CENTENNIAL SCHOOL DISTRICT Business Office 48 Swan Way, Warminster, PA (215) , Extension FAX: (215)

Transcription

1 CENTENNIAL SCHOOL DISTRICT Business Office 48 Swan Way, Warminster, PA (215) , Extension FAX: (215) BID CONDITIONS AND SPECIFICATIONS GRADUATION BROADCAST AND VIDEO SERVICES - William Tennent High School Bid Number: Submission Date and Time: Bid Opening Date and Time: October 11, 2018, 2:00 p.m. October 11, 2018, 2:00 p.m. Destination for Delivery of Bid: Centennial School District Administration Building Business Office 48 Swan Way Warminster, PA Public Education in Centennial Schools Inspiring Students Building Intellect Forging Partnerships A Diverse Learning Community Where Students Succeed Through Academics, Athletics, and The Arts An Equal Opportunity Employer

2 CENTENNIAL SCHOOL DISTRICT Warminster, PA GRADUATION BROADCAST AND VIDEO SERVICES BID NO General Conditions The Centennial School Board solicits sealed bids for Graduation Broadcast and Video Services for the William Tennent High School, 333 Centennial Road, Warminster, PA 18974, in accordance with the following conditions and specifications: 1. Bids shall be delivered, sealed and plainly marked "Graduation Broadcast and Video Services Bid No " to the office of Mr. Christopher Berdnik, Chief Financial Officer, 48 Swan Way, Warminster, Pa , on or before 2:00 p.m. on October 11, Bids will be opened at 2:00 p.m. on October 11, Each bid must be accompanied by a Certified Check or Bid Bond made payable to Centennial School District in the amount of 10% of the total 2019 bid amount as a guarantee of successful completion of the contract. Checks of the unsuccessful bidders will be returned when contracts are awarded. 3. Centennial School Board reserves the right to waive any or all the technicalities in this bid. Bidders will guarantee the bid price will remain firm for 90 days from date of the bid opening. 4. Bids shall be made on bid form supplied as part of these specifications. 5. A site visit is required. Please contact Mindy Golden at ext to make an appointment. 6. The Centennial School Board reserves for itself the right to accept or reject any or all bids and to determine for itself what shall be acceptable as equals. 7. Failure to complete and return the enclosed Non-Collusion affidavit with your bid will result in disqualification. 8. Bidder agrees to adhere to Anti-Discrimination Clause included within the contents of this bid. 9. You are advised that in order to enter into a contract with the Centennial School District, it will be necessary for you to comply with Public School Law 111 relating to employee screening for certain criminal offenses and to enter into an indemnification agreement with the Centennial School District in the event of a violation of the law by the vendor/contractor if certain persons have contact with children. 10. Centennial School District requires all contractors, subcontractors and their employees who may come in contact with children to have a valid Criminal History Report (Act 34), Pennsylvania Child Abuse History clearance (Act 151), and FBI criminal History Record (Act 114) on file with the District. Reports and clearances cannot be more than one year old. The Contractor shall submit the originals to the District to copy. The District will return the originals to the Contractor to keep on record. This also applies to any new employee who performs service for the District during the contract. 11. Please check the Business Office / Purchasing/Bids page on Centennial School District s website, for addenda prior to submitting your bid.

3 GRADUATION BROADCAST AND VIDEO SERVICES BID NO September If there are questions regarding the specifications, please contact Mindy Golden at ext or 13. Please Note: Centennial School District uses a visitor registration system for all visitors entering our schools. All visitors, contractors, and subcontractors will need to present a state-issued driver s license, a state-issued identification card, or a military identification card to the security desk personnel.

4 GRADUATION BROADCAST AND VIDEO SERVICES BID NO September 2018 SPECIFICATIONS Centennial School District is requesting bids for Graduation Broadcast and Video Services for the William Tennent High School graduation. The tentative graduation date for the current school year is June 12, The actual date of graduation will be determined at the first Board Meeting in April and will be provided at a later date. The ceremony will be held outside in the high school Alumni Stadium and the Night of Reflections ceremony will be held the night before graduation in the Auditorium. Please note that this is potentially a three-year bid, one year guaranteed if selected, with years 2020 and 2021 granted if services meet the expectations of the school. Please provide detail as necessary for your bid based on the time span. 1) Vendor will supply the necessary equipment and services to broadcast and video the graduation and video the Night of Reflections. 2) A meeting will be held prior to the event with district personnel and the awarding vendor to review and finalize plans. 3) Vendor will set up the equipment the day before graduation for practice and may arrive as early as 6:30 a.m. on the day of the practice and graduation. Other arrangements can be made as needed. 4) In case of inclement weather, the ceremonies may be moved to the following day. A decision to move graduation to the rain date will be made by 1:00 p.m.on the day of graduation. 5) District will provide connections and equipment to modulate signal to district cable channels (Verizon and Comcast) at Administration Building. The district has equipment to allow network connectivity at the stadium for stream to the districts Video Over IP system (MediaCAST). 6) Network connectivity is available at the stadium. Vendor will provide the necessary equipment to broadcast signal (Video Over IP stream) over the network, where it will be decoded and modulated to district channels (Verizon and Comcast). 7) Vendor will provide dual output for both district cable channels and the BCIU provided internet stream. 8) Video Requirements for Commencement Ceremony (but not limited to): a) 3 Camera Set Up with Camera Operators i) 2 Cameras zoomed in during receipt of diploma ii) 1 Camera set up for wide angle shot b) Video Switch with cable for switching between cameras c) Master Digital Video (DV) Tape Recorder d) Provide Video Feeds for Cable Broadcast, Internet Streaming e) Title Generator for text inserts over video (Names & Titles for all speakers will be provided for text inserts) f) DVD Master g) Additional crew needed for successful broadcast

5 GRADUATION BROADCAST AND VIDEO SERVICES BID NO September ) Audio Requirements for Commencement Ceremony a) Audio Mixer, Audio Technician and Microphones (for two separate audio feeds, 10 microphone set up for stereo audio (stereo applicable to DVD) i) 1 microphone for main speaker and stand ii) 2 microphones with stands and stand adapters in stereo for DVD for Heralds iii) 4 microphones with boom stands in stereo for DVD for Band iv) 4 microphones for choir in stereo for DVD v) 3 microphones for special performance b) Microphones for Commentators (if required) 10) Night of Reflections Requirements: (held in Auditorium) a) Ceremony to start 7:00 p.m. the night before graduation (date to be announced later) b) 2 camera set up c) Equipment necessary for recording d) DVD requirements (see below under BONUS DVD) 11) DVD Requirements: a) Number of students that purchase DVD last year was 46. (Minimum of 60 copies- amount to be printed will be based upon early sales and determined by July 1 of each year). b) Single Layer DVD-R Type 5 mastering from Tape or Hard Drive Original- up to 3 hours with full color 25% i) Print coverage disc art and full wrap art and up to 5 picture inserts c) BONUS DVD- Second DVD (same as above ) Night of Reflections - up to 3 hours with full color 25% i) School will supply video shown at ceremony for Post-Production editing ii) DVD copied to follow program iii) Print coverage on disc surface d) Plastic cases with print coverage art e) Chapters with titles included for both DVD s f) Assembly and delivery to school by August 15 th for student pick-up and sales 12) Options: (If needed) a) Additional camera and operator b) Post Production Time (Widescreen Format 16:9, Interviews, highlight/recap on DVD and split screen).

6 GRADUATION BROADCAST AND VIDEO SERVICES BID FORM Centennial School District October 11, 2018 Administration Building Business Office 48 Swan Way Warminster, PA Bid Number Ladies and Gentlemen: We propose to supply graduation broadcast and video services to the William Tennent High School for the 2019 graduation ceremony, with an option for the 2020 and 2021 ceremonies, at the prices quoted below and according to your specifications of September Graduation Broadcast/Video/Audio Services $ $ $ (Including Night of Reflections) Graduation Broadcast/Video/Audio Services $ $ $ (Excluding Night of Reflections) Additional Costs/Options (attach breakdown) $ $ $ Graduation DVD $ $ $ BONUS DVD Night of Reflections $ $ $ The vendor agrees to supply to the school district the original copy of the Criminal History Report (Act 34), Pennsylvania Child Abuse History clearance (Act 151), and FBI Criminal History Record (Act 114) for all employees that may come in contact with children. Vendor Initials The vendor agrees to the scanning of all employees through the RAPTOR security system, which will be on premises. Vendor Initials The Agreement by Vendor to comply with 111 of Public School Law on form is enclosed The Non-Collusion Affidavit is signed and enclosed A Certified Check or Bid Bond in the amount of $ is submitted with this bid. Authorized Signature Firm Print Name Address Date Phone Fax

7 ANTI-DISCRIMINATION CLAUSE (Section 755, Pennsylvania School Code) 1. In accordance with the provisions of the Pennsylvania School Code, the contractor agrees: a. That in the hiring of employees for the performance of work under this contract, or any subcontractor hereunder, no contractor, subcontractor, nor any person acting on behalf of such contractor of subcontractor, shall by reason of race, creed, color, discriminate against any citizen of the Commonwealth of Pennsylvania who is qualified and available to perform work to which the employment relates; b. That no Contractor, subcontractor, or any person acting on behalf, shall in any manner discriminate against or intimidate any employee hired for performance of work under this contract on account of race, creed, or color; c. That there may be deducted from the amount payable to the contractor under this contract, a penalty of five dollars ($5.00) for each person for each calendar day during which such person was discriminated against or intimidated, in violation of the provisions of the contract; and, d. That this contract may be canceled or terminated by the school district, and all money due or to become due hereunder may be forfeited, for a second or any subsequent violation of the terms or conditions of this portion of the contract.

8 INSTRUCTIONS FOR NON-COLLUSION AFFIDAVIT 1. This Non-Collusion Affidavit is material to any contract awarded pursuant to this bid. According to the Pennsylvania Antibid-Rigging Act. 73 P.S et seq.. governmental agencies may require Non-Collusion Affidavits to be submitted together with bids. 2. This Non-Collusion Affidavit must be executed by the member, officer or employee of the bidder who makes the final decision on prices and the amount quoted in the bid. 3. Bid rigging and other efforts to restraint competition, and the making of false sworn statements in connection with the submission of bids are unlawful and may be subject to criminal prosecution. The person who signs the affidavit should examine it carefully before signing and assure himself or herself that each statement is true and accurate, making diligent inquiry, as necessary, of all other persons employed by or associated with the bidder with responsibilities for the preparation, approval or submissions of the bid. 4. In the case of a bid submitted by a joint venture, each party to the venture must be identified in the bid documents, and an affidavit must be submitted separately on behalf of each party. 5. The term "complementary bid" as used in the Affidavit has the meaning commonly associated with that term in the bidding process, and includes the knowing submission of bids higher than the bid of another firm, any intentionally high or noncompetitive bid, and any other form of bid submitted for the purpose of giving a false appearance of competition. 6. Failure to file an Affidavit in compliance with these instructions will result in disqualification of the bid.

9 Contract/Bid No. State of : :s.s. County of : NON-COLLUSION AFFIDAVIT I state that I am of (Title) (Name of Company) and that I am authorized to make this affidavit on behalf of my firm, and its owners, directors, and officers, I am the person responsible in my firm for the price(s) and the amount of this bid. I state that: (1) The price(s) and amount of this bid have been arrived at independently and without consultation, communication or agreement with any other contractor, bidder or potential bidder. (2) Neither the price(s) nor the amount of this bid, and neither the approximate price(s) nor the approximate amount of this bid, have been disclosed to any other firm or person who is a bidder or potential bidder, and they will not be disclosed before the bid opening. (3) No attempt has been made or will be made to induce any firm or person to refrain from bidding on this complementary bid. (4) The bid of my firm is made in good faith and not pursuant to any agreement or discussion with or inducement from, any firm or person to submit a complementary or other noncompetitive bid. (5), its affiliates, subsidiaries, (Name of my firm) officers, directors and employees are not currently under investigation by any governmental agency and have not in the last four years been convicted or found liable for any act prohibited by State or Federal law in any jurisdiction, involving conspiracy or collusion with respect to bidding on any public contract, except as follows: I state that understands and acknowledges (Name of my firm) that the above representations are material and important, and will be relied on by the Centennial School District when recommending for award the contract(s) for which this bid is submitted, I understand and my firm understands that any misstatement in this affidavit is and shall be treated as fraudulent concealment from the Centennial School District of the true facts relating to the submission of bids for this contract. (Print Name of Authorized Person and Company Position) Sworn to and subscribed before me this day of, 20 Signature of Authorized Person Notary Public My commission expires

10 AGREEMENT BY VENDOR OR INDEPENDENT CONTRACTOR OF THE CENTENNIAL SCHOOL DISTRICT TO COMPLY WITH ACT 111 OF THE PUBLIC SCHOOL LAWS 1. This agreement is part of the agreement between the undersigned business person or entity and the Centennial School District, dated, for the sale of goods or the provision of services as an independent vendor or contractor in the nature of:, Bid/Quote No.. 2. The undersigned understands that after January 1, 1986 independent contractors and their employees hired after that date must comply with 111 of the School Code, which provides, among other things, that a CRIMINAL HISTORY INFORMATION RECORD SEARCH must be obtained for each employee who could come into contact with school children, showing that such employees have not been convicted of certain crimes. A copy of the law is available upon request. 3. It is agreed that the Centennial School District has no right of direct control over the hiring, retention, screening or assignment of employees, agents or officers of the undersigned, and further that the undersigned is responsible for compliance with this law. In addition, should any official or employee of the school be subject to any claim, proceedings, lawsuit, fine, civil penalty or other legal involvement arising from the neglect or failure of the undersigned, or its officers, agents or employees, to comply with said law, then the undersigned, as part of the consideration of doing business with the School District, hereby agrees to indemnify and hold harmless the District and all District employees for all losses, including costs of counsel and all expenses incident thereto. Dated: 20 By: (Seal) (Proprietor, Authorized Officer or Partner) (Corporate Seal, if applicable) Witness or Attest: Business Name and Address of Vendor/Independent Contractor

11 Form W-9 (Rev. December 2011) Department of the Treasury Internal Revenue Service Name (as shown on your income tax return) Request for Taxpayer Identification Number and Certification Give Form to the requester. Do not send to the IRS. Print or type See Specific Instructions on page 2. Business name/disregarded entity name, if different from above Check appropriate box for federal tax classification: Individual/sole proprietor C Corporation S Corporation Partnership Trust/estate Exempt payee Limited liability company. Enter the tax classification (C=C corporation, S=S corporation, P=partnership) Other (see instructions) Address (number, street, and apt. or suite no.) Requester s name and address (optional) City, state, and ZIP code List account number(s) here (optional) Part I Taxpayer Identification Number (TIN) Enter your TIN in the appropriate box. The TIN provided must match the name given on the Name line to avoid backup withholding. For individuals, this is your social security number (SSN). However, for a resident alien, sole proprietor, or disregarded entity, see the Part I instructions on page 3. For other entities, it is your employer identification number (EIN). If you do not have a number, see How to get a TIN on page 3. Note. If the account is in more than one name, see the chart on page 4 for guidelines on whose number to enter. Part II Certification Under penalties of perjury, I certify that: Social security number Employer identification number 1. The number shown on this form is my correct taxpayer identification number (or I am waiting for a number to be issued to me), and 2. I am not subject to backup withholding because: (a) I am exempt from backup withholding, or (b) I have not been notified by the Internal Revenue Service (IRS) that I am subject to backup withholding as a result of a failure to report all interest or dividends, or (c) the IRS has notified me that I am no longer subject to backup withholding, and 3. I am a U.S. citizen or other U.S. person (defined below). Certification instructions. You must cross out item 2 above if you have been notified by the IRS that you are currently subject to backup withholding because you have failed to report all interest and dividends on your tax return. For real estate transactions, item 2 does not apply. For mortgage interest paid, acquisition or abandonment of secured property, cancellation of debt, contributions to an individual retirement arrangement (IRA), and generally, payments other than interest and dividends, you are not required to sign the certification, but you must provide your correct TIN. See the instructions on page 4. Sign Here Signature of U.S. person General Instructions Section references are to the Internal Revenue Code unless otherwise noted. Purpose of Form A person who is required to file an information return with the IRS must obtain your correct taxpayer identification number (TIN) to report, for example, income paid to you, real estate transactions, mortgage interest you paid, acquisition or abandonment of secured property, cancellation of debt, or contributions you made to an IRA. Use Form W-9 only if you are a U.S. person (including a resident alien), to provide your correct TIN to the person requesting it (the requester) and, when applicable, to: 1. Certify that the TIN you are giving is correct (or you are waiting for a number to be issued), 2. Certify that you are not subject to backup withholding, or 3. Claim exemption from backup withholding if you are a U.S. exempt payee. If applicable, you are also certifying that as a U.S. person, your allocable share of any partnership income from a U.S. trade or business is not subject to the withholding tax on foreign partners share of effectively connected income. Date Note. If a requester gives you a form other than Form W-9 to request your TIN, you must use the requester s form if it is substantially similar to this Form W-9. Definition of a U.S. person. For federal tax purposes, you are considered a U.S. person if you are: An individual who is a U.S. citizen or U.S. resident alien, A partnership, corporation, company, or association created or organized in the United States or under the laws of the United States, An estate (other than a foreign estate), or A domestic trust (as defined in Regulations section ). Special rules for partnerships. Partnerships that conduct a trade or business in the United States are generally required to pay a withholding tax on any foreign partners share of income from such business. Further, in certain cases where a Form W-9 has not been received, a partnership is required to presume that a partner is a foreign person, and pay the withholding tax. Therefore, if you are a U.S. person that is a partner in a partnership conducting a trade or business in the United States, provide Form W-9 to the partnership to establish your U.S. status and avoid withholding on your share of partnership income. Cat. No X Form W-9 (Rev )