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HomeMy Public PortalAbout09-7428 IFB for Procurement an Installation of Audio and Video Equipment Sponsored by: City Manager RESOLUTION NO. 09-7428 A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF OPA-LOCKA, FLORIDA, AUTHORIZING THE CITY MANAGER TO ISSUE AN INVITATION FOR BID(IFB) FOR PROCUREMENT AND INSTALLATION OF AUDIO AND VIDEO EQUIPMENT FOR THE 2ND FLOOR COMMISION CHAMBERS WHEREAS, the City of Opa-locka("City") is interested in moving the City Commission meetings from Historic City Hall to the 2❑d Floor Commission Chambers in Town Center One; and WHEREAS, the City is also interested in providing "LIVE" broadcasting of the City Commission meetings and any other City meetings held in the 2nd Floor Commission Chambers;and WHEREAS, new audio and video equipment is needed in order to provide "LIVE" broadcasting of the City Commission meetings; and WHEREAS,by issuing an Invitation for Bid(IFB)the City will be able to consider bids for the procurement and installation of the equipment; and WHEREAS,the City Commission of the City of Opa-locka("City Commission")desires to issue an IFB for the procurement and installation of audio equipment for the 2nd floor Commission Chambers. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF OPA-LOCKA, FLORIDA: Section 1. The recitals to the preamble herein are incorporated by reference. Section 2. The City Commission of the City of Opa-locka hereby authorizes the City Manager to issue an Invitation for Bid(IFB)for procurement and installation of audio equipment for the 2nd floor Commission Chambers. Resolution No. 0 9—7 4 2 8 Section 3. The City Manager is further authorized to take all necessary and expedient action to effectuate the intent of this Resolution. Section 4. This resolution shall take effect immediately upon adoption. PASSED AND ADOPTED this 1 1 day of FEBRUARY , 2009. mivAr JUKEPH . 1. LEY MAYOR Attest: Approved as to form and legal sufficiency: Debora- S. b Burnadette Norris-Weeks City Clerk City Attorney Moved by: JOHNSON Seconded by: HOLMES Commission Vote: 4-0 Commissioner Holmes: YES Commissioner Johnson: YES Commissioner Tydus: YES Vice-Mayor Taylor: NOT PRESENT Mayor Kelley: YES lUek4 f j. 2. � �', two/ Off rte\ G'4t.OH iS t� To: Joseph Kelley, Mayor Myra"Lady" Taylor, Vice Mayor Dorothy"Dottie"Johnson, Commissioner Timothy Holmes, Commissioner Rose Tydus, Commissioner From: Bryan .Finnie City ager Date: January 26, 2009 Re: Authorization to Bid for Audio and Video Equipment for the 2nd Floor Commission Chambers REQUEST: Authorize Management to advertise a bid for audio and video equipment for the 211d floor Commission Chambers. DESCRIPTION: This equipment is needed in order to provide "LIVE" broadcasting of the City Commission meetings. FINANCIAL IMPACT: The purchase of this equipment was not included in the FY 2009 Adopted Budget. However, this is a project that we recommend in order to provide better service and information to the residents. We will include the cost of this project in the FY 2009 Budget Amendment. IMPLEMENTATION TIMELINE: (1) February 11,2009—Authorization provided to City Manager to advertise (2) February 15,2009—Advertise (3) February 27,2009—Bids due (4) March 11, 2009—Submit recommendation for City Commission approval LEGISLATIVE HISTORY:None. RECOMMENDATION: Authorize Management to advertise a bid for audio and video equipment for the 2nd floor Commission Chambers. ACCOUNT NUMBER: 16-512491 Other Advertising ATTACHMENTS: Invitation For Bid—Audio and Video Equipment OQp_L a\\`9 I. O \\•. .„t: .- ittikill, •,' �2 N,b OAPT CITY OF OPA-LOCKA INVITATION FOR BID The City of Opa-Locka is requesting sealed proposals from responsible and qualified companies to provide AUDIO AND VIDEO EQUIPMENT to the City of Opa-Locka, Florida. PROPOSAL SUBMISSION Proposals will be received by sealed envelope in the Office of the City Clerk of Opa- Locka, 780 Fisherman Street, 4th Floor, Opa-locka, Florida 33054 until 2:00 P.M. on FRIDAY, February 27, 2009 at which time they will be opened and read. Bids reoeiveel- A5rvi.A after this time will not be considered and no time extensions will be permitted. Please clearly mark bids: "IFB # 09-0227 AUDIO AND VIDEO EQUIPMENT AND INSTALLATION FOR INFORMATION For information on this Invitation For Bid, contact the Purchasing Department at, (305) 953-2868 ext *1307. ACCEPTANCE AND REJECTIONS The City of Opa-Locka reserves the right to reject any or all bids with or without cause; to waive any or all irregularities with regard to the specifications and to make the award to the firm offering the greatest advantage to the City. Please be advised that Pursuant to subsection (t) "Cone of Silence," of Section 2-11.1 "Conflict of Interest and Code of Ethics Ordinance" of Miami-Dade County, public notice is hereby given that a Cone of Silence is imposed concerning this City's competitive purchasing process, which generally prohibits communications concerning the RFP until such time as the City Manager makes a written communications concerning the competitive purchase transaction. Please see the detailed specifications for the public solicitation for services for a statement fully disclosing the requirements of the "Cone of Silence". THE CITY OF OPA LOCKA, FLORIDA INVITATION FOR BID AUDIO AND VIDEO EQUIPMENT AND INSTALLATION Sealed bids may be mailed or delivered to the City Clerk's Office located at 780 Fisherman Street, 4th Floor, Opa-locka, Florida 33054. 9-1 All bids, with one (1) original signature and three (3) additional copies Nether hand r delivered or mailed, must be received by FRIDAY, February 27, 2009 caL ,-, .Kf AJ � The City of Opa Locka adheres to the Americans with Disabilities Act and will make reasonable modifications for access to City services, programs, and activities. Requests must be made at least 48 hours in advance of the event in order to allow the City time to provide the requested service. The City of Opa Locka provides equal access in employment and public services. 2 THE CITY OF OPA LOCKA, FLORIDA INVITATION FOR BID GENERAL CONDITIONS To ensure acceptance, all bidders submitting bids to the City of Opa Locka shall be governed by the following conditions, attached specifications, and bid form(s) unless otherwise specified. Bids not submitted on the bid form(s) provided shall be rejected, and bids not complying with these conditions will be subject to rejection. 1. Intent of Specifications: It is the intent of the specifications attached hereto to set forth and describe a certain item(s) or service(s) to be purchased by the City of Opa Locka including all materials, equipment, machinery, tools, apparatus, and means of transportation (including freight costs) necessary to provide the item(s) or service(s). 2. Legal Requirements: All applicable provisions of Federal, State, County, and local laws including all ordinances, rules, and regulations shall govern the development, submittal and evaluation of all bids received in response to these specifications, and shall govern any and all claims between person(s) submitting a bid response hereto and the City of Opa Locka, by and through its officers, employees and authorized representatives. A lack of knowledge by the bidder concerning any of the aforementioned shall not constitute a cognizable defense against the legal effect thereof. The Bidder agrees that it will not discriminate on the basis of race, creed, color, national origin, sex, age or disability. 3. Interpretations: All questions concerning the specifications or conditions shall be directed in writing to the City Clerk's Office, or as instructed on the Invitation to Bid Page, at least five (5) days prior to the bid opening. Inquiries must reference the bid item and the date of the bid opening. Interpretations will be made in the form of an addendum with copies mailed or delivered to each party represented on the vendors' list. The City Manager shall not be responsible for any other explanation or interpretation. 4. Sealed Bids: The specifications and all executed bid forms must be submitted in a sealed envelope. All bids must be signed by an authorized representative of the bidder. The face of the bid envelope shall be plainly marked identifying the item(s) bid and the date of the bid opening. It shall be the sole responsibility of the bidder to assure receipt of bid at the City Clerk's Office prior to the published time for the bid opening. No bid will be accepted after closing time for receipt of neither bids, nor will any offers by telephone, fax or Internet E-mail be accepted. 5. Exceptions to Specifications: During the drafting of written specifications, a sincere effort is made to describe products and services best suited to the needs of the City; however, in order that consideration be given in evaluating bids, any exceptions to or deviations from the specifications as written must be noted and fully explained. The City Manager is the final authority in determining the acceptability of any exceptions to specifications. 3 6. Mistakes: Bidders are expected to examine the conditions, scope of work, proposal prices, extensions, and all instructions pertaining to the item(s) involved. Failure to do so will be at the bidder's risk. Unit prices bid will govern in award. 7. Bid Withdrawals: No bid may be withdrawn after closing time for receipt of bids for a period of sixty (60) days thereafter. The contract award shall be legally binding at the time of award by City Commission. 8. Award of Bids: Recommendations for award of bids are made to the City Commission based on the lowest and best responsible bidder meeting all conditions and requirements of the specifications. 9. Rejection of Bids: The City of Opa Locka reserves the right to accept or reject any or all bids, to award bids on a split-order basis by item number, to waive any minor bid irregularities, technicalities, or informalities, and to re-advertise for bids when deemed in the best interest of the City of Opa Locka. 10. Delivery: Bid quotations shall include all freight costs to Opa Locka, Florida to a point(s) specified herein or specified at the time the purchase order is placed. No title to the item(s) ordered nor any risk of loss shall be passed to the City of Opa Locka until after receipt of delivery has been acknowledged by an authorized representative of the City of Opa Locka. 11. Tax: The City of Opa Locka is exempt from all State and local sales tax. 12. Payment of Invoices: The City of Opa Locka issues checks for payment of invoices each month. The signed receiving copy of the purchase order and a correct invoice must be received by Accounts Payable by the 5th day of the following month. Items received on or after the 5th will be processed in the following month. All invoices are payable by the City under the terms of Florida Prompt Payment Act, Florida Statue §218.70.All purchases are subject to availability of funds in the City's budget. 13. Public Entity Crimes: By submitting a proposal each proposer is confirming that the company has not been placed on the convicted vendors list as described in Florida Statue §287.133 (2) (a). 14. Licenses, Registration and Certificates: Each bidder shall possess at the time of submitting its bid all licenses, registrations and certificates necessary to engage in the business of contracting (or special contracting if the work to be performed necessitates a particular type of specialty contractor) in the City of Opa Locka. Bidder must also possess all licenses, registrations and certificates necessary to comply with federal, state and local laws and regulations. 15. Permits and Taxes: The bidder shall procure all permits, pay all charges, fees, and taxes, and give all notices necessary and incidental to the due and lawful prosecution of the work. 4 16. Protests: Protests of the plans, specifications, and other requirements of bids and requests for proposals must be received in writing by the City Clerk's Office at least ten (10) working days prior to the scheduled bid opening. A detailed explanation of the reason for the protest must be included. Protests of the award or intended award of bid or contract must be in writing and received in the City Clerk's Office within seven (7) working days of the notice of award. A detailed explanation of the protest must be included. 17. Termination for Convenience: A contract may be terminated in whole or in part by the City at any time and for any reason in accordance with this clause whenever the City shall determine that such termination is in the best interest of the City. Any such termination shall be effected by the delivery to the contractor at least five (5) working days before the.effective date of a Notice of Termination specifying the extent to which performance shall be terminated and the date upon which termination becomes effective. An equitable adjustment in the contract price shall be made for the completed service, but no amount shall be allowed for anticipated profit on unperformed services. 5 SCOPE OF SERVICES Equipment Requirements for City Commission Chambers, 780 Fisherman Street, 2"d Floor, Opa-Locka, FL 33054 The following items are required to broadcast Live City Commission Meetings: • Broadcast Pix 100 HD Switcher • Broadcast Pix Cam Control • Broadcast DVI I/O • Planar 17" Flat Display TFT Touch Panel • 3 Sony CCD HD P/T/Z Robotic Color Video Cameras • 3 Sony Wall Mounts • 10 JBL 6.5 Ceiling Mount Speakers • Rane Multichannel Amplifier(2U) • 3 Rane Internal 40W 70.7 Volt Transformer • 11 Astatic 20" Variable Polar Pattern Gooseneck Mic w/LED • Letrosonics Digital Matrix Audio Processor • 10 Lowel Pro Light with FVL Lamp • 10 Lowel Pro 4 way Barn Door/Pro Light • 10 Lowell Gridlock (Scissor-mount w/L-link) • NSI 8 Channel Lighting Board • 2 NSI 4 Channel 600 Watt Dimmer • Middle Atlantic 47 1/" Rack • Middle Atlantic Wheelbase • 2 Middle Atlantic 1 space 13/4" rack shelf • 3 Sony 32" LCD Bravia Televisions • 3 Premier Mounts Mobile Nesting Cart-Tall • 3 Premier Mounts Clevis Mount for walls, ceilings, stands • Gefen HD-SDI to HDMI Scaler • 2 Lectrosonics Venue Receiver Frame (Wideband) • 12 Lectrosonics Venue Transmitter Modules • 11 Lectrosonics LMa Digital Hybrid UHF Belt Pack Transmitters • 2 Lectrosonics UHF Dipole Antenna, Folding • 12 Lectrosonics Battery Eliminators • 12 Lectrosonics Cord, 37", Mic level, TA5F to XLR(Phantom) • All required hardware and software must be included • Associated permits, control or electrical panels, cables, conduits, wiring, and all other equipment as necessary Installation • Installation of Equipment • Training • Testing of System • Prints/Diagrams depicting the final as built 6 DRUG FREE WORKPLACE IDENTICAL TIE BIDS - Pursuant to Florida Statue §287.087, preference shall be given to business with Drug-Free Work Place Programs. Whenever two or more bids which are equal with respect to price, quality, and service are received for the procurement of commodities or contractual services, a bid received from a business that certifies that it has implemented a Drug-Free Work Place Program shall be given preference in the award process. Established procedures for processing tie bids will be followed if none of the tied vendors have a Drug-Free Work Place Program. In order to have a Drug-Free Work Place Program, a business shall: 1) Publish a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in the work place and specifying the actions that will be taken against employees for violations of such prohibition. 2) Inform employees about the dangers of drug abuse in the work place, the business's policy of maintaining a Drug-Free Work Place, any available drug counseling, rehabilitation, and employee assistance programs, and the penalties that may be imposed upon employees for drug abuse violations. 3) Give each employee engaged in providing the commodities or contractual services that are under bid a copy of the statement specified in subsection (1). 4) In the statement specified in subsection (1), notify the employees that, as a condition of working on the commodities or contractual services that are under bid, the employee will abide by the terms of the statement and will notify the employer of any conviction of, or plea of guilty or nolo contendere to, any violation of Chapter 893 or of any controlled substance law of the United States or any state, for a violation occurring in the work place no later than five (5) days after such conviction. 5) Impose a sanction on, or require the satisfactory participation in a drug abuse assistance or rehabilitation program if such is available in the employee's community, by any employee who is so convicted. 6) Make a good faith effort to continue to maintain a drug-free work place through implementation of this section. AS THE PERSON AUTHORIZED TO SIGN THE STATEMENT, I CERTIFY THAT THIS FIRM COMPLIES FULLY WITH THE ABOVE REQUIREMENTS. Signature Printed Name 7 Certification Regarding Debarment, Suspension, Proposed Disbarment and Other Responsibility Matters 1. The Offeror certifies, to the best of its knowledge and belief, that the Offeror and/or any of its Principals: A. Are not presently debarred, suspended, proposed for debarment, or declared ineligible for the award of contracts by any Federal agency. B. Have not, within a three-year period preceding this offer, been convicted of or had a civil judgment rendered against them for: commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (Federal, state, or local) contract or subcontract; violation of Federal or state antitrust statutes relating to the submission of offers; or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, tax evasion, or receiving stolen property; and C. Are not presently indicted for, or otherwise criminally or civilly charged by a governmental entity with, commission of any of the offenses enumerated in paragraph 1-B of this provision. 2. The Offeror has not, within a three-year period preceding this offer, had one or more contracts terminated for default by any Federal agency. A. "Principals," for the purposes of this certification, means officers; directors; owners; partners; and, persons having primary management or supervisory responsibilities within a business entity (e.g., general manager; plant manager; head of a subsidiary, division, or business segment, and similar positions). This Certification Concerns a Matter Within the Jurisdiction of an Agency of the United States and the Making of a False, Fictitious, or Fraudulent Certification May Render the Maker Subject to Prosecution Under Section 1001, Title 18, United States Code. B. The Offeror shall provide immediate written notice to the Contracting Officer if, at any time prior to contract award, the Offeror learns that its certification was erroneous when submitted or has become erroneous by reason of changed circumstances. C. A certification that any of the items in paragraph (a) of this provision exists will not necessarily result in withholding of an award under this solicitation. However, the certification will be considered in connection with a determination of the Offeror's responsibility. Failure of the Offeror to furnish a certification or provide such additional information as requested by the Contracting Officer may render the Offeror nonresponsible. 8 D. Nothing contained in the foregoing shall be construed to require establishment of a system of records in order to render, in good faith, the certification required by paragraph (a) of this provision. The knowledge and information of an Offeror is not required to exceed that which is normally possessed by a prudent person in the ordinary course of business dealings. E. The certification in paragraph (a) of this provision is a material representation of fact upon which reliance was placed when making award. If it is later determined that the Offeror knowingly rendered an erroneous certification, in addition to other remedies available to the Government, the Contracting Officer may terminate the contract resulting from this solicitation for default. AS THE PERSON AUTHORIZED TO SIGN THE STATEMENT, I CERTIFY THAT THIS FIRM COMPLIES FULLY WITH THE ABOVE REQUIREMENTS. Signature Printed Name 9 INSURANCE AND INDEMNIFICATION Before starting and until termination of work for, or on behalf of, the City, the Contractor shall procure and maintain insurance of the types and to the limits specified. The term "City" as used in this section of the specifications is defined to mean the City of Opa Locka, itself, any subsidiaries or affiliates, elected and appointed officials, employees, volunteers, representatives and agents. Insurance shall be issued by an insurer whose business reputation, financial stability and claims payment reputation is satisfactory to the City, for the City's protection only. Unless otherwise agreed, the amounts, form and type of insurance shall conform to the following minimum requirements: 1. WORKER'S COMPENSATION The Contractor shall purchase and maintain Worker's Compensation Insurance Coverage for all Workers' Compensation obligations whether legally required or not. Additionally, the policy, or separately obtained policy, must include Employers Liability Coverage of at least $100,000 each person - accident, $100,000 each person disease, $500,000 aggregate - disease. 2. COMMERCIAL GENERAL, AUTOMOBILE AND UMBRELLA LIABILITY COVERAGES The Contractor shall purchase coverage on forms no more restrictive than the latest editions of the Commercial General Liability and Business Auto policies filed by the Insurance Services Office. The City shall be an Additional Insured and such coverage shall be at least as broad as that provided to the Named Insured under the policy for the terms and conditions of this contract. The City shall not be considered liable for premium payment, entitled to any premium return or dividend and shall not be considered a member of any mutual or reciprocal company. Minimum limits of 1,000,000 per occurrence, and per accident, combined single limit for liability must be provided, with umbrella insurance coverage making up any difference between the policy limits of underlying policies coverage and the total amount of coverage required. Commercial General Liability coverage must be provided, including bodily injury and property damage liability for premises, operations, independent contractors, contractual liability, products and completed operations, and damage from underground exposures (u). The coverage shall be written on occurrence-type basis. Business Auto Policy coverage must be provided, including bodily injury and property damage arising out of operation, maintenance or use of owned, non-owned and hired automobiles and employee non-ownership use. Umbrella Liability Insurance coverage shall not be more restrictive than the underlying insurance policy coverages. The coverage shall be written on an occurrence-type basis. 10 3. CERTIFICATES OF INSURANCE Required insurance shall be documented in the Certificates of Insurance that provide that the City of Opa Locka shall be notified at least thirty (30) days in advance of cancellation, non-renewal or adverse change or restriction in coverage. The City of Opa Locka shall be named on each Certificate as an Additional Insured and this contract shall be listed. If required by the City, the Contractor shall furnish copies of the Contractor's insurance policies, forms, endorsements, jackets and other items forming a part of, or relating to such policies. Any wording in a Certificate which would make notification of cancellation, adverse change or restriction in coverage to the City an option shall be deleted or crossed out by the insurance carrier or the insurance carrier's agent or employee. The Contractor shall replace any canceled, adversely changed, restricted or non-renewed policies with new policies acceptable to the City and shall file with the City Certificates of Insurance under the new policies prior to the effective date of such cancellation, adverse change or restriction. If any policy is not timely replaced, in a manner acceptable to the City, the Contractor shall, upon instructions of the City, cease all operations under the Contract until directed by the City, in writing, to resume operations. The "Certificate Holder" address should read: City of Opa Locka, City Clerk's Office, 780 Fisherman Street, Opa Locka, FL 33054. 4. INSURANCE OF THE CONTRACTOR PRIMARY The Contractor required coverage shall be considered primary and all other insurance shall be considered as excess, over and above the Contractor's coverage. The Contractor's policies of coverage will be considered primary as relates to all provisions of the contract. 5. LOSS CONTROL AND SAFETY The Contractor shall retain control over its employees, agents, servants and subcontractors, as well as control over its invitees, and its activities on and about the subject premises and the manner in which such activities shall be undertaken and to that end, the Contractor shall not be deemed to be an agent of the City. Precaution shall be exercised at all times by the Contractor for the protection of all persons, including employees, and property. The Contractor shall make special effort to detect hazards and shall take prompt action where loss control/safety measures should reasonably be expected. 6. HOLD HARMLESS The Contractor shall indemnify and hold harmless the City of Opa Locka, its officers and employees, from any and all liabilities, damages, losses, and costs, including, but not limited to, reasonable attorney's fees, to the extent caused by the negligence, recklessness or intentional wrongful misconduct of the Contractor and persons employed or utilized by the Contractor in the performance of this contract. The Contractor's obligation shall not be limited by, or in any way to, any insurance coverage or by any provision in or exclusion or omission from any policy of insurance. 11 7. PAY ON BEHALF OF THE CITY The Contractor agrees to pay on behalf of the City, as well as provide a legal defense for the City, both of which will be done only if and when requested by the City, for all claims as described in the Hold Harmless paragraph. Such payment on the behalf of the City shall be in addition to any and all other legal remedies available to the City and shall not be considered to be the City's exclusive remedy. The undersigned, as bidder, does declare that no other persons other than the bidder herein named has any interest in this bid or in the contract to be taken, and that it is made without any connection with any other person or persons making a bid for the same articles, and it is in all respects fair and without collusion or fraud. The undersigned further declares that he has carefully examined the specifications and is thoroughly familiar with their provisions and penalties. The bidder proposes and agrees if this bid is accepted, to contract with the City of Opa Locka, Florida, in the form of contract specified, to furnish all the services, labor, materials, equipment, tools, insurance, permits, and fees (if any) necessary to provide. 12