Cattlemen's_Arena_Sound_System_Upgrade.pdf

REQUEST FOR QUOTATION

24/25-088

CATTLEMEN'S ARENA SOUND SYSTEM UPGRADE

Clay County

477 Houston Street

Green Cove Springs, FL 32043

RELEASE DATE: July 30, 2025

LAST DATE FOR INQUIRIES: undefined, undefined

BID DUE: August 15, 2025, 4:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/claycounty https://secure.procurenow.com/portal/%7bproject.government.code%7d

Clay County

REQUEST FOR QUOTATION

Cattlemen's Arena Sound System Upgrade

I. Introduction II. Scope of Work

III. Pricing Proposal IV. Supplier Questionnaire

Attachments:

A - Certificate of partial payment

B - Certificate of final payment

C - County Warranty Letter

D - W-9 (2024)

E - EFT FORM

Request For Quotation #24/25-088 Title: Cattlemen's Arena Sound System Upgrade

1. Introduction

1.1. Summary

Project Description:

The Clay County Board of County Commissioners (County) is requesting quotes from qualified

Contractors to provide and install a complete outdoor sound system at the Cattlemen’s Arena located at the Clay County Fairgrounds. The scope of work includes the installation of new outdoor-rated loudspeakers, digital amplification equipment, and all associated cabling and hardware necessary for system integration. The project also includes the relocation and reinstallation of existing loudspeakers, with final testing and commissioning to be completed in coordination with County staff. All equipment must meet industry standards for outdoor durability and performance.

A Mandatory Pre-Proposal Meeting will be held on August 7, 2025 at Clay County Fairgrounds, 2463 FL-

16, Green Cove Springs, FL 32043 with a start time of 9:00 am

Project Location:

Clay County Fairgrounds, 2463 FL-16, Green Cove Springs, FL 32043

1.2. Contact Information

If you need immediate assistance, at any point during the solicitation process, please email the

Purchasing Department at: Purchasing@Claycountygov.com in addition to the Purchasing Department

Staff Member listed below.

Jessika Buzzelli

Buyer I

477 Houston St.

Green Cove Springs, FL 32043

Email: jessika.buzzelli@claycountygov.com

Phone: (904) 541-2743

Department:

Parks and Recreation

Department Head:

Justin Pierce

Parks and Recreation Director

1.3. Timeline

Request Date July 30, 2025 mailto:Purchasing@Claycountygov.com mailto:jessika.buzzelli@claycountygov.com tel:(904)541-2743

Pre-Proposal Meeting (Mandatory) August 7, 2025, 9:00am

Clay County Fairgrounds, 2463 FL-16, Green Cove

Springs, FL 32043

Quotation Deadline August 15, 2025, 4:00pm

2. Scope of Work

2.1. Mandatory Pre-Proposal Meeting

A Mandatory Pre-Proposal Meeting will be held on August 7, 2025 at Clay County Fairgrounds, 2463 FL-

16, Green Cove Springs, FL 32043 with a start time of 9:00 am. Attendees from the public are required to sign in upon arrival, with the sign-in sheet provided by a Purchasing Department representative. Once the sign-in sheet has been collected, the Pre-Proposal Meeting will officially commence. Please note that no additional attendees will be allowed to sign in or participate in the meeting after the sign-in sheet has been collected.

2.2. Scope of Work

Work shall include but is not limited to:

Speaker Installation:

• Install two (2) high-performance 80° conical outdoor loudspeakers with mounting brackets.

• Install two (2) weather-resistant 90° x 90° outdoor loudspeakers with mounting hardware.

• Install one (1) 15” extreme weather-rated subwoofer.

• Provide and install all necessary speaker mounting hardware, including heavy-duty brackets as required.

Amplification & Signal Management:

• Install a total of three (3) four-channel digital amplifiers suitable for outdoor sound applications.

• Configure all amplification equipment for optimal performance and compatibility with both new and existing speaker components.

Wiring and Accessories:

• Furnish and install all required cabling, connectors, and associated hardware necessary to complete system integration and operation.

Relocation Services:

• Relocate existing outdoor loudspeakers to new locations as directed by the Project Manager.

• Test and verify full functionality of all relocated equipment.

Additional Notes:

• The Contractor shall provide the required lift for elevated work.

• The Contractor shall perform final system testing and commissioning in coordination with

County staff.

• All installed components must be suitable for permanent outdoor installation and meet applicable industry durability standards.

2.3. Contractor and Subcontractor Requirements

1. The Contractor shall be licensed to perform all work listed in the Scope of Work provided.

2. Contractor shall obtain any and all permits to complete the project.

3. All work will be performed in accordance with the most applicable state and local regulations.

4. The Contractor shall own or have full access to the appropriate personnel and equipment to complete the project requested.

5. The Contractor and subcontractors may be requested to provide a list of equipment with identification (i.e. serial #, VIN, etc.), personnel with their position (e.g. foreman, laborer, etc.), and percentage of work performed.

2.4. Work Hours

Workdays and hours – Normal work hours of Monday through Friday, 7:30 a.m. to 5:00 p.m. unless approved by the County Project Manager or designee.

Any work performed outside of the normal County business hours will require prior County approval and payment to the County for all expenses incurred by the County may be required.

2.5. Permit & Fees

The Contractor shall comply with all applicable State and local laws, ordinances, codes, and regulations.

The Contractor is required to familiarize themselves with all permits required that pertain to the Scope of Work specified in this Request For Quotes, If a County permit is required, this project is not exempt from permit fees and permit fees must be paid to the County Building Department by the Contractor.

For questions about Clay County permitting please contact:

Clay County Building Department

Phone: (904) 269-6307

Email: permits@claycountygov.com

Website: https://www.claycountygov.com/government/building

All applicable permits, fees, licenses, and final County and municipality inspections are the responsibility of and will be paid for by the Contractor as specified in the plans.

All other permits, assessments, fees, bonds, and other charges as necessary to perform and complete the work of the awarded Contract are the responsibility of and will be paid for by the Contractor, including any related inspection fees. Utility service connection fees and required utility service fees, if mailto:permits@claycountygov.com https://www.claycountygov.com/government/building any, will be paid for and coordinated by the Contractor. Utility service connection, if any shall be coordinated by the Contractor. Utility service connection fees shall be paid for by the County.

2.6. Clean up & Restoration of Site

Contractor shall remove all debris from site and dispose of the debris appropriately at the Contractors expense.

Contractor shall maintain work site in a safe manner, and daily clear construction debris.

2.7. Workmanship

Where not more specifically described in this document, workmanship shall conform to all of the methods and operations of best standards and accepted practices of the trade or trades involved, and shall include all items of fabrication, construction or installation regularly furnished or required for completion of the services.

2.8. Self-Performed Work

The awarded Contractor is required to self-perform with its own workforce a minimum of forty-percent

(40%) of the overall awarded Contract.

2.9. Damage to Public or Private Property

The Contractor is responsible for anything damaged due to the direct result of installation or construction. Remove all debris from site and dispose of appropriately at Contractor expense. If property (public or private) is damaged while Contractor is performing work specified or is removed for the convenience of the work, it shall be repaired or replaced at the expense of the Contractor in a manner acceptable to the County prior to the final acceptance of the work. Contractor will be responsible for applying and securing any permits that may be required to complete such repairs.

Contractor must provide protection necessary to prevent damage to property being repaired or replaced.

If the work site has any pre-existing damage, the Contractor shall notify the County Project Manager in writing. Failure to do so shall obligate the Contractor to make repairs per the above section. Any damage to property (public or private) caused by the action of the Contractor shall be repaired or replaced at the expense of the Contractor to the satisfaction of the County. Failure to restore said property within five (5) working days following notification will result in a deduction from the final payment invoice. All damages which occur as a result of the Contractor's application of materials shall be remedied by the Contractor at no additional cost to the County. Repairs made as a result of damage must be guaranteed for a period of thirty (30) days. Should the replacement be damaged within the thirty (30) day period, the Contractor shall replace the materials continually until the area is re-established.

Should the County have any expenses incurred due to the Contractor not restoring the property/damage within said time, any appropriate labor, material, and/or equipment use or rental to restore damaged property to its original condition will be deducted from the final Invoice prior to a payment being made.

2.10. Compliance with Occupation Safety and Health Act

The Contractor warrants that the product(s) and/or service(s) supplied to Clay County shall conform in all respects to the standards set forth in the Occupational Safety and Health Act (OSHA) of 1970 as amended and the failure to comply will be considered a breach of contract. Clay County shall be held harmless against any unsafe conditions and contractor employee incidents.

Contractor certifies that all material, equipment, services, etc., furnished in this Request For Quotes meets all OSHA requirements for the applicable Sectors. Contractor further certifies that, if the successful Bidder, and the material, equipment, service, etc., delivered or provided is subsequently found to be deficient in any OSHA requirement in effect on date of delivery or service fulfillment date, all costs necessary to bring the material, equipment, service, etc., into compliance with the aforementioned requirements shall be borne by the Bidder. All Personal Protective Equipment used by the Contractor and their employees shall be ANSI certified and meet OSHA standards.

2.11. Unsatisfactory Equipment and/or Services

The County will discuss all instances of unacceptable equipment and/or services with the awarded

Contractor. This shall be immediately rectified by the Contractor at no charge to the County, to include any labor and materials as it may apply.

During this time, the County may suspend service with the Contractor until the problem(s) are corrected or may elect to use another company on an emergency basis. A record of failure to perform or of an unsatisfactory performance may result in supplier debarment.

2.12. Payment

The Contractor may request payment no more than once monthly, based on the amount of work completed. All partial estimates and payments found to be in error shall be subject to correction in the estimates and payments subsequent thereto, and in the final estimate and payment. Payments will be made in accordance with the Florida Local Government Prompt Payment Act.

2.13. Warranty

The Contractor shall provide a warranty for all workmanship and materials for a period of two (2) years unless a longer manufacture warranty / guarantee time is given or specified elsewhere in the plans and specifications associated with the RFQ.

2.14. Term

All work shall be completed within thirty (30) calendar days from the date materials are delivered by the manufacturer. A delivery receipt or other official documentation confirming the delivery date must be submitted to the Project Manager.

2.15. Performance Evaluation

A work performance evaluation will be conducted periodically to ensure compliance with the Contract.

2.16. Cancellation of Contract

If the awarded Contractor fails to maintain acceptable product quality or to perform adequately in accordance with the terms, conditions and specifications established in this Request for Quotes, the

County reserves the right to cancel the contract upon thirty (30) days written notice to the Contractor.

2.17. Additional Services

If the County and/or awarded Contractor identifies any additional services to be provided by Contractor that are not covered under the Agreement but are beneficial to the County, such additional services shall be mutually negotiated between the County and the Contractor.

2.18. Subcontractors and Major Material Suppliers

Contractor shall submit names of subcontractors and major material suppliers that they anticipate utilizing for any portion of the Work required within this Request For Quotes.

The County reserves the right to approve all subcontractors. If subcontractors are to be utilized, their names must be included within this Request For Quotes. The County may request references of the subcontractors prior to approval. Responsibility for the performance of the Contract remains with the main Contractor exclusively. After the commencement of the project, Sub-Contractors may be added or modified during the Contract period only with prior written permission from the County, and only for reasonable cause, as judged by the County. If any subcontractor or Major Material Supplier is found to be incompetent, careless, or neglectful, or unduly delays progress of work, they shall be dismissed.

Another shall then be employed in its place, as approved the County.

3. Pricing Proposal

Line Item Description Quantity Unit of

Measure Unit Cost Total

1 All Inclusive Total Price 1 Lump Sum

TOTAL

4. Supplier Questionnaire

4.1. Response Acknowledgement *

I acknowledge the following:

I will respond to this solicitation in the manner that is being requested of me.

I am not to embed any documents within the questionnaire, as they may not be accessed / reviewed / evaluated.

When a document is required to be uploaded, it must be in PDF format and unlocked.

☐ Please confirm

*Response required

4.2. Legal Name *

Please enter your Company's Legal Name.

*Response required

4.3. Company Primary Contact*

Please provide the following details for your Company's primary contact person:

A. Organization Primary Contact Name:

(First and Last Name)

B. Organization Primary Contact Role:

(Position or Title within the Organization)

C. Organization Primary Contact Phone Number:

(Include Area Code)

D. Organization Primary Contact Email Address:

(Please provide a valid and frequently monitored email address)

*Response required

4.4. Company Remittance Address*

Please provide your Company's remittance address.

The Address should include:

Street Address: This should include the building number, street name, and, if applicable, suite number.

City, State, and ZIP Code: The city and state should be fully spelled out (unless state abbreviations are standard), followed by the ZIP Code.

Example of a Complete Address:

John Doe

1234 Elm Street, Apt 5B

Springfield, IL 62704

*Response required

4.5. W-9*

Please download the W-9 below, complete, and upload.

• W-9_(2024).pdf

*Response required

4.6. EFT Authorization Form

Please download the below documents, complete, and upload.

• EFT_FORM.pdf

4.7. SunBiz Verification*

Please enter your EIN number below.

*Response required

4.8. E-Verify *

Please enter your Company's legal name.

*Response required

4.9. E-Verify *

Please download the below documents, complete, and upload.

• E-Verify_(1).pdf

*Response required

4.10. Conflict of Interest Disclosure: *

County Employee: Please mark yes or no if you work for Clay County as an employee.

☐ Yes

☐ No

*Response required

4.11. Conflict of Interest Disclosure: *

An outside personal economic relationship which affords present or future financial benefits to an employee, his family or to individuals with whom he has business or financial ties may be considered a conflict of interest requiring evaluation by the County Manager.

This certifies that neither my family nor myself are employees of the County and will benefit financially by doing business with Clay County.

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☐ I certify that neither my family nor myself are employees of the County and will benefit financially by doing business with Clay County.

☐ I have a conflict of interest with the County and require a evaluation by the County Manager.

*Response required

4.12. Conflict of Interest Disclosure:*

Please identify yourself, family member or other conflict of interest.

Please enter N/A if this does not apply.

*Response required

4.13. Section 287.05701, Florida Statutes - Prohibition against considering social, political, or ideological interests in government contracting*

Bidders are hereby notified of the provision of section 287.05701, Florida Statutes, as amended, that the

Clay County Board of County Commissioners will not request documentation of or consider a Bidder's social, political, or ideological interests when determining if the Bidder is a responsible Bidder.

The Bidder acknowledges they were notified of the provisions in section 287.05701, Florida Statutes.

☐ Please confirm

*Response required

4.14. Term Acknowledgement *

The Bidder acknowledges that they have thoroughly reviewed the term outlined in the Scope of Work.

☐ Please confirm

*Response required

4.15. Site Acknowledgement *

I acknowledge that I, the Contractor, have been provided an opportunity by the County to visit the site or have been informed that the site is open to the public, to insure that I am aware of all conditions that may affect the Contract work thereon and therein.

I acknowledge that the County will not be responsible for conclusions made by the Contractor.

I acknowledge no claims for additional compensation will be considered on behalf of any Contractor, Sub-Contractor, materials suppliers or others on account of that person’s failure to be fully informed of all requirements of all parts of this bid.

☐ Please confirm

*Response required

4.16. Material Lead Time*

Are there any long lead times associated with obtaining the materials required to perform the work outlined in this informal quote?

http://www.leg.state.fl.us/statutes/index.cfm?App_mode=Display_Statute&URL=0200-0299/0287/0287.html

☐ Yes

☐ No

*Response required

4.17. Material Lead Time *

If yes, please provide a detail summary of the the lead times for the materials required to fulfill the work outlined in this Informal Quote.

If no, please state that there are no lead times for the materials required to fulfill the work outlined in this Informal Quote.

*Response required

4.18. License / Certification List *

Please list all current licenses and certifications held in the format listed below:

License Name:

License #:

Issuing Agency:

Expiration Date:

*Response required

4.19. License / Certification List *

Please upload a copy of each current license or certification provided in the response above.

*Response required

4.20. Local Preference *

Bidder affirms that it is a local business as defined below and in accordance with the following:

Resolution No. 2018/2019-2 adopted by the Clay County Board of Commissioners.

Local Business Definition:

(A) a person or business entity which maintains a permanent place of business with full-time employees within Clay County for a minimum of twelve months prior to the date Bids or quotes were received for the purchase or contract at issue, which provides from such permanent place of business the kinds of goods or services solicited, and which at the time of the solicitation submits the Local Business Affidavit of Eligibility; or

(B) a person or business entity which utilizes for at least 40% of the solicited work local Clay County sub-contractors or suppliers, meaning sub-contractors or suppliers which maintain a permanent place of business with full-time employees within Clay County for a minimum of twelve months prior to the date

Bids or quotes were received for the purchase or contract at issue, provide from such permanent place of business the kinds of goods or services solicited, and at the time of the solicitation submit the Local

Business Affidavit of Eligibility.

The authorized purchasing authority of Clay County shall have the sole discretion to determine if a person or business entity meets the definition of Local Business. Such decision shall not be disputed nor protested.

The Board of County Commissioners reserves the right to award Bids/quotes/proposals which would be in the best interest of the County or reject any and all Bids/quotes/proposals. As such, the County reserves the exclusive right to compare, contrast and otherwise evaluate the qualifications, character, responsibility and financial qualifications of all persons, firms, partnerships, companies or corporations submitting Bids or quotes in any procurement for goods and services when making an award in the best interests of the County.

Resolution No. 2018/2019-2 can be found at:

https://www.claycountygov.com/departments/purchasing-division/vendor-information

Please choose one of the following to verify Local preference eligibility:

☐ (A)

☐ (B)

☐ Bidder Does Not Claim Local Preference.

*Response required

4.21. Local Preference

If you selected (A) or (B) in the question above, please download the below documents, complete, and upload.

• Local_Business_Affidavit_of...

4.22. Scrutinized Companies Certification*

Please download the below documents, complete, and upload.

• Scrutinized_Companies_Certi...

*Response required

4.23. Subcontractors and Suppliers*

Bidder shall submit any and all proposed sub-contractors and major material suppliers for review/approval by the County.

Bidder shall attach any and all licenses or certifications required for the proposed sub-contractor to perform the intended portion of the work as stated in the form.

All subcontractors and major materials suppliers are subject to approval of County Please download the below documents, complete, and upload.

• Contractor-supplier_approva...

*Response required 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