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Western Audio Visual A2017-066c- � - � � �� December 23, 2019 Western Audio Visual Attn: Kevin Mahkorn 1592 N. Batavia Street Orange, CA 92687 RE: Extension of Termination Date for Agreement A2017-066 Audio/Visual Maintenance for City Facilities Dear Mr. Mahkorn: s 14000 City Center Drive Chino Hills, CA 91709 (909) 364-2600 Gf/cc/ccl . C,�L�!'L��'!�t'iJ . �C v On March 13, 2017, City Manager of the City of Chino Hills authorized execution of Agreement No. A2017-066 with Western Audio Visual for Audio/Visual Maintenance for City Facilities. This letter serves as notification that the termination date has been extended until January 31, 2021. All other provisions of the agreement remain in effect. Should you have any questions regarding this notification, please contact Megan Dearing at (909) 364-2633. Sincerely, Benjamin Montgomery City Manager BM:wg cc: City Clerk's Office City Manager's Office C!� C6��i2CGe.• Art Bennett ■ Brian Johsz ■ Ray Marquez ■ Cynthia Moran ■ Peter J. Rogers c- � - � � �� November 29, 2018 Western Audio Visual Attn: Kevin Mahkorn 1592 N. Batavia Street Orange, CA 92687 RE: Extension of Termination Date for Agreement A2017-066 Audio/Visual Maintenance for City Facilities Dear Mr. Mahkorn: � 14000 City Center Drive Chino Hills, CA 91709 (909) 364-2600 cvcUcri . Giu��r;� , � On March 13, 2017, I, the City Manager of the City of Chino Hills authorized execution of Agreement No. A2017-066 with Western Audio Visual forAudio/Visual Maintenance for City Facilities. This letter serves as notification that the termination date has been extended until January 31, 2020. All other provisions of the agreement remain in effect. Should you have any questions regarding this notification, please contact Megan Dearing at (909) 364-2633. Sincerely, - -------__ �.� ���� Konradt Bartlam City Manager KB:wg cc: City Clerk's Office City Manager's Office C� Cm��2�;e,' Art Bemlett ■ Brian Johsz ■ Ray Marquez ■ Cynthia Moran ■ Peter J. Rogers c- � , �•i �• December 20, 2017 Western Audio Visual Attn: Kevin Mahkorn 1592 N. Batavia Street Orange, CA 92687 RE: Extension of Termination Date for Agreement A2017-066 Audio/Visual Maintenance for City Facilities Dear Ms. Mahkorn: � 14000 City Center Drive Chino Hills, CA 91709 (909) 364-2600 �vu/U/ , c���/2B��iJ . � On March 13, 2017, I, the City Manager of the City of Chino Hills, authorized execution of Agreement No. A2017-066 with Western Audio Visual for Audio/Visual Maintenance for City Facilities. This letter serves as notification that the termination date has been extended until January 31, 2019. All other provisions of the agreement remain in effect. Should you have any questions regarding this notification, please contact Michelle Smith at (909)364-2633. Sincerely, Konradt Bartlam City Manager KB:wg cc: City Clerk's Office Finance Department City Manager's Office C� C�,� Art Bennett ■ Brian Johsz ■ Ray Marquez ■ Cynthia Moran ■ Peter J. Rogers Service Pius Owner & Contract Holder: City a# China Hills Equipment locatian/s: Chino Hills Corr�rrounity �er�ter and McCoy Equestrian Center Peytvn Dr. Chir�a Hills, CA 93.749 Chir�o Mills City Hall, Sheriff's Dep�rtment, Library and 8roadcast Room 14D00 City Cen#er Dri�e Chir�a Hills, CA 9i709 Contact: Valerie McClung Phane: (909} �64-z6�.8 Email: vmcclung@chinoi�ills.org Bitling Ac�dress: 14000 City Center Dri�e Chino Hiils, CA 91709 Biliing Terms: 100% due upon acceptance, NET 30. Cantratt Premium: Chino Hilis City Hall, SherifF's Department, i,ibrary, and Braadcast Roosn: $4,950 Chino Hills Communitv Cer�ter and McGov Ep�estrdan Center: 5�,980 Total: $6,930 Effective Date: 2/1/16 —1/31/17 PRORCTIVE PREVENTATIVE MAINTENANCE VISITS �i�AIL &TELEPHONE RESPQNSE FIN�ES jPRINCIPLE PERIO� flF MAINTENANCE"J TEtEPHONE TECHN�CAL SUPPORT {PRfNC]PLE PERIO� OF �AINTENANCE"� ON-51TE TECHNICAL SUPPORT RESPONSES (PRINCIFLE PERIO� OF MAINTENAf�CE"'j ON-51TE TECHNICAL Sl1PP�RT RESP0�5E5 (NON•PRINCIPLE PERI6� OF MAINT�NANCE"'} C4MPLETE EQUIPMENTREPAIR ANDlqR REPLAC�MENT GROUN� SHIPMENT E7(PEpITED ShfIPMENT MANUFACTURER SOFTWRRE �1PDA�ESI�IPGRADES OPT[O�IAL 11S�R SYSTEM TRAINING PRlQRITY SERVECE STATUS MA�IUFAGT�JRERREPAIR CASE h�A�AGEM�NT BYSTEMS aPERATOR LA80R FOR PI;QJ�CTOR �AMP REPl.ACEMENT DISCOUNTE� PURCHASE ON P�OJECTOR LAMPS a �--��_ �--� _---� �-�� �-�-- �_�_��-� Y'�- 11PT6F0UR(4yVISITSPERYEAR _-. �--: _=:_, -�:._., ---,.-� ._-._-.:, .. ._, ,�` -> RF_SPONSE 1NI1"I�fIN �OUR (4j HOURS .� .. ._..-_, �_--, --.... �_._...J �_.-..�., ._:r. ,y � � IiVCLUUE� �r:_,- u�= ... - �--..� -�� �-.� ......., - -_- �'",�. 12. EUSINE55 HOURS _ ..�._. __ _ .. _ .� _ a.: �,.� �'; F70.00 PER TECH1H011f�, 2-HOI�R MINII�UM, . . , _ -- _ .. - ,--_� ,� -. i t's0.0U ^;1�'i f=�: I-{�Jl!�,��. i144.OQ SAT. 8� SUN. ``,,,, I�`JCL�I�L€� , .---_ --- -_� _.- __, r- , :_—., I�dCLUDFf� __, ,; > � i�GI IrAL LOaT ,-:-:� :.___ �.._._ _, _ , ., ----... ._ ,- -- �.:� � ,- .: _ ,_, ,- :.=_- �: :-., - .-- ,� IP�CL�.��ED ., �__ _. �-. ..� -._, ,. - - �, _ -- - ,, -:,,. il�dr�LUGi_f? I"�IMrO �21 5�.�510f� � � � _ � ., ._._� 2__. -_ .:.., : �. ._ ��- �NCLUt�E� : �-�:� _� -,., �_:,-� ,.-- ,._._ ,__::. : � INCLt1DE� u =�" � �'� °� � -� � $95.OD PER TECHIHOUR �._�-� ��:� �..-2 � -.�.� ,�-. ,�. i�ic�u[7�� �, .... ....., -. —._ ,_� � - i,5 i�i�c;otrnt 2 �;" _fi i ti,'��.> �� . � �� ��� ��° � i Western Audio Visual, upon the receipt and acce�tance of YOUR application, will repair or arrange for the repair of YOUR COVERER EQUIPMENT as necessary when such repair is due io a MEGHANICAL OR ELECTRONIC BREAKDOWN OR FAILURE dunng ihe CdNTRACT PE#��0�. WAV agreement is subject to fhe satisfaction of all terms arsd conditians of this CONTRACT'. All repairs and {eplacements wiil be with new or remanufactured parts and compo�ents as decided by Wesfern AudioVisuaE. II. ��������� �� c����;������ A. Pa�ts FtepairlReplacement: A!f parts for ihe COVERED EQUaPMENT are covered by i1�is CQNTRACT except as excludetl by Ariicle IV of this CQN7RACT B. Labor for Repair: All Eabar for �epairs of COVERED EQUiPMENT is covered under this C[}NTRACT, except as excl�ded by Article IV af this CONTRACI'. On-site service hgurs for this CONTRACT ar� fram S:OD a m. to S:Ob p.m. €'ST Monday ihrough Friday. We will pravide on-site labor w�thin � 2 hours from the time o# the origina� servics call. Telephone Suppart is provided 2417. Work must �egin and end within these on-site service hours or telephone support hours, basetl on the service being �rovided. Work, which is performed outside these ho�rs, is billabte at $180.D0 per hour, door-to-door Monday through Friday and $24D.D0 per hour Satiarday and 5unday. By entering into this CONTRAC7YOU agreato allaw USto bill forDn-site service pravitled outside pn-site service hoursantl TelephoneSupport pravided outsi�eTelephone support hoursat ths corres�ondir�g rates as shawn in this section. WE will request a purchase order or ofher form o# payment guar�ntee far these billabie services. #f t�o payment guarantee is forwarded ta l�5 within seven days oF OUR request, WE wili b'ill YOU for this work without a payment guaranteeandYOli agreeto payforthese serviceswithoutlssuance by YOU of apaymentguarantee. C. Transpo�takia�ofParisand�quipment:WEwiilpaytortransportationafCOVEREDEQ�IIPMENTfromtheEQUIPMENTLOCATIONto OUR shap for repair. WE will pay transportation of equipment from the EQUIPM�NT LQCATIQN or OUR sf�op ta the manufacturer, if manufacturer repair is required. WE will pay for transportat{on of parts and corr�ponents ordered in cor�nection v�ith servicing of the CQVERED EQIilP�#�NT. Transportation will be provided by OUR staff or by commercial carrier. If shipped by commercial carrier, it wi�l be shipp�d for two-day delivery. �xpeditetl delivery is also available, upon request. If YOU wish to have the parts expedited, YOU agree to be billed for the cosi di�ference be�+een #he two-day delivery and the expedited defivery. D, Pr�ventive INaintenance: This C�NTRAGT includes four �revenfive maint�nance �alls per year. A preventive maintenance cail is defned asa field technician visiting the EQIifPM�N7 LOCATION #o verify praperoperation ofttse COV�RED EQUIPMENT, instal�any factory provide� hardware updates, cieantng the heads of tape decks, returnir�g the eqUipment controls to the predetermined operating levels, converging video �rojectors for prevlausly estabfisf�ed input sources, clean filters and optics of projectors, relaading existing system operaiing sofiwars (if required}, antl correcting o�erating conditions ihat are not within industry sfandards for operation If abnormai operating contlitions outside industry sta�dards are nofed during a preventive maintenance cal# and t�e repair o� correcfian cannot be accomplished d�ring the preventive maintenance call, another repair call will scheduled tn correct t�e noted candition. If a6normal operating cor�ditions outside indusfry standards are nated during a preventive maintenance call and the repair is not covered �y this CONTRACT as nofed in Article IV, WE will forward to YOU, either in written form or verbally, a descripiion of the condition and a cost to repair. E. l.aaner Equipment: If service prnvided under this CON7RACT cannot bring certain types of equipment to satisfactory aperating condi#ion wifhin four �4j working days, a loaner unit of comparable funcfianality will be providetl at YOUR request. Loaner equipmen# wtll be provided for the foliowing categories of equipment: Video prajectors, computer interfaces, and vitleocassette recorders. Loaner equipment will only �e providetl within the limits ofi OIJR non-allocated inventory. l.oaner �quipment will �e provided at no cast to YOU. Loaner equipment �nay not be an exact match io your existing equipment and may not be compafihle with YOUR mounting syster�s ar integrated remate control sys#ems or other components of #he system. This CONTRACT does not p�ovide for services mounting or connecfing non-compatible loaner equipmenf to YOUR COVERED EQUIPMENT. Portable systems frflm OUR inventory shall beconsidered accepiable substitutes as loanerequipment. CR'i based video projectors,1.G0 based vitleo pr�jeciors, DLP based videa proj2ctors and LC� lightvalve video projectors shall b�considered interchangeabie asloanerequipment. YOU agree to be liable forthe repair orreplacement cost of the loanet unit due ta loss or damage while the loaner equipr�ent is in YDUR possessian. �� 1)� '��a,�.. 1��'�� � � { � �� � `�I f �Ij���'W li'��� �� ��� iil�F�� f�.�1 '`ii�'+f� "i • . .. .. ll -v . ,u� . . . . .� 1��.. , : � . —. �� _ „ A. Equipment�laintenanceandAlteration:YOUmustprov�deUSwEthunrestrictedaccessto#heCOV�RED�QUI�MENTforscheduled preventive maintenance visits. YOU may not alter the wiring intercannections of COVERE� �QUi�M��VT. YOU may not a�ter or modi�y the GOVERED EQUIPMENT. YOU may not alter, repair ar modify the COVERED EQUIP�IIENi except as expressly directed by OUR service personnel. YOIJ r�ust operate the equipment as detailed in the user operations manual provided by the manufacturer with the COVERED �QUIPMENT. YOUmay notadd equipmertt, components,wiring orotherpartstothe C4VERE� EQUIPMENTwithoutwritten notificationto and acceptance by U5. B. !n khe �vent of the FaEkure of a Covered Companer�t: 1 YOU must call us at 866-346-9283 or 714-837-7272. YOU must pravide US with the Service Gontract Number or the model of the equipment in need af service and #he nat�re af tl�e problem. 2. YQUmustgiveUSaccesstoallCOVEREDEQUIPNlENTatatimewithinthefollowing24hoursihatismutuallyagreeabletobothY0lland US and is during �UR on-site serviee hours. If such a time cannot be mutually agreed �pon, WE will schedule a service call to YOUR EQUIPMENT L4CATION atthe firstavailable kime beyond ihe 24 hour period during the on-site service hours 3. YOU must a�low US compiete and ur�restricted access �o the CQVERED EQUIPMEI�T durir�g QUR service call �or a lengfh o� time as requiredta re�airthe C�VER��EQUIPMENT. YOtlmustallocateenoughtimewiththe C�VEREpEC�IIfPN�ElVTtotroupleshoat, diagr�ose, and repairthe C�VERED ERiJIPMENT. ��. ����� �� ��� �������� A. Parts otherthan the COVEREi7 EQUIFMENT; projection screens and projection screen contral devices; icnobs; �amps; bulbs; trim; trim parts; cabinetry; cathode ray t�tbes (CRT's?; ILA aptical unifs, DMD optical units; DLPIILCD optical units; LC�1PIasma screen �ane#s; or batteries. Such partswill be provided toYOU at a 15°/o discount fram OUR published price; B. Failure due ta or caused by fire, failure as a result of utility services, failure as a result of poor, unconditioned or fluctuat€ng electrical pawer, or natural and environme�tal causes such as earthquake, iornado, Itghtning, corrosion, flood, or other ac�s of God, or other causes beyond QUR reasonablecontrol. C. Failure caused by abuse, misuse, or negligence, or previously �nstalied ar used equipment which is r�ot in good o�erating condition; D. Any actual, consequential ar incidental damages incurred or suffered by YOl1, direcily or indirectly, or for economic loss, including, but not limited to inconvenience, iass o#profits, loss ofbusiness revenue, lossoffime, lossofequipment use, orany ather economicioss ofany kind whatsoever, even Western has been advised of the possibi�ity thereof; E. 5ervice required fo diagnase YOUR complaint, faiture or perceived failure if no mechanical or electrical failure was faund, arwas due to YOUR inability to properly operate ihe COVERED EQUiPMENT; Video pro#ector convergence pro6lems caused by norma! electronic fluctuations which occur betwe�n scheduled preventive maintenance; G. Control system or other sofiware programming changes to facilitate control functions not avai�able af th� cammencement of the CONTRACi. Fl. FaRlures or faults caused by siructural, mechanical, electrical, or plumbing sysiems or devices not installed by iJS and not specifical�y coveretl underfhis CONTRACT. I. Inabrlity of the Covered Equipment, due to the manufacfuring design of a product or products ar the integration of the system, to perform in a manner other fhan for what it was designed. K. Convergence o� video to a multisyr�chronus dispiay device (i.e., video pro{ector, video monitor, etc.} other than those that were convergedfaratthestartoftheCONTRRCT. Refertothescheduleafcanvergedsourcesattheendofthiscon#ractforcoveredconvergences. L. Any condition that existed prior to the start tlate af this CONTRACT t#�at wauld have been obvious during a pre-inspection af the Covered �quipment. E�. �tepairs prohibited by s#atute, governmental regulation, orany other law. 0. Vidaoconferencingequipment&softwarewarranties&upgrades(Palycom,Tandberg,Lifesize,Cisco,etc,) P. Owner furnished equipment V. � ���a��� �,� ���' ��������'y9��� � This CONTRAC�' may no# �e transferred to any other party without the express written consenf of Wesiern Au�io Visual and the payment of a transfer fee equal ta nat less than ten percent (10°/0) of the premium amount. Western Audio Visual may, at its sole discretion choose to accept t�etransferorkoterminatethe CONTRACT Vl. ��:_p�iif �V�EhI���`a��iii, E1CP1��1��0�11, R��VEI�II�L �e ��I�i�ELL�tiI�N , l� �- jf° �'�� ;�j , 1, � t��',�= �..s� .%,i� ) !� _ �ur �� i, �� A. On ar before thirry (30j days foliowing the siart date of the CON�RACT: 1. YOU may cancel this CONTRACT and receive refund of the �ull premium if no benefifs have been receivetl or if no service ca�ls or telephone support has been provided to YOU by IJS. 2. If benefits have been receive� nr if service calls or telephone support has been provided by US, YOl1 may cancel this CONTRACT for a refund iess the cost of the service perfarmed, based on QUR pu�lished rate schedule. B. Afterthiriy [30) days fallowing the startda�e ofthe GOfVTRACT, YOU may cancel t�is CONTRACT. The refund shall bea proration based upon the time expiretl on the CONTRACT caiculated to the start of the month following the notice of cancellation. All cancellatior�s after thirty (30) days are subject to a cancellation fee of ten percent {10°la) of the retund amouni. To cancel this COI�TRRCT, YOEJ must submif a notice af cancel�ation in writing and retum fhe complete CQNTRACTfo US. WE wil! then issue acheck forthe refund amount. G. Ifthe COVERED EQUIPMENT is�otnewandwasnotprovitled, install�d orserviced by US, WE reservethe righttoinspectthe equipment within thirry (30j days af the commencement af this CONTRACT �o determfne if WE w'ish to pravide the se�vices caveretl in fhis CONTRACi. If WE determine that the equipment is not operating correctly, properly, or requires service to bring the equipment to good operating condition, WE wiil forward an �stimate to YOU regarding the cost of such service. This service is nat covered by this CONTRACT. If YOU tlecline to have US perForm the work required to bring the COVERED �QUIPMENT up to good operating condition withir� faurteen (14) days of the date of the estEmate, WE may, at OUR soie optian, refund the full amaunt of the premium and cancel ihis CONTRACT. D. WE may car�cel thts CONTRACTat any time for non-paymentaf the premiur� or ifYOU do notmeetY4UR obligations un�erArticle IIL If YOIf do not meet Y�iJR obligations under Article III or do not pay the premium within thirty {30) days of OUR invoice, WE have the right to cancel this C6NTRACT upon forwarding written notice to YOU. !n the event of cancellation due to non-payment, YQU agree fo be liable for the full cost of services and parts provitled to YOU at the rates pubf shed in OUR most current rate schedule. In the even# that YOU da naf ineet YOUR obligatio�s underArticle III, we wifl provids a portioned refund based on the time expired on fhe CONTRACT. E, The CONTRACTshaGl commence upon t�e receiptaf a purchase orderor atheracceptable paymentguarantee, oron th� date identifiad on the first page of this CONTRACT, whichever is iater. No CONTRACTon the COVERED EQUIPMENT work may be performed prior to the commencement of the CON�RACT. F, FheCONTRACTshallexpire365daysafterthedateofcommencemsnt. Repairwarkontf�eCOVEREDEQUIPM�NTwhichwasbegunprior totheexpiration ofthe CONTRACTshall be compieted by 115. G. ThisCONTRACTshallnatautoma#icalfyrenew.AnewCOfVTRACTmustbewritteninordertoprovidecoveragebeyondtheexpirationdate ofthisCONTRACT. EitherYOUorWEmaydeclir�etoenterintoanewcontract. r� ��+": � i�i`i i� � . � � .: � ;i� �;� iha words 1 isted �eiow have the following meanings in this CONiRAC7: (;�I/;��;�D f::LUIPP�+iEPff MeanstheequipmenfforwhichWEwillprovideservice, as lisfed on fhe frrsi page of this CONTRACT CCiP4TRAC�I Means fhis Service CONTRACTwhich specrfies, amoi�g other�things, YOUR Coverage, the CONTR,4C7PEk1pD, fhe CoveredEquipment. ',y���,� �,�f'iU`�°'ii�'� ,, Cify of Chino Nills f:.l.f=Cl'RQNIC 0�' MEt;f-�Af�ICA�.. II�,i�_Ui��,.�.,"�i"J17 €31�f�.fii(D(it1"'di'd Means the inabili(y of a pmperty mainfained and operafed piece of CDVER�D �Q UfPMENTfa perforrn the �ur�cfion (s) for whrch it was desrgned, due solely to defects in material or faulfy workmanship. Withoutlrmifafrot�, Etectranic orlvlechanrcalBreakdown andFail�re does not incic�de damage dtte to t�egfigence, caused byaccrdent, ar the grao'UaJred[rctron in perFarmance due ta wearand fear Gi ) i�; f I;i'�i',l ;' I: �;'':i �� Means flre perrod whrch 6egins or� fhe dafe shown an page one of fhis agreement, or the receipf 6y cts of ar� acceptaBle paymenf guarantee and ends on fhe expiration of fhe trme limifation as set forth in this CONTRAC% Vt�r:, �JS, �U�t(S} Means Wesiem Audio Visual This GONTRACT is noi a manufacturer`s warran�y ar an extension of a manufacturer's warranty. This Service CO€VTRACT may provide duplicate coveragewhle manufacturer's warrantiesare in force. This CaNTRACTis natan express, implied or general warranty and is not a condition of the purchase ofthe COVER�D EQUfPMEN7. Covered Equipment B.�AY.uMtmM.^u'r•.:�u. z4ar �_�.�'-'.�:P.:sa'..ui�su� -'.e.xnu.�sv�lfEu�.u.z;Su:.��:..at[:s:<s�.t_e1a'...:};L'L'..e+.+f trin.YliIRiAY„ •.•• "—•.• .. ., �:�—. ::- .-�.si e: aiu.n;I�a1��a.�4u,w �r........I..va. i I I i i i Cor►ered EquiprnenE: Repair or replacement of City of Chino Hills AV equipment is affered at cust plus 10°�. Additional Considerations: 1. Along wiih ou� project team Crestron programmers Western AV has a dedicated Crestron certi�ied programmer Bn the service departrnent. This allows the Western AV s�rVice departrr�ent io respond ta Cres#ran cantrol programrr�ing repairs & req�aests mpre efficiently. 2. On-site &�elep�one consultation anc� quotes for special projects is compEimentary. i�iur.4Y0�iaW.i'7iauft�ud.W..u��lsuu. nu�LL�eu4.aa.i,e:...b..11�si=..u�iw�o�W.wn.i.�.,diw��oJJ�W�iluu.m.li:�ae:,.��,"�.^'•,"• •••,`-v":�.��.••••�e�uu�-..�•��s.•••. ., ,,.•�.••:,��u`yW•�.�••.�uuYa+�Y�r...u.aui�l�Id,...uY�1+rW� ACCEPTED B• City of Chino Hills ACCEPTED FOR Western Audio Visual Sig�tature: ! �Y}�� Signature: � � �� �`' .. _- _ �It[2: Konradt Bartlam, City Manager Date: J�r1.� � � iitle:(Kevin Mahkor�) Service Manag�r Date: - ' �'��� � Exhib7t A Scope of Services & Compensation for AV/Broadcast Maintenance Contract D�SCRIPTION: Qne Year Custom Maintenance Agreeme�t that includes: • F�ee Phone Technical Support during normal business hours 12-business hour onsite response for all reported Broadcast & AV system issues . 4 regular maintenance visits scheduled at no additional cost . Labor far all AV repairs and maintenance are 100% covered . Cost plus 10% pricing on aA materials and replacement equipment . Free Loaner Equipment (based on current AV irnentory/availability) TERM OF SERVlC�: 2/01 /2017 to 01 /31/2418 Pre-scheduled preventativa maintenance visits shall be conducted durinp the months of: March 2017 June 2017 September 2017 December 2017 TH15 MAINTENANCE AGREEMENT WILL INCLUDE ALL AUDIO VISUAL & BROADCASTING EQUIPMENT IN 7'HE FOLLOWING LOCATIONS: CITY HALI. City Council Chambers, Broadcast Room, Closed Session Room, Community Room, Lobby Area, and City Manager Conference Room CHINO HILLS COMMUNiTY CENTER & MCCOY EQUES7RIAN CENTER Banquet Rooms, Dance Room, Game Room, Sitting Room, Sitting Area, Conference Rooms, and (2) Mobile AV Units COUNTY L18RARY Community Room, Staff Break Room, Computer Lab Ciassroom SHERIfF'S FACILITY Brieflng Room, CommunEty Room, Weight Room, Conference Rooms Maintenance Aareemeirt Parameters: Phone 5uouort: • Normal business hours are Monday through Friday, 8:00 A.M, to 5:00 P.M. PST On-Site Resoonse: • When an Issue cannot be successfully resolved over the phone, vendor will dispatch a technician, within 12 business hours of the call for service. . Work performed outside of the normal business hours Is billable at the cpntract specified rates. Preventative Maintenance Services: • Confirm system is aperating as designed and within proper specifications . Make necessary calibrationsladJustments using standard manufacturer prescribed methods to bring system camponents wfthin proper specifications • Clean equipment filters and insure that equipment fans are operatfng . Track bulb I'rfe for all projectors, and provkfe list of bulbs with part numbers that wiil need to be replaced before their end ot life projections + Perform maintenance on video servers (install software upgrades, check error logs, correct any issues found, defragment hard drives if necessary) • Install available software�rmware upgrades after checking with City staff . Provide a quarterly maintenance report that autllnes work completed and highlights any Issues or areas ot concern Excentions: • EfForts To Maintain Svstem Irrtearkv; Every effort wiil be made to preserve system integrity when equipment is removed for repair. • Egufcmerrt Reoatr Costs. This Maintenance Agreement does not cover any costs associated with equipment hardware and shipping costs. The Citv of Chino Hllls Will: + Appoint an administrator knowledgeable in the use of BroadcasUAudia-visual equipment as a point of contact with the authorlty to act on matters relating to system maintenance, • Malntaln back-up files and discs for all relevant software camprising a portion of or being related to the covered equipmertt. • Provide tull and unrestricted access to the premises during normal business hours for the purposes of performing the maintenance services, instalNng additional equipment, and/or repairing the equipment covered by this Agreement. The technician wfil check in with main receptionists and contact ihe Community Relations Manager upon arrival to perFortn mainkenance services. Pavment Consideratiorrs: • In consideration of the aforementioned services, the City of Chino Hills and the Chino Valley Independent Fire District shall pay accoMing to the following cost breakdown: The City of Chino Hills: 34,950 for City Hall, Library, and Sheriff's Department AV Maintenance Services & Broadcast Roam Maintenance Services $1,980 for the Chino Hills Communfty Center & the McCoy Equestrian and Recreation Center *inGudes the (2) portable AV units at those facilities. This contract shall commence on February 1, 2017 and conclude on January 31, 2018. � Payment shall be made in full wfthfn 30 days from invoicing after contract signature date.