Council AV services.pdf

INVITATION TO BID

Invitation to Bid Page 1 Council Chambers Audio Visual Update

CITY OF LOVELAND, COLORADO

FOR

COUNCIL CHAMBERS AUDIO VISUAL UPDATE

BID #2025-076

Revised August 1, 2024

Invitation to Bid Page 2

The City of Loveland, Colorado will receive sealed bids for Council Chambers Audio Visual Update, Bid #2025-076. Bids must be received electronically at http://bidnetdirect.com//city-of-loveland on or before 2:00 p.m. on Thursday, November 13, 2025. The subject line in the email must contain the name of the bid and the company name and address should be in the body of the email.

Specifications and documents are available via the Rocky Mountain E-Purchasing System at www.BidNetDirect.com/Colorado. If you are not registered with Rocky Mountain E-Purchasing, please visit their website and select “Vendor Registration.” If you have questions about the registration process, please contact Rocky Mountain E-Purchasing at 800-835-4603.

Bid information will be added to the Rocky Mountain E-Purchasing website once evaluations are completed by the City’s project manager.

For additional information, submit questions to http://bidnetdirect.com//city-of-loveland before November 5, 2025 at 5:00 p.m..

No bids will be considered which have not been received by the deadline set forth above, as determined by the City email server. The City is not responsible for delays occasioned by the internet, outages of service, the City email server, or any other electronic delay. The City email server scans all emails with attachments and delays the receipt of those emails up to four (4) minutes, please plan your submission accordingly.

The City of Loveland is committed to providing an equal opportunity for services, programs and activities and does not discriminate on the basis of disability, race, age, color, national origin, religion, sexual orientation or gender. For more information on non-discrimination or for translation assistance, please contact the City’s Title VI Coordinator at TitleSix@cityofloveland.org or 970-962- 2372. The City will make reasonable accommodations for citizens in accordance with the Americans with Disabilities Act (ADA). For more information on ADA or accommodations, please contact the City’s ADA Coordinator at jason.smitherman@cityofloveland.org or 970-962-3319.

“La Ciudad de Loveland está comprometida a proporcionar igualdad de oportunidades para los servicios, programas y actividades y no discriminar en base a discapacidad, raza, edad, color, origen nacional, religión, orientación sexual o género. Para más información sobre la no discriminación o para asistencia en traducción, favor contacte al Coordinador Título VI de la Ciudad al TitleSix@cityofloveland.org o al 970-962-2372. La Ciudad realizará las acomodaciones razonables para los ciudadanos de acuerdo con la Ley de Discapacidades para Americanos (ADA). Para más información sobre ADA o acomodaciones, favor contacte al Coordinador de ADA de la Ciudad en jason.smitherman@cityofloveland.org o al 970- 962-3319.”

http://bidnetdirect.com/city-of-loveland http://www.bidnetdirect.com/ http://bidnetdirect.com/city-of-loveland mailto:TitleSix@cityofloveland.org tel:970-962-2372 tel:970-962-2372 mailto:jason.smitherman@cityofloveland.org tel:970-962-3319 mailto:TitleSix@cityofloveland.org mailto:jason.smitherman@cityofloveland.org

Invitation to Bid Page 3

COLORADO OPEN RECORDS ACT NOTIFICATION

The City of Loveland is subject to section 24-72-201 et seq. of the Colorado Revised Statutes, the Colorado Open Records Act. If a bidder objects to the disclosure of any confidential or privileged information as such is defined in the Colorado Open Records Act, any such pages must be marked confidential. An objecting bidder must include a detailed list of the documents marked confidential and provide a) an explanation as to why those should be withheld; b) the specific legal basis for that position. Failure to do the foregoing will be deemed a waiver of any objection to the release of any information.

Please note that objections will be considered, but are not binding on the City. The City is required to make a determination under the Colorado Open Records Act and may only withhold documents that are confidential under the law. If the City releases documents marked as confidential in compliance with the Colorado Open Records Act, bidders waive any claims for liability or damages and shall hold the City harmless from any claims arising therefrom.

INSTRUCTIONS TO BIDDERS

Instructions to Bidders Page 4

1.0 GENERAL

These instructions apply to the preparation of bids for services (“Services”) for the City of Loveland, Colorado (“City”).

2.0 BID DOCUMENTS

2.1 Bid Documents. The following documents constitute the bid documents for this project. By submitting a bid, the bidder certifies and represents that the bidder has been furnished with all the bid documents, is familiar with them, and intends to be bound by them.

Furnished with Bid Packet:

Invitation to Bid Bidder’s Information Instructions to Bidders Scope of Services Bid Form Services Contract

2.2 Interpretations, Modifications, and Addenda. It shall be the bidder’s responsibility to advise the City prior to the bid opening date of conflicting requirements or missing information which requires clarification. The bidder must inquire into any apparent inconsistencies, or any matter seeming to require explanation or interpretation, at least seventy-two (72) hours (excluding weekends and holidays) prior to the time set for the bid opening. The bidder submitting the request is responsible for its prompt delivery. Any interpretation or modification of the bid documents will be made only by addendum mailed, faxed, or delivered to each person receiving a set of such documents. The City is not responsible for any other interpretations or modifications of the bid documents. All addenda shall become part of the bid documents and shall be acknowledged and dated on the bid form.

3.0 BID

3.1 Basis of Bid. If the Services project is on a unit price basis, the estimate of quantities of work to be done is tabulated in the bid form, approximate only, and assumed solely for the basis of calculation upon which the contract award shall be made. Payment shall be made on the measurement of the work actually performed as specified in the contract documents. The City reserves the right to increase or diminish the amount of any class of work as may be deemed necessary.

If the project is on a lump-sum basis, the total compensation to be paid for the work shall be the lump-sum amount bid, as adjusted by written change orders. A breakdown of the lump-sum bid, if requested, shall be used only to evaluate pay requests and, at the option of the City, to determine the price for change orders.

Instructions to Bidders Page 5

Note: The bid form is located at the end of Exhibit A, Scope of Services, to the attached contract.

3.2 Preparation. Each bidder must submit an original bid on the form bound herewith.

No other bid form will be considered by the City. The bidder shall sign the bid form appropriately prior to submitting the bid for consideration. The bid may be rejected if it shows any omissions, alterations of the form, additions not called for, conditional bid, or any irregularities of any kind. Entries on the bid form shall be typed using dark black ribbon or font, or legibly written in dark ink. All prices shall be stated in words and figures except where the forms provide for figures only. A standard unit of measure is to be used for bid purposes.

3.3 Bidder Qualifications. No bid shall be accepted from, and no contract will be awarded to, any person, firm, or corporation that is in arrears to the City. If requested, bidders shall be required to submit satisfactory evidence that they have a practical knowledge of the particular Services bid upon and that they have the necessary financial resources, materials and/or equipment to provide the proposed Services called for as described in the attached Scope of Services.

3.4 Bidder’s Understanding. The bidder is responsible to be informed of, and the bidder awarded the contract shall comply with, all federal, state, and local laws, statutes, and ordinances relative to the execution of the Services. This requirement includes, without limitation, applicable regulations concerning minimum wage rates, nondiscrimination in the employment of labor, protection of public and employee safety and health, permits, fees, and similar subjects.

If the Services are to be performed away from the bidder’s principal place of business, the bidder is responsible to have inspected the location of the proposed Services and to have become familiar with the location layout and all location conditions that might affect bidder’s ability to provide the Services. The bidder is presumed to have made adequate allowances within the bid for all such conditions.

3.5 Accessibility.

a. Contractor shall comply with, and the Services shall be in substantial compliance with, the following requirements (“Accessibility Requirements”):

(i) All requirements related to the applicable provisions of §§24-85-101, et seq., C.R.S., and the Accessibility Standards for Individuals with a Disability, as established by the State of Colorado’s Governor’s Office of Information Technology (OIT), pursuant to Section §24-85-103(2.5), C.R.S.

(ii) All State of Colorado and City technology standards related to technology accessibility.

Instructions to Bidders Page 6

(iii) The Web Content Accessibility Guidelines (WCAG) level and version currently established in 8 CCR 1501-11 Technology Accessibility Rules, as incorporated and as defined in the State of Colorado technology standards.

(iv) In the event Contractor cannot comply with the Accessibility Requirements, Contractor must work with the City to establish a plan, subject to approval by the City in its sole discretion, for Contractor to become compliant with the Accessibility Requirements.

b. Future Standards and Requirements. Contractor shall also comply with any future technology accessibility standards and requirements that may be established by the State of Colorado or the City during the term of this Contract. The City will provide reasonable notice of any such future requirements, and the Contractor shall implement necessary changes within a reasonable timeframe specified by the City.

c. Third-Party Verification. The City may, in its sole discretion, require the

Contractor’s compliance with Accessibility Requirements to be determined by a third party selected by the City to attest that Contractor’s Services are in compliance with such requirements. The Contractor shall be responsible for all reasonable costs associated with this requirement, which must be completed within a reasonable timeframe specified by the City.

d. Indemnification. Contractor shall indemnify, save, and hold harmless the City, against any and all costs, expenses, claims, damages, liabilities, court awards and other amounts (including attorneys’ fees and related costs) incurred by the City in relation to Contractor’s failure to comply with Accessibility Requirements.

e. Non-compliance. Failure to comply frustrates the point of this Contract, and may, in the City’s sole discretion, be grounds for termination by default of all, or a portion, of this Contract for non-compliance.

3.6 Confidential Information. Pursuant to the Colorado Open Records Act, C.R.S.

§§ 24-72-201 et seq. (“Act”), all information contained in any bid or proposal is subject to public disclosure unless it meets one of the exceptions set forth in the Act. To avoid disclosure of trade secrets, privileged information, or confidential commercial, financial, geological, or geophysical data (“Confidential Information”), the bidder must clearly mark all Confidential Information as such and provide a written, detailed justification with its bid or proposal of the protected nature of the Confidential Information under Colorado law. This justification must address, at a minimum, the specific competitive harm that may result from any disclosure, the intrinsic value of the Confidential Information to the bidder, and any safeguards the bidder uses to protect the Confidential Information from disclosure.

By submitting a bid, the bidder agrees to hold the City harmless from any claim arising from the release of Confidential Information not clearly marked as such by

Instructions to Bidders Page 7 the bidder or lacking written, detailed justification supported by Colorado law.

3.7 Deviations (Exceptions) by the Bidder. Any deviation from the Scope of Services included herein must be noted in detail and submitted in writing on the bid form as a deviation statement. The bidder must propose an alternative to meet any aspect of the Services from which bidder proposes to deviate. The absence of the deviation statement on the bid form will hold the bidder strictly accountable to the Scope of Services as attached hereto. Failure to submit the deviation statement, if applicable, shall be grounds for rejection of any changes to the Scope of Services.

3.8 Terms of Payment. Prices must be based upon payment within thirty (30) days of completion and acceptance of the Services or as otherwise mutually agreed upon by bidder and the City in writing. Cash discounts must be stated on the bid form.

In all cases, cash discounts will be calculated from the date of the invoice or the date of completion of the Services, whichever is later. Checks will be mailed to the Supplier at the invoice address noted on the bid form.

3.9 Contract Term. The term of the Contract for the Services shall be one (1) year from the date of execution. The Contract may be renewed for up to four (4) additional twelve (12) month periods upon written mutual agreement of the City and the successful bidder.

3.10 Incidental Costs. The successful bidder shall be responsible for all materials, supplies, equipment, transportation or other costs necessarily incurred in the provision of the Services under the Contract. All such costs must be included in the bid price(s). The City reserves the rights to supply and material or supplies.

3.11 Warranties. The bidder shall provide on the bid form any warranty it provides on the Services as set forth in the Scope of Services including the scope and duration of such warranty and any limitations on such warranty.

3.12 Credit. If a bidder places any dollar limitations for credit extended on a service purchase order, the City will consider such limitations in the evaluation of the bids.

Any credit limits without justification may cause the City to disqualify the bid.

Additionally, the City will not complete credit applications.

3.13 Taxes. The City of Loveland is exempt from federal, state, city, and county sales/excise taxes.

If a building permit is needed, the bidder must complete a state sales tax exemption form and have it approved for the permit be tax exempt. Failure to do so will result in taxes being charged on the permit and the City will not reimburse the bidder for those taxes.

3.14 Signatures. All bids shall be submitted in writing and signed by the bidder and his/her authorized agent and must include the bidder’s address and telephone

Instructions to Bidders Page 8 number. Each bidder shall sign the bid with the bidder’s usual signature and shall give the bidder’s full business address.

Bids by partnerships shall be signed with the partnership name followed by the signature and designation of one of the partners or other authorized representative.

A complete list of partners shall be included with the bid.

Bids by a corporation shall be signed in the official corporate name of the corporation, followed by the signature and designation of the president, secretary, or other person authorized to bind the corporation, and shall display the corporate seal. The names of all persons signing should also be typed or printed below the signature. Bidding corporations shall designate the state in which they are incorporated, the address of their principal office, and the name and address of their agent for service of process.

A bid by a person who adds the word president, secretary, agent, or other designation without disclosing the principal will be rejected.

The bidder’s name stated on the bid shall be the exact legal name of the firm.

3.15 Submittals. Bids shall be submitted electronically to bids@cityofloveland.org with the bidder’s name and the project title included in the subject line of the email.

Bids not received on or before the deadline set forth on the Invitation to Bid shall not be considered.

A single proprietary interest shall not submit multiple bids for the same Services even though the individual bids are submitted under different names. The City reserves the right to reject all bids so submitted. Multiple submittals by a single proprietary interest may subject that company to removal from the City’s list of eligible bidders.

3.16 Withdrawal/Amendments. Bids may be withdrawn, altered, and resubmitted at any time before the time set for opening the bids. Bids may not be withdrawn, altered, or resubmitted for a period of thirty (30) days thereafter, and the bid of the lowest and second lowest responsible bidders may not be withdrawn for a period of sixty (60) days thereafter, or until execution of the Contract by the lowest responsible bidder, whichever occurs earliest. Bids, amendments thereto, and withdrawal requests received after the time advertised for bid opening will be void, regardless of when they were mailed.

4.0 TIME OF COMPLETION

The time of completion of the Services is a primary consideration of the contract. The bid shall be based upon completion of the Services within the time set forth in the Scope of Services. The bidder must satisfy the City of the bidder’s ability to complete the Services within this time. The Scope of Services conditions contain provisions relative to delays mailto:bids@cityofloveland.org

Instructions to Bidders Page 9 and extensions of time. The successful bidder shall dedicate all necessary labor, material, and equipment for a continuous operation, weather permitting, to assure completion of the Services within the allowed time. Any deviation from this condition shall require the City’s prior written approval.

5.0 SUBCONTRACTS

The successful bidder shall be prohibited from assigning the contract, in whole or in part, or from subcontracting the services provided under the contract, in whole or in part, without the prior written consent of the City. Prior to award, the City may require the apparent low bidder to submit documentation and references to verify that the bidder has adequate equipment and experienced personnel to perform the Services within the contract term.

6.0 BID OPENING

6.1 Receipt by City. All bids must be received at bids@cityofloveland.org before the date and time specified in the notice page above. The electronic date and time on the email will determine if the bid was received before the prescribed time. Please put the name of the bid in the subject line of the email and name of the attached bid: Name of ITB – Company name. Any bid arriving after the deadline will not be considered. Responsibility for timely submitted and routing of bids prior to recording lies solely with the bidder. Please be aware that the City internal email server scans all emails with attachments and delays the receipt of those emails by up to 4 minutes so plan your time of the submittal accordingly.

6.2 Bid Opening. Bids received by the City will be read aloud at a public place as determined by the Purchasing Office on the bid opening date.

6.3 Bid Results. Bid results will not be given over the telephone. Following bid opening, bids will be posted by company name and bid amount at www.govbids.com. The award will be posted at the same Internet address once available.

7.0 AWARD

7.1 Basis of Award. Contract award may be made to the lowest responsive and responsible bidder meeting the Technical Specifications. The following is a nonexhaustive list of the criteria that may be used to evaluate bids:

• Price;

• Superior quality and adherence to the Scope of Services;

• Delivery and/or completion time(s);

• Guarantees and warranties;

• Company’s reputation and financial status; and

• Past experience and cost providing similar Services.

mailto:bids@cityofloveland.org

Instructions to Bidders Page 10

Note: Blanket invitations to bid are evaluated based upon a sample project. If this project is identified as blanket invitation to bid in the Scope of Services, the City will use a sample project based on a project or projects completed in the past twenty-four (24) months or to be completed in the next twelve (12) months that uses as many different Services as possible to assist in determining which bid qualifies as the lowest, responsible bid.

7.2 Acceptance and Rejection of Bids. The City reserves the right to accept any and all bids or parts thereof; to reject any and all bids; and to waive irregularities and informalities. Bids received after the time specified for bid opening will be returned unopened.

The City reserves the right to inspect the bidders’ facilities prior to contract award and to negotiate optional items with the successful bidder(s).

7.3 Tie Bids. In case of ties, the City reserves the right to make the award based on the factors previously outlined under “Basis of Award” above.

7.4 Contract Award. Within thirty (30) calendar days after the bid opening, the City will accept one of the bids or will act in accordance with “Basis of Award” above.

The acceptance of the bid will be by written notice of contract award mailed or delivered to the bidder’s office designated in the bid.

7.5 Contract. Upon issuance of the written notice of award by the City, the bidder will have fifteen (15) days to execute the attached contract, including the Scope of Services as Exhibit A, and to furnish the certificate of insurance. If the successful bidder fails to execute the contract and furnish the certificate of insurance within fifteen (15) days from the issuance of the notice of award, the City may cancel the notice of award and award to the next most responsible bidder.

8.0 MAXIMUM WORK ORDER

If this project is identified as an indefinite delivery invitation to bid in the Scope of Services, no single work order for Services may be issued above $29,999.00, unless a separate invitation to bid is conducted with the contract awarded the lowest responsive and responsible bidder.

BID FORM

Bid Form Page 11

Use unit price bid form on Bidnet/Sovra

Please attach this page to bid.

1. Please state your terms of payment and any discounts you might offer:

2. Please state your warranty (may attach any applicable manufacturer’s policy):

3. Please note any exceptions you take to this bid and any proposed alternative (deviation statement):

Company Name: ____________________________________________________________

Mailing Address: ____________________________________________________________

Telephone Number: _______________________ Email ______________________________

The bidder hereby acknowledges receipt of Addendum Nos. , , , , , , to these specifications. (Insert number of each addendum received.)

Name and Title of Authorized Company Representative:

Name (Please print) Title

______________________________________________ Date ___________________________ Signature

SCOPE OF SERVICES

WILL BE INCORPORATED INTO EXHIBIT A OF CONTRACT ALONG WITH BID FORM

Scope of Services Page 12 Council Chambers Audio Visual update

ATTACHMENTS

Attachments Page 13

Services Contract

Services Contract