Audio & Video Rental Services

AUDIO & VIDEO RENTAL SERVICES

PART 1– GENERAL CONDITIONS

CONTRACT PERIOD

2/20/2009 to 2/19/2014 with an option of a two (2) year extension.

TRIAL PERIOD

A ninety (90) day trial period shall apply to this contract. During the trial period, the Vendor must perform in accordance with all terms and conditions of the contract. Failure to perform during this trial period will result in the immediate cancellation of the contract. In the event of dispute or discrepancy as to the acceptability of product or service, the City's decision shall prevail. The City agrees to pay only for authorized work performed up to the date of termination. If the contract is terminated within the trial period, the City reserves the option to award the contract to the next low responsive bidder of RFQ #DIT-2487. Any new award will be for the remainder of the 5-year contract period, and will also be subject to this trial period.

III.SCOPE OF WORK

Provide back-up audio services for the City Council community meetings in various locations; record proceedings, furnish amplification equipment and technician on premises, including setup and take down; connect with Seattle Channel for video productions purposes.

Setup of the equipment includes:

1)the technician remaining on-site until the speakers arrive and adjusting the placement and volume of each microphone and the overall program output for the room.

2)providing a clean (no static, hiss or other noise) microphone and/or live level output to the Seattle Channel videographer

The City of Seattle may need Contractor to respond on short notice (6) hours

IV. CONTRACT EXPANSION

Audio services for City Council meetings will be the major requirement of this contract although it does not constitute all audio services required from year to year from other City Departments. Therefore, this contract may be expanded to cover other audio services provided that such services are normally furnished by the Vendor, and that the Vendor agrees to provide these using a similar pricing structure.

VI. PRICE OR RATE CHANGES

Prices or rates shown herein shall be firm-fixed throughout the first year of the contract. Any price or rate increases, thereafter, will be considered on a pass through basis only, increases which do not produce a higher profit margin than those prices established on the contract. The Vendor may request a price/rate increase annually, at least 45 days prior to the contract anniversary date, clearly identifying the item impacted by the increase including sufficient documentation to justify it. Any increases must be based on U.S. published indices such as the Producer Price Index. The decision to accept any price or rater increase will be at the sole discretion of the Buyer and, if not acceptable, the City may exercise option to cancel the contract. Conversely, any cost reductions to the Vendor or any price declines shall be reflected in a reduction of the contract price effective immediately.

The City of Seattle will not be bound by prices contained in an invoice that are higher than those in the contract. Unless the higher price has been accepted by the City and the contract amended, the invoice may be rejected and returned to the Vendor for corrections.

PART 2 – PRICING

I. LABOR:

7:00 AM – 6:00 PM, Monday through Friday: Delivery/Pickup

Technician-Setup/Teardown

Technician - Operator

Minimum (if any)

6:00 PM – Midnight, Monday through Friday Delivery/Pickup

Technician-Setup/Teardown

Technician – Operator

Minimum (if any)

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Contract #2487, Attachment 1

Vendor #: 0000012985
AUDIO VISUAL FACTORY, INC.
1900 S Corgiat Dr
Seattle, WA98108
Contact: Erick Alsheimer
Phone #: 206-763-7181
Fax #: 206-763=2245
E-Mail:
Saturday & Sunday
Delivery/Pickup Technician-Setup/Teardown Technician-Operator
Minimum (if any) / $__ 30 /HR*
$___ 45 /HR
$ 45 /HR**
5HRS**
II. EQUIPMENT RENTAL (PER EVENT)
Dual Cassette Recorder / $48.75/EA
Press Box (6-channel) XLR out / $32.50/EA
Floor Microphone/Stand / $16.25/EA
Table Microphone/Stand / $16.25/EA
Wireless Handheld Microphone / $ 65/EA
Medium PA System / $97.50/EA
8-Channel Powered Mixer/Amplifier / $29.25/EA
2-Speakers/Stands, Microphone/Stand / $97.50/EA
42" Plasma Monitors / $260/EA
60” Plasma Monitors / $520/EA
Discount for rental of other equipment not shown above: 35% / $ 520.00/EA

* See Appendix 1

** See Appendix 2

FACTORY

AV Factory Appendix

Appendix 1: Delivery / Pick Up Charges

AV Factory provides delivery and pickup services for City of Seattle Audio Support Jobs at a flat rate, one time charge of $30 for pick up and delivery per job.

Appendix 2: Technician — Operator

AV Factory requires a call minimum of 5 hours for an Audio Engineer / Operator. Calls are calculated from the time the operator arrives until the equipment is fully struck. AV Factory bills Technician — Calls in excess of 7 hours are billed at a flat day rate of $450, for up to 10 hours worked.