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Nat'l Scenic Byways Gr AgreeMEMORANDUM November 13, 2002 TO:The Honorable Mayor and City Council Members FROM:Michael C. Van Milligen, City Manager SUBJECT:Agreement with Scharff-Weisberg for National Scenic Byways Grant Mississippi River Museum Executive Director Jerry Enzler is requesting approval of an agreement with Scharff-Weisberg to supply some of the technical audio-visual systems for the National Mississippi River Museum and Aquarium. The Dubuque County Historical Society is also signing the agreement. I concur with the recommendation and respectfully request Mayor and City Council approval. Michael C. Van Milligen MCVM/jh Attachment cc: Barry Lindahl, Corporation Counsel Cindy Steinhauser, Assistant City Manager Jerry Enzler, Executive Director, Mississippi River Museum MLSISSIPPI DUBUQUE COUNTY HISTORICAL SOCIETY MEMO TO:Mike Van Milligen, City Manager CC:Laura Carstens, City Planner Barry Lindahl, City Attorney Ken TeKippe, City Finance Department FROM:Jerry Enzler, Executive Director DATE:November 7, 2002 RE: Agreement with Scharff-Weisberg for National Scenic Byways Grant INTRODUCTION The purpose of this memo is to recommend that the City Council approve the agreement with Scharff-Weisberg to supply some of the technical audio-visual systems for the National Mississippi River Museum and Aquarium. The Dubuque County Historical Society is also signing the agreement. A copy of the agreement is attached. DISCUSSION The Federal Highway Administration has awarded the Historical Society a National Scenic Byways grant in the amount of $737,376 to interpret the Great River Road at the National Mississippi River Museum & Aquarium. The City is a sponsor for this project. At the City Council meeting October 21, 2002, the Council approved an agreement with the Historical Society for the Scenic Byway grant which stipulated that 80% of project expenditures would be reimbursed by Iowa DOT and 20% by the Dubuque County Historical Society. By the agreement now recommended, the City will pay Scharff-Weisberg the sum of $735,813 for services outlined in the agreement. These funds will be reimbursed to the City by the Iowa DOT and the Dubuque County Historical Society. There will be no City funds used in the project except time by City staffto assist the Historical Society in adminLqtration. We have reviewed this with Laura Carstens, City Planner, Barry Lindahl, City Attorney, and Ken TeKippe, City Finance Department. REQUEST We request that the City Council authorize the Mayor to sign the Agreement with Scharff- Weisberg and the Dubuque County Historical Society. EXHIBIT F - TECHNICAL REOUIREMENTS Section I General 1.00 Description of Work 1.01 General Information 1.02 Audio Visual Contractor Qualifications 1.03 Quality, Design and Related Drawings 1.04 Equipment Substitutions 1.05 Coordination with AV Producer 1.06 Submittals Section 2 Products 2.00 General Products 2.01 Pricing Section 3 Execution 3.00 Site Inspection 3.01 Installation 3.02 Documentation 3.03 System Acceptance Tests 3.04 Training 3.05 Service and Warranties 3.06 Schedule of Payments Exhibit Audio-Visual Systems 1 River Discovery Center River Discovery Center Exhibit Audio-Visual Systems 2 Section I General This document will serve to layout the terms and conditions for providing Technical Systems design, purchase, and installation. It includes a list of presentation technology for each exhibit. The Contractor will furnish additional items required but not specified or provide detail on items generically specified to create a complete working system as described in the attachment document: Technical Performance of A V Components (TPAV) 1.00 Description of Work Work consists of furnishing all labor, material and equipment for all of the audio-visual systems indicated in the attached equipment section of this specification and/or required to perform as described in the TPAV. The objective is to provide fully professional high volume use audio-visual systems, completely designed, engineered, installed, tested, accepted and ready to use in a museum environment. Review, comment, and approve in writing, drawings from the electrical engineer and lighting designer (where lighting interfaces with AV systems) certifying to Monadnock Media Inc., Lyons/Zaremba, and the Dubuque County Historical Society that all technical needs for AV components are met, including conduit for electrical circuits, Iow voltage, control cable, etc. C. Site visit to insure adequate conduit, circuitry etc. for AV systems. Provide detailed wire-pull schedule of ail interconnecting audio, video and control cabling. Coordinate with the site electricians. Supply and pull all necessary audio-visual cables to accomplish the operational objectives of the components. E. Provide a fully professional high volume use audio-visual systems, completely designed, installed, tested, accepted and ready to use in a museum environment. Assume responsibility for providing and installing all exhibits and equipment outlined herein and assemble components into one complete functioning system for each of the presentation areas, as described in the applicable sections of this specification. G. Coordinate with the site electricians. Exhibit Audio-Visual Systems 2 River Discovery Center River Discovery Center Exhibit Audio-Visual Systems 3 Section I General Continued 1.01 General Information Monadnock Media, Inc. (MM) will provide technical systems management for AV productions. For an efficient and successful installation, the Contractor is expected to coordinate with the Exhibit Fabricator, Electrical Engineer, Lighting Designer, Acoustic Consultant, Architect, Lyons/Zaremba Inc. and the Dubuque County Historical Society. Therefore, in addition to providing the services outlined in this contract, the Contractor wilt agree to respond in a timely fashion, to requests by Monadnock Media for information relevant to the realm of AV Technical Systems. B. All audio-visual control equipment under this scope will be either be located centrally or locally. The entire museum will be climate controlled. The Audio Visual Contractor will be responsible to verify the existing site conditions and coordinate with MM and Lyons/Zaremba Inc. all the requirements regarding power, signal conduits and any other building-related components that may impact the audio-visual components in the portion of the building affected by the scope of work. The Audio Visual Contractor will be responsible to MM and Lyons/Zaremba Inc. for the power and signal conduit requirements. The technical performance descriptions and equipment specified should provide working, reliable systems. It is the responsibility of the Contractor to evaluate and thoroughly understand the intent and goals of each system. If discrepancies are found in the system, the Contractor is ultimately responsible to supply and fabricate a working system to meet the original objective. Equipment not mentioned herein nor shown on drawings may be necessary to meet functional requirements and shall be provided without claim for additional payment. E. Sound bleed mitigation is of key concern throughout the museum and must be addressed under the direction of MM. Exhibit Audio-Visual Systems 3 River Discovery Center River Discovery Center Exhibit Audio-Visual Systems 4 Section I General Continued Provide all equipment as specified in this document. In addition, furnish items not specified but required to create a complete, working system as described in the TPAV. Use all equipment as specified in the manner specified. Furnish engineering and installation labor as necessary to provide complete, working systems. Project personnel must posses the specialized skills and experience required for successful AV system installation. Provide and install Iow-voltage/signal cable as required according to system needs. Terminate all AV-related Iow-voltage wiring. Make project personnel available to attend job meetings as necessary, or as requested by the Owner or the Exhibit and/or AV Producer. Delivery: All systems will be pre-fabricated into equipment racks, fully tested and labeled. Equipment racks will be delivered to the site to coordinate with the established construction schedule determined by Lyons/Zaremba and the Museum's Construction Manager. K. On site meetings should be limited to 5 in number and should be confirmed at least 14 days in advance. L. Confirm make and model numbers on all equipment prior to procurement. 1.02 Audio Visual Contractor Qualifications A.The Contractor will list the key personnel who will be assigned to this project along with a brief job description and resume/bio of their career- related backgrounds and experience. Key personnel must remain directly involved with the project until completion. B.If any subcontractors or freelance personnel are used, the same background and resumes are required. The Contractor is totally responsible for all work performed by his subcontractors or freelance personnel and must supervise Exhibit Audio-Visual Systems 4 River Discovery Center River Discovery Center Exhibit Audio-Visual Systems 5 Section I General Continued in a manner which ensures proper communication and coordination at the job site. C. The Contractor will be responsible for: Obtaining a license to do business in the State of Iowa if required. Iowa is a Right to Work state. Obtaining a permit from the City of Dubuque and complying with local electrical codes (Standard Electrical Code) if required. 3. State, Parish and City use taxes if required. 1.03 Quality, Design and Related Documents Furnish detailed equipment schedule for approval. Furnish manufacturer's catalog cut sheets of each different item specified. Approval of the schedule shall not relieve the Contractor of responsibility for errors or omissions. It is understood and agreed by the successful vendor that the work herein described shall be complete in every detail, even though every item required for operations may not be specifically mentioned. 1.04 Equipment Substitutions If the Contractor wishes to make a substitution, the following information must be provided: 1. Specification sheets of equipment. Advantage to the client for substitution such as cost, features, use and reliability. Assurance that substituted equipment will physically fit in spaces that may already be designed or fabricated. Exhibit Audio-Visual Systems 5 River Discovery Center River Discovery Center Exhibit Audio-Visual Systems 6 Section I General Continued Assurance that changes will not affect software already produced or planned to be produced. Control systems will work with propriety software that cannot be changed. If equipment is changed to another manufacturer, the Contractor is responsible for any additional cost in reprogramming the control software and any specialized equipment to accomplish the change. All changes that affect the control systems must be approved by the Audio Visual Consultant, Monadnock Media, Inc., in writing. 1.05 Coordination with the AV Producer/Manager A. The Contractor will be responsible to contact MM to coordinate all details. It is imperative that both parties understand each system, its objective and execution. Some of the items that must be addressed are: Exhibit start-up and shut-down procedures should occur from a central location. 2. Responsibility for installing the program, software and firmware. Timing issues of show starts, intervals, various language versions, captioning, etc. The Contractor will be responsible to program any control devices with information and guidance supplied by the AV Producer. The Contractor will be expected to supply any and all specialty computers/software to program the controllers specified. For lighting and other special effects, the Contractor must be present with MM to provide any necessary control or coordination during the on-site programming. Actual time required must be determined by coordinating with the AV Producer. 7. Any other items that will assure a system operating as designed. Exhibit Audio-Visual Systems 6 River Discovery Center River Discovery Center Exhibit Audio-Visual Systems 7 Section I General Continued Project personnel must be available to attend job meetings as necessary, or as requested by the Owner or the Exhibit and/or Audio Visual Consultant. (see 1.01 K for number of visits and conditions) Make periodic site visits prior to the installation of equipment to assess conditions and to evaluate and report on all Audio Visual related work as it proceeds. Approve equipment mounting locations and methods, AC power requirements and receptacle locations and Iow-voltage, control cable, and speaker wire routings. Coordinate with electrical and other subcontractors. Where deficiencies or potential conflicts occur, notify in writing. Use equipment provided by electrical contractor and lighting designer/fabricator. Check compatibility of existing items with specified components and with overall system configuration. Coordinate with all on-site trades to achieve well-coordinated progress and satisfactory outcomes. Make every effort to avoid conflicts with the work of others. Coordinate changes as necessary to accommodate other equipment, or to preserve symmetrical arrangements. E. Coordinate with the General and Electrical Contractors in locating outlets, conduit, suitable cable routes and backboards. F. Provide system programming with MM and the Owner or Owner's representative. 1.06 Submittals A. Shop drawings and product data 1. Required for approval, prior to fabrication and installation: i. Block diagrams indicating proposed connections of all equipment and indicating equipment types and model numbers. ii. Layout, equipment rack and cabinets. Exhibit Audio-Visual Systems 7 River Discovery Center River Discovery Center Exhibit Audio-Visual Systems 8 Section I General Continued iii. Loudspeaker mounting arrangements. iv.Shop drawings of any unit such as control touch panels, switch panels, loudspeaker enclosures or grilles to be fabricated or modified. v. Submittals as required by specifications. vi. Catalog data sheets of all manufactured items. Submit complete and at one time. Isolated items will not be considered for approval, except by prior written authorization. Rejected items and items requiring correction must be resubmitted at one time, except by prior written authorization. B. Operations and Maintenance Data Draft Copies: at time of FINAL ADJUSTMENTS AND ACCEPTANCE TESTS specified in PART 3 - EXECUTION, provide draft copies of all specified diagrams, schedules and manuals for inspection during demonstration and acceptance testing. Submit final copies thereafter. All drawings shall be drawn on a computer aided drafting (CAD) system. Block Diagrams: Simplified single line block diagram showing interconnection of all major equipment components and functional relationships. Diagram shall not illustrate terminal or interconnection cable number designations. The function diagram included with these specifications should be modified to exclude details, transformer type, any as-built changes, etc. that are not relevant. Complete on a single sheet of minimum size 8 ½" x 11 ". As Built Diagrams: Drawings showing all terminal blocks, connectors, switchers, transformers, equipment components and wires. Exhibit Audio-Visual Systems 8 River Discovery Center River Discovery Center Exhibit Audio-Visual Systems 9 Section I General Continued Label all devices with manufacturer, model number and reference number IE: ("SW1 5", "TB 6"), reference numbers shall be consistent across all drawings with no repetitions. On wiring diagrams, label all conductors within cables for insulation color or other identifier. Label connectors, barrier strips, switches, relay sockets, etc. for terminal number. If device does not provide terminal designations, provide key diagram for reference. As a minimum, provide an expanded version of the functional diagrams with cables fanned out at termination points and ali labeling as specified above; provide additional drawings where complexity does not permit complete information to be shown legibly on an individual sheet no larger than the project sheet size. The intent of the diagrams is to provide sufficiently clear and complete information that a technician of average skill may efficiently troubleshoot and service the system, even if unfamiliar with the installation. Control Setting Schedule: Fully document the settings of all nonuser adjustable controls. This includes power amplifier gain controls, equalizer settings, etc. Software: Where an external computer or internal computer with floppy disk drive has been used in programming any computer of the system, provide a floppy computer disk containing the master program for the control system and all programming, communication, or other software required for reprogramming the system. Complete Instruction and Maintenance Manual: Prepare in the form of an instructional manual for use by client personnel. a) Format: (1) (2) Size: 8 ½' x 11", 20 lb., minimum weight white paper for word processing. Drawings: Provide reinforced punch binder tab, bind in with text. Fold larger drawings to size of text pages. Exhibit Audio-Visual Systems 9 River Discovery Center River Discovery Center Exhibit Audio-Visual Systems 10 Section I General Continued Clear plastic "binding tape" applied to edge of sheet and then punched is acceptable. b) 3) Single sheet product literature and Contractor prepared pages: Provide reinforced punched binder tab. Clear plastic "binding tape" applied to edge of sheet and then punched is acceptable. (4) Provide indexed tabs and fly leaf for each separate section. Include printed description of product and major component parts of equipment. Cover: c) (1) Identify each volume with typed or printed title. "OPERATING AND MAINTENANCE INSTRUCTIONS". Binders: d) (1) Commercial quality three-ring binders with durable and cleanable plastic covers, 1" minimum, 2" maximum ring size. (2) When multiple binders are used, collate the data into related consistent groupings. Content of Manuals: (1) (2) (3) (4) (5) (6) Neatly typewritten table of contents for each volume, arranged in systematic order. Identify each product by product name and other identifying symbols as set forth in Contract Documents. Contractor, name of responsible principal, address and telephone number. Certificate of Warranty. Service Contract: Include a preliminary schedule for the specified semi-annual site visits. Complete as-built diagrams for systems. Functional diagram. Exhibit Audio*Visual Systems 10 River Discovery Center River Discovery Center Exhibit Audio-Visual Systems 11 (7) (8) (9) Ori§inal copies of manufacturer's installation, operation and service manuals, including schematic diagrams for each equipment item. Shop drawin§s of all custom-fabricated items. Control setting schedule. e) See 3.02 for actual order of presentation Section 2 Products 2.00 General Products Equipment specified in this document is correct at the time of design. At the actual time of purchase, some products may have been replaced by various manufacturers. It is the Contractor's responsibility to advise the Owner of model changes and follow the procedures for product substitution in Section 1.05. 2.01 Pricing & Equipment Performance The fixed price for this contract must include all design, engineering, consulting, equipment procurement, pro§rammin§ and installation services and related expenses noted in this document. Miscellaneous cables and hardware are intended to include all cables required to interconnect the system with the various systems. Hardware is to include all hardware items necessary to make a complete working system. The list is presented in the normal flow of the system. Provide alternate pricing on the following: Single HD Projection System for Journey Theater. Monadnock Media, Inc will consider cost-effective alternatives for each component. MM reserves the right to value engineer the AA/Equipment List in collaboration with the Contractor to reduce the cost of the system in a mutually agreed upon method. Exhibit Audio-Visual Systems 11 River Discovery Center River Discovery Center Exhibit Audio-Visual Systems 12 Section 3 Execution 3.00 Site Inspection The Contractor shall verify that surfaces, internal wall blocking and ceiling construction are ready to receive work and opening dimensions as indicated on shop drawings. The Contractor shall verify that electrical services are completed and ready for tie-in. Beginning of installation means acceptance of existing conditions and surfaces relating to AV systems. It shall be the responsibility of the Contractor to cooperate with all appropriate parties in order to achieve well-coordinated progress and satisfactory final results. He shall watch for conflicts with work of other Contractors on the job and execute moderate moves or changes as are necessary to accommodate other equipment or preserve symmetry or pleasing appearance. 3.01 Scheduling Installation A. Installation includes delivery to the site, terminating all AV connectors and receptacles, necessary hardware, interconnecting components to make a complete working system, using industry-accepted standards and quality workmanship. B. Equipment is to be installed as directed by the manufacturer. The Contractor shall be responsible for moving equipment from storage to the operating position. C. All AC power devices must be properly grounded in accordance with electrical codes. AC power receptacles should be checked for proper ground and wiring prior to installation. Exhibit Audio-Visual Systems 12 River Discovery Center River Discovery Center Exhibit Audio-Visual Systems 13 Section 3 Execution Continued The Contractor is responsible for supplying all audio-visual cabling and installing the cabling through the conduits and junction boxes supplied by the Electrical Contractor. Conduits are shown on the attached drawings. The Contractor must review all conduits and junction boxes to assure that adjacent conduit sizes and quantities exist for all audio visual systems. Any discrepancies should be coordinated with the Electrical Contractor prior to pulling cables. Once all components are in place, the Contractor will optimize system performance by final adjustments and testing of all components. At the completion, the Contractor will demonstrate the performance and capability to the client for their acceptance of the systems. All test and measurement requirements will be supplied by the Contractor. G. The Contractor is responsible to provide all licenses, permits and to adhere to all city, state and federal laws and codes, including underwriters LABS (UL). H. The Contractor is responsible to abide by alt governing codes and regulations including seismic codes. Maintain clean and safe working conditions. On a daily basis, clean up and legally dispose of alt waste and debris generated by the work. At project completion, clean work areas thoroughly and remove all dirt, dust, and fingerprints from equipment. 3.02 Documentation The completed system will be supplied by the Contractor with User Manual bound in binders with the following subdivided topics: Special Instructions: unique to the system or helpful in operation. Daily start-up and shut-down procedures. List of trouble shooting procedures and Step by Step instructions for presentation operation. 2. System schematics: 2 sets of reduced drawings. Exhibit Audio-Visual Systems 13 River Discovery Center River Discovery Center Exhibit Audio-Visual Systems 14 Section 3 Execution Continued 3. Manufacturer's Manuals: filed alphabetically. o Equipment List: Make, model, manufacturer, description and serial numbers by exhibit. Warranties and Service Notes: Manufacturer's warranty information, registration cards, suggested maintenance schedules, and techniques. 6. Maintenance: for Owner to record maintenance activity° One set of system flow drawings 11" x 17", framed and placed in the control room for quick reference. 3.03 1. Three sets of full size as-built drawings with all equipment and wiring identified. System Acceptance Tests System acceptance tests will not be performed until the Contractor's system checkout has been completed. The system acceptance tests will be supervised by the Owner and their representatives. They will consist of the following: A physical inventory will be taken of all equipment on-site and will be compared to equipment lists in the contract documents. The Contractor shall coordinate this time with the Owner and their representatives so that the room is available for testing. The Owner shall provide free access to ail areas, lighting and electrical power as needed. If this testing involves working other than normal hours, it will be accomplished without claim for extra payment. o The Contractor is responsible for ensuring that the area in which his work has been performed is completed according to his contract and is in a clean and orderly condition, ready for acceptance. Exhibit Audio-Visual Systems I4 River Discovery Center River Discovery Center Exhibit Audio-Visual Systems 15 Section 3 Execution Continued The Contractor shall measure the hum and noise levels of the overall system and adjust gain controls for optimum signal-to-noise ratio. The adjustment shall also be such that full power amplifier output would be achieved with +8 db input. Terminate inputs with shield resistors of 600 ohms for these measurements. Disconnect the loudspeaker lines and terminate the power amplifier outputs with power resistors for these measurements. Use load resistors matching the rated-load impedance and output power of the amplifier. o The Contractor shall be prepared to verify the performance of any portions of the system by demonstration. The Contractor shall make additional mechanical and electrical adjustments within the scope of work that are deemed necessary by the Owner and their representatives. In the event further adjustment is required, or defective equipment must be repaired or replaced, tests may be suspended or continued at the discretion of the Owner and their representatives. Three sets of all final as-built drawings, run sheets, manuals and other required documents shall be delivered to the Owner and their representatives prior to the scheduling of acceptance tests. One complete set of these documents shall be on hand at the time of testing. The Contractor's personnel performing these tests are to be thoroughly familiar with all details of the system. The tests team is to include the Field Supervisor and Project Engineer who were in charge during the course of the installation work. 3.04 Training It is the responsibility of the Contractor to provide complete an extensive system training to the personnel involved. This includes all of the following areas: proper operation, maintenance and service techniques of the audio Exhibit Audio-Visual Systems 15 River Discovery Center River Discovery Center Exhibit Audio-Visual Systems 16 Section 3 Execution Continued visual systems. The goal is to achieve optimum performance and utilization. Budgeted time for this activity should be a minimum of 12 hours. Some training usually takes place during final installation, if the user is available. Training will take place immediately following installation. 3.05 Service and Warranties All equipment, except systems not being supplied by contractor such as those supplied by Seaman's Church and Technofrolics, will be new and carry manufacturer's full warranties that will be handled by the Contractor during the first year of operation. In addition, the Contractor will guarantee the entire system as assembled for one year from date of acceptance. During that time, equipment or system problems will be repaired or replacements made at no charge. The Contractor should maintain a 24-hour technical emergency phone service. A duplicate set of the system documentation is to be maintained at the Contractor's office to assist in telephone troubleshooting. Local Service: if the Contractor is located at too great a distance from the site to promptly service the installation, an arrangement will be made with a local audio-visual service organization who will be engaged and trained by the Contractor to perform local on-site service. Two routine service/maintenance calls by one technician are required during the first year of warranty. The local service organization must be capable of performing all on-site requirements and be responsive within 24 hours. The Contractor is ultimately responsible for all service and warranty issues during the warranty period, regardless of the local firm's performance. All materials contained in this specification, except systems not being supplied by contractor such as those supplied by Seaman's Church and Technofrolics, should come with complete manufacturers' warranties against defects in parts and workmanship. A copy of all available manufacturers' warranties will be included in the user's manual. D. The Contractor warrants the systems it supplies and installs to be free of defects in parts and workmanship for a period of one year. If during that time the Exhibit Audio-Visual Systems 16 River Discovery Center River Discovery Center Exhibit Audio-Visual Systems 17 system fails to perform as specified, the Audio Visual Contractor will correct the problem at no additional charge. Section 3 Execution Continued It is understood that additional charges will be made for the repair or replacement of any piece of equipment that fails due to abuse, carelessness, mishandling, use of a product in an application other than that intended, and attempted repairs performed by anyone other than the Contractor. Consumable parts such as projector lamps and filters are not subject to free replacement. E. Service: respond by telephone within 2-3 hours of receiving a service request. Send a technician within a reasonable time frame. Exhibit Audio-Visual Systems 17 River Discovery Center River Discovery Center Exhibit Audio-Visual Systems 18 3.06 Project Payment Schedule All work will be performed between August 1st, 2002 and July 1, 2003. Milestone Tentative Dates Payment Amount (Less 10% Retained Amount) Contract Signing 10/4/02 8 % of contract Design Development 10/01/02 - 10/30/02 Submit Shop Drawings 11/29/02 12% Purchase Hardware 1/15/03 - 2/15/03 25% Assemble Systems 2/15/03 - 3/1/03 lest Pre-fab Systems 3/1/03 - 3/21/03. Ship Pre-tested Systems 3/21/03 -4/I/03 35% Installation - Cable 3/15/03 - 3/30/03 Installation - field devices & 4/1/03 - 4/28/03 racks Test & Program System 05/01/03 -05/10/03 Soft Opening - punch-list 05/18/03 - 05/20/03 10% Exhibit Opening 05/30/03 Acceptance - Warranty Begins Submit "As-built" 07/01/03 Retained Amount Documentation Total 100% Exhibit Audio-Visual Systems 18 River Discovery Center AGREEMENT BY AND AMONG THE CITY OF DUBUQUE, IOWA DUBUQUE COUNTY HISTORICAL SOCIETY AND SCHARFF WEISBERG SYSTEMS INTEGRATION INC. This Agreement is made and entered into effective the __ day of , 2002 by and between the City of Dubuque, Iowa (City), Dubuque County Historical Society (Society) and Scharff Weisberg Systems Integration Inc. (Contractor). WHEREAS, Society is engaged in a project involving the construction of exhibits (A: Mississippi Journey Theater and B: River Discovery Center) for the River Discovery Center (Center), a new building in Dubuque, Iowa. WHEREAS, City proposes to engage Contractor in accordance with the terms and conditions set forth herein for and on behalf of Society; NOW, THEREFORE, the parties hereto do mutually agree as follows: EMPLOYMENT OF CONTRACTOR City hereby agrees to engage Contractor, and Contractor agrees to provide the services hereinafter described (the Work). CONTRACT DOCUMENTS 2.1 The requirements of this Agreement shall include the requirements of the following Documents and shall be incorporated into this Agreement as if wholly reproduced herein: Exhibit A. 1 - Performance Exhibit A.2 - Exhibit B - Exhibit C.1 - Exhibit C.2 - Center Exhibit F- Mississippi Joumey Theater Intro and Technical River Discovery Center Technical Performance Component Summary Equipment List: Mississippi Journey Theater Equipment List: Mississippi River Museum Discovery Technical Requirements Attachment A- Compliance with Title 49 Attachment B- Certification of Contractor Attachment C- Certification of Owner In addition to the above, all Contract Documents for the construction of the Center building are available for reference at the offices of the Exhibit Designer, the Dubuque County Historical Society, and Eshedck, Homsey, Dodge and Davis, Amhitects. 2.2 Where conflicts in requirements exist within the Contract Documents, those requirements that are most beneficial to City and Society shall be considered correct. SCOPE OF SERVICES 3.1 Contractor will furnish all of the materials, packing, shipping, equipment (inclusive of scaffolding and/or lifts) labor and all other services necessary for the Work of the Project in accordance with the Contract Documents. 3.2 The Contractor will proceed with Work required by the Contract Documents within ten (10) consecutive calendar days after the execution of this Agreement. 3.3 V'~ithin 14 days after the execution of this Agreement, the Contractor will submit to Society two (2) copies each of a ,'Schedule of the Work", outlining the delivery of all Work products and items, and a "Detailed Schedule of Values", outlining the values of components or products which the Contractor may intend to use for billing purposes. The '~Vork Schedule" will conform to the Society's schedule for delivery of the Work and will demonstrate and track the Contractor's ability to meet the Schedule, as indicated in Article 7.1. 3.4 The Contractor will supply an adequate work force to deliver the Work on schedule. 3.5 Society may elect to make additive or deductive changes to the Contractor's Scope of Work. Society shall make a written request for a change and shall receive a timely written proposal of the total cost of this change including delay, if any. 3.6 If the Contractor is of the opinion that any work it has been directed to perform is beyond the scope of this Agreement, and constitutes "Extra Work", it shall promptly notify Society in writing to that effect. In the event that Society determines that such work does constitute "Extra Work", Society will provide extra compensation to of actual costs plus a fixed fee amount, or at a negotiated lump sum. Unless approval for "Extra Work" has been secured in advance from Society, no claims for payment will be allowed. However, Society shall have benefit of the service rendered. CONTRACT MANAGEMENT 4.1 The River Discovery Center is being constructed, and is owned, by Society. The Exhibit Work described in this contract is being pumhased by Society. 4.2 Society has a Management Team (herein 'q'he Teem") in place to review and approve the progress and quality of the Work on the A: Mississippi Journey Theater project and B: River Discovery Center project. This Team is guided by Society and is managed by a contractor to Society. 4.3 The Exhibit Designer for the project is Lyons/Zaremba (hereinafter referred to as "Exhibit Designer"). For purposes of this Agreement, the Team shall be expanded to include the Exhibit Designer and a representative of Society and shall, as a Team, have joint responsibility for reviewing and approving submittals, progress and quality of the Work, and Invoices for payment. 4.4 Invoices and Payments (as described in Paragraph 6 herein) shall be simultaneously reviewed by the members of the Team for processing and will not be paid by City or Society without approval by Monadnock Media, Inc. 4.5 Subletting, assignment, or transfer of all or part of the interest of the Contractor in this Agreement is prohibited unless written consent is obtained from City and Society and authorized by the State. The Contractor shall submit proposed contracts with subcontractors to the Society to review and approve prior to their execution. 4.6 The Contractor warrants that it has not employed or retained any company or person, other than a bona fide employee working solely for the Contractor, to solicit or secure this Agreement, and that it has not paid or agreed to pay any company or person other than bonaflde employees working solely for the Contractor, any fee, commission, pementage, brokerage fee, gifts, or any other consideration contingent upon or resulting from the award or making of this Agreeme~. For breach or violation of this warranty, City or Society shall have the dght to annul the Agreement without liability, or in its discretion to deduct from the agreement pdce or consideration, or otherwise recover, the full amount of such fee, commission percentage, brokerage fee, or counterpart fee. 4.7 Contractor shall defend, indemnify and hold harmless the Iowa Department of Transportation (Iowa DOT), and the Federal Highway Administration (FHVVA), and each of their agencies, agents, employees and assignees from all claims and liabilities arising out of any negligent acts, errors or omissions of the Contractor, its members, agents, stockholders, or employees in connection with performance of this Agreement. COMPENSATION 5.1 City agrees to pay to Contractor for the Work a total sum of Seven hundred, thirty-five thousand, eight hundred thirteen and no/100 Dollars ($735,813.00). This pdce reflects: Mississippi Journey Theater $696,388.00 River Discovery Center $39,425.00 These prices shall be inclusive of all labor, transportation, permits, equipment, tools, taxes (including sales tax where applicable), insurance, overhead and profit. INVOICES AND PAYMENTS 6.1 Payment Application .1 Upon submission by the Contractor of an invoice for payment not more than once a month, City shall pay Contractor for approved Work and services theretofore performed or rendered for the period specified. See section 3.06 Project Payment Schedule. .2 For Work performed under the Scope of Services, City shall pay the Contractor if the amount billed represents the percent of Work completed by the Contractor for the billing pedod and the cumulative amount billed represents the total percent of Work completed in the opinion of the Exhibit Designer. If City reduces the amount paid because of the above conditions, it shall inform the contractor in writing of the reasons. The Contractor may bill the difference in the future provided the amount billed in the future represents the total amount of Work completed. .3 Retention: Ten percent (10%) of the value of the Work completed will be retained by City until the Work is complete. .4 Contractor agrees to reimburse the Iowa Department of Transportation for any overpayment determined by final audit. 6.2 The original invoice for payment shall be submitted to Monadnock Media, In. who shall certify the payments at the following address: Monadnock Media, Inc. PO Box 429 Sunderland, MA 01375 A copy shall be sent at the same time to City and Society at the following addresses: City of Dubuque City Hall 13th and Central Ave. Dubuque IA 52001 Attn: Laura Carstens Dubuque County Historical Society P.O. Box 266 Dubuque, IA 52004-0266 Attn: Jerry Enzler 6.3 Monadnock Media, Inc. shall be responsible for coordinating approval of applications among the Team. After approval from the Team, Monadnock Media, Inc. will forward the originals to City and Society for processing. 6.4 Terms of Payment by City for all approved costs are 30 calendar days net from time of receipt of the certified invoice by City and Society. PERIOD OF PERFORMANCE 7.1 This Agreement shall be in force and effect from the date of its execution by all of the parties. Work shall proceed generally as outlined in Section 3.06 (page 37) Project Payment Schedule with the following milestone completion dates: · 1 Completion of the Work: May 30, 2003. .2 Installation Phase: anticipated to between Apd115, 2003 and May 15, 2003; actual date that space is available for Contractor to begin installation phase will be confirmed in wdting and may vary from this date. .3 Tune-Up: to be completed by May 20, 2003; any change to this date shall be confirmed in writing. Failure to meet these milestone dates without written approval from City and Society constitutes breach of this Agreement unless such failure is due solely to the acts of others not parties to this Agreement or subject to the control of Contractor. Time is of the essence with regard to the completion date specified herein. Liquidated damages in the amount of $500.00 per calendar day will be assessed if installation and tune-up occurs later than the milestones above, unless such failure is the result of the acts of others not parties to this Agreement or subject to the control of Contractor. 7.2 Termination by the Contractor · 1 The Contractor may terminate this Agreement if the Work is stopped for a period of 30 days through no act or fault of the Contractor as a result of any of the following: .1 issuance of an order of a court or other public authority having jurisdiction. .2 an act of the govemment, such as a declaration of national emergency, making material unavailable. .3 because City has not issued payment in accordance with Article 6 within 60 days and has not notified the Contractor of the reason for withholding .2 If one of the above reasons exists, the Contractor may, upon fourteen additional days' written notice of default to City, terminate the Agreement and recover from City payment for Work executed as the Contractor's sole remedy. 7.3 Termination by the CITY OF DUBUQUE · 1 City and Society may terminate the Agreement if the Contractor: .1 refuses or fails to meet the schedule or properly coordinate the Work. .2 refuses or fails to supply enough properly skilled workers or proper materials for the Work. .3 disregards laws, ordinances, or rules, regulations or orders of a public authority having jurisdiction. .4 otherwise is in breach of a material provision of the Contract Documents· .2 When any one of the above reasons exists, City and Society, may after giving the Contractor and the Contractor's surety, if any, seven days' written notice, terminate employment of the Contractor and may, subject to any prior rights of the surety: .1 take possession of all materials and products in the possession of the Contractor that are relevant to completion of the Work. .2 .3 .4 .5 accept assignment of subcontracts into which the Contractor may have entered for completion of portions of the Work. finish the Work by whatever reasonable method City and Society may deem expedient. when City and Society terminate the Agreement for any of the reasons stated in Subparagraph 7.3, the Contractor shall not be entitled to receive further payment until the Work is finished. if the costs of finishing the Work, including all services and expenses made necessary thereby, exceed the balance of the Contract Sum, the Contractor shall pay the difference to City and Society. The amount to be paid to City and Society shall be certified by the Exhibit Designer, upon application, and this obligation for payment shall survive termination of the Contract. Payment either to the Contractor or City and Society shall survive termination of this Agreement. 8. COMMUNICATIONS 8.1 Communications by the Contractor with City and Society shall be sent at the same time to Frank Zaremba Lyons/Zaremba 153 Milk Street Boston, MA 02109 617.330.9144 and Steven H. Bressler Monadnock Media, Inc. PO Box 429 Sunderland, MA 01375 413.665.1390 8.2 All legal notices provided hereunder shall be provided in writing and delivered as certified mail, return receipt requested, as follows: City of Dubuque C}~ Hall 1 and Central Ave. Dubuque IA 52001 Attn: Laura Carstens Dubuque County Historical Society P.O. Box 266 Dubuque, IA 52004-0266 Attn: Jerry Enzler Notices to the Contractor shall be addressed as follows: Josh Weisberg ScharffWeisberg Systems Integration Inc. 36-36 33r~ Street Long Island City, NY 11106-2128 9.2 9.3 INVENTIONS AND DATA Upon full payment for the services of the Contractor by City, all reports, design drawings, field data and notes, estimates and other documents regarding the Project(s) that the Contractor prepares shall become the property of Society. The Contractor shall be allowed to retain copies of all documentation produced by the Contractor related to the Project, including reproducible and electronic media forms, but shall not be allowed to use such documentation where such use is contrary to the interest of City and Society and/or Exhibit Designer. Protection of Proprietary Material. Contractor agrees not to reveal to third parties any information not generally known concerning computer programs and technical information, which may be proprietary to City or Society. Contractor further agrees to respect and safeguard, in every way practical, the proprietary nature of computer programs and technical information and to insure that any copies such programs or information, in whole or in part, in Contract's possession at termination of this Agreement, whether in human or machine readable form, are destroyed or retumed to City or Society. Contractor further agrees not to copy, or cause to be copied, any such programs or related information except as may be required for performance of work assigned to Contractor under this Agreement. Contractor also agrees to comply with City's or Society's policies concerning privacy of information and computer files. 10. 10.1 EXAMINATION OF RECORDS City and Society shall have timely access to and right to examine and copy any books, documents, papers and records of Contractor involving transactions related to this Agreement until the expiration of three years after final payment hereunder. 11. 11.1 12. 12.1 12.2 13. 14. EQUAL OPPORTUNITY In connection with its performance under this Agreement, Contractor will not: 1) discriminate against any employee or applicant for employment because of race, religion, color, sex, age, national odgin, or physical or mental handicap, (unless such handicap is job related) and will take affirmative action to insure equal opportunity in all aspects of employment including, but not limited to, recruitment, promotion, demotion, transfer, layoff, termination, compensation and selection for training, including apprenticeship; and 2) will send to each labor union or representative of workers with which it has a collective bargaining agreement, or other contract of understanding, a note stating the terms of the commitment hereunder with respect to opportunity. COMPLIANCE WITH LAWS AND REGULATIONS Contractor shall comply with all applicable federal, state, and local regulations in the performance hereof. This Agreement shall be governed by the laws of the State of Iowa. ASSIGNMENT PROHIBITED Contractor shall neither assign its rights nor delegate its duties under this Agreement without prior written consent of City and Society. This prohibition of assignment and delegation extends to all assignments and delegations that lawfully may be prohibited by Agreement. Contractor shall not subcontract any of the work to be performed except as provided in this Agreement, without the prior written consent of Society. CONFLICT OF INTEREST 14.1 Contractor affirms that to the best of its knowledge there exists no actual or potential conflict between Contractor's business or financial interest and its services under this Agreement, and in the event of change in either its pdvate interest or services under this Agreement, it will raise with City and Society any questions regarding possible conflict of interest which may arise as a result of such change. 15. ADVERTISING Contractor agrees not to use any name or mark of City or Society or to quote the opinion of any of City or Society employees in any advertising or other publicity without obtaining the prior written consent of City or Society. 16. INSURANCE 16.1 The contractor shall carry Insurance, which shall be written for not less than the following limits of liability, except with City's and Society's prior wr',tten approval: .1 Workers' or Workman's Compensation as required by Iowa law and to include U.S.L.& H. as required. .2 Employers Liability Insurance, $1,000,000 per occurrence .3 Commercial General Liability, occurrence form: .4 .5 · 1 General Aggregate $2,000,000 .2 Products-Completed Operations Aggregate $2,000,000 .3 Personal & Advertising Injury $1,000,000 each occurrence .4 BI/PD $1,000,000 each occurrence Commercial Liability Insurance shall name those designated in Paragraph 16.2 as additional insured, shall include all major divisions of coverage, and shall be on a comprehensive basis including the following: .1 Premises Operations (including X,C, and U as applicable). .2 Independent Contractor's Protective. .3 Products including Completed Operations (to be maintained for three years after the final payment). .4 Personal Injury Liability with Employment Exclusion deleted. .5 Broad Form Property Damage including Completed Operations. Automobile Insurance (Comprehensive or Business Automobile Form including Owned, Non-Owned, and Hired Autos): .1 Bodily Injury $1,000,000 per occuffence .2 Property Damage $1,000,000 per occurrence 16.2 Insurance carded by the Contractor shall name City, Society, the State of Iowa, the Vision Iowa Board, Conlon Construction Company, Lyons/Zaremba, and Eshedck, Homsey, Dodge & Davis as additional Named Insured. Such insurance shall include City's additional insured endorsement and governmental immunities endorsement in the form attached to this Agreement. All policies of insurance required hereunder shall be with an insurer authorized to do business in Iowa. All insurers shall have a rating of A or better in the current A.M. Best Rating Guide. All policies of insurance required hereunder with respect to City shall be endorsed to provide a thirty (30) day advanced notice to City of any cancellation of the policy prior to its expiration date. This endorsement supersedes the standard cancellation statement on the Certificate of Insurance. 16.3 16.4 Contractor shall fumish copies of Insurance Certificates to City and Society prior to beginning Work under this Agreement. The City's certificate shall have attached to it City's additional insured endorsement and govemmental immunities endorsement in the form attached to this Agreement. In the event any policy of insurance expires during the term of this Agreement, it shall be replaced and a renewal certificate issued to City and Society prior to the expiration date. Failure to provide evidence of minimum coverage shall not be deemed a waiver of these requirements by City. Failure to obtain or maintain the insurance required herein shall be considered a material breach of this agreement. 17. 17.1 18. 18.1 DISPUTE RESOLUTION All claims, disputes or controversies arising out of or in relation to the interpretation, application or enforcement of this Agreement shall first be submitted to non-binding mediation pursuant to the Rules for Commemial Mediation of the American Arbitration Association. INDEMNIFICATION Contractor shall indemnify, defend and hold harmless City and Society and each of their contractors, officers and employees, from and against all losses, claims, demands, damages, expenses or judgments arising from any willful or negligent act, errors or omissions of Contractor, its officers, agents, or employees, successors or assigns, or its subcontractors, in the making or performance with this Agreement, or while in or about the Project premises for 19. any reason or connected in any way whatsoever with the performance of this Agreement. ENTIRE AGREEMENT This Agreement constitutes the entire agreement between the parties and supersedes any prior negotiations, agreements or understandings. This Agreement shall not be amended except in writing signed by both parties. IN WITNESS WHEREOF, the parities have hereunto set their hands by proper person duly authorized, the day and year first above written. SCHARFFWEISBERGINTEGRATION SYSTEMSINC. Josh Weisberg Scharff Weisberg, Inc. 36-36 33rd Street Long Island City, NY 11106-2128 Date DUBUQUE COUNTY HISTORICAL SOCIETY Jerry Enzler Executive Director Date CITY OF DUBUQUE, IOWA By Michael C. Van Milligen City Manager Date IOWA DEPARTMENT OF TRANSPORTATION Highway Division Accepted for Authorization By Date , P.E. Local Systems Engineer Distdct Attachment A: COMPLIANCE WITH TITLE 49, CODE OF FEDERAL REGULATIONS (49CFR) A. Dudng the performance of this agreement, the Contractor, and its' assignees and successors in interest (hereafter referred to as the "Contractor"), agree as follows: 1. Compliance with regulations. The Contractor will comply with the regulations of the U.S. Department of Transportation, relative to nondiscrimination in federally assisted programs of the U S. Department of Transportation (Title 49, Code of Federal Regulations, Part 21, hereinafter referred to as the "Regulations"), which are herein incorporated by reference and made a part of this agreement. 2. Nondiscrimination. The Contractor, with regard to the work performed by it, will not discriminate on the grounds of race, religion, color, sex, age, physical disability or national origin in the selection and retention of sub-Contractors, including procurement of materials and leases of equipment. The Contractor will not participate, either directly or indirectly in the discrimination prohibited by Section 21.5 of the Regulations, including employment practices when the agreement covers a program set forth in Appendix "A","13", and "C"of the Regulations. 3. Solicitation for sub-Contractors, Including Procurement of Materials and Equipment. In all solicitations, either by competitive bidding or negotiation made by the Contractor for work to be performed under a subcontract, including procurement of materials or equipment, each potential sub-contractor or supplier shall be notified by the Contractor of the Contractor's obligation under this contract and the regulations relative to nondiscrimination on the grounds of race, religion, color, sex, age, physical disability or national origin. B. Disadvantaged Business Enterprises (DBE's). 1. The Contractor or its sub-contractors agree(s) to ensure that Disadvantaged Business Enterprises (DBE) as defined in 49 CFR 26 have the maximum opportunity to participate in the performance of contracts and subcontracts financed in whole or in part with Federal funds provided under this Agreement. In this regard the Contractor and all of its sub-contractors shall take all necessary and reasonable steps in compliance with the Iowa Department of Transportation DBE Program to ensure minority and women business enterprises have the opportunity to compete for and perform contracts. 2. The Contractor and its sub-contractors shall not discriminate on the basis of race, religion, color, sex, age, physical disability, or national origin in the award and performance of U.S. Department of Transportation assisted contracts. If, as a condition of assistance, the Iowa Department of Transportation (Iowa DOT) has submitted to U.S. DOT, or the Contractor has submitted to the Iowa DOT, and the U.S. DOT or Department has approved a DBE program which the Iowa DOT and/or Contractor agree(s) to carry out, this program(s) is incorporated into this Agreement by reference. This program shall be treated as a legal obligation and failure to carry out its terms shall be treated as a violation of this financial assistance agreement. Upon notification to the Contractor of its failure to carry out the approved program, the Owner and/or the State shall impose sanctions which may include termination of the Agreement or other measures that may affect the ability of the Contractor to obtain future U.S. Department of Transportation financial assistance. 3. The Contractor or any of its sub-contractors are hereby advised that failure to fully comply with the Iowa Department of Transportation's DBE Program shall constitute a breach of contract and may result in termination of this Agreement or agreement(s) by the Owner or such remedy as the Owner deems appropriate. Refer to Section X of the Agreement. Attachment B: I hereby certify that I am the representative of the firm of (Organization) CERTIFICATION OF CONTRACTOR (Title) and duly authorized whose address is (Address) nor the above firm here represent has: and thatneitherl (a) Employed or retained for a commission, percentage, brokerage, contingent fee, or other consideration, any firm or person (other than a bona fide employee working solely for me or the above Contractor) to solicit or secure this contract; (b) Agreed, as an express or implied condition for obtaining this contract, to employ or retain the services of any firm or person in connection with carrying out the contract; or (c) Paid, or agreed to pay, to any firm, organization or person (other than a bonafide employee working solely for me or the above Contractor) any fee, contribution, donation or consideration of any kind for, or in connection with, procuring or carrying out the contract; except as here expressly stated (if any): I acknowledge that this certificate is to be furnished to the Iowa Department of Transportation and the Federal Highway Administration, U.S. Department of Transportation, in connection with this contract involving participation of Federal-aid highway funds, and is subject to applicable State and Federal laws, both criminal and civil. Signature Date Attachment C: CERTIFICATION OF OWNER I hereby certify that I am the Owner and that the above consulting firm or its representative have not been required, directly or indirectly as an express or implied condition in connection with obtaining or carrying out this Agreement to: (a) employ or retain, or agree to employ or retain, any firm or person, or (b) pay, or agree to pay, to any firm, person, or organization, any fee contribution, donation or consideration of any kind, except as here expressly stated (if any): I acknowledge that this certificate is to be furnished to the Iowa Department of Transportation and to the Federal Highway Administration, in connection with this Agreement involving participation of federal-aid highway funds and is subject to applicable State and federal laws, both criminal and civil. Signature Title Date POLICY NIYMBER COMMERCIAL GENERAL LIABILITY THIS ENDORSEIVIENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. ADDITIONAL INSURED - DESIGNATED PERSON OR ORGANIZATION This endorsement modifies insurance provided under the following: COMMERCIAL G~ LIABILITY COVERAGE PART. SCHEDULE Name of Person Or Organ{Tation: The City of Dubuque, including all its elected and appointed officials, all its employees and volunteers, all its boards, commissions and/or authorities and their board members, employees, and volunteers. (If no entry appea~s above, information required to complete this endorsemem will be shown in the Declarations as applicable to this andorsemem.) WHO IS AN INSURED (Section ID is amended to include as an insured the person or organization shown in the Schedule as an insured but only with respect to liability arising out of your operations or premises orated by or rented to you. Copwi~ht_ Insurance Service~ Office. Inc. 1994 CG 20 26 l I CITY OF DUBUQUE, IOWA GOVERNMENTAL IMMUNITIES ENDORSEMENT Nonwaiver of Governmental Immunity. The insurance carrier expressly agrees and states that the purchase of this policy and the including of the City of Dubuque, Iowa as an Additional Insured does not waive any of the defenses of governmental immunity available to the City of Dubuque, Iowa under Code of Iowa Section 670.4 as it is now exists and as it may be amended form time to time. Claims Coverage. The insurance carrier further agrees that this policy of insurance shall cover only those claims not subject to the defense of govemmental immunity under the Code of Iowa Section 670.4 as it now exists and as it may be amended from time to time. Those claims not subject to Code of Iowa Section 670.4 shall be covered by the terms and conditions of this insurance policy. = Assertion of Government Immunity. The City of Dubuque, Iowa shall be responsible for asserting any defense of governmental immunity, and may do so at any time and shall do so upon the timely written request of the insurance carrier. Non-Denial of Coverage. The insurance carrier shall not deny coverage under this policy and the insurance carrier shall not deny any of the rights and benefits accruing to the City of Dubuque, Iowa under this policy for reasons of govemmental immunity unless and until a court of competent jurisdiction has ruled in favor of the defense(s) of governmental immunity asserted by the City of Dubuque, Iowa. No Other Change in Policy. The above preservation of governmental immunities shall not otherwise change or alter the coverage available under the policy. EXHIBIT A.1 Mississippi Journey Theater Exhibit Audio-Visual Systems Mississippi Journey Theater Introduction The Mississippi Journey production, technical systems and theatrical effects present several significant challenges. First, we must tell a story that covers the entire Mississippi River. Second, that story has to be compelling - touching both past and present while evoking the myth and grandeur of the Mississippi. And finally, the presentation format has to rival the impact of a Mini-lmax theater. The current Mississippi River Museum will become The National Mississippi River Museum and Aquarium. It is part of a major waterfront development project. As a result, the project will draw national attention. We see Mississippi Journey: the production and theater as a model and a landmark installation in the museum world. Toward that end the Museum and the design team of Lyons/Zaremba and Monadnock Media are looking for the sharpest, high definition image possible, given the theater space and a high impact sound system. In addition, the ease and cost to maintain the system as well as its reliability will be key factors in the final selection of a technical systems company. Monadnock Media, Inc. EXHIBIT A.1 Mississippi Journey Theater Exhibit Audio-Visual Systems MISSISSIPPI JOURNEY HIGH DEFINITION IMMERSIVE THEATER Technical Performance Description Theater Features and Functionality High Definition Projection The focal point of this 80 seat multi-media immersive theater will be wide-screen high definition cinematography. The many landscapes along the river, from the lush, forested riverbanks of the headwaters, to the mysterious bayous of the south, will be shot in this format. There will be 3 image areas projected onto a 40-47 panoramic screen (see drawing MJT-1). *The center image will be approximately 22-27 ft. wide by 9-10 ft. high, projected from two HD projectors from two uncompressed high definition video servers. The two side screens, each approximately 10-12 ft. wide by 7-8 ft. high, will use MPG2 HD compressed video servers. This will allow us to create striking combinations of images, contrast past and present, and create patterns and show detail. Historical images can appear beside the center image in soft-edged vignettes, almost floating in the darkened space next to the main screen. Sound System A 16-channel sound digital system internal/external hard drive system is specified. An alternative that we would consider is sourcing the audio from the HDDVR, if the machine is capable of playing 12 digital audio tracks. Processing of audio signals is required to match the theater's acoustic characteristics. Equalization, delay and other effects such as panning, are provided by the processor and will be adjusted by the producer on-site. Theatrical Lighting and Effects At times during the show, theater moments will combine with video to create a three-dimensional experience such as an earthquake or storm. Fog will fill the front of the theater enhancing a misty-early morning scene, or evoking the smoke of Civil War cannons. Patterned lights, shining on the audience will give the effect of dappled forest light, or the glitter of sunlight on the surface of water. The goal is to envelop the audience in sound and light, to create a memorable experience that goes beyond film or video. The theater will have the following components: · Show Control · Mural Scrim - retracts revealing the panoramic screen. · Theatrical Lighting Package · Seat Shakers (transducers) Monadnock Media, Inc. 2 EXHIBIT A.1 Mississippi Journey Theater Exhibit Audio-Visual Systems · Fog System (the bid for this package does not include purchase and installation of system, only show control). This is a dry atomized fog system without humidity issues. Show Control System & Programming The control system must be simple to operate, easy to diagnose, and 100% reliable. Technical Systems Company will provide show/lighting programmer to work as directed by Monadnock Media. *Prototype The current specification calls for two HD projectors and two HD uncompressed video servers using edge blending, to create the large center image. This is the standard called out in Exhibit C.1 Equipment List Mississippi Journey Theater. An alternate is to use a single projector and one HD video server to generate the center image. The goal of the prototype is to compare the sharpness/image quality of the two- projector HD set-up with that of a single projector HD set up. This will allow us to make a determination as to the most effective system given the theater space with a ceiling height of 13.5 ft. Monadnock will provide the HD footage if necessary. The prototype must include the following: A. Near full size set-up of the screen with the center image projected from two HD projectors with seamless edge blending from two HD video servers. B. Single HD projector and uncompressed HD server with approximately the same size center image. Note: the bid should include two prices: One for the Standard called out in Exhibit C. 1 Equipment List Mississippi Journey Theater and one for the Alternate as noted above. Exhibit 80 seat multi-media immersive theater. 12-15 minute HD program. 42-47 ft. wide x 9.5 ft. high, panoramic screen with a moveable mural that retracts, to the left and to the right revealing the panoramic screen. Activation Countdown clock and docent activated. Technical Performance · Countdown clock shall be staff adjustable with 3 to 4 selectable schedules. · Show Control triggers theater doors to open and close. Monadnock Media, Inc. 3 EXHIBIT A.1 Mississippi Journey Theater Exhibit Audio-Visual Systems · Pre-show audio · Mural (by others) opens in two steps: Step 1: Opens revealing part of center screen Step 2: Opens completely revealing entire screen area. · Programmed lighting effects (see Theater Lighting Package). · Programmed 2-3 zoned dry atomized fog system. (installed by others). · Programmed seat transducers. · Mura] closes at end of show and theater resets. · Emergency override required. · Theater doors open NOTE: Show control must be capable of programming by advancing to any point in the show to execute cues. Show control that requires returning to beginning to provide common start for the various elements and requires playing through to review new cues is not be acceptable. Equipment Location Central AV control room in basement of building (see plan view). Equipment For a listing of equipment to be included in this bid please refer to Mississippi Journey Presentation Technology and Theatrical Lighting Equipment lists in Exhibit C.1. Monadnock Media, Inc. 4 EXHIBIT B River Discovery Center Exhibit Audio-Visual Systems AV Component Summary A. Mississippi Journey Theater Multimedia Countdown Central 16 Clock and Channel Docent Activated 3x Yes Components River Discovery Center 3.5: Concourse Folk Music 3.6: River Road 6.5: Backwater Marshes 6.15: Bayou Sound Audio Motion Central Mono Detector Independ- ent Computer Touch Central Mono Interactive Screen Audio Continuous Central 4 channel Run Audio Continuous Central 4 Tracks Loop Phase Accurate d E E E o d E d d E d