252763FB_Solicitation_Documents.pdf

INVITATION FOR BIDS (“IFB”) - PART I

IFB Part I Revised 10/11/23 Page 1 of 5

IFB #: 252763FB

IFB TITLE: BROADCAST AND AUDIO VISUAL (AV) SYSTEM INSTALLATION, SERVICE,

& SUPPORT

1.0 PURPOSE

Sarasota County (“County”), a political subdivision of the State of Florida, will receive bids on the date indicated in OpenGov Procurement (“OpenGov”), the County’s electronic procurement portal, for the purpose of selecting a Contractor to provide installation, preventative maintenance inspection (PMI), repair, and support services for broadcast and audio visual (AV) equipment as stated herein.

Bidders are required to comply with Part II, Scope of Services.

OpenGov is located at https://procurement.opengov.com/portal/scgov

2.0 BIDDER

2.1 For the purpose of this IFB, the term “Bidder” (also identified as “Offeror”) is defined as the legal entity submitting a bid and/or identified on the electronic bid submittal.

2.2 Bidders intending to submit a bid as a joint venture with another company must provide documentation attesting to the formation of that joint venture with their bid submittal. For purposes of this solicitation, all vendors who make up the joint venture will be considered together as the Bidder.

2.2.1. Bidders proposing to engage in construction contracting as a joint venture or partnership must apply for registration with the State of Florida, Department of Business and Professional Regulation and any other state or local licensing agencies, as required by Florida State Statute 489.119, prior to the date bids are due.

3.0 QUALIFICATIONS

3.1 Required Experience

3.1.1. Bidder must provide references demonstrating each type of service below within the past five (5) years preceding the submission deadline in OpenGov. A minimum of two (2) references are required.

a. PMI of AV equipment

b. Installation of new AV equipment

c. Repair services for AV equipment

d. Technical support services for AV equipment https://procurement.opengov.com/portal/scgov

IFB Part I Revised 10/11/23 Page 2 of 5

3.1.2. At least one (1) reference must be from a government entity.

3.1.3. Each of the above services in Section 3.1.1 a. - d. must be demonstrated 2 times among the references provided.

3.1.4. A single reference may be used to verify multiple

requirements. Only references submitted at the time of bid submittal in the format specified by the County will be used to verify qualifications have been met.

4.0 ALTERNATES

4.1 Unless otherwise specifically provided in Part II of this IFB, reference to any equipment, material, article or patented process, by trade name, brand name, make or catalog number, shall be regarded as establishing a minimum standard of quality and shall not be construed as limiting competition.

4.2 If a bidder wishes to make a substitution in the specifications, the bidder shall furnish to the County the name of the manufacturer, the model number, and other identifying data and information necessary to aid the County in evaluating the substitution. Any such substitution shall be subject to County approval. Substitutions shall be approved only if determined by the County to be equivalent to the prescribed specifications.

4.3 To be considered, substitutions must be submitted to the Procurement Contact listed in OpenGov no later than the Question Submission deadline listed in OpenGov. Substitutions must be identified by brand name, number, manufacturer and model, and shall include full descriptive information, brochures, and appropriate attachments. The County shall respond via addendum in OpenGov indicating whether the substitution has been approved or denied.

4.4 A bid containing a substitution that has not been approved by the County shall be disqualified

5.0 PRE-BID MEETINGS

All meetings and site visits will take place at the time, date, and location specified in the Solicitation Timeline posted in OpenGov.

6.0 SUBMITTAL INSTRUCTIONS

Refer to the Submittal Instructions section in OpenGov for instructions on how to submit a bid. Bidders are advised to review the General Terms and Conditions of Solicitations which are available in OpenGov.

IFB Part I Revised 10/11/23 Page 3 of 5

7.0 SUBMITTAL DOCUMENTS

7.1 Vendor Questionnaire

All bidders must complete the required forms and information included in the Vendor Questionnaire section of OpenGov. Completed forms and other requested documents must be uploaded with bidder’s response in OpenGov. Bidders who fail to complete and upload required forms and documents or fail to provide responses to questions in the Vendor Questionnaire section of OpenGov may be found non-responsive.

7.2 Pricing

All bidders must complete the Pricing Table attached to this solicitation as an Excel file. Bidders who fail to fully complete the Pricing Table, in the format provided, and submit the completed Pricing Table with their bid may be found non-responsive.

8.0 AWARD

8.1 It is the intent of the County to award a contract to the responsive and responsible bidder submitting the lowest total bid price. Unless otherwise noted, bidders must submit a price for every line item to be considered for award.

8.2 In the event of a tie, the IFB tie-breaking procedures identified in the Sarasota County Procurement Manual will apply.

8.2.1. To be considered, tied bidders will be required to provide documentation certifying they have implemented a drug-free workplace program meeting the requirements stipulated in Section 287.087, Florida Statutes. Documentation must be provided within the time specified by the County at the time of request.

8.3 Preferences

Bidders wishing to be considered for Local Business Preference or American Business Preference must complete and submit a Local & American Business Certification Form with their submittal. The Local & American Business Certification Form can be found in the Vendor Questionnaire section of OpenGov.

In awarding this bid, preference shall be given to local businesses and American businesses in accordance with Section 2-215 of the Sarasota County Procurement Code.

Local and American business preferences do not apply in the award of this bid due to grant funding requirements

IFB Part I Revised 10/11/23 Page 4 of 5

8.4 Contract

A draft of the contract that the successful bidder will be expected to sign (a Term Contract) is posted on the Procurement website shown below.

The County may, at its sole discretion, select a different contract type or make revisions to the one referenced above following the recommended award of this solicitation.

https://www.scgov.net/government/procurement/contract-templates

9.0 PRICING

9.1 As applicable, all trip charges, mileage, vehicle charges, travel time and labor are to be included in the hourly rate. Only time on the job site may be charged.

9.2 As applicable, estimated usage for each item is listed in the bid. This is an estimated figure only and no guarantee is made or implied as to the actual quantities that will be acquired under resulting contracts.

Quantities listed herein are subject to increase or decrease during the term of the contract. In either occurrence, the Offeror will perform the work at the unit price as bid. The County, at its discretion, may authorize an initial contract for a greater not-to-exceed amount than that submitted by the Bidder.

10.0 COUNTY WORKPLACE COMPLIANCE

10.1 Smoking – Smoking is not permitted inside any County facility. Smoking is restricted to designated smoking areas outside a facility.

10.2 Parking – The Bidder’s representatives shall abide by all parking restrictions. The Bidder’s vehicles are subject to the same restrictions, limitations, fines and tickets as posted for any other vehicle. Where time limit restrictions exceed the required time to provide services, arrangements shall be made in advance.

10.3 Alcohol/Drugs – Service personnel under the influence of alcohol and/or non-prescription drugs are not permitted to work in County facilities.

Any person known or thought to be under these influences will be escorted off County property.

10.4 Security - The Bidder must adhere to all Sarasota County security procedures. The Bidder’s work force shall be made up of persons legally authorized to perform work in the United States. The Bidder shall, at the County’s request, submit the following information for each of their employees: name, date of birth, social security number and green card (if applicable).

https://www.scgov.net/government/procurement/contract-templates

IFB Part I Revised 10/11/23 Page 5 of 5

10.5 Identification - The Bidder shall require all employees to visibly wear identification while on County property. Said identification shall contain a color photograph of the employee, the name of the employee and the name of the company. The Bidder shall require all employees to wear a company uniform, which shall include the name of the employee and the company. Persons not conforming to this requirement may be denied access to the building. Denial of access does not alleviate the Bidder’s responsibilities herein.

(END OF PART I)

PART II

SCOPE OF SERVICES

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1. OVERVIEW

A. Sarasota County currently utilizes Crestron, Utah Scientific routers, Ross video switchers, Sony robotic cameras, OSC audio equipment amplifiers and processors, Yamaha mixers, Tightrope cablecast, and other various equipment used to transport audio or video.

B. Contractor shall furnish all labor, materials, supervision, equipment, transportation, and tools to perform broadcast and audio visual (AV) systems installation, support, and preventative maintenance inspection (PMI) services.

2. CONTRACTOR RESPONSIBILITIES

A. Contractor shall be available to provide PMI, routine service, technical support, and emergency repairs on broadcast and AV systems, and installation of new broadcast and AV equipment on an as needed and scheduled basis for buildings throughout the County.

B. Contractor shall ensure at least one employee who provides installation and PMI services under this contract has a Limited Energy Systems Specialty license or an Electrical Contractor license, issued by the Florida Department of Business and Professional Regulation Electrical Contractor’s Licensing Board, pursuant to Florida Statutes Chapter 489.

C. Contractor shall submit proof of required license within three (3) business days after request from the County.

D. Contractor shall designate one (1) employee as principal with full responsibility for directing each crew.

E. Each principal must be able to effectively communicate in English with the County staff and with the general public.

F. Each principal shall be authorized to direct work activities including but not limited to:

i. Scheduling work

ii. Answering technical questions within the crew

iii. Directing work priorities while on the job site

G. Contractor shall coordinate work so that there is minimal to no interruption to daily work at any location.

H. Contractor is responsible for any damage to County or third-party property caused by the Contractor or their employees. Restoration shall be made to the County’s satisfaction.

I. Contractor shall conform to all Occupational Safety and Health Administration (OSHA) regulations. It is the responsibility of the Contractor to stay informed as to changes and act accordingly.

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3. REQUIREMENTS

A. Services shall be performed at a unit price as detailed in the fee schedule and include all labor, tools, materials (examples including, but not limited to electrical tape and connectors) equipment, and travel necessary to perform the following services:

i. Preventative Maintenance Inspections & PMI Report (Report) Creation

ii. Technical support services

iii. Existing system disconnection and dismounting services

iv. Existing system reinstallation and setup services

v. Replacement system installation and setup services

vi. Installation of new equipment for broadcast and AV systems

B. Contractor shall provide a written estimate for any equipment repair or replacement. No repairs or replacements shall be completed unless authorized in writing by the County’s Administrative Agent (AA). Whenever possible, repairs shall be made during Contractor’s initial site visit.

Contractor shall carry a rolling stock inventory in their responding truck to complete standard repairs and replacement.

C. To achieve the highest levels of self-support during a declared emergency (when roads may be impassable and telecommunications may be down) the Contractor shall work with County’s AA to review their broadcast and AV equipment to determine what, if any, spare parts should be kept in inventory at each location.

D. Contractor shall ensure conditions on the work site reflect good housekeeping and safety practices at all times. Contractor shall be responsible for all trash and debris disposal from the work site.

4. PREVENTATIVE MAINTENANCE INSPECTION SERVICES

A. Contractor shall perform PMI services twice annually including on-site review, check-up, and system optimization, including installing any relevant software updates and patches, for all broadcast and AV equipment.

B. Contractor and the County’s AA shall meet to arrange maintenance schedules immediately following issuance of the purchase order. Contractor shall inform the AA via email prior to maintenance being performed.

i. Contractor shall perform the first annual PMI service during the month of May just prior to the beginning of the hurricane season (June 1st).

C. Contractor shall provide the detailed Report summarizing the inspection.

Report must include the following information:

i. Location/Address

ii. Time in and out of the site

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iii. A narrative of the actions taken

iv. A recommendations report and written estimate of work needed, including any parts or equipment required to perform such work.

a. Work outside of the scope of PMI service must be approved in writing by the AA prior to any additional work being performed.

b. The County has no obligation to follow through with Contractor’s recommended updates or equipment replacements.

D. Report shall be emailed, mailed, or hand-delivered to the County’s AA no later than five (5) business days after the conclusion of each PMI site visit.

E. Semi- annual PMI Services shall include but are not limited to the following:

i. Video Equipment

a. Cameras

• Inspect and clean lenses and housings.

• Verify camera focus, zoom, pan/tilt, and presets.

• Confirm signal output and connectivity.

• Perform firmware and software updates.

• Inspect all cabling for wear and integrity.

b. Video Switches / Mixers

• Test all inputs, transitions, and routing paths.

• Clean interface surfaces (buttons, touchscreens).

• Backup configurations and presets.

• Apply firmware and software updates.

ii. Audio Equipment

a. Microphones (Wireless, Gooseneck, Lavalier)

• Test microphone elements and transmission quality.

• Replace or recharge batteries.

• Clean windscreens and microphone heads.

• Inspect and sanitize bodypack transmitters and clips.

b. Audio Mixers / Digital Signal Processors (DSP)

• Test all inputs and output paths.

• Confirm gain structure and equalization presets.

• Clean control surfaces and faders.

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• Backup DSP and mixer configuration files.

• Update firmware as needed.

iii. Signal Distribution & Infrastructure

a. Video and Audio Routing Systems (SDI/HDMI/NDI/Dante)

• Test all active routing paths.

• Inspect all patch panels, connectors, and cables.

• Verify correct labeling and documentation.

• Check network switch health and traffic monitoring.

• Clean rack spaces and verify airflow.

• Verify and perform any available firmware updates.

iv. Recording and Streaming Systems

a. Encoders / Streamers

• Verify platform connectivity and streaming quality.

• Inspect audio/video sync and resolution output.

• Perform load testing prior to major broadcasts.

• Update software/firmware and verify encoding settings.

b. Media Recorders / Playback Devices

• Test recording/playback functionality.

• Monitor storage usage and rotate/archive recordings.

• Backup critical video files.

• Inspect and clean connectors and ventilation.

v. Display and Monitoring

a. Projectors / Flat Panels / Monitoring Stations

• Clean display surfaces and filters.

• Inspect projector bulbs or laser engines.

• Calibrate brightness and color settings as needed.

• Test signal routing to displays.

vi. Power and Environmental Systems

a. Test battery runtime.

b. Check power distribution units (PDUs) and surge protectors.

c. Clean and organize AV racks.

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d. Monitor room temperature and humidity to prevent thermal damage.

e. Report any facility-related electrical concerns.

vii. Full System to cover all single processing devices which support the technical infrastructure for broadcast and production systems.

a. Inspect and confirm the health of components

b. Verify and install any available firmware updates.

F. The County may request Contractor to provide additional scheduled maintenance services at County locations on an as-needed basis.

G. Current Crestron and Audio-Visual Equipment Inventory and Location is listed on Attachment A – Existing Equipment Inventory, subject to future revision.

5. BREAK-FIX SUPPORT, TROUBLESHOOTING, REPAIR, OR INSTALLATION

SERVICES

A. Contractor shall provide troubleshooting and repair or replacement of broadcast and AV equipment at the rates provided on the fee schedule.

B. Contractor shall respond to break-fix incidents throughout the County including, but not limited to, the Emergency Operations Center (EOC), Access TV (television production and master control systems, television transmission systems, TV translators, TV network and SAT dish equipment) at 1660 Ringling Blvd or 1 Apex Road, Sarasota, and R.L. Anderson Building at 4000 S. Tamiami Trail, Venice.

C. Contractor shall provide installation of new equipment as needed.

Contractor shall provide the County with a written quote for these services.

The quote shall reflect the appropriate hourly rate provided on the fee schedule.

D. All new equipment is to be compatible with the County’s existing AV systems and all components shall be approved by the County’s AA prior to installation.

E. Contractor shall train County staff on new equipment, if requested by the County. The training is to be included in the new equipment quote at the hourly rate provided on the fee schedule.

6. BACKGROUND CHECKS

Contractor representatives that will be working at the EOC must be Criminal Justice Information Services (CJIS) certified as described herein.

A. Contractor’s personnel may be required to have unescorted access to judicial offices and other areas containing certain criminal justice records and is now required by federal and state law to submit to an electronic criminal background check, fingerprinting and a biannual short training program provided by the Florida Department of Law Enforcement (FDLE).

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An authorization and consent for release of personal information form must be completed and acknowledges that Sarasota Count Government and the Sarasota County Sheriff’s Office may conduct an investigation of criminal history information on file in local, state or federal agencies. Attachment B

- Secure Criminal Justice Information Services (CJIS) Facilities Addendum is attached hereto and incorporated herein and details the security requirements.

B. All Contractor personnel who will perform services in designated Sarasota County facilities must pass FDLE’s CJIS background checks. Sarasota County will provide the forms to the Contractor for completion. Said forms will be forwarded to the County to perform the background checks for acceptance or rejection before the Contractor’s personnel may enter County facilities to provide the services herein described.

C. The County reserves the right, in its sole discretion, to preclude or deny access to any person known to be or thought to be a security risk. Failure of the Contractor’s personnel who will perform services in Sarasota County facilities to pass the CJIS clearance may result in termination of the Contract.

D. Contractor shall ensure that unauthorized persons cannot gain access to rooms, areas, or buildings under the control of its personnel. At no time shall the Contractor violate building and/or room security by propping doors open and leaving them unattended, unless the County has provided its own security door monitor. All entrance and exit doors shall be secured at all times.

E. Contractor staff working in the Judicial Center for the 12th Judicial Circuit Court will also be required to complete an “Authorization and Consent for Release of Personal Information and Criminal Background Check” form provided by the Court.

F. All work performed at the County’s jail facilities shall require the Contractor’s employees to provide a Contractor Tool Inventory pursuant to the rules and regulations of the Sarasota County Sheriff’s Office. The County’s jail facilities shall provide the Contractor’s employees with the Contractor Tool Inventory form to complete as directed by County Jail staff.

The Contractor Tool Inventory form requires the Contractor to list all inventory brought into the jail and out of the jail, which shall be verified by County jail staff.

7. DISPATCH / RESPONSE TIME

A. The County shall designate each service, maintenance, or repair request as either an emergency or a non-emergency situation. If service issues can be resolved with the County via phone, a service technician may not need to be dispatched.

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B. Service/Repair Calls shall be dispatched by a phone call or email. If by phone call, the County shall provide written documentation to Contractor regarding that request.

i. Contractor shall verbally respond to service requests within 24 hours of notification.

ii. The County reserves the right to schedule dates and times for service calls; however, Contractor shall have a technician on-site to provide non-urgent service no more than 48 hours following the request, unless an agreed-upon service date has been set.

C. Emergency Repair Calls for emergency service shall be dispatched by a phone call and shall specifically identify needed service as an emergency;

the County shall provide written documentation to the Contractor of the request.

i. Contractor shall be available for emergency service seven (7) days a week, 24 hours a day.

ii. Contractor shall verbally respond to each request for emergency service within one (1) hour of notification and shall have a qualified person on site within two (2) hours of the initial notification.

iii. In the event repairs cannot be completed with the initial response, Contractor shall make every effort to provide limited repair to the system such that it can function effectively until complete restoration can be made.

iv. If Contractor is not able to provide service and repair within the required timeframe established by the County, the County reserves the right to secure the services needed from another contractor.

D. Project Estimates

When a project estimate is requested by the County, Contractor shall verbally respond within 24 hours and provide a written estimate within two

(2) business days.

8. HOURS/INVOICING

A. Normal Business Hours are defined as Monday through Friday 7:00 a.m. – 5:00 p.m., except County observed Holidays.

B. Standard Services provided during Normal Business Hours shall be invoiced at the Normal Business Hours hourly rate provided on the Fee Schedule.

C. Standard Services provided after normal business hours shall be invoiced at the After Normal Business Hours hourly rate provided on the Fee Schedule. Except for emergencies, after hours work may only be performed with written approval of the County.

D. Emergency services provided during normal business hours shall be paid at the Normal Business Hours hourly rate provided on the Fee Schedule.

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Emergency services provided after normal business hours shall be paid at the After Normal Business Hours hourly rate provided on the Fee Schedule.

E. Contractor shall only invoice for time spent on the job at the rate listed on the Fee Schedule. Hourly charges are to begin when the appropriate technician arrives at the jobsite. All trip charges, mileage, vehicle charges, travel time and labor shall be included in the hourly rate.

F. Contractor’s invoices for parts, materials, new equipment, and/or software shall include documentation clearly showing the total cost paid by the Contractor for the parts, materials, new equipment, and/or software and show the percent markup, as listed on the fee schedule.

G. Contractor’s invoices for subcontracted services shall include a copy of the subcontractor’s invoice to the Contractor and show the percent markup, as listed on the Fee Schedule.

H. PMI services are based on a single flat rate per visit.

9. WARRANTY

All work and materials provided by the Contractor shall be fully warrantied from the date of County’s acceptance of the work for a period of one year, or for the standard warranty period provided by the Contractor or by the materials manufacturer, whichever is greater.

10. SUBCONTRACTING

A. Any use of subcontractors shall be approved in writing, in advance by the County.

B. Contractor shall be reimbursed at the bid line-item price for the work of the subcontractor. In the event there is no line item for such work, the Contractor shall be reimbursed for the actual cost of the subcontractor’s work plus the percent markup listed on the contract Fee schedule.

(END OF PART II)

PART III – INSURANCE REQUIREMENTS

Insurance Template 1 Revised 05/13/16 Page 1 of 2

CONTRACTOR’S INSURANCE

Contractor shall, on a primary basis and at its sole expense, maintain in full force and effect, at all times during the life of this Contract, insurance coverage (including endorsements) and limits as described herein. These requirements, as well as the County’s review or acceptance of insurance maintained by Contractor, are not intended to and shall not in any manner limit or qualify the liabilities or obligations assumed by Contractor under this Contract.

Insurance requirements itemized in this Contract and required of the Contractor shall extend to all subcontractors to cover their operations performed under this Contract.

The Contractor shall be responsible for any modifications, deviations, or omissions in these insurance requirements as they apply to subcontractors.

Insurance carriers providing coverage required herein must be licensed to conduct business in the State of Florida and must possess a current A.M. Best’s Financial Strength Rating of A- Class VII or better.

Each insurance policy required by this Contract shall apply separately to each insured against whom claim is made and suit is brought, except with respect to limits of the insurer’s liability.

The Contractor shall be solely responsible for payment of all premiums for insurance contributing to the satisfaction of this Contract and shall be solely responsible for the payment of all deductibles and retentions to which such policies are subject.

Contractor shall furnish Certificates of Insurance to the County Administrative Agent evidencing the types and amounts of coverage, including endorsements, required by this Contract prior to commencement of work and prior to expiration of the insurance contract, when applicable. Such Certificate(s) of Insurance shall, to the extent allowable by the insurer, include a minimum thirty (30) day notice of cancellation (10 days for non-payment of premium) or non-renewal of coverage. Notwithstanding these notification requirements, the Contractor will be required to provide County with 5-day prior written notice of any policy cancellation or non-renewal.

The County reserves the right to review, modify, reject, or accept any required policies of insurance, including limits, coverage, or endorsements, herein from time to time throughout the term of this Contract. County reserves the right, but not the obligation, to review and reject any insurer providing coverage due to its poor financial condition or failure to operate legally.

A. WORKERS’ COMPENSATION: Contractor agrees to maintain Workers’ Compensation insurance in accordance with Florida Statutes, Chapter 440.

Employers Liability to be included with a minimum limit of $500,000.00 per accident/per disease/per employee. If work is to be performed over or adjacent to navigable water and involves maritime exposure, applicable LHWCA, Jones Act, or other maritime law coverage shall be included.

PART III – INSURANCE REQUIREMENTS

Insurance Template 1 Revised 05/13/16 Page 2 of 2

In the event the Contractor has “leased” employees, the Contractor or the employee leasing company must provide evidence of a Workers’ Compensation policy for all personnel on the worksite.

Contractors who are exempt from Florida’s Workers’ Compensation law must provide proof of such exemption issued by the Florida Department of Financial Services, Bureau of Workers’ Compensation.

B. COMMERCIAL GENERAL LIABILITY: Contractor agrees to maintain Commercial General Liability per ISO form CG0001 or its equivalent, including but not limited to coverage for premises and operations, personal injury, products & completed operations, liability assumed under an insured contract, and independent contractors with limits of not less than $1,000,000.00 each occurrence, $2,000,000.00 aggregate covering all work performed under this Contract.

Contractor agrees to endorse Sarasota County Government as an additional insured on the Commercial General Liability coverage.

C. BUSINESS AUTOMOBILE LIABILITY: Contractor agrees to maintain Business Automobile Liability with limits not less than $1,000.000.00 combined single limit for each accident covering all Owned, Non-Owned & Hired automobiles used in the performance of this Contract. In the event Contractor does not own automobiles, Contractor agrees to maintain coverage for Hired & Non-Owned Auto Liability, which may be satisfied by way of endorsement to the Commercial General Liability policy or separate Business Auto Liability policy.

If the Contractor is shipping a product via common carrier, the contractor shall be responsible for any loss or damage sustained in delivery/transit.

(END OF PART III)