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Home My WebLink AboutDiamond Bar Center AV Project RFPCity of Diamond Bar Diamond Bar Center Ballroom Audio Visual System Replacement Project 1 | P a g e CITY OF DIAMOND BAR REQUEST FOR PROPOSAL Diamond Bar Center Ballroom Audio Visual System Replacement Project Proposal Release Date: 05/15/2025 Mandatory Site Walk: 05/21/2025 at 10am PST Vendor Questions Due: 05/27/2025 by 9am PST Proposal Due Date: 06/05/2025 by 9am PST To: Alfredo Estevez Information Systems, Systems Administrator aestevez@diamondbarca.gov City of Diamond Bar 21810 Copley Drive Diamond Bar, CA 91765 City of Diamond Bar Diamond Bar Center Ballroom Audio Visual System Replacement Project 2 | P a g e TABLE OF CONTENTS PART I .............................................................................................................................................3 GENERAL INFORMATION AND PROJECT BACKGROUND .....................................3 1. INTRODUCTION .......................................................................................3 2. ORGANIZATION BACKGROUND ..........................................................3 3. PROJECT BACKGROUND .......................................................................3 4. POINTS OF CONTACT..............................................................................3 PART II ............................................................................................................................................4 SCOPE OF SERVICES .......................................................................................................4 1. SCOPE OF SERVICES ...............................................................................4 PART III ..........................................................................................................................................8 RFP SUBMITTAL GUIDELINES AND SCHEDULE ......................................................8 1. ADMINISTRATIVE REQUIREMENTS ...................................................8 2. LEGAL REQUIREMENTS.........................................................................8 3. RIGHT TO REJECT ALL PROPOSALS ...................................................8 4. PUBLIC RECORDS ACT ...........................................................................9 5. QUESTIONS ...............................................................................................9 PART IV ........................................................................................................................................11 SELECTION CRITERIA ..................................................................................................11 1. OVERVIEW ..............................................................................................11 PART V .........................................................................................................................................12 SUBMISSION PROCEDURES AND FORMAT .............................................................12 PART VI ........................................................................................................................................15 CITY’S STANDARD CONSULTING SERVICES AGREEMENT ................................15 City of Diamond Bar Diamond Bar Center Ballroom Audio Visual System Replacement Project 3 | P a g e PART I GENERAL INFORMATION AND PROJECT BACKGROUND 1. INTRODUCTION The City of Diamond Bar (“The City”) invites proposals from qualified firms to provide new a new audio-visual system in the Diamond Bar Center Ballroom with all required equipment, licensing and related installation and implementation services based upon the requirements and scope of work contained in the Request for Proposal. In addition, the first year of service and support is a mandatory requirement. 2. ORGANIZATION BACKGROUND The City of Diamond Bar is a general law city incorporated on April 18, 1989. It is governed by the city council/city manager form of government. A five-member city council is elected by the residents, and a mayor is elected annually by the council to serve a one-year term. The city manager is appointed by the council to oversee the daily activities of the city. 3. PROJECT BACKGROUND The City of Diamond Bar ("City") currently has and outdated Crestron Audio Visual system originally installed in 2004 in the Ballroom of the Diamond Bar Center. All AV equipment is obsolete and replacement parts have become impossible to find new. The current system consists of system control equipment, signal distribution equipment, audio equipment, display equipment and stage lighting. 4. POINTS OF CONTACT Vendors shall submit all questions regarding the RFP through the PlanetBids Posting at: https://vendors.planetbids.com/portal/39500/bo/bo-detail/129980 For any questions not related to the RFP: Alfredo Estevez, Information Systems Administrator: aestevez@diamondbarca.gov City of Diamond Bar Diamond Bar Center Ballroom Audio Visual System Replacement Project 4 | P a g e PART II SCOPE OF SERVICES 1. SCOPE OF SERVICES Services will be provided for and administered through the Information Systems Department. Diamond Bar Center AV System Physical Installation (Please Review Appendix A) Signal Distribution and Switching System in AV Closet  Rackmount Installation, configuration and QSC programming of the following items:  QSC CORE110F-V2 Q-SYS Network Unified Core Processor  QSC Q-SYS Core 8 Flex, Core Nano, NV-32-H (Core Capable). UCI Deployment Software License, Perpetual (SLQUD-8N-P)  QSC Microsoft Teams Room Software License (SLMST-110-P)  (QSC QIO-RMK) Rack Mount Tray  (QSC QIO-LVR4) Network Low-voltage relay expander  (QSC QIO-GP8x8) Network I/O Expander  (IPORT 72350) Connect Pro WallStation – Black  (MSI CUBINUC1M010) Cubi NUC 1MG Mini PC  (Platinum Tools 661-24C6) Patch Panel 24 Port Cat6 NS 110 Box  (Netgear NET-GSM4248PX-100NAS) M4250-40G8XF-PoE+ AV Line 40x1G PoE+ 960W and 8xSFP+ Managed Switch  (Middle Atlantic WR-44-32) 44SP/32D ROLLOUT ROT RACK  (Middle Atlantic UPX-RLNK-1500R-2) UPS Backup Power System 1500VA, 15 Amp, Bank Outlet Control  (Middle Atlantic RLNK-1615V) Power Distribution Unit 15A, 16 Outlets  2 – (Middle Atlantic UD1) 1 RU Utility Rack Drawer  (Middle Atlantic MW-4QFT-FC) 165 CFM Fan Top, 4.5" fans  (Middle Atlantic RLNK-915R) Power Distribution Unit 15A, 9 Outlets  (Middle Atlantic EB4) 4SP FLANGED ECONO BLANK  Miscellaneous Equipment Rack Hardware Display System  The existing Epson EB-PU2116W Projector will be left in place; however, the installer must configure the new QSC system to be able to control the projector from the touch panel. (On/Off, Receive video signal) City of Diamond Bar Diamond Bar Center Ballroom Audio Visual System Replacement Project 5 | P a g e  The existing Da-Lite projector screen will remain in place; however, the installer must configure the new QSC system to be able to control the screen from the touch panel. (Up/Down)  Four (4) new 65-inch Samsung Displays (BE65C-H) will need to be installed on the provided mobile mounts along with the hardware/wiring that will be necessary to get a signal from QSC system and display the selected video output to the Displays.  Installation and configuration and QSC programming of the following items:  1- (Marshall Electronics ML-702-V2) Dual Rackmount 7” 3RU Monitor 1920 x 1200 LCD  1- (QSC NV-21-HU 4K60) Network Video Endpoint 4K60 4:4:4  7 - (QSC NV-1-H-WE 4K60) HDMI Wall plate Encoders  1 - (Kramer Electronics VP-410) Composite Video & Stereo Audio to HDMI Scaler  1 – Ceiling mounted PTZ camera from a reputable brand that is compatible with the proposed QSC system and can be controlled from the touch panel. Audio System  Installation of the new Shure Wireless Receivers and Transmitters is to included a set of 8 Transmitters to be installed in immediately and to have a spare set of 8 Transmitters on the shelf for instant replacement as units break.  4 - Shure ULXD4Q=-G50 Quad Digital Wireless Receivers (2 units to be installed and 2 units to be held on the shelf for emergency replacement)  16 - Shure ULXD2/SM58=-G50 Digital Handheld Transmitter with SM58 Capsule (8 to be installed and 8 to be held on shelf for instant replacement)  4 - Shure ULXD1=-G50 Digital Wireless Bodypack Transmitter (2 units to be installed and 2 Units to be held on the shelf for emergency replacement)  6 - Shure SBC220-US 2 Bay Networked Docking Station  1 - Shure UA221 Passive Antenna Splitter/Combiner Kit.  2 - Shure UA8100 100' UHF Remote Antenna Extension Cable  2 - Shure UA864US Wall-Mounted Wideband Antenna  12 - Shure SB900B Rechargeable Lithium-Ion Battery  10 - Shure SM58 Wired Vocal Microphone  3 - QSC CX-Q 4K8 8-Eight-channel Network Amplifier  Installation and configuration of JBL Stage speakers, 2 - JBL Professional PRX415M 15" Two-Way Stage Monitor and 2 - JBL Professional COL800- BK 32" Slim Column Loudspeaker  Install 8 new Surface speakers replacing the existing units with any reputable speaker brand. City of Diamond Bar Diamond Bar Center Ballroom Audio Visual System Replacement Project 6 | P a g e  Install 16 new Recessed Ceiling speakers replacing the existing units with any reputable speaker brand.  1 – (RF Venue 4ZONE) 4 ZONE antenna combiner Control Systems  Installation and configuration of the following equipment:  2 – (QSC TSC-101-G3) Q-SYS 10.1" High-Definition Touch Screen Controller (one will be wall mounted and the other will be portable)  1 – (QSC TSC-710t-G3) Table Top Stand for 10.1" Touchscreen Controller  1 – (QSC SLQUD-8N-P) QSC Q-SYS Core 8 Flex, Core Nano, NV-32-H (Core Capable). UCI Deployment Software License, Perpetual  1 – (QSC CORE 110f-v2) QSC CORE110F-V2 Q-SYS Network Unified Core Processor  1- (QSC SLMST-110-P) QSC Microsoft Teams Room Software License Stage Lighting  Installation including cabling, mounting and configuration of the following lighting equipment:  20 – (ETC CSPAR) ColorSource PAR, XLR, black  20 – (ETC SELRW- 7.5) 7.5" Wide Round Diffusor for ColorSource Par  20 – (ETC 407CF) 7.5" Color Frame  4 – (ETC CSLINEAR2) LED ColorSource Linear  8 – (ETC CSLWR.5) ColorSource Wide Diffuser, Round  4 – (ETC CSLDS) ColorSource Linear Diffusion Spacer  5 – (ETC DPA-A) ETC DPA-A PowerCon to Edison Connector Cable, 5 foot  6 – (LEX Products DMX5PM-3PF) DMX 5-Pin XLR to 3-Pin XLR Adapter  15 – (ADJ AC5PPCON6) 6-foot, 5-pin DMX & Locking Power Link combo cable  1 – (ETC CS40) ColorSource 40 Control Console  1 – (ETC CS40DC) Dust Cover for CS40 Console  1 – (Elation DMX10-53) Rackmount 10-port DMX Splitter with dual inputs  1 – (Doug Fleenor Design 221E-5) DMX Combine Unit - 2-Inputs - 1-Output - 5 pin XLR  28 - VerSales Safety Cable Lighting Fixture Safety Cable  28 – (VER VCL7009) 2" Half Coupler with 1/2" Nut, Silver Documentation  Installer must provide a copy of the QSC Master Code on a USB flash drive to the city.  Installer must provide manufacture user manuals for all hardware and associated software.  Installer must provide documentation for all hardware and associated software listing out key data including equipment type, user names & City of Diamond Bar Diamond Bar Center Ballroom Audio Visual System Replacement Project 7 | P a g e passwords, equipment IP address, MAC address, Serial Numbers and configuration data. Miscellaneous Assumptions  The City’s expectation is that the following parts of the AV system will be reused from the current system in the new system. o The existing Epson EB-PU2116W Projector o The existing Da-lite projector screen and associated lifting and lowering mechanism. o The heavy-duty mobile TV stands that will be used with the new 65inch Samsung displays o Existing CAT 5 and speaker wiring should be reused however many connections will most likely need to be re-terminated. City of Diamond Bar Diamond Bar Center Ballroom Audio Visual System Replacement Project 8 | P a g e PART III RFP SUBMITTAL GUIDELINES AND SCHEDULE 1. ADMINISTRATIVE REQUIREMENTS Interested Vendors must submit responses through the Planet Bids bid management system. In order to be considered all completed bids must be uploaded to Planet Bids by the due date. An Mandatory site walk can be scheduled for May 21, 2025 at 10:00am by contacting Alfredo Estevez at Aestevez@diamondbarca.gov or at (909) 839- 7083. The proposal shall be submitted on or before 09:00 am PST on Thursday, June 5, 2025. 2. LEGAL REQUIREMENTS The selected Vendor must comply with all Federal, State and Local laws and regulations including obtaining a City Business License. 3. RIGHT TO REJECT ALL PROPOSALS The City reserves the right to reject any proposal received, to waive any informality or irregularity in any proposal received, and to be the sole judge of the merits of the respective proposals received. The City reserves the right to reduce or revise elements of the service agreement prior to the award of any agreement. Furthermore, the City reserves the right to reject any or all proposals submitted; and no representation is made hereby that any agreement will be awarded pursuant to this RFP, or otherwise. If an inadequate number of proposals are received or the proposals received are deemed non-responsive, not qualified or not cost effective, the City may, at its sole discretion, reissue the RFP. All costs incurred in the preparation of the proposal, in the submission of additional information and/or any other aspect of a proposal prior to the award of a written agreement will be borne by the Vendor. The City shall only provide the staff assistance and documentation specifically referred to herein and shall not be responsible for any other cost of obligation of City of Diamond Bar Diamond Bar Center Ballroom Audio Visual System Replacement Project 9 | P a g e any kind which may be incurred by the proposing Vendor. All proposals submitted to the City in response to this RFP shall become property of the City. The City reserves the right to extend the submission deadline should this be in the interest of the City and notify Vendors accordingly. Vendors have the right to revise their proposals in the event that the deadline is extended. The City reserves the right to verify all information in the proposal. The City reserves the right to require a demonstration of the functionality the Vendor is proposing. If the selection of the Vendor is based in part on the qualifications of specific key individuals named in the proposal, the City must approve in advance any changes in the key individuals or the percentage of time they spend on the project. The City reserves the right to have the Vendor replace any project personnel for any reason the City deems necessary. 4. PUBLIC RECORDS ACT Responses to this Request for Proposals become the exclusive property of the City, and are subject to the California Public Records Act. Those elements in each proposal which are trade secrets, as defined in Civil Code section 3426.1(d), or otherwise exempt by law from disclosure, and which are prominently marked as "TRADE SECRET", "CONFIDENTIAL", or "PROPRIETARY," may not be subject to disclosure. The City shall not in any way be liable or responsible for the disclosure of any such records including, without limitation, those so marked if disclosure is deemed to be required by law, or by an order of the Court. Proposers which indiscriminately identify all, or most, of their proposal as exempt from disclosure without justification may be deemed non-responsive. In the event the City is required to defend an action on a Public Records Act request for any of the contents of a proposal marked "confidential", "proprietary", or "trade secret", the proposer agrees, upon submission of its proposal for City's consideration, to defend and indemnify the City from all costs and expenses, including attorney’s fees, in any action, or liability, arising under the Public Records Act. 5. QUESTIONS All questions concerning this RFP should be posted on the PlanetBids Posting: https://vendors.planetbids.com/portal/39500/bo/bo-detail/129980 City of Diamond Bar Diamond Bar Center Ballroom Audio Visual System Replacement Project 10 | P a g e Written questions must be submitted on or before May 27, 2025 by 9:00AM PST. The City appreciates your interest, time, and effort in responding to our request for proposals. City of Diamond Bar Diamond Bar Center Ballroom Audio Visual System Replacement Project 11 | P a g e PART IV SELECTION CRITERIA 1. OVERVIEW The selection of the professional Services Provider will be performed on a competitive basis and in accordance with the City’s Purchasing Ordinance, Section 3.24.070 of the Diamond Bar City Code: https://library.municode.com/ca/diamond_bar/codes/code_of_ordinances?nodeId= CICO_TIT3REFI_CH3.24PU The City will evaluate the proposals on the basis of the responsiveness to this Request for Proposals, qualifications of the proposer(s), and proposed timelines and costs, in no particular order or relative importance. At the discretion of the City, consultants submitting proposals may be requested to partake in interviews, and may make oral presentations, as part of the evaluation process. In reviewing and evaluating the response to this RFP, the City’s evaluation team will consider the following:  Responsiveness and comprehensiveness of the response to this RFP.  Experience of the firm. Proposer must have three (3) years’ experience, within the last five (5) years, providing related services and supplies equivalent or similar to the services being requested by this RFP.  Demonstrated experience and qualifications of the proposed project Manager and experience and qualifications of on-site support staff.  Reasonableness of the proposed fee.  Ability to meet City contract requirements. (See Section VI)  Previous Experience with the City of Diamond Bar The criteria should not be construed so as to limit other considerations which may become apparent during the review and selection process. This RFP does not commit the City to enter into a contract. The City reserves the right to:  Establish a short list of proposers eligible for discussions after review of written proposals.  Negotiate with any, all, or none of the proposers.  Solicit best and final offers from any or all proposers.  Accept a proposal other than the lowest offer.  Waive informalities and irregularities in proposals. City of Diamond Bar Diamond Bar Center Ballroom Audio Visual System Replacement Project 12 | P a g e PART V SUBMISSION PROCEDURES AND FORMAT Proposals shall be prepared simply and economically, providing a straightforward, concise description of the Vendor’s capabilities to satisfy the requirements of this RFP. Accuracy and Completeness The Vendor’s proposal must set forth accurate and complete information as required in this RFP. Unclear, incomplete, and/or inaccurate documentation may not be considered. Misrepresentation of any information, functionality or facts may result in Vendor disqualification or a finding of non-responsive by the City. If the Vendor knowingly and willfully submits false performance or other data, the City reserves the right to reject that proposal. If it is determined that an agreement was awarded as a result of false performance or other data submitted in response to this RFP, the City reserves the right to terminate the agreement, and seek other legal remedies as allowed by law. Unnecessarily elaborate or lengthy proposals or other presentations beyond those needed to give a sufficient, clear response to all the RFP requirements are not desired and may be found to be non-responsive. The City reserves the right, at its sole discretion, to waive minor defects in any proposal submitted by the Vendors. Please use the following format to structure the RFP response. The response should include each section detailed below in the order presented and must be separated by tabs. The detail represents the items that are to be covered in each section of the response. Failure to address all items will impact the evaluation and may classify the response as non-responsive and preclude it from further consideration. Qualifying proposals shall include the following: 1. Binding Transmittal Letter Proposer must provide a cover letter (two pages maximum) signed by a party authorized to contractually obligate the proposer (and respective team members) to perform the commitments included in the proposal. The letter must also identify the name, title, address, telephone number, and e-mail address of the individual(s) responsible for such negotiations, if selected. Additionally, the cover letter should discuss the proposer’s overall qualifications and ability to meet the scope of services outlined in the RFP, name the individual proposed to serve as Construction Manager, and include a statement guaranteeing the validity of the Cost Proposal for a period of 120 days beyond the bid opening. The letter shall also constitute certification, under penalty of perjury, that the Consultant will meet all City rules and regulations, and State and Federal nondiscrimination laws. An City of Diamond Bar Diamond Bar Center Ballroom Audio Visual System Replacement Project 13 | P a g e unsigned cover letter, or a letter signed by a representative unauthorized to bind the consultant may be rejected. 2. Technical Proposal The Technical Proposal shall include the following components: i. Introduction In addition to the name, mailing address, telephone number of the firm, and contact information for the firm’s authorized contact person (telephone and e- mail address), provide an overview of the proposal demonstrating the understanding of the project and the objectives for completing the tasks identified in the scope of work. ii. Qualifications Provide a detailed account of the firm’s experience and qualifications, including:  A description of the firm’s capabilities and experience managing similar projects.  A description of the capabilities and experience of the proposed Project Manager and all on-site support staff, including brief resumes of each that highlight qualifications and abilities relevant to the project.  An organizational chart identifying all key personnel, their specific project responsibilities, and the relationships/chain of command between staff and the Project Manager.  Identification of any subcontractors the proposer intends to employ in execution of the project, including name, address, telephone number, and name of contact person. Discuss the proposed subcontractor’s role and provide information on subcontractors’ experience performing similar work. All subcontractors are subject to the approval of the City. 3. Scope of Services Proposal must provide detailed information that clearly demonstrates the ability of the proposer to fully deliver the scope of services outlined in the RFP 4. Conflict of Interest The Consultant shall disclose any financial, business or other relationships with the City and County that may have an impact on the outcome of this contract or City of Diamond Bar Diamond Bar Center Ballroom Audio Visual System Replacement Project 14 | P a g e any resulting construction project. The Consultant shall also list current clients who may have a financial interest in the outcome of this contract. 5. Litigation Indicate whether the proposer or any team member or any officers or principals have been party to any lawsuit involving the performance of construction management duties and provide a summary of the issues and status of the lawsuits. 4. Cost Proposal The Cost Proposal shall include the following components:  The firm’s full, itemized, not-to-exceed cost proposal for the duration of the contract.  A list of any additional or optional service costs not included in the not-to- exceed amount. 6. Agreement A copy of the Agreement is enclosed. The proposal shall include a statement that all terms and conditions of the Agreement including insurance requirements are acceptable. (See Part VI) 7. References A list of at least 5 references for similar work; including contact person, his or her phone number and email address. (Appendix C) City of Diamond Bar Diamond Bar Center Ballroom Audio Visual System Replacement Project 15 | P a g e PART VI CITY’S STANDARD CONSULTING SERVICES AGREEMENT THIS AGREEMENT (the "Agreement") is made as of , 20XX by and between the City of Diamond Bar, a municipal corporation ("City") and ___________, a [Insert the type of entity of the Consultant, e.g., Inc., a California corporation; a California general partnership; a California limited liability company; a sole proprietor; etc.] ("Consultant"). 1. Consultant's Services. Subject to the terms and conditions set forth in this Agreement Consultant shall provide to the reasonable satisfaction of the City the services set forth in the attached Exhibit "A", which is incorporated herein by this reference. As a material inducement to the City to enter into this Agreement, Consultant represents and warrants that it has thoroughly investigated the work and fully understands the difficulties and restrictions in performing the work. Consultant represents that it is fully qualified to perform such consulting services by virtue of its experience and the training, education and expertise of its principals and employees. [Insert Name and Position] ____________(herein referred to as the “City’s Project Manager”), shall be the person to whom the Consultant will report for the performance of services hereunder. It is understood that Consultant shall coordinate its services hereunder with the City’s Project Manager to the extent required by the City’s Project Manager, and that all performances required hereunder by Consultant shall be performed to the satisfaction of the City’s Project Manager and the City Manager 2. Term of Agreement. This Agreement shall take effect ___________, 20XX, and shall continue until unless earlier terminated pursuant to the provisions herein. 3. Compensation. City agrees to compensate Consultant for each service which Consultant performs to the satisfaction of City in compliance with the scope of services set forth in Exhibit "A". Payment will be made only after submission of proper invoices in the form specified by City. Total payment to Consultant pursuant to this City of Diamond Bar Diamond Bar Center Ballroom Audio Visual System Replacement Project 16 | P a g e Agreement shall not exceed [Spell out dollar amount] ($ ) without the prior written consent of the City. The above not to exceed amount shall include all costs, including, but not limited to, all clerical, administrative, overhead, telephone, travel and all related expenses. 4. Payment. A. As scheduled services are completed, Consultant shall submit to City an invoice for the services completed, authorized expenses and authorized extra work actually performed or incurred. B. All such invoices shall state the basis for the amount invoiced, including services completed, the number of hours spent and any extra work performed. C. City will pay Consultant the amount invoiced the City will pay Consultant the amount properly invoiced within 35 days of receipt, but may withhold 30% of any invoice until all work is completed, which sum shall be paid within 35 days of completion of the work and receipt of all deliverables. D. Payment shall constitute payment in full for all services, authorized costs and authorized extra work covered by that invoice. 5. Change Orders. No payment for extra services caused by a change in the scope or complexity of work, or for any other reason, shall be made unless and until such extra services and a price therefore have been previously authorized in writing and approved by the City Manager or his designee as an amendment to this Agreement. The amendment shall set forth the changes of work, extension of time, if any, and adjustment of the fee to be paid by City to Consultant. 6. Priority of Documents. In the event of any inconsistency between the provisions of this Agreement and any attached exhibits, the provisions of this Agreement shall control. 7. Status as Independent Contractor. City of Diamond Bar Diamond Bar Center Ballroom Audio Visual System Replacement Project 17 | P a g e A. Consultant is, and shall at all times remain as to City, a wholly independent contractor. Consultant shall have no power to incur any debt, obligation, or liability on behalf of City or otherwise act on behalf of City as an agent, except as specifically provided herein. Neither City nor any of its agents shall have control over the conduct of Consultant or any of Consultant's employees, except as set forth in this Agreement. Consultant shall not, at any time, or in any manner, represent that it or any of its agents or employees are in any manner employees of City. B. Consultant agrees to pay all required taxes on amounts paid to Consultant under this Agreement, and to indemnify and hold City harmless from any and all taxes, assessments, penalties, and interest asserted against City by reason of the independent contractor relationship created by this Agreement. In the event that City is audited by any Federal or State agency regarding the independent contractor status of Consultant and the audit in any way fails to sustain the validity of a wholly independent contractor relationship between City and Consultant, then Consultant agrees to reimburse City for all costs, including accounting and attorney's fees, arising out of such audit and any appeals relating thereto. C. Consultant shall fully comply with Workers' Compensation laws regarding Consultant and Consultant's employees. Consultant further agrees to indemnify and hold City harmless from any failure of Consultant to comply with applicable Worker's Compensation laws. D. Consultant shall, at Consultant’s sole cost and expense fully secure and comply with all federal, state and local governmental permit or licensing requirements, including but not limited to the City of Diamond Bar, South Coast Air Quality Management District, and California Air Resources Board. E. In addition to any other remedies it may have, City shall have the right to offset against the amount of any fees due to Consultant under this Agreement any amount due to City from Consultant as a result of Consultant's failure to promptly pay to City any reimbursement or indemnification required by this Agreement or for any amount or penalty levied against the City for Consultant’s failure to comply with this Section. 8. Standard of Performance. Consultant shall perform all work at the City of Diamond Bar Diamond Bar Center Ballroom Audio Visual System Replacement Project 18 | P a g e standard of care and skill ordinarily exercised by members of the profession under similar conditions and represents that it and any subcontractors it may engage, possess any and all licenses which are required to perform the work contemplated by this Agreement and shall maintain all appropriate licenses during the performance of the work. 9. Indemnification. Consultant shall indemnify, defend with counsel approved by City, and hold harmless City, its officers, officials, employees and volunteers ("Indemnitees") from and against all liability, loss, damage, expense, cost (including without limitation reasonable attorneys' fees, expert fees and all other costs and fees of litigation) of every nature arising out of or in connection with: (1) Any and all claims under Workers’ Compensation Act and other employee benefit acts with respect to Consultant’s employees or Consultant’s contractor’s employees arising out of Consultant’s work under this Agreement; and (2) Any and all claims arising out of Consultant's performance of work hereunder or its failure to comply with any of its obligations contained in this Agreement, regardless of City’s passive negligence, but excepting such loss or damage which is caused by the sole active negligence or willful misconduct of the City. Should City in its sole discretion find Consultant’s legal counsel unacceptable, then Consultant shall reimburse the City its costs of defense, including without limitation reasonable attorneys' fees, expert fees and all other costs and fees of litigation. The Consultant shall promptly pay any final judgment rendered against the Indemnitees. It is expressly understood and agreed that the foregoing provisions are intended to be as broad and inclusive as is permitted by the law of the State of California and will survive termination of this Agreement. Except for the Indemnitees, this Agreement shall not be construed to extend to any third party indemnification rights of any kind. 10. Insurance. A. Consultant shall at all times during the term of this Agreement carry, maintain, and keep in full force and effect, with an insurance company authorized to do business in the State of California and approved by the City the following insurance: City of Diamond Bar Diamond Bar Center Ballroom Audio Visual System Replacement Project 19 | P a g e (1) a policy or policies of broad-form comprehensive general liability insurance written on an occurrence basis with minimum limits of $1,000,000.00 combined single limit coverage against any injury, death, loss or damage as a result of wrongful or negligent acts by Consultant, its officers, employees, agents, and independent contractors in performance of services under this Agreement; (2) property damage insurance with a minimum limit of $500,000.00 per occurrence; (3) automotive liability insurance written on an occurrence basis covering all owned, non-owned and hired automobiles, with minimum combined single limits coverage of $1,000,000.00; and (4) Worker's Compensation insurance when required by law, with a minimum limit of $500,000.00 or the amount required by law, whichever is greater. B. The City, its officers, employees, agents, and volunteers shall be named as additional insureds on the policies as to comprehensive general liability, property damage, and automotive liability. The policies as to comprehensive general liability, property damage, and automobile liability shall provide that they are primary, and that any insurance maintained by the City shall be excess insurance only. C. All insurance policies shall provide that the insurance coverage shall not be non-renewed, canceled, reduced, or otherwise modified (except through the addition of additional insureds to the policy) by the insurance carrier without the insurance carrier giving City at least ten (10) days prior written notice thereof. Consultant agrees that it will not cancel, reduce or otherwise modify the insurance coverage and in the event of any of the same by the insurer to immediately notify the City. D. All policies of insurance shall cover the obligations of Consultant pursuant to the terms of this Agreement and shall be issued by an insurance company which is authorized to do business in the State of California or which is approved in writing by the City; and shall be placed have a current A.M. Best's rating of no less than A-, VII. E. Consultant shall submit to City (1) insurance certificates indicating City of Diamond Bar Diamond Bar Center Ballroom Audio Visual System Replacement Project 20 | P a g e compliance with the minimum insurance requirements above, and (2) insurance policy endorsements or a copy of the insurance policy evidencing the additional insured requirements in this Agreement, in a form acceptable to the City. F. Self-Insured Retention/Deductibles. All policies required by this Agreement shall allow City, as additional insured, to satisfy the self-insured retention (“SIR”) and/or deductible of the policy in lieu of the Consultant (as the named insured) should Consultant fail to pay the SIR or deductible requirements. The amount of the SIR or deductible shall be subject to the approval of the City. Consultant understands and agrees that satisfaction of this requirement is an express condition precedent to the effectiveness of this Agreement. Failure by Consultant as primary insured to pay its SIR or deductible constitutes a material breach of this Agreement. Should City pay the SIR or deductible on Consultant’s due to such failure in order to secure defense and indemnification as an additional insured under the policy, City may include such amounts as damages in any action against Consultant for breach of this Agreement in addition to any other damages incurred by City due to the breach. G. Subrogation. With respect to any Workers' Compensation Insurance or Employer's Liability Insurance, the insurer shall waive all rights of subrogation and contribution it may have against the Indemnitees. H. Failure to Maintain Insurance. If Consultant fails to keep the insurance required under this Agreement in full force and effect, City may take out the necessary insurance and any premiums paid, plus 10% administrative overhead, shall be paid by Consultant, which amounts may be deducted from any payments due Consultant. I. Consultant shall include all subcontractors, if any, as insureds under its policies or shall furnish separate certificates and endorsements for each subcontractor to the City for review and approval. All insurance for subcontractors shall be subject to all of the requirements stated herein. 11. Confidentiality. Consultant in the course of its duties may have access to confidential data of City, private individuals, or employees of the City. Consultant covenants that all data, documents, discussion, or other information developed or received by Consultant or provided for performance of this Agreement are deemed City of Diamond Bar Diamond Bar Center Ballroom Audio Visual System Replacement Project 21 | P a g e confidential and shall not be disclosed by Consultant without written authorization by City. City shall grant such authorization if disclosure is required by law. All City data shall be returned to City upon the termination of this Agreement. Consultant's covenant under this section shall survive the termination of this Agreement. Notwithstanding the foregoing, to the extent Consultant prepares reports of a proprietary nature specifically for and in connection with certain projects, the City shall not, except with Consultant's prior written consent, use the same for other unrelated projects. 12. Ownership of Materials. Except as specifically provided in this Agreement, all materials provided by Consultant in the performance of this Agreement shall be and remain the property of City without restriction or limitation upon its use or dissemination by City. Consultant may, however, make and retain such copies of said documents and materials as Consultant may desire. 13. Maintenance and Inspection of Records . In accordance with generally accepted accounting principles, Consultant and its subcontractors shall maintain reasonably full and complete books, documents, papers, accounting records, and other information (collectively, the “records”) pertaining to the costs of and completion of services performed under this Agreement. The City and any of their authorized representatives shall have access to and the right to audit and reproduce any of Consultant's records regarding the services provided under this Agreement. Consultant shall maintain all such records for a period of at least three (3) years after termination or completion of this Agreement. Consultant agrees to make available all such records for inspection or audit at its offices during normal business hours and upon three (3) days' notice from the City, and copies thereof shall be furnished if requested. 13. Conflict of Interest. A. Consultant covenants that it presently has no interest and shall not acquire any interest, direct or indirect, which may be affected by the services to be performed by Consultant under this Agreement, or which would conflict in any manner with the performance of its services hereunder. Consultant further covenants that, in performance of this Agreement, no person having any such interest shall be employed by it. Furthermore, Consultant shall avoid the appearance of having any interest which would conflict in any manner with the performance of its services pursuant to this City of Diamond Bar Diamond Bar Center Ballroom Audio Visual System Replacement Project 22 | P a g e Agreement. B. Consultant covenants not to give or receive any compensation, monetary or otherwise, to or from the ultimate vendor(s) of hardware or software to City as a result of the performance of this Agreement. Consultant's covenant under this section shall survive the termination of this Agreement. 14. Termination. The City may terminate this Agreement with or without cause upon fifteen (15) days' written notice to Consultant. The effective date of termination shall be upon the date specified in the notice of termination, or, in the event no date is specified, upon the fifteenth (15th) day following delivery of the notice. In the event of such termination, City agrees to pay Consultant for services satisfactorily rendered prior to the effective date of termination. Immediately upon receiving written notice of termination, Consultant shall discontinue performing services, unless the notice provides otherwise, except those services reasonably necessary to effectuate the termination. The City shall be not liable for any claim of lost profits. 15. Personnel/Designated Person. Consultant represents that it has, or will secure at its own expense, all personnel required to perform the services under this Agreement. All of the services required under this Agreement will be performed by Consultant or under it supervision, and all personnel engaged in the work shall be qualified to perform such services. Except as otherwise authorized by the City's Project Manager, [If applicable, name of designated person] shall be the person who primarily performs the work provided under this Agreement. Except as provided in this Agreement, Consultant reserves the right to determine the assignment of its own employees to the performance of Consultant's services under this Agreement, but City reserves the right in its sole discretion to require Consultant to exclude any employee from performing services on City's premises. [Optional] 16. Non-Discrimination and Equal Employment Opportunity. A. Consultant shall not discriminate as to race, color, creed, religion, sex, marital status, national origin, ancestry, age, physical or mental handicap, medical condition, or sexual orientation, in the performance of its services and duties pursuant to this Agreement, and will comply with all rules and regulations of City relating thereto. City of Diamond Bar Diamond Bar Center Ballroom Audio Visual System Replacement Project 23 | P a g e Such nondiscrimination shall include but not be limited to the following: employment, upgrading, demotion, transfers, recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. B. Consultant will, in all solicitations or advertisements for employees placed by or on behalf of Consultant state either that it is an equal opportunity employer or that all qualified applicants will receive consideration for employment without regard to race, color, creed, religion, sex, marital status, national origin, ancestry, age, physical or mental handicap, medical condition, or sexual orientation. C. Consultant will cause the foregoing provisions to be inserted in all subcontracts for any work covered by this Agreement except contracts or subcontracts for standard commercial supplies or raw materials. 17. Time of Completion. Consultant agrees to commence the work provided for in this Agreement within (5) days of being notified by the City to proceed and to diligently prosecute completion of the work within ________ (__) calendar days from such date or as may otherwise be agreed to by and between the Project Manager and the Consultant. 18. Time Is of the Essence. Time is of the essence in this Agreement. Consultant shall do all things necessary and incidental to the prosecution of Consultant's work. 19. Liquidated Damages. Consultant shall pay City, or have withheld from monies due it, as liquidated damages, the sum of _______ Dollars ($___) per day for each and every calendar day's delay in finishing the work within the time specified, including any written extensions which may be granted, in writing, in accordance with this Agreement. [Optional] 20. Delays and Extensions of Time. Consultant's sole remedy for delays outside its control shall be an extension of time. No matter what the cause of the delay, Consultant must document any delay and request an extension of time in writing at the time of the delay to the satisfaction of City. Any extensions granted shall be limited to the City of Diamond Bar Diamond Bar Center Ballroom Audio Visual System Replacement Project 24 | P a g e length of the delay outside Consultant’s control. If Consultant believes that delays caused by the City will cause it to incur additional costs, it must specify, in writing, why the delay has caused additional costs to be incurred and the exact amount of such cost within 10 days of the time the delay occurs. No additional costs can be paid that exceed the not to exceed amount absent a written amendment to this Agreement. In no event shall the Consultant be entitled to any claim for lost profits due to any delay, whether caused by the City or due to some other cause. 21. Assignment. Consultant shall not assign or transfer any interest in this Agreement nor the performance of any of Consultant's obligations hereunder, without the prior written consent of City, and any attempt by Consultant to so assign this Agreement or any rights, duties, or obligations arising hereunder shall be void and of no effect. 22. Compliance with Laws. Consultant shall comply with all applicable laws, ordinances, codes and regulations of the federal, state, and local governments. 23. Non-Waiver of Terms, Rights and Remedies. Waiver by either party of any one or more of the conditions of performance under this Agreement shall not be a waiver of any other condition of performance under this Agreement. In no event shall the making by City of any payment to Consultant constitute or be construed as a waiver by City of any breach of covenant, or any default which may then exist on the part of Consultant, and the making of any such payment by City shall in no way impair or prejudice any right or remedy available to City with regard to such breach or default. 24. Attorney's Fees. In the event that either party to this Agreement shall commence any legal or equitable action or proceeding to enforce or interpret the provisions of this Agreement, the prevailing party in such action or proceeding shall be entitled to recover its costs of suit, including reasonable attorney's fees and costs, including costs of expert witnesses and consultants. 25. Mediation. Any dispute or controversy arising under this Agreement, or in connection with any of the terms and conditions hereof, which cannot be resolved by the parties, may be referred by the parties hereto for mediation. A third party, neutral mediation service shall be selected, as agreed upon by the parties and the costs and expenses thereof shall be borne equally by the parties hereto. The parties agree to utilize City of Diamond Bar Diamond Bar Center Ballroom Audio Visual System Replacement Project 25 | P a g e their good faith efforts to resolve any such dispute or controversy so submitted to mediation. It is specifically understood and agreed by the parties hereto that mutual good faith efforts to resolve the same any dispute or controversy as provided herein, shall be a condition precedent to the institution of any action or proceeding, whether at law or in equity with respect to any such dispute or controversy. 26. Notices. Any notices, bills, invoices, or reports required by this Agreement shall be deemed received on (a) the day of delivery if delivered by hand during regular business hours or by facsimile before or during regular business hours; or (b) on the third business day following deposit in the United States mail, postage prepaid, to the addresses heretofore set forth in the Agreement, or to such other addresses as the parties may, from time to time, designate in writing pursuant to the provisions of this section. “CONSULTANT” “CITY” City of Diamond Bar 21810 Copley Drive Diamond Bar, CA 91765-4178 Attn.: Attn.: _______________ Phone: Phone: E-Mail: E-mail: 27. Governing Law. This Agreement shall be interpreted, construed and enforced in accordance with the laws of the State of California. 28. Counterparts. This Agreement may be executed in any number of counterparts, each of which shall be deemed to be the original, and all of which together shall constitute one and the same instrument. 29. Entire Agreement. This Agreement, and any other documents incorporated herein by reference, represent the entire and integrated agreement between Consultant and City. This Agreement supersedes all prior oral or written negotiations, representations or agreements. This Agreement may not be amended, nor any provision or breach hereof waived, except in a writing signed by the parties which expressly refers to this Agreement. Amendments on behalf of the City will only be valid if signed by a City of Diamond Bar Diamond Bar Center Ballroom Audio Visual System Replacement Project 26 | P a g e person duly authorized to do so under the City's Purchasing Ordinance. IN WITNESS of this Agreement, the parties have executed this Agreement as of the date first written above. "Consultant" "City" [Insert Full Name of Consultant] CITY OF DIAMOND BAR By: ______ By: ____ Printed Name: [Insert Person authorized to sign, i.e., Title: City Manager or Mayor] By: ATTEST: Printed Name: Title: City Clerk Approved as to form: By:____ City Attorney City of Diamond Bar Diamond Bar Center Ballroom Audio Visual System Replacement Project 27 | P a g e *NOTE: If Consultant is a corporation, the City requires the following signature(s): -- (1) the Chairman of the Board, the President or a Vice-President, AND (2) the Secretary, the Chief Financial Officer, the Treasurer, an Assistant Secretary or an Assistant Treasurer. If only one corporate officer exists or one corporate officer holds more than one corporate office, please so indicate. OR -- The corporate officer named in a corporate resolution as authorized to enter into this Agreement. A copy of the corporate resolution, certified by the Secretary close in time to the execution of the Agreement, must be provided to the City.