Northglenn Events Stage, Sound & Production Services
| Agency: | City of Northglenn |
|---|---|
| State: | Colorado |
| Level of Government: | State & Local |
| Category: |
|
| Opps ID: | NBD10602587278346718 |
| Posted Date: | Jan 4, 2024 |
| Due Date: | Jan 25, 2024 |
| Solicitation No: | RFP 2024-004 |
| Source: | Members Only |
| Bid No. | Bid Description | Bid Due Date | Documents |
|
RFP 2024-004 |
Thurs., Jan. 25, 2024, 10 a.m. |
Attachment Preview
PROPOSAL NO 2024-004
ISSUE DATE 01/04/24
REQUEST FOR PROPOSAL (RFP)
COVER SHEET
PROPOSAL TITLE: Northglenn Events Stage, Sound & Production Services
SUBMISSION DEADLINE: 10:00 a.m. on 01/25/24
SUBMIT PROPOSAL TO:
City Clerk’s Office
11701 Community Center Dr
Northglenn CO 80233
or
rfp@northglenn.org
CONTACT:
Diana Wilson
EMAIL:
dwilson@northglenn.org
PHONE:
303-450-8713
Bidding instructions and drawings are available at the Rocky Mountain E-Purchasing website or at:
https://www.northglenn.org/government/bids_with_the_city.php
MANDATORY
PREBID CONFERENCE: n/a
DATE & TIME:
n/a
at
LOCATION:
n/a
The undersigned hereby affirms that (1) they are a duly authorized agent of the vendor, (2) they have read all
terms and conditions, requirements, and instructions of this bid as stated or implied, (3) the vendor warrants that
they are familiar with all provisions of the contract documents and technical specifications which were made
available in conjunction with this solicitation and fully understands and accepts them unless specific variations
have been expressly listed in their offer, (4) that the offer is being submitted on behalf of the vendor in
accordance with any terms and conditions set forth in this document, and (5) that the vendor listed on the
bid submission must match all contract and insurance documents submitted upon award.
Company
Address
Contact Person
Email
Signature
Print name
PRINT OR TYPE YOUR INFORMATION
Fax Number
City, State Zip
Title
Phone
INSTRUCTIONS TO BIDDERS
1. PROPOSAL NO: 2024-004
2. PROPOSAL TITLE: Northglenn Events Stage, Sound & Production Services
3. PURPOSE OF SOLICITATION:
To secure stage, sound and production services for 2024 summer events: May 17-19 Food Truck Carnival;
June 8 Pride; July 4 Festival & Fireworks; July 11 Neighborhood Night; Aug. 16 Dancing Through the
Decades; and Sept. 20-21 Pirate Fest
4. SCHEDULE OF ACTIVITIES: The following schedule of activities delineates the timing of the
solicitation and the estimated project schedule. These dates may be subject to change at
the City’s discretion.
RFP issued
Questions accepted
Addendum issued
Proposals due
01/04/24
through 5 p.m., 01/19/24
01/22/24
01/25/24 by 10:00 a.m.
5. INTERPRETATION OF DOCUMENTS AND SPECIFICATIONS: Wherever the word "contract" appears, it
shall be held to include all the documents as listed. No less than all of the parts of the contract documents
shall constitute the formal contract. If any person contemplating submitting a proposal for the proposed
contract is in doubt as to the true meaning of any part of specifications, schedules, or information sheets or
the proposed contract documents, they may submit to the project manager a written request for an
interpretation thereof. The person submitting the request will be responsible for its prompt and actual
delivery. Any interpretation of such documents will be made only by an addendum duly issued, and a
copy of such addendum will be mailed or delivered to each person receiving a set of such documents. The
City will not be responsible for any explanation or interpretation of such documents which anyone
presumes to make on behalf of the City.
6. TERMS AND CONDITIONS: As set forth in the contract agreements and any supplemental, the following
terms and conditions will apply to this Request for Proposal, each vendor’s proposal and to the negotiations,
if any, of any said contract. The City will consider specific recommended changes that clarify the
intent of the agreement. The City will not consider contract changes that have not been
specifically identified in your proposal response. A general statement suggesting that, if selected
you reserve the right to discuss contract issues at a later date will not be accepted and will be
grounds for disqualification. Submission of a proposal in response to this RFP indicates the vendor’s
acceptance of the terms and conditions contained in this document and the contract.
7. BIDDER EXPENSES: The City of Northglenn will not be responsible for any expenses incurred by any vendor
in preparing and submitting an offer.
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8. WITHDRAWAL: A vendor may withdraw their proposal at any time prior to the expiration of the final date
and time set for receipt of bids. Withdrawal notification must be in written form, and must be received in the
Offices of the City Clerk prior to the closing date and time.
9. IRREVOCABILITY: Following the time of closing, all bids will become irrevocable offers to the City and will
remain as such until 90 days from date of submission. By submission of a bid, the vendor agrees to
enter into a contract. In addition all quoted prices will be firm and valid up to 90 days from date of submission
The City may, in its sole discretion, release any proposal and return any bonds if applicable prior to the 90
days.
10. LATE PROPOSALS: Any proposal received after the Final date and time for receipt of proposal will not be
accepted and will be unopened and discarded without being considered.
11. SIGNATURES OF VENDORS: Each vendor shall sign their proposal, using their legal signature and giving
their full business address. The person signing the proposal must be an officer of the company or partnership.
Bids by partnerships shall be signed with the partnership name by one of the members of the partnership or
by an authorized representative, followed by the signature and designation of the President, Secretary, or
other persons authorized to bind it in the matter. The names of all persons signing should also be printed
below the signature. A proposal by a person who affixes to their signature the word, "President",
"Secretary", "Agent" or other designation without disclosing their principal, may be held to be a proposal of the
individual signing. When requested by the City, satisfactory evidence of the authority of the officer signing in
behalf of the corporation shall be furnished. Bids submitted electronically are to be typed in lieu of written
signature (see the cover letter).
12. OPEN RECORDS ACT: Notwithstanding any language contained in a proposal to the contrary, all proposals
submitted to the City become the property of the City. Any information considered proprietary should be
marked by the vendor and as such and will be kept confidential to the extent provided by law.
13. SALES TAX: Vendors shall not include federal, state, or local excise, sales or use taxes in prices offered, as
the City is exempt from payment of such taxes.
14. MISTAKES IN BIDDING INSTRUCTIONS: If the City makes a mistake in drafting the bidding instructions or
any other contract documents, the City reserves the right to reject any or all bids, or to require that vendors
submit an alternate proposal with adjustments made to correct the error(s). Such errors will be set forth in an
addendum. If the vendor has already been selected and has started performing work under the contract, and
the City then discovers a mistake in the contract documents for which the City is responsible, the City may
opt to reform the contract. If the mistake causes the vendor to receive compensation for materials not used
in the work or for labor that would not be required for the work, the contract price shall be decreased
proportionally. If the mistake causes the vendor to fail to bid on work which must be performed in order to
properly complete the contract, the City may increase the contract price to equal the proportionate increase
in the cost of required materials and labor caused to the vendor. In the alternative, the City may solicit bids
for such additional work, or the City may reassign such additional work to another vendor, as the City deems
appropriate. Nothing in this provision shall apply to mistakes made by the vendor in completing the proposal
form or in performing the contract.
15. ACCEPTANCE OF PROPOSAL: It is expressly understood and agreed that the City reserves the right to
reject any or all bids, to waive formalities, and accept the proposal which appears to be in the City’s best
interest.
16. APPEAL OF AWARD: Solicitations will be awarded based on multiple criteria, price being just one of the
conditions. Vendors can review the solicitation’s special terms and conditions for information on evaluation
criteria. Vendors may appeal the award decision by submitting, in writing, to the City of Northglenn, a request
for reconsideration within 7 calendar days after the posting of the Notice of Intent to Award, provided that the
appeal is sought by the vendor prior to the City finalizing a contract with the selected vendor. Vendors who
were deemed non- responsive are ineligible to participate in the appeal process.
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17. DEFENSE OF SUITS: In case any action at law or suit in equity is brought against the City, any officer,
employee, or agent thereof, for or on account of the failure, omission, or neglect of the vendor to do and
perform any of the covenants, acts, matters, or things by this contract undertaken to be done or performed,
or for the injury or damage caused by the negligence of the vendor or their subcontractors or their agents, or in
connection with any claim or claims based on the lawful demands of subcontractors, workmen, material, men
or suppliers or machinery and parts thereof, equipment, power tools and supplies incurred in the
fulfillment of the contract, the vendor shall indemnify and save harmless the City, officers, employees, and
agents of the City, of and from all losses, damages, costs (including attorney's fees), expenses, judgments,
or decrees whatever arising out of such action of suit that may be brought as aforesaid.
18. CONTRACT NEGOTIATIONS: If the City decides to proceed and to negotiate a contract, the City intends to
provide written notification to the vendor whose proposal is deemed by the City to be in the best interests of
the City and the City will attempt to negotiate a contract with the selected vendor(s) on terms and conditions
stated in this RFP or in the successful vendor’s bid, but shall also include terms and conditions later
negotiated. If the City and the successful vendor are unable to execute a contract and the vendor has been
notified that it is the successful vendor then the City may cease all discussions with the (first) successful
vendor without any further obligation to that vendor and select another (second) vendor as the successful
vendor. If the (second) vendor is rejected, as per the terms above, then the City, without any further obligation
to that vendor, may select another (third) vendor as the successful vendor and so on, or the City reserves the
right to reject all proposals and re-bid.
19. OPENING OF PROPOSALS: The City reserves the right to open Proposals received in response to this RFP,
privately and unannounced, after the closing date and time.
20. EXTENSION OF TIME: No time extensions are being considered at this time; however, should the City extend
this proposal, all vendors will be given the same considerations.
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PROPOSAL FORM
City of Northglenn
11701 Community Center Drive
Northglenn, Colorado 80233-8061
PROPOSAL: Pursuant to the “advertisement for proposal” for the above named project, and being
familiar with all contractual requirements therefore, the undersigned bidder hereby proposes to furnish all labor,
materials, tools, supplies, equipment, transportation, services and all other things necessary for the completion
of the contractual work, and perform the work in accordance with the requirements and intent of the contract
documents, within the time of completion set forth herein, for, and in consideration of the following prices.
Proposal o f
(hereinafter called BIDDER) o r g a n i z e d
a n d existing under the laws of the State of
doing business as
*. To
the CITY OF NORTHGLENN (hereinafter called CITY). In compliance with your advertisement for bids, BIDDER
hereby proposes to perform WORK on
-
in strict conformance with the CONTRACT DOCUMENTS, within the time set forth therein, and at the prices
stated below.
By submission of this BID, each BIDDER certifies, and in case of a joint bidder each party thereto
certifies as to their own organization that this BID has been arrived at independently, without consultation,
communication, or agreement as to any matter relating to this BID with any other BIDDER or with any
competitor.
BIDDER hereby agrees to commence WORK under this contract on or before a date to be
specified in the NOTICE TO PROCEED and to fully complete the PROJECT as indicated in the General
Conditions.
BIDDER acknowledges receipt of the following ADDENDUM:
*Insert "a corporation", "a partnership", or "an individual" as applicable.
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