Bismarck Event Center Request for Bids for Meeting Room Matrix & Cabling Project

Bid Postings • Bismarck Event Center Request for Bids for Me Skip to Main Content Create a Website Account - Manage notification subscriptions, save form progress and more. Website Sign In Search Government Departments Services Community I Want To Home Bid Postings Print Sign up to receive a text message or email when new bids are added! Print Bid Title: Bismarck Event Center Request for Bids for Meeting Room Matrix & Cabling Project Category: Bismarck Event Center Status: Closed Description: BISMARCK EVENT CENTER REQUEST FOR BIDS FOR MEETING ROOM MATRIX AND CABLING PROJECT 1. RECEIPT AND OPENING OF BIDS The Bismarck Event Center, Bismarck, North Dakota, hereinafter called the City, invites Bid Proposals for the purchase and installation of Meeting Room Matrix and Cabling. Bid Proposals will be received by the City at the City Administration Office, 221 North 5th Street, Bismarck, North Dakota 58501 until 3PM CDT, April 1, 2021. Proposals will be publicly opened and read aloud at the Mayor’s conference room on the 4th Floor, 221 North 5th Street, Bismarck, North Dakota at 4:00PM CDT, April 1, 2021. Envelopes containing the proposals must be sealed, addressed to the City of Bismarck, and designated as “Bid for Purchase and Installation of Meeting Room Matrix and Cabling.” In light of the COVID-19 epidemic, we would like to protect you and our staff as much as possible. We are offering the ability to appear at the bid opening via video/audio on Microsoft Teams. There is no charge for this. If you wish to appear virtually at the bid opening, please send your email address to no later than 3:00 p.m. on the bid opening day. We will arrange a video bid opening for you to see and hear as the bids are opened. 2. BID SECURITY Each bid must be accompanied by a separate envelope containing a Bidder’s Security in a sum equal to five percent of the full amount of the Bid. Acceptable security is a cashier’s check or a Bidders Bond executed by the Bidder as Principal and by a Surety Company authorized to do business in this State, conditioned that if the Principal’s Bid be accepted, the Principal, within ten (10) consecutive calendar days from a written notice of award will execute a sales invoice in accordance with the principal’s bid. No bid will be read or considered which does not fully comply with the above provisions as to Bid Security, and any deficient bid submitted will be resealed and returned to the Bidder immediately. 3. PREPARATION OF PROPOSALS The bid procedure encompasses a bid proposal for the Meeting Room Matrix and Cabling Project. Each bid proposal must be submitted in duplicate and must be submitted in a sealed envelope bearing, on the outside, the Name of the Bidder, his/her Address, and the Name of the Bid. If forwarded by mail, the sealed envelopes containing the Bid or Bids and the bid security must be enclosed in another separate envelope and addressed as specified above. 4. ADDENDA AND INTERPRETATIONS Any and all interpretations and any supplemental instructions will be in the form of written Addenda to the Specification which will be mailed or faxed to all perspective Bidders. Each prospective Bidder is responsible to provide contact information to the City in order to receive any Addenda so issued. Failure of any Bidder to receive any such Addendum or interpretation shall not relieve Bidder from any obligation under his Bid, as submitted. All Addenda so issued shall become a part of the Contract Documents. 5. WITHDRAWAL OR MODIFICATION OF BIDS Bids may not be modified, withdrawn, or canceled by Bidder during stipulated time period following time and date designated for receipt of Bids, and each Bidder so agrees in submitting his or her Bid. However, prior to time and date designated for receipt of Bids, any Bid submitted may be modified or withdrawn by notice to the City at the place designated for receipt of Bids provided that the resulting bid is then fully in conformance with these instructions to Bidders. 6. TAXES Purchases by the City of Bismarck are not subject to the North Dakota State sales tax. The City’s Tax-Exempt Number is E-4054. 7. ALTERNATE SPECIFICATION A prospective supplier may offer alternate specifications to the City, which the supplier feels are an equal alternate to the specifications required. If the alternate is unacceptable to the City, the prospective supplier may request, in writing, that the matter be scheduled for review by the City Commission. Such request must be made by March 17, 2021 to the Bismarck City Administrator. Requests for review by the City Commission after this date shall not be honored. 8. SELECTION The City reserves the right to hold all bids for a period of thirty (30) days, accept or reject all bids, to waive technicalities or to accept such as may be in the best interest of the City. Selection will be based upon a combination of price, quality, suitability, availability and bidder qualifications. 9. BID SPECIFICATIONS To include all equipment, freight costs, miscellaneous hardware, and labor for installation, setup, programming, final commissioning and training. As part of the submitted Bid, Bidders shall include a list of equipment and cable details with manufacturer names and model numbers. A summary of warranty information shall also be provided. 10. PROJECT OVERVIEW A. The Bidder will install the products and services in the Prairie Rose meeting rooms at the Bismarck Event Center. B. The space includes five (5) meeting rooms with seven (7) existing ceiling mounted projectors. Refer to attached map for room layouts, projector/wall jack locations and approximate dimensions. C. The existing projectors have HDMI inputs. Six (6) projectors are Hitachi CP-WX4021N models. One (1) projector is a Hitachi CP-WX4022WN model. D. A video matrix switcher, associated equipment and a locking equipment rack is to be installed in the service hallway behind the Prairie Rose 103 meeting room. E. The existing single-gang wall plates with VGA input and 3.5mm analog audio input will be replaced with new wall plates with an HDMI input and a 3.5mm stereo analog audio input. F. HDMI audio will be de-embedded and sent to the existing sound system. G. Analog audio from the 3.5mm input will be sent to the existing sound system. H. The existing house sound system is controlled separately via computer; audio controls do not need to be incorporated into the matrix control system. 11. SCOPE The bidder shall provide the following individual components and/or services that will comprise the Meeting Room Matrix and Cabling Project: A. One (1) presentation video matrix switcher: a) Capable of 4K resolution. b) Minimum of 8 inputs and 7 outputs. c) Inputs #1-7 are signals from wall plates, input #8 signal is an HDMI jack in the equipment rack. d) 4K scaling on all 7 outputs. B. Seven (7) single-gang decorator-style wall plates, 4K resolution, HDMI input and 3.5mm stereo analog audio input. C. One (1) 7” touchscreen control surface for signal routing to projectors. D. System cable type shall be shielded twisted pair category cabling per the equipment manufacturer’s recommendation. E. Uninterruptable power supply/battery backup; rack mounted or brick format. F. Wall mounted rack; hinged and vented with locking access door. Rack should be large enough to contain the bidder’s equipment, plus a 22” touchscreen computer monitor (20” W x 16” H) for sound control. Include a flat shelf for the monitor to rest on. G. All necessary interfacing: a) De-embed HDMI audio and send to existing house audio cabling in each wall pocket. b) Analog audio from 3.5mm input sent to existing house audio cabling in each wall pocket. c) System cabling and connections to all system components. H. Any other miscellaneous equipment, converter, adapter, or cabling that is necessary to complete the project. I. Contractor to remove all old cabling and hardware and properly dispose of. J. All labor for installation, programming and training. K. Interconnect cables and adapters for event use: a) HDMI cables: seven (7) 30-foot cables and two (2) 50-foot cables b) 3.5 mm stereo audio cables: five (5) 30-foot cables and two (2) 50-foot cables. 12. DELIVERY AND COMPLETION Project to be completed, including programming and training by 5:00PM CDT on June 30, 2021. Download Bid Packet Addendum No. 1 Publication Date/Time: 3/10/2021 12:00 AM Closing Date/Time: 4/1/2021 3:00 PM Business Hours: 8:00 am - 5:00 pm Related Documents: Bismarck Event Center Request for Bids for Meeting Room Matrix and Cabling Project Meeting Room Matrix and Cabling Project_Addendum_01 Return To Main Bid Postings Page Live Edit Legislative Policy Safely to School Starting / Expanding a Business Bismarck Streets Capital Area Transit (CAT) Convention & Visitors Bureau Emergency Notification System Registration Northern Plains Commerce Centre On-Line Permits - eTRAKiT Property Information Public Notices Public Works Utility Bill Payment Strategic Plan Together 2045 Plan View Government Meetings Vote Agendas & Minutes Agenda Center Report a Concern Notify Me® Online Payments GIS Maps Careers Mission Statement: To provide high-quality public services in partnership with our community to enhance our quality of life. 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