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Home My WebLink AboutAudio Visual Design Group (4)AUDIOVISUAL DESIGN GROUP Town of Los Altos Hills Prepared for: 41 41 . . .......... San Francisco Bay Area 1625 Remuda Lane San Jose, CA 95112 877-554-2834 avdg.com CA LIC # 1041769 Silver Service Agreement Service Contract Number 10266 December 24, 2018 Deborah Padovan Town of Los Altos Hills 26379 W. Fremont Road Los Altos Hills, CA 94022 e: dpadovan@losaltoshills.ca.gov o 650-941-7222 Re: Silver Service Agreement Town of Los Altos Hills Council Chambers Service Renewal FY19-20 AVDG Service Contract No: 10266 Dear Deborah: We have prepared this Silver service agreement proposal to assist you with service for your multiple rooms with presentation technologies. This proposal represents our service recommendations. All we require to proceed is your review and approval of this proposal. AVDG LLC is recognized as a highly talented and successful provider of integrated. audio-visual systems in California. Our approach to AV is unique in that we believe.in the long view for AV. We interpret.our role as a strategic partner with our clients helping them develop and support their unique presentation and communication needs; those needs of today and their future. The intent is to ensure that we've captured the best technology for the client and maximize the cost/value of their AV investment. We work closely with a company's management and IT team to implement the technologies requested. Our team consists of a vast pool of talent representing many years of AV design/integration experience with team members holding AV certifications and credentials widely respected in the industry. We have refined our model for success by hiring and retaining the best AV talent in the industry. Our team is currently over 50 persons strong and growing. AVDG LLC has offices in San Rafael, San Jose and Sacramento. We partner with over 400+ manufacturers of display, audio, video, control and ancillary communication components to custom design an AV system relevant to the specific needs of each client. We provide AV services of design and installation based on your specific needs and budget. Our clients come from a wide variety of industries including high tech., gaming, banking, legal, healthcare, education, hospitality, insurance and private and government. A list of references can be provided upon request. For more information, please visit our website at www.AVDG.com Service Contract Number 10266 1 AVDG, LLC I December 24, 2018 We have included service coverage for the following areas: Council Chambers Silver Level Service AVDG LLC offers the following service agreement for areas as listed in Areas of Concern above. This Service Agreement shall be binding and deemed effective when executed by Town of Los Altos Hills whose signature is provided for on the signature pages hereof (the "Effective Date"). This Service Agreement will run for a twelve (12) month period. AVDG LLC offers the following additional coverage as part of our Silver service agreement: 12 Business Hour Service Agreement: • 24 / 7 call-in 1-866-888-3477 with email alert to Service Team.Service@avdg.com • Priority service 2 -hour response time (phone or email) during business hours • Unlimited telephone support during business hours • Facilitate Manufacturer's Warranty repair or replacement • Loaner equipment from service equipment pool if available • On -Site labor within 12 -hour response time during business hours pending room availability • One preventative maintenance visit to be scheduled by Client • Service Business Hours: (8am until Spm PST) Monday thru Friday (excluding holidays) Manufacturers' equipment warranties are of varying lengths (usually 90 days to 1 year) and some cover up to 3 years. AVDG LLC will warranty this equipment for the term established by the manufacturer. The labor to remove the equipment and re -install it after the repair is included in this service agreement. AVDG's warranty does not apply to any product with an expired manufacturer warranty (as noted above), components existing prior to AVDG LLC's initial build, and owner furnished equipment items or any item that has been subject to misuse, neglect, accident or operational error. Parts such as CRTs, LCD panel, plasma panel, DLP optical engine, ILA type optical units and bulbs are not included. Service Contract Number 10266 1 AVDG, LLC I December 24, 2018 M Exclusions Service benefit does not apply to: • If a component fails and is no longer covered under the manufacturer's warranty, AVDG LLC will facilitate getting the manufacturer to provide a quote to repair or replace the product. AVDG LLC will install the new or repaired component as part of this service contract. However, AVDG LLC cannot provide extended warranties on parts or materials outside the manufactures specified warranty period. Nor will AVDG LLC cover the costs to repair or replace any component that no longer falls within the specified manufacturer's warranty. • Pre-existing components or owner furnished equipment (OFE) shall be supported with the same response time and diagnostics for repair as all new or existing components provided and installed by AVDG LLC. However, in the event an OFE or pre-existing component fails, AVDG LLC will require the Client to contact the company from whom they purchased the item to secure support for service or repair of the failed component. AVDG LLC will deinstall and reinstall the component once repaired or replaced. • AVDG LLC will not support any item that has been subject to misuse, neglect, accident, operational error or changes made to the system by the client or to the network. 0 This agreement does not cover components that are not repairable, are considered consumable; such as CRTs, LCD panel, plasma panel, DLP optical engine, ILA type optical units and projector photo lamps. • Equipment not provided by AVDG LLC, and services in support of the audiovisual systems including Wireless Tablets, Data, Voice, WAPS and bridging are not included in this service contract. Termination Either AVDG LLC or Town of Los Altos Hills may terminate this agreement, with or without cause, by giving written notice to the other party at least thirty (30) calendar days prior to the effective date of termination. The agreement is non-refundable. Conditions • Service Business Hours: (8am until Spm PST) Monday thru Friday. • AVDG LLC makes "best effort" to provide loaner equipment (depending on availability). • Additional service visits may be determined as billable for services not covered by the agreement at AVDG standard flat rate minimum service charge of $600 including travel. Any additional labor hours are billed at $150 per hour. • AVDG LLC will warranty equipment for the term established by the manufacturer. • The labor to remove the equipment and re -install it after repair is included as part of this service agreement. • Consumable parts are billable. • Client is expected to ensure that rooms are sequentially available on the same day(s) for the scheduled preventative maintenance visit(s), in effort to facilitate efficiency during the visit(s) and prevent a return site visit due to room unavailability. We will work with the client to coordinate a mutually convenient date and work flow per room visit to ensure minimal disruption to the Client and maximum efficiency of labor performed during the preventative maintenance site visit. Service Contract Number 10266 1 AVDG, LLC 1 December 24, 2018 Non-interference with relationships Client acknowledges that AVDG LLC's relationship with its employees, agents, clients and vendors are valuable business assets of AVDG LLC. Therefore, Client agrees that, during the term of this Agreement and for a period of two (2) years thereafter, Client will not (for itself or for any third party) divert, solicit for employment, engage for consulting, interfere with, alter in any way, terminate or breach such business relationships of AVDG LLC, or attempt to do any of the foregoing, directly or indirectly. In the event Client, within the term of this Agreement and for a period of two (2) years thereafter, directly or indirectly engages or hires as an employee or independent contractor any person or entity who, during the term of this Agreement, performed services for Client under the terms of this Agreement, Client shall pay to AVDG LLC as a finder's fee a sum equal to one (1) year of compensation of such person or entity determined by annualizing (on the basis of 2080 hours per year) the rate at which compensation was paid by AVDG LLC to such person or entity (e.g. the annual pay for an employee receiving $10,400/month would be $124,800 and the annual pay for an hourly employee receiving $60/hour would be $124,800). The parties intend that the provisions of this Section shall be enforced to the fullest extent permissible. Accordingly, if any provision of this Section is deemed to be invalid or unenforceable, this Section shall be considered amended to delete therefrom the portion that is invalid or unenforceable. INVESTMENT & PAYMENT TERMS Full payment is required to execute this agreement. Note: A reoccurring late fee of 2 % will apply to overdue invoices. Service Contract Number 10266 1 AVDG, LLC I December 24, 2018 AVDG LLC is committed to the ongoing service of our client. We have the experience and expertise to provide Town of Los Altos Hills with the future service needs for your innovative presentation environments. We are confident that our participation on service will contribute to your AV success. We trust you will find this service agreement proposal acceptable. All we require is your review and approval of this proposal and a purchase order. This proposal is valid for 30 days. Sincerely, Cindy Buck Service Manager T: 415.455.9913 1 M: 408.483.0755 E: Cindv.Buck@AVDG.com E: service@AVDG.com L�V AUDIO VISUAL I�G DESIGN GROUP Proposal Approved by: 1.. Qr-.s --L. \Nft \... Name & Title (please print): aC a �\I Date: Service Contract Number 10266 1 AVDG, LLC I December 24, 2018 I Deborah Padovan From: Jerry Richardson <Jerry.Richardson@avdg.com> Sent: Friday, January 04, 2019 4:07 PM To: Deborah Padovan; Cindy Buck Subject: RE: AVDG Service'Contract Renewal Proposal 10266 - Town of Los Altos Hills Council Chambers Silver Renewal FY19-20 Hi Deborah, I. seethe confusion`.. The RFP required each type of subsystem to be broken out individually. There are four line items for Service fora total of_$3,622.10. Thanks 1 teiv. P ro, e-cto r., m 0 u tit - s c reep dtors., T * -ns,e rs nd* �ar& - mor swItt, he'ra z ra m ifters r j eq. a h je d bgfneenn 99 M.P-, Ot A t '11.'a t16' De -.0n, In'm J E; g; ro .j.,-ec nate C C -A a -f. F.ee:.. hippin, Ha nd'114g-, t'S', a se, T 8:'k 9. rVII WK it. Ai '�,engj:. e -.-c' arge a inel -fd C T: ra p1h -d' C on'tr6l'-p 0 es, s., o r To up hp a �n ;h," J 6 E. n fnee'.n,n,g-j:,- ��eclt anipg0b, I..; d' 'p` v,�� fn�tal`bffon Ffel Cies- _4steF6;,.' S h I I An"d -i -a Ta -a Tbta- I. ci-o''. h'-t't' .1,1 ro Jerry Richardson Executive Account Manager Jerry,Richardson@avdg.com 2 PROJECT TOTAL. $ 10" M 415-450-7885 From: Deborah Padovan <d Padova n @ losaltoshills.ca.gov> Sent: Friday,, January 4, 2019 3:59 PIVI To: Cindy Buck <Cindy. Buck@avdg.com> Cc: Jerry Richardson <Jerry. Richardson @avdg.com> Subject: RE: AVDG Service Contract Renewal Proposal 10266 - Town of Los Altos Hills Council Chambers Silver Renewal FY19-20 Cindy, Thank you. I note that the Silver Service contract last year was $1,629. It appears that this year it has more than doubled. Is the amount correct? Deborah Padovan, IVIIVIC City Clerk Town of Los Altos Hills 26379 Fremont Road Los Altos Hills, CA 94022 650-947-2513 dPadova n2loss nosh ills.ca.gov From: Cindy Buck <Cindy. Buck@avdg.com .Sent: Monday., December 24, 2018 10:36 AM To: Deborah Padovan <d Padova n @ losa Itoshills.ca.gov> Cc: Jerry Richardson <Jerry. Richardson@avdg.com Subject: AVDG Service Contract Renewal Proposal 10266 - Town of Los Altos Hills Council Chambers Silver Renewal FY19-20 Hi Deborah, I have attached a proposal for the service contract renewal for the Council Chambers. The current service contract expires January 16t', 2019. Thank you and Happy Holidays! Cindy Buck Cindy. Bucknavdg.com Service@avdg.com M 408-483-0755 1 Main Office 877-554-2834 Service business hours (M — F, 8AM — 5PM) After hours: 866-888-3477 3