RFP HS Theater Sounds System.pdf

REQUEST FOR PROPOSAL

2024 High School Theater Sound System Upgrades

Spring Lake Public Schools (SLPS) is seeking proposals for High School Theater Sound System Upgrades per specifications. Specifications are to be considered as minimums, and the general conditions, as listed, must be adhered to.

Mandatory Pre-Bid Meeting - A mandatory pre-bid meeting and project walk-through will be held on Monday, November 4, 3:00pm. The meeting will convene at the project site:

High School at 16140 148th Ave, Spring Lake, MI 49456.

Bid Information - Proposals must be received by 2:00pm on Monday, November 25, 2024 delivered in person with a duplicate copy or by mail in a sealed envelope/package with the wording “2024 High School Theater Sound System Upgrades” clearly marked on the outside of the envelope/package addressed to:

Spring Lake Public Schools Attn: Liz Boeve 345 Hammond St Spring Lake, MI 49456

SLPS will not consider or accept a bid received after the date and time specified for bid submission. Bids will be opened publicly immediately following the close of receiving bids.

Proposals and Award - The Project will utilize one (1) prime contractor. The contract for construction will be a direct contract with the Owner and executed on AIA Document A201 (1997 edition) – “Standard Form of Agreement between Owner & Contractor”. Project administration will be the responsibility of Liz Boeve.

Plans and Questions - Bidding Documents will be available on SIGMA website. All questions regarding the bidding procedures, and drawing/specification intent are to be directed to David Miller, Owners Representative at david@stagedirectionconsulting.com and answers will be responded to through the same means.

Bid Security – Performance Bonds

Each bid shall be accompanied by good and sufficient bid security or bid bond in an amount not less than 5% of the Bid amount and shall secure the Owner from loss or damage by reason of withdrawal of the Bid by a Bidder or by failure of the successful Bidder to enter into a Contract with the Owner if his/her Bid is accepted by the Owner.

ADMINISTRATIVE OFFICES

345 Hammond St., Spring Lake MI 49456

(616) 846-5500 www.springlakeschools.org

SLPS Request for Proposal – High School Theater Sound System Upgrades 10.2024

The successful Bidder will be required to secure Performance, Labor and Material bonds for all contracts at or exceeding $50,000 from a security company having a rating of A- or better, for the full amount of the Contract.

Owner’s Rights - The Owner reserves the right to reject any or all proposals, and to waive informalities, irregularities, and/or errors in the bid proposals, which they feel to be in their own best interest.

In compliance with MCL 380.1267, all bids shall be accompanied by a sworn and notarized statement disclosing any familial relationship that exists between the owner and any employee of the bidder and any member of the board, or the superintendent of the school district. All bids shall also be accompanied by a sworn and notarized statement disclosing whether the bidder is an Iran Linked Business in compliance with PA 517 of 2012. The Board has stated that SLPS shall not accept a bid that does not include these sworn and notarized disclosure statements.

SLPS reserves the right to allow only Michigan Based Businesses to bid on this advertisement. Under 1984 PA 431, MCL 18.1268, our board has elected to enforce the PA as defined.

SLPS will be a place where all persons feel welcomed, have a right to be treated equitably and without prejudice, and have a responsibility to treat others the same way. SLPS is an equal opportunity institution. SLPS does not discriminate on the basis of race, creed, color, national origin, age, sex or physical/mental disability or veteran status in its educational programming, enrollment, employment or contracting.

GENERAL CONDITIONS

A. It shall be the bidder’s responsibility to read this entire document, review all enclosures and attachments, and comply with all requirements within.

B. For the purpose of assuring the School District of the quality of workmanship, materials, equipment, and service, the School Board will retain the right to qualify or disqualify bidders on the basis of available information covering their service and the suitability of the equipment/material bid for the project.

C. SLPS reserves the right to accept or reject any or all bids; and to make awards as it considers its best interest, whether low bid or not, this excludes omitting the required affidavits. SLPS may award this bid in part or whole.

D. All proposals submitted shall remain firm for a period of ninety (90) days after date of receiving bids.

E. In the case where installation is specific; installation must be complete, and all installation costs must be included.

F. The successful bidder shall, within a reasonable time after receipt of written notice, make good any defects in material or workmanship that may develop, especially during the warranty period.

G. SLPS shall not be responsible for any cost or expenses incurred by the bidder during the preparation of the bid.

H. The owner is a federally constituted government body and as such is not subject to Michigan State or Federal excise taxes.

BIDDERS RESPONSIBILITIES

Bids will be due by 2:00pm, Monday, November 25, 2024.

Bid proposals shall include the following documentation:

• Bid Proposal Form

• Familial Disclosure - All bidders must provide familial disclosure in compliance with MCL

380.1267 and attach this information to the bid. The bid shall be accompanied by a sworn and notarized statement disclosing any familial relationship that exits between the Owner or the employee of the bidder and any member of the board, intermediate school board, or board of directors or the superintendent of the school district, or chief executive officer of the public school. The District shall not accept a bid that does not include this sworn and notarized disclosure statement.

• Iran Economic Sanctions Affidavit - All bidders must comply with the Iran Economic Sanctions Act. Bidders must provide a signed copy of Iran business relationship affidavit.

• Additional documentation found necessary will be posted to SIGMA VSS as an addenda(s)

• Bid Security

AFFIDAVIT OF COMPLIANCE – IRAN ECONOMIC SANCTIONS ACT

Michigan Public Act No. 517 of 2012

The undersigned, the owner or authorized officer of ___________________________________ (the “Bidder”), pursuant to the compliance certification requirement provided in the Spring Lake Public Schools request for proposal for High School Theater Sound System Upgrades hereby certifies, represents and warrants that the Bidder (including its officers, directors and employees) is not an “Iran Linked Business” within the meaning of the Iran Economic Sanctions Act, Michigan Public Act No. 517 of 2012 (the “Act”), and that in the event Bidder is awarded a Contract as a result of the aforementioned Invitation To Bid, the Bidder will not become an “Iran Linked Business” at any time during the course of performing under the Contract.

The Bidder further acknowledges that any person who is found to have submitted a false certification is responsible for a civil penalty of not more than $250,000.00 or 2 times the amount of the Contract or proposed Contract for which the false certification was made, whichever is greater, the cost of the Intermediate School District’s investigation, and reasonable attorney fees, in addition to the fine.

Moreover, any person who submitted a false certification shall be ineligible to bid on an Invitation To Bid for three (3) years from the date it is determined that the person has submitted the false certification.

Contractor:

By: _________________________________

Title: _________________________________

Date: ________________________________

STATE OF MICHIGAN )

) ss.

COUNTY OF _______________ )

This instrument was acknowledged before me on the _____ day of ____________, 20___, by

, Notary Public

My Commission Expires: _______________ Acting in the County of: ________________

FAMILIAL RELATIONSHIP DISCLOSURE STATEMENT

Important: This disclosure statement must be included with your bid - required by state law (P.A. 232 of 2004)

As required by Public Act 232 of 2004, all bids shall be accompanied by a sworn and notarized statement disclosing any familial relationship that exists between the owner or any employee of the bidder and any member of the

School Board or the Superintendent of SLPS.

The undersigned, the owner or authorized officer of ___________________________________________________

(the Bidder), pursuant to the familial disclosure requirement provided in the attached invitation to bid, hereby represent and warrant, except as provided below, that no familial relationships exist between the owner(s) or any employee of the company and any member of the School Board or the Superintendent of SLPS. If such a relationship exists, please explain:

BIDDER: _____________________________

By: _________________________________

Title: _______________________________

STATE OF MICHIGAN )

) ss.

COUNTY OF _______________ )

This instrument was acknowledged before me on the _____ day of ____________, 20___, by

, Notary Public

My Commission Expires: _______________ Acting in the County of: ________________

BID SPECIFICATIONS

NARRATIVE

Spring Lake High School’s theatre is being upgraded with new audio, visual and lighting equipment that will utilize the new AVL network as the backbone to communicate to all of the theatre’s AVL products.

TIMELINE

The winning bidder may commence work for the project beginning December 18th. Due to ongoing events within the facility, the current sound system needs to stay in working order until the new system is ready to be commissioned. A calendar of dates and times the facility is available for work will be handed out during the bid walk through. Winning bidder should expect an April 12, 2025 deadline for completion.

OVERALL SCOPE OF WORK TO BE DONE

● The work required to be performed consists of the enhancement of the existing sound system in the main auditorium, the installation of all new equipment and the repair (as needed) of existing sound and AV equipment at the Spring Lake High School Theater, together with all other incidental and appurtenant work necessary for the proper completion of the project.

○ A SoundVision File is available through the Owner’s Rep. Please email david@stagedirectionconsulting.com for file.

● Vendor is responsible for procuring all needed permits and drawings and any other stated or unstated items needed to ensure a proper working system as outlined in this document.

Loudspeakers

● An L’ Acoustics A15i Series left & right array with center fill.

● The arrays must cover an effective frequency response of at least 60Hz-20KHz

● The system must be able to produce an average level, within three dB throughout the seating area, of at least 95dB(A), with 6dB of headroom below maximum output.

● Because of the need to maintain optimum sightlines and lighting angles for the venue’s varied uses, no portion of the flown speakers may hang lower than 19’. (Verify in field)

● Because the front of the main seating area may be shadowed from direct coverage by the flown array, the system may also include small low-profile fills (L’ Acoustics 5XTs) to maintain consistent sound levels and tonal character for patrons and personnel in the front rows of the auditorium.

Sound Reinforcement Amplifiers

● Amplifiers must be manufacturer approved and have appropriate factory designed presets for the speaker cabinets proposed.

Rigging and cabling

● All loudspeakers and subwoofers (if flown) must be suspended using appropriate manufacturer approved and certified rigging components and hardware.

● Vendor will be responsible for implementing a means to ensure proper angle and axial position of arrays.

mailto:david@stagedirectionconsulting.com

Foldback Speakers

● Vendor to propose and install permanently mounted monitor speakers with adequate output when used as intended and placed to maximize use from the downstage to upstage position.

Assisted Listening

● The vendor will propose and install an assisted listening system with at least (4) dedicated receivers, ideally an FM and Wi-Fi solution to allow users to “bring their own device” and connect through a dedicated Wi-Fi VLan.

Intercom

● The vendor will furnish, install and configure a ClearCom Arcadia system consisting of base station, (6) Freespeak II beltpacks with single ear headsets, (6) Helix beltpacks with single ear headsets, needed antenna to cover inside the facility and ancillary areas (lobby, dressing rooms, adjacent hallways, etc.)

Wiring/Patch Panels

● The vendor shall propose a plan to make suitable changes to the facility’s existing audio wiring and current equipment configuration to integrate with the upgrades.

● Vendor shall propose, furnish and install a new NL4 style patch bay for interconnecting the multi-purpose amplifiers to appropriate jacks for auxiliary speakers throughout the venue.

● Vendor shall propose, furnish and install a new XLR patch bay for interconnecting new XLR connections to a rack mounted Allen and Heath GX4816

Existing Equipment

● When feasible, the vendor will use, alter or repair existing equipment.

○ Example: Amps

■ If possible, use existing amplifiers to provide (4) discreet speaker auxiliary outputs.

Network

● Configure all networked AVL equipment, including APs (provided) and a dedicated managed

Netgear AV Line M4250-40G8XF-PoE+- GSM4248PX (provided)

● Suggest, create and deploy VLANs for each type of AVL signal.

Wireless Antenna Distribution

● Vendor will mount supplied antennas outside of the sound booth, located at a position for maximum coverage.

● Vendor will provide and install a RFVenue DISTRO9 HDR with associated equipment/cabling and will configure for use with (8) provided Shure QLXD units.

● Vendor will provide an antenna “hook up” for provided travel wireless microphone racks at in house sound desk to interface with newly installed RFVenue DISTRO9 HDR

Soundboard/Stage Boxes:

● Vendor will provide, install and configure

○ (1) Allen and Heath Avantis with Dante Card

■ (1) Allen and Heath Avantis Dust Cover

○ (1) Allen and Heath GX4816

Commissioning and Training

● Vendor will work with PAC staff on initial testing, commissioning, and tuning of installed sound system. As part of commissioning process, vendor will assist PAC staff in locating, identifying, and devising solutions for any mechanical noises, rattles, etc. within the venue discovered during operation of the sound system

● Vendor will provide full system programming and setup, also allow for (6) hours of end user training on the sound system’s and AVL network’s proper use and care.

Current Unused Equipment

● Any current equipment that is not used in the completion of the project should be uninstalled and disposed of or turned over to the owner if in good working order.

Warranty

● Complete installation shall be free from defects and failures for a period of one year. Any replacement, upgrade or fix including labor for any non-conforming or non-operational part of the system shall be fixed and replaced at no cost to the owner.

● All manufacturer’s warranty shall be provided for all components of the system. All documents for warranty shall be completed and submitted by the contractor.

BID PROPOSAL FORM

2024 High School Theater Sound System Upgrades

Company Name: _____________________

Contact Person: ______________________

Address: ______________________

Phone Number: ______________________

Email: ______________________

Bid Submission Date: ______________________

Total Cost/Base Bid: ______________________

Describe your understanding of the system enhancement project.

Reference #1 (Contact Person, Project Location, Project Detail)

Reference #2 (Contact Person, Project Location, Project Detail)

Propose loudspeakers and quantities that meet the requirements (e.g., L’Acoustics A15i, L'Acoustics

5XT fills, L’Acoustics Subs, etc.)

Loudspeaker Cost: ______________________

Provide manufacturer-approved amplifiers and quantities.

Amplifier Cost: ______________________

Rigging Cost: ______________________

Propose foldback speakers for downstage and upstage use.

Foldback Cost: ______________________

Propose an assisted listening system with at least 4 receivers and FM & WiFi options.

Assisted Listening Cost: ______________________

Intercom Cost: ______________________

Wiring and Patch Panel Cost: ______________________

RFVenue DISTRO9 HDR Antenna Distribution Cost: ______________________

Allen & Heath Avantis with Dante Card and Dust Cover Cost: ______________________

Rack mounted Allen & Heath GX4816 Cost: ______________________

Identify any existing equipment that can be used or repaired for this project.

Total Labor and installation costs: ______________________

Provide the proposed timeline for completing the installation.

Propose training schedule for PAC staff (minimum 6 hours).

Provide any additional information that may be pertinent to the proposed project