CITY OF INGLEWOOD, CALIFORNIA RFP-0100

Transcription

1 CITY OF INGLEWOOD, CALIFORNIA RFP-0100 REQUEST FOR PROPOSAL FOR AUDIO VIDEO SYSTEM FOR INGLEWOOD CITY COUNCIL PRE-PROPOSAL CONFERENCE: THERE IS A PRE-PROPOSAL CONFERENCE SCHEDULED FOR JULY 16 TH 2015 AT 10:00 AM. VENDORS ARE TO MEET AT THE INFORMATION BOOTH ON THE FIRST FLOOR OF CITY HALL LOCATED AT ONE MANCHESTER BLVD INGLEWOOD, CA PROPOSALS DUE: JULY 30TH 2015 NO LATER THAN 11:00 AM IN THE OFFICE OF THE PURCHASING AND CONTRACTS SERVICES DIVISION LOCATED ON THE 8 TH FLOOR OF INGLEWOOD CITY HALL 1 MANCHESTER BLVD., INGLEWOOD, CA CONTACT PERSON DURING BIDDING PERIOD: MICHAEL H. TATE, ACTING PURCHASING AND CONTRACTS SERVICES MANAGER (310) Page 1 of 25

2 RFP-0100 TABLE OF CONTENTS Page 1. INVITATION TO SUBMIT STATEMENTS INSTRUCTION TO PROPOSERS INTRODUCTION BACKGROUND PROPOSED SCOPE OF WORK CONTENTS OF PROPOSAL QUESTIONS CONCERNING PROPOSAL SUBMISSION OF PROPOSAL RFP SELECTION PROCESS AND CRITERIA QUALIFICATIONS GENERAL PROVISIONS DECLARATION FOR THE PROPOSER EXTENSION OF CONTRACT TO OTHER PUBLIC AGENCIES NON-COLLUSION DECLARATION NO BID FORM Page 2 of 25

3 RFP-0100 INVITATION TO SUBMIT PROPOSALS The City of Inglewood invites and will receive proposals duly filed herein for the furnishing of qualified AUDIO VIDEO SYSTEM FOR INGLEWOOD CITY COUNCIL, as specified in this document. Each proposal shall be submitted and completed in all particulars using the form and must be enclosed in a sealed envelope addressed to the City of Inglewood, Purchasing and Contracts Services Division, Inglewood, City Hall 8 th floor, with the designation of the project, AUDIO VIDEO SYSTEM FOR INGLEWOOD CITY COUNCIL appearing thereon. The City reserves the right to waive any irregularities in any proposals, and to take proposals under advisement for a period not to exceed sixty (60) days from and after the date proposals are opened and announced. The following conditions and terms apply: 1) The City Council reserves the right to reject any or all proposals. 2) Enclosed are detailed specifications and conditions for proposal submissions. 3) You must execute your contract within ten (10) days after the City mails it. If the contract is not executed within ten (10) days, the City reserves the unilateral right to cancel it. 4) If any provisions of the contract are violated, the City, suitable notice, may cancel the contract and make arrangements to have service provided by others. Any extra cost to the City will be paid by the vendor. 5) Proposal specifications may be obtained from the Purchasing and Contracts Services Division, located on the 8 th floor of City Hall, or call (310) ) All proposals must be for a specific amount. Any attempt to qualify with an escalation clause or any other method of making a price variable, is unacceptable. Proposals shall be valid for ninety (90) calendar days from receipt of proposal. 7) The City reserves the right to add or subtract quantities based on the unit prices/unit lump sum so indicated as its budgetary needs may require. City Manager City of Inglewood, California Dated at Inglewood, California This Page 3 of 25

4 RFP-0100 INSTRUCTIONS TO PROPOSERS A. PREPARATIONS OF PROPOSALS Proposals shall be made in the format specified in this Request for Proposal. All requested exhibits shall be submitted with the completed Proposal and in the designated format. No oral, telegraph, telephone, facsimile, or electronic proposal will be accepted. All costs of proposal preparation shall be borne by the proposer. 1) Make sure your proposal is properly signed and dated by an authorized representative of the firm. 2) Have you submitted all required documents? 3) Are you aware of the section for the Business Tax Certificate and Insurance requirements? B. EXAMINATION OF PROPOSAL DOCUMENTS The Proposal documents consist of each and every document listed in the Table of Contents and any additional addenda which may be issued. The Proposer shall thoroughly examine and be familiar with all proposal documents. Submission of a proposal shall constitute proposer s acknowledgment upon which the City may rely that the proposer has thoroughly examined and is familiar with the proposal document. Failure or neglect of proposer to receive or examine all part of the proposal documents shall in no way relieve the proposer from any obligations with respect to this Request for Proposal or any resultant contact. No claim additional compensation will be allowed which is based upon a lack of knowledge of any part of the proposal documents. THE BALANCE OF THIS PAGE IS INTENTIONALLY LEFT BLANK Page 4 of 25

5 RFP-0100 INTRODUCTION The City of Inglewood (hereinafter referred to as City) is requesting proposals for qualified Audio Video (AV) vendors to provide a comprehensive and flexible solution for recording meetings held in the City s Council Chambers using current industry standards. BACKGROUND The intent is to award this project to one qualified vendor. The vendor will design, provide, and install a solution that is complimentary to the City s existing setup and equipment. The Council Chamber is a room used by the City to conduct Council meetings and other various meetings. The Council Chamber has recently upgraded its audio system including multiple Bi-Amp mixers and Creston automation equipment and programming. The video components are currently failing or have failed and need replacement with an entirely new comprehensive and current solution. This solution should include any cameras, audio/video switcher(s), monitoring equipment, digital recording equipment, cabling, and integration, and support. There is no express or implied obligation for the City to reimburse responding vendors for any expenses incurred in preparing proposals in response to this request. PROPOSED SCOPE OF WORK Neither this section nor any part of this RFP is intended to be inclusive. Therefore, respondents should include in their response any items they deem relevant and important to the project or the City. THE BALANCE OF THIS PAGE IS INTENTIONALLY LEFT BLANK Page 5 of 25

6 Council A/V RFP Requirements Preparation o 4 HD PTZ Cameras with ceiling mounts and any other corresponding hardware including PTZ control o Production Switcher with a minimum of 12 inputs and 6 outputs and any other corresponding hardware o Audio monitoring system to be integrated into the Production Switcher. o 2 large flat panel video monitors for multi-viewers to be integrated with the Production Switcher. o Live internal (LAN) multicast for all public meetings from the Council Chamber. o Extensibility to easily provide live, publically accessible web based stream for all public meetings from the Council Chamber in the near future. o A system which stores/records and plays back content digitally in multiple formats on a solid state device and transfer to a RAID based NAS device. o Provide automation & enhanced control scenarios of owner furnished equipment based on the existing Crestron control platform. Provide all hardware and software required for such uses as timers, web pages, recording, playback, sources assignments to all destinations, this would also include both web based interfaces and mobile interfaces for system operation. Provide option for the City to own all code created. o Any and all necessary cables, connectors, mounts, signal converters, encoders Page 6 of 25

7 o Any furniture/equipment modifications necessary for workflow creation o Onsite Training for staff o Graphics to be internally delivered by production switcher for keying and full screen display o Equipment and service warrantee not less than 1 year o VPN based support and timely on-site support (within 2 hours) as required o Broadcast systems experience required o Any equipment provided, the bidder shall be an authorized dealer for that line of product. o Integration of production system into the existing RF plant. o Ten (10) or more years experience with delivering and maintaining similar systems. CONTENTS OF PROPOSALS Please provide a formal letter of transmittal with your proposal that commits your firm to its proposal and states that the proposed solution meets the requirements of each subsection of this RFP. The transmittal letter must be signed by an officer of your firm authorized to do so. Also include the contact information for: (1) the person responsible for answering questions regarding the proposals, (2) the person responsible for contract negotiation, and (3) the authorized signer. A formal responsive proposal is required from firms that would like to be considered for placement on this list. The contents of the proposal must be complete and concise. Supplementary visual aids, videotapes, computerized information and other extraneous materials will not be accepted. Once submitted, Proposals, including the composition of the consulting team, cannot be altered without prior written consent of City of Inglewood. The proposal shall be in the form of a written report and shall be bound and prepared on 8 ½ x 11 sheets (one-sided). One original and three copies are required. The text for Section II must contain no more than fifteen one-sided pages of minimum 10-point type lettering. Page 7 of 25

8 Any reproductions of photos, drawings and/or diagrams included in the Proposals shall be the same as in the original. The proposal shall, at a minimum, include the following sections: A. Cover Letter Each Proposer shall submit with their proposal a cover letter identifying the Proposer and the proposal package being submitted. Proposers may include other important general information, which is deemed significant enough to be highlighted. An authorized representative of the Proposer must sign the cover letter. Proposer s representative shall identify name, title, office location, telephone number, fax number and address. B. Table of Contents Include a Table of Contents listing the various sections included in the proposal. C. Statement Description Section I: EXECUTIVE SUMMARY Proposers shall include in their Proposal, an Executive Summary that indicates your firm s expertise and strengths. Additionally, this section must include a brief statement of your background and examples of your accomplishments that distinguish your firm from other consulting firms and enable your firm to be the most competitive for this RFP. The text for the Executive Summary must contain no more than two (2) one-sided pages of minimum 10-point type lettering. Section II: PROPOSED APPROACH Proposers shall describe their approach to auditing. The following areas must be addressed in the scope of work. 1) An explanation of your firm s approach to developing the audio/video system 2) Description of your firm s approach in working with clients and their staff members. 3) Description of the firm s management consulting philosophy. 4) Examples of Contracting records and accomplishments, past and present that are of similar nature to this scope of work; include names and contacts in association with those contracts for references. Additionally, address situations where your firm s recommendations were implemented by the client and the impact of the implementation. 5) Areas not in this RFP, but which the Proposer believes are essential to the effective performance and completion of these services should also be addressed in the proposal. Page 8 of 25

9 Section III: ORGANIZATIONAL CHART AND TEAM IDENTIFICATION A. Organizational Chart: Please submit a project organizational chart with the following information: 1) Names and titles of individuals; and 2) Names and titles of possible subcontractors who may be involved in this project. B. Team Identification: 1) Identify the firm s business structure (i.e. whether the firm is a corporation, limited partnership, sole proprietorship, etc.), location of headquarters office and location of any local offices, telephone number, fax number and address. 2) Identify the names of general partners or owner(s) of the firm, their titles, office location, telephone number, fax number and address. 3) List the name, title, address, telephone number, background and responsibilities of each individual to be assigned to the project including 4) Specific designations of the individual charged with supervision of the project team. 5) Include a responsibility matrix indicating the reporting structure and responsibilities of each member of the project team. 6) Identify each possible subcontractor by firm s name, primary representative and title, telephone number, fax number, address, location of office headquarters and location of any local offices. Section IV: TEAM DESCRIPTION, EXPERIENCE AND ACCOMPLISHMENTS Proposal must include the following information: A. Project Manager: Describe the professional qualifications, capabilities, project experience, education, training and the present office location. Provide a list of specific examples of the Project Manager s qualifications, experience and accomplishment in any relevant past or ongoing projects, for a minimum of five projects. Describe each project in detail, including when the project was completed and where it was located, the name of the company and contact person, including his/her current telephone number, fax number, address and any other reference information. Describe experience that required auditing services Page 9 of 25

10 B. Other Key Personnel: Include the names and resumes of all key personnel who are employed by Vendor and who may be assigned to perform services pursuant to a subsequent contract. Provide a complete statement of qualifications and experience to accomplish such project, accomplishments, background and a description of that person s strengths and skills relative to the proposed scope of work to be performed. This statement must include degrees obtained and other function while gaining the experience; contract amount managed; what was accomplished; and the beginning and ending dates of the projects cited for relevant experience. The City must be notified of any change in the individuals proposed by the Proposer for this RFP. The City reserves the right to verify each candidate s experience and education. Section V: CONTRACTING TRACK RECORD AND ACCOMPLISHMENTS Proposers must list all previous contracts with the City of Inglewood within the last ten (10) years and a maximum of most recent five (5) contracts with other large organizations, public or private, similar to the projects described in this RFP. Submit this information for the prime consultant and each possible subcontractor(s), team member of a consortium or joint venture. For each contract provide the following information: 1) Name of project. 2) Dollar amount of project. 3) Firm s contract amount. 4) Summary of scope of work. 5) Name, address and telephone number of client s representative responsible for administering the contract. The City reserves the right to validate any information contained in this proposal, including contacting the referenced clients to verify information and/or to solicit comments. Section VI: PROPOSED HOURLY FEE SCHEDULE The Proposer shall include a separate sealed envelope containing a description of the proposed method of compensation for audit services Page 10 of 25

11 QUESTIONS CONCERNING PROPOSALS REQUIREMENTS All questions and issues related to proposal requirements or information expected for each statement package should be made in writing to City to the attention of: Michael H. Tate Acting Purchasing and Contract Services Manager City of Inglewood 1 Manchester Blvd., (floor location) Inglewood, CA Telephone: (310) Fax: address:mtate@cityofinglewood.org NO QUESTIONS WILL BE RECEIVED OR RESPONDED TO AFTER July 21, 2015 by 5:00 PM SUBMISSION OF PROPOSALS Written responses to the RFP must be prepared as specified above as to form, content, and sequence. Respondents should follow the checklist to ensure that all requirements are met. No changes to response may be made after the submittal deadline. One (1) original and three (3) copies of the proposal, ATTN: Michael H. Tate, received on or before, but no later than (date and time). Any responses received after this time will not be opened or considered by the City. Original responses and copies shall be enclosed in two sealed packages (one for the Proposal Statement and one for the fee schedule) with the name and address of the respondent in the upper left-hand corner marked Proposal Title. The responses shall be signed by an officer, or officers, authorized to execute legal documents on behalf of the respondent and submitted to: Michael H. Tate Acting Purchasing and Contracts Services Manager City of Inglewood 1 Manchester Blvd., 8 th Floor Purchasing and Contracts Services Division Inglewood, CA Page 11 of 25

12 The envelope shall be plainly marked in the upper left hand corner with the name and address of the proposer and bear the words Proposal For. followed by the name of the service to be provided under this Request for Proposal and the date and the hour of the proposal opening. Proposers, their representatives, and others interested are invited to be present at the opening. The City reserves the right to waive informalities in any proposal, to reject any or all proposals, to reject one part of a proposal and accept the other, except to the extent that proposals are qualified by specific limitations, and to make awards to the lowest responsible proposer as the interest of the City may require. Each firm is responsible for the timely delivery of any response. Additionally, the City will not be responsible for the delivery of any proposal to the wrong address or City department. Each firm assumes all risks and/or consequences of an incorrect delivery or an untimely delivery of a proposal. RFP SELECTION PROCESS AND CRITERIA All proposals submitting the information requested in this RFP will be evaluated on the basis of professional experience, qualifications and services to be performed. The City reserves the right to judge, appraise and reject all proposals, or to otherwise cancel the RFP process. The written proposal and potentially an oral interview will be evaluated using the following criteria: QUALIFICATIONS/EXPERIENCE (30) pts Your firm must have current ongoing or previous experience in working with local government and be aware of the general rules and regulations involved therein. Your firm must propose the entire solution. If the proposal by your firm requires the use of subcontractors, partners, and/or third party products or services, you must clearly state this in your proposal (the City reserves the right to reject any and all subcontractors if background check is unfavorable). The preference of the City is to use as few subcontractors as possible with zero (0) subcontractors be optimal. The City requires that the firms submitting proposals shall have primary project and service liability for all products and services which collectively meet the RFP requirements. Your firm shall remain solely responsible for the performance of all work, including work that you subcontract (subcontractor must be approved by the City). Training will be considered an essential element of this project. On-site training will be required by the approved vendor for the appropriate authorized personnel. Training will Page 12 of 25

13 need to be done in a sufficient manner so that all of the appropriate personnel will understand the functionality of this system. Questions: Briefly describe the history of your company. What is your total number of installments or integrations similar to the proposed solution? What is you experience in programming and integrating Crestron automation systems? Are you a licensed Crestron integrator? What is you service commitment to customers? How many employees/subcontractors are involved in providing direct technical support for the proposed application software and hardware products? Project Cost (30) pts Provide complete cost breakdowns for system design, software, hardware, maintenance, training, system implementation, disposal, of current unused materials, and any additional services required. List and describe in detail the projected maintenance costs involved in this proposed system. List and describe pricing for optional items or services associated with this system. Timeline (20) pts What is the approximate timeline from acceptance of proposal to completion of project including training? What are the possible problem points that may cause the timeline to change and how will you address them? Support Services (20) pts What is your general time for on-site support requests? What is your general response time for off-site support? Do you provide expedited support? If yes, please describe your methodology and pricing WAIVER AND RIGHTS OF THE CITY After a review of the qualification submittals, the City, in its sole discretion, may rate all submittals and identify a short list of three (3) to eight (8) best qualified firms. There is no guarantee that the City will decide to move forward with any proposer based on the RFP submittals. The City reserves the right to reject any or all submittals and proposals. The Proposer waives all rights to seek compensation and/or legal remedies Page 13 of 25

14 any aspects of the RFP and the City s selection process, upon the submittal of a response to the RFP. After a review of the fixed price submittals, the City, in its sole discretion, may invite one or more respondents for interviews, or may choose not to proceed with the interview. There is no guarantee that the City will decide to move forward with any proposal based on the RFP submittals. The City reserves the right, at its discretion, to pursue any or all of the following actions related to this RFP. Request additional information and/or clarification of the proposal. Negotiate an agreement solely on the basis of the original proposal. Negotiate an agreement on additional information supplied. Issue subsequent RFP based on refinement of concepts proposed in response to this RFP. THE BALANCE OF THIS PAGE IS INTENTIONALLY LEFT BLANK Page 14 of 25

15 RFP-0100 GENERAL PROVISIONS Page Section 1. PRICES Section 2. PAYMENT TERMS Section 3. INGLEWOOD BUSINESS TAX CERTIFICATE Section 4. SALES TAX Section 5. OR EQUAL CLAUSE Section 6. INSURANCE REQUIREMENTS Section 7. INDEMNIFICATION Section 8. NON-DISCRIMINATION Section 9. AWARD OF CONTRACT Section 10. EXECUTION OF AGREEMENT Section 11 TERMINATION OF AGREEMENT Section 12 RIGHT OF CITY TO WITHHOLD PAYMENT Section 13 COST PROPOSAL Section 14 DURATION OF AGREEMENT Section 15 ADDENDUMS (REVISION TO THIS DOCUMENT) Section 16 CHOICE OF LAW/VENUE Page 15 of 25

16 RFP-0100 GENERAL PROVISIONS The City of Inglewood, California hereby extends an invitation to submit a bid in accordance with this document, to provide labor and or materials for the designated purchase. Furthermore the City makes no representation that any agreement will be awarded to any firm responding to this request. There is no expressed or implied obligation for the City to reimburse responding firms for any expense incurred in preparing a proposal in response to this request. All information submitted to the City of Inglewood shall become property of the City and will be returned to the bidder at the City s option. SECTION 1. PRICES The proposal shall state the total cost for the proposed scope of services specified in this document. SECTION 2. PAYMENT TERMS Standard payment shall be made by City check. SECTION 3. INGLEWOOD BUSINESS TAX CERTIFICATE The vendor agrees to at all times during the performance of the agreement, obtain and maintain an Inglewood City Business Tax Certificate. This purchase of said Certificate must be made prior to the purchase of product and a copy forwarded to the Purchasing and Contracts Services Division. SECTION 4. SALES TAX (IF APPLICABLE) The City of Inglewood is subject to the payment of sales tax. All suppliers will be required to include in your proposal/price quote the City of Inglewood tax rate of 9.5 %. If a proposal fails to include the City s tax rate (when applicable) in their proposal, the City will add the 9.5% figure to the proposal for evaluation purposes. SECTION 5. OR EQUAL CLAUSE Whenever a material, article, or piece of equipment is identified in the specifications or on the plans by reference to manufacturers or vendors names, trade names, catalogue numbers, etc., it is intended merely to establish a standard; and any materials, articles, or equipment of other manufactures and vendors which will perform adequately in the duties imposed by the general design will be considered equally acceptable provided the material, article, or equipment so proposed is, in the opinion of the City of equal substance and function. Said materials, articles or equipment shall not be purchased or Page 16 of 25

17 installed by the Contractors without the City s written approval. SECTION 6. INSURANCE REQUIREMENTS When a contractor performs a service for the City, the managing Department must have on file valid certificates of insurance and required endorsements. The Department must submit the required certificates and endorsements to the City Clerk, who will then forward the documents to the City Attorney s Office for review. REQUIRED INSURANCE COVERAGES The contractor shall obtain at its expense, until completion of performance and acceptance by City, the following insurance placed with an insurer admitted to write insurance in California or a nonadmitted insurer on California s List of Eligible Surplus Lines Insurers (LESLI) and having a rating of or equivalent to A:VIII by A.M. Best Company. a. Commercial General Liability Commercial General Liability (equivalent in coverage scope to Insurance Services Office, Inc. (ISO) form CG or 11 88) in an amount not less than $1,500,000 per occurrence and $2,000,000 general aggregate. Such Insurance shall include products and completed operations liability. Independent contractor s liability, broad form contractual liability, and cross liability protection. The City of Inglewood, its official s, employees, and agents must be separately endorsed the policy as additional insureds on an endorsement equivalent to insurance Services Office, Inc. (ISO) forms CG of CF b. Automobile Liability Automobile Liability (equivalent in coverage scope to ISO form CA ) in an amount not less than $1,500,000 combined single limit per accident for bodily injury and property damage covering Auto Symbol 1 (Any Auto). If an automobile is not used in connection with the service provided by the contractor, the contractor should provide you with a written request for a waiver of this requirement. c. Worker s Compensation and Employer s Liability Worker s Compensation as required by the California Labor Code and Employer s Liability in an amount not less than $1,500,000 per accident. REQUIRED INSURANCE DOCUMENTATION a. Certificate of Insurance The contractor must provide you with a Certificate of insurance evidencing the required insurance set forth above. The Certificate Holder must be the City of Inglewood, and the Certificate Holder s address must be the address of the City Page 17 of 25

18 of Inglewood. b. Endorsements In addition to the Certificate of Insurance, the Contractor must provide the following endorsements. Cancellation Notice Endorsements Each policy must be endorsed to provide that the policy shall not be cancelled or nonrenewed by either party or reduced in coverage or limits (except by paid claims) unless the insurer has provided the City with thirty (30) days prior written notice of cancellation (ten (10) days for cancellation due to nonpayment of premium). Primary and Noncontributory Coverage Endorsements The General Liability and (if required) Professional Liability policies must be endorsed to provide that each policy shall apply on a primary and noncontributory basis in relation to any insurance or self-insurance, primary or excess, maintained by or available to the City its officials, employees and agents. WAIVER OR MODIFICATION OF THE INSURANCE REQUIREMENTS Any waiver or modification of the insurance requirements can only be made by the City Attorney s Office. All waiver or modification requests are reviewed on a case-by-case basis. SECTION 7. INDEMNIFICATION Vendor shall indemnify and hold harmless the City and its officers, employees and volunteers from and against all claims, damages, losses and expenses, including attorney fees, arising out of the performance of work described herein, caused in whole or in part by any negligent act or omission off the vendor, anyone directly or indirectly employed by any of them or anyone for whose act may be liable, except where caused by the active, sole negligence, or willful misconduct of the City. Firms shall obtain and cause to remain in full force a d effect for the term of the agreement and for six (6) months thereafter Professional/Negligent Acts, Errors and omissions Insurance for five hundred thousand dollars ($500,000), as well as Automobile Liability in the minimum amount of $500,000 and Workers Compensation Insurance in the statutory required amounts. All insurance must be written by a surety, licensed to do business in California, and rated A or better in Best s rating guide. The City is to be named (where appropriate) as an additional insured on the endorsement forms. If any action or proceeding is brought against indemnities by reason of any act of the Page 18 of 25

19 matters against which consultant has agreed to indemnify Indemnities as provided above, vendors, upon notice from City, shall defend indemnities at vendor s expense by counsel acceptable to City, such acceptance not to be unreasonably withheld. SECTION 8. NON-DISCRIMINATION California State Labor Code 1735: Discrimination in Employment Because of Race, Color, etc. No discrimination shall be made in the employment of persons working on behalf of or as an agent for the City of Inglewood because of the race, religious creed, color, national origin, or ancestry, physical disability, medical condition, marital status, or sex of such persons except as provided in Section of the Government Code, and every vendor for the City of Inglewood violating this section is subject to all the penalties imposed for a violation of this chapter. SECTION 9. AWARD OF CONTRACT Evaluations will be based on the criteria listed on page under RFP Selection Process and Criteria. The City may select a limited number of consultants for in-person interviews before a selection committee. SECTION 10. EXECUTION OF AGREEMENT A bidder to whom award is made shall furnish all goods in accordance with the provisions hereof and within the time stated in the proposal. If a bidder to whom an award is made fails or refuses to enter into the contract as herein provided or to conform to any of the stipulated requirements in connection therewith, an award may be made to the bidder whose proposal is next most acceptable to the City. Such bidder shall fulfill every stipulation embraced herein as if he/she were the party to whom the first award was made. A corporation to which an award is made will be required, before the contract is finally executed, to furnish evidence of its corporate existence, of its rights to do business in California. SECTION 11. TERMINATION OF AGREEMENT The City may terminate the contract at its own discretion or when conditions encountered make it impossible to proceed, or when the City is prevented from proceeding with the contract by law, or by official action of a public authority. SECTION 12. RIGHT OF CITY TO WITHHOLD PAYMENT A. Defective materials not remedied in accordance with provisions of specifications; B. Claims or liens filed or reasonable evidence indicating probable filing of claims or Page 19 of 25

20 liens, whenever the City shall, in accordance herewith, withhold any monies otherwise due the vendor. Written notice of the amount withheld and the reasons therefore shall be given the vendor, and, when the vendor shall remove the grounds for such withholding, the City will pay to the vendor, within thirty-five (35) calendar days, the amount so withheld. SECTION 13. COST PROPOSAL Present a concise list of the scope of services and the work product that your firm proposes to provide. Given your proposed scope of services and work products, discuss your proposed fee arrangement based on compensation on a fixed cost. Expenses such as travel, reproduction and related costs necessarily incurred by the Consultant are to be reflected. Such expenses will not be eligible for reimbursement unless approved by the City in advance. Any costs incurred by Consultant which are not specifically provided for herein shall be the expense of the Consultant. Any omissions or ambiguities will be construed most favorable to the City. SECTION 14. DURATION OF AGREEMENT This duration of this agreement will be sixty (60) days from award by Mayor and Council Members. SECTION 15. ADDENDUMS (REVISIONS TO THIS DOCUMENT) In the event that it becomes necessary to clarify or revise this RFP, such clarification or revision will be by Addendum. Any Addendum will become part of this RFP and part of any contract awarded as a result of this RFP. ALL ADDENDA WIL BE ISSUED ON THE CITY OF INGLEWOOD OPEN BIDS AND RFP S WEB PAGE. CLICK ON THE RFP NUMBER LISTED ON THE COVER PAGE OF THIS DOCUMENT. TO ACCESS ADDENDA USE THE FOLLOWING WEB PAGE ADDRESS: There are no designated dates for release of addenda. Therefore, interested proposers should check the Purchasing Open Bids and RFP s webpage on a daily basis. No additional addendums will be issued within three days of the RFP opening. Vendors with no access to the internet should call the Purchasing Division to inquire about any issued addendums. It is the vendors responsibility to either check the city website or call the Purchasing Division to obtain any addendums. SECTION 16. CHOICE OF LAW VENUE This agreement shall be interpreted, construed and governed the according to laws of Page 20 of 25

21 the State of California. In the event the litigation between the parties, venue in state, trial courts shall lie exclusively in the County of Los Angeles, Superior Court, Southwest District, located at 825 Maple Avenue, Torrance, California, In the event of litigation in the United States District Court, venue shall lie exclusively in the Central District of California, In Los Angeles, California. THE BALANCE OF THIS PAGE IS INTENTIONALLY LEFT BLANK Page 21 of 25

22 RFP-0100 DECLARATION FOR THR BIDDER I declare that I am an authorized agent or officer of the organization submitting this proposal and in such capacity I am empowered to submit this proposal on behalf of (organization): I also verify that all information submitted and contained herein is true and correct to the best of my knowledge and belief. BY: Signature: Printed Name: Position/Title: Date of Execution: THE BALANCE OF THIS PAGE IS INTENTIONALLY LEFT BLANK Page 22 of 25

23 RFP-0100 EXTENSION OF CONTRACT TO OTHER PUBLIC AGENCIES The prices, terms, and conditions of this proposal may be extended to other governmental agencies at the mutual agreement of both the city and awarded vendor. All requirements of the specifications, purchase orders, invoices, and payments with other agencies would be directly with the successful contractor. The City of Inglewood does not warrant any additional use of the contract by such agencies. The vendor s response as requested below will in no way affect the City of Inglewood s consideration of this proposal. Please indicate if this quote will be extended to other public agencies, and the length of time it will remain in effect from the opening date of this proposal. Yes No Length of time Days/Months THE BALANCE OF THIS PAGE IS INTENTIONALLY LEFT BLANK Page 23 of 25

24 RFP-0100 The undersigned hereby declares and says: NON-COLLUSION DECLARATION That he/she has not, either directly or indirectly, entered into any agreement, participated in any collusion, or otherwise taken any action in restraint of free competitive bidding in connection with the contract described below: (Full description of contract): I declare under penalty that the foregoing is true and correct to the best of my knowledge. Executed at, California on 20 Signature of Proposer Page 24 of 25

25 RFP-0100 NO BID FORM TO ALL PROPOSERS: IF YOU DO NOT INTEND TO SUBMIT A PROPOSAL FOR THIS PROJECT, PLEASE INDICATE BELOW AND RETURN IMMEDIATELY TO THE PRUCHASING AND CONTRACTS SERVICES DIVISION OF THE CITY OF INGLEWOOD. THE FIRM CANNOT PROVIDE THE SERVICES AS SPECIFIED, PLEASE CHANGE THE CLASSIFICATION OF OUR FIRM TO THE FOLLOWING: THE FIRM BELOW CANNOT SUBMIT A PROPOSAL AT THIS TIME BECAUSE OF THE FOLLOWING: THE FIRM BELOW IS NOT INTERESTED IN BEING ON THE CITY OF INGLEWOOD VENDOR LIST, PLEASE REMOVE OUR NAME RFP NUMBER: Name of Firm: Address: Phone: Name of Individual: Signature: Date: Page 25 of 25