Item C01BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: 04/15/09 Division: TECHNICAL SERVICES
Bulk Item: Yes X No Department: TECHNICAL SERVICES
Staff Contact Person/Phone #: Vicki Yaklevich , 295-5118
AGENDA ITEM WORDING:
Approval of Change Order #1 for Proposal #MLAVIKWU1 by Audio Visual Innovations
to upgrade video and audio broadcast equipment for MCTV in the Key West BOCC
Chambers and the MCTV Broadcast Studio at the Harvey Government Center.
ITEM BACKGROUND: MCTV previously requested and received board approval for an
equipment upgrade to the audio-visual broadcast equipment at the Harvey Government Center in
Key West under a contract performed by Audio Visual Innovations. After approval, a change
order was requested for a missing piece of equipment that should have been included in the
original quote but was not. Failure to include this piece of equipment would have rendered the
original implementation incomplete. This change order requires board approval.
PREVIOUS RELEVANT BOCC ACTION: Approval of Proposal #MLAVIKWUI on
December 19, 2007
CONTRACT/AGREEMENT CHANGES: Equipment added and removed on the quote after
BOCC approval.
STAFF RECOMMENDATIONS: Approval.
TOTAL COST: $1,334.60 BUDGETED: Yes X No
COST TO COUNTY: $1,.,334.60 SOURCE OF FUNDS: Primarily Ad Valorem
REVENUE PRODUCING: Yes _ No X AMOUNT PER MONTH Year
APPROVED BY: County Attt OMB/Purchasing Risk Management ____
DOCUMENTATION: Included X Not Required
DISPOSITION: AGENDA ITEM #
Revised 11 /06
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract with: Audio Visual Innovations Contract #
Effective Date:
Expiration Date:
Ch Ord 1/MLAVIKWUI
12/19/07
N/A
Contract Purpose/Description:
Approval of Change Order 41 to previously approved Proposal #MLAVIKWUI
from Audio Visual Innovations to upgrade video and audio broadcast equipment in the Key
West BOCC Chambers/MCTV Broadcast Studio at the Harvey Government Center.
Contract Manager:
for BOCC
Lisa Druckemiller
(Name)
on 04/15/09
5100 Technical Services/5B
(Ext.) (Department/Stop #)
Deadline: 03/31 /09
CONTRACT COSTS
Total Dollar Value of Contract: $ 1,334.60 Current Year Portion: $ 1,334.60
Budgeted? Yes® No ❑ Account Codes: 001-05002456 0 6 `ty
Grant: $ - - -
County Match: $ - - - -
ADDITIONAL COSTS
Estimated Ongoing Costs: $ 0/yr For: MCTV equipment change order #1
of included in dollar value above e . maintenance, utilities, janitorial, salaries, etc.
CONTRACT REVIEW
Changes
Date Ip Needed
Division Director 2 A3 o y Yes❑ No[
Date Out
Risk Management
:'•,�
Yes❑ NOE]
O.M.B./Purchasing
3 -7N -05
Yes❑ No[4 a (Vr TVYA &Vw
County
Yes❑ No�jy�-�,,,p����—
Attorney
X�fgl
I Comments:
OMB Form Revised 2/27/01 MCP #2
0
MCTV Key West Audio/Visual Equipment Upgrade
Technical Services
Monroe County BOCC
March 10, 2009
Monroe County previously contracted with Audio Visual Innovations, Inc. (AVI) for the
implementation of upgraded broadcast equipment in the BOCC meeting room and the
MCTV studio. Once the Board approved the proposed agreement, Technical Services
became aware that a critical piece of equipment was not included in the original quote.
At first, Technical Services believed it could purchase this additional equipment
separately from the main contract. After discussing this with Finance and OMB, it was
clear that this was not possible. The equipment was to be installed as part and parcel to
the original agreement and as such it must be attached as a change order to the original
agreement.
AVI submitted a proposed change order that is attached to this agenda item. As part of
this change order, Technical Services removed several ancillary and unnecessary items
from the original contract in order to bring the price as close to the original contract
price as possible.
The equipment was installed (including the change ordered equipment) and AVI
submitted their invoice which included the cost of change order #1. Finance received
the invoice and went through their normal process. The additional costs were denied as
not reflecting what the board original approved.
Technical Services is submitting this agenda item to have the board approve the change
order since the board approved the original item. Our failure to submit this item earlier
is an oversite on our part. Staff recommends approval.
AV' Audio visual
CHANGE ORDER
Innovations
Number.
1
Your Source For Being Seen And Heard.
Date:
March 12, 2008
6555 Powerline Road, Suite 413. Ft. Lauderdale, FL 33309
Phone: (954) 938-9382
Job Number:
03-08-1134
F.x. (954) 776-4772
Job Name:
Monroe County Florida
Job Location:
1200 Truman Ave
TO: Vicki Yaklevich
0
Monroe County Florida
Key West, FL 33040
1200 Truman Ave
0
Original Contract or PO Number:
00022954
Key West, FL 33040 Date of Original Contract: 1/29/2008
We hereby agree to make the change(s) specified below:
Item
Qty Mmufecncer Model Description
Unit Price
Extended Prim
1
-1 Crnvtrm TPMCBX Wireless Wili Pam1(4)
$2,199.2.5
(S2,199.25)
2
-1 Crmvoo TPMCSXD.S Docking Suid-(4)
$289.37
($289.37)
3
.1 AVI CUSTOM WiFl Acme Pout
$157.14
($157.14)
4
-I Shane ULX37451MI Wireless Haaihcld Idi tophme (8)
$787.50
($787.50)
5
-I Shrae ULXS1484M1 Wireless Lnvslicr Muvcome(8)
$786,44
($786.44)
6
-1 Sh- UA507 Rack Mount Kit (8)
$24.54
($24.54)
7
$0.00
S0.00
a
1 Pm.s d. AG-MX70 8 Ltptrt Production Swrtcher (1)
$5,571 94
S5,579.84
9
$0.00
S0.00
10
$aou
$0.00
It
S0.00
S0.00
12
$0.00
$0.00
13
H1.00
$0.00
14
S0.00
$0.00
Is
$om
$0.00
16
S0.00
S0.00
17
S0.00
$0.00
Is
$0.00
S0.00
19
S0.00
$0.00
20
$0.00
S0.00
21
$0.00
S0.00
22
$0.00
$0.00
23
$0.00
$0.00
24
$0.00
$0.00
25
S0.00
$0.00
26
$0.00
$0.00
27
$a 00
$0.00
29
$0.00
$0.00
29
$0.00
$0.00
Subtotal
$1,334.60
Tax
$(J.00
NOTE: This Change Order becomes part of and in conformance with the existing contract.
WE AGREE hereby to make the change(s) specified above at this price. ►
$1,334.60
3/12/2008 Previous Contract Amount
$65,799.67
Authorized Signature (Contractor) Date
Revised Contract Amount
$67 134.27
ACCEPTED - The above prices and
specifications of this Change Order are
Satisfactory and are hereby accepted. All work
to be performed under same tetras and
conditions as specified in original contract
unless otherwise stipulated.
10 - Change Orders
Authorized Signature (Owner)
Date of Acceptance
CLERK OF THE CIRCUIT COURT
MONROE COUNTY
BRANCH OFFICE PLANTATON KEY
MARATHON SUB COURTHOUSE MONROE COUNTY COURTHOUSE GOVERNMENT CENTER
3117 OVERSEAS FBGHWA SW WHITEHEAD STREET UM OVERSEAS HKAMAY
MARATHON, FLORIDA S' KEY WEST, FLORIDA um PLANTATION KEY. nA)RIDA I3070
TEL. (m) mar TEL. (305) M-N I I TEL [!06) 85IJI43
FAX (7M)119.1T9S FAX (305)195-M60 FAX (70S) RS7-TM6
DISALLOWED/QUESTIONED COSTS TRANSMITTAL MEMO
To:
Lisa Druckemiller
From:
Cheryl Morgan
Date:
July 8, 2008
RE:
Audio Visual Innovations Invoice 449652
We have disallowed/questioned certain costs on the attached invoice for the following reasons:
Amount Not In accordance with County's Purchasing policy.
Amount Not in compliance with Section of the corresponding contract.
Amount Not In compliance with Florida Statute 112.061 or County's travel policy.
Amount Missing, incomplete, or Incorrect, supporting documentation.
Amount Insufficient budget.
Amount Invoice related deficiencies.
Amount $1,334.60 X Other.
Amount Missing Purchase Order.
Description below or attached is for clarification of requirements:
Board approved proposal MLAVIKWUI for $e5,799.67
Additional information is required in order to process the above disallowed/questioned costs.
For further consideration of payment, please resubmit when deficiencies corrected.
TOTAL DISALLOWED AMOUNT - $1.334A0
M
PO # `.;002295
MONROE COUNTY HOARD OF COUNTY C'OMMISS.IONERS
PAGE NO. I
--------------------------- + lit" fi D
P U R C H A S E O R D E R I
---------------------------- -+
COUNTY SALES TAX EXEMFT NUMBER:
65-8013825294C-1
VENDOR: SHIP TO:
003928 MONROE COUNTY TECHNICAL SERVICES
AUDIO VISUAL INNOVATIONS INC 1200 TRUMAN AVE. SUITE 211
6313 BENJAMIN ROAD, SUITS 110 KEY WEST FL 33040
TAMPA FL 33634 ATTN: WTA GUERRA
ATTN: MARIA GUERRA
DATE: 01/18/08 BUYER:MARIA GUERRA / T S D REQ. NO:00020234 RQ:
TERMS:NET 30 DAYS FOB: DESC:
ITEM# QNTY UOM DESCRIPTION UNIT PRICE EXTENSION
01 1.00 EACHEQUIPMENT FOR CH / 76
BOCC APPROVED 12 -19-20D7,r
ITEM # C - 13
SEE PROPOSAL # MLAVIKWUI
ITEM# ACCOUNT
01. 05003 560640
INV # ` W SQOTHORITY
4
o�
65799.6700 65,799.67
PAGE 1 TOTAL: 65,7/99.67
PO TOTAL: 65,•99.67
AMOUNT PROJ CD
-65,799.67u,.,-
Audio Wyal Innomflonz, a wholly —ad subsidiary of
AVID SPL"
Please Remit To:
Audio Visual Innovations
P.O. Box 62251
Baltimore, Md 21264-2251
888-884-7168
Bill To:
MONROE COUNTY B.O.C.C.
GOVT TECHNICAL SERVICES
1200 TRUMAN AVENUE, SUITE 211
KEY WEST, FL 33040
Invoice 449652
Invoice Date 04130108/
Ship To: .
MONROE COUNTY TECHNICAL SERVICES
1200 TRUMAN AVE, SUITE 211
ATTN: MARIA GUERRA
KEY WEST, FL 33040
3051295-5118
Customer
Shl vla
F.O.B.
Terms
MON026
BEST WAY
SHIP POINT
NET 30 DAYS
Purchase Order Number
Salesperson
Order Data
Our Order Number
00022954
MALE
02/18/08
298157
Quantity Ordered
Quantity Shipped
Item Number Unit of Measure
Unit Phu
Extended Pr1
Back Ordered
Item Description
Discount Tax
1
1
'CADD HOUR 1200.00
1200.00
0
CADD DRAWING LABOR N
1
1
*ENGINEERING HOUR 3600.00
3600.00
0
ENGINEERING LABOR N
1
1
*EQUIPMENT EACH 42731.43
42731.43
0
AUDIO VISUAL EQUIPMENT N
1
1
'EQUIPMENT EACH 1334.60
0
AUDIO VISUAL EQUIPMENT CHANGE ORDER 01 N
1
1
'GENL-ADMIN EACH 3754.24
3764.24
0
GENERAL & ADMINISTRATIVE N
1
1
*INSTALLATION HOUR 1040.00
1040.00
0
ON SITE INSTALLATION LABOR N
1
1
'INSTALLATION HOUR 6500.00
6500.00
0
ON SITE INSTALLATION LABOR N
1
1
'MISCMATERIALS EACH 2e54.00
2654.00
0
MISCELLANEOUS MATERIALS (SIG ONLY) N
TRACKM
(Continued)
Customer Original
Page
L-
Audio Vhuol Innovadons, a wholly owned subskkwy of
AVI49WSPL"
Please Remit To:
Audio Visual Innovations
P.O. Box 62251
Baltimore, Md 21284-2251
888-884-7188
Bill To:
MONROE COUNTY B.O.C.C.
GOV'T TECHNICAL SERVICES
1200 TRUMAN AVENUE, SUITE 211
KEY WEST, FL 33040
Invoice "9652
Invoice Date 04/30/08
Ship To:
MONROE COUNTY TECHNICAL SERVICES
1200 TRUMAN AVE. SUITE 211
ATTN: MARIA GUERRA
KEY WEST, FL 33040
305/295-5118
Customer
Stop Via
F.O.B.
Temn
MON026
BEST WAY
SHIP POINT
NET 30 DAYS
Purdiase Order Number I"Penson
Order Date
Our Order Number
00022954
MALE
02/18/08
298157
Quantity Ordered
ntl Shi
Item Number Unit of Measure
Unit Price
F_x0ended PrIci
Back Ordered
Rom Description
Discount Tax
1
1
*PROGRAMMING EACH 4320.00
4320.00
M
0
PROGRAMMING LABOR N
AVISPL JOBS 03-MI134
KET WEST UPGRADE
VICKI YAKLEVICH
FINAL BILL e
CO
TRACKS:
Nontaxable Subtotal
67134.27
Taxable Subtotal
0.00
' Tax (7.500%)
0.00
Total Invoice
Customer Original
Page