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HomeMy WebLinkAboutBID - 10151 Lincoln Center Audio EquipmentBID 10151 Lincoln Center Audio Equipment Page 1 of 9 INVITATION TO BID BID 10151 Lincoln Center Audio Equipment BID OPENING: 3:00 PM MT (our clock), April 17, 2025 The City of Fort Collins is requesting bids from authorized dealers to provide new Meyer Audio equipment for The Lincoln Center located at 417 West Magnolia Street in Fort Collins Colorado. As part of the City’s commitment to Sustainable Purchasing, electronic bid submission is preferred. Bids shall be submitted online through the Rocky Mountain E-Purchasing System (RMEPS) at http://www.bidnetdirect.com/colorado/city-of-fort-collins. Please note: submitting bids through RMEPS may need additional time for completion. Bids not submitted by the designated Opening Date and Time will not be accepted by the system. The City encourages all disadvantaged business enterprises to submit bid in response to all invitations to bid. No individual or business will be discriminated against on the grounds of race, color, sex, or national origin. It is the City’s policy to create a level playing field on which DBEs can compete fairly and to ensure nondiscrimination in the award and administration of all contracts. Public Bid Opening: Bid opening will be conducted shortly after 3:00 PM MT on April 17, 2025. Bid openings will be conducted by videoconference. At said place and time, and promptly thereafter, all Bids that have been duly received will publicly opened and read aloud. To access the Bid opening, please follow the link: Microsoft Teams Join the meeting now Meeting ID: 272 025 381 58 Passcode: bb3Mk3K8 Alternatively, the bid opening can be accessed via phone. This option will only allow you to hear the audio presentation. Call-in number: 1 970-628-0892 Conference ID: 828 657 764# Any questions must be submitted in writing via email, to Dennis Ralph, Senior Buyer at dralph@fcgov.com with a copy to Project Manager, Matt Schlief at mschlief@fcgov.com, no later than 3:00 PM MT (our clock) on April 7, 2025. Please format your e-mail to include: Bid 10151 Lincoln Center Audio Equipment in the subject line. Questions received after this deadline may not be answered. Responses to all questions submitted before the deadline will be addressed in an addendum and posted on the Rocky Mountain E-Purchasing System webpage. Rocky Mountain E-Purchasing System hosted by BidNet: A copy of the Bid may be obtained at http://www.bidnetdirect.com/colorado/city-of-fort-collins. This BID has been posted utilizing the following Commodity Code(s): Financial Services Purchasing Division 215 N. Mason St. 2nd Floor PO Box 580 Fort Collins, CO 80522 970.221.6775 fcgov.com/purchasing BID 10151 Lincoln Center Audio Equipment Page 2 of 9 84014 Audio Equipment and Accessories, Television (Microphones, Mixers, and Amplifiers) 88011 Audio Visual Equipment and Supplies (Not Otherwise Classified) Prohibition of Unlawful Discrimination: The City of Fort Collins, in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 US.C. §§ 2000d to 2000d- 4) and the Regulations, hereby notifies all bidders that it will affirmatively ensure that any contract entered into pursuant to this advertisement, disadvantaged business enterprises will be afforded full and fair opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, or national origin in consideration for an award. The City strictly prohibits unlawful discrimination based on an individual’s gender (regardless of gender identity or gender expression), race, color, religion, creed, national origin, ancestry, age 40 years or older, marital status, disability, sexual orientation, genetic information, or other characteristics protected by law. For the purpose of this policy “sexual orientation” means a person’s actual or perceived orientation toward heterosexuality, homosexuality, and bisexuality. The City also strictly prohibits unlawful harassment in the workplace, including sexual harassment. Further, the City strictly prohibits unlawful retaliation against a person who engages in protected activity. Protected activity includes an employee complaining that he or she has been discriminated against in violation of the above policy or participating in an employment discrimination proceeding. The City requires its Vendor to comply with the City’s policy for equal employment opportunity and to prohibit unlawful discrimination, harassment and retaliation. This requirement applies to all third-party Vendor and their subcontractors/subconsultants at every tier. Colorado Open Records Act: The City is a governmental entity subject to the Colorado Open Records Act, C.R.S. §§ 24-72-200.1 et seq. (“CORA”). Any bid submitted hereunder is subject to public disclosure by the City pursuant to CORA and City ordinances. All submitted bids, Bid Forms, and the awarded contract will be considered public records subject to disclosure under CORA. By responding to this Bid, Vendor hereby waives any and all claims for damages against the City for the City’s good faith compliance with CORA. Special Instructions: All bids must be properly signed by an authorized representative of the company with the legal capacity to bind the company to the agreement. Bids may be withdrawn up to the date and hour set for closing. Once bids have been accepted by the City and closing has occurred, failure to enter into contract or honor the purchase order will be cause for removal of supplier's name from the City of Fort Collins' bidders list for a period of twelve months from the date of the opening. The City may also pursue any remedies available at law or in equity. Bid prices must be held firm for a period of ninety (90) days after bid openings. Submission of a bid is deemed as acceptance of all terms, conditions and specifications contained in the City's specifications initially provided to the Vendor. Any proposed modification must be accepted in writing by the City prior to award of the bid. Only bids properly received by the Purchasing Office will be accepted. All bids should be clearly identified by the bid number and bid name contained in the bid proposal. No bid will be accepted from, or any purchase order awarded, to any person, firm or corporation in default on any obligation to the City. Bids must be furnished exclusive of any federal excise tax, wherever applicable. BID 10151 Lincoln Center Audio Equipment Page 3 of 9 Vendors must be properly licensed and secure necessary permits wherever applicable. The City may elect where applicable, to award bids on an individual item/group basis or on a total bid basis, whichever is most beneficial to the City. The City reserves the right to accept or reject any and all bids, and to waive any irregularities or informalities. Sales Prohibited/ Conflict of Interest: No officer, employee, or member of City Council, shall have a financial interest in the sale to the City of any real or personal property, equipment, material, supplies or services where such officer or employee exercises directly or indirectly any decision-making authority concerning such sale or any supervisory authority over the services to be rendered. This rule also applies to subcontracts with the City. Soliciting or accepting any gift, gratuity, favor, entertainment, kickback or any items of monetary value from any person who has or is seeking to do business with the City of Fort Collins is prohibited. Freight Terms: Unless otherwise noted, all freight is F.O.B. Destination, Freight Prepaid. All freight charges must be included in prices submitted on proposal. Collusive or Sham Bids: Any bid deemed to be collusive or a sham bid will be rejected and reported to authorities as such. Your authorized signature of this bid assures that such bid is genuine and is not a collusive or sham bid. Utilization of Award by Other Agencies: The City of Fort Collins reserves the right to allow other state and local governmental agencies, political subdivisions, and/or school districts to utilize the resulting award under all terms and conditions specified and upon agreement by all parties. Usage by any other entity shall not have a negative impact on the City of Fort Collins in the current term or in any future terms. Vendor Registration: The City requires a new Vendor receiving awards from the City to submit IRS form W-9 and requires all Vendors to accept Direct Deposit (Electronic) payment. If needed, the W-9 form and the Vendor Direct Deposit Authorization Form can be found on the City’s Purchasing website at www.fcgov.com/purchasing under Vendor Reference Documents. Please do not submit these documents with your proposal, however, if you take exception to participating in Direct Deposit (Electronic) payments please clearly note such in your proposal as an exception. The City may waive the requirement to participate in Direct Deposit (Electronic) payments at its sole discretion. Bid results are posted online at http://www.bidnetdirect.com/colorado/city-of-fort-collins. Gerry Paul Purchasing Director BID 10151 Lincoln Center Audio Equipment Page 4 of 9 CITY OF FORT COLLINS GENERAL INFORMATION The City of Fort Collins is requesting bids from authorized dealers to provide new Meyer Audio equipment (Equipment) for The Lincoln Center located at 417 West Magnolia Street in Fort Collins Colorado. Schedule The following represents the City’s target schedule for the bid. The City reserves the right to amend the target schedule at any time. • Bid issuance: March 28, 2025 • Question deadline: 3:00 PM MT (our clock) on April 7, 2025 • Bid Opening Date: 3:00 PM MT (our clock) on April 17, 2025 • Award of Contract (tentative): May 1, 2025 • Delivery of Equipment: Not later than September 1, 2025 Method of Award The City intends to award the bid to one bidder however the City reserves the right to split the bid award in whatever percentages are most advantageous to the City. Award(s) from this bid will be based on the lowest responsive and responsible base bid price plus if applicable any optional Equipment with consideration of delivery lead-time. Award via Purchase Order The awarded Vendor will receive a Purchase Order from the City authorizing the City’s purchase of the Equipment. Vendor should not begin any Work prior to receipt of the Purchase Order. Invoice & Payment The invoice should be emailed after delivery of Equipment to invoices@fcgov.com with a copy to the Project Manager. The City requires all Equipment ordered to be delivered complete, unless otherwise mutually agreed. Vendor should include Purchase Order Number and a detailed description of items on the invoice. The City pays undisputed invoices on Net 30 terms. Laws and Regulations The Vendor agrees to comply fully with all applicable local, State of Colorado and Federal laws and regulations and municipal ordinances to include American Disabilities Act (ADA). The Vendor further agrees to comply fully with the Occupational Safety and Health Act, all regulations issued there under, and all state laws and regulations enacted and adopted pursuant thereto. Warranty Vendor warrants all Equipment, materials, labor and other work, provided under this purchase against defects and nonconformances in design, materials and workmanship/workwomanship for a period beginning the longer of 1) with delivery and ending twelve (12) months from and after final acceptance; or 2) the original equipment manufacturer’s warranty. Upon receipt of written BID 10151 Lincoln Center Audio Equipment Page 5 of 9 notice from City of any such defect or nonconformances, the affected item or part thereof shall be redesigned, repaired or replaced by Vendor in a manner and at a time acceptable to City. Delivery and Acceptance The City requires all Equipment ordered to be delivered complete, unless otherwise mutually agreed. Delivery of all items shall be to: City of Fort Collins The Lincoln Center 417 West Magnolia Street Fort Collins, CO 80521 The Equipment shall be properly packed, clearly labeled and adequately protected against damage and deterioration in transit. Freight terms: F.O.B. destination freight prepaid. All freight charges must be included in pricing submitted on the Bid Schedule, and not entered as separate pricing. Any surcharges or additional costs shall be noted & included in proposed pricing. The successful bidder will be required to have a lift gate and pallet jack for delivery. Inspection of Equipment will be required at time of delivery to be coordinated with the Project Manager. The City shall not have been deemed to have accepted the Equipment until the City has had ten (10) business days to inspect them following delivery or within a reasonable time after any latent defect in the Equipment becomes apparent. BID 10151 Lincoln Center Audio Equipment Page 6 of 9 CITY OF FORT COLLINS BID SUBMITTAL INSTRUCTIONS The following items must be provided in the bid submittal package: 1) Completed Bid Submittal Form, consisting of three (3) pages, including: • Bid Schedule • Acknowledgement. • Additional documents may be submitted in Word or PDF. Failure to submit any of the above may result in your bid being considered non-responsive. BID 10151 Lincoln Center Audio Equipment BID SUBMITTAL FORM BID 10151 Lincoln Center Audio Equipment Page 7 of 9 VENDOR NAME: SUBMITTAL DATE: BID SCHEDULE *ALL SPEAKERS NEED TO BE SELF-POWERED VERSION + ANALOG COMPATIBLE Linear Line Array Loudspeaker (non-180°) BID 10151 Lincoln Center Audio Equipment BID SUBMITTAL FORM BID 10151 Lincoln Center Audio Equipment Page 8 of 9 BID 10151 Lincoln Center Audio Equipment BID SUBMITTAL FORM BID 10151 Lincoln Center Audio Equipment Page 9 of 9 ACKNOWLEDGEMENT Vendor hereby acknowledges receipt of the City of Fort Collins Bid and acknowledges that it has read and agrees to be fully bound by all of the terms, conditions and other provisions set forth in 10151 Lincoln Center Audio Equipment except as otherwise noted. Additionally, Vendor hereby makes the following representations to City: a. All of the statements and representations made in this proposal are true to the best of the Vendor’s knowledge and belief. b. Vendor commits that it is able to meet the terms provided in this proposal. c. This proposal is a firm and binding offer, for a period of 90 days from the date hereof. d. Vendor further agrees that the method of award is acceptable. e. Vendor acknowledges receipt of addenda. f. Vendor acknowledges no conflict of interest. g. Vendor acknowledges that the City is a governmental entity subject to the Colorado Open Records Act, C.R.S. §§ 24-72-200.1 et seq. (“CORA”). Any bid submitted hereunder is subject to public disclosure by the City pursuant to CORA and City ordinances. All submitted bids, Bid Forms, and the awarded purchase order will be considered public records subject to disclosure under CORA. By responding to this Bid, Vendor hereby waives any and all claims for damages against the City for the City’s good faith compliance with CORA. Legal Firm Name: Physical Address: Remit to Address: Phone: Name of Authorized Agent of Firm: Signature of Authorized Agent: Primary Contact for Project: Title: Email Address: Phone: Cell Phone: NOTE: ALL BID SUBMITTAL FORM PAGES MUST BE COMPLETED, SIGNED WHERE REQUIRED & RETURNED WITH YOUR BID PROPOSAL PACKAGE.