Steve A. Kent Purchasing Agent (870)

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1 Item # City of Jonesboro Invitation to Bid Not an Order P.O. Box South Church St Room 421. (72401) Purchasing Office Jonesboro, Arkansas Bid No. _2015:14 Date _February 12, 2015 Sealed bids, subject to the conditions on the reverse hereof, and as may be attached hereto, will be received at this office until _2:00pm Wed Thur March 05, 2015 and then publicly opened, for furnishing the supplies, materials and/or services as described below and tabulated for presentation to the City Council on n/a. F.O.B Parks Dept Southside Softballl Field By: Maximum Delivery or completion time after issuance of Purchase Order or work ordered by the City See below days. Steve A. Kent Purchasing Agent (870) Description Quantity Unit Unit Price Amount SCOPE: It is the intent of these specifications to describe a Baseball Scoreboard System to be installed at Southside Softball Park. The City has based these specifications on a Fair Play Model MP 7114J 2 LED scoreboard unit as a basis for the minimum unit wanted. Bidders are to meet or exceed each specification. If any of the equipment being bid varies from the specifications, such variation(s) must be listed in writing and attached as part of the bid proposal. The City of Jonesboro reserves the right to waive minor variance(s) if in the opinion of the Parks Department that the basic bid meets the general intent of these specifications. 1. Scoreboard System as per specs Bidder shall fill in all blanks provided. All material and labor will be provided by the contractor to complete the project. All work will be done in a workmanlike manner and will be inspected by the city. Contractor will leave the completed job site clean and will maintain the job site in a clean and neat manner. Bidder should review all specifications and be familiar with work site. Bid price shall be invoice price all labor, freight, and taxes included A bid bond is not required with this bid A performance bond will be required from the Vendor winning the bid. There are 5 (five) pages to this bid. All pages must be returned to make complete bid. The City of Jonesboro reserves the right to accept or reject any and or all or any part of any bids received. Bid number (2015:14) must be annotated on the outside of the bidder s envelope Bid must be signed or bid will be rejected. NOTE: Any addendum to this bid will be posted on the Purchasing web site no later than 1 week before bid opening. Go to and click on Doing Business and then Bids. The City reserves the right to accept or reject any and all bids or any part of any bid received. Certain specifications may be waived if it is in the best interest to the City and equipment will perform the task without change or danger. Bid opening will be in Conference Room on 3 rd floor if bidder is attending. Address: 1 EA $ $ Fax Number: ( ) Estimated time of delivery and installation: days NOTE: To receive more bids like this when they become available, Vender s can sign up by going to the Jonesboro web site ( click on Doing Business and sign up for bid notices. Cash Discounts % Days Execution of Bid Date We, the undersigned, have read all the requirements set forth in this bid proposal including specification, instructions, conditions and pertinent information regarding the articles being bid on, and we agree to furnish articles at the prices stated. Arkansas Use Tax Register No. Phone # ( ) Bidder Address By City (Person Authorized to Sign Bids) (Title) Unsigned Bids Will Be Rejected Bids number MUST be annotated on Bidder s envelope. Bids are subject to rejection unless submitted on this form. Notice to bidders: See reverse side for instructions and conditions.

2 CITY OF JONESBORO, ARKANSAS CONDITIONS OF BIDDING COMPLIANCE WITH THE FOLLOWING CONDITIONS IS NECESSARY FOR CONSIDERATION OF THIS BID: 1. SIGNATURE This bid must be signed with the firm name and by an authorized officer, employee, or agent. 2. SALES OR USE TAX is not to be shown in the bid price (unless otherwise stated) but is to be added by the vendor to the invoice billing to the City. The City is not exempt from Arkansas State Sales & Use Tax. Although Use Tax is not included in this bid, vendors are to register and pay tax direct to the Arkansas State Revenue Department. 3. FREIGHT & OTHER DELIVERY CHARGES to designated City facility in Jonesboro must be included in bid. Charges may not be added after the bid is opened. 4. DISCOUNTS Show rate, total amount, and latest day any discounts will be allowed after receipt of article and invoice, otherwise City will deduct allowed discount when payment is made. 5. FIRM PRICE All prices quoted will remain firm for at least 30 days from date of bid, unless otherwise specified by the City or bidder. Payment(s) will be made by a pre numbered check as per Ar Code IDENTICAL BIDS In the event of two or more identical low bids, the contract may be awarded arbitrarily or for any reason to any of such bidders or split in any proportion between the said two or more bidders at the discretion of City. 7. LIQUIDATED DAMAGES Liquidated damages shall be assessed beginning on the first day following the maximum delivery or completion time entered on this bid form and/or provided for by the plans and specifications. 8. AMBIGUITY IN BID Any ambiguity in any bid as the result of omission, error, lack of clarity or non compliance by the bidder with specifications, instructions, and all conditions of bidding shall be construed in the light most favorable to the City. 9. CONSTRUCTION A. When noted, the Contractor is to supply the City with evidence of having and maintaining proper and complete insurance, specifically Workman s Compensation Insurance in accordance with the laws of the State of Arkansas, Public Liability and Property Damage. All premiums and cost shall be paid by the Contractor. In no way will the City be responsible in case of accident. B. When noted, a Certified check or bid bond in the amount of 5% of total bid shall accompany bid. C. A performance Bond equaling the total amount of any bid exceeding $20, must be provided for any contract for the repair, alteration or erection of any public building, public structure or public improvement (pursuant to Ark. Stat. SS as amended.) 10. The City reserves the right to reject any and all bids, to accept in whole or in part, to waive any informalities in bids received, to accept bids on materials or equipment with variations from specifications in those cases where efficiency of operation will not be impaired, and unless otherwise specified by the bidder, to accept any item in the bid. If unit prices and extensions thereof do not coincide, the City may accept the bid for the lesser amount whether reflected by the extension or by the correct multiple of the unit price. 11. Minority Business Policy It is the policy of the City of Jonesboro that minority business enterprises shall have the maximum opportunity to participate in the city purchasing process. Therefore, the City of Jonesboro encourages all minority businesses to compete for, win and receive contracts for goods, services, and construction. The city also encourages all companies to subcontract portions of any city contract to minority business enterprises. INSTRUCTIONS TO BIDDERS (PLEASE READ CAREFULLY) 1. Submit bid on bid form on reverse side of this sheet. NO Facsimiles will be accepted. 2. Address all bids to: Purchasing Agent. P.O. Box 1845, Jonesboro, Arkansas and make certain to indicate identifying bid number on the outside of bidder s envelope. 3. DO NOT include Federal Excise Tax in bid. City will furnish exemption certificate. 4. State Manufacturer, Brand Name, Model, etc for each item bid on. 5. Samples of items, when required, must be furnished free, and, if not called for within 30 days from date of bid opening, will be disposed of by City 6. Bids received after stated time will not be considered. 7. Be sure and read all conditions and verify amounts before submitting bids. No changes or additions will be allowed after submission. 8. Guarantees and warranties should be attached as a part of the bid as they may be a consideration in awarding a contract. 9. Delivery or contract completion time is to be shown, as this date may, where time is of the essence, determine the contract award. 10. Additional information may be obtained from the Purchasing Office. 11. Bidders shall be aware of Davis Bacon wage rates and Buy America regulations if applicable. THE CITY RESERVES THE RIGHT TO ACCEPT PART OR ALL OF ANY SPECIFIC BID OR BIDS AND TO ACCEPT ANY BID WITH OR WITHOUT TRADE IN. THE CITY FURTHER RESERVES THE RIGHT TO REJECT ALL BIDS, OR PART OR ALL OF ANY SPECIFIC BID OR BIDS. Click on Purchasing at for any additional information..

3 SPECIFICATIONS FOR FAIR PLAY SOFTBALL SCOREBOARD SYSTEM SOUTHSIDE SOFTBALL PARK JONESBORO, AR February 12, 2015 SCOREBOARDS 1.0 Furnish two (2) FAIR PLAY Model MP 7114J 2 LED baseball scoreboards, or approved equal, 14 0 wide by 5' 6" high, displaying TIME REMAINING or TIME ELAPSED in minutes or seconds for periods up to 9 hours and 59 minutes or less. VISITOR and HOME team scores 0 99, INNING/PERIOD 0 19, by changeable LED numerals. BALL, STRIKE, OUT, H (hit) and E (error), AT BAT/BALL POSSESSION to be shown by spot indicators. Lit colon indicators on each side of time to indicate minutes or seconds. Provide all necessary vinyl captions and trim for above. Provide reversible caption plate for INNING and PERIOD. Scoreboard cabinet color to be selected from standard colors. 2.0 Provide two (2) FAIR PLAY Model MP 50 operator s controller console, or approved equal, with 120v power cord. Construction shall be an aluminum case long by 2.25 high by 8 deep with 4 rubber slide resistant feet. Operating features shall include a two line LCD readout showing information as sent to the scoreboard display as well as constant display of time remaining or time lapsed; a changeable keypad to allow key identification change by sport, numeric keypad, plus and minus keys for quick sequential data entry, a push type horn button and a positive action rocker switch for the Time In and Time Out function. Include a separate luggage type carrying case for console and instructions. Include capacitor style internal battery back up (not rechargeable battery type) of complete controller. 3.0 Provide wireless controller system with the following features: Each controller console to be furnished with one transmitter and one flexible antenna. Each scoreboard to be furnished with one receiver and one flexible antenna. System allows for synchronized operation of two or more scoreboards from one controller or independent operation of up to 13 scoreboards from independent controllers all closely located. System utilizes Spread Spectrum Technology redundantly transmitting the same data at least 16 times per second. System must hop channels using 25 different frequencies at a rate of 10 per second. System refreshes the scoreboard with new data no less than 10 times per second for smooth and accurate operation of game clocks, including 1/10 second timing. System has 14 channels allowing wireless operation of adjacent scoreboard systems. System has a minimum transmission range of 300 feet indoors and 1000 feet outdoors. System allows unlimited scoreboards to be operated from one controller console. System to be FCC certified. Transmitter and receiver are built into the controller and scoreboard and do not require additional mounting provisions or special placement. 4.0 Display digits and indicators shall be made up of 2.3 inch by 2.3 inch circuit card mounted pixels. Each pixel shall be individually replaceable and contain nine LED s. LED s shall be amber in color. Digit height shall be 18 inches for Team Scores and Clock and 15 for Inning. Ball, Strike, Out, Hit and Error indicators shall each consist of one pixel in a 3 inch spot. 4.1 Pixels shall be environmentally sealed with a Dow Corning potting mixture to protect the electronics from moisture. A neoprene gasket shall seal each circuit card to the cabinet, preventing moisture from entering the cabinet. 4.2 Digits shall consist of the following number of pixels: 18 inch, 20 pixels. 15 inch, 13 pixels. Each Ball, Strike, Out, Hit and Error indicator shall consist of 1 pixel. 4.3 LED s shall be rated for 120< horizontal viewing angle and shall be designed with maximum contrast with black background surrounding LED pixels. 5.0 Scoreboard enclosure to be all aluminum alloy with a 0.050" metal thickness on the front and sides. Raised vinyl trim to border the entire cabinet and to separate information sections. All electronic components to be serviced from the front of the cabinet. Choice of standard or special manufacturer's colors to be available. 6.0 Electronics to be packaged in a low voltage plug in processor mounted inside the scoreboard cabinet accessible from the cabinet front. 7.0 Scoreboard cabinet to be all aluminum with a.050 metal thickness on front sides. All service from front of cabinet with no tools required for access. Choice of standard manufacturer s colors available. 8.0 Furnish an assortment of replacement parts and fuses. 9.0 Power required: Scoreboard (Each) 109 watts maximum

4 120VAC three wire 60 Hz single phase 120VAC at controller location 10.0 Scoreboard system listed as approved for electrical safety by ETL Testing Laboratories Year Warranty and Life Time Service. All products are guaranteed against defects in workmanship and materials for ten years on a factory exchange basis Direct on site service, if necessary, to be provided directly by scoreboard selling company during warranty period. All on site warranty service call charges to be provided, if necessary, at a reasonable charge by the scoreboard selling company during the warranty period. All labor costs for warranty repairs to be covered under warranty as indicated above. Successful vendor (bidding company) must have at least five years of experience in providing and installing quality scoreboards and must be in the regular business of providing athletic scoreboards. The purpose of this requirement is to insure that Jonesboro Parks & Recreation is associated with a company that has scoreboard experience. Successful vendor must have a fully staffed scoreboard service department located within a 175 mile radius of the Jonesboro area with a minimum of three full time service technicians trained to support the equipment to be supplied and that service facility shall have been in place for a minimum of 5 years as a scoreboard servicing facility. The purpose of this requirement is to insure that Jonesboro Parks & Recreation will have the necessary support needed to maintain proper operation of their new equipment from a service facility that has been in existence for a proven period of time All equipment to be delivered freight pre paid to jobsite. SIGNS 1.0 Provide two (2) Personalization Signs, 14' 0" wide x 24 high x 8" deep, fully enclosed, to be mounted securely and directly at top of scoreboard. Include one 24" high extension panel where logo extends above sign. Sign construction to be baked finish white aluminum with sturdy internal support ribs, sides, and solid aluminum mill finish back. Sign shall be a one piece fully assembled cabinet and shall include mounting brackets permanently attached to sign cabinet for mounting directly to steel support columns. Provide computer cut adhesive sign vinyl with facility s lettering and logos, including all colors, as required. Must provide accurate approval drawing to Owner before delivery. 2.0 Provide two (2) Sponsor Signs, 14' 0 wide x 30 high x 8 deep, fully enclosed, to be mounted securely and directly below bottom of scoreboard. Sign construction to be aluminum with sturdy internal support ribs, sides, and solid aluminum mill finish back. Provide computer cut high performance adhesive sign vinyl with advertiser s logos, including all colors, as required. Must provide accurate approval drawing to Owner before delivery. INSTALLATION 1.0 Completely install all scoreboard equipment and signs on existing I beam structures. Scoreboards are to be securely bolted or welded to existing I beam columns. Ground clearance under scoreboard shall be a minimum of 10 high under sign mounted below scoreboard. 2.0 Remove existing scoreboards from the existing structures. Owner will be responsible for disposal of existing scoreboards. 3.0 Installation to be performed by qualified personnel from the scoreboard selling company. Bidding company must possess an Arkansas Contractor s License and must provide proof of insurance prior to installation with the following minimum insurance limits: $2, general liability, $1,000, automobile insurance. 4.0 All equipment to be fully tested and demonstrated to owner. 5.0 Electrical service to scoreboard to be provided by Owner according to specifications required by scoreboard. SERVICE 1.0 Successful vendor (bidding company) must have at least five years of experience in providing and installing quality scoreboards and must be in the regular business of providing athletic scoreboards. The purpose of this requirement is to insure that Jonesboro Parks & Recreation is associated with a company that has scoreboard experience. 2.0 Successful vendor must have a fully staffed scoreboard service department located within a 175 mile radius of the Jonesboro area with a minimum of three full time service technicians trained to support the equipment to be supplied and that service facility shall have been in place for a minimum of 5 years as a scoreboard servicing facility. The purpose of this requirement is to insure that Jonesboro Parks & Recreation will have the necessary support needed to maintain proper operation of their new equipment from a service facility that has been in

5 existence for a proven period of time. 3.0 Successful vendor to maintain backup equipment for scoreboards at the local service facility.