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RFP - Council Chamber - AV Systemphone 760.777.7000 email info@la-quinta.org web www.la-quinta.org address 78495 Calle Tampico La Quinta, CA 92253 Gem of the Desert Request for Proposals for Council Chambers Audio / Video System Update April 30, 2015 phone 760.777.7000 email info@la-quinta.org web www.la-quinta.org address 78495 Calle Tampico La Quinta, CA 92253 Gem of the Desert REQUEST FOR PROPOSAL Enclosed, please find a copy of the Request for Proposal (“RFP”) package. The City of La Quinta (“City”) is soliciting proposals for Professional Services to update, replace, and add audio, video, and control components to the City Council Chambers. The system was installed in 1993 when the building was constructed. Over the past 22 years, the equipment has degraded and shown signs of wear and tear. Repair of the system is futile as replacement parts are scarce or non-existent. The enclosed RFP will more clearly define the requested services and the selection procedure for the application. For your convenience, we have briefly outlined the procedure below: ANTICIPATED PROJECT TIMELINE RFP available on the City’s website or via email April 30, 2015 Notification of Interest Strongly Encouraged Open House for prospective vendors May 8, 2015 Deadline for written questions regarding RFP May 11, 2015 City’s response to questions due to Vendors May 13, 2015 Response Due Date (by 5pm PST) May 21, 2015 Interview of considered vendors May 27, 2015 Request for City Council to award June 16, 2015 Project completion (preferred) No later than Sept. 2015 If you have any questions regarding this schedule, or the contents of the RFP package, please contact Tustin Larson, Marketing & Events Supervisor at (760) 777-7085 or tlarson@la-quinta.org. Sincerely, Tustin K. Larson Marketing & Events Supervisor phone 760.777.7000 email info@la-quinta.org web www.la-quinta.org address 78495 Calle Tampico La Quinta, CA 92253 Gem of the Desert CITY COUNCIL CHAMBER AUDIO/VIDEO SYSTEM UPDATE DUE DATE AND TIME: May 21, 2015 at 5:00 p.m. (PST) NO LATE PROPOSALS WILL BE ACCEPTED SUBMISSION REQUIREMENTS Submit proposals electronically, via e-mail, or thumb drive. All documents submitted shall be in PDF format. Proposals must bear electronic signatures. (Scanned signatures are acceptable) Submit proposals to: City of La Quinta or tlarson@la-quinta.org Community Services Department (Subject: RFP – Council Chambers AV) 78495 Calle Tampico La Quinta, CA 92253 SUBMISSION RESTRICTIONS No oral, text, fax, or telephone proposals or modifications will be considered. Proposals received after the due date and time will not be accepted. QUESTIONS or REQUESTS FOR CLARIFICATION Any request for clarification or other questions concerning this RFP or attachments must be submitted via e-mail to tlarson@la-quinta.org no later than May 11, 2015 at 5:00 p.m. All responses will be e-mailed to those on the list by 5:00 p.m. on May 13, 2015. ABOUT THE CITY The City of La Quinta is situated approximately 150 miles northeast of San Diego and 130 miles east of Los Angeles at the foot of the San Jacinto and Santa Rosa Mountains in the Coachella Valley. The history of La Quinta dates back almost a century, when a small village took shape around the historic La Quinta Resort. The City was incorporated in 1982 with approximately 5,000 residents and 18.4 square miles. Today, the City has over 38,000 residents with a land area just over 35 square miles. The City experienced significant growth in the 1990’s and 2000’s. This growth shifted the focus of commercial activity in the City from The Village, the traditional small-scale commercial core, to the major retail outlets on the Highway 111 corridor. SERVICES REQUESTED (SCOPE OF WORK) The professional services detailed in this section are to be performed for the City of La Quinta on a contractual basis to meet the following minimum criteria, or as requested by task order: 1. VIDEO a. Replace overhead projection system with any combination of projector/mirror, or flat-panel monitors. The viewing image size should be no less than 62” X 110”. b. Add interactive display monitor (no less than 70”) on the South wall of the Council Chambers for standing presentations. Monitor will replace the existing voting results wall. Therefore, the voting results would need to be displayed onto the new screen. c. Replace the existing (11) dais lcd monitors with HD monitors. Monitors should display same content as main projection screen. Touchscreens would be preferred so to offer voting and request to speak controls (see CONTROL SYSTEM for more information). phone 760.777.7000 email info@la-quinta.org web www.la-quinta.org address 78495 Calle Tampico La Quinta, CA 92253 Gem of the Desert d. Wireless presentation gateway that allows users to conduct a visual presentation wirelessly from any device, throughout the Council Chambers. e. Integrate the existing mounted document camera into new system. f. Add (3) mounted video cameras with the ability to switch between them wirelessly from a laptop or tablet (preferred). Video signal to be routed into an encoding device for online distribution. (Encoder provided by 3rd party.) g. Provide any combination of additional equipment, cabling, and configuration necessary for the system to function properly. h. Recommend any additional improvements to the video system that are not mentioned in the request for proposal, and within the project budget. 2. AUDIO a. Replacement of audio system to include any combination of amplifiers, preamps, breakout boxes, or additional equipment as necessary to operate the system. b. Replace (15) gooseneck microphones (on dais and lectern) and create an “auto-gate” system to where they no longer have to be turned on/off manually. c. Replace (12) 4” monitor speakers located on the dais. d. Add minimum of (2) sound reinforcement speakers inside the Council Chambers to improve audience listening. e. Disconnect (1) existing sound reinforcement speaker. f. Replace existing wireless microphones with updated versions. Add additional microphones to provide a total of (3) handheld microphones and (1) lapel microphone. g. Provide any combination of additional equipment, cabling, and configuration necessary for the system to function properly. h. Recommend any additional improvements to the audio system that are not mentioned in the request for proposal, and within the project budget. 3. CONTROL SYSTEM a. Review existing voting device and replace as necessary to display voting results on monitors throughout the Council Chambers. b. Remove existing analog voting buttons and replace with a touchscreen system that each Council member could press a digital “button” to cast their vote. Ideally the dais would only have one touchscreen display per person; however separate, smaller touchscreens could be used in addition to the LCD displays for the voting and request to speak options if necessary. c. Add a “request to speak button” for each person on the dais so the Mayor can see who would like to speak, and in which order the requests came in. phone 760.777.7000 email info@la-quinta.org web www.la-quinta.org address 78495 Calle Tampico La Quinta, CA 92253 Gem of the Desert d. Replace existing plastic names plates on dais with smaller monitors that display the person’s name. e. Remove and replace the existing countdown timer with updated system that will show the countdown on a monitor on the dais facing the lectern. f. Provide any combination of additional equipment, cabling, and configuration necessary for the system to function correctly. g. Recommend any additional improvements to the audio system that are not mentioned in the request for proposal, and within the project budget. 4. TRAINING a. Vendor will provide a training session to cover complete operation of the updated system. The training should include specific operation of each of the components and how they will be used in a meeting setting. b. Vendor will provide (1) printed training manual document, (1) digital .pdf training manual document, and (1) binder with operating manuals for all new/updated equipment. 5. WARRANTY a. Vendor will provide a minimum one-year warranty on all equipment and installation. 6. EXISTING EQUIPMENT: To the best of our knowledge, the attached equipment list is full and complete. Brand Name Model # Product Name Denon Professional DN-F450R Solid State Recorder Gentner Digital Hybrid II Telephone System Sony Trinitron Extron ADA 4 300MX HV Panasonic WV-RC36 Remote Control Unit NEC IDC-2000 Scan Converter Altinex High Resolution RGBS Switcher Extron Model 8 Plus AMX Corporation Axcess Control System AMX Corporation PS 4.2 12V DC Power Supply AMX Corporation PS 4.2 12V DC Power Supply AMX Corporation Axcess Relay Controller Furman PL-Plus Power Conditioner and Light Module Lectrosonics, INC. LCA16 Logic Controlled Amplifier QSC CX302 Professional Amplifier Peavey X-Frame 88 Media Matrix Peavey MM8802 Media Matrix Audio Breakout Box Peavey MM8802 Media Matrix Audio Breakout Box Peavey A/A-8P Eight Channel Preamp Peavey A/A-8P Eight Channel Preamp Peavey A/A-8P Eight Channel Preamp Sceptre X5 (11) LCD Monitors phone 760.777.7000 email info@la-quinta.org web www.la-quinta.org address 78495 Calle Tampico La Quinta, CA 92253 Gem of the Desert Unknown Unknown Large projection screen w/ rear mirror AMX AXP-EL+ Touchscreen Control Panels (at dais) Beyer (15) Gooseneck microphones Unknown Unknown Mounted overhead SD video camera for documents Windows Computer Located at dais AKG UHFSR40 Stationary Receiver Marcad Diversity ShureLX Prospective vendors are welcomed to attend an OPEN HOUSE of the City Council Chambers on Friday, May 8, 2015 from 9:30-11:30am & 2:30-4:30pm for an in-person review of the Council Chambers, existing equipment, take measurements, photos, ask questions, etc. This will only be offered during the scheduled time listed above and will not be offered at any other date/time. 7. BUDGET a. The project has a not-to-exceed amount of $200,000. b. Project shall be priced as a lump sum. 8. MANDATORY TIME REQUIREMENTS a. Project work to be coordinated with City staff as to not impact regularly scheduled City Council meetings. The preferred project completion would be no later than September 2015, however this is flexible based on vendor timeline. b. Sub-tasks and future task orders will be required to have a negotiated time requirement for completion. If the contractor cannot meet the agreed response time(s), then the City may terminate the contract for default during the original term of the contract or any subsequent renewal periods. 9. ADDITIONAL SERVICES (TASK ORDERS): Additional task order assignments beyond the scope may be required as the City believes it to be in the best interests of the local government. PROPOSAL FORMAT Vendors are encouraged to keep their proposals brief and relevant to the specific information requested herein. Proposals should be straightforward, concise and provide “layman” explanations of technical terms that are used. Proposals must be presented in a format and order that corresponds to the numbering and lettering contained herein with minimal reference to supporting documentation so that proposals can be accurately compared. All proposals should include the following: 1. A: a. Cover letter signed by an official authorized to bind the firm; b. Printed name, address, phone number, and e-mail address of firm’s contact person; c. Location of firm’s main office; d. Location of the office that would service this project; and e. A validity statement stating that all information and pricing provided in the proposal is valid for at least ninety (90) days; and phone 760.777.7000 email info@la-quinta.org web www.la-quinta.org address 78495 Calle Tampico La Quinta, CA 92253 Gem of the Desert f. A statement that any individual who will perform work for the City of La Quinta is free of any conflict of interest. 2. B: a. Background on the firm and its experience, which shall include: b. Number of years in business; c. Taxpayer identification number; d. Number of years working with government agencies; e. Resumes of the project manager and key personnel who will be responsible for performance of any contract resulting from this RFP; f. Firm ownership and, if incorporated, the state in which the firm is incorporated and the date of incorporation; and g. If the firm is a subsidiary of a parent company, identify the parent company. 3. C: a. References of California government agencies for similar services within the last three (3) years, which shall include: b. Client name, client project manager, telephone number and e-mail address; c. Project description; d. Project start date, and end date; e. Staff assigned to each project by your firm; and f. Discussion of final outcome. 4. Disclosure of any alleged significant prior or ongoing contract failures, any civil or criminal litigation or investigation pending, which involves the Proposer or in which the Proposer has been judged guilty or liable within the last five years. If there is nothing to disclose, Proposer must state as such in writing. 5. Description of Proposer’s warranty/guarantee of work product. 6. Subcontracting any portion(s) of the Scope of Services is not preferable; however, if a Proposer can demonstrate to the City’s satisfaction that it is in the best interest of the project to permit a portion of the service(s) to be subcontracted by Proposer, it may be considered. Provide details on the role of any subcontractor that will be used. 7. A statement that, if selected, Proposer will provide the minimum insurance coverage and indemnification noted in Sections 5.0 and 6.0 of the City’s Professional Services Agreement. 8. NON-COLLUSION AFFIDAVIT executed by an official authorized to bind the firm. (Attachment 3) NOTIFICATION OF INTEREST Although not required, it is suggested to send a Notification of Interest (Attachment 4) to the City’s Project Leader, Tustin K. Larson, via e-mail to tlarson@laquinta.org. SELECTION PROCESS Proposals shall be reviewed and rated based upon overall approach and pricing to the information requested by this RFP. Special consideration may be given to responses that have clearly demonstrated successful, innovative methodologies, while addressing projects similar in nature. Proposers are encouraged to submit examples of recent successes working with similar organizations.Closely ranked firms may be asked to participate in a telephone or in-person interview, furnish evidence of capability and financial and insurance phone 760.777.7000 email info@la-quinta.org web www.la-quinta.org address 78495 Calle Tampico La Quinta, CA 92253 Gem of the Desert resources to adequately provide the service. The interview panel, which will be comprised of City staff, will make a recommendation for City Council consideration on June 16, 2015. The City reserves the right to contact references and clients, perform background checks, and research Proposers’ company profile or other information pertinent to the evaluation process. The City reserves the right to modify or cancel this RFP process at any time with or without cause and without further notice. ADDITIONAL CONDITIONS OF AWARD Award of contract/agreement, if any, will be made in the best interest of the City of La Quinta and will be based upon various factors, including but not limited to the following: Company’s qualifications, experience, references, and price structure. The City reserves the right to waive any irregularities or informalities in any proposal or in the proposal procedure and may accept other than the lowest quotation offered. After award of the contract/agreement or final rejection of all proposals, all responses become public information, subject to disclosure. ANTICIPATED PROJECT TIMELINE RFP available on the City’s website or via email April 30, 2015 Notification of Interest Strongly Encouraged Open House for prospective vendors May 8, 2015 Deadline for written questions regarding RFP May 11, 2015 City’s response to questions due to Vendors May 13, 2015 Response Due Date (by 5pm PST) May 21, 2015 Interview of considered vendors May 27, 2015 Request for City Council to award June 16, 2015 Project completion (preferred) No later than Sept. 2015 The request to receive proposals will close at 5:00 p.m. on May 21, 2015. The proposal packages are to be submitted electronically (PDF format) to: tlarson@la-quinta.org. In the event that your proposal is in excess of 5 Mb and undeliverable, please make appropriate arrangements to deliver electronic copy via thumb drive (no paper copies will be accepted): City of La Quinta Community Services Department Attn: Tustin K. Larson 78-495 Calle Tampico La Quinta, CA 92253 Proposals will be addressed to the attention of Tustin K. Larson, Marketing & Events Supervisor. Please contact (760) 777-7085 or tlarson@la-quinta.org for more information. Last Revised 05/13/14 Last Revised 05-13-14 -2- 1.0 1.1. 1.2. 1.3. Last Revised 05-13-14 -3- 1.4. 1.5. 1.6. 1.7. Last Revised 05-13-14 -4- 2.0 2.1. 2.2. 3.0 3.1. 3.2. 3.3. Last Revised 05-13-14 -5- 3.4. 4.0 4.1. 4.2. Last Revised 05-13-14 -6- 4.3. 4.4. 4.5. 5.0 5.1. Last Revised 05-13-14 -7- Last Revised 05-13-14 -8- 6.0 Last Revised 05-13-14 -9- 6.1.1. 6.1.2. 6.1.3. 6.1.4. 6.2. Last Revised 05-13-14 -10- 7.0 7.1. 7.2. 7.3. Last Revised 05-13-14 -11- 7.4. 7.5. 8.0 8.1. 8.2. 8.3. 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