PA System RFQ 24-002~1.pdf

RFQ 24-002 / PA System 1

Illinois Racing Board

REQUEST FOR QUOTE

RFQ# 24-002 / PA System

AGENCY: Illinois Racing Board ADDRESS: 555 W Monroe St, Ste 1700S, Chicago, IL 60661 CONTACT: Melissa Glidden

PHONE: 312-814-5077

FAX: 312-814-5062

EMAIL: Melissa.Glidden@illinois.gov

1. DESCRIPTION: The Illinois Racing Board (“IRB”) is seeking a portable PA System for use during monthly Board Meetings. All Board Meetings are open to the public. The PA system is needed for projecting the sound of the Commissioners, participating IRB staff, and participating members of the public to the attendees in the room where the meeting is being held.

The following is additional information that should be considered when bidding:

• The typical room size where the meetings are held is for up to 150 people.

• The rooms where the equipment will be used are shared conference rooms. Therefore, the equipment needs to be portable so it can be set-up and removed for each meeting.

• A storage cart is not needed at this time, as the IRB currently has one for the existing equipment that should suffice. The Agency is requesting a carrying case for each individual item as specified in the pricing area of this document (section 4).

• The meetings themselves take place in-person, and the IRB uses an existing video-conferencing system that the room has already equipped for broadcasting via Webex to remote attendees.

• As stated above, the participants’ voices need to be projected to the in-room attendees without interfering with the video-conferencing Webex broadcast.

2. VENDOR REQUIREMENTS:

2.1 EXPERIENCE: The vendor must have a professional knowledge of sound equipment and components.

2.2 SUBCONTRACTORS: System must come from 1 vendor. No subcontractors are allowed.

2.3 ITEMS: Vendor MUST bid on all items, as all items should work together as one seamless system. Items must be delivered to the IRB no later than June 30, 2024.

2.4 INVOICING: All items must be shipped to the Illinois Racing Board prior to invoicing. Payment will be processed upon verification of receipt of all items. Payment will be made on net 30 terms.

2.5 WARRANTY & TECHNICAL SUPPORT: All equipment must come with a minimum 1-year warranty and technical support.

mailto:Melissa.Glidden@illinois.gov

RFQ 24-002 / PA System 2

3. CONTRACT DOCUMENTS: Upon award, the Vendor will be required to complete a Contract along with applicable forms and disclosures. The required forms as follows are to be completed by the vendor and are required at the time of bid submission.

COMPLETED & SIGNED RFQ DOCUMENT

(This document)

STANDARD TERMS & CONDITIONS

(Located in the BidBuy publication for this Bid)

SPECS SHEETS FOR ALL EQUIPMENT MUST BE INCLUDED IN BID DOCUMENTS

4. PRICING QUOTE: Please provide a quote for each of the following items. All quoted prices shall be valid for 180 days from date of submission. No price increases shall be accepted. Price shall remain firm.

ITEM # DESCRIPTION QUANTITY UNIT PRICE TOTAL PRICE

Wireless Tabletop Gooseneck Microphones w/ Access Point Transceiver/Transmitter & with carrying case.

Specifications: Minimum range 30 feet; Must have either “push to talk” button or “mute” button on each microphone;

Neck length 10-12 inches; Volume control on each microphone NOT needed; Minimum 1-year warranty.

2 16-Channel Audio Interface or Mixing Console – Digital Mixer/Receiver with carrying case; Minimum 1-year warranty 1

Portable Active Wired Loudspeakers w/stands & carrying case.

Specifications: Minimum 1000 watts; Cables must be a minimum length of 30 feet; Minimum 1-year warranty.

4 8-Port PoE Switch, Minimum 1-year warranty. 1

5 Miscellaneous cables & items necessary for system, if not included with above items. 1

6 One time in-Person training (Chicago - 60661) for initial setup. 1

7 Shipping/Delivery Charge (Chicago – 60661) 1

IPG Registration Number: __________________________ Expiration Date: ________________________

VENDOR NAME: _______________________________________________________________________

PRICE(S) QUOTED BY: _______________________________________________________________________

DATE: _______________________________________________________________________

SIGNATURE: _______________________________________________________________________