Broadcast equipment installation, maintenance and repair

The Palm Beach County Board of County Commissioners Purchasing Department issued Request for Quotation #950670 for broadcast equipment installation, maintenance, and repair services under a term contract. The procurement seeks qualified vendors to provide comprehensive support for broadcast equipment owned and operated by Palm Beach County facilities, including on-site and off-site installation, scheduled maintenance, and emergency repairs for equipment manufactured by over 50 vendors such as Panasonic, Sony, Harris, and Ross Video. Vendors must meet strict response time requirements: three business days for installation, forty-eight hours for regular maintenance, eight hours for repairs, twenty-four hours for live broadcast support, and two hours for emergency services. All pricing must be submitted on a firm, fixed hourly rate basis with three weighted components: Standard Rate for On-Site Installation (10% weight), Standard Rate for On-Site and Off-Site Maintenance (75% weight), and Standard Rate for On-Site and Off-Site Repairs (15% weight). Successful vendors must maintain Commercial General Liability insurance of $500,000 per occurrence, Business Auto Liability of $500,000 combined single limit, and Workers' Compensation coverage. Pricing must include labor, materials, tools, travel, fuel, insurance, and all incidental expenses with no additional compensation permitted, though the County will supply parts and materials at cost with vendor markup restricted to actual manufacturer or supplier costs. The submission deadline is April 29, 2021, at 4:00 p.m. Eastern Time, with responses acceptable via fax or email.

The initial contract term is twelve months with an anticipated expenditure value of $99,999.99, followed by an option to renew for four additional twelve-month periods at the mutual written agreement of both parties and subject to Board appropriation of funds. Small, Minority, and Women-owned Business Enterprise (S/M/WBE) vendors certified with Palm Beach County may receive preference if their quotes fall within 10% of the lowest responsive, responsible quote, and local preference of 5% may apply to vendors with permanent places of business in Palm Beach County or the Glades. All vendors must be registered in Palm Beach County's Vendor Self Service (VSS) system and comply with criminal history records checks, E-Verify employment eligibility verification, drug-free workplace certification, and all applicable federal, state, and local regulations. No incumbent vendors or current contractors were identified in the RFQ documentation. The procurement does not reference any specific existing infrastructure or technology requiring integration beyond the stated compatibility with equipment manufactured by the listed vendors. This opportunity represents a strategic sourcing initiative to consolidate broadcast equipment support services under a single qualified vendor or group of vendors capable of meeting the County's operational and technical requirements.