Notice Inviting Bids
Audio/Video Equipment Modernization for City Council Chambers and Conference Rooms
Release Date: May 15, 2023
Mandatory Pre-Bid Meeting: May 30, 2023
Deadline for Submittal of Questions: June 13, 2023
Deadline for Submittal of Proposal: June 27, 2023
PROJECT BACKGROUND / DESCRIPTION Of WORK
The City of Richmond Information Technology Department is seeking bids from qualified professionals to remove and replace legacy audio and video equipment in the City Council Chambers with updated high- definition audio and video equipment capable of cable broadcast and high-definition video streaming capabilities including live broadcast of video conferencing (i.e., Zoom, Microsoft Teams, etc.) in addition to enhancing conference rooms with in- person and video conferencing functionality.
The respondent must have similar experience performing similar projects with other companies, preferably a local municipality with broadcasting capabilities.
MINIMUM REQUIREMENTS
1. Contractor must have completed three (3) similar projects size within the past five (5 years) installing and optimizing audio and video equipment for high- definition broadcast quality.
2. Department of Industrial Relations (DIR) Compliance. This project is subject to compliance monitoring and enforcement by the Department of Industrial Relations (DIR). In bidding on this work, it shall be the Bidder’s sole responsibility to evaluate and include the cost of complying with all labor compliance requirements under this contract and applicable law in its bid. Registration with the Department of Industrial Relations. Pursuant to Labor Code Pursuant to Labor Code s ections 1725.5, 1771.1, and SB 854, Public Works Contractor Registration Program, all contractors and subcontractors who bid or work on Public Works projects must be registered with, and pay an annual fee to, the State Department of Industrial Relations (DIR), subject to the limited exceptions set forth in Labor Code Section 1771.1(a) (regarding the submission of a bid as authorized by Business & Professions Code Section 7029.1 or Public Contract Code Section 10164 or 20103.5), provided that contractors and subcontractors subject to such exceptions shall be registered with the DIR at the time the contract is awarded. No bid will be accepted, except as provided above, nor will any contract be entered, without proof of the contractor’s and subcontractors’ current registration with the Department of Industrial Relations to perform public work. If awarded a contract, the Bidder, and its subcontractor, of any tier, shall maintain active registration with the Department of Industrial Relations for the duration of the Project.
GENERAL SCOPE OF WORK
The following is a summary of the work to be done for this project. It is not intended to be an all-inclusive description of the work to be performed.
Contractor is expected to be proficient and experts at performing the following services:
• Remove and replace existing audio equipment (including microphones, speakers, digital signal processors, audio control panels, etc.) with new state of the art audio equipment.
• Remove and replace existing video equipment and replace it with new state of the art high-definition broadcast quality (i.e., YouTube streaming, Video Conference Meetings, Cable Broadcast).
COST INFORMATION
The anticipated budgeted amount for this project is $200,000.00.
Proposal must include detail cost information including but not limited to:
• Parts
• Labor
• Sales Tax
• Shipping/Handling
• Warranty information/extended warranty options
• Maintenance options
• Optional
SITE VISIT
All bidders must participate in a mandatory pre-bid meeting. The mandatory pre-bid meeting will be Tuesday, May 30, 2023, 1100 hours that is expected to last one hour. All bidders will meet at the front lobby of City Hall located at 450 Civic Center Plaza, Richmond CA 94804 and will be required to sign in. The pre-bid meeting is to give all prospectus bidders the ability to tour the council chamber and have a visual understanding of the equipment to be replaced and possible placement of proposed equipment. Bids received from bidders that did not participate in the mandatory pre-bid meeting will not be considered and will be deemed “did not meet minimum qualifications.”
SUBMISSION OF PROPOSALS
The proposal and any required certifications shall be signed by an individual or individuals authorized to execute legal documents on behalf of the proposer.
Electronic Proposals shall be submitted via the City’s secure online bidding system. All required sections of the proposal must be submitted via the website. Contractor is solely responsible for “on time” submission of their electronic proposal. The Bid Management System will not accept late proposals and no exceptions shall be made. Contractors will receive an e- bid confirmation number with a time stamp from the Bid Management System indicating that their bid was submitted successfully. The City will only receive those proposals that were transmitted successfully.
The proposal must be received no later than 5:00 p.m., local time, on June 27, 2023.
The City of Richmond reserves the right to waive inconsequential irregularities.
COMPLETE PROPOSALS SHALL, AT A MINIMUM, CONSIST OF THE FOLLOWING:
A. Letter of Intent
i. Include an introductory letter expressing interest in the project. The letter should include the name of the firm, contact person, email address, mailing address, telephone number and must be signed by a person authorized to bind the firm.
B. The City will use email exclusively for information requests and RFP changes. NOTE: the exception to email is to request an RFP C. Proposal Introduction, Background, and Objectives Statement D. Qualifications and Experience
i. Principal Individuals and Firm
ii. Any Sub-consultants
iii. Comparable Projects. Provide project descriptions for up to five recent projects similar in nature and size to the proposed project, including the type of entity, start and completion dates, and measures used to indicate quality and successful project completion.
iv. Provide client reference names and phone numbers. Provide any background information on the firm's size, capability, and location that may be beneficial.
E. Cost Proposal.
i. Provide a cost proposal to perform the scope of Work. Include estimated person- hours, labor costs, and expenses for each task listed in the scope of Work. The proposed costs should include any applicable travel and/or other expenses. Travel costs must be included in the cost proposal. Travel costs will only be paid through reimbursements.
ii. Clearly describe any deviation from the listed scope of Work that would significantly affect costs. Separate the cost of any proposed optional services from the cost of services requested. The format for the cost proposal is to be selected by the consultant.
iii. Include a listing of hourly rates for all employee classifications anticipated to work on the project, as well as rates for non-labor direct expenses. Include similar information for any major sub-consultants. The listed rates will be used in the preparation of any future change orders.
F. Completely address each item in Project Objectives – Scope of Work. Provide a statement of the services to be provided, including a detailed explanation of how the services are provided and managed. Indicate how important each service is to successful project completion. Identify the expected involvement by City staff for each major activity in the project. A project schedule should be included in this Section.
G. Three professional references. These references should be current customers of the prospective firm with at least four years of ongoing professional relationships.
H. Supplemental Attachments listed below.
I. Bidder's Checklist.
EXCEPTIONS TO BID OR BID DOCUMENTS
The proposer shall state whether it takes exception(s) to this bid, including but not limited to the City of Richmond’s Construction Agreement. If the proposer does take exception(s) to any portion of the bid or Agreement, the specific portion to which exception(s) is taken must be identified by section number and explained. Requests for changes or additions to the Agreement must be shown by requesting deletion of specific words and/or by providing new requested contract language. Requests for complete replacement of the Agreement for another contract will not be granted. Failure to make exceptions to the bid or Agreement within the prop osal will be deemed a waiver of any objection. Exceptions will be considered during the proposal evaluation process.
EVALUATION CRITERIA
The City intends to review all proposals received that meet the minimum qualifications and will award the project to the Respondent that scores the highest from the evaluation criteria below. If the evaluation committed requires further information, the Evaluation Committee may invite (either in person or audio/video conference) the Respondent for further clarification, proof of concept or demonstration.
• Vendor Background – 25% This category will evaluate (but not limit to) the Respondents experience, qualifications, years in business, response to proposal, stability of company, customer satisfaction, project approach, etc.
• Scope of Work 50% , The category will evaluate (but not l imited to) the Respondent methodology, proposal, scope of services, required outcome in timely manner, equipment used, installation method.
• Total Cost of Ownership – 25% The evaluation committee will review the cost proposal for the best equipment and total cost of ownership.
Selection may be made without further discussion, negotiations, or presentations.
Respondents are encouraged to submit the most favorable terms in response to this RFP.
Respondents must demonstrate an understanding of the scope of work to be provided and demonstrate the ability to accomplish the work set forth.
The City reserves the right to request additional information or clarification on any matter included in the proposal response to enable the City to arrive at the final award decision.
STATEMENT OF IMPARTIALITY AND DISCLOSURE
This proposal shall include a statement declaring that the proposer’s and sub-consultants are not currently, and will not, during the performance of these services, participate in any other similar work involving a third- party with interests currently in conflict or likely to conflict with City of Richmond’s interests. Additionally, the proposer is required to disclose any pending or active investigations or litigation that may affect the reputation or ability of the proposer to carry out the Project.
PROCESS FOR SUBMITTING PROPOSALS
Questions Concerning Request for Proposals
Please do not contact staff directly regarding this Proposal as it will not be answered. All questions must be submitted via the electronic Bids Online system on the Q&A tab by 5:00pm PST, on June 13, 2023. If the City finds it necessary to issue an addendum, prospective Offerors will receive e- mail notification of addendum. It is the proposer’s responsibility to periodically check the BidsOnline website www.ci.richmond.ca.us/ bids for any possible Addenda to the bid that may have been posted.
Any party submitting a proposal shall not contact or lobby any City Council member, City official, employee (except those specified for contact) or agent regarding the BID. Any party attempting to influence or circumvent the BID, bid submittal, and review process may have their proposal rejected for violating this provision of the BID.
Interested parties may download copies of the above-mentioned proposal by visiting the City's web site, to download BID, new vendors will be required to register. Once the vendor downloads any documents relative to a solicitation, that vendor's name will appear on the Prospective Bidders list for that project and will receive any addenda or notifications relating to the BID.
The City of Richmond reserves the right to waive inconsequential irregularities.
GENERAL GUIDELINES
This bid does not commit the City of Richmond to award a contract, to defray any costs incurred in the preparation of a proposal pursuant to this bid, or to procure our contract for work. The City of Richmond may reject a proposal without providing the reason(s) underlying the decline. A failure to award a contract to the proposer with the lowest cost proposal shall not constitute a valid cause of action against the City of Richmond. The City shall not be responsible for work done, even in good faith, prior to final approval of the proposed contract. The city may investigate the qualifications of any respondent under consideration, require confirmation of information furnished by the respondent, and require additional evidence or qualifications to perform the Services described in this BID.
The City reserves the right to:
1. Reject any or all proposals.
2. Issue subsequent Requests for Proposal.
3. Postpone opening for its own convenience.
4. Remedy technical errors in the Request for Proposal process.
5. Negotiate with any, all, or none of the Respondents.
6. Solicit best and final offers from all or some of the Respondents.
7. Select one or more Respondents.
8. Accept other than the lowest proposed fees.
9. Waive informalities and irregularities in proposals.
Public Records
All proposals submitted in response to this BID become the property of the City of Richmond and public records and, as such, may be subject to public review. Documents protected by law from public disclosure will not be disclosed by the City of Richmond if clearly marked with the word "confidential" on each applicable page. Trade secrets may be marked as confidential only to the extent they meet the requirements of California Government Code section 6254.7. Only information claimed to be a trade secret at t he time of submittal to the City of Richmond and marked as "confidential" will be treated as a trade secret.
Insurance Requirements
The City of Richmond requires consultants doing business with it to obtain insurance, as shown in BID Attachment 2. The required insurance certificates must comply with all requirements of the standards as shown and must be provided within fifteen (15) days of issuance of the Notice of Intent to Award and prior to the commencement of any work on the Project.
Business Licenses
The successful Contractor and all subcontractors used in the work will be required to hold or to obtain a City of Richmond business license for which the fee will not be waived.
Compliance with City Ordinances
The contractor and all subcontractors shall comply with the City of Richmond Nondiscrimination Clauses in City Contracts Ordinance ( Richmond Municipal Code (RMC) Chapter 2.28), Business Opportunity Ordinance ( RMC Chapter 2.50), Local Employment Program Ordinance ( RMC Chapter 2.56), Living Wage Ordinance ( RMC Chapter 2.60) and Ordinance Banning the Requirement to Provide Information of Prior Criminal Convictions on all Employment Applications (“Ban the Box”) ( RMC Chapter
2.65), which are incorporated into the Contract Documents by this reference.
Collusion
By submitting a proposal, each respondent represents and warrants that its proposal is genuine and not false or collusive or made in the interest of, or on behalf of any person not named therein; that the respondent has not directly or indirectly induced or solicited any other person to submit a false proposal, or any other person to refrain from submitting a proposal; and that the respondent has not, in any manner, sought collusion to secure any improper advantage over any other person submitting a proposal.
Withdrawal of Proposals
A respondent may withdraw their proposal before the expiration of the time for submission of proposals by delivering to the Finance Department a written request for withdrawal signed by, or on behalf of, the respondent.
Ownership of Documents
All reports, studies, information, data, statistics, forms, designs, plans, procedures, systems, and any other materials produced for the Project shall be the sole and exclusive property of the City. No such materials or properties produced in whole or in part for the Project shall be subject to private use, copyrights, or patent rights by Respondent in the
United States or in any other country without the express written consent of the City. The City shall have unrestricted authority to publish, disclose (except as may be limited by the provisions of the Public Records Act), distribute, and otherwise use, copyright, or patent, in whole or in part, any such reports, studies, data, statistics, forms or other materials or properties produced for this project.
PROPOSAL EVALUATION AND SELECTION PROCESS
All proposals shall be review ed to verify that the Respondent has met the minimum requirements. Proposals that have not complied with requirements, do not meet minimum content and quality standards, or make unacceptable exceptions to the General Terms and Conditions of the Service Agreement, will be eliminated from further consideration.
The City reserves the right to reject any or all proposals, or to make no award. The City also reserves the right to require modifications follow -up with requests for additional information, including, but not limited to, follow-up interviews. The City may request Best and Final offers based upon improved understanding of the off ers or changed scope of service.
Selection may be made without further discussion, negotiations, or Offeror’s presentations; therefore, Offeror shall offer the most favorable terms in response to this BID. The offeror must demonstrate an understanding of the scope of service to be provided and the ability to accomplish the tasks set forth. Offeror shall include information that will enable the City to determine the Offeror’s overall qualifications.
The City reserves the right to request additional information or clarification on any matter included in the proposal response, to enable the City to arrive at the final award decision.
Award
After the committee has completed the evaluation process, City of Richmond Information Technology Staff will work with the Contractor to complete the administrative paperwork.