Wolf Creek Expo Sound System

CITY OF GROVE
BID PACKET

Section I
Notice to Bidder

The City of Grove is soliciting bids for furnishing all labor, materials, equipment, and services required
to install a complete sound system for Wolf Creek Expo. All SEALED BIDS shall be marked "WOLF
CREEK EXPO SOUND SYSTEM" and must be received in the office of the City Clerk on or
before Wednesday, May 6, 2026, by 9:00 AM. Mail or hand deliver bids to City of Grove - 1201 NEO
Loop - Grove, OK 74344 - Attention City Clerk, Karyn Pesich. No electronic bids will be accepted. The
City of Grove reserves the right to reject any and all bids.

A site visit is required. Contact Dana Able, Wolf Creek Expo Director, 918-937-3552 to schedule
required site visit. Bid Packets including Bid Specifications are available at City Hall, 1201 NEO
Loop, Grove, OK and on the city's website www.cityofgroveok.gov

Karyn Pesich
City Clerk

Published in the Grove Sun April 14, 2026 and April 17, 2026.

Posted at City Hall and on the website www.cityofgroveok.gov on April 14, 2026 at 9 a.m. by Karyn
Pesich, City Clerk.

SEAL

CITY OF GROVE
BID PACKET

Section II
BID SPECIFICATIONS

The City of Grove is seeking bids for furnishing all labor, materials, equipment, and services required to
install a complete sound system for Wolf Creek Expo Center - 1601 Sunrise Blvd. Grove, OK.

Project: Wolf Creek Expo Audio System

Space Description
e Indoor main hall: approximately 350 ft long x 125 ft wide x 21 ft ceiling height
e Outdoor event areas: general coverage zones for audience areas
e Typical listening height: ~6 ft

Bidders must verify all measurements and conditions during the mandatory site visit.

Contractor Responsibilities
Conduct a mandatory site visit to verify field conditions.
e Design, supply, install, and commission a complete sound system.
e Provide all labor, materials, equipment, cabling, racks, and power management.
e Ensure the system meets the performance requirements specified below.

System Requirements
Indoor distributed audio system with pendant or ceiling-mounted speakers.
Subwoofer system for low-frequency reinforcement.
Outdoor loudspeakers rated for exterior use.
Professional amplification and digital signal processing.
Wireless microphone system with receivers and transmitters.
Wall-mounted control interfaces for zone and source control.
All loudspeakers shall be JBL; no substitutions allowed.

Performance Requirements
The system shall:

Provide uniform sound coverage throughout all audience areas.
Deliver clear and intelligible speech.

Support full-range music playback.

Be designed based on verified field conditions.

Deliverables
e Acoustic modeling showing coverage and performance.
e Equipment list, system layout drawings, and documentation.
e Training for Owner's staff on system operation.
e As-built drawings and manuals.

Acceptance
Final acceptance based on verified system performance, completed installation, and delivery of

documentation and training.

CITY OF GROVE
BID PACKET

Section IIL
Instruction to Bidders

A. SUBMISSION

All bids must be submitted in a sealed envelope marked: "WOLF CREEK EXPO CENTER SOUND
SYSTEM" and should include the bidder's name and address, bids will be received at:

Office of the City Clerk
City of Grove

1201 NEO Loop
Grove, Oklahoma 7434

The deadline to submit bids is MAY 6, 2026 AT 9 A.M.

If the bid is forwarded by mail, the sealed envelope containing the bid must be enclosed in another
envelope addressed to the City of Grove at the above address.

B. ACCEPTANCE OF BIDS
All bids shall "hold firm" after submission to the City for thirty (30) days.

The City reserves the right to reject any and/or all bids. The City reserves the right to accept the
lowest responsible bidder.

The City reserves the right to negotiate with the lowest and best bidder particular aspects of the
bid and/or related optional items.

Cc. BID SPECIFICATIONS
Bid Specifications are included in Section II of the Bid Packet.

D. ADDITIONAL INFORMATION
Additional information related to the project may be obtained by contacting:

Wolf Creek Expo Director, Dana Able
Phone: (918)-937-3552

E. FORMAT
All bids must be submitted in the format and utilizing the Bid Proposal provide in Bid Submission
Requirements.

CITY OF GROVE
BID PACKET

Section IV
Bid Submission Requirements

All bids must include the following information and must be submitted in the following order:

A. Bid Proposal
All bids must be submitted on the Bid Proposal, as provided in this section.

B. Non-Collusion Affidavit
A signed Non-Collision Affidavit, as provided in this section, must be submitted.

Cc. Proof of Insurance

The policies of insurance shall be executed by insurance or indemnity carrier authorized to do
business in the state of Oklahoma and shall in all respects conform to the required of the
Governmental Tort Claim Act, Title 51 Oklahoma Statutes Section 151 et seq. With liability limits
to be no less than the amount specified therein and with City to be an additional insured on all such
required policies of insurance.

D. Warranty Information

The bidder must provide all warranty information in this proposed bid. The bidder must also
provide the name and address of the nearest service location for the proposed bid item.

E. References,

The bidder must provide a minimum of three references of like jobs; municipalities preferred.

F. Contract
The successful bidder will be required to enter into a Contract with the City of Grove.

Failure to submit any of the items listed in this section may result in the rejection of the bid.

CITY OF GROVE
BID PROPOSAL

Proposal of (hereinafter called

"Bidder"), organized and existing under the laws of the State of ___, doing business
as *, to the City of Grove (hereinafter called "Owner").

In compliance with your Solicitation for Bids, Bidder hereby proposes to perform all labor
and supply materials not provided by the City of Grove.

By submission of this bid, each Bidder certifies, and in the case of a joint bid each party certifies
as to its own organization, that this bid has been arrived at independently, without consultation,
communication or agreement as to any matter relating to this bid, with any other Bidder or with any

competitor.

Bidder hereby agrees to fully complete the Sound System Installation project no later than 60 days after

the award of the bid.
BID SCHEDULE
Equipment |
Labor |
Materials
Total Bid Amount $

>

*Insert "a corporation", "a partnership" or "'an individual", as applicable.

NOTE: Bid must be submitted on Bid Proposal.

Bid submitted by:

Company Name.

Company Representative:

Signature
Title:

Bid submitted on this day of > 20

NON-COLLUSION AFFIDAVIT

STATE OF OKLAHOMA )
)
COUNTY OF )

, of lawful age, being first duly sworn upon oath, states

that (s)he is the agent authorized by the Bidder to submit the attached bid. Affiant further states that the
Bidder has not been a party to any collusion among bidders in restraint of freedom of competition by
agreement to bid at a fixed price or to refrain from bidding or with any State, County or City official or
employee as to quantity, quality or contract or in any discussions between bidders any State, County or
City official concerning exchange of money or other thing of value for special consideration in the letting

of a contract.

Affiant

Subscribed and sworn to before me this day of 220

Notary Public

My Commission Expires:

NOTE: This form must be submitted with the bid.

CITY OF GROVE
WOLF CREEK EXPO SOUND SYSTEM INSTALLATION

CONTRACT
This AGREEMENT made on this day of 20. by and between The City
of Grove, Oklahoma (hereinafter referred to as "Owner", and

(hereinafter referred to as "Contractor").

WITNESSETH:

WHEREAS, Contractor has the personnel, qualifications, training, experience, knowledge and equipment
to safely and efficiently design, furnish, install, and commission a professional sound system, and is
willing to provide such services to Owner;

NOW THEREFORE, in consideration of the mutual promises set forth herein and other good and valuable
consideration, the parties agree as follows:

1, Sound System Project.
The Contractor shall provide all labor, equipment, materials, tools, cabling, racks, and incidental items
necessary to design, supply, install, and commission a complete sound system (the "Work"), including
but not limited to:
Indoor distributed audio system with pendant or ceiling-mounted speakers
Subwoofer system for low-frequency reinforcement
Outdoor loudspeakers rated for exterior use
Professional amplification and digital signal processing
Wireless microphone system (receivers and transmitters)
e Wall-mounted control interfaces for zone and source control

.
.

All loudspeakers shall be JBL; no substitutions allowed.

The Work shall include coverage for:
Indoor main hall: approximately 350 ft x 125 ft x 21 ft ceiling height
Outdoor event areas for general audience coverage
e Typical listening height: approximately 6 ft

Bidders were required to verify all field measurements and conditions during the mandatory pre-bid site
visit. By entering into this Agreement, Contractor represents that it has satisfied itself as to all site
conditions and requirements necessary to perform the Work.

All Work shall be performed in accordance with the bid specifications attached hereto as Exhibit "A" and
incorporated herein by this reference. All Work shall be professional in quality and workmanship.

1.1 Contractor Responsibilities
Design, supply, install, and commission the complete sound system
+ Provide all labor, materials, equipment, cabling, racks, and power management
Ensure the system meets the performance requirements set forth below

1.2 Performance Requirements

The system shall:
+ Provide uniform sound coverage throughout all audience areas
Deliver clear and intelligible speech
Support full-range music playback

Detailed performance requirements are specified in Exhibit A.

1.3 Deliverables
Contractor shall provide:
Acoustic modeling showing coverage and performance
+ Equipment list, system layout drawings, and documentation
Training for Owner's staff on system operation
As-built drawings and operation manuals
Detailed deliverables are specified in Exhibit A.

The Contractor shall coordinate with the Owner for delivery scheduling and placement.

All Work shall be performed in accordance with the bid specifications, attached hereto as Exhibit "A" and
incorporated herein by this reference. All Work shall be professional in quality and workmanship and
shall herein be called the "Work." Any incidental equipment, supplies or labor necessary for completion
of the project as specified is the responsibility of the Contractor.

2. Payment.

Owner agrees to pay Contractor the sum of ($ ) for labor and
services required to perform the Work described herein. (Concrete material provided by Owner.)
Certificates for payment may be submitted on or before the first day of each month. Approval of such
payment requests shall be made by the Owner, in its sole discretion. Payments will be paid by the 30th of
the month.

3. Retainage.

The Owner shall pay 90% of the amount due the Contractor as approved on progress payments until 50%
of the work is complete. After 50% of the work is complete, and if the manner of completion of the Work
and its progress are acceptable to the Owner, the Owner may pay 95% of the amounts due to the Contractor
on progress payments.

If the deadline for completion of this project has passed, unless an extension of time has been requested
and approved, the Owner will withhold any further payments until the project is 100% complete and
accepted.

4. Expenses.

Contractor shall furnish, at its own expense, all labor, materials, equipment, tools, cabling, and system
components necessary to complete the Work.

Contractor shall not incur any obligation on behalf of Owner without prior written approval.

5. Insurance,

Before beginning the performance of its duties pursuant to the Agreement, Contractor shall procure and
maintain in full force Workers' Compensation Insurance and Commercial General Liability Insurance,
Commercial Auto Liability Insurance on an occurrence basis. Owner, its officers, agents, contractors,
employees and volunteers shall be named as additional insured on each policy except worker's
compensation. Coverage will be provided with the following limits of liability:

Workers' Compensation Liability $500,000
Commercial General Liability Insurance:
Bodily Injury and $200,000 each person/claimant
Property Damage Occurrence $1,000,000 in aggregate each occurrence
Commercial Automobile Liability $1,000,000 CSL

Contractor shall indemnify, to the extent permissible by law, hold harmless and defend the Owner from
and against any and all claims, actions, damages, liability and expenses including but not limited to, any
attorneys' and other professional fees and court costs, in connection with the Work.

6. Permits, Testing and Other Fees, and Compliance with all Laws.

Contractor is responsible for the cost of all permits, testing, and any other fees required to complete this
project, unless waived by the Owner. Contractor shall comply with all Federal, State and Local laws in
performance of the Work.

7, Personnel.
Contractor shall provide trained and experienced personnel. Contractor shall indemnify and hold Owner
harmless against any liability for any such payments for any and all personnel.

8. Construction Deadline and Penalty.

Contractor shall commence Work within fourteen (14) days of Notice of Award and shall fully complete
the Work within sixty (60) calendar days thereafter.

If the Work is not completed within this time, Contractor shall pay liquidated damages in the amount of
$100 per day for each day beyond the completion deadline until the Work is accepted by Owner.

Such damages shall be deducted from the final payment.

9. Acceptance
Final acceptance shall be contingent upon:

+ Verification that the system meets performance requirements

Completion of installation

Delivery of all documentation, training, and deliverables as specified in Exhibit A
Owner reserves the right to reject the Work if it does not meet specifications.

10. Clean-up
Contractor is responsible for clean-up and removal of all debris resulting from Contractor's Work. The
Owner reserves the right to expedite clean-up and/or debris removal if the Contractor does not