III (B) Approval and Authorization for Mayor and City Clerk to execute Renewal of Preventative Maintenance Agreement with General Projection Systems for Commission Chambers Audio-Visual Equipment AHI:::1)1 7-f8-97
Item III B
Ocoee City of Ocoee
�' 5o
0 150 N. Lakeshore Drive Jean Grafton
4y (1_15 Ocoee, Florida 34761-2258 City Clerk
`nor coot` (407) 656-2322
FAX (407) 656-5725
MEMORANDUM
To: The Honorable Mayor and City Commission
From: Jean Grafton, City Clerk-
Date: March 13, 1997
Re: Renewal of General Projection Systems Preventive Maintenance Agreement
The original one year contract dated February 1996 with General Projection Systems, Inc. for
the preventive maintenance on the audio-visual system in the Commission Chambers expires with
February's service call. The technician had scheduling difficulties in September and did not
keep the appointment for maintenance that month, therefore the contract was extended for one
month.
With the exception of the September service call, the service provided by this company has been
dependable and, as they were the installers of the system, knowledgeable. As you will see in
Mrs. Hemandez's letter here attached, the rate has increased by $150 (from $4,590 to $4,740
yearly) and their billing procedures have changed from monthly billing to annual billing. There
are several accounts the City pays in this fashion (maintenance on the NCR equipment, for
instance) and Finance Director Horton has advised that this method of payment would not work
a hardship on the City.
Action Requested
Staff requests that the Honorable Mayor and City Commission approve the renewal of the
contract with General Projection Systems, Inc. for preventive maintenance on the audio-visual
system and authorize the Mayor and City Clerk to execute.
"PRIDE OF WEST ORANGE" Cet
4
•
GENERAL PROJECTION SYSTEMS
RECEIVED
February 10, 1997 .
LEY el- cIttL__I
Jean Grafton
City of Ocoee
150 N. Lakeshore Drive
Ocoee, FL 34761
Re. Renewal of Preventive Maintenance agreement for Commission Chamber
Dear Jean,
Per our conversation I have enclosed two (2) original copies of the Preventive
Maintenance agreement which is due for renewal at this time. Due to the rising costs
associated with maintaining your equipment, a slight increase is reflected in the total
amount due for your preventive maintenance.
All other terms and conditions remain the same. including one emergency visit each
quarter at no additional charge to you.
Please review the agreement, sign both originals and keep one for your records. Kindly
return one original in the envelope provided and if available, please include a list of
proposed preventive maintenance dates when the facility will be available to perform the
required maintenance so that we may schedule the dates on our maintenance calendar.
General Projection Systems is committed to provide you with the highest quality sen ice
to maintain your systems. We appreciate your business.
If you have any questions. please feel free to contact me at (407) 260-55I 1.
Sincerely,
VLk Vv0-a1.&Q-L
Eliza Hernandez
Preventive Maintenance Coordinator
ORLANDO • WASHINGTON D.C. • BALTIMORE • SAN FRANCISCO
CORPORATE OFFICES: 402 S. NORTH LAKE BLVD.,SUITE 1004, ALTAMONTE SPRINGS,FL 32701
407-260-5511 • FAX 407-260-1726
• GENERAL PROJECTION SYSTEMS
City of Ocoee
Preventative Maintenance Agreement
Provided to. City of Ocoee
150 N. Lakeshore Drive
Ocoee, FL 34761
herein referred to as "Owner"
Provided by: General Projection Systems, Inc.
402 S. North Lake Blvd. Suite 1004
Altamonte Springs. FL 32701
Equipment to be covered: See Schedule "A"
Project Location: City of Ocoee Commission Chamber
130 N. Lakeshore Drive
Ocoee, FL
TERMS AND CONDITIONS
I. MAINTENANCE VISITS:
General Projection Systems. Inc. will make 12 visits to Owner's above listed site, beginning 3/1/97
through 2/2.8/98. The purpose of these visits will be to perform preventative maintenance (PM) on
the list of equipment in "Schedule .A" attached. The inspections and work to be accomplished will
include but not be limited to those outlined in "Schedule A". Upon completion of each
inspectiorvPM visit. Owner will be furnished with a copy of the inspection report regarding the
condition of the equipment and adjustments made. Discrepancies will be noted on the report and
permission will be obtained prior to any corrective repair action, if needed.
EMERGENCY VISITS.
As necessary, this agreement will include one emergency visit, every three months during the term
of this agreement. Additional emergency visits during any three month period will be charged at
published General Projection Systems, Inc. service rates per hour in accordance with Paragraph 9
of this agreement. Providing the Owner contacts General Projection Systems. Inc. prior to 3.00
P.M.. the emergency service call shall be performed within 24 hours of notification by General
Projection Systems. Inc.
ORLANDO • WASHINGTON D.C. • BALTIMORE • SAN FRANCISCO
CORPORATE OFFICES: 402 S. NORTH LAKE BLVD.,SUITE 1004, ALTAMONTE SPRINGS,FL 32701
407-260-5511 • FAX 407-260-1726
3_ BACK UP EQUIPMENT:
If back-up equipment is available, this agreement will include the use of any available and needed
back-up equipment, if desired by Owner, for use during maintenance or failure periods of the
above listed equipment. Delivery and set-up of this back-up equipment will be considered an
"emergency" visit as defined above. Standard rental fee will not be charged for the back up
equipment so long as repair or approval delays are not caused by Owner.
4. ACCESS TO EQUIPMENT:
General Projection Systems, Inc. agrees to notify Owner (through its Engineering Facilities
Manager or designee) at least one week prior to each PM visit. Owner agrees to make facility
and equipment available to General Projection Systems, Inc. for the purpose of inspecting and
performing the above mentioned PM activities. This agreement covers service performed only at
the site shown for Owner above.
5 GUARANTEES:
General Projection Systems, Inc. does not guarantee equipment up time or response time.
Maintenance will be performed to an agreed upon schedule and emergency call response will be
by the first available service representative in the territory. Every reasonable attempt will be made
to provide service, during normal working hours, within 24 hours of notification of General
Projection Systems, Inc. by Owner.
6. PARTS AND ADDITIONAL WORK.
This agreement does not cover parts or work beyond the inspection and PM described above.
Parts and work beyond the scope of this agreement will be billed at published rates. Owner will
be informed of necessary work and parts to be replaced: work will not be performed prior to
obtaining Owner's permission to proceed.
7. AUTOMATIC RENEWAL:
If Owner does not notify General Projection Systems. Inc. otherwise, this agreement will
automatically renew itself each year at the rates in effect at the time of the renewal and will
continue unless canceled in writing by either party. Owner and General Projection Systems, Inc.
both agree to provide the other at least 60 days written notice of intent to cancel this agreement.
[f canceled, General Projection Systems. Inc. will refund any unearned portion of any advance
payment and Owner will pay to General Projection Systems, Inc. any earned payments for work
completed or ordered.
3 TAXES
Owner has indicated that it is not subject to nor will General Projection Systems. Inc. charge
owner sales tax on the described services.
9 FEES-
The fee for the service covered under this agreement is $4740.00, payable annually in advance.
Normal hourly rates are $85.00 per hour. Overtime (after 5:00 p.m., before 8.00 a.m., weekends.
holidays, etc.) is charged at 150% of the normal hourly rate. Travel time is charged at applicable
hourly rate. All rates are plus applicable taxes.
10. LIMITATION OF LIABILITY:
THE TOTAL LIMIT OF LIABILITY OF GENERAL PROJECTION SYSTEMS, INC. ON
ANY CLAIM, WHETHER IN CONTRACT, TORT (INCLUDING NEGLIGENCE) OR
OTHERWISE ARISING OUT OF, CONNECTED WITH, OR RESULTING FROM THE
MANUFACTURE, SALE DELIVERY, RESALE, REPAIR. REPLACEMENT OR USE OF
ANY PRODUCT OR THE FURNISHING OF ANY SERVICE SHALL NOT EXCEED THE
PRICE ALLOCABLE TO THE PRODUCT OR SERVICE OR PART THEREOF WHICH
GIVES RISE TO THE CLAIM. IN NO EVENT SHALL GENERAL PROJECTION
SYSTEMS, INC. BE LIABLE FOR ANY SPECIAL. INCIDENTAL OR CONSEQUENTIAL
DAMAGES INCLUDING. BUT NOT LIMITED TO. DAMAGES FOR LOSS OF REVENUE.
COST OF CAPITAL, CLAIMS OF CUSTOMERS FOR SERVICE INTERRUPTIONS OR
FAILURE TO SUPPLY, AND COSTS AND EXPENSES INCURRED IN CONNECTION
WITH LABOR, OVERHEAD, TRANSPORTATION OR SUBSTITUTE FACILITIES OR
SUPPLY SOURCES.
II. GENERAL:
Should either party default under the terms of this agreement thereby resulting in legal action, the
prevailing party shall be entitled to court cost and reasonable attomevs fees. .Any legal action
caused by either party shall be adjudicated under the laws of the state the Project Location listed
above.
12_ BILLING POLICY
General Projection Systems, Inc. will invoice in advance for the annual preventive maintenance
program. Terms Net 30.
13. STANDARD REPAIR WARRANTY
When equipment is repaired outside of normal warranties, General Projection Systems. Inc.
agrees to provide a 30 day warranty on the specific repair made. Should the same component
within a piece of equipment fail again within 30 days after replacement, that component will be
replaced at no charge to the Owner(including travel time).
ACCEPTED:
For. General Projection Systems, Inc.
i�
By li it c (iUi.77
��
%✓t ' /7
Title L a 'triC/' / / 71/'y iDate 5 �1�9/
For: City of Ocoee
By:
Title: Date
City of Ocoee
Schedule "A"
Equipment Adjustments and Maintenance
The following list includes the equipment in your facility. General Projection Systems will
honor all requests from the owner to inspect and adjust its audio/visual systems per the
terms and conditions noted.
l ANIX AXCENT2 Remote Control System
I ANLX UPC-20 Screen Control
I AMX PC-1 VP Power control
1 ANLX AXP-SP+ Clerk's Panel w/ reverse
3 AMX AXP-MSP8 Entry Panels
1 AMX AXP-MSPS Lectern Panel w/ reverse
1 AMX AXB-VOL Volume Control
6 Audio Technica ATS57QMIa Gooseneck Microphones
• Audio Technica AT-NIX34I Auto-mic Mixer
1 Audio Technica ATW-1235-830 Wireless Mic System
o Bretford TVCY27-BK Wall Mount for 26" Receiver
S CAE LittleLite DaisLights
I DOD 431 EQ
1 DRAPER TARGA 150" Diag electric
1 ELNIO EV-274 Document Camera
_ GPS Video Projector Mount
1 JVC 13" TMI3OSU Monitor
l KNOX RS Sx8 8 x S APV Matrix switcher
I LANIER Advocate IV Archival Recorder
1 MACICIE 1202 Audio Mixer
1 MIDDLE ATL RSH4S Rack Mount for Mitsu HSU-100
• NIITSUBISHI CS-26200 26" Color Receiver
S MTTSIBUSHI CS-13102 13" Color Receiver
1 MITSIBUSHI HSU-100 VHS VCR
I NSI 2408/501 Incan Light Dimmer
I PANASONIC AG-1980 VCR
1 PANASONIC 20" CT-2084VY Monitor/receiver
I PANASONIC PT-200 Video Projector
I PANASONIC CT-1030NI 10" Color Monitor
2 PANASONIC AG-456 S-VHS Cameras
2 PELCO PM-I4 PT/CAM Mount
2 PELCO DA104DT Video DA
2 PELCO PT-270P-24P PT Unit
2 PELCO MPT-24DT PT Control
2 PELCO ML-26DT Lens Control
I RDL ST-DA3 Audio DA Ix3
2 SONY SSC-C350 Color CCTV CAM
16 SOUNDOLIER AT-FDP90070 Speakers/Baffle/Back box
1 SOUNDOLIER 400-31 Equipment Rack
1 TELEX SPS-2000 Power Supply
1 TELEX US-2000 Main Station
4 TELEX BP-1000 Belt Packs
4 TELEX PH-2 Headsets
I TELEX AAT-2 RF Wireless Headset System
1 TOA 912 Audio Amplifier
1 TOA U-01 Input Module
1 VAN SAN Classic 600-25 Lectern
2 VICON TVH6M 6X CCTV Cam/Lens
1 VIDEONICS YEN-1 Switcher
I VIDEONICS 2000 Titlemaker
2 3068 tripods w/ 3063 heads
Miscellaneous cables and accessories
City of Ocoee
"Schedule B"
a) The following individual(s) will be authorized to schedule PM visits.
Name Phone
.4hemates (if required)
b) The following (if different from above) individual(s) will authorize General Projection Systems.
Inc. to make corrective actions.
Primary contact
Alternates (if required)