Commission_Chambers_Equipment.pdf

For more information, please visit our online supplier portal, located at https://procurement.opengov.com/portal/pembrokepines

COMMISSION CHAMBERS

EQUIPMENT

QUICK QUOTE # TS-26-QQ-03

Issuance of Solicitation: Tuesday, April 7, 2026

Questions Due Date: Tuesday, April 14, 2026

Bid Submission Deadline: Thursday, April 23, 2026

THE CITY OF PEMBROKE PINES

PROCUREMENT DEPARTMENT

8300 SOUTH PALM DRIVE

PEMBROKE PINES, FLORIDA 33025

(954) 518-9020

Table of Contents

1. NOTICE

2. GENERAL PROJECT INFORMATION & TIMELINE

3. PURPOSE AND BACKGROUND

4. SCOPE OF WORK

5. PRICE PROPOSAL / BID TABLE

6. SUBMITTAL DOCUMENTS

7. INSURANCE REQUIREMENTS

8. SPECIAL TERMS & CONDITIONS

Attachments:

A - Sample Insurance Certificate

QQ # TS-26-QQ-03 SECTION 1 - NOTICE Page 3

City of Pembroke Pines

SECTION 1 - NOTICE

Notice is hereby given that the City of Pembroke Pines is seeking quotes for:

QQ # TS-26-QQ-03

Commission Chambers Equipment

Solicitations may be found on the City of Pembroke Pines website under the Procurement

Department at http://www.ppines.com/index.aspx?NID=667, and may be downloaded directly from the OpenGov platform at https://procurement.opengov.com/portal/pembrokepines.

For Technical Support, proposers can reach the OpenGov Service Desk between 7:00 am to 10:00 pm from Monday through Friday via the following methods:

o Chat (preferred method): Click the button in the lower right-hand corner of the portal.

o E-mail: procurement-support@opengov.com o Phone: 1 (650) 336-7167

If additional help is needed with downloading the solicitation package please contact the

Procurement Department at (954) 518-9020 or by email at purchasing@ppines.com. The

Procurement Department hours are between 7:00 am to 6:00 pm on Monday through Thursday and is located at 8300 South Palm Drive, Pembroke Pines, FL 33025.

Bidders shall submit all questions regarding this bid via the City's e-Procurement Portal, located at https://procurement.opengov.com/portal/pembrokepines. Please note the deadline for submitting questions. All answers will be posted on the City's e-Procurement Portal. Bidders may also click

“Follow” on this bid to receive an email notification when answers are posted. It is the bidder's responsibility to check the portal for updates. Only written responses issued through the OpenGov platform will be considered official for interpretations or clarifications.

Proposals will be accepted until 2:00 pm on Thursday, April 23, 2026, electronically at https://procurement.opengov.com/portal/pembrokepines/projects/251435.

http://www.ppines.com/index.aspx?NID=667 https://procurement.opengov.com/portal/pembrokepines mailto:procurement-support@opengov.com mailto:purchasing@ppines.com https://procurement.opengov.com/portal/pembrokepines/projects/251435

QQ # TS-26-QQ-03SECTION 2 - GENERAL PROJECT INFORMATION & TIMELINE Page 4

SECTION 2 - GENERAL PROJECT INFORMATION & TIMELINE

2.1 Project Timeline

Products shall be delivered within 30 calendar days of the City's issuance of a Purchase Order.

2.2 Tentative Schedule of Events

Issuance of Solicitation (Posting Date): April 7, 2026

Question Due Date: April 14, 2026, 11:55pm

Issuance of Final Answers to Questions: April 16, 2026

Bid Submission Deadline: April 23, 2026, 2:00pm

2.3 Pre-Bid Meeting

This project will not have a pre-bid meeting.

2.4 Grant/Federal Funding

Not applicable for this project.

2.5 Proposal Security/Bid Bond

A Proposal Security shall not be required for this project.

2.6 Payment and Performance Bonds

Payment and Performance Bonds shall not be required for this project.

QQ # TS-26-QQ-03 SECTION 3 - PURPOSE AND BACKGROUND Page 5

SECTION 3 - PURPOSE AND BACKGROUND

3.1 Purpose

The City of Pembroke Pines is seeking quotes from qualified firms, to replace aging, end of life systems currently installed in the City's Commission Chambers, in accordance with the terms, conditions, and specifications contained in this solicitation.

This equipment consists of a networked audio-visual (AV) system built on the QSC Q-SYS platform, including a centralized processing server, input/output modules for microphones and audio sources, and multi-channel amplifiers to support sound distribution throughout the Commission

Chambers. The solution also includes enterprise-grade network infrastructure from Extreme

Networks, featuring a high-power PoE switch and redundant power supplies to ensure system reliability, scalability, and continuous operation.

3.2 Background

Pembroke Pines, Florida, ranked as the eleventh largest city among the state's four hundred plus municipalities and the second largest in Broward County, maintains a welcoming small-town ambiance that resonates with its residents. Located conveniently in southwest Broward County, the city provides seamless access to major highways, employment centers, entertainment venues, parks, golf courses, and a diverse array of dining and shopping options.

With a population of approximately 170,000 residents spread across 32.68 square miles, Pembroke

Pines is renowned as one of the best cities to live in America. The city boasts 28 superior parks, lush landscaping, and a distinctive South Florida charm that contributes to its natural beauty. Notably recognized as 2024's Best Place to Raise a Family in Florida, and 2024's Best City of Hispanic

Entrepreneurs by WalletHub, Pembroke Pines also earned a place as the on Money Magazine's esteemed Best Places to Live list in 2014, as the sole Florida representative, ranking in at #32 in the nation.

Incorporated in 1960, Pembroke Pines is celebrated as a safe and desirable community, having received accolades such as the All-America City designation. The city's commitment to arts and culture, exceptional schools, diverse population, numerous parks, and forward-thinking approach in an ever-evolving world make it a standout destination.

Pembroke Pines is also the home to the largest municipal-run charter school system in the nation, serving over 6,000 students across five separate campuses. The City’s award-winning charter school system is located in the Broward County School District, which is the sixth largest school district in the nation.

QQ # TS-26-QQ-03 SECTION 4 - SCOPE OF WORK Page 6

SECTION 4 - SCOPE OF WORK

4.1 Scope of work

Item Descripton Qty

QSC SERVER CORE X10

Q-SYS X-Class Server Core for AV&C processing built on enterprise-grade IT server hardware, offering 256x256 networked audio channels with 8x8 Software-based Dante license included, dual Ethernet ports for network redundancy plus two auxiliary Ethernet ports, 64 nextgeneration AEC processors, internal universal PSU, pre-installed 256GB

SSD Media Drive, 1RU. Includes Scripting/UCI functionality. 2

QSC QIO-ML24i

Q-SYS peripheral providing 24 mic/line inputs, with 8x8

GPIO. Supports optional network redundancy and peripheral redundancy. 1RU. Mounting hardware included for rack mounting and surface mounting. Mains powered, 100-240V. 1

QSC QIO-L24o

Q-SYS peripheral providing 24 line outputs, with 8x8 GPIO.

Supports optional network redundancy and peripheral redundancy. 1RU. Mounting hardware included for rack mounting and surface mounting. Mains powered, 100-240V 1

QSC CX-Q 4K8

8-Channel 500W/CH Q-SYS Network Amplifier, Lo-Z, 70V, 100V direct drive, FlexAmp™, with Mic/line Inputs, 100-240V 3

Extreme Networks 5520-48W 5520 48port 802.3bt 90w PoE Switch 1

Extreme Networks 10941 Summit 1100W AC PSU FB 2

• Vendor must quote the items as specified.

• The City of Pembroke Pines will not accept substitutions for any of the line items listed in this solicitation.

QQ # TS-26-QQ-03 SECTION 5 - PRICE PROPOSAL / BID TABLE Page 7

SECTION 5 - PRICE PROPOSAL / BID TABLE

The vendor must provide their pricing electronically through the designated line items listed on the

Bid Sheet/Pricing Table via the City's e-Procurement portal on OpenGov.

Vendor Notes: The bid tables includes a “Vendor Notes” column for any additional comments regarding the requested line item(s). A comment is preferred in the “Vendor Notes” column. If the vendor does not need to submit any comments, they may leave it blank or enter N/A or similar.

Primary Responses: The initial Bid Table is for the primary responses so that the vendors can submit the requested goods and/or services.

Line Item Item Description Quantity Unit of

Measure Unit Cost Total Vendor

Notes

1.0 QSC

SERVER

CORE X10

Q-SYS X-Class Server Core for AV&C processing, built on enterprise-grade hardware. Supports 256×256 networked audio channels with 8×8 software-based

Dante, dual Ethernet for redundancy plus two auxiliary ports, 64 next-gen AEC processors, internal universal PSU, 256GB

SSD media drive (pre-installed), 1RU.

Includes Scripting and UCI functionality.

2 Ea

1.1 QSC QIO-

ML24i Q-SYS peripheral with 24 mic/line inputs and 8×8 GPIO. Supports optional network and peripheral redundancy. 1RU form factor with rack and surface-mount hardware included. Mains powered, 100–

240V.

1 Ea

1.2 QSC QIO-

L24o Q-SYS peripheral with 24 line outputs and

8×8 GPIO. Supports optional network and peripheral redundancy. 1RU form factor with rack and surface-mount hardware included. Mains powered, 100–240V.

1 Ea

1.3 QSC CX-Q

4K8 8-Channel 500W/CH Q-SYS Network

Amplifier, Lo-Z, 70V, 100V direct drive, FlexAmp™, with Mic/line Inputs, 100-

240V

3 Ea

1.4 Extreme

Networks

5520-48W

5520 48port 802.3bt 90w PoE Switch 1 Ea

1.5 Extreme

Networks

10941

Summit 1100W AC PSU FB 2 Ea

TOTAL

QQ # TS-26-QQ-03 SECTION 6 - SUBMITTAL DOCUMENTS Page 8

SECTION 6 - SUBMITTAL DOCUMENTS

Bids must be submitted electronically at https://procurement.opengov.com/portal/pembrokepines on or before 2:00 pm on Thursday, April 23, 2026. Please note vendors should be registered on

OpenGov under the name of the organization that they are operating as and it should match the organization name on the documents that they are submitting and utilizing when responding to the solicitation. In addition, the vendor must complete the required documents in this section and provide any additional information requested throughout this solicitation. Any additional information requested in the solicitation should be scanned and uploaded. The City recommends for proposers to submit their proposals as soon as they are ready to do so. Please allow ample time to submit your proposals on the https://procurement.opengov.com/portal/pembrokepines website. Proposals may be modified or withdrawn prior to the deadline for submitting Proposals.

PLEASE DO NOT SUBMIT ANY PROPOSALS VIA MAIL, E-MAIL OR FAX.

Prospective proposers interested in responding to this solicitation are requested to provide all of the applicable information listed in this section. Submittals that do not respond completely to all of the requirements specified herein may be considered non-responsive and eliminated from the process.

Brevity and clarity are encouraged.

1 VENDOR REGISTRATION

1.1 Do you currently have a City of Pembroke Pines Vendor Number registered in the

PaymentWorks System?*

▪ The City of Pembroke Pines utilizes OpenGov as its e-Procurement platform for solicitation and bid submission purposes. However, please be advised that vendor registration for onboarding and processing payments is handled separately through the City's Accounts Payable Division using PaymentWorks, a secure online vendor management platform.

▪ All vendors that will be submitting invoices and requiring payments from the City are required to register on the PaymentWorks platform. If the vendor is not currently registered with the City via PaymentWorks and does not have a Vendor Number, the

City will have to invite the vendor to register.

▪ For formal solicitations such as this project, the Procurement Department will send

PaymentWorks registration invitations to vendor(s) who are under active consideration for award. Please be aware that not all vendors who submit proposals will receive an invitation, in order to manage system usage and avoid onboarding vendors who are unlikely to receive payments from the City.

▪ Invitations will typically be sent to the contact listed on the submitted Vendor

Information Form.

☐ Yes https://procurement.opengov.com/portal/pembrokepines https://procurement.opengov.com/portal/pembrokepines/projects/251435/document?section=2404900

QQ # TS-26-QQ-03 SECTION 6 - SUBMITTAL DOCUMENTS Page 9

☐ No

*Response required

When equals "Yes"

1.1.1 What is your Vendor Number?*

*Response required

2 OPTIONAL DOCUMENTATION

2.1 ADDITIONAL INFORMATION

a. Please provide any additional information that you deem necessary to complete your proposal in this section, if it has not been requested in another section.

2.2 PROFESSIONAL LICENSES

a. If applicable, please upload any professional licenses that may be required to perform the services outlined in the solicitation.

QQ # TS-26-QQ-03 SECTION 7 - INSURANCE REQUIREMENTS Page 10

SECTION 7 - INSURANCE REQUIREMENTS

7.1 General Indemnification

The Vendor shall indemnify and hold harmless the CITY and its officers, employees, agents and instrumentalities from any and all liability, losses or damages, including attorneys' fees and costs of defense, which the CITY or its officers, employees, agents or instrumentalities may incur as a result of claims, demands, suits, causes of actions or proceedings of any kind or nature arising out of, relating to or resulting from the performance of this Agreement by the Vendor or its employees, agents, servants, partners, principals or subcontractors. The Vendor shall pay all claims and losses in connection therewith and shall investigate and defend all claims, suits or actions of any kind or nature in the name of the CITY, where applicable, including appellate proceedings, and shall pay all costs, judgments, and attorneys’ fees which may issue thereon. The Vendor expressly understands and agrees that any insurance protection required by this Agreement or otherwise provided by the

Vendor shall in no way limit the responsibility to indemnify, keep and save harmless and defend the

CITY or its officers, employees, agents and instrumentalities as herein provided.

7.2 Insurance Coverage

A. Vendor shall not commence work under this Agreement until it has obtained all insurance required under this paragraph and such insurance has been approved by the Risk Manager of the CITY nor shall the Vendor allow any subcontractor to commence work on any subcontract until all similar such insurance required of the subcontractor has been obtained and similarly approved.

B. Certificates of Insurance, reflecting evidence of the required insurance, shall be filed with the

CITY’s Risk Manager prior to the commencement of this Agreement. Policies shall be issued by companies authorized to do business under the laws of the State of Florida. The insurance company shall be rated no less than “A” as to management, and no less than “Class

VI” as to financial strength according to the latest edition of Best’s Insurance Guide published by A.M. Best Company.

C. Certificates of Insurance shall provide for thirty (30) days’ prior written notice to the CITY in case of cancellation or material changes in the policy limits or coverage states. If the carrier cannot provide thirty (30) days’ notice of cancellation, either the Vendor or their

Insurance Broker must agree to provide notice.

D. Insurance shall be in force until all obligations required to be fulfilled under the terms of the

Agreement are satisfactorily completed as evidenced by the formal acceptance by the

CITY. In the event the insurance certificate provided indicates that the insurance shall terminate and lapse during the period of this Agreement, the Vendor shall furnish, at least forty-five (45) days prior to the expiration of the date of such insurance, a renewed certificate of insurance as proof that equal and like coverage for the balance of the period of the

QQ # TS-26-QQ-03 SECTION 7 - INSURANCE REQUIREMENTS Page 11

Agreement and extension thereunder is in effect. The Vendor shall neither commence nor continue to provide any services pursuant to this Agreement unless all required insurance remains in full force and effect. Vendor shall be liable to CITY for any lapses in service resulting from a gap in insurance coverage.

E. Vendor shall be required to obtain all applicable insurance coverage, as indicated in the sections below, prior to commencing any work pursuant to this Agreement.

7.3 Comprehensive General Liability Insurance

Comprehensive General Liability Insurance written on an occurrence basis including, but not limited to: coverage for bodily injury and property damage, personal & advertising injury, products & completed operations, and contractual liability. Coverage must be written on an occurrence basis, with limits of liability no less than:

A. Each Occurrence Limit - $1,000,000

B. Fire Damage Limit (Damage to rented premises) - $100,000

C. Personal & Advertising Injury Limit - $1,000,000

D. General Aggregate Limit - $2,000,000

E. Products & Completed Operations Aggregate Limit - $2,000,000

Products & Completed Operations Coverage shall be maintained for the later of three (3) years after the delivery of goods/services or final payment under the Agreement. (For Construction projects:

Increase to ten (10) years and include a Designated Construction Project(s) General Aggregate

Limit)

The City of Pembroke Pines must be shown as an additional insured with respect to this coverage. The CITY’s additional insured status shall extend to any coverage beyond the minimum limits of liability found herein.

7.4 Required Endorsements

A. The City of Pembroke Pines shall be named as an Additional Insured on each of the Liability

Policies required herein.

B. Waiver of all Rights of Subrogation against the CITY.

C. Thirty (30) Day Notice of Cancellation or Non-Renewal to the CITY.

D. Vendor’s policies shall be Primary & Non-Contributory.

E. All policies shall contain a “severability of interest” or “cross liability” clause without obligation for premium payment of the CITY.

QQ # TS-26-QQ-03 SECTION 7 - INSURANCE REQUIREMENTS Page 12

F. The City of Pembroke Pines shall be named as a Loss Payee on all Property and/or Inland

Marine Policies as their interest may appear.

7.5 Additional Requirements

A. Any and all insurance required of the Vendor pursuant to this Agreement must also be required by any subcontractor in the same limits and with all requirements as provided herein, including naming the CITY as an additional insured, in any work that is subcontracted unless such subcontractor is covered by the protection afforded by the Vendor and provided proof of such coverage is provided to CITY. The Vendor and any subcontractors shall maintain such policies during the term of this Agreement.

B. The CITY reserves the right to require any other additional types of insurance coverage and/or higher limits of liability it deems necessary based on the nature of work being performed under this Agreement.

C. The insurance requirements specified in this Agreement are minimum requirements and in no way reduce any liability the Vendor has assumed in the indemnification/hold harmless section(s) of this Agreement.

QQ # TS-26-QQ-03 SECTION 8 - SPECIAL TERMS & CONDITIONS Page 13

SECTION 8 - SPECIAL TERMS & CONDITIONS