Audio Visual Services

Agency: Irving Independent School District
State: Texas
Type of Government: State & Local
Category:
  • T - Photographic, Mapping, Printing, and Publications Services
Posted: Sep 22, 2023
Due: Oct 20, 2023
Solicitation No: RFP 23-07-860A (Supplement)
Publication URL: To access bid details, please log in.
Bid Information
Type Request for Proposals
Status Issued
Number RFP 23-07-860A (Supplement) (Audio Visual Services)
Issue Date & Time 9/22/2023 08:38:52 AM (CT)
Close Date & Time 10/20/2023 02:00:00 PM (CT)
Notes
Irving Independent School District is accepting proposals and seeking highly qualified respondents for the "as needed" purchase, installation and/or repair of AUDIO VISUAL SERVICES.
The term of award will be one (1) year from the date of award with the District's option to renew for two (2) additional 12 month periods for a maximum of three (3) years.
NOTE: If you have been awarded on RFP 23-07-860 Audio Visual Services, you will NOT be required to RE-SUBMIT a proposal. Your award is not changed. Please contact the buyer noted if you need confirmation of your previous award. The term of the award will be concurrent with the original RFP.
Although we are legally required to accept paper bids, we strongly request bidders submit their response electronically. Please feel free to contact the Irving ISD Purchasing Office at 972-600-5440 if you require any assistance with this submittal. When filing this bid electronically, please do not send us a paper copy, as the electronic version will prevail. NO emailed or Faxed bids will be accepted. Your cooperation is appreciated. Please be advised, no late or incomplete bids will be accepted. Specific questions pertaining to this RFP/RFQ must be directed in writing to the purchasing buyer, Jennifer Bryan at jbryan@irvingisd.net.
Contact Information
Name Jennifer Bryan
Address 2621 W Airport Fwy
Irving, TX 75062 USA
Phone (972) 600-5402
Fax
Email jbryan@irvingisd.net

Attachment Preview

RFP 23-07-860A (Supplement)
Audio Visual Services
Issue Date: 9/22/2023
Questions Deadline: 10/6/2023 11:00 AM (CT)
Response Deadline: 10/20/2023 02:00 PM (CT)
Contact Information
Contact: Jennifer Bryan
Address: Purchasing
2621 W Airport Fwy
Irving, TX 75062
Phone: (972) 600-5402
Email: jbryan@irvingisd.net
Page 1 of 26 pages
Deadline: 10/20/2023 02:00 PM (CT)
RFP 23-07-860A (Supplement)
Event Information
Number:
RFP 23-07-860A (Supplement)
Title:
Audio Visual Services
Type:
Request for Proposals
Issue Date:
9/22/2023
Question Deadline: 10/6/2023 11:00 AM (CT)
Response Deadline: 10/20/2023 02:00 PM (CT)
Notes:
Irving Independent School District is accepting proposals and seeking highly
qualified respondents for the "as needed" purchase, installation and/or repair
of AUDIO VISUAL SERVICES.
The term of award will be one (1) year from the date of award with the District's
option to renew for two (2) additional 12 month periods for a maximum of three (3)
years.
NOTE: If you have been awarded on RFP 23-07-860 Audio Visual Services, you will
NOT be required to RE-SUBMIT a proposal. Your award is not changed. Please
contact the buyer noted if you need confirmation of your previous award. The term of
the award will be concurrent with the original RFP.
Although we are legally required to accept paper bids, we strongly request bidders
submit their response electronically. Please feel free to contact the Irving ISD
Purchasing Office at 972-600-5440 if you require any assistance with this submittal.
When filing this bid electronically, please do not send us a paper copy, as the
electronic version will prevail. NO emailed or Faxed bids will be accepted. Your
cooperation is appreciated. Please be advised, no late or incomplete bids will be
accepted. Specific questions pertaining to this RFP/RFQ must be directed in writing
to the purchasing buyer, Jennifer Bryan at jbryan@irvingisd.net.
Ship To Information
Address: 2621 W. Airport FWY
Irving, TX 75062
Phone: (972) 600-5440
Billing Information
Address: Accounts Payable
PO Box 152637
Irving, TX 75015
Phone: (972) 600-5440
Bid Attachments
EDGAR Forms-AV.pdf
View Online
Please download and complete forms. The completed forms will be uploaded to the RESPONSE ATTACHMENT TAB.
Notary can be done upon award.
Insurance Requirements 2021.pdf
View Online
Insurance Requirements
Page 2 of 26 pages
Deadline: 10/20/2023 02:00 PM (CT)
RFP 23-07-860A (Supplement)
Requested Attachments
w-9
List of Products/Catalog
EDGAR Federal Forms
(Attachment required)
Forms can be uploaded and notarized upon award.
Bid Attributes
1 INSTRUCTIONS TO VENDORS
THERE ARE SEVERAL ATTRIBUTES (including this one) ASSOCIATED WITH THIS PROPOSAL. SOME ARE
NOTES AND REQUIRE NO RESPONSE, BUT MOST HAVE A REQUIRED RESPONSE.
Please select each page on the right-hand side of the blue bar below (at the bottom of this list of attributes) in
order to view the next page of Bid Attributes.
2 Successful Bid/Proposal Response Submittal
All bids/proposals must be SUCCESSFULLY submitted before the due date and time regardless of your
organization's ability to submit bids online. It is the supplier's sole responsibility to ensure that bid/proposal
documents successfully arrive before the due date and time. The District's online bidding application utilizes the
Internet and the World Wide Web, which is comprised of systems that are completely out of the District's control. It is
highly recommended that the suppliers allow themselves enough time to complete a successful submission.
Do not wait until the last minute!
CAUTION! Bidder are advised to click "SAVE" before leaving each screen in the ebidding process.
Failure to save your work per screen of activity will result in an inaccurate filing of the bid or failing to
submit the bid. Just remember to always SAVE.
No proposal may be withdrawn prior to the opening of proposals without written request (addressed to
the Irving ISD Director of Purchasing) by an authorized agent of the proposing firm and upon written
approval by the District. Proposals become the property of Irving ISD upon receipt.
3 Restricted Contact Period
Restricted Contact Period shall mean a prohibition on any communication regarding any RFQ/RFP, bid or other
competitive solicitation between
a.) Any person who seeks an award from the District or its affiliated entities including a potential vendor or vendor's
representative, and
b.) Any Board member, Superintendent, senior staff member, principal, department head, director, manager or other
District employee who has influence in the evaluation or selection period.
4 Bid Inquiries and/or Clarifications
Any questions pertaining to the bid/proposal procedures and/or specifications should be emailed to the Purchasing
Department contact, Jennifer Bryan, jbryan@irvingisd.net 972-600-5402, on or before 10/6/23 at 11:00am CST.
Responses to questions, if required, will be posted by addendum by 10/13/23 at 2:00pm CST. It is the vendor's
responsibility to check this website for addenda postings prior to submitting responses.
As of the issuance date of this solicitation and continuing until the final date for submission of bids/proposals,
contact with Irving ISD employees, except for staff members of the Purchasing Department, is strictly prohibited. All
personnel representing Irving ISD are specifically directed not to hold meetings, conferences or technical
discussions with any other vendor for purposes of responding to this solicitation. Any vendor found to be acting in
any way contrary to this directive will be disqualified from entering into any contract that may result from this
solicitation.
5 SCOPE OF WORK AND PERFORMANCE REQUIREMENTS
Page 3 of 26 pages
Deadline: 10/20/2023 02:00 PM (CT)
RFP 23-07-860A (Supplement)
The Irving ISD seeks to establish qualified vendors with expertise and experience in the maintenance and repair of AUDIO VISUAL
SYSTEMS. The vendor is to provide the District with maintenance and repair services for the systems and equipment at Irving ISD,
including but not limited to: wiring, replacement of components, installation and testing of equipment and components, software
upgrades, patches, and small programming as required. The vendor will provide remote telephone support services, repair and
replacement services for equipment and parts and coordinate the use of loaner equipment as applicable. The Vendor will also
perform standard and emergency assistance maintenance and repair as needed and simple installation work in accordance with
district requests. Quantity noted is an estimate and Irving ISD does not guarantee purchase of any quantity. This proposal is issued
based on the Texas Education Code 44.031.
MEASUREMENTS
Before ordering material or starting work, vendor shall verify, at the campus location, all dimensions which may
affect their work. Vendor assumes full responsibility for the accuracy of their figures. No allowance for additional
compensation will be considered for minor discrepancies between dimensions on drawings and actual field
dimensions.
STORAGE OF MATERIALS
Upon commencement of any project, the vendor shall be responsible for safety and safe storage of all materials.
HAZARDOUS MATERIALS
In the performance of vendor's services, vendor shall not cause any release of Hazardous Substances, including
asbestos or contamination of the environment, including the soil, the atmosphere or any water course or ground
water. Vendor shall be liable for any claims or damages resulting from such release of or exposures to any such
substances as a result of vendor's activities.
CLEAN UP
The vendor shall at all time keep the Irving ISD premises and adjoining premises, driveways, parking lots an streets
clear of rubbish caused by the vendor's operations and at the completion of work shall remove all the rubbish, tools,
equipment, temporary work and surplus materials, from and about the premises and shall leave the work area clean
and ready for use.
DISPOSAL OF AUDIO VISUAL EQUIPMENT
All rubbish and debris shall be removed from Irving ISD premises and disposed of in as disposal facility authorized
and/or licensed to accept said material. Irving ISD reserves the right to request from the vendor a Certificate of
Disposal from the facility documenting the disposal of all materials removed under this contract.
IRVING ISD OPERATIONS
Irving ISD may be utilizing the building for normal operations during the project but will coordinate with vendor on
scheduling work. The vendor shall schedule performance of work necessary to complete the project in a way as to
minimize interference with operations during the performance of work. Work which will interfere with Irving ISD
occupancy including interruptions to parking, entrances/exits shall be scheduled in advance and outside normal
hours of the facility. The demolition/installation schedule shall be coordinated and approved by Irving ISD.
GENERAL SAFETY AND BUILDING PRECAUTIONS
Provide and maintain in good repair barricades, railings, etc. as required by OSHA, and any local laws for the
protection of the public, employees and visitors to the premises. Isolate Irving ISD occupied areas from areas where
demolition and installation work will be done, with temporary, dustproof, weatherproof, enclosures as conditions may
require and as directed by Irving ISD Project Manager.
Repair any damage done to existing structures caused by the construction and removal of temporary partitions,
coverings and barricades. Vendor is responsible for all breakage or damage from the time work has started until
final completion and all debris is removed. Provide protection for existing building interior and exterior, finishes,
walls, drives, landscaping, lawns, etc. All damages shall be restored to match existing conditions to the satisfaction
of Irving ISD.
CODES AND STANDARDS
Reference to standard specifications for workmanship, apparatus, equipment and materials shall conform tot he
requirements of the latest referenced specifications of the organization referenced, i.e. American Society for Testing
Materials (ASTM), Underwriters Laboratories, Inc (UL), American National Standards Institute, Inc. (ANSI) and
others.
Vendor shall provide necessary management, administration, supervision, labor, parts, materials, tools,
Page 4 of 26 pages
Deadline: 10/20/2023 02:00 PM (CT)
RFP 23-07-860A (Supplement)
vehicles and equipment required to perform installation according to the manufacturer specifications as
requested by Irving ISD.
All work on this contract shall be performed using trained, skilled and professional crafts persons who are
employed under direct supervision of the vendor in sufficient numbers to complete all tasks in the timeframe
defined in the Scope of Work.
Should vendor fail to comply with any of the terms or conditions set forth, or should the School District
determine the vendor is in any other way unfit, unqualified or unable to perform the needs of the District as
specified in this RFP, this agreement may be terminated by the school district.
Any change in the status of subcontractors will require approval from the District Project Manager.
If vendor uses subcontractors, those subcontractors shall be noted on the proposal form.
All related materials, as well as treatment, adhesives, chemicals or other materials used in the removal,
preparation and installation process must meet or exceed all federal, state and local regulations for materials
used in public buildings.
All products shall be new and unused and shall be quality rated to the original specifications.
Samples may be requested by district and shall be provided within 5 days at no cost to the district.
Vendor shall supply Irving ISD with all product manufacturer's warranty information with their proposal.
Removal of existing flooring, proper preparation for new flooring and installation must be completed in
accordance with Manufacturer's requirements and recommendations.
The vendor shall guarantee installation workmanship for a minimum of one year from date of final Irving ISD
approval and acceptance of work.
The vendor will be responsible for all work performed under this contract. The vendor shall make good, repair
and replace, at the vendor's expense, as may be necessary, any defective work, material, if in the opinion of
the district, said defect is due to imperfection in material, design or workmanship for the warranty period
specified.
The vendor is responsible for pulling and paying any and all permits and/or bonds. (see attribute # 10)
CODES
In addition to the above, Vendor shall be in compliance with the appropriate standard codes by
the following organizations that apply in this RFP.
ANSI American National Standards Institute, Inc
ASTM American Society for Testing Materials
IBC International Building Code
ICC International Code Council
IECC International Energy Conservation Code
IEEE Institute of Electrical and Electronic Engineers
IESNA Illuminating Engineering Society of North America
ISO National Electrical Code (70)
OSHA Occupational Safety and Health Administration
ACI American Concrete Institute
Page 5 of 26 pages
Deadline: 10/20/2023 02:00 PM (CT)
RFP 23-07-860A (Supplement)
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.
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