Request_for_Quote_RFQ-2025-9028.pdf

REQUEST FOR QUOTE (RFQ) FOR

SOUND SYSTEM EQUIPMENT & INSTALLATION

Revised 1.9.25

RFQ#: RFQ-2025-9028 RFQ POSTING DATE: Monday, February 3, 2025

QUOTES DUE: Tuesday, February 11, 2025 at 2:00 pm EST

COMPANY NAME:

MAILING ADDRESS:

PHONE NUMBER: ( ) EMAIL: __________________________________

QUOTE #: QUOTED BY: ________________________ DATE:

TOTAL PRICE: VALID UNTIL:

FOB: DESTINATION

DELIVERY LOCATION: Sweetwater Elementary School, 5800 Victoria Garden Blvd., Port Orange, FL 32127

PROPOSER SIGNATURE: _____________________________________ DATE: _________________

PROPOSER PRINTED NAME AND TITLE: _________________________________________________

1. Intent: The intent of this RFQ is to secure firm fixed pricing from Vendors on behalf of The School Board of Volusia County, (hereinafter referred to as the “District”).

2. Scope of Services: The awarded Contractor(s) shall provide all materials and labor necessary to provide the installation of a sound system at Sweetwater Elementary as described below and in Exhibit

1. Contractor(s) shall provide all tools, material, and supplies necessary to perform specified task(s).

a. To supply, deliver, and install a new sound system to enhance the audio quality and sound delivery for use in school musicals, plays, and the cafetorium.

3. Award/Evaluation Criteria: The award decision will be based upon the response(s) representing the most responsive/responsible and lowest-priced quote(s) to the District. Delivery time may be a factor in the award. The awarded contractor must have the installation completed by February 28, 2025. This award is contingent upon approval by the District’s Facilities Review Committee.

4. Questions and Quote Submittal: Please submit and refer quote specification questions to:

Kent Rossi Procurement Supervisor Email: kjrossij@volusia.k12.fl.us Phone: (386) 734-7190, Ext. 20383 mailto:kjrossij@volusia.k12.fl.us

Revised 1.9.25

5. Electronic Submittal/Delivery of Solicitation Response: Quote submission not prepared in accordance with published instructions, will be considered non-responsive/non-responsible and may be rejected. NOTE: All Vendor(s) must submit their quotes electronically following the instructions below.

5.1 Full submittals must be submitted no later than the opening date of February 11, 2025 @ 2:00 PM with no exceptions; late quotes will be rejected. NOTE: Hardcopy, Email, and Facsimile (FAX) quote submittals will NOT be accepted.

5.1.1 All Vendor(s) are reminded that it is the sole responsibility of the Vendor(s) to ensure their quote is received by the Volusia County School Purchasing Department through VendorLink on or before the date and time due for quotes to be considered.

5.2 To ensure correct quote formatting, Vendor(s) shall:

a) Submit all quotes electronically through VendorLink;

b) Upload files only in MS Word (.doc or .docx) or Adobe Portable Document Format (.pdf);

c) Contact VendorLink technical support at support@eVendorLink.com, if technical difficulties arise during bid submission. Note: Vendors are strongly encouraged to be proactive with their responses, should technical difficulties arise. Plan accordingly.

5.3 Withdrawal/Alter: Vendor(s) may withdraw, alter, and resubmit their quotes through VendorLink at any time prior to the quote due date and time. Quotes may not be withdrawn, altered, or resubmitted after the quote due date and time. The District may request clarifications and additional information after quote submission.

6. Drug-Free Workplace: In accordance with the District’s “Drug-Free Workplace General Policy” employees shall not possess or be under the influence of tobacco products, alcohol, drugs or any illegal substances while on District property or while in direct contact with students. Contractor(s) will be required to assure that assigned personnel work in a drug-free environment and will conduct themselves in a manner that does not violate the District’s standards for employment. NOTE: Attachment A must be completed and returned with your response.

7. Jessica Lunsford Act – House Bill 1877 and Background Check: The State of Florida has passed a law stating that all Contractor(s) visiting a school campus shall be in compliance with the Florida H.B.

1877, The Jessica Lunsford Act as referenced in Florida Statute 1012.465 and 1012.467, effective September 1, 2005, Amended August 2007. Contractor(s) are to provide their policies and procedures regarding their employees being in compliance with the Jessica Lunsford Act. The Contractor(s) or their employee(s) shall bear all costs of the criminal background check. No employee(s) of the Contractor(s) may provide professional services under the resulting agreement, prior to completing the criminal background check successfully and having credentials issued. The following link was designed to assist with JLA compliance: http://myvolusiaschools.org/professional-standards/Pages/Jessica-Lunsford-Act- (JLA).aspx NOTE: Only applicable to Contractor(s) whom are permitted access on school grounds when students are present, who have direct contact with students, or have access to or control of school funds.

mailto:support@eVendorLink.com http://myvolusiaschools.org/professional-standards/Pages/Jessica-Lunsford-Act-(JLA).aspx http://myvolusiaschools.org/professional-standards/Pages/Jessica-Lunsford-Act-(JLA).aspx

Revised 1.9.25

8. Proof of Insurance: Awarded Contractor(s) must provide proof of Liability Insurance with the appropriate coverage prior to commencement of service. The School Board of Volusia County Schools, 200 N. Clara Ave, DeLand, FL, 32720 will be designated as the CERTIFICATE HOLDER. The insurance carrier shall notify the District at least thirty (30) days prior to canceling any of the specified coverage.

a. Commercial General Liability: $1,000,000 each occurrence, $2,000,000 aggregate.

b. Comprehensive Automobile: If vendor is providing transportation services (other than charter bus) $2,000,000 along with underinsured / uninsured motorist limits.

9. Pricing: The Brand / Model No. is provided to establish the sound equipment's quality, features, and functionality. Please follow these instructions when quoting:

• If the quoted Brand / Model No. is the same as stated, you may write ‘SAME” in the space provided.

• If the quoted Brand / Model Number is different from what is stated, you must provide the Brand / Model number of the equipment being quoted in the space provided.

Item No.

Brand / Model No. Description Qty UOM Unit Price Total Price

001 Sennheiser / EW-D 835S Set (R1-6)

EW D digital wireless vocal set, with handheld transmitter equipped with e835 (Rl-6)

1 Each $ $

001.1 Quoted Brand/Model No.:

002 Sennheiser /

EWDSKBASESETQ1-6

Digital wireless bodypack base set. Includes

(l) EW-D EM digital 19 1/2" single channel receiver, (1) EW-D SK digital bodypack transmitter (lavalier, head mic or input cable sold separately), (I) NT 12-5 CW+ power supply with country adapters, (1) rack mount kit and AA batteries, frequency range: (470- 526 MHz)

15 Each $ $

002.1 Quoted Brand/Model No.:

003 Sennheiser /

EW-D ASA

Active antenna splitter (dual l;4) with DC power distribution for EW-D receivers. Includes (1) NT 12-35 CS power supply and (8) BNC cables (470-706 MHz MHz)

4 Each $ $

003.1 Quoted Brand/Model No.:

004 Airwaves /

HSD-TITANIUM SLIM

Dual ear headwork mic 15 Each $ $

Item No.

Brand / Model No. Description Qty UOM Unit Price Total Price

004.1 Quoted Brand/Model No.:

005 RF Venue /

DFINB

Diversity Fin Install Version Black 1 Each $ $

005.1

006 RF Venue /

RG8X25

Premium Made in USA 25' low loss RF Venue RG8X coaxial cable, 50 Ohm double shielded

2 Each $ $

006.1

007 Whirlwind /

MK406NP

Cable – Microphone, MK.4, XLRF to XLRM, 6’, Accusonic+2, no packaging

16 Each $ $

007.1

008 Furman / M-8x2

Rack Mount Power Conditioner,8 Outlet, I

SA

2 Each $ $

008.1

009 Middle Atlantic /

BRK28-22

28 SPACE 49" , 22" EP BL CK 3 Each $ $

009.1

010 Middle Atlantic /

UD3

3 Space (5 1/4") Utility Drawer. Black Powder Coat Finish

1 Each $ $

010.1

011 Gator Cases / G Tour 10x12 PU

Rolling rack case1 pop up mixer mount w/l0U, 12U side rack space, 26" deep, 22" wide & 35" tall when closed

1 Each $ $

011.1

012 Allen & Health /

AH-SQ5

96kHz XCVI FPGA processing, 48 Input Channels, DEEP Processing Ready, 17

1 Each $ $

Revised 1.9.25

10. Delivery and Installation Timeframe After Receipt of Purchase Order:

The District is requesting delivery and installation no later than February 28, 2025.

Item No.

Brand / Model No. Description Qty UOM Unit Price Total Price

Faders/ 6 Layers, 12 Stereo mixes+ LR, 3 Stereo Matrix, 7" capacitive touchscreen

012.1 Quoted Brand/Model No.:

013 Allen & Health /

AH-SQ-5-RK19

19” Rack kit for SQ5 1 Each $ $

013.1 Quoted Brand/Model No.:

014 Allen & Health /

AR2-2412-BK

Remote Audio Rack. Includes: 24 Mic inputs with Phantom Power, 12 XLR Balanced Line outputs. D-Link for connection to surface, Expander Link for direct connection to AR84 Expander rack. Monitor output connection for interface with Aviom A16D and ME-I Personal Monitor Mixer

1 Each $ $

014.1 Quoted Brand/Model No.:

015 Shipping Shipping and freight charges are ESTIMATED and will be billed accordingly

1 Lump Sum

016 Labor & Prep Shop prep time for projects 4 Lump Sum

017 Travel Travel to and from job site 1 Lump Sum

018 Training Training on use of the audio console 1 Lump Sum

019 Labor Labor for installation 1 Lump Sum

Total Cost: $

Attachment A

DRUG-FREE WORKPLACE CERTIFICATION

The undersigned Bidder/Proposer, in accordance with Florida Statue 287.087 hereby certifies that _____________________________________________ (Name of Business) DOES:

1. Publish a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in the workplace and specifying the actions that will be taken against employees for violations of such prohibition.

2. Inform employees about the dangers of drug abuse in the workplace, the business’s policy of maintaining a drug-free workplace, any available drug counseling, rehabilitation, employee assistance programs and the penalties that may be imposed upon employees for drug abuse violations.

3. Give each employee engaged in providing the commodities or contractual services that are under contract a copy of the statement specified in Paragraph 1.

4. In the statement specified in Paragraph 1, notify the employees that, as a condition of working on the commodities or contractual services that are under contract, the employee will abide by the terms of the statement and will notify the employer of any conviction of, or plea of guilty or nolo contender to, any violation of Chapter 893 or of any controlled substance law of the United States or any state, for a violation occurring in the workplace no later than five (5) days after such conviction.

5. Impose a sanction on or require the satisfactory participation in a drug abuse assistance or rehabilitation program if such is available in the employee’s community, by any employee who is so convicted.

6. Make a good faith effort to continue to maintain a drug-free workplace through implementation of Paragraphs 1 thru 5.

As the person authorized to sign this statement, I certify that this firm complies fully with the above requirements.

Signature of Authorized Officer: __________________________________________________________

Date: ________________________________________________________________________________

Exhibit 1

SCOPE OF SERVICES

1. System Design

1. The school already has speakers to be utilized, but there is no integration with any additional systems required for this project.

2. Utilize advanced sound calibration tools to adjust speaker and microphone settings, ensuring even sound distribution.

3. Perform various sound checks in various scenarios to simulate actual usage conditionals and adjust system settings accordingly.

4. Ensure all equipment and installation meet local safety codes and standards for electrical systems and public buildings.

5. Secure mounting fixtures to enhance safety.

6. Provide high-quality audio equipment. The name brand and model are provided to establish the quality level, features, and functionality. Equivalent or approved equal brands will be accepted, subject to approval.

7. All proposed equivalent products must be specified in the provided space in the Pricing table. This ensures that the sound system's quality and functionality meet the school’s standards.

2. Installation

1. Install all sound system components per the design specifications.

2. Ensure all wiring and installations are conducted safely and securely, adhering to local building codes and safety standards.

3. Configure and calibrate the sound system for optimal audio performance.

4. The installation must be completed by February 28, 2025.

5. After-hours and weekend work is permitted with advanced scheduling. Sunday hours are after 1 pm.

3. Testing and Training

1. Conduct comprehensive sound system testing to ensure functionality and performance standards are met.

2. Provide training to staff on the operation of the sound system.

4. Compliance and Quality Assurance

1. Adhere to all applicable federal, state, and local regulations throughout the project.

2. Conduct a final review and acceptance test to confirm the installation meets all agreed-upon specifications and quality standards.

5. Warranty

1. Offer a minimum one-year warranty on all equipment and installation work.

6. Liquidated Damages

1. In the event that the project completion is delayed beyond the deadline of February 28, 2025, liquidated damages will be applied. The cost of rental equipment for the school’s musical will be applied at the Contractor’s expense.