April 9, Request for Quote S Closed Captioning Services. 1 of 5 NOTICE

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1 Finance Purchasing Division 305 Chestnut Street, 5th Floor Post Office Box 1810 Wilmington, NC fax wilmingtonnc.gov Dial 711 TTY/Voice April 9, 2010 NOTICE Upon receiving this proposal by internet, to register as a prospective respondent. Failure to register as a prospective respondent may result in your firm not receiving proposal addenda. Failure to acknowledge proposal addenda with your submittal may cause your proposal to be considered non-responsive. Re: Request for Quote S Closed Captioning Services Scope It is the intent of this Request for Quote to obtain proposals for a remote provider of closed captioning services for three monthly live cablecasts as listed on the Proposal Sheet. You are requested to submit your quote on the enclosed Proposal Sheet and return the entire package to the Purchasing Manager, City of Wilmington, Post Office Box 1810, Wilmington, North Carolina no later than April 14, 2010 at 5:00pm. Quotes will be accepted in person, by mail, fax or to: wendy.mcfee@wilmingtonnc.gov Compliance With Specifications Your quote must be in strict compliance with the specifications. Exceptions are to be listed separately in a letter which will become a part of your proposal, otherwise it is fully understood that the service offered is exactly as specified. The City of Wilmington reserves the right to allow or disallow minor deviations from the specifications in order to contract what is best for the City from a standpoint of quality, price and service to be rendered. Shipping All prices are to be quoted F.O.B. delivered, unless otherwise specified. Risk of loss and/or damage shall be upon the seller until such time as the goods have been physically delivered and accepted by the buyer. Unit Prices to Prevail Prices shall be submitted on per unit basis by line item. In the event of a disparity between the unit price and the extended price, the unit price shall prevail. 1 of 5

2 Quote Price Corrections All prices and notations shall be written in ink or typed. Changes or corrections made on the quote form must be initialed by the individual signing the quote. No corrections will be permitted once quotes have been received by the Purchasing Office. Time For Delivery The time for delivery must be stated in calendar days on the Proposal Sheet and may be a factor in making awards, price notwithstanding. Point of Delivery The Point of Delivery shall be City of Wilmington, Council Chambers, 102 North 3 rd Street, Wilmington, NC Taxes The City of Wilmington is exempt from and will not pay federal taxes. An exemption certificate will be furnished upon request. North Carolina and local sales tax shall be shown as a separate item. Sales tax will not be a consideration in the award. Terms and Conditions Payment will be made by the City of Wilmington in full for all equipment delivered 30 days after complete delivery and receipt of a correct invoice as can be processed in accordance with these specifications. Terms and Conditions attached to the quote by the bidder and made a condition of purchase may render the quote non-responsive and may be rejected by the City of Wilmington. Terms and Conditions included herein are an integral part of the quote document and shall prevail unless changes or attachments are agreed to and initialed by the City of Wilmington prior to the award of the quote. 2 of 5

3 Intent TECHNICAL SPECIFICATIONS QUOTE NAME: CLOSED CAPTIONING SERVICE QUOTE NUMBER: S It is the intent of these specifications to describe the Closed Captioning Services. You are requested to quote on the listed items. Quantities & Quote Prices Quantities listed are an estimate only and represent the expected usage throughout a one year period. The City of Wilmington's _Office of Communications or Purchasing personnel will order service listed. Minimum Orders There will be no minimum order quantities required with this quote. Award Award will be made to the lowest responsible bidder for all closed captioning services for the duration of one year. All items must be bid in order to be considered for the award. Contact Project Manager, Dylan Lee at or dylan.lee@wilmingtonnc.gov with any questions. Specifications Live cablecast closed captioning service required for the following meetings. The City utilizes an analog phone line to transmit the audio and another line to receive the captions. The City utilizes a Link Electronics PDA-895 Encoder/Decoder for receipt of captions and JK Audio Innkeeper 1X Digital Hybrid for transmitting audio to the remote cautioner. Meeting Dates Start Time Duration City Council 1 st Tuesday-Monthly 6:30pm 1 Hr 5 Hr City Council 3 rd Tuesday-Monthly 6:30pm 1 Hr 5 Hr Planning Commission 1 st Wednesday-Monthly 6:00pm 1 Hr 5 Hr Technical Support 1. Telephone technical support to be provided one (1) hour prior to and for the duration of a live cablecast 3 of 5

4 2. Telephone technical support to be provided Monday Friday from 8:00am 5:00pm. Transcript Microsoft Word transcripts are to be provided of all meetings. Transcripts are to be ed to the City Clerk and the GTV-8 Manager immediately following the conclusion of the cablecast meeting. 4 of 5

5 PROPOSAL SHEET CLOSED CAPTIONING SERVICES QUOTE NUMBER S Description Price Total Captioning Rate/Hour for the first five hours $ $ Captioning Rate/Hour for additional hours after the first five $ $ Captioning Rate/Partial Hour $ $ Technical Support/Hour $ $ Technical Support/Partial Hour $ $ Meeting Transcript $ $ Total Quote $ Prices to remain in effect for a period of 12 months.. Company Name Address Date Phone Number City, State,Zip Signature 5 of 5