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Audio/Visual Maintenance Contract – September 4, 2011
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REQUEST FOR PROPOSAL
Audio / Visual Maintenance Contract
September 4, 2011
This Request for Proposal (RFP) is being sent to pre-qualified firms to act as the service provider for the Audio/Visual Maintenance Contract. Proposals for providing these services will be received until the close of business (5:00 p.m.) on Friday September 16, 2011. Late submittals will not be considered. Proposals are to be delivered to: Humberto Sanchez, Director of Information Technology Northeast Ohio Regional Sewer District 3900 Euclid Avenue Cleveland, OH 44115-2504 Attn: Scott Horvath, Manager of IT Infrastructure A pre-proposal meeting will be held on Wednesday September 7, 2011 at 1:30 p.m. in the Public Meeting Room at the NEORSD GJM Building, 3900 Euclid Ave, Cleveland, Ohio. Questions regarding this RFP shall be directed to Scott Horvath at the pre-proposal meeting or at other times by calling (216) 881-6600, ext. x6854 or at [email protected] . The RFP is organized as follows: SECTION I. INTRODUCTION SECTION II. SCOPE OF WORK SECTION III. SCHEDULE SECTION IV. PROPOSAL FORMAT AND REQUIRED INFORM ATION SECTION V. EVALUATION OF PROPOSALS SECTION VI. SELECTION PROCESS Throughout this document the “District” refers to the Northeast Ohio Regional Sewer District, and the “Service Provider” refers to the firm submitting a proposal for this RFP. The District will attempt to respond to questions within one (1) business day. Questions and responses deemed to be of general interest will be distributed to all Service Providers. The deadline to submit questions is Wednesday September 14, 2011 at 12pm.
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Figures and Attachments The following figures and attachments are included in this RFP. Attachment A NEORSD Equal Employment Opportunity Form Attachment B Task Cost Summary Form Attachment C NEORSD Standard Clauses for Professional Services Agreements Appendices The appendices are provided for information purposes. Appendix A AV Equipment List Appendix B AV Preventative Maintenance / Inventory Form Appendix C List of AV Service Requests for 2010-2011 Appendix D Board Meeting / Subcommittee Meeting Schedule for 2010 and 2011 Appendix E Pictures of Example AV Equipment
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SECTION I - INTRODUCTION
Contract Overview
This request for proposal (RFP) is being sent to audio/visual (AV) firms that can provide maintenance services on all existing AV equipment, and provide AV consulting and installation services for any future enhancements to the District’s AV systems. This contract is for service only. This contract does not require coverage of any hardware. The Service Provider is expected to provide timely labor and expertise, and the District will purchase all replacement parts and consumables. The objectives of this contract include the following:
• Provide AV support for all Board meetings, Committee meetings and Legal hearings. • Maintain all AV equipment across the five District locations in working order • Provide readily available AV expertise and consulting
This will be a two-year contract.
Business Overview
The Northeast Ohio Regional Sewer District is a political subdivision of the State of Ohio created and operating under Chapter 6119 of the Ohio Revised Code. Originally named Cleveland Regional Sewer District, it was created in 1972 to assume ownership, operation and management of wastewater collection, treatment and disposal facilities serving the member communities in the Cleveland metropolitan area. District Administration is located at 3900 Euclid Avenue, Cleveland, Ohio 44115. This location also includes the Engineering & Construction, Operations & Maintenance Administration, Employee Resources, Finance, Law and Information Technology Departments. In addition to the District Administration Building, the District owns and operates an Environmental and Maintenance Services Center (EMSC) and the following three wastewater treatment facilities:
� Westerly Wastewater Treatment Plant, located at 5800 West Memorial Shoreway, Cleveland, 44102 (near Edgewater State Park);
� Southerly Wastewater Treatment Center, located at 6000 Canal Road, Cuyahoga Heights, 44125 (near the Interstate 77/Interstate 480 intersection); and
� Easterly Wastewater Treatment Plant, located at 14021 Lakeshore Boulevard, Cleveland, 44110 (near the Cleveland/Bratenahl border)
The Environmental and Maintenance Services Center (EMSC), located at 4747 East 49th Street, Cuyahoga Heights 44125 (north of the Southerly Wastewater Treatment Center) houses the
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Sewer System Maintenance & Operations Department, the Water Quality & Industrial Surveillance Department, Analytical Services, and Fleet Services. Additional information about the District, its history and operations is available at the District’s Internet site at http://www.neorsd.org
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SECTION II - SCOPE OF WORK
This RFP includes the following tasks:
Task A – Contract Management Task B – Preventive Maintenance / Equipment Inventory Task C – Board Meeting & Subcommittee Meeting Support Task D – General Maintenance and Support Task E – Professional Services
The Service Provider shall provide details as to the method of accomplishing the Scope of Work for each of the tasks noted. The Service Provider’s proposal shall address all of the objectives for each task as outlined in the Scope of Work. Alternatives and additional goals to the defined Scope of Work (e.g. task additions) and its cost must be submitted as an appendix to the main proposal.
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Task A – Contract Management
This task is intended to provide effective management of the contract. Communications
The Service Provider shall develop a communications protocol between the Service Provider and the District staff assigned to this project. This protocol shall include verbal and written communications, including meetings, presentations and communications between the Service Provider, subcontractors and other District staff. Schedule
The Service Provider shall develop and maintain the contract schedule, including Board Meeting dates, preventative maintenance schedule, scheduled maintenance, etc. The master schedule shall be regularly updated and forwarded to the District. Staffing
The Service Provider and any subcontractors shall maintain the contract staff as recommended in the proposal. Any changes in contract staffing shall be communicated to the contract manager in advance, and they shall maintain an equivalent level of expertise as with the originally proposed staff. Billing
The Service Provider shall prepare and promptly submit monthly master invoices for the contract. The Service Provider is responsible for payment to all subcontractors. The Service Provider is responsible for assuring and certifying that invoices are correct. All invoices must be submitted within one (1) month of the effort being billed unless the District authorizes an extension. All invoices must be submitted to the following:
Northeast Ohio Regional Sewer District Accounts Payable 3900 Euclid Avenue Cleveland, Ohio 44115
The Service Provider and the contract manager shall be responsible for identifying and addressing potential contract budget, management and schedule issues. If District action is required, the Service Provider shall recommend a suggested course of action. Questions regarding invoicing procedures may be addressed to Shelli Tolley at (216) 881-6600 x6864, or at [email protected] Cost Management
Any additional work proposed by the Service Provider must be first presented in writing to the District for consideration and approval.
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Documentation Prior to payment of the final invoice, the Service Provider shall deliver to the District all plans, sketches, drawings, documents, reports, and memoranda related to the contract.
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Task B - Preventive Maintenance / Equipment Inventory
This task is intended to complete preventative maintenance (PM) on all AV equipment at each of the five District locations three times within the term of the contract. This task is also intended to update the inventory of this equipment. This information is important in planning upgrades and understanding the overall status of AV equipment around the District. See Appendix E - Pictures of Example AV Equipment for a few examples of the type of AV equipment used by the District. Preventative maintenance will include at a minimum, cleaning, adjusting, aligning and checking all functions of each component within the system, if required. The operation of the system as a whole will be verified. This includes minor adjustments as necessary. If major adjustments are required, the Service Provider will schedule required downtime with the District. PMs will be scheduled in advance and agreed to by the District and the Service Provider. The District will notify security staff when the Service Provider will be onsite. The District will ensure that all areas and rooms are made available for the technician(s) and that all computer and video input sources are present. All equipment and systems must be operational at the completion of the PM. The PMs will be performed Monday through Friday, between the hours of 7:00 a.m. and 5:00 p.m. The Service Provider will provide a PM Report for each site documenting all services performed, the status or health of each component, and any recommendations for replacement or additional maintenance. See Appendix B - AV Preventative Maintenance / Inventory Form for required report format. The PM Report is due 14 business days after the scheduled PM. Deliverables:
• Completed AV Preventative Maintenance / Inventory Form for each of the five District sites three times with the term of the contract.
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Task C – Board Meeting & Subcommittee Meeting Support
The intent of this task is to provide support for the bi-monthly Board Meetings and subcommittee meetings on the first and third Thursdays of the month. There may also be occasional Legal hearing meetings that occur as needed throughout the year. The meeting support includes ensuring the equipment in the Public Meeting Room (PMR) and control room are operating properly before and during the entire meeting, and additionally controlling the audio and video recording of the meeting. If the meeting dates are changed or canceled, the District will notify the Service Provider of the new dates via email. On Board Meeting days the Service Provider shall be onsite at 8:30am to check the PMR AV systems and ensure that all equipment is functioning properly. Subcommittee meetings (if held) start at 11am. Board Meetings are typically held from 12:30pm to 2:30pm. Sometimes a Board Meeting will run past 2:30pm. Legal hearings are scheduled on non-Board days. The Service Provider shall be onsite one hour before the Legal hearing begins. The Service Provider shall stay onsite until meetings are completed. Appendix D-Board Meeting / Subcommittee Meeting Schedule for 2010 and 2011 contains a list of the meetings that took place in 2010 and the current schedule for 2011. Additional Information Please address these additional items in the proposal for this task:
• How would you ensure that the equipment supporting the Board Meetings are fully functionally and ready for the meeting?
• What would you do if some piece of equipment failed during the meeting?
Deliverables: • Audio and video recording of the Board, Subcommittee or Legal hearing meeting
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Task D – General Maintenance and Support
The intent of this task is to provide maintenance and support throughout the term of the contract for the AV equipment at all locations. The Service Provider shall provide maintenance and support for existing audio/video, integrated media systems, and production, operations, and identified security cameras. Replacement parts will be excluded from this agreement, and will be purchased separately by the District as needed and recommended by the Service Provider. Appendix A – AV Equipment List includes a best effort inventory of the current AV equipment at all District sites. All work performed by the Service Provider, except Board Meetings or other regularly scheduled meetings, will be initiated by a work order from the District’s IT Department. The work order number will act as the reference number for all correspondence with the Service Provider regarding the work to be performed. District final approval will constitute the work as being completed. Appendix C - List of AV Service Requests for 2010-2011 lists the work orders generated for AV related requests serviced by this contract for 2010-2011. Support The Service Provider shall provide the following support: Telephone Support
• Available 7am to 9pm, 7-days per week • One hour response to assist or correct the problem or issue over the phone. • Inquiries for non-technical or general information will be fulfilled within one business
day • Repeat calls regarding similar problems will be evaluated by the Service Provider to
determine if additional hardware/services are required to bring the system up to reasonable specifications. The District may then choose to purchase additional hardware/services, or pursue other courses of action as mutually agreed upon
Onsite Support
• Available 7am to 7pm, Monday through Friday • The District is looking for the best approach for onsite support. What options can the
Service Provider propose? How soon can a technician be onsite from the time a call is made for non-emergency support? What is best practice and industry standard?
Emergency Support
• The District is looking for the best approach for emergency support. What options can the Service Provider propose? How soon can a technician be onsite from the time a call is made for emergency support? What is best practice and industry standard?
• Replacement equipment or parts required in an emergency response will be provided through this contract as part of a contingency of the contract. The Service Provider will be asked to quote and then acquire the needed parts.
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Maintenance The Service Provider shall provide the following maintenance: Equipment Repair Maintenance and repair of failed equipment will be accomplished as much as possible on site. In the event that a component must be removed from the system, the Service Provider will, if requested, make every reasonable attempt to provide a temporary replacement of equal functionality. The District understands that replacement equipment may not provide duplicate functionality, but will keep the system substantially operational. Any system misuse or abuse or improper connections made by the District as determined by the Service Provider and agreed to by the District or acts of nature or damages due to fire or water will be discussed and any repairs negotiated between the Service Provider and the District. Parts and Equipment Replacement All replacement parts or equipment that must be replaced will be purchased separate from this maintenance contract by the District, and will follow the District’s standard purchasing process. Examples of such parts and equipment include:
• Projector lamps, external fuses, batteries, video and audio tape, patch cords and other similar expendable equipment.
• Accessories, devices, wiring, connectors, software or hardware • Cameras, mounts, brackets, lenses
Any old equipment or parts that are replaced by the Service Provider must stay on District property, and will be disposed of by the District. Equipment Warranty Any equipment still covered under the original manufacturers' warranty provision, will be repaired or replaced through the Service Provider acting as an agent for the District. The Service Provider will remove, ship, test, and re-install equipment in need of repair under the manufacturer’s warranty. System Additions All existing equipment and functionality will be covered as is throughout the length of the contract. The District will, as needed, add additional equipment and functionality or replace components in the system. These items will be purchased separately from the contract using the District’s standard purchasing process. The Service Provider, as an advocate for the District, will review any designs or implementation plans regarding any changes prior to installation. The District expects any such changes to be appended to the current contract and supported by the Service Provider at no additional cost for the remaining term of the contract. However, major upgrades, additions, and changes in functionality will be negotiated with the Service Provider to provide support for the remaining term of the contract. Possible equipment changes during the term of this contract may include:
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• Addition of teleconferencing units in the First Floor Training room and Operations Conference room
• Replacement of microphones in the Public Meeting Room Deliverables:
• Maintenance and Support as indicated in this task
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Task E – Professional Services The intent of this task is to provide professional services for consulting, new equipment installation and programming. Using the same work order process for Task D, the District will request these services from the Service Provider. The Service Provider shall provide a quote for the request based on the rates submitted in the proposal for this task. The Service Provider shall submit a time and materials quote for the services described below. The following are the types of professional services the District may use throughout the contract: Consulting The District may seek advice, direction or design on AV systems hardware, software or configuration. Examples include:
• Need to find the best way to multicast bi-monthly Board Meetings • Need a teleconferencing solution for a training room, including components, part
numbers and estimated cost • A systems control room at a treatment plant will be redesigned, and requires AV
elements to support cameras and access control Equipment Installation The District may separately purchase AV equipment and will require it to be professionally installed and configured. Examples include:
• A ceiling mounted projector and screen have been purchased and needs to be installed in a conference room
• A Digital Video Recorder has been purchased to replace an old VHS Tape player in the Public Meeting Room
• A list of equipment was purchased based on a professional design for implementing teleconferencing in a conference/training room. This equipment needs to be installed.
Programming The District may require modifications to existing code that controls various devices in the Public Meeting Room or a simple conference room. Examples include:
• Adding a button or changing functionality of an existing element • Integrating a new device with basic controls
Deliverables:
• Completion of approved requests for professional services
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SECTION III - SCHEDULE
Contract Schedule
This contract is for two (2) years. A detailed schedule for the RFP evaluation and selection process is as follows: • Issue RFP to Service Provider Short-List September 4
• Pre-Proposal Meeting September 7 at 1:30pm
• Service Provider Proposals Due September 16 by 5pm
• Service Provider Selection September 23
• Service Provider Contract Award October 20 (Meeting of the Board of Trustees)
• Perform Scope of Work November 1, 2011 to October 31, 2013
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SECTION IV - PROPOSAL FORMAT AND REQUIRED INFORMATION
Each Service Provider shall submit one (1) printed original proposal labeled “MASTER COPY” and two (2) additional copies, and submit one (1) copy on CD-ROM in the Microsoft Word or Adobe Acrobat file format. Cover Letter (1 page) Executive Summary (2 pages or less) Section 1 - Company History (2 pages or less) Section 2 – Anticipated Approach to the Contract (8 pages or less)
Discuss the anticipated approach to the contract. Section II - Scope of Work contains a number of requests for items to be discussed in the proposal. In addition, the District invites alternatives to any approaches embodied in the Scope of Work. Any proposed alternatives shall be clearly identified in the proposal. In developing the level of effort (hours by tasks), the Scope of Work as provided herein shall be assumed as the base proposal. For each alternative task proposed, a total level of effort for the proposed alternative shall be separately identified and an appropriate deduction or addition of task hours shall be included. The Service Provider shall also discuss expected challenges during the contract and potential approaches to these challenges. This part of the proposal will be used to evaluate the extent to which the Service Provider understands the contract, its magnitude and its complexity. This is a two year contract.
Section 3 – Service Provider Qualifications (4 pages or less)
A statement of the Service Provider’s qualifications, including a list of three (3) of the most recent similar contracts completed. The following information shall be included for each project:
• Start and end dates of the contract; • Service Provider’s role in the contract, and similarities with this District
contract • Reference contact information including name, address, phone number and
email address Section 4 – Service Provider Personnel and Time Commitment (4 pages or less)
Include a skills overview of key staff members and/or sub consultants proposed to work in the contract. The District fully expects that personnel included in the proposal will be
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assigned to the contract. Any personnel added to the contract or changes of personnel in significant roles shall be subject to advance approval by the District. Describe the availability and commitment of resources for this contract.
Section 5– Required Forms and Statements (4 pages or less)
A completed District Equal Employment Opportunity form. A blank form is included in this RFP in Attachment A-NEORSD Equal Employment Opportunity Form. A statement indicating that the Service Provider has examined the available information and agrees to acquire the additional information needed to perform all aspects of the work as outlined in this Request for Proposal. Statements confirming that no personal or organizational conflicts of interest are known to exist between the District and the Service Provider and Sub consultants. A statement confirming that all supplements have been received and reviewed by the Service Provider. A statement confirming that Attachment C - NEORSD Standard Clauses for Professional Services Agreements was reviewed and any potential items for discussion are noted in the proposal.
Section 6 – Task/Hour/Cost Summary (3 pages or less)
Attachment B – Task Cost Summary Form shall be completed for each activity necessary to fulfill the terms of this RFP. An electronic file in Excel format of this proposal form will be provided to each Service Provider. The Service Provider shall break the contract down by the tasks identified in the Scope of Work (i.e. Task A, Task B, Task C, etc). The total of the hours for all tasks shall accurately reflect the total effort needed to perform the entire contract as outlined in the RFP. Hours in all tasks shall be identified by labor category for each activity. All proposed subcontractors should also have completed proposal forms. The District will use all forms to assist in evaluation of the proposals. The District reserves the right to request additional task / hour / cost information. A prompt response of one (1) working day shall be adhered to in these requests.
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SECTION V - EVALUATION OF PROPOSALS
Proposals submitted to the District for this project shall be evaluated by the selection committee utilizing the following criteria.
Pass/Fail Screening Criteria
Proposals not in compliance with the following pass/fail criteria will not receive additional consideration: 1. Completion of the Equal Employment Opportunity form (Attachment A) 2. Avoidance of personal and organizational conflicts of interest as prohibited by State and
local law. Proposals that comply with the above will be scored based upon the criteria presented below. Scoring Criterion I - Method of accomplishing the Scope of Work (30% of the total score) Scoring will be based on consideration of the following:
1. Proposed approach to the work effort
2. Innovations, alternatives, and enhancements to the Scope of Work as presented in the proposal.
3. Unique capabilities with likely high-impact applicability to the contract.
4. Understanding of the appropriate levels of effort (hours) for various task areas. This evaluation will be based upon the estimated hours of effort for task areas as presented in the proposal.
5. Appropriate contract financial and management controls to include the following: • Level of effort tracking • Quality assurance • Contract financial controls and invoicing
Scoring Criterion II - Experience and past performance of the Service Provider on similar projects (20% of the total score) This score will be based on: 1. The Service Provider's experience in executing contracts of similar nature and
complexity. 2. The ability of the Service Provider to draw upon this experience to benefit the contract. 3. The Service Provider’s history of innovations and performance in applicable tasks.
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Scoring Criterion III - Experience, qualifications, and commitment of personnel (20% of total score.) Scoring will be based on consideration of the following:
1. The experience of proposed personnel.
2. The ability of the Service Provider to provide appropriate back-up personnel for key positions.
3. The degree to which the personnel and the contract team bring experience in the full range of skills needed to accomplish the Scope of Work.
4. The specific commitments made in the proposal for staffing key positions
Scoring Criterion IV - Cost (25% of the total score) Scoring will be based on consideration of the following: 1. Overall cost 2. Hourly rates 3. Approach to maintaining costs within or under budget Scoring Criterion V - Written quality of the proposal (5% of the total score) Scoring will consider the responsiveness of the proposal to the requests and requirements of the RFP. Additionally, proposals are expected to be organized, concise and well written.
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SECTION VI - SELECTION PROCESS
Once all proposals have been received, the following steps will be followed to select the Service Provider:
1. Proposals will be reviewed by a selection committee. Additionally, a phone survey may be conducted to evaluate the past performance of the participating Service Providers on similar contracts. This survey will be limited to the contacts provided in the proposal as required in Section IV under Section 3 - Service Provider Qualifications.
2. Each member of the selection committee will rank the Service Providers based upon the
predetermined selection criteria. The selection committee will then meet to conduct its formal selection process based upon the predetermined selection committee ranking.
3. The results of the selection process will be presented to Senior Staff and permission will
be requested to conduct contract negotiations with the highest ranked Service Provider.
4. Negotiations will be conducted with the highest ranked Service Provider to agree upon a final Scope of Work and the fees for those services as proposed in the Master Copy Cost Proposal. The District intends to negotiate a not-to-exceed price for this contract. After the final Scope of Work and fees have been negotiated, the maximum not-to-exceed price of the contract shall not be increased without written authorization by the District. Upon satisfactory completion of the contract, the District shall retain all remaining unused funds.
5. Assuming successful negotiations, the selection committee will report to the Board of Trustees and will make a recommendation to enter into a contract based on the outcome of the negotiations. If negotiations cannot be concluded successfully, permission will be requested to negotiate with the next highest ranked Service Provider following the same procedure.
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END OF RFP
ATTACHMENTS AND APPENDICES TO FOLLOW
Audio / Visual Maintenance Contract – September 4, 2011
Attachment A
NEORSD Equal Employment Opportunity Form
BIDDER’S EQUAL EMPLOYMENT OPPORTUNITY REPORT
ITEM BID:_________________________________________BID FILE NO. B-_______ REPORTING STATUS: Prime
Contractor Prime Subcontractor
Supplier Other (Specify)
NAME, ADDRESS AND TELEPHONE OF BIDDER COVERED BY THIS REPORT:
SIGNATURE AND TITLE OF BIDDER’S AUTHORIZED EQUAL EMPLOYMENT OPPORTUNITY OFFICER:
POLICY STATEMENT OF THE NORTHEAST OHIO REGIONAL SEWER DISTRICT
The Northeast Ohio Regional Sewer District obligates all parties with whom it contracts for public improvements, services and supplies, including professional services and requirement contracts, to adopt and maintain a policy of non-discrimination in employment, including both skilled and unskilled laborers. The Bidder also obligates itself to maintain only non-segregated facilities. INSTRUCTION TO BIDDER:
This Report must be completed along with all other Bid Documents to provide a report of your policies and practices relating to the extension of equal employment opportunity to all persons without regard to race, religion, color, sex, age, or national origin. Failure to submit this Report may cause your Bid to be considered incomplete and subject to rejection.
I. POLICIES and PRACTICES The following information is a statement of the Bidder’s policies regarding Equal Employment Opportunities, and its willingness to adopt such policies in the event they do not already exist.
A – This is now a practice of the Company. B - The Company will adopt this policy. C - The Company cannot or will not adopt this policy. (If ‘C’ is circled, state reason on separate sheet.) CIRCLE
ONE ITEMS STATE
REASONS IF C IS CIRCLED
A B C
1. The Company will adopt a policy of non-discrimination on the basis of race, religion, color, sex, age or national origin with regard to recruitment, hiring, training, upgrading, promotion and discipline of employees or applicants for employment.
A B C
2. The Company will assign responsibility to one of its officials to develop procedures which will assure that this policy is understood and carried out by managerial, administrative and supervisory personnel.
Official’s Name: Title:
A B C
3. The Company will state its non-discriminatory policy in writing and communicate it to the following:
(a) All employees (c) All employee organizations including labor unions (b) All recruitment sources (d) All subcontractors
A B C
4. The Company will use recruitment sources such as employment agencies, unions, and schools which have a policy of referring applicants on a non-discriminatory basis.
A B C
5. The Company will sponsor or finance educational or training programs for the benefit of employees or prospective employees without regard to race, religion, color, sex, age or national origin.
A B C
6. Company recruiters will seek a broad recruitment base in order that a representative cross-section of applicants might be obtained, and will refrain from a hiring policy which limits job applicants to persons recommended by company personnel.
A B C
7. The Company will take steps to bring diversity to any positions, departments, or plant locations which have no minority persons or are almost completely staffed with one group.
A B
8. Answer only if you are a “Construction Contractor”: In order to achieve an integrated workforce, the Company will
C seek to employ minority workers in each trade and/or implement an affirmative action program.
A B C
9. The Company will review its qualifications for each job to determine whether such standards eliminate persons who could, if hired, perform the duties of the job adequately. The following qualifications will be reviewed:
(a) education (b) experience (c) tests (d) arrest records
A B C
10. Residence in a particular geographical area will not be a qualifying or disqualifying criterion for employment with the Company.
A B C
11. The Company will provide that all bargaining agreements with employee organizations, including labor unions, have non-discrimination clauses requiring equal employment opportunity.
II. EMPLOYMENT DATA
Please note that these data may be obtained by visual survey or post-employment records. Neither visual surveys nor post-employment records are prohibited by any Federal, State or local law. All specified data are required to be filled in. If you have filed a standard Form 100 (EEO-1) with any Federal agency within the last six (6) months, you may submit a copy thereof in lieu of completing this chart.
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III. ADDITIONAL INFORMATION (OPTIONAL)
Describe any other actions taken which show that all employees are recruited, hired, trained, and promoted without regard to their race, religion, color sex, or national origin. Use separate sheet if additional space is needed.
STATE OF __________________
____________________COUNTY } SS AFFIDAVIT The undersigned affirms that the Bidder is in compliance with all Federal and State requirements with regard to non-discrimination in its employment practices and furthermore affirms that the undersigned is legally authorized by the Bidder to make the statements and representations contained in this Bidder’s Equal Employment Opportunity Report, and that they are true and correct to the best of the knowledge and belief of the Bidder and the undersigned. FIRM OR CORPORATE NAME
DATE
AUTHORIZED SIGNATURE
TITLE
NAME (Type or Print)
SWORN TO BEFORE ME AND SUBSCRIBED in my presence this
day
of ______________________________________, 20___. ____________________________________ Notary Public
My commission expires__________, 20___.
Audio/Visual Maintenance Contract
Task Hour Cost
Job Category Hourly Rate Total Hours Total Cost
Contract Manager
Field Technician
Installer
(Add additional categories)
Task A Totals
Job Category Hourly Rate Total Hours Total Cost
Contract Manager
Field Technician
Installer
(Add additional categories)
Task B Totals
Task A
Task B
Task B Totals
Job Category Hourly Rate Total Hours Total Cost
Contract Manager
Field Technician
Installer
(Add additional categories)
Task C Totals
Job Category Hourly Rate Total Hours Total Cost
Contract Manager
Field Technician
Installer
(Add additional categories)
Task D Totals
Task C
Task D
Audio/Visual Maintenance Contract
Cost Summary
Task Total Hours Total Cost
A
B
C
D
Totals
Task E Hourly Rate
Consulting
InstallationInstallation
Programming
Audio / Visual Maintenance Contract – September 4, 2011
Attachment C
NEORSD Standard Clauses for
Professional Services Agreements
1
AGREEMENT
BY AND BETWEEN
THE NORTHEAST OHIO REGIONAL SEWER DISTRICT
AND
________________________
THIS AGREEMENT made as of this _____ day of ______________, 20__ by and between
the Northeast Ohio Regional Sewer District, a regional sewer district organized and existing as a
political subdivision of the State of Ohio under Chapter 6119 of the Ohio Revised Code (hereinafter
referred to as "District"), by authority of Resolution No. _______, adopted by the Board of Trustees
on ____________ (a copy of which is attached hereto and made a part hereof as Exhibit "A"), and
NAME, ADDRESS (hereinafter known as “Consultant”).
WITNESSETH:
WHEREAS, it is necessary to perform professional services for _______________; and
WHEREAS, in order to perform such services, it is necessary to supplement regularly
employed District staff with outside professional services; and
WHEREAS, the District finds Consultant’s Proposal acceptable and desires to hire and
engage Consultant to supplement the staff of the District and to furnish the services necessary, in
accordance with the Consultant’s Proposal and the terms, conditions and provisions contained
herein. Consultant, pursuant to the information provided in its proposal and evaluated by the
District, has been determined to be qualified, competent and the best candidate to provide the
2
required professional services;
NOW, THEREFORE, it is agreed that the District shall and does hereby employ Consultant to
perform the Services as hereinafter specified; and that, for and in consideration of the mutual
covenants hereinafter stipulated to be kept and performed, it is agreed by and between the parties
as follows:
Section 1. DEFINITIONS
1.1 “District” means the Northeast Ohio Regional Sewer District.
1.2 “Executive Director” means the Executive Director of the Northeast Ohio Regional
Sewer District, his successor, or his Authorized Designee.
1.3 “Consultant” means __________________.
1.4 “Services” means the work and services performed by Consultant as detailed out in
the exhibits to this Agreement.
1.5 “Base Contract Price” means the Consultant’s base contract price for Services as
specified in the original contract scope of Services developed from the Request for Proposal and the
Consultant’s written proposal or revised proposal.
1.6 “Contract Modification” means changes to the original contemplated contract scope
of Services, contract terms and conditions, or Total Contract Price. A Contract Modification must
receive prior authorization by the Executive Director, approval by the Board of Trustees, and be
executed by both parties.
1.7 “Schedule Variance” means an extension of a task or contract completion schedule
that does not result in the change to the original contract scope of Services or Total Contract Price.
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1.8 “Total Contract Price” means the sum of the Consultant’s Base Contract Price for the
original scope of Services, plus the General Allowance, if applicable.
1.9 “General Allowance” means funds added to the Base Contract Price in a professional
services contract for additional services that were not foreseeable at the time of scope development
but is necessary to complete the project as originally contemplated. A General Allowance is the
Base Contract Price times a defined percentage, not to exceed ten percent (10%) of the Base
Contract Price unless authorized by the Executive Director and approved by the Board of Trustees.
Section 2. SCOPE OF SERVICES
2.1 Consultant does hereby promise and agree to provide the professional services as
are described in the District’s Request for Proposals dated __________ (the “RFP) (Exhibit “B”),
Consultant’s Proposal dated ____________ (Exhibit “C”), and the Scope of Services (Exhibit “D”),
which generally consist of ________________ (hereinafter the “Services”).
Section 3. REPRESENTATIVES
3.1 Consultant shall designate and authorize ________________, who is an employee of
Consultant, to act as its agent for all purposes under this Agreement, who shall be available at all
times to the representatives of the District for the purpose of notification and consultation, and who
shall be designated as the Project Manager having overall responsibility for all phases of Consultant
participation in the project.
3.2 For purposes of this Agreement, the agent for the District who is authorized to bind
the District and liaison officer with respect to the matters contained herein shall be the District's
Director of Information Technology, Humberto Sanchez, or his successor, or such other person
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designated by the Executive Director. ___________________ shall be designated as the Project
Manager having overall responsibility for all phases of District’s participation in the project.
Section 4. COMPENSATION
4.1 After submission by Consultant of an itemized billing, the District will pay the
Consultant for the successful completion of the Services referenced in Section 2.1 above, subject to
the terms and conditions in the Agreement documents, up to a maximum amount not to exceed
________________________ Dollars ($______________.00) (the “Total Contract Price”).
4.2 The tasks to be performed under this Agreement and their associated budgets for
the scope of Services described in Section 2.1 are as follows:
Task Name Not-to-Exceed Task Budget
A. $
B. $
C. $
Base Contract Price $
General Allowance $
TOTAL CONTRACT PRICE $
4.3 Each task budget shall include all Direct Costs, Indirect Costs, Other Direct Costs and
Profit as identified in the Consultant’s Fee Proposal (Exhibit “D”). Task funds may be reallocated
within or between tasks with prior authorization of the Director of Information Technology, so long
as the changes do not result in a change to the original contract scope or Total Contract Price.
5
4.4 Tasks may be modified with prior written authorization of the Director of Information
Technology, in which case funds may be shifted from one task budget to another, in accordance
with Section 4.3. In the event funds are not available to perform a modified Task, or Services are
considered to be outside the original contract scope, such items will be deemed additional services.
4.5 Consultant shall not perform additional services, or incur any expenses which are not
required by this Agreement, and the District shall not be obligated to pay for such services and
expenses until the following conditions have been satisfied:
1. Submittal by Consultant to the Executive Director of written notice prior to the initiation of such additional services, including an estimate of cost (direct labor, indirect costs, other direct costs and profit) and schedule implications and a detailed scope of such services;
2. Prior approval of the Board of Trustees of the modification of this
Agreement by the addition of such services and additional compensation, if any;
3. If the additional services increase the total compensation under this
Agreement, certification of such additional cost by the District’s Finance Director;
4. A written modification to the Agreement; and
5. Written notification to Consultant from the Executive Director directing
Consultant to perform such additional services prior to commencement of the additional services.
4.6 General Allowance funds shall not be utilized without prior written authorization
from the Director of Information Technology to perform such services prior to commencement of
the services.
4.7 Any costs which are paid by the District and are determined by a final audit or
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subsequent audit to be non-allowable in accordance with generally accepted cost accounting
principles shall be refunded to the District.
4.8 All funds remaining in the contract at completion of the Services will be retained by
the District.
4.9 The District is exempt from all sales, use, and excise taxes, and the District shall not
be obligated to pay for such taxes. Upon request by Consultant, the District shall provide a copy of
the District’s certificate of tax exemption.
Section 5. METHOD FOR PAYMENT
5.1 All accounting and financial matters relating hereto shall be processed by the
District’s Director of Finance. Payments shall be made by the District on statements only after they
have been certified by the District's representatives and approved by the Executive Director.
5.2 No approval or payment made under this Agreement shall be conclusive evidence of
the acceptance of performance under this Agreement either wholly or partially, and no payment
made hereunder shall be construed to be an acceptance of deficient or unsatisfactory Services.
5.3 Right to Inspect; Right to Audit Books. The Consultant and all subcontractors shall
maintain books, records, documents, and other evidence directly pertinent to performance of this
Agreement in accordance with generally accepted accounting principles. Any authorized
representative of the District shall, at all reasonable times and with reasonable notice, have the
right to inspect and examine the drawings, specifications and other contract documents at
Consultant’s office during the period of their preparation. Further, any authorized representative of
the District shall, at all reasonable times and with reasonable notice, have the right to audit, inspect
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and examine the Consultant’s accounting books and financial records for the Project, including, but
not limited to, records of hours expended, personnel utilized, payments of employee salaries and
benefits, and records of payments made to subconsultants.
Section 6. TERM & SCHEDULE
6.1 The term of this Agreement shall begin as of commencement of the Services
hereunder and shall, unless extended by the District, or unless sooner canceled or terminated
pursuant to the provisions hereof, expire _____________________.
6.2 The completion of the Services in a timely manner is essential. Consultant shall
perform all Services and submit deliverables required by the Agreement within the times stipulated
in the Project Schedule.
6.3 An extension of a project completion schedule or milestones that do not result in the
change to the original contract scope of Services or to the Total Contract Price, may be granted with
prior written authorization from the Director of Information Technology.
6.4 Neither party to this Agreement shall be deemed in default in the performance of its
obligations if that party is prevented or delayed from performing by forces beyond its control,
(hereinafter “Force Majeure”) including, without limitation, acts of God or of a public enemy; acts
of a municipal, state, federal or other governmental legislative, administrative or judicial entity; any
catastrophe resulting from flood, fire, extreme weather conditions, explosion; labor disturbances;
and other cause beyond the control of the non-performing party. Consultant may be granted a time
extension and cost adjustment for its performance based on the duration of the Force Majeure.
Section 7. STANDARDS OF PERFORMANCE, ERRORS AND OMISSIONS
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7.1 Services provided by the Consultant and all of its agents, subcontractors, and
employees under this Agreement shall be performed in a manner consistent with the degree of care
and skill customarily accepted as good professional practices and procedures by members of the
same profession currently practicing under similar circumstances in the Cleveland metropolitan
area, as well as having the experience and qualifications to complete the Services.
7.2 The District shall not be responsible for discovering deficiencies in the technical
accuracy of Consultant’s Services. During the term of the Agreement, the Consultant shall be solely
responsible for the accuracy of Services and shall promptly make necessary revisions or corrections
to the Services performed to the extent that the necessary revisions or corrections resulted from
Consultant’s negligent acts, errors or omissions, without any additional compensation from the
District.
7.3 Acceptance of Services, including payment for same, shall not relieve the Consultant
of responsibility for subsequent correction of its negligent act, error or omission or for clarification
of ambiguities.
7.4 In the event of any negligent act, error, or omission which the District determines,
using a reasonableness standard, to be the responsibility of the Consultant in any phase of the
service, the correction, repair or reconstruction of which may require additional field or office work,
the Consultant shall be promptly notified and shall be required to perform such corrective Services
as may be necessary without delay and without additional cost to the District.
Section 8. TERMINATION OF AGREEMENT AND THE DISTRICT’S RIGHT TO PERFORM CONSULTANT’S OBLIGATIONS
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8.1 Termination for Cause and Default of Consultant. This Agreement may be
terminated by the District at any time for cause upon written notice to Consultant of such intent
when either the progress or results achieved under this Agreement are unacceptable to the District,
and upon giving Consultant reasonable notice and opportunity to cure such unacceptable progress
or results, which Consultant fails to perfect. In no event, shall the reasonable notice be less than
thirty (30) calendar days.
8.2 If this Agreement is cancelled by the District prior to completion, Consultant, within
ten (10) working days of such cancellation, shall submit a certified final progress report of the
percentage of Services completed by the date of cancellation. The District shall pay Consultant for
the Services completed as certified in this statement and as approved by the Executive Director.
Notwithstanding any other provision of this Agreement all records, documents, materials,
equipment, and working papers prepared or purchased as part of the Services under this
Agreement shall become and remain the property of the District, and upon any such cancellation,
Consultant shall turn over to the District all records, documents, working papers, equipment and
other materials which should be necessary, in the opinion of the District, to maintain continuity in
progress of the Services by another consultant.
8.3 Upon the occurrence and during the continuance of an event of default, the District
may, but shall not be obligated to, take such actions as the District deems reasonable in order to
cure the act or omission of Consultant that is the basis of the default, and the Total Contract Price
shall be reduced by the cost to the District of taking such actions. Costs associated with the start-
up and shut-down of the Services shall be at Consultant’s expense.
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8.4 Termination without Cause. If the District terminates this Agreement without cause
it shall make payment to Consultant for Services performed prior to the date of termination and
reasonable demobilization costs, including any reimbursable expenses, if any then due, which shall
be subject to the District’s review and approval, and which shall not be unreasonably withheld.
Consultant shall, as a condition of receiving the payments referred to in this Section 8, execute and
deliver all such documents and take all such steps, including the legal assignment of its contractual
rights, as the District may require for the purposes of fully vesting in it the rights and benefits of
Consultant under such obligations or commitments. The payment under this Section 8 for
termination by the District without cause shall constitute full and complete satisfaction of any and
all damages and claims of Consultant regarding the Consultant’s performance of the Services and
the termination of Consultant’s Services by the District.
Section 9. INSURANCE
9.1 Consultant shall take out and maintain during the life of this Agreement such
commercial general liability and property damage insurance, wherein the District is included as an
additional insured to the Commercial General Liability and Automobile Liability Insurance and shall
protect itself and the District while performing Services hereunder from claims for property
damages which may arise from operations hereunder, subcontractors, or by anyone directly or
indirectly employed by either of them. All insurance must be provided through companies admitted
to do business in the State of Ohio and rated at least “A” by the A.M. Best Company.
9.2 All liability policies required in Section 9, Insurance, except for Professional Liability
and Workers’ Compensation, shall be primary and non-contributory to any insurance maintained by
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the District.
9.3 Prior to commencing the Services on site, Consultant shall provide a Certificate of
Insurance, completed and signed by an authorized agent of its insurance company(ies), as evidence
of Consultant’s compliance with Section 9, Insurance, of this Agreement. FAILURE OF THE
DISTRICT TO ENFORCE THIS REQUIREMENT SHALL NOT CONSTITUTE A WAIVER OF
CONSULTANT’S OBLIGATIONS TO PROVIDE INDEMNITY AS SPECIFIED HEREIN. In the event that
Consultant fails to obtain and keep in full force and effect any of the insurance requirements under
this Agreement, the District may purchase, but is not obligated to purchase, such coverage and use
any funds payable to Consultant to satisfy any premium requirements.
The Certificate Holder shall be: The Northeast Ohio Regional Sewer District Attn: Humberto Sanchez, Director of IT 3900 Euclid Avenue, Cleveland, OH 44115 216-881-6600 telephone 216-881-4407 fax Email: [email protected] 9.4 Certificates of insurance shall be deposited with the District. The District reserves
the right to refuse insurance written by an unacceptable company. All policies shall be endorsed to
provide mandatory 30 days written notice of cancellation or non-renewal (10 days in event of
nonpayment) to the District. Failure to inform the District of cancellation or non-renewal, without
securing replacement coverage equivalent to that specified herein, shall constitute material breach
of this Agreement to provide insurance. All deductibles, self-insured retentions and exclusionary
endorsements affecting coverage for the Additional Insureds must be fully disclosed and are subject
to approval by the District. Consultant shall be solely responsible for and shall solely pay all
12
deductibles, self-insurance or similar retentions. NONCONFORMING INSURANCE SHALL NOT
RELIEVE CONSULTANT OF ITS OBLIGATION TO PROVIDE INDEMNITY AS SPECIFIED HEREIN
unless waived in writing by the District, and this obligation shall survive this Agreement even
though Consultant has completed its Services and has been fully paid.
9.5 It is hereby expressly understood and agreed that Consultant shall require any
subcontractor hereunder to provide insurance, to the extent specified herein, also including the
District as an additional insured, except for professional liability insurance or worker’s
compensation.
9.6 General Liability. Consultant shall secure and maintain standard occurrence general
liability insurance, which will include completed operations coverage, protecting Consultant against
claims for bodily injury, death, or property damage which may arise as a result of Consultant’s
actions during the performance of the Services in an amount of $1,000,000 per occurrence and
$1,000,000 general aggregate. The District shall be named as additional insured under this policy.
9.7 Automobile Liability. In addition to the above, the policy shall contain combined
single limit coverage of not less than $2,000,000 per accident, for “any auto” or “all owned, hired
and non-owned autos.” The coverage shall include contractual liability coverage applicable to this
Agreement and shall name the District as additional insured.
9.8 Professional Liability. Consultant shall purchase and maintain insurance to protect
itself from claims arising out of the performance of professional services caused by its negligent
acts, errors or omissions for which it may be legally liable. The amount of such insurance shall be
in an amount of $1,000,000.00 per claim and in the aggregate. Such insurance shall extend to its
13
legal representatives in the event of death, dissolution or bankruptcy, and shall cover negligent
acts, errors and omissions of the Consultant’s agents, subcontractors and employees and the
liabilities assumed under this Agreement. Such insurance shall extend to any negligent act, error or
omission in the performance of the Services committed or alleged to have been committed by the
Consultant, its agents, subcontractors, or employees, or any other person or entity for whom the
Consultant is responsible. Such coverage shall be in effect from the date Services are first provided
under this Agreement and shall be maintained in force until the later of (i) the completion of the
Services or (ii) official acceptance of the Services by the District; and, provided that such insurance
is generally available, shall be maintained for an additional period of five (5) years after the later of
(i) the completion of the Services, or (ii) official acceptance of the Services by the District.
9.9 Section 12, Indemnification and Section 9, Insurance shall survive the completion of
the Services to be performed hereunder.
Section 10. WORKERS' COMPENSATION COVERAGE
10.1 Consultant shall at all times during the term of this Agreement subscribe to and
comply with the Workers' Compensation Laws of the State of Ohio, shall pay such premiums as may
be required thereunder, and shall save the District harmless from any and all liability arising from or
under said Act. It shall furnish at the time of delivery of this Agreement and at such other times as
may be requested, a copy of the official certificate of receipt showing the payment hereinbefore
referred.
Section 11. INDEPENDENT CONTRACTOR
11.1 Consultant shall be and remain an independent contractor with respect to all
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Services performed hereunder, and agrees to and does hereby accept full and exclusive liability for
the payment of any and all contributions or taxes for social security, unemployment insurance, or
old age retirement benefits, pensions or annuities, now or hereafter imposed under any State or
Federal law which are measured by the wages, salaries or other remuneration paid to persons
employed by Consultant on Services performed under the terms of this Agreement, and further
agrees to obey all lawful rules and regulations and to meet all lawful requirements which are now or
hereafter may be issued or promulgated under said respective laws by any duly authorized State or
Federal officials; and Consultant agrees to indemnify and save harmless the District from any such
contribution or taxes or liability therefore.
Section 12. INDEMNIFICATION
12.1 To the fullest extent permitted by law, Consultant shall indemnify and hold harmless
the District, their officers, agents and employees against all losses, damages, expenses, suits,
claims, demands, fines, penalties, awards, liabilities and costs, including reasonable attorneys fees,
to the proportionate extent that the liability, or the underlying harm causing the liability, is
attributable to, may arise out of or be based upon, any negligent error or omission in any drawings
or specifications, other documents or Consultant’s negligent performance under this Agreement,
including injury or death or damage to person or property; negligent act, error or omission of
Consultant, its principals, employees and subcontractors.
12.2 At the District’s option, Consultant shall defend or reimburse the District in any
litigation and pay on behalf of the District all sums that the District shall become legally obligated to
pay as a result of any litigation or claims incurred in connection therewith and satisfy and cause to
15
be discharged such judgments that may be obtained against the District, its officers, agents, and
employees to the extent of Consultant’s indemnification obligations as set forth above.
Section 12, Indemnification and Section 9, Insurance shall survive the completion of the
Services to be performed hereunder and the termination of this Agreement.
Section 13. ASSIGNMENT OF AGREEMENT
13.1 The District and Consultant bind themselves and their successors, administrators and
assigns to the other party of this Agreement and to the successors, administrators and assigns of
the other party of this Agreement, in respect to all covenants of this Agreement. Except as stated
above, neither the District nor Consultant shall assign, sublet or transfer its interest in this
Agreement without the written consent of the other. Nothing herein shall be construed as creating
any personal liability on the part of any officer or agent of any public body which may be a party
hereto.
Section 14. CONSTRUCTION
14.1 All terms and words used in this Agreement, regardless of the number and gender in
which they are used, shall be deemed and construed to include any other number, singular or
plural, and any other gender, masculine, feminine or neuter, as the context or sense of this
Agreement or any paragraph or clause herein may require, the same as if such words had been
fully and properly written in the number and gender. Consultant agrees that no representations or
warranties of any type shall be binding upon the District, unless expressly authorized in writing
herein. The headings of sections and paragraphs, if any, to the extent used herein are used for
reference only, and in no way define, limit or transcribe the scope or intent of any provision hereof.
16
This Agreement may be executed in any number of counterparts, each of which, when so executed
and delivered in any number of counterparts, shall be deemed original, but such counterparts
together shall constitute but one and the same instrument. Invalidation of any provisions of this
Agreement or any paragraph, sentence, clause, phrase, or word herein or the application thereof in
any given circumstance shall not affect the validity of any other provision of this Agreement.
Section 15. MISCELLANEOUS
15.1 Copyrights. The Consultant acknowledges and agrees to follow the EPA
requirements of 40 CFR Part 30 regarding copyrights and rights in data for any discovery or
invention which arise or is developed in the course of implementing this Agreement.
15.2 Remedies. The parties agree that all claims, counter-claims, disputes and other
matters in question between the District and the Consultant arising out of or relating to this
Agreement, or the breach thereof, will be decided at law. This Agreement shall be governed by and
interpreted according to the law of the State of Ohio.
15.3 Defective Pricing. The Consultant and subcontractor, where appropriate, warrant
that cost and pricing data submitted for evaluation with respect to negotiated agreements, lower
tier subagreements, and change orders is based on current, accurate, and complete data supported
by their books and records. If the District determines that any price (including profit) negotiated in
connection with this Agreement, any lower tier subagreement or any amendment thereunder was
increased by any significant sums because the data provided was incomplete, inaccurate, or not
current at the time of submission, then such price or cost or profit shall be reduced accordingly; and
the Agreement shall be modified in writing to reflect such action.
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15.4 Contingent Fees. The Consultant warrants that no person or selling agency has
been employed or retained to solicit or secure this contract upon an agreement or understanding
for a commission, percentage, brokerage, or contingent fee, excepting bona fide employees. For
breach or violation of this warranty, the District shall have the right to annul this Agreement without
liability or in its discretion to deduct from the contract price or consideration, or otherwise recover,
the full amount of such commission, percentage, brokerage, or contingent fees.
15.5 Gratuities. If the District finds after a notice and hearing that the Consultant, or any
of the Consultant’s agents or representatives, offered or gave gratuities (in the form of
entertainment, gifts, or otherwise), to any official, employee, or agent of the District in an attempt
to secure an Agreement or favorable treatment in awarding, amending, or making any
determination related to the performance of this Agreement, the District may, by written notice to
the Consultant, terminate this Agreement. The District may also pursue other rights and remedies
that the law or this Agreement provides.
15.6 Confidentiality. During the performance of Services under this Agreement, the
Consultant will have access to confidential information of the District, including but not limited to,
social security numbers, federal taxpayer i.d. numbers, employee and vendor information, and
information related to the operations of the District (hereinafter “Information”). The Consultant
agrees to hold such Information in confidence and shall not disclose such Information to any third-
parties.
Section 16. DECLARATION REGARDING ASSISTANCE TO A TERRORIST ORGANIZATION
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16.1 If the Total Contract Amount stated above is not less than One Hundred Thousand
Dollars ($100,000.00), the Consultant shall submit a completed and signed Declaration Regarding
Material Assistance/No Assistance to a Terrorist Organization form, to be attached hereto as Exhibit
“F”. The Consultant shall comply at all times with the anti-terrorism requirements contained in Ohio
Revised Code Sections 2909.32 and 2909.33.
Section 17. EXHIBITS
17.1 It is mutually understood and agreed that all Exhibits attached hereto are made a
part hereof as if fully written herein. In the event of any conflict among the terms of the Exhibits,
the Exhibits shall govern in the following order: 1) this Agreement; 2) the RFP; and 3) Consultant’s
Proposal.
The following Exhibits attached hereto are hereby incorporated with and made a part of this
Agreement:
a. Exhibit "A" – Northeast Ohio Regional Sewer District Resolution No. _______ b. Exhibit "B" – The District’s RFP c. Exhibit “C” – Consultant’s Proposal d. Exhibit “D” – Consultant’s Fee Proposal e. Exhibit “E” – Scope of Services f. [Exhibit “F” – Declaration Regarding Assistance to a Terrorist Organization]
19
The parties hereunto have caused this Agreement to be executed and to become effective
on the day and year first above written.
NORTHEAST OHIO REGIONAL SEWER DISTRICT BY:______________________________________ Julius Ciaccia Executive Director
AND:____________________________________ Darnell Brown, President Board of Trustees ******** BY:____________________________________
(Title):_________________________________ _______________________________________ TAXPAYER I.D. NUMBER
The legal form and correctness of the within instrument are hereby approved:
Marlene Sundheimer, Director of Law Northeast Ohio Regional Sewer District
By:_____________________________ Katarina K. Waag Assistant Director of Law
Date:___________________________
Site Location Description Make/Model
GJM Board Conference Sony VPL-PX40
GJM Board Conference Processor Crestron
GJM Director's Conference Sony VPL-PX40
GJM Director's Conference TV Samsung
GJM Director's Conference DVD Panasonic
GJM IT Training Projector Sony VPL-PX40
GJM IT Breakout Projector (portable) NEC VT-660
GJM 1st Floor Training Room Projector Sony VPL-FX40
GJM 1st Floor Training Room Microphone Shure UHF
GJM 1st Floor Training Room VHS (2) JVC
GJM 1st Floor Training Room Processor Crestron MP2E
GJM 1st Floor Training Room Longview KMV Avoent
GJM Operations Conference Projector Sony VPL-PX40
GJM Operations Conference Processor Crestron
GJM Operations Conference Audio Conf Processor Clear One
GJM Public Meeting Room Genlock Multicoder Kramer
GJM Public Meeting Room VHS Player JVC
GJM Public Meeting Room DVD Recorder Panasonic
GJM Public Meeting Room Monitors (4) IKAN
GJM Public Meeting Room Touchpanel Crestron
GJM Public Meeting Room UPS unit (5000) APC
GJM Public Meeting Room Camera power Supply Panasonic
GJM Public Meeting Room Synchronizer Leitch - DPS 290
GJM Public Meeting Room Multicoder Genlock
GJM Public Meeting Room DVCPro Panasonic
GJM Public Meeting Room DVD/HDD recorder BCD
GJM Public Meeting Room Network Recorder Marantz
GJM Public Meeting Room Audio Monitor Wohler
GJM Public Meeting Room 10" Monitors TV One
GJM Public Meeting Room Signal Monitor Videotek
GJM Public Meeting Room power conditioner Middle Atlantic
GJM Public Meeting Room UPS unit (1500) APC
GJM Public Meeting Room Timing Generator Videotek
GJM Public Meeting Room Composite Video DA Extron
GJM Public Meeting Room KVM Avocent
GJM Public Meeting Room Matrix Switch Extron
GJM Public Meeting Room Patch Bay Bittree
GJM Public Meeting Room Video Conference Tanberg
GJM Public Meeting Room 6x2 Composite DA Extron
GJM Public Meeting Room Scaler Extron
GJM Public Meeting Room Matrix Switch Auto Patch
GJM Public Meeting Room S vid DA Extron
GJM Public Meeting Room Switcher Extron
GJM Public Meeting Room YC Transcoder Kramer
GJM Public Meeting Room Audio Processor Clearone
GJM Public Meeting Room Antenna Distro Shure
GJM Public Meeting Room Processor Crestron
GJM Public Meeting Room ST COM Crestron
GJM Public Meeting Room feedback reducer Shure
GJM Public Meeting Room Camera control Crestron
GJM Public Meeting Room Touchpanel TPS Crestron
1 of 2
Please Note: This inventory is missing some cameras and camera components from Southerly and Westerly
Site Location Description Make/Model
GJM Public Meeting Room ST VC Crestron
GJM Public Meeting Room ST IO Crestron
GJM Public Meeting Room mixer Shure
GJM Public Meeting Room Amp Crown
GJM Public Meeting Room Microphone Shure UHF
GJM Public Meeting Room Switchers Extron
GJM Public Meeting Room Monitors (4) Sony w/ Videotek VTM-100
GJM Public Meeting Room Power PD-915R
GJM Public Meeting Room Monitors (4) Marshall
GJM Public Meeting Room Marantz Recorder PMD 580
GJM Public Meeting Room Digital Recorder Panasonic AJ-D455
GJM Public Meeting Room VHS (2) JVC SR-s365U
GJM Public Meeting Room Synchronizer Leitch - DPS 290
GJM Public Meeting Room Digital Recorder Sony DVCam DSR-30
GJM Public Meeting Room Projectors (4) Sanyo PLC-XP41
GJM Legal Conference Room TV Panasonic w/ DVD & VHS
GJM Ciaccia TV View Sonic
GJM Jean Chapman TV/DVD Samsung/ Panasonic DVD
GJM Kim Jones TV/DVD Toshiba/ Panasonic DVD
EMSC SSMO Sump basement Projector Cannon LV-7260
EMSC SSMO Operator Tech 059 Projector Cannon LV-7260
EMSC SIR Configuration Room Projector Benq-DLP
EMSC IT training Room Boxlight
EMSC EOC (Emergency Ops Room) Satilitte Dish
EMSC EOC (Emergency Ops Room) (2) TV Panasonic
EMSC EOC (Emergency Ops Room) (2) DVD/VCR Panasonic
EMSC EMSC Conference Room A TV Sharp
EMSC EMSC Conference Room A DVD/CD Toshiba
EMSC EMSC Conference Room B TV Panasonic
EMSC EMSC Conference Room B DVD/CD Panasonic
EMSC EMSC Conference Room B Projector Proxima C160
EMSC EMSC Conference Room C TV Sharp
EMSC EMSC Conference Room C DVD/CD Toshiba
EMSC EMSC Conference Room C Projector Sony VPL-CS21
EMSC EMSC Conference Room D TV Panasonic
EMSC EMSC Conference Room D Projector Sony VPL-CX150
Southerly TC Training Room Projector Proxima
Southerly Plant Automation Training Room Projector NEC MT-1030+
Westerly Maintenance Training Room Projector NEC MT-1060
Westerly Maintenance Training Room DVD Sony
Westerly Maintenance Training Room VHS Sony
Westerly Administrations Conference B Projector Sony VPL-CX125
Easterly Guard Shack Pole Camera Pelco PTZ
Easterly Service Building- New Southerly Pump Camera Pelco PTZ
Easterly Effluent Building- On Roof Camera Pelco PTZ
Easterly North of Hypochlorite Building- On Pole Camera Pelco PTZ
Easterly Headworks- Bar Screen Camera Pelco PTZ
Easterly Headworks- Rag Storage Camera Pelco PTZ
Easterly Large Training Room Projector NEC
2 of 2
Please Note: This inventory is missing some cameras and camera components from Southerly and Westerly
Audio / Visual Maintenance Contract – September 4, 2011
Appendix B
AV Preventative Maintenance / Inventory Form
Public Meeting Room
Preventative Maintenance Check
Manufacturer Equipment Replaced / Upgraded Comments Chance of Failure Estimated Replacement Time
APC Smart UPS 1500 No
This uninterruptible power supply is working properly, however this is one of two units that
recently went bad. 65% 2-3 business days
APC Smart UPS 5000 Replaced This uninterruptible power supply was just replaced this summer, working properly 5% 2-3 business days
Audo Technica ES905CL (19) Recently Installed Cardoid Condenser gooseneck microphones with RFI shielding 20% 2-5 business days
AutoPatch Modula (3 TOTAL) No Customizable Matrix Switcher. Units are working properly 65% 24-48 hours
BCD DVD-1150 Recently Installed A digital DVD and HDD recorder 65% 5-10 business days
ClearOne XAP 800 (3 TOTAL) No 8 channel microphone mixer/ audio conferencing unit. Unit's are working properly. 65% 24-48 hours
ClearOne XAP TH2 No Teleconferencing telephone interface. Unit is working properly 65% 24-48 hours
Crestron C2N-SPWS300 No Power supply is working properly, however has a high rate of failure 75% 7-10 business days
Crestron CNX-B12 No Key pad is working properly 50% 7-10 business days
Crestron CNX-B4 No key pads are working properly 50% 7-10 business days
Crestron CPC_CAMI No
Crestron camera control. These currently do not work. We believe the program needs to be
changed for proper usage 50% 7-10 business days
Crestron CPC-2000 No Crestron camera controller is working properly 50% 7-10 business days
Crestron Pro 2 No
This processor is in working order. However there is a possible 7-10 day repair turn-around. We
may need to look at a back-up unit. 50% 7-10 business days
Crestron ST_VC (2 TOTAL) No These devices are all working properly 50% 7-10 business days
Crestron ST-COM No This device is working properly 50% 7-10 business days
Crestron ST-IO (4 TOTAL) No These devices are all working properly 50% 7-10 business days
Crestron TPS 4500 No Crestron Touch panel is working properly 50% 7-10 business days
Crown CTS 600 No
300 watts per channel amplifier. The amp is working properly, however amps run very hot and
have a moderate failure rate. 65% 7-10 business days
DaLite Projection screens No
The PMR currently has 4:3 aspect projection screens, With upgrading the projectors to a wide
angle it would make since to upgrade the projections screens as well 75% 5- 10 business days
Extron Cross point series switcher Replaced The switcher was just replaced 5% Under warrantee
Extron CVDA 6 MX No This is a composite DA, Working properly 50% 24-48 hours
Extron DVS 204 No Digital video scaler 65% 24-48 hours
Extron IN 1502 No Two input video scaler, working properly 65% 24-48 hours
Extron MAV 62 No This is a n "S" video switcher which would be obsolete with newer equipment 75% 24-48 hours
Extron SVDA 6 MX No DISCONTINUED "S" video DA which would be obsolete with newer equipment 85% 24-48 hours
Extron VSC 500 (2-total) No Computer to Video scan converter. This is working properly. 65% 24-48 hours
IKAN RM7000 (2) Recently Installed Two side by side wide aspect monitors for viewing the room camera images 50% 5-10 business days
Inline VGA Distribution No The VGA distributors are working properly but do have a moderate failure rate. 65% 5-10 business days
JVC SR-365U VCR recorder (2 TOTAL) No OBSOLETE NEEDS TO BE REPLACED. 1 of the recorders is already broken. 90% 24-48hours
Kramer Electronics FC-4040 No Device is working properly, no reason for replacement at this time 50% 24-48 hours if over-night
Marantz PMD 580 Installed Digital recorder is working properly 40% 24-48 hours
Middle Atlantic PD-915R (3 TOTAL) No Power conditioner/ Power strip. All are in working order 35% 24-48 hours
Misc Leitech DPS-290 No Device is working properly, no reason for replacement at this time. 50% 5-10 business days
Panasonic AW-E300A (4 TOTAL) No One camera has already failed, recommend on replacing as they fail with new version 85% 24-48 hours
Panasonic AW-PS505 (4 TOTAL) No These are power supplies for the PMR camera's, 65% 5-10 business days
Panasonic DVC-PRO No OBSOLETE 90% OBSOLETE
Sanyo PLC-XP41 (4 TOTAL) No
These are discontinued projectors, we would recommend upgrading to a higher resolution
WXGA projector. 75% Discontinued
Shure FP-42 No
Audio Mixer, This is the piece that got us in trouble with the sound recording. We would
recommend removing this from the rack all together. 90% Discontinued
Shure PPA T35 No This device is working properly 50% 5-10 business days
Shure UHF wireless system No The wireless microphones are working properly 50% 5-10 business days
Sony DV CAM No OBSOLETE Recording device 85% Obsolete
Sony SVCM25WVT Recently Installed Sony static bullet cameras with wide angle lens 5% 5-10 business days
1 of 2
Public Meeting Room
Preventative Maintenance Check
Manufacturer Equipment Replaced / Upgraded Comments Chance of Failure Estimated Replacement Time
Tandberg 6000 No
TV-One LM-1042R (2) Recently installed
Two side by side 10" LCD monitors. These are for viewing the "preview" and "record" monitors.
The others are for the 2 static mounted cameras in the PMR 5% 5-10 business days
VideoTek STG-600 No This product is discontinued, 65% 5-10 business days
VideoTek VTM-100 No This produce is discontinued, 65% 5-10 business days
WholerTech AMP 1A-LP No Audio monitor, The monitor is working properly 65% 5-10 business days
2 of 2
Audio / Visual Maintenance Contract – September 4, 2011
Appendix C
List of AV Service Requests for 2010-2011
WO# Request Description Type37653 Install camera in Southerly Degrit Building Professional Services Request37654 Install Sludge Haul Camera (on hold) Professional Services Request39578 Install Legal Conference Room projector (only quoted) Professional Services Request40718 Add camera control in the PMR (only quoted) Professional Services Request40721 Upgrade monitors in the Public Meeting Room (only quoted) Professional Services Request41106 Replace DVD recorder for security system (only quoted) Professional Services Request44269 Repair PMR Camera 3 Maintenance44478 Portable projector repair request Maintenance44512 Camera monitor at main desk is not working properly Maintenance44520 Hearing Examiner Meeting: September 20 Maintenance44719 Programming of the 1st floor training room projector: It should automatically turn off at 9pm, but
stayed on and did not shut off last night.Maintenance
44837 Southerly Incinerator video display is very faint and needs replaced Maintenance44898 EMSC Training Room projector would not recognize attached laptop Maintenance44992 Meeting in the Public Meeting Room October 14 Maintenance45103 Static/noise during Board Meeting in the Public Meeting Room Maintenance45111 Cordless phone in control room rings over sound system in the Public Meeting Room Maintenance45204 Install ceiling mounted projector in EMSC Superintendent's conference room Maintenance45222 Hearing Examiner Meeting: November 15 Maintenance45566 Setup First Floor Training Room for Board Meeting overflow Maintenance45568 Hearing Examiner Meeting: December 6 Maintenance45588 Reinstall cameras at the CVI Building at Southerly Professional Services Request45747 Public Meeting Room setup for 12/8 and 12/9 from 4pm-7pm Maintenance45957 Projector goes to into sleep mode during meeting Maintenance45981 Re-connect new PC in PMR control room Maintenance45982 Re-locate First Floor Training Room PC from rack into podium Professional Services Request46304 Transfer video from VHS to DVD Maintenance46435 Hearing Examiner Meeting: February 1 Maintenance46436 Setup PMR for CCR Event on 2/2 and 2/3 from 4pm-7pm Maintenance47101 First Floor Training Room speakers sound muffled Maintenance47302 Laptop won't connect to projector in Conference Room B or C Maintenance47575 EMSC D&I class May 5th Professional Services Request47576 EMSC D&I class May 6th Professional Services Request47580 GJM D&I class May 25th Professional Services Request
1 of 2
WO# Request Description Type47581 GJM D&I class May 26th Professional Services Request47582 EMSC D&I class June 20th Professional Services Request47583 GJM D&I class June 21st Professional Services Request47584 EMSC D&I class July 13th Professional Services Request47585 GJM D&I class July 14th 3rd Floor Professional Services Request47586 EMSC D&I class Aug 24th Professional Services Request47587 GJM D&I class August 25th Professional Services Request47588 EMSC D&I class Sept 19th Professional Services Request47589 GJM D&I class September 20th Professional Services Request47590 EMSC D&I class October 12th Professional Services Request47591 GJM D&I class October 13th Professional Services Request48049 Setup Public Meeting Room for SBE Directors meeting for 6/8 and 6/9 Maintenance48187 Replace bulbs in projectors for Conference Rooms A, B and C Maintenance48653 Reconnect podium in First Floor Training Room Maintenance49078 The video monitoring system used at the headworks for viewing the rag storage conveyor at
Easterly no longer has control of zoom or camera movement.Maintenance
49097 Select appropriate camera and accessories for Security ID badge system Professional Services Request49316 PTZ not working on Southerly Camera 4 Maintenance49386 Install TVOne video converter Professional Services Request49803 Integrate new LCD screen camera monitor in Westerly Control Room Professional Services Request49889 Easterly rag storage camera needs repaired Maintenance
2 of 2
Audio / Visual Maintenance Contract – September 4, 2011
Appendix D
Board Meeting / Subcommittee Meeting Schedule for 2010 and 2011
REVISED 4/2/10
Board Meetings All meetings will start at 12:30 p.m. in the Public Meeting Room.
January 7, 2010 April 1, 2010 January 21, 2010 April 15, 2010 February 4, 2010 May 6, 2010 February 18, 2010 May 20, 2010 March 2, 2010 June 3, 2010 March 18, 2010 June 17, 2010
______________________________________________________________________________
Governance Committee Meetings All meetings will begin at 11:00 a.m. in the Public Meeting Room.
Board members: Mayor Jack M. Bacci, Darnell Brown, Mayor Dean E. DePiero Staff members
March 18, 2010 – Cancelled
: Julius Ciaccia, F. Michael Bucci, Constance Haqq, Marlene Sundheimer, Lawrence English, Lisa Hollander
June 17, 2010 ________________________________________________________________________
Audit Committee Meetings
All meetings will begin at 11:30 a.m. in the Public Meeting Room.
Board members: Mayor Dean E. DePiero, Walter O’Malley, Mayor Gary W. Starr Staff members
April 1, 2010
: Julius Ciaccia, F. Michael Bucci, Jennifer Demmerle, Marlene Sundheimer, John Wasko
July 15, 2010 ________________________________________________________________________
Finance Committee Meetings
All meetings will be held in the Public Meeting Room.
Board members: Darnell Brown, Sheila J. Kelly, Ronald D. Sulik Staff members
March 2, 2010 – Board Budget Review from 9 a.m. to 12 p.m.
: Julius Ciaccia, F. Michael Bucci, Jennifer Demmerle, Constance Haqq
July 1, 2010 – Regular Meeting from 11 a.m. to 12 p.m.
Updated 9/15/10
Board Meetings All meetings will start at 12:30 p.m. in the Public Meeting Room.
July 1, 2010 October 7, 2010 July 15, 2010 October 21, 2010 August 5, 2010 November 4, 2010 August 19, 2010 November 18, 2010 September 2, 2010 December 2, 2010 September 16, 2010 December 16, 2010
______________________________________________________________________________
Governance Committee Meetings All meetings will begin at 11:00 a.m. in the Public Meeting Room.
Board members: Mayor Jack M. Bacci, Darnell Brown, Mayor Dean E. DePiero Staff members: Julius Ciaccia, F. Michael Bucci, Constance Haqq, Marlene Sundheimer, Lawrence English, Lisa Hollander
September 16, 2010 December 16, 2010
________________________________________________________________________
Audit Committee Meetings All meetings will begin at 11:00 a.m. in the Public Meeting Room.
Board members: Mayor Dean E. DePiero, Walter O’Malley, Mayor Gary W. Starr Staff members: Julius Ciaccia, F. Michael Bucci, Jennifer Demmerle, Marlene Sundheimer, John Wasko
August 19, 2010 October 21, 2010
________________________________________________________________________
Finance Committee Meetings All meetings will be held in the Public Meeting Room.
Board members: Darnell Brown, Sheila J. Kelly, Ronald D. Sulik Staff members: Julius Ciaccia, F. Michael Bucci, Jennifer Demmerle, Constance Haqq
July 1, 2010 – Regular Meeting from 11 a.m. to 12 p.m. Fourth Quarter Meeting – To be Announced
Revised
12/28/10
Board Meetings All meetings will start at 12:30 p.m. in the Public Meeting Room.
January 6, 2011 April 7, 2011 January 20, 2011 April 21, 2011 February 3, 2011 May 5, 2011 February 17, 2011 May 19, 2011 March 3, 2011 June 2, 2011 March 17, 2011 June 16, 2011
______________________________________________________________________________
Governance Committee Meetings All meetings will begin at 11:00 a.m. in the Public Meeting Room.
Board members: Mayor Jack M. Bacci, Darnell Brown, Mayor Dean E. DePiero Staff members
March 3, 2011
: Julius Ciaccia, F. Michael Bucci, Constance Haqq, Marlene Sundheimer, Lawrence English, Lisa Hollander
June 2, 2011 ________________________________________________________________________
Audit Committee Meetings
All meetings will begin at 11:00 a.m. in the Public Meeting Room.
Board members: Mayor Dean E. DePiero, Walter O’Malley, Mayor Gary W. Starr Staff members
January 6, 2011
: Julius Ciaccia, F. Michael Bucci, Jennifer Demmerle, Marlene Sundheimer, John Wasko
May 19, 2011 ________________________________________________________________________
Finance Committee Meetings
All meetings will be held in the Public Meeting Room.
Board members: Darnell Brown, Sheila J. Kelly, Ronald D. Sulik Staff members
January 20, 2011 – Regular Meeting from 11a.m. to 12 p.m. March 1, 2011 – Board Budget Review from 9 a.m. to 12 p.m.
: Julius Ciaccia, F. Michael Bucci, Jennifer Demmerle, Constance Haqq
June 16, 2011 – Regular Meeting from 11 a.m. to 12 p.m.
5/19/11
Board Meetings All meetings will start at 12:30 p.m. in the Public Meeting Room.
July 7, 2011 October 6, 2011 July 21, 2011 October 20, 2011 August 4, 2011 November 3, 2011 August 18, 2011 November 17, 2011 September 1, 2011 December 1, 2011 September 15, 2011 December 15, 2011
______________________________________________________________________________
Governance Committee Meetings All meetings will begin at 11:00 a.m. in the Public Meeting Room.
Board members: Mayor Jack M. Bacci, Darnell Brown, Mayor Dean E. DePiero Staff members: Julius Ciaccia, F. Michael Bucci, Constance Haqq, Marlene Sundheimer, Lisa Hollander
September 15, 2011December 1, 2011
________________________________________________________________________
Audit Committee Meetings All meetings will begin at 11:00 a.m. in the Public Meeting Room.
Board members: Mayor Dean E. DePiero, Walter O’Malley, Mayor Gary W. Starr Staff members: Julius Ciaccia, F. Michael Bucci, Jennifer Demmerle, Marlene Sundheimer, John Wasko
September 1, 2011 November 17, 2011
________________________________________________________________________
Finance Committee Meetings All meetings will begin at 11:00 a.m. in the Public Meeting Room.
Board members: Darnell Brown, Sheila J. Kelly, Ronald D. Sulik Staff members: Julius Ciaccia, F. Michael Bucci, Jennifer Demmerle, Constance Haqq
August 18, 2011 December 15, 2011