LED_Panels_for_Performing_Arts_Center.pdf

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LED PANELS FOR PERFORMING ARTS CENTER

Project ID: 2026-1112

RELEASE DATE: October 20, 2026

RESPONSE DEADLINE: November 12, 2026, 10:00 am

Please refer to the project timeline in this document for all important deadlines.

Invitation For Bid #2026-1112

Title: LED Panels for Performing Arts Center

Table of Contents

1. PUBLIC NOTICE

2. INVITATION TO BID

3. BID FORM

4. BID SPECIFICATIONS

5. INSTRUCTIONS TO BIDDERS & GENERAL CONDITIONS

6. VENDOR SUBMISSION

Attachments:

A - LED Panel Specifications

AA - NOTICE TO PROCEED

EE - NOTICE OF AWARD

PUBLIC NOTICE

Receiving Electronic Bids:

The City is accepting electronic submission of bids and proposals. Please submit electronic responses via the City eProcurement Portal: https://procurement.opengov.com/portal/orangebeachal. By way of the eProcurement Portal, responses will be locked and digitally encrypted until the submission deadline passes.

Sealed electronic bids will be received for LED Panels for Performing Arts Center through the City eProcurement Portal located at https://procurement.opengov.com/portal/orangebeachal.

Sealed bids will be received through OpenGov E-Procurement Portal and remained sealed until the closing date and time. Upon closing, bids will be unsealed and a preliminary bid tabulation will be available on

OpenGov for review for LED Panels for Performing Arts Center for the CITY OF ORANGE BEACH, ALABAMA, at 10:00 am on Thursday, November 12, 2026. Qualified contractors are invited to bid.

Bid specifications may be obtained from Orange Beach City Hall, 4099 Orange Beach Blvd., Orange Beach, Alabama, Monday through Friday from 8:00 a.m. until 5:00 p.m., or downloaded from the City’s website at www.orangebeachal.gov.

The lowest responsive, responsible bid will be accepted with key consideration based upon best value and benefit to the public. The City of Orange Beach reserves the right to reject any and all bids, to waive any irregularity in the bids received, and to accept or reject any items of the bid for the benefit of the public. No conditional bids will be accepted. No bid may be withdrawn for a period of thirty (30) days after the scheduled closing date and time for the receipt of bids.

THE CITY OF ORANGE BEACH, ALABAMA

https://procurement.opengov.com/portal/orangebeachal https://www.orangebeachal.gov/

INVITATION TO BID

Requisition No. 2026-1112

INVITATION TO BID DATE: Tuesday, October 20, 2026

BID TITLE: LED Panels for Performing Arts Center

PLACE OF BID OPENING: Through the E-Procurement Portal

BIDS MUST BE RECEIVED BEFORE: Thursday, November 12, 2026, 10:00 am

Receiving Electronic Bids:

• The City is accepting electronic submission of bids and proposals. Please submit electronic responses via the City eProcurement Portal:

https://procurement.opengov.com/portal/orangebeachal. By way of the eProcurement Portal, responses will be locked and digitally encrypted until the submission deadline passes.

• Sealed electronic bids will be received for LED Panels for Performing Arts Center through the City eProcurement Portal located at https://procurement.opengov.com/portal/orangebeachal.

NOTE: No prices shall include State or Federal Exercise Taxes; tax exemption certificates furnished upon request. The City of Orange Beach reserves the right to accept or reject all bids or any portion thereof. The

City reserves the right to require a bid bond, in which case specific information shall be provided the bid documents.

1. For the purchase or lease of personal property only, a resident person, firm or corporation, whose bid is no more than five percent (5%) greater than the lowest bid, may be the successful bidder and the contract may be awarded to such resident responsible bidder. A resident bidder is defined by the City Council of

Orange Beach as any business located within Baldwin County.

2. Bidders shall submit all inquiries regarding this bid via the City eProcurement Portal, located at https://procurement.opengov.com/portal/orangebeachal. Please note the deadline for submitting inquiries. All answers to inquiries will be posted on the City eProcurement Portal. Bidders may also click

“Follow” on this bid to receive an email notification when answers are posted. It is the responsibility of the bidder to check the website for answers to inquiries.

https://procurement.opengov.com/portal/orangebeachal

BID FORM

LED PANELS FOR PERFORMING ARTS CENTER

Line Item Description Quantity Unit of

Measure Unit Cost Total

1 Indoor 2.9mm 500x500mm GOB

Touring Custom OBPAC Banded

Panels, as specified

40 each

2 Indoor 2.9mm 500x1000mm GOB

Touring Custom OBAC Branded

Panels, as specified

72 each

3 Custom 'OBPAC' Branded Flight

Cases, as specified 26 each

4 LED Panel Ethercon Data Jumper

Cables-Cat6, as specified 250 each

5 LED Panel Powercon Jumper Cables, as specified 250 each

6 Home Run Powercon Cables, 30 ft, as specified 20 each

7 LED Panel Module Spare Parts - Mini

Bulbs, as specified 60 each

8 LED Panel Power Supply Spare Parts

- Adapters, as specified 12 each

9 LED Panel Receiving Cards Spare

Parts - Mini Processing Card, as specified

12 each

10 500mm LED panel Hanging Fly Bar 6 each

11 1000mm LED Panel Hanging Fly Bar 18 each

12 1000mm LED Ground Support bar, as specified 12 each

13 Delivery: FOB Destination, City of

Orange Beach 1 each

TOTAL

BID SPECIFICATIONS

1. Project Location

Performing Arts Center, 23908 Canal Road, Orange Beach, AL 36561

2. City Staff Contact

The City’s staff contact for this project shall be:

Stacie Brane, sbrane@orangebeachal.gov, (251) 284-0558, sbrane

3. Scope of Work

See bid specifications attached.

INSTRUCTIONS TO BIDDERS & GENERAL CONDITIONS

1. INTRODUCTION

All bidders will be bound to the general conditions and requirements set forth in these general instructions and such instructions shall form an integral part of each purchase contract awarded by the Orange Beach

City Council. Applicability of general conditions as stated below shall be determined by the City of Orange

Beach. All bids must be submitted on and in accordance with the instructions provided by the City of Orange Beach.

2. BID DOCUMENTS

A complete set of Bid Documents is included herein. The date, time, and place of a bid opening will be given in the Invitation to Bidders. Copies of the complete set of Bid Documents may be downloaded from the City eProcurement Portal https://procurement.opengov.com/portal/orangebeachal and/or obtained at the following location:

Orange Beach City Hall

4099 Orange Beach Boulevard

Orange Beach, AL 36561

3. EXAMINATION OF DOCUMENTS

A. Carefully examine the Bid Documents, Specifications, Drawings and the Work Site.

B. Bids shall include all costs required to provide the requested materials and to execute the work under the existing conditions.

C. No charge will be allowed for federal, state, or municipal sales and excise taxes since the City is exempt from such taxes.

D. Extra payments will not be made for conditions which can be determined by examining the documents and the site.

4. INTERPRETATIONS AND ADDENDA

A. Should a bidder find discrepancies, ambiguities, or omissions in the Specifications, or should he/she be in doubt as to their meaning, he/she shall submit an inquiry through the e Procurement

Portal at https://procurement.opengov.com/portal/orangebeachal.

B. The Procurement Officer will issue Addenda to clarify discrepancies, ambiguities, or omissions in the Specifications.

C. Addenda will be posted on the City’s website at: https://procurement.opengov.com/portal/orangebeachal.

D. Addenda shall become part of the bid and all bidders must acknowledge receipt of Addenda or their bid will be rejected. Bidders shall be bound by all Addenda.

https://procurement.opengov.com/portal/orangebeachal

E. The City is not responsible for any oral instructions.

5. PREPARATION OF BID

A. The bid must be submitted electronically. All information required by the Bid Documents must be given to constitute a complete bid.

B. Prices and all information must be legible. Illegible or vague bids may be rejected.

C. All signatures must be written. Facsimile, printed, or typewritten signatures are not acceptable.

D. Under penalty of perjury, the Bidder certifies by signature on the Bid Form that:

1. The bid has been submitted by the Bidder independently and has been submitted without collusion with any other vendor of materials, supplies, equipment, or services for the type described in the Invitation to Bid; and

2. The contents of the bid have not been communicated by the Bidder; nor to his/her best knowledge and belief by any of his/her employees or agents to any person not an employee or agent of the Bidder or its surety on any bond furnished herewith prior to the official opening of the bid.

6. DELIVERY AND SUBMISSION OF BID

The City is accepting electronic submission of bids and proposals. Please submit electronic responses via the City eProcurement Portal: https://procurement.opengov.com/portal/orangebeachal. By way of the eProcurement Portal, responses will be locked and digitally encrypted until the submission deadline passes.

The submission of a bid will be construed to mean that the Bidder is fully informed as to the extent and character of the supplies, materials, or equipment required, and as a representation that the bidder can furnish the supplies, materials, or equipment satisfactorily in complete compliance with the specifications.

7. MODIFICATIONS AND WITHDRAWALS OF BIDS

A. No alteration, erasure, or addition is to be made in the typewritten or printed matter. Deviations from the specifications must be set forth in the space provided in bid or by attached sheets for this purpose.

B. Bids may not be modified after submittal.

C. Bidder may withdraw his/her bid at any time prior to the scheduled bid opening time.

D. No bidder may withdraw his/her bid for a period of thirty (30) days after the bid opening.

8. RIGHT TO REJECT BID

Bids may be rejected if they contain any omissions, alterations of form, additions not called for, conditional bids, alternate bids unless requested by the City, incomplete bids, erasures, or irregularities of any kind.

Bids in which the Unit or Lump Sum prices are obviously unbalanced may be rejected. The City reserves the right to reject any and all bids for any reason and to waive any informality or irregularity in the bids received.

9. BASIS OF AWARD

A. All purchases which are based on competitive Invitations to Bid are awarded to the lowest, responsive bidder subject to the City's right to reject any or all bids and to waive informality and irregularity in bids and bidding. In addition to price, consideration will be given to the following items when determining the lowest, responsive bidder:

1. The best interests of the City of Orange Beach;

2. The quality and performance of the goods or services to be supplied;

3. Conformity to specifications;

4. Delivery time, and;

5. Other unique requirements outlined in the bid request.

10. CONTRACT

A. The Bid Form shall constitute a contract with the successful bidder and bind the successful bidder to furnish and deliver at the prices and in accordance with the conditions of the bid.

B. The placing in the mail a notice of award or purchase order to a successful bidder, to the address given in the bid, will be considered sufficient notice of acceptance of bid.

C. If the successful bidder fails to deliver within the time specified or within reasonable times as interpreted by the City of Orange Beach, or fails to make replacement of rejected articles when so requested immediately or as directed by the City, the City of Orange Beach may purchase from other sources to take the place of the item rejected or not delivered. The City of Orange Beach reserves the right to authorize immediate purchase from other sources against rejections on any contract when necessary.

D. A contract may be canceled for non-performance.

E. No items are to be shipped or delivered until receipt of an official purchase order from the City of

Orange Beach.

F. It is mutually understood and agreed that the successful bidder shall not assign, transfer, convey, sublet, or otherwise dispose of the contract of bidders right, title or interest therein, or bidders power to execute such contract to any other person, company, or corporation without the previous written consent of the City of Orange Beach.

11. GUARANTEES BY THE SUCCESSFUL BIDDER

A. The successful bidder guarantees:

1. Product against defective material or workmanship and to repair or replace any damages or marring in transit;

2. To furnish adequate protection from damage for all work and to repair damages of any kind for which the bidder or bidder's workers are responsible to the building, grounds, or equipment;

3. To carry adequate insurance to protect the City of Orange Beach from loss of property and/or life in cases of accident, fire, or theft;

4. That all deliveries will be equal to bid samples.

12. PAYMENT

The Bidder may submit an Application for Payment for provided materials in accordance with the accepted

Unit Prices. Payment shall be made to the Bidder within thirty (30) days of receipt and approval of

Application for Payment.

13. COMPLIANCE WITH IMMIGRATION LAW

Section 31-13-9, Code of Alabama 1975, requires that contractors provide proof of enrollment with the E-

Verify program administered by the U.S. Department of Homeland Security. Proof of E-Verify documentation will be in the form of a copy of the signed Memorandum of Understanding (MOU) generated upon completion of the E-Verify program.

14. BUSINESS LICENSE REQUIREMENTS

If delivering into City limits, the successful bidder will be required to have an Orange Beach Business License. Contact the Orange Beach Finance Department at 251-981-6096 for a quote or any additional information. A business license for the vendor is not required if third party shipping is used.

VENDOR SUBMISSION

1. FOR ELECTRONIC SUBMISSION OF BID FORM*

Please download the below documents, complete, and upload.

• Electronic_Submission_Revis...

*Response required

2. E-VERIFY AFFIDAVIT & CERTIFICATION*

Please download the below documents, complete, and upload.

• Everify.pdf

*Response required

3. W-9* *Response required

4. Additional Information https://government-project.s3.us-west-2.amazonaws.com/216121/a199a3a1-ba88-4f9f-90c4-8cf494fa3af3_Electronic_Submission_Revised_Bid_Form.pdf https://government-project.s3.us-west-2.amazonaws.com/216121/dd5644a6-ea3d-42da-8d25-161e6b7e7392_Everify.pdf