RFP_PR7766_-_Conference_Rooms_Audio_Vsual_Equipment_Upgrades_and_Implementation_Issued.pdf

Effective 10/2023

RFP PR7766

For

Conference Rooms Audio Visual (AV) Equipment Upgrades and Implementation

Issue Date: January 31, 2025

Pre-response Conference: Not Mandatory Attendance

Pre-response Conference Date: February 6, 2025

Questions/Comments Due Date: February 10, 2025

Addendum Due Date: February 13, 2025

Proposal Due Date: March 4, 2025 by 2:00 PM EST

Bid Bond: Not Required Payment & Performance Bond: Not Required

Direct all inquiries to Buyer of Record:

Bhumika Nathoo

407-434-4008 bnathoo@ouc.com

Orlando Utilities Commission RFP PR7766 – Conference Rooms Audio Visual (AV) Equipment Upgrades and Implementation

SCM-RFP-T-01 – Request for Proposal Template v4.2 – 10/21/19

Orlando Utilities Commission Orlando, Florida

RFP PR7766 for Conference Rooms Audio Visual (AV) Equipment Upgrades and Implementation

Table of Contents 1 Introduction

1.1 Scope of Work Summary

1.2 Pre-Response Conference

1.3 Term of Contract

1.4 Minimum Bidder Qualifications

1.5 Price and Costs

1.6 Terms and Conditions

1.7 Contract Sample

1.8 Proposal Evaluation Criteria

2 Bidder Requirements and Qualifications

2.1 Detailed Scope, Requirements, & Drawings

2.2 Bidder Information & Required Bidder Qualifications

2.2.1 Bidder Information

2.2.2 Required Bidder Qualifications

3 Instructions to Bidders

3.1 Legal and Public Record Statement

3.2 Confidentiality Notice to Bidders

3.2.1 Exemptions

3.3 Acknowledgement

3.3.1 Statement of No Bid

3.4 General Information

3.4.1 Common Terms

3.4.2 Submittal

3.4.2.1 Alternate Proposals

3.4.3 Signatures

3.4.4 Withdrawal

3.5 Electronic Submittal of the Proposal

SCM-RFP-T-01 – Request for Proposal Template v4.2 – 10/21/19

3.6 Compliance Forms

3.6.1 Public Entity Crimes

3.6.2 Dispute Disclosure

3.7 Supplier Diversity

3.7.1 Minority/Women Business Enterprises (M/WBE)

3.8 Proposal Preparation Costs

3.9 Exceptions

3.10 Clarifications

3.11 Local Conditions

3.12 Opening

3.13 Solicitation Selection Schedule

3.14 Proposal Acceptance and Rejection

3.15 Proposal Evaluation Criteria

3.16 Cancelation

3.17 Freight (If Applicable)

3.18 Bid Bond (If Applicable)

3.19 Payment and Performance Bond (If Applicable)

3.20 Contract Execution

3.21 Award

3.22 Taxes, Permits, and Licenses

3.23 Error and Omissions

3.24 Proposal Submittal Format

3.24.1 OUC Policies and Procedures for Bidders

3.25 Signatures

4 Proposal Submittal Format & Checklist

5 Attachments

6 Exhibits

SCM-RFP-T-01 – Request for Proposal Template v4.2– 10/21/19

Re qu es t f or P ro po sa l (

RF

P)

Orlando Utilities Commission Orlando, Florida

RFP PR7766 for Conference Rooms Audio Visual (AV) Equipment Upgrades and Implementation

Direct all inquiries to the Buyer of Record: Bhumika Nathoo

407-434-4008 bnathoo@ouc.com

Proposal Opening Location:

Orlando Utilities Commission Reliable Plaza 100 West Anderson Street Orlando, Florida 32801

1. Instructions are located in the Instruction to Bidders section of this document; or, may be provided during a Pre-Conference Meeting.

2. Electronic proposal submittals, described in the Electronic Submittal of the Proposal section of this document, will be accepted and are highly encouraged. Hard copy proposal submittals may be used when necessary and must adhere to the hardcopy proposal submission instructions. Do not submit both electronic and hard copies unless otherwise instructed. Email or other means will not be accepted.

3. VendorLink help can be accessed by calling 407-222-1885, or by emailing support@evendorlink.com.

http://www.ouc.com/docs/procurement/hard-copy-proposal-submission-instructions.pdf?sfvrsn=0 mailto:support@evendorlink.com

1 INTRODUCTION

The Orlando Utilities Commission (OUC) is an electric and water municipal utility serving Orlando, Florida and portions of surrounding Orange County. OUC also has an Inter-local agreement with the City of St.

Cloud, Florida for the management of its electric utility. Currently, OUC serves more than 380,000 customers. To obtain general information about OUC, access www.ouc.com.

1.1 SCOPE OF WORK SUMMARY

Orlando Utilities Commission is soliciting responses from qualified firms to provide audio visual upgrades to its various conference rooms. Participating suppliers should submit a scalable proposal that may be used to accommodate immediate and possible future upgrades, that are similar in scope. OUC anticipates having more than one project to be performed throughout the term of the agreement resulting from this RFP.

The Commission Chamber Audio Visual (AV) Upgrade is expected to be the first project. The Scope of Work for the Commission Chamber Audio Visual (AV) Upgrade is specified in Attachment A as part of this RFP. Vendors are invited to provide OUC with all labor, materials, equipment and all incidentals necessary for the Commission Chamber Audio Visual (AV) Upgrade. OUC will only accept proposals from vendors who can offer complete project execution and after install ongoing support.

The improvements that the Commission is looking to see on the future upgrade is so our board meetings can be offered via YouTube or any additional platform that the public/audience can leverage without any interruption. New drawings will be required, a small control room where an ATEM Software can be setup for meeting management, communication system for the support team to stay connected, leveraging under warranty current AV equipment, outside media connection flexibility, etc.

Proposers are encouraged to be innovative in their proposed solutions as to provide the most cost-effective solution while meeting the requirements outlined herein.

When providing equipment list, vendor will provide two equipment options (if applicable) for OUC to review and choose from. The vendor will clearly define the differences in the equipment for OUC and the preferred recommended option.

Suppliers may not be limited to the use of any specific product line but should have the ability to provide OUC with the highest quality and most efficient products at the best possible price.

Refer to Section 2.1, Detailed Scope & Requirements for more information.

1.2 PRE-RESPONSE CONFERENCE

To comply with security requirements, email names of attendees and company affiliations to the Buyer of Record at least 48 hours in advance of the meeting. Please bring government issued photo identification the day of the Pre-Response Conference.

If applicable, refer to Attachment C: Invitation to Pre-Response Conference

1.3 TERM OF CONTRACT

The term of this Contract shall be for 2 years with the option of two (2) one-year renewals at the election of OUC.

http://www.ouc.com/

1.4 MINIMUM BIDDER QUALIFICATIONS

Refer to Section 2.2, Bidder Information & Required Bidder Qualifications

1.5 PRICE AND COSTS

Prices documented in the submitted Proposal must remain firm throughout the contract period and any future projects (including additional extensions, if applicable). Refer to Attachment B: Price Schedule.

1.6 TERMS AND CONDITIONS

The Terms and Conditions governing this RFP shall be in accordance with Attachment D: OUC General Conditions for Goods and Services.

Vendor must provide all the applicable Software Terms and Conditions for review/approval by OUC’s Legal Department. And vendor shall review and complete Attachment E: IT Security Exhibits.

1.7 CONTRACT SAMPLE

Click here to view an OUC contract sample.

1.8 PROPOSAL EVALUATION CRITERIA

Refer to the Instructions to Bidders section of this document.

http://www.ouc.com/docs/procurement/proc_contract_agreement.pdf?sfvrsn=2

2 BIDDER REQUIREMENTS AND QUALIFICATIONS

2.1 DETAILED SCOPE & REQUIREMENTS

Refer to Attachment A: Detailed Scope & Requirements.

2.2 BIDDER INFORMATION & REQUIRED BIDDER QUALIFICATIONS

2.2.1 Bidder Information

On company letterhead Bidder to provide a response cover page with the following information:

1. Firm Name

2. Name of Parent Company if applicable

3. Complete Business Address

4. State of Incorporation

5. Number of years in business

6. Name(s) and contact information of key personnel

7. Women or Minority owned business status

8. Dun & Bradstreet number

9. Licenses obtained to conduct business with OUC

2.2.2 Required Bidder Qualifications

Refer to Section 1.4 Minimum Bidder Qualifications for more information.

1. List the number of projects (with similar scope and size) that the bidding organization has completed and are in progress.

2. Provide at least three (3) references with contact information related to completed projects with the similar scope and size project.

a. If deemed pertinent, OUC will request to do site visits to customers provided as references by selected Bidder or Bidder’s affiliates.

3. Provide a complete list of all the subcontractors that may be part of the project, with the following information:

a. Company name

b. MWBE Status

c. Contact information

d. Number of years in business

e. Proof of the necessary licenses for the job (if applicable)

f. List of project that they had participated with similar scope and size to this RFP

4. Should bidder be awarded the work in this RFP, please provide information on any Economic Development Opportunities that Bidder may bring, such as the creation of new jobs or purchasing or leasing of new building space, which could benefit the local Orlando Area or the State of Florida.

3 INSTRUCTIONS TO BIDDERS

3.1 LEGAL AND PUBLIC RECORD STATEMENT

As required by Florida’s Public Records Law, information provided to OUC in the course of business will be made available for public inspection and copying unless a specific statutory exemption applies.

3.2 CONFIDENTIALITY NOTICE TO BIDDERS

By submitting a proposal to OUC, each Bidder acknowledges and understands that OUC is a public agency subject to Chapter 119 Florida Statutes (“Public Records Law”). Any Proposal document the Bidder submits will become a public record when OUC provides notice of an intended decision or 30 days after opening the bids, proposals, or final replies, whichever is earlier. Trade Secrets, certain background financial information, and other items, may constitute exemptions to disclosure under the Public Records law.

3.2.1 Exemptions

If during the Proposal or Negotiation Phase a Bidder wishes to claim an exemption on any portion of its Proposal to OUC, the Bidder must identify the specific statutory exemption and do the following:

1. Submit a redacted version. Redact (black out) only those portions of the Proposal put forward for exemption.

2. Submit an un-redacted version of the same documents marked, “Confidential –Trade Secret/ Proprietary Information”. Both versions are to be submitted at the same time.

3.3 ACKNOWLEDGEMENT

1. From the issue date of this solicitation packet until a selection decision is made, no unauthorized contact related to this solicitation will be allowed between a Bidder, their employees or subcontractors and any OUC commissioner, officer, director, or staff, with the exception of the Buyer of Record. Any unauthorized contact will disqualify the Bidder from further consideration

2. The selected Bidder agrees to obtain, prior to award, Worker's Compensation, General Liability, Automotive, and other insurance requirements in accordance to the requirements in the terms and conditions specified in section 1.7.

3. All policies shall be subject to approval by OUC, and issued by companies authorized by the State of Florida’s Department of Insurance to conduct business in the State of Florida.

4. The selected Bidder agrees that it and its subcontractors have a Drug-Free Workplace Program that complies with Florida Statute §§ 287.087 and 440.101 et. seq., the Omnibus Employee Testing Act of 1991, 49 Code of Federal Regulation § 391 and 40 (operation of commercial motor vehicles).

a. In addition, all subcontractors must implement a controlled substance and alcohol testing policy for safety sensitive positions as defined by the Commission’s Alcohol and Controlled Substance Testing Policy for Safety Sensitive Positions.

5. The selected Bidder’s employees and its subcontractors’ employees are further prohibited from being under the influence or impairment of alcohol on OUC property or work sites or at any time or place while conducting business with or on behalf of OUC.

6. The selected Bidder shall submit only one proposal/bid in response to this solicitation packet, and shall have no financial interest in other entities submitting proposals/bid responses for the same solicitation packet.

7. Neither the selected Bidder, nor its affiliates, nor anyone associated with them shall have any potential conflict of interest due to any other clients, contracts, business relationships or property interests for this solicitation packet’s scope of work.

8. The selected Bidder shall disclose to OUC the name(s) of any OUC employee, contractor, or OUC Board Member who has a direct or indirect financial interest in the selected Bidder’s organization, or in the proposed transaction. A direct or indirect financial interest in the selected Bidder’s organization, or in the proposed transaction exists if the OUC employee, contractor, or Board Member:

a. Presently, or in the preceding twelve (12) months, has an ownership interest in the selected Bidder’s organization (other than as owner of less than 1% of the stock of a publicly traded corporation).

b. Works for, is a partner, officer, director, trustee, or consultant to the selected Bidder.

c. Has received grant, travel, honoraria, or other similar support from the selected Bidder

d. Has a right to receive royalties from the selected Bidder.

9. No member of the selected Bidder’s ownership, management, or staff shall have a vested interest in any aspect of OUC, nor any business or other relationship with any of OUC’s employees, officers, directors, or Board Members that creates a conflict of interest or the appearance of a conflict of interest.

10. No member of the selected Bidder’s ownership or management is presently applying for an employee position or actively seeking an appointment within OUC.

11. The selected Bidder, or authorized signatory, shall provide written notice to OUC in the event that a conflict of interest is identified at any time.

3.3.1 Statement of No Bid

The OUC Procurement Department is committed to continuously improving its processes to receive maximum participation from the industry/market. OUC is requesting that organizations, who do not wish to bid on this RFP, send the Buyer of Record an email briefly explaining their “no bid” decision. This response will help to improve the solicitation process and any future communications.

3.4 GENERAL INFORMATION

Bidders shall prepare Proposals in accordance with the requirements of these Instructions to Bidders. Not preparing a Proposal, in accordance with such instructions, implies that the Bidder does not intend to comply with all of the proposed contract conditions. Such proposals will be considered irregular and may be rejected.

OUC will receive Proposals through the VendorLink system for goods, equipment, materials, and related services set forth in the included specifications and documents.

http://www.myvendorlink.com/

3.4.1 Common Terms

OUC and Bidders (the parties) agree that the following phrases each shall have the meaning provided here and may be used interchangeably:

1. “Bidder(s)”, “Supplier(s)”, and “Proposer(s)” shall mean the organization, party, person, firm, company, corporation, partnership, joint venture, or other type of entity responding to this solicitation.

2. “Solicitation” shall mean , “Request for Proposal(s)”, “RFP”, “Request for Quote”, “RFQ”, “Invitation to Bid”, “ITB”, “Solicitation Package” or, “Solicitation Packet”, to which the Bidder is responding.

3. “Bid(s)”, “Proposal(s)”, or “Quote(s)” shall mean the documents formally submitted to OUC by each of the Bidders responding to this solicitation packet.

3.4.2 Submittal

Bidders shall submit Proposals in accordance with the instructions and schedule included in the solicitation containing these specifications and documents. Refer to Section 4: Proposal Submittal Format & Checklist and submit Proposal with all applicable content.

3.4.2.1 Alternate Proposals

If the Bidder submits an alternate proposal, they shall identify clearly the proposal as an “Alternate Proposal”. OUC may consider alternate proposals a blanket exception to the solicitation and reject the Proposal.

3.4.3 Signatures

An authorized representative of each Bidder shall:

1. Sign or e-sign the Proposal, give their full name and title, and provide the Bidder’s business name and address.

2. Enter the organization’s exact legal name on the Proposal.

3. Sign or e-sign compliance forms, if applicable.

3.4.4 Withdrawal

Bidders may withdraw, alter, and resubmit their Proposals through VendorLink at any time prior to the Proposal due date and time. Proposals may not be withdrawn, altered, or resubmitted after the Proposal due date and time. OUC may request clarifications and additional information after proposal submission.

3.5 ELECTRONIC SUBMITTAL OF THE PROPOSAL

To ensure correct Proposal formatting, Bidders shall:

1. Submit Proposals electronically through VendorLink.

2. Upload files only in MS Word (.doc or .docx), Excel (.xls or .xlsx), and PowerPoint (.ppt or .pptx); Adobe Portable Document Format (.pdf); Compressed File (ZIP) formats.

3. Enable printing on files submitted.

4. Clearly identify the RFP Number, Name, Submission Date, and Bidder Name on the Response Cover Page on Bidder’s letterhead.

5. Separate and identify each part of the submission (i.e. document type, form type, content type) with a divider/separation page.

6. Contact VendorLink technical support at support@evendorlink.com, if technical difficulties arise during proposal submission.

7. Follow all instructions outlined in this RFP and provide all requested information.

OUC may ask the selected Bidder to supply one hard copy set with original, written signatures and original compliance forms, prior to the contract execution. Do not submit following both methods unless otherwise instructed.

3.6 COMPLIANCE FORMS

3.6.1 Public Entity Crimes

Each Bidder shall submit copies of an executed and notarized Sworn Statement under Section

287.133 (3)(a) and 287.135, Florida Statutes, on Public Entity Crimes and Scrutinized Companies.

3.6.2 Dispute Disclosure

Each Bidder shall submit copies of an executed Dispute Disclosure form.

3.7 SUPPLIER DIVERSITY

OUC has adopted a policy to encourage broad-based participation in all contracts with OUC. A copy of the policy can be found clicking on this link.

3.7.1 Minority/Women Business Enterprises (M/WBE)

OUC’s policy is to encourage the full and equitable participation of Minority and Women Business Enterprises (M/WBE) in the procurement of services by establishing an M/WBE goal.

The M/WBE goal on this project is 10%.

As part of the Proposal, please indicate the percentage of bid amount to be subcontracted with M/WBE subcontractors during the activities outlined in this RFP.

Describe the Bidder’s plan for utilizing small business, minority, and/or disadvantaged entrepreneurs, and local participation in pre-qualifying vendors and subcontractors, if such a plan exists.

3.8 PROPOSAL PREPARATION COSTS

OUC shall provide, without charge, one set of the specifications and documents to prospective Bidders for preparation of proposals. Addenda documents will be issued only to prospective Bidders registered in VendorLink.

This solicitation does not commit OUC to pay any costs incurred in the preparation and submission of the Proposal or to pay any other costs incurred prior to award.

3.9 EXCEPTIONS

OUC is seeking proposals that meet all technical and commercial requirements as outlined in this solicitation. If a Bidder takes exception to any solicitation requirement or condition, the exception must be specifically stated on the Exception Form provided within the solicitation document. OUC shall consider only those exceptions written on the form at the time the Proposal is submitted. The Bidder acknowledges that any exception taken to the solicitation criteria (including submitting an alternate proposal) may result in OUC determining the Proposal to be nonresponsive.

mailto:support@evendorlink.com http://www.ouc.com/docs/procurement/proc_public_entity_crimes_form.pdf?sfvrsn=2 http://www.ouc.com/docs/procurement/proc_public_entity_crimes_form.pdf?sfvrsn=2 http://www.ouc.com/docs/procurement/proc_dispute_disclosure_form.pdf?sfvrsn=2 http://www.ouc.com/doing-business-with-ouc/procurement/supplier-diversity http://www.ouc.com/docs/procurement/proc_exceptions_form.pdf?sfvrsn=2

3.10 CLARIFICATIONS

If a prospective Bidder has doubt as to the true meaning of any part of the solicitation, they may submit a written request for clarification through email to the Buyer of Record; verbal requests will not be accepted. The Bidder must reference the Solicitation Package page number and section heading on any clarification requests

Failure of the Bidder to request information or make inquiries will not relieve them of any responsibility to perform under the terms of any contract awarded for the work in accordance with subsequent clarifications.

OUC shall issue an addendum to all Bidders, via VendorLink, once an inquiry is clarified and/or answered. Verbal responses will not be provided and are not binding on OUC.

3.11 LOCAL CONDITIONS

Each Bidder shall have thorough knowledge of conditions, factors, and scope of work, which would affect the execution and completion of the requested work. If required, site visits will be held the day of the Pre-Response Conference unless otherwise arranged.

Bidders shall investigate properly and consider all such factors in the preparation of every Proposal submitted. OUC shall not permit claims for financial adjustment based on the lack of prior information or its effect on the cost of the work.

3.12 OPENING

OUC shall open Proposals on the RFP Due Date at 2:30 p.m. EST at 100 West Anderson Street, Orlando, Florida. If required, at a public opening, OUC shall read only the Bidder name and if they have provided all the required information. OUC shall not share any other information at this time, with the exception of solicitations for construction or repairs on public works projects in which the price is submitted. Proposals not meeting the requirements may be rejected.

All questions concerning this solicitation must reference the document page number, and section heading. OUC shall answer questions and post them to VendorLink as an addenda to the solicitation.

3.13 SOLICITATION SELECTION SCHEDULE

OUC shall adhere to the stated schedule during the solicitation process, unless a change notice is issued to the Bidders via a written addendum. OUC reserves the right to postpone the date and time announced for the opening of proposals at any time.

OUC expects Proposals to address all of the information requested in the solicitation and subsequent clarifications, and to reflect the capabilities of the Bidder.

Bidders shall submit any supplemental information, and list any variations on the Exceptions form, in accordance with Section 4, Proposal Submittal Format & Checklist.

3.14 PROPOSAL ACCEPTANCE AND REJECTION

OUC reserves the right to accept the Proposal which, in its judgment, is the most responsive and responsible Proposal and to reject any and all proposals; as well as waive irregularities and formalities in any proposal that is submitted.

Without limiting the generality of the foregoing, OUC may reject any proposals which are incomplete or irregular; Proposals which omit any one or more items for which the solicitation requires, any Proposals which omit unit prices if unit prices are required, any Proposals from Bidders who have previously failed to satisfactorily complete contractual obligations.

1. The following shall cause an automatic rejection of the proposal:

a. Proposals delivered/submitted after the 2:00 p.m. due date

b. Failure to submit a Bid Bond (if required)

c. Failure to attend a mandatory Pre-Response Conference and/or any mandatory presentation (if required)

d. Failure to submit a signed Payment and Performance Bond Compliance Form when (a) a Payment and Performance Bond is required or (b) alternate payment and performance security permissible under Section 255.05, Florida Statutes is required

2. The following items may cause a rejection of the proposal:

a. Failure to submit copies of any of the signed & notarized (where required) forms:

i. Statement on Public Entity Crimes form

ii. Dispute Disclosure

3.15 PROPOSAL EVALUATION CRITERIA

OUC shall evaluate the Proposals based on the information provided by each of the Bidders. OUC’s review may include, but may not be limited to the following categories:

1. Qualifications and Experience, including past performance for OUC

2. Responsiveness to Requirements

3. Safety and Quality Programs

4. Financial Soundness of Organization

5. Price

OUC reserves the right to negotiate with Bidders who submitted responsive and responsible Proposals in the best interest of the OUC Commission. This negotiation process may occur prior to OUC Commission approval. Each Bidder acknowledges that OUC shall evaluate all Proposals and may initiate clarification discussions or seek additional information from all or some of the Bidders to fully understand any unclear elements of their proposals. Following clarification, OUC may initiate negotiations with the Bidder considered to be the most responsive and responsible. If no agreement is reached with the highest ranked Bidder, OUC may reject all Proposals or continue negotiations with each subsequently ranked Bidder until an acceptable deal is reached. A final contract award may be contingent upon OUC Commission and legal approval.

OUC reserves the right to consider historic information and facts, whether gained from the Bidder’s Proposal, question and answer conferences, references, and/or other sources during the evaluation process. OUC may conduct such investigations to assist with the evaluation of any Proposal. The investigation also serves to establish the Bidders’, subcontractors’, and other related entities’ responsibility, qualifications, and financial ability to fulfill the Proposal requirements to the Commission’s satisfaction, within the prescribed time.

http://www.ouc.com/docs/procurement/proc_paymt_perform_bond_form.pdf?sfvrsn=2 http://www.ouc.com/docs/procurement/proc_public_entity_crimes_form.pdf?sfvrsn=2 http://www.ouc.com/docs/procurement/proc_dispute_disclosure_form.pdf?sfvrsn=2

The Bidder solely is responsible to submit information related to the evaluation categories. OUC is under no obligation to solicit such information. Failure of the Bidder to submit information may cause an adverse impact on the Proposal’s evaluation.

3.16 CANCELATION

Prior to the final execution of a Contract or full Notice to Proceed, OUC reserves the right to rescind said award without prior notice to Bidders. In addition, OUC may reject all Proposals, reissue the solicitation packet, or re-award the contract.

3.17 FREIGHT (IF APPLICABLE)

The selected Bidder shall coordinate with OUC’s freight contractor for shipping unless OUC determines that the selected Bidder can obtain freight/shipping rates or methods that are more advantageous to OUC. The selected Bidder shall submit an alternate shipping proposal based on delivery to OUC’s Free On Board (FOB) carrier at the designated OUC facility or location. The alternate proposal must include the:

1. Carrier name

2. Insurance coverage

3. Firm price freight quote

The Bidder must include any alternate proposal in the bid response to this solicitation. OUC may accept or reject the proposed alternate shipping arrangement.

OUC’s freight/shipping supplier and contact information is:

Nexterus

1-888-867-5952 (Monday – Friday, 8:00 a.m. – 7:00 p.m. EST) dcs@nexterus.com

3.18 BID BOND (IF APPLICABLE)

Bidder may be required to submit a certified check or cashier’s check drawn on an acceptable bank, or an acceptable Bidder’s bond executed by the Bidder and a surety company authorized to do business in the State of Florida. The value of the bid bond shall be five percent (5%) of the proposal price schedule. When submitting a Proposal through VendorLink, the Bidder shall provide a copy of the check and express mail the original check to the delivery location provided on the first page of the Solicitation Packet Form.

The bid bond guarantee shall be made payable without condition to OUC. The amount of the check or bond may be retained by and forfeited to OUC as liquidated damages if the Proposal results in a contract award and the Bidder fails to honor the accepted terms.

OUC shall return the selected Bidder’s bid bond when that Bidder executes the contract and files a satisfactory payment and/or performance bond, if required. OUC may retain the bid bond of the second highest ranked Bidder for a period not to exceed thirty (30) days, pending the execution of the contract by the selected Bidder. OUC shall return the bid bond of each unsuccessful Bidder upon request, after the contract is awarded or when the Proposal is rejected.

3.19 PAYMENT AND PERFORMANCE BOND (IF APPLICABLE)

The selected Bidder may be required to furnish a Payment and Performance Bond to OUC per Florida Statutes; Section 255.05 equal to 100 percent of the contract price. The cost of such bonds shall be stated as a separate line item in the Proposal.

A surety company, authorized to do business in the State of Florida and acceptable to OUC, shall sign the bond. The Performance Bond and Payment Bond shall be dated with the actual execution date. With these bonds, the responsible party shall file certified copies of the power of attorney of such attorney-in-fact signing the bond on behalf of the surety, and such certificates shall be certified to show that such power of attorney was in effect to and including the date of the actual execution of the bonds. Any bonds submitted by a surety or its agent shall be conclusively presumed to have been authorized by and binding upon the surety company irrespective of the date shown on the power of attorney.

If bonds are required, they shall remain in full force and effect until satisfactory completion of any specified performance guarantee tests, or satisfactory completion of all other contractual requirements, whichever shall occur last. Upon recording of the performance and payment bond (if applicable) Bidder shall provide OUC three (3) copies.

OUC shall furnish a copy of the selected Bidder’s bond to any lienor demanding that bond under the provisions of Florida Statute 713.23.

3.20 CONTRACT EXECUTION

The selected Bidder shall execute the necessary contractual forms, and return the executed forms within ten (10) business days of receipt of forms for execution.

3.21 AWARD

OUC reserves the right to award a single or multiple contracts for all proposal items, or to award separate contracts for single proposal items or any combination of such items; or to make no contract award.

OUC shall be the sole judge of its own best interests, the proposals, and the resulting contract. An award may be made to the most responsive and responsible organization whose proposal is determined to be the most advantageous to OUC. The Commission’s decision shall be final and OUC’s rights include the ability to:

1. Reject any or all proposals or parts thereof

2. Issue subsequent solicitations

3. Cancel the entire solicitation

4. Remedy technical errors on the solicitation

5. Negotiate with any, all or none of the Bidders

6. Award a contract to one or more Bidders or none at all

7. Accept other than the lowest price

8. Waive informalities and irregularities in proposals http://www.ouc.com/docs/procurement/proc_paymt_perform_bond_form.pdf?sfvrsn=2

3.22 TAXES, PERMITS, AND LICENSES

The Bidder's attention is directed to the General Terms and Conditions and the Florida Statutes regarding taxes, permits, and licenses. It shall be the Bidder's responsibility to determine the applicable taxes, permits, and licenses. If the Bidder has doubt as to whether or not a tax, permit, or license is applicable, they shall state in their proposal whether this item has been included in their proposal price and the amount of the applicable tax, permit, or license in question.

3.23 ERROR AND OMISSIONS

Bidders or their authorized representatives are expected to be fully informed as to the conditions, requirements and specifications before submitting proposals; failure to do so will be at the Bidder’s own risk. Neither law nor regulations make allowance for errors either of omission or commission on the part of Bidders. In case of error of extension of prices in the proposal, the unit price shall govern.

3.24 PROPOSAL SUBMITTAL FORMAT

Bidders shall complete all required forms, and include them in the proposal submittal package with any other required information. Refer to Section 4, Proposal Submittal Format & Checklist for more information.

3.24.1 OUC Policies and Procedures for Bidders

The Bidder shall read and comply with OUC’s policies and procedures before submitting this Proposal:

1. Contractor Security Policy

2. Bid Protest Guidance

3. Generic Contractor Orientation

4. Drug and Alcohol Free Workplace and Testing Policy

5. OUC Travel and Expense Guidelines

6. All policies – OUC Procurement Services Department website

These policies and any supplemental policies provided at contractor orientation are hereby fully incorporated into this contract by reference and to the extent applicable to the supplier in the performance of their work. Supplier and its subcontractors, suppliers, agents, and employees shall fully comply with all such policies as amended from time to time.

3.25 SIGNATURES

By submitting this proposal with the authorized electronic signature, the Bidder hereby declares that, in all respects for and in good faith, without collusion or fraud:

1. Only the individuals or organizations interested in this proposal/bid response as principal or principals are named in this Proposal.

2. No other individuals or organizations than mentioned in this Proposal have any interest in this Proposal/Bid Response or in the subsequent contract.

3. This Proposal/Bid Response is made without connection with any other person, company, or parties likewise submitting a Proposal/Bid Response.

http://www.ouc.com/docs/procurement/procure_contractor_sec_pol.pdf?sfvrsn=2 http://shareouc/procuretopay/Shared%20Documents/Linked%20Procedures%20and%20Artifacts/SCM-BID-G-01%20Bid%20Protest.pdf http://www.ouc.com/docs/procurement/procure_contractor_orientation_stanton.pdf?sfvrsn=4 http://www.ouc.com/docs/procurement/proc_alc_cont_subs_abuse_policy.pdf?sfvrsn=2 http://www.ouc.com/docs/procurement/proc_travel_expense_guidelines.pdf?sfvrsn=2 http://www.ouc.com/doing-business-with-ouc/procurement

Bidders shall prepare Proposals in accordance with the Instructions to Bidder’s document. Failure to submit the necessary forms may cause a rejection of the proposal. The Bidder hereby agrees to provide the services and/or items specified in the solicitation packet at the prices quoted pursuant to the requirements of this document.

4 PROPOSAL SUBMITTAL FORMAT & CHECKLIST

A checkmark (✓) on the items below indicates these are applicable items and the terms and conditions stated in earlier sections are applicable. Bidders shall complete all the forms checked (✓) below, and include them in the proposal submittal package in order with any other information.

Provide a written signature on all original forms and, when required, a notary stamp. Scan & upload these forms with the Proposal.

Technical Response File (checked if applicable)

Tab 1 – Cover Page

Proposal Cover Page on Bidders Letterhead

Bidder Information as listed in Section 2.2.1

Tab 2 – Bidder Background and Qualifications

References and Qualifications listed in Section 2.2

Tab 3 – Response to Requirements

Response to all Requirements as listed in Section 2 and any applicable Attachments

Tab 4 – Compliance Forms

Submit at time of proposal

Exceptions

Sworn Statement on Public Entity Crimes and Scrutinized Companies Under Florida Statutes, Section 287.133 (3) (a) and 287.135

Dispute Disclosure

☐ Bid Bond as described in Section 3.18 (If Applicable)

Addenda (If Applicable)

Provided at time of award

Copy of Company’s Business License

Copy of Insurance Certificate

W-9 Form

☐ Payment & Performance Bond as described in Section 3.19 (If Applicable) http://www.ouc.com/docs/procurement/proc_exceptions_form.pdf?sfvrsn=2 http://www.ouc.com/docs/procurement/proc_public_entity_crimes_form.pdf?sfvrsn=2 http://www.ouc.com/docs/procurement/proc_public_entity_crimes_form.pdf?sfvrsn=2 http://www.ouc.com/docs/procurement/proc_dispute_disclosure_form.pdf?sfvrsn=2 http://www.ouc.com/docs/procurement/proc_addenda_form.pdf?sfvrsn=2 http://www.ouc.com/docs/procurement/proc_w9_form.pdf?sfvrsn=2 http://www.ouc.com/docs/procurement/proc_paymt_perform_bond_form.pdf?sfvrsn=2

SCM-RFP-T-01 – Request for Proposal Template v4.2 - 10/21/19

5 ATTACHMENTS

Attachment A: Detailed Scope of Work & Requirements

Attachment B: Price Schedule

Attachment C: Invitation to Pre-Response Conference

Attachment D: OUC General Conditions for Goods and Services

Attachment E: IT Security Documents

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DETAILED SCOPE OF WORK & REQUIREMENTS

PART 1 - GENERAL

1.1. Scope of Work:

“Supplier” shall provide all labor, materials, equipment and after install ongoing support, necessary to add Audio & Video system as well as TVs in the Commission Chamber at 100 W. Anderson St., Orlando, FL 32801. There is some new equipment that should be leveraged to improve the cost-effectiveness of the proposed solution. For equipment that is old and cannot be used in the upgrade, the vendor shall include a solution to sell such equipment as part of their proposal. The work shall include, but is not necessarily limited to the following:

1.2. Audio & Video Display capabilities as well as streaming (Inside Chamber Room)

1.2.1. Provide two (2) - 46” LED Displays.

1.2.1.1. Displays must be for 24/7/365 operations

1.2.1.2. Brightness: 500 nits

1.2.1.3. Contrast Ratio: 4000:1

1.2.1.4. Backlight Time to Half-Brightness: 50,000 Hours

1.2.1.5. Native Resolution: 3840 x 2160

1.2.1.6. Viewing Angle (H/V): 178/178

1.2.1.7. Off-board electronics

1.2.1.8. Front access mounting

1.2.1.9. Auto-switching power supplies

1.2.1.10. Diagnostic feedback and reporting

1.2.1.11. Screen to screen combined bezel not more than 1.7mm.

1.2.1.12. Fan-less operation at display

1.2.1.13. Two (2) displays will be ceiling mounted inside the Commission Chamber.

1.2.1.13.1 Include all plywood backing to support weight of displays.

1.2.1.13.2. Provide all fasteners and hardware required to install displays.

1.3. Audio & Video Display capabilities as well as streaming (Outside Chamber Room):

1.3.1. Provide two (2)– 55” HD Commercial-grade LED displays

1.3.2. Provide two (2) fixed wall mount landscape up to 55”.

1.3.3. Provide HDMI over CAT (DGKAT) Transmit/receive pair as required.

1.3.4. Displays will be ceiling mounted.

1.3.4.1. Include all plywood backing to support weight of displays

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1.3.4.2. Provide all fasteners and hardware required.

1.5. Video Wall Processing with Software

1.5.1. Provide new software to meet the following specifications:

1.5.1.1. Max H.264 encodes / decodes: 64 HD / 16 4K

1.5.1.2. Minimum Outputs: 48 HD / 12 4K

1.5.1.3. Output Formats Supported: DisplayPort, DVI, HDMI

1.5.1.4. Max Inputs: 16 HD / 16 4K

1.5.1.5. Input Formats Supported: Mini HDMI, HDMI, DisplayPort, DVI, 3G-SDI, Composite, VGA

1.5.1.6. Dimensions Per Chassis: 4RU / 19.0" x 7.0" x 26.4" (W x H x D)

1.5.2. Provide two (2) 4K Output Board

1.5.2.1. The output board is a high-end graphics card that supports up to 4 x 4K displays (or up to 16 x HD displays with additional signal processing).

1.5.3. Provide two (2) (1) 4K to (4) HD video expander, HDMI Outputs.

1.5.4. Provide one (1) 4K-DE Input Board.

1.5.4.1. The 4K-DE input board is a 4K capture and IP encode / decode card. I shall feature (4) mini HDMI inputs and supports up to (4) 4K or (16) HD IP video encodes and decodes, leveraging low-latency H.264 video compression.

1.5.5. Provide four (4) 4K-D Input Boards.

1.5.5.1. The 4K-D input board is a 4K capture and IP decode card. It shall feature four mini HDMI inputs and leverages high-density H.264 decoding to support up to 4 x 4K or 16 x HD IP video decodes.

1.5.6. Provide all networking switches, WAPs, PoE injectors, and cabling as required for a complete networking system.

1.6. Teleconferencing & streaming.

1.6.1. Provide cameras for teleconferencing and streaming.

1.6.2. The system shall be included as a video endpoint.

1.6.3 Integrated Phone system into the touch panel. Should be able to dial in and out. Add 1 or 2 ceiling array microphones over the table. Must be integrated into the audio system to be heard on all speakers in the room and online streaming. Touch panel on table to control phone ( dial, mute. Volume etc…)

1.7. Touch Control System

1.7.1. Provide three (3) 10” or higher touch control points.

1.7.1.1. The 10” or higher touch control point is to be an interactive, multi-touch control panel for dedicated access to the software interface.

1.7.1.1.1. The 10” or higher touch control point is to be an interactive, multi-touch control panel for dedicated access to the software interface.

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1.7.1.1.2. It shall include a sleek, flat-front surface design and leverage Power-over-Ethernet (PoE), removing the need for an AC power outlet.

1.7.1.2. Provide four (4) TV Tuner interface and control for touch control system.

1.7.1.3. Provide nine (9) 3rd party display control to touch control system.

1.8. Audio System

1.8.1. Provide complete audio system to interface and control with the touch control system.

1.8.2. Audio system to include seventeen (17) wireless microphones. Breakdown includes: Ten (10) desktop mics, Three (3) handhelds, Four (4) lavaliers. – All wireless.

1.8.3. Audio system to include eight (8) Lavalier Microphones and 8 handheld microphones.

1.8.4. Audio system to include ceiling mounted speakers as required.

1.8.5. AV equipment is to include SIP (Session Initiated Protocol) client/module. All mics and speakers should be able to perform the same function for an Audio-only endpoint.

1.8.6. Audio system to include but not be limited to microphones, DSPs, amps, speakers, cabling, and adapters.

1.8.7. Audio system shall be able to act as an audio-only endpoint. All mics and speakers in all rooms to include SIP (Session Initiated Protocol) client/module.

1.9. Components & Cabling

1.9.1. Include all low voltage cabling required for a complete system.

1.9.2. Provide a complete rack system to include the following:

1.9.2.1. Elegant, professional cable management.

1.9.2.2. Component labeling

1.9.2.3. Rack elevation validation

1.9.2.4. Rack elevation documentation certification

1.9.2.5. Thermal disparition and airflow optimization

1.9.2.6. The rack system shall include but not be limited to shelving, lacing bars & blanks, and PDU’s.

1.9.3. Provide twelve (12) HD-EL-IP Encoder – ICC BYOD

1.9.3.1. The Encoder shall include a single-channel IP encoder that supports high-quality, low-latency HD video streaming.

1.9.3.2. The Encoder shall include the following:

1.9.3.2.1. Single Channel HD Encode: 1 x (3840 x 2160) @ 60Hz / 1 x (3840 x 2160) @ 60Hz / Other widescreen & SD resolutions.

1.9.3.2.2. Compression Standard: H.264

1.9.3.2.3. Max Video Input Resolution: 1 x (3840 x 2160) @60Hz / 1 x (3840 x 2160) @60Hz / Other widescreen & SD resolutions.

1.9.3.2.4. Video Input Format: 1 x HDMI

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1.9.3.2.5. Audio Line-In: 3.5mm analog stereo audio

1.9.3.2.6. Max Video Loop-Out Resolution: 1 x (3840 x 2160) @ 60Hz / 1 x (3840 x 2160) @60Hz

1.9.3.2.7. Output / Loop-Out Format: 1 x HDMI, DVI via DVI-to-HDMI adapter

1.9.3.2.8. Audio Line Out (Loop-Out): 3.5mm analog stereo audio

1.9.3.2.9. Network Connector: 1 x RJ45

1.9.3.2.10. IP Addressing: DHCP and static IP addressing

1.9.3.2.11. Provide two (2) HDMI wall plate over CAT (DGKAT) transmit / receive pair with audio receive breakout.

1.9.3.2.12. Include Middle Atlantic Podium L5-TURFR-23 LDW

1.9.3.2.13. Include mid-grade wood trim kit with nickel handles (color to be selected by OUC).

1.9.3.2.14. Podium to include microphone

1.9.3.2.15. Podium to include the following connections:

1.9.3.2.15.1. AV LAN

1.9.3.2.15.2. LAN (PC)

1.9.3.2.15.3. Microphone and a TV Screen max size 22” non-touchscreen.

1.9.3.2.15.4. Power

1.10. Technical Services

1.10.1. Include complete audio-visual engineering services.

1.10.2. Include complete project management services.

1.10.3. Include complete Owner’s manual to owner within 30 days of completion.

1.10.3.1. Provide Installation Diagrams to As-Built Status

1.10.3.2. Include Installation Information such as:

1.10.3.2.1. Equipment Serial Numbers

1.10.3.2.2. System Passwords

1.10.3.2.3. IP addresses

1.10.3.2.4. Installation Notes

1.10.3.2.5. Include User Manuals & Documentation

1.10.3.2.6. Add Warranty Information to Documentation

1.10.3.2.7. Provide Latest Control system Programming Code (If Applicable)

1.10.3.2.8. Provide Latest Audio System Configuration Files (If Applicable)

1.10.3.2.9. Create Final Installation CD and Send to Client

1.10.4. Include staging & pre-development.

1.10.5. Include complete installation.

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1.10.6. Include onsite training.

1.11. Warranty

1.11.1. Provide complete 1 year material & labor warranty.

1.11.1.1. Warranty service shall include 24/7 support.

1.11.1.2. Warranty service shall include a 4-hour response time.

1.11.2. Include 3 additional years of preventative maintenance & service contract.

1.11.2.1. Contractor shall include a service tech to be onsite twice a year to clean, operate, and test the system to make sure it is operating correctly.

1.11.2.2. Contractor shall review the status, condition, performance of the equipment and software.

1.11.2.3. Include any available software upgrades.

1.11.2.4. Service to include 24/7 support with a 4-hour response time.

1.11.2.5 Room soundproofing will be important to be able to mitigate the audio distortion

1.11.2.6 Visible speaker Timer (on screen) – visible digital clock for speaker

1.11.2.7 Current Audio Visual Equipment usage

1.11.2.8 Control Booth in the back of the Chamber with an area near for external media personnel to connect their audio (XLR Press Box)

1.11.2.9 Photo Op location

1.11.2.10 Ability to Stream to integrate with YouTube Livestream (i.e. OBS)

1.11.2.11 Ability to Posting Livestream access to the OUC Webpages

1.11.2.12 Designated area for IT (Control Booth) with following dimensions: Length: 8’.3”, Width:

3’ & High: 10’ – Door glass frame measurements: Width: 31.5” and High: 36”

1.11.2.13 Earpiece/headset communication system for support staff

1.11.2.14 Electronic Sign-In for Public Speakers that can be displayed during Commission meetings

Much of the network requirements are related to what the vendors specifications are from the selected solution. From the network compatibility standpoint, we support standard TCP/IP protocols, and we can handle 100+ concurrent sessions at a minimum with very good latency and jitter numbers. We need to know what the vendors’ requirements are for POE and the number of switch port connections that would be necessary. We also need to know if any of this equipment or setup, will need to be accessible to the internet for any reason.

Orlando Utilities Commission 26

PART 2 - GENERAL

2.1. “OUC” Responsibilities:

2.1.1. Provide laydown area for materials and equipment on site.

2.2. “Supplier” Responsibilities: (not limited to below listed, also review Scope of Work for additional responsibilities)

2.2.1. All employees will be required to check in with security, provide a government issued ID to gain access to the property and obtain daily temperature checks.

2.2.2. Long pants, sleeved shirt, steel toe boots, hard hat and safety glasses shall be worn at all times while on property.

2.2.3. All change orders must be approved prior to any work being completed or materials being ordered.

2.2.4. All work performed by the “Supplier” shall meet all current Local, State and Florida Building Codes.

2.2.5. All work shall be performed during normal business hours: Monday – Friday, 7 AM – 3:30 PM.

2.2.6. Clean and remove all debris from job site upon completion of project.

2.2.7. Provide a one (1) year builder’s warranty from all defects in materials and workmanship.

Please review and complete Attachment E: IT Security Exhibits

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PRICE SCHEDULE

[Please download Attachment B: Price Schedule (MS Excel file) from VendorLink.

Upload the completed Attachment B in Excel format as a separate attachment in VendorLink.

Also, include the signed Pricing Schedule in your proposal package in Pdf format.

Orlando Utilities Commission 28

INVITATION TO PRE-RESPONSE CONFERENCE

[This will be a Pre-Response Conference/Site Visit NOT MANDATORY - HIGHLY RECOMMENDED

Date: February 6, 2025 Time: 9:30 AM Eastern Standard Time (EST)

Location:

(Address/floor/room)

Orlando Utilities Commission (OUC) 7th Floor Commission Chamber 100 W. Anderson St.

Orlando, FL 32801

Conference Number: N/A

Video Conferencing: N/A

Attendance is: Mandatory ☐ Not Mandatory

RSVP: Please RSVP via email to the Buyer of Record at least 48 hours in advance of the meeting and bring the RFP containing the specifications and government issued photo identification when you attend. Also, please email any questions two days prior to the meeting.

Questions/Directions: If you have any questions about the Pre-Response Conference, or if you need driving directions, please contact:

Bhumika Nathoo via email at bnathoo@ouc.com

Objective: We will provide an overview of the bidding process, and overview of scope and then walk the site to allow you to take pictures and measurements as needed. Attendance is not mandatory, however - HIGHLY

RECOMMENDED.

Agenda: N/A

Notes: All attendees must have a photo ID.

Special Instructions: Any prospective bidder that is interested in attending the conference are to RSVP via email to the Buyer of Record. Please include the name of the firm as well as the names of any attendees along with their individual e-mail and phone number.

All attendees will be escorted to the Commission Chamber on the 7th floor by an OUC employee.

Orlando Utilities…