Stage, Sound and Light Production Bartlem Beats Summer Concert Series

Agency:	Town of Cheshire
State:	Connecticut
Type of Government:	State & Local
NAICS Category:	238210 - Electrical Contractors and Other Wiring Installation Contractors 512110 - Motion Picture and Video Production
Posted Date:	Jan 17, 2024
Due Date:	Feb 7, 2024
Bid Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

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TOWN OF CHESHIRE, CONNECTICUT

INVITATION TO BID

LEGAL NOTICE

TOWN OF CHESHIRE, CONNECTICUT

INVITATION TO BID

Stage, Sound and Light Production Bartlem Beats Summer Concert Series

The Town of Cheshire will receive sealed bids for stage, sound and light production for its summer

concert series at Bartlem Park until 11:00AM on February 7, 2024 at which time proposals will be

opened in public and read aloud.

The documents comprising the Invitation to Bid may be obtained from John Gawlak, Director of

Recreation, Cheshire Parks & Recreation, 559 South Main Street, Cheshire, CT 06410 during the

hours of 8:30 AM – 4:00 PM Monday through Friday or on the Town’s website,

www.cheshirect.org, under “Bids and Requests for Proposals.”

The Town of Cheshire reserves the rights to amend or terminate this Invitation to Bid, accept all or

any part of a proposal, reject all proposals, waive any informalities or non-material deficiencies in

a proposal, and award the proposal to the proposer that, in the Town’s judgment, will be in the

Town’s best interests.

TOWN OF CHESHIRE, CONNECTICUT

INVITATION TO BID FOR

Stage, Sound and Light Production

Proposal Number:

Proposal Opening Date:

Proposal Opening Time:

Proposal Opening Place:

2324-18

February 7, 2024

11:00am

Cheshire Town Hall, Room 207

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Overview: At this time the Cheshire Parks and Recreation Department is requesting

proposals for services for our 2024 Summer Concert Series at Bartlem Park. We are

anticipating four (4) concerts (Tentative Dates: Fridays TBA during July and August

between the hours of 7pm-9pm). The Town is seeking bids from qualified vendors to provide

a high-quality stage, lighting and audio system to accommodate crowds of around 3,000.

Additionally, vendor must provide qualified technicians to set up and operate all equipment.

Due to financial constraints, the department must balance a concert series with high production

value and a need for fiscal responsibility.

One (1) original and (2) copies of sealed proposals must be received in the Cheshire Town Hall,

Town Manager’s Office, Room 221, 84 South Main Street, Cheshire, CT 06410 by the date and

time noted above. The Town of Cheshire (the “Town”) will not accept submissions by e-mail or

fax. The Town will reject proposals received after the date and time noted above.

The documents comprising this Invitation to Bid may be obtained from John Gawlak, Director of

Recreation, Cheshire Parks & Recreation, Room 559 South Main Street, Cheshire, CT 06410 during

the hours of 8:30 AM – 4:00 PM Monday through Friday or on the Town’s website,

www.cheshirect.org, under “Bids and Requests for Proposals.” Each proposer is responsible for

checking the Town’s website to determine if the Town has issued any addenda and, if so, to

complete its proposal in accordance with the ITB as modified by the addenda.

Proposals must be held firm and cannot be withdrawn for sixty (60) calendar days after the opening

date.

The Town reserves the rights to amend or terminate this Invitation to Bid, accept all or any part of

a proposal, reject all proposals, waive any informalities or non-material deficiencies in a proposal,

and award the proposal to the proposer that, in the Town’s judgment, will be in the Town’s best

interests.

This Invitation to Bid (“ITB”) includes:

- Standard Instructions to Proposers

- Specifications

- Insurance Requirements

- Proposal Form

- Proposer’s Legal Status Disclosure

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- Proposer’s Certification Concerning Equal Employment Opportunities and Affirmative

Action Policy

- Proposer’s Non-Collusion Affidavit

- Proposer’s Statement of References

- Addenda, if any

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TOWN OF CHESHIRE, CONNECTICUT

STANDARD INSTRUCTIONS TO PROPOSERS

1. INTRODUCTION

The Town of Cheshire (the “Town”) is soliciting proposals for qualified vendors to provide a high-

quality stage, lighting and audio system to accommodate crowds of around 3,000. Additionally,

vendor must provide qualified technicians to set up and operate all equipment. This ITB is not a

contract offer, and no contract will exist unless and until a written contract is signed by the Town

and the successful proposer.

Interested parties should submit a proposal in accordance with the requirements and directions

contained in this ITB. Proposers are prohibited from contacting any Town employee, officer

or official concerning this ITB, except as set forth in Section 6, below. A proposer’s failure to

comply with this requirement may result in disqualification.

If there are any conflicts between the provisions of these Standard Instructions to Proposers and any

other documents comprising this RFP, these Standard Instructions to Proposers shall prevail.

2. RIGHT TO AMEND OR TERMINATE THE ITB OR CONTRACT

The Town may, before or after proposal opening and in its sole discretion, clarify, modify, amend

or terminate this RFP if the Town determines it is in its best interest. Any such action shall be

affected by a posting on the Town’s website, www.cheshirect.org, under “Proposals & RFP’s.”

Each proposer is responsible for checking the Town’s website to determine if the Town has

issued any addenda and, if so, to complete its proposal in accordance with the ITB as modified

by the addenda.

If this ITB provides for a multi-year agreement, the Town also reserves the right to terminate the

Contract at the end of the last fiscal year for which funds have been appropriated, and the Town

shall have no obligation or liability to the successful proposer for any unfunded year or years.

3. KEY DATES

Proposal Opening: February 7, 2024

Preliminary Notice of Award: February 14, 2024

Contract Execution: February 28, 2024

The Preliminary Notice of Award and Contract Execution dates are anticipated, not certain, dates.

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Stage, Sound and Light Production Bartlem Beats Summer Concert Series

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