CITY OF SHENANDOAH REQUEST FOR PROPOSALS COUNCIL CHAMBERS AUDIO VISUAL UPGRADE CITY OF SHENANDOAH I-45 NORTH SHENANDOAH, TEXAS 77381

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1 CITY OF SHENANDOAH REQUEST FOR PROPOSALS COUNCIL CHAMBERS AUDIO VISUAL UPGRADE CITY OF SHENANDOAH I-45 NORTH SHENANDOAH, TEXAS RESPONSES DUE MONDAY, NOVEMBER 10, 2014 at 10:00 AM 1

2 CITY OF SHENANDOAH COUNCIL CHAMBERS AUDIO VISUAL UPGRADE 1.00 OBJECTIVE The City of Shenandoah is seeking proposals for Audio Visual Equipment for the Council Chambers. Existing equipment was damaged by a power surge/brown out SELECTION OF REASONABLY QUALIFIED BIDDERS The City of Shenandoah will determine which bidders are reasonably qualified for consideration of the award of the Contract ABILITY TO PERFORM The City of Shenandoah may, at any time, investigate a bidder's ability to perform services. The City of Shenandoah may require additional information about the company and its service on previous contracts. Bidders who choose not to submit the required information will not be considered OUTSIDE SOURCES The City of Shenandoah may use sources of information not supplied by the bidder concerning an organization s ability to perform this work. Such sources may include current or past customers of the organization, current or past suppliers, and articles from other published sources such as industry newsletters or from non-published sources made available to the City of Shenandoah REQUESTED INFORMATION The City of Shenandoah requires the bid to contain, at a minimum, the following information: Please provide the following on a corporate and local level: Firm Background - Provide a brief description and history of the firm including current size and how many persons in the firm are directly engaged in the installation of audio visual equipment. Also include the names, qualifications, years of experience and other detailed background information of the local management team directly responsible for local operations. Experience and References - Discuss the firm's prior service experience in providing the proposed services to other organizations. Provide references of the three (3) most recent contracts where comparable services were provided. References must include: customer s name, address, contact person, and contact information BID FORMAT 6.01 EXECUTIVE SUMMARY 2

3 Describe your firm. Include any pertinent information including partnerships, holdings and business relationships. Include the information required in item RESPONSE TO THE MINIMUM REQUIREMENTS OF THE BID List any exceptions, exclusions or reservations you may have to the requirements listed in the proposal PRICE STRUCTURE Contractor shall use Bid Form (see Appendix A) for bid pricing. Contractor shall use their own quotation/bid/proposal forms in submitting bids for this proposal to include as much detail as necessary and document any DEVIATIONS OR SUBSTITUTIONS (see 7.04) 7.00 AUDIO VISUAL SPECIFICATION 7.01 SCOPE OF WORK The Contractor shall provide all necessary labor, material, equipment, and supervisory personnel to properly install, program, test and train employee personnel on the audio visual equipment proposed in their bid. City Council will consider approving a contract with the Contractor. Prior to an approved contract with the City Council, there will be no guarantee, implied or expressed, of payment or a future contract CONTRACT TIME Scope of work shall be completed within forty (40) working days from the signing of a contract DEVIATIONS OR SUBSTITUTIONS Contractor may include deviations or substitutions in the response to the Request for Proposal as outlined in section 7.05 "MINIMUM SPECIFICATIONS" for which the contractor believes the City can either have a significant dollar savings or functionality improvements/enhancements AUDIO VISUAL MINIMUM SPECIFICATIONS (a) Dias (see Exhibit 1) i. qty. 6 - Directional Microphones such as the AKG CK49 with shock mounts and 30mm gooseneck. ii. qty. 6-20" wide screen monitor with lay flat monitor stand. 3

4 (b) Administration Desk (see Exhibit 1) i. qty. 3 - Directional Microphones such as the AKG CK49 with shock mounts and 30mm gooseneck. ii. qty. 2-20" wide screen monitor with lay flat monitor stand. iii. qty. 1 - Input location for laptop/ tablet with sound. VGA/HDMI/DVI iv. qty. 1 - Touch Screen controls for A/V system v. Administration Desk "IS NOT" a fixed location and must be able to disconnect from Floor Access Panel (c) Department Head Desk (see Exhibit 1) i. qty. 3 - Directional Microphones such as the AKG CK49 with shock mounts and 30mm gooseneck. ii. qty. 2-20" wide screen monitor with lay flat monitor stand. iii. qty. 1 - Input location for laptop/ tablet with sound. VGA/HDMI/DVI v. Department Head Desk "IS NOT" a fixed location and must be able to disconnect from Floor Access Panel (d) Multimedia Lectern - Middle Atlantic L5 43" Lectern or equivalent (see Exhibit 1) i. Dark Cherry Finish ii. Smart Podium interactive pen display SP524-NB or equivalent with swing arm mount iii. qty. 1 - Directional Microphones such as the AKG CK49 with shock mount and 30mm gooseneck. iv. XPanel or equivalent controls installed on City supplied computer. v. Multimedia Lectern "IS NOT" a fixed location and must be able to able to move to center of room and connect to "Floor Access 03" (see Exhibit 1) vi. Shelf for optional Document Camera. (e) Existing Lectern (see Exhibit 1) i. qty. 1 - Directional Microphones such as the AKG CK49 with shock mount and 30mm gooseneck. (f) Projectors, Screens and Mounts (see Exhibit 3) i. qty. 2 - Wide Screen Projector with minimum 1080p, 4000 Lumens, HDMI, DVI ii. qty 2 - Projector Ceiling Mount iii. qty 2. - Replace Fabric on existing projector screens. Screen mechanisms work and have a 4:3 orientation; however the fabric is sticky and needs replacing and the stop reprogrammed for 16:9 orientation. Optional line item to replace entire screen. (7.07a) (g) Speakers (see Exhibit 2) i. qty Replace existing Output Speakers 4

5 7.06 AUDIO VISUAL SYSTEM FUNCTIONALITY (a) Input - Laptops/Tablets/Desktops that have either a VGA, HDMI, DVI connector should be able to connect Audio Video Modules labeled "Input Locations 01-04". (see Exhibit 1) These input modules can be mounted to the Desks/Lecterns as long as they are able to disconnect so Desk/Lecterns can be moved. (b) Input Locations should have the ability to display the video source from one or multiple Input Location to one or all four zones. (see Exhibit 3) Video Zone 1 includes Administration Desk, Dias and Department Heads Desk Video Zone 2 Includes Projector 1 Video Zone 3 includes Projector 2 Video Zone 4 includes "Optional" Flat Panel TVs (c) Controls should be programmed to allow minimal effort for City Staff to select input locations to output locations and to adjust volume levels. Computer software "XPanel" and touch panel controls should have similar look and feel to layout and functionality. (d) Administration and Department Heads Desk "ARE NOT" fixed locations and every effort needs to be made to ensure equipment located on these can be easily disconnected from Floor Access panels so desks can be moved. (e) Existing Lectern will need to be able to have its microphone plugged directly into "Floor Access 04" (see Exhibit 1) (f) Multimedia Lectern will at times be moved to the center of the room and needs to be fully functional while connecting into Input Location 03 if needed Floor Access 02 or Floor Access 03 can be utilized for this. (see Exhibit 1) (g) System must be expandable to include 2 optional display TVs to be located on either side of the Council Chamber and be programmed as Video Zone 04 (see Exhibit 3) which may or may not be part of initial installation. (h) Floor Access panels have power and conduit that run to the back room where equipment rack is located (see Exhibit 1) OPTIONS (a) Projector Screens are 4:3 orientation and at a minimum need the fabric replaced and stop adjusted to accommodate 16:9 projectors. A replacement cost for the entire Screens may be bid if the contractor feels this is the best option. Current Projector Screens - Da Lite, model ADT (b) Two (55" minimum) Displays wall mounted on either side of the Council Chambers with adjustable articulating mount. These Displays will be programmed as Video Zone 04. (c) Document Camera for use with Multimedia Lectern. 5

6 8.00 GENERAL CONDITIONS Contractor shall supply a construction and training schedule CONTRACTOR PERSONNEL The Contractor shall have only properly trained personnel on site to perform all functions. They shall be trained in proper procedures to ensure that all operations are performed safely and effectively EVIDENCE OF INSURANCE Contractor shall provide a certificate of current insurance coverage in order to demonstrate insurability. Contractor shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property that may arise from or in conjunction with the performance of the work hereunder by the Contractor, his agents, representatives, employees, or subcontractors. The cost of such insurance shall be borne by the Contractor. Other Insurance Provisions: The certificates shall contain the following express obligations: "This is to certify that the policies of insurance described herein have been issued to the insured for which this certificate is executed and are in force at this time. In the event of cancellation or material change in a policy affecting the certificate holder, thirty (30) days prior written notice shall be given to the City of Shenandoah." Prior to execution of the contract, the Contractor shall have the City, City s agents and employees named as an additional insured on each certificate of insurance except Worker's Compensation and Employer's Liability, providing written evidence of the same to the City, and shall have each policy including Worker's Compensation and Employer's Liability endorsed to provide a waiver of subrogation in favor of the City MINIMUM EVIDENCE OF INSURANCE: Contractor (and any and all subcontractors employed by Contractor to perform any portion of the work to be performed by Contractor under this contract) shall provide the City with an Accord Insurance Certificate proving worker s compensation, commercial general liability and comprehensive automobile liability coverage including coverage amounts SUBSEQUENT CONTRACT The Contractor to whom the Contract shall have been awarded will be required to execute two (2) copies of a contract prepared by the City as may mutually be agreed upon by the City and the selected Contractor and to furnish insurance certificates, all as required. In case of his refusal or failure to do so within twenty (20) days after his receipt of formal notice of award, Contractor will be considered to have abandoned all his rights and interests in the award and the award may then be made to the next best qualified Contractor, or the work re-advertised for bids, as the City may elect. 6

7 8.05 SITE CONDITIONS Each Contractor shall fully acquaint himself with conditions relating to the scope and restrictions attending the execution of the work under the Contract. Contractors shall thoroughly examine and be familiar with the General Specifications. It is also expected that the Contractor will obtain information concerning the conditions at locations that may affect its work. The failure or omission of any Contractor to receive or examine any form, instrument, addendum or other document, or to acquaint itself with conditions existing, shall in no way relieve Contractor of any obligations with respect to this bid or to the Contract. The City shall make all such documents available to the Contractors. Except with respect to events or conditions that are not discoverable, the Contractor shall make his own determination as to conditions and shall assume all risk and responsibility and shall complete the work in and under conditions he may encounter or create, without extra cost to the City. The Contractor's attention is directed to the fact that all applicable State laws, municipal ordinances, and the rules and regulations of all authorities having jurisdiction over the work to be performed shall apply to the Contract throughout, and they will be deemed to be included in the Contract as though written out in full in the Contract PAYMENT Contractor shall invoice for payment on net 30 terms. A single partial payment shall be allowed on equipment that has been delivered to the City prior to installation. No labor shall be paid until project is complete. Contractor may elect to invoice City in full once project is completed. Final invoice will not be paid until project accepted by City SITE RESPONSIBILITY Contractor shall be responsible for the site once the City issues a notice to proceed for the Base items. Contractor shall be responsible for cleaning the site daily and at the end of the project. Final payment will not be made until site is cleaned, all excess material is removed and disposed, and all damages are repaired. 7

8 9.00 NAME, ADDRESS, AND LEGAL STATUS OF THE CONTRACTOR The bid must be properly signed in ink and will include the physical and mailing address of the Contractor. The legal status of the Contractor whether a corporation, partnership or individual, shall be stated in the bid. A corporation shall execute the bid by its duly authorized officers in accordance with its corporate by-laws and shall also list the State in which it is incorporated. A partnership Contractor shall give full names and addresses of all partners. Partnership and individual Contractors will be required to state in the bid the names of all persons interested therein. The place of residence of each Contractor, or the office address in the case of a firm or company, with county and state and telephone number, must be given after his signature. If the Contractor is a joint venture consisting of a combination of any or all of the above entities, each joint venture shall execute the bid QUALIFICATIONS OF CONTRACTOR The opening of the bid shall not be construed as an acceptance of the Contractor as a qualified, responsible Contractor. In the event the City shall require additional certified supporting data regarding the qualifications of the Contractor in order to determine whether he is a qualified, responsible Contractor, the Contractor may be required to furnish any or all of the requested information DISQUALIFICATION OF CONTRACTORS Although not intended to be an exhaustive list of causes for disqualification, any one or more of the following causes, among others, may be considered sufficient for the disqualification of a Contractor and the rejection of his bid: 1 Evidence of collusion among Contractors. 2 Lack of competency as revealed by financial statements, experience or equipment statements as submitted or other factors. 3 Lack of responsibility as shown by past work, judged from the standpoint of workmanship as submitted. 4 Default on a previous City contract for failure to perform. 5 Incompleteness of bid METHOD OF AWARD The City reserves the right to accept any bid or to reject any and all bids, and to waive defects or irregularities in any bid. In particular, erasure or interlineation of the Contract Documents and of the bid shall render the accompanying proposal irregular and subject to (but not requiring) rejection by the City. 8

9 13.00 COMPLIANCE WITH LAWS The Contractor, its officers, agents, employees, contractors, and subcontractors shall abide by and comply with all laws, federal, state, and local. It is agreed and understood that, if the City calls the attention of the Contractor to any such violations on the part of the Contractor, its officers, agents, employees, contractors, or subcontractors, then Contractor shall immediately desist from and correct each violation DISCRIMINATION PROHIBITED Contractor, in the execution, performance, or attempted performance of this service, shall not discriminate against any person or persons because of sex, race, religion, color, or national origin. The Contractor must be an equal opportunity employer LICENSE AND TAXES The Contractor shall obtain all licenses and permits (other than the license and permit granted by the Contract) and promptly pay all taxes required by the City and the State INDEMNITY The Contractor will indemnify and hold harmless the City, its officers, and employees from and against any and all suits, actions, legal proceedings, claims, demands, damages, costs, expenses, and attorneys fees arising out of a willful or negligent act or omission of the Contractor in the performance of this contract. City will not be responsible for negligence of Contractor, or any of its agents, employees, or customers BOND PERFORMANCE AND PAYMENT BONDS The bid shall be accompanied by a letter from a corporate surety satisfactory to the City stating that the Performance and Payment Bonds will be furnished by it to the person submitting the Proposal in the event he is the successful Contractor. Such letter is to be signed by an authorized representative of the surety together with a certified and effectively dated copy of his power of attorney attached thereto. The successful Contractor will be required to furnish a performance and payment bonds as security for the faithful performance of this Contract. All bonds must be in an amount equal to 100% of the awarded bid. The Contractor shall pay any and all premiums for the bonds described above. A certificate from the surety showing that the bond premiums are paid in full shall accompany the bond. The surety on the bond shall be a duly authorized corporate surety to do business in the State of Texas. 9

10 17.02 POWER OF ATTORNEY Attorneys-in-fact who sign bonds must file with each bond a certified and effectively dated copy of their power of attorney WARRANTY Contractor shall warrant all work for a period of one year. Contractor shall, at the City s option, purchase a one year maintenance bond to assure compliance with the above warranty, or the City may accept, at its sole option, a written one year warranty issued by Contractor TRANSFERABILITY OF AGREEMENT Other than by operation of law, no assignment of the Contract or any right accruing under the Contract shall be made in whole or in part by the Contractor without the express written consent of the City, which consent shall not be unreasonably withheld as long as the assignee meets the same financial stability, safety record, and customer service record as required in the Request for Bids. In the assignment, the assignee shall assume the liability of the Contractor NOTICES Any notice required or permitted to be delivered hereunder shall be in writing and shall be deemed to be delivered when deposited in the United States mail, postage paid, certified mail, return receipt requested, addressed to the respective part of the address set forth below: If to the City: City of Shenandoah ATTN: City Administrator IH-45 North Shenandoah, TX If to the Contractor: ATTN: Or such other addresses as the parties may hereafter specify by written notice delivered in accordance herewith. 10

11 21.00 FORCE MAJEURE Notwithstanding anything herein to the contrary, Contractor shall not be liable for the failure to perform its duties if such failure is caused by a catastrophe, riot, war, governmental order or regulation, fire, act of God, or other similar or different contingency beyond the reasonable control of the Contractor SEVERABILITY In the event that any provision or portion thereof of any Contract document shall be found to be invalid or unenforceable, then such provision or portion thereof shall be performed in accordance with applicable laws. The invalidity or unenforceability of any provision or portion of any Contract document shall be affect the validity or enforceability of any other provision or portion of any Contract document SUBMISSION OF BID Two copies of the proposal/bid shall be submitted sealed and addressed to the City on or before Monday, November 7, 2014 at 10:00 a.m. at which time bids will be opened publicly. Company: Signature of Authorized Agent: 11

12 APPENDIX A COUNCIL CHAMBERS AUDIO VISUAL UPGRADE BID FORM Owner: City of Shenandoah Attn: Bubba Priesmeyer I-45 North Shenandoah, Texas Project Name: Council Chambers Audio Visual Upgrade Bidder: Addenda: All Addenda have been received. Modifications to Bid Documents have been considered and all related costs are included in the Total Bid Price. Bidder acknowledges receipt of the following Addenda: Add. No.: Date: Add. No.: Date: Add. No.: Date: Add. No.: Date: Add. No.: Date: Add. No.: Date: Bid Supplements: The following documents are attached: [ ] Other as listed: Contract Time: If offer is accepted, Contractor shall be complete within Forty [40] working days. 12

13 Signatures: BIDDER: By signing this Document, I agree that I have received and reviewed all Addenda and considered all costs associated with the Addenda in calculating the bid prices. (Print or type full name of proprietorship, partnership, corporation, or joint venture.*) **By: Signature Date Name: Address: (Print or type name) Mailing Title Street Address, if different Contact: Phone Fax *If Bid is a joint venture, add additional Bid form signature sheets for each member of the joint venture. **Bidder certifies that the only person or parties interested in this offer as principals are those named above. Bidder has not directly or indirectly entered into any agreement, participated in any collusion, or otherwise taken any action in restraint of free competitive bidder. 13

14 Bid Table No. Item Description Qty Total 1 Proposed Audio Visual System (see 7.0) 1 $ 2 Optional Qty. 2 Projector Screens (see 7.07a) 2 $ 3 Optional Qty. 2 Rear Displays (see 7.07b) 2 $ 4 Optional Qty. 1 Document Camera (see 7.07c) 1 $ 5 ***Use Additional Rows for Items not listed such as Maintenance, Extended Warranties, etc*** BASE BID PROPOSED ITEM No. 1 AUDIO VISUAL SYSTEM TOTAL $ 14

15 EXHIBIT 1 Equipment Rack - Unit is in place and available for use with new equipment Council 3 Mayor M-14 City Administrator City Attorney City Secretary Multimedia Lectern M-01 TOUCH SCREEN CONTROL PANEL M-03 M-02 Control Panel FP2 FP1 Floor Access 01 Electric & Cable Input Location 02 Administration Desk AV MODULE INPUT LOCATION M-04 Administration Desk IS NOT a fixed location and connections must be able to disconnect from Floor Access Panel M-05 Notes: Floor Access panels have power and conduit that runs to the back room Floor Access 02 Electric & Cable AV MODULE INPUT LOCOATION M-06 M-07 FP5 Dias Input Location 03 Floor Access 03 Electric & Cable MIC INPUT MIC INPUT FOR EXISTING LECTERN M-13 M-08 EXISTING LECTERN MICROPHONE NEEDS TO BE ADDED M-09 Floor Access 04 Electric & Cable AV MODLE INPUT LOCATION Floor Access 05 Electric & Cable Input Location 04 FP9 FP10 M-10 M-11 M-12 Department Head Desk Police Chief Public Works Finance Department Head Desk IS NOT a fixed location and connections must be able to disconnect from Floor Access Panel MULTIMEDIA LECTURN WITH DOCUMENT READER SHOULD BE ABLE TO CONNECT TO INPUT LOCATION 3 AND BE FULLLY FUNCTIONAL SIDE DESK Input Location 01 AV MODULE INPUT LOCATION

16 EXHIBIT 2 Equipment Rack - Unit is in place and available for use with new equipment FABRIC NEEDS TO BE REPLACED ZONE 2 FABRIC NEEDS TO BE REPLACED ZONE 4 ZONE 1 ZONE 3 9' CEILING HEIGHT 8' CEILING HEIGHT 9' CEILING HEIGHT ZONE 5 PROJECTOR SCREENS AND SPEAKER LOCATIONS ARE APPROXIMATE

17 EXHIBIT 3 Equipment Rack - Unit is in place and available for use with new equipment FP5 Dias M-10 FP2 FP1 VIDEO ZONE 1 FP9 FP10 M-11 M-12 VIDEO ZONE 2 Administration Desk VIDEO ZONE 3 VIDEO ZONE 4