Theater Lighting and Sound System Maintenance and Repairs

Agency: Cobb County School District
State: Georgia
Type of Government: State & Local
NAICS Category:
  • 238210 - Electrical Contractors and Other Wiring Installation Contractors
Posted Date: Apr 14, 2020
Due Date: Apr 21, 2020
Solicitation No: Q2020027
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Contact information: Please Login to View Page
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BID# NAME STATUS DUE DATE/ TIME DOCUMENTS ADDITIONAL INFORMATION PROCUREMENT CONTACT UPDATED
Q2020027 Theater Lighting and Sound System Maintenance and Repairs Open 4/21/2020
3:00 PM
Solicitation Wendy Bell 04/14/20

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One Team, One Goal: Student Success
PROCUREMENT SERVICES DEPARTMENT
514 Glover Street
Marietta, GA 30060
Telephone: (770) 426-3300
www.cobbk12.org
Attn: Vendors
From: Wendy Bell
Email: wendy.bell@cobbk12.org
Date: April 14, 2020
Phone: 770-426-3333
Request for Quote (RFQ) Q2020027
For
Theater Lighting and Sound System Maintenance and Repairs
Due Date/Time/Location for Quote Response: Please email to wendy.bell@cobbk12.org by
3:00 PM, ET on April 21, 2020.
Delivery Location for Product/Service: Various Cobb County School District facilities.
The Cobb County School District (CCSD) Procurement Services Department General Terms and
Conditions are hereby acknowledged, understood, and agreed to by the parties and are hereby
fully incorporated into the solicitation document and the resulting contract. Refer to the CCSD
Procurement Services website for the complete General Terms and Conditions. Go to
www.cobbk12.org. From this screen, select Departments, choose Procurement Services and find
the link to General Terms and Conditions on the right hand side of the page.
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RFQ Q2020027, Theater Lighting & Sound System Maintenance & Repairs
COBB COUNTY SCHOOL DISTRICT
MARIETTA, GEORGIA
PROCUREMENT SERVICES DEPARTMENT
The Special Terms and Conditions are customized specifically to this solicitation. Taking exception to
these terms and conditions or submitting conflicting language may be cause for rejection of vendor’s
response.
Should these Special Terms and Conditions be in conflict with the General Terms and Conditions, the
Special Terms and Conditions will control.
1.0 PURPOSE
This Request for Quote (RFQ) has been developed to provide a means for the Cobb County School
District (CCSD) to purchase preventive maintenance and repair services for theater lighting and
sound systems located throughout the CCSD on an as needed basis. Equipment and parts may also
be purchased on an as needed basis. It is the intent of the CCSD to award to multiple vendors.
2.0 SCOPE OF WORK
2.1 The preventive maintenance service (PM) will include the following:
2.1.1
2.1.2
2.1.3
2.1.4
2.1.5
2.1.6
2.1.7
Cleaning the theater sound and lighting equipment.
Inspection of both sound and lighting equipment.
Inspection of stage light rigging of various manufacturers at CCSD High and Middle
schools. Vendor must submit inspection report to the Maintenance Department
and if needed, quote per contract pricing to repair any issues found during
inspection.
Perform complete operational check of sound and lighting equipment.
PM checklist showing all the items above must be provided to the Maintenance
Department.
PM checklist should also include any non-operational or defective items that need
to be replaced, as well as a price quote for the repairs and/or replacement.
PM checklist must accompany the invoice for the PM work and the warranty
information on all parts and labor. The Maintenance Department will review any
repairs that are needed and either approve or deny the additional repairs before
any work is done.
2.2 The repairs may include but are not limited to the following:
2.2.1
2.2.2
2.2.3
2.2.4
2.2.5
2.2.6
2.2.7
Repair dimmer board.
Repair dimmer rack and modules.
Repair remote dimmer stations.
Replace control cables.
Replace or repair light fixtures.
Repair soundboard and equipment relating to sound system.
Repair equipment relating to light/sound systems not listed previously.
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RFQ Q2020027, Theater Lighting & Sound System Maintenance & Repairs
COBB COUNTY SCHOOL DISTRICT
MARIETTA, GEORGIA
PROCUREMENT SERVICES DEPARTMENT
2.2.8 After each repair service visit, the vendor shall provide the Maintenance
Department with a written report that includes a minimum of the following:
2.2.8.1 Detailed summary of repair work performed.
2.2.8.2 Summary of additional work required or recommended.
2.2.8.3 Warranty information on all parts and labor.
2.3 Purchase of new equipment and parts on an as needed basis.
2.4 Vendor must contact the Maintenance Department for approval before performing any
work (PM or repairs) and ordering parts.
2.5 Vendor must furnish all labor, materials, equipment and tools necessary to complete the
work.
2.6 Normal working hours will be Monday thru Friday, excluding CCSD holidays, 7:00 AM
through 5:00 PM ET.
2.7 Vendor must be able to provide services twenty-four (24) hours a day, seven (7) days a
week.
2.8 Vendor must respond to all non-emergency calls by having a technician on-site at the
CCSD location within twenty-four (24) hours of notification and quote per contract pricing
to repair any issues.
2.9 Vendor must respond to all emergency calls by phone within two (2) hours of notification
and quote per contract pricing to repair any issues.
2.10 Trip charge is not applicable to subsequent mobilizations for a single repair. CCSD will only
pay one trip charge per repair request.
2.11 In the event an awarded vendor cannot address/meet the CCSD’s needs within five (5)
working days from work request; CCSD reserves the right to consider the next lowest
responsive bidder.
3.0 COMMUNICATIONS WITH CCSD STAFF
All communications concerning this RFQ must be submitted in writing to the CCSD Procurement
Services Department. Email to Wendy Bell at wendy.bell@cobbk12.org is the preferred method
of communication. Only written questions submitted via email will be accepted. No response
other than written, distributed by the Procurement Services Department, will be binding upon
CCSD. The Procurement Services Department, in its discretion, may call upon user departments
for clarification in their area of expertise.
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RFQ Q2020027, Theater Lighting & Sound System Maintenance & Repairs
COBB COUNTY SCHOOL DISTRICT
MARIETTA, GEORGIA
PROCUREMENT SERVICES DEPARTMENT
4.0 SUBMISSION OF RESPONSES
4.1 All responses submitted become the property of the CCSD and are subject to the applicable
open records policies and laws.
4.2 Submit the following documents with your response:
4.2.1
4.2.2
4.2.3
4.2.4
4.2.5
4.2.6
Vendor Questionnaire
IRS W-9 Form
Georgia Security and Immigration Compliance Act Forms
Disclosure of Lobbying Activities Form (if applicable)
Acknowledgement and Agreement Form
Completed Quote Form (Page 14)
5.0 COST
5.1 Unless specifically consented to in writing by CCSD, prices must remain firm for a period of
one year from the award date, or for any renewal period, under the same terms and
conditions as the RFQ. The CCSD reserves the option to renew any contract award at its
sole discretion.
5.2 Quantities/amounts shown in this RFQ are estimates. Vendors are advised that the actual
number purchased/required may vary from those in the RFQ, depending upon the needs
of the CCSD and the availability of funds.
5.3 Quotes that contain minimum order amounts will not be accepted unless called for in the
solicitation document.
5.4 Pricing must be submitted on the Quote Form included within this document as requested,
without conditions, unless called for in solicitation document.
5.5 For Goods: Quotations must include any and all delivery and/or installation charges.
Delivery and/or installation requirements will be as specified in the solicitation document.
5.6 Prompt payment discounts will be considered for the purposes of quote evaluation and
award.
5.7 The CCSD does not pay late payment fees
5.8 FEE STRUCTURE FOR ADDITIONAL ITEMS - Within this document, CCSD has attempted to
anticipate and identify all items that may be needed under this contract throughout the
length of the award period. In the event CCSD has failed to include an item(s), responding
vendors are asked to provide a fee structure for additional, related items and parts that
may be purchased during the award period. Vendors are to identify the pricing source and
the associated fee structure in the space provided on the Quote Form. Some example
responses are: X% discount below MSRP; X% discount below published catalog pricing;
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RFQ Q2020027, Theater Lighting & Sound System Maintenance & Repairs
COBB COUNTY SCHOOL DISTRICT
MARIETTA, GEORGIA
PROCUREMENT SERVICES DEPARTMENT
Cost plus X% mark-up. Upon request, awarded vendor must be able to provide
documentation verifying appropriate discounts are granted throughout the contract. CCSD
reserves the right to conduct periodic random audits of fair market value, etc. to ensure
price granted is reasonable and accurate.
5.9 HOURLY RATE FOR ADDITIONAL SERVICES - Within this document, CCSD has attempted
to anticipate and identify all services that may be needed under this contract throughout
the length of the award period. In the event CCSD has failed to anticipate all service needs,
responding vendors are asked to provide a fee structure for additional, related services that
may be needed during the award period. Vendors are to provide an hourly rate in the space
provided on the Quote Form. If awarded the contract, this fee would then apply to service
needs that may be identified at a later date. If there are different rates, please provide
any/all rate information.
6.0 INSURANCE REQUIREMENTS
6.1 Commercial General Liability with limits of at least $1 million. Coverage must include
products and completed operations with reporting of claims on occurrence basis.
6.2 Commercial Auto Liability with limits of at least $1 million.
6.3 Umbrella Coverage in excess of GL and Auto of at least $2 million.
6.4 Statutory Workers' Compensation
6.5 Employer's Liability of at least $100,000.
6.6 Vendor’s insurance carrier must have financial size category of at least V.
Cobb County School District must be named as an additional insured on all applicable policies. The
insurance carriers should be licensed to do business in the state of Georgia. The carriers must have
an AM Best rating of A- or higher.
Please Note:
Signing of Acknowledgement and Agreement signifies that vendor complies with
insurance requirements as specified.
Proof of Insurance is not required with submission of quote but must be available upon
request (including during the evaluation process). CCSD will require proof of insurance
before issuance of Award Letter/Contract.
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