BID# 20-002 LED Sign for DC3 Main Entrance

Agency: Dodge City Community College
State: Kansas
Type of Government: State & Local
NAICS Category:
  • 339950 - Sign Manufacturing
Posted Date: Jul 12, 2019
Due Date: Jul 22, 2019
Solicitation No: BID# 20-002
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BID# 20-002 LED Sign for DC3 Main Entrance

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June 18, 2019
To Whom It May Concern:
Dodge City Community College is requesting sealed bid proposals for BID# 20-002 LED Sign for DC3 Main
Entrance
If you have questions please see contact information in the specifications sheet for Michael Webster, Director of
Education Technology.
Deadlines:
Bid receipt deadline
Bid opening @ 10:30AM Coronado Room
Board of Trustees Meeting
Notification of successful bidder (Pending BOT Approval)
July 22, 2019 by 4:00 PM
July 23, 2019
August 6, 2019
August 7, 2019
Sincerely,
Andrew Nolan
Purchasing Office
Dodge City Community College
Encl: Specifications for BID# 20-002, DCCC information for BID# 20-002 and
Business Reply Label for BID# 20-002(Please mark with your return address)
Please include a business card with updated contact information in the packet.
Minimum Specifications for LED Sign for DC3 Main Entrance
General Information:
Furnish and install new double-face signage on new stone base.
Consisting of (1) 3'h x 10' 3"w internal-LED-illuminated, routed aluminum ID section (white enamel finish,
black perf on flat white plex backing) with a 3'x3' internal-LED-illuminated header logo section (routed
aluminum facing, white flat plex backer, vinyl graphics)
(2) Painted aluminum reveal sections (PMS 267 Purple), one with non-illuminated vinyl lettering (PMS 123
Yellow), and (1) 5' 5"h x 10' 3"w 16mm, 80x160, RGB full-color electronic message center.
The demolition, removal and disposal of the existing signage and existing base.
Install and set a new stone base around new steel base poles, base color to match existing college buildings.
Mount the signage, as well as (2) sets of 6"h flat-cut-out aluminum address numerals (3/8" thick, purple
enamel finish, stud-mount).
Alternate 1
Alternate 2
East Entrance
Approximate overall
outside dimensions
Display dimensions
Number of display lines
Character height
Color Capacity
Maximum viewing angle
Graphics capacity
Live video formats
Dimming
Scan/refresh rate
Frame rate
Software
Estimated LED lifetime
Contrast enhancement
Voltage
Remote updates
Communication
Pixel pitch/resolution
Double faced/enclosed
Warrantee/service agreement
Damage rating
Desired Elements*
96" x 45"
Recommended
Recommended
Recommended
281 Trillion
160º
Text, animation, pictures, video
Composite, S-Video
100 Levels
2400 + Hz
60 FPS
Included
100,000 hours
Non-reflective black
louvers
Full range: 110/240 VAC 50/60Hz
Firmware & Software
Broadband, wireless 2.4GHZ
802.11G
15-20mm
X
X
Provide
Description
X
X
Description
X
X
Bid amount
Please include alternatives to provide us with a range of cost.
New header needs to be backlit with or without the logo and changed to say:
Dodge City Community College
Any deviations from Desired Elements should be described in detail
Bidder is responsible for determination of exact sign size.
Graphic design submittal including dimensions should be included in proposal.
Use DC3 color scheme for framework (Colors: PMS 267 Purple. PMS 123 Yellow).
Please include minimum electrical requirements
* or best recommendation
Other Considerations:
5 year parts & labor warranty
Broadband wireless communications (with prepaid 5yr data plan)
Temperature probe
Grounding accommodations
Programming software for college PC (setup, on-site software training)
Access to technical support.
Provide References – The proposal should include at least three-client reference, including contact persons
and telephone numbers.
Use the provided Google Drive link to access current college logo file in EPS, PDF, PNG and JPEG formats
https://drive.google.com/drive/folders/10L2d4Wi-BXGB1f7uoxUDjUWLu4uEKNHd?usp=sharing
All items specified are preferred, but if unable to quote for item specified, vender can with notation, include a substitute for an
equivalent item
Other Bid Specifications and Conditions:
1. All bid quotations to be valid for ninety (90) days.
2. Please note any bid specification exceptions.
3. Items should be available within thirty (30) days of issuance of Purchase Order.
4. Provide descriptive literature relating to bids submitted.
5. If additional information is required, please contact Michael Webster, Director of Education Technology.
Please allow for the length of time it may take to send your bid through the USPS to meet the deadline for the bids.
Contact Michael Webster with questions or for additional information.
Michael Webster
Director of Education Technology
Dodge City Community College
2501 North 14th Avenue
Dodge City, KS 67801-2399
Phone (620)227-9365
Email: MWebster@dc3.edu
Notification of the successful bidder will be announced after the August 6, 2019 DC3 Board of Trustees Meeting.
June 18, 2019
To Whom It May Concern:
Enclosed you will find a copy of bidding instructions and two alternant specifications for Dodge City Community College.
The Board of Trustees of Dodge City Community College requests that you submit a bid on such items as you may handle
on this list. You are permitted to bid on any or all items.
The attached bid proposal form has been prepared in duplicate. This form must be signed and submitted with your bid.
The second copy is for your use. In the event you do not wish to bid, please submit a formal “NO BID” in order to insure
your company’s name remaining on the active bidder list.
BID NO.: BID# 20-002 BID TITLE: LED Sign for DC3 Main Entrance.
Deadline to receive bids: 4:00 PM Monday, July 22, 2019.
NOTE: ALL AWARDS MADE AS THE RESULT OF THIS BID SHALL CONFORM TO ALL APPLICABLE
KANSAS STATUTES.
INSTRUCTION TO BIDDERS
1. RETURN ONE COPY OF BID ONLY: bid proposal will be submitted in the enclosed envelope and sealed. In the event
that the enclosed envelope will not hold all the materials necessary for the completion of this bid, the face of the
envelope submitted shall contain the same information that is on the enclosed envelope. In the case of emailed bids
requests to venders return postage will be supplied.
2. EXECUTION OF BID: your bid must contain a manual signature of an authorized representative of your firm in the
space provided.
3. PRICES QUOTED: deduct trade discounts and quote firm net prices. Give both unit price and extended total. Only
those bids complying with this requirement will be accepted. Freight charges, if any, must be included in amount of
bid quotation. Bid all prices F.O.B. Dodge City Community College, 2501 North 14th Avenue, Dodge City, KS
67801-2399.
4. TAXES: Federal Excise and State Sales Taxes are not applicable on direct purchases of tangible personal property
made by the College. The applicable tax exemption number is shown on the purchase order. This exemption does
not apply to purchases of tangible personal property made by contractors who use the tangible personal property in
the performance of contracts for the improvement of College owned real property.
5. APPROVED EQUIVALENTS: items specified herein may be the particular brand of a manufacturer. Such designations
are made to indicate quality, style, and construction desired. If the statement “or equivalent” follows the specified
brand, a bidder may bid on any brand which meets or exceeds quality of items specified. On alternate items indicate
brand name bid and include full descriptive literature and detailed specifications. Any deviation from specifications
must be indicated. NO BID WILL BE CONSIDERED WITHOUT THIS TECHNICAL DATA.
6. BROCHURE: each bid must be accompanied by a brochure with descriptive statements to clearly present the quality,
style, construction, and general features of the item. Each picture must be clearly identified with the item.
7. SAMPLES: samples of items, when requested, must be furnished free of expense and if not destroyed, will upon request
be returned at bidder’s expense. Each individual sample must be labeled with bidder's name and item number.
8. BID DATE AND TIME: Sealed bids must be received in room 107 of the Administration Building on the Dodge City
Community College campus by 4:00 pm, Monday, July 22, 2019. Unless requested by Dodge City Community
College, submission of bid via email, must have prior approval from Centrals Stores/Purchasing Office. If approved,
please email bids to stores@dc3.edu by 4:00 pm. All bids received after that time shall be returned unopened or
deleted. The opening of bids will be at 10:30 am, Tuesday, July 23, 2019, in the Coronado Room of the Student
Union. This will be for tabulation purposes only. The awarding of bids will be made at a later date after formal action
by the Board of Trustees.
9. AWARDING CONTRACTS: as the best interest of the College may require, the Board of Trustees reserves the right to
reject any or all bids in whole or in part and to waive any technicality in bids received. Unit prices must be shown and
the Board may accept any item or group of items bid. Since the date of delivery may be a factor in the awarding of
bids, it is necessary that the bidder indicate the length of time that would be required by his company to make delivery
if awarded the contract. A “Purchase Order”, when furnished to the successful bidder, shall result in a binding contract
without further action by either party providing the bidder delivers their product within the specified time frame.
10. PAYMENT: payment will be made by the College after items awarded the vendor have been received, installed,
inspected, and found free of damage or defect. If re-orders are placed in smaller quantities and/or lesser weight
amounts than the original total bid order, the College will pay the cost of freight provided the company prepays the
shipment and adds the amount to the invoice.
11. NO BID: if no bid is being submitted, please mark page 1 “NO BID”, sign and return to the College. Bidder shall
indicate reason for “NO BID” on bid sheets.
SPECIAL CONDITIONS
Any or all of the special conditions that may vary from the preceding general conditions shall have precedence.
Bid price must include delivery, (uncrating, installation, assembly, and setting in place when applicable). The successful
bidder(s) must remove all cartons and packing materials if installation is performed on campus. The price quoted on this
request is to remain in effect on repeat purchases for 120 days from the date the initial order is placed by the College.
The College reserves the right to purchase in quantities greater or less than those specified on the Invitation to Bid.
Individual bid prices on each item are required and the College may purchase on an item basis.
Dodge City Community College is subject to the Cash-Basis Law (K.S.A. 10-1101 et seq.). This agreement is subject to
the provisions of the Cash-Basis Law. Dodge City Community college is obligated under this agreement only to pay
periodic payments or monthly installments under the agreement as may lawfully be made from (a) funds budgeted and
appropriated for that purpose during the College's current budget year or (b) funds made available from any lawfully
operated revenue producing source.
Please pay careful attention to K.S.A. 10-1116b regarding the conditions required for multi-year leasing agreements.
Each carton shall be marked with purchase order number if applicable. All equipment sold to the College shall be
sold at the risk of the seller until the same shall be inspected and accepted by the College.
Any questions concerning conditions and specifications should be submitted to:
Michael Webster
Director of Education Technology
Dodge City Community College
2501 North 14th Avenue
Dodge City, KS 67801-2399
Phone (620)227-9365
Email: MWebster@dc3.edu
Sincerely,
Andrew Nolan
Purchasing Office
Dodge City Community College
Encl: Specifications for BID# 20-002, DCCC information for BID# 20-002 and Business Reply Label for BID# 20-002
(Please mark with your return address)

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