Library_Division_Audio_&_Visual_Equipment_Upgrades_(Addendum_#2_Revision).pdf

For more information, please visit our County’s e-Procurement Portal, located at https://procurement.opengov.com/portal/collier-county-fl

COLLIER COUNTY

QUICK QUOTE

FOR

LIBRARY DIVISION AUDIO & VISUAL EQUIPMENT

UPGRADES

Kristofer Lopez, Procurement Strategist II

Procurement Services Division

3295 Tamiami Trail East,Naples, FL, 34112 kristofer.lopez@colliercountyfl.gov

(239) 252-8375

Quick Quote Title: Library Division Audio & Visual Equipment Upgrades

Table Of Contents

1. QUICK QUOTE

2. INTRODUCTION

3. TERM

4. AWARD CRITERIA

5. SPECIFICATIONS/SCOPE OF WORK

6. INSURANCE REQUIREMENTS

7. PRICING PROPOSAL

8. VENDOR QUESTIONNAIRE

Attachments:

A - PO Terms and Conditions

1. QUICK QUOTE

Library Division Audio & Visual Equipment Upgrades

Release Project Date: February 13, 2025

Question Submission Deadline: February 27, 2025, 5:00pm

Response Submission Deadline: March 4, 2025, 12:00am

All quotes shall be submitted online via the Collier County Procurement Services Division Online

Bidding System: https://procurement.opengov.com/portal/collier-county-fl no later than the date and time specified above. We will not accept any quotation responses later than the noted time and date.

2. INTRODUCTION

The Library Division (hereinafter, the “Division or Department”) has issued this informal competition Quick

Quote (hereinafter, “QQ”) with the intent of obtaining quotes from interested vendors in accordance with the terms, conditions and specifications stated or attached. The vendor, at a minimum, must achieve the requirements of the Specifications or Scope of Work stated.

3. TERM

The purchase order term, if an award is made is intended to be for a one-time purchase.

Prices shall remain firm for the term of the resultant purchase order.

NO EXCEPTIONS TO THE COUNTY’S PURCHASE ORDER TERMS AND CONDITIONS NOR A

VENDOR PROVIDED CONTRACT WILL BE ACCEPTED.

Surcharges will not be accepted in conjunction with this purchase order, and such charges should be incorporated into the pricing structure.

All goods are FOB destination and must be suitably packed and prepared to secure the lowest transportation rates and to comply with all carrier regulations. Risk of loss of any goods sold hereunder shall transfer to the COUNTY at the time and place of delivery; provided that risk of loss prior to actual receipt of the goods by the COUNTY nonetheless remain with VENDOR.

4. AWARD CRITERIA

For the purposes of determining the winning quote, the County will select the responsive vendor with the lowest quote.

5. SPECIFICATIONS/SCOPE OF WORK

https://procurement.opengov.com/portal/collier-county-fl

5.1. Library Division Audio & Visual Equipment Upgrades

1. Projector and Lens Replacement

Location:

Headquarters Regional Library

2385 Orange Blossom Dr

Naples, FL 34109

Project Overview

This project involves replacing the existing CPHD9320 DLP Projector (HD 1920 x 1080) and ML904 mid-range lens with a newer model that meets or exceeds the current specifications. The new projector must integrate seamlessly with the existing A/V rack and support both presentations and movies with lights on or off.

Requirements

1. Projector Specifications:

o Resolution: Minimum 1920 x 1080 (Full HD), ideally 4K UHD for improved quality.

o Brightness: At least 8,000+ lumens to ensure visibility with lights on.

o Throw Distance: ~60 feet (must match or adjust with lens).

o Contrast Ratio: High contrast for deep blacks and vivid colors.

o Input Compatibility: HDMI, DisplayPort, and additional A/V inputs to match the existing setup.

o Connectivity: Support for control systems (RS-232, LAN, or Crestron).

o Mounting Compatibility: Should fit the existing mounting setup or come with an adapter.

2. Lens Requirements:

o Must support a 60ft throw distance with appropriate zoom/focus adjustment.

o Should match or exceed the ML904 lens performance for mid-range installation.

3. Integration & Compatibility:

o The projector must integrate with the existing A/V rack and wiring.

o Compatibility with existing audio system and control interfaces.

o Minimal reconfiguration required for seamless operation.

4. Installation o Mounting and alignment of the new projector.

o Testing image quality, brightness, and focus.

o Calibration for optimal viewing in both light-on and light-off scenarios.

o Ensuring all connections to the A/V system function correctly.

5. Additional Considerations:

o Budget-conscious selection: Balance cost and quality.

o Future-proofing: Preference for models with extended lifespan and upgradeable firmware.

o Warranty & Support: Minimum 3-year warranty preferred.

Deliverables

• New projector & lens selection with specifications.

• Installation & configuration report post-installation.

• User guide/training for operation and maintenance.

2. Conference Room Sound System Upgrade

Location:

Naples Regional Library

650 Central Ave.

Naples, FL 34102

Project Overview

This project involves upgrading the sound system in the conference room by installing new speakers for the microphone system and implementing surround sound to enhance audio clarity and coverage. The system must ensure clear speech intelligibility for presentations, meetings, and conference calls, while also providing high-quality audio for multimedia use.

Requirements

A. Speaker System Upgrade

• Microphone System Speakers:

o High-quality ceiling-mounted or wall-mounted speakers to ensure even distribution of speech.

o Clear vocal reproduction with minimal echo and distortion.

o Integration with the existing microphone and audio system.

o Low-latency sound transmission to avoid delays.

• Surround Sound Setup:

o Multi-speaker placement for even audio coverage across the room.

o High-fidelity sound for presentations, videos, and multimedia.

o Option for wireless or hardwired speaker connections, based on infrastructure.

o Subwoofer inclusion for improved low-frequency response (if applicable).

B. Compatibility & Integration

• The new system must seamlessly integrate with the existing AV rack, microphones, and audio mixing board.

• Support for wired and wireless microphones used in the conference room.

• Compatibility with video conferencing platforms such as Zoom, Microsoft Teams, and Webex.

• Ensure no interference with other audio or IT equipment in the room.

C. Installation & Configuration

• Speaker Placement & Mounting:

o Optimal positioning for even audio distribution.

o Flush-mounted or suspended speakers based on room aesthetics.

• System Calibration:

o Audio tuning for clarity, volume balance, and feedback prevention.

o Testing microphones and speakers to ensure distortion-free communication.

o Adjustments for different room acoustics and seating arrangements.

D. Additional Considerations

• Future-proofing: Use expandable or upgradable components.

• User Training: Provide documentation and brief training for room users.

• Warranty & Support: Minimum 3-year warranty preferred.

E. Deliverables

• Selection of new speakers and supporting audio equipment.

• Installation and configuration of the system.

• Final system test and performance verification.

6. INSURANCE REQUIREMENTS

6.1. Worker’s Compensation

Statutory Limits of Florida Statutes, Chapter 440 and all Federal Government Statutory Limits and

Requirements

Evidence of Workers’ Compensation coverage or a Certificate of Exemption issued by the State of Florida is required. Entities that are formed as Sole Proprietorships shall not be required to provide a proof of exemption.

An application for exemption can be obtained online at https://apps.fldfs.com/bocexempt/

6.2. Employer’s Liability

$500,000 single limit per occurrence

6.3. Commercial General Liability (Occurrence Form) patterned after the current ISO form

Bodily Injury and Property Damage

$1,000,000 single limit per occurrence, $2,000,000 aggregate for Bodily Injury Liability and Property Damage

Liability. This shall include Premises and Operations; Independent Contractors; Products and Completed

Operations and Contractual Liability.

https://apps.fldfs.com/bocexempt/

6.4. Indemnification

To the maximum extent permitted by Florida law, the Contractor/Vendor shall defend, indemnify and hold harmless Collier County, its officers and employees from any and all liabilities, damages, losses and costs, including, but not limited to, reasonable attorneys’ fees and paralegals’ fees, to the extent caused by the negligence, recklessness, or intentionally wrongful conduct of the Contractor/ Vendor or anyone employed or utilized by the Contractor/Vendor in the performance of this Agreement.

6.5. Additional Information

A. Vendor shall ensure that all subcontractors comply with the same insurance requirements that he is required to meet. The same Vendor shall provide County with certificates of insurance meeting the required insurance provisions.

B. Collier County must be named as "ADDITIONAL INSURED" on the Insurance Certificate for

Commercial General Liability where required. This insurance shall be primary and non-contributory with respect to any other insurance maintained by, or available for the benefit of, the Additional Insured and the Vendor’s policy shall be endorsed accordingly.

C. The Certificate Holder shall be named as Collier County Board of County Commissioners, OR, Board of

County Commissioners in Collier County, OR Collier County Government, OR Collier County. The

Certificates of Insurance must state the Contract Number, or Project Number, or specific Project description, or must read: For any and all work performed on behalf of Collier County.

D. On all certificates, the Certificate Holder must read: Collier County Board of Commissioners, 3295

Tamiami Trail East, Naples, FL 34112

E. Thirty (30) Days Cancellation Notice required.

F. Collier County shall procure and maintain Builders Risk Insurance on all construction projects where it is deemed necessary. Such coverage shall be endorsed to cover the interests of Collier County as well as the Contractor. Premiums shall be billed to the project and the Contractor shall not include Builders

Risk premiums in its project proposal or project billings. All questions regarding Builder’s Risk

Insurance will be addressed by the Collier County Risk Management Division.

G. Professional Services and/or Consulting Services may require professional liability insurance.

H. Environmental services, repairs, construction and/or hazardous materials projects may require pollution insurance.

7. PRICING PROPOSAL

Line Item Description Quantity Unit of

Measure Unit Cost Total

1 Provide quote to complete the

Projector and Lens Replacement at

Headquarters Regional Library (2385

Orange Blossom Dr, Naples FL

34109) Inclusive of all equipment/labor/warranty/training costs.

1 Lump Sum

2 Provide quote to complete Conference

Room Sound System Upgrade at the

Naples Regional Library (650 Central

Ave., Naples FL 34102) Inclusive of all equipment/labor/warranty/training costs.

1 Lump Sum

TOTAL

8. VENDOR QUESTIONNAIRE

1. Vendor's Insurance Statement*

By confirming, we understand the insurance requirements of these specifications and that the evidence of insurability may be required within five (5) days of the award.

☐ Please confirm

*Response required

2. Provide Confirmation of E-Verify Registration*

*Response required

3. Provide Copy of Registration with State of Florida (Sunbiz)*

*Response required

4. Provide Copy of W-9*

*Response required