Upgraded Conferencing System 11TH AND 8TH Floor Conference Rooms

The City of Philadelphia is soliciting competitive bids for an upgraded conferencing system installation in the 11th and 8th floor conference rooms through a micro purchase procurement valued under $43,000. This is a sealed bid solicitation (BID B2626987) with a posting date of April 24, 2026, and a submission deadline of May 6, 2026. Vendors must submit electronic quotes through the PHLContracts.phila.gov platform and are required to complete a mandatory site visit to obtain accurate measurements of the conference room locations before submitting their bids; failure to conduct the site visit or meet stated requirements will result in automatic disqualification. All bidders must quote every item listed in the solicitation to be eligible for award, and once a quote is submitted, the bid amount cannot be adjusted. The procurement will be awarded as a whole or by line item, whichever is in the best interest of the City, to the lowest responsive and responsible bidder. Vendors should submit any questions prior to the bid deadline, and the City reserves the right to request job-specific references and verify vendor qualifications prior to contract award. Delivery and service provision are prohibited until formal notification is received from the Philadelphia Department of Public Health.

There are no specific set-aside designations restricting eligibility to disadvantaged enterprises; however, vendors may voluntarily submit an LGBTQ Applicant Opportunity Data Form to identify their business as LGBTQ-owned or certified through the National LGBT Chamber of Commerce. All vendors must complete a Consent and Authorization Agreement with the City of Philadelphia, either at the time of vendor registration or with their first submitted quote, to access the PHLContracts platform. Vendors are required to maintain workers' compensation insurance with statutory limits, general liability insurance with a minimum of $500,000 per occurrence, and automobile liability insurance with a minimum of $300,000 per occurrence, naming the City as an additional insured. All quoted prices must be net and exclusive of taxes, as the City is tax-exempt. The contract term will commence on the effective date specified in PHLContracts and automatically terminate 365 days thereafter. No incumbent vendors or existing infrastructure requiring integration are identified in the solicitation materials, and all products must be delivered FOB Destination Point at the quoted prices with payment made via electronic deposit upon delivery, approval, and invoicing.