IFB_24__25-33_Addendum_3.pdf

City of Sanford | Finance Department | Purchasing Division 300 N. Park Avenue Suite 236, Sanford, Florida 32771

Phone: 407-688-5028 or 5030 | Fax: 407-688-5021 | Email: purchasing@sanfordfl.gov ADDENDUM

#3 IFB 24/25-33 AMPHITHEATER AUDIO, VISUAL, &

LIGHTING AT FT. MELLON PARK

DATE: October 1, 2025

TO: All Bidders/Proposers

FROM: Frank Mascola Purchasing Coordinator

City of Sanford Purchasing Division

SUBJECT: IFB 24/25-33 Amphitheater Audio, Visual, & Lighting at Ft. Mellon Park| ADDENDUM #3

This addendum is issued to provide additional information, clarification, corrections, additions, deletions and/or answers to questions concerning the above-referenced solicitation. All information provided in this addendum is incorporated into the solicitation document as set forth therein. All other parts of the solicitation have been maintained as originally distributed. This addendum supersedes any verbal and/or other instructions given to any bidder/proposer qualified to respond pursuant to the requirements set forth in the solicitation document.

I. DUE DATE

This Addendum DOES NOT change the solicitation due date. As such, the solicitation response is due no later than Tuesday, October 21, 2025, at 2:00 P.M. Local Time.

II. QUESTIONS AND ANSWERS (Q&A)

The city has received the following question(s) concerning the solicitation:

Q1. What manufacturers are acceptable for this project? Technical sections of touring riders vary amongst promotion companies that represent the artists. There is not a known standard technical touring rider, as indicated in the bid documents; they all vary in some way. Please advise.

A1: N/A.

Q2: Is the truss system currently in place or is it planned for future installation by the city?

A2: No structure has been built.

Q3: Can you release the entire set developed by GAI consultants that includes the Electric plans, including site plan, systems A/V plan, electrical power plan and architectural plan?

A3: See attached design plans.

Q4: Is there a control system requirement for the integration of the a/v, sound and lighting or are these systems to be operated independently?

A4: Independently.

Q5: How many configurable areas of the video wall are needed for video sources? Or is having more than once video source on the video wall all that is needed?

A5: We want the option for multiple video sources.

mailto:purchasing@sanfordfl.gov

Phone: 407-688-5028 or 5030 | Fax: 407-688-5021 | Email: purchasing@sanfordfl.gov ADDENDUM

#3 IFB 24/25-33 AMPHITHEATER AUDIO, VISUAL, &

LIGHTING AT FT. MELLON PARK

Q6: Will the head-end equipment rack be located within a conditioned environment? If not, what is the requirement to maintain the electronics' internal temperature within manufacturer guidelines?

A6: Looking for the vendor to advise.

Q7: What are the high voltage requirements for the project or will the city be responsible for providing electrical service to the locations as needed?

A7: Estimate of 410-420v.

Q8: Will the city share their design basis for the a/v and lighting specification included In the bid documents?

A8: See attached plans.

Q9: Will the city release a site plan that indicates where it indicates the location for front of house, stage and “additional zones” as referenced in 2.03 B-I?

A9: See attached plans.

Q10: Can the city identify the location of the key performance areas?

A10: Review the scope of services.

Q11: What is the design basis for the Kevlar screen housing and motor, and are these materials existing, future, or planned?

A11: N/A.

Q12: Who is to provide the screen wall section and slab, or does it already exist?

A12: Part of building constructed.

Q13: Since a pre-bid is not scheduled to take place, please provide drawings and/or photos of the amphitheater this system is to be installed into.

A13: See attached plans.

Q14: What are the dimensions of the audience the sound system is intended to cover?

A14: N/A

Q15: Is there an existing system in place that needs to be removed?

A15: No.

Q16: Is there an existing front of house position? If so, please provide photos and/or dimensions A16: No.

Q17: On page 12 item 2.03 letter B, i, it says to include additional zones. What additional zones are required?

A17: N/A

Q18: Who will be responsible for the power and conduit systems needed to support these systems?

A18: Vendor.

Phone: 407-688-5028 or 5030 | Fax: 407-688-5021 | Email: purchasing@sanfordfl.gov ADDENDUM

#3 IFB 24/25-33 AMPHITHEATER AUDIO, VISUAL, &

LIGHTING AT FT. MELLON PARK

Q19: What is the budget for the project?

A19: N/A

Q20: What are the dimensions of the stage?

A20: See attached plans.

Q21: What is the rough seating capacity of the amphitheater?

A21: N/A

Q22: Will the Amphitheater audio system be distributed into other areas of the park with installed landscape audio systems?

A22: No

Q23: A consultant drawing and specification package will be helpful to properly build and price the complete AV system scope for The City of Sanford Ft. Mellon Park. On 9/8/2025, it was indicated that perhaps more information was going to be published. Time is running short to put this professional package together ahead of the EOM deadline. Will this deadline be extended?

A23: Bid opening will be extended to October 17, 2025. The Q/A deadline is extended to October 14, 2025, at 2:00 PM local time.

Q24: What are the available electrical service capacities (voltage, amperage, phase) at the location for

AV and lighting systems?

A24: 120/240 Single Phase

Q25: Will the City provide an existing network backbone for the LED wall, remote diagnostics, lighting control (Art-Net/DMX), or is a new dedicated AV network expected?

A25: New Network Expected.

Q26: What is the desired physical size and resolution (e.g., 16:9 aspect ratio, full HD) of the LED display?

A26: Full HD Size is Listed in Bid.

Q27: Will the display be mounted on a structure, freestanding, or flown?

A27: Mounted.

Q28: What types of content (video feeds, live camera, media players, signage) will be shown on the

LED wall?

A28: Multimedia

Q29: Please confirm the audience coverage area dimensions and whether zoning is required (e.g., front-of-house, lawn, backstage).

A29: N/A

Q30: Is there a need for a mix position (front-of-house or remote), and should this include a digital mixing console with remote capabilities?

A30: No

Phone: 407-688-5028 or 5030 | Fax: 407-688-5021 | Email: purchasing@sanfordfl.gov ADDENDUM

#3 IFB 24/25-33 AMPHITHEATER AUDIO, VISUAL, &

LIGHTING AT FT. MELLON PARK

Q31: Please clarify the types and quantities of expected audio sources (e.g., microphones, instruments, playback devices).

A31: Standard Set.

Q32: Are there existing conduits or speaker mounts available for speaker wiring, or is a full cable infrastructure expected?

A32: No.

Q33: Are there specific fixture types requested (e.g., moving heads, wash lights, pars, ellipsoidals) or preferred manufacturers?

A33: No.

Q34: Should the lighting system be designed for full theatrical control (via console) or basic pre-programmed presets only?

A34: See Section 2.04.

Q35: Is there an existing truss system or roof grid, or does the design need to include self-supporting trusses or poles?

A35: No.

Q36: Is dimming via relays acceptable, or are theatrical dimming racks preferred?

A36: Relays.

Q37: Will there be routine access to LED panels, lighting, and speakers for maintenance? If not, should the design prioritize ease of access or remote serviceability?

A37: Ease of Access.

Q38: Should all systems (LED, audio, lighting) be centrally controlled via a touch panel or unified control system, or is individual system control acceptable?

A38: Touch Panel.

Q39: Is on-site user training required for City staff, and if so, how many staff members and hours are expected?

A39: Yes. 8 hours.

Q40: Provide existing equipment list to be removed.

A40: No existing equipment.

Q41: What is the payment structure for this project? (e.g. Net30, progress payments, etc.?)

A41: Net 30.

Q42: Is there a project budget estimate?

A42: N/A.

Q43: When is the completion date or period of performance?

A43: Funds need to be encumbered by December 31, 2025, with the project needing to be completed by

Phone: 407-688-5028 or 5030 | Fax: 407-688-5021 | Email: purchasing@sanfordfl.gov ADDENDUM

#3 IFB 24/25-33 AMPHITHEATER AUDIO, VISUAL, &

LIGHTING AT FT. MELLON PARK

December 31, 2026.

Q44: Any liquidated damages applicable?

A44: $1,000 per day per the 520 agreement.

Q45: Working hours for this project and if there are any restrictions in terms of scheduling that we need to work around with?

A45: Monday-Friday 8 am to 5 pm. Weekend work must be coordinated with the department.

Q46: Is preventative maintenance desired? If yes, please provide the preferred frequency of visits

(annual, semi-annual, quarterly, monthly).

A46: Quarterly.

Q47: What is the preferred email/phone response time and on-site response time of the two-year warranty requested?

A47: Project Manager

Q48: Is remote access allowed and preferred to be included in the proposal?

A48: No.

Q49: Who will have the responsibility for after demolition dry wall, wall Patching, Painting, Fire blocking?

A49: No existing equipment.

Q50: Is overhead cost increase due to project delay caused by client (may it be sudden changes in their schedule, etc.) permissible?

A50: A change order will need to be approved and reviewed by the city before processing a change order.

Q51: Free Parking? The distance from the jobsite building.

A51: Yes

Q52: Any storage location or any storage space?

A52: Yes

Q53: Is there an existing AV system? If there is can we get a copy of the existing system?

A53: No.

Q54: The list of requirements seems to be missing sources, distribution system, processors, control system, racking, etc. Is there already an existing system covering these?

A54: See site plans.

Phone: 407-688-5028 or 5030 | Fax: 407-688-5021 | Email: purchasing@sanfordfl.gov ADDENDUM

#3 IFB 24/25-33 AMPHITHEATER AUDIO, VISUAL, &

LIGHTING AT FT. MELLON PARK

Q55: How many sources will be displayed in the videowall at a time?

A55: One.

Q56: What and how many will be the media sources be?

A56: N/A.

Q57: Are there any existing lighting battens/rigging or mounting points for the new LED lighting?

A57: No.

Q58: Will the lighting controllers, cablings, and other accessories be included?

A58: Yes

Q59: Are there any existing Audio Processors?

A59: No

Q60: Any device that needs to be integrated to the new system?

A60: No

Q61: Who will program/set presets etc. of the lighting system?

A61: Vendor.

Q62: Who will handle the fabrication of the LED wall structures/supports?

A62: City.

Q63: Can you reconfirm the videowall display size?

A63: No.

Q64: Can you share a more detailed floorplan of the whole area? The included attachment seems to not show the entire place you want us to cover.

A64: Yes, see site plans.

Q65: Who will handle electrical works?

A65: Vendor.

Q66: Is this a hardcopy or softcopy submission? or is it either? It's stipulated in the bid documents that it's a hardcopy submission; however, it's also possible to submit on myvendorlink (also indirectly stipulated in the bid documents saying that online submissions have risk but implies it's permissible). Kindly advise.

A66: Bids can be submitted online, faxed, or mailed.

Q67: In the bid documents, a 5% bid bond is required; however, there's no bid bond form and on myvendorlink, it says bid bond is not required. Kindly advise.

A67: A bond is required per section 1 letter H.

Q68: Are any video processing or switching systems required.

A68: No

Phone: 407-688-5028 or 5030 | Fax: 407-688-5021 | Email: purchasing@sanfordfl.gov ADDENDUM

#3 IFB 24/25-33 AMPHITHEATER AUDIO, VISUAL, &

LIGHTING AT FT. MELLON PARK

III. CHANGES, ADDITIONS AND/OR CLARIFICATIONS

N/A

IV. SIGN-IN SHEET

N/A

V. ATTACHMENTS

Site Plans

Respondents must acknowledge receipt of this Addendum by signing this form below and returning it to the Procurement Division prior to the hour and date specified for receipt of bids/proposals or by including this Addendum with your submittal. Failure to comply may result in disqualification of your response.

Acknowledgment is hereby made of Addendum #3 to IFB 24/25-33 AMPHITHEATER AUDIO, VISUAL &

LIGHTING AT FT. MELLON PARK.

Name of Firm/Company Contact Email

Street Address City, State, Zip Code

Telephone Number Fax Number

Authorized Person Printed Name Authorized Person Title

Authorized Person Signature Date of Signature

SITE PLAN

SP101

PROJECT

SHEET NUMBER

SHEET TITLE

REVISIONS:

PROJECT NUMBER

REGISTRATION

DRAWN:

CHECKED:

DATE:

APPROVED:

A GAI CONSULTANTS, INC SERVICE GROUP

CDA

618 E. SOUTH STREET

SUITE 700

ORLANDO, FL 32801

407 423-8398

CERTIFICATE OF AUTHORIZATION: EB9951

gai consultants

JTC

AJS

FT MELLON

AMPHITHEATER

FORT MELLON PARK,

SANFORD, FL 32771

CONSTRUCTION

DOCUMENTS

CONSULTANTS

R241241.00

06.27.2025

CDA

JDP

AJS

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AMPHITHEATER, SEE ENLARGEMENT SHEET SP102SHEET SP102

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GREAT LAWN

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EXISTING LIFT STATION

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LIMIT OF WORK

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FIRST STREET

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LIMIT OF WORK

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HS103

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NEW CONC. WALK

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REMOVE CONC. APRON, INSTALL VERTICAL CURB

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MATCHLINE SHEET SV102

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MATCHLINE SHEET SV101

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SE

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12" CONC BAND

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POLIGON AMPHITHEATER

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4' BACK WALL

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PAVING SCHEDULE

AutoCAD SHX Text PAVERS BY BELGARD- BERGERAC COLLECTION. CONTACT OLDCASTLE COASTAL (407) 859-9117 OR APPROVED EQUAL.

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SIZE

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SEAL