REQUEST FOR PROPOSALS
accesso ShoWare Center Scoreboard Replacement
REQUEST FOR PROPOSALS (RFP) RELEASE DATE: May 24, 2021
PRE-PROPOSAL MEETING AND SITE VISIT: Dates: May 28, 2021 Time: By Appointment Only – Contact Tim Higgins at [email protected] Location: 625 West James Street, Kent, WA 98032
QUESTIONS/CLARIFICATION DEADLINE: Date: No later than June 2, 2021 Time 2:00 p.m. (PDT)
PROPOSAL DUE DATE AND TIME: Date: No later than June 11, 2021 Time 2:00 p.m. (PDT)
CONTACT PERSON: Vernon Mason RFP Coordinator 780-717-0774 [email protected]
accesso ShoWare Center Scoreboard Replacement 1 Cover Page
TABLE OF CONTENTS ADVERTISEMENT OF PROPOSAL ...... 5 TIMELINE AND SCHEDULE ...... 7 ARTICLE 1. INTRODUCTION ...... 8 1.01 PURPOSE ...... 8 1.02 SOLICITATION OBJECTIVES...... 8 1.03 LOCATION OF THE WORK ...... 8 1.04 PRE-BID SITE VISITS ...... 8 1.05 PERIOD OF PERFORMANCE ...... 8 ARTICLE 2. REQUEST FOR PROPOSALS INSTRUCTIONS ...... 9 2.01 SUBMITTAL DEADLINES ...... 9 2.02 RFP COORDINATOR ...... 9 2.03 BUILDING ENGINEERING SYSTEMS ...... 9 2.04 CLARIFICATION OF RFP & RECEIPT OF ADDENDA ...... 9 2.05 VERIFICATION OF PROPOSAL PRICES ...... 10 2.06 SUBMISSION OF PROPOSAL ...... 10 2.07 BID GUARANTY ...... 10 2.08 PERFORMANCE AND PAYMENT BONDS ...... 10 2.09 RESPONSIVE PROPOSALS ...... 11 2.10 CONTRACTOR QUALIFICATIONS ...... 11 2.11 REQUEST FOR PROPOSAL TOTAL COST PROPOSAL ...... 12 2.12 CONTRACTOR’S NAME AND SIGNATURE...... 12 2.13 INCURRED COSTS ...... 12 2.14 WITHDRAWAL OF PROPOSAL ...... 12 2.15 ALTERATION OF PROPOSAL ...... 12 2.16 ERRORS AND OMISSIONS ...... 12 2.17 EXPIRATION ...... 13 2.18 RIGHT TO REJECT PROPOSALS ...... 13 2.19 PROPOSED SUBCONTRACTORS ...... 13 2.20 PROPOSAL SUBMITTAL ...... 13 2.21 TIME FOR COMPLETION ...... 13 2.22 COLLUSION ...... 13 2.23 SINGLE PROPOSAL RECEIVED ...... 13 2.24 RIGHTS OF THE CITY ...... 14
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2.25 NOTICE OF INTENT TO AWARD ...... 14 2.26 PREVAILING WAGES ...... 14 2.27 EXTENSION OF TIME ...... 14 2.28 FAILURE TO EXECUTE CONTRACT ...... 14 2.29 CANCELLATION OF AWARD ...... 15 2.30 PROPOSER COMPLAINTS ...... 15 2.31 SUMMARY INFORMATION ...... 15 2.32 PROPOSAL OPENING ...... 15 2.33 FUNDING ...... 15 2.34 PROPRIETARY INFORMATION/PUBLIC DISCLOSURE ...... 15 2.35 GIFTS AND GRATUITIES ...... 16 ARTICLE 3. CONTRACTOR’S CHECKLIST ...... 17 3.01 CONTRACTOR’S RESPONSIBILITY STATEMENT ...... 17 3.02 CONTRACTOR’S CHECKLIST ...... 17 ARTICLE 4. PROPOSAL SUBMITTAL REQUIREMENTS ...... 18 4.01 PREPARATION AND SUBMITTAL OF PROPOSAL ...... 18 ARTICLE 5. COST PROPOSAL FORMS ...... 19 5.01 COST PROPOSAL ...... 19 ARTICLE 6. PROPOSAL EVALUATION & CONTRACT AWARD ...... 21 6.01 EVALUATION PROCEDURE ...... 21 6.02 EVALUATION METHOD, CRITERIA ANDSCORING ...... 21 6.03 SELECTION PROCESS ...... 21 6.04 FINAL SELECTION ...... 22 6.05 NOTIFICATION TO PROPOSERS ...... 22 6.06 CONTRACT AWARD AND EXECUTION ...... 22 ARTICLE 7. SCOPE OF WORK AND PERFORMANCE REQUIREMENTS ...... 23 7.01 PROJECT DESCRIPTION ...... 23 ARTICLE 8. BID BOND ...... 24 ARTICLE 9. RESPONSIBLE BIDDER CRITERIA ...... 25 ARTICLE 10. CERTIFICATION OF COMPLIANCE WITH WAGE PAYMENT STATUTES ...... 26 ARTICLE 11. REQUEST FOR PROPOSALS APPENDICES ...... 27
APPENDIX A - GENERAL CERTIFICATIONS AND ASSURANCES (RETURN WITH PROPOSAL) ...... 27
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APPENDIX B - AGREEMENT ...... 28 APPENDIX C – SPECIFICATIONS ...... 40 APPENDIX D – EVALUATION CRITERIA ...... 76
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ADVERTISEMENT OF PROPOSAL
REQUEST FOR PROPOSALS
Notice is hereby given that the City of Kent, Washington, is seeking proposals from qualified Contractors for the removal and installation of a LED scoreboard at the accesso ShoWare Center through June 11, 2021 up to 2:00 p.m. Proposals submitted by mail or in-person should be delivered and received at the City Clerk’s office by 2:00 p.m. as shown on the clock on the east wall of the City Clerk's Office on the first floor of City Hall, 220 4th Avenue South, Kent, Washington 98032, regardless of delivery method, including U.S. Mail. Proposals may also be submitted by email to [email protected] by 2:00 p.m., as shown by the email time of receipt. Faxes will not be accepted. If a Proposer wishes to deliver a proposal in-person, due to impacts from COVID-19, the Proposer shall call the City Clerk at (253) 856-5725 to schedule a time to drop-off the proposal. City staff will review all proposals and then contact selected contractors to engage in further negotiations for the following:
accesso ShoWare Center Scoreboard Replacement
Proposal: The City of Kent, Washington (City) is seeking proposals for the removal and installation of a LED scoreboard at the accesso ShoWare Center, to be completed no later than October 1, 2021. This solicitation is issued pursuant to RCW 39.04.290 – Contracts for Building Engineering Systems.
Proposal documents may be obtained at no charge by downloading at KentWA.gov/doing-business/bids-procurement.
Proposals should be clearly marked "PROPOSAL" with the name of the project (accesso ShoWare Center Scoreboard Replacement) on the outside of the envelope or in the subject line of the email.
If submitting by mail or hand-delivery, Proponents should submit five (5) copies which should be printed on recycled paper, along with two (2) USB thumbdrives containing a single PDF file including the entire proposal.
Questions on Requests for Proposal (RFP):
Questions regarding the proposal may be submitted to Vernon Mason, RFP Coordinator at (780) 717-0774, or by email at [email protected]. Proponents will be required to submit any questions by 2:00 p.m. on June 2, 2021, in order for staff to prepare any response required to be answered by Addendum. Questions are best received and most quickly responded to when sent via e-mail directly to [email protected]. Contract addenda, if any, shall be provided to each Proponent who provides an email address.
Additional Information:
The City reserves the right to reject any and all proposals, to waive any informalities in the submission of proposals, and to determine which proposal or Proponent is the most accesso ShoWare Center Scoreboard Replacement 5
responsive.
By submitting a response to this RFP, Proponents agree not to withdraw their response for a period of 90 days after the day the proposals are due.
All submitted proposals and evaluation materials become public information and may be reviewed by anyone requesting to do so at the conclusion of the evaluation, negotiation, and award process. This process is concluded when a signed contract is completed between City and the selected Proponent.
By electing to participate in this RFP process, the Proponent agrees not to make a public records request for any documents or information submitted by any applicant for this Proposal or related in any way to this RFP and to the extent allowed by law, waives its right to make such a request until contract execution is complete.
The City is not liable for any cost incurred by the Proponent prior to issuing the contract. Specialized plans and protocols may need to be established and implemented to meet social distancing and sanitation measures set forth by the United States Department of Labor or the Washington State Department of Health. It is the contractor’s responsibility to implement these measures, if required by law, at the contractor’s expense. The contents of the proposal of the selected Proponent shall become contractual obligations if a contract ensues. Failure of the Proponent to accept these obligations may result in cancellation of their selection. If a contract ensues, no language changes will be accepted to the City’s standard contract form.
Dated this 24 day of May, 2021.
BY: Kimberley A. Komoto, City Clerk
Published in Daily Journal of Commerce on May 24, 2021.
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TIMELINE AND SCHEDULE
accesso ShoWare Center Scoreboard Replacement
Timelines and schedules: The following are estimated timelines and schedules. The City reserves the right to modify this schedule when in the best interest of the City, in its sole discretion.
Procurement Activity Date and Time
RFP Issue Date May 24, 2021
Pre-Bid Site Visit (By Appointment Only) May 28, 2021
Last Day in Which Questions Can Be Submitted June 2, 2021 by 2:00 p.m.
City Responses to Contractor Questions (Estimated) June 4, 2021
RFP Due Date June 11, 2021 by 2:00 pm
Anticipated Notice of Intent to Award Pending Approval June 18, 2021
Completion Date October 1, 2021
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ARTICLE 1. INTRODUCTION 1.01 PURPOSE The City is soliciting Request for Proposals (“RFP”) from qualified Contractors for the removal and installation of a new LED scoreboard at the City’s accesso ShoWare Center. The selected Contractor shall be responsible for the installation, materials, tools, equipment, labor and supervision necessary to complete the work as described herein. 1.02 SOLICITATION OBJECTIVES A. The objective of this RFP is to solicit Proposals that will enable the City to select a Contractor and their proposal that meets the City’s needs for the completion of removal and installation of a new scoreboard at a reasonable cost. B. This solicitation is intended to award the project to the Contractor that provides the best proposal, including but not limited to price, that is in the best interest of the City. 1.03 LOCATION OF THE WORK The work will be performed at the accesso ShoWare Center in the City, located at 625 W James St, Kent, WA 98032. 1.04 PRE-BID SITE VISITS A. The City will provide an opportunity for pre-bid site visits. While attendance is not mandatory, Bidders are encouraged to call and schedule a time. The visit will provide prospective Bidders an opportunity to see the existing scoreboard that will be removed, along with the work conditions. Prospective Bidders are obligated to raise pertinent issues during the visit or by the due date and time for questions. If interpretations, specifications, or other Solicitation concerns warrant a change or clarification as a result of the meeting, the RFP Coordinator will do so by issuing an Addendum posted on the City’s website located at: https://www.kentwa.gov/doing-business/bids-procurement B. Site visits are to be scheduled May 28, 2021. C. Bidders who wish to attend a pre-bid site visit should contact Tim Higgins, access ShoWare GM, at [email protected] via email to confirm the number of individuals from your firm planning to attend. D. Attendees will be escorted by accesso ShoWare staff. Attendees are expected to remain as a group. 1.05 PERIOD OF PERFORMANCE A. The period of performance of any contract resulting from this RFP will begin as soon as possible following the notice of intent to award on or about June 18, 2021, and to end on October 1, 2021, or upon project completion. Amendments extending the period of performance, if any, shall be at the sole discretion of the City.
END OF SECTION
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ARTICLE 2. REQUEST FOR PROPOSALS INSTRUCTIONS 2.01 SUBMITTAL DEADLINES/REQUIREMENTS A. The City will receive in the City Clerk's Office on the first floor of City Hall, 220 4th Avenue South, Kent, Washington 98032, either in person, delivery by USPS or another carrier/courier delivery no later than 2:00 p.m. on June 11, 2021. If submitting by mail or hand-delivery, Proponents should submit five (5) copies which should be printed on recycled paper, along with two (2) USB thumbdrives containing a single PDF file including the entire proposal. B. Contractors should allow normal mail delivery time to ensure timely receipt by the City. Contractors assume the risk for the method of delivery chosen. The City assumes no responsibility for delays caused by delivery. If a Proposer wishes to deliver a proposal in-person, due to impacts from COVID-19, the Proposer shall call the City Clerk at (253) 856-5725 to schedule a time to drop-off the proposal. C. Proposals may also be submitted by email to [email protected] by 2:00 p.m. on June 11, 2021, as shown by the email time of receipt. Faxes will not be accepted. 2.02 RFP COORDINATOR A. The RFP Coordinator is the sole point of contact in the City for this procurement. All communication between the Contractor and the City upon receipt of the RFP shall be with the RFP Coordinator, as follows: Vernon Mason [email protected] (780) 717-0774 B. Any other communication will be considered unofficial and non-binding on the City. Contractors are to rely on written statements issued by the RFP Coordinator. Communication directed to parties other than the RFP Coordinator may result in disqualification of the Contractor. C. Unless authorized by the RFP documents, no other City official or employee can speak for the City regarding this RFP. The City is not bound by information, clarification, or interpretations from other City officials and employees. Submitters should not contact City officials or employees, other than the designated person. Failure to observe this requirement may be grounds for rejection of the Contractor’s proposal. 2.03 BUILDING ENGINEERING SYSTEMS This RFP solicitation is pursuant to RCW 39.04.290 – Contracts for Building Engineering Systems. 2.04 CLARIFICATION OF RFP & RECEIPT OF ADDENDA A. Requests for interpretation or reports of ambiguities shall be made to Vernon Mason, RFP Coordinator at (780) 717-0774, or by email at [email protected] by 2:00 p.m. on June 2, 2021. Clarifications, interpretations, or supplemental instructions which change the scope of Work and/or schedule described in the RFP will be issued only in the form of written addenda. All addenda shall become part of the RFP and any subsequently awarded Contract. B. The complete solicitation documents may be accessed from the City’s website at https://www.kentwa.gov/doing-business/bids-procurement. In addition to posting on the above website, the City also may email addenda information out to all known interested parties for convenience purposes only. The City shall not be held responsible for a Contractor’s failure to receive the email with the addenda information. It is the sole responsibility of all interested parties to diligently visit the above-listed website to see if any addenda have been issued prior to submitting their proposal to the City. Those interested in obtaining addenda information via email for a particular accesso ShoWare Center Scoreboard Replacement 9
RFP must send the City its request to the following email address: [email protected]. C. It is the sole responsibility of the Contractor to ensure that all posted Addenda is received, reviewed, and acknowledged on the Cost Proposal Form. D. Each Contractor shall acknowledge the receipt of all addenda issued on its Proposal. If such acknowledgement is not made, the City reserves the right to show constructive notice through delivery records or the Contractor’s use of information contained in the addenda. E. Contractors shall not rely upon any oral statements or conversations, whether at the pre-proposal conference or otherwise, that they may have with City employees, agents or representatives regarding the RFP. Oral and other interpretations or clarifications will be without legal effect. 2.05 VERIFICATION OF PROPOSAL PRICES Prices set forth in the Proposal will be reviewed by the City for mathematical accuracy. The City reserves the right to correct mathematical errors or complete mathematical calculations that are obvious on the face of the Cost Proposal Form. In the event of a discrepancy between a unit price and the extended amount for a proposal item on the proposal form, the unit price will control. The prices, corrected for mathematical errors, shall be used as the amount of the proposal items for evaluation and award purposes. 2.06 SUBMISSION OF PROPOSAL Contractor should allow sufficient time to ensure timely receipt of the proposal by the City. Late proposals may not be accepted and may be automatically disqualified from further consideration. All proposals and any accompanying documentation become the property of the City and will not be returned. 2.07 BID GUARANTY A. The Proposal shall be accompanied by a Bid Guaranty in an amount of at least 5% of the total proposal price (total of Proposal price plus Washington State Sales Tax). B. The Bid Guaranty shall be in one of the following forms and made payable to the City: a Bid Guaranty bond, in the form provided herein, duly completed by a guaranty company authorized to do business in the State of Washington; a certified check or cashier’s check drawn upon a banking institution. Attorneys-in-fact who sign Bid Guaranty bonds must file with each bond a certified and effectively dated copy of their Power of Attorney. 2.08 PERFORMANCE AND PAYMENT BONDS A. The Bidder awarded this Contract shall furnish a 100% performance bond and a 100% payment bond on forms acceptable to the City in the amount of 100% of the total Contract Sum as security for the faithful performance and completion of the Work. Such bonds shall be executed and sealed by a duly licensed surety registered with the Washington State Insurance Commissioner, and the surety’s name shall appear in the current Authorized Insurance Company List in the State of Washington published by the Office of the Insurance Commissioner. Attorneys-in-fact who sign bonds must file with each bond a certified and effectively dated copy of their Power of Attorney. B. The scope of the performance and payment bonds shall not affect or alter the liabilities of the Contractor to the City under the terms of the Contract or RFP.
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C. The City may require the surety to appear and qualify itself upon the bond. If at any time the City determines, in its sole judgment, that the surety is insufficient, the City may require the Contractor to furnish additional surety in form and arrangement satisfactory to the City and in an amount not exceeding that originally required. Payments will not be made on the Contract until sufficient surety as required is furnished. D. The person signing the performance and payment bonds on behalf of the Contractor shall be appropriately authorized to do so. 2.09 RESPONSIVE PROPOSALS A. The City, in its sole discretion, reserves the right to determine Proposal irregularities which render a Proposal non-responsive and to waive informalities and immaterial irregularities in the Proposal. A Proposal may be considered irregular and may be rejected by the City as non- responsive for reasons including, but not limited to: 1. If the proposal form furnished or authorized is not used or is altered; 2. If the proposal form or any required supplemental documents are incomplete, contain any additions, deletions, conditions, or otherwise fail to conform to the City’s requirements; 3. If the Contractor adds any provisions reserving the right to reject or accept the award, or enter into the contract; 4. If the Proposal or Bid Guaranty is not properly executed, or shows an incorrect amount; 5. If the Proposal fails to include a unit or lump sum price for every bid item; 6. If the City reasonably deems the Bid Guaranty inadequate; 7. If the Contractor fails to acknowledge receipt of any or all addenda; 8. If proposal prices cannot be read clearly; or 9. If the City deems any of the proposal prices to be excessively unbalanced either above or below the amount of a reasonable proposal price for the item of Work to be performed or product provided, to the potential detriment of the City. a. A proposal will be considered unbalanced when, in the sole opinion of the City, the proposal allocates a disproportionate share of costs to the price of one or more items in order to reduce the costs to the price of another item or items. 2.10 CONTRACTOR QUALIFICATIONS A. The City, in its sole discretion, will determine whether the Contractor is responsible based on the following qualifications criteria: 1. The ability, capacity and skill of the Contractor to perform the contract or provide the service or Work within the time required; 2. The character, integrity, reputation, and efficiency of the Contractor; 3. The quality and timeliness of performance by the Contractor of previous contracts with the City or other entities; 4. The previous and existing compliance by the Contractor with laws relating to public contracts; and 5. Such other information having a bearing on whether the Contractor is responsible. B. At the City’s request, the Contractor shall submit qualifications information regarding the Contractor, its key personnel, and subcontractors and suppliers as requested by the City. In the event a Contractor refuses to provide requested additional qualifications information, the Contractor’s Bid accesso ShoWare Center Scoreboard Replacement 11
Guaranty may be subject to forfeiture and the Proposal may be determined to be non-responsive. C. The City reserves the right to investigate the qualifications of any Contractor, including but not limited to, contacting any reference or any financial institution to verify that the Contractor is qualified to successfully complete the Work. D. In order to verify that the Contractor has adequately incorporated all elements of the Work and the requirements of the RFP in its proposed prices, the Contractor will make available for the City’s review a complete itemization of its Proposal and clearly define all phases of its Work, if requested by the City. E. Prior to award, if requested by the City, the Contractor and selected proposed subcontractors or suppliers shall attend a proposal evaluation conference and shall bring to the conference any documents requested by the City to evaluate the Proposal and the Contractor’s qualifications. 2.11 REQUEST FOR PROPOSAL – TOTAL COST PROPOSAL The Proposal shall include a total price which includes everything necessary for the prosecution and completion of the Contract including, but not limited to, furnishing all material, labor, shipping, delivery, equipment, software and Subcontractors, and other facilities and all management, superintendent’s labor and service, except as may be provided otherwise in the Contract. All proposals must be submitted with the current COVID-19 pandemic in mind and include the costs the successful Proposer, as the selected consultant, will incur in timely performing the work while complying with all federal, state, and local job site requirements, including social distancing, sanitation measures, and required personal protective equipment. Once a contract is executed, the successful Proposer will not be excused for delay, and no change order will issue for increased costs or additional time, due to the Proposer’s requirement to meet COVID-19 mitigation measures established by any federal or state agency or official and required as of the date of RFP opening. Should a federal or state agency or official impose subsequent mitigation measures that are not reasonably foreseeable, the City will agree to negotiate in good faith the impact those measures have on the ultimate contract work. 2.12 CONTRACTOR’S NAME AND SIGNATURE A. All Proposal Forms shall include the legal name and contractor registration number of the Prime Contractor and shall indicate whether Prime Contractor is a sole proprietor, a partnership, a corporation, joint venture, or other legal entity. The proposal form shall be signed by a person legally authorized to bind the Prime Contractor to a contract and shall indicate the Contractor’s address. A Cost Proposal Form signed by an agent shall have a current power of attorney attached certifying agent’s authority to bind the Contractor. Upon request of the City, the Contractor shall provide corporate or partnership documentation evidencing the Contractor’s legal status and showing the authority of the person signing the Cost Proposal Form to execute contracts on behalf of the Contractor. 2.13 INCURRED COSTS The City is not liable in any way for any costs incurred by respondents in replying to this request. 2.14 WITHDRAWAL OF PROPOSAL Contractors may withdraw their proposal before the RFP submittal deadline. 2.15 ALTERATION OF PROPOSAL A proposal already submitted to the City may be changed in writing, if the notice of change is received before the RFP deadline. Such changes need to be signed by an individual authorized to submit proposals on behalf of the Contractor. 2.16 ERRORS AND OMISSIONS The City will not consider a claim of an error in a proposal unless the claim is presented in writing within 24 accesso ShoWare Center Scoreboard Replacement 12
hours after the proposals are due. Additionally, Contractors claiming error must present supporting evidence, including but not limited to cost breakdown sheets, no later than 48 hours after the proposals are due. 2.17 EXPIRATION Submittal of a proposal certifies that proposal remains valid for 90 days following the due date. 2.18 RIGHT TO REJECT PROPOSALS The City reserves the right to reject any or all proposals, waive technicalities or irregularities, and to accept any proposal if such action is believed to be in the best interest of the City. Proposals may be rejected by the City, with or without cause, in the best interest of the City and/or in the discretion of the accesso ShoWare General Manager. Causes for rejection may include but are not limited to: (a) if prices are excessively unbalanced in the opinion of the City, (b) if proposals are not in ink; (c) if prices are not evident; (d) if addenda are not acknowledged. 2.19 PROPOSED SUBCONTRACTORS A. The City encourages and supports the use of M/WBE subcontractors and suppliers on all work. B. After apparent successful Contractor’s proposal has been announced, the City may require the apparent successful Contractor to identify any proposed subcontractors and major suppliers together with a statement of experience with references for each. Such information shall be submitted within 48 hours of request. 2.20 PROPOSAL SUBMITTAL A. All proposals should be submitted as provided in Section 2.01 above. B. Proposal submittals must include the following sections, as detailed in Appendix D, presented in order: 1. Corporate information 2. Project team 3. Products and technical solution 4. Project methodology 5. Warranty 6. Reference projects 7. Cost proposal form (as provided in Article 5 below) C. The Proponent’s total/lump sum price for the entire project must be provided on the cost proposal form and must be in US Dollars. D. The Proposal should not exceed seventy-five (75) pages. 2.21 TIME FOR COMPLETION A. The project shall be completed by October 1, 2021. B. Final Completion shall be when the project in its entirety is completed to the satisfaction of the City and no further work, including minor incidental work or correction and repair as identified by the City and the City’s Representative in a punch list as necessary for the Contractor to meet all requirements of the Contract. 2.22 COLLUSION If the City determines that collusion has occurred among the Contractors, none of the Proposals of the participants in such collusion will be considered. The City’s determination of collusion shall be conclusive. 2.23 SINGLE PROPOSAL RECEIVED If the City receives a single responsive, responsible Proposal, the City shall have the right, in its sole discretion, to conduct a price or cost analysis on such Proposal. The Contractor shall promptly provide all cost or pricing data, documentation and explanation requested by the City to assist in such analysis. By accesso ShoWare Center Scoreboard Replacement 13
conducting such analysis, the City shall not be obligated to accept the single Proposal; the City reserves the right to reject such Proposal or any portion thereof. 2.24 RIGHTS OF THE CITY The City reserves the right to accept the highest ranked Proposal, to reject any or all Proposals, republish the Request for Proposals, revise or cancel the work to be performed, or to do the Work otherwise, if in the judgment of the City, the best interests of the City is served thereby. 2.25 NOTICE OF INTENT TO AWARD A. The acceptance of a Proposal will be evidenced by a written Notice of Intent to Award delivered to the Contractor whose Proposal is accepted. B. Within ten days after issuance of the Notice of Intent to Award, the apparent successful Proposer will be expected to enter into an agreement that is substantially the same as the sample agreement and its specific and general terms and conditions attached as Appendix B, together with the performance and payment bonds (if required), the certificates of insurance with endorsements as required by the agreement, and any other documents requested by the City. In no event is a Proposer to submit its own standard agreement terms and conditions in response to this solicitation. C. The Contractor shall not commence physical modification of the Work site until the City has issued its Notice of Intent to Award, Notice to Proceed, and the City has received the executed agreement form and bonds and certificates of insurance meeting the requirements of the agreement. 2.26 PREVAILING WAGES A. The wage rates to be paid all laborers, workers, and mechanics that perform any part of this Contract shall not be less than the prevailing wage rates as required by Chapter 39.12 of the Revised Code of Washington, as amended. This requirement applies to laborers, workers, and mechanics whether they are employed by the Contractor, Subcontractors, Sub-subcontractors, or any other person who performs a portion of the Work contemplated by this Contract. B. The State of Washington prevailing wage rates application for this public works project, which is located in the County in which the work occurs, may be found at the following web address for the Department of Labor & Industries: https://lni.wa.gov/licensing-permits/public-works- projects/prevailing-wage-rates/ C. The applicable effective date for prevailing wages shall be based upon the proposal submittal deadline for this project. D. Upon request, the City will mail a hard copy of the applicable prevailing wages for this project. E. In referencing such rates, the City does not imply or warrant that the Contractor will find labor available at those rates. It is the Contractor’s sole responsibility to determine the wage rates actually paid. F. These prevailing wage provisions are applicable to work performed in the State of Washington. If work is performed outside of the State of Washington but shipping of materials will result in entering the State of Washington, prevailing wage rates apply at the time the trucker enters the State of Washington. For more information, contact the Washington Department of Labor and Industries. 2.27 EXTENSION OF TIME If the agreement form is not executed or not submitted to the City within the time required and, in the City’s discretion, circumstances warrant an extension of time, it may extend the time for execution of the agreement form or for furnishing bonds and insurance certificates. 2.28 FAILURE TO EXECUTE CONTRACT If the Contractor awarded the Contract fails to execute the agreement form and furnish the required bonds accesso ShoWare Center Scoreboard Replacement 14
and insurance certificates within ten days from delivery of the Notice of Intent to Award, or declares in writing its intent not to execute the Contract, its Bid Guaranty shall be forfeited to the City and the City may issue Notice of Intent to Award to the second highest ranked Contractor, and in like manner until the agreement form and bonds are executed by a responsible Contractor to whom award is made, or further Proposals are rejected. Forfeiture of the Bid Guaranty shall not limit the City’s right to recover damages from the Contractor caused by the Contractor’s failure to execute the agreement. 2.29 CANCELLATION OF AWARD The City reserves the right to cancel the award of any Contract at any time before the execution of said Contract by all parties without liability to the City. 2.30 PROPOSER COMPLAINTS A. Any Proposer may submit a complaint regarding this RFP based upon the following: 1. The solicitation unnecessarily restricts competition; 2. The evaluation/scoring process is unfair or flawed; or 3. The requirements are inadequate or insufficient so that a response is difficult to prepare. B. If no complaint is filed, a Proposer cannot later file a protest based on any of the above complaint criteria. C. Any complaint to the RFP must be in writing and submitted to the RFP Coordinator no less than seven (7) business days prior to the date when Proposals are due. 2.31 SUMMARY INFORMATION
CITY’S MAILING ADDRESS City Clerk 220 4th Avenue South Kent, WA 98032
OBTAIN BID DOCUMENTS City Website: https://www.kentwa.gov/doing-business/bids procurement
2.32 PROPOSAL OPENING Proposals will not be opened in a public meeting. Results may be provided upon request to the RFP Coordinator. 2.33 FUNDING A. Any contract award as a result of this procurement is contingent upon the availability of funding. In the event additional funding becomes available, any contract award may be renegotiated to provide for additional related products and/or services. B. No cost chargeable to the proposed contract may be incurred before receipt of a fully executed contract. 2.34 PROPRIETARY INFORMATION/PUBLIC DISCLOSURE A. Proposals submitted in response to this competitive procurement shall become the property of the City. All proposals received shall remain confidential until the contract, if any, resulting from this RFP is signed by the City, and the apparent successful Contractor; thereafter, the proposals shall be deemed public records as defined in Chapter 42.56 of the Revised Code of Washington (RCW). B. Any information in the proposal that the Contractor desires to claim as proprietary and exempt from accesso ShoWare Center Scoreboard Replacement 15
disclosure under the provisions of Chapter 42.56 RCW, or other state or federal law that provides for the nondisclosure of your document, must be clearly designated. The information must be clearly identified and the particular exemption from disclosure upon which the exemption from disclosure upon which the Contractor is making the claim must be cited. Each page containing the information claimed to be exempt from disclosure must be clearly identified by the words “Proprietary Information” printed on the lower right-hand corner of the page. Making the entire proposal exempt from disclosure or as Proprietary Information will not be honored. C. If a public records request is made for the information that the Contractor has marked as “Proprietary Information,” the City will notify the Contractor of the request and of the date that the records will be released to the requester unless the Contractor obtains a court order enjoining that disclosure. If the Contractor fails to obtain the court order enjoining disclosure, the City will release the requested information on the date specified. If a Contractor obtains a court order from a court of competent jurisdiction enjoining disclosure pursuant to Chapter 45.56 RCW, or other state or federal law that provides for nondisclosure, the City shall maintain the confidentiality of the Contractor’s information per the court order. D. A charge will be made for copying and shipping, as provided in RCW 42.56. No fee shall be charged for inspection of contract files. All requests for information should be directed to the City Clerk. 2.35 GIFTS AND GRATUITIES Contractors and City employees must strictly adhere to the statutes and ordinances for ethics in contracting and purchasing, including RCW 42.23 (Code of Ethics for Municipal Officers) and RCW 42.52 (Ethics in Public Service).
END OF SECTION
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ARTICLE 3. CONTRACTOR’S CHECKLIST 3.01 CONTRACTOR’S RESPONSIBILITY STATEMENT A. It is the responsibility of each Contractor to ascertain if all the documents listed on the attached index are included in their proposal. B. If documents are missing, it is the sole responsibility of the Contractor to contact the City to obtain the missing documents prior to the RFP due date and time. C. All Contractors shall familiarize themselves with all necessary permits, fees, codes, approvals, and inspections. Conformance with these requirements shall be included in the Contract. All required permits will be acquired and paid for by the Contractor. D. All Contractors must fill out all blanks to be submitted in proposals by the due date and time of the RFP. 3.02 CONTRACTOR’S CHECKLIST Forms below must be executed by ALL CONTRACTORS and submitted with their proposal. □ GENERAL CERTIFICATIONS AND ASSURANCES – Sign and return the General Certifications and Assurances form in APPENDIX A. □ PROPOSAL DESCRIPTION – Proposal must be submitted and in the format as described in ARTICLES 2 and 4 – PROPOSED SOLUTIONS SUBMITTAL DESCRIPTION. □ REQUEST FOR PROPOSAL OFFER FORM – Proposal prices must be shown in the spaces provided and signed by Contractor in ARTICLE 5 – COST PROPOSAL FORM. □ BID BOND FORM (OR OTHER BID SECURITY AS DESCRIBED IN SECTION 2.07) – Bid Security must be submitted as described in SECTION 2.07. If a Bid Bond is provided, it must be in the Form in ARTICLE 8 – BID BOND. □ RESPONSIBLE BIDDER CRITERIA FORM – Complete and sign the Responsible Bidder Criteria Form in ARTICLE 9 – RESPONSIBLE BIDDER CRITERIA FORM. □ CERTIFICATION OF COMPLIANCE WITH WAGE PAYMENT STATUTES FORM – Complete and sign the Certification of Compliance with Wage Payment Statutes Form in ARTICLE 10 – RESPONSIBLE BIDDER CRITERIA FORM.
END OF SECTION
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ARTICLE 4. PROPOSAL SUBMITTAL REQUIREMENTS 4.01 PREPARATION AND SUBMITTAL OF PROPOSAL A. Form of Proposal: 1. Proposals shall be submitted on the forms provided by the City, where provided. 2. All blanks on the proposal forms shall be filled in by ink or typed. 3. Alterations, erasures, or interlineations within the blanks, if any, shall be in ink and initialed by the signer of the Contractor. 4. The Contractor shall make no deletions, additional conditions or stipulations on the bid form or qualify its Proposal in any manner.
END OF SECTION
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ARTICLE 5. COST PROPOSAL FORMS 5.01 COST PROPOSAL All Contractors must complete and submit this form.
TO: City of Kent
CONTRACTOR:
PROJECT: accesso ShoWare Center Scoreboard Replacement PROJECT ADDRESS: 625 W James St, Kent, WA 98032
DATE:
Pursuant to and in compliance with your RFP and all other documents relating thereto, the undersigned hereby certifies that he/she has examined the documents for the ACCESSO SHOWARE SCOREBOARD REPLACEMENT in Kent, Washington, and that Contractor has read and thoroughly understands the terms of the contract and the cost to complete work at the place where the work is to be done, and that Contractor proposes and agrees to perform the contract, within the time stipulated, including all of its component parts, including mobilization and demobilization, and to provide and furnish any and all labor, materials (including freight/delivery), tools, expendables, construction equipment, affidavits of prevailing wages paid, utility and transportation services necessary to perform the complete contract, in a workmanlike manner, complete and in place, as required by and in conformance with the RFP, Scope of Work, and Addenda, all for the following lump sum price below. WASHINGTON STATE PREVAILING WAGES ARE REQUIRED FOR FABRICATION OCCURING IN THE STATE OF WASHINGTON, EVEN IF NOT DONE ON SITE. SEE SECTION 2.26 FOR ADDITIONAL INFORMATION. ALL PRICING MUST BE INCLUSIVE OF ALL COSTS ASSOCIATED WITH PAYMENT AND REPORTING PREVAILING WAGES. SCHEDULE OF VALUES
Item Description Unit Qty Total Amount LED Scoreboard Removal and 1 Installation as Specified in LS 1 $ Specifications (Appendix C) and Scope of Work
Receipt of Addendum No(s) through is (are) hereby acknowledged.
Project Completion: The Bidder agrees that all work under this Agreement shall be complete, having gained a successful final inspection and received final acceptance from the City, no later than October 1, 2021.
Bidder certifies that the Bidder is in compliance with Industrial Insurance coverage requirements in accordance with RCW Title 51.
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Non-collusion. The undersigned declares under penalty of perjury that the bid submitted is a genuine and not a sham or collusive bid, or made in the interest or on behalf of any person or Contractor not therein named; and further says that the said Bidder has not directly or indirectly induced or solicited any Bidder on the above work or supplies to put in a sham bid, or any other person or corporation to refrain from bidding; and that said Bidder has not in any manner sought by collusion to secure to the Bidder an advantage over any other Bidder or Bidders.
Name of Contractor
Signature By (type or print) Title
Business Address
Mailing Address City State Zip Code
Telephone Number Fax number
Contact Person Email Address
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ARTICLE 6. PROPOSAL EVALUATION & CONTRACT AWARD 6.01 EVALUATION PROCEDURE A. Responsive proposals will be evaluated strictly in accordance with the requirements stated in this solicitation and any addenda issued. The evaluation of proposals shall be accomplished by an evaluation team, to be designated by the City, which will determine the ranking of the proposals. B. The City, at its sole discretion, may elect to select the top-scoring Contractors as finalists for an oral presentation. C. The RFP Coordinator may contact the Contractor for clarifications of any portion of the Contractor’s proposal. 6.02 EVALUATION METHOD, CRITERIA, AND SCORING The evaluation factors reflect a wide range of considerations. While cost is important, other factors are also significant. Consequently, the City may select other than the lowest cost proposal. The objective is to choose the Contractor capable of providing the best valued solution that will achieve the goals and objectives of the requested services within a reasonable budget. Evaluation Method: A. The submission in its entirety will be evaluated based on its detailing of the Proponent's understanding of the scope of work and ability to provide a complete and comprehensive solution. B. Proposals will be evaluated by a team designated by the City. The City reserves the exclusive right to determine the qualitative aspects of all proposals relative to the evaluation criteria. C. Upon receipt of proposals, the City will examine each submission for compliance with bidding requirements, prior to carrying out the primary evaluation. Proposals that do not comply with the technical requirements detailed in Appendix C: Specification will be disqualified and not evaluated further. D. The proposal with the lowest cost shall receive the maximum points allocated for cost. All other proposals will be prorated against the lowest cost proposal using the following formula: Max Available Pts. – [Max Available Pts. X (total cost – lowest total cost) / lowest total cost] Evaluation Criteria: Evaluations will be based on criteria as provided in Appendix D. Evaluation Scoring:
Evaluation Criteria Points Corporate information 10 Project team 5 Products and technical solution 30 Project methodology 5 Warranty 5 Reference projects 15 Price 30 Total Points Available 100 6.03 SELECTION PROCESS After the proposals are evaluated, the evaluation team will determine whether formal presentations or interviews are necessary for short-listed Contractors. At this time, the City may choose to contact officials accesso ShoWare Center Scoreboard Replacement 21
from other jurisdictions regarding the vendor, their prior work experience and their ability to successfully complete the scope of services. The City may request clarification or additional information from a specific Contractor in order to assist in the City's evaluation of the proposed solution. Upon completion of presentations or interviews, and reference checks, the evaluation team will formulate their recommendation for award of the Contract. 6.04 FINAL SELECTION The evaluation process is designed to award this procurement not necessarily to the Contractor of least cost, but rather to the Contractor whose proposal best meets the requirements of this RFP. The City reserves the right to award the contract to the Contractor whose proposal is in the best interest of the City, or to make no award at all. 6.05 NOTIFICATION TO PROPOSERS The City will notify the Apparently Successful Contractor of its selection in writing upon completion of the evaluation process. Individuals or Contractors whose proposals were not selected for further negotiation or award will be notified separately by email and/or postal services. 6.06 CONTRACT AWARD AND EXECUTION A. The City reserves the right to make an award without further discussion of the proposal submitted. Therefore, the proposal should be initially submitted on the most favorable terms the Contractor can offer. B. The City may require changes in the scope of services as deemed necessary by the City, before execution of the Contract. The City shall not be bound or in any way obligated until both parties have executed a Contractor agreement. C. The general conditions and specification of the RFP and the successful Contractor’s response, as amended by Contract between the City and the successful Contractor, including e-mail or written correspondence relative to the RFP, will become part of the Contract. Additionally, the City will verify Contractor representations that appear in the proposal. Failure of a Contractor to perform services as represented may result in elimination of the Contractor from further competition or in Contract cancellation or termination. D. If the selected Contractor fails to sign the Contract within ten (10) business days of delivery of the final Contract, the City may elect to cancel the award and award the Contract to the next-highest ranked Contractor. E. No parties may incur any cost chargeable to the proposed contract before the date of execution of the Contract.
END OF SECTION
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ARTICLE 7. SCOPE OF WORK AND PERFORMANCE REQUIREMENTS 7.01 PROJECT DESCRIPTION A. The City is seeking a qualified Contractor to provide the design, engineering, labor, supplies, materials, tools, test equipment, transportation, offloading, supervision, and coordination required to complete the removal of the current scoreboard and associated system, and the supply, installation, training, and commissioning of a new LED scoreboard, displays, and associated systems as described in the Specifications and related concept drawings, Appendix C. B. The selected Contractor submitting the bid (Bidder) shall be responsible for the r e m o v a l installation, materials, tools, equipment, labor and supervision necessary to complete the work as described herein.
END OF SECTION
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ARTICLE 8. BID BOND
KNOW ALL MEN BY THESE PRESENTS:
That we, , as Principal, and , as Surety, are held and firmly bound unto the CITY OF KENT, as Obligee, in the penal sum of Dollars, for the payment of which the Principal and the Surety bond themselves, their heirs, executors, administrators, successors and assigns, jointly and severally, by these presents.
The condition of this obligation is such that if the Obligee shall make any award to the Principal for Project/Project Number
According to the terms of the proposal or bid made by the Principal thereof, and the Principal shall duly make and enter into a contract with the Obligee in accordance with the terms of said proposal or bid and award and shall give bond for the faithful performance thereof, with Surety or Sureties approved by the Obligee; or if the Principal shall, in case of failure so to do, pay and forfeit to the Obligee the penal amount of the deposit specified in the invitation to bid, then this obligation shall be null and void; otherwise it shall be and remain in full force and effect and the Surety shall forthwith pay and forfeit to the Obligee, as penalty and liquidated damaged, the amount of this bond.
SIGNED, SEALED AND DATED THIS DAY OF 2021.
PRINCIPAL
SURETY
20 .
Received return of deposit in the sum of $ .
END OF SECTION accesso ShoWare Center Scoreboard Replacement 24
ARTICLE 9. RESPONSIBLE BIDDER CRITERIA In accordance with RCW 39.04, before award of a public works contract, a Bidder must meet the following responsibility criteria to be considered a responsible Bidder and qualified to be awarded a public works project. The Bidder must: At the time of Proposal submittal, have the following: A. a certificate of registration in compliance with chapter 18.27 RCW; B. Have a current state unified business identifier (UBI) number; C. If applicable, have industrial insurance coverage for Bidder’s employees working in Washington as required in Title 51 RCW; D. If applicable, have employment security department number as required in Title 50 RCW; E. If applicable, have a state excise tax registration number as required in Title 82 RCW; F. Not be disqualified from Proposing on any public works contract under RCW 39.06.010 or 39.12.065(3); and G. Is exempt from or has completed Contractor Training for Public Works Projects through Labor & Industries as required in RCW 39.04.350 and RCW 39.06.020. In accordance with RCW 39.06, a public works contractor must verify responsibility criteria for each first tier subcontractor, and a subcontractor of any tier that hire other subcontractors must verify responsibility criteria for each of its subcontractors. Verification shall include that each subcontractor, at the time of subcontract execution, meets the responsibility criteria and possesses an electrical contractors license, if required by RCW 19.28, or an elevator contractor license, if required by RCW 70.87. This verification requirement, as well as the responsibility criteria, must be included in every public works contract and subcontract of every tier.
Providing the following information is MANDATORY in order to meet “Responsible Bidder” requirements. Failure to provide the information may disqualify your Proposal as being “Non-Responsive”. If your business is not required to have one of the following numbers, provide an explanation.
1. State of Washington Contractor Registration No. 2. State of Washington Unified Business Identifier No. 3. Employment Security Department No. 4. Is the payment of Worker’s Compensation Premiums current? If your business does not have a Worker’s Comp account with the WA State Department of Labor & Industries, please explain why. [ ] Yes [ ] No (If No, you are not eligible to Bid on this project) [ ] No Account – Explain why: 5. Are you disqualified from Bidding on public works projects in the State of Washington? [ ] Yes (If Yes, you are not eligible to Bid on this project) [ ] No 6. Are either exempt from or having completed Contractor Training Related to Public Works Project? [ ] Exempt [ ] Have completed the training. [ ] Agree to completing the training prior to contract award.
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ARTICLE 10. CERTIFICATION OF COMPLIANCE WITH WAGE PAYMENT STATUTES The Bidder hereby certifies that, within the three-year period immediately preceding the bid solicitation date (September 13, 2017), the Bidder is not a “willful” violator, as defined in RCW 49.48.082, of any provision of chapters 49.46, 49.48, or 49.52 RCW, as determined by a final and binding citation and notice of assessment issued by the Department of Labor and Industries or through a civil judgment entered by a court of limited or general jurisdiction.
I certify (or declare) under penalty of perjury under the laws of the State of Washington that the foregoing is true and correct.
Bidder’s Business Name
Signature of Authorized Official*
Printed Name
Title
Date Location or Place Executed (City, State)
Check One: Sole Proprietorship ☐ Partnership ☐ Joint Venture ☐ Corporation ☐
State of Incorporation, or if not a corporation, State where business entity was formed:
If a co-partnership, give firm name under which business is transacted:
* If a corporation, proposal must be executed in the corporate name by the president or vice-president (or any other corporate officer accompanied by evidence of authority to sign). If a co-partnership, proposal must be executed by a partner.
UNSIGNED BIDS WILL BE DECLARED NONRESPONSIVE AND REJECTED
END OF SECTION
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ARTICLE 11. REQUEST FOR PROPOSALS APPENDICES APPENDIX A - GENERAL CERTIFICATIONS AND ASSURANCES (RETURN WITH PROPOSAL) 1. I/we make the following certifications and assurances as a required element of the proposal to which it is attached, understanding that the truthfulness of the facts affirmed here and the continuing compliance with these requirements are conditions precedent to the award of continuation of the related contract: a. I/we declare that all answers and statements made in the proposal are true and correct. b. The prices and/or cost data have been determined independently, without consultation, communication, or agreement with others for the purpose of restricting competition. However, I/we may freely join with other persons or organizations for the purpose of presenting a single proposal. c. The attached proposal is a firm offer for a period of at least ninety (90) calendar days following the Proposal Due Date, and it may be accepted by the City within the ninety (90) days. The proposal may withdraw their proposal on or after the ninety (90) days if done so in writing. d. In preparing this proposal, I/we have not been assisted by any current or former employee of the City of Kent or the accesso ShoWare Center whose duties relate (or did relate) to this proposal or prospective contract, and who was assisting in other than his or her official, public capacity. If there are exceptions to these assurances, I/we have described them in full detail on a separate page attached to this document. e. I/we understand that the City will not reimburse me/us for any costs incurred in the preparation of this proposal. All proposals become the property of the City, and I/we claim no proprietary right to the ideas, writings, items, or samples, unless so stated in this proposal. f. Unless otherwise required by law, the prices and/or cost data which has been submitted have not been knowingly disclosed by the Proposer and will not knowingly be disclosed by him/her prior to opening, directly or indirectly, to any other Proposer or to any competitor. g. I/we agree that submission of the attached proposal constitutes acceptance of the solicitation contents and the attached sample contract and general terms and conditions. h. No attempt has been made or will be made by the Proposer to induce any other person or Contractor to submit or not to submit a proposal for the purpose of restricting competition. i. I/we grant the City the right to contact references and others who may have pertinent information regarding the ability of the Contractor and the lead staff person to perform the services contemplated by this RFP.
On behalf of the Contractor submitting this proposal, my name below attests to the accuracy of the above statements.
Signature of Proposer Date
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APPENDIX B – AGREEMENT
PUBLIC WORKS AGREEMENT between City of Kent and
[Insert Contractor's Company Name]
THIS AGREEMENT is made by and between the City of Kent, a Washington municipal corporation (hereinafter the "City"), and [Insert Contractor's Co. Name], organized under the laws of the State of [Insert State Company formed under], located and doing business at [Insert Contractor's Address, Phone Number, and Contact Person], (hereinafter the "Contractor").
AGREEMENT
The parties agree as follows:
I. DESCRIPTION OF WORK.
Contractor shall perform the following services for the City in accordance with the following described plans and/or specifications:
[Insert detailed description of services contractor is providing. Be as detailed as possible. You may attach an exhibit so long as the exhibit is clearly referenced and identified by title and date].
The Contractor further represents that the services furnished under this Agreement will be performed in accordance with generally accepted professional practices within the Puget Sound region in effect at the time such services are performed.
II. TIME OF COMPLETION. The parties agree that work will begin on the tasks described in Section I above within [Insert # of days] [calendar or working] days after the City issues its Notice to Proceed. Upon the effective date of this Agreement, all physical work shall thereafter be completed [Type either "within" or "by" depending on deadline in next form field] [Insert either a date specific or enter # of days, weeks, months, years, etc.]. The term of this Agreement shall continue until all work has been completed, final acceptance has occurred, and all Contractor obligations have been fulfilled.
III. COMPENSATION. The City shall pay the Contractor a total amount not to exceed [Insert maximum dollar amount to be paid for services - Must be over $20K to use this form. You may type out the dollar amount and enter the numerical dollar amount in parentheses or you may just enter the numerical dollar amount], including any applicable Washington State Sales Tax, for the work and services contemplated in this Agreement. The Contractor shall invoice the City monthly. The City will pay for the portion of the work described in the invoice that has been completed by the Contractor and approved by the City. The City’s payment shall not constitute a waiver of the City’s right to final inspection and acceptance of the project. 28 accesso ShoWare Center Scoreboard Replacement
Card Payment Program. The Contractor may elect to participate in automated credit card payments provided for by the City and its financial institution. This Program is provided as an alternative to payment by check and is available for the convenience of the Contractor. If the Contractor voluntarily participates in this Program, the Contractor will be solely responsible for any fees imposed by financial institutions or credit card companies. The Contractor shall not charge those fees back to the City.
A. Payment and Performance Bond. Pursuant to Chapter 39.08 RCW, the Contractor, shall provide the City a payment and performance bond for the full contract amount.
B. Retainage. The City shall hold back a retainage in the amount of five percent (5%) of any and all payments made to the Contractor for a period of sixty (60) days after the date of final acceptance, or until receipt of all necessary releases from the State Department of Revenue, the State Department of Labor & Industries, and the State Employment Security Department, and until settlement of any liens filed under Chapter 60.28 RCW, whichever is later. The amount retained shall be placed in a fund by the City pursuant to RCW 60.28.011(4)(a), unless otherwise instructed by the Contractor within fourteen (14) calendar days of the Contractor’s signature on the Agreement.
C. Defective or Unauthorized Work. The City reserves its right to withhold payment from the Contractor for any defective or unauthorized work. Defective or unauthorized work includes, without limitation: work and materials that do not conform to the requirements of this Agreement; and extra work and materials furnished without the City’s written approval. If the Contractor is unable, for any reason, to satisfactorily complete any portion of the work, the City may complete the work by contract or otherwise, and the Contractor shall be liable to the City for any additional costs incurred by the City. “Additional costs” shall mean all reasonable costs, including legal costs and attorney fees, incurred by the City beyond the maximum Contract price specified above. The City further reserves its right to deduct the cost to complete the Contract work, including any Additional Costs, from any and all amounts due or to become due the Contractor.
D. Final Payment: Waiver of Claims. THE CONTRACTOR’S ACCEPTANCE OF FINAL PAYMENT (EXCLUDING WITHHELD RETAINAGE) SHALL CONSTITUTE A WAIVER OF CONTRACTOR’S CLAIMS, EXCEPT THOSE PREVIOUSLY AND PROPERLY MADE AND IDENTIFIED BY CONTRACTOR AS UNSETTLED AT THE TIME FINAL PAYMENT IS MADE AND ACCEPTED.
IV. INDEPENDENT CONTRACTOR. The parties intend that an Independent Contractor- Employer Relationship will be created by this Agreement. By their execution of this Agreement, and in accordance with Ch. 51.08 RCW, the parties make the following representations:
A. The Contractor has the ability to control and direct the performance and details of its work, the City being interested only in the results obtained under this Agreement.
B. The Contractor maintains and pays for its own place of business from which the Contractor’s services under this Agreement will be performed.
C. The Contractor has an established and independent business that is eligible for a business deduction for federal income tax purposes that existed before the City retained the Contractor’s services and is a service other than that furnished by the City, or the Contractor is engaged in an independently established trade, occupation, profession, or business of the same nature as that involved under this Agreement.
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D. The Contractor is responsible for filing as they become due all necessary tax documents with appropriate federal and state agencies, including the Internal Revenue Service and the state Department of Revenue.
E. The Contractor has registered its business and established an account with the state Department of Revenue and other state agencies as may be required by the Contractor’s business, and has obtained a Unified Business Identifier (UBI) number from the State of Washington.
F. The Contractor has a valid contractor registration pursuant to Ch. 18.27 RCW or an electrical contractor license pursuant to Ch. 19.28 RCW.
G. The Contractor maintains a set of books dedicated to the expenses and earnings of its business.
V. TERMINATION. The City may terminate this Agreement for good cause. “Good cause” shall include, without limitation, any one or more of the following events:
A. The Contractor’s refusal or failure to supply a sufficient number of properly skilled workers or proper materials for completion of the Contract work.
B. The Contractor’s failure to complete the work within the time specified in this Agreement.
C. The Contractor’s failure to make full and prompt payment to subcontractors or for material or labor.
D. The Contractor’s persistent disregard of federal, state or local laws, rules or regulations.
E. The Contractor’s filing for bankruptcy or becoming adjudged bankrupt.
F. The Contractor’s breach of any portion of this Agreement.
If the City terminates this Agreement for good cause, the Contractor shall not receive any further money due under this Agreement until the Contract work is completed. After termination, the City may take possession of all records and data within the Contractor’s possession pertaining to this project which may be used by the City without restriction.
VI. PREVAILING WAGES. The Contractor shall file a “Statement of Intent to Pay Prevailing Wages,” with the State of Washington Department of Labor & Industries prior to commencing the Contract work. The Contractor shall pay prevailing wages in effect on the date the bid is accepted or executed by the Contractor, and comply with Chapter 39.12 of the Revised Code of Washington, as well as any other applicable prevailing wage rate provisions. The latest prevailing wage rate revision issued by the Department of Labor and Industries is attached.
VII. CHANGES. The City may issue a written change order for any change in the Contract work during the performance of this Agreement. If the Contractor determines, for any reason, that a change order is necessary, the Contractor must submit a written change order request to the person listed in the notice provision section of this Agreement, Section XVI(D), within fourteen (14) calendar days of the date the Contractor knew or should have known of the facts and events giving rise to the requested change. If the City determines that the change increases or decreases the Contractor's costs or time for performance, the City will make an equitable adjustment. The City will attempt, in good faith, to reach agreement with the Contractor on all equitable adjustments. However, if the parties are unable to agree, accesso ShoWare Center Scoreboard Replacement
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the City will determine the equitable adjustment as it deems appropriate. The Contractor shall proceed with the change order work upon receiving either a written change order from the City or an oral order from the City before actually receiving the written change order. If the Contractor fails to require a change order within the time specified in this paragraph, the Contractor waives its right to make any claim or submit subsequent change order requests for that portion of the contract work. If the Contractor disagrees with the equitable adjustment, the Contractor must complete the change order work; however, the Contractor may elect to protest the adjustment as provided in subsections A through E of Section IX, Claims, below.
The Contractor accepts all requirements of a change order by: (1) endorsing it, (2) writing a separate acceptance, or (3) not protesting in the way this section provides. A change order that is accepted by the Contractor as provided in this section shall constitute full payment and final settlement of all claims for contract time and for direct, indirect and consequential costs, including costs of delays related to any work, either covered or affected by the change.
VIII. FORCE MAJEURE. Neither party shall be liable to the other for breach due to delay or failure in performance resulting from acts of God, acts of war or of the public enemy, riots, pandemic, fire, flood, or other natural disaster or acts of government (“force majeure event”). Performance that is prevented or delayed due to a force majeure event shall not result in liability to the delayed party. Both parties represent to the other that at the time of signing this Agreement, they are able to perform as required and their performance will not be prevented, hindered, or delayed by the current COVID-19 pandemic, any existing state or national declarations of emergency, or any current social distancing restrictions or personal protective equipment requirements that may be required under federal, state, or local law in response to the current pandemic.
If any future performance is prevented or delayed by a force majeure event, the party whose performance is prevented or delayed shall promptly notify the other party of the existence and nature of the force majeure event causing the prevention or delay in performance. Any excuse from liability shall be effective only to the extent and duration of the force majeure event causing the prevention or delay in performance and, provided, that the party prevented or delayed has not caused such event to occur and continues to use diligent, good faith efforts to avoid the effects of such event and to perform the obligation.
Notwithstanding other provisions of this section, the Contractor shall not be entitled to, and the City shall not be liable for, the payment of any part of the contract price during a force majeure event, or any costs, losses, expenses, damages, or delay costs incurred by the Contractor due to a force majeure event. Performance that is more costly due to a force majeure event is not included within the scope of this Force Majeure provision.
If a force majeure event occurs, the City may direct the Contractor to restart any work or performance that may have ceased, to change the work, or to take other action to secure the work or the project site during the force majeure event. The cost to restart, change, or secure the work or project site arising from a direction by the City under this clause will be dealt with as a change order, except to the extent that the loss or damage has been caused or exacerbated by the failure of the Contractor to fulfill its obligations under this Agreement. Except as expressly contemplated by this section, all other costs will be borne by the Contractor,
IX. CLAIMS. If the Contractor disagrees with anything required by a change order, another written order, or an oral order from the City, including any direction, instruction, interpretation, or determination by the City, the Contractor may file a claim as provided in this section. The Contractor shall give written notice to the City of all claims within fourteen (14) calendar days of the occurrence of the events giving rise to the claims, or within fourteen (14) calendar days of the date the Contractor knew or should have known of the facts or events giving rise to the claim, whichever occurs first . Any claim for damages, additional payment for any reason, or extension of time, whether under this Agreement or otherwise, shall be conclusively deemed to have been waived by the Contractor unless a timely written claim is made in strict accordance with the applicable provisions of this Agreement.
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At a minimum, a Contractor's written claim shall include the information set forth in subsections A, items 1 through 5 below.
FAILURE TO PROVIDE A COMPLETE, WRITTEN NOTIFICATION OF CLAIM WITHIN THE TIME ALLOWED SHALL BE AN ABSOLUTE WAIVER OF ANY CLAIMS ARISING IN ANY WAY FROM THE FACTS OR EVENTS SURROUNDING THAT CLAIM OR CAUSED BY THAT DELAY.
A. Notice of Claim. Provide a signed written notice of claim that provides the following information: 1. The date of the Contractor's claim; 2. The nature and circumstances that caused the claim; 3. The provisions in this Agreement that support the claim; 4. The estimated dollar cost, if any, of the claimed work and how that estimate was determined; and 5. An analysis of the progress schedule showing the schedule change or disruption if the Contractor is asserting a schedule change or disruption.
B. Records. The Contractor shall keep complete records of extra costs and time incurred as a result of the asserted events giving rise to the claim. The City shall have access to any of the Contractor's records needed for evaluating the protest.
The City will evaluate all claims, provided the procedures in this section are followed. If the City determines that a claim is valid, the City will adjust payment for work or time by an equitable adjustment. No adjustment will be made for an invalid protest.
C. Contractor's Duty to Complete Protested Work. In spite of any claim, the Contractor shall proceed promptly to provide the goods, materials and services required by the City under this Agreement.
D. Failure to Protest Constitutes Waiver. By not protesting as this section provides, the Contractor also waives any additional entitlement and accepts from the City any written or oral order (including directions, instructions, interpretations, and determination).
E. Failure to Follow Procedures Constitutes Waiver. By failing to follow the procedures of this section, the Contractor completely waives any claims for protested work and accepts from the City any written or oral order (including directions, instructions, interpretations, and determination).
X. LIMITATION OF ACTIONS. CONTRACTOR MUST, IN ANY EVENT, FILE ANY LAWSUIT ARISING FROM OR CONNECTED WITH THIS AGREEMENT WITHIN 120 CALENDAR DAYS FROM THE DATE THE CONTRACT WORK IS COMPLETE OR CONTRACTOR’S ABILITY TO FILE THAT CLAIM OR SUIT SHALL BE FOREVER BARRED. THIS SECTION FURTHER LIMITS ANY APPLICABLE STATUTORY LIMITATIONS PERIOD.
XI. WARRANTY. The Contractor warrants that it will faithfully and satisfactorily perform all work provided under this Agreement in accordance with the provisions of this Agreement. The Contractor shall promptly correct all defects in workmanship and materials: (1) when the Contractor knows or should have known of the defect, or (2) upon the Contractor’s receipt of notification from the City of the existence or discovery of the defect. In the event any parts are repaired or replaced, only original replacement parts shall be used—rebuilt or used parts will not be acceptable. When defects are corrected, the warranty for that portion of the work shall extend for an additional year beyond the original warranty period applicable to the overall work. The Contractor shall begin to correct any defects within seven (7) calendar days of its receipt of notice from the City of the defect. If the Contractor does not accomplish the corrections within a reasonable time as determined by the City, the City may complete the corrections accesso ShoWare Center Scoreboard Replacement
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and the Contractor shall pay all costs incurred by the City in order to accomplish the correction.
XII. DISCRIMINATION. In the hiring of employees for the performance of work under this Agreement or any sub-contract, the Contractor, its sub-contractors, or any person acting on behalf of the Contractor or sub-contractor shall not, by reason of race, religion, color, sex, age, sexual orientation, national origin, or the presence of any sensory, mental, or physical disability, discriminate against any person who is qualified and available to perform the work to which the employment relates.
The Contractor shall execute the attached City of Kent Equal Employment Opportunity Policy Declaration, Comply with City Administrative Policy 1.2, and upon completion of the contract work, file the attached Compliance Statement.
XIII. INDEMNIFICATION. The Contractor shall defend, indemnify and hold the City, its officers, officials, employees, agents and volunteers harmless from any and all claims, injuries, damages, losses or suits, including all legal costs and attorney fees, arising out of or in connection with the Contractor's performance of this Agreement, except for that portion of the injuries and damages caused by the City's negligence.
The City's inspection or acceptance of any of the Contractor's work when completed shall not be grounds to avoid any of these covenants of indemnification.
Should a court of competent jurisdiction determine that this Agreement is subject to RCW 4.24.115, then, in the event of liability for damages arising out of bodily injury to persons or damages to property caused by or resulting from the concurrent negligence of the Contractor and the City, its officers, officials, employees, agents and volunteers, the Contractor's duty to defend, indemnify, and hold the City harmless, and the Contractor’s liability accruing from that obligation shall be only to the extent of the Contractor's negligence.
IT IS FURTHER SPECIFICALLY AND EXPRESSLY UNDERSTOOD THAT THE INDEMNIFICATION PROVIDED HEREIN CONSTITUTES THE CONTRACTOR'S WAIVER OF IMMUNITY UNDER INDUSTRIAL INSURANCE, TITLE 51 RCW, SOLELY FOR THE PURPOSES OF THIS INDEMNIFICATION. THE PARTIES FURTHER ACKNOWLEDGE THAT THEY HAVE MUTUALLY NEGOTIATED THIS WAIVER.
In the event the Contractor refuses tender of defense in any suit or any claim, if that tender was made pursuant to this indemnification clause, and if that refusal is subsequently determined by a court having jurisdiction (or other agreed tribunal) to have been a wrongful refusal on the Contractor’s part, then the Contractor shall pay all the City’s costs for defense, including all reasonable expert witness fees and reasonable attorneys’ fees, plus the City’s legal costs and fees incurred because there was a wrongful refusal on the Contractor’s part.
The provisions of this section shall survive the expiration or termination of this Agreement.
XIV. INSURANCE. The Contractor shall procure and maintain for the duration of the Agreement, insurance of the types and in the amounts described in Exhibit [Insert Exhibit #] attached and incorporated by this reference.
XV. WORK PERFORMED AT CONTRACTOR'S RISK. The Contractor shall take all necessary precautions and shall be responsible for the safety of its employees, agents, and subcontractors in the performance of the contract work and shall utilize all protection necessary for that purpose. All work shall be done at the Contractor's own risk, and the Contractor shall be responsible for any loss of or damage to materials, tools, or other articles used or held for use in connection with the work.
XVI. MISCELLANEOUS PROVISIONS.
A. Recyclable Materials. Pursuant to Chapter 3.80 of the Kent City Code, the City requires its contractors and consultants to use recycled and recyclable products whenever practicable. A price preference may be available for any designated recycled product. accesso ShoWare Center Scoreboard Replacement
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B. Non-Waiver of Breach. The failure of the City to insist upon strict performance of any of the covenants and agreements contained in this Agreement, or to exercise any option conferred by this Agreement in one or more instances shall not be construed to be a waiver or relinquishment of those covenants, agreements or options, and the same shall be and remain in full force and effect.
C. Resolution of Disputes and Governing Law. This Agreement shall be governed by and construed in accordance with the laws of the State of Washington. If the parties are unable to settle any dispute, difference or claim arising from the parties’ performance of this Agreement, the exclusive means of resolving that dispute, difference or claim, shall only be by filing suit exclusively under the venue, rules and jurisdiction of the King County Superior Court, King County, Washington, unless the parties agree in writing to an alternative dispute resolution process. In any claim or lawsuit for damages arising from the parties' performance of this Agreement, each party shall pay all its legal costs and attorney's fees incurred in defending or bringing such claim or lawsuit, including all appeals, in addition to any other recovery or award provided by law; provided, however, nothing in this paragraph shall be construed to limit the City's right to indemnification under Section XIII of this Agreement.
D. Written Notice. All communications regarding this Agreement shall be sent to the parties at the addresses listed on the signature page of the Agreement, unless notified to the contrary. Any written notice hereunder shall become effective three (3) business days after the date of mailing by registered or certified mail, and shall be deemed sufficiently given if sent to the addressee at the address stated in this Agreement or such other address as may be hereafter specified in writing.
E. Assignment. Any assignment of this Agreement by either party without the written consent of the non-assigning party shall be void. If the non-assigning party gives its consent to any assignment, the terms of this Agreement shall continue in full force and effect and no further assignment shall be made without additional written consent.
F. Modification. No waiver, alteration, or modification of any of the provisions of this Agreement shall be binding unless in writing and signed by a duly authorized representative of the City and the Contractor.
G. Entire Agreement. The written provisions and terms of this Agreement, together with any Exhibits attached hereto, shall supersede all prior verbal statements of any officer or other representative of the City, and such statements shall not be effective or be construed as entering into or forming a part of or altering in any manner this Agreement. All of the above documents are hereby made a part of this Agreement. However, should any language in any of the Exhibits to this Agreement conflict with any language contained in this Agreement, the terms of this Agreement shall prevail.
H. Compliance with Laws. The Contractor agrees to comply with all federal, state, and municipal laws, rules, and regulations that are now effective or in the future become applicable to the Contractor's business, equipment, and personnel engaged in operations covered by this Agreement or accruing out of the performance of those operations.
I. Public Records Act. The Contractor acknowledges that the City is a public agency subject to the Public Records Act codified in Chapter 42.56 of the Revised Code of Washington and documents, notes, emails, and other records prepared or gathered by the Contractor in its performance of this Agreement may be subject to public review and disclosure, even if those records are not produced to or possessed by the City of Kent. As such, the Contractor agrees to cooperate fully with the City in satisfying the City’s duties and obligations under the Public Records Act.
J. City Business License Required. Prior to commencing the tasks described in Section I, the Contractor agrees to provide proof of a current city of Kent business license pursuant to Chapter 5.01 of the Kent City Code.
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K. Counterparts and Signatures by Fax or Email. This Agreement may be executed in any number of counterparts, each of which shall constitute an original, and all of which will together constitute this one Agreement. Further, upon executing this Agreement, either party may deliver the signature page to the other by fax or email and that signature shall have the same force and effect as if the Agreement bearing the original signature was received in person.
IN WITNESS, the parties below execute this Agreement, which shall become effective on the last date entered below. All acts consistent with the authority of this Agreement and prior to its effective date are ratified and affirmed, and the terms of the Agreement shall be deemed to have applied.
CONTRACTOR: CITY OF KENT:
By: By:
Print Name: Print Name: Dana Ralph
Its Its Mayor (title) DATE: DATE:
NOTICES TO BE SENT TO: NOTICES TO BE SENT TO:
CONTRACTOR: CITY OF KENT:
[Insert Contact Name] [Insert Name of City Rep. to Receive Notice] [Insert Company Name] [Insert Address] City of Kent [Address - Continued] 220 Fourth Avenue South Kent, WA 98032 [Insert Telephone Number](telephone) [Insert Fax Number](facsimile) (253) [Insert Phone Number](telephone) (253) [Insert Fax Number](facsimile)
APPROVED AS TO FORM:
Kent Law Department
ATTEST:
Kent City Clerk
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DECLARATION
CITY OF KENT EQUAL EMPLOYMENT OPPORTUNITY POLICY
The City of Kent is committed to conform to Federal and State laws regarding equal opportunity. As such all contractors, subcontractors and suppliers who perform work with relation to this Agreement shall comply with the regulations of the City’s equal employment opportunity policies.
The following questions specifically identify the requirements the City deems necessary for any contractor, subcontractor or supplier on this specific Agreement to adhere to. An affirmative response is required on all of the following questions for this Agreement to be valid and binding. If any contractor, subcontractor or supplier willfully misrepresents themselves with regard to the directives outlines, it will be considered a breach of contract and it will be at the City’s sole determination regarding suspension or termination for all or part of the Agreement;
The questions are as follows:
1. I have read the attached City of Kent administrative policy number 1.2.
2. During the time of this Agreement I will not discriminate in employment on the basis of sex, race, color, national origin, age, or the presence of all sensory, mental or physical disability.
3. During the time of this Agreement the prime contractor will provide a written statement to all new employees and subcontractors indicating commitment as an equal opportunity employer.
4. During the time of the Agreement I, the prime contractor, will actively consider hiring and promotion of women and minorities.
5. Before acceptance of this Agreement, an adherence statement will be signed by me, the Prime Contractor, that the Prime Contractor complied with the requirements as set forth above.
By signing below, I agree to fulfill the five requirements referenced above.
By: ______
For: ______
Title: ______
Date: ______
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CITY OF KENT ADMINISTRATIVE POLICY
NUMBER: 1.2 EFFECTIVE DATE: January 1, 1998
SUBJECT: MINORITY AND WOMEN SUPERSEDES: April 1, 1996 CONTRACTORS APPROVED BY Jim White, Mayor
POLICY:
Equal employment opportunity requirements for the City of Kent will conform to federal and state laws. All contractors, subcontractors, consultants and suppliers of the City must guarantee equal employment opportunity within their organization and, if holding Agreements with the City amounting to $10,000 or more within any given year, must take the following affirmative steps:
1. Provide a written statement to all new employees and subcontractors indicating
commitment as an equal opportunity employer.
2. Actively consider for promotion and advancement available minorities and women.
Any contractor, subcontractor, consultant or supplier who willfully disregards the City’s nondiscrimination and equal opportunity requirements shall be considered in breach of contract and subject to suspension or termination for all or part of the Agreement.
Contract Compliance Officers will be appointed by the Directors of Planning, Parks, and Public Works Departments to assume the following duties for their respective departments.
1. Ensuring that contractors, subcontractors, consultants, and suppliers subject to these regulations are familiar with the regulations and the City’s equal employment opportunity policy.
2. Monitoring to assure adherence to federal, state and local laws, policies and guidelines.
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CITY OF KENT EQUAL EMPLOYMENT OPPORTUNITY COMPLIANCE STATEMENT
This form shall be filled out AFTER COMPLETION of this project by the Contractor awarded the Agreement.
I, the undersigned, a duly represented agent of Company, hereby acknowledge and declare that the before-mentioned company was the prime contractor for the Agreement known as that was entered into on the (date), between the firm I represent and the City of Kent.
I declare that I complied fully with all of the requirements and obligations as outlined in the City of Kent Administrative Policy 1.2 and the Declaration City of Kent Equal Employment Opportunity Policy that was part of the before-mentioned Agreement.
By: ______
For: ______
Title: ______
Date: ______
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BIDDER RESPONSIBILITY CRITERIA
Certification of Compliance with Wage Payment Statutes
This certification is required by state law (RCW 39.04.350(2)) to be submitted to the City before the contract can be awarded.
The Bidder hereby certifies that, within the three-year period immediately preceding the bid solicitation date (Insert Date), the Bidder is not a “willful” violator, as defined in RCW 49.48.082, of any provision of chapters 49.46, 49.48, or 49.52 RCW, as determined by a final and binding citation and notice of assessment issued by the Department of Labor and Industries or through a civil judgment entered by a court of limited or general jurisdiction.
I certify under penalty of perjury under the laws of the State of Washington that the foregoing is true and correct.
Insert Bidder's Business Name
By: ______Signature of Authorized Official*
Printed Name: ______
Title: ______
Date: ______
City and State: ______
*If a corporation, proposal must be executed in the corporate name by the president or vice-president (or any other corporate officer accompanied by evidence of authority to sign). If a co-partnership, proposal must be executed by a partner.
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APPENDIX C – Specifications
SPECIFICATION
PART 1 – GENERAL
1.1 INTRODUCTION
A. The accesso ShoWare Center is a multi-purpose arena located in Kent, WA. It is home to the Western Hockey League (WHL) Seattle Thunderbirds Hockey Club and Major Arena Soccer League (MASL) Tacoma Stars.
B. The arena opened in 2009 as North Americas first sports & entertainment LEED Gold building. Because of its intimate design and flexible scale, accesso ShoWare Center is an ideal venue for wide events including concerts, family shows, professional and exhibition sports, trade shows, community gatherings and more.
1.2 DEFINITIONS
A. “Consultant”: VWMason Technology Consultants Ltd. and its authorized representatives referred to throughout as if singular in number.
B. "Contractor": the proponent awarded the contract to supply and install the LEDSYS, including their authorized representatives, referred to throughout as if singular in number.
C. “LED Scoreboard, Displays, & Associated Systems”: the arena video displays, structures, processing, and related systems. The scope of this specification. Referred to as the “LEDSYS” throughout the Specification document.
D. "Owner": accesso ShoWare Center and its authorized representatives, referred to throughout as if singular in number.
1.3 SCOPE OF WORK OVERVIEW
A. Provide the design, engineering, labor, supplies, materials, tools, test equipment, transportation, offloading, supervision, and coordination required to complete the supply, installation, training, and commissioning of the LEDSYS as described in this Specification, schedules, attachments, and related drawings.
B. The LEDSYS includes the following components and systems:
1. Four (4) sided square center-hung LED scoreboard system. This scoreboard is comprised of the following sections:
a. One (1) top sponsorship crown with non-illuminated letters
b. Four (4) sided top LED video display halo
c. Four (4) sided main LED video displays with corner flashing
d. Four (4) sided lower LED video display halo
e. One (1) bottom non-illuminated vinyl panel with sponsor logo accesso ShoWare Center Scoreboard Replacement 40
f. New scoreboard structure
g. All required corner and horizontal flashing required to maintain a seamless aesthetic.
2. LED Displays Control, Image Processing, and Signal Distribution
3. Video and Graphics Control System For LED Displays
4. Sports scoring/timing equipment
C. The Contractor is responsible for the demolition and removal of the existing center-hung scoreboard and all related control and signal distribution equipment.
D. The Contractor is responsible for providing a complete and operational LEDSYS that meets all requirements of this Specification.
E. The Contractor must be thoroughly knowledgeable and acquainted with the complete contents and requirements of this section.
F. The LEDSYS must be designed and completed by the Contractor according to the Contract Documents, as well as all applicable civic, state, and national codes and regulations, manufacturer requirements and specifications, and Industry Best Practice.
1.4 RELATED REQUIREMENTS
A. Base Building Electrical upgrades by Owner
1.5 REFERENCES
A. Published specifications and standards by trade, industry, and governmental organizations apply the design, construction, and installation of the LEDSYS. The Contractor and its subcontractors and suppliers will have knowledge of these standards where they apply to the work required within this Specification and comply with their requirements as it applies to the project work. These specifications and standards include but are not limited to:
1. American Society of Testing Materials (ASTM)
2. American Iron and Steel Institute (AISI)
3. American National Safety Institute (ANSI). Including but not limited to:
a. ASTM A6/A6M-12: Standard Specification for General Requirements for Rolled Structural Steel Bars, Plates, Shapes, and Sheet Piling
b. ANSI B106.1M, Design of Transmission Shafting
c. ANSI B17.1M, Keys and key seats
d. ANSI B18.2.1&2, Specification for square and hex bolts and nuts
e. ANSI E1.4, Entertainment Technology – Manual Counterweight Rigging
f. ANSI E1.6-1, Entertainment Technology – Powered Hoist Systems accesso ShoWare Center Scoreboard Replacement 41
g. ANSI E1-22, Entertainment Technology – Fire Safety Curtain System
4. ANSI/AISC 360-10: "Specification for Structural Steel Buildings" and including the Commentary on the Specification for Structural Steel Buildings, June 22, 2010
5. ANSI/EIA/TIA-526: Standard Test Procedures for Fiber Optic Systems
6. ANSI/EIA/TIA-568-C.0: Generic Communications Cabling for Customer Premises
7. ANSI/EIA/TIA-568-C.3: Optical Fiber Cabling Components Standard.
8. American Society of Mechanical Engineers (ASME)
9. American Society of Testing and Materials (ASTM)
10. American Welding Society (AWS) D1.1/D1.1M-2010: Structural Welding Code – Steel
11. Building Industry Consulting Service International (BICSI)
12. EIA/TIA TSB67: Transmission Performance Specifications for Field Testing of Unshielded Twisted-Pair Cabling.
13. Electrical Safety Authority (ESA)
14. Entertainment Services and Technology Association (ESTA)
15. Federal Communications Commission (FCC) rules and regulations including FCC part 15 Class A
16. IEEE 1100-1999: Recommended Practice for Powering and Grounding Sensitive Electronic Equipment.
17. ISO/IEC 11801: International Standard on Information Technology - Generic Cabling of Customer Premises.
18. National Electric Code (NEC)
19. National Electrical Manufacturers Association (NEMA)
20. NEMA Std 250: Enclosures for Electrical Equipment (1000 Volts Maximum).
21. Other applicable codes, standards, and installation procedures consistent with recognized industry trends and generally accepted procedures.
22. Occupational Safety and Health Administration (OSHA)
23. Regulations of local inspection authorities having jurisdiction.
24. Research Council on Structural Connections (RCSC): Specification for Structural Joints using High-Strength Bolts, December 31, 2009
25. Steel Structures Painting Council (SSPC) SSPC Painting Manual: Systems and Specifications
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26. Society of Cable Television Engineers (SCTE)
27. Society of Motion Picture and Television Engineers (SMPTE)
28. Standard for Electric Signs, UL-48, 13th Edition
29. Standard for Control Centers for Changing Message Type Signs, UL-1433, 1st Edition
30. Telecommunications Industry Association (TIA)
31. The Illuminating Engineering Society of North America (IESNA)
32. ULC S139 Fire Test for evaluation on integrity of electrical Cables.
33. Underwriters Laboratories (UL)
34. United States Institute of Theatre Technology (USITT)
1.6 RESPONSIBILITY AND RELATED WORK
A. Concept drawings are provided as part of this specification. The purpose of these drawings is to illustrate general design intent; they are not construction drawings. The Contractor is responsible for completing all design and engineering for structural and electrical components and systems. All drawings must be stamped by a professional engineer licensed to practice in the State of Washington.
B. The Contractor is responsible to ensure all the Work is done in accordance with all codes and authorities having jurisdiction, including submission for any required permits and inspections by authorities having jurisdiction.
C. The Contractor must verify all dimensions and site conditions to ensure the proper placement of all equipment, systems, and electrical services prior to submitting drawings for approval and prior to commencing work.
D. The Contractor must examine all professional drawings including, but not limited to, architectural, civil, structural, mechanical, electrical related to the LEDSYS.
E. To maintain quality assurance, the Contractor will regularly review all project documentation and site conditions to ensure that the work of others as it pertains to the LEDSYS is developing as expected. The Contractor will promptly report any deficiencies, errors, omissions, discrepancies, or matters requiring clarification to the Owner in writing.
F. The Contractor is responsible for the demolition, removal, and disposal of the existing center-hung scoreboard.
G. The Contractor is responsible for the decommissioning, removal, and disposal of the existing center-hung scoreboard control and signal distribution equipment and cabling located in the Production Control Room. The Contractor must coordinate with the Consultant and the Owner to ensure the seamless integration of the new LEDSYS processing and signal distribution with the existing video production equipment. All new equipment is to be installed in the existing equipment racks.
H. The center-hung LED scoreboard is to be hung from the existing hoist system. The total weight of the center-hung LED scoreboard, including structure, new and existing displays, accesso ShoWare Center Scoreboard Replacement 43
cable, and owner supplied game presentation lighting must not exceed 18,000 lbs.
I. The Contractor is responsible to design, engineer, supply, and install the new scoreboard structure and must retain the services of a structural engineer licensed to work in the State of Washington. The Contractors' responsibilities include a detailed engineering review and stamped drawings. All required structural drawings will be reviewed by the Owner.
J. The Owner will provide power to the demarcation point on the catwalk near the scoreboard (Primary Power). The power requirements for the new center-hung LED scoreboard must not exceed 82,000 watts.
K. The Contractor is responsible to design, engineer, supply, and install all electrical distribution (secondary power) from the demarcation points to the new center-hung LED scoreboard. The Contractor must retain the services of an electrical engineer licensed to work in the State of Washington. The Contractors' responsibilities include a detailed engineering review and stamped electrical drawings. All required electrical drawings will be reviewed by the Owner. The Contractor will provide all secondary power connections/terminations required to power new systems based on code and product requirements.
L. The existing scoring/timing system is a facility-wide system that includes Daktronic fixed digit scoreboards, locker room clocks, goal lights, timekeepers’ controllers, and scoreboard mounted signaling horn. The Contractor will be required to install and connect the new replacement units as per the quantities indicated in 2.7.
M. The Contractor is responsible for assembly, modifications as required, and mounting of all components onto structures.
N. The Contractor will design and engineer the final aesthetic look of all displays and structures in the LEDSYS. Include all flashing and other finishes required to maintain a seamless aesthetic. No visible gaps, wiring, unfinished structure, or unfinished components are to be visible. Final designs are to be reviewed by the Owner’s Consultant prior to beginning work.
O. All shop drawings, schematic diagrams, and connection diagrams will be reviewed by the Owner’s Consultant prior to beginning work. The design intent of the wiring is to fully inter- connect the equipment to utilize its capabilities.
P. The Owner will supply and install all conduit and tray pathways for low voltage cables required between the VPCR and a demarcation point located above the scoreboard.
Q. The Contractor will supply and install all required copper and fiber control and signal cabling needed to make the new and re-installed components complete and fully operational.
R. The Contractor is responsible to terminate, and test all required copper and fiber control and signal cabling needed to make the new and re-installed components complete and fully operational.
S. The Contractor will be responsible for terminating all LEDSYS related wire in the proper rack, JBT, wall plate, or electrical junction box as required, as well as mounting all required termination accessories and related equipment. Where fiber cable is being installed, the Contractor must supply a Certified Fiber Optic Technician to perform these terminations.
T. In order to provide a complete working system, the Contractor will supply and install: all accesso ShoWare Center Scoreboard Replacement 44
specified products, required accessories, necessary adapters, all installation materials, shop supplies, tools, minor equipment, spare parts, and documentation without claim for additional payment.
U. The Contractor will maintain an experienced superintendent and necessary assistants, one or more of who must always attend the accesso ShoWare Center during the installation of the LEDSYS. The superintendent will act as the Contractor's authorized representative at the site and be approved by the Owner.
V. The Contractor is required to seek approvals from the Owner to connect any IT component to the Owner’s networks. Approvals may not be granted, depending on the hardware and/or software specifications.
W. The Contractor will provide licenses for all software required to make the LEDSYS fully operational. Copies of all proprietary programming and software licenses will be included in the contract closeout submittals.
X. The Contractor will operate all required equipment to test the system and its components completely.
Y. Other related LEDSYS Integration responsibilities include but are not limited to:
1. Installation of operator workstations.
2. Installation of external electrical boxes that accommodate fiber enclosures.
3. Sub-contracting electrical work.
4. Coordination with other trades.
5. Delivery of submittals.
6. Commissioning and testing of all systems and installed equipment.
7. Adjustments and changes to the system to ensure proper function.
8. Written report detailing commissioning and test results.
9. Operator training and operator manual preparation and delivery.
10. Warranty services.
1.7 PRECONSTRUCTION SUBMITTALS
A. In addition to the requirements noted herein, refer to Division 1 Specification for additional requirements. As a minimum, Contractor will ensure all requirements listed here are met.
B. Submittal Schedule: within 5 calendar days of issuance of contract award, the Contractor will submit a proposed schedule for preconstruction submittals. At a minimum, the following items will be included:
1. Submittal date for information submittals including project team, project schedule, and compliance matrix
accesso ShoWare Center Scoreboard Replacement 45
2. Submittal date for Product Data
3. Submittal date for Shop Drawings
4. Submittal date for Commission and Training Plan
C. Review of the submittals by the Consultant is for purposes of tracking the work and contract administration and does not relieve the Contractor of responsibility for any deviation from the Contract Documents, or from providing equipment and/or services required by the Contract Documents which were omitted from the submittals.
D. No portion of the project will commence, nor will any equipment be procured until the preconstruction submittals (including product data and shop drawings) have been approved in writing by the Consultant. All installations will be in accordance with the Contract Documents.
E. All submittals will be accompanied by a letter of transmittal identifying the name of the project, Contractor's name, date submitted for review, and a list of items transmitted. Provide submittals in as few PDF files as possible.
F. Preconstruction Information Submittals: within 30 calendar days of issuance of contract award, and before ordering equipment or beginning work, the Contractor will supply the following for approval:
1. Project Team:
a. The Contractor will clearly identify project team members and that statement will include name, years with firm and a brief resume of the employees past projects and education. Pertinent team members that are to be identified will be Project Manager, Designer, Site Supervisor, and Programmer(s).
b. Project Manager: On projects utilizing systems from manufacturers with a recommended training, testing, and credentialing program, the project manager will be certified to the highest relevant level offered by that manufacturer.
c. Designer: Will be a licensed Professional Engineer (PE). On projects utilizing systems from manufacturers with a recommended training, testing, and credentialing program, the engineer will be certified to the highest relevant level offered by that manufacturer.
d. On-Site Superintendent: The superintendent will act as the Contractor's authorized representative at the site. On projects utilizing systems from manufacturers with a recommended training, testing, and credentialing program, the engineer will be certified to the highest relevant level offered by that manufacturer.
e. Programmer Certification: Due to the complexity of the today’s projects, the Contractor will have in-house, manufacturer certified programmers on all equipment requiring programming or custom configurations. The Contractor will provide complete proof of current certifications within their pre-qualification documentation prior to the bid submittal due date.
2. Project Schedule: accesso ShoWare Center Scoreboard Replacement 46
a. A Gantt chart showing the timetable for the work. As the construction schedule advances, revise, and resubmit the chart to show rescheduled work and milestones achieved.
3. Compliance Matrix:
a. Provide a specification compliance matrix indicating compliance or deviation for each item in the specification.
G. Preconstruction Work Submittals: within 45 calendar days of issuance of contract award, and before ordering equipment or beginning work, the Contractor will supply the following for approval:
1. Product Data:
a. A complete list of products to be supplied accompanied by manufacturers’ datasheets.
b. Product list and data sheets are to be compiled to match the order of this Specification and attached Appendix (if applicable).
c. Index product data sheets by manufacturer, model, and part number. If the product datasheet lists more than one product, mark the appropriate product with an arrow.
d. A detailed list of all manufacturer product warranty information. Provide list in a spreadsheet format.
e. Provide submittal as a single PDF file.
2. Shop Drawings:
a. Provide detailed engineered shop drawings of all custom components and connections, including all weight calculations and power requirements.
b. Schematics:
1) Include comprehensive functional schematic one-line drawing for all systems within the scope of work.
2) Provide names, model numbers, and descriptions of all components.
3) Detail all connection points, interconnecting wires, and location:
a) Show at each terminal point the type of connector to be used and include a typical wiring detail of each connector.
b) Note where shields are connected and where they will float to ensure the integrity of the grounding system.
c) Call out wire types and color-codes where appropriate.
d) Assign wire numbers and patch-bay locations to every wire and patch point. accesso ShoWare Center Scoreboard Replacement 47
e) Show unused electronic equipment termination points, i.e., input/output ports as “Future”.
4) Include AC Power sequencing connectivity diagrams.
5) Cross reference and label all wiring on the written lists and line drawings.
6) Include drawings of custom circuitry including:
a) Receptacle pin numbers and component callouts
b) Details of custom resistive combining networks, filter, or pads
c) Point-to-point wiring drawings for control system modules and interfaces, and for switches or relays
7) A/V or Electrical Box and Wall Rack Schedule that includes the type of box or wall rack, size, mounting type, and location.
c. Elevations:
1) Include all equipment rack front and rear elevations, clearly showing the location of all equipment housed in racks.
2) Include all panels, plates, and labelling strips.
3) Drawings of custom designed consoles, tables, carts, support bases, and shelves, clearly showing the location of all equipment to be housed.
d. Installation Drawings.
1) Provide drawings showing unique details of the manufacturers’ installation methods specific to each product if, not contained in the manufacturers’ datasheets.
2) Include details and dimensioned drawings for all custom manufactured components. Include plan views and elevations.
3) Include drawings detailing LED screen assembly, structure, cover, and front service access.
4) Schedule all required laminated labels, their sizes, and to which equipment they will be attached.
5) Other relevant details pertaining to the work.
3. Submittal drawings will detail all proposed materials, finishes, and colors for all exposed surfaces and custom items.
4. Submit actual samples of all proposed materials and colors.
5. Create the drawings listed above with Revit, AutoCAD, or Visio Professional using schematic icons and graphics standard to the AV Industry.
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6. All drawings must be produced at an appropriate scale with a sheet size no smaller than 11x17 inches.
H. Commission and Training Plan Submittals: within 120 calendar days of issuance of contract award, and before ordering equipment or beginning work, the Contractor will supply the following for approval:
1. Provide detailed commissioning plan including schedule and proposed dates.
2. Provide training plan including schedule and proposed dates. Indicate who is to attend training.
1.8 CONTRACT CLOSEOUT SUBMITTALS
A. The Contractor will provide an organized compilation of site conditions, testing, measurement data, as-built drawings, and operation and maintenance manuals to the Owner a minimum of two (2) weeks before application for substantial completion of the AVSYS.
B. Provide the following Contract Closeout information in PDF format as a single file:
1. A cover page and table of contents.
2. Relevant certificates issued by authorities having jurisdiction including.
3. Field changes of dimension and detail.
4. Changes made by change orders.
5. Details not on original Contract Drawings.
6. Cable testing reports.
7. Grounding measurements.
8. Audio system performance measurements.
9. Video system calibrations and verifications.
10. Other Documents include but are not limited to manufacturer's certifications, inspection certifications, field test records required by individual specifications sections.
C. As-Built, Operation & Maintenance Manuals:
1. The Contractor will provide an organized compilation of as-built drawings, documents and records describing the installation, operation, and maintenance of individual products or systems described in this Specification.
2. All drawings must be produced at an appropriate scale with a sheet size no smaller than 11x17 inches.
3. As-built drawings should include but are not limited to:
accesso ShoWare Center Scoreboard Replacement 49
a. Plan view, schematic, and other drawings.
b. Rack and furniture layouts.
c. Detailed list of equipment with serial numbers, IP and MAC addresses, passwords, etc., indexed by manufacturer, model, and part number. Update this list following Acceptance Testing if any equipment changes.
d. Supplement product data with drawings to illustrate relations of component parts of equipment and systems, to show control and flow diagrams.
4. Submit as-built drawings as a single PDF document.
5. Operation and maintenance manual should include but are not limited to:
a. Digital drive of equipment product data sheets indexed by manufacturer, model, and part number. Provide link to access files online. If the product datasheet lists more than one product, mark the appropriate product with an arrow. b. Digital drive of equipment operation manuals, indexed by manufacturer, model, and part number. Provide link to access files online. c. Custom systems operation manuals are to be created by the Contractor. Include instructions on use of UCI and all other Contractor created interfaces. d. Equipment manufacturers maintenance procedures. Include demonstration videos, photos, and/or diagrams. e. Suggested maintenance schedule. Weekly, monthly, and/or annually. f. Spare parts lists: g. Source of spare parts for materials that are not kept at the site. h. List of spare parts that are required to be kept at the site. i. Suppliers for service, warranty, and replacement – name, address, and telephone number. j. Certification, guarantee, and warranty details for all parts and labor, including manufacturer warranty for all equipment. Highlight or summarize the duration of warranties. 6. Submit operation and maintenance manual as a single PDF document if possible, or organized collection of PDF documents with master table of contents.
1.9 SUBMITTAL REVIEW:
A. Submit PDF copies of all submittals described in this Specification to the Consultant for review and distribution to the Owner for approval.
B. Submission of individual or partial data will not be accepted; only complete documents will be reviewed.
C. Allow a minimum of seven (7) business days for review of all submittals.
D. Resubmission Requirements: 1. Make any requested corrections or changes in submittals. accesso ShoWare Center Scoreboard Replacement 50
2. Resubmit for review until no exceptions are taken. 3. Indicate any changes that have been made other than those requested.
1.10 WARRANTY AND SERVICE
A. The Contractor will provide a minimum one (1) year parts and one (1) year onsite labor, comprehensive warranty on all portions of the LEDSYS. This comprehensive warranty will commence upon the Consultants' sign off on substantial completion or first event use (whichever is later). The minimum warranty does not reduce the longer-term warranty offered by each manufacturer on its product. Warranty requirements include:
1. During the term of the warranty, the LEDSYS is free from deficiencies and continue to operate as per the standards and requirements included in this specification.
2. Re-installed Owner components are excluded from the minimum warranty. All new structures, electrical, and low voltage cable associated with the re-installation of these displays are included in the minimum warranty.
3. The Contractor must repair or replace all defects in parts, labor, or materials during the warranty period. All repaired or replacement parts must be returned to the Owner within (20) business days of receiving notification of the part failure by the Owner.
4. During the warranty period, all necessary part repair and or replacement parts must be pre-paid both ways to and from the authorized repair depot.
5. During the warranty period, the Contractor will ensure that an on-site service agent arrives at the ShoWare Center not more than 24 hours from the time their presence was requested by the Owner.
6. The Contractor will provide telephone technical assistance and support from 8am to 11pm MST time, 7-days a week.
7. All requests for information and/or service must be processed within four (4) hours during the full term of the warranty.
8. The Contractor must maintain a parts exchange program for all key components of the LEDSYS, and same day ship any part not included in the Owners inventory of spare parts for the full term of the warranty.
B. The following terms apply to all new LED displays that are part of the LEDSYS:
1. The Warranty will cover all equipment, including processors, controllers, operating systems, and software.
2. The Contractor/LED display manufacturer must provide a 100% diode warranty without exclusions.
3. The Contractor/LED display manufacturer must replace all defective LED diodes with diodes from the original lot for the full term of the warranty.
4. The Contractor will ensure that all system components and required parts remain available to the owner by the original manufacturer for a minimum of (10) years after receipt of contract closeout submittals. accesso ShoWare Center Scoreboard Replacement 51
5. When the manufacturer discontinues production of any parts used in the LEDSYS, the Contractor will immediately notify the Owner in writing, and provide the Owner the opportunity to purchase a final supply of parts.
6. If a repair is completed using any portion of the Owner’s spare parts allotment. Contractor will replenish all parts used and maintain the Owner’s inventory at the quantities detailed in this Specification. This includes parts replaced during initial testing and commissioning.
7. The Contractor will complete on-site system maintenance and testing every six months during the full term of the warranty period. A regular maintenance visit is to be scheduled approximately 1 month prior to the start of the sports season, or as determined by the Owner.
8. On-site maintenance will include but is not limited to full system testing, inspections, and replacement as required of all parts, and system performance testing and measurements, including LED brightness. All findings are to be provided to the Owner in writing upon completion of the maintenance.
PART 2 - PRODUCTS
2.1 GENERAL
A. All equipment and materials, except Owner furnished, are new and the most recent version available and will must conform to applicable UL or ANSI provisions. Re-manufactured or “B” stock equipment is not acceptable.
B. Refer to the attached drawings and schedules to determine design intent, locations, product quantities, and other LEDSYS information. If a discrepancy is found, the Contractor must obtain written instruction from the Consultant prior ordering or installing equipment. If instruction is not obtained it will be assumed that the more expensive options will be required.
C. All the equipment listed in this Specification is part of an integrated design. Alternates and substitutions will not be accepted without the written consent of the Consultant.
2.2 LED DISPLAYS PERFORMANCE REQUIREMENTS
A. All LED displays in the LEDSYS will adhere to the following specifications:
1. Only Nichia, Cree, Multicolor, Nationstar, or other industry-recognized black body SMD diodes will be accepted for the LED displays. Exact diode make and model must be specified in the response to this RFP. Provide verification from the above suppliers stating that the actual parts were individually verified in the manufacturer’s factory and were observed being utilized for this specific project. This verification is one of the documents required as a basis for payment under contract obligations.
2. The diodes for each display component must come from the same color bin and brightness bin. The collective quantity of diodes must be procured at one time for the project with no mixing of bins or use of mixed shelf stock.
3. A minimum brightness of 1600 nits (100% white with automatic color-correction “on”) at start-up is required. accesso ShoWare Center Scoreboard Replacement 52
4. Individual pixels shall be calibrated for both intensity and chromaticity. System shall have the ability to adjust the intensity and color value of individual blocks in the event of a replacement.
5. All data transferring between display cards or modules must have bi-directional pathways or redundant data. Pathways and features must be passive and remain available even without supplied power. This eliminates data loss at the point of hardware failure. System architecture must notify the facility when redundancy has been triggered.
6. Displays must maintain a minimum brightness level of 1600 nits throughout the first 20,000 hours of use, or 48 months from the time of acceptance, whichever is longer.
7. Display’s intensity is adjustable to a minimum of 256 levels including 0, 25, 75, 100%.
8. Minimum 16,384 levels of intensity for each color (red, blue, pure green) 14-bit processing.
9. 2,800° – 10,000° Kelvin color temperature. Color temperature will remain constant across specified horizontal and vertical viewing angles. Calibrate all screens to 6,500 Kelvin
10. Refresh rate is greater than 6,480 Hz.
11. Video frame rate at or greater than 60 frames per second.
12. Minimum contrast ratio of 10,000:1.
13. Service accessibility for all components of the display shall be from the front.
14. Allowable Variation Pixel to Pixel:
a. 95% or more of pixels within each block must have a luminance within +/- 3% of the mean luminance for the block.
b. The average luminance of a column or row of pixels at the edge of a block or panel must be within +/- 2% of the average luminance of the block or panel.
c. 95% or more of the pixels within each block must have a chromaticity value, within +/- 0.008 of the mean chromaticity value for the block.
15. Allowable Variation Block to Block:
a. 100% of the blocks in a screen must have a luminance within +/- 3% of the mean luminance for the screen.
b. 100% of the adjacent blocks (i.e., blocks sharing a border) in a screen must have a luminance within +/- 2% of each other.
c. 100% of the blocks in a screen must have a chromaticity value within +/- 0.008 of the mean chromaticity value for the screen.
d. 100% of the adjacent blocks in a screen must have a chromaticity value within +/- 0.006 of each other. accesso ShoWare Center Scoreboard Replacement 53
16. Installation and alignment of cabinets and modules must be uniform and tight with no visible seems. Uniformity applies to the X, Y, and Z axis.
17. All uniformity specifications above apply across all specified minimum horizontal and vertical viewing angles.
18. All listed specifications must be maintained throughout the first 20,000 hours of use or 48 months from the time of acceptance, whichever is longer.
19. Minimum of 160° horizontal viewing angle. Defined at 50% of full intensity, with automatic color-correction “on,” at stated angle maximum.
20. Minimum of a 140° vertical viewing angle. Defined at 50% of full intensity, with automatic color-correction “on,” at stated angle maximum.
2.3 CENTER-HUNG LED SCOREBOARD
A. Upper LED Video Display Halo with infinity corners
1. Quantity: Four (4) RGB LED Video Display.
a. Ideal Pixel Resolution: SMD 5.9 mm physical pixel resolution.
b. Ideal Active Area of Display: 21’-4” (6500 mm) wide by 3’-3” (1000 mm) high
c. Ideal Resolution: 1092 pixels wide by 168 pixels high
d. Maximum Cabinet Size: 21’-4” wide x 3’-3 ½” high
B. Main LED Video Displays
1. Quantity: Four (4) RGB LED Video Display.
a. Ideal Pixel Resolution: SMD 5.9 mm physical pixel resolution.
b. Ideal Active Area of Display: 18’-10” (5750 mm) wide by 10’-8” (3250 mm) high
c. Ideal Resolution: 966 pixels wide by 546 pixels high
d. Maximum Cabinet Size: 18’-10 ½” wide by 10’-8” high
C. Lower LED Video Display Halo with infinity corners
1. Quantity: Four (4) RGB LED Video Display.
a. Ideal Pixel Resolution: SMD 5.9 mm physical pixel resolution.
b. Ideal Active Area of Display: 18’-10” (5750 mm) wide by 2’-6” (750 mm) high
c. Ideal Resolution: 966 pixels wide by 126 pixels high
d. Maximum Cabinet Size: 18’-10 ½” wide by 2’-6” high
D. Sponsor Under Scoreboard Non-Illuminated Vinyl Panel accesso ShoWare Center Scoreboard Replacement 54
1. Quantity: One (1) 14’-0” x 14’-0” non-illuminated vinyl panel with Owner supplied logo file.
E. Top Scoreboard Sponsor Crown
1. Provide and install the following signage as detailed in the attached rendering package. Final design to be approved by the Owner.
a. 3” deep by 1’-2” (max) high foam white letters (non-illuminated)
b. 21’-4” wide by 1’-8” high black finished aluminum background.
F. Scoreboard Structure.
1. One (1) four-sided scoreboard center-hung structure. General specifications:
a. Maximum height: 19’-0”
b. Maximum width: 21’-4”
c. Maximum depth: 21’-4”
d. Maximum weight: 18,000 lbs (8165 kg) which will include 551 lbs (250 kg) of current and future owner supplied equipment. Current equipment includes game-presentation lighting fixtures and PTZ camera.
e. Total connected load not to exceed 85,000 watts
2. Structure to have a finished integrated appearance as per the supplied rendering.
3. Four (4) main pick-up points (to accommodate existing hoist system) and four (4) secondary pick-up points (to accommodate dead hanging the structure during hoist service) are required on the scoreboard structure.
4. Structure to include a primary metal cable bin for main scoreboard power cables.
5. Secondary metal cable bin for low voltage copper and fiber control cables.
6. No visible manufacturers logos, names, or identification shall appear on the structure, components, or displays.
2.4 LED SCREEN SPARE PARTS
A. The Contractor will include a spare parts inventory as part of the LEDSYS. This inventory must contain 3% spare lighting units, 3% spare power supplies, and a minimum of one (1) of every other critical component. All parts that, when not operating to the manufactures’ specification that prohibits the use and effectiveness of the LED screens, should be considered critical components.
B. The quantity of spare parts is to be based on the fully delivered and installed LED screens.
C. Provide an itemized list of all spare parts and the quantities being supplied.
2.5 LED DISPLAY CONTROLLER AND SIGNAL DISTRIBUTION accesso ShoWare Center Scoreboard Replacement 55
A. The LED Display Controller and Signal Distribution includes all software, hardware, parts, and cable required to process and distribute video signals to the LED displays, and control all LED display functionality. This includes but is not limited to display controllers, signal extenders, receiver cards, switcher, scalers, matrixes, distribution amplifiers, fiber cable, interconnects, patch bays, fiber cassettes, and other connectors, parts and cables as required.
B. All LED display control processing and signal distribution required for LED screens will adhere to the following specifications:
1. Provide a minimum of one (1) main and one (1) backup unit of all critical hardware.
2. A fully redundant backup system will be networked to the primary system. This redundant system shall be capable of immediately taking over control of the video displays in the event of the primary system failing.
3. Video compatibility: DisplayPort/DVI 1920x1080, 3G-SDI 1080p, HD-SDI 720p
4. Frame Rate: 59.94 fps
5. Input formats: One (1) 3G/HD-SDI, one (1) DisplayPort, one (1) DVI
6. Control and communication: One (1) network interface (RJ45)
7. Output formats to LED display: Fiber optic
8. Pass-through monitor outputs: One (1) 3G-SDI, one (1) DisplayPort, one DVI
9. Color space conversion: 3x3 full-matrix, broadcast color correction
10. Input specific picture control: Gamma, brightness, contrast, saturation, hue, blending.
11. Diagnostics data shall be available down to the level of an individual tile, rather than the receiver card level.
12. The processor shall have the expandable capacity to support a maximum of 24 million pixels.
13. Data transmission shall be through fiber optic cable, without the need for ethernet to fiber conversion, with 4 GB per output minimum (2M+pixels)
14. Image processing: 22-bit minimum
15. Color depth at the block: 16-bit minimum
16. The processor will be capable of performing electronic color and intensity calibration at a block-to-block and pixel-to-pixel level.
17. It is preferable that the display controller, receiver cards, and LED display be manufactured by the same company.
18. The system will include bi-directional communication and provide status information on the LED displays and related components.
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2.6 VIDEO AND GRAPHICS CONTROL SYSTEM FOR LED DISPLAYS
A. The Video and Graphics Control System for LED displays includes all software, hardware, and system required to provide virtual scoring, clip playback, CG, integration of VPCR systems including switcher, and other game/event presentation functions as required by the Owner.
B. The Basis of Design for the Video and Graphics Control System for LED displays includes the following equipment package:
1. Daktronics Show Control TouchSmart with Windows 10 – Quantity (1) One
a. Part Number: 0A-1403-1000
2. Daktronics Show Control SCS4000 License – Quantity (1) One
a. Part Number: A-2603
3. Daktronics Data DSTI 2RU Rack Version – Quantity (1) One
a. Part Number: 0A-1794-1300
4. Daktronics Venus Server 1RU – Quantity (1) One
a. Part Number: 0A-1847-0001
5. Daktronics Venus Prime Playlist – Quantity (1) One
a. Part Number: A-3756
6. Daktronics DMP-8404 – Quantity (2) Two
a. One Primary and one Backup
7. Daktronics MCD-216 KVM Switch by Raritan – Quantity (1) One
a. Part Number: A-3582039
8. Daktronics 14-Port Gigabit, VPN, Dual WAN Router – Quantity (1) One
a. Part Number: A-3544280
9. Daktronics TeraStation 1400 8tb Rackmount NAS by Buffalo – Quantity (1) One
a. Part Number: A-4299789
10. Daktronics 17” Monitor 1RU Keyboard Drawer – Quantity (1) One
a. Part Number: A-3428
11. Daktronics 120VAC Smart Rm 1500VA 2RU UPS – Quantity (1) One
a. Part Number: A-1683
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12. Interconnects, parts, and cables
C. All control system equipment is to be installed in the existing equipment racks supplied by the Owner.
D. The Video and Graphics Control System for LED displays must include/adhere to the following features and performance specifications:
1. Control System will include two (2) media players, one (1) primary, one (1) backup.
2. The primary purpose of the video control system and media players is for providing (2) HD-SDI signals to the video production system (switcher/router) where these will be composited upstream of the display interface processor. The composited video signal from the front-end studio will then feed the LED Display Controllers. The control system must be capable of zoning separate areas for the upper ring, main video face and lower ring as well layering with alpha transparency. The display image processors must be able to capture and place different areas of the video signal for placement on the display.
3. A fully redundant backup system will be networked to the primary system. This redundant system shall be capable of immediately taking over control of the video displays in the event of the primary system failing. It should also provide a complete secondary workstation accommodating dual operators during an event.
4. Software Functions
a. The ability to receive and display real-time data from external sources.
b. The ability to enter data into a excel file manually allowing the information to be available for use in a sequence.
c. The ability to control and download to remote displays.
5. Software Edit Functions
a. Display of true type fonts and other Windows® compatible character fonts.
b. Image and animation import of multitude different formats, including H.264 Mp4, .MOV with Hap Codec, PNG, BMP, JPEG, PCX and AVI.
6. Software Features
a. Simultaneous display and edit capability.
b. Quick display to direct access from any point in the operation to the display function.
c. Control multiple signs directly.
d. Content playlists with loop, shuffle, and next play functionality.
e. Monitor displays.
f. Multiple operator workspaces. accesso ShoWare Center Scoreboard Replacement 58
g. Proof of Play reporting
7. Content Editor Software Functions
a. Display of true type fonts and other Windows® compatible character fonts.
b. Image and animation import of multitude different formats, including BMP, JPEG, PCX and AVI.
c. Import still and motion graphics.
d. Content preview.
e. Layer content.
f. Transitions and effects.
g. Inline text editing.
h. Must be capable of allowing operators to create their own custom data fields with such information as: scores, game-time, player statistics, team statistics, time-of- day, date, or temperature that automatically updates without user intervention.
8. Support for both uncompressed RLE, MOV, AVI and compressed files including H.265 MP4 and MOV with HAP Codec.
9. Support for standard definition, high-definition, and non-traditional resolution counts.
10. Aspect ratio independent.
11. Network ready.
12. Play live and scheduled content.
2.7 LED GRAPHICS PRODUCTION
A. Include an allowance of 40 hours for the creation of content development that can be applied to consultation and design of display layouts, facility and team messaging, fan engagement and reactionary elements, sponsorship support and asset creation, branding and marketing asset creation.
2.8 SPORTS SCORING/TIMING EQUIPMENT
A. Goal Lights Quantity (3) Three
1. Daktronics, Model # Pro Model Goal Light
B. Control Console Quantity (4) Four
1. Daktronics, Model # All Sport 5000 w/ wireless
C. Locker Room Clocks Quantity (8) Eight
1. Daktronics, Model # TI-2031 accesso ShoWare Center Scoreboard Replacement 59
D. Scoreboard Mounted Signalling Horn w/ relay Quantity (1) One
1. Daktronics, Model # 0A-1196-0158 w/ Trumpet Horn
E. Fixed Digit Scoreboard Quantity (1) One
1. Daktronics, Model # H-2104 w/ wireless
a. Wireless required
b. Electronic team names required
PART 3 - EXECUTION
3.1 GENERAL
A. The accesso ShoWare Center will be open as determined by the Owner. Work by the Contractor outside of these hours is subject to approval by the Owner.
B. The Contractor must coordinate all work with other trades and coordinate with the Owner regarding the location of all equipment and junction box locations for equipment, control, and power cables/conduits from terminals, wall plates, and stub-ups to system equipment racks.
C. The Contractor must obtain all required permits and licenses.
D. All design and engineering must be reviewed by the Owner prior to any work being undertaken by the Contractor.
E. Installation will include the delivery, unloading, mounting to walls, floors, ceilings, counters, or other structures where required, interconnecting LEDSYS wiring and components, equipment placement and adjustment, and all other work regardless of whether it is expressly detailed which is necessary to provide complete and operational systems.
F. The Contractor will assemble AV equipment racks and sub-assemblies, including all equipment to be rack mounted off-site. All wiring work, labeling of wiring, cable lacing, hardware supports, rack panels, ventilation and power supply installation will be performed in AV Contractor's own premises.
G. The Contractor must inspect all equipment for damage and accuracy prior to installation at the project site.
H. For the purposes of coordination with Owner specified furniture, the Contractor will ensure that all equipment and mounting hardware is compatible with the furniture. It will be the Contractor's responsibility to ensure they coordinate with the furniture and millwork contractor to ensure that sizes and supports are adequate for the AVSYS equipment installation.
I. During the installation, and up to the date of issuance of final acceptance, the Contractor will be under obligation to protect their finished and unfinished work against damage and loss. In the event of such damage or loss, they will replace or repair such work at no cost to the Owner.
3.2 QUALITY ASSURANCE: accesso ShoWare Center Scoreboard Replacement 60
A. All work is to be performed in accordance with Article 1.05 – REFERENCES.
3.3 SITE CONDITIONS
A. The Contractor must be aware of the existing site conditions and accept them as is.
B. The Contractor must deliver all equipment to the site and convey to appropriate locations within the site as directed by the Owner.
3.4 DELIVERY, STORAGE, AND HANDLING
A. Coordinate shipping and receiving with the Owner.
B. Manpower and equipment (forklifts, etc.) must be pre-arranged to accept the product shipments at the Contractor’s expense.
C. Limited storage is available.
1. Contractor may be responsible for obtaining off-storage storage. Cost of off-site storage and transportation to and from the site is the responsibility of the Contractor.
2. Contractor must ensure all equipment is always secured and protected from ambient conditions.
3. Equipment must only be delivered to the site when it is ready to be installed.
D. Provide details to the receiver of any special handling requirements or if the shipment might be hazardous.
E. Ship product in its original container to prevent damage or contamination.
F. Ship and handle packages in accordance with manufacturers’ recommendations.
G. Provide protective coverings during construction, to prevent damage or contamination.
H. If a product is damaged during shipping, handling, while in storage, or during construction, it is replaced at no cost to the Owner.
I. Dispose of all packaging according to site requirements including separating recycling from garbage.
3.5 EQUIPMENT RACKS AND CONSOLES
A. The Contractor is responsible for installing and securing any required processing racks and all related equipment located in the LED Scoreboard, so they are prepared for safe operation. The racks will allow for ergonomic operation, cable management, accommodate the specified equipment, must be unable to tip, and able to support the weight of the equipment installed adequately.
B. Contractor will exercise care when wiring racks to avoid damaging cables and equipment. Contractor will install grommets around cut-outs and knock-outs where conduit or chase nipples are not installed.
C. Equipment Racks will have a ground buss installed in each rack, and all racks must be accesso ShoWare Center Scoreboard Replacement 61
electrically bonded together and electrically decoupled from the floor, walls, and any conduit or tray contacting the racks. Ground buss is insulated from the rack. Attach equipment rack to the ground buss at one point using #4 insulated copper wire. Ground any equipment chassis without a three –conductor power cord directly to the buss bar using #12 insulated copper wire.
D. Power wiring and signal/data wiring is installed on opposite sides of the rack. Contractor may determine which side is using for power and which side for the signal. The method is to be kept the same for the entire installation if multiple racks are required. Contractor will exercise care when wiring racks to avoid damaging cables and equipment.
E. Panel, connector, and equipment installation:
1. Install all rack-mounted equipment with Middle Atlantic Products 10-32 rack screws (Robertson drive). Screw length should be appropriate to ensure that nothing behind the rack rail is pierced.
2. Any rear-mounted rack equipment is placed, so the equipment does not block access to the back of front mounted equipment.
3. Provide security covers, and locks as required to prevent tampering with rack- mounted equipment.
4. Blank panels should be flanged 1/8” steel finished in powder coat black, and no larger than three RU unless otherwise noted.
5. Custom connector panels should be flanged 1/8” brushed aluminum (color black) and engraved unless otherwise noted.
6. Power cables should be neatly wrapped using a consistent jig; cable tied and inserted in the nearest available power outlet.
3.6 STRUCTURAL NOTES
A. The Contractor must submit all drawings, calculations, and inspection reports stamped by a professional structural engineer who is licensed/registered in the State of Washington.
B. Site-specific considerations, local best practices, local and national building code, environmental considerations and all authorities listed in Article 1.5 REFERENCES should be observed for all structural engineering.
C. The Contractor is responsible for confirming all engineering calculations, base building information, and site conditions obtained by the Contractor or provided by the Owner.
D. All installed structures require inspection by the Contractor’s structural engineer. Proof of inspection must be provided to the Owner, and all deficiencies must be corrected and re- inspected. The cost of all inspections is the responsibility of the Contractor.
E. Bolted and/or field welded connections must be inspected by the Contractor’s structural engineer to ensure that they meet the minimum requirements of the engineered structural drawings, the governing building code, and industry best practices. Prior to painting or concealing the connection, the Contractor must provide the engineers stamped report to the Owner. The cost of these inspections is the responsibility of the Contractor. accesso ShoWare Center Scoreboard Replacement 62
F. All materials used in this project must be new, unused, and of the latest design. Refurbished and obsolete materials are not permitted.
G. The Contractor will observe industry best practices and provide separation when connecting dissimilar metals.
H. All welders must be certified, and certificates must be on-site and available for inspection as requested.
I. All hot work must follow the Owner’s hot work permit process.
J. All components must be finished for standard exterior service and are warranted to be free of rust or other defects for a period of ten (10) years.
K. Mounting Hardware exposed to the weather is aluminum, brass epoxy painted galvanized steel, or stainless steel. Apply corrosion inhibitor to all threaded fittings.
3.7 ELECTRICAL AND DATA NOTES
A. The Contractor must submit all drawings, calculations, and inspection reports stamped by a professional electrical engineer who is licensed/registered in the State of Washington.
B. Site-specific considerations, local best practices, environmental considerations, and all authorities listed in Article 1.5 REFERENCES should be observed for all electrical engineering.
C. The Contractor is responsible for confirming all engineering calculations, base building information, and site conditions obtained by the Contractor or provided by the Owner.
D. All work detailed on the Contractors’ secondary power electrical drawings requires inspection by the Contractor’s or Owner’s electrical engineer or representative and the local inspection agency. Proof of inspection must be provided to the Owner, and all deficiencies must be corrected and re-inspected. The cost of all inspections is the responsibility of the Contractor.
E. Any additional raceway (conduit, cable tray, J hooks) required to provide a complete system for both power and signal/data is furnished and installed by Contractor. Any additional raceway required will have the routing of the raceway approved by Owner prior to installation.
F. The Contractor is responsible for the final connection of power to all components. All secondary electrical panels, disconnects, junction boxes, and outlets must be clearly labeled. Ensure all branch power circuits are labeled at the component/receptacle and at the corresponding service panel.
G. The Contractor is responsible for ensuring all equipment and parts has been certified as required by national, provincial, and local electrical code. Any equipment not certified as required in Article 1.5 REFERENCES. will require on-site certification by a listed testing agency. All cost associated with obtaining on-site certification is the responsibility of the Contractor. Written proof of certification or equivalent will be required prior to any work being performed on site.
H. The Contractor will provide all fiber transmitters and receivers and include amplifiers where required. accesso ShoWare Center Scoreboard Replacement 63
I. The Contractor is responsible for terminating and performing final connection of all cables.
3.8 CABLE INSTALLATION
A. Cable must be installed according to “Standard Integration Practices”, adhering to the standards set out in Article 1.5 REFERENCES, and in a manner to adhere to manufacturer’s specifications for maximum cable pulling tension, minimum bend radius, and rigging calculations and restrictions.
B. Installing and terminating data cabling requires a high level of craftsmanship. Pulling, routing, cutting, dressing, bundling, terminating, and labeling the cable should only be done by qualified individuals.
C. The Contractor will directly supervise its sub-contractors responsible for pulling cable through tray or conduit. Once the cable is pulled to its final location, only qualified Wiremen will be allowed to handle it.
D. This work involves the use of single-mode fiber cable. The fiber cable should be handled and terminated by certified (CFOT) fiber technicians only, working under the jurisdiction of the Wiremen.
E. At no point should the cable be stepped upon or driven over.
F. Provide appropriate support at all horizontal-to-vertical transitions to keep the weight of the cable from degrading at the point of transition.
G. Provide splice free wiring and cabling from origination to destination, free from joints, connections, or splices.
H. Any cables, conductors, wires, or their respective insulating jackets that have been nicked or cut, pinched, or otherwise damaged will be rejected and replaced by the Contractor without cost to the Owner.
I. Make joints and connections with rosin-core solder or with mechanical connectors approved by the Owner, where spade lugs are used, crimp properly with ratchet type tool.
J. Take precautions to prevent and guard against electromagnetic and electrostatic hum. For line-level audio signal, float cable shield at the output of the source device. Shield not connected to be folded back over the cable jacket and covered with heat-shrink tubing. Do not cut off unused shield.
K. Isolate cables and wires of different signals or different levels; and separate, organize, and route to restrict channel crosstalk or feedback oscillation in any amplifier section in compliance with ASDI article 12.0.
L. Cable color coding is not required. However, if a color is chosen for a particular system it must be unique to that system and remain constant and cannot be changed to another cable color.
M. Cover edges of cable and wire pass-through holes in chassis, housings, boxes, etc., with rubber grommets or Brady GRNY nylon grommetting.
N. Cable management in equipment racks and junction boxes
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1. Install cable so that a radius bend of no less than ten times the cables OD is maintained.
2. Provide 1”-6” minimum service loop within junction boxes to enable plates to be removed from the junction box and serviced.
3. Cable entering the top of a rack should be pulled to the base of the rack, a service loop of at least three feet added, and then rise to the termination point.
4. When cable enters the bottom of the rack from access flooring, ensure a service loop of at least nine feet is maintained under the floor.
5. Vertical bundles of cable should be laced, tie-wrapped, or Velcroed to a vertical tie bar. Tie bars should be spaced to allow service on any individual vertical bundle. All bundles must be neatly dressed with as few crossing conductors as possible. Vertical tie bundles must not interfere with AC power strips or AC power cords.
6. Install cable and wire neatly tied in manageable bundles with cable lengths cut to minimize excess cable slack but still allow for service and testing. Provide horizontal support bars if cable bundles sag.
7. Neatly bundle excess AC power cable from housing mounted equipment with plastic cable ties.
8. Provide plastic cable ties or lacing twine to bundle cabling and wiring. Electrical tape and adhesive backed cable tie anchors are not acceptable.
9. Install with connections completely visible and labeled.
10. Provide termination resistors of 5% tolerance; fully visible and not concealed.
11. Cable must be bundled using appropriate fasteners such as plastic cable ties or Velcro straps. Velcro must be used on all fiber cables and Cat 6 product. Electrical tape cannot be used to bundle cables.
12. Use releasable cable ties during the installation process so cables can be secured, repositioned, and secured again. Replace all releasable cable ties with permanent once the cables are in final position.
13. Cable ties will not be over tensioned. The tails of the ties are cut flush with the head enough to prevent abrasions when working in the rack. Cable ties must not be tightened to the point of damaging the cable.
14. Cables must be installed with appropriate strain relief when making horizontal or vertical transitions. Use cable horizontal and vertical lacing bars as required. Cable tie saddles can be used only if screwed to an appropriate surface.
15. Cable jackets must be covered with Hellerman Sleeves when appropriate.
16. Shield / drain wires must be covered with Teflon tubing when appropriate.
17. All crimp connections must be performed using the exact crimp die and tool specifications recommended by the manufacturer for the connector.
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18. Adhere to all manufacturer guidelines relating to the measurements of the jacket, braid, and center conductor when stripping cable and attaching connectors.
19. Solder connections require lead-based rosin-core solder. Use solder flux when appropriate to facilitate the weld.
O. Any equipment mounted with, or on rack slides, sliding shelves or trays, should be cabled to allow for the equipment to be pulled forward to the end point of the sliding mechanism.
P. Cables must be clearly and consistently labeled. Use the following guidelines for applying labels:
1. Use self-adhesive, wrap around, no smudge, labels.
2. Labels must be applied to the cables, so the text reads the same way consistently. Usually, the text reads into the connector.
3. Ensure the cable is clean, dust and oil free before applying the label.
4. Ensure hands are clean to prevent dirt transfer onto the label surface.
5. Apply clear heat-shrink around labels that can be potentially damaged through handling and use.
6. Handwritten labels are not acceptable.
7. Labels must be clearly visible when the cables fan out to the equipment.
8. Labels must be applied a consistent distance back from the end of the connector.
9. Labels should have text that is at 5/64” high and 5/64” wide.
10. Labeling schemes must be logical, consistent, and meaningful.
11. Four copies of individual labels are printed. A label will be attached to each end of the cable after the cable is initially cut – these are the working labels. Working labels will be replaced with the remaining two after the cable is dressed – these are the finish labels.
3.9 AESTHETIC NOTES
A. Fully labels the LEDSYS, including all components and parts. Also, label all storage areas and/or cabinets used for spare parts and the system manuals. All labels will be 1/8” engraved, block lettering on self-adhesive labels unless otherwise directed by the Owner. Printed labels on equipment will not be accepted. Ensure that all labels match the contract closeout documents.
B. All flashing, trims, covers, panels, etc. are the responsibility of the Contractor to design, supply and install. No bolts, unfinished edges, Secondary Steel, equipment sides and rear, or any other raw element is permitted to be within public view for any part of the LEDSYS.
C. All metal materials must be finished (primed and coated or other approved finish). This includes but is not limited to flashing, decking, primary, and secondary steel.
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D. The minimum standard for products and finishes is as follows: Contractor is responsible for ensuring that the material thickness provided is sufficient to prevent warping or “oil canning” on the span or sections of material installed.
1. Metals: + 19ga/1mm aluminum on internal baffling, + 12ga/2mm aluminum on flashing, + 11ga/3mm aluminum on any routed or primary surface, + 12ga/2.6mm stainless steel (visible).
2. Plastics: + 3mm thickness on thermoformed polycarbonates, + 7ga/4.5mm thickness on flat polycarbonates, + 11ga/3mm thickness on flat acrylics.
3. Finishes: + Approved Automotive Grade Enamels, +ASTM D3451-06 compliant Powder Coating.
4. Vinyl Films: + 3M, Avery, Oracal, or other as approved, + 9oz weight for any outdoor banner (UV coated).
E. The Contractor will ensure that all material thickness prevent warping or buckling on surfaces throughout the LEDSYS.
F. The Contractor, its subcontractors, suppliers, and vendors must not display trademarks, logos, or branding on any part of the LEDSYS that is within public view without written permission from the Owner.
3.10 INSTALLER TESTS AND ADJUSTMENTS
A. The following must be verified before the commencement of all tests and adjustments.
1. AC powered devices are properly grounded.
2. AC powered devices are connected to their assigned circuits, and the hot, neutral, and ground conductors are connected correctly.
3. Heat shrink or neoprene cable (Hellerman) sleeves are installed on all sheathing breakouts.
4. All exposed bare wire is covered with insulating tubing.
5. Correct and consistent polarity is observed in all terminations.
6. Cable is dressed, routed, and labeled in a neat and consistent manner.
7. Adequate service loops are left on all cables where appropriate.
8. Solder joints and their surroundings are cleaned and free of flux and dust.
9. All wire fragments, cable remnants, dust, and debris are removed from the site and properly disposed of.
B. Temperature Testing
1. Test each rack and operator console interior for nominal operating temperature and ventilation. The temperature in each rack or operator console must be maintained below 30 °C. If the air temperature inside the racks cannot be maintained below 30 accesso ShoWare Center Scoreboard Replacement 67
°C, install a temperature actuated quiet fan such as those available from Middle Atlantic.
C. Certification of Cabling and Equipment after Termination
1. All UTP cabling is tested for proper T568A termination using the appropriate tester.
2. Any UTP cabling intended for data connectivity use must be fully certified to TIA/EIA- 568-C Category 5e specifications with a cable analyzer.
3. Ensure all fiber optic cabling meets appropriate TIA/EIA-568-C standards with an optical loss test set.
4. Record the test results of each fiber strand and present this information using Fluke LinkWare software or similar.
5. Ensure all fiber optic strands are within their respective optical loss budget.
6. Using an OTDR, determine the source of any light losses that exceed the calculated loss budget for the fiber under test. Replace or repair the faulty item.
7. Calibrate, optimize, and align all devices for proper operation. Use test patterns and test tones to align audio DAs, mixer gain stages, device inputs, and outputs.
8. Commission each cable to ensure a proper end to end connectivity.
9. Ensure all computer network paths, shared folders shared storage, and resources are accessible and functioning.
D. Ground System Test
1. With due care and safety, and after the technical ground system is complete, installed, and functional:
a. Demonstrate a low-resistance path between the ground connection of the equipment racks and operator consoles and the main technical ground point. The DC resistance is less than 0.1 Ω.
b. Demonstrate a high impedance path between the technical ground point and the main building ground. These systems should be in no way coupled. The DC resistance is more than 1 M Ω, or open.
3.11 MANUFACTURER COMMISSIONING AND TESTING
A. On-site Manufacturer commissioning and testing is to completed with the assistance of the Contractor. Members of the Contractor’s workforce must be available for the date and duration of this process.
B. Commissioning of LED displays is to include all required adjustments and on-site calibration necessary for pixels, blocks, seams, and other components to adhere to Article 2.2.
C. Testing should include the operation of each individual system, including backups, control system functionality, integration, power cycles, and diagnostic capabilities. Verify all LED screen firmware, brightness, color temperature, uniformity of viewing angle, refresh rates, accesso ShoWare Center Scoreboard Replacement 68
pixel to pixel variation, block to block variation, and all other tests required to ensure that all components adhere to this specification.
D. The Manufacturer/Contractor is required to provide all equipment necessary for testing of the LEDSYS.
E. The Manufacturer/Contractor will document all factory and on-site testing, calibration, corrections, and repairs. Documentation will include but is not limited to:
1. Performance date of the given procedure.
2. Condition of the performance of the procedure.
3. Type of procedure and description.
4. Parameters measured and their values.
5. Values before and after calibration and repairs as required.
6. The names of personnel conducting the procedure.
7. The equipment used to conduct the procedure.
3.12 ACCEPTANCE
A. Upon receipt of notice of substantial completion by the Consultant, the Owner and Contractor will schedule the testing of all systems and components that form the LEDSYS.
B. After the results of the testing have been verified by the Consultant, and all deficiency have been rectified by the Contractor, the Contractor will demonstrate the operation of the LEDSYS in full, and verify that all parts of the LEDSYS meet the requirements of this specification.
C. Upon completion of initial testing and all subsequent testing, the Contractor will provide written reports of all test, and all other documents and drawings as required by this specification.
D. The LEDSYS will not be considered accepted until all testing and demonstrations are complete, and the required reports have been signed off by the Owner.
E. The Contractor will give evidence that all parts of the LEDSYS meet this specification in its entirety.
F. The Contractor is responsible for making any necessary modifications or repairs to ensure that the LEDSYS meets this specification.
G. The Owner is not responsible for any costs associated with any unsuccessful acceptance tests.
H. The Owner, at its sole discretion, may engage an independent testing agency to verify the display’s specifications, at any time during the specified period of time. Cost for this testing will be borne by the Owner if the display complies. If the testing exhibits the display in noncompliance with the specifications, the cost of the testing will be the responsibility of the Contractor. Contractor will also be responsible for making or replacing the components accesso ShoWare Center Scoreboard Replacement 69
necessary to meet the specifications. The Owner will not be responsible for any added costs as a result of an unsuccessful test.
I. Upon completion of all testing, the Contractor will provide the spare parts inventory as required in Section 2.
J. All manuals, spare parts, and portable equipment will be stored and secured by the Contractor as directed by the Owner.
K. Prior to issuance of final acceptance, the LEDSYS must operate without fault for a minimum of seven consecutive days.
3.13 INSTRUCTION OF OWNER PERSONNEL
A. As a condition of Substantial Completion and a minimum of fifteen days prior to any facility events, the Contractor at its own expense must have completed end-user training. The training must cover the operation, maintenance, troubleshooting and care of the system in full and according to the manufacturers’ recommendations.
B. Operation training will include standard operations of all systems; as well as start-up and shut-down procedures, use of all backup systems, and shut down procedures during a power failure.
C. These training events should be scheduled without conflict with any other training events.
D. The Contractor will provide to the client's operation staff three eight-hour training sessions covering items to be determined by the consultant prior to system completion. Training will consist of at least 32 hours (over the course of 3-5 days) of instruction.
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END OF SPECIFICATION
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APPENDIX D -EVALUATION CRITERIA
1. SUBMISSION FORM AND LAYOUT
A. The RFP submission must include the following sections presented in order: 1. Corporate information 2. Project team 3. Products and technical solution 4. Project methodology 5. Warranty 6. Reference projects/drawings
2. CORPORATE INFORMATION
A. Include a short description of the Proponent's history, corporate values, and mission. Highlight how the history, values, and mission have prepared and equipped the company to complete the LEDSYS.
B. Submission must include management, structure, and financial information that highlights the Proponent's ability to supply, install, and warranty the LEDSYS. Clearly state the Proponent firm's overall experience in the field of expertise required by the scope of work.
3. PROJECT TEAM
A. Include information on key team members, including sales representative, project manager, and site supervisor. Provide details on education, skills, and specific relevant experience on past sports LED projects.
B. Submission must name the Proponent's structural and electrical engineering firms. Include key staff information and specific relevant experience on past sports LED projects.
C Submission must include details on the Proponent's installation and electrical staff or subcontractors. Include key staff information and specific relevant experience on past sports LED projects.
D. Include an organization chart that illustrates the project team, responsibilities, and flow of information.
4. PRODUCTS AND TECHNICAL SOLUTIONS
A. The proposal must address all the product and technical aspects of the LEDSYS as identified in the RFP. Emphasis should be placed on detailing the Proponent's understanding of the scope of work and ability to provide a complete and comprehensive solution.
B. Include a table clearly detailing the following specific information for each model of LED display product to be provided as part of the LEDSYS (the product cutsheet is not a replacement for this table): accesso ShoWare Center Scoreboard Replacement 76
1. LED diode make, model, and part number 2. Display brightness in nits 3. Calibration method 4. Data pathway method 5. Power pathway method 6. Display lifespan 7. Intensity adjustability 8. Display color temperature 9. Refresh Rate 10. Contrast Ratio 11. Horizontal and vertical viewing angle
C. Include technical cutsheets for all components within the LEDSYS
D. Include the following drawings as part of your technical solution (drawings should be located at the end of the submission PDF document): 1. Drawings of the overall scoreboard. Include the size of cabinets and active viewing area for all LED displays. Include power and weight information for new and existing components. 2. Signal flow diagram illustrating signal, data, and power connectivity, including redundancies.
E. Include information relating to HDR performance if applicable.
F. Special attention will be given to Proponents that demonstrate added value that exceeds the minimum requirement of the specification.
5. PROJECT METHODOLOGY
A. The proposal must detail proven project methodology and include innovative approaches and ideas in the delivery of the project.
B. Provide a work plan with clearly detailed timelines and construction milestones that realistically demonstrate how the work will progress to the desired completion date. Include details on the frequency and anticipated agenda for project meetings.
C. Describe Proponents' methods for communicating and overcoming unexpected difficulties. Address any specific challenges the Proponent might encounter while completing the LEDSYS.
D. Highlight installation and safety best practices that the Proponent plans to use in its provision of the LEDSYS.
E. A description of the Proponent's quality assurance methods and practices should be included.
F. Detail any unique systems, organizational structures, assets, etc. that provide added value to the Proponent's provision of the LEDSYS. accesso ShoWare Center Scoreboard Replacement 77
6. WARRANTY
A. The proposal shall include a Legal Warranty Statement regarding all components of the Proponent's submission. Special attention will be given to Proponents that exceed the minimum specified warranty requirement. Details shall be provided stating the address of where the warranty depot resides and whether the Owner is required to deliver to and pick- up warrantied parts from this location.
7. REFERENCE PROJECTS
A. The proposal shall provide data and information on relevant projects and facilities which clearly illustrate the Proponent's experience and ability to manage a project of this nature.
B. Proponents shall provide a list of three (3) to five (5) applicable reference projects completed over the past six (6) years. Reference projects must be similar or exceed the requirements of this Request for Proposals. The list should include the following information for each reference: 1. Client/Company Name and Address 2. Contracting Officer and Telephone Number and Email Address 3. Technical Representative and Telephone Number, and Email Address 4. Approximate contract value 5. Completion date 6. A brief, written description of the project, operations, specific services provided, and scope of work
C. Include one (1) or two (2) pages of as-built drawings from one (1) of the reference projects (drawings should be located at the end of the submission PDF document).
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