HomeMy WebLinkAboutPR 18279: GULF COAST AUDIO, NEW SOUND SYSTEM FOR COUNCIL CHAMBER PUBLIC WORKS DEPARTMENT
COUNCIL ACTION MEMO
TO John A. Comeaux, Interim City Manager
FROM Rawetts T. Baaheth, Sr., Assistant City Engineer
SUBJECT P.R. #18279 —Gulf Coast Audio of Beaumont, Texas
DATE May 21, 2014
RECOMMENDATION:
I recommend that the City Council approve Proposed Resolution No. 18279, approving a
contract with Gulf Coast Audio of Beaumont, Texas for the installation of a new sound
system for the City Council Chamber for the not to exceed amount of $57,006.00.
BACKGROUND:
The City of Port Arthur Staff found it necessary to enhance the City Council Chamber
Audio System for improved quality due to constant feedback, electrical shortages,
static, the inability to record DVDs properly, the inability to determine the chronological
order of the council member's request to speak, and the frequent roll call votes. The
new system will record each member's vote alleviating the need for roll call. The
system will also display the chronological order of request to speak. We received three
(3) proposals Wednesday, February 26, 2014, with Gulf Coast Audio being the most
reasonable proposal.
BUDGETARY/FISCAL EFFECT:
Funds are available in account 001-1206-531.59-00 and 001-1013-513.92-00.
EMPLOYEE/STAFF EFFECT:
None
SUMMARY
I recommend that the City Council approve Proposed Resolution No. 18279, approving a
contract with Gulf Coast Audio of Beaumont, Texas for the installation of a new sound
system for the City Council Chamber for the not to exceed amount of$57,006.00.
/
Ra etts T. Baahe-, , Sr.
Assistant City Engineer
RTB/rtb
P.R. 18279
05/21/14 rtb
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE
AN AGREEMENT WITH GULF COAST AUDIO OF BEAUMONT,
TEXAS FOR THE INSTALLATION OF A NEW SOUND SYSTEM FOR
THE COUNCIL CHAMBER FOR THE NOT TO EXCEED AMOUNT OF
$57,006.00; ACCOUNT #001-1203-531.59-00 and #001-1013-
513.92-00.
WHEREAS, it is deemed in the best interest of the City Council members and
the City Staff of the City of Port Arthur, Texas to enhance the Audio System in the City's
Council Chamber for improved quality; and
WHEREAS, Request for Proposals were advertised on January 12, 2014 and
January 19, 2014 for the installation of a new sound system for the Council Chamber;
and,
WHEREAS, three (3) proposals were received on February 26, 2014 and
evaluated by a review committee (see Exhibit "A") with the proposal evaluation from
Gulf Coast Audio of Beaumont, Texas, found to be the most reasonable; and,
WHEREAS, it is in the best interest of the City of Port Arthur to enter into a
agreement with Gulf Coast Audio of Beaumont, Texas, in substantially the same form as
attached hereto as Exhibit"B"; now, therefore,
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT
ARTHUR:
THAT, the facts and opinions in the preamble are true and correct; and,
P.R. 18279
Page 2
THAT, the City Manager is hereby authorized to execute an agreement with Gulf
Coast Audio of Beaumont, Texas (attached as Exhibit"B") for the for the installation of
the new sound system for the Council Chamber for the not to exceed amount of
$57,006.00, funding being available in 001-1206-531.59-00 and 001-1013-513.92-00;
and,
THAT, a copy of the caption of this Resolution be spread upon the Minutes of
the City Council.
READ, ADOPTED AND APPROVED this the day of , A.D. 2014 at a
meeting of the City of Port Arthur, Texas by the following vote:
Ayes: Mayor:
Councilmembers:
Noes:
Mayor
Attest: APPROVED AS TO FORM:
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Sherri Bellard Valecia Tizen'o
City Secretary City Attorney
APPROVED FOR ADMINISTRATION: APPROVED AS TO AVAILABLITY OF
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John A. Comeaux, P.E. Deborah Echols, CPA
Interim City Manager Direct.r of Finance
Shawna Tubbs, CPPO
Purchasing Manager
S:\electrical_sec\ROE\ADA Projects\9th Ave. (Turtle Creek to Jimmy Johnson)\9th Ave.ADA, Ph. 2\Agenda\PR17313
EXHIBIT A
City of Port Arthur
Sound System for Council Chambers
Proposal F valuation Matrix
Weight Gulf Coast Audio Summit Guitar Center
Beaumont,TX Houston,TX Dallas, TX
Ability to Perform Task 1500 1350 1320 1200
Cost 2000 1560 840 1280
Warranty & Training 1000 880 560 540
Quality of Response 500 440 360 310
Total 5000 4230 3080 3330
EXHIBIT B
INSTALLATION SERVICES AGREEMENT
Installation for Council Chambers Sound System
THIS AGREEMENT, made this day of June , 2014, by and between the
City of Port Arthur, a municipal corporation organized under the laws of the State of
Texas, hereinafter called "OWNER" or "CITY", and Gulf Coast Audio hereinafter called
"CONTRACTOR".
WITNESSED: That, for and in consideration of, the payment terms, conditions, and
agreements set forth herein, OWNER and CONTRACTOR agree as follows:
1. The CONTRACTOR will commence the work required by the Contract Documents
upon Receipt of a Notice to Proceed. The work to be performed under this
Contract will be completed within thirty-five (35) days of commencement.
2. The CONTRACTOR will perform the work as delineated in the Request for
Proposal attached hereto.
3. During the term of this Contract, the Contractor will furnish at this own expense
all of the materials, supplies, tools, equipment, labor and other services
necessary to connection therewith, excepting those supplies specifically not
required of Contractor in the Request for Proposal.
4. The CONTRACTOR agrees to perform all the work described in the Request for
Proposal and contract documents and to comply with the terms therein. The
amount of this contract is not to exceed $57,006.00.
• 5. The term "Contract Documents" means and includes the following:
a. Agreement
b. Request for Proposal
c. Addenda
d. Notice to Proceed
6. This Agreement shall be binding upon all parties hereto and their respective
heirs, executors, administrators, successors and assigns.
7. IN WITNESS WHEREOF, the parties hereto have executed, or caused to be
executed by their duly authorized officials, this Agreement in (2 copies) each of
which shall be deemed an original on the date first above written.
Signed on the day of 2014
OWNER:
BY:
John A. Comeaux, P.E.
Interim City Manager
Signed on the day of 2014
CONTRACTOR:
Gulf Coast Audio
BY:
Kelly Tate
Owner
ROBERT SE"BOBBIE"BOB" ILLIAMSON,MAYOR PRO TEM \0\1110/
� FLOYD T.JOHNSON G R
,�w�`�' /� CITY MANAGER
COUNCIL MEMBERS: City of SHERRI BELLARD
RAYMOND SCOTT,JR / ; CITY SECRETARY
ELIZABETH"LIZ"SEGLER �.
MORRIS ALBRIGHT,HI VALECIA R TIZENO
ROBERT TROY ()r 1 r t II II CITY ATTORNEY
WILLIE"BAE"LEWIS,JR.
DERRICK FREEMAN Texas
KERRY"TWIN"THOMAS
February 3,2014
REQUEST FOR PROPOSAL
SOUND SYSTEM FOR COUNCIL CHAMBER
DEADLINE: Sealed proposal submittals must be received and time stamped by 3:00p.m., Central Standard
Time, Wednesday, February 26, 2014. (The clock located in the City Secretary's office will be the official
time.) All proposals received will be read aloud at 3:15p.m. on Wednesday, February 26, 2014 in the City
Council Chambers, City Hall, 5th Floor, Port Arthur, TX. Proposals will be opened in a manner to avoid public
disclosure of contents; however, only the names of proposers will be read aloud.
MARK ENVELOPE:Sound System
DELIVERY ADDRESS: Please submit one(1) original and five(5) exact duplicate copies of your RFP to:
CITY OF PORT ARTHUR CITY OF PORT ARTHUR
CITY SECRETARY or CITY SECRETARY
P.O. BOX 1089 444 4TH STREET,4th Floor
PORT ARTHUR,TEXAS 77641 PORT ARTHUR, TEXAS 77640
POINTS OF CONTACT:
Questions concerning the Request for Proposal should be directed in writing to:
City of Port Arthur, TX
Clifton Williams, CPPB, Senior Purchasing Assistant
P.O. Box 1089
Port Arthur, TX 77641
cwilliams @portarthur.net
Purchasing Division/Finance Department I Purchasing Manager,Shawna Tubbs,CPPO,CPPB
P.O.Box 10891444 4th Street I Port Arthur,Texas 776411 409.983.8160 Fax 409.983.8291
The enclosed REQUEST FOR PROPOSAL (RFP) and accompanying General Instructions are for your
convenience in submitting proposals for the enclosed referenced services for the City of Port Arthur.
Proposals must be signed by a person having authority to bind the firm in a contract. Proposals shall be placed
in a sealed envelope, with the Vendor's name and address in the upper left-hand corner of the envelope.
ALL PROPOSALS MUST BE RECEIVED IN THE CITY SECRETARY'S OFFICE BEFORE OPENING
DATE AND TIME. It is the sole responsibility of the firm to ensure that the sealed RFP submittal arrives at the
above location by specified deadline regardless of delivery method chosen by the firm. Faxed or electronically
transmitted RFP submittals will not be accepted.
Shawna Tubbs, CPPO, CPPB
Purchasing Manager
Page 2 of 16
MANDATORY
PRE-BID CONFERENCE
A Mandatory Pre-Bid Conference between Representatives of the City of Port Arthur, Texas and prospective
bidders for Sound System for Council Chambers will be held on Tuesday, February 11, 2014 at 2:00 p.m.
at the City hall Council Chambers at 444 4th Street,Port Arthur, Texas.
The purpose of the Mandatory Pre-Bid Conference is to make certain that the scope of work is fully understood,
to answer any questions, to clarify the intent of the Contract Documents, and to resolve any problems that may
affect the project construction. No addendum will be issued at this meeting, but subsequent thereto, the
Purchasing Manager, if necessary, will issue an addendum(s)to clarify the intent of the Contract Documents.
Bids received from firms or individuals not listed on the roll of attendees of the Mandatory Pre-Bid Conference
will be rejected and returned unopened to the bidder.
Page 3 of 16
REQUESTS FOR PROPOSALS
SOUND SYSTEM FOR COUNCIL CHAMBER
(To be Completed ONLY IF YOU DO NOT BID.)
FAILURE TO RESPOND TO BID SOLICITATIONS FOR TWO (2) BID PERIODS MAY RESULT IN
REMOVAL FROM THE VENDOR'S LIST. However, if you are removed you will be reinstated upon request.
In the event you desire not to submit a bid,we would appreciate your response regarding the reason(s).
Your assistance in completing and returning this form in an envelope marked with the enclosed bid
would be appreciated.
NO BID is submitted: this time only not this commodity/service only
Yes No
Does your company provide this product or services?
Were the specifications clear?
Were the specifications too restrictive?
Does the City pay its bills on time?
Do you desire to remain on the bid list for this product or service?
Does your present work load permit additional work?
Comments/Other Suggestions:
Company Name:
Person Completing Form: Telephone:
Mailing Address: Email:
City,State,Zip Code: Date:
Page 4 of 16
City of Port Arthur
Request for Proposals
Sound System for Council Chamber
OBJECTIVE
The City of Port Arthur seeks an agreement with a qualified Individual, Firm, or Corporation, to provide
turnkey services to furnish equipment, delivery and installation of a quality integrated audio/video recording
system for the City's Council Chambers. The audio/video recording system is required by the City to record and
broadcast chamber sessions and other meetings and events. The audio/video system shall include, but not be
limited to, hardware, software,programming, engineering, cabling and installation services specified.
BACKGROUND
The City's Council Chambers is designed to accommodate municipal government meetings of the City Council
and serve as a multipurpose auditorium that is aesthetically, acoustically, and visually pleasing. The Chamber
supports a wide range of municipal government functions and activities.
1. The Council Chambers has requirements for:
A. Formal Public Meetings.
B. Public Hearings
C. Budget Work Sessions
D. Community Forums
E. Training Classes
2. Our goal is to achieve high quality, secure recordings, both audio and visual, to use for current, future,
and archival needs.
MAINTAINING EQUIPMENT:
1. Warranty
A. State the warranty on the system.
B. State the Extended Warranty on Equipment.
2. Tech Support
A. Cost to provide Tech Support for Software.
B. State what Tech Support provides.
3. Training
A. City would like to schedule training sessions for the different groups within a year of the installation
completion. Minimum of 3 trainings.
IN-ROOM AUDIO MONITORING:
1. Respondent shall make recommendations for placement and technologies in Council Chambers and
Chamber break room, including but not limited to:
A. The placement of equipment to avoid feedback, RF interference, and provide a comfortable listening
experience throughout locations.
B. Equipment shall be easily understandable when staff is unavailable.
C. Provide examples of acoustical treatments as needed for optimum sound quality.
Page 5 of 16
SOLICITATION SUBMISSION REQUIREMENTS:
1. To achieve a uniform review process and obtain the maximum degree of comparability, the responses
shall be organized in the manner specified below. Responses shall not exceed twenty (20) pages in
length (excluding title pages(s) and index/table of contents, attachments or dividers). Information in
excess of those pages allowed will not be evaluated. One page shall be interpreted as one side of a
double-spaced,printed, 8 1/2"X 11" sheet of paper. It is recommended that responses not be submitted
in ringed binders or metal spirals to conserve cost for both the Respondent and the City.
2. The Respondent shall submit one(1) original signed paper copy and five (5) copies, clearly identified as
a"COPY"of its Response.
A. TAB#1 —Letter of Transmittal (1 page)
1.0 Identify the services for which solicitation has been prepared.
2.0 Briefly state your firms understanding for the services to be performed and make a positive
commitment to provide the services as specified.
3.0 Provide the name(s) of the person(s) authorized to make representations for your firm, their
titles, address,telephone numbers and e-mail address.
4.0 The letter of each solicitation shall be signed in permanent ink by a corporate officer or other
individual who has the authority to bind the firm. The name and title of the individuals(s) signing
the solicitation shall be clearly shown immediately below the signature.
B. TAB#2—Table of Contents(1 page)
1.0 Clearly identify the materials by Tab and Page Number.
C. TAB#3 Previous Performance/Experience
1.0 Provide detailed information on firm and team experience with providing consultant services as
described in the Scope of Work.
2.0 Respondent shall identify the project team and provide statement of qualifications for those
individuals to include education, professional registrations and areas and years of service in the
respective field.
3.0 Provide a representative list of services of a scale and complexity similar to the services being
considered by the City applicable to Municipal and/or Government projects within the last three
(3) years. The list shall include the location, client, services provided by your firm, program
details,methodology used and an owner contact name.
4.0 Attachment A:Reference Sheet
D. TAB#4—Available Resources and Consultant Location
1.0 Provide information on size, resources and business history of the firm.
E. TAB#5—Methodology-
1.0 Respondent shall define the method and approach to be used.
F. TAB#6 Timeline
1.0 Respondent shall provide a detailed schedule of the complete project as per the specifications
contained herein.
Page 6 of 16
G. TAB#7—Project Design and Equipment List—
1.0 Respondent shall provide a recommended System solution for each area of the project. A
detailed equipment list to include brand name and model # shall accompany. The response shall
contain enough information to satisfactorily communicate the concept. Plans, renderings and
pictures may be used.
H. TAB#8—Cost Proposal
1.0 Respondent shall include a cost proposal to provide services as described herein. Cost proposal
shall be value engineered and the break-down shall include a not-to exceed fee schedule for each
aspect of the System.
I. TAB#9—Maintenance&Training
1.0 Respondent shall include a cost proposal to provide maintenance of the system. Respondent
shall state the number of years for the warranty and the services the warranty provides. State the
same for any extended warranty and maintenance agreements.
2.0 Respondent shall state the number of trainings that will be provided. State how many hours and
what the training will provide. State the cost if the City should need any additional training.
TECHNICAL REQUIREMENTS
The Respondent's system shall, at a minimum,address the following technical requirements.
1. The response shall contain an explicit comply/exception assessment of whether your system meets each
requirement and, whenever necessary, description of compliance to each point. Shall the system or any
part of the system fail to meet any of the following requirements, explain the reasoning that substantiates
the variation from these requirements that is not critical.
2. The system shall meet or exceed all federal, state and local regulations.
3. The system shall be installed in a central location designated by the City and accessible for viewing,
recording and backup by the City's City Secretary's Office.
4. Please note that all answers shall reflect current capabilities. Any future capabilities shall be stated as
such and outlined with a development schedule.
SYSTEM REQUIREMENTS:
1. CITY COUNCIL SEATING AREA
A. Gooseneck microphones with on/off control functionality at each seat.
B. Microphones shall have RF blocking to effectively block out cell phone and other interference.
C. Visual cue to alert speaker of microphone on/off position.
D. Controllable from Sound Room.
E. Chair seat shall have"mute all"override functionality for all areas including podium.
F. Recessed display monitors at all seat locations for viewing items from document camera or
presentation computer.
2. PODIUM
A. Gooseneck wireless microphone with on/off functionality.
1.0 Microphone shall have RF blocking to effectively block out cell phone and other interference.
2.0 Visual cue to alert speaker of microphone on/off position.
3.0 Controllable from Sound Room.
B. Countdown timer, controllable by City Secretary.
Page 7 of 16
C. Document camera with remote control next to podium.
D. Flexible, easy to operate remote control for use by the presenter to switch between the document
camera and a presentation computer,controllable by the presenter and the Sound Room.
E. Monitor for viewing items from document camera and presentation computer.
F. All conduit and wiring shall be housed within podium, which has a 360 degrees rotation, to allow
presentation to City Council as well as presentations towards seating area when used as a training
location.
3. OTHER MICOPHONES
A. Wireless audio system containing one (1)Wireless handheld microphone, two (2) Lapel
Microphones, and six(6)Wireless Desktop 15" Gooseneck Microphones.
B. All microphones shall be controllable from the Sound Room.
4. SPEAKERS
A. Provide Ceiling Speakers in Council Chambers
B. Provide Ceiling Speakers in the 5th Floor hallway.
C. Provide Ceiling Speakers in the 5th Floor Conference Room.
D. Provide Ceiling Speakers in the 5th Floor Lobby.
E. Provide surface mount outdoor rated speakers on the 5th Floor Balcony
F. Do not place ceiling speakers above the Council.
G. The Sound Room will have the ability to adjust the volume of each speaker independently.
5. WALL MONITOR
A. 42"LED 1080P HDTV monitor mounted on the wall of the City Council Chambers.
Page 8 of 16
EVALUATION AND SELECTION PROCESS
All proposals will be screened by an evaluation committee and those proposers selected for a short list may be
invited to attend an interview, at the proposers own expense. Any invitation for an oral presentation will be
solely for the purpose of clarifying proposals received from each qualifying proposer, and will not represent any
decision on the part of the evaluation committee as to the selection of a successful proposer.
The City will evaluate all responses based on the experience, qualifications,project approach,price, and quality
of response. The City reserves the right to negotiate the final fee prior to recommending any Vendor for a
contract.
The City's process is as follows:
1. The evaluation committee shall screen and rate all of the responses that are submitted. Evaluation
ratings will be on a 100 point scale and shall be based on the following criteria:
a. Ability to perform task(30 points)
b. Cost(40 points)
c. Warranty&Training(20 points)
d. Quality of Response(10 points)
2. City staff shall recommend the most qualified Vendor to the City Council and request authority to
enter into contract negotiations.
3. When services and fees are agreed upon, the selected Vendor shall be offered a contract subject to
City Council approval.
4. Should negotiations be unsuccessful, the City shall enter into negotiations with the next, highest
ranked Vendor. The process shall continue until an agreement is reached with a qualified Vendor.
5. This RFP does not commit the City to pay for any direct and/or indirect costs incurred in the
preparation and presentation of a response. All finalist(s) shall pay their own costs incurred in
preparing for,traveling to and attending interviews.
The City reserves the right to use all pertinent information (also learned from sources other than disclosed in the
RFP process) that might affect the City's judgment as to the appropriateness of an award to the best evaluated
proposer. This information may be appended to the proposal evaluation process results.
Page 9of16
LETTER OF INTEREST
RFP—SOUND SYSTEM FOR COUNCIL CHAMBER
DEADLINE: FEBRUARY 26,2014
The undersigned firm submits the following information (this RFP submittal) in response to the Request for
Proposals (as amended by any Addenda), issued by the City of Port Arthur, TX (City) to supply Sound System
for Council Chamber. Enclosed, and by this reference incorporated herein and made a part of this RFP, are the
following:
• Completed RFP Letter of Interest Form
• Completed Affidavit
• Completed Conflict of Interest Form
Firm understands that the City is not bound to select any firm for the final pre-qualified list and may reject any
responses submitted.
Firm also understands that all costs and expenses incurred by it in preparing this RFP and participating in this
process will be borne solely by the firm, and that the required materials to be submitted will become the
property of the City and will not be returned.
Firm agrees that the City will not be responsible for any errors, omissions, inaccuracies, or incomplete
statements in this RFP. Firm accepts all terms of the RFP submittal process by signing this letter of interest and
making the RFP submittal.
This RFP shall be governed by and construed in all respects according to the laws of the State of Texas.
Firm Name Date
Authorized Signature Title
Name(please print) Telephone
Email
Page 10 of 16
AFFIDAVIT
All pages in Offeror's Responses containing statements, letters, etc., shall be signed by a duly authorized officer
of the company whose signature is binding.
The undersigned offers and agrees to one of the following:
I hereby certify that I do not have outstanding debts with the City of Port Arthur. I further agree to pay
succeeding debts as they become due.
I hereby certify that I do have outstanding debts with the City of Port Arthur and agree to pay said
debts prior to execution of this agreement. I further agree to pay succeeding debts as they become due.
I hereby certify that I do have outstanding debts with the City of Port Arthur and agree to enter into an
agreement for the payment of said debts. I further agree to pay succeeding debts as they become due.
Firm Name Date
Authorized Signature Title
Name(please print) Telephone
Email
STATE:
COUNTY:
SUBSCRIBED AND SWORN to before me by the above named
on this the day of ,20
Notary Public
RETURN THIS AFFIDAVIT AS PART OF THE BID PROPOSAL
Page 11 of 16
CONFLICT OF INTEREST QUESTIONNAIRE FORM CIQ
For Vendor or other person doing business with local governmental entity
This questionnaire reflects changes made to the law by H.B. 1491,80`h Leg.,Regular Session.
This questionnaire is being filed in accordance with Chapter 176,Local Government Code by a person who has a business relationship
as defined by Section 176.001 (1-a)with a local governmental entity and the person meets requirements under Section 176.006(a).
By law this questionnaire must be filed with the records administrator of the local governmental entity not later than the 7th business
day after the date the person becomes aware of facts that require the statement to be filed.See Section 176.006,Local Government
Code.
A person commits an offense if the person knowingly violates Section 176.006,Local Government Code.An offense under this
section is a Class C misdemeanor.
1.Name of person who has a business relationship with local governmental entity.
2. Check this box if you are filing an update to a previously filed questionnaire.
(The law requires that you file an updated completed questionnaire with the appropriate filing authority nOt later than
7th business day after the date the originally filed questionnaire becomes incomplete or inaccurate.)
3.Name of a local government officer with whom filer has employment or business relationship.
Name of Officer
This section(item 3 including subparts A,B,C,&D)must be completed for each officer with whom the filer has an employment
or other business relationship as defined by Section 176.001 (1-a),Local Government Code.Attach additional pages to this Form
CIQ as necessary.
A. Is the local government officer named in this section receiving or likely to receive taxable income,other than investment
income,from the filer of the questionnaire?
Yes No
B. Is the filer of the questionnaire receiving or likely to receive taxable income,other than investment income,from or at the
direction of the local government officer named in this section AND the taxable income is not received from the local
governmental entity?
Yes No
C. Is the filer of this questionnaire employed by a corporation or other business entity with respect to which the local government
Officer serves as an officer or director,or holds an ownership of 10 percent or more?
Yes No
D. Describe each employment or business relationship with the local government officer named in this section.
4.
Signature of person doing business with the governmental entity Date
Page 12 of 16
GENERAL INFORMATION:
Proposers are cautioned to read the information contained in this RFP carefully and to submit a
complete response to all requirements and questions as directed.
TERMINOLOGY: "Bid" vs. "Proposal"--For the purpose of this RFP,the terms "Bid" and `Proposal" shall be
equivalent.
AWARD: The City of Port Arthur will review all proposals for responsiveness and compliance with these
specifications. The City reserves the right to award on the basis of the Lowest and Best Offer in accordance
with the laws of Texas,to waive any formality or irregularity, and/or to reject any or all proposals.
ALTERING BIDS: Bids cannot be altered or amended after submission deadline. Any interlineations,
alteration, or erasure made before opening time must be initialed by the signer of the bid, guaranteeing
authenticity.
WITHDRAWAL OF PROPOSAL: The proposer may withdraw its proposal by submitting written request,
over the signature of an authorized individual, to the Purchasing Division any time prior to the submission
deadline. The proposer may thereafter submit a new proposal prior to the deadline. Modification or withdrawal
of the proposal in any manner, oral or written,will not be considered if submitted after the deadline.
CONFLICT OF INTEREST: No public official shall have interest in this contract, in accordance with
Vernon's Texas Code Annotated, Local Government Code Title 5, Subtitle C, Chapter 171.
ETHICS: The bidder shall not offer or accept gifts or anything of value nor enter into any business
arrangement with any employee, official or agent of the City of Port Arthur.
MINIMUM STANDARDS FOR RESPONSIBLE PROSPECTIVE BIDDERS: A prospective bidder must
affirmatively demonstrate bidder's responsibility. A prospective bidder must meet the following requirements:
1. Be able to comply with the required or proposed delivery schedule.
2. Have a satisfactory record of performance.
3. Have a satisfactory record of integrity and ethics.
4. Be otherwise qualified and eligible to receive an award.
5. Be engaged in a full time business and can assume liabilities for any performance or warranty service
required.
6. The City Council shall not award a contract to a company that is in arrears in its
obligations to the City.
7. No payments shall be made to any person of public monies under any contract by
the City with such person until such person has paid all obligations and debts
owed to the City, or has made satisfactory arrangements to pay the same.
ADDENDA: Any interpretations, corrections or changes to the RFP will be made by addenda no later than 48
hours prior to the date and time fixed for submission of proposals. Sole issuing authority of addenda shall be
vested in the City of Port Arthur Purchasing Manager. The City assumes no responsibility for the proposer's
failure to obtain and/or properly submit any addendum. Failure to acknowledge and submit any addendum may
be cause for the proposal to be rejected. It is the vendor's responsibility to check for any addendums that might
have been issued before bid closing date and time. All addenda will be numbered consecutively, beginning
with 1.
Page 13 of 16
PORT ARTHUR PRINCIPAL PLACE OF BUSINESS: Any bona fide business that claims the City of Port
Arthur as its principal place of business must have an official business address (office location and office
personnel) in Port Arthur, the principal storage place or facility for the equipment shall be in Port Arthur and/or
the place of domicile for the principal business owners) shall be in Port Arthur or such other definition or
interpretation as is provided by state law. Contractors outside the City of Port Arthur are allowed to bid.
PRICES: The bidder should show in the proposal both the unit price and total amount,where required, of each
item listed. In the event of error or discrepancy in the mathematics,the unit price shall prevail.
PURCHASE ORDER: A purchase order(s) shall be generated by the City of Port Arthur to the successful
bidder. The purchase order number must appear on all itemized invoices.
INVOICES: All invoices shall be mailed directly to the City of Port Arthur, Attn.: Public Works, P.O. Box
1089,Port Arthur, Texas 77641.
PAYMENT: Payment will be made upon receipt of the original invoice and the acceptance of the goods or
services by the City of Port Arthur, in accordance with the State of Texas Prompt Payment Act, Article 601 f
V.T.C.S. The City's standard payment terms are net 30, i.e. payment is due 30 days from the date of the
invoice.
SALES TAX: The City of Port Arthur is exempt by law from payment of Texas Sales Tax and Federal Excise
Tax;therefore the proposal shall not include Sales Tax.
VENUE: This agreement will be governed and construed according to the laws of the State of Texas. This
agreement is performable in Port Arthur, Texas, Jefferson County. The City of Port Arthur may request and
rely on advice, decisions, and opinions of the Attorney General of Texas and the City Attorney concerning any
portion of these requirements.
COMPLIANCE WITH LAWS: The Contractor shall comply with all applicable laws, ordinances, rules,
orders, regulations and codes of the federal, state and local governments relating to performance of work herein.
INTEREST OF MEMBERS OF CITY: No member of the governing body of the City, and no other officer,
employee or agent of the City who exercises any functions or responsibilities in connection with the planning
and carrying out of the program, shall have any personal financial interest, direct or indirect, in this Contract;
and,the Contractor shall take appropriate steps to assure compliance.
DELINQUENT PAYMENTS DUE CITY: The City of Port Arthur Code of Ordinances prohibits the City
from granting any license,privilege or paying money to any-one owing delinquent taxes, paving assessments or
any money to the City until such debts are paid or until satisfactory arrangements for payment has been made.
Bidders must complete and sign the AFFIDAVIT included as part of this RFP.
QUANTITIES: Quantities shown are estimated, based on projected use. It is specifically understood and
agreed that these quantities are approximate and any additional quantities will be paid for at the quoted price. It
is further understood that the contractor shall not have any claim against the City of Port Arthur for quantities
less than the estimated amount.
SHIPPING INFORMATION: All bids are to be F.O.B., City of Port Arthur,Port Arthur, TX 77640
INCORPORATION OF PROVISIONS REQUIRED BY LAW: Each provision and clause required by law
to be inserted into the Contract shall be deemed to be enacted herein and the Contract shall be read and enforced
Page 14 of 16
as though each were included herein. If, through mistake or otherwise, any such provision is not inserted or is
not correctly inserted the Contract shall be amended to make such insertion on application by either party.
CONTRACTOR'S OBLIGATIONS: The Contractor shall and will, in good workmanlike manner,perform all
work and furnish all supplies and materials, machinery, equipment, facilities and means, except as herein
otherwise expressly specified, necessary or proper to perform and complete all the work required by this
Contract, in accordance with the provisions of this Contract and said specifications.
The apparent silence of these specifications as to any detail or to the apparent omission from it of a detailed
description concerning any point shall be regarded as meaning that only the best commercial practices are to
prevail.
While the purpose of the specifications is to indicate minimum requirements in the way of capability,
performance, construction, and other details, its use is not intended to deprive the City of Port Arthur the option
of selecting goods which may be considered more suitable for the purpose involved.
Under the Title VI of the Civil Rights Act of 1964, no person shall, on the grounds of race, color, or national
origin, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any
program or activity receiving Federal financial assistance.
TERMINATION FOR CAUSE: If, through any cause, the Contractor shall fail to fulfill in a timely and
proper manner his obligations under this contract, or if the Contractor shall violate any of the covenants,
agreements or stipulations of this contract, the City shall thereupon have the right to terminate this contract by
giving written notice to the Contractor of such termination and specifying the effective date thereof, at least
fifteen (15) days before the effective date of such termination. Notwithstanding the above,the Contractor shall
not be relieved of liability to the City for damages sustained by the City by virtue of any breach of the contract
by the Contractor, and the City may withhold any payments to the Contractor for the purpose of set-off until
such time as the exact amount of damages due the City from the Contractor is determined.
TERMINATION FOR CONVENIENCE: The City may terminate this contract at any time giving at least
thirty(30) days notice in writing to the Contractor. If the Contract is terminated by the City as provided herein,
the Contractor will be paid for the service that it has performed up to the termination date. If this contract is
terminated due to fault of the Contractor,the previous paragraph hereof relative to termination shall apply.
RELEASES AND RECEIPTS: The City of Port Arthur before making payments may require the Contractor
to furnish releases or receipts for any or all persons performing work and supplying material or service to the
Contractor, or any sub-contractors for work under this contract, if this is deemed necessary to protect its
interests.
CARE OF WORK: The Contractor shall be responsible for all damages to person or property that occurs as a
result of his fault or negligence in connection with the work performed until completion and final acceptance by
the City.
SUB-CONTRACTS: The Contractor shall not execute an agreement with any sub-contractor or permit any
sub-contractor to perform any work included in this Contract until he has received from the City of Port Arthur
written approval of such agreement.
INSURANCE: All insurance must be written by an insurer licensed to conduct business in the State of Texas,
unless otherwise permitted by Owner. The Contract shall, at his own expense, purchase, maintain and keep in
force insurance that will protect against injury and/or damages which may arise out of or result from operations
Page 15 of 16
under this contract, whether the operations be by himself or by any subcontractor or by anyone directly or
indirectly employed by any of them, or by anyone for whose acts any of them may be liable, of the following
types and limits
1. Standard Worker's Compensation Insurance:
2. Commercial General Liability occurrence type insurance City of Port Arthur, its officers, agents,
and employees must be named as an additional insured):
a. Bodily injury$500,000 single limit per occurrence or$500,000 each
person/$500,000 per occurrence for contracts of$100,000 or less; or
Bodily injury$1,000,000 single limit per occurrence or$500,000 each
person 1$1,000,000 per occurrence for contracts in excess of$100,000; and,
b. Property Damage $100,000 per occurrence regardless of contract amount; and,
c. Minimum aggregate policy year limit of$1,000,000 for contracts of
$100,000 or less; or,Minimum aggregate policy year limit of$2,000,000
for contracts in excess of$100,000.
3. Commercial Automobile Liability Insurance (Including owned, non-owned and hired vehicles
coverage's).
a. Minimum combined single limit of$500,000 per occurrence, for bodily
injury and property damage.
b. If individual limits are provided, minimum limits are $300,000 per person, $500,000 per
occurrence for bodily injury and $100,000 per occurrence for property damage.
Contractor shall cause Contractor's insurance company or insurance agent to fill in all information required
(including names of insurance agency, contractor and insurance companies, and policy numbers, effective dates
and expiration dates) and to date and sign and do all other things necessary to complete and make into valid
certificates of insurance and pertaining to the above listed items, and before commencing any of the work and
within the time otherwise specified, Contractor shall file completed certificates of insurance with the Owner.
None of the provisions in said certificate of insurance should be altered or modified in any respect except as
herein expressly authorized. Said CERTIFICATE OF INSURANCE Form should contain a provision that
coverage afforded under the policies will not be altered, modified or canceled unless at least fifteen (15) days
prior written notice has been given to the City of Port Arthur. Contractor shall also file with the City of Port
Arthur valid CERTIFICATE OF INSURANCE on like form from or for all Subcontractors and showing the
Subcontractor(s) as the Insured. Said completed CERTIFICATE OF INSURANCE Form (s) shall in any event
be filed with the City of Port Arthur not more than ten(10) days after execution of this Contract.
NOTICE TO PROCEED: Notice to Proceed shall be issued within ten (10) days of the execution of the
Contract by OWNER. Should there be any reasons why Notice to Proceed cannot be issued within such period,
the time may be extended by mutual agreement between OWNER and CONTRACTOR.
LIQUIDATED DAMAGES: Liquidated damages will be $150.00 per day.
Page 16 of 16
CITY OF PORT ARTHUR, TEXAS
ADVERTISEMENT FOR BIDS
NOTICE IS HEREBY GIVEN THAT sealed Bids, addressed to the City of Port Arthur,will
be received at the Office of the City Secretary, City Hall 444-4th Street or P. O. Box 1089,
Port Arthur, Texas 77641 no later than 3:00 P. M., Wednesday, February 5,2014 and all bids
received will thereafter be opened and read aloud at 3:15 P.M., on Wednesday, February 5,
2014 in the City Council Chambers, 5th Floor, City Hall, Port Arthur, Texas for certain services
briefly described as:
Sound System for Council Chamber
Bids received after closing time will be returned unopened.
Copies of the Specifications and other Contract Documents are on file in the Purchasing Office,
444-4th Street, City of Port Arthur, and are open for public inspection without charge. They can
also be retrieved from the City's website at www.portarthur.net or www.publicpurchase.com.
MANDATORY PRE-BID MEETING IS SCHEDULED FOR THURSDAY, JANUARY 23,
2014 AT 10:00 A.M. AT THE CITY HALL 5TH FLOOR COUNCIL CHAMBERS, 444
4TH STREET, PORT ARTHUR, TEXAS
The City of Port Arthur reserves the right to reject any and all bids and to waive
informalities.
Per Article VI Sec. 2-262(C) of the City's Code of Ordinance, the City Council shall not award a
contract to a company that is in arrears in its obligations to the City.
Shawna Tubbs, CPPO, CPPB
Purchasing Manager
FIRST PUBLICATION: January 12, 2014
SECOND PUBLICATION: January 19,2014
Gulf Coast Audio
1265 I-10 South
�
F� Beaumont,TX 77701
GULF COAST AUDIO (409)838-5522
www.qulfcoastaudio_com_
Customer: City of Port Arthur Service Location: City Hall Date: 2/25/14
Salesperson Requisitioner Quote Ref 4 Terms
Kelly Tate Cliff Williams 22014
Brand Part# Description Qty Total
SHURE DIS 6000 SERIES CONFERENCING SYSTEM $ -
Shure CU6105 Digital Central Control Unit Required for Voting Log 1 $ 2,630.00 $ 2,630.00
Shure DC6990P Conferencing unit with Speaker and LCD Display(Mayor) 1 $ 1,266.00 $ 1,266.00
Shure DM6680P Conferencing unit with Speaker (Voting Delegates) 8 $ 762.00 $ 6,096.00
Shure DM6120P Conferencing unit with Speaker(Non-Voting Delegates) 3 $ 530.00 $ 1,590.00
Shure _GM6523 40cm 15"Gooseneck Mic 9 $ 190.00 $ 1,710.00
Shure GM6524 50cm 19"Gooseneck Mic 3 $ 190.00 $ 570.00
Shure SW6000 SW Basic Software Package with CUI interface to 6105 1 SW6005 CAA license YES 1 $ 1,674.00 $ 1,674.00
Shure SW6008 CUA Conference User Application(setup functionality of the system) YES 2 $ 280.00 $ 560.00
Shure SW6010 Mic Control(Manual Control from PC) YES 2 $ 926.00 $ 1,852.00
Shure SW6020 Table for creating delegates names and information YES 1 $ 1,700.00 $ 1,700.00
Shure SW6012 Agenda handling(Enables set-up and displays agendas) YES 1 $ 740.00 $ 740.00
Shure SW6060 Voting Control YES 1 $ 2,875.00 $ 2,875.00
Shure FL60004A CU6105 Voting License YES 1 $ 360.00 $ 360.00
Shure SW6112 50 AAC Advanced Agenda Control(Allows Admin to create agendas upto 6 levels) YES 1 $ 1,525.00 $ 1,525.00
(Add comments to and search voting results) $ -
Shure SW6125 50 Advanced Speed Time Module 1 $ 1,525.00 $ 1,525.00
(Allows admin to assign different(or all)speech times to delegates) $ -
Shure SW6090 CDA Conference Display App(To display Speech Times&Voting on LCD Screens) 1 $ 1,428.00 $ 1,428.00
Shure EC60001-2C 20m Shielded Cat6 Cable 2 $ 76.00 $ 152.00
Shure EC60001-0;2m Shielded Cat6 Cable 10 $ 20.00 $ 200.00
8 Port Gigabit Switch 1 $ 200.00 $ 200.00
Misc connectors and cabling 1 $ 300.00 $ 300.00
Installation Install a 12 desk conferencing mic system and software on 2 PC's with PA IT suppo' 1 $ 2,500.00 $ 2,500.00
System training included with 3 sessions 2hrs.each($150 per additional session) $ -
DIS 6000 SYSTEM $ 31,453.00
$
SHURE SLX WIRELESS SYSTEM $ -
Shure SLX4L Wireless Reciever for MX890 Transmitter 7 $ 324.00 $ 2,268.00
Shure MX890 Wireless Desktop Base Transmitter 7 $ 375.00 $ 2,625.00
Shure MX415LP/C 15"Gooseneck Mic 7 $ 200.00 $ 1,400.00
Shure SLX14/150/Wireless Lapel Mic System(includes transmitter, reciever,and mic) 2 $ 688.00 $ 1,376.00
Shure SLX24/SM8i Wireless Handheld Mic 1 $ 560.00 $ 560.00
Misc connectors and cabling $ 100.00
TOTAL SLX WIRELESS SYSTEM $ 8,329.00
$
SPEAKERS/AMPS/RACK EQUIPMENT $ -
Atlas GD87/81-R/8"Ceiling Speaker Assy.(16)Aud(2)Hall(2)Comm Rm(2) Hert Rm(2)Lobby 24 $ 60.00 $ 1,440.00
Atlas SM52T-WH Outdoor Speaker Outdoors Area • 2 $ 150.00 $ 300.00
QSC CMX300V 600 watt 70 volt Amp 1 $ 400.00 $ 400.00
Furman PS-8RII Power ON/OFF Sequencer/Conditioner 1 $ 300.00 $ 300.00
Furman D10-PFP Rackmount Power Distro x10 2 $ 50.00 $ 100.00
18-2 Speaker Wire 1800 $ 0.80 $ 1,440.00
Atlas 135-18 35 Space Floor Rack 1 $ 680.00 $ 680.00
Misc Rack Panel Hardware 1 $ 150.00 $ 150.00
Atlas AT35RM Volume Control Per Speaker Zone 5 $ 18.00 $ 90.00
Atlas ATPLATE-05 Rack Panel for Volume Controls 1 $ 29.00 $ 29.00
Misc Mounting hardware and connectors for speakers 1 $ 150.00 $ 150.00
Installation Install 24 ceiling speakers and 2 outdoor speakers $ 2,500.00
Install and connect all equipment,rack,and all listed components $ -
GULF COAST AUDIO Page 1 of 3
Existing equipment being reinstalled with new equipment listed below $ -
--_Ashley 24.24m, Rack Speaker/Audio monitor,Tascam DVD Recorder,&Muzak Amp _- $ -
$
TOTAL SPEAKERS/AMPS/RACK EQUIPMENT -- $ 7,579.00
A/V EQUIPMENT _- $ -
Lumens DC125 Document Camera 1 $ 398.00 $ 398.00
Lumens DC-All Wireless Transmitter Base for DC125 1 $ 320.00 $ 320.00
Sharp LC-42LB15s 42"LED 1080P 120Hz HDTV(2)Council(2)Audiance(1)Sound Operator 5 $ 450.00 $ 2,250.00
Wall Mounting Hardware for TV in Sound Room 1 $ 200.00 $ 200.00
Chief LCB1U Back to Back ceiling drop mount 1 for 2 TV's 2 $ 600.00 $ 1,200.00
Dalite CM-USC Unistrut to 1.5"threaded Pipe Adapter 2 $ 30.00 $ 60.00
Dalite CMP2436 2-3' 1.5"adjustable Pipe 2 $ 100.00 $ 100.00
Structural Mounting Hardware for TV's 1 $ 400.00 $ 400.00
Misc connectors and cabling 1 $ 200.00 $ 200.00
Kramer VP-728 9 Input Proscale Scaler/Switcher with HDMI and VGA Output 1 $ 1,429.00 $ 1,429.00
Startech St124HDMI 1x4 HDMI Splitter 1 $ 160.00 $ 160.00
Startech HDMIMM80 80' HDMI Active Cable 2 $ 230.00 $ 460.00
Startech HDMIMM50 50' HDMI Cable 2 $ 100.00 $ 100.00
Startech HDMIMM10 10' HDMI Cable 1 $ 20.00 $ 20.00
Misc connectors and cabling 1 $ 200.00 $ 200.00
Installation Mount 4 TV's on back to back ceiling mounts 2 facing audiance and 2 facing council $ 1,200.00
--Mount(1)TV in sound Room.Connnect all cabling to VP 728, 1x4 splitter and TV's ■- $ -
Wireless Document camera will connect via USB to PC $
TOTAL AV EQUIPMENT _- $ 8,299.00
- $
ADA REQUIRED HEARING ASSISTANCE SYSTEM $ -
Listen LP-3CU-07.ADA Hearing Assistance System Includes: 1 $ 700.00 $ 700.00
(1)Transmitter(4) Recievers(4)Ear Buds(1 Display Sign) $ -
Listen LA-326 Rackmount Kit 1 $ 60.00 $ 60.00
Listen LR200-072 Standard RF Reciver(72Mhz) 4 $ 70.00 $ 280.00
Listen LA-164 Ear Speaker 4 $ 14.00 $ 56.00
Listen LA-166 NeckLoop(Required for hearing aids) 2 $ 50.00 $ 100.00
Installation Install ADA Hearing Assistance System $ 150.00
TOTAL ADA HEARING ASSISTANCE SYSTEM _- $ 1,346.00
$
$
$
■- $ -
TOTAL W/O OPTIONAL UP-GRADES $ 57,006.00
$
$ -
$
$ -
$
$
_- $
■- $
$
$
$
$
$
GULF COAST AUDIO Page 2 of 3
$ -
$ -
$ -
$ -
$ -
$ -
$
$
OPTIONAL WIRELESS MIC SYSTEM UP-GRADE $
(This up-grade will replace the SLX Wireless System with the Microflex System) $ -
$ -
$ -
MICROFLEX WIRELESS SYSTEM $ -
$
Shure MXAPT8 Wireless Access Transceiver 8ch. 1 $ 2,938.00 $ 2,938.00
Shure MXAPT4 Wireless Access Transceiver 4ch. 1 $ 2,270.00 $ 2,270.00
Shure MXWANI8 8Ch.Audio Netwok Interface 1 $ 1,076.00 $ 1,076.00
Shure MXWANI4 4Ch.Audio Netwok Interface 1 $ 1,006.00 $ 1,006.00
Shure MXWNCS8 8 Port Networkable Charging Station 2 $ 1,530.00 $ 3,060.00
Shure MXW1/0 Wireless Bodypack 2 $ 513.00 $ 1,026.00
Shure MX150B/0 Lapel Mic 2 $ 200.00 $ 400.00
Shure MXW8 Wireless Desktop Base(no mic) 7 $ 500.00 $ 3,500.00
Shure MX415LP/S 15"Gooseneck Mic 7 $ 200.00 $ 1,400.00
Shure MXW2/SM8,Wireless Handheld Mic 1 $ 556.00 $ 556.00
Shure EC6001-10 10m Cat6 Shielded Cable 2 $ 50.00 $ 100.00
1 $ 100.00 $ 100.00
i8 Port Gigabit Switch with POE 1 $ 280.00 $ 280.00
Misc connectors and cabling $ 100.00
TOTAL MICROFLEX WIRELESS SYSTEM $ 17,812.00
$ -
$
$
$
TOTAL WITH MICROFLEX WIRELESS UPGRADE OPTION $ 66,489.00
$
$
$
$ -
$ -
GULF COAST AUDIO Page 3 of 3
Maintenance & Training
1.0 INCLUDED MAINTENANCE AND TRAININGS
1.1 GCA will provide a general service warranty for 3 years.
This warranty will include all wiring and connections that were installed by GCA
It will also cover the removal/replacement and installation of loaner equipment
for any of the in-warranty items listed below.
1.2 GCA will install software and train key operators initially as need up to a total of 6 hrs.
3 training sessions will be provided at customers scheduling
These training sessions will last approximately 2 hrs. each
Additional trainings will be billed at a rate of$75/hr.
2.0 ADDITIONAL MAINTENANCE AND TRAININGS
2.1 After the 3 year general warranty has expired, standard service rates will apply
$ 50/ hr./man Reg service hours M-F 9-5
$ 75/hr./man Outside reg service hours
$ 75/hr./man On-site training &software installation
3.0 MANUFACTURE WARRANTY INFO
Manufacture warrantied Items will be repaired or replaced at no expense to the owner
during the particular warranty period.
BRAND NAME WARRANTY
SHURE 2 YEAR
ATLAS 5 YEAR
QSC 3 YEAR
FURMAN 3 YEAR
LUMENS 5 YEAR
SHARP 1 YEAR
CHIEF 10 YEAR
DALITE 1 YEAR
KRAMER 7 YEAR
STARTECH 2 YEAR
LISTEN 3 YEAR
GULF COAST AUDIO
NON-COLLUSION AFFIDAVIT
CITY OF PORT ARTHUR §
STATE OF TEXAS §
By the signature below, the signatory for the bidder certifies that neither he nor the firm,
corporation, partnership or institution represented by the signatory or anyone acting for
the firm bidding this project has violated the antitrust laws of this State, codified at
Section 15.01, et seq., Texas Business and Commerce Code, or the Federal antitrust
laws, nor communicated directly or indirectly the bid made to any competitor or any
other person engaged in the same line of business, nor has the signatory or anyone
acting for the firm, corporation or institution submitting a bid committed any other act of
collusion related to the development and submission of this bid proposal.
Signature:
Printed Name: ,;< V gel
Title: Cg r i C f-
Company:
( . C s F
Date: 9
SUBSCRIBED and sworn to before me the undersigned authority by the
of, on behalf of said bidder.
Notary Public in and for the
State of Texas
My commission expires:
Tab#10 Page 1
LETTER OF INTEREST
RFP—SOUND SYSTEM FOR COUNCIL CHAMBER
DEADLINE: FEBRUARY 26, 2014
The undersigned firm submits the following information (this RFP submittal) in response to the Request for
Proposals (as amended by any Addenda), issued by the City of Port Arthur, TX(City)to supply Sound System
for Council Chamber. Enclosed, and by this reference incorporated herein and made a part of this RFP, are the
following:
• Completed RFP Letter of Interest Form
• Completed Affidavit
• Completed Conflict of Interest Form
Firm understands that the City is not bound to select any firm for the final pre-qualified list and may reject any
responses submitted.
Firm also understands that all costs and expenses incurred by it in preparing this RFP and participating in this
process will be borne solely by the firm, and that the required materials to be submitted will become the
property of the City and will not be returned.
Firm agrees that the City will not be responsible for any errors, omissions, inaccuracies, or incomplete
statements in this RFP. Film accepts all terms of the RFP submittal process by si'ping this letter of interest and
making the RFP submittal.
This RFP shall be governed by and construed in all respects according to the laws of the State of Texas.
01 t Ld /( ?.,-,74q
Firm Nay • Date
// fi5s y s s
Au orized S ature Title
Name (please p int) Telephone
f 4..4 T aoe 0
Email
Donn i(1 of i Tab#10 Page 2
AFFIDAVIT
All pages in Offeror's Responses containing statements, letters, etc., shall be signed by a duly authorized officer
of the company whose signature is binding.
The uncle 'igned offers and agrees to one of the following:
I hereby certify that I do not have outstanding debts with the City of Port Arthur. I further agree to pay
succeeding debts as they become due.
I hereby certify that I do have outstanding debts with the City of Port Arthur and agree to pay said
debts prior to execution of this agreement. I further agree to pay succeeding debts as they become due.
I hereby certify that I do have outstanding debts with the City of Port Arthur and agree to enter into an
agreement for the payment of said debts. I further agree to pay succeeding debts as they become due.
Gat C - (0,4`6D. Z.-AY-11Q
Firm Name Date
. � * .__ 7
A orize 'ignature Title
. Std - PI P° a
Name (pleas.`; rint) Telephone
AA - -- e„, e` t..,(‘C CAnUr q 4:412') * C.*6)e'---
Email ,
STATE:
COUNTY:
SUBSCRIBED AND SWORN to before me by the above named
on this the day of , 20
Notary Public
RETURN THIS AFFIDAVIT AS PART OF THE BID PROPOSAL
Donn 11 of is
Tab#10 Page 3
CONFLICT OF INTEREST QUESTIONNAIRE FORM CIQ
nor Vendor or other person doing business with local governmental entity
This questionnaire reflects changes made to the law by H.B. 1491,80`h Leg.,Regular Session.
This questionnaire is being filed in accordance with Chapter 176, Local Government Code by a person who has a business relationship
as defined by Section 176.001 (1-a)with a local governmental entity and the person meets requirements under Section 176.006(a).
By law this questionnaire must be filed with the records administrator of the local governmental entity not later than the 7th business
day after the date the person becomes aware of facts that require the statement to be filed.See Section 176.006,Local Government .
Code.
A person commits an offense if the person knowingly violates Section 176.006,Local Government Code.An offense under this
section is a Class C misdemeanor.
Afa,ti Co
1. Name of person who has a business relationship with local governmental entity.
2. Check this box if you are filing an update to a previously filed questionnaire.
(The law requires that you file an updated completed questionnaire with the appropriate filing authority not later than
7th business day after the date the originally filed questionnaire becomes incomplete or inaccurate.)
3. Name of a local government officer with whom filer has employment or business relationship.
Name of Officer
This section(item 3 including subparts A,B,C,&D)must be completed for each officer with whom the filer has an employment
T other business relationship as defined by Section 176.001(1-a),Local Government Code.Attach additional pages to this Form
CIQ as necessary. .
A. Is the local government officer named in this section receiving or likely to receive taxable income,other than investment
income,from the filer of the questionnaire?
I'Yes I " No
B. Is the filer of the questionnaire receiving or likely to receive taxable income,other than investment income,from or at the
direction of the Iocal government officer named in this section AND the taxable income is not received from the local
governmental entity? .
. Yes 1 ' F No
C. Is the filer of this questionnaire employed by a corporation or other business entity with respect to which the local government
Officer serves as an officer or director,or holds an ownership of 10 percent or more?
°> Yes No
D. Describe each employment or business relationship with the local government officer named in this section.
4. .1 ze,e7,:o Z-6W 47i
i• ature of_'-` on doin°business with the •overnmental enti Date
°• '° 10 rl{ 1 Tab#10 Page 4
or,e CITY OF PORT ARTHUR,TEXAS
• kry:dorttirrii ADDENDUM NO.ONE (1)
February 17,2014
Bid Proposal For: Sound System for Council Chamber
The following clarifications, amendments, deletions,additions, revision and/or modifications are
made a part of the contract documents and change the original documents only in the manner and
to the extent hereinafter stated and shall be incorporated in the contract documents.
Provisions of this addendum shall take precedence over requirements of the original contract
documents and all BIDDERS ARE REQUESTED TO ACKNOWLEDGE SAID
PROVISIONS IN THE SUBMISSION OF THEIR BID.
Addendum as follows:
1. Please submit questions in writing to cwilliams@portarthur.net. The final day for
contractor to submit questions is Wednesday,February 19,2013 at 1:00 p.m.
2. During the evaluation process, the City may require the contractor to provide samples of
specified equipment and demonstrate the capabilities.
3. The Sound System must include Assistant Listening System. It must be compliant for a
seating area of 190.
4. The software must allow the computer monitor in the Sound Room must be able to show
all the items it monitors and controls (Speakers, wireless microphones, etc) on one
screen.
5. Page 7—(J) -TAB#10 should include the following
A. Non Collusion Affidavit(Attached)
B. Letter of Interest(Page 10)
C. Affidavit(Page 11)
D. Conflict of Interest(Page 12)
6. Page 7 - System Requirements (IA) - The microphones are base microphones not
wireless.
7. Page 7- System Requirements- (1F)-Replace with the following.
Recessed display monitors for the Mayor and City Secretary seating area to show the
votes, view cue, and documents. The system must show the sequential order in which
Councilmernbers press the button to speak.
S. Page 8—Podium—(2C)-Replace with the following.
Provide a wireless document camera that the City can place on the podium for
presentations.
9. Page 8 - Other Microphones — (3A) - Add one (1) wireless Desktop 15" Gooseneck
Microphone for the podium.
10.Page 8—Speakers—(4G) -Replace with the following
The Sound Room will have the ability to adjust the volume of speakers by zones.
11. Page 8—Wall Monitor—(5A)-Replace with the following.
Contractor will supply HDTV monitors in the Council Chamber positioned in locations
that the audience will be able to see.
Page 1 of 2
Tab#10 Page 5
12.In the Sound Room,the City will retain the following equipment.
A. TASCAM DV-RA 1000 I-ID
B. Ashley Model 24.24M
C. Keep the Speaker
D. Muzak System
13. Contractor must provide a new rack in the Sound Room to house new and existing
equipment.
End of Addendum
If you have any questions,please contact the Purchasing Division at 409-983-8160.
NOTE: ALL PAGES OF ADDENDA MUST BE SIGNED AND SUBMITTED WITH
YOUR BID DOCUMENTS.
e/469 ;dila-
Clifton Williams,CPPB
Senior Purchasing Assistant
m 111.
Si• ature of ,c.poser Date
Page 2 of 2
Tab#10 Page 6