RFP: Audio System Upgrade for Courtrooms 414 and 506

Agency: City of Omaha
State: Nebraska
Type of Government: State & Local
NAICS Category:
  • 238210 - Electrical Contractors and Other Wiring Installation Contractors
  • 334310 - Audio and Video Equipment Manufacturing
Posted Date: Jun 24, 2020
Due Date: Jul 15, 2020
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
Bid Documents: Please Login to View Page

Request for Proposal: Audio System Upgrade for Courtrooms 414 and 506

Opening Date: 11:00 a.m. CST on Wednesday, July 15, 2020

Contact Information: via email to bidquestions@douglascounty-ne.gov

Description: See Proposal Documents

Link to Documents: Proposal Documents ;

Attachment Preview

REQUEST FOR PROPOSAL TITLE
Audio System Upgrade for Courtrooms 414 and 506
OPENING DATE AND TIME
Wednesday, July 15, 2020, 11:00 a.m. CT
RELEASE DATE
Wednesday, June 24, 2020
PROCUREMENT CONTACT
Michelle Horton,
Assistant Purchasing Agent
On behalf of Douglas County, Nebraska, the Douglas County Purchasing Agent is issuing this Request
for Proposal for the purpose of selecting a qualified vendor to provide Audio System Upgrades for two
courtrooms.
Written questions are due no later than 4:00 p.m. CT, Tuesday, July 7, 2020, and should be emailed to
bidquestions@douglascounty-ne.gov. Vendor must include the Request for Proposal title in the subject
line.
Questions should be plainly labeled Questions for Audio System Upgrade for Courtrooms 414 and
506. The response to questions or any other clarifications will be provided solely through addendum
posted on the Douglas County Purchasing Department’s web site www.douglascountypurchasing.org no
later than Thursday, July 9, 2020.
Vendors may schedule a walk-through of the courtrooms in which the equipment will be installed. Walk-
through appointments should be scheduled by calling Mike Hanson at (402)444.7302.
NOTE SCHEDULE OF EVENTS IN RFP FOR ACTIVITY DATES AND TIMES.
Vendor should submit one (1) original, three (3) copies and two (2) electronic copies (flash drive) of their
entire proposal. Failure to submit the requested number of copies of the proposal will not automatically
preclude the proposal from being considered, but may be cause for rejection at the discretion of the
County.
Proposals must be submitted and received in the Omaha City Clerk’s Office by the proposal opening date
and time. All attachments must be completed and returned with proposal.
PROPOSALS MUST MEET THE FOLLOWING REQUIREMENTS TO BE CONSIDERED
VALID. PROPOSALS WILL BE REJECTED IF NOT IN COMPLIANCE WITH THESE
REQUIREMENTS.
A. Proposals must be received by the date and time of the proposal opening indicated above. No late
proposals will be accepted. No fax proposals will be accepted. Proposal should be delivered to:
Office of the Omaha City Clerk
1819 Farnam Street LC 1
Omaha, NE 68183
B. Proposals must meet all specifications, terms and conditions of this Request for Proposal (RFP).
C. The vendor’s proposal MUST be manually signed, in ink, and returned by the proposal opening|
date and time along with any other requirements as specified in the RFP in order to be considered for
an award.
D. Proposals must be in a sealed envelope/container and marked “AUDIO SYSTEM UPGRADE FOR
COURTROOMS 414 and 506.
E. A proposal may not be altered after opening. The proposal must stay in effect for ninety (90) days
after the closing.
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I. STANDARD CONDITIONS AND TERMS
SCOPE: These standard conditions and terms of the Request for Proposal (RFP) and acceptance apply in
like force to this inquiry and to any subsequent contract resulting there from.
PAYMENT: Payments to be made by Douglas County will be made by the responsible department.
COLLUSIVE BIDDING: The vendor’s signature on submitted Proposal is a guarantee that the prices
quoted have been arrived at without collusion with other eligible vendors and without effort to preclude
Douglas County from obtaining the lowest possible competitive price.
SPECIFICATIONS: Vendors must submit a proposal in accordance with the terms and conditions in
this Request for Proposal.
ALTERNATE TERMS AND CONDITIONS: Douglas County, at its sole discretion, may entertain
alternative terms and conditions which deviate from the Request for Proposal Requirements. Alternative
terms and conditions may be considered if overall contract performance would be improved but not
compromised, and if they are in the best interest of Douglas County. Alternative terms and conditions
must be submitted with the proposal and must be clearly identified and detailed in such a way that allows
such deviations to be fully evaluated. Alternative terms and conditions are discouraged and unless
explicitly accepted by Douglas County, are deemed to be rejected.
INSURANCE:
The successful vendor shall provide a certificate of insurance indicating (1) adequate workers’
compensation (statutory); (2) commercial general liability in an amount not less than $1,000,000 for any
person for any number of claims arising out of a single occurrence and not less than $5,000,000 for all
claims arising out of a single occurrence; and (3) property damage insurance in an amount not less than
$500,000; and naming Douglas County as an additional insured, except for Workers’ Compensation
policies/certificates, for the term of the agreement.
AWARD: All purchases, leases, or contracts which are based on competitive proposals will be awarded
according to the provisions in the Request for Proposal. Douglas County reserves the right to reject any
or all proposals, wholly or in part, or to award to multiple vendors in whole or in part. Douglas County
reserves the right to waive any deviations or errors that are not material, do not invalidate the legitimacy
of the proposal, and do not improve the vendor’s competitive position. All awards will be made in a
manner deemed in the best interest of Douglas County.
PERFORMANCE AND DEFAULT: Douglas County reserves the right to require a performance bond
from the successful vendor, not to exceed one hundred percent (100%) of the annual contract price, as
provided by law and without expense to the Douglas County. Otherwise, in case of default of the vendor,
Douglas County may contract the service from other sources and hold the vendor responsible for any
excess cost occasioned thereby.
NON-DISCRIMINATION: In accordance with the Nebraska Fair Employment Practice Act Neb. Rev.
Stat. §§48-1122, vendors agree that they nor any of their subcontractors shall discriminate against any
employee or applicant for employment, with respect to hire, tenure, terms, conditions or privileges of
employment because of race, color, religion, sex, disability, or national origin. The vendor guarantees
compliance with the Nebraska Fair Employment Practice Act, and breach of this provision shall be
regarded as a material breach of contract. The vendor shall insert a similar provision in all subcontracts
for services to be covered by any contract resulting from this Request for Proposal.
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DRUG POLICY: The vendor certifies that the vendor maintains a drug-free work place environment to
ensure worker safety and workplace integrity. Vendor agrees to provide a copy of its drug-free workplace
policy at any time upon request by Douglas County.
NEW EMPLOYEE WORK ELIGIBILITY STATUS (Neb. Rev. Stat. §4-108-114)
The Vendor is required and hereby agrees to use a federal immigration verification system to determine
the work eligibility status of new employees physically performing services within the state of Nebraska.
A federal immigration verification system means the electronic verification of the work authorization
program authorized by the Illegal Immigration Reform and Immigrant Responsibility Act of 1996, 8
U.S.C. 1324a, known as the E-Verify Program, or an equivalent federal program designated by the United
States Department of Homeland Security or other federal agency authorized to verify the work eligibility
status of a newly hired employee.
If the vendor is an individual or sole proprietorship, the following applies:
1. The vendor must complete the United States Citizenship Attestation Form, available on the
Department of Administrative Services website at www.das.state.ne.us.
2. If the vendor indicates on such attestation form that he or she is a qualified alien, the vendor
agrees
to provide the US Citizenship and Immigration Services documentation required to verify the
vendor’s lawful presence in the United States using the Systematic Alien Verification for
Entitlements (SAVE) Program.
The vendor understands and agrees that lawful presence in the United States is required and the vendor
may be disqualified or the contract terminated if such lawful presence cannot be verified as required by
Neb. Rev. Stat. § 4-108.
RESTRICTION AGAINST NON-COMPETE and NO-HIRE PROVISIONS
The Contractor may not utilize non-compete agreements, hiring restrictions, or any other methods
whatsoever designed to prevent continued employment/service delivery at the sites for Contractor
staff. In addition, Contractor may not utilize non-compete agreements, hiring restrictions, or any other
methods designed to prevent or restrict in any manner the ability of personnel to enter into any contractual
or employment relationship with any person or organization, including the County, which may provide
services of the nature described in the contract to the County at any time during the course of, or
following the termination of, the contract or any part thereof.
FEDERAL DEBARMENT OR SUSPENSION
Vendor must state in their submitted proposal whether vendor or its principals have been debarred or
suspended from Federal contracts. Vendor certifies by submission of proposal that neither it nor its
principals are presently debarred or suspended from participation in Federal contracts. If during the term
of the agreement the awarded vendor or any person engaged in performing this agreement becomes
debarred or suspended such Party shall notify the Douglas County immediately.
ASSIGNMENT AND DELEGATION: This Agreement is exclusive to the Parties and rights may not
be assigned nor duties delegated by either Party except on prior written consent of the other. Any
attempted assignment or delegation without such approval shall be void and shall constitute a material
breach of contract. Any and all additional fess, charges, costs or expenses, which result from an approved
assignment or delegation, shall be paid by the assigning/delegating Party.
Page 3 of 17
AWARD AND NEGOTIATIONS
The resulting contract from this RFP will be awarded to the Vendor who has been deemed responsible,
responsive to the requirements outlined herein, received the highest-ranking scores, and whose services
and/or products have been determined by the Selection Committee to be the most advantageous to the
County.
Such determination that identified the highest ranked proposer offering shall be based on the Selection
Committee’s resulting scores from the evaluation criteria set forth in the Project Description and Scope of
Work along with Vendors performance in any oral interviews conducted.
The County reserves the right to make an award based on the “written evaluation” without holding oral
interviews. Whereby, the scores from the “written evaluation” shall be the final ranking of the best
qualified proposer.
The County also reserves the right to seek additional information from Vendor such as, but not limited to,
additional oral interviews, demonstrations, written clarification, information, and research at various
stages of the process for the Selection Committee to make a final decision. All awards will be made in a
manner deemed in the best interest of the County.
The successful Vendor shall receive information from the County and/or meet with the County’s
Representative(s) to negotiate an initial detailed work plan, and finalize the scope of services and cost
proposal.
If the County is unable to arrive at an agreement with the top ranked proposer, the County retains the sole
right to move on to negotiations with the second (and then third, etc.) ranked proposer. Contract to be
executed will be based on a Cost Proposal/Fee Schedule with a “not to exceed total” for total expenditures
agreed upon in negotiations.
Page 4 of 17
II. SCOPE OF THE REQUEST FOR PROPOSAL
A. SCOPE
Douglas County Nebraska is issuing this Request for Proposal (RFP) to obtain proposals from qualified
vendors for Audio System Upgrade for Courtrooms 414 and 506. The vendor will be responsible for all
requirements and successful performance of this contract.
B. INQUIRIES
Any explanation desired by a vendor regarding the meaning or interpretation of any RFP provision or
questions must be submitted in writing via email to bidquestions@douglascounty-ne.gov, no later than
4:00 p.m. CT on Tuesday, July 7, 2020, and clearly marked “Questions for Audio System Upgrade
for Courtrooms 414 and 506. Vendor must include the Request for Proposal title in the subject line.
The response to questions or any other clarifications will be provided solely through addendum posted on
the Douglas County Purchasing Department’s web site www.douglascountypurchasing.org.
A brief oral presentation may be required after all written proposals have been received. A representative
from Douglas County will schedule the time and place for this presentation if necessary.
C. PRIME VENDOR RESPONSIBILITIES
The vendor will be required to assume responsibility for all contractual products and services offered in
this proposal whether or not the vendor performs them. Further, the County will consider the vendor to
be the sole point of contact with regard to contractual matters, including payment of any and all charges
resulting from the anticipated contract.
If any part of the work is to be subcontracted, responses to this proposal shall include a list of
subcontractors, including business name and address, telephone number, contact person and complete
description of work to be subcontracted. The County reserves the right to approve or disapprove
subcontractors at the time of award and throughout the contract period and to require the vendor to
replace subcontracts found to be unacceptable. The vendor is totally responsible for adherence by the
subcontractor(s) to all provisions of the contract.
D. TERMINATION
Douglas County may terminate the contract at any time if the vendor fails to carry out the terms or fails to
make substantial progress toward the fulfillment of the contract obligations.
In such event, Douglas County shall provide the vendor with thirty (30) days written notice of conditions
which endanger contract performance. If after such notice the vendor fails to remedy these conditions,
Douglas County may send a certified letter to the vendor for immediate cancellation of the contract. In
such event, Douglas County would receive a pro-rated portion of the value of the performance bond
depending on the value of the remaining portion of the contract.
E. UNAVAILABILITY OF FUNDING
Due to possible future reductions in County, State and/or Federal appropriations, Douglas County cannot
guarantee the continued availability of funding for this Agreement, notwithstanding the consideration
stated in this Agreement. In the event funds to finance this Agreement become unavailable either in full
or in part due to such reduction in appropriations, Douglas County may terminate the Agreement or
reduce the consideration upon notice in writing to Contractor. The notice shall be delivered by certified
mail, return receipt requested, or in person with proof of delivery. Douglas County shall be the final
authority as to the availability of funds. The effective date of such Agreement termination or reduction in
consideration shall be specified in the notice as the date of service of the notice or the actual effective date
of the County, State and/or Federal funding reduction, whichever is later. Provided, that reduction shall
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