request for proposals - BidNet

I. BACKGROUND/PROJECT: The County requires upgrading of the existing audio, video and lighting in the Cherokee Hall. (Board of Commissioner's Meeting ...

10 downloads 7 Views 134KB Size

Cherokee County Board of Commissioners Procurement & Risk Management Department 1130 Bluffs Parkway, Canton, GA 30114 Phone: (678) 493-6000 Fax: (678) 493-6035




The County requires upgrading of the existing audio, video and lighting in the Cherokee Hall (Board of Commissioner’s Meeting Room) in order to improve audio quality, lighting quality and video quality. The audio shall be without feedback with volume and gain controlled from a central location. The theatrical lighting shall be directed to the correct locations (to be determined by the County) with dimming and aim capabilities and to reduce harshness and glare and shall be controlled from a central location. The video cameras shall be upgraded with joystick control from a central location. The existing data projector shall be replaced and upgraded. The County also requires that the audio and video shall be cross connected with the areas know as Pre-Function (ballroom lobby) and also the ballrooms The existing ballroom audio and video shall be cross connected with Cherokee Hall and Pre-Function as well. The central location for all components shall be determined by the County with input from the Contractor based on the ability or inability to run wiring and cabling.



Cherokee Hall is an amphitheater style room with seating for approximately 158 individuals. There is a dais with seating for eight individuals. There is a podium between the seating and dais. Speakers are mounted in the high ceiling and are creating feedback with the microphones mounted on the dais and podium. Additionally, the hearing impaired system utilized is generating feedback through the audio system. The objective is to bypass the existing speaker system, install mounted speakers in the appropriate locations to eliminate feedback both from existing microphones, the wireless microphones and the hearing impaired devices currently in use. There is an existing theatrical stage lighting mounted in the ceiling. The objective for the stage lighting is for it to be adjusted (re-aimed) and installed with dimming and/or aiming capabilities to reduce glare and harshness or to be replaced and installed with LED lighting with the ability to aim and adjust intensity from a central location to be determined by the County. Further, the Contractor shall replace the existing data projector with the same brand/model utilized in the ballrooms. The County further requires that three (3) new cameras be installed in

RFP# 2015-21 Page 2 of 9 Cherokee Hall (position to be determined by the County and Contractor). These cameras are to be of the same brand/model as utilized in the ballrooms and are to be controlled in a central location determined by the County. The overall goal in upgrading/replacing the existing lighting, audio and video systems is to improve the listening quality and lighting quality and provide audio/video/lighting control in Cherokee Hall, provide better quality on-line streaming video for Cherokee County Board of Commissioner’s meetings from Cherokee Hall, provide cross connectivity via audio and video from Cherokee Hall to the Pre-Function and ballroom areas and from the ballrooms back to PreFunction and Cherokee Hall.






The County is requiring that the Contractor provide all materials, equipment and labor to upgrade audio, video and lighting capabilities in Cherokee Hall to eliminate audio feedback; provide improved video for on-line streaming and on screen projection controlled from a central location: provide upgraded lighting with intensity and aim control from a central location; and to provide cross connectivity via audio and video for existing on-screen projection in the ballrooms to Pre-Function and Cherokee Hall and back from Cherokee Hall to Pre-Function and the ballrooms. It is strongly recommend that the proposer schedule an on-site meeting with the Owner’s Agent in order to view Cherokee Hall and the ballroom areas to gain a full understanding of what is required to complete the requested work and to perform any needed measurements. On-site meetings can be scheduled by contacting Ron Keener, [email protected], 678-6773065.


Contractor shall install three (3) new pan/tilt/zoom cameras, PTZ of the same brand/model as utilized in the ballrooms in Cherokee Hall mounted on the walls in locations determined by the County. Cabling and wiring shall be installed running to a central location determined by the County. A VGA/HDMI/SDI video switcher with 18 inputs and 18 outputs shall be included in the work to be installed in the control room (central location). VGA/HDMI/SDI cabling connections shall be installed in the Dais seat locations and podium floor location running back to central location TBD by the County. Install a point, sourced and directionally focused speaker system located on the wall behind the Dais to cover the audience and presenter area. Install a Soundcraft SI Expression audio mixer in the TBD central location to control audio mixing in Cherokee Hall. Cabling and wiring to be installed for the speaker system. Either eliminate audio impaired system feedback with the installation and positioning of the new speakers or replace the existing audio impaired system with one compatible with the new speaker system that does not create feedback.

RFP# 2015-21 Page 3 of 9 Install LED ceiling lighting in Cherokee Hall that shall be controlled in a central location. The LED lighting shall be dimmable and directionally controlled via a light board of the same brand/model as utilized in the ballroom. Remove non-utilized existing lighting in Cherokee Hall if it cannot be incorporated in the new lighting system. Replace the Cherokee Hall podium microphone with a Super Cardiod Condenser microphone in the Cherokee Hall podium. Install a minimum of a 60” smart screen TV on the opposing wall of the Dais to serve as a monitor for the Dais speakers. Cabling and wiring to be installed as well. This smart screen TV shall be connected to all the VGA/HDMI/SDI connections in Cherokee Hall and be able to be controlled from the central location. In addition to control capabilities via the audio and video mixer, the County requires that control shall be in a format compatible with an I-Pad. Both the audio and video mixer and I-Pad control will be operated by County employees, Northside Hospital Cherokee Conference Center staff, EventMark staff and contracted a/v technicians or production company personnel renting the ballrooms. Clean up after each day and project completion; leaving all areas in same or better condition that prior to starting work.



The Contractor shall deliver the necessary wiring, cabling, tools, materials and equipment to complete the work. The Contractor shall also deliver the speakers, lighting, three (3) PTZ cameras, VGA/HDMI/SDI video switcher, audio mixer, audio impaired system, podium microphone, and smart screen TV as described in the above Scope section. All necessary mounting brackets, screws, ladders and tools required to do the work are the responsibility of the Contractor to provide. The Contractor shall also provide a boom lift that will fit within the confines of Cherokee Hall to adjust/install/remove lighting and speaker mounting. The work to be performed shall be started and completed within a three week (21 day) time period to be proposed by the Contractor in their proposal and accepted by the County. The County desires to begin the work as soon as possible. Cherokee County Board of Commissioner (BOC) Meetings are held on the first and third Tuesday of every month; no work, equipment or materials will be allowed during BOC Meeting days.



The County will not provide tools, ladders or any materials or equipment to aid in the completion of this work. However the County will provide available schematics and blueprints to aid in the installation of wiring and cabling. If electrical wiring is required, it will be the Contractor’s responsibility to provide a licensed electrical contractor to do the necessary wiring installs.

RFP# 2015-21 Page 4 of 9






The Contractor will have access to the County building during normal business hours, 8:00 AM to 5:00 PM, Monday thru Friday. If non-business hours and/or days are needed, access to the building may be provided. Request for non-business hours/days shall be made at least 24-hours prior to needing access to the building. An Owner’s representative shall be on site during all Work by the Contractor.

As stated in the Delivery section above; the work must be initiated and completed within a 21 day period and shall not interfere with the bi-weekly meetings held in the Cherokee Hall. It is anticipated that the wiring and cabling may be installed in the first week, then a commissioners meeting held with equipment, tools, materials removed from Cherokee Hall. Subsequently the bulk and completion of the work is to be completed in the remaining two weeks. The final scheduling will be determined by the County and the Contractor prior to work commencing.


Northside Hospital Cherokee Conference Center 1130 Bluffs Parkway, Canton, GA 30114 Contact – Ron Keener, EventMark, L.L.C., Agent Phone: 678-677-3065 Email: [email protected]







The contract for this project is the County’s standard Professional Services Agreement. A copy of the Agreement is included as Exhibit D and is attached as a separate document to this RFP. Proposer’s willingness to execute the Professional Services Agreement shall be so noted in Exhibit C. Last Day for Questions: by 2:00pm, local time, Monday, February 2, 2015 Last Day for Addendum: by 2:00pm, local time, Wednesday, February 4, 2015 Bids Due: by 4:00pm, local time, on Friday, February 6, 2015 Award by Board of Commissioners: Tuesday, February 17, 2015 Notice to Proceed: Thursday, February 19, 2015

Questions: All questions are due in writing to Kristi Thompson, Procurement Department, at [email protected] All questions received by the deadline, 2:00pm on February 2, 2015, will be addressed via formal addendum issued as part of the RFP documents. Answers/Addenda: All Addenda will be posted online and are considered part of the formal RFP documents. The deadline for posting addendum is by 2:00pm on February 4, 2015. Any changes in schedule shall be issued as an Addendum to the RFP. It is the Proposer’s responsibility to routinely check the website for any updates to the schedule and/or posted Addendum.

RFP# 2015-21 Page 5 of 9



The following are required to be submitted for a “responsive” Proposal: 1. Appendix A – E-Verify Affidavit 2. Appendix B – Non-Collusion Affidavit 3. Appendix C – Acceptance of Construction Services Agreement 4. Appendix E – Business Reference Form 5. Quote Form (listing of items, quantities, item pricing and total pricing; each Task in Section V shall be a line item on the quote form with a line item price per Task) 6. Proposed Schedule – available start date for actual work, scheduled downtime for BOC Meeting, start back date and completion date One original and two (2) copies of the proposal documents are due to: Cherokee County Procurement & Risk Management Department 1130 Bluffs Pkwy, Canton, GA 30114 RFB#2015-21


CRITERIA AND SCORING: This is a request for proposals, not a hard bid. As such, responsive proposals shall be scored as follows: Criteria



Max Score (out of 100) 60



Approach to the Work





Evaluation Factors Overall best value to County; Section V Tasks shall each be a line item on the quote and have pricing per Task; other items/services can be quoted separately with pricing per item/service clearly identified List any similar jobs, other venues, government buildings, churches, etc. that your company has done in the past Proposed schedule (recommended start date, end date), identification of key milestones, understanding of working around BOC Meetings on 1st and 3rd Tuesday Appendix E – three to five references of similar work to include contact names phone and/or email

County – Cherokee County Board of Commissioners Owner – Northside Hospital Cherokee Conference Center Contractor – Company and/or individuals awarded the contract to do the work Owner’s Agent – Ron Keener, EventMark, L.L.C.

RFP# 2015-21 Page 6 of 9

APPENDIX “A” E-VERIFY AFFIDAVIT By executing this affidavit, the undersigned contractor verifies its compliance with O.C.G.A. § 13-10-91, stating affirmatively that the individual, firm, or corporation which is engaged in the physical performance of services on behalf of Cherokee County has registered with, is authorized to sue and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with the applicable provisions and deadlines established in O.C.G.A. § 13-10-91. Furthermore, the undersigned contractor agrees that it will continue to use the federal work authorization program throughout the contract period and should it employ or contract with any subcontractor(s) in connection with the physical performance of services pursuant to this Agreement with Cherokee County, contractor will secure from such subcontractor(s) similar verification of compliance with O.C.G.A. § 1310-91 on the Subcontractor Affidavit in the form attached hereto as Exhibit B. Contractor further agrees to maintain records of such compliance and provide a copy of each such verification to Cherokee County within five (5) business days of receipt. Contractor hereby attests that its federal work authorization user identification number and date of authorization are as follows:

Federal Work Authorization User Identification Number

I hereby declare under penalty of perjury that the foregoing is true and correct.

Executed this ________ day of _____________, 2015 Date of Authorization in ________________________ (City), _____ (State).

Name of Contractor Signature of Authorized Officer/Agent RFB 2015-21: NCCC AUDIO/VISUAL WORK Name of Project

Cherokee County Board of Commissioners Name of Pubic Employer

Printed Name of Authorized Officer/Agent

Title of Authorized Officer/Agent NOTARY Subscribed and sworn before me on this _______ day of ______________________, 2015.

NOTARY PUBLIC SIGNATURE [NOTARY SEAL] My Commission Expires: ______________________

RFP# 2015-21 Page 7 of 9

APPENDIX “B” NON-COLLUSION AFFIDAVIT I state that I am authorized to make this AFFIDAVIT on behalf of my company, and its owners, directors and officers and I further state that:

1. The price(s) shown in this Bid/Proposal has/have been arrived at independently and without consultation, communication or agreement with any other contractor, responder or potential responder to the Request for Bids (RFB)/Request for Proposals (RFP); and 2. Neither the price(s) nor the amount of the Bid/Proposal, and neither the approximate budgets nor approximate amounts in this Bid/Proposal, have been disclosed to any other company or person who is a responder or potential responder to this RFP, and they will not be disclosed before the Bid/Proposal opening; and 3. No attempt has been made or will be made to induce any company or person to refrain from responding to this RFB/RFP, or to induce them to submit a budget that is higher than the budget in this Bid/Proposal, or to submit any intentionally high or noncompetitive Bid/Proposal or other form of nonresponsive Bid/Proposal; and 4. The price(s), proposal and budget prepared are made in good faith and not pursuant to any agreement, discussion with or inducement from any agency, company or person to submit a complementary or other noncompetitive Bid/Proposal. I state that ______________________________________ understands and acknowledges that (Name of Company)

the above representations are material and important, and will be relied on by the Cherokee County Board of Commissioners (CCBOC) in awarding the contract(s) for which this Bid/Proposal is submitted. I understand, and my company understands, that any misstatement in this Affidavit is and shall be treated as fraudulent concealment from CCBOC of the true facts relating to the submission of Bids/Proposals for this contract.



Printed Name

Title Sworn to and subscribed before me this ________ day of _____________________, 2015

(Notary Public) [SEAL REQUIRED]

My Commission Expires:

RFP# 2015-21 Page 8 of 9

APPENDIX “C” CERTIFICATION OF REVIEW AND ACCEPTANCE OF AGREEMENT PROPOSER’S NAME: THE UNDERSIGNED CERTIFIES, in preparing my Bid for this Project, that I have read the referenced PROFESSIONAL SERVICES AGREEMENT between Cherokee County and the Contractor and all required other exhibits, attachments and supporting documents, and that my legal advisor and insurance carrier representatives have also read the Agreement. Therefore, I hereby make the following sworn statement: CHECK AND INITIAL ONE OF THE FOLLOWING STATEMENTS: ________ I and my legal advisor and insurance carrier representatives have read, understand and accept all the terms and conditions of the Agreement, and if awarded this Project I will promptly execute and furnish all required statements, exhibits and certification of insurance coverage within ten (10) calendar days.

OR ________ I and my legal advisor and insurance carrier representatives have read and understand all the terms and conditions of the Agreement, BUT HAVE NOTED THE FOLLOWING EXCEPTIONS AND/OR QUALIFICATIONS:

Proposers may provide additional sheets written on their own letterhead to supplement this page, if necessary..

THE UNDERSIGNED FURTHER UNDERSTANDS AND ACCEPTS that such submitted exceptions and/or qualifications may cause Cherokee County to determine the Bid to be non-responsive and the Consultant to be non-responsible, and that the County may fully reject the Bid and select another Consultant based upon the noted or described exceptions and/or qualifications hereto. Such a determination by Cherokee County shall not be a cause of action by the Consultant against Cherokee County. I CERTIFY that the above information is true and correct and is applicable to the Bid for this Project. Signed: _______________________________________



This _________day of _____________________, 2015.

Notary Public: ________________________________________ My Commission Expires: _______________________________


RFP# 2015-21 Page 9 of 9

APPENDIX “E” BUSINESS REFERENCES Please list three (3) to five (5) business references of similar work performed. Letters of reference are not needed but can be included separately in the RFP. Failure to list references on this form and provide all requested information may result in the Proposal being deemed “non-responsive”. 1. Company Name: Contact Name: Phone: Email: 2. Company Name: Contact Name: Phone: Email: 3. Company Name: Contact Name: Phone: Email:

4. Company Name: Contact Name: Phone: Email: 5. Company Name: Contact Name: Phone: Email: