Request for Proposal CHS Jumbotron Video Disp.pdf

Request for Proposal Jumbotron Video Display Replacement - Calhoun High School

September 6, 2023

PROPOSAL TO BE RECEIVED BY THURSDAY, October 5, 2023

AT 2:00 PM

334 South Wall Street, CALHOUN, GA 30701

Calhoun City School District invites proposals from qualified vendors for the replacement and installation of the video display board (Jumbotron) and all associated components located at Phil Reeve Stadium at 355 S. River Street, Calhoun, Georgia 30701.

Proposers are instructed to read carefully all Terms and Conditions, Special Terms and Conditions, and Specifications stated within the attached pages before completing their proposal.

Proposal forms must be completed in their entirety.

Responses must be in a sealed envelope and marked “RFP, Jumbotron Video Display Replacement”. Proposal may be hand delivered or mailed to:

Calhoun City Schools CHS Jumbotron Video Display Replacement

Attention: Dr. Peter Coombe, Assistant Superintendent 334 South Wall Street Calhoun, GA 30701

Please allow ample time for delivery of mail by the postal service. Proposals received after 2:00 PM on October 5, 2023, will be considered a “No Proposal” and will not be opened.

CCS reserves the right to award by line item, to accept or reject any or all proposals, to waive any irregularity in proposals received, and to accept the proposal that in the district’s best judgment is from the lowest, most responsible, and responsive proposer.

STATEMENT OFWORK

Calhoun High School has one jumbotron (see exhibit A) at Phil Reeve Stadium (located on Yellow Jacket Drive, directly behind the school). The current jumbotron configuration consists of three Daktronics video board displays and associated controls/equipment.

The proposal should include a full turn-key replacement of the main video display board and two smaller display boards, in addition to all associated components and accessories needed to operate the board, to include controllers, computers, cabling, etc. Specifications are provided as Exhibit B.

Installation of the new video displays must be completed and be in operation by April 1, 2024.

PROPOSAL FORMAT

A. Each participating vendor shall provide a total price for the project. The price should reflect a line-item breakout of the product and services rendered.

B. Your response must be placed in a sealed envelope clearly identified on the outside of the envelope with the responder’s name and business, and title as follows: “RFP: Jumbotron Video Display Replacement”. Late proposals will not be considered. Submissions which, in the sole judgment of the school system, fail to meet the requirements of the RFP or which are in any way conditional, incomplete, obscure, contain additions or deletions from requested information, or contain errors may be rejected. Submissions should provide a straightforward and concise delineation of the respondent proposal and commitment to satisfy the requirements of the RFP.

C. Eligibility Criteria: The proposal will contain all items from the eligibility criteria listed below.

CRITERIA FOR ELIGIBILITY

The awarded Proposer must provide a copy of the following documents for our records:

State business license / county permits if applicable Workers compensation insurance E-Verify Affidavit Liability and property damage insurance

The awarded Proposer must possess general liability and property damage insurance of no less than $1,000,000 with CCS named as additionally insured on the policy. A copy of this policy must be on file prior to commencement of services.

Vehicle liability insurance for hired, owned and non-owned vehicles with $350,000 combined single limits coverage. Georgia statutory worker’s compensation insurance and employer’s liability of $100,000 each accident, $100,000 disease and $500,000 aggregate. Professional liability insurance with a minimum limit of $1,000,000.

All insurance policies shall be with carriers admitted to business in the State of Georgia, and shall carry an A.M. Best rating of “A” or better.

The Proposer must provide proof of a background check for all employees that will be on school property. Employees servicing this contract must have an acceptable background as determined by the CCS.

CERTIFICATION OF NON COLLUSION

By submitting a proposal, the proposer certifies: “that the proposal is made without prior understanding, agreement, or connection with any corporation firm, or person submitting a bid for the same materials, supplies, or equipment, and is in all respects fair and with collusion or fraud. That collusive proposal is understood to be a violation of State and Federal law and can result in fines, prison sentences, and civil damage awards.”

ADMINISTRATION

Submittal Instructions

Two (2) Cost Proposals must be submitted to the following address by 2:00 pm on October 5, 2023.

Calhoun City Schools CHS Jumbotron Video Display Replacement

Attention: Dr. Peter Coombe, Assistant Superintendent

334 South Wall Street Calhoun, GA 30701

Proposals must be clearly identified on the outside of the envelope with the responder’s name and business, and the title “RFP: Jumbotron Video Display Replacement”. Late proposals will not be considered.

Questions

All questions regarding this RFP should be addressed to Dr. Peter Coombe, Assistant Superintendent through email only at coombep@calhounschools.org. There will be an optional pre-bid on-site meeting on Monday, September 18, 2023 at 10AM. Interested parties should plan to meet at the south concession stand on Yellow Jacket Drive at this time and should RSVP no later than Friday, September 15, 2023 via email (coombep@calhounschools.org).

Criteria for Awarding the Contract:

a. Overall cost of project: 50%

a. Project Proposal Conditions: The method and plan of project completion 50% mailto:ghamby@marietta-city.k12.ga.us

Exhibit A: Existing Board

Exhibit B: Specifications

1 Daktronics Live Video Display: LVX-2830-432X756-10SMD-MR-LT-N/A (or equivalent)

● Matrix: 432 lines by 756 columns

● Line Spacing: 10mm

● LED Color: RGB 281 Trillion Colors

● Cabinet Dimensions: 14’5” H x 25’3” W x 0’11” D

● Max Power: 24155 Watts/display

2 Galaxy Outdoor Electronic Message Center - GT6x Series - 10mm RGB (or equivalent)

● Matrix: 108 lines by 396 columns

● Line Spacing: 10mm

● LED Color: RGB 281 Trillion Colors

● Face Configuration: SF - single one sided display

● Cabinet Dimensions: 4’2” H x 13’6” W x 0’7” D

● Max Power: 3430 Watts/display

All components and accessories required to connect and operate the associated boards via hardline and wireless/remote control. This shall include any software, licensing, hardware, cabling, etc.