor with the capacity to carry
project specific performance bonds at a reasonable market rate. All work is
performed in accordance with the latest revisions of applicable codes and
standards including the National Electric Code and local government codes and
regulations for construction/building.
19.0 WORK SCHEDULE
19.1. Unless otherwise noted, all work proposed will be conducted during regular
business hours Monday – Friday, 8 a.m. – 5 p.m. Proposed work is based on a
40-hour work week / 8-hour workday. All work is scheduled at a minimum of one
week in advance. Changes to the work schedule may be made by the customer
with recognition and acceptance of any additional costs required to support
overtime, weekend, or holiday pay fees.
20.0 SYSTEM TESTING & EVALUATION
20.1. Completion of shop or field assembly and installation will lead to testing and
evaluation. This will include performance testing of individual components and
testing of the overall system. Testing may include the supporting infrastructure
supplied and installed by others. A client representative may be present during
testing and evaluation. Results of this process are formatted and submitted to the
formal job record. Signature acceptance will be requested from the client for the
project completion milestone.
Page | 20
21.0 AVAILABILITY OF INFORMATION
21.1. This proposal is based on information presented during the meetings and
conversations between L3AV representatives and the client’s representatives
described in the executive summary. Other information may include the review of
architectural drawings and specifications, shop, or site visits as well as surveys
and meetings with job related contractors.
22.0 SITE ACCESS
22.1. Costs proposed consider that jobsite access is unrestricted and can occur during
regular business hours unless otherwise agreed and noted in this proposal.
Unforeseen restrictions may affect the project schedule and proposed costs.
Parking and delivery restrictions should be identified in advance to avoid disruption
of the project schedule.
23.0 COORDINATION WITH OTHER TRADES
23.1. Coordination with other trades and project concerns has been accounted for in
L3AV’s determination of project management and engineering estimates. This
coordination will be provided in the form of meetings, conferences, and reference
documentation. Records of this activity will be included in the job report and can
be made available to the client’s representatives upon request.
24.0 UNFORESEEN HAZARDS
24.1. Costs included in the proposal do not account for any unforeseen hazards such as
faulty existing wiring, dangerous structure, hazardous materials, or any other
issues that could affect safety and proposed costs. It is L3AV’s practice to avoid
adding contingency costs to our proposed fees by accounting for elements that
affect costs in a fair and equitable manner.
25.0 USE OF THIS DOCUMENT
25.1. Concepts, ideas, and details included in this document developed by L3AV
represent intellectual property and in whole or part are considered a product of
limited service engagement between L3AV and our client. Both parties must
provide consent or permission to use the content of this document and attached
data.
Page | 21
26.0 PAYMENT SCHEDULE
26.1. Payment will be per State Contract Special Terms and Conditions.
27.0 DESIGN APPROVAL / PROPOSAL ACCEPTANCE
An authorized representative of the client and principal representing Level 3 Audio Visual
may indicate acceptance of this proposal in the designated areas below. Unless otherwise
noted, this proposal is valid for no more than 30 days from the date of submission. All signed
proposals older than 30 days will be reviewed for accuracy and amended if needed. This
proposal may serve as an attachment to other binding agreements.
PROJECT NAME: 2021 Community Center AV Upgrades
AV Equipment, Installation, and Services $119,936.47 Initial _________
Proactive Maintenance Agreement
Not Included
Description Price Accept
The above prices, specifications and conditions are hereby accepted. Level 3 Audio Visual is authorized to begin
Design Phase of the Project as outlined in this Proposal. I understand that by signing this proposal I agree that
Level 3 Audio Visual will be engaged as my design/build systems integrator.
Agreed to for Town of Fountain Hills
Print Name: Date:
Title:
Signature:
Agreed to for Level 3 Audio Visual, LLC.
Print Name: Date:
Title:
Signature: