REQUEST FOR PROPOSALS (RFP) AUDIO/VIDEO SYSTEM Design, Procurement and Installation Lemont-Bromberek School District 113A

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1 Introduction Lemont- Bromberek School District 113A is soliciting proposals from qualified vendors to provide an Audio/Video solution that includes the System in all three buildings within the district. The Project proposal should include the supply of equipment, installation, integration, testing, training and maintenance/support of the fully functional Audio/Video Systems in all three buildings. RFP Submission RFP s are due by October 3, 2018 at 4:00 pm CDT. Timely delivery is at the risk of the Respondent. Any submittals received after the deadline will be rejected. Oral, telephonic, telegraphic or facsimile transmitted proposals will not be accepted. Proposal documents should be submitted via . By ADDRESSED TO: SUBJECT LINE: DUE: bgermany@sd113a.org Barbara A. Germany, CSBO PROPOSAL FOR Wednesday, OCTOBER 3, 2018, AT 4:00 P.M. CDT Any questions concerning this request for proposal or any requirements should be directed to: Steve Davis, Director of Technology: sdavis@sd113a.org A copy of this request for proposal, including any related addendums, questions and corrections can be found at: Schedule The following is the proposed schedule for the selection of firms to provide audio/visual design, procurement and installation services: September 20, 2018 RFP Released September 27, 2018 at 10:00 a.m. CDT - School District Walk-through (Optional) * October 3, 2018 at 4:00 p.m. CDT Submissions due; Evaluation of proposals October 10, 2018 Selection of firm October 15, 2018 Recommendation for Board Approval November 19, 2018 Deployment of equipment *School District Walk-Through Steve Davis, Director of Technology, will be providing a walk-through on September 27, 2018 beginning promptly at 10:00 a.m. CDT. Please arrive at the Lemont-Bromberek School District 113A Office located at W. 127th Street, Lemont, IL

2 School District Background Lemont - Bromberek School District 113A is an elementary district that educates approximately 2,200 students Pre-K through Eighth grade. School District 113A employs 268 teachers and support staff that help educate its students. The District is a three school campus serving the communities of Lemont and Woodridge, IL. Current State Old Quarry Middle School - There is currently a sound system installed with 2 speakers above the stage, wireless microphones, an amplifier and an equipment rack. River Valley School - There is currently overhead sound (single zone), wireless microphones, an amplifier and an equipment rack. Oakwood School - There is currently no audio/video system in place. General Terms and Conditions A. All costs associated with developing or submitting a proposal in response to this Request, or to provide oral or written clarification of its content shall be borne by the respondent. The School District assumes no responsibility for these costs. This RFP does not commit the School District to pay any costs incurred in preparation or submission of a response or in anticipation of a contract. B. This RFP does not commit the School District to enter into a contract. The School District reserves the right to award one, more than one, or no contract(s) in response to this RFP. The School District reserves the right to waive informalities and irregularities in the submissions of qualifications received. The School District also reserves the right to terminate this RFP, and reissue a subsequent solicitation, and/or remedy technical errors in the RFP process. C. The Contract, if awarded, will be awarded to the Respondent(s) whose submittal(s) is deemed most advantageous to the School District, upon approval of the School District Board of Education. D. The School District reserves the right to contact any Respondent for clarification, interviews, or to negotiate if such is deemed desirable by the School District. General Description of Scope of Services The District is seeking creative proposals for a turnkey Audio/Video System that includes design, procurement and installation. Proposals should include all respective active system components to provide a complete and high-performing system. Existing equipment may be used, if possible and where available, but it is not required. Proposals should specify if existing equipment will be used. Vendors must present a proposal for each of the three schools that make up the complete project represented in the RFP document for the District Audio Video

3 System Project. The District is willing to consider alternatives as well that meet the needs of the project, where available. Below is a list of minimum requirements. Audio/Video System Design, Procurement, Installation and Training Old Quarry Middle School Multipurpose Room (~108 x 60 ) Video System to include (but not limited to): One 184 diagonal electric projection screen (motor controlled up/down) One projector mounted in the ceiling with protective enclosure (above stage) Operator should have the ability to use multiple inputs (HDMI/VGA/3.5 audio) Sound System to include (but not limited to): Two Wireless Microphones High quality audio for theatrical and musical shows Speakers - Zoning Required: When the room is divided, audio should be segmented per side. When the divider is open (one large room), audio should be delivered to the entire space Ability to plug into an External sound source Inputs for devices such as ipads, ipods, laptops, smart phones Mixer Amplifier All equipment to be housed in the rack located behind the stage in the Multipurpose room.

4 Gymnasium (~99 x 90 ) Video System to include (but not limited to): Two 184 diagonal electric projection screens (motor controlled up/down) Two Projectors mounted in the ceiling with protective enclosure Operator should have the ability to use multiple inputs (HDMI/VGA/3.5 audio) Operator should have the ability to project 2 images from 2 different sources or mirror the projected image from one source on both screens Sound System to include (but not limited to): Two Wireless Microphones High quality audio for theatrical and musical shows Speakers - no zoning required Ability to plug into an External sound source Inputs for devices such as ipads, ipods, laptops, smart phones Mixer Amplifier All equipment to be housed in the storage room located off of the Gymnasium. River Valley School Gymnasium (~102 x 192 ) Video System to include (but not limited to): Two 184 diagonal electric projection screens to be installed on the South wall (motor controlled up/down) Two Projectors mounted in the ceiling with protective enclosure Operator should have the ability to use multiple inputs (HDMI/VGA/3.5 audio) Operator should have the ability to project 2 images from 2 different sources or mirror the projected image from one source on both screens Sound System to include (but not limited to): Two Wireless Microphones High quality audio for theatrical and musical shows Speakers - No Zoning Required Ability to plug into an external sound source Inputs for devices such as ipads, ipods, laptops, smart phones Mixer Amplifier All equipment to be housed in the closet (alcove) located in the Multipurpose room behind the Gymnasium.

5 Oakwood School Multipurpose Room (96 x 54 ) Video System to include (but not limited to): One 184 diagonal electric projection screen to be installed on the South wall (motor controlled up/down) One Projectors mounted in the ceiling with protective enclosure (above stage) Operator should have the ability to use multiple inputs (HDMI/VGA/3.5 audio) Sound System to include (but not limited to): Two Wireless Microphones High quality audio for theatrical and musical shows Speakers - No Zoning Required Ability to plug into an External sound source Inputs for devices such as ipads, ipods, laptops, smart phones Mixer Amplifier All equipment to be housed in the storage room to the right of the stage in the Multipurpose room. Quality Installation: Installation is a key component and quality is essential A skyjack is available in District for vendor use during installation and configuration Training should be made available at time of installation, and as needed, post installation Various hardware, connectors, cables, etc for a professional installation Please review attached documents below for floor plans of all three buildings. Training and Warranty The selected vendor is responsible for conducting a training session for School selected employees who interface with the management/maintenance of the Audio/Video systems represented in this RFP. Warranty on all components and installation should be at least 3 years. If there is a cost to get to three years please be specific in the proposal. Also include any optional warranty upgrade costs as alternates.

6 Vendor Responses Statement of Interest Provide a statement of qualifications with the name and address of the respondent, expressing interest and capability to perform the work. Firm Description Firm Name, address, web address, telephone and fax numbers Contact person (provide direct phone number and ) Number of years in business Firm Experience and Capabilities Please provide a brief overview of your firm to illustrate the depth, experience, and service capabilities of your firm. Vendors should have at least five years continuous experience in professional Audio/Video design, procurement and installation. Describe any unique characteristics or additional information that makes your firm particularly well suited to provide services for Lemont - Bromberek School District 113A. References Provide a minimum of three (3) references for Audio/Video System Design, Procurement and Installation services, preferably in educational facilities, in the last five (5) years. Specific Information Required Please ensure that your proposal includes the following information: A detailed description of the overall design including key features and capabilities. A detailed list of list of hardware/equipment (brand and model number) and expected useful life Proposed location (area/room) for each piece of equipment Installation Responsibilities: Define the installation responsibilities of the Vendor and the District as it relates to the design and installation of the proposed system The Vendor must install the system in a non-disruptive manner Explain how much training will be included and how often training will be made available (if needed post installation) The detailed price breakdown must include the following: All supplies must be itemized, including costs and whether included or not in the quote(s). All maintenance options must be itemized including response time options.

7 Quotes: Pricing of all hardware/accessories (required and optional), broken down by location and applicable upgrade Installation, cabling and configuration of all equipment Training for all support staff Any warranties Any service guarantees Any shipping/freight costs Any removal of current equipment The following Certificates: 1. Certificate of Bidder Eligibility, 2. Non-Collusion Affidavit, 3. Illinois Drug-Free Workplace, 4. Sexual Harassment Policy, 5. Certificate of Compliance with Illinois Human Rights Act, 6. Prevailing Wage Act Sample brochure of all products to be supplied.

8 CERTIFICATE OF BIDDER ELIGIBILITY 720 ILCS 5/33E-11 requires that all contractors bidding for public agencies in the State of Illinois certify that they are not barred from bidding on public contracts for rigging or bid rotation. The following certification must be signed and submitted with bidder s bid proposal. FAILURE TO DO SO MAY RESULT IN DISQUALIFICATION OF THE BIDDER., as part of its bid certifies that said contractor is not barred from bidding on the aforementioned contract as a result of a violation of either 720 ILCS 5/33E-3 or 720 ILCS 5/33E-4. Firm Name: By: Authorized Agent of Contractor Title: SUBSCRIBED and SWORN TO before me this day of, 20.

9 BIDDER'S CERTIFICATIONS Illinois Drug-Free Workplace Act DATE: BUSINESS NAME: BUSINESS ADDRESS: TELEPHONE: FACSMILE: ILLINOIS DRUG-FREE WORKPLACE ACT The undersigned contractor hereby certifies (check the one that applies): Having fewer than twenty-five (25) employees, does hereby certify that it is not subject to the requirements of Section 3 of the Illinois Drug-Free Workplace Act. Having twenty-five (25) or more employees, does hereby certify pursuant to Section 3 of the Illinois Drug-Free Workplace Act that the bidder shall provide a drug-free workplace for all employees engaged in the performance of work under the contract by complying with the requirements of the Illinois Drug-Free Workplace Act and further certifies that the bidder is not ineligible for award of this contract by reason of debarment for a violation of the Illinois Drug-Free Workplace Act. BY: ( Signature) (Typed or Printed Name of Signer) (Typed or Printed Title of Signer )

10 ATTEST: (If a corporation) (Typed or Printed Name of Signer) (Typed or Printed Title of Signer) Date

11 LEMONT BROMBEREK CSD 113A TH STREET LEMONT, IL CERTIFICATE OF COMPLIANCE WITH ILLINOIS HUMAN RIGHTS ACT ( Contractor), does hereby certify pursuant to the Illinois Human Rights Act, that (he, she, it) has adopted a written sexual harassment policy that includes at the minimum the following information: (i) the illegality of sexual harassment; (ii) the definition of sexual harassment under Illinois law; (iii) a description of sexual harassment, utilizing examples; (iv) internal complaint process including penalty; (v) the legal recourse, investigative and complaint process available through the Illinois Department of Human Rights and the Illinois Human Rights Commission; (vi) directions on how to contact the Department and Commission; and (vii) protection against retaliation under the Illinois Human Rights Act. By: Its: Date:

12 CERTIFICATE OF NON-DISCRIMINATION The Contractor certifies that it shall not discriminate against any employee or applicant for employment because of race, religion, color, sex, national origin, ancestry, age, marital status, or physical or mental handicap. The Contractor shall take affirmative action to insure that applicants are employed, and that employees are treated during employment without regard to their race, religion, color, sex, national origin, ancestry, age, marital status, or physical or mental handicap. Such action shall include, but not be limited to, the following: employment, upgrading, demotion or transfer; recruitment of recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training including apprenticeship. The Contractor further certifies that it will post in conspicuous places, available to employees and applicants for employment, notices setting forth the policies of nondiscrimination. The Contractor further certifies that it shall, in all solicitations or advertisements for employees placed by it or on its behalf, state that all qualified applicants will receive consideration for employment without regard to race, religion, color, sex or national origin. CONTRACTOR: By: Its Duly Authorized Representative Date:

13 CERTIFICATE REGARDING SEXUAL HARASSMENT POLICY (Contractor), does hereby certify pursuant to Section of the Illinois Human Rights Act (775 ILCS 5/2-105) that [he, she, it] has a written sexual harassment policy that includes, at a minimum, the following information: (i) the illegality of sexual harassment; (ii) the definition of sexual harassment under State law; (iii) a description of sexual harassment, utilizing examples; (iv) an internal complaint process including penalties; (v) the legal recourse, investigative and complaint process available through the Department of Human Rights and Human Rights Commission; (vi) directions on how to contact the Department of Human Rights and Human Rights Commission; and (vii) protection against retaliation. SUBSCRIBED and SWORN to before me this day of, 20. By; Authorized Agent Date: NOTARY PUBLIC

14 CERTIFICATE OF PREVAILING WAGE PAYMENT _, Contractor, hereby certifies that all laborers, workers and mechanics performing work under the contract shall not be paid less than the prevailing wage as found by the Illinois Department of Labor or the Board of Education, and that Contractor and all subcontractors shall in all other respects comply with the Prevailing Wage Act in carrying out work under the contract. If, during the course of work under this contract, the Department of Labor revises the prevailing rate of hourly wages to be paid under this contract, Contractor shall have the sole responsibility and duty to ensure that the revised prevailing rate of hourly wages is paid by Contractor and all subcontractors to each worker to whom a revised rate is applicable. Revisions to the prevailing wage as set forth above shall not result in an increase in the contract sum. Contractor further certifies and agrees to comply with all record-keeping and certified payroll requirements of the Act. Contractor shall protect, defend, indemnify and hold the Owner harmless for any claims or demands made as a result of Contractor's failure to comply with this certification. By: Contractor's Authorized Representative SUBSCRIBED and SWORN TO before me this day of, 20. NOTARY PUBLIC

15 NON-COLLUSION AFFIDAVIT AFFIDAVIT: I (we) hereby certify and affirm that my (our) proposal was prepared independently for this project and that it contains no fees or amounts other than for the legitimate execution of this work as specified and that it includes no understanding or agreements in restrain of trade. Further, no person, firm or corporation has or will receive directly or indirectly any rebate, fee, gift, commission or thing of value on account of this work. (If an Individual) S ignature of Bidder: (Seal) Business Address: (If a Partnership) Firm Name: (Seal) By: Business Address of all Partners of Firm: (If a Corporation) Corporate Name: By: Business Address: (CORPORATE SEAL)

16 Name of Officers: President: Secretary: Treasurer: Attest: Secretary Name of Bidder: SUBSCRIBED and SWORN to before me this day of, 20

17 Floor Plans

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