8-RFQ 542193 - Purchase of Audiovisual Equipment (2).docx

City of Detroit Office of Contracting and Procurement (OCP) Request for Quotes #542193 – Purchase of Audiovisual Equipment

CITY OF DETROIT

OFFICE OF CONTRACTING AND PROCUREMENT

REQUEST FOR QUOTE

RFQ NO. 542193

PURCHASE OF AUDIOVISUAL EQUIPMENT

Buyer: Leonard Jones

Detailed resources about registering and bidding, including video tutorials and live, virtual office hours, are available at www.detroitmi.gov/suppliersupport.

Questions about the specifics of this RFQ must be asked within the EUNA (Bonfire) Messages interface for the bid on or before the date and time indicated above. Questions asked via phone, email, and/or other means will not be answered.

Quotes must be uploaded in EUNA (Bonfire) on or prior to the date and time indicated above. Late and/or emailed quotes will not be accepted.

1. PROJECT REQUEST

The City of Detroit’s Office of Contracting and Procurement (OCP), on behalf of the Media Services Department, is soliciting quotes from qualified vendors to provide comprehensive audio, video, and multimedia equipment in accordance with the specifications outlined in this Request for Quote (RFQ).

This request specifically seeks quotes for the supply, delivery, and installation of audio, video, broadcast, photography, and live streaming production equipment. The awarded vendor will support the City’s efforts to enhance public communications by producing high-quality media content for distribution via broadcast television and across all digital and social media platforms.

2. BACKGROUND/DESCRIPTION OF ENVIRONMENT

The City of Detroit’s Media Services Department is seeking audio, video, and broadcast equipment to support press conferences, public meetings, official events, broadcast television programming, and ongoing operational needs. As staffing changes and technology advances, the Department anticipates the continued need for new equipment, upgrades, and replacements.

The objective is to maintain the capability to produce high-quality sound, video recording, photography, broadcasting, and live streaming content. The required services include equipment training, technical support, diagnostics, repairs, and warranty replacements, excluding refurbished products. This initiative supports the City’s mission to deliver dynamic, informative, and accessible content that keeps Detroit residents engaged and informed about city government initiatives, services, and programs.

3. AWARD CLAUSE INCLUDING RENEWAL OPTIONS

If a contract is awarded as a result of this RFQ, it will be a City of Detroit Professional Services Contract (Attachment E). The term of the contract will be for three years. Any renewal option exercised under this contract is effective only after the approval of the Detroit City Council and signed by the Chief Procurement Officer. The City anticipates one award as a result of the RFQ.

4. STATEMENT OF WORK

The City of Detroit Media Services Department is seeking a qualified contractor to provide high-performance audiovisual (AV) and multimedia equipment and warranty. The goal is to ensure Media Services staff are equipped with state-of-the-art tools and knowledge to support city communications, press events, live broadcasts, and operational media needs.

Equipment The contractor shall supply new, cutting-edge AV and broadcast equipment, including but not limited to:

· Microphones (dynamic, condenser) for studio/live use

· Speakers with full-range, balanced sound for various venue sizes

· Mixers with multi-channel support, built-in effects, and network integration

· High-resolution Projectors with bright, color-accurate output

· Projection Screens with enhanced clarity and portability

· Cameras & Video Cameras with optical stabilization, low-light capability, and interchangeable lenses

· Drone Cameras with high-definition capture and autopilot functionality

· Auxiliary Equipment: Audio interfaces, lighting kits, streaming devices, production switchers, and rigging accessories

All equipment must be:

· Brand new (no refurbished items accepted)

· Fully compatible with existing City systems

· Instructional materials and operational guides must be included.

· Inclusive of applicable warranties

Delivery Requirements

· All equipment must be delivered to:

City of Detroit – Media Services Department 2 Woodward Avenue, Suite 333 Detroit, MI 48226

· Deliveries must:

· Be completed within 72 hours of request

· Include clear packing slips with each shipment

· Be made inside the suite, with items unboxed for inventory if requested

· Be signed for by designated Media Services staff

· Respondents must detail their delivery capabilities and be flexible to accommodate alternate sites if needed.

Returns and Exchanges

· The contractor shall implement a clear Return and Exchange Policy, including:

· Return authorization process

· Timeline for replacement or credit

· No restocking fees

· Accurate and timely credit issuance

5. MINIMUM QUALIFICATIONS

Bids will be accepted only from firms that can demonstrate at least five (5) years of experience in providing audiovisual and multimedia production equipment and three (3) references from a municipality/government entity or similar sized institutions as outlined in this RFQ, specifically.

Bidders offering proposals on equipment and/or supplies must be on an authorized Original Equipment Manufacturer's Agency List, authorized and capable, under explicit contractual agreement, to enforce the manufacturer's warranty, as well as repair (should it become necessary) without the necessity of outsourcing for unauthorized repair.

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6. QUESTION DEADLINE

All questions regarding the RFQ shall be submitted through the EUNA (Bonfire) Portal no later than the time and date specified on the Cover Page. In the interest of transparency, only written questions will be accepted. Answers to questions will be posted within the Supplier Portal. The City of Detroit does not guarantee a response to questions not submitted after the question deadline.

Should a Respondent be in doubt as to the true meaning of any portion of this RFQ or find any patent ambiguity, inconsistency, or omission herein, the Respondent must make a written request for an official interpretation or correction in accordance with the instructions for submitting questions as specified in this RFQ.

Respondents are advised that no oral interpretation, information or instruction by an officer or employee of the City of Detroit shall be binding upon the City of Detroit.

Respondents requesting changes to the RFQs terms and conditions, specifications, quantities, etc.; or if clarifications are needed, must make the request in writing by the stated bid submission deadline.

7. REJECTIONS, MODIFICATIONS, CANCELLATIONS

The City of Detroit expressly reserves the right to:

1) accept or reject, in whole or in part, any and all quotes received;

2) waive any non-conformity;

3) re-advertise for quotes;

4) withhold the award for any reason the City determines;

5) cancel and/or postpone the request for quotes, in part or in its entirety, and/or,

6) take any other appropriate action that is in the best interest of the City.

This RFQ does not commit the City of Detroit to award a contract, to pay any cost incurred in the preparation of a quotes under this request, or to procure or contract for services.

8. PROTESTS

Protests can be filed with the Office of Procurement. Interested parties aggrieved by a solicitation or the award of any resulting contract, may file written notice of protest to the following:

City of Detroit Chief Procurement Officer 2 Woodward Avenue, Suite 1008 Detroit, MI 48226 “Procurement Protest”

At a minimum, such protests shall include:

1) name of protestor.

2) solicitation/contract number and description; and

3) statement of grounds for protest (reference specific text in the solicitation, bid or contract document that is at issue).

The decision of the Chief Procurement Officer and/or the Department Director are final and is not subject to appeal.

9. INVOICES

Vendors must be registered in City of Detroit (Oracle) Supplier Portal and be a registered supplier with the City of Detroit to submit invoices and receive payments. Go to http://www.detroitmi.gov/Supplier to register.

AUTHORIZATION TO COMMENCE WORK OR SHIP GOODS – READ CAREFULLY!!!

Contractors may begin work or ship goods upon receipt of the required authorization, which is the CPA (Contract Purchase Agreement), in addition to SPO (Standard Purchase Order), from Procurement.

The CPA (City Council Approved and Awarded Contract Purchase Agreement) alone is NOT authorization to begin work! NO letter of Intent, or Letter to Commence Work will be issued. **Work commencing without issuance of the SPO is subject to Payment Delays and/or Non-Payment! **

Required vendor steps to invoice:

1) Invoices should NOT be uploaded until the Contractor receives confirmation of review and approval from the City of Detroit.

2) Vendors should submit their invoices via City of Detroit Vendor Portal. Portal invoice amount and creation date must match the date on attached invoice. Please follow the below invoice requirements:

Invoice MUST contain or have as attachment:

· Vendor Name and address on Invoice

· Contact Info on Invoice (Accounts Receivable contact with phone and email)

· Remittance information (MUST be included, or the invoice is subject to rejection

· City of Detroit contact (person who authorized work to commence)

· Invoice Date

· Date of service/delivery

· Contract number

· Purchase order number

· Total Invoice amount Other invoice requirements:

· Invoice must be billed based on Purchase Order rates

· Total invoice amount must tie to the total supporting documents

· Supporting documentation must be attached to the invoice in the portal Terms are standard NET 30 Days, unless otherwise negotiated, and start from the invoice receipt date, provided that the invoice is submitted timely to our AP department with the necessary supporting documentation.

If you need assistance, please contact the Office of Departmental Financial Services (ODFS) 313-410-7804.

10. MISCELLANEOUS

It shall be the responsibility of the Respondent to thoroughly familiarize themselves with the provisions of these specifications. After executing the contract, no consideration will be given to any claim of misunderstanding.

The Respondent agrees to abide by the rules and regulations as prescribed herein by the City as the same now exists or may hereafter from time to time be changed in writing.

Contractors are encouraged to contract with small and minority businesses, women's business enterprises, labor surplus area firms and Detroit businesses. The City strongly encourages the hiring of Detroit residents whenever possible by contacting Detroit At Work for your hiring needs. Visit the Detroit At Work website at www.detroitatwork.com for specific contact information regarding these opportunities.

11. GENERAL CONDITIONS:

It is the responsibility of the Bidder to review General Conditions located on the City of Detroit’s website.

1. GENERAL CONDITIONS

It is the responsibility of the Bidder to review General Conditions. In your quotation a distinction between dollars and cents must be made. Also, illegible bids may be grounds for rejection of your bid. All changes made to the bid form altering, price, terms, quote and/or conditions. MUST be crossed out and initialed. Failure to make any initial changes will be grounds for rejection of your bid. CORRECTION FLUID IS NOT ACCEPTABLE.

2. LOCAL PREFERENCE CONDITIONS

It is the responsibility of the Bidder to review the Local Preference Conditions attached to this bid and comply with all requirements therein.

3. MINOR DEVIATIONS

Specifications referred to herein are used to indicate desired type, and/or construction, and/or operation. Other products and/or services may be may be offered if deviations from specifications are minor and if all deviations are properly outlined and stated in the bid document. Failure to outline all deviations will be grounds for rejection of your bid.

The decision of the City of Detroit, acting through the Chief Procurement Officer, shall be final as to what constitutes acceptable deviations from specifications.

4. RENEWAL

The proposed agreement may be renewed per contract terms. Both parties must agree to an extension under the same terms and conditions as exist in the then current contract.

5. AWARD

One award of contract will be made on a low total net bid based on the estimated quantities shown. Bidders shall quote on all items, leave no blanks and state "No Charge" where applicable. Blank spaces are no offer. The City of Detroit reserves the right to delete any item(s) from the award. All awards are subject to Ordinance No. 15-00.

5.1 STANDBY AWARD

The City of Detroit reserves the right to make an award to the second low bidder, on a standby basis. This vendor will be used in the event the successful bidder cannot furnish the quantities and /or services needed in accordance with the delivery requirements of the City of Detroit.

All awards are subject to Ordinance No. 15-00.

6. TERMINATION OF CONTRACT

The City reserves the absolute right to terminate this contract in whole or in part, for the convenience of the City at its sole discretion on thirty (30) days written notice to the Vendor.

7. SPECIFICATION CHECK

________________ for identification.

8. Price (If you do not check one of the following, your bid will be considered firm.)

Percentage figure must be shown to obtain consideration under Paragraph C above. For evaluation purposes, the percentage figure shown will be added to your price for the corresponding period(s) in the contract.

The City of Detroit reserves the right to cancel the balance of any contract if any proposed increase (in writing) is considered unacceptable.

9. ADDITIONAL DISCOUNT

If awarded Items number _____________________, we offer an additional discount of _________% from the prices quoted above.

10. LITERATURE

Descriptive literature showing the unit’s dimensions and features must be included. If the size, capacity, or features of the unit, or any of its components are not clearly defined in the printed literature submitted with the Bid, the Bidder shall furnish supportive data in sufficient detail so that the unit may be checked for conformity to the specifications.

If any of the features or dimensions of the unit the Bidder proposes to furnish do not meet the specified requirements, the Bidder shall indicate such deviations in the space provided on the Bid Form. Failure to provide this information may result in rejection of your bid.

11. SHIPMENT

The Contractor will be expected to make reasonably prompt deliveries consistent with quantities ordered. Should an emergency arise for items which are not available, The City of Detroit reserves the right to secure sufficient quantities from others to meet its immediate needs without prejudice of the proposed contract. If, however, in the sole opinion of the Finance Department, Office of Contracting and Procurement, the contractor fails to offer reasonably prompt delivery service, the City of Detroit may terminate the contract forthwith and no damages will accrue.

The City of Detroit, wherein referred to shall mean the City of Detroit, acting through the Chief Procurement Officer.

It is understood that these supplies will be required in various shipments from time to time. Shipments will be made within (3) days from each notice to ship. The City of Detroit reserves the right to reject low bids offering unsatisfactory shipment terms.

12. ADDITIONAL ITEMS

The additional items, as needed by the Media Services Department, are to be offered from the bidders’ catalogue, not to be included in the total bid price. The City of Detroit shall have the option of adding desired quantities of these items to the purchase order.

13. ORDER QUANTITIES

Actual quantities ordered will be contingent on funds available at time of purchase. The City of Detroit reserves the right to reduce quantities if price quoted exceeds budgetary limitations or to increase quantities if funds are available.

14. F.O.B.

Goods are to be F.O.B. delivered to location(s) within the City of Detroit and other specified locations as indicated.

The City of Detroit reserves the right to reject low bids offering unsatisfactory delivery. For all deliveries to agencies within the City-County Building, it shall be the vendor's or contractor's responsibility to transport the items from the dock up to the individual locations.

15. DELIVERY

Is desired within (3) days from receipt of Purchase Order or Stores Release.

The City of Detroit reserves the right to reject low bids offering unsatisfactory delivery. For all deliveries to agencies within the City-County Building, it shall be the vendor's or contractor's responsibility to transport the items from the dock area up to the individual locations.

16. ADDITIONAL PURCHASES

for additional units at the same prices and under the same terms and conditions, for a period of one year after date of bid opening.

17. INSURANCE

The City of Detroit does not require insurance coverage if the awarded Vendor is solely providing goods via direct drop-shipment to the City's designated delivery location and no on-site installation, labor, services, or personnel are required.

If Vendor personnel will enter any City facility or perform work on City property as part of this contract (including delivery requiring physical handling beyond standard carrier drop-off), then the insurance requirements listed in this section shall apply.

17.1 The Contractor shall maintain at its expense during the term of this contract, the following insurance:

17.1.1 Worker’s Compensation insurance with Michigan statutory limits and Employer’s Liability insurance with limits of $500,000.00 each accident, $500,000.00 each disease, $500,000.00 each disease/each employee. For Federal and State Funded Training Programs and etc., is required to secure insurance for worker’s compensation for all of its participants and The City of Detroit should also be listed as an additional insured.

17.1.2 Commercial General Liability insurance with a combined single limits of $1,000,000.00 per occurrence subject to a minimum aggregate limit of $2,000,000.00

17.1.3 Automobile Liability insurance covering all owned, hired and non-owned vehicles with personal protection insurance and property protection insurance to comply with the provisions of the Michigan No-Fault Insurance Act, including residual liability insurance with a minimum combined single limit of $1,000,000.00. Include MCS90 endorsement (if hazardous waste will be transported by vendor’s auto) with minimum property damage limits of $1,000,000.00 each occurrence.

17.2 If during the term of this contract, changed conditions or other pertinent factors, should in the reasonable judgment of the City, render inadequate the insurance limits, the Contractor will furnish on demand such additional coverage as may reasonably be required under the circumstances. All such insurance shall be effected at the contractor's expense, under valid and enforceable policies.

17.3 All policies shall name the Contractor as the insured and shall be accompanied by a commitment from the insurer that such policies shall not be canceled or reduced without at least thirty (30) days' prior notice to the City. The Commercial General Liability insurance policy shall name the City as an additional insured. Certificates of insurance evidencing such coverage shall be submitted to the Finance Department, Office of Contracting and Procurement, prior to the commencement of performance under this contract and at least fifteen (15) days prior to the expiration dates of expiring policies.

18. BIDDERS QUALIFICATION CRITERIA

Bidders offering proposals on equipment and/or supplies must be on an authorized Original Equipment Manufacturer's Agency List, authorized and capable, under explicit contractual agreement, to enforce the manufacturer's warranty, as well as repair (should it become necessary) without the necessity of outsourcing for unauthorized repair.

We are in compliance with the Bidders Qualification Criteria as stated above:

Prior to award, verification of the above may be required in the form of a letter from the manufacturer stating confirmation of your compliance with the Bidders Qualification Criteria. Failure to provide written confirmation from the manufacturer may result in the rejection of your bid.

19. BIDDERS QUALIFICATIONS

Bidder must be regularly engaged in manufacturing printed material which is the same or similar to material outlined in the bid document and/or specifications contained herein. Bidder shall have adequate financial resources, organization, and equipment to satisfactorily perform the work to completion within the specified time. Satisfactory evidence of the bidder’s ability to perform, including experience and/or resources, must be furnished to the City of Detroit upon request.

20. CONTRACT ACCEPTANCE

The successful bidder shall be notified of the execution of a contract by the City of Detroit upon issuance of a "Contract Award Notice" or a Purchase Order. The "Contract Award Notice" shall contain the date the contract award was approved.

The signed, accepted bid of the successful bidder will be the contract between the bidder and the City of Detroit, containing the full description of all contractual terms and conditions. A copy of your signed bid will not be mailed to you. Each bidder shall keep a copy of his/her signed bid form for future reference.

21. BID WITHDRAWAL

No bid shall be withdrawn for 90 days from submission deadline. Bidders may reduce this period if stated on bid, but such bids may be rejected on the basis of the reduced time period.

This paragraph supersedes paragraph 14 of General Conditions.

22. EXECUTIVE ORDER #2016-2:

Per Executive Order No. 2016-2, worker hours on any construction project funded in whole or in part by City, State, or Federal funds shall be performed by not less than 50% bona fide Detroit residents, not less than 25% minorities and at least 5% women. Where possible, these percentages shall be applied on a craft by craft basis. For purposes of Executive Order No. 2016-2, worker hours shall include work performed by persons filling apprenticeship and on-the-job training positions.

The contractor shall include Executive Order No. 2016-2 by reference in all subcontracts at all levels.

For each project and portion thereof, documentation of compliance shall include: (1) a list of all proposed employees indicating address, telephone number, social security number, trade, sex and race or minority status, and projected worker hours for each; and (2) projected total worker hours. Documentation shall be submitted prior to contract award. After contract award, proposed changes in the workforce shall be submitted for approval.

Where, for reasons due to the nature of the contractor or trade, or for other reasons acceptable to the City, a list of intended employees is not submitted, a detailed plan will be submitted by the contractor which sets forth the entire proposed composition of the workforce, the manner in which such workforce is to be obtained, and any other details required by the City to assure sufficient specificity, intent to comply and ultimate compliance with Executive Order No. 2016-2.

Failure to comply with the provisions of Executive Order No. 2016-2 shall constitute a material breach of the contract, and the City may exercise those rights provided to it under the contract and by law. Sanctions may include, but are not limited to, termination of all or part of the contract, withholding of payment, and/or liquidated damages. Additionally, performance by the contractor in regard to Executive Order No. 2016-2 may be considered in determining the contractor's award ability for future City contracts.

Any person who knowingly submits false information, makes misrepresentations, or commits fraud or any other willful violation under Executive Order No. 2016-2 shall be subject to the maximum civil liabilities and criminal penalties allowable under the law.

23. PRICE LISTS

Each bidder shall submit copies of the most recent full manufacturer’s price list (and catalog), including any applicable supplements, in electronic format, such as via website link, secure file download link, USB drive, CD/DVD, or other commonly accepted digital media. Submission via email attachment or shared electronic platform (e.g., link to vendor portal or cloud-based system) is preferred when available. Failure to provide clear and complete pricing data may be cause for rejecting the bid.

All electronically submitted price lists must clearly indicate the column used and be legible, unaltered, and printable. Blurred, incomplete, or distorted copies, distributor inventory pricing, or price lists containing handwritten, pen-and-ink, pencil, or manual changes will not be accepted. Bidders should also provide a current email address and website link or portal access instructions, if applicable.

The successful bidder(s), upon issuance of an award notice, must provide additional electronic copies of the above price lists and any updated or superseding manufacturer’s published price lists during the contract term to the City of Detroit Office of Contracting and Procurement, and to any other City department upon request, at no additional cost to the City.

☐ Price Lists are enclosed / accessible electronically.

☐ Price Lists are not furnished for the following reason, and we offer the following:

EQUALIZATION FACTOR

Per Section 17-5-12 (c)(1) of the Detroit City Municipal Code, “The bidder that makes the lowest bid, as evaluated or scored, shall be deemed the lowest equalized bidder. If the lowest equalized bid is evaluated or scored below the lowest responsible bid submitted, the lowest equalized bidder shall be awarded the contract, provided that, the contract awarded to such bidder shall not exceed, more than 12 percent above the lowest responsible bid submitted, or $100,000.00, whichever is less.”

The firm making the lowest responsive, responsible bid evaluated according to the Equalization Allowance Table* shall be deemed the lowest bidder. (see Equalization Credit Statement).

Vendors who wish to receive Equalization credit for bids submitted must submit their CRIO-issued Detroit Based Business certificate with their bid document to substantiate eligibility. The CRIO certificate must be submitted with each and every bid response submitted by the vendor. Failure to submit the CRIO certificate will result in equalization credit not being applied to your bid.

A Bidder responding to this solicitation must submit with the bid response, a copy of the Detroit Based Business Certification issued by the City of Detroit, Human Rights Department. Failure to submit proof of certification with each bid response may result in rejection of your bid.

24. ALTERNATE BID

Additional bids submitted on brands other than the brands referenced in the specification shall clearly be labeled (ALTERNATE). Alternate bids submitted will be at no cost to the city of Detroit. The decision of the City of Detroit, acting through the Chief Procurement Officer, shall be final as to what constitutes an acceptable alternate from specifications.

25. REMANUFACTURED/REFURBISHED EQUIPMENT

It is the responsibility of the bidder to indicate if the unit supplied is remanufactured or refurbished. Failure to provide this information may result in rejection of your bid.

MODEL __________________________________________________________

Manufactured by _________________________________________________________ And described in the attached literature marked _______________ for identification.

_____NEW UNIT

_____REMANUFACTURED/REFURBISHED

The decision of the City of Detroit, acting through the Chief Procurement Officer, shall be final as to what constitutes an acceptable remanufactured/refurbished unit.

26. PATENTS.

The Contractor shall protect and indemnify the City against expense of any nature, shall bear the cost of any lawsuits which may arise and shall pay damages which may be awarded against the City for the use, under this specification, of any patented device, process, apparatus, material or invention.

27. DELIVERY TERMS/TIME. F.O.B. delivered prices are preferred. F.O.B. delivered means delivered to the dock of the institution of department noted on the bid, and will include all charges for packing, draying, etc. Bidder may, at their option, quote F.O.B. shipping point. Prices bases on F.O.B. Shipping Point will be considered after adding transportation charges and insurance costs. Bidders must show shipping weight and point of shipments on all shipping point bids. Delivery time is a part of the consideration and must be adhered to. If time varies on different items, the bidder shall so state.

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