7-25-012 Specs.pdf

County of Bergen

Request for Qualifications

RFQ-25-012 PROFESSIONAL EVENT SOUND, LIGHTING AND STAGE PRODUCTION

SERVICES

"Professional Services"......... Professional services may also mean services rendered in the provision or performance of goods or services that are original and creative in character in a recognized field of artistic endeavor.

ISSUE DATE: August 25, 2025

DUE DATE: September 9, 2025 @ 12:00 noon

SUBMISSION REQUIREMENTS

General Requirements

The Qualification Statement submitted by the Respondent shall meet or exceed the professional, administrative, and financial qualifications set forth in Section 2 and shall also incorporate the information requested below.

Administrative Information Requirements

The Respondent shall, as part of its Qualification Statement, provide the following information:

I. An executive summary (not to exceed two (2) pages) of the information contained in all the other parts of the Qualification Statement.

II.

An executed Letter of Intent (see Appendix A to this RFQ).

GLOSSARY

The following definitions shall apply to and be used in this Request for Qualifications:

·"County"- refers to the County of Bergen.

"Qualification Statement" - refers to the complete responses to this RFQ submitted by the Respondents.

"Qualified Respondent" - refers to those Respondent(s) who (in the sole judgement of the County) have satisfied the qualification criteria set forth in this RFQ.

"RFQ" - refers to this Request for Qualifications, including any amendments thereof or supplements thereto.

"Respondent•· or "Respondents" - refers to the interested firm(s) that submit a Qualification Statement(s).

Section 1

1.1. Procurement Process and Schedule.

The County of Bergen has structured a procurement process that seeks to obtain the desired results described above, while establishing a competitive process to assure that each firm is provided an equal opportunity to submit a Qualification Statement. Responses to the RFQ will be evaluated in accordance with the criteria set forth in later section(s) of this RFQ, which will be applied in the same manner to each Qualification Statement received. The selection of Qualified Respondents is not subject to the provisions of the Local Public Contracts Law (N.J.S.A.

40A:11-l et seq). The selection is, however, subject to the New Jersey Local Unit Pay-to-Play Law (N.J.S.A. 19:44A-20.4 et seq).

Qualification Statements will be reviewed and evaluated by the County of Bergen with assistance from its financial and legal advisors under no circumstances will a party reviewing or evaluating a qualification statement do so if their involvement would present conflict of interest as that term defined New Jersey's Local Government Ethics law N.J.S.A. 40A:9-22. l et seq. The Qualification Statements will be reviewed to determine if the Respondent has met the minimum professional, administrative and financial criteria described in this RFQ. Based upon the totality of the information contained in the Qualification Statement, including information about the reputation and experience of each Respondent, the County of Bergen will (in its sole judgement) determine which Respondents are qualified (to perform the contemplated services). Each Respondent that meets the requirement of the RFQ (in the sole judgement of the County) will be designated as a Qualified Respondent and may be given the opportunity to submit a detailed Proposal in response to subsequent RFQ's issued by the County of Bergen.

The RFQ process commences with the issuances of this RFQ. The steps involved in the process and the anticipated completion dates are set forth in Table 1, Procurement Schedule. The County of Bergen reserves the right to, among other things, amend, modify, alter or cancel the Procurement Schedule upon notice to all potential Respondents.

All communications concerning this RFQ or the RFQ process shall be directed, in writing, to the County's Designated Contact Person as set forth herein.

Subsequent to issuance of this RFQ, the County of Bergen may modify, supplement, amend or cancel the provisions of this RFQ in order to respond to inquiries received from prospective Respondents or as otherwise deemed necessary or appropriate by, and in the sole judgment of, the County.

TABLE 1

ANTICIPATED PROCUREMENT SCHEDULE

ACTIVITY

I. Issuance of Request for Qualifications

2. Receipt of Qualification Statements

DATE

August 25,2025

September 9, 2025

2.1. Conditions Applicable to RFQ

Upon submission of a Qualification Statement in response to this RFQ, the Respondent acknowledges and consents to the following conditions relative to the submission and review and consideration of its Qualification Statement:

This document is an RFQ and does not constitute a Request for Proposals

("RFP").

• This RFQ does not commit the County of Bergen to issue an RFP or to award a contract for the services contemplated by this RFQ.

The County of Bergen reserves the right (in its sole judgement) to reject for any reason any and all responses and components thereof and to eliminate any and all Respondents responding to this RFQ from further consideration for the services contemplated by this RFQ.

• The County of Bergen reserves the right (in its sole judgement) to seek additional information, waive requirements or reject any Respondent that submits incomplete responses to this RFQ.

• The County of Bergen reserves the right (in its sole judgement) to determine those Respondents that are qualified to perform the services contemplated by this RFQ.

• The County of Bergen reserves the right, without prior notice, to supplement, amend, otherwise modify this RFQ, or otherwise request additional infom1ation.

• All Qualification Statements shall become the prope1ty of the County of Bergen and will not be returned.

• All Qualification Statements will be made available to the public at the appropriate time, as determined by the County of Bergen (in the exercise of its sole discretion and in accordance with law

• Responses to this RFQ are the propc1ty of the County of Bergen and will be

"public records." Responses that are labeled "confidential", or that contain information identified as ·'confidential", will not be acceptable for consideration by the County of Bergen.

• The County of Bergen may request Respondents to send representatives to the

County of Bergen for interviews.

• All Qualification Statements not received on or before the time set herein for receipt may be rejected.

• Neither the County of Bergen, nor their respective staffs, consultants or advisors shall be liable for any claims or damages resulting from the solicitation or preparation of the Qualifications Statement, nor will there be any reimbursement to Respondents for the cost of preparing and submitting a Qualifications Statement or for participating in this procurement process.

2.2. Rights of the County of Bergen

The County of Bergen reserves, holds and may exercise, at its sole discretion, the following rights ru1d options regarding this RFQ and the procurement process in accordance with the provisions of applicable law:

• To determine that any Qualification Statement received complies or fails to comply with the terms of this RFQ.

• To supplement, amend or otherwise modify the RFQ through issuance of addenda to all prospective Respondents who have received a copy of this RFQ.

• To waive any technical non-conformance with the terms of this RFQ.

• To change or alter the schedule for any events called for in this RFQ upon the issuance of notice to all prospective Respondents who have received a copy of this RFQ.

• To conduct investigations of any or all of the Respondents, as the County of

Dergcn deems necessary or convenient, to clarify the information provided as part of the Qualifications Statement and to request additional information to support the information included in any Qualification Statement.

• To suspend or terminate the procurement process described in the RFQ at any time (in its sole discretion.) lftem1inated, the County of Bergen may determine to commence a new procurement process or exercise any other rights provided under applicable law without any obligation to the Respondents.

• Pursuant to P.L. 2012 c.25 State and local public contracts are not permitted with persons or entitles engaging in certain investment activities in energy or finance sectors of Iran.

• Pursuant to P.L. 2022 c.3 State and local public contracts are not permitted to award, renewal or amend local public contracts for goods or services with persons or entities engaging in prohibited activities in Russia or Belarus.

The County of Bergen shall be under no obligation to complete all or any portion of the procurement process described in this RFQ.

2.3. Addenda or Amendments to RFO.

During the period proved for the preparation of Qualification Statement, the County of

Bergen may issue addenda, amendments or answers to written inquiries. Those addenda will be noticed by the County of Bergen and will constitute a part of the RFQ. All responses to the RFQ shall be prepared with full consideration of the addenda issued prior to the designated submission date.

2.4. Cost of Preparation.

Each Qualification Statement and all information required to be submitted pursuant to the RFQ shall be prepared at the sole cost and expense of the respondent. There shall be no claims whatsoever against the County of Bergen, its staff or consultants for reimbursement for the payment of costs or expenses incurred in the preparation of the Qualification Statement or other information required by the RFQ.

2.5. Format.

Responses should cover all information requested in this RFQ. Responses which in the judgement of the County of Bergen fail to meet the requirement of the RFQ or which are in any way conditional, incomplete, obscure, contain additions or deletions from requested information, or contain errors may be rejected.

Section 3

SUBMISSION REQUIREMENTS

3.1. General Requirements.

The Qualification Statement submitted by the Respondent must meet or exceed the professional, administrative, and financial qualifications set forth in Section 2 and shall also incorporate the information requested below.

In addition to the information required as described below, a Respondent may submit supplemental information that it feels may be useful in evaluating its Qualification Statement.

Respondents are encouraged to be clear, factual, and concise in their presentation of information.