Barco Videowall for the Real Time Information Center

Agency:	City of Elk Grove
State:	California
Type of Government:	State & Local
Category:	66 - Instruments and Laboratory Equipment R - Professional, Administrative and Management Support Services
Posted:	Sep 21, 2023
Due:	Oct 19, 2023
Publication URL:	To access bid details, please log in.

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CITY OF ELK GROVE

Request for Proposals

For

Barco Videowall for the

Real Time Information Center

City Clerk’s Office

City of Elk Grove

8401 Laguna Palms Way

Elk Grove, CA 95758

Proposals Due by October 19, 2023, at 4:00 PM

Introduction:

The City of Elk Grove (City) is accepting proposals from qualified Service Providers (Service

Providers(s)) for a Barco Videowall for the Real Time Information Center (RTIC) in accordance with

the included specifications, terms, and conditions shown in this Request for Proposals (RFP).

Prospective respondents are advised to read this information over carefully prior to submitting a

proposal.

Written Submissions:

One signed original and one USB Flash Drive copy of the proposals must be submitted to the Office

of the City Clerk by October 19, 2023, at 4:00 PM. Proposal shall be submitted in a sealed envelope

clearly marked Barco VideoWall and addressed to:

OFFICE OF THE CITY CLERK

CITY OF ELK GROVE

8401 Laguna Palms Way

Elk Grove, CA 95758

Electronic Submission:

As an alternative to written proposals, proposals may be submitted electronically in pdf form, and

emailed to City Clerk Jason Lindgren at jlindgren@elkgrovecity.org, with a copy to Tamara Lopez,

Management Analyst at tlopez@elkgrovepd.org prior to the deadline stated above. Submittals in

pdf format must be fully ADA compliant. Large files may be sent using a cloud-based system such

as Dropbox. Service Providers shall be responsible for ensuring that proposals submitted

electronically are received by the City Clerk prior to the deadline. Proposals that are not received

prior to the deadline shall not be considered by the City, even if the late submission is due to a

technical or other error, including, without limitation, the City's inability to open or access the

electronic file. If the proposing Service Provider does not receive a confirmation from the City Clerk

that the proposal has been received, Service Provider should assume the transmission failed and

either resubmit or arrange for another method of delivery. Service Providers are also encouraged

to contact the City Clerk to confirm receipt of their proposal prior to the deadline. Proposals shall

not be accepted by fax.

Questions regarding this RFP are to be directed by e-mail to: Tamara Lopez, Management Analyst

at tlopez@elkgrovepd.org. Such contact shall be for clarification purposes only. The City must

receive all questions no later than October 6, 2023 at 4:00 PM. Material changes, if any, to the

scope of services or proposal procedures shall only be transmitted by written addendum and posted

to the City website. Addendums and answers to submitted questions will be available via the City

of Elk Grove website under “Notice” for the RFP announcement.

Late Proposals:

Proposals arriving after the specified date and time shall not be considered, nor shall late proposals

be opened. Each Service Provider assumes responsibility for timely submission of its proposal.

Withdrawal or Modifications of Proposals:

Any proposal may be withdrawn or modified by a written request signed by the Service Provider

and received by the City Clerk prior to the final time and date for the receipt of proposals. Once

the deadline is past, Service Providers are obligated to fulfill the terms of their proposal.

Proposal Acceptance and Rejection:

The City reserves the right to accept any proposal, to reject any and all proposals, and to call for

new proposals, or dispense with the proposal process in accordance with the Elk Grove Municipal

Code.

Proposal Evaluation and Award:

Evaluation shall be made based on the criteria noted in Attachment A: Evaluation and Selection

Criteria. A contract may be awarded to the responsible Service Provider who best meets the City’s

needs by demonstrating the competence and professional qualifications necessary for the

satisfactory performance of the required services, and shall not necessarily be based on the lowest

priced proposal, except as otherwise provided by law, taking into consideration adherence to the

included specifications. A contract may be awarded to the next responsible Service Provider if the

successful Service Provider refuses or fails to execute the contract. All Service Providers that were

not selected by the City shall be notified in writing. Nothing herein shall obligate the City to award

a contract to any responding Service Provider. Any contract awarded will be non-exclusive, and

the City reserves the right to seek services from other sources, in the City’s sole discretion.

Unless Service Provider is a sole proprietorship, Service Provider must be registered and in good

standing with the California Secretary of State within 14 days following notification of the City’s

intent to award a contract to Service Provider and prior to execution of a final contract. Failure to

timely register with the Secretary of State may result in the City awarding the contract to another

Service Provider. Additional information regarding the registration process may be found on the

Secretary of State’s website at: https://bizfileonline.sos.ca.gov/.

Disclosure of Submitted Materials:

After selection and execution of the contract(s), (or prior thereto if required by law) all information

and materials provided in each submittal received is subject to disclosure through a public records

request pursuant to the California Public Records Act, or otherwise as may be required by law. The

City, in its sole discretion, may release any submitted materials, regardless of whether such

materials are marked by respondents as confidential or otherwise as protected.

Waiver of Irregularities:

The City retains the right, in its sole discretion, to waive any irregularities in proposals that do not

comply with the strict requirements of this RFP, and the City reserves the right to award a contract

to a Service Provider submitting any such non-compliant proposal, all in the City’s sole discretion.

Local Vendor Preference:

A bid or proposal from a local vendor for commodities, equipment, and general services will be

tabulated as if it were five (5%) percent below the figure actually set forth in the bid or proposal, up

to a maximum preference of Fifty Thousand and no/100th ($50,000.00) Dollars per bid or proposal,

to account for the financial advantages accruing to the City by the award of a bid to a local vendor.

Bids or proposals submitted in response to this RFP will be evaluated on the basis of a local

preference of five (5%) percent of the bid or proposal price.

"Local vendor" means a person or legal entity which has a place of business (other than a post

office box) within the City and has a valid, current business license issued by the City. To qualify

as a local vendor for the purposes of Section 3.42.230 of this Code, the vendor shall submit with

its bid or proposal a completed City-provided affidavit that documents the following: 1) the business

has a facility with a City of Elk Grove address, 2) the business has, during at least one (1) year

immediately preceding the submission of the bid or proposal, attributed sales tax to the City of Elk

Grove, and 3) the business has had a City of Elk Grove business license for at least one (1) year

prior to the submission of the bid or proposal. The affidavit can be obtained by accessing the

Request for Proposal and Bids section of the City website,

http://www.elkgrovecity.org/community/request-for-proposal.asp.

Security Access Policy:

The work to be completed under this RFP requires access to City facilities and therefore is subject

to the City’s Security Access Policy, which is attached to the City’s standard contract (see

Attachment B). The prospective Service Provider, including its employees, subcontractors, agents

and anyone working on their behalf that will access City facilities, must submit to a background

check which shall include Live Scan electronic fingerprinting. This background check must be

completed before the Service Provider will receive a Notice to Proceed. The Elk Grove Police

Department shall review the background check and may deny access to any individual in its

discretion as it deems necessary for the security of City facilities and personnel. A contract shall

not be awarded to any Service Provider that is unable to complete the scope of work as a result of

denied access under the City’s Security Access Policy.

Validity of Pricing:

Service Providers are required to provide a fee structure including the hourly rate of the principals

to be assigned to the matter, and proposed cost (line item descriptions and pricing), and expense

reimbursements levels, and total costs. No cost increases shall be passed onto the City after the

proposal has been submitted. No attempt shall be made to tie any item or items contained in this

RFP with any other business with the City; each proposal must stand on its own.

No Guarantee of Usage:

Any quantities listed in this RFP are estimated or projected and are provided for tabulation and

information purposes only. No guarantee of quantities is given or implied by the City. Service

Provider must furnish the City’s needs as they arise.

Demonstrations:

When required, the City may request full demonstrations prior to award. When such

demonstrations are requested, the Service Provider shall respond promptly and arrange a

demonstration at a convenient location. Failure to provide a demonstration as specified by the City

may result in rejection of a proposal.

Use of Other Governmental Contracts:

The City reserves the right to reject any part or all of any proposals received and utilize other

available governmental contracts.

Qualification/Inspection:

Proposals will only be considered from Service Providers normally engaged in providing the types

of services specified herein. By responding to this RFP, the Service Provider consents to the City’s

right to inspect the Service Provider’s facilities, personnel, and organization at any time, or to take

any other action necessary to determine Service Provider’s ability to perform. The City reserves

the right to reject proposals where evidence or evaluation is determined to indicate inability to

perform. The City reserves the right to interview any or all responding Service Providers and/or to

award a contract without conducting interviews.

Acceptance and Conditions

The services rendered in response to the RFP must comply fully with the terms of the RFP. The

City will make payment only after the services rendered are reviewed and accepted as complete

by the City.

Delivery:

The successful Service Provider will supply products and services in compliance with the provisions

of the contract and provisions of this RFP at the address listed below.

Delivery Address:

City of Elk Grove

Justin Ramirez, Police IT

8400 Laguna Palms Way

Elk Grove, CA. 95758

Other Governmental Entities:

If the Service Provider is awarded a contract as a result of this RFP, the Service Provider shall, if

the Service Provider has sufficient capacity, provide to other governmental agencies, so requesting,

the services awarded in accordance with the terms and conditions of the RFP.

Federal Requirements:

Should any portion of these services require the use of Federal funds, all Federal requirements

shall apply and all Service Providers must consent to each certification and assurance, which will

be incorporated into the contract.

Payment Terms:

Payment shall be made as set forth in the contract attached hereto as Attachment B. In submitting

proposals under these specifications, Service Providers should take into account all discounts, both

trade and time, allowed in accordance with the payment terms.

Performance:

It is the intention of the City to acquire services as specified herein from a Service Provider that will

give prompt and convenient service.

Term of Contract:

The term of the contract will be for a specific period of time, commencing upon execution. The City

anticipates the contract to be for a term three years. The City reserves the right to set the term for

a period deemed to be in the best interest of the City, and terminate the contract as set forth therein.

Amendments:

If, in the course of the performance of the contract, Service Provider or the City proposes changes

to the services provided, and informal consultation with the other party indicates that a change in

the terms and conditions of the contract may be warranted, Service Provider or the City may request

a change in the contract. The parties to the contract will meet to discuss and negotiate the required

documents. Upon completion of those negotiations, the negotiated documents will be submitted to

the City for approval. Upon approval by the City, an amendment to the contract will be approved

by all parties for the change to be implemented. An amendment shall not render ineffective or

invalidate any unaffected portions of the Contract. Nothing in this section obligates the City to

agree to any change order or other amendment, and the City may withhold such agreement in its

sole discretion.

New Merchandise:

Unless otherwise required by the specifications of this RFP all products furnished must be new and

unused.

Warranties:

The Service Provider shall warrant all material, products and labor provided under the contract, in

addition to any manufacturers’ warranties that may also apply. Warranty periods and terms must

be included in responses to proposal.

The awarded Service Provider, as the contracting party, shall be considered primarily responsible

to the City for all warranty service, parts, and labor applicable to the material and products provided

by Service Provider irrespective of whether Service Provider is an agent, broker, fabricator, or

manufacturer’s dealer. Service Provider shall be responsible for ensuring that warranty work is

performed at a local agency or facility convenient to the City, to the extent a local agency or facility

is available, and that services, parts, and labor are available and provided to meet the City’s

schedules and deadlines. Service Provider may establish a service contract with a local agency

satisfactory to the City, to meet this obligation if Service Provider does not ordinarily provide

warranty service. All such non-contractor warranty service, parts, and labor must be clearly

identified in the proposal.

This is the opportunity summary page. You are currently viewing an overview of this opportunity and a preview of the attached documentation. For more information, please visit the Publication URL Web page.

type	name(s)	due date	notice	details	posted
RFP	Barco Videowall for the Real Time Information Center	Due date is 10/19/2023 by 4:00 PM		View	09/21/2023

Barco Videowall for the Real Time Information Center

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