RFP 20/21-04 - RFP 20/21-04 COUNCIL CHAMBERS AV SYSTEM IMPROVMENTS

The City of Romulus, Michigan is seeking proposals from qualified and experienced audio visual contractors to contract for the replacement/updating of the outdated and failing AV systems located in the City of Romulus Council Chambers that are utilized for presentations, general meetings for Boards, Commissions and TV broadcasting of Council meetings.

1. Qualified individuals and firms wishing to submit a proposal must use the forms provided by the City.  Proposal forms and specifications may be obtained from the MITN system at http://www.mitn.info/. Copies of documents obtained from any other source are not considered official copies.  Proposals may be rejected unless made on the forms included with the bidding documents.
2. Pre Proposal Site Inspections: To encourage social distancing, mandatory site visit shall be by “Appointment Only”.  Contractors must contact Mike Laskaska, Co-Cable Director (734-955-4555) to schedule their site inspection.  Site visits will be available by appointment only and will be scheduled in one hour increments between 12:30pm -4:00pm on October 14, 2020 and October 15, 2020 and will be reserved on a first come first serve. The wearing of facial masks will be required while inside any City Building or when social distancing cannot be observed.
3. Questions must be emailed to Purchasing@romulusgov.com and received no later than 12:00 Noon, October 16, 2020.
4. Clarifications, modifications, or amendments may be made to this solicitation at the discretion of the City.  Any and all addenda issued by the City will be posted on the MITN system.  All interested parties are instructed to view the MITN website regularly for any issued addenda.  It is the responsibility of the bidder to obtain all issued addenda and acknowledge receipt of said addenda by including a printed copy of each addendum as part of the required documents for this solicitation and to list the addendum and sign and date the “Acknowledgment of Receipt Addenda Form: supplied in the RFP documents.
5. Proposals should be addressed using the proposal label provided in the RFP documents.  A total of four (4) copies (One original and four marked “Copy”) and 1 electronic copy in "PDF" form of the documents of the proposal must be submitted together in a sealed envelope or package and returned to the City Clerk's Office no later than 2:00 P.M., Tuesday, 10/27/2020.  The original proposal may be clipped but should not be stapled or bound. Copies may be stapled and bound. The original and copies should be identical, excluding the obvious difference in labeling.
6. One RFP pricing sheet must be sealed in a separate envelope and attached to the Table of Contents page of the “Original” copy of the proposal and placed inside the package/envelope containing the copies of the proposals.  This envelope should be clearly marked “RFP 20/21-04 COUNCIL CHAMBER AV SYSTEM IMPROVEMENTS.”  DO NOT INCLUDE ANY PRICING OR FEES IN YOUR TECHNICAL PROPOSAL DOCUMENTS.  Failure to submit pricing on the proposal form provided by the City of Romulus may cause the bid to be considered non-responsive and ineligible for award.  
7. Due to the COVID-19 pandemic and to encourage social distancing and reduce exposure to the coronavirus, as allowed by the Emergency Powers of the Governor Act, 1945 PA 302, the Governor has issued a State of Emergency Order for the State of Michigan, please be informed that public acknowledgement of the receipt of all timely received proposals will be provided virtually via “Zoom” at approximately 3:00 p.m., local time October 27, 2020.   Anyone wishing to observe the bid opening can log into the meeting.  Log in information for the “Zoom” meeting can be obtained by emailing Purchasing@romulusgov.com or utilizing the information provided in the bid documents.

8. The successful AV Contractor will be required to enter into a contract with, and provide all bonds (if required) and submit proof of all insurance required by the request for proposal documents and originals of all required endorsements acceptable to the City.
9. The City reserves the right to postpone the opening without notification and also reserves the right to reject all proposals and to waive any minor informality or irregularity in proposals received. Ultimately, a contract may be awarded to the lowest most responsive and responsible company, as determined in the sole discretion of the City of Romulus or otherwise in a manner deemed by the City to be in its own best interest.
10. The City reserves the right to reject as non-responsive any proposals that do not contain the information requested in this RFP
11. The City reserves the right to reject as non-responsive any proposals which are not organized and formatted as described in this RFP.
12. The City, during the course of the evaluation process, may request additional written information to supplement and clarify the information provided in this response.
13. The City, at the discretion of the proposal evaluation team, may conduct interviews with some or all of the companies that submitted proposals for consideration.
14. For additional information contact Gary Harris, City of Romulus, Purchasing Director, by calling (734) 955-4568 or by emailing purchasing@romulusgov.com .
15. The City of Romulus strictly prohibits the reproduction or publishing of any published document or solicitation without the express written consent of the City of Romulus.  Unauthorized posting of any notice of these documents or reference to said documents or solicitations is strictly prohibited.