Watertown Public Schools

WATERTOWN, CONNECTICUT

REQUEST FOR BID:

Auditorium Sound and Video Upgrades

October 16, 2025

RFP #25-004

LEGAL NOTICE

Watertown Public Schools District

REQUEST FOR PROPOSALS FOR

October 16, 2025

The Watertown Public Schools District will receive sealed proposals for the Auditorium Sound and Video Upgrades until November 6, 2025 at 2:30 PM. At that time proposals will be opened in public and read aloud.

The documents comprising the Request For Proposals may be obtained from on the District's website on the Central Office, School District Operations page under “Bids and Requests for Proposals (RFPs)”, at REQUEST FOR PROPOSAL (RFP) | Watertown Public Schools

The Watertown Public Schools District reserves the rights to amend or terminate this Request for Proposals, accept all or any part of a proposal, reject all proposals, waive any informalities or non-material deficiencies in a proposal, and award who, in the District's judgment, will be in the District's best interests.

There will be a mandatory site visit at 9:00am on Thursday, October 23, 2025 at Watertown High School: 324 French St., Watertown, CT 06795. From the High School, the walkthrough will continue to Swift Middle School at 250 Colonial St., Oakville, CT 06779.

https://www.watertownps.org/o/watertown-public-schools/page/request-for-proposal-rfp

REQUEST FOR PROPOSALS

Auditorium Sound and Video Upgrades

RFP Number: #25-004

Mandatory Site Visit October 23, 2025, 9AM RFP Opening Date: November 6, 2025 RFP Opening Time: 2:30 PM RFP Opening Place: Business Office Site Visit: Watertown High School: 324 French St. Watertown, CT 06795 Swift Middle School: 250 Colonial St., Oakville, CT 06779 Implementation Period: November 15, 2025 - January 30, 2026

The Watertown Public Schools District is seeking proposals for a Auditorium Sound and Video Upgrades detailed in the “Specifications” section.

One (1) original copy on a thumb drive and three (3) copies of sealed proposals must be received at the Watertown Public Schools District, Business Office, 61 Echo Lake Rd.,Watertown, CT 06795 by the date and time noted above. The Watertown Public Schools District (the “District”) will not accept submissions by e-mail or fax. The District will reject proposals received after the date and time noted above.

The documents comprising this Request for Proposals may be obtained on the District's website on the School District Operations page under “Bids and Requests for Proposals (RFPs)”, at Each Proposer is responsible for checking the District's website to determine if the District have issued any addenda and, if so, to complete its bid in accordance with the Request for Proposals as modified by the addenda.

Proposals must be held firm and cannot be withdrawn for sixty (60) calendar days after the opening date.

The District reserves the rights to amend or terminate this Request for Proposals, accept all or any part of a proposal, reject all proposals, waive any informalities or non-material deficiencies in a proposal, and award who, in the District's judgment, will be in the District's best interests.

This Request for Proposals includes:

- Standard Instructions to Proposers

- Specifications

- Insurance Requirements

- Proposal Form

- Proposer’s Legal Status Disclosure

- Proposer’s Certification Concerning Equal Employment Opportunities and Affirmative

Action Policy

- Proposer’s Non Collusion Affidavit

- Proposer’s Statement of References

- Addenda, if any

- The Contract in the form attached

AUDITORIUM SOUND AND VIDEO UPGRADES

STANDARD INSTRUCTIONS TO PROPOSERS

1. INTRODUCTION

The Watertown Public Schools District (the “District”) are soliciting proposals for a Auditorium Sound and Video Upgrades as detailed in the Specifications section. This Request for Proposals is not a contract offer, and no contract will exist unless and until a written contract is signed by the District and the successful bidder.

Interested parties should submit a bid in accordance with the requirements and directions contained in this Request for Proposals. Proposers are prohibited from contacting any District or Town employee, officer or official concerning this Request for Proposals, except as set forth in Section 6, below. A bidder’s failure to comply with this requirement may result in disqualification.

If there are any conflicts between the provisions of these Standard Request for Proposals and any other documents comprising this Request for Proposals, these Standard Instructions to Bidders shall prevail.

2. RIGHT TO AMEND OR TERMINATE THE REQUEST FOR PROPOSALS TO

BID OR CONTRACT

The District may, before or after bid opening and in its sole discretion, clarify, modify, amend or terminate this Request for Proposals if the District determines it is in the District’s best interest.

Any such action shall be effected by a posting on the District's website on the School District Operations page under “Bids and Requests for Proposals (RFPs)”, at

Each bidder is responsible for checking the District’s website to determine if the District has issued any addenda and, if so, to complete its bid in accordance with the Request for Proposals as modified by the addenda.

If this Request for Proposals provides for a multi-year agreement, the District also reserves the right to terminate the Contract at the end of the last fiscal year for which funds have been appropriated, and the District shall have no obligation or liability to the successful bidder for any unfunded year or years.

3. KEY DATES

Mandatory Walk Through: October 23, 2025, 9AM Bid Opening: November 6, 2025, 2:30PM Preliminary Notice of Award: November 12, 2025 Completion of Project: January 30, 2026

4. OBTAINING THE REQUEST FOR PROPOSALS

All documents that are a part of this bid may be obtained from the Business Office through the Watertown Public Schools District's website on the Business Office page under “Bids and Requests for Proposals (RFPs)”, at REQUEST FOR PROPOSAL (RFP) | Watertown Public Schools District

5. PROPOSAL SUBMISSION INSTRUCTIONS

Proposals must be received in the Board of Education Office, Watertown Public Schools District, Business Office, 61 Echo Lake Rd., Watertown, CT 06795 prior to the date and time the proposals are scheduled to be opened publicly. Postmarks prior to the opening date and time do NOT satisfy this condition. The District will not accept submissions by e-mail or fax. Bidders are solely responsible for ensuring timely delivery. The District will NOT accept late bids.

One (1) original copy on a thumb drive and three (3) copies of all bid documents must be submitted in sealed, opaque envelopes clearly labeled with the bidder’s name, the bidder’s address, the words "PROPOSAL DOCUMENTS,” and the Bid Title, Bid Number and Bid Opening Date. The District may decline to accept bids submitted in unmarked envelopes that the District opens in its normal course of business. The District may, but shall not be required to, return such bid documents and inform the bidder that the bid documents may be resubmitted in a sealed envelope properly marked as described above.

Proposal prices must be submitted on the Bid Form included in this Request for Proposals. All blank spaces for bid prices must be completed in ink or be typewritten; bid prices must be stated in both words and figures. The person signing the Bid Form must initial any errors, alterations or corrections on that form. Ditto marks or words such as “SAME” shall not be used in the Bid Form.

Bids may be withdrawn personally or in writing provided that the District receives the withdrawal prior to the time and date the bids are scheduled to be opened. Bids are considered valid, and may not be withdrawn, cancelled or modified, for sixty (60) days after the opening date, to give the

District sufficient time to review the bids, investigate the bidders’ qualifications, secure any required municipal approvals, and execute a binding contract with the successful bidder.

An authorized person representing the legal entity of the bidder must sign the Bid Form and all other forms included in this Request for Proposals.

6. QUESTIONS AND AMENDMENTS

Questions concerning the process, procedures or specifications applicable this Request for Proposals Specifications are to be submitted in writing (including by e-mail or fax) and directed only to:

Michael Dalton Technology Department daltonmi@watertownps.org 860-945-5097

Bidders are prohibited from contacting any other District or Town employee, officer or official concerning this Request for Proposals. A bidder’s failure to comply with this requirement may result in disqualification.

The appropriate District representative listed above must receive any questions from bidders no later than (5) business days before the bid opening date. That representative will confirm receipt of a bidder’s questions by e-mail. The District will answer all written questions by issuing one or more addenda, which shall be a part of this Request for Proposals and the resulting Contract, containing all questions received as provided for above and decisions regarding same.

At least five (5) calendar days prior to bid opening, the District will post any addenda on the District’s website on the Business Office page under “Bids and Requests for Proposals (RFPs)” at REQUEST FOR PROPOSAL (RFP) | Watertown Public Schools District

Each bidder is responsible for checking the website to determine if the District issues any addenda and, if so, to complete its bid in accordance with the Request for Proposals to Bid as modified by the addenda.

No oral statement of the District, including oral statements by Districct representatives listed above, shall be effective to waive, change or otherwise modify any of the provisions of this Request for Proposals, and no bidder shall rely on any alleged oral statement.

7. ADDITIONAL INFORMATION

The District reserves the right, either before or after the opening of bids, to ask any bidder to clarify its bid or to submit additional information that the District in its sole discretion deems desirable.

8. COSTS FOR PREPARING BID

Each bidder’s costs incurred in developing its bid are its sole responsibility, and the Distirct shall have no liability for such costs.

mailto:daltonmi@watertownps.org

9. OWNERSHIP OF BIDS

All bids submitted become the District’s property and will not be returned to Bidders.

10. FREEDOM OF INFORMATION ACT

All information submitted in a bid or in response to a request for additional information is subject to disclosure under the Connecticut Freedom of Information Act as amended and judicially interpreted. A bidder’s responses may contain financial, trade secret or other data that it claims should not be public (the “Confidential Information”). A bidder must identify specifically the pages and portions of its bid or additional information that contain the claimed Confidential Information by visibly marking all such pages and portions. Provided that the bidder cooperates with the District as described in this section, the District shall, to the extent permitted by law, protect from unauthorized disclosure such Confidential Information.

If the District receives a request for a bidder’s Confidential Information, it will promptly notify the bidder in writing of such request and provide the bidder with a copy of any written disclosure request. The bidder may provide written consent to the disclosure, or may object to the disclosure by notifying the District in writing to withhold disclosure of the information, identifying in the notice the basis for its objection, including the statutory exemption(s) from disclosure. The bidder shall be responsible for defending any complaint brought in connection with the nondisclosure, including but not only appearing before the Freedom of Information Commission, and providing witnesses and documents as appropriate.

11. REQUIRED DISCLOSURES

In its Bid Form each bidder must disclose, if applicable:

● Its inability or unwillingness to meet any requirement of this Request for Proposals, including but not only any of the Contract Terms contained in Section 27, below;

● If it is listed on the State of Connecticut’s Debarment List;

● If it is ineligible, pursuant to Conn. Gen. Stat. § 31-57b, to be awarded the Contract because of occupational safety and health law violations;

● All resolved and pending arbitrations and litigation matters in which the bidder or any of its principals (regardless of place of employment) has been involved within the last ten (10) years;

● All criminal proceedings in which the bidder or any of its principals (regardless of place of employment) has ever been the subject; and

● Each instance in which it or any of its principals (regardless of place of employment) has ever been found to have violated any state or local ethics law, regulation, ordinance, code, policy or standard, or to have committed any other offense arising out of the submission of proposals or bids or the performance of work on public works projects or contracts.

● Experience Modification Rate (EMR)

● Proof of Insurance

A bidder’s acceptability based on these disclosures lies solely in the District's discretion.

12. REFERENCES

Each bidder must complete and submit the Bidder’s Statement of References form included in this Request for Proposals. At least one reference is required from an educational institution.

References are to include a point of contact.

13. LEGAL STATUS

If a bidder is a corporation, Limited Liability Company (LLC), or other business entity that is required to register with the Connecticut Secretary of the State’s Office, it must have a current registration on file with that office. The District may, in its sole discretion, request acceptable evidence of any bidder’s legal status.

14. BID SECURITY

Not Applicable

15. PRESUMPTION OF BIDDER’S FULL KNOWLEDGE

Each bidder is responsible for having read and understood each document in this Request for Proposals and any addenda issued by the District. A bidder’s failure to have reviewed all information that is part of or applicable to this Request for Proposals, including but not only any addenda posted on the District’s website, shall in no way relieve it from any aspect of its bid or the obligations related thereto.

Each bidder is deemed to be familiar with and is required to comply with all federal, state and local laws, regulations, ordinances, codes and orders that in any manner relate to this Request for Proposals or the performance of the work described herein.

By submitting a bid, each bidder represents that it has thoroughly examined and become familiar with the scope of work outlined in this Request for Proposals, and it is capable of performing the work to achieve the District’s objectives. If applicable, each bidder shall visit the site, examine the areas and thoroughly familiarize itself with all conditions of the property before preparing its bid.

16. SUBSTITUTION FOR NAME BRANDS

For the purposes of Bid #BOE 25-004, we prefer d&b Audiotechnik for speaker and amplification systems and Allen & Heath for the auditorium Mixer. While substitutions will be considered, all brands will be vetted for specifications, build quality, and reliability data. In any case, the bidder must be an authorized dealer of any proposed equipment/substitution brand. Refurbished or used equipment is NOT ACCEPTABLE.

17. TAX EXEMPTIONS

The District is exempt from state sales and use tax per Conn. Gen. Stat. § 12-412. Proposers shall avail themselves of this exemption.

18. INSURANCE

The successful bidder shall, at its own expense and cost, obtain and keep in force at least the insurance listed in the Insurance Requirements that are a part of this Request for Proposals. The District reserves the right to request from the successful bidder a complete, certified copy of any required insurance policy.

19. PERFORMANCE SECURITY

20. DELIVERY ARRANGEMENTS

Equipment, as necessary may be delivered to:

Mr. Michael Dalton Director of Technology Services Watertown Public Schools District 324 French St.

Watertown, CT 06795

21. AWARD CRITERIA; SELECTION; CONTRACT EXECUTION

All bids will be publicly opened and read aloud as received on the date, at the time, and at the place identified in this Request for Proposals. Bidders may be present at the opening.

The District reserves the right to correct, after bidder verification, any mistake in a bid that is a clerical error, such as a price extension, decimal point error or FOB terms. If an error exists in an Extension of prices, the unit price shall prevail. In the event of a discrepancy between the price quoted in words and in figures, the words shall control.

The District reserves the rights to accept all or any part of a bid, reject all bids, and waive any informalities or non-material deficiencies in a bid. The District also reserves the right, if applicable, to award the purchase of individual items under this Request for Proposals to any combination of separate bids or bidders.

The District will accept the bid that, all things considered, the District determines in its best interests. Although price will be an important factor in most Request for Proposals, it will not be the only basis for award. Due consideration may also be given to a bidder’s experience, references, service, ability to respond promptly to requests, past performance, and other criteria relevant to the District’s interests, including compliance with the procedural requirements stated in this Request of Proposal.

For the purpose of Bid #BOE25-004, the quality, reliability, and durability of the proposed equipment shall carry significant weight in the award-selection process even if the total cost of such equipment exceeds that of the lowest bid, if it is determined that the increased equipment cost represents either a likely lower cost of ownership over time, or a superior user experience. The Watertown Public Schools shall determine the quality of the equipment based on specific, publicly available data and references.

The District will not award the bid to any business or person who is in arrears or in default to the District with regard to any tax, debt, contract, security or any other obligation.

If the lowest bidder meets all specifications, is responsive, and, if applicable, qualified, but the bid is not acceptable to the Superintendent or, if applicable, the Board of Education or the Town of Watertown, the matter must be referred to the District’s Counsel for its decision on whether to reject all bids, to accept a higher bid, or to take such other action as may be in the District’s best interests.

The District will select the bid that it deems to be in the District’s best interest and issue a Preliminary Notice of Award to the successful bidder. The award may be subject to further discussions with the bidder. The making of a preliminary award to a bidder does not provide the bidder with any rights and does not impose upon the District any obligations. The District are free to withdraw a preliminary award at any time and for any reason. A bidder has rights, and the District has obligations, only if and when a Contract is executed by the District and the bidder.

If the bidder does not execute the Contract within ten (10) business days of the date of the Preliminary Notice of Award, unless extended by the District, the District may call any bid security provided by the bidder and may enter into discussions with another bidder.

The Preliminary Notice of Award and Contract Execution dates in Section 3’s Key Dates are anticipated, not certain, dates.

22. IMPLEMENTATION PERIOD

The project is scheduled to be completed from November 15, 2025 - January 30, 2026. The Watertown High School Auditorium cannot lose current functionality until after December 17, 2025. All other locations can be started on or around November 15, 2025.

23. AFFIRMATIVE ACTION, AND EQUAL OPPORTUNITY

Each bidder must submit a completed Bidder’s Certification Concerning Equal Employment Opportunities and Affirmative Action Policy form included with this Request for Proposals.

Bidders with fewer than ten (10) employees should indicate that fact on the form and return the form with their bids.

24. NONRESIDENT REAL PROPERTY CONTRACTORS

25. COMPLIANCE WITH IMMIGRATION LAWS

By submitting a bid, each bidder confirms that it has complied, and during the term of the Contract will comply with the Immigration Reform and Control Act (“IRCA”) and that each person it provides under the Contract will at all times be authorized for employment in the United States of America. Each bidder confirms that it has a properly completed Employment Eligibility Verification, Form I-9, for each person who will be assigned under the Contract and that it will require each subcontractor, if any, to confirm that it has a properly completed Form I-9 for each person who will be assigned under the Contract.

The successful bidder shall defend, indemnify, and hold harmless the District, its employees, officers, officials, agents, volunteers and independent contractors, including any of the foregoing sued as individuals (collectively, the “District’s Indemnified Parties”), against any and all proceedings, suits, actions, claims, damages, injuries, awards, judgments, losses or expenses, including fines, penalties, punitive damages, attorney’s fees and costs, brought or assessed against, or incurred by, the District’s Indemnified Parties related to or arising from the obligations under IRCA imposed upon the successful bidder or its subcontractor. The successful bidder shall also be required to pay any and all attorney’s fees and costs incurred by the District’s Indemnified Parties in enforcing any of the successful bidder’s obligations under this provision, whether or not a lawsuit or other proceeding is commenced, which obligations shall survive the termination or expiration of the Contract.

26. NON COLLUSION AFFIDAVIT

Each bidder shall submit a completed Bidder’s Non Collusion Affidavit that is part of this Request for Proposals.

27. CONTRACT TERMS

The following provisions will be mandatory terms of the District’s Contract with the successful bidder. If a bidder is unwilling or unable to meet any of these Contract Terms, the bidder must disclose that inability or unwillingness in its Bid Form (see Section 11 of these Standard Instructions to Bidders):

a. DEFENSE, HOLD HARMLESS AND INDEMNIFICATION

The successful bidder agrees, to the fullest extent permitted by law, to defend, indemnify, and hold harmless the District, its employees, officers, officials, agents, volunteers and independent contractors, including any of the foregoing sued as individuals (collectively, the “District’s Indemnified Parties”), from and against all proceedings, suits, actions, claims, damages, injuries, awards, judgments, losses or expenses, including attorney’s fees, arising out of or relating, directly or indirectly, to the successful bidder’s malfeasance, misconduct, negligence or failure to meet its obligations under the Request for Proposals or the Contract. The successful bidder’s obligations under this section shall not be limited in any way by any limitation on the amount or type of the successful bidder’s insurance. Nothing in this section shall obligate the successful bidder to indemnify the District’s Indemnified Parties against liability for damage arising out of bodily injury to persons or damage to property caused by or resulting from the negligence of the District’s Indemnified Parties.

In any and all claims against the District’s Indemnified Parties made or brought by any employee of the successful bidder, or anyone directly or indirectly employed or contracted with by the successful bidder, or anyone for whose acts or omissions the successful bidder is or may be liable, the successful bidder’s obligations under this section shall not be limited by any limitation on the amount or type of damages, compensation or benefits payable by the successful bidder under workers’ compensation acts, disability benefit acts, or other employee benefits acts.

The successful bidder shall also be required to pay any and all attorney’s fees incurred by the District’s Indemnified Parties in enforcing any of the successful bidder’s obligations under this section, which obligations shall survive the termination or expiration of this Request for Proposals and the Contract.

As a LEA of the State of Connecticut, the District will NOT defend, indemnify, or hold harmless the successful bidder.

ADVERTISING

The successful bidder shall not name the District in its advertising, news releases, or promotional efforts without the District's prior written approval.

If it chooses, the successful bidder may list the District in a Statement of References or similar document required as part of its response to a public procurement. The District's permission to the successful bidder to do so is not a statement about the quality of the successful bidder’s work or the District's endorsement of the successful bidder.

b. W-9 FORM

The successful bidder must provide the District with a completed W-9 form before Contract execution.

c. PAYMENTS

Bidders are encouraged to offer discounts for early payment. All other payments are to be made 30 days after the appropriate District employee receives and approves the invoice, unless otherwise specified in the Specifications.

Conn. Gen. Stat. § 49-41a(a) requires that, for construction contracts exceeding $100,000, the contractor (1) promptly pay its subcontractors or suppliers within 30 days of receipt of payment from the owner, and (2) include in its subcontracts a requirement that the subcontractor promptly pay its sub-subcontractors and suppliers within 30 days of receipt of payment from the general contractor. Further, Conn. Gen. Stat. § 49-41a(b) requires that, for such contracts, each payment requisition be accompanied by “a statement showing the status of all pending construction change orders, other pending change directives and approved changes to the original contract or subcontract.” The statement “shall identify the pending construction change orders and other pending change directives, and shall include the date such change orders and directives were initiated, the costs associated with their performance and a description of any work completed.”

“In each of its contracts with subcontractors or materials suppliers, the successful bidder shall agree to pay any amounts due for labor performed or materials furnished not later than thirty (30) days after the date the successful bidder receives payment from the District that encompasses the labor performed or materials furnished by such subcontractor or material supplier. The successful bidder shall also require in each of its contracts with subcontractors that such subcontractor shall, within thirty (30) days of receipt of payment from the successful bidder, pay any amounts due any sub- subcontractor or material supplier, whether for labor performed or materials furnished.

Each payment application or invoice shall be accompanied by a statement showing the status of all pending change orders, pending change directives and approved changes to the Contract. Such statements shall identify the pending change orders and pending change directives, and shall include the date such change orders and change directives were initiated, additional cost and/or time associated with their performance and a description of any work completed. The successful bidder shall require each of its subcontractors and suppliers to include a similar statement with each of their payment applications or invoices”.

d. DISTRICT INSPECTION OF WORK

The District may inspect the successful bidder’s work at all reasonable times. This right of inspection is solely for the District's benefit and does not transfer to the District the responsibility for discovering patent or latent defects. The successful bidder has the sole and exclusive responsibility for performing in accordance with the Contract. REJECTED WORK OR

MATERIALS

The successful bidder, at its sole cost and expense, shall remove from the District's property rejected items, commodities and/or work within 48 hours of the District's notice of rejection.

Immediate removal may be required when safety or health issues are present. The School may back charge the successful bidder at any time, with notice, during the contract term for work scope not completed or completed in an unsatisfactory manner. The successful bidder will have the opportunity to review the back charges and be provided with an opportunity to refute said back charges. Back charges will be based on square footage and/or hourly labor costs.

e. MAINTENANCE AND AVAILABILITY OF RECORDS

The successful bidder shall maintain all records related to the work described in the Request for Proposals for a period of five (5) years after final payment under the Contract or until all pending District, state and federal audits are completed, whichever is later. Such records shall be available for examination and audit by District, state and federal representatives during that time.

f. SUBCONTRACTING

Prior to entering into any subcontract agreement(s) for the work described in the Contract, the successful bidder shall provide the District with written notice of the identity (full legal name, street address, mailing address (if different from street address), and telephone number) of each proposed 2nd tier subcontractor. The District shall have the right to object to any proposed subcontractor by providing the successful bidder with written notice thereof within seven (7) business days of receipt of all required information about the proposed subcontractor. If the School objects to a proposed subcontractor, the successful bidder shall not use that subcontractor for any portion of the work described in the Contract.

All permitted subcontracting shall be subject to the same terms and conditions as are applicable to the Successful Bidder. The Successful Bidder shall remain fully and solely liable and responsible to the District for performance of the work described in the Contract. The Successful Bidder also agrees to promptly pay each of its Subcontractors within thirty (30) days of receipt of payment from the District or otherwise in accordance with law. The Successful Bidder shall assure compliance with all requirements of the Contract. The Successful Bidder shall also be fully and solely responsible to the District for the acts and omissions of its subcontractors and of persons employed, whether directly or indirectly, by its Subcontractor(s).

g. PREVAILING WAGES

h. PREFERENCES

The successful bidder shall comply with the requirements of Conn. Gen. Stat. § 31-52(b), as amended. Specifically, the successful bidder agrees that in the employment of labor to perform the work under the Contract, preference shall be given to citizens of the United States who are, and have been continuously for at least three (3) months prior to the date of the Contract, residents of the labor market area (as established by the State of Connecticut Labor Commissioner) in which such work is to be done, and if no such qualified person is available, then to citizens who have continuously resided for at least three (3) months prior to the date hereof, and then to citizens of the State who have continuously resided in the State at least three (3) months prior to the date of the Contract.

i. WORKERS COMPENSATION

Prior to Contract execution, the District will require the tentative successful bidder to provide a current statement from the State Treasurer that, to the best of her knowledge and belief, as of the date of the statement, the tentative successful bidder was not liable to the State for any workers’ compensation payments made pursuant to Conn. Gen. Stat. § 31-355.

j. SAFETY

This successful Bidder will provide a copy of their company safety program to Watertown Public Schools District prior to the start of the contract term.

k. COMPLIANCE WITH LAWS

The successful bidder shall comply with all applicable laws, regulations, ordinances, codes and orders of the United States, the State of Connecticut and the District related to its bid and the performance of the work described in the Contract.

l. LICENSES AND PERMITS

The successful bidder certifies that, throughout the Contract term, it shall have and provide proof of all approvals, permits and licenses required by the District and/or any state or federal authority.

The successful bidder shall immediately and in writing notify the District of the loss or suspension of any such approval, permit or license.

m. AMENDMENTS

The Contract may not be altered or amended except by the written agreement of both parties.

n. ENTIRE AGREEMENT

It is expressly understood and agreed that the Contract contains the entire agreement between the parties, and that the parties are not, and shall not be, bound by any stipulations, representations, agreements or promises, oral or otherwise, not printed or inserted in the Contract or its attached exhibits.

o. VALIDITY

The invalidity of one or more of the phrases, sentences or clauses contained in the Contract shall not affect the remaining portions so long as the material purposes of the Contract can be determined and effectuated.

p. CONNECTICUT LAW AND COURTS

The Contract shall be governed by and construed in accordance with the internal laws (as opposed to the conflicts of law provisions) of the State of Connecticut, and the parties irrevocably submit in any suit, action or proceeding arising out of the Contract to the jurisdiction of the United States District Court for the District of Connecticut or of any court of the State of Connecticut, as applicable.

q. NON-EMPLOYMENT RELATIONSHIP

The District and the Successful Bidder are independent parties. Nothing contained in the Contract shall create, or be construed or deemed as creating, the relationships of principal and agent, partnership, joint venture, employer and employee, and/or any relationship other than that of independent parties contracting with each other solely for the purpose of carrying out the terms and conditions of the Contract. The Successful Bidder understands and agrees that it is not entitled to employee benefits, including but not limited to workers compensation and employment insurance coverage, and disability. The Successful Bidder shall be solely responsible for any applicable taxes.

END OF STANDARD INSTRUCTIONS TO BIDDERS

WATERTOWN PUBLIC SCHOOLS

Auditorium Sound and Video Upgrades

RFP #25-004

SPECIFICATIONS

PROJECT OVERVIEW AND SUMMARY

The intent and purpose of this Request for Proposals is to contract with a qualified professional for the implementation of Sound and Video Upgrades for six systems at two facilities at our public schools. The auditorium at Watertown High School seats approximately 500 and was last renovated in 2010. The sound system is analog and various components are beginning to fail. We also have audio equipment in the gymnasium, music ensemble room, and natatorium that need replacement. Our Swift Middle School auditorium is in need of a projector replacement and we would like to add a small sound system to the Swift Cafeteria. All work must be completed by January 30, 2026.

SPECIFICATIONS

Bid Content: The following list is a basic outline of needs and intent. A full scope will be determined by each bidder during the walkthrough on October 23rd. Additional hardware will be necessary to complete the project. Bidders must include all components necessary to replace our current analog sound system with a DANTE system. The end result must be a turn-key handoff with all configurations, installation, wiring, testing, and training completed to our satisfaction for each of our locations.

All installation work, including physical installation, component functionality, system engineering, and system control design must include a one-year quality of workmanship guarantee. This guarantee must ensure that any deficiency in workmanship that causes degradation or failure of any system component will be remedied by the installer within seven business days at no cost to the Watertown Public Schools. All such work shall conform to all specifications contained in the original agreement. All equipment must include any additional costs of a five-year extended warranty if the manufacturer’s standard warranty is less than five years.

Watertown High School Auditorium Sound System:

○ Complete removal of current analog sound system

○ Digital Signal Processor Replacement; 24 local audio I/O channels, 160x160 total network: d&b Audiotechnik preferred

○ Replacement of all amplifiers (currently six but hoping to reduce the total number) d&b Audiotechnik preferred

○ Digital Mixing Console (Theater‑oriented layout, scenes, and recallable presets.):

Allen & Heath preferred

○ Full DANTE Digital Audio Network

■ Core Switch

■ All CAT6 Cabling

■ Three DANTE mic expanders; one should have 24 inputs to account for rented wireless body mics

■ Stage Plates/Panels for Mic inputs (Left, Center, Right)

■ Three touchscreen control panels: one in the lighting/control booth, one backstage, and one at the position of the mixer.

○ Upgrade Stage Racks and mic runs.

○ Replacement of current auditorium speakers: d&b Audiotechnik preferred

○ Replacement of current Choir Mics and integration into the new system

○ Removal of all analog wiring and replace with CAT6

○ All engineering, configuration, system testing, and installation services

○ Staff training must also be included

Watertown High School Auditorium Projector and Screen

The Watertown High School projector is currently in a rear-throw orientation. We would like to change to a front-throw system.

● Replacement of current projector with a laser projector in front-throw orientation

○ Position of new projector to be determined by bidder in consultation with

Watertown Public Schools staff

○ Lumens and lens will be determined by placement

○ If projector requires 220 power for full brightness, please indicate cost of installing power and also indicate degradation of brightness if using 120 power

○ Preferred manufacturers: Epson or Panasonic

● Replacement of current rear-throw screen (housing and motor do not require replacement)

○ Must be same size as current screen

Watertown High School Gymnasium:

● Replacement of Signal Processor

● Replacement of amplifier

● Equipment must be able to integrate with current wireless and wired mics

● Equipment must be able to integrate with current speakers

Watertown High School Natatorium (Pool):

● Equipment must be able to integrate with current wireless and wired mics

● Equipment must be able to integrate with current speakers

Watertown High School Instrumental Ensemble Room

● Replacement of speakers

● All required wiring

Swift Middle School Auditorium:

Our Swift Middle School is a full-size auditorium that seats 500.

● Replacement of current auditorium projector with a long-throw laser projector:

○ 61’ throw; 16,000 lumen minimum: Epson or Panasonic preferred

● Integration of new projector into existing audio and video control system if possible

● Replacement of the current screen, Visible area 16x12 (motor and housing do not require replacement)

● We do not want to run a 220 line for projector power. If bidding for a 20,000 lumen projector, please indicate the brightness degradation for use with 120 power.

Swift Middle School Cafeteria:

● Installation of a wall-mounted sound rack system that contains:

○ Sound Processor

○ Amplifier

○ Wireless microphone receiver

○ Two wall or ceiling mounted speakers

○ Two wireless microphones

INSURANCE REQUIREMENTS

The successful bidder agrees to maintain in force at all times during the Contract the following coverages placed with company(ies) licensed by the State of Connecticut which have at least an “A-” VIII policyholders rating according to Best Publication’s latest edition Key Rating Guide.

(Minimum Limits) General Liability Each Occurrence 1,000,000 General Aggregate 2,000,000 Products/Completed Operations Aggregate 2,000,000 Auto Liability Combined Single Limit Each Accident $1,000,000 Umbrella Each Occurrence $1,000,000 (Excess Liability) Aggregate $1,000,000

If any policy is written on a “Claims Made” basis, the policy must be continually renewed for a minimum of two (2) years from the completion date of the Contract. If the policy is replaced and/or the retroactive date is changed, then the expiring policy must be endorsed to extend the reporting period for claims for the policy in effect during the Contract for two (2) years from the completion date.

Workers’ Compensation WC Statutory Limits and Employers’ Liability EL Each Accident $100,000

EL Disease Each Employee $100,000 EL Disease Policy Limit $500,000

Original, completed Certificates of Insurance must be presented to the District prior to Contract execution. The successful bidder agrees to provide replacement/renewal certificates at least 60 days prior to the expiration of the policy. Should any of the above described policies be cancelled before the expiration date, written notice must be given to the District thirty (30) days prior to cancellation.

END OF INSURANCE REQUIREMENTS

END OF SPECIFICATIONS

PROPOSAL

FORM

PROPOSER’S FULL LEGAL NAME:

Pursuant to and in full compliance with the Request for Proposals, the undersigned proposer, having visited the site or property if applicable, and having thoroughly examined each and every document comprising the Request for Proposals, including any addenda, hereby offers and agrees as follows:

Auditorium Sound and Video Upgrades as detailed in the Specifications Section All-inclusive price to provide the products and/or services specified in, and upon the terms and conditions of, the Request for Proposals for the total sum of

/100 Dollars (write out in words) ($ ).

Option 1 – Alternate Proposals:

Proposers may, but are not obligated to, provide below, or on an attached addendum, any alternate proposal options:

ACKNOWLEDGEMENT

In submitting this Proposal Form, the undersigned Proposer acknowledges that the price(s) include all labor, materials, transportation, hauling, overhead, fees and insurances, bonds or letters of credit, profit, security, permits and licenses, and all other costs to cover the completed work called for in the Request for Proposals. Except as otherwise expressly stated in the Request for Proposals, no additional payment of any kind will be made for work accomplished under the price(s) as proposed.

REQUIRED DISCLOSURES

1. Exceptions to the Request for Proposals

This bid does not take exception to any requirement of the Request for Proposals, including but not only any of the Contract Terms set forth in Section 26 of the Standard Instructions to Bidders.

OR

This bid takes exception(s) to certain of the Request for Proposals requirements, including but not only the following Contract Terms set forth in Section 27 of the Standard

Instructions to Bidders. Attached is a sheet fully describing each such exception.

2. State Debarment List

Is the bidder on the State of Connecticut’s Debarment List?

Yes No

3. Occupational Safety and Health Law Violations

Has the Proposer or any firm, corporation, partnership or association in which it has an interest (1) been cited for three (3) or more willful or serious violations of any occupational safety and health act or of any standard, order or regulation promulgated pursuant to such act, during the three-year period preceding the bid (provided such violations were cited in accordance with the provisions of any state occupational safety and health act or the Occupational Safety and Health Act of 1970, and not abated within the time fixed by the citation and such citation has not been set aside following appeal to the appropriate agency or court having jurisdiction) or (2) received one or more criminal convictions related to the injury or death of any employee in the three-year period preceding the proposal?

Yes No

If “yes,” attach a sheet fully describing each such matter.

4. Arbitration/Litigation

Has either the Proposer or any of its principals (regardless of place of employment) been involved for the most recent ten (10) years in any resolved or pending arbitration or litigation?

If “yes,” attach a sheet fully describing each such matter.

5. Criminal Proceedings

Has the Proposer or any of its principals (regardless of place of employment) ever been the subject of any criminal proceedings?

6. Ethics and Offenses in Public Projects or Contracts

Has either the Proposer or any of its principals (regardless of place of employment) ever been found to have violated any state or local ethics law, regulation, ordinance, code, policy or standard, or to have committed any other offense arising out of the submission of proposals or bids or the performance of work on public works projects or contracts?

BID SECURITY – Not required

NOTE: THIS DOCUMENT, IN ORDER TO BE CONSIDERED A VALID PROPOSAL, MUST

BE SIGNED BY A PRINCIPAL OFFICER OR OWNER OF THE BUSINESS ENTITY THAT IS

SUBMITTING THE PROPOSAL. SUCH SIGNATURE CONSTITUTES THE PROPOSER’S

REPRESENTATIONS THAT IT HAS READ, UNDERSTOOD AND FULLY ACCEPTED

EACH AND EVERY PROVISION OF EACH DOCUMENT COMPROMISING THE

REQUEST FOR PROPOSALS, UNLESS AN EXCEPTION IS DESCRIBED ABOVE.

BY

(PRINT NAME)

TITLE:

DATE:

(SIGNATURE)

END OF PROPOSAL FORM

PROPOSER’S LEGAL STATUS DISCLOSURE

Please fully complete the applicable section below, attaching a separate sheet if you need additional space.

For purposes of this disclosure, “permanent place of business” means an office continuously maintained, occupied and used by the Proposer’s regular employees regularly in attendance to carry on the Proposer’s business in the Proposers' own name. An office maintained, occupied and used by a Proposer only for the duration of a contract will not be considered a permanent place of business. An office maintained, occupied and used by a person affiliated with a Proposer will not be considered a permanent place of business of the Proposer.

IF A SOLELY OWNED BUSINESS:

Proposer’s Full Legal Name

Street Address

Mailing Address (if different from Street Address)

Owner’s Full Legal Name

Number of years engaged in business under sole proprietor or trade name

Does the proposer have a “permanent place of business” in Connecticut, as defined above?

Yes No

If yes, please state the full street address (not a post office box) of that “permanent place of business.”

IF A CORPORATION:

Street Address

Mailing Address (if different from Street Address)

Owner’s Full Legal Name

Number of years engaged in business

Names of Current Officers

President Secretary Chief Financial Officer

IF A PARTNERSHIP:

Street Address

Mailing Address (if different from Street Address)

Owner’s Full Legal Name

Number of years engaged in business

Names of Current Partners

Name & Title (if any) Residential Address (street only)

Does the proposer have a “permanent place of business” in Connecticut, as defined above?

Yes No

If yes, please state the full street address (not a post office box) of that “permanent place of business.”

(print) Name and Title of Proposer’s Authorized Representative

(signature) Proposer’s Representative, Duly

Authorized Date

END OF LEGAL STATUS DISCLOSURE FORM

PROPOSER’S CERTIFICATION

Concerning Equal Employment

Opportunities And Affirmative Action Policy

I/we, the proposer, certify that:

1) I/we are in compliance with the equal opportunity clause as set forth in Connecticut state law (Executive Order No. Three, http://www.cslib.org/exeorder3.htm).

2) I/we do not maintain segregated facilities.

3) I/we have filed all required employer's information reports.

4) I/we have developed and maintained written affirmative action programs.

5) I/we list job openings with federal and state employment services.

6) I/we attempt to employ and advance in employment qualified handicapped individuals.

7) I/we are in compliance with the Americans with Disabilities Act.

8) I/we (check one):

have an Affirmative Action Program, or employ 10 people or fewer.

Legal Name of Proposer (signature)

Proposer’s Representative, Duly Authorized

Name of Proposer’s Authorized Representative

Title of Proposer’s Authorized Representative

Date

END OF PROPOSER’S CERTIFICATION FORM

http://www.cslib.org/exeorder3.htm)

PROPOSER’S NON COLLUSION AFFIDAVIT

The undersigned proposer, having fully informed himself/herself/itself regarding the accuracy of the statements made herein, certifies that:

(1) the bid is genuine; it is not a collusive or sham bid;

(2) the proposer developed the proposal independently and submitted it without collusion with, and without any agreement, understanding, communication or planned common course of action with, any other person or entity designed to limit independent competition;

(3) the proposer, its employees and agents have not communicated the contents of the proposal to any person not an employee or agent of the proposer and will not communicate the proposal to any such person prior to the official opening of the proposal; and

(4) no elected or appointed official or other officer or employee of the Watertown Public Schools District is directly or indirectly interested in the proposer’s bid, or in the supplies, materials, equipment, work or labor to which it relates, or in any of the profits thereof.

The undersigned bidder further certifies that this affidavit is executed for the purpose of inducing the Watertown Public Schools District to consider its proposal and make an award in accordance therewith.

Legal Name of Proposer (signature)

Proposer’s Representative, Duly Authorized

Name of Proposer’s Authorized Representative Title of Proposer’s Authorized Representative

Date

Subscribed and sworn to before me this day of , 20 .

Notary Public My Commission Expires:

END OF PROPOSER’S NON COLLUSION AFFIDAVIT

PROPOSER’S STATEMENT OF REFERENCES

Provide at least three (3) references:

1. BUSINESS NAME

ADDRESS

CITY, STATE

TELEPHONE:

INDIVIDUAL CONTACT NAME AND POSITION

2. BUSINESS NAME

CITY, STATE

3. BUSINESS NAME

CITY, STATE

END OF STATEMENT OF REFERENCES

FORM OF CONTRACT

This Contract is made as of the day of , 2025 (the “Effective Date”), by and between the Watertown Public Schools District, 61 Echo Lake Rd., Watertown, Connecticut, a…