5-01-RFQ Instructions.pdf

COUNTY OF BUCKS

Procurement Department

REQUEST FOR QUOTATION (RFQ)

Diane M. Ellis-Marseglia, LCSW, Commissioner, Chair Robert J. Harvie, Jr., Commissioner, Vice Chair

Gene DiGirolamo, Commissioner, Secretary

Project Title: Audio-Visual Upgrades for the Bucks County Public Safety Training Center

Request Number: PUR00226

Due Date: May 25, 2026

Buyer: Jennifer O’Malley

Section 01 – Instructions AV Upgrades for the Bucks County Public Safey Training Center

General Instructions

1. No verbal instruction or information to bidders will be binding. The specifications provided by the County will be considered clear and complete unless written attention is called to any apparent discrepancies or incompleteness thereof, before the due date of this solicitation.

Should any inquiries be received by the County relating to this solicitation, only the answers posted in the PennBid portal will be considered binding and incorporated into the specification.

2. By submitting a bid, proposal, or offer, the Vendor certifies they have reviewed and acknowledge all specifications, addendums, samples, or any other documents included with the solicitation. Electronic submission of the document will be considered as providing a binding digital signature to the bid or proposal.

3. The County of Bucks reserves the right to reject any and all bids, offers, or proposals, or parts thereof, for any reason as deemed to be in the best interest of the County.

4. All suppliers who submit a bid agree to be bound by the Terms & Conditions contained within this solicitation and its attachment or exhibits. Any terms or conditions contained within bidder-supplied documents will not be accepted by the County unless agreed to in writing.

5. Any instructions, including dates and deadlines, contained in the PennBid portal for this solicitation are considered binding and a part of this solicitation.

6. The County shall answer questions on a best-efforts basis unless otherwise stated.

7. If a vendor experiences a technical problem uploading a bid or proposal to the PennBid portal for this solicitation, the County may accept the proposal through alternate means, provided the problem was brought to the County’s attention at least thirty (30) minutes prior to the solicitation’s close. Acceptance through alternate means will be solely at the discretion of the County and may not be challenged. Technical problems of any kind raised less than 30 minutes prior to the solicitation’s closing, regardless of cause, will be solely attributed to the vendor’s negligence unless the County determines it is in the County’s best interest to allow the submission.

Submission Instructions

The following documents must be included in the vendor’s response to this RFQ. Responses which are missing any of the following, or contain incomplete sections of the following, may be disqualified from consideration.

A. RFIs (Q-03FO). Vendor must complete all questions in the RFI document.

B. IRS Form W9. A signed IRS Form W9 must be uploaded with the vendor’s response.

C. Certificate of Insurance. For the purposes of responding to this RFQ, a vendor need only upload a certificate of insurance which demonstrates evidence of the required coverage as specified in the Terms and Conditions. However, if awarded this RFQ, the successful vendor must provide an updated certificate of insurance which meets all of the requirements as specified in the Terms and Conditions.

D. Nondiscrimination/Sexual Harassment Certification. Vendor must upload a signed certification with their response.

E. Vendor Integrity & Financial Interest Disclosure. Vendor must upload a signed form with their response.

F. Worker Protection and Investment Certification. Vendor must upload a signed form with their response.

G. Consent of Surety. Consent of Surety must be submitted by all Bidders with their bid packages. “Consent of Surety” shall consist of a statement provided from the bidder’s bonding company certifying if the bidder is awarded the bid the bonding company will provide a Performance Bond and Payment Bond on the form that is provided herein in the amount of one hundred percent (100%) of the total bid award. The Consent of Surety must be accompanied by a Power of Attorney attesting to the signer’s authority to commit the bonding company. The Consent of Surety must not contain any conditions that contradict the terms and conditions of these Specifications and/or the required Consolidated Bond Form.

H. Bid Tables. Vendor must complete the bid table provided in the PennBid portal. Please follow the specific instructions below.

I. Spec Sheets for Alternate Products. If your bid contains alternate products from those named in the scope of work, you must upload spec or cut sheets for each product with your bid response.

Bid Table Instructions

This bid is organized into two distinct tables within the PennBid system. Bidders must follow these instructions strictly to ensure their proposal is considered responsive.

Table A: Base Bid (Specified Manufacturers) Table A represents the Standard of Design for this project.

Pricing: Bidders who can provide the exact Manufacturer and Model specified should enter their unit pricing in Table A.

Non-Authorized Dealers: If you are not an authorized dealer for a specified brand or cannot provide the exact model listed, you must leave the price field for that item blank (or enter $0.00 if the system requires a numerical value) and proceed to Table B.

No Overwriting: Do not enter pricing for an alternate product within Table A.

Installation costs should be entered on Table A regardless of whether the Vendor is bidding on alternate products.

Table B: Voluntary Alternates & Equivalents Table B is provided for bidders who wish to propose "or-equal" products or for those who cannot provide the items listed in the Base Bid.

When bidding on an alternate item in Table B, the corresponding line in Table A must be blank. Failure to comply with this instruction may result in an overstated bid amount.

Documentation Requirement: Any item listed in Table B must be accompanied by a manufacturer specification sheet ("cut sheet") uploaded to the Electronic Document section of the bid.

Equivalency: The burden of proof for equivalency lies with the bidder. By entering an item in Table B, the bidder certifies that the product meets or exceeds the performance, dimensions, and integration capabilities of the base-specified item.

Installation and Labor Costs Bidders shall provide a Lump Sum Installation Price in Table A. This price must represent the total cost to provide a fully functional, turn-key system as described in the Scope of Work.

If the bidder proposes alternates in Table B that change the complexity of the installation (e.g., different wiring requirements or programming needs), the bidder must clearly state any labor price adjustments in the Comments section of Table B.

Unless otherwise noted, the County will assume the Installation Price provided remains valid regardless of the hardware manufacturer selected.

Total Bid Amount PennBid will calculate your "Total Bid" based on your entries.

If bidding the Base Spec: Your total will reflect Table A.

If bidding a Full Alternate: Your Table A total will include only your labor and installation costs, and your Table B total will represent the balance of your firm proposal.

If bidding some Base Spec items and some Alternate Items: The combined total of Table A and Table B will represent your firm’s proposal.

Selection: The Owner reserves the right to select any combination of Base Bid items and approved Alternates that best serves the interest of the project.

Solicitation Documents

The following documents are uploaded to the PennBid Portal and are a binding part of this solicitation:

01. Instructions

02. Specifications and Scope of Work

03. Terms and Conditions

04. Nondiscrimination/Sexual Harassment Certification

05. Vendor Integrity and Financial Interest Disclosure

06. Worker Protection and Investment Certification

07. Consent of Surety

Bidder Questions

All bidder questions must be submitted through the PennBid portal. The County will issue answers to questions in the form of an Addendum to this RFQ. Any alterations or additions issued by addendums to this RFQ shall be binding and must be acknowledged in the RFIs section of your response.