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Invitation for Bid – Audio Visual System in Rooms 240 and 243 at the Spencer Road Library

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Invitation for Bid – Audio Visual System in Rooms 240 and 243 at the Spencer Road Library St. Charles City County Library District Invitation for bid – Audio Visual system in rooms 240 and 243 at the Spencer Road Library The St. Charles City-County Library is accepting bids pursuant to this Invitation for Bid from qualified businesses for the replacement of the Audio Visual system in rooms 240 and 243 at the Spencer Road Library. BID ISSUED: 8/5/2019 LOCATION: District Administrative Office, 77 Boone Hills Dr., St. Peters, MO 63376. Completed bids in accordance with this Invitation for Bid, can be emailed, faxed or hand delivered to: Attention: Zach Campbell, Library Technology Coordinator, [email protected], Fax: 636-441-3132. To protect the integrity of the Bid selection process, any questions concerning this Invitation for Bid, the Bid process or Bid specifications shall be emailed only to [email protected] in accordance with this Invitation for Bid. A bidder shall complete the Bid as required in this Invitation for Bid. The Library District reserves the right to reject any and all Bids and to waive formalities in the best interest of the Library District. We are entertaining proposals to replace the following: Audio Visual system in rooms 240 and 243 at the Spencer Road Library ● The District reserves the right to waive any irregularities in the bid process. ● The District will take into account reliability, past work experience, references, estimated duration of the project and any other factors deemed in the best interest of the District. ● The District reserves the right to split awards, make multiple awards and to reject any and all Bids. ● The District is tax exempt - a certificate of tax exemption will be provided. ● The winning bidder will be required to provide E-Verification - proof of legal residence in this country for all employees on this job. ● The winning bidder shall be familiar with all codes, regulations, and standards governing the specified work, including but not limited to those for the County of St. Charles, Missouri. Any contradiction between the manufacturer’s requirements and these specifications shall be brought to the attention of the manufacturer, the specifier and the Owner. ● This is a prevailing wage project. If you are not familiar with Missouri Prevailing Wage, please contact the Missouri Department of Labor. See attached applicable Annual Wage Order No. 25. PART 1 - GENERAL 1.1 SECTION INCLUDES A. Requirements for the St. Charles County Library Audio Visual (AV) systems. The work covered under this section consists of furnishing all labor, material, and services to install a complete audiovisual system based on the owner’s drawings and recommended acceptable equipment list. 1.2 ALTERNATES A. The library district has made every effort to provide an accurate equipment list. It will be the responsibility of the successful bidder to provide a complete working system based on the design intent. Products included in the suggested list have been designed to integrate with the building design, electrical infrastructure, telecommunication infrastructure and design intent of the owner. Should any equipment series, model or part numbers be superseded or discontinued, it shall be understood that newest equivalent series, model or part shall be furnished. Therefore, equipment manufacturer substitutions should not be allowed without express written consent of the library district. 1.3 QUALIFICATIONS A. The Audio-Visual Contractor will have the following minimum qualifications: 1. Five years’ experience in the installation, programming and servicing of similar systems, of similar scope. 2. Factory-direct, dealership relationships with the primary equipment manufacturers. 3. Full-time employee(s) with recognized industry certifications, minimum of two employees with InfoComm CTS, CTS-I or CTS-D certification. 4. Certified by control system manufacturer to install/service specified system. 5. On-staff or directly contracted Independent control system programmer. 6. The successful bidder shall include with its bid, a list of credentialed staff that will be actively involved in the project including specific tasks each will perform. 7. The successful bidder shall use shall use sufficient numbers of skilled workers who are thoroughly trained and experienced in the necessary crafts and who are completely familiar with the specified requirements and the methods needed for proper performance of the work in this section to be able to meet all project timelines. Evidence of specified qualifications may be requested. 1.4 PROJECT CONDITIONS A. This project represents installation in an existing facility. B. The successful bidder shall comply with all applicable national and local codes and ordinances and obtain all required permits. The successful bidder shall be held responsible for any violations of the law within the scope of his work. C. The successful bidder shall schedule and sequence the AV system work to coordinate with the established occupancy schedule of rooms 240/243 as updated from time to time by Owner. D. Once the successful bidder begins work at the project site, they shall maintain a Project Manager for the duration of the work to provide coordination with the Owner. E. The Project Manager shall conduct weekly meetings with the owner to report on progress, adherence to schedule, issues, and change orders. F. The successful bidder shall conform to all site policies regarding safety, job site hours and any additional policy which may affect site conditions. G. Any and all structural, mounting or rigging details within this package are strictly conceptual. It is the responsibility of the successful bidder to employ the services of a Structural Engineer as necessary. Calculations, shop drawings and details of any structural modifications or additions shall be submitted to the Architect for approval. H. The successful bidder shall cooperate with the owner and shall coordinate the installation of the AV systems so that all work will proceed in a manner which is in the best interests of the Owner. I. Labor, transportation and storage of equipment and all work needed for the installation shall be the responsibility of the successful bidder. J. It is the responsibility of the successful bidder to coordinate the AV device mounting heights and locations prior to installation to ensure the design intent is met. This coordination includes but is not limited to referencing any and all existing architectural drawings and documents. Device placement must meet the design intent based on “best practices” of the Audio Visual industry and/or directions given specifically by the Owner. 1.7 SUBMITTALS B. Materials List: The successful bidder shall submit a complete list by room of all proposed materials and equipment to be furnished and/or installed under the work of this specification. Give an item description; list quantity of units; and give the manufacturer’s name and catalog number for each separate component proposed. C. Product Data: With the material list, submit manufacturer’s data sheets for all proposed materials and equipment to be furnished under this specification. Exact model of proposed components shall be indicated on data sheets in the event of multiple listings. D. Shop Drawings: 1. Sufficiently prior to installation, submit complete shop drawings addressing themselves to the categories described below: a. Equipment location b. Cable routing and/or conduit requirements c. Equipment rack/console elevations d. Speaker placement and transformer tap settings e. System interconnect block drawings f. Point to point wiring of all system components g. Cable identification and labeling scheme h. Specification cut sheets on all equipment i. Control touch panel proposed page layouts 2. Drawings shall be of professional quality and shall be submitted in complete form. No partial submittals will be acceptable. Drawing files in electronic format shall be submitted. E. Post-Installation Submittal Requirements 1. Upon final system acceptance, submit: a. Complete manufacturers’ operation and maintenance manuals for all system components. b. Complete as-built drawings for all systems. c. System certificates of warranty. d. Completed system test reports. e. All uncompiled code, touch panel files and modules along with the compiled code. This code becomes the property of the Owner. f. All remote controls are to be turned over to the Owner for the installed equipment. 1.8 WARRANTY B. Warranty of workmanship and equipment is for a period of one (1) year from the date of first use of system or substantial completion, whichever is first. The successful bidder is to provide warranty repair or replacement for all products provided by the successful bidder. All workmanship is to be covered for a period of one (1) year at no additional cost to the Owner except in the case of obvious abuse, neglect or acts of God. Consumable items such as lamps, filters, batteries, etc. are not covered. C. During the warranty period the successful bidder shall: 1. Provide telephone support within 4 hours of a call 2. Provide on-site support within 24 hours of a call requesting service. 3. Repair or replace faulty items within 72 hours of on-site service or within manufacturer’s specified repair program time-lines. D. The successful bidder shall not involve the Owner with removing or reinstalling equipment or shipping or freight charges associated with any item under warranty. E. The warranty period will commence no sooner than the date of the first beneficial use by the Owner and no later than the date of contract close out. PART 2 - PRODUCTS 2.1 GENERAL A. Acceptable products are listed on the attached drawings and establish the basis for design for the AV Systems. B. All products shall be new and under warranty at the time of the installation. B-Stock, previously installed, refurbished or otherwise used equipment shall not be provided on this project. C. There shall be no product substitutions after the issuance of the contract award. D. Due to the advanced bidder qualifications, it is assumed that the successful bidder is solely responsible for the completeness and accuracy of the takeoffs, system design intent and equipment list.
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