POLK COUNTY SHERIFF S OFFICE RFP # P Audio Visual Equipment for SOC October 19, 2009

Transcription

1 455 N. Broadway Bartow, FL Phone: POLK COUNTY SHERIFF S OFFICE RFP # P Audio Visual Equipment for SOC TO: All Vendors The Polk County Sheriff s Office is seeking Formal Proposals for the purchase of Audio Visual Equipment for the new Sheriff s Operation Complex currently being built, as indicated within the context of this Proposal. Submit your Proposal in a sealed envelope marked, #P , ECC Collaborative Audio Visual Equipment for SOC. The Proposals are to be delivered as follows: Polk County Sheriff s Office Central Services Bureau Purchasing Section 3705 US Hwy 98 South, Unit 14 Lakeland, FL Proposals are to be submitted no later than 2:00 P.M. on November 18, Proposals received after this time will not be considered. All requests for additional information or questions should be directed to Purchasing Agent Ashley Provenza, CPPB at aprovenza@polksheriff.org or (863) , ext 102. Detailed instructions for the completion of the Proposal are contained in this Request for Proposal. The Polk County Sheriff s Office reserves the right to award the bid to the lowest, most responsive and responsible Vendor. The Polk County Sheriff s Office further reserves the right to consider matters such as, but not limited to; quality offered, delivery terms, budget requirements, location, and service reputation of the Vendor, in determining the most advantageous Bid. The Polk County Sheriff s Office thanks you for your effort and interest in serving the Polk County Sheriff s Office and the taxpayers of Polk County. Sincerely, David J. Rounds Deputy Director, Central Services Bureau SEVEN STAR ACCREDITED AGENCY

2 Table of Contents A. Topic Page Vendor s Checklist 3 Statement of No Bid 4 Schedule of Events 5 Pre-Proposal Meeting/Intent to bid RSVP Form 6 Specifications 7-11 Evaluation and Award Criteria 12 Layouts Insurance Form 21 Terms and Conditions Vendor Acknowledgement Form 27 Public Entity Crime Information Form Anti-Collusion Statement Authorized Signatures/Negotiators Form 28 Bid Label 29 2

3 Checklist Failure to submit the following items may result in your bid being declared non-responsive. Proposal Document or Statement of No Bid Page 4 Pre-Proposal Meeting/Intent to bid RSVP Form Page 6 Evaluation and Award Criteria Page 12 Insurance Requirements Page 21 Vendor Acknowledgement Form, signed Page 27 Public Entity Crime Information Form, signed Anti-Collusion Statement, signed Authorized Signatures/Negotiators Form Page 28 3

4 STATEMENT OF NO BID If you are not bidding on this service/commodity, please complete and MAIL this form to: Polk County Sheriff s Office Central Services Bureau Purchasing Section 3705 US Highway 98 South, Unit #14 Lakeland, Florida Failure to respond may result in deletion of Vendor s name from the Qualified Bidder s List for the Polk County Sheriff s Office. Company Business Name: Minority Owned: Address: ( ) Black Telephone: ( ) Hispanic Fax Number: ( ) Women Signature: ( ) Other Date: ( ) Non-Minority We, the undersigned have declined to bid on proposal #P because of the following reason: Specifications too tight, i.e., geared toward brand or manufacturer only. Explain below. Insufficient time to respond to the Bid. We do not offer this service/commodity. We are in the business of:. Unable to meet specifications Too busy at this time to bid project. Would like to be considered for future projects. Yes No Other: (please explain) 4

5 Schedule of Events Pre-Proposal Meeting November 4, 2009 Location: Proposal Due Date November 18, 2009 Lawrence W. Crow Building Training Room 455 N. Broadway Ave Bartow, FL Evaluation Committee Meeting Best and Final Offers Award TBD TBD TBD 5

6 PRE-PROPOSAL MEETING/NOTICE OF INTENT TO BID RSVP FORM Please complete this form so we are aware of the quantity of responses we can anticipate. Please return this form no later than October 30, You may either or fax your response. Fax: or Non-Mandatory Pre-Proposal Meeting Date: November 4, 2009 Time: 10:00 A.M. Location: Lawrence W. Crow Building Training Room 455 N. Broadway Ave Bartow, FL I do plan to attend the Pre-Proposal meeting. I do not plan to attend the Pre-Proposal meeting. Intent to bid Proposals are due on, or before, November 18, 2009, no later than 2:00 P.M. I do intend to respond to this proposal. I do not intend to respond to this proposal. Company Name address Printed Name Signature 6

7 Specifications Polk County Sheriff s Office New Sheriff s Operations Complex Audio/Visual Communications System / Network Request for Proposals The Polk County Sheriff s Office (PCSO), headquartered in Bartow, Florida, is seeking to purchase a variety of audio/visual, communications solutions for the new Sheriff s Operation Complex currently being built. Polk County government is building a new Public Safety Complex, which is planned to be finished sometime after the beginning of the new 2010 calendar year. The planned move-in date is tentatively scheduled for March The entire Polk County Public Safety complex will consist of four new buildings; the Sheriff s Operation Center (SOC), the Emergency Communications Center (ECC), the Crime Scene Investigations Center (CSIC) and the county s Emergency Operations Center (EOC). The first three buildings (SOC, ECC, and CSIC) make-up the Sheriff s complex and the fourth building, the EOC, is a county, public safety, emergency management building. All four buildings on the campus will be connected for the purposes of voice, video, data communications and data transfer connectivity as outlined and a part of this RFP. This RFP addresses the Sheriff s Office need to acquire and install an Audio / Visual System / Network. The RFP does not include the internal County EOC A/V or their requirements other than connectivity to be able to transfer data, video, and voice between all buildings. Attached are the overall campus site layout and the layouts for all three Sheriff s Office buildings (SOC, ECC, and CSIS). The SOC is a three-story building and each floor layout is attached. SOC A/V System / Network This RFP is soliciting proposals from qualified, experienced audiovisual vendors to provide the installation of various audiovisual solutions throughout the new SOC complex three buildings and on multiple floors. The successful PCSO A/V vendor will work with the County EOC A/V vendor to insure connectivity and compatibility to interact with the EOC on an as needed basis. This will require vendor proposals to provide itemized breakdowns of equipment, software, services, and labor as outlined in this RFP. The audio / video needs are separated by rooms or areas of the new Sheriff s Operation Center and associated sheriff s buildings on the campus. (This does NOT include the County s Emergency Operations Center). 7

8 BREAK ROOM 108 (JCC/ECC) PCSO needs one (1) 40 LCD monitors with speakers to be mounted on the walls of the Break Room. The proposal should include wall mounts for the monitors and wall shelves for the cable boxes. PCSO furnished cable feeds and boxes will be connected to the LCD s for viewing SNN, cable or satellite TV. FITNESS ROOM / 1009 PCSO needs two (2) 40 LCD monitors with speakers to be mounted on the walls of the Fitness Room. The proposal should include wall mounts for the monitors and wall shelves for the cable boxes. PCSO furnished cable feeds and boxes will be connected to the LCD s for viewing SNN, cable or satellite TV. BREAK ROOM 1010 PCSO needs two (2) 40 LCD monitors with speakers to be mounted on the walls of the Break Room. The proposal should include wall mounts for the monitors and wall shelves for the cable boxes. PCSO furnished cable feeds and boxes will be connected to the LCD s for viewing SNN, cable or satellite TV. IT NETWORK ADMINISTRATION CENTER (NAC) / 1021 PCSO needs four (4) 40 LCD monitors with speakers for monitoring the PCSO IT countywide network. The four monitors will be mounted on the south wall of this room. PCSO furnished cable feeds and boxes will be connected to the LCD s for monitoring the PCSO IT countywide network or viewing SNN, cable or satellite TV. IT PLANNING ROOM / 1023 PCSO needs one (1) 46 LCD monitor with speakers and wall mount will be installed to support small department planning and training meetings. In addition, one (1) 77 SMART Board with wall mount will be installed. PCSO furnished cable feeds and boxes will be connected to the PCSO network. MULTIPURPOSE / MEDIA ROOM / 1037 The A/V for this room will be purchased and installed via a sole source contract with an existing PCSO vendor. The successful vendor of this RFP will need to work with this vendor to be sure that all A/V in this room will be connected to and interact with the other A/V in the building and complex. MEETING ROOM / PROCAP 1070 The A/V for this room will be purchased and installed via a sole source contract with an existing PCSO vendor. The successful vendor of this RFP will need to work with this vendor to be sure that all A/V in this room will be connected to and interact with the other A/V in the building and complex. CONFERENCE ROOM / 1073 PCSO needs one (1) 77 SMART Board with wall mount with a wall plate and cable will connect to a ceiling mounted projector to be used with an PCSO-provided laptop computer. PCSO furnished cable feeds and boxes will be connected to the PCSO network. 8

9 2ND FLOOR TRAINING ROOM / 2043 Vendor will provide and install one (1) 46 LCD monitor with speakers and wall mount with a wall plate and cable with connectivity to a PCSO-provided laptop computer. PCSO furnished cable feeds and boxes will be connected to the PCSO network. CONFERENCE ROOM / 2068 Vendor will provide and install one (1) 77 SMART Board with wall mount with a wall plate and cable will connect to a ceiling mounted projector to be used with an PCSOprovided laptop computer. PCSO furnished cable feeds and boxes will be connected to the PCSO network. CONFERENCE ROOM / 3117 Vendor will provide and install one (1) 46 LCD monitor with speakers and wall mount with a wall plate and cable with connectivity to a PCSO-provided laptop computer. PCSO furnished cable feeds and boxes will be connected to the PCSO network. CONFERENCE ROOM / 3119 Vendor will provide and install one (1) 32 LCD monitor with speakers and wall mount with a wall plate and cable with connectivity to a PCSO-provided laptop computer. PCSO furnished cable feeds and boxes will be connected to the PCSO network. CONFERENCE ROOM / 3054 Vendor will provide and install one (1) 77 SMART Board with wall mount with a wall plate and cable will connect to a ceiling mounted projector to be used with an PCSOprovided laptop computer. PCSO furnished cable feeds and boxes will be connected to the PCSO network. CONFERENCE ROOM / 3057 Vendor will provide and install one (1) 77 SMART Board with wall mount with a wall plate and cable will connect to a ceiling mounted projector to be used with an PCSOprovided laptop computer. PCSO furnished cable feeds and boxes will be connected to the PCSO network. 3RD FLOOR EXECUTIVE CONFERENCE ROOM / 3101 Vendor will provide and install complex A/V system for this room, which includes installation of one (1) wall mounted 87 diagonal SMART interactive white board, and projector with ceiling mounts with a wall plate, cables, and adaptors for connection. Also, two (2) - small ceiling mounted speakers with amplifier included to provide sound re-enforcement. Vendor will provide and install one (1) 47 and four (4) 32 LCD TV s for the room. The 47 LCD will be mounted on the center of the wall and flanked by the 4 32 LCD s. These will be fed by the owner s cable TV feeds and cable boxes. Vendor will also provide a pop-up box, mounted in the table with cables for connectivity to PCSO-provided laptop. Vendor will install a floor box will be provided with connection plates for the telephone, projector, LCD s and all A/V cabling for the room. Vendor will supply conference phone to be connected to the floor box and conference table pop-up 9

10 station. PCSO furnished cable feeds and boxes will be connected to the LCD s for viewing SNN, cable or satellite TV. EIGHT (8) SMALL MEETING ROOMS/1ST, 2ND & 3RD FLOORS (ROOMS TBD) The PCSO will identify eight additional smaller meeting rooms that each will receive one (1) 40 LCD monitor with speakers with wall mounts. A wall plate with connectivity for a laptop computer + audio and connectivity for an owner-provided DVD/VCR will also be provided. REMOVAL, RELOCATION AND INSTALLATION OF EQUIPMENT The PCSO needs to un-install one (1) 60 LCD and four (4) 36 televisions that are currently located in our Communications Center in Bartow and re-install them in either the new Sheriff s Operation Center or some other PCSO location in Polk County. GENERAL PROJECT INSTALLATION Installation for this project should be priced separately and include but not be limited to all wire, cable, miscellaneous connectors, hardware, supplies, installation labor, wiring labor, programming labor, project management and supervision, as-built CAD drawings, manuals, clerical, training, shipping, storing, insurance, low voltage permit, travel, 1-year preventative maintenance, service and warranty. SOC A/V Solution Provider Must also be able to: Provide a letter showing proof of being able to secure a Performance and Payment Bond if requested. Provide proof of being registered and licensed in the state of Florida. Demonstrate at a minimum of 10 years in business in the A/C industry or a closely related field. Proof of Worker s Compensation Insurance, Business License for the State of Florida, and Low-Voltage Contractor s License. Provide documentation and references of at least (3) similar size, scope and complexity projects. Telephone numbers, names and addresses to speak with the end-users to discuss installation and experience. Demonstrate evidence of certified dealer for all of the A/V products. Utilize that only A/V technicians, who are factory trained / certified, to install, program and commission all of the A/V products. Train PCSO IT staff on all of the equipment and its use and basic maintenance. Proof of factory certified repair department and trained repair and service technicians. Offer 24/7 manned Help Desk A/V Engineers with certified CTS designations for emergencies on holidays, weekends or after hours. Provide a support plan to maintain and repair A/V Wall equipment and software within a 2-hour window. The PCSO will seek liquidated damages should the solution provider contractor be unable to finish the job on an agreed upon schedule. 10

11 The overall A/V solutions should be color coordinated to match the workstation consoles located throughout the SOC and finished off with a professional look. Manufacturer of the A/V equipment should ensure design for long-term support in terms of spare parts (manufacturer must guarantee availability of parts for 7 years). All of the A/V solutions must be hardware and software/network-based solutions that are compatible with the PCSO s existing IT network. The solution must allow multiple users to access, view, distribute, and collaborate with live content simultaneously. The solution must operate on standard COTS servers and PC s and must operate over CAT 5, CAT5e, CAT6 cabling. The solution must be scalable/expandable (provide upgrade path in the future). The solution should provide for a limited amount of hardware for its implementation and functionality, thus saving cost, space, and limiting the need for excessive ongoing maintenance. The solution should provide the lowest long-term cost of ownership possible to limit the need for costly annual operation expenses. Vendor proposal needs to itemize and separate all equipment, hardware, and software by section and by room. Each room should have a technical, easy to understand narrative summary of what is in room and in addition, an itemized backup detail for each and every piece of equipment in the room. Labor for this project should be itemized separately with an easy to understand narrative summary. Vendor will be required to supply a one (1) year warranty on equipment, installation and any miscellaneous work completed by the vendor. Warranty will be initialized after the Polk County Sheriff's Office approved representative verifies and signs off on a successful implementation. Vendor must provide in their proposal detailed maintenance cost for up to five (5) years after initial warranty. Maintenance cost should be itemized separately with an easy to understand narrative summary. 11

12 Evaluation & Award Process Following are the areas that will be evaluated but not limited to: Technical Design Ease of Use / Operation Solution Price Vendor Experience / Viability Maintenance Plan/Costs Short-listed Vendors may then be evaluated based on references, oral presentations, and site visits. Written responses to queries for further clarification may also be required. Best and Final offers may be requested from the Short Listed Vendors. I have read and understood the contents of the above specification form. Signature Date Print Name Vendor 12

13 Layouts First Floor Zone A 13

14 FIRST FLOOR ZONE B 14

15 FIRST FLOOR ZONE C 15

16 FIRST FLOOR RCP-AV EQUIPMENT & ELECTRICAL 16

17 SECOND FLOOR ZONE A 17

18 SECOND FLOOR ZONE B 18

19 THIRD FLOOR ZONE A 19

20 THIRD FLOOR ZONE B 20

21 POLK COUNTY SHERIFF S OFFICE INSURANCE REQUIREMENTS FOR SERVICE VENDORS Vendors are required to maintain proper insurance coverage, including Worker s Compensation, General, and Automobile Liability Insurance in order to be approved to do business with the Polk County Sheriff s Office. Workers Compensation is required for all contracts and/or services under Two Thousand Five Hundred Dollars ($2,500.00). A certificate of coverage must be submitted and a waiver of subrogation must be noted on the certificate. If your company is exempt from having Workers Compensation, you must submit a copy of the Exemption for our records. Vendors must provide a minimum of Five Hundred Thousand Dollars ($500,000.00) in Workers Compensation, General and Automobile Liability Insurance coverage for all contracts and/or services costing between Two Thousand Five Hundred Dollars and Fifty Thousand Dollars ($2, to $50,000.00). For contracts over Fifty Thousand Dollars ($50,000.00), Vendors are required to have a minimum of One Million Dollars ($1,000,000) in Insurance coverage. The Polk County Sheriff s Office must be named on all policies as an additional insured. It is necessary that annual insurance certificates be submitted to the Purchasing Section to maintain approved vendor status and ensure compliance with all requirements. The Polk County Sheriff s Office welcomes the opportunity to work with you and to maintain a strong partnership. Should have any questions regarding this request, please do not hesitate to contact the Purchasing Section of the Polk County Sheriff s Office at (863) I have read and understood the above Insurance Requirements Signature Print Name Vendor Date 21

22 TERMS AND CONDITIONS Vendor: To insure acceptance of the bid, follow these instructions: 1. CONTRACT PERIOD: The Contract shall be ongoing, for the initial purchase, installation, and future maintenance of equipment, for up to five years after initial warranty expiration. If the Board of County Commissioners of Polk County, in the regular course of its budget or appropriation process, withdraws, or fails to appropriate funds for the procurement of services under this Agreement, then the Sheriff may terminate this Agreement at the conclusion of any billing cycle or the beginning of the unfunded budget period with at least thirty (30) days prior written notice to Provider. The Sheriff agrees to pay Provider all charges and expenses incurred before the effective date of such termination. 2. EXECUTION OF BID: Bid must contain a manual signature of an authorized representative in the space provided. 3. SEALED BID/SEALED PROPOSALS/SOLICITATIONS: All bids must be submitted in a sealed envelope. The face of the envelope shall contain the date and time of the Bid Opening and the Bid Number if applicable. If the Bid is to be returned via Express Mail or in a courier envelope, the Bid documents should be submitted in a separate sealed envelope within the courier envelope. Express mail or courier envelopes will be opened and discarded. The face of the Sealed Bid envelope should have attached the label included with the Bid package or noted, the Bid File Number and Attention: Purchasing Section Sealed Bid. If there is not going to be a bid submitted, please fill out the STATEMENT OF NO BID form, included in this Bid package. Offers by telephone or facsimile for a sealed bid or proposal cannot be accepted. It is the Vendor s responsibility to assure that the bid is delivered at the proper time and place of the bid opening. 4. BID OPENING: Shall be public on the date and at the time specified on the bid form or shortly thereafter. Bids that for any reason are not delivered by the specified date and time will not be returned, but will be retained in the BID FILE unopened. 5. PRICES AND TERMS: The Polk County Sheriff s Office will evaluate and select the bid they feel will be in the best interest of the Sheriff s Office. a. TAXES: Polk County Sheriff s Office does not pay Federal Excise or State Sales Taxes. b. MISTAKES: Vendors are expected to examine the specifications, delivery schedules, bid prices and all instructions pertaining to product(s). Failure to do so will be at Vendor s risk. c. CONDITION: All product(s) not conforming in every way acceptable to the Polk County Sheriff s Office shall be rejected. d. F.O.B. Prices: All prices shall be quoted F.O.B. Destination. The Seller shall pay all transportation charges and title to the goods shall transfer to the Purchaser at the destination. 22

23 6. QUANTITIES: Quantities shown are not guarantees of purchase. The Polk County Sheriff s Office may purchase additional quantities from other Vendors during the life of the Contract. Quantities stated on this Bid represent estimated usage for a oneyear period. 7. BRAND NAMES: Manufacturers names, trade names, brand names, model, and catalog numbers used in these specifications are for the purpose of describing and establishing general quality levels. Such references are not intended to be restrictive. Bids will be considered for alternative brands that meet or exceed the quality of the specifications listed for any item. 8. BRAND SUBSTITUTIONS: Bids will be considered for items complying substantially with specifications, provided deviations to the specifications are stated, and items are described in detail. When offering alternate products, it is the responsibility of the bidder to indicate the brand names and model/catalog numbers, and to provide evidence of the equality of the items to the products specified in the solicitation. Standard catalog sheets or technical data will not be accepted in lieu of this requirement. The Polk County Sheriff s Office will be the sole judge of whether such alternates are equivalent to the items specified. The Polk County Sheriff s Office reserves the right to waive immaterial variations in the specifications. 9. NON-EXCLUSIVE AGREEMENT: The Polk County Sheriff s Office reserves the right to negotiate with more than one vendor. The Polk County Sheriff s Office may have contracts with other vendors for the same supplies or services. Selection of vendors may be on the basis of price, availability, hours of operation, or location. 10. CLARIFICATIONS/INTERPRETATION AND ADDENDA: No interpretation or changes to the meaning of the Invitation to Bid will be made to any Vendor orally, except by written addendum. All questions regarding this bid should be submitted in writing and must be received no later than ten (10) calendar days prior to the closing date for bid submittal, addressed to Polk County Sheriff s Office, Ashley Provenza, CPPB Purchasing Agent, 3705 US Highway 98 South, Unit #14, Lakeland, Florida , aprovenza@polksheriff.org or fax CONFLICT OF INTEREST: The award hereunder is subject to Chapter 112, Florida Statutes. All Vendors must disclose with their bid, the name of any officer, director, or agent who is also an employee of the Polk County Sheriff s Office. Further, all Vendors must disclose the name of any Polk County Sheriff s Office employee who owns, directly or indirectly, an interest of five percent (5%) or more of the Vendor s firm or any of its branches. 12. AWARDS: As the best interest of the Polk County Sheriff s Office and the Taxpayers of Polk County may require, the right is reserved to make award(s) by individual items, group of items, all or none, or a combination thereof, with one or more suppliers; to reject any and all bids or waive any informality or technicality in bids received. The Sheriff may exercise assigned rights, pursuant to law, to use discretion in effecting the purchase of goods and services. 23

24 13. NEGOTIATIONS: The Polk County Sheriff s Office reserves the right to negotiate with one or more Vendors. 14. DISPUTES: In case of any doubt or differences of opinion as to the services to the services to be furnished hereunder, the decision of the Sheriff shall be final and binding on both parties. 15. LEGAL REQUIREMENTS: Federal, State, County and local laws, ordinances, rules and regulations that in any manner affect the product/service herein apply. Lack of knowledge by the Vendor will in no way be cause for relief from responsibility. 16. LIABILITY: The Vendor shall hold and save Grady Judd, Sheriff, Polk County, its officers, agents and employees harmless from liability of any kind in the performance of or fulfilling the requirements prior to and during the term of this Contract. 17. STATEMENT RELATIVE TO PUBLIC ENTITY CRIMES: The Vendor is directed to the Florida Public Entity Crime Act , Florida Statues, and the Polk County Sheriff s Office requirements that the successful Vendor comply with it in all respects prior to and during the term of the Contract. 18. EVALAUATION OF BID AWARDS: Grady Judd, Sheriff, Polk County reserves the right to award the bid/proposal to the lowest, most responsive and responsible Vendor who submits the bid meeting specifications most advantageous to Polk County Sheriff s Office. Grady Judd, Sheriff, Polk County further reserves the right to consider matters such as, but not limited to quality offered, delivery terms, budget requirements, location and service reputation of the Vendor, in determining the most advantageous bid. 19. AFTER AWARD: The Polk County Sheriff s Office reserves the right to add or delete items at prices to be negotiated at the time of addition or deletion. In the event of market changes, the Polk County Sheriff s Office may negotiate justified adjustments both upward/downward such as price, terms, etc, to this contract when the Sheriff s Office in its sole judgment, considers such adjustments to be in the best interest of the Polk County Sheriff s Office. 20. NON-PERFORMANCE/LIQUIDATED DAMAGES: Time is of the essence of this Contract and failure to deliver within the time period shall be considered a default. In case of a default, the Polk County Sheriff s Office may procure the required services and/or goods from other sources and hold the Contractor responsible for any excess costs occasioned thereby and may immediately cancel the Contract. 21. VENDOR S SITE VISIT: The Polk County Sheriff s Office reserves the right, at its discretion, to conduct on site visitations of any vendors facilities. The purpose of the visit will be to ensure the Polk County Sheriff s Office of the Vendor s capabilities of successfully administering this contract. If, in the Polk County Sheriff s Office s opinion, any vendor does not have the required capabilities as listed herein, this shall be considered grounds for non award/cancellation. 24

25 22. VERBAL/WRITTEN PURCHASE ORDERS: The award of this Bid does not constitute an order. Before delivery is made, the Vendor must receive a duly executed Purchase Order. Acceptance by the Vendor is assumed upon issue by the Polk County Sheriff s Office, of a duly executed purchase order. Inspection and acceptance of item(s) will be at the stated destination(s) unless otherwise provided, and title to and risk of loss or damage is the responsibility of the Vendor until the acceptance by the Polk County Sheriff s Office. 23. DELIVERY TICKETS/INVOICING: The successful Vendor shall furnish a priced and itemized delivery ticket or invoice for every delivery made to the Polk County Sheriff s Office. The delivery ticket or invoice shall include the date, department delivered to, and purchase order number and shall be signed by a representative of the requesting department when delivery is made. 24. RETURNS: Any goods delivered to the Polk County Sheriff s Office not as ordered shall be returned to the successful Vendor at no cost to the Polk County Sheriff s Office. Each respondent shall list herein what, if any, restocking charge will be charged to the Polk County Sheriff s Office for items being returned by the Polk County Sheriff s Office at no fault of the vendor. Any restocking charge shall be taken into consideration in the award/evaluation process. 25. INSURANCE: The successful vendor shall purchase and maintain in force, at his own expense, such insurance as will protect him and the Polk County Sheriff s Office from claims which may arise out of or result from the Vendor s execution of the work, whether such execution be by himself, his employees, agents, subcontractors, or by anyone for whose acts any of them may be liable. The successful Vendor shall furnish a copy of an original Certificate of Insurance, naming the Polk County Sheriff s Office as an additional insured. Should any of the policies be cancelled before the expiration date, the issuing company will mail 30 days written notice to the certificate holder. The successful Vendor shall furnish insurance in satisfactory limits, and on forms and of companies that are acceptable to the Purchaser s Attorney and/or Risk Management and shall require and show evidence of insurance coverage s on behalf of any subcontractors (if applicable), before entering into any agreement to sublet any part of the work to be done under this Contract. 26. CANCELLATION OF CONTRACTS/SUSPENSION: The Polk County Sheriff s Office may cancel this Contract WITHOUT CAUSE at any time by giving thirty (30) days written notice to the supplier/contractor. In addition, the Polk County Sheriff s Office may immediately suspend business with a supplier/contractor with written notification. 27. TERMINATION: In the event the funds to finance this Contract become unavailable or are not allocated by Polk County, Polk County Sheriff s Office may provide Vendor with thirty (30) days written notice of termination. Nothing in this Contract shall be deemed or construed to prevent the parties from negotiating a new Contract in this event. 28. AGREEMENT: This Bid and the Purchase Orders issued hereunder constitute the entire agreement between the Polk County Sheriff s Office and the Vendor awarded the Bid. No modification of this Bid shall be binding on the Polk County Sheriff s Office or the Vendors. 25

26 29. BACKGROUND INVESTIGATIONS: All vendors and/or possible subcontractors prior to award may be subject to a background investigation. Access to Agency Facilities by vendors/workers is a privilege, which may be revoked for any adverse background or intelligence checks. 30. ADDITIONAL INFORMATION: The Polk County Sheriff s Office Purchasing Section reserves the right to request additional information needed for clarification from any bidder/proposer for evaluation purposes. 26

27 VENDOR ACKNOWLEDGEMENT By signing and submitting this Pre-Qualification Package, Vendor acknowledges he/she has read, understands, and can provide the minimum requirements stated herein, that he/she has visited the site, performed investigations and verifications as he/she deems necessary, understands/accepts terms and conditions familiarized him/herself with the local conditions under which the work is to be performed and will be responsible for any and all errors in his/her Pre-Qualification Package resulting from his/her failure to do so. Vendor certifies this Pre-Qualification Package has not been prepared in collusion with any other Vendor or other person or persons engaged in the same line of business. PUBLIC ENTITY CRIME INFORMATION A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a Bid on a contract to provide any goods or services to a public entity, may not submit a Bid on a contract with a public entity for the construction or repair of a public building or a public work, may not submit Bids on leases of real property to a public entity, may not be awarded or perform work as a Vendor, supplier, sub-vendor, or consultant under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in Section , for CATEGORY TWO for a period of 36 months from the date of being placed on the convicted Vendor list. ANTI-COLLUSION STATEMENT The below signed Bidder has not divulged to, discussed or compared his/her Bid with other Vendors and has not colluded with any other Bidder or parties to a Bid whatsoever. Note: no premiums, rebates, or gratuities to any employee or agent are permitted with, before, or after any delivery of materials. Any such violation will result in the cancellation and/or return of material (as applicable) and the removal from the master vendors list. I have read and understood the contents of the above. Signature: Date: Print Name: Vendor Name: 27

28 AUTHORIZED SIGNATURES/NEGOTIATORS The bidder or proposer represents that the following persons are authorized to sign and/or negotiate contracts and related documents to which the bidder or proposer will be duly bound: Name Title Phone # Fax # (Signature) (Title) (Name of Business) The bidder/offeror shall complete and submit the following information with the bid or proposal: Type of Organization Sole Proprietorship Partnership Joint Venture Corporation State of Incorporation: Federal I.D. or Social Security number is 28

29 Cut along outer border and tape this label to your Request for Proposal envelope to identify it as a Request for Proposal. Neither faxed nor electronically submitted documents will be accepted. Be sure to include the name of the company submitting the proposal where requested. DELIVER TO: PURCHASING SECTION Polk County Sheriff s Office 3705 US Highway 98 South Unit #14 Lakeland, FL REQUEST FOR PROPOSAL DO NOT OPEN SEALED BID NO.: RFP P BID TITLE: Audio Visual Equipment for SOC DUE DATE/TIME: November 18, 2:00 PM SUBMITTED BY: Name of Company 29