Audio-Visual System and Services
| Agency: | State Government of Arkansas |
|---|---|
| State: | Arkansas |
| Type of Government: | State & Local |
| NAICS Category: |
|
| Posted Date: | Mar 11, 2024 |
| Due Date: | Mar 26, 2024 |
| Solicitation No: | BLR-24000103/11/2024 CDT |
| Bid Source: | Please Login to View Page |
| Contact information: | Please Login to View Page |
| Bid Documents: | Please Login to View Page |
| description | agency | opening date/time | bid number | buyer |
| Audio-Visual System and Services | Bureau of Legislative Research | 03/26/2024 04:00 PM CDT |
BLR-240001
03/11/2024 CDT |
|
Attachment Preview
State of Arkansas
Bureau of
Legislative Research
REQUEST FOR PROPOSAL
Marty Garrity, Director
Kevin Anderson, Assistant Director
for Fiscal Services
Matthew Miller, Assistant Director
for Legal Services
Jessica Whittaker, Assistant Director
for Research Services
Eric Sanders, Assistant Director
for Information Technology Services
RFP Number: BLR-240001
Commodity: Audio-Visual System and Services Proposal Opening Date: March 26, 2024
Date: February 20, 2024
Proposal Opening Time: 4:00 P.M. CST
PROPOSALS SHALL BE SUBMITTED IN HARD COPY AND ELECTRONIC FORMAT AND WILL BE
ACCEPTED UNTIL THE TIME AND DATE SPECIFIED ABOVE. THE PROPOSAL ENVELOPE MUST BE
SEALED AND SHOULD BE PROPERLY MARKED WITH THE PROPOSAL NUMBER, DATE AND HOUR
OF PROPOSAL OPENING, AND VENDOR’S RETURN ADDRESS. THE ELECTRONIC SUBMISSIONS
SHOULD BE CLEARLY MARKED AS A PROPOSAL IN RESPONSE TO RFP NO. BLR-240001. IT IS
NOT NECESSARY TO RETURN “NO BIDS” TO THE BUREAU OF LEGISLATIVE RESEARCH.
Vendors are responsible for delivery of their proposal documents to the Bureau of Legislative
Research prior to the scheduled time for opening of the particular proposal. When appropriate,
Vendors should consult with delivery providers to determine whether the proposal documents will
be delivered to the Bureau of Legislative Research office street address prior to the scheduled time
for proposal opening. Delivery providers, USPS, UPS, FedEx, and DHL, deliver mail to our street
address, 500 Woodlane Street, State Capitol Building, Room 315, Little Rock, Arkansas 72201, on a
schedule determined by each individual provider. These providers will deliver to our offices based
solely on our street address.
MAILING
ADDRESS:
500 Woodlane Street
State Capitol Building,
Room 315
Little Rock, Arkansas 72201
PROPOSAL OPENING LOCATION:
Bureau of Legislative Research Director’s Office
State Capitol Building, Room 315
E-MAIL:
thayerj@blr.arkansas.gov
TELEPHONE: (501) 683-0720
Company Name:
Name (type or print):
Title:
Address:
Telephone Number:
Fax Number:
E-Mail Address:
Identification:
Federal Employer ID Number
Social Security Number
FAILURE TO PROVIDE TAXPAYER IDENTIFICATION NUMBER MAY
RESULT IN PROPOSAL REJECTION
Business Designation Individual
(check one):
[]
Partnership
[]
Sole Proprietorship
[]
Corporation
[]
GENERAL DESCRIPTION:
TYPE OF CONTRACT:
Audio-Visual System and Services
Term
Public Service Corp
[]
Government/ Nonprofit
[]
MINORITY BUSINESS POLICY
Participation by minority businesses is encouraged in procurements by state agencies, and although it is
not required, the Bureau of Legislative Research (“BLR”) supports that policy. “Minority” is defined at
Arkansas Code Annotated § 15-4-303 as “a lawful permanent resident of this state who is: (A) African
American; (B) Hispanic American; (C) American Indian; (D) Asian American; (E) Pacific Islander American;
or (F) A service-disabled veteran as designated by the United States Department of Veteran Affairs”.
“Minority business enterprise” is defined at Arkansas Code Annotated § 15-4-303 as “a business that is at
least fifty-one percent (51%) owned by one (1) or more minority persons”. The Arkansas Economic
Development Commission conducts a certification process for minority businesses. Vendors unable to
include minority-owned businesses as subcontractors may explain the circumstances preventing minority
inclusion.
EQUAL EMPLOYMENT OPPORTUNITY POLICY
The Vendor shall submit a copy of the Vendor’s Equal Opportunity Policy. EO Policies shall be submitted
in hard copy and electronic format to the Bureau of Legislative Research accompanying the solicitation
response. The Bureau of Legislative Research will maintain a file of all Vendor EO policies submitted in
response to this solicitation. The submission is a one-time requirement, but Vendors are responsible for
providing updates or changes to their respective policies.
EMPLOYMENT OF ILLEGAL IMMIGRANTS
The Vendor shall certify prior to award of the contract that it does not employ or contract with any illegal
immigrants in its contract with the Bureau of Legislative Research. Vendors shall certify on the Proposal
Signature Page and online at https://www.ark.org/dfa/immigrant/index.php/disclosure/submit/new . Any
subcontractors used by the Vendor at the time of the Vendor’s certification shall also certify that they do not
employ or contract with any illegal immigrant. Certification by the subcontractors shall be submitted within
thirty (30) days after contract execution.
RESTRICTION OF BOYCOTT OF ISRAEL
Pursuant to Arkansas Code § 25-1-503, a public entity shall not enter into a contract with a company unless
the contract includes a written certification that the person or company is not currently engaged in, and
agrees for the duration of the contract not to engage in, a boycott of Israel. This prohibition does not apply
to a company which offers to provide the goods or services for at least twenty percent (20%) less than the
lowest certifying business.
By checking the designated box on the Proposal Signature Page, the Vendor agrees and certifies that they
do not, and will not for the duration of the contract, boycott Israel.
Page 2 of 22
RESTRICTION OF BOYCOTT OF ENERGY, FOSSIL FUEL, FIREARMS, AND AMMUNITION
INDUSTRIES
Pursuant to Arkansas Code § 25-1-1101, et seq., a public entity shall not enter into a contract with a
company unless the contract includes a written certification that the person or company is not currently
engaged in, and agrees for the duration of the contract not to engage in, a boycott of energy, fossil fuel,
firearms, or ammunition industries. The prohibition does not apply to a company that offers to provide the
goods or services for at least twenty percent (20%) less than the lowest certifying business.
By checking the designated box on the Proposal Signature Page, the Vendor agrees and certifies that they
do not, and will not for the duration of the contract, boycott of energy, fossil fuel, firearms, or ammunition
industries.
DISCLOSURE FORMS
Completion of the EO-98-04 Governor’s Executive Order contract disclosure forms located at
http://www.dfa.arkansas.gov/offices/procurement/Documents/contgrantform.pdf is required as a condition
of obtaining a contract with the Bureau of Legislative Research and shall be submitted with the Vendor’s
response.
SECTION I. GENERAL INFORMATION
1.0 INTRODUCTION
The purpose of this Request for Proposals (“RFP”) issued by the Bureau of Legislative Research (“BLR”)
is to invite responses (“Proposals”) from Vendors desiring to provide Audio-Visual System and Services for
the Bureau of Legislative Research (“BLR”) in the lobby and Committee Room A and Committee Room B
of the Multi-Agency Complex Building, Fifth Floor, One Capitol Mall, Little Rock, Arkansas (collectively
referred to herein as the “Fifth Floor MAC”).
The BLR intends to execute one (1) contract as a result of this procurement (“the Contract”), if any contract
is issued at all, encompassing all of the products and services contemplated in this RFP, and Proposals
shall be evaluated accordingly. All Vendors must fully acquaint themselves with the needs and requirements
of the General Assembly and the BLR and obtain all necessary information to develop an appropriate
solution and to submit responsive and effective Proposals. The Vendor Selection Process for this
procurement shall be conducted by the Executive Subcommittee of the Legislative Council (the
“Subcommittee”), with ultimate contract approval by the Legislative Council.
1.1 ISSUING AGENCY
This RFP is issued by the BLR. The BLR is the sole point of contact in the state for the selection process.
Vendor questions regarding RFP-related matters should be made in writing (via e-mail) through the BLR’s
Chief Legal Counsel, Jillian Thayer, thayerj@blr.arkansas.gov. Questions regarding technical information
or clarification should be addressed in the same manner.
1.2 SCHEDULE OF EVENTS
Release RFP
February 20, 2024
Optional Site Visit
February 29, 2024
Deadline for submission of questions
March 12, 2024
Closing for receipt of proposals and
opening of proposals
March 26, 2024 at 4:00 p.m. CST
Evaluation of proposals by BLR
March 27, 2024 to April 12, 2024
Proposals released to Subcommittee
April 15, 2024
Page 3 of 22
Selection of Vendors to make Oral
Presentations
To Be Announced by Subcommittee
Oral Presentations/Intent to Award
To Be Announced by Subcommittee
Approval of draft contract by the Policy-Making
Subcommittee of the Legislative Council
ALC Meeting Week following the 2024
Fiscal Session (date TBA)
Approval of final contract by the Legislative
Council
ALC Meeting Week following the 2024
Fiscal Session (date TBA)
Contract Execution and Start Date
Upon approval of the Legislative Council
Proposals are due no later than the date and time listed on Page 1 of the RFP.
1.3 CAUTION TO VENDORS
Vendors shall not contact members of the Subcommittee or the BLR regarding this RFP or the
Vendor Selection process from the time the RFP is posted until the Intent to Award is issued,
other than through submission of questions in the manner provided for under Section 1.7 of
this RFP. The BLR will initiate all other necessary contact with Vendors. Any violation of this
requirement can be considered a basis for disqualification of the Vendor by the
Subcommittee.
Vendors shall respond to each numbered paragraph of the RFP, including by written
acknowledgment of the requirements and terms contained in paragraphs that require
no other response. (e.g. “Section 1.3. Vendor acknowledges and agrees with the
requirements set forth in this section.”) Failure to provide a response will be interpreted as an
affirmative response or agreement to the conditions. Reference to handbooks or other technical
materials as part of a response must not constitute the entire response, and Vendor must
identify the specific page and paragraph being referenced.
On or before the date and time specified on page one of this RFP, Vendors shall submit:
a. One (1) signed original hard copy of the original proposal and the Official Proposal Price Sheet
(“OPPS”);
b. Fifteen (15) additional copies of the redacted proposal and the OPPS (If no redacted version is
submitted, then 15 copies of the original proposal.); and
c. If the Vendor’s proposal contains information that is proprietary and confidential, two (2)
electronic versions of the proposal (one (1) redacted electronic version and one (1) unredacted
electronic version) on CD, flash drive, or via e-mail. However, if there is no information to redact,
one (1) electronic version of the proposal is sufficient.
If emailing electronic versions, send to Jillian Thayer at thayerj@blr.arkansas.gov .
Failure to submit the required number of copies with the proposal may be cause for rejection.
The February 29 site visit will be the only opportunity for Vendors to visit the site.
For a proposal to be considered, an official authorized to bind the Vendor to a resultant contract must
have signed the proposal and the Official Proposal Price Sheet.
Page 4 of 22
All official documents shall be included as part of the resultant Contract.
The Subcommittee reserves the right to award a contract or reject a proposal for any or all line items
of a proposal received as a result of this RFP, if it is in the best interest of the Subcommittee to do
so. Proposals may be rejected for one or more reasons not limited to the following:
a. Failure of the Vendor to submit his or her proposal(s) on or before the deadline established
by the issuing office;
b. Failure of the Vendor to respond to a requirement for oral/written clarification, presentation,
or demonstration;
c. Failure to supply Vendor references;
d. Failure to sign the original proposal and the Official Proposal Price Sheet;
e. Failure to complete and sign the Official Proposal Price Sheet(s);
f. Any wording by the Vendor in its response to this RFP, or in subsequent correspondence,
that conflicts with or takes exception to a requirement in the RFP; or
g. Failure of any proposed services to meet or exceed the specifications.
1.4 RFP FORMAT
Any statement in this document that contains the word “must” or “shall” means that compliance with the
intent of the statement is mandatory, and failure by the Vendor to satisfy that intent will cause the proposal
to be rejected.
1.5 ALTERATION OF ORIGINAL RFP DOCUMENTS
The original written or electronic language of the RFP shall not be changed or altered except by approved
written addendum issued by the BLR. This does not eliminate a Vendor from taking exception(s) to these
documents, but it does clarify that the Vendor cannot change the original document’s written or electronic
language. If the Vendor wishes to make exception(s) to any of the original language, it must be submitted
by the Vendor in separate written or electronic language in a manner that clearly explains the exception(s).
If Vendor’s submittal is discovered to contain alterations/changes to the original written or electronic
documents, the Vendor’s response may be declared non-responsive, and the response shall not be
considered.
1.6 REQUIREMENT OF AMENDMENT
THIS RFP MAY BE MODIFIED ONLY BY AMENDMENTS WRITTEN AND AUTHORIZED BY THE
BUREAU OF LEGISLATIVE RESEARCH. Vendors are cautioned to ensure that they have received or
obtained and responded to any and all amendments to the RFP prior to submission.
1.7 RFP QUESTIONS
Any questions regarding the contents and requirements of the RFP and the format of responses to the RFP
shall be directed to Jillian Thayer via email only at thayerj@blr.arkansas.gov. Questions must be
submitted by the deadline set forth in Section 1.2, Schedule of Events. Questions submitted by Vendors
and answers to questions, as provided by the Bureau of Legislative Research, will be made public.
1.8 PRICES/COST
An official authorized to bind the Vendor to any resulting Contract must sign the Official Proposal Price
Sheet.
Vendors must include all pricing information on the Official Proposal Price Sheet and any attachments
thereto and must clearly mark said page(s) as pricing information. Official Proposal Price Sheets may be
reproduced as needed. Vendors may expand items to identify all proposed services and costs. A separate
listing, which must include pricing, may be submitted with summary pricing.
All charges included on the Official Proposal Price Sheet, must be valid for one hundred eighty (180) days
following proposal opening, and shall be included in the cost evaluation. The pricing must include all
associated costs for the service being bid.
Page 5 of 22
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See Also
A REQUEST FOR BIDS THE CITY OF DERMOTT ARKANSAS IS REQUESTING SEALED BIDS
Arkansas Democrat-Gazette
Bid Due: 4/29/2024