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Basic Information

Reference Number

0000350991

Issuing Organization

Arapahoe Library District

Owner Organization

Arapahoe Library District

Solicitation Type

RFP - Request for Proposal (Formal)

Solicitation Number

2024 - Audio Visual Services

Title

Audio Visual Services

Source ID

PU.AG.USA.1527.C15946001

Details

Location

United States, Colorado, Arapahoe County

Delivery Point

12855 East Adam Aircraft Circle Englewood, CO 80112

Purchase Type

Duration: 1 year
Option: four (4) one-year renewals

Piggyback Contract

Description

The Arapahoe Library District (Library District) is seeking proposals from qualified, reliable vendors to conduct an overarching assessment of current audio‐visual (AV) equipment and provide ongoing preventative maintenance and repair services. Depending on the needs of the Library District there may be additional opportunities for future systems design and installation work. This work will span our nine (9) facilities located throughout Arapahoe County. The vendor’s objective is to provide all labor, some materials, repair parts, emergency repair and preventive maintenance required to maintain the AV equipment described herein and in accordance with the original manufacturer’s design specifications, operational efficiencies, and capacities. We will require one initial assessment consultation and twice‐yearly (2) maintenance visits per location. Additionally, troubleshooting and service calls will be performed as needed to address issues as they arise outside the twice‐yearly maintenance cycles.

Dates

Publication

04/29/2024 04:37 PM MDT

Question Acceptance Deadline

05/09/2024 05:00 PM MDT

Questions are submitted online

Closing Date

05/17/2024 05:00 PM MDT

Prebid Conference

05/07/2024 09:30 PM MDT

Contact Information

Program Manager

303 792-8982

rfp@ald.lib.co.us

Buyer Preferences, Guidelines & Requirements

General Requirements

- Certification/Training

- Insurance Required

- License Required

- Local Service Required

- Onsite Maintenance Required

- Training Required

- Warranty Information Required

Pre-Bidding Events

Event Type

Prebid Conference

Attendance

Recommended

Event date

05/07/2024 09:30 PM MDT

Location

Koelbel Library, 5955 S. Holly St. Centennial, CO 80121 & Online Option

Event Note

A conference will be held at Koelbel Library, 5955 S Holly St, Centennial, CO 80121, from 09:30 to 10:30 a.m. MT, and simultaneously online via Microsoft Teams:
https://www.microsoft.com/en-us/microsoft-teams/join-a-meeting
Meeting ID: 231 743 415 475
Passcode: tq5HuY

The meeting will provide potential vendors with an opportunity to tour the facilities at Koelbel Library, discuss the Library District requirements, specifications related to the project and ask questions about the RFP. The overall general and local conditions of the sites and equipment may affect the cost and performance of the contract, therefore attendance at the meeting is encouraged.
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Bid Submission Process

Bid Submission Type

Electronic Bid Submission

Pricing

In attached document

Bid Documents List

Item Name	Description	Mandatory	Limited to 1 file
Bid Documents	Documents defining the proposal	Yes	No
No entries

Additional Bidding Instructions

Friday May 17, 2024: Proposal Submittal Deadline

All proposals must be emailed in PDF format to RFP@arapahoelibraries.org no later than 5:00 p.m. Mountain Time (MT).
Proposals submitted to Rocky Mountain E-Purchasing (Bidnet) will not be considered.
Emails must state ALD AV Maintenance Services– RFP 2024 in the subject line.
The vendor’s name and contact information must appear in the body of the email.
It is the vendor's responsibility to ensure their proposals are received before the deadline.
Proposals received after the above date and time will be rejected.