Service Center Conference Room 121 AV & Broadcast Meetings

Agency: Stearns County
State: Minnesota
Type of Government: State & Local
NAICS Category:
  • 721110 - Hotels (except Casino Hotels) and Motels
Posted Date: Jan 7, 2020
Due Date: Jan 28, 2020
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Service Center Conference Room 121 AV & Broadcast Meetings

Mandatory Facility Walkthrough/ Q&A Session Date: Wed, January 15, 2020 at 9:00am Central Time
Stearns County Service Center
3301 County Road 138, Room 121
Waite Park, MN 56387

Vendor Questions Due: Friday, January 17, 2020 by 4:00pm Central Time
Questions submitted must be in writing or e-mail to:
jennifer.butkowski@co.stearns.mn.us
Procurement Office
3301 County Road 138
Waite Park, MN 56387

Proposal Due Date: Tuesday, January 28, 2020 by 2:00pm Central Time
Proposals submitted must be in writing or e-mail to:
jennifer.butkowski@co.stearns.mn.us
Procurement Office
3301 County Road 138
Waite Park, MN 56387

For complete information download:
Service Center Conference Room 121 AV & Broadcast Meeting RFP (PDF 636KB)
Appendix A (PDF 1.02MB)
Appendix B,C,D,E,F (PDF 3.60MB)
Cost Submission Page (PDF 97.0KB)

Attachment Preview

REQUEST FOR PROPOSAL
BY STEARNS COUNTY
FOR
Service Center Conference Room 121
AV & Broadcast Meetings
Mandatory Facility Walk-Through / Question & Answer Session
9:00AM CST – WEDNESDAY JANUARY 15, 2020
Stearns County Service Center
3301 County Road 138 – Conference Room 121
Waite Park, MN 56387
PROPOSAL DUE DATE: 2:00 PM Central Time – TUESDAY JANUARY 28, 2020
Service Center 121 AV Upgrade & Meeting Broadcasting
Page 1 of 32
Table of Contents
1. Introduction and Overview .......................................................................................................................................................................3
2. General Proposal Information and Requirements ...........................................................................................................................3
2.1. ... Proposal Process Timeline ............................................................................................................................................................ 3
2.2. ... Scoring / Evaluation Criteria.........................................................................................................................................................3
2.3. ... Proposal Response Check List ..................................................................................................................................................... 4
2.4. ... Preparation and Submission of Proposal................................................................................................................................4
3. Project Background......................................................................................................................................................................................8
3.1. ... About Stearns County.....................................................................................................................................................................8
3.2. ... Scope of Work Summary ............................................................................................................................................................... 8
3.3. ... High-Level Anticipated Department Outcome / Objectives ........................................................................................... 8
4. Overview of Your Company......................................................................................................................................................................9
4.1. ... Basic Business Information ........................................................................................................................................................... 9
4.2. ... Project Approach, Timeline, and Preliminary Design .......................................................................................................10
4.3. ... References / Qualifications / Project Examples ..................................................................................................................10
4.4. ... Key Personnel...................................................................................................................................................................................11
5. SUBMISSIONS ..............................................................................................................................................................................................11
6. Appendices....................................................................................................................................................................................................12
7. GENERAL TERMS AND CONDITIONS .................................................................................................................................................13
Service Center 121 AV Upgrade & Meeting Broadcasting
Page 2 of 32
1. INTRODUCTION AND OVERVIEW
Thank you for considering our Request for Proposal (RFP). The purpose of this RFP is to solicit a proposal from a
recognized audio-video business partner capable of providing Stearns County Administration and Information Services
departments with professional services for the audio-video design and implementation of upgraded conference rooms
and broadcasting capabilities at the County’s Service Center – located at 3301 County Road 138 Waite Park, MN.
2. GENERAL PROPOSAL INFORMATION AND REQUIREMENTS
This section contains information needed by the Offeror’s management and staff involved in contracts. Included are the
proposal process timeline, proposal response check-off list, and proposal preparation and submission guidelines. This
information is provided to assist you by specifying a list of deliverables and major milestones.
The County will be using the Competitive Sealed Proposal methodology for the procurement of the goods and services in
this RFP. Discussions, finalist presentations, and Request for Best and Final offer may be conducted with Offerors who
submit proposals determined to be reasonably susceptible of being selected for an award, but proposals may be accepted
without such discussions. By responding to the RFP, Offeror agrees with the terms and conditions of the contract.
2.1. Proposal Process Timeline
ACTION
ISSUE RFP
FACILITY WALKTHROUGH / Q&A
SESSION (MANDATORY)
DEADLINE FOR QUESTIONS
COUNTY RESPONSES TO QUESTIONS
PROPOSALS DUE
POSSIBLE SITE VISIT(S) TO REFERENCES
CONTRACT AWARD
DATE OF ACTION
TUESDAY JANUARY 7, 2020
9:00AM CST - WEDNESDAY JANUARY 15, 2020
FRIDAY JANUARY 17, 2020 by 4:00PM CST
TUESDAY JANUARY 21, 2020 by 4:30PM CST
2:00PM CST - TUESDAY JANUARY 28, 2020
EARLY FEBRUARY
MID-FEBRUARY
2.2. Scoring / Evaluation Criteria
Proposals will be evaluated on a weighted score basis. The following criteria will be used in the evaluation process to
determine the successful respondent:
Evaluation Criteria
Criteria
Section 4.1 – Basic Business Information
Section 4.2 – Project Approach and Preliminary Design
Section 4.3 – References / Qualifications / Experiences
Section 4.4 – Key Personnel
Costs (separate worksheet)
Points
Go / No-Go
35
20
20
25
Interviews and/or Reference Checks
Service Center 121 AV Upgrade & Meeting Broadcasting
Page 3 of 32
Short-listed firms may be asked to make a presentation to the selection panel. Reference checks will also be conducted as
part of the evaluation process.
2.3.
Proposal Response Check List
Submissions and deliverables identified in Sections 4 and 5
Pricing / Fees as a separate attachment (RFP cost worksheet)
2.4. Preparation and Submission of Proposal
Offeror Familiarization
It is the responsibility of the Offeror to completely understand all the contractual conditions, features, capabilities and
requirements set forth in this document.
Proposal Preparation
All proposals and their accompanying statements must be made in the fields provided by the County and included in this
RFPaudio-video and shall be considered as one document. All or nothing proposals shall be so noted.
Submission of Proposal
a) Each submitted proposal must:
i. Be submitted via email to Jennifer Butkowski (Jennifer.Butkowski@co.stearns.mn.us) with
“Service Center 121 AV Project” in the subject line
ii. Submit pricing as a separate attachment.
iii. Must be received by 2:00 pm CST January 28th, 2020
iv. The opening is not public.
b) Costs for developing proposals are entirely the responsibility of the Offeror and shall not be
chargeable to the County.
c) The proposal must be made out and signed in the firm name or corporate name of the Offeror and
must be fully and properly executed and signed by an officer or other authorized representative.
d) Proof of authority of the person signing the proposal shall be furnished upon request. If the Offeror is
corporate, a secretarial certificate of an excerpt of the corporate minutes, showing that the signing
officer has authority to contractually obligate the corporation, shall be furnished. Where the
corporation has designated an attorney-in-fact, the ordinary power of attorney should be furnished. If
the Offeror is a partnership, a letter of authorization shall be furnished, signed by one of the general
partners. If the Offeror is a proprietor, and the person signing the proposal is other than the owner, a
letter of authorization signed by the owner shall be furnished.
e) Multiple submissions will be allowed. Separate proposal submission must be submitted for each
alternate proposal.
Rejection of Proposals
A proposal may be rejected for the following reasons:
f) If the Offeror fails to satisfy the County that said Offeror is properly qualified to carry out the
obligations of the agreement.
Service Center 121 AV Upgrade & Meeting Broadcasting
Page 4 of 32
g) If the proposal contains conflicting, false, or misleading statements or provides references that
contradict or do not support an attribute or condition contended by the Offeror.
h) If there are any omissions, additions, conditional proposals, irregularities or prices that are obviously
in error.
i) If the proposal contains an alteration or erasure of any price which is used in determining the lowest
responsible proposal, unless the alteration or erasure is crossed out and the correction thereof printed
in ink or typewritten adjacent thereto and initialed in ink by the person signing the proposal.
j) The County may waive any informalities or minor defects or reject any and/or all proposals or parts of
proposals in its complete discretion. All proposals shall be held firm until September 1, 2020.
Sole Interest
The Offeror will provide a sworn affidavit that no Offeror's employee has colluded with any County member to secure
the contract for the proposed system and shall signify that no Offeror employee or family member serves in a County
position which gives them any pecuniary interest in any contract for the proposed system. That, by submitting a
proposal, the Principal certifies that he/she nor anyone employed by the Offeror has divulged to, discussed with, nor
compared any proposal with any other Offeror or potential Offeror and has not colluded with any other Offeror or
parties to this competitive solicitation;
Addenda
County may modify these documents prior to the date fixed for submission of proposals by the issuance of one or
more addenda. Addenda will be numbered consecutively.
Identification of Offer
Offerors shall show brand name, trademark, catalog number, model, etc., as applicable, on the proposal covering their
proposed products.
Specifications
Any deviation from specifications must be clearly indicated by Offeror; otherwise, it will be considered that Offeror’s
proposal is in strict compliance and Offeror will be held responsible, therefore.
Fax Proposals
Fax proposals will not be considered.
Prices of Proposals
All prices shall be freight-on-board destination delivered to the County. Price reductions shall be granted whenever
they become effective. Offerors shall note on the proposal sheet if the proposal is all or nothing. The County reserves
the right to purchase proposed items using state contracts or elsewhere.
Modification or Withdrawal of Proposals
Proposals may be modified or withdrawn prior to the time set for the opening of proposals by submitting a written
request for its withdrawal to Jennifer Butkowski, Buyer, at the County’s address given in Paragraph 2.4.17. The Offeror
may submit the same, a new, or a modified proposal prior to the proposal opening time. No proposal may be
modified or withdrawn after the time set for proposal opening.
Service Center 121 AV Upgrade & Meeting Broadcasting
Page 5 of 32

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