Kevin A. Sheppard, P.E.
Public Works Director
Timothy J. Clougherty
Deputy Public Works Director
Patrick Robinson, Chair
CITY OF MANCHESTER
Department of Public Works
November 12, 2021
REQUEST FOR PROPOSALS
Department of Public Works-Audio Video Upgrade
The City of Manchester Department of Public Works is soliciting proposals to
upgrade audio and video capabilities at their facility.
We understand substantial advancements have been made in component and
display technology and welcome the opportunity to entertain ‘optional’ upgrade
Conference Room 1 Largest conference area on 2nd floor w projector
Conference Room 2 2nd floor conference room with flatscreen
Conference Room 3 3rd floor conference room with flatscreen
Conference Room 5 3rd floor conference room with projector
1st floor cafeteria with projector and tv
The Department wishes to upgrade current equipment in order to allow for:
Increased system reliability and ease of use
2 way audio via zoom or other virtual platforms
Video to support virtual meetings
Integration with existing computer/AV as appropriate
External connectivity via multiple devices (existing function to remain)
Training and documentation of system components and operation must also be
The proposal should be delineated by conference room and enumerate all new
components as well as existing components to be integrated.
475 Valley Street • Manchester, New Hampshire 03103 • (603) 624-6444 • FAX: (603) 624-6487
E-mail: email@example.com • Website: www.manchesternh.gov
November 12, 2021
Documentation included with the proposal should include cutsheets of proposed
equipment along with a list of similar representative projects and references.
SCOPE OF SERVICES
Proposals must be for turnkey installation including all hardware, software,
and interconnections required for a complete and operable system.
Conference room 1 and the muster room should include incorporation of
existing speakers. The muster room should include the installation of ceiling
mounted array style microphone, PTZ camera, and additional speakers if/as
Four (4) hard copies and one electronic copy (PDF on a flash drive) of the
“Proposal” must be submitted to the Office of the Public Works at 475
Valley Street, Manchester, no later than 2:00 p.m. on December 9, 2021.
Interviews may be scheduled following receipt of proposals.
Any questions concerning this “Request for Proposals”. Or requests to
arrange a site visit, should be made through Susan Silva at (603) 624-6444
or firstname.lastname@example.org. All questions must be submitted in writing no
later than December 1, 2021.
CONDITIONS OF PROPOSAL
Insurance and Indemnification Requirements
The Consultant agrees to maintain in full force and effect:
Comprehensive General Liability insurance written on occurrence form,
including completed operations coverage, personal injury liability
coverage, broad form property damage liability coverage and contractual
liability coverage insuring the agreements contained herein. The minimum
limits of liability carried on such insurance shall be $1,000,000 each
occurrence and, where applicable, in the aggregate combined single limit for
bodily injury and property damage liability; $1,000,000 annual aggregate
personal injury liability.
Automobile liability insurance for owned, non-owned and hired vehicles. The
minimum limit of liability carried on such insurance shall be $1,000,000 each
accident, combined single limit for bodily injury and property damage.
November 12, 2021
Workers' Compensation insurance, whether or not required by the New
Hampshire Revised Statues Annotated, 1955, as amended, with statutory
coverage and including employer's liability insurance with limits of liability
of at least $100,000 for each accidental injury and, with respect to bodily
injury by disease, $100,000 each employee and $500,000 per policy year.
Professional Liability insurance covering negligent acts, errors or
omissions committed in connection with or arising directly or indirectly out
of the services being provided to the OWNER under this AGREEMENT. The
minimum limits of liability carried on such insurance shall be $1,000,000
each claim and $1,000,000 per policy year.
It shall be the responsibility of the CONSULTANT to ensure that any and all
subcontractors comply with the same insurance and indemnification
The Consultant, in submitting a proposal shall agree and so state in its
proposal that no person acting for or employed by the City, has a direct or
indirect financial interest in the proposal or in any portion of the profits
which may be derived therefrom.
Legal Structure and Authority
Each proposal shall include the legal name of the organization and a
statement as to whether or not it is a sole proprietorship, a partnership, a
corporation or any other legal entity. A proposal by a corporation shall
also give the state of incorporation and have a corporate seal affixed,
identify the principal place of business and any local office including
address and telephone numbers. Each proposal shall be signed by a
person legally authorized to bind the Consultant to a contract.
Compliance with Law
The Consultant shall be required to comply with all applicable provisions
of federal, state and local law both in its response hereto and in
provision of any services by the selected Consultant. Each proposal shall
include a statement indicating that the Consultant has read and
understood all conditions as outlined in the RFP.
Proposal Held Open
No Consultant shall be permitted to withdraw its proposal for a period of
sixty (60) days after the time and date of the submission of the proposal as
set forth in this document. All proposals shall remain valid and binding
for that period of time.
The Consultant whose proposal is selected for recommendation shall not
withdraw its proposal for an additional thirty (30) days after notice of
November 12, 2021
selection or recommendation. The selected Consultant shall execute a
contract for services within ten (10) days of being requested to do so.
City Reservation of Rights
The City reserves the right to accept any proposal, in whole or in part, to
negotiate further regarding any terms of the proposal to achieve the best
proposal as determined by the City at its sole discretion and to reject any
or all proposals for any reason whatsoever, should it be deemed in the
best interests of the City to do so.
Negotiation, if undertaken by the City, is intended to result in a contract
which is deemed by the City, in its sole discretion, to be in the City's best
interests. Any such negotiations will use the selected proposal as a basis
to reach a final agreement. Any and all such negotiations shall be binding
upon the Consultant.
The City reserves the right to include in the contract for services other
terms and conditions not specifically set forth here, including, but not
limited to, terms and conditions required by funding sources; and
additional work which may be identified subsequent to the starting date of
The City reserves the right to waive or disregard any informality,
irregularity or deficiency in any proposal received.
The Consultant submitting a proposal for this project, shall be aware of
all City requirements, including insurance coverages, pertaining to
contracting with the City for Professional Services and proposed fees
should reflect any costs in connection with these requirements.
The Consultant will be authorized to do work by being given a “Notice to
Proceed” by the Department which will include an approved schedule of
work, fees and completion dates. Work shall commence within seven (7)
calendar days of receipt of the “Notice to Proceed” and shall proceed
continuously to completion.
The City reserves the right to terminate the contract upon ten (10) days
written notice should the consultant fail substantially to perform in
accordance with the Agreement. In addition, the City reserves the right to
terminate the contract at any time or to reduce the Scope of Services in
order to be consistent with the availability of funds. In the event of
November 12, 2021
termination due to fault other than the Consultant’s, the Consultant
shall be paid his compensation for services performed to termination date.
PROPOSAL EVALUATION CRITERIA
Proposals shall be evaluated in accordance with the City Procurement
Code and the selection made based on demonstrated competence,
qualifications, and project approach for the services required. Factors
such as the following may be used in selecting a firm, but will not be limited
(a) Specific experience with similar projects.
(b) Background and experience of staff members who would be
assigned to the job.
(c) Availability, understanding, and approach to the work.
(d) Locality of firm and key personnel.
(e) Ability to communicate ideas.
(f) Ability to supply all of the major disciplines necessary to perform
(g) Qualifications of subcontractors/subconsultants.
(h) Conceptual design/project approach.
(i) Accuracy of the firm in estimating time and cost requirements.
(j) Responsiveness to requirements contained in the RFP.
(k) Financial capabilities of the firm.