Virtual AV Meeting Spaces x3

Agency: City of Wheat Ridge
State: Colorado
Level of Government: State & Local
Category:
  • X - Lease or Rental of Facilities
Opps ID: NBD10609385886857851
Posted Date: Sep 15, 2020
Due Date: Oct 13, 2020
Solicitation No: RFB-20-19
Source: Members Only
bid number bid due date status
Virtual AV Meeting Spaces x3

October 13, 2020 by 1 PM our clock
BIDS@ci.wheatridge.co.us
Recommended Walk-Through
September 21, 2020 (1 PM) beginning at
City Hall - 7500 W 29th Ave, Wheat Ridge and continuing to the Wheat Ridge Recreation Center - 4005 Kipling St.
MASKS and SOCIAL DISTANCING REQUIRED

Questions to jnellis@ci.wheatridge.co.us
by NOON, September 25, 2020

Attachment Preview

REQUEST FOR Bid
RFB-20-19
DUE DATE: TUESDAY, OCTOBER 13, 2020 BY 1:00 PM OUR CLOCK
VIRTUAL AV MEETING SPACES X 3
Equipment and Installation
BIDS MUST BE EMAILED TO:
BIDS@ci.wheatridge.co.us
Attention: Jennifer Nellis
DOCUMENTS PREPARED BY:
WHEAT RIDGE IT DIVISION
PURCHASING & CONTRACTING DIVISION
IMPORTANT: PLEASE READ ENTIRE DOCUMENT
Per the attached specifications, terms and conditions.
PLEASE DO NOT REMOVE ANY PAGES FROM THIS BID DOCUMENT
RFB-20-19 VIRTUAL AV MEETING SPACES X 3
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TABLE OF CONTENTS
PAGE#:
COVER PAGE .......................................................................................................................................................1
TABLE OF CONTENTS.........................................................................................................................................2
ADVERTISEMENT ................................................................................................................................................3
SPECIFICATIONS ................................................................................................................................................. 4
BID SUBMISSION .................................................................................................................................................5
EVALUATION AND AWARD .................................................................................................................................5
ANTICIPATED SCHEDULE ..................................................................................................................................5
INSTRUCTIONS TO BIDDERS.............................................................................................................................6
FORMS
BIDDER INFORMATION FORM ........................................................................................................................9
CERTIFICATE OF ILLEGAL ALIEN FORM .....................................................................................................10
NON-DISCRIMINATION ASSURANCE FORM ...............................................................................................11
NON-COLLUSION AFFIDAVIT ........................................................................................................................12
VENDOR’S QUALIFICATION FORM...............................................................................................................13
SAMPLE AGREEMENT ............................................................................................................................. 15-21
ATTACHMENTS
ATTACHMENT A – Cost Worksheet (Excel) separate document
ADDENDUM (if applicable)
RFB-20-19 VIRTUAL AV MEETING SPACES X 3
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ADVERTISEMENT FOR BIDS
RFB-20-19
VIRTUAL AV MEETING SPACES X 3
Bid Due Date: TUESDAY, OCTOBER 13, 2020, BY 1:00 PM OUR CLOCK
Project Overview: The City of Wheat Ridge IT Division is seeking to contract with a vendor for the purchase and
installation of AV equipment in three existing executive conference rooms. The Conference rooms are rectangular
shaped rooms, seating up to 17-20 team members. Budget is $30,000.
Mandatory Pre-Bid Walk-through: There will be a recommended walk-through of the areas where the work will
be performed. This is scheduled for Monday, September 21, 2020 at 1:00 PM, in the lobby conference room of the
Wheat Ridge Municipal Building, 7500 W. 29th Ave, Wheat Ridge, CO 80033. Enter from the West side of the
building. Masks and social distancing. Temperatures will be taken upon entry to the building, and access may be
denied.
Minimum Requirements: Awarded firm must obtain a valid City Business/Use Tax license prior to doing
business in the City of Wheat Ridge. This service requires compliance with the Illegal Alien Provisions of CRS8-
17.5-101 and Title IV Regulations at 49 CFR Part 21 (non-discrimination assurance). On federally funded
projects, such as this, Contractor cannot be banned or debarred, per current sam.gov information at
www.sam.gov.
Disadvantaged Businesses: Disadvantaged business enterprises are afforded full opportunity to submit bids
and will not be discriminated against on the grounds of race, color or national origin in consideration for an award.
Deadline for Questions: FRIDAY, September 25, 2020, BY noon. Email questions to Jennifer Nellis at
jnellis@ci.wheatridge.co.us
Submit Bids to:
City of Wheat Ridge
Bids@ci.wheatridge.co.us
Attn: Jennifer Nellis
Bid shall be marked: RFB-20-19, (Insert Company Name) VIRTUAL AV MEETING SPACES X 3.
Comments: Late receipt of bids will not be considered.
All bids shall be validated upon receipt. Bids received after the bid opening time will be filed unopened. The City of
Wheat Ridge reserves the right to reject any and all bids—or any part—and to waive any formalities or informalities
to make an award in the best interest of the City. Do NOT submit more than one bid.
Bid Documents: Bid opportunities, addenda, and project updates are posted on the City of Wheat Ridge website,
www.ci.wheatridge.co.us.
Point of Contact: Jennifer Nellis, Purchasing Agent, jnellis@ci.wheatridge.co.us, or phone 303-235-2811 to leave
a message. Do not contact the requesting department.
//:Jennifer Nellis, CPPB
Jennifer Nellis, Purchasing Agent
Publish Dates:
City website Date: September 15, 2020
RFB-20-19 VIRTUAL AV MEETING SPACES X 3
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CITY OF WHEAT RIDGE
RFB-20-19
VIRTUAL AV MEETING SPACES X 3
I. INTRODUCTION
A. General
The City of Wheat Ridge (the “City”) is located in the northwest area of Denver metropolitan area. The Municipal
Building is located at 7500 W 29th Avenue, Wheat Ridge, CO 80033. The City’s area consists of about ten square
miles of rolling land adjacent to Interstate 70 transportation corridor between Denver and the Rocky Mountains.
The topography is somewhat unique, with a natural ridge traversing the City. The City is a suburban community of
approximately 33,000 residents. The City is a home-rule municipality with eight council members, city manager
and mayor form of government.
B. Background
We have 3 large conference room that have no virtual meeting equipment installed to facilitate Microsoft Teams,
Zoom, GoToMeeting or other virtual meeting capabilities. The conference rooms are located at two separate
buildings and locations. In addition, they do have network connectivity via a computer and projection system.
This project is being federally funded with CARES Act resources, and is subject to Treasure Act guidelines and
Jefferson County audit. These equipment improvements will allow for social distancing and will facilitate work from
home and meeting remotely.
C. Objectives
The City of Wheat Ridge IT Division is seeking to contract with a vendor to provide all labor, equipment, materials
and supplies needed for the installation of a camera, microphone and sound systems, as needed, to accommodate
the various room sizes. All equipment must be new and must be industry recognized brand-name gear. The work
requires integration of existing projection systems and desktop computers running Windows 10 with a virtual
meeting solution at the following three conference room sites:
1. “City Hall Lobby Conference Room” located at City Hall at 7500 W. 29th Avenue, Wheat Ridge, CO 80033
a. Dimension of Room = length = 34’ X Width 17’ X Height 8’
2. “City Hall 2nd Floor Conference Room” located at City Hall at 7500 W. 29th Avenue, Wheat Ridge, CO 80033
a. Dimension of Room = length = 23’ X Width 17’ X Height 8’
3. “Parks & Recreation Conference Room” located at Parks and Recreation at 4005 Kipling Street, Wheat
Ridge, CO 80033
a. Dimension of Room = length = 27’ X Width 14’ X Height 8’
II. SPECIFICATIONS and STATEMENT OF WORK
All work will be conducted during normal business hours, 7:30 AM to 5:30 PM, Monday through Friday.
Daily COVID-19 JotForm check in process, proper personal protective equipment and temperature check
self-certification are requirements, as well as wearing masks and practicing safe social distancing.
Budget of $30,000
1. Installation and connection of three separate microphone array and amps or other gear to a networked
desktop computer
i. Mounting of microphone array
2. Installation and connection of three camera to a networked desktop computer
i. Mounting of camera
RFB-20-19 VIRTUAL AV MEETING SPACES X 3
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3. Installation and connection of three speakers/amps or other gear to a networked desktop computer
4. Installation and connection of one ceiling mounted projection system (Epson 5530u or comparable) for
the Recreation Center conference room.
5. Installation of one hidden ceiling mounted projection screen for the Recreation Center conference room.
a. Toggle switch installed for operation of hidden projector screen.
6. Installation of power surge suppression for all equipment installed.
7. Installation of any necessary cabling and connectors.
8. Installation of any 120V AC power that may be needed.
9. Installation of any low voltage power that may be needed.
10. Provided physical and logical As-Builts in AutoCAD and PDF formats.
11. 1 year warranty on workmanship and installation.
12. All equipment must be installed by November 20, 2020, or sooner.
III. BID SUBMISSION
A. Bid Submission
Submit by email to: BIDS@ci.wheatridge.co.us
Bid shall be marked: RFB-20-19, (Insert Company Name) VIRTUAL AV MEETING SPACES X 3
BID DUE DATE: TUESDAY, OCTOBER 13, 2020, BY 1:00 PM OUR CLOCK.
IV. EVALUATION AND AWARD
A. After evaluating all bids received, the City will award to the most responsive and responsible low bidder
whose bid meets the requirements and criteria set forth, establishes the ability of the bidder to provide
expert experience and service, and conveys the willingness of the bidder to comply with City purchase
order terms and conditions (available on our website). Do not qualify your bid nor alter the bid format.
B. The following is a partial list of criteria that may be used in determining the award:
Adequate maintenance and service experience
Delivery and/or completion time
Guarantees and warranties
References and reputation of the firm
Experience with same or similar industry recognized brand-name equipment or service
C. The City reserves the right to base its evaluation on the “should-cost” analysis to reflect the real costs to
the City arising out of or incidental to the award. Bidding firms should therefore avoid unbalanced pricing
and other cost presentation tactics that attempt to understate, conceal, or distort real costs or otherwise
take advantage of a mere formula-oriented, non-judgmental type of cost or price analysis. The City shall
look to substance more than format, and shall perform its cost and price evaluation on the basis of probable
real costs.
V. ANTICIPATED SCHEDULE OF EVENTS
All times are local and by our clock.
RFB Issued
Event
Recommended Walk-Through of City Hall
Anticipated Date
September 15, 2020
September 21, 2020 at 1:00 PM
RFB-20-19 VIRTUAL AV MEETING SPACES X 3
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