25-15 TerminalAudioSystem,051625 (1).pdf

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REQUEST FOR PROPOSAL

REQUEST FOR PROPOSAL #25-15

PROPOSAL DESCRIPTION: Terminal Audio Paging and Music System

ISSUE DATE: Friday, May 23, 2025

PROPOSALS DUE: Friday, June 20, 2025, 10:30AM CDT

MANDATORY MEETING: Friday, June 6, 2025, 1:30PM CDT

2 Airport Circle, Rockford IL, 61109

BID RESPONSES MUST BE RECEIVED NO LATER THAN THE PUBLIC BID OPENING DATE

AND TIME (LOCAL TIME) SPECIFIED ABOVE. BIDS WILL BE OPENED AND READ ALOUD

AT THAT TIME. LATE BIDS WILL NOT BE CONSIDERED.

TO ALL PROSPECTIVE CONTRACTORS/BIDDERS:

You are hereby invited to submit your bid for services to be furnished and delivered, to the address specified herein.

All bids may be received in sealed envelopes, or via BidNet.com electronically.

All bids are subject to staff analysis and Board approval. The Greater Rockford Airport

Authority (Authority) reserves the right to accept or reject any and all bids received and waive any and all technicalities.

Bids must be delivered prior to the bid opening date and time to:

Greater Rockford Airport Authority

60 Airport Drive

Rockford, IL 61109-2902

Direct any and all inquiries about this bid to rfp@flyrfd.com .

Pre-bid Meeting Y

Bid Bond Required N

Prevailing Wage Required Y mailto:rfp@flyrfd.com

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Instructions to Bidders

1.1 Proposal Preparation

Proposals may be submitted, in duplicate, on the blank Proposal Form furnished with these contract documents and shall conform to the terms and conditions set forth in the “Instructions to Bidders,” “General Terms and Conditions” and “Special Terms and Conditions” of the contract. Proposals may also be submitted through the BidNet electronic system on the Flyrfd.com web site. Proposals may be modified or withdrawn prior to the time specified for the opening of bids. Proposals shall be filled out legibly with all erasures, strikeovers and corrections initialed in ink by the person signing the proposal.

1.2 Proposal Execution

If the Bidder is a corporation, the President shall execute the proposal. In the event that the proposal is executed by other than the President, a certified copy of that section of the corporate by-laws or other authorization by the corporation, which permits the person to execute the proposal for the corporation, shall be submitted. If the Bidder is a partnership, all partners shall execute the bid, unless one partner has been authorized to sign for the partnership, in which case, evidence of such authority satisfactory to the Deputy Director/Finance & Administration shall be submitted. If the Bidder is a sole proprietor, the owner shall execute the document. A “Partnership” or “Sole

Proprietor” operating under an Assumed Name shall be registered with the Illinois County in which located, as provided in the Illinois Compiled Statutes, 805/ILCS 405/1.

1.3 Proposal Submission

The Greater Rockford Airport Authority must receive all proposals by the specified opening time of the proposal.

Proposals arriving after the specified time will not be accepted and will be returned unopened. All proposals may be submitted manually or in BidNet. Manual submittals must be in sealed envelopes with the following information explicitly shown (centered both vertically and horizontally on the envelope): name and address of bidder and proposal number. Further, the sealed envelope must be clearly marked “SEALED BID.” The Bidder shall be responsible for the delivery of the proposal before the date and hour set forth for the opening of proposals.

1.4 Electronic Proposal Submission

We are using BidNet as an electronic method to distribute and collect information pertaining to our proposals.

Registration may be done free of charge online, following instructions on Flyrfd.com, Administration, Bids. The electronic bid must contain all information related to the RFP as documents attached to the Proposal. Use the QR on the right to access the BidNet site.

1.5 Error in Proposal

Bidders are cautioned to verify their proposals before submission. Negligence on the part of the Bidder in preparing the document confers no right for withdrawal or modifications of the proposal after it has been opened. In case of error in the extension of prices in the bid, the unit price will prevail.

1.6 Variances and Deviations

Variances and deviations shall be described fully on the Proposal Form. In the absence of such statement, the proposal shall be considered as if submitted in strict compliance with all terms, conditions, and specifications; the Contractor shall be held liable. Contractors are cautioned to avoid making variances and deviations to the specifications, which may result in rejection of their proposal.

1.7 Reserved Rights

Greater Rockford Airport Authority reserves the right at any time and for any reason to cancel this Invitation to Bid, accept or reject any or all proposals or any portion thereof, or to accept an alternate proposal. The Authority reserves the right to waive any immaterial defects or irregularities in any proposal. The Authority may seek clarification from any Bidder at any time and failure to respond promptly is cause for rejection. The Authority has sixty (60) days to accept the RFP.

1.8 Interpretation or Correction of Bidding Documents

Bidders shall promptly notify the Authority no later than ten (10) days before proposal opening of any ambiguity, inconsistency or error, which they may discover upon examination of the documents. Interpretations, corrections and changes will be made by written addendum. Each bidder shall ascertain prior to submitting a bid that all addenda have been received and acknowledged in the proposal. Oral explanations will not be binding.

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Instructions to Bidders

1.9 Incurred Costs

The Authority will not be liable for any costs incurred by Bidders in replying to this Invitation to Bid.

1.10 Basis of Award

It is the intent of the Authority to award a contract to the most appropriate supplier meeting specifications. Further, the

Authority reserves the right to determine the most appropriate supplier in any way determined to be in the best interests of the Authority. Award will be based on the following factors (where applicable): (a) adherence to all conditions and requirements of the bid specifications; (b) price; (c) qualifications of the bidder, including past performance, financial responsibility, general reputation, experience, service capabilities, and facilities; (d) delivery or completion date; (e) product appearance, workmanship, finish, taste, feel, overall quality, and results of product testing; (f) maintenance costs and warranty provisions; and (g) repurchase or residual value.

1.11 Pre-Bid Conference

There will be a Mandatory meeting for potential contractors on Friday, June 5, 9:00AM CDT, at 2Airport Drive, our

Terminal Building, Rockford IL, 61109. All equipment currently in place will be available for a cursory inspection in order to prepare proposals.

1.13

End of Instructions to Bidders

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General Terms and Conditions

2.1 Non-Discrimination

Contractor shall comply with the Illinois Human Rights Act, 775, ILCS 5/1-101 et seq., as amended and any rules and regulations promulgated in accordance therewith, including, but not limited to the Equal Opportunity Clause, Illinois

Administrative Code, Title 44, Part 750 (Appendix A), which is incorporated herein by reference. Furthermore, the

Contractor shall comply with the Public Works Employment Discrimination Act, 775 ILCS 10/0.01 et seq., as amended.

During the performance of this Contract, the Contractor agrees that it shall not discriminate against any worker, employee or applicant, or any member of the public, on the basis of race, color, religion, sex, national origin, ancestry, age, marital status, physical or mental handicap, or sexual orientation. Upon request of the Authority, the Contractor also agrees to submit in writing an affirmative action plan demonstrating compliance with equal employment opportunity laws and policies. Contractor further agrees that this clause will be incorporated by the Contractor in all contracts entered into with suppliers or materials or services, sub-contractors and all labor organizations furnishing skilled, unskilled and craft union skilled labor, or any other person or organization performing services in connection with this Contract.

GRAA shall not discriminate on the basis of race, color, national origin, or sex in the award and performance of any

DOT-assisted contract or in the administration of its DBE program or the requirements of 49 CFR Part 26. GRAA shall take all necessary and reasonable steps under 49 CFR Part 26 to ensure nondiscrimination in the award and administration of DOT-assisted contracts. The GRAA DBE program, as required by 49 CFR Part 26 and as approved by DOT, is incorporated by reference in this agreement. Implementation of this program is a legal obligation and failure to carry out its terms shall be treated as a violation of this agreement. Upon notification to GRAA of its failure to carry out its approved program, the Department may impose sanctions as provided for under 49 CFR Part 26 and may, in appropriate cases, refer the matter for enforcement under 18 U.S.C. 1001 and/or the Program Fraud Civil

Remedies Act of 1986 (31 U.S.C. 3801 et seq.).

2.2 Title VI Solicitation Notice

The Greater Rockford Airport Authority, in accordance with the provisions of Title VI of the Civil Rights Act of 1964

(78 Stat. 252, 42 USC §§ 2000d to 2000d-4) and the Regulations, hereby notifies all bidders or offerors that it will affirmatively ensure that for any contract entered into pursuant to this advertisement, all disadvantaged business enterprises or airport concession disadvantaged business enterprises will be afforded full and fair opportunity to submit bids in response to this invitation and no businesses will be discriminated against on the grounds of race, color, national origin (including limited English proficiency), creed, sex (including sexual orientation and gender identity), age, or disability in consideration for an award.

2.3 Drug-Free Workplace

The Contractor agrees to provide a drug free workplace as provided for in the Drug Free Workplace Act, 30 ILCS

580/1, et seq.

2.4 Tax Exemption

The Greater Rockford Airport Authority is not subject to Federal Excise Tax. Per Illinois Compiled Statutes, 35 ILCS

120/2-5, the Greater Rockford Airport Authority is exempt from state and local taxes. Our exempt number is E9992-

3521-05.

2.5 Warranties

Contractor warrants that all services furnished hereunder will conform in all respects to the terms of this solicitation, In addition, Contractor warrants that said services are suitable for, and will perform in accordance with, the purposes for which they are purchased, fabricated, manufactured and designed or for such other purposes as are expressly specified in this solicitation. The Authority may bring to the attention of the Contractor any nonconforming or defective performance and require correction of the service at the time the defect is discovered, all at the Contractor’s risk and expense. Acceptance shall not relieve the Contractor of its responsibility.

2.6 Indemnification

Contractor agrees to indemnify, save harmless and defend the Greater Rockford Airport Authority, its agents, servants, Commissioners, and employees, and each of them against and hold it and them harmless from any and all lawsuits, U:\cgeiger\Bids\25-15 TerminalAudioSystem,051625.docx 5 of 18 claims, demands, liabilities, losses or expenses, including court costs and attorneys’ fees, for or on account of any injury to any person, or any death at any time resulting from such injury, or any damage to any property, which may arise or which may be alleged to have arisen, in whole or in part, out of or in connection with the work covered by this contract. The foregoing indemnity shall apply except if such injury, death or damage is caused directly and solely by the negligence or other fault of the Greater Rockford Airport Authority, its agents, servants, Commissioners, or employees or any other person indemnified hereunder. This indemnification obligation is not limited by, but is in addition to the insurance obligations, which may be contained in this contract. The provision of this paragraph shall not be waived.

2.7 Termination and Default

If delivery of acceptable rendering of services is not completed by the time promised, the Authority reserves the right, without liability, in addition to its other rights and remedies, to terminate the contract by notice effective when received by Contractor, as to stated services not yet rendered and to purchase services elsewhere and charge the

Contractor with any or all losses incurred. The Authority shall be entitled to recover its attorney’s fees and expenses in any successful action by the Authority to enforce this contract. Either party shall reserve the right to terminate the contract at no fault in writing with 60 days notice.

2.8 Royalties and Patents

Contractor shall pay all royalties and license fees. Contractor shall defend all suits or claims for infringement of any patent, copyright or trademark rights and shall hold the Authority harmless from loss on account thereof.

2.9 Regulatory Compliance

Contractor represents and warrants that the goods or services furnished hereunder (including all labels, packages and containers for said goods) comply with all applicable standards, rules and regulations in effect under the requirements of all Federal, State and local laws, rules and regulations as applicable, including the Occupational Safety and Health

Act as amended, with respect to design, construction, manufacture or use for their intended purpose of said goods or services.

Pursuant to Illinois Municipal Code 65 ILCS 5/11-42.1-1, by signing this bid the Contractor certifies that it is not delinquent in the payment of any tax administered by the Department of Revenue.

All contractor and subcontractors, by signing this bid, agree that all individuals assigned to the project(s) concerning this bid are in compliance with: (a) providing health and welfare and retirement benefits, (b) correctly classifying employees, and (c) meeting the minimum workers’ compensation requirements.

The Contractor certifies that they are not barred from bidding on this contract as a result of engaging in or being convicted of: (a) bid-rigging in violation of Section 3; or (b) bid-rotating in violation of Section 4, of the Illinois

Criminal Code of 1961, as amended [720 ILCS 5/33E-3 and 4].

2.10 Discounts

Prices quoted must be net after deducting all trade and quantity discounts. Where cash discounts for prompt payment are offered, the discount period shall begin with the date of receipt of a correct invoice or receipt or final acceptance of goods, whichever is later. The Authority is a member of Sourcewell, HGAC Buy, and OMNIA buying groups and welcomes any independent contract pricing.

2.11 Inspections

The Authority shall have the right to inspect any materials, components, equipment, supplies, services, or completed work specified herein. Any of said items not complying with these specifications are subject to rejection at the option of the Authority. Any items rejected shall be removed from the premises of the Authority and/or replaced at the entire expense of the Contractor.

2.12 References

To allow the Authority to evaluate the experience of the Contractor, as it relates to this purchase, the Contractor must submit a minimum of three (3) references of organizations that have provided similar services. Failure to include references may result in bid disqualification. References must be submitted on the Bid Form.

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2.14 Law Governing

This contract shall be governed by and construed according to the laws of the State of Illinois.

2.15 Conflict of Interest

Each bidder affirms, by submission of a response to this bid or Invitation to Bids, it has no interest and will not acquire any interest in any enterprise, project, or contract that would conflict in any manner of degree with the performance of the work, services, or goods to be provided hereunder. Bidder further affirms that no person having such an interest will be employed to perform any work or services under the contract, and that no employee of the GRAA is directly or indirectly interested in the bid or proposal for any reason of personal gain.

2.16 Prevailing Rate Wages

The awarded Contractor is required to pay all applicable wage rates as required and stipulated by Federal, State and

Local laws. The Authority requires Prevailing Rate Wages in accordance with the Illinois Prevailing Wage Act, 820

ILCS 130/.01 et seq. (“the Act”) to be paid as stipulated by the Authority’s annual Ordinance. The Act requires contractors and subcontractors to pay laborers, workers and mechanics performing services on public works projects no less that the “prevailing rate of wages” (hourly cash wages plus fringe benefits) in the county where the work is performed. For information regarding current prevailing wage rates, please refer to the Illinois Department of Labor’s rendering services under this contract must comply with all requirements of the Act, including but not limited to, all wage, notice and record keeping duties. Wage rates current as of August 15, 2024, can be found at:

Current Prevailing Rates (illinois.gov). It is required on this bid that the Contractor complies with all statutes, both Federal and State, governing payment of wages to employees. The Contractor certifies that by submitting their bid that they will pay the prevailing rate of wage in this area for the particular type of labor, in accordance with State of Illinois statutes and the Illinois Department of Labor. The Contractor and each Subcontractor shall keep and accurate record to show names and occupations of all workmen employed by them in connection to this RFP. The actual hourly wage paid to each shall be recorded. These records shall be open for inspection during all working hours to any authorized agent and any authorized agent of the Illinois Department of Labor.

The following clause shall be a part of this contract:

If during the course of this contract the Illinois Department of Labor revises the prevailing rate hourly wages to be paid under this contract for any trade or occupation, the prevailing rate of wage is available on the Department of

Labor official website. Contractor is directed to such website. Contractor shall have the sole responsibility and duty to ensure that the revised prevailing rate of hourly wage is paid by Contractor and all Subcontractors to each worker to whom a revised rate is applicable. Revisions to the prevailing wage as set forth above shall not result in an increase in the contract sum. The Contractor further certifies that all Subcontractors will comply with these same acts. If requested, bidders will submit to the Authority required information concerning the basic rate of wages per hour that they are either currently or will be paying for the particular type of trade required.

2.17 Prevailing Wage Reporting Burdens

Public Act 96-0437 requires all contractors and subcontractors working on a prevailing wage project to submit on a monthly basis a certified payroll to the public body in charge of the project. Any contractor or subcontractor who fails to submit a certified payroll or knowingly files a false certified payroll is guilty of a Class B misdemeanor. Such payroll records are public records subject to disclosure under the Freedom of Information Act.

End of General Terms and Conditions https://labor.illinois.gov/laws-rules/conmed/current-prevailing-rates.html

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Special Terms and Conditions

Summary of Requirements: GRAA is seeking proposals to enhance our paging and music audio systems in our terminal building. Functionality is our primary objective, with a quality system which can be operated by our personnel.

3.1 Pricing

The price quoted for each item is the full purchase price, including delivery to destination, installation of products, and all transportation and handling charges, premiums on bonds, material or service costs, labor, equipment and tools, patent royalties and all other overhead charges of every kind and nature.

Contractor personnel must be fully badged through the GRAA Badging office to access all areas of the terminal. The cost of this badging should NOT be included in your proposal. See Part E Attachment for Badging Application form, Part F for

Background Check information.

3.2 Scope of Work

• Quote to upgrade the entire overhead paging system with alternate for redundancy for the entire system

• Provide parts for new head end hardware and CPU to drive the system with the following requirements:

• The audio system should have the ability to loop messages or music on a 24/7 basis in specific areas as designated by the airport with the ability to override them for announcements throughout the entire facility.

• The system should have the ability to store customized messages or recording.

• Overhead pages shall have the ability to work with the airport terminal phone system.

• This system will have auto messaging to direct cars and baggage areas as requested.

• Provide and install all cables for the zoning of the system

• Provide and install new upgraded speakers in the ticketing area. This will lower the speakers from the ceiling down to the wall to a level that will optimize the sound in this area

• Provide and install exterior speakers along the entire canopy for complete coverage of the curbside area in front of the terminal.

• Provide and install new conduit pathways as needed for the speaker relocations of the new locations

• Provide all lifts to complete this work. Airport will not be responsible for providing any lifting equipment to the winning bidder.

• Add alternate of a redundant head end to ensure no downtime with the system

• Repair any damage as a result of removing current equipment

3.3 Warranty

Contractor will provide a one (1) year limited warranty on labor and workmanship only, beginning from date of completion on the installation, or the agreed upon warranty date as prescribed by the architect or engineer if applicable.

Contractor shall provide a copy of all the manufacturer’s warranty policies to the end user. All such material warranties shall be honored by the manufacturer, and the Contractor holds no responsibility for the enforcement of warranty claims for materials found to be defective by the manufacturer. This policy shall apply to manufacturers and products that the manufacturer’s representative of and for items purchased under contract between the Contractor and the end user.

3.4. Proposal

The Contractor will submit a proposal based on their best judgement of the needs of the Greater Rockford Airport

Authority. All proposals submitted will have varying products, specifications, and installation plans which will make a direct comparison between all proposals not dependent upon price only. GRAA will evaluate each proposal based on the expertise evident in the proposals, applicability to our site, previous references and projects of the supplier, and any other facts which may come up in our process of due diligence. Low Price will not be the only driver for this evaluation.

Previous projects successfully completed in the form of a executive summary will be helpful.

3.5 Mandatory Pre Bid Meeting

All Contractors who plan to submit a bid for this project MUST attend a pre-bid meeting. This will be held at the

Terminal Building, 2 Airport Circle, Rockford IL, 61109, on June 6 at 9:00 AM CDT.

End of Special Terms and Conditions

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Bid Form

PART A

Full Name of Bidder: _______________________________________________

Business Address: _______________________________________________

City, State, Zip: _______________________________________________

Telephone Number: _____________________ FAX: ____________________

Email: ________________________________________________

Contract Person: ________________________________________________

FEIN: ________________________________________________

The undersigned, being duly sworn, certifies that he/she is:

❑ The Owner/ ❑ a Member of the ❑ an Officer of the ❑ a Member of the

Sole Proprietor Partnership Corporation Joint Venture

Further, the Contractor declares that the only person or parties interested in this bid as principals are those named herein.

Further, the undersigned hereby certifies that they have read and understand the contents of this bid and agree to furnish at the prices shown any or all of the items above, subject to all instructions, conditions, specifications, warranties and attachments, including Addenda No. _______ and ________ issued thereto, except only to the extent that the Contractor has taken express written exception in this bid, hereto. Failure to have read all the provisions of this bid shall not be cause to alter any resulting contract or request additional compensations.

Further, by signing this bid document, the bidder hereby certifies that they are not barred from bidding on this contract as a result of a violation of either Section 33E-3 or 33E-4 of the Illinois Criminal Code of 1961, as amended.

Further, by signing this bid document, the Contractor hereby certifies that pursuant to Illinois Compiled Statutes, 65

ILCS 5/11-42-1, the Contractor is not delinquent in the payment of any tax administered by the Department of

Revenue.

Our State of Illinois Certification Number under the Fair Employment Practices Law is _____________.

❑ (check if applicable) We do not have a State Pre-Qualification Statement. In lieu thereof, we will make an application at 312.814.2432 within thirty (30) days from the date of this bid opening.

Further, the Contractor agrees to provide a drug free workplace as provided for in the Drug Free Workplace Act, 30

ILCS 580.1 et seq.

Authorized Signature: _________________________________________________

Typed/Printed Name: _________________________________________________

Title: __________________________________________________

Date: _________________________________

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Proposal Form

PART B

Initial Proposal Pricing of Services:

Pricing for all goods and services pertaining to this proposal $ ________________________

Scope of Work may change depending upon the review process between the chosen Contractor and GRAA

Staff. Negotiations may be reopened based on cost reviews of these scope changes.

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PART C

Contractor shall provide information on similar completed projects/timelines in the past. A more detailed scope of work for comparable projects completed may be attached to your proposal. Any experience in working with airports will be beneficial.

References

Company Name: ______________________________

Address: ______________________________

Contact Person: _______________________________

Telephone #: _______________________________

E-mail ______________________________

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PART D

Evaluation Criteria

Selection will be based upon the following criteria shown here. An overall team evaluation and ranking will be determined based upon this process. The overall highest ranked, responsible proposer may be awarded a contract if all other terms and conditions of the proposal are acceptable to GRAA and if in our best interest.

GRAA’s evaluation team may request written or oral clarifications of any offer received. However, we may, at its sole discretion, refuse to accept in full or partially the response to a clarification request provided. Proposers are cautioned that the evaluators are not required to request clarification;

therefore, all offers should be complete and reflect the most favorable terms. GRAA reserves the right to reject any and all offers when such rejection is deemed to be in our best interest.

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RFP 25-15, Terminal Audio System

Evaluation C on tra cto r 1

C on tra cto r 2

C on tra cto r 3

C on tra cto r 4

TO

TA

L

Points Per Category

Capability 350 0 0 0 0 0

Relevant Experience of firm 50

Specific Paging System Experience 100

Work plan and approach 200

Location of labor force 50

Estimate of time to completion 50

Material and tool availability 50

Proven concepts implemented successfully 50

References 75 0 0 0 0 0

Validity 25

Similar work 25

Timliness 25

Pricing 75 0 0 0 0 0

Total 500 0 0 0 0 0

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PART E: IDENTIFICATION BADGING APPLICATION

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PART F: BACKGROUND CHECK FOR BADGING

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Check List

RFP 25-15 Terminal Audio Paging and Music

System

Bid Due Date and Time Friday, June 20, 2025, 10:30 AM CDT

Bid Deposit/Bid Bond No

Prevailing Wage Yes

Performance Bond No

Mandatory Walk Through Friday, June 6, 9:00 AM CDT, at our Terminal, 2

Airport Circle, Rockford IL 61109

Please mark the sealed bid:

Name of Bidder

Address of Bidder

Bid Number

Title

“SEALED BID”

Return Bids to:

Greater Rockford Airport Authority

60 Airport Drive

Rockford, IL 61109

OR

File electronically through BidNet.com with all documents attached

Bid Results will be available on BidNet.com, or the GRAA Website.

End of Document