REQUEST FOR QUOTATIONS. Wednesday, March 25, 2015 at 10:00 a.m.
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1 REQUEST FOR QUOTATIONS Replacement f the Audi System in the Placentia Cuncil Chambers Qutatins must be received in the City Clerks Office, 401 E. Chapman Avenue, Placentia, CA 92870, by: Wednesday, March 25, 2015 at 10:00 a.m. 1. Qutatins shall be in a sealed envelpe r package marked with the bidder s Name and the Request fr Qutatins title. 2. Faxed qutatins will nt be received r cnsidered. 3. A walkthrugh f the Placentia Chambers will be held n Mnday, March 16, 2015 at 10:00 a.m. 4. Deadline fr all questins is Wednesday, March 18, 2015 at 10:00 a.m. Please submit questins related t the RFQ via at mediaprductin@placentia.rg.
2 REQUEST FOR QUOTATION Replacement f the Audi System in the Placentia Cuncil Chambers Name f Bidder: Address: City: State: Zip Cde: Telephne Number: ( ) Cntact Persn: Title: Address: Qutatin Amunt: City f Placentia - Request fr Qutatins Page 2 f 7
3 PROJECT OVERVIEW The City f Placentia is seeking qutatins frm qualified vendrs t replace the existing audi system in the City Hall Cuncil Chambers. The details f the system are utlined in the Scpe f Wrk sectin f this dcument. This is a sealed bid prcess. Interested vendrs may attend a walkthrugh meeting t be held at 10:00 a.m. n Mnday, March 16, During the walkthrugh meeting, vendrs will have the pprtunity t evaluate the audi characteristics f the Cuncil Chambers, inspect the current system, and assess ptential installatin challenges. N ther walkthrughs will be rganized r arranged fr this prject. After the walkthrugh, interested vendrs shuld prepare a sealed qute that cvers the entire Scpe f Wrk utlined in this dcument and deliver it t the City Clerk f the City f Placentia by Wednesday, March 25, 2015 at 10:00 a.m. After the bid clses, City staff will review all valid qutes and make a recmmendatin t the Acting City Administratr as t which vendr t chse. Qutatins will be evaluated n the basis f the verall best value t City based n quality, service, price and any ther criteria set ut herein including, but nt limited t: a) the Bidder's ability t meet the requirements, qualificatins and cmpetencies set ut herein; b) financial ffer including but nt limited t prices, perating and maintenance csts, warranty, and any life cycle cnsideratins. Please nte: Qutes that cntain errrs that are the result f the vendr nt having read this dcument in its entirety will be rejected. Qutes that are delivered after the due date fr any reasn will be rejected. All qutatins shuld be cnsidered final and must include all csts fr the fllwing: System Design Installatin Testing / Tuning Training System Supprt City f Placentia - Request fr Qutatins Page 3 f 7
4 SCOPE OF WORK 1. System Design: The vendr will design a new audi system that meets the fllwing minimum requirements: Prvide three (3) speakers in the circulatin area t be munted t the tp f the curved H beams and tilted dwn. Prvide seismic restraint t structure. Finish t be black. Prvide ne (1) speaker in the dais area t be munted n the ceiling and tilted dwn twards the dais. Speaker t be n a separate cntrl. Prvide seismic restraint t structure. Finish t be black. Prvide a handheld micrphne. Prvide a pdium micrphne at lcatin designated in the attached rm diagram. Prvide micrphne receiver permanently munted in the equipment rack. Prvide hardware necessary fr clear audi amplificatin fr the entire Cuncil Chambers. Prvide new amplifier t pwer speakers. Amplifier will be installed in the Prjectin Rm. 2. Installatin: The vendr will install the system. The installatin csts must include all equipment, cabling, munting, wiring, etc. necessary t install the system. Failure t include the cst f any equipment necessary fr any part f the installatin f the system by the vendr will be the respnsibility f the vendr. 3. Testing / Tuning: The vendr will test and tune the system t ensure that the system is cmpletely free frm interference and feedback. The vendr will wrk with City Staff until the City is satisfied that the audi is at an acceptable level. 4. Training: The vendr will train up t fur (4) City persnnel n the basic functins f the system. 5. System Supprt: The vendr will warranty all parts f the system fr twelve (12) mnths frm the date f installatin. If any part f the system (including installatin cmpnents) fails, the vendr will repair r replace the part/system at n cst t the City. Special Ntes: City Cuncil Meetings take place n the 1 st and 3 rd Tuesday f each mnth. The vendr must be able t install, cnfigure and test the system between City Cuncil Meetings (April 8th thrugh April 17th). If, fr any reasn, the installatin f the system is nt cmplete befre the next City Cuncil Meeting, the vendr must prvide a temprary audi system t cver the City Cuncil Meeting, at n additinal cst t the City. City f Placentia - Request fr Qutatins Page 4 f 7
5 The qute will be cnsidered the final price that the City will pay the vendr. Any additinal equipment, sftware, hardware, cabling, training r ther csts necessary fr the system t functin as utlined in this dcument will be the sle respnsibility f the vendr. The City has the right t reject any r all qutes that d nt fllw the submittal instructins. Questins shuld be sent via t mediaprductin@placentia.rg by Wednesday, March 18, City f Placentia - Request fr Qutatins Page 5 f 7
6 SUBMITTAL INSTRUCTIONS Interested vendrs must prepare a sealed qute package that cntains ne (1) printed and signed cpy f this Request fr Qutatins. All sealed qute packages shuld be delivered t: Placentia City Hall Attn: City Clerk, Replacement f the Audi System - Placentia Cuncil Chambers 401 E. Chapman Avenue Placentia, CA Qutes must be received by the City Clerk Office n later than: Wednesday, March 25, 2015 at 10:00 a.m. Signature I have read the entire dcument and cnfirm that the qutatin amunt n Page 2 cvers the entire Scpe f Wrk included in this dcument. Print Name Title Date Signature City f Placentia - Request fr Qutatins Page 6 f 7
7 ROOM DIAGRAM This diagram is a rugh sketch f the Chambers. The rm is apprximately 50 x54. There are fur (4) existing ceiling speakers dented with a circle. The new lcatin f the fur (4) prpsed ceiling speakers are dented with a triangle. The pdium micrphne is dented with an x. City f Placentia - Request fr Qutatins Page 7 f 7
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