RFB-005-026 Large Venue Audio.pdf

EAST IRONDEQUOIT CENTRAL SCHOOL DISTRICT

ADMINISTRATIVE OFFICES

600 PARDEE ROAD

ROCHESTER, NY 14609

(585) 339-1200 * FAX (585) 339-1209

http://eastiron.org

April 14, 2025

RFB-005-026 Large Venue Audio

To Whom It May Concern:

In accordance with provisions of Municipal Laws regarding bidding, sealed bids will be publicly opened and read in the Business Office of the East lrondequoit Central School District, 600 Pardee

Road, Rochester, New York 14609, on May 15, 2025, at 9:00 a.m.

Attached is a copy of each of the bid forms and specifications for RFB-005-026 Large Venue

Audio for which the district is advertising.

Those wishing to bid must submit a sealed bid with the following documents:

1. Bid Certifications: (Non collusion statement) must be signed by authorized person

N Iranian Divestment Act Certification: Must be signed by authorized person

3. Bid Prices Summary Document: Must be filled out and signed by authorized person

4. General Specifications and Instructions: Must be signed by authorized person

If you have any questions regarding this bid, please call Kristen Munger at (585) 339-1260 or email kmunger@eastiron.org.

Sincerely, Munger Kristen Munger

Purchasing Agent

IMPORTANT: MARK ON THE LOWER LEFT-HAND CORNER OF THE SEALED ENVELOPE THE

FOLLOWING:

RFB-005-026 Large Venue Audio

"BUILDING A FUTURE, ONE STUDENT AT A TIME"

NON-COLLUSIVE BIDDING CERTIFICATION

First Name:

Business Address:

Telephone Number:

I. General Bid Certification

The bidder certifies that he/she will furnish, at the prices herein quoted, the materials, equipment and/or services as proposed on this bid

II. Non-Collusive Bidding Certification

By submission of this bid proposal, the bidder certifies that he/she is complying with Section 103-d of the General Municipal Law as follows:

Statement of non-collusion in bids and proposals to political subdivision of the state. Every bid or proposal hereafter made to a political subdivision of the state or any public department, agency or official thereof where competitive bidding is required by statue, rule, regulation, or local law, for work or services performed or to be performed or goods sold or to be sold, shall contain the following statement subscribed by the bidder and affirmed by such bidder as true under the penalties of perjury: Non-collusive bidding certification.

(a) By subdivision of this bid, each bidder and each person signing on behalf of any bidder certifies, and in the case of a joint bid each party thereto certifies as to its own organization, under penalty of perjury, that to the best knowledge and belief:

(1) The prices in this bid have been arrived at independently without collusion, consultation, communication or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other bidder or with any competitor:

(2) Unless otherwise required by law, the prices which have been quoted in this bid have not been knowingly disclosed by the bidder and will not knowingly be disclosed by the bidder prior to opening, directly or indirectly, to any other bidder or to any competitor; and

(3) No attempt has been made or will be made by the bidder to induce any other person, partnership or corporation to submit or not to submit a bid for the purpose of restricting competition.

Date of Bid:

(b) A bid shall not be considered for award nor shall any award be made where (a) (1) (2) and (3) above have not been complied with; provided, however, that if in any case the bidder cannot make the foregoing certification, the bidder shall so state and shall furnish with the bid a signed statement which sets forth in detail the reasons therefore.

Where (a) (1) (2) and (3) above have not been complied with, the bid shall not be considered for award nor shall any award be made unless the head of the purchasing unit of the political subdivision, public department, agency or official thereof to which the bid is made, or his/her designee, determines that such disclosure was not made for the purpose of restricting competition.

The fact that a bidder (a) has published price lists, rates, or tariffs covering items being procured, (b) has informed prospective customers of proposed or pending publication of a new or revised price lists for such items, or

(c) has sold the same items to other customers at the same prices being bid, does not constitute, without more, a disclosure within the meaning subparagraph one (a).

2. Any bid hereafter made to any political subdivision of the state or any public department, agency or official thereof by a corporate bidder for work or services performed or to be performed or goods sold or to be sold, where competitive bidding is required by statute, rule, regulation, or local law, and where such bid contains the certification referred to in subdivision one of the section, shall be deemed to have been authorized by the board of directors of the bidder, and such authorization shall be deemed to include the signing and submission of the bid and the inclusion therein of the certificate as to non-collusion as the act and deed of the corporation.

Signature (Authorized)

Title

By signing and submitting this bid for consideration the vendor acknowledges that they have read, understand and agree to all aspects of the specifications.

IRANIAN DIVESTMENT ACT CERTIFICATION

By submitting a bid in response to this solicitation or by assuming the responsibility of a Contract awarded hereunder, Bidder/Contractor (or any assignee) certifies that it is not on the "Entities Determined To Be Non-

Responsive Bidders/Offerers Pursuant to The New York State Iran Divestment Act of 2012" list ("Prohibited

Entities List") posted on the OGS website at: http:/Awww.ogs.ny.gov/about/regs/docs/ListofEntities. pdf and further certifies that it will not utilize on such Contract any subcontractor that is identified on the Prohibited Entities List.

Additionally, Bidder/Contractor is advised that should it seek to renew or extend a Contract awarded in response to the solicitation, it must provide the same certification at the time the Contract is renewed or extended.

During the term of the Contract, should East Irondequoit Central School District receive information that a person

(as defined in State Finance Law §165-a) is in Violation of the above-referenced certifications, East Irondequoit

Central School District will review such information and offer the person an opportunity to respond. If the person fails to demonstrate that it has ceased its engagement in the investment activity which is in violation of the Act within 90 days after the determination of such violation, then East Irondequoit Central School District shall9 take such action as may be appropriate and provided for by law, rule, or contract, including, but not" limited to, seeking compliance, recovering damages, or declaring the Contractor in default.

East Irondequoit Central School District reserves the right to reject any bid, request for assignment, renewal or extension for an entity that appears on the Prohibited Entities List prior to the award, assignment, renewal or extension of a contract, and to pursue a responsibility review with respect to any entity that is awarded a contract and appears onthe Prohibited Entities list after contract award.

Signature

Title

CompanyName

Date

GENERAL SPECIFICATIONS AND INSTRUCTIONS

600 Pardee Road, Rochester New York 14609

(585) 339-1260

SEALED ENVELOPE

Bids are to be placed in a sealed envelope and indicated by the words, "Bid Proposal for= Name and Item, Bid Opening Date. Bidders are to use the attached bid forms in submitting their bids. Bids must be received in the Business Office by the Purchasing Agent prior to the bid opening date and time.

All Bids received after the time stated in the Notice To Bidders may not be considered and will be returned unopened to the Bidder. The Bidder assumes the risk of any delay in the mail or in the handling of mail by employees of the School District. Whether sent by mail or by means of personal delivery, the Bidder assumes responsibility for having his Bid deposited on time at the place specified.

NON-COLLUSION

This bid shall be made without any previous understanding, agreement or connection with any other person, firm or corporation making a bid for the same purpose and is in all respects fair and without collusion and fraud. Bidders are also required to complete and sign the attached non-collusion statement entitled "Bid Proposal Certifications." Failure to complete, sign and attach this certification may disqualify the bid.

TOTAL COST

Bid prices must include cost of furnishing, delivering and installing the items unless otherwise indicated and there must be no additional charges made. All costs incurred by the Bidders in preparation, estimating and submission of a Bid are the total responsibility of the Bidder.

PRICES

The bidder shall insert the price per stated unit.

WAGE RATES

Pursuant to the provision of Section 220-A of the New York State Labor Law as amended; the Contractor will be obligated to pay all workers in the covered classes the applicable prevailing wage rates and supplements. The minimum hourly wage rate to be paid the various classes of labor performing work under this contract shall be in accordance with schedules which have been established, or may hereafter be established, or increased, by the New York State Department of

Labor during the contract term.

The Contractor shall be paid for the number of hours actually expended at the job site times the labor rate per hour as bid. Overtime rate shall be defined as time and one half of the hourly rate after eight (8) hours per day and on Saturdays (1.5 x labor rate per hour). Double time shall be defined as double the hourly rate for Sundays and holidays (2 x labor rate per hour).

The labor rate per hour shall remain firm for the contract term unless established wage schedules are increased by the New York State Department of Labor. In the event such wages are increased by NYSDOL the Contractor9s labor rate per hour may be increased at a percentage exactly equal to that of the NYSDOL wage schedules.

TAXES

No charge will be allowed for Federal, State, municipal sales and excise taxes, for which the

School District is exempt by statute.

QUANTITIES

Request for bids are based upon estimated quantities.

INSURANCE

The successful bidder guarantees to furnish adequate protection from damage for all work and to repair damages of any kind for which he or his workmen are responsible, to the building or equipment, or to his own work.

The successful bidder guarantees to carry adequate insurance to protect the school district from loss in case of accident, fire, theft, etc., and will provide proof of such before commencing work.

AWARD

Awards will be made to the lowest responsive and responsible Bidder. The Board of Education reserves the right to award this bid on either an "item" basis or an "entire bid" or by grouping one or more of various items.

Notification of bid award shall take the form of a purchase order or series of purchase orders referencing the bid. No other form of notification shall be considered valid or binding on the district without the written verification of the purchasing agent.

Payment will be made only after correct presentation of claim forms or invoices as may be required.

RESPONSIBILITY TO PERFORM

Vendor will promptly supply proof of the ability to perform under the bid specifications or contract upon request of the school district.

NON-PERFORMANCE

The district shall have the right to cancel this contract at any time during its term for failure on the part of the vendor to meet the requirements of bid specifications. The district shall make a reasonable attempt to provide the vendor with written notice of cancellation in advance. In the event of cancellation for non performance, the vendor shall be liable for all additional costs incurred by the district and any penalties imposed by the terms of these bid specifications.

RESPONSIVENESS

Bidders must respond to all specifications, including work and materials required. Only after the bidder responds to the specifications may he then suggest an alternate method or materials to be used.

RIGHT TO REJECT

The Board of Education reserves the right to reject all bid and re-advertise in the matter provided by Section 103 of the General Municipal Law. Also reserved is the right to reject, for cause, any Bid in whole or in part; to waive technical defects; qualifications, irregularities; and omissions if in its judgment the best interests of the School District will be served. Also reserved is the right to reject Bids and to purchase items on State, County, or Piggyback contracts if such items can be obtained on the same terms, conditions, specifications, and at a lower price.

LAWFUL AGE

Said bidder certifies that he is of lawful age. Bidder also certifies that he is the only one interested in this bid with the exception in the case of a partnership or corporation.

CONFLICT OF INTEREST

That no member of the Board of Education of East Irondequoit Central School District, nor any officer or employee or person whose salary is payable whole or in part from the treasury of said Board of Education is directly or indirectly interested in this bid or in the supplies, materials, equipment, work or services to which it relates, or in any portion of profits thereof.

LISTING OF CUSTOMERS

The bidder will provide the District, with the bid submission, a listing of those schools presently being provided service indicating school contact person with address and telephone number.

COMPLIANCE

The bidder has carefully examined and will comply with General Specifications, the instructions to bidders, schedules and specific specifications prepared under the direction of the Board of Education, and will, if successful in this bid, furnish and deliver at the prices bid and within the time stated, all the materials, supplies, apparatus, goods, wares, merchandise, services or labor for which this bid is made.

PIGGYBACKING PROVISION

Other school districts, BOCES, or school district locations not listed in either the published Notice to Bidders and/or bid documents may participate only upon consent by both the East Irondequoit School District and the awarded vendor(s). Interested BOCES and/or school districts must first contact the East Irondequoit Business Office before making arrangements with the awarded vendor(s) to be serviced under the terms and conditions of this bid.

EXTENSION

The East Irondequoit Central School District reserves the right to extend the terms and conditions of this proposal for a period no greater than one (1) year from original date of award, upon mutual consent of the East Irondequoit Central School District and the awarded vendor(s).

INTERPRETATION OF SPECIFICATIONS OR CONTRACT DOCUMENTS

No interpretation of the meaning of the specifications or other contract document will be made to any Bidder orally. Every request for such interpretation should be in writing, addressed to the East Irondequoit Central School District, not later than five (5) days prior to the date fixed for the opening of Bids. Notice of any and all such interpretations and any supplemental instructions will be sent to all Vendors on record by the East Irondequoit Central School District in the form of an addenda to the specifications. All addenda so issued shall become part of the contract documents.

ASSIGNMENT

It is mutually understood and agreed that the successful Bidder shall not assign, transfer, convey, sublet, or otherwise dispose of the Contract or the right, title, or interest therein, or the power to execute such Contract, to any other person, company, or corporation, without the previous written consent of the School District.

INSURANCE

Bidders shall maintain adequate insurance to protect them from all claims under the Workers9 Compensation Act. If requested, a Certificate of Insurance shall be submitted verifying Liability and Commercial Automobile Insurance coverage.

BIDDER9S ACKNOWLEDGEMENT OF GENERAL SPECIFICATIONS AND

INSTRUCTIONS

By signing below and submitting this bid for consideration by the School District, the Bidder acknowledges that he/she has read, understood and agreed to all aspects of the General Specifications and Instructions as presented without reservation or alteration. The Bidder, Bidder9s affiliates, and any other agency that intercedes on the bidder9s behalf also agrees to hold the School District harmless and not responsible for any hardship that can or potentially could be caused, and subsequently impacts the Bidder(s), as a result of this Bid.

BIDDER

(Person, Firm or Corporate Name)

AUTHORIZED SIGNATURE

DATE

BID SPECIFICIATIONS FOR

LARGE VENUE AUDIO AND THEATRICAL LIGHTING SYSTEMS

SUPPORT AND SERVICES

July 1, 2025 4 June 30, 2026

SCOPE OF WORK

It is the intent of the East Irondequoit Central School District, hereinafter referred to as EICSD, to enter into an agreement with a Large Venue Audio and Theatrical Lighting Systems Support and Services Contractor to include, but not be limited to, the installation, maintenance and repair of

Large Venue Audio and Theatrical Lighting systems and components, and will be based on hourly charges.

BIDDER QUALIFICATIONS

1. The Large Venue Audio and Theatrical Lighting Systems Contractor must be able to provide competent and knowledgeable service on all large venue audio and theatrical lighting systems.

2. The Large Venue Audio and Theatrical Lighting Systems Contractor must be a factory authorized sales and support representative for the following equipment distributors:

ETC (Electronic Theater Controls)

Ashly Audio Inc.

Clear-Com, an HME Company Midas Audio Systems

Shure Incorporated o n o sp

Large Venue Audio and Theatrical Lighting Systems Support and Services

This bid shall be for Large Venue Audio and Theatrical Lighting Systems Support and Services, based on hourly charges for making routine and emergency service calls involving audio video system problems in the buildings and facilities of EICSD.

The Large Venue Audio and Theatrical Lighting Systems Support and Services Contractor will assume sole responsibility for delivery, installation and maintenance of all materials, deliverables, equipment, supplies, software maintenance and support services offered in its proposal whether or not it is the manufacturer or producer of them.

For this service work the Large Venue Audio and Theatrical Lighting Systems Contractor shall provide all labor and materials necessary to complete the job and the contractor9s service routine shall be as follows:

1. EICSD designated representative shall notify the Large Venue Audio and Theatrical Lighting Systems Support and Services Contractor of the location and nature of the problem requiring service.

2. The Large Venue Audio and Theatrical Lighting Systems Support and Services

Contractor shall make a service call and diagnosis the problem and report back to the

EICSD Audio Visual or IT Department.

3. EICSD will acknowledge, report and advise the Large Venue Audio and Theatrical Lighting Systems Support and Services Contractor if further service work is required, such as the repair or additional work.

4. Where actual service work is involved, hourly rate, as bid, shall apply for labor excluding cost of replacement equipment.

GC WORK

Large Venue Audio and Theatrical Lighting Systems work includes but is not limited to labor and materials to repair and/or replace audio and lighting systems, and any associated hardware for such.

The bid price shall include all labor, materials, tools and equipment necessary to accomplish repairs/installations, transportation, proper disposal, insurance and supervision necessary to fully complete specified work.

BASIS OF HOURLY CHARGES

Bidder shall enter on Bid Form the amount they propose to charge per hour for the services to meet all specifications. In preparation bid contractor shall base hourly charges on the following:

1. EICSD shall pay contractor for the time spent at the work site ONLY.

. Firm bid for the period of July 1, 2025 through June 30, 2026.

3. The hourly rate shall include all GC permit fees; time spent on obtaining permits and time spent on meeting with municipal inspectors.

WAGE RATES

Pursuant to the provision of Section 220-A of the New York State Labor Law as amended; the

Contractor will be obligated to pay all workers in the covered classes the applicable prevailing wage rates and supplements. The minimum hourly wage rate to be paid the various classes of labor performing work under this contract shall be in accordance with schedules which have been established, or may hereafter be established, or increased, by the New York State Department of

Labor during the contract term.

The Contractor shall be paid for the number of hours actually expended at the job site times the labor rate per hour as bid. Overtime rate shall be defined as time and one half of the hourly rate after eight

(8) hours per day and on Saturdays (1.5 x labor rate per hour). Double time shall be defined as double the hourly rate for Sundays and holidays (2 x labor rate per hour).

The labor rate per hour shall remain firm for the contract term unless established wage schedules are increased by the New York State Department of Labor. In the event such wages are increased by NYSDOL the Contractor9s labor rate per hour may be increased at a percentage exactly equal to that of the NYSDOL wage schedules.

CASH DISCOUNTS

EICSD considers cash discounts or discounts for prompt payment when evaluating bids.

PURCHASE ORDERS

EICSD is not responsible for orders placed by individuals without an appropriate Purchase Order Number issued by the EICSD.

QUALITY OF PRODUCTS

If applicable, all items must be new, in first class condition, including containers suitable for shipment and storage, unless otherwise indicated on the bid. No substitutions in standard grades or lesser quality will be accepted.

DETERMINING FACTORS FOR BID AWARD

Bidders net price on bid items, stock availability, reputation of brand names offered, and reputation and location of the bidder. Information must be made available upon request.

PRICING

Bid unit price on quantity specified, extend and show total. In case of errors in extension, unit prices shall govern.

OR EQUAL

Any catalog, brand name or manufacturer9s reference used in the bid request is descriptive, not restrictive; it is intended to indicate type and quality desired. Bids on brands of like nature and quality will be considered. If bidding on other than reference specifications, bid must show manufacturer, brand, model, etc. of article offered. If brand other than that specified is offered, complete descriptive information of said article must be included with the bid. If bidder takes no exception to specifications of reference data, brand names, models, etc., as specified, must be furnished.

GUARANTEE

The Bidder shall guarantee the work to be free from defects of any nature for a period of one year from and after the final acceptance and payment for the work and bidder shall maintain said work and shall make all needed repairs and/or replacement during this one year period. Said work shall be in full conformity with the plans and specifications therefore, at the expiration of the guarantee period.

Any and all manufacturers9 warranties beyond said one-year period will be made available to the East

Irondequoit CSD.

BID AWARDS

The three (3) best low bids for hourly service work shall be tabulated as first, second and third. The first successful bidder shall be advised of service work required and the time frame for service work as follows:

1. EICSD reserves the right to award low bid to one vendor of choice.

2. EICSD reserves the right to designate a second and third vendor of choice if the successful best low bid vendor is unable to perform services specified.

3. The second and third vendor of choice shall hold their bid proposal firm for the period specified above.

4. Service work shall be performed on <same day= within 4 hours; or within specified time agreed upon with EICSD. EICSD reserves the right to call second or third vendor of choice if first successful vendor is unable to perform as specified.

5. Under an emergency service request EICSD will reserve the right to call second and third vendor of choice if first successful vendor is unable to respond immediately as specified.

INSURANCE REQUIREMENTS

Vendor shall maintain and provide proof to the EICSD that it is maintaining during the life of the contract the following insurances:

1. Employee9s Liability and Worker9s Compensation for all of the vendor9s employees that will be on district property.

2. Comprehensive General Liability and Property Damage which shall protect vendor from claims for damage arising from operations under this contract, whether such operations are by themselves or anyone directly or indirectly employed by them. The amounts of the insurance shall be not less than $1,000,000 per occurrence, combined single limits with EICSD named as an additional insured.

To the fullest extent permitted by law, the vendor shall indemnify, hold harmless and defend the district, its agents and employees from and against all claims arising by reason of any act or failure to act, negligent or otherwise, of vendor, of anyone directly or indirectly employed by vendor, or of anyone for whose acts the vendor may be liable in connection with providing these services.

TERMS OF AGREEMENT

The term of agreement for the Large Venue Audio and Theatrical Lighting Systems Support and

Services work shall be for July 1, 2025 through June 30, 2026.

RIGHT TO CANCEL

EICSD reserves the right, without notice, to cancel service agreement for the following reasons:

1. Failure of Contractor to adhere to hourly rates as bid.

2. Contractor9s failure to timely respond to service requests.

3. Contractor9s failure to comply with any part of this specification.

4. Inferior work performed to EICSD property determined by EICSD.

5. Evidence of collusion, price fixing, or theft of EICSD provided materials.

6. Failure to provide proof of insurance as required herein.

HOURS

Normal hours are considered eight (8) working hours from the commencement of work. In many instances class schedules, presence of students, school hours or other circumstances will require work to start at hours other than 8 a.m. to 5 p.m.

All work shall be completed during hours that will not disrupt the school schedule, or at a time agreed upon with EICSD.

INTERPRETATION

Questions concerning technical specifications for Large Venue Audio and Theatrical Lighting Systems Support and Services should be directed to the EICSD Information Technology Department.

BID PRICES SUMMARY DOCUMENT

600 Pardee Road, Rochester, NY 14609

(585) 339-1260

The undersigned bidder agrees to furnish Large Venue Audio as described on the attached sheets at the prices indicated.

The total bid price is as follows:

Hourly Service Charge $

Prices are to be in effect for the period of July 1, 2025 through June 30, 2026

Comments:

It is understood that the bid price includes all costs of furnishing and delivering the items to location specified and there will be no additional charges, pursuant to and in compliance with all terms and conditions set forth in the Bid.

The Board of Education reserves the right to reject all bids.

Company

Address

Phone

Authorized Signature

Date

Email

Contact person (if different from authorized signature)