Park Theater Lighting Rig Lift System

GENERAL SPECIFICATIONS

Each bidder must indicate his compliance with these specifications, by checking yes or no in each section of the specification.  Checking “YES” to that section will mean full compliance; checking “NO” will mean an exception is being taken.  All exceptions must be fully explained on a separate page titled “EXCEPTIONS”, giving reference to the page where the exception is taken.  Failure to comply with this requirement will result in bid proposal being rejected. 

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GENERAL SPECIFICATIONS

YES : NO

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INTENT: The intent of these specifications is to provide sufficient information to permit prospective bidders to make proposals on the lift system for existing lighting rig for the Park Theater.

Any materials shall meet the bid specifications.

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These specifications are intended as minimum requirements. However, it is recognized that each manufacturer has special features that make their product unique. Therefore, all bids will be considered, but every bidder must state, in detail, where his equipment fails to meet these specifications.  It is the intention of the buyer to purchase quality products and not necessarily the products with lowest initial cost. The equipment furnished shall conform to all industry safety standards.

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The manufacturer shall defend any and all suits and assume all liability for any claim against the purchaser for the user of any patented process, shall supply proof of product liability and facility insurance equal to or exceeding $1,000,000.00.  A copy must be submitted with the bid. 

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Bidder shall compute pricing less Federal and State taxes. It is understood that any applicable taxes will be added to the proposed prices, unless the purchaser furnishes appropriate tax-exempt forms.

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The purchaser will not consider any proposals which require advance payments for any portion of the project prior to its completion and final acceptance.

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Bids shall be addressed and submitted in accordance with the “Call For Bid Cover Letter”.  The words “Sealed Bid for Park Theater Lighting Rig Lift System”, the date, and bid opening time must be stated on the face of the bid envelope.

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It is bidders’ responsibility to see that their proposals arrive on time.  Late proposals, telegram or telephone bids WILL NOT be considered.   

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Required Site Visit:  Bidders must be familiar with the Park Theater facility. Bidders must visit the site before the bid window closes. Bidders may setup a site visit with the Park Theater manager Joe Harvey (931)506-2787 jharvey@mcminnvilletn.gov Bidders may visit the install site at the Park Theater at 115 W. Main St. McMinnville, TN 37110. Bidders may visit site as many times as necessary to thoroughly inform themselves regarding the existing area and equipment.  No plea of ignorance by the Bidder of conditions that exist, as a result of failure or omission on the part of the Bidder to make said investigations and visits, and/or failure to fulfill in every detail the requirements of this specification and documents promulgated therein, will be accepted as a basis for varying the requirements of the City or the compensation of the selected Bidder(s).

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Some items may have been specified by brand name or model number.  These have been carefully selected because of their reliability and availability of replacement locally.  To be responsive, items named shall be contained in bid proposals.

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No bid shall be considered unless the bidder can meet the special conditions stated herein. 

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PRICES AND PAYMENTS

All bid prices shall be F.O.B. destination on a delivered and accepted basis at

City of McMinnville

Att. City Recorder

101E. Main St.

McMinnville, Tennessee 37110.

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PAYMENT:

Upon completion of work and City’ satisfaction payment will be authorized.

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BID EVALUTATION:

The purchaser, Parks and Recreation Director AND Park Theater Manager, shall evaluate bid received and purchasing agent. This evaluation will be based as a minimum on the following criteria: 

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1. Commitment for expedient delivery.

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2. Commitment to the general conditions contained herein, including warranty. 

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3. Completeness of the proposal, i.e., the degree with which it responds to all requirements and requests for information contained herein.

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4. Manufacturing and delivery schedule.

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5. Contractor’s demonstrated capabilities and qualifications.

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6. Equipment supplier’s demonstrated capabilities and qualifications.   

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EXCEPTIONS TO SPECIFICATIONS:

Exceptions shall be referenced to the paragraph and page of these specifications where the item appears, and drawings or photographs and technical information about the exception shall be included.  Any exceptions may be considered during the evaluation process, and the decision shall be final.

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Proposals taking total exception to specifications will not be accepted.  

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The purchaser reserves the right to accept or reject any or all bids on  

such basis as purchaser deems to be in its best interest.

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CONTRACT AWARD:

The purchaser reserves the right to reject any or all bids deemed to be unresponsive.  The purchaser also reserves the right to waive any informalities, irregularities and technicalities in procedure.

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The purchaser reserves the right, before awarding the contract, to require a bidder to submit evidence of his qualification as may be deemed necessary.  Documentation which may be required if financial soundness, technical competency, and other pertinent qualifications of a bidder, including past performance (experience) with the purchaser.

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13

WARRANTY:

Manufacturer shall warrant all services, materials, and equipment for a period of one year from date of delivery to the purchaser.

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Under this warranty, manufacturers’ liability is limited to furnishing purchaser, without cost, parts and labor required replacing defective material or workmanship when there is no indication of misuse, neglect, improper maintenance, accident or overloading of apparatus. Defects shall be reported to seller in writing by the purchaser within the warranty period. Parts and labor will be supplied after inspection by any authorized agent of the manufacturer. Defective part(s) shall be returned pre-paid by purchaser to seller when requested.

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Warranty shall begin upon acceptance of the service and equipment by the purchaser.

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Copy of factory warranty(s) must be included in the bid.

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MATERIAL AND WORKMANSHIP:

All equipment furnished shall be guaranteed to be new and of current manufacture, to meet all requirements of these specifications, and to be in intended use condition at the time of delivery.

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All workmanship shall be of high quality and accomplished in a professional manner so as to ensure a safe and functional apparatus with an aesthetic appearance. All tools and materials for installation must be provided by installer.

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PARTS MANUAL:

Bidder shall furnish complete parts, maintenance and operator’s manual.

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DELIVERY:

Bidders shall bid delivery time based on number of calendar days from date

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OSHA, FEDERAL & STATE REGULATIONS:

All equipment shall meet OSHA requirements, Federal Noise Standards and State and Federal laws, and be ADA compliant. All bidders must meet State and Federal Labor Laws.

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GENERAL SPECIFICATIONS

“Iran Divestment Act” T.C.A. 12-12-101 et. Seq. – By submission of this bid each Bidder and each person signing on behalf of any Bidder certifies, and in the case of a joint bid each party thereto certifies as to its own organization, under penalty of perjury, that To the best of its knowledge and belief that each bidder is not on the list created pursuant to T.C.A. 12-12-106

BID SPECIFICATION

PARK THEATER LIGHTING RIG LIFT SYSTEM

The City of McMinnville Parks and Recreation Department will receive sealed bids for Lighting Rig Lift System. The following specifications describe the minimum requirements for the services, materials, and equipment expected. The material/equipment bid will be new, of current design and production models and available to the commercial market. Any additions, deletions or variations from the following specifications must be noted or the bid will be rejected. Standard items appearing in the manufacturer’s published specifications furnished by the bidder shall be included in the bid unless otherwise noted. One copy of the manufacturer’s published specifications shall be included with the bid

1.

LIFT SYSTEM SPECIFICATIONS

A. SYSTEM MUST BE CAPABLE OF RAISE AND LOWER EXSISTING LIGHTING RIG.

B. FEATURES:

1. Motor(s) must be synced so that the lighting rig can be lowered from a single location on the main floor of the theater.

2. Lighting rig should be capable of being lowered to an average person standing height.

3. Installer must include plans to keep video projector in its current operating location. Video projector must be able to be arranged in a manner that will allow the rig to be lowered to needed level and put back into regular operating location with minimal extra effort.

4. Hardwire DMX cable for lights should be run by installer, for connection to FOH lighting console.

5. Power and signal cable management in both raised and lowered position must be specified in proposal

C. Specifications

1. System should be attached via existing rigging points

2. System will be able to lift at least 600lbs

D. INSTALLATIONS:

A. System will be suspended via existing rigging points

B. Existing power drops will be used for powering lift motor(s) or installers will use existing power infrastructure to add additional power drops.

C. All operational and maintenance details will be shared with theater management and city maintenance dept.

D. Installation should be completed within a span of no more than 4 consecutive days.

E. All tools needed for installations (including lifts) will be provided by installer.

F. Installation should be completed within 30 days of the bid being awarded.