RFP#42-25.pdf

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04-15-2025 Invitation to Bid on Bid # 42-25

The City of Canon City, Colorado is soliciting quotes, hereinafter referred to as Bids until 11:00 am MST, Tuesday April 29th, 2025 at which time bids will be opened, for furnishing the supplies, equipment or services subject to the conditions herein stipulated and in accordance with the specifications set forth and/or attached hereto, for furnishing Meeting Software.

The City will only accept electronic submissions in response to this ITB. Electronic submissions are required to be considered for an award. To submit your Proposal online, please visit www.bidnetdirect.com/Colorado. The submission deadline is Tuesday April 29th, 2025 by 11:00 am MST. Proposals shall be submitted in PDF format. All proposals submitted shall become property of the City and will become public record.

The City of Canon City, IT Department, who’s address is 128 Main Street., Canon City, Colorado 81212, is the user department. Please direct inquiries concerning this bid to Aleizja C.

Owens, (719) 276-5261, the Contract Manager.

Bids will be opened at the time and date indicated above, and then referred to the City Council.

The intended time and date for consideration of this bid to come before the City Council, the awarding agent of the City, is expected to be 6:00 PM at the next regular City Council Meeting:

Freight and delivery schedule: Items, supplies, equipment, and materials shall be delivered or shipped to the City of Canon City at the department address, unless otherwise indicated on Purchase Order or Contract; and shipped items, supplies or materials are the responsibility of the bidder until received and accepted by the City.

Delivery will be required as stipulated in the specification and conditions after receipt of purchase order or executed contract. Proposals or bids exceeding the schedule will be rejected, unless accepted in writing by the Contract Manager prior to bid opening date and time

Each bidder shall furnish the information required; the unit price for each item bid must be shown.

A total for each item must be entered, in case of error in extension, the unit price prevails. The bid must be submitted by completing the QUOTATION or PRICE SCHEDULE below. Add, as necessary, additional schedules, a summary cover sheet, a letter of transmittal, a general description of the proposed items, supplies, materials or services configuration, schedules and delivery dates for same. The City reserves the right to increase/decrease quantities for budgetary reasons.

file://///ch-data-s01/Computer_Resources/ACOWENS/Bids/35-21%20Storage/www.bidnetdirect.com/Colorado

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Bid #42-25 – Meeting Software

Specifications:

The purpose of this RFP is to identify a software solution for meeting management software.

The desired solution would have the following capabilities:

• Electronic Roll Call

• Electronic Voting o Including an application compatible with iOS and Android devices o Capability for both in-person and remote voting o Voting solution should be capable of simultaneous blind voting.

• Electronic Request to Speak with Queue

• Public Speaker enrollment and list to speak o Integrated speaker timer

• Public meeting display for use in-person showing voting results

• Ability to electronically capture motions and seconds

• Potential integration with Agenda Management software or module and automatic creation of meeting minutes and notes with timestamps

The intention is to identify a single platform that includes all the functions listed above. Any items that are excluded from the proposal need to be identified with an explanation of alternative solutions or explanation of why they were excluded.

There will be two main boards/commissions that are planned to utilize this system. Each board is unique and consists of ten (10) members including a Clerk and Chairperson that run the meeting. Voting and requests to speak would ideally be done from mobile tablet devices during meetings.

One-time setup and configuration costs need to be identified separately from ongoing SaaS fees. Respondents should identify and include both items within the proposal if applicable.

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Please Provide the quotes on the following line items:

Description Quantity Unit Cost Extended Cost

Total Cost:

Please note that a separate itemized quote showing all materials and/or part numbers provided on an official company quote or letterhead will be required as part of this bid. The items requested may be provided on separate quotes, or together on the same quote as long as each requested item is shown itemized including all materials and/or part numbers. The above table should reference the total cost as shown on the official quote(s) provided separately.

Please note any exceptions to the Specifications or Conditions:

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CERTIFICATION

I guarantee that I (we) meet all the specifications contained herein and will provide the products in the quantities, specifications, performance ratings and quality so described. If any product is found to be "less than" the specified quantity, performance rating or quality, the supplier will promptly correct the deficiency at supplier cost.

This quotation is submitted by:

Name of Vendor:

Date:

Fed Tax ID or SS#:

Address:

City/State/Zip:

Signature:

Title:

Phone:

Fax:

E-mail address:

Method of Payment Accepted:

Check: Credit Card:

Fee Charged for use of Credit Card:

No: Yes: How Much:

The quotation is subject to the Terms and Conditions on pages 5 and 6 and any additional pages or attachments of this Bid Form.

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Terms and Conditions of the invitation for Bids:

1. Bidders are expected to examine the drawings, specifications, and schedule of delivery, visit the site, and examine all instructions; failure to do so will be at the bidder's risk.

2. All equipment shall be new and of manufacturer's current model, unless otherwise stipulated. The equipment shall be of superior quality in design, materials, and craftsmanship or a quality acceptable to the City, and suitable to the use for which it is intended.

3. Samples of items, when requested, must be furnished free of expense to the City, and if not destroyed by testing, will be returned at bidder's request and expense.

4. No bids shall be withdrawn for a period of thirty (30) days subsequent to opening of bids without the consent of the City.

5. Bidders must supply a Name/TIN (Tax Identification Number) combination on the bid. If the Contractor Federal Law does not supply a name/TIN requires the City to withhold 31 percent of the contract payment as a backup withholding.

6. Specifications - for the purpose of identification on the quality desired the reference numbers and specifications are for identification purposes and do not construe a "closed bid" however, bids shall be equal in every respect as to quality, workmanship, etc.

7. Opening of Bids, review, and award:

All bids will be opened at the time and date indicated above and then referred to the Contract Manager, or other appropriate person for technical review and evaluation. Review and evaluation of bids are normally made within 10 days from the date of opening the bids, but an extended period may be necessary to complete the technical review and submitted to the City Council of the City of Cañon City for determination of acceptance of the bid, or part thereof. If the City Council accepts a bid or bids, or any part thereof, a signed Purchase order, Contract or other written Award will be made as soon thereafter as practical.

The time from opening date of bids to issuance of the award usually will not exceed 30 days, but-may, at the sole discretion of the City of Cañon City. The intended time and date for consideration of this bid to come before the City Council is noted on page 1.

8. Bidders may submit to bidnetdirect.com for any pre-bid clarification they may require. If clarification is required and an addenda to this Request for Bids is necessary, an added addendum will be created in bidnet.

9. After action by the City Council, the successful bidder or bidders will be notified. In submitting a bid, please indicate the payment methods available to the City.

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10. The contents of this Invitation to Bid and the commitments made in response to this bid will form part of the final contract for items or services.

11. The City of Cañon City disclaims any liability of any kind for any costs or expense the Bidder may incur in the bid or bidding process.

12. Rejection of bids: The City of Cañon City reserves the right to (1) award bids received on the basis of individual items, or groups of items, or an entire list of items; (2) to reject any or all bids, or any part thereof; (3) to waive any informality in the bids; and (4) to accept the bid that is in the best interest of the City of Cañon City.

13. Preference for "locally established business firms" within Fremont County, as bidders. In purchases by the City of Cañon City, quality being equal, preference shall be given to local bidders (City of Cañon City Resolution No. 4, Series of 1976).

"...NOW THEREFORE, BE IT RESOLVED BY THE COUNCIL OF CAÑON CITY,

that a variance of 5% shall be allowed in favor of local business firms, corporations or individuals on all contract bids".

14. Price changes: The City of Cañon City requires price protection during the period of contract performance. Pricing information: The City of Cañon City requires identification of all costs for items or services, (including installation, training, and documentation's) and when stipulated requests for descriptions of alternative payment methods available to the City.

15. The successful bidder shall indemnify and save harmless the City of Cañon City against all claims for royalties, patents, copyrights or licenses or suits for infringement thereon which may be involved in the manufacture or use of materials, items, goods, supplies or services to be furnished.

16. The bid price shall be exclusive of any Federal, State or Local taxes from which the City is exempt. A certificate of Registration No. 98-03203 has been issued to the City of Cañon City to conduct tax-free transactions under Chapter 32 of the Internal Revenue Code.

17. Final payment for all work and/or items, goods, supplies is contingent upon final inspection, acceptance by the City and legal publication of final settlement, when necessary