RFP - Chambers Lighting.pdf

MARCH 24, 2025

CITY OF OCEANSIDE

CALIFORNIA

REQUEST FOR PROPOSALS (RFP)

CITY COUNCIL CHAMBERS

STUDIO LIGHTING REPLACEMENT

PROJECT

INQUIRIES AND ELECTRONIC PROPOSALS MUST BE

SUBMITTED TO:

itpurchasing@oceansideca.org

MANDATORY SITE WALKTHROUGH

Tuesday, April 8, 2025 10:00 AM PT

INQUIRY DEADLINE

Friday, April 11, 2025 4:00 PM PT

PROPOSAL DEADLINE

Friday, April 18, 2025 4:00 PM PT mailto:itpurchasing@oceansideca.org

City of Oceanside RFP for Council Chambers Lighting Project March 24, 2025

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Notice

The City of Oceanside is seeking proposals from qualified vendors to replace the studio lighting system in the City Council Chambers Room with a modern, programmable LED lighting solution.

Current & Desired System Information

Our current setup consists of 21 Strand Lighting Fresnelite Studio 8” spotlights, integrated into an AMX system, which controls the lights via relay-based preset recalls.

The City aims to replace this system with flicker-free LED studio lights that offer full control over brightness and changes to color temperature from our AV room. Color temp should be capable of 3500K as a default. These lights should also support preset programming via the AMX touchscreen at the Clerk’s position at the dais in the chambers.

Additionally, we plan to enhance the existing setup by installing backlighting for the Council Members, removing/replacing the existing dimmer panel in the electrical room, and removing the dimmer switch in the chambers. We also request the removal of two light switches currently located in a public area that control these lights.

Instructions for Respondents

There will be a mandatory site walkthrough on Tuesday, April 8, 2025 at 10:00am PT.

The location of the site visit is 300 N. Coast Hwy, Oceanside CA 92054. The City Council Chambers are located on the 2nd floor of City Hall North, which is the building connected to the parking garage.

After the site visit, any remaining questions must be submitted via email to itpurchasing@oceansideca.org by 4pm on Friday, April 11, 2025. A full list of all questions with accompanying answers will be posted on the bidnet portal page for this RFP by 4pm on Monday, April 14, 2025.

Completed proposals should be emailed to itpurchasing@oceansideca.org by 4pm on Friday, April 18, 2025. No proposals will be accepted after this time.

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Proposal Documents

Proposals should include all of the following:

• Breakdown of all new hardware needed, explanation of installation methods and requirements, and description of what the user experience will be for staff as end-user. Please be sure to address all areas listed above in the section “Current & Desired System Information”.

• Description of your company history, including examples of completed projects of similar scope, and include at least 2 contacts for referrals from past clients.

• Warranty information for the hardware proposed and instructions for how warranty claims are to be handled.

Review of Proposals

Upon receipt of all proposals, City staff shall review and evaluate all proposals for responsiveness to the Request for Proposals in order to determine whether the Proposer possesses the professional qualifications necessary for the satisfactory performance of the services required.

In reviewing the proposals, the CITY will consider the following:

• The feasibility of the proposed project based upon the performance and cost schedules, and the methodology to be used by the Proposer.

• Proposer’s understanding of the work to be completed based upon the clarity of the proposal and responsiveness to these Instructions to Bidders.

• The experience and past performance of the Proposer and its agents, employees and subconsultants in completing projects of a similar type, size, and complexity.

The CITY shall consider Proposer's timely and accurate completion of similar projects within budget.

Required Agreements & Documentation

A copy of the City’s Public Works Agreement that the selected vendor will be expected to execute has been included in the list of documents available for this RFP.

If the total contract price specified in Section 9 of the Agreement exceeds $25,000, or if any amendment to the Agreement causes the total contract price to exceed $25,000, before entering upon the performance of work, CONTRACTOR shall provide two good and sufficient bonds in the amounts listed below:

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• Performance Bond in a sum not less than one hundred percent (100%) of the total contract price, to guarantee faithful and timely performance of all work, in a manner satisfactory to the CITY, and further to guarantee that all materials and workmanship will be free from original or developed defects

• Payment Bond that meets the requirements of California Civil Code section 9554, in a sum not less than one hundred percent (100%) of the total contract price, to satisfy claims of material suppliers, mechanics and laborers employed by Proposer on the work that is the subject of the Agreement

Templates for both of these Bonds can be found in the documents section for this RFP.

Pursuant to Labor Code Section 1774, the CONTRACTOR, and any subcontractor under him, shall pay all workers employed on this project not less than the wages specified in the General Prevailing Wage Determination Made By The Director Of Industrial Relations in effect on the date of the Request for Proposals for this project.

All vendors with the City of Oceanside must complete the Vendor Application Packet, which includes signing the Indemnity Agreement on page two of the packet. Please include the completed and signed Vendor Application Packet at the end of your proposal.

The selected vendor shall maintain in full force, the insurance and limits specified below:

a) Comprehensive General Liability Insurance OR Commercial General Liability Insurance with a $2,000,000 combined single limit for each occurrence and $4,000,000 General Aggregate

b) Additional Insured Endorsement naming the City of Oceanside as an additional insured on the General Liability policy (CG 20 10 or equivalent) for ongoing operations.

c) Additional Insured Endorsement naming the City of Oceanside as an additional insurance on the General Liability policy (CG 20 37 or equivalent) for completed operations (if applicable)

d) Primary and Non-Contributory endorsement for the General Liability policy

e) Waiver of Subrogation for the General Liability policy

f) Comprehensive Auto Liability (including owned, non-owned, and hired automobile hazards) with a $1,000,000 combined single limit for each occurrence

g) Workers’ Compensation and Employer's Liability complying with any statutory requirements, or proof of exemption of such coverage

h) Waiver of Subrogation for the Workers’ Compensation policy

i) Errors & Omissions with a $2,000,000 minimum coverage for each occurrence (if applicable)

All certificates of insurance need to have the “CERTIFICATE HOLDER” box to read:

City of Oceanside 300 N Coast Hwy Oceanside, CA 92054

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Conditions

The City reserves the right to cancel or reissue the RFP or extend the timeline at any time. The City reserves the right to reject any and all proposals. The City may accept any proposal if such action is determined to be in the best interest of the City in the sole and exclusive discretion of the City Council. The City is not liable for any costs incurred by the proposer prior to the issuance of a written notice to proceed to the successful consultant.

The project team is subject to the approval of the City of Oceanside. The City will have the right to review and approve any changes in the project team. All sub-contractors who will assist the vendor in the performance of this work should be disclosed in the proposal.