AUDIO/VISUAL PROJECT REQUEST FOR PROPOSAL RFP-BJ-1401

AUDIO/VISUAL PROJECT REQUEST FOR PROPOSAL RFP-BJ-1401 The Arapahoe Library District (ALD) is seeking competitive proposals from qualified, reliable Vendors to hire a professional audio/visual company. The purpose is to solicit responses from qualified companies that describe their capabilities to identify, design, install, train, service, and warranty an integrated audio/video system ( A/V system ). This responding Vendor shall be prepared to perform the services listed in this Request for Proposal (RFP). Such services shall include a turnkey A/V system, as well as design and installation services. In addition the vendor shall outline their experience and qualifications in performing work directly related to the services needed. The total cost of the entire A/V project is budgeted at $70K and we expect construction to start around the 3 rd quarter of this year. We are seeking a one year contract; however it is our expectation that this relationship, between the Arapahoe Library District and the award winning consultant, will continue into the future. Continuation of the contract beyond the initial period is the prerogative of ALD and not a right of the Vendor. OFFERS: Vendors are required to submit their Offers in accordance with the following expressed conditions: 1. A pre-proposal conference will be held to thoroughly inform Vendors of the conditions of this Solicitation. No plea of ignorance by the Vendor of conditions that exist or that may hereafter exist as a result of failure to fulfill the requirements of the contract will be accepted as the basis for varying the requirements of ALD or the compensation to the Vendor. 2. Vendors technical proposals must respond to every section of the RFP set forth herein. Failure to respond to every section in a clear and concise manner may make the proposal non-responsive and result in rejection of the proposal. 1

3. Vendors that qualify their Offers by requiring alternate contractual terms and conditions as a stipulation for contract award must include such alternate terms and conditions in their Offers. ALD reserves the right to declare Vendors Offers as non-responsive if any of these alternate terms and conditions are in conflict with ALD s terms and conditions, or if they are not in the best interests of ALD. 4. Vendors are required to state exactly what they intend to furnish to ALD via this Solicitation and must indicate any variances to the terms, conditions, and specifications of this Solicitation no matter how slight. If variations are not stated in the Vendor s Offer, it shall be construed that the Vendor s Offer fully complies with all conditions identified in this Solicitation. 5. The Arapahoe Library District intends and expects that the contracting processes of ALD and its Vendors provide equal opportunity without regard to gender, race, ethnicity, religion, age or disability and that its Vendors make available equal opportunities to the extent third parties are engaged to provide goods and services to ALD as subcontractors, Vendors, or otherwise. Accordingly, the Vendor shall not discriminate on any of the foregoing grounds in the performance of the contract, and shall make available equal opportunities to the extent third parties are engaged to provide goods and services in connection with performance of the contract. 6. The successful Vendor, pursuant to Colorado House Bill 06-1343, must certify that they do not employ or contract with any illegal alien(s) (see Attachment 2). 7. All prior and existing relationships with ALD or its employees must be identified and disclosed. 8. During the Agreement and for such additional time as may be required, Vendor shall provide, pay for, and maintain in full force and effect, the insurance coverages listed in this document. Insurance shall cover the Vendor s activities, those of any and all subcontractors, and those activities of anyone directly or indirectly employed by the Vendor or subcontractor(s). 9. The Arapahoe Library District, operating as a government entity, is exempt from all federal and state taxes. The laws of the State of Colorado shall govern any contract executed between the successful Vendor and ALD. INSURANCE In part to assure ALD that the Vendor is always capable of fulfilling the specified indemnification obligations, the Vendor must purchase and maintain insurance of the kind and in the minimum amounts specified below. Vendor agrees to procure and maintain, at its own expense, for all work covered by this Agreement, the following policies of insurance: Worker's Compensation Insurance to cover obligations imposed by applicable laws for any employee engaged in the performance of work under this Agreement: Worker's Compensation Each accident Statutory Each employee for disease Statutory 2

Vendor shall comply with the requirements of the Worker's Compensation Act of Colorado and shall provide Worker's Compensation Insurance to protect the Vendor from and against any and all Worker's Compensation claims arising from performance of work under the Agreement. The requirements of this provision shall apply to the Vendor and to all subcontractors. Commercial General Liability Insurance with minimum combined single limits of one million dollars ($1,000,000) each occurrence and one million dollars ($1,000,000) aggregate. The policy shall be applicable to all premises and operations. The policy shall include coverage for bodily injury, broad form property damage (including completed operations), personal injury (including coverage for contractual and employee acts), blanket contractual, independent contractors, products, and completed operations. The policy shall contain a severability of interests provision. Coverage must be on an "occurrence" basis as opposed to a "claims made" basis. This insurance must pay on behalf of the Vendor all sums which the Vendor shall become legally obligated to pay as damages because of bodily injury or property damage caused by an occurrence up to the specified limits of liability for each occurrence. Commercial Automobile Liability insurance with minimum combined single limits for bodily injury and property damage of not less than one million dollars ($1,000,000) each occurrence with respect to each of Vendor's owned, hired and non-owned vehicles assigned to or used in performance of the services. The policy shall contain a severability of interests provision. Commercial Automobile Liability insurance must cover the Vendor for all sums which the Vendor shall become legally obligated to pay as damages because of bodily injury or property damage caused by an occurrence up to the specified limits of liability for each occurrence. This insurance coverage must extend to all levels of subcontractors. Such coverage must include all automotive equipment used in the performance of the Agreement, both on and off the work site, and must include non-ownership and hired cars coverage. The above-mentioned insurance shall be procured and maintained with insurers with an A- or better rating, as determined by Best's Key Rating Guide. All coverage shall be continuously maintained to cover all liability, claims, demands, and other obligations assumed by the Vendor. The policies required above shall be primary insurance, and any insurance carried by the Arapahoe Library District, its Directors, or its employees shall be excess and not contributory insurance to that provided by Vendor. No additional insured endorsement to the policy required above shall contain any exclusion for bodily injury or property damage arising from completed operations. The Vendor shall be solely responsible for any deductible losses under any policy required above. The Commercial General Liability and Commercial Automobile Liability policies shall be endorsed to name the Arapahoe Library District, and its Trustees, Directors, employees and agents as additional insured. When Worker's Compensation and Professional Liability are required, a certificate should be provided as evidence of such coverage. The policies shall provide that ALD will receive notice no less than 30 days prior to cancellation, termination or a material change to the policies. The Vendor shall not be relieved of any liability, claims, demands, or other obligations assumed pursuant to the Agreement by reason of its failure to procure or maintain insurance, or by reason of its failure to procure or maintain insurance in sufficient amounts, durations or types. Failure on the part of the Vendor to procure or maintain policies providing the required coverage, conditions and minimum limits shall constitute a material breach of contract upon which ALD may 3

immediately terminate this Agreement, or at its discretion, ALD may procure or renew any such policy or any extended reporting period thereto and may pay any and all premiums in connection therewith, and all monies so paid by ALD shall be repaid by the Vendor to the Arapahoe Library District upon demand, or ALD may offset the cost of the premiums against any monies due to the Vendor from ALD. INSURANCE CERTIFICATES Prior to commencing services, the Vendor shall deliver to ALD Certificates of Insurance as evidence that policies providing any and all required coverage and limits are in full force and effect. These certificates will serve as an indication to ALD that the Vendor has acquired all necessary insurance; however, ALD may require that certified copies of the insurance policies be submitted and may withhold payment for services until the applicable insurance policies are received and found to be in accordance with the Agreement. Insurance limits must be on each Certificate of Insurance. Each Certificate of Insurance shall be reviewed and approved by ALD prior to commencement of services under the Agreement. The certificates shall identify the Agreement and shall state the project number where applicable. Worker's Compensation Insurance: Each Vendor and subcontractor shall maintain at its own expense until completion of its work and acceptance thereof by ALD, Worker s Compensation Insurance, including occupational disease provisions, covering the obligations of the Vendor or subcontractor in accordance with the provisions of the laws of the State of Colorado. The Vendor shall furnish ALD with a certificate giving evidence that it is covered by the Worker s Compensation Insurance herein required, each certificate specifically stating that such insurance includes occupational disease provisions and provisions preventing cancellation without thirty (30) days prior written notice to ALD. INDEMNITY The successful Vendor shall indemnify and hold ALD harmless from any and all claims, liabilities, losses and causes of action which may arise out of the fulfillment of the Vendor's contractual obligations as outlined in this Solicitation. The Vendor shall pay all claims and losses of any nature in connection therewith, and shall defend all suits, in the name of ALD when applicable, and shall pay all costs and judgments which may issue thereon. SUBMISSION OF OFFERS: The original Offer must be sent in an email (PDF format) before the due date and time as specified in this RFP. SCHEDULE OF ACTIVITIES: The following activities and dates are an outline of the process to be used to solicit Vendor responses and to evaluate each Vendor proposal: March 14 th, 2014: Issue Request for Proposal March 25 th, 2014, 10:00 a.m. MDT: Pre-proposal Conference The conference will be held at the Smoky Hill Library, Meeting Room B, 5430 S. Biscay Cir., Centennial, CO 80015. This will be an opportunity for each Vendor to examine the property, discuss the Arapahoe Library District s requirements and specifications, and to ask questions that pertain to this RFP. 4

March 25 th, 2014, 3:00 p.m. MDT: Deadline for Questions Any further questions may be submitted via e-mail to Brian Jones (bjones@ald.lib.co.us) up until 3:00 p.m. MDT on this date. March 28 th, 2014, 3:00 p.m. MDT: Answers Posted Answers to all inquiries will be posted on the Rocky Mountain E-Procurement System at www.govbids.com. April 15 th, 2014, 3:00 p.m. MDT: Proposal submittal deadline All proposals must be e-mailed to RFP@ald.lib.co.us no later than 3:00 p.m. MDT in a PDF format. It is the responsibility of the Vendor to ensure that their proposals are received prior to the deadline. Proposals received after the above date and time will not be considered. Week of April 28 th, 2014: Vendor Interviews If necessary, selected Vendors may be required to answer questions about their proposals and ability to meet ALD s needs. May 16 th, 2014: Award contract ALD shall issue a written addendum if substantial changes which impact the technical submission of Offers are required. A copy of such addendum will be posted out on Rocky Mountain E-Procurement website. The Vendor shall certify its acknowledgment of the addendum by signing the addendum and returning it with its Offer. In the event of conflict with the original contract documents, addendum shall govern all other contract documents to the extent specified. All proposals become the property of the Arapahoe Library District and become subject to the Colorado Open Records Act. Proprietary or confidential material must be clearly identified and easily separable from the rest of the proposal. A proposal submitted in response to the RFP shall constitute a binding Offer and the contents of the proposal of the successful bidder will become contractual obligations. Pricing must be firm for (90) ninety days from the date of the proposal; best and final Offers cannot be considered. Cost is an issue, but not at the expense of quality of work and timeliness of service. If the successful proposer fails to accept all the terms and conditions set forth in the RFP in a contract, the award may be cancelled. CHANGES TO SUBMITTED OFFERS: Offers may be modified only in the form of an email and must be received prior to the time and date set for the Offers to be opened (April 15 th, 2014@ 3:00pm). Each modification submitted to ALD must have the Vendor s name and applicable Solicitation title clearly stated in the subject line. If more than one modification is submitted, the modification bearing the latest date of receipt by ALD will be considered the valid modification. Offers may be withdrawn prior to the time and date set for the opening of the RFP s. Such requests must be made in writing on company letterhead. In accordance with the Uniform Commercial Code, Offers may not be withdrawn after the time and date set for the opening for a period of ninety calendar days. If an Offer is withdrawn by the Vendor during this ninety-day period, ALD may, at its 5

option, suspend the Vendor from the bid list and may not accept any Offer from the Vendor for a sixmonth period following the withdrawal. ALD may make such investigations as deemed necessary to determine the ability of the Vendor to perform work, and the Vendor shall furnish all information and data for this purpose as ALD requests. ALD reserves the right to reject any bid if the evidence submitted by, or investigation of, such Vendor fails to satisfy ALD that such Vendor is properly qualified to carry out the obligations of the contract and to complete the work contemplated therein. Conditional bids will not be accepted. The award will be made to that Offeror whose proposal is determined to be most advantageous to the Arapahoe Library District, price and other factors considered, subject to negotiation and execution of an acceptable contract. Other evaluation criteria shall include, but not be limited to: compliance with the RFP, reliability and support of the Vendor, quality of goods and services, convenient invoicing, and selection and ease of ordering. The Arapahoe Library District reserves the right to cancel this RFP at any time, without penalty. ALD is not liable for any cost incurred by the Vendor during the planning and preparation of the reply to this RFP. The proposal must be complete, understandable, and address all the points included in this RFP. Any work performed by subcontractors must be identified. If the bidder is a subsidiary of another company, the parent company, its contact information, and tax ID number must be included. CONTENT OF THE PROPOSAL: Proposals should be prepared simply and economically providing a straightforward, concise description of the Vendor s ability to perform the requirements of this RFP to include the following aspects: Knowledge, Qualifications, Expertise, & Timeframe: Please provide a brief history and overview of your company and its organizational structure, with special emphasis on your understanding of the services required and how your company proposes to fulfill the needs of ALD, including the following information: 1) Name, mailing address, e-mail address, telephone, and fax number of the firm. 2) State why your firm is well qualified to provide the requested services to ALD and the number of years of experience. 3) Confirm your adherence to the Scope of Work and provide details of how you plan to meet ALD s needs. Describe what distinguishes your firm from your competition. 4) Include at least three (3) references with contact information (name and telephone number) and the type of project. 6

Customer Service & Project Approach: 1) Provide your customer service plan including background information on any assigned representative. Describe the best way to communicate with your organization. Include how often you propose meetings, your response times to emails and phone calls, etc. 2) State your normal hours and days of operation. 3) Describe how you would approach the A/V project. Pricing: 1) Provide line item pricing for the Study & Public meeting rooms for the location listed below in Attachment 1. This is to include a list of the major equipment being used as well as any additional upgrades on a separate line (i.e. TV size, interfaces, etc.) that you would also recommend. 2) In addition, please provide pricing for the Study and Public meeting rooms for the Koelbel Library listed in Attachment 1 on a separate line item. SCOPE OF WORK: The Arapahoe Library Districts goal is to create a high quality, user friendly and media rich facility that will aid and facilitate the use of audio and visual media for all patrons in both the Study and Public meeting rooms. The Study rooms are to include at least a 40 LED wall mounted TV, a wall plate that includes a microphone jack, HDMI, VGA, & RCA inputs, and an easy interface to navigate (this can be digital or analog). ALD will not be proving satellite or cable to the Study rooms. The Public meeting rooms are to have their own independent sound system. Some of the meeting rooms can be divided by a movable wall. We do not require the need to combine the sound system when the rooms are combined. In those cases a single room system will be used to project sound throughout the larger room. A manufacturer s warranty on all proposed equipment shall be provided. The warranty period shall begin on the completion date of the project. The A/V system design, installation practices, and operation and maintenance practices shall not void any manufacturer s equipment or system warranty. Overall requirements: 1) The proposed solution/system must not require additional personnel to operate and maintain. 7

2) Proposals that include additional power, network or other outlets beyond those presently installed must include the cost for equipment, installation, cabling and hook-up in the proposal. 3) Additional backing will be required to secure the TV on the wall, electrical and data outlets where needed. 4) Overall system components and connections should be hidden to the maximum extent possible. Where not possible to hide, components and connections should match the overall aesthetics of the room. 5) Proposals must include all costs associated with this, including, but not limited to, cost to procure equipment and software, installation of equipment, software, components & cabling, integration with existing systems, training, testing, and any repair work on the walls from installation including painting. 8

Attachment 1: (8) Study room locations: Smoky Hill Library (3 rooms) May Library (2 rooms) Castlewood Library (1 room) Southglenn Library (2 rooms) (7) Public meeting room locations: Smoky Hill Library o (1) Independent room and (2) that are separated by a moveable wall. Southglenn Library o (2) Rooms that are separated by a moveable wall. Castlewood Library o (1) Independent room Kelver Library o (1) Independent room Additional location: We are currently starting a remodeling project at the Koelbel Library, so at this time we may or may not require items needed in this RFP for the Study and Public meeting rooms; however please provide pricing for the following on a separate line item: Koelbel Study meeting room (3 rooms) Koelbel Public meeting room o (1) Independent room and (2) that are separated by a moveable wall. 9

Attachment 2: HB 01-1343: Illegal Aliens Performing Under Public Contracts for Services Vendor shall not knowingly employ or contract with an illegal alien to perform work under this Agreement and shall not enter into a contract with a subcontractor unless the subcontractor certifies in writing to the Vendor that the subcontractor does not knowingly employ or contract with illegal aliens to perform work under this Agreement. A copy of the subcontractor s certification must be provided to the Arapahoe Library District (ALD). Vendor certifies that it has verified or attempted to verify, through participation in the Basic Pilot Program as defined under Colorado Revised Statute 8-17.5-101(1) that the Vendor does not employ any illegal aliens. If the Vendor has not been accepted into the Basic Pilot Program prior to entering into this Agreement, the Vendor shall apply to participate in the Basic Pilot Program every three months until the Vendor is accepted into the Basic Pilot Program or this Agreement has been terminated, whichever is earlier. This provision shall not apply if the Basic Pilot Program is discontinued. Vendor is prohibited from using the Basic Pilot Program procedures to undertake pre-employment screening of job applicants while the Agreement is being performed. If Vendor obtains actual knowledge that a subcontractor performing work under this Agreement knowingly employs or contracts with an illegal alien, the Vendor shall: Notify the subcontractor and ALD within three days of when the Vendor has actual knowledge that the subcontractor is employing or contracting with an illegal alien; and Terminate the subcontract if within three days of receiving the notice required above, the subcontractor does not discontinue employing or contracting with the illegal alien(s); except that the Vendor shall not terminate the subcontract if during such three days the subcontractor provides information to establish that the subcontractor has not knowingly employed or contracted an illegal alien. Vendor shall comply with all reasonable requests by the Department of Labor and Employment (the Department ) made in the course of an investigation that the Department is undertaking pursuant to the authority established in 8-17.5-102 (5) C.R.S. If the Vendor violates any of the requirements under this contract section, ALD may terminate the Agreement for breach of contract. The Vendor shall be liable for actual and consequential damages to ALD. The above provision will be made a part of the Agreement or Contract between the Arapahoe Library District and. Accepted by: Date: Print name: Title: 10