October 29, 2018
SUBJECT: NOTICE INVITING BIDS (RFQ) F-19-18
The City of San Bernardino (City) invites bids from qualified vendors for:
Police Station Audio/Visual System Upgrade
Parties interested in obtaining a copy of this RFQ F-19-18 may do so by accessing the
City of San Bernardino Web Page at www.sbcity.org > How Do I > Request> for Bids
> City Finance Department-Purchasing beginning October 29, 2018 or by faxing
their request to (909) 384-5043, attention Vanessa Slouka, Accounting Assistant.
Please include the following information in your request: name and address of firm;
name, telephone and facsimile number of contact person; specify RFQ F-19-18.
Copies of the RFQ may also be obtained by calling Vanessa Slouka at (909) 384-5346
or in person at Vanir Tower, 290 N. "D" St., 3rd floor, Finance Department, San
Bernardino, CA 92401.
From the issuance date of this Request for Bid until a Vendor is selected and the
selection is announced, Proposers are not permitted to communicate with any City staff
or officials regarding this procurement, other than during interviews, demonstrations,
and/or site visits, except at the direction of Vanessa Slouka, Accounting Assistant the
designated representative of the City of San Bernardino. Contact with anyone not
designated will result in elimination from the bid process.
Closing Date: Bids must be submitted before 3:00 PM, PST, November 13, 2018 at
290 North “D” Street, 1st Floor, Information Center, San Bernardino CA 92401.
Issuance of this RFQ and/or receipt of bids do not commit City to award a contract.
INSTRUCTIONS TO BIDDERS
City of San Bernardino, Finance Department
Bid Documents to Be Returned by Bidder
POLICE STATION AUDIO/VISUAL SYSTEM UPGRADE
Bidder Experience, Competency, Qualification and Profile (Vendor Document)
III Bid Content and Forms
Cost / Price Form (City Form) III Bid Content and Forms
Bidder Identification III Bid Content and Forms
Addendum Received (City Form) III Bid Content and Forms
120 Day Bid Validity Statement III Bid Content and Forms
Authorized Signatures (City Form) III Bid Content and Forms
References III Bid Content and Forms
Proper Identification and Submittal of Proposal/Bid Package, and Price Form
Instructions to Bidders
Copy of Manufacturer’s and/or dealer warranty and/or guarantee (if applicable) VI General
Bidders are requested to submit this checklist completed with all bid documents.
This list may not be reflective of all documents necessary for submittal.
I. INSTRUCTIONS TO BIDDERS
A. Pre-Bid Conference/Job Walk
A non-mandatory Pre-Bid Job walk will be held on November 7, 2018, at 10:00
A.M., we will meet at the Police Department Lobby 710 N. D St., San Bernardino,
Ca 92401. This meeting is to serve as a pre-bid review for prospective bidders.
B. Examination of Bid Documents
1. By submitting a bid, the Bidder represents that it has thoroughly examined
and become familiar with the items required under this RFQ and that it is
capable of quality performance to achieve the City's objectives.
2. The City reserves the right to remove from its mailing list for future RFQs,
for an undetermined period of time, the name of any Bidder for failure to
accept a contract, failure to respond to two (2) consecutive RFQs and/or
unsatisfactory performance. Please note that a “No Bid” is considered a
Any City changes to the requirements will be made by written addendum to this
RFQ. Any written addenda issued pertaining to this RFQ shall be incorporated
into the terms and conditions of any resulting Purchase Order. The City will not
be bound to any modifications to or deviations from the requirements set forth in
this RFQ as the result of oral instruction.
2. Submitting Requests
a. All questions, clarifications or comments shall be put in writing and
must be received by the City no later than 3:00 PM, November 8,
2018 and emailed or faxed to:
b. The exterior envelope or email Subject line of all requests for
clarifications, questions and comments must be clearly labeled,
“Not an Offer.” The City is not responsible for failure to respond
to a request that has not been labeled as such.
c. Inquiries received after 3:00 PM November 8, 2018 will not be
3. City Responses
Responses from the City will be communicated in writing to all recipients
of this RFQ, by a posting to our website, www.sbcity.org by the close of
business November 9, 2018.
For automatic electronic notifications, please visit our Homepage and
register for SB Connect. If you are not registered for SB Connect, you
may view or download any Addenda at www.sbcity.org > How Do I >
Request> for Bids > City Finance Department-Purchasing.
D. Submission of Bids
1. Date and Time
All bids are to be submitted to the City of San Bernardino, Attention:
Vanessa Slouka, Accounting Assistant, BEFORE 3:00 PM, PST,
November 13, 2018, bids received at or after 3:00 PM will be rejected
by the City as non-responsive.
Bids shall be addressed as follows:
City of San Bernardino
290 N. D St. 3rd Floor
San Bernardino, CA 92401
Bids may be delivered in person to the 1st floor of the above address,
3. Identification of Bids
Bidder shall submit a SEALED bid package consisting of:
a) one (1) signed original of Quote and Price Form
b) two (2) copies of each
The bid package shall be addressed as shown above, bearing the
Bidder’s name and address and clearly marked as follows:
“Police Station Audio/Visual System Upgrade”