Theater_Cinema_Video_System_Equipment_and_Installation.pdf

2023-RFP-032

THEATER CINEMA VIDEO SYSTEM EQUIPMENT AND

INSTALLATION

Town of Mooresville, NC

413 North Main Street

Mooresville, NC 28115

RELEASE DATE: February 12, 2024

DEADLINE FOR QUESTIONS: February 15, 2024

RESPONSE DEADLINE: February 23, 2024, 5:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://procurement.opengov.com/portal/mooresvillenc

Town of Mooresville, NC

Theater Cinema Video System Equipment and Installation

I. Introduction

II. Evaluation Phases

III. Purpose of Solicitation

IV. Scope of Work

V. Vendor Questionnaire

VI. Procurement Process

VII. Selection Process

VIII. Additional Town Requirements

Attachments:

A - StandardVendorContract

B - Local Government Rider

C - Vendor Signatory Form

#2023-RFP-032

Title: Theater Cinema Video System Equipment and Installation

1. Introduction

1.1. Summary

Bids will be received by the Town of Mooresville for: Theater Cinema Video System Equipment and

Installation for the Town’s

Charles Mack Citizen Center, until 5:00 pm on Friday, February 23, 2024, at NO VALUE.

Bidders will be required to comply with all applicable statutes and regulations. Bids must be submitted via the Town's eProcurement Portal at: https://procurement.opengov.com/portal/mooresvillenc . It is the responsibility of each bidder to ensure that their bid is received on time. Failure to register and follow the project will preclude your firm from being able to submit a response.

Failure to acknowledge addenda issued will be sufficient grounds for rejection of the bid by the

Town.

The Town reserves the right to reject any and all bids submitted, or to select the bid or any part of the bid which, in our opinion, is in the best overall interest of the Town.

1.2. Contact Information

Project Contact:

Dennis Cowardin Citizen Center Manager 215 North Main Street Mooresville, NC 28115 Email: dcowardin@mooresvillenc.gov Phone: (704) 662-3345

Procurement Contact:

Jessie Colton Interim Purchasing Manager 413 N Main St Mooresville, NC 28115 Email: jcolton@mooresvillenc.gov Phone: (704) 662-3184

Department:

Charles Mack Citizen Center

Department Head:

Dennis Cowardin Charles Mack Citizen Center Manager https://procurement.opengov.com/portal/mooresvillenc mailto:dcowardin@mooresvillenc.gov tel:(704)662-3345 mailto:jcolton@mooresvillenc.gov tel:(704)662-3184

1.3. Timeline

Distribution of RFPs February 12, 2024

Deadline for Vendor Questions February 15, 2024, 5:00pm

Answers to Vendors Questions February 20, 2024, 5:00pm

Proposal Submission Deadline February 23, 2024, 5:00pm

Anticipated Award Date February 27, 2024

Contract Start Date March 27, 2024

2. Evaluation Phases

No. Evaluation Criteria Scoring Method Weight (Points)

1. Suitability of proposed items for purpose intended.

Points Based 25

(25% of Total)

2. Ability of vendor and willingness of vendor to modify equipment and processes as needed based on the Town’s needs.

Points Based 25 (25% of Total)

3. Ability of vendor to meet the time schedule of the project.

Preference will be given to proposals demonstrating an ability to carry out the tasks and responsibilities outlined in the proposal in a prompt and efficient manner.

Points Based 25 (25% of Total)

4. Overall response to the proposal. Points Based 25 (25% of Total)

3. Purpose of Solicitation

3.1. Purpose

The purpose of this Request for Proposals (RFP) is to obtain pricing for and selection of a vendor to provide:This project consists of vendor assessing needs to provide the Charles Mack Citizen Center theater with upgraded video and audio that will work in conjunction with the existing sound/control system with QSC Q-SYS Core and touchscreen. for the Town of Mooresville. The vendor shall provide the Town with the required services meeting all of the requirements in this solicitation.

The Town is requesting pricing for a 90 term of service. The awarded vendor shall provide: Provide a detailed list of equipment to be used for project and installation of equipment.

RFP Response: In order to be considered for selection, Offerors must submit a complete response to the

RFP. All proposals shall be sent electronically through the Town's eProcuremenet Portal. Proposals shall not be hand delivered to Town Hall or other Town locations.

The contract will be awarded to the vendor deemed to have submitted the best overall proposal on the basis of the factors included in the RFP. The Town may cancel the RFP or reject proposals at any time prior to an award and is not required to furnish a statement of the reason why a particular proposal was not deemed to be the most advantageous. The award document will be a contract incorporating by reference all the requirements, items and conditions of this RFP.

As applicable The selected vendor will work with Town of Mooresville staff to create a plan to transition from current vendor service or equipment

The Town of Mooresville invites any qualified firms to submit a proposal. Firms responding to this request must be a responsible bidder, regularly and practically engaged in supplying and maintaining copy and printing equipment and providing the services required in this RFP and possess ample resources to perform the work. The Town encourages participation in this procurement process by minority-owned businesses and businesses owned by disabled persons.

The vendor that is chosen shall provide the Town with the highest quality, most flexible, most efficient and most up to date technology at the lowest cost. The Town reserves the right to contact respondents at its discretion for further clarification or questions concerning the bid proposals. The award of the contract will be based on the company offering the most appropriate services for the lowest aggregate cost.

3.2. Proposal Preparation

A. An authorized representative of the Offeror shall the sign proposal. All information requested should be submitted. Failure to submit all information requested may result in a lowered evaluation of the proposal. Proposals which are substantially incomplete or lacking key information may be rejected. Mandatory requirements are those required by law or regulation or are such that they cannot be waived and are not subject to negotiation.

B. Proposals should be prepared simply and economically, providing a straightforward, concise description of capabilities to satisfy the requirements of the RFP. Emphasis should be placed on completeness and clarity of content.

C. Ownership of all data, materials and documentation originated and prepared for the Owner pursuant to the RFP will belong exclusively to the Owner and be subject to public inspection.

Trade secrets or proprietary information submitted by an Offeror shall be identified with the data or other material is submitted. Offerors must specifically identify the data or materials to be protected and state the reasons why protection is necessary. The Owner reserves the right to ask for additional clarification prior to establishing protection.

4. Scope of Work

4.1. Video package for Charles Mack Citizen Center

The Joe V. Knox Auditorium (JVK), located in the Charles Mack Citizen Center, is an intimate 233 seat theatre style auditorium located in the heart of downtown Mooresville. JVK is a local treasure, full of history, character and charm that evokes the feeling of classic vintage theater! Home to recitals, plays and other intimate performances by world-class artists and ensembles, JVK features a 30ft. x 24ft. stage, ample backstage support and storage space, separate dressing rooms with restrooms, a green room and loading dock for easy access. JVK is fully equipped with in-house theatrical light and sound booth.

Currently, CMCC has an existing sound/control system with QSC Q-SYS Core and touchscreen. The sound portion is configured for 7.1 cinema audio. Video system control and audio shall be added to this system.

Installer must provide a 2 year on site warranty.

Existing projection screen will be retained.

Vendor will supply and install the following items or equivalent for the project.

Projector: Laser, 1920x1200, 10,000 lumens, with minimum 5 year/20,000 hour warranty with three year advanced replacement. Power zoom, focus, lens shift and lens position memory. Appropriate lens for throw distance and image size.

Projection mount: precision adjustment with vibration isolation mount.

Video switching: Three input by two output switcher with video streaming capacity (future).

Audio extraction: HDMI input with automatic format detection. Extract 7.1 audio and furnish to Q-SYS Q-Lan networked audio.

Furnish one Blueray disc player, rack mount.

Projection booth input for auxiliary video sources.

HDMI/HDBaseT wall plate connection, stage left proscenium wall.

Output: HDBase-T with network control to the projector.

In addition, user interface on the touchscreen shall provide at a minimum the following controls and information:

Video system on/off.

Audio routing compatible with existing manual mixer and automixer sound system modes.

Source selection, video blanking, 3 lens position preset recalls.

Format identification.

Audio level meters for each video channel.

Installation of equipment will need to be scheduled around events.

5. Vendor Questionnaire

5.1. Equipment Confirmation *

It is essential that the vendor understand the needs of Town departments will change over the contract period. The successful vendor must reflect a plan for moving and changing equipment to meet these changing needs as they occur, without additional cost for the services provided. The Town must have the ability to add or delete machines from the contract and modify machine requirements as our internal needs change over time. All additions must be new and meet all requirements.

☐ Please confirm

*Response required

5.2. Do you accept all terms and conditions of this RFP?*

☐ Yes

☐ No

*Response required

5.3. Additional equipment confirmation *

If your solution requires any additional servers, computer hardware, and/or software it must be included in your proposal and pricing structure and should be clearly identified as additional equipment required for your solution.

☐ Please confirm

*Response required

5.4. Do you understand that the vendor is solely responsible for maintaining and servicing all equipment The vendor is solely responsible for maintaining and servicing all equipment?* The vendor is solely responsible for maintaining and servicing all equipment The vendor is solely responsible for maintaining and servicing all equipment

☐ Yes

☐ No

*Response required

5.5. Do you accept that the awarded vendor shall be responsible for replacing the present equipment with minimal disruption to Town operations.* ☐ Yes

☐ No

*Response required

5.6. Complete Proposal*

Upload your complete proposal including Technical and Cost considerations.

*Response required

5.7. Additional Information*

Please add any additional information that may be required.

*Response required

5.8. Firm Information *

Please provide:

Name of Firm

Address of Firm:

Tax ID#

Name of Point of Contact

Email of Main Contact

Telephone Number of Main Contact

*Response required

5.9. Provide names of personnel and their responsibilities who will be dedicated to the Town of Mooresville’s account:* Name, Title and Responsibility of each individual

*Response required

6. Procurement Process

6.1. Timeline

The timeline in the Introduction section above is provided for information purposes. Please note that dates are approximate and are subject to change. As applicable addenda may be issued if and when critical dates are changed.

Proposals will be received until exactly 5:00 pm (Verizon time), Friday, February 23, 2024 and not later. Responses shall be submitted via the Town's eProcurement Portal. Bid in Response to

RFP 2023-RFP-032. Proposals are to be submitted via the eProcurement Portal and shall be received by: Purchasing Manager, Town of Mooresville.

Proposals submitted in any other fashion shall not be accepted.

6.2. Interpretations and Clarifications

Questions or clarification of this RFP must be made in writing to the Purchasing Manager via the Town's eProcurement Portal Q&A Feature. Questions must be submitted by 5:00 pm on Thursday, February 15, 2024.

6.3. Submission of RFP

The proposal shall be submitted no later than 5:00 pm (Verizon time), Friday, February 23, 2024, via the

Town's eProcurement Portal.

• Proposals should be clearly marked Theater Cinema Video System Equipment and Installation, 2023-RFP-032

• When received, all proposals and supporting materials, as well as correspondence relating to the

RFP, shall become the property of the Town.

Proposals sent by any other method shall not be accepted.

• As allowed under NCGS 143B.129.8, proposals will not be made available to inspect or copy until the contract has been awarded.

• In submitting a proposal, it is understood by the vendor that the Town of Mooresville reserves the right to reject any and all proposals and to waive any irregularities or informalities in proposals when to do so is in the best interest of the Town of Mooresville.

• Any proposal may be withdrawn or modified by the vendor via the Town's eProcurement Portal, provided such withdrawl occurs before 5:00 pm on Friday, February 23, 2024.

• If a proposal includes any propriety data or information, such data or information must be specifically identified as such on every page on which it is found. Data or information so identified will remain confidential to the extent allowed by North Carolina law pursuant to GS

132-1.2 and will be used by Town of Mooresville personnel solely for the purposes of evaluating proposals and conducting contract negotiations.

• All prices quoted must be firm for a period of 120 days following the proposal deadline.

• The cost of preparing a response to the RFP will not be reimbursed by the Town.

• As applicable, proposals should include all necessary brochures or literature of proposed equipment or service.

• No agreements with any selected vendor shall be binding until a contract is signed and executed by the Town Manager or Mayor and authorized representatives of the vendor.

6.4. Proposal Content

• Proposals should be as thorough and detailed as possible so that the Evaluation

Committee may properly evaluate the Offeror's capabilities to provide the required services. Proposals should contain the following information:

• Offeror’s Proposal and required attachments. Note addenda (if any) must be acknowledged via the Town's eProcurement Portal.

• Cover letter presenting the vendor’s understanding of the project, a summary of the approach to be undertaken to perform the services, as well as a summary of the costs to provide the services. It should be signed by an individual authorized to execute binding legal documents on behalf of the vendor and include the name, address and telephone number of the vendor along with the name, title, address, and telephone of the executive that has the authority to contract and the company point of contact with the Town.

• The vendor shall submit an executive summary, which shall, at a minimum, include an identification of the proposed project team, responsibilities of the project team, and a summary of the proposed services. The summary should also highlight aspects of the proposal which make it superior or unique in addressing the needs of the Town.

• Vendor shall include information concerning experience. Name, address, phone number, email for primary contact, number of professional staff members and list of their specialties of who will be assigned to work on the project, including years of experience in their respective fields. If more than one firm is part of the team, please show experience working with other team members/firms. In addition, please describe why you feel that your services, from a technical and functional perspective, are the best fit for the

Town

• Describe how your organization shall fulfill the Town’s requirements for a program designed to meet the current and future needs.

• Availability: A brief statement as to the availability of the key personnel responsible for the project and where the various aspects of work would be performed.

• Timeframe: Describe what your timeline would be, if your organization was awarded the contract; Statement of anticipated time frame to complete each task as outlined in the

Scope of Work. Provide report of prior experience in delivering services within the prescribed time frame.

• Describe how changes to the contract, including additions and deletions, would be handled administratively and operationally.

7. Selection Process

7.1. Award of Contract

• Upon review of proposals, the Town will select a single vendor to provide the services sought within the content of this RFP. Pursuant to G.S. 143B-129.8, the Town will award a contract to the vendor that submits the best overall proposal, as determined by the

Town. Negotiations may be undertaken with the vendor whose proposal is the best overall and whose understanding, qualifications, experience, technical approach, and financial terms show them to be qualified, responsible and capable of providing the services.

• The contract awarded as a result of this RFP will be selected based on the most advantageous to the Town and that best meets the needs of the Town of Mooresville. The contract will not necessarily be awarded to the respondent with the lowest overall cost proposal or lowest overall cost per copy.

7.2. Selection Criteria

• Proposals will be evaluated and scored by a committee consisting of various departmental personnel on the basis of the following criteria, which will be accorded equal weight:

• Suitability of proposed items for purpose intended.

• Ability of vendor and willingness of vendor to modify equipment and processes as needed based on the Town’s needs.

• Ability of vendor to meet the time schedule of the project. Preference will be given to proposals demonstrating an ability to carry out the tasks and responsibilities outlined in the proposal in a prompt and efficient manner.

• Vendor record or performance and integrity. Preference will be given to respondents demonstrating strong capabilities, experience and reputation in undertakings similar to those described in this RFP.

• Vendor’s service record. Preference will be given to respondents demonstrating the ability to respond to maintenance and service tasks and responsibilities outlined in the proposal in a prompt and efficient manner. Proposals should outline the respondent’s specific responsibilities for installation, operation, maintenance and repair of equipment and systems following installation and should demonstrate the ability of the respondent to provide service on both a routine and an emergency basis.

• Overall response to the proposal.

• The evaluation committee may conduct interviews with the finalists to clarify information provided in the proposals. Vendors will be notified if an interview is needed with them.

• Following the criteria listed in G.S. 143B-129.8 and 143-135.9, the Town will make a final selection based on the evaluation committee’s recommendation and other factors the

Town deems to be in its best interest, which factors shall be recorded.

8. Additional Town Requirements

8.1. Addtional Town Requirements

Please note, the awarded vendor will be required to sign the Town’s standard services contract. A copy of the contract can be viewed at:

https://cms5.revize.com/revize/mooresvillenc/Site%20Documents/Purchasing/StandardVendorContract.p df

8.2. Account Manager and Invoicing

• Vendor must provide a single designated account manager to work with the Town as a point of contact who will have full authority over the contract, equipment and personnel who will be assigned to the Town. This individual should have the following experience:

• Governmental accounts management.

• The vendor must provide one invoice in an Excel spreadsheet or other agreed upon format emailed to the appointed Town contact monthly or quarterly. The invoice terms will be Net

30. The invoice shall, at minimum, include:

• Invoice number

• Bill/Invoice date

• The Town’s Purchase Order Number

• Department name and location

• Yes

The Town will require the awarded vendor to be registered with the NC Secretary of State.

https://www.google.com/url?q=https://cms5.revize.com/revize/mooresvillenc/Site%2520Documents/Purchasing/StandardVendorContract.pdf&sa=D&source=docs&ust=1686628152682999&usg=AOvVaw1ao_ziPrSnrZVzlZSPSR2v https://www.google.com/url?q=https://cms5.revize.com/revize/mooresvillenc/Site%2520Documents/Purchasing/StandardVendorContract.pdf&sa=D&source=docs&ust=1686628152682999&usg=AOvVaw1ao_ziPrSnrZVzlZSPSR2v