request for proposals


Apr 7, 2015 - [XXXXXXX]. X_________________________________________. X_________________________________________. Authorized Representative of MERC. Au...

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Audio Visual Equipment Rental RFQu 2834

Notice is hereby given that proposals for RFQu 2834 for Audio Visual Equipment Rental shall be received by Metro, 600 NE Grand Avenue, Portland OR 97232 until 2:00 p.m. Pacific Time on April 7 2015. It is the sole responsibility of the proposer to ensure that Metro receives the Proposal by the specified date and time. All late Proposals shall be rejected. Proposers shall review all instructions and rental agreement terms and conditions.

Request for Qualifications (RFQu 2834) I.

600 NE Grand Ave. Portland, OR 97232-2736 503-797-1700

INTRODUCTION Metropolitan Exposition Recreation Commission (MERC), an appointed commission of Metro , a metropolitan service district organized under the laws of the State of Oregon and the Metro Charter, located at 600 NE Grand Avenue, Portland, OR 97232-2736, is requesting proposals for Audio Visual Equipment Rental. Proposals will be due as indicated on the RFQu cover page. MERC intends to approve multiple firms to provide the services required. The selected Audio Visual Equipment Rental Providers (“Approved Providers”) will be placed on MERC’s pre-qualified list of providers approved by MERC. Details concerning the Project and Submission of Qualification requirements are contained in this document. .

II.

BACKGROUND/HISTORY OF PROJECT Metro manages several visitor venues including the regional convention, trade, and performing arts facilities, as well as the Oregon Zoo. Vendors must be able to provide services to the following locations, but not limited to: o o o o o

III.

Metro Regional Center (MRC), 600 NE Grand Ave, Portland OR 97232 Oregon Convention Center (OCC), 777 NE Martin Luther King Jr. Blvd, Portland OR 97232 Portland Metropolitan Exposition Center (EXPO), 2060 N. Marine Drive, Portland OR 97217 Portland Center for the Performing Arts (PCPA), 1111 SW Broadway, Portland, OR 97205 Oregon Zoo (ZOO), 4001 SW Canyon Rd, Portland, OR 97221

PROPOSED SCOPE OF WORK Metro is seeking proposals from qualified firms to perform the following services to provide audio visual rental equipment (audio, lighting, video, décor & rigging) on an as needed basis: Available Inventory  Vendor to provide updated inventory and equipment price lists which will be incorporated in the rental agreement and when changes occur or when requested.  Vendor to provide audio visual equipment as requested on a per event basis or as needed basis Response Time  Vendor to respond to initial requests for rentals within 24 hours  Vendor will provide a quote listing equipment by type, brand, model, quantity, and price per item prior to delivery of rental equipment  Vendor to provide delivery of equipment prior to event start or as indicated by correspondence  Vendor must have ability to provide equipment as determined by designated Metro representative  Vendor must provide technical support for their equipment within four hours of receiving the call Delivery and Pickup  Vendor is responsible for all labor and supervision during equipment delivery and pick up  Vendor shall coordinate delivery and/or setup (when requested) with the designated Metro representative prior to any request and/or event

Request for Qualifications (RFQu 2834) 

600 NE Grand Ave. Portland, OR 97232-2736 503-797-1700

Vendor shall include packing slip at time of delivery listing type of equipment and quantity rented

Returns and Damage  Vendor’s equipment shall be free of defects once delivered and/or set up  Vendor shall replace defective equipment promptly  Vendor is responsible for costs associated with delivery of equipment not rented or approved by Metro.  Vendor shall replace any faulty equipment in time to be installed prior to the event for which it was rented or the vendor will reimburse Metro for replacement rental costs.

Metro shall determine the AV rental equipment needs for each event. As audio visual equipment rental is on an as needed basis, there are no guarantees to vendors of a certain amount of work, if any. Metro reserves the right to obtain the best pricing for each specific rental request. The term of the rental agreements is anticipated to be April 2015 through March 2016. Approved providers shall remain on Metro’s list for a one (1) year period beginning April 2015, MERC, at its discretion, may amend, extend or terminate any or all lists or contracts to reflect the change in service needs. Metro reserves the right to award additional contracts from this RFQu during the above stated term.

IV. QUALIFICATIONS/EXPERIENCE Contractor must have one (1) or more years of successful experience in the area(s) of audio visual equipment rental which includes the following experience:  One (1) year continuous experience providing AV equipment rental equipment services as in the Scope of Work.  Demonstrated ability to provide high quality equipment that is less than three years old, well-maintained, and in good working condition.  Ability to deliver rental equipment at mutually agreed upon day and time.  Ability to provide three references (including name of contact, company name, address, phone number, and e-mail address.

V.

PROPOSAL INSTRUCTIONS A. Submission of Sealed Proposals One (1) paper copies and one (1) electronic version of the proposal shall be furnished to Metro in a sealed envelope, addressed to: Metro Procurement Services Attn: Riko Frohnmayer, RFQu 2834 600 NE Grand Avenue Portland, OR 97232-2736 B.

Deadline: Proposals will not be considered if received after the date and time indicated on the RFQu cover page.

C.

RFQu as Basis for Proposals This Request for Qualifications represents the most definitive statement MERC will make concerning the information upon which RFQus are to be based. Any verbal information which is not addressed in this RFQu will not be considered by MERC in evaluating the RFQu. All questions relating to this RFQu should be addressed to [email protected] Any questions, which in the opinion of MERC, 3 of 9

Revised January 2014 Form 1701-1 Request for Proposals - Formal

Request for Qualifications (RFQu 2834)

600 NE Grand Ave. Portland, OR 97232-2736 503-797-1700

warrant a written reply or RFQu addendum will be furnished to all parties receiving this RFQu. MERC will not respond to questions received after 2:00 pm on March 27, 2015.

VI.

D.

Information Release All Proposers are hereby advised that MERC may solicit and secure background information based upon the information, including references, provided in response to this RFQu. By submission of a proposal all Proposers agree to such activity and release MERC from all claims arising from such activity. In Accordance with Oregon Public Records Law (ORS 192), proposals submitted will be considered part of the public record, except to the extent they are exempted from disclosure.

E.

Minority, Women and Emerging Small Business Program In the event that any subcontracts are to be utilized in the performance of this agreement, the Proposer's attention is directed to Metro Code provisions 2.04.100, which encourages the use of minority, women and emerging small businesses (MWESB) to the maximum extent practical. Metro Code 2.04.100 is available at http://library.oregonmetro.gov/files//chap2.04_clean_eff._042111_revised_version_081711.pdf

F.

First Opportunity Target Area (FOTA) Program In the event that any subcontracts are to be utilized in the performance of this agreement, the Bidder’s attention is directed to MERC’s First Opportunity Area (FOTA) Program which is intended to provide maximum employment for economically disadvantages residents living in the target area, in accordance with House Bill 3075, passed by the Oregon Legislature in 1989. Additional information regarding the FOTA Program is available from http://www.oregonmetro.gov/index.cfm/go/by.web/id=6094.

PROPOSAL CONTENTS The proposal should contain no more than five (5) pages of written material (excluding biographies, resumes and brochures, which may be included in an appendix), describing the ability of the consultant to perform the work requested, as outlined below. The proposal should be submitted on recyclable, double-sided recycled paper (post consumer content). No waxed page dividers, folders, binders or non-recyclable materials should be included in the proposal. A.

Transmittal Letter:  Account Manager/Project Manager assigned  Company name and address  Phone number, website, and e-mail  Tax Identification Number  Indicate the proposal will be valid for ninety (90) days

B.

Qualifications/Experience:  Include documentation of the firm’s qualifications and experience as listed in Section IV: Qualifications/Experience.

E.

Inventory  Provide a current listing of audio visual equipment available for rental, including the type of equipment, model, and quantities available 4 of 9

Revised January 2014 Form 1701-1 Request for Proposals - Formal

Request for Qualifications (RFQu 2834)

VII.

600 NE Grand Ave. Portland, OR 97232-2736 503-797-1700

F.

Diversity in Employment and Contracting:  Work Force Diversity – Describe your work force demographics (number of employees, race and gender) and the measurable steps taken to ensure a diverse work force, including company policies and practices that promote the hiring and retention of women and ethnic minorities.  Diversity in Contracting – Describe your history of working with diverse firms, including any MWESBcertified firms. Describe a project for which you worked with minorities, women or emerging small businesses. Please provide the project name, method used to achieve participation – for example, joint ventures, subcontracts or purchase of equipment or supplies from a certified firm – and the dollar amount or percentage of the project budget expended on such participation.  Diversity of Firm – Describe the ownership of your firm and whether or not your firm is certified by the State of Oregon as an MBE, WBE or ESB. Provide certification number, if applicable.  MERC First Opportunity Target Area (FOTA) program - Demonstrated commitment to FOTA program (i.e. specific steps to provide employment and contract opportunities to FOTA residents, past performance and experience with FOTA program). Follow this link for information about MERC’s First Opportunity Target Area: http://www.oregonmetro.gov/index.cfm/go/by.web/id=6094

G.

Sustainable Business Practices  Environment: Describe your business practices to reduce environmental impacts of your operations. This may include energy efficiency, use of non-toxic products, alternative fuel vehicles, waste prevention and recycling, water conservation, green building practices, etc.  Economy: Describe your support of local businesses and markets within the Portland Metro region. Include what steps your company has taken in the past to support local businesses, and what steps would be taken if selected for this project.  Community: Describe the employee compensation structure of your organization. Include wage scales for employees, including trainee, probationary, entry level, journey level, and supervisory. Also include policies regarding annual cost of living adjustments (COLA) to employee wages. Details of the healthcare program (including, medical, dental, prescriptions, preventive care, etc.) as well as out of pocket and deductibles, and employee contributions for themselves and family members. All other employee benefits are to be including, such as vacation, sick leave, pension, disability insurance, profit sharing, childcare, health memberships, company vehicle, public transportation, etc.

F.

Exceptions to Standard Agreement and RFQu: Carefully review the Standard Agreement attached hereto as Exhibit A and incorporated herein. This is the standard agreement that successful respondents to this RFQu will be required to execute. RFQu respondents wishing to propose any exceptions or alternative clauses to the agreement or to any specified criteria within this RFQu must propose those exceptions or alternative clauses in their proposal; MERC shall not be required to consider rental agreement revisions proposed during rental agreement negotiation and award. Proposed exceptions or alternative clauses should be accompanied by explanatory comments that are succinct, thorough and clear.

GENERAL PROPOSAL/RENTAL AGREEMENT CONDITIONS A. Limitation and Award: This RFQU does not commit MERC to the award of a rental agreement, nor to pay any costs incurred in the preparation and submission of proposals in anticipation of a rental agreement. MERC reserves the right to waive minor irregularities, accept or reject any or all proposals received as the result of this request, negotiate with all qualified sources, or to cancel all or part of this RFQu. 5 of 9

Revised January 2014 Form 1701-1 Request for Proposals - Formal

Request for Qualifications (RFQu 2834)

VIII.

B.

Billing Procedures: Proposers are informed that the billing procedures of the selected firm are subject to the review and prior approval of MERC before reimbursement of services can occur. Contractor's invoices shall include the MERC rental agreement number, an itemized statement of the work done during the billing period, and will not be submitted more frequently than once a month. Payment shall be made by MERC on a Net 30 day basis upon approval of Contractor invoice.

C.

Validity Period and Authority: The proposal shall be considered valid for a period of at least ninety (90) days and shall contain a statement to that effect. The proposal shall contain the name, title, address, and telephone number of an individual or individuals with authority to bind any company contacted during the period in which MERC is evaluating the proposal.

D.

Conflict of Interest. A Proposer filing a proposal thereby certifies that no officer, agent, or employee of MERC or MERC has a pecuniary interest in this proposal or has participated in rental agreement negotiations on behalf of MERC; that the proposal is made in good faith without fraud, collusion, or connection of any kind with any other Proposer for the same call for proposals; the Proposer is competing solely in its own behalf without connection with, or obligation to, any undisclosed person or firm.

E.

Equal Employment and Nondiscrimination Clause MERC and its contractors will not discriminate against any person(s), employee or applicant for employment based on race, color, religion, sex, national origin, age, marital status, familial status, gender identity, sexual orientation, disability for which a reasonable accommodation can be made, or any other status protected by law. MERC fully complies with Title VI of the Civil Rights Act of 1964 and related statutes and regulations in all programs and activities. For more information, or to obtain a Title VI Complaint Form, see www.oregonmetro.gov.

EVALUATION OF PROPOSALS A. Evaluation Procedure: Proposals received that conform to the proposal instructions will be evaluated. The evaluation will take place using the evaluation criteria identified in the following section. Interviews may be requested prior to final selection of firm(s). Award will be made to the highest ranked Proposer according to the evaluation criteria. B.

IX.

600 NE Grand Ave. Portland, OR 97232-2736 503-797-1700

Evaluation Criteria: This section provides a description of the criteria which will be used in the evaluation of the proposals submitted to accomplish the work defined in the RFQu. Percentage of Total Score (1) Qualifications and Experience 35% (2) Inventory (per category of audio, lighting, video, décor & rigging equipment based on model and quantity) 40% (3) Diversity 20% (4) Sustainable Business Practices 5%

APPEAL OF RENTAL AGREEMENT AWARD Aggrieved proposers who wish to appeal the award of this rental agreement must do so in writing within seven (7) working days of issuance of the notice of intent to award by MERC. Appeals must be submitted to General Manager of Visitor Venues, 600 NE Grand Avenue, Portland, Oregon 97232 and must state the specific deviation of rule or statute in the rental agreement award. MERC will issue a written response to the appeal in a timely manner. 6 of 9

Revised January 2014 Form 1701-1 Request for Proposals - Formal

Request for Qualifications (RFQu 2834) X.

600 NE Grand Ave. Portland, OR 97232-2736 503-797-1700

NOTICE TO ALL PROPOSERS -- STANDARD AGREEMENT The attached agreement included herein reflects preliminary, draft rental agreement language and selected, proposed rental agreement terms for this procurement. Proposers should be aware that such language terms and provisions are for illustrative purposes only and that MERC reserves the right, following submission and ranking of all proposals submitted in response to this procurement, to amend, modify or negotiate over any and all such rental agreement language, terms and provisions before making a final determination regarding the issuance of the Notice of Intent to Award the agreement rising from this procurement. By submitting a proposal in response to this procurement, proposers acknowledge that they are aware of and do not object to any later, potential amendment and modification of such preliminary, draft language and terms. In addition, by responding to this procurement, proposers acknowledge that they are aware of their availability to offer alternatives to any of the preliminary, draft rental agreement language and proposed rental agreement terms set forth herein.

7 of 9 Revised January 2014 Form 1701-1 Request for Proposals - Formal

Request for Qualifications (RFQu 2834)

600 NE Grand Ave. Portland, OR 97232-2736 503-797-1700

RENTAL AGREEMENT Date: _______________ This Rental Agreement is entered into as of the above date by and between Metropolitan Exposition Recreation Commission (“MERC”), whose address is 777 NE Martin Luther King, Jr. Blvd., Portland, OR 97232 and referred to herein as “MERC” and referred to herein as “Contractor” whose principal place of business is and whose phone number is ( ) and whose fax number is ( )

,

This Agreement shall include and be subject to the following terms and conditions: 1. CONTINUING RENTAL AGREEMENT: The term of this Agreement shall be for the period commencing Month XX, 201X, through and including Month XX, 201X, unless earlier terminated as provided in this Agreement. Contractor and MERC agree that this Agreement shall apply to any rental of Property by MERC from Contractor during the term, even though the specific Property, duration of rental and/or the price for the rental may vary. The parties acknowledge and agree that the terms and conditions of this Agreement shall continue to apply to all future rental transactions between them, without necessity or either party executing a new Agreement. 2. DESCRIPTION OF PROPERTY: The equipment (“Property”) subject to this Agreement shall be the specific items of Property listed on the Equipment Schedule or Property Rental Receipt prepared by Contractor and given to MERC at the time of delivery of the Property to MERC or to a third party at the direction of MERC. Such Equipment Schedule and or Property Rental Receipt shall be deemed a part of this Agreement, as if fully incorporated herein. Both parties shall be responsible for determining that the Property delivered is in accordance with the Equipment Schedule or Property Rental Receipt and notify the other part immediately of any discrepancy thereon. Contractor agrees to provide a price list of equipment available for rental as an attachment that is hereby incorporated by reference into this Agreement and agrees that such prices shall remain in effect during the term of the Agreement unless the parties mutually agree in writing to different pricing than provided in the attachment. 3. USE OF PROPERTY: MERC will take all necessary precautions during the use or storage of the Property to protect the Property and all persons using the Property from injury or damage. MERC shall not make any alterations, changes, modifications or improvements to the Property without the prior written consent of Contractor and MERC shall not deface, remove or cover any name plate on the Property showing Contractor’s name and identification or that of the manufacturer. All Property shall be used in accordance with the manufacturer’s operating instructions as well as applicable federal, state or local laws or ordinances. 4. INSPECTION/WARRANTY: MERC shall inspect the Property immediately on delivery and shall notify Contractor at that time if MERC determines that the Property is not in good working condition. Contractor guarantees that all Property delivered to MERC will be in good working condition and so long as MERC is not in breach of this agreement Contractor shall repair or replace any equipment that fails to operate in accordance with the manufacturer’s specifications. 5. RISK OF LOSS: From the delivery of the Property to MERC until its return to Contractor, MERC shall bear the risk of loss and/or damage to the Property. In the event the Property rented by MERC is transported or shipped, whether from Contractor to MERC, or to any third party or location, or upon its return to Contractor, or at anytime the risk of loss during that transport and shipment shall be solely Contractor’s and Contractor shall continue to maintain insurance on the Property as provided herein. MERC shall have the right to reject any and all goods or services upon inspection. For purposes of this Agreement, MERC shall be deemed to have taken “delivery” of the Property from the time the Property is dropped off at the MERC facility, and a MERC employee accepted the shipment. MERC shall be deemed to have “returned” the Property when the Contractor or a representative from the Contractor picks the items up from the MERC facility. 6. TITLE AND OWNERSHIP: This Agreement constitutes a lease and not a sale of the Property or the creation of a security interest therein. No part of the rental payments made under this Agreement shall be deemed payment towards the purchase of any of the Property. MERC specifically acknowledges the Contractor’s superior title and ownership of the Property and must keep the Property free of all liens, levies and encumbrances. 7. LIABILITY/INDEMNITY. Contractor is an independent contractor and assumes full responsibility for its performance and assumes full responsibility for all liability for bodily injury or physical damage to persons or property arising out of or related to this Agreement, and shall indemnify, defend and hold harmless METRO, MERC, its elected officials, officers, employees and agents, from any and all claims, demands, damages, actions, losses and expenses arising out of or in any way connected with its performance of this Agreement. Contractor is responsible for the acts and omissions of its agents, employees, subcontractors and/or representatives and for all claims. 8. TERMS OF RENTAL: Unless otherwise specified in writing, the Property shall be leased on a day-to-day basis and all rates shall apply to each full day or any fraction thereof which has elapsed between the time the Property is “delivered” to MERC and the time it is “returned” to Contractor. MERC agrees to return the Property on the date and time specified on the equipment schedule. If MERC fails to return the Property by the return date specified unless not returned for reasons outside of MERC’s control or due to fault of Contractor, MERC will be liable for the daily rental cost of the Property until it is returned. The rental fee payable for any item of Property shall be the amount specified in writing by Contractor in a rental quote provided to MERC prior to the Property delivery. MERC may terminate this Agreement upon giving Contractor seven (7) days written notice. In the event of termination, Contractor shall be entitled to payment for goods received prior to the date of termination. MERC shall not be liable for any indirect or consequential, or any other damages whatsoever. Termination by MERC shall not waive any claim or remedies it may have against Contractor. 8 of 9 Revised January 2014 Form 1701-1 Request for Proposals - Formal

Request for Qualifications (RFQu 2834)

600 NE Grand Ave. Portland, OR 97232-2736 503-797-1700

9. PAYMENT AND CHARGES: Payment shall be on a unit price previously set forth in an agreed upon rental quote, and only for those goods received in an acceptable condition to MERC. Contractor’s billing invoices shall include the MERC contract number, Contractor name, remittance address, invoice date, rental quote date, invoice number, invoice amount, tax amount (if applicable), and an itemized statement of items purchased. Contractor’s billing invoices shall be sent to Metro Accounts Payable, 600 NE Grand Avenue, Portland, OR 97232-2736 or [email protected] The MERC contract number shall be referenced in the email subject line. Payment shall be made by MERC on a Net 30 day basis upon approval of Contractor invoice. 10. INSURANCE. Contractor shall purchase and maintain at the Contractor's expense, the following types of insurance, covering the Contractor, its employees, and agents: 1) The most recently approved ISO (Insurance Services Office) Commercial General Liability policy, or its equivalent, written on an occurrence basis, with limits not less than $1,000,000 per occurrence and $1,000,000 aggregate. The policy will include coverage for bodily injury, property damage, personal injury, contractual liability, premises and products/completed operations. Contractor’s coverage will be primary as respects MERC; 2) Automobile insurance with coverage for bodily injury and property damage and with limits not less than minimum of $1,000,000 per occurrence; 3) Workers’ Compensation insurance meeting Oregon statutory requirements including Employer’s Liability with limits not less than $500,000 per accident or disease; and 4) Professional Liability Insurance, with limits of not less than $1,000,000 per occurrence, covering personal injury and property damage arising from errors, omissions or malpractice. MERC, Metro, their elected officials, departments, employees, and agents shall be named as ADDITIONAL INSUREDS on Commercial General Liability and Automobile policies. Contractor shall provide to MERC 30 days notice of any material change or policy cancellation. Contractor shall provide MERC with a Certificate of Insurance complying with this article upon return of the Contractor signed agreement to MERC. Certificate of Insurance shall identify the MERC contract number. 11. MISCELLANEOUS: The provisions of this contract shall be severable so that the invalidity, unenforceability or waiver of any of the provisions shall not affect the remaining provisions. The situs of this Agreement is Portland, Oregon. Any litigation over this agreement shall be governed by the laws of the State of Oregon and shall be conducted in the Circuit Court of the state of Oregon for Multnomah County, or, if jurisdiction is proper, in the U.S. District Court for the District of Oregon.

By signing Contractor and MERC agree to the above terms and conditions. Each warrants to the other that the person signing below has full authority to enter into this Agreement and/or sign this Agreement on behalf of a corporate or like business entity. DATE: _________________

DATE: _________________

Metropolitan Exposition Recreation Commission

[XXXXXXX]

X_________________________________________ Authorized Representative of MERC

X_________________________________________ Authorized Representative of Contractor

__________________________________________ Please Type or Print Name:

__________________________________________ Please Type or Print Name:

9 of 9 Revised January 2014 Form 1701-1 Request for Proposals - Formal