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Home My WebLink AboutEDB Rejection of Bid for RFP 22-23-A04 Boardroom Upgrades FINAL C CLAY COUNTY UTILITY AUTHORITY Aim Y MEMORANDUM TO: Jeremy D. Johnson, Executive Director(ED) FROM: Angelia C. Wilson, Procurement Manager THRU: Jeff Wesselman, Chief Financial Officer(CFO) DATE: December 30, 2022 RE: Rejection of Submissions for RFP#2022/2023-A04 In an effort to upgrade the audio-visual systems in the CCUA Boardroom, the Information Technology staff developed RFP# 2022/2023-A04 entitled CCUA Boardroom Audio Visual Systems Upgrade. The purpose of this RFP is to update the technology to allow staff to use the Boardroom for large meetings that have a virtual component. The project will also add several key features to the Boardroom including telephone conferencing over the PA system, a microphone bank to capture sound from across the room, a screen on the side wall to improve training events and simplify the recording system. Information Technology (IT) has $24,351.04 remaining in Department Capital budget. a; o On October 9,2022,CCUA received two(2)responses to the RFP from Miller Electric Company and AVI-SPL, Inc. The bid amounts are as follow: 3 Miller Electric Company $97,560.30 ce AVI-SPL, Inc. $99,743.05 Therefore, Staff recommends Board of Supervisors reject the submitted response based upon the bids exceeding the amount budgeted. Additionally, staff requests approval of the attached Bid Opening Documents. Attachments: Bid Opening Attendance Times Union Advertisement ITB Solicitation Article 19- Evaluation of Bids and Award of Contract Section 19.01 //AW(Author) //AW, DS AB, and JW(Review) //JW(Final) -_- 1, PRE-PROPOSAL MEETING SIGN-IN SHEET Boardroom Audio-Visual Systems Upgrade CCUA RFP No. 22/23-A04 Date: October 7, 2022 Name Company Email/Phone Number Darrin G. Parker 71 Clay County Utility Authority dgparker@clayutility.org Angelia Wilson id Clay County Utility Authority awilson cJ clayutility.orq Dale Shoenfelt/CV' Clay County Utility Authority dshoenfeltCa�clayutility.orq TaA k I S 0,6 c '1'�``�.,�111 i�s( c C'S S e 4 gas f-, �.w. v P013 Caw-A Ni 1 ' s FL Rv,J. co-.5-etle e Au 1 sta. (0) PROPOSAL CLOSING SIGN-IN SHEET Boardroom Audio-Visual Systems Upgrade CCUA RFP No. 22/23-A04 Date: November 9, 2022 Name Company Email/Phone Number Darrin G. Parker Clay County Utility Authority dgparkerclayutility.org Angelia Wilson Clay County Utility Authority awilson@clayutility.org Dale Shoenfelt Clay County Utility Authority dshoenfeltclayutility.org Matt Pence Clay County Utility Authority mpenceclayutility.org Rod Thomas Clay County Utility Authority rodthomasmecojax.com to Carl Van Ormer Clay County Utility Authority cvanormer mecojax.com Ad Preview REQUEST FOR PROPOSALS NOTICE IS HEREBY GIVEN THAT Clay County Utility Authority (CCUA), Clay County, Florida, will be accepting sealed Proposals for RFP 22/23-A04 CCUA Boardroom Audio-Visual Systems Upgrade, which will be received until 2:00 P.M. (EDT), October 19, 2022, at the following location: The complete Solicitation package can be obtained by visiting: https://clayutility.bonfirehub.com/po rta I/?tab=openOpportun ities. Submissions must be posted to the Clay County Utility Authority Bonfire Procurement Portal located at https://clayutility.bonfirehub.com. (hardcopies will not be accepted). CCUA requests proposals from qual- ified Proposers with experience in designing, procuring, configuring, installing, testing and supporting audio-visual solutions for upgrade of the audiovisual systems in the CCUA Board of Supervisor's Room (Boardroom). An In-Person Pre-Proposal Meet- ing/Site Tour (herein so called) will be held on Tuesday, October 4, 2022, at 10:00 A.M. (EDT) at the following location: Clay County Utility Authority (CCUA) Board of Supervisor's Room 3176 Old Jennings Road Middleburg, Florida 32068-3907 CCUA strongly encourages atten- dance at the Pre-Proposal Meet- ing/Site Tour. CCUA Staff shall be available at that meeting,which will be the primary opportunity for Potential Proposers to ask questions, tour the work site and express any concerns that they may have about this Solicitation. All questions or concerns regarding this Solicitation must be submitted on the CCUA Bonfire Procurement portal https://c layuti l ity.bonfi rehub.com prior to 12:00 P.M. (EDT) on Monday, October 10, 2022. Late questions may be answered at the discretion of CCUA. All responses to questions will be uploaded to the Portal and issued in an Addendum on Wednesday,October 12,2022. CCUA reserves the right to change the time and date of the Pre- Proposal Meeting/Site Tour, to change the submittal due date and time, to waive formalities in any proposal, to reiect any or all proposals with or without cause, and/or to accept the proposal or any portion thereof that, in CCUA'S sole and absolute iudgment, will be in the best interest of CCUA. 9/26/2022 2/2 ARTICLE 19—EVALUATION OF BIDS AND AWARD OF CONTRACT 19.01 Owner reserves the right to reject any or all Bids, including without limitation, incomplete, irregular, not in conformance with the specifications, invitation, or Instructions to Bidders, nonconforming, nonresponsive, unbalanced, or conditional Bids. Owner further reserves the right to reject the Bid of any Bidder whom it finds, after reasonable inquiry and evaluation, to not be responsible or the Bidder is behind by 10 percent or more on completing an approved progress schedule for the Owner at the time of advertising the work. A Bid may be found to be irregular or non-responsive by reasons that include, but are not limited to, failure to utilize or complete the prescribed forms, modifying the Bid specifications, submitting conditional Bids, incomplete Bids, submitting indefinite or ambiguous Bids, executing forms or the Bid sheet with improper and/or undated signatures or failure to provide all required information. Other conditions which may cause rejection of the Bids include, evidence of collusion among Bidders, obvious lack of experience or expertise, and failure to perform or meet financial obligations on previous agreements. Owner may also reject the Bid of any Bidder if Owner believes that it would not be in the best interest of the Project to make an award to that Bidder. Owner also reserves the right to waive all informalities not involving price, time, or changes in the Work and to negotiate contract terms with the Successful Bidder.