New Cedar Rapids Tourism Website
| Agency: | City of Cedar Rapids |
|---|---|
| State: | Iowa |
| Type of Government: | State & Local |
| Posted Date: | Mar 2, 2024 |
| Due Date: | Mar 11, 2024 |
| Solicitation No: | PUR0124-184 |
| Bid Source: | Please Login to View Page |
| Contact information: | Please Login to View Page |
| Bid Documents: | Please Login to View Page |
Bid Information
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Contact Information
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PUR0124-184 Addendum 1
New Cedar Rapids Tourism Website
Issue Date: 2/12/2024
Questions Deadline: 2/26/2024 03:00 PM (CT)
Response Deadline: 3/11/2024 03:00 PM (CT)
Purchasing
Contact Information
Contact: Jessica Wilson
Address: Purchasing Services
City Hall
101 First Street SE
Cedar Rapids, IA 52401
Phone: (319) 286-5068
Email: j.wilson@cedar-rapids.org
Page 1 of 15 pages
Deadline: 3/11/2024 03:00 PM (CT)
PUR0124-184 Addendum 1
Event Information
Number:
PUR0124-184 Addendum 1
Title:
New Cedar Rapids Tourism Website
Type:
Request for Proposal
Issue Date:
2/12/2024
Question Deadline: 2/26/2024 03:00 PM (CT)
Response Deadline: 3/11/2024 03:00 PM (CT)
Notes:
Notice of Request for Proposal
Notice is hereby given that sealed proposals will be received electronically before
3:00 PM on Monday, March 11, 2024 , for the new Cedar Rapids Tourism
Website as requested by the City of Cedar Rapids Tourism Office . The City will only
accept bids submitted through the City’s Online E-Procurement portal system
(IonWave). Email, fax or hard copy Submittals are not acceptable.
Suppliers are solely responsible for correctly submitting their response into the
electronic system (IonWave). The City bears no responsibility for delays or errors in
submittal of response by the Supplier.
Proposals will be opened on Monday, March 11, 2024 at 3:00 PM CDT (our clock).
Proposals will be evaluated promptly after opening. After an award is made, a
proposal summary will be sent to all companies who submitted a proposal.
Proposal results will not be given over the telephone or prior to award. Proposals
may be withdrawn any time prior to the scheduled closing time for receipt of
proposals; no proposal may be modified or withdrawn for a period of sixty (60)
calendar days thereafter.
Billing Information
Address: Accounts Payable
PO Box 2148
Cedar Rapids, IA 52406-2148
Email: accountspayable@cedar-rapids.org
Bid Attachments
Scope of Services.pdf
Scope of Services.
Milestone Submission Form.pdf
Schedule of proposed milestones for partial payments.
Certificate to Obtain Insurance.pdf
Certificate to Obtain Insurance.
Insurance - 1 endorsement.pdf
Insurance Requirements.
RFP Contract T&C.pdf
Terms & Conditions.
Page 2 of 15 pages
Deadline: 3/11/2024 03:00 PM (CT)
Download
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PUR0124-184 Addendum 1
Local Preference.pdf
Local Preference Forms.
Requested Attachments
Ongoing Services Rates
(Attachment required)
Please attach your ongoing service rates.
Proposal Submittal
(Attachment required)
Please attach a pdf of your proposal here.
Milestone Submission Form
(Attachment required)
Please attach your proposed schedule of milestones for the project.
Certification Regarding Ability to Obtain Required Insurance
(Attachment required)
Please attach the completed Certification Regarding Ability to Obtain Required Insurance Form.
Buy Local Packet
Please attach completed Buy Local Packet if applicable.
Download
Page 3 of 15 pages
Deadline: 3/11/2024 03:00 PM (CT)
PUR0124-184 Addendum 1
Bid Attributes
1 INSTRUCTIONS TO PROPOSERS
Whenever used in this RFP the following terms shall have the meaning given as follows: City shall mean the City of
Cedar Rapids, Iowa. Consultant shall mean the firm providing the new Cedar Rapids Tourism Website for the Cedar
Rapids Tourism Office . Subconsultant shall mean any person, firm, or corporation who contracts with the
Consultant to perform a service for which the basis of payment or Scope of Services is identified as a part of this
RFP. Project Manager shall mean Angela Cox, Director of Marketing & Communications, who is the designated
coordinator and administrator for the Services under this project.
A company representative who is authorized to bind the Company will sign on behalf of the company to indicate to
the City that you have read, understand and will comply with the instructions and all terms and conditions stated in
this Request for Proposal and all attachments.
This Request for Proposal does not commit the City to make an award, nor will the City pay any costs incurred in
the preparation and submission of proposals, or costs incurred in making necessary studies for the preparation of
proposals.
Exceptions to Documents
The Proposer shall clearly state in the submitted proposal any exceptions to, or deviations from, the minimum
proposal requirements, and any exceptions to the terms and conditions of this RFP. Such exceptions or deviations
will be considered in evaluating the proposals. Proposers are cautioned that exceptions taken to this RFP may
cause their proposal to be rejected.
Silence of Specifications
Commercially accepted practices shall apply to any detail not covered in the specification and to any omission of
the specification. Any omission or question of interpretation of the specification that affects the performance or
integrity of the service being offered shall be addressed in writing and submitted with the Proposal.
Incomplete Information
Failure to complete or provide any of the information requested in this Request for Proposal, including references,
and/or additional information as indicated, may result in disqualification by reason of "non-responsiveness".
In the event of conflict, the Special Terms and Conditions shall take precedence over the Standard Terms and
Conditions, included herein.
Be advised that any conversations (in reference to this RFP) between bidders and any City employee, City official
or City Project Manager, outside of the Purchasing Services Division, during the entire competitive proposal process
is strictly prohibited. Such actions will result in removal of the Consultant from the vendors list and rejection of the
Consultant’s proposal. The ONLY official position of the City is that position which is stated in writing and
issued by the Purchasing Services Division. No other means of communication, whether written or oral, shall
be construed as a formal or official response statement.
2 FEDERAL FUNDING PROVISIONS
This Project is not federally funded.
Page 4 of 15 pages
Deadline: 3/11/2024 03:00 PM (CT)
PUR0124-184 Addendum 1
3 INSURANCE IS REQUIRED FOR THIS PROJECT
SERVICES SHALL NOT BEGIN UNTIL THE CERTIFICATE OF INSURANCE AND ALL ENDORSEMENTS ARE
RECEIVED AND APPROVED BY THE CITY.
At all times during the term of the Services and the Contract, and any extensions thereof, the Consultant shall
purchase, at its own expense, and maintain with insurance companies in good standing and acceptable to the City.
Such insurance will protect the Consultant from liability and claims for injuries and damages which may arise out of
or result from the Consultant’s operations under the Contract and for which the Consultant may be liable, whether
such operations are by the Consultant or by a Subconsultant or by anyone directly or indirectly employed by any of
them, or by anyone for whose acts any of them may be liable.
For the protection of the Consultant and the City, but without restricting or waiving any obligations of the Consultant
herein contained, the Consultant shall insure the risks associated with the Services and the Contract with minimum
coverages and limits as set forth in the Insurance Requirements Attachment.
4 SPECIAL TERMS AND CONDITIONS
Term of Contract
The initial term of the Contract shall commence on the date the City executes the Contract and shall end on
November 29, 2024.
The Contract may be extended by written mutual agreement by the City and the Consultant.
A Contract, prepared by the City and signed by the City Manager, shall become the document that authorizes the
Servicesto begin, assuming the insurance requirements have been met. Each section contained herein, the
attachments, and any addenda and the response from the successful Proposer shall also be incorporated by
reference into the resulting agreement.
The City reserves the right to make changes to the Servicesto be provided which are within the Project. No
assignment, alteration, change, or modification of the terms of the Contract shall be valid unless made in writing and
agreed to by both the City and the Consultant. The Consultant shall not commence any additional services or
change the scope of Servicesuntil authorized in writing by the City. Consultant shall make no claim for additional
compensation in the absence of a prior written approval and amendment of the Contract executed by both the
Consultant and the City. The Contract may only be amended, supplemented or modified by a written document
executed by the Consultant and the City Manager.
In accordance with the provisions and conditions of the Contract, Consultant shall freely enter into the Contract for
the purpose of providing Services to the City and to be compensated for the Services.
No price escalation will be allowed during the initial term of the contract. If it is mutually decided to renew beyond the
initial period and the Consultant requests a price increase, the Consultant shall provide sufficient written
certification and documentation to substantiate the request. Documentation shall include, but not be limited to;
actual materials invoices, copies of commercial price lists, provision of appropriate indices, which reflect said
increases. The City reserves the right to accept or reject price increases, to negotiate more favorable terms or to
terminate without cost, the future performance of the contract.
Payment Terms and Invoice Submittals
Payment terms for Services authorized under the contract shall be net forty-five (45) days upon receipt of an
acceptable original invoice and after Services is performed, inspected and accepted and all required documentation
and reports are received in a format acceptable to the City.
Invoices shall include the following information:
ꞏ Consultant name and address
ꞏ Date of Services
ꞏ City PO number
ꞏ Description of Services
ꞏ Milestone achieved
ꞏ The total amount being invoiced
ꞏ The Contract Number (RFP #PUR1024-184)
Surcharges (i.e. fuel surcharges, restocking) shall NOT be allowed to be added to invoices as an additional line
item.
Page 5 of 15 pages
Deadline: 3/11/2024 03:00 PM (CT)
PUR0124-184 Addendum 1
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See Also
Bid Information Type Request for Proposal FY24 Status Issued Number RFP24-10 (Professional Services
City of Iowa
Bid Due: 5/07/2024
Bid Information Type Request for Proposal FY24 Status Issued Number RFP24-10 Addendum 3
City of Iowa
Bid Due: 5/07/2024
Bid Number Bid Title Bid Type Bid Issue Date Bid Close Date/Time RFP24-10
City of Iowa
Bid Due: 5/07/2024