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HomeMy WebLinkAbout18- RFP - City Hall Commission Room Audio Visual Technology Upgrade Page 1 of 13 CITY OF BOZEMAN, MONTANA Request for Proposals BOZEMAN CITY HALL COMMISSION ROOM AUDIO/VISUAL TECHNOLOGY UPGRADE Proposals must be received no later than: Thursday, December 6, 2018 at 4:00 PM MST Deliver hard copies of the proposal to: Robin Crough, City Clerk PO Box 1230 121 North Rouse Ave, Suite 200 Bozeman, MT 59771 Page 2 of 13 NOTICE IS HEREBY given that the City of Bozeman (City) is seeking proposals from firms qualified to provide technology upgrade services for the Bozeman City Hall Commission Room at 121 North Rouse Ave. Copies of the proposed Scope of Services, Qualifications Evaluation Criteria, and the City's Consultant Selection Procedure are available at the City Clerk’s Office, 121 North Rouse Avenue, P.O. Box 1230, Bozeman, Montana 59771-1230, or by calling 406-582-2321 during normal business hours. Interested vendors must attend the MANDATORY pre-submittal site tour of the Commission Room, on time, November 27, 2018, from 3:00 PM to 4:00 PM MST, at City Hall, 121 North Rouse Avenue, Bozeman, Montana. City staff will discuss the preliminary scope of services, describe the room design and uses, project requirements, and respond to questions from the attendees. Only RFP responses submitted by vendors attending the site tour will be considered. All proposals must be in the format specified, enclosed in a sealed envelope, and clearly identified with RFP title, company name, and due date and transmitted via hard copy. Deliver proposals to the City Clerk by Thursday, December 6, 2018 at 4:00 p.m. MST. It is the sole responsibility of the proposing firm to ensure that proposals are received prior to the closing time as late submittals will not be accepted and will be returned unopened. The physical address is: City Clerk’s Office, Suite 200, (upstairs) City Hall, 121 N. Rouse Avenue, Bozeman, Montana The mailing address is: City Clerk’s Office, City Hall, P.O. Box 1230, Bozeman, Montana, 59771 (USPS only, deliveries via shipping companies should be addressed to the physical address) NON-DISCRIMINATION The City of Bozeman is an Equal Opportunity Employer. Discrimination in the performance of any agreement awarded under this RFP on the basis of race, color, religion, creed, sex, age, marital status, national origin, or actual or perceived sexual orientation, gender identity or disability is prohibited. This prohibition shall apply to the hiring and treatment of the awarded entity’s employees and to all subcontracts. As such, each entity submitting under this notice shall include a provision wherein the submitting entity, or entities, affirms in writing it will not discriminate on the basis of race, color, religion, creed, sex, age, marital status, national origin, or because of actual or perceived sexual orientation, gender identity or disability and which also recognizes the eventual contract will contain a provision prohibiting discrimination as described above and that this prohibition on discrimination shall apply to the hiring and treatment of the submitting entity’s employees and to all subcontracts. Failure to comply with the above may be cause for the City to deem the submittal non-responsive. Any administrative questions regarding proposal procedures should be directed to: Robin Crough, City Clerk (406) 582-2321, agenda@bozeman.net Page 3 of 13 Questions relating to scope of services and project management should be directed to: Scott McMahan, IT Director, smcmahan@bozeman.net. DATED at Bozeman, Montana, this 8th day of November, 2018. Robin Crough City Clerk City of Bozeman For publication on: Sunday, November 11, 2018 Sunday, November 25, 2018 Page 4 of 13 1. BACKGROUND In 2008, the City remodeled the former Bozeman Public Library into a new City Hall. The remodeled building was the first public structure in Montana to be certified LEED Silver for Existing Buildings and for the past 10 years the building has served the community well. Most of the current technology in the room was installed during this initial remodel and has not been updated or replaced since. A changing demographic and growing workforce places different and increasing demands on our public facilities and the City is planning to remodel the City Commission Room to better serve the public, staff, and the City Commission. An upgrade of the audio/visual system concurrent to the larger facility remodel will be requested. This RFP is issued by the City of Bozeman for the purpose of obtaining information and pricing regarding a state of the art audio/visual system in the City Commission Room to replace the antiquated and failing technology currently in the room. The current system consists of wired microphones, monitors, a PC, laptop, video monitor, projector, screen, cameras, and speakers, all working in conjunction with live- streaming software and television broadcasting equipment owned and operated by Charter Communications. The room is used for City Commission, boards, and committee meetings, as well as community meetings. Proposals will address current technology, including upgrades and reconfigurations if necessary, as well as new technology where needed/requested. The City seeks to implement a solution developed by a company with experience in the design and installation of audio/visual systems used in public sector settings. It is the intent of the City of Bozeman to review and assess the RFP responses to determine if the response from solicited suppliers can meet the needs of the City of Bozeman. The successful respondent may present and/or review with the City multiple possible technical meeting solutions to meet the need of the proposal. Vendors are expected to provide their best and most competitive proposal. 2. SCOPE OF SERVICES The Scope of Services for the proposed contract is the design, development, and installation of a new/improved audio/visual system for the Commission Room to improve accessibility and reliability of the technology used to conduct public meetings. Proposals must offer a complete turnkey solution, including purchase of all products and services necessary to meet the requirements of this RFP. The successful firm will work with the City’s Commission Room remodel consultant to upgrade the AV components of the room as a part of the remodel. Goals The project budget for the Commission Room technology upgrade includes a new/improved state of the art audio/visual (AV) System. The pathways and electrical cabling required to support the new system will be installed/upgraded to provide a total solution for the room’s AV needs and provide a better meeting experience to the public by way of: Page 5 of 13 • Audio and display capabilities • Equipment reliability • Voice amplification • Integration with agenda management software and equipment for archiving meeting recordings • Technology access for users at the dais • Interface with Charter Communications owned and operated PEG (public, educational, and government access television) channel equipment Required Upgrades and Alternates The City of Bozeman may choose to do portions or all of the successful proposal. The successful respondent will provide researched options that are in line with the needs expressed in this proposal and clarified at the mandatory site visit. Depending on options and pricing, the intent of the City is to incorporate as many alternates as possible. When possible, all new equipment needs to be HD compatible. Proposals will address all categories below with separate pricing for each. Required Upgrades • Wireless and wired microphone system, with battery save capability or extensive battery life (meetings can be 5+ hours) • Ability for clerk to adjust podium mic as people speak at the podium • New large format television with HDMI • Replacement of all VGA output equipment with HDMI output • Control panel at clerks’ area of the dais to control inputs/outputs • Ability to take control of inputs/outputs from additional locations around the dais • New amps • Ability to project video/audio from podium • New speakers if needed or additional speakers if needed to improve overall system • Hard of hearing system • Wire so that as much equipment as possible can be located in the AV Room Rack Alternate 1 – Dais Device Incorporation • In preparation of individuals at the dais using separate devices, technology/setup will be ready to incorporate personal devices o Displays must default to primary display and not be reliant on external devices • Technology access at individual dais seats including but not limited to integrated monitors, display switching, and lighting • New low profile displays around dais that allow users to see what is being presented but also have clear line of sight of people around the dais • Ability to toggle low profile displays between what is being presented and the locally attached device Page 6 of 13 Alternate 2 – Improved Projection • Upgraded projector and screen • Additional public television for more display options Alternate 3 – Technology-Incorporated Podium • Improved technology options at the podium beyond basic laptop configuration Alternate 4 – Camera Equipment (low-priority alternate) • The City currently has camera equipment owned and operated by Charter Communications. The City would like to consider replacement of current cameras (4) with new HD-capable, remotely-operated cameras (multiple views) Required Qualifications of Vendor Vendor must: 1. Demonstrate an understanding of the requirements of the RFP; 2. Provide a summary of general qualifications for a project of this type to include: a. Familiarity with all aspects for professional, integrated board-room type audio- visual systems, including but not limited to audio, video, cameras, projection, laptop/tablet integration, and display control; b. Solid technical expertise and in-depth experience evaluating professional audio- visual systems and developing innovative and feasible solutions; 3. Employ staff with required expertise to complete all aspects of City’s project within specified timeframe; 4. Possess sufficient financial stability to remain strongly committed to the field of AV design and installation for the next 5 years; 5. Provide at least three references for projects completed within the last two years, preferably with public agencies; include customer name, contact name, email address, and telephone number; project description, and date work completed; 6. Provide performance statistics for recommended equipment, and two references of clients who have used the proposed solution for each major piece of equipment; 7. Designate a project manager who will manage every aspect of the project and have full authority to commit resources of the firm to expedite and complete project tasks; 8. Identify all proposed subcontractors and their roles; the Vendor will be responsible for evaluating and pre-qualifying all subcontractors and for all aspects of the project provided/delivered by subcontractors; 9. Provide a single line drawing of the new audio, video, and sound system; 10. Provide a list of all labor, equipment, and materials to install the complete audio, video, and sound systems; 11. Provide information on any and all warranties provided on both parts and labor; 12. Describe on-going support your company will provide to the City; 13. Attend an onsite walkthrough on November 27, 2018, from 3:00 PM to 4:00 PM MST. The proposal must also describe how Vendor will: Page 7 of 13 • Provide testing and adjustments after installation of all system components; assist the City with programming and commissioning after installation • Provide training after installation • Provide the City with support for manufacturer warranties for service during the warranty period, and provide service support labor rates • Provide all operating manuals for the new equipment installation The final scope of work will be negotiated with the successful proposer. 3. MANDATORY CONTENT AND SEQUENCE OF SUBMITTAL I. Submission Requirements and Instructions All requirements in this section are mandatory. The City reserves the right to waive any non- material variation. a. Submit one (1) original proposal package and three (3) copies, under sealed envelope, by mail or hand-delivery to the address provided. b. Each submission must be marked on the outside with the Company’s name and the name of the project. c. Any proposal received after the deadline will be returned to the proposer unopened. d. Proposals and required attachments shall be submitted as specified and must be signed by officials authorized to bind the proposer to provide the services. II. Proposal Outline and Content Assemble and submit each proposal in the order below and address the required content/questions. The order in which items are presented is important, as proposal evaluators will follow this order: Title Page The title page shall include the firm/individual name, address, contact, telephone number and email address to contact for information regarding the RFP. The title page must bear the signature of authorized representative of the Respondent and designate, by name, not more than two individuals authorized to sign agreements with the City on behalf of the Respondent. Executive Summary This section shall provide an overview of the RFP and the Respondent’s understanding of the City’s needs. Emphasis should be placed on the Respondent’s expertise in the subject area of the Project. The summary should also include any points the Respondent wishes to highlight, as well as any relevant conditions or restrictions. Page 8 of 13 Firm/Individual Profile This section shall provide a profile of the firm/individual including the number of employees and their locations. Brief resumes shall be provided for each key project individual. Any proposed subcontractors should be clearly identified and their profiles described. The percentage of total time key staff people (e.g. project manager, implementation staff) will devote to this project should be listed. A complete list of local government clients shall be provided including all Montana local governments. Key staff may not be replaced once a contracting firm has been selected without prior approval of the City. Scope of Project This section shall describe how the Respondent will fulfill the Scope of Work. Related Experience with projects similar to the Scope of Services Provide case studies featuring prior work for each core area of professional services as delineated in the Scope of Services. The case studies should demonstrate the depth experience of the proposing prime firm and their team. Proposed Schedule This section shall include the Respondent’s schedule for completion. Work will begin upon the approval of a contract between both parties and will continue according to the schedule established as part of the final Scope of Work. Note that because the Commission Room is frequently utilized for mandatory meetings, the window for installation and testing will need to be completed during a specific period determined by the City of Bozeman, and will also need to be completed fully within that window. Present and Projected Workloads Describe the firm’s current major projects and, if possible, affirm that the firm can accommodate the projects anticipated by the Scope of Work. Recent and current work for the City of Bozeman List projects completed for the City of Bozeman over the last 4 years. Affirmation of nondiscrimination (see Attachment 1) Non-completion of the Affirmation of non-discrimination is cause for disqualification of firms. Page 9 of 13 The City reserves the right to require the submittal of additional information that supplements or explains proposal materials. 4. REQUEST FOR PROPOSALS SCHEDULE EVENT DATE/TIME Publication dates of RFP Sunday, November 11, 2018 Sunday, November 25, 2018 Mandatory Site Visit Tuesday, November 27, 2018 – 3:00 PM Deadline for receipt of proposals Thursday, December 6, 2018 – 4:00 PM Evaluation of proposals TBD Interviews (if necessary) and Selection of consultants TBD 5. CONTACTS Any administrative questions regarding proposal procedures should be directed to: Robin Crough, City Clerk, (406) 582-2321, agenda@bozeman.net Questions relating to scope of services and project management should be directed to: Scott McMahan, IT Director, (406) 582-2277, smcmahan@bozeman.net 6. SELECTION PROCESS AND RANKING CRITERIA A review committee will evaluate all responses to the RFP that meet the submittal requirements and deadline. Submittals that do not meet the requirement or deadline will not be considered. The review committee will rank the proposals and may arrange interviews with the finalist(s) prior to selection. Selection may be made directly based on the written RFP submission. If interviews occur, the selection of finalists to be interviewed will be made by a selection committee representing the City of Bozeman. The selection of interview candidates will be based on an evaluation of the written responses to the RFPs. All submitted proposals must be complete and contain the information required as stated in the "Request for Proposals.” 7. SELECTION CRITERIA Proposals will be evaluated based on the following criteria: • [5 points] Executive Summary Page 10 of 13 • [45 points] Qualifications of the Firm for Scope of Services; Cost • [30 points] Related Experience with Similar Projects • [5 points] Location of the Firm o Describe the ability of the prime firm and its team to provide on-demand, in-person, and cost-effective support to the City • [10 points] Present and Projected Workloads • [5 points] Recent and current work for the City of Bozeman 8. RESERVATION OF RIGHTS; LIABILITY WAIVER All proposals submitted in response to this RFP become the property of the City and public records and, as such, may be subject to public review. The City reserves the right to accept or reject any and all proposals; to add or delete items and/or quantities; to amend the RFP; to waive any minor irregularities, informalities, or failure to conform to the RFP; to extend the deadline for submitting proposals; to postpone award for up to 30 days; to award one or more contracts, by item or task, or groups of items or tasks, if so provided in the RFP and if multiple awards or phases are determined by the City to be in the public interest; and to reject, without liability therefore, any and all proposals upon finding that doing so is in the public interest. The City of Bozeman reserves the right to reject the proposal of any person/firm who previously failed to perform properly to the satisfaction of the City of Bozeman, or complete on time agreements of similar nature, or to reject the proposal of any person/firm who is not in a position to perform such an agreement satisfactorily as determined by the City of Bozeman. The City of Bozeman reserves the right to determine the best qualified Contractor and negotiate a final scope of service and cost, negotiate a contract with another Contractor if an agreement cannot be reached with the first selected Contractor, or reject all proposals. The professional services contract between the City of Bozeman and the successful Contractor will incorporate the Contractor's scope of service and work schedule as part of the agreement (see Attachment 2 for form of professional services agreement). This RFP does not commit the City to award a contract. The City assumes no liability or responsibility for costs incurred by firms in responding to this request for proposals or request for interviews, additional data, or other information with respect to the selection process, prior to the issuance of an agreement, contract or purchase order. The Contractor, by submitting a response to this RFP, waives all right to protest or seek any legal remedies whatsoever regarding any aspect of this RFP. The City reserves the right to cancel, in part or in its entirety, this RFP including, but not limited to: selection procedures, submittal date, and submittal requirements. If the City cancels or revises this RFP, all Contractors who submitted proposals will be notified using email. Projects under any contract are subject to the availability of funds. Page 11 of 13 9. CONFIDENTIALITY AND DISCLOSURE OF INFORMATION Upon completion of negotiations or a determination that no proposals will be pursued, one copy of each submitted proposal shall be retained for the official files of the City and will be considered a public record. 10. NO PARTNERSHIP/BUSINESS ORGANIZATION Nothing in this RFP or in any subsequent agreement, or any other contract entered into as a result of this RFP, shall constitute, create, give rise to or otherwise be recognized as a partnership or formal business organization of any kind between or among the City and respondent. 11. EMPLOYMENT RESTRICTION AND INDEMNITY No person who is an owner, officer, employee, contractor, or consultant of a respondent shall be an officer or employee of the City. No rights of the City’s retirement or personnel rules accrue to a respondent, its officers, employees, contractors, or consultants. Respondents shall have the responsibility of all salaries, wages, bonuses, retirement, withholdings, worker’s compensation and occupational disease compensation, insurance, unemployment compensation other benefits and taxes and premiums appurtenant thereto concerning its officers, employees, contractors, and consultants. Each respondent shall save and hold the City harmless with respect to any and all claims for payment, compensation, salary, wages, bonuses, retirement, withholdings, worker’s compensation and occupational disease compensation, insurance, unemployment compensation other benefits and taxes and premiums in any way related to each respondent’s officers, employees, contractors and consultants. 12. ACCESSIBILITY Upon reasonable notice, the City will provide assistance for those persons with sensory impairments. For further information please contact the ADA Coordinator Mike Gray at 406-582-3232 or the City’s TTY line at 406-582-2301. 13. GOVERNING LAW This RFP and any disputes arising hereunder or under any future agreement for the sale and purchase of shares, interests, or rights shall be governed hereafter and construed and enforced in accordance with the laws of the State of Montana, without reference to principles of choice or conflicts of laws. 14. MISCELLANEOUS Page 12 of 13 No conversations or agreements with any officer, employee, or agent of the City shall affect or modify any term of this RFP. Oral communications or any written/email communication between any person and the designated contact City staff shall not be considered binding. Page 13 of 13 Statement of Non-Discrimination – Attachment 1 ____________________________________(name of entity submitting) hereby affirms it will not discriminate on the basis of race, color, religion, creed, sex, age, marital status, national origin, or because of actual or perceived sexual orientation, gender identity or disability and acknowledges and understands the eventual contract will contain a provision prohibiting discrimination as described above and this prohibition on discrimination shall apply to the hiring and treatments or proposer’s employees and to all subcontracts. ______________________________________ Name and title of person authorized to sign on behalf of submitter