REQUEST FOR PROPOSALS First Missionary Baptist Church The Church that is striving to become one of the most loving churches in all the world. 3509 Blue Spring Road, Huntsville, Alabama 35810 256-852-4318, phone ~ 256-852-5975, fax www.fmbc.org Pastor: Dr. Julius R. Scruggs RFP NO. 2015-10 FOR TV EQUIPMENT/SOUND UPGRADE PROJECT 1 of 9
NOTICE INVITING PROPOSALS NOTICE IS HEREBY GIVEN that sealed proposals will be received in the office of First Missionary Baptist Church (FMBC) either by U.S. Postal Service addressed to its mailing address, 3509 Blue Spring Road, Huntsville, AL 35810, or by personal delivery to the church office at the Administrative Facility on or before Monday, November 23, 2015 - Proposals Due by 4:30p.m., for the following: REQUEST FOR PROPOSALS (RFP) NO. 2015-10 TV EQUIPMENT/SOUND UPGRADE PROJECT FMBC seeks proposals from qualified firms to evaluate, upgrade, and install its sound, display, and TV equipment for the property located at 3509 Blue Spring Road, Huntsville, AL 35810. Proposals shall be enclosed in a sealed envelope marked RFP NO. 2015-10 TV EQUIPMENT/SOUND UPGRADE PROJECT, and plainly endorsed with the Proposer s name and address. A Pre-Proposal Conference and Site Tour will be held in the Main Conference Room of the Administrative Facility Monday, November 9, 2015 - Pre-Proposal Conference/Site Tour at 5:30 p.m. Attendance at the Pre-Proposal Conference is mandatory. Requests for modifications or clarifications of any requirement must be submitted in writing to the church office by Monday, November 16, 2015, at 5:00 PM. Contractor and any approved subcontractors shall hold such current and valid Contractor s Licenses as required by the Laws of the State of Alabama. Proposals will be examined and reported to FMBC s Pastor and Official Board within 14 calendar days after the due date for receipt of proposals. FMBC reserves the right to reject any and all proposals in whole or in part, or to waive any irregularities or informalities in any proposal or in the proposal procedure, or to extend the proposal receipt date, or to cancel the RFP for good cause. Each Bidder will be notified of award of contract, if an award is made. The RFP Documents are available for download on FMBC s website, www.fmbc.org. To download the documents, go to FMBC s website, click on Contract Opportunities, and select RFP NO. 2015-02. The RFP documents may also be obtained at the FMBC Administrative Facility, 3509 Blue Spring Road, Huntsville, AL 35810. Technical specifications will only be available to approved attendees of the mandatory pre-proposal meeting or by request. For additional information, contact Carolyn A. Landry, Church Administrator, at 256-852-4318 or clandry@fmbc.org. Dr. Julius R. Scruggs Pastor Date 2 of 9
1. PROPOSAL REQUEST FIRST MISSIONARY BAPTIST CHURCH REQUEST FOR PROPOSALS FOR TV EQUIPMENT/SOUND UPGRADE PROJECT RFP NO. 2015-10 First Missionary Baptist Church (FMBC) requests Proposals from qualified firms to evaluate, design, development and install A.) a reliable, high quality sound system that is capable of supporting multiple microphone feeds Sound Upgrade; B.) high definition informational displays in the sanctuary allowing suitable viewing from all locations within the Sanctuary. Content and control shall be from the Production suite location Informational Displays; C.) high definition cameras, audio, recording, duplicating, and editing system utilizing the latest and greatest high definition equipment- High Definition TV Upgrade; or D.) high definition informational displays in entry areas of the church, excluding the Sanctuary displays already included in 1(B). Proposals may be submitted for individual items of 1(A), 1(B), 1(C) or 1(D) or any combination thereof. The contractor shall provide for maintenance for one year of any installed equipment. It is the intent and desire that no existing equipment be utilized except as clearly explained in writing in the proposal and at oral presentations. FMBC will provide access to the current equipment and documentation that exist for examination by each Bidder. Specifications, and drawings will be provided at mandatory Pre-Proposal meeting). The owner reserves the right to reject or accept or partial accept any of the proposals as submitted. 2. PROPOSAL TIME LINE A. Listed below is the Proposal Time Line that outlines some important dates that all prospective bidders should be aware of: Monday, November 2, 2015 - RFP Issued to the Public Monday, November 9, 2015 - Pre-Proposal Conference/Site Tour at 5:30 p.m. Monday, November 16, 2015 - Written Requests for Clarification Due Thursday, November 19, 2015 - Response to Requests for Clarification Issued Monday, November 23, 2015 - Proposals Due by 4:30p.m. At Specified Delivery Location Thursday, December 3, 2015 - Oral Presentations at 4:30p.m. (Private 30 minute Presentations by Selected Vendors) Thursday December 10, 2015 Contract(s) Awarded to Selected Vendor 3 of 9
All dates are subject to revision at FMBC s discretion. 3. SUBMITTAL OF PROPOSALS A. Pre-Proposal Conference and Site Tour - There will be a Pre-Proposal Conference and Site Tour prior to the Proposal submission deadline. Members of the FMBC will be available to answer general questions pertaining to the Request for Proposals (RFP). B. Requests for Clarifications, Modifications, or Corrections to the Specifications - Any requests for clarifications, modifications, or corrections of this Solicitation shall be submitted in writing to the attention of the EoR at sammc@fmbc.org by the date and time specified in section 2.A. Any interpretation, change, or correction will be made in writing and delivered to all prospective bidders, and duly issued by the EoR on the date specified in section 2.A. Any oral responses to these conditions or specifications are null and void. C. Proposal Due Date - Proposals must be received no later than the date set forth in section 2.A. Proposals received after the date and time specified will be considered nonresponsive and will not be evaluated. FMBC is not responsible for proposals delayed for any reason. 3.C.1. Submission of a Proposal shall constitute a firm offer to FMBC and offer must state that prices are firm for a period of ninety (90) calendar days from the submission deadline for Receipt Proposals. 3.C.2. Bidders are requested to submit one original and three (2) hard copies of the Proposal to FMBC. An electronic PDF copy should also be sent to sammc@fmbc.org and clandry@fmbc.org. In case of any discrepancies, the original delivered hard copy will be considered by FMBC in evaluating the Proposal. The electronic version is provided for FMBC s administrative convenience only. Proposals should be submitted in a sealed envelope marked, RFP 2015-10 TV EQUIPMENT/SOUND UPGRADE and plainly endorsed with Bidder s name and address. Proposals should be delivered to the following address: First Missionary Baptist Church 3509 Blue Spring Rd NW Huntsville, AL 35810 Attention: Carolyn A. Landry, Church Administrator 3.C.3. Should firms interested in submitting a Proposal have questions regarding the required services, the contents of the Proposal, the selection procedures, or any other requirements, these questions should be directed to Sam McElroy at (256) 755-0050 or sammc@fmbc.org. FMBC will review all Proposals received by the date and time specified. Oral presentations will be required from no more than the top three bidders in each 4 of 9
category. Please reserve the date specified in section 2.A., as the tentative time planned for oral presentations. It is requested that the attendees be restricted to those individuals who will have direct involvement/responsibility for the services to be performed and key management team members under this contract. D. Proposal Documents - The following documents must be submitted with each Proposal. 3.D.1. Past Performance Provide a one page company overview and describe two projects of a similar nature and level of effort that you have performed in the past three years. This must include the point of contact and his/her mailing address, phone number and email address. 3.D.2. Signed Proposed Cost Volume 3.D.3. Project Schedule Timeline i.e. integrated master schedule 3.D.4. Certificate of Insurance 3.D.5. List of Subcontractors (if any) 3.D.6. References - 2 business references with contact information is required, these references should be key suppliers, banking, business partners, etc 3.D.7. Oral Presentation Slides 4. PLACE OF PERFORMANCE First Missionary Baptist Church at 3509 Blue Springs Road, Huntsville, Alabama 35810. 5. PERIOD OF PERFORMANCE A. The period of performance for design and installation of network services shall be a maximum of 30 days from the date that a signed contract is delivered and authorization to proceed is issued. Contractor must provide a proposed schedule for installation which minimizes interference with FMBC operation. Due to the nature of the Church and School operations some portions of the onsite work in the facility must be performed outside of normal business hours (after 5:00 PM and on weekends). Additionally, the contractor will bear the responsibility of servicing the manufacturers warranty on hardware. B. The completion of this project shall be prior to thirty days from Notice to Proceed. Liquidated damages of $ 100.00 per calendar day shall apply. 5 of 9
6. SCOPE OF SERVICES 1(A). The purpose of the upgraded sound system is to provide the highest quality audio system available in order to enhance the worship experience of FMBC in the sanctuary, fellowship hall, the vestibule and over the radio station. The contractor shall review all existing microphones, speakers, monitors, wiring, and audio equipment and propose the best solution to meet the needs of FMBC. Approved Manufacturer or Equivalent: JBL VerTec Series Model VT4887A 1(B).This project is to adds informational monitors for Displays in the Sanctuary allowing suitable viewing from all locations within the sanctuary. Content and control will be from the Production suite location. 1(C ) FMBC First Missionary Baptist Church will provide access as required for the installation, storage location for the new equipment prior to installation only. The contractor shall provide any and all other equipment, labor, utilities, or outside services required for a complete in place installation. Each Display will be networked in such a way as to allow control of, Power on/off, Brightness, Contrast, etc., of the displays at the Production Control point. The Production Suite shall maintain all five current display positions and must allow individual routing to each display. The proposed switcher shall have sufficient I/O's to accommodate future needs. New computers capable of supplying proper editing and control shall be provided by contractor. 1(D). The contractor shall review the FMBC complex and propose additional informational displays in various areas. The display size and location shall be proposed by the contractor with itemized cost for each location. See Exhibit A drawing for more details and locations of existing cameras and audio/visual feeds. 6 of 9
7. MANUFACTURER WARRANTY The Contractor shall warrant that all provided equipment furnished is new, undamaged, free of defects, and conforms to the specifications within this document. 8. CONTRACT PRICE A. The contract price shall be a firm-fixed price (FFP), for a period of 90 days. A. The contractor shall propose a contract price for achieving the total scope of the services specified in this RFP. Any categories not included in the below breakout shall be non-pay items in the achievement of a complete-in-place project. B. Prices shall be shown as follows: 1(A) Sound Upgrade Material Labor 1(B) Display Install Material Labor 1(C ) HD TV Equipment Material Labor 1(D) Display Install Material Labor Maintenance cost for the first year (included in base cost). Show any salvage value for equipment removal. 7 of 9
9. CONTRACT PAYMENTS The contractor shall be paid for the design and installation of the systems upon receipt of the contractor s invoice for work completed, delivered and accepted during the period covered by the invoice. Payment will be authorized in three equal payments, once upon approval and acceptance of the contract and required documents and notice to proceed; the second upon completion of 50% of the project; and the last upon total completion of the project and a release letter from all subcontractors as approved by the EoR. Payments for additional maintenance support services are billable on a monthly basis as negotiated. Payments for additional maintenance support services will not be made for invoices that do not include the written report as described in section 13.A below. 10. CONTRACTOR INVOICES A. The contractor invoices during construction shall be submitted to the address below. First Missionary Baptist Church ATTN: EoR 3509 Blue Spring Rd Huntsville, AL 35810 B. The monthly report stated below shall be included with invoices for support services. All valid/approved invoices will be paid net 10 days from date of receipt. 11. CONTRACT CHANGES A. All alterations and/or amendments shall be approved in writing by mutual agreement of both parties. B. Such agreements shall be signed by persons of the same authority as those signing the original contract. 12. INSURANCE A. The contractor shall provide a performance bond equal to the amount of the winning bid payable to FMBC. A copy of the contractor s current Certificate of Liability Insurance shall be included with the proposal and a copy shall be provided to FMBC as the named loss payee from the winning bidder for $1,000,000 coverage as approved by owner. 13. REPORT OF ACTIVITY The following reporting is required under this contract: A. The Contractor shall submit a monthly written report outlining services performed, problems encountered and actions taken/needed to correct any problems. This report shall be submitted with the invoice as stated in section 10 above. 8 of 9
14. CONTRACT AWARD A. The contract shall be awarded on the basis of the Best Value Approach. The following list of evaluation factors will be scored and evaluated by FMBC: Technical Approach 30% Past-Performance 20% Cost 20% Proposed Performance Schedule 10% Oral Presentation 20% 15. CONTRACT EXECUTION A. The contract shall be executed when signed by both parties. 16. CONTRACT TERMINATION A. The contract may be terminated by the owner at any time should the contractor fail to perform the requirements of the contract in a timely and satisfactory manner. B. The contractor will be given a 14-day written notice, during the design and installation phase, of the customer s intent to terminate the contract. C. The contractor will be given 14-days, from the receipt of the notice of intent to terminate, to bring their performance to a satisfactory level. D. The customer shall not incur any cost penalties as a result of the termination of this contract. E. The contract for maintenance services may be terminated by giving the contractor a 30 day notice, with same 30 days to bring their performance to satisfactory level. 9 of 9