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Home My WebLink AboutEDB CCUA Boardroom AV Systems Upgrade - Executive Summary FINAL EXECUTIVE SUMMARY AGENDA ITEM: Recommended Selection of CCUA Boardroom Audio-Visual Systems Upgrade Request for Proposal (RFP)No. 2022/2023-A04. Date: December 1, 2022 BACKGROUND: The IT Department proposed upgrades to the Boardroom to meet the needs and requests of CCUA staff. Globally, the COVID-19 pandemic changed the way business is conducted, and this technology update will allow staff to use the Boardroom for large meetings that have a virtual component to them. 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. On September 22,2022, Staff advertised the above-referenced project on the Bonfire Procurement es Portal and in the Florida Times-Union on September 26, 2022. c cr EVALUATION: 0 E On November 9, 2022, staff received two (2) responses to the RFP, which were subsequently evaluated and scored by the project Evaluation Committee. On November 23, 2022, the project ce Evaluation Committee completed evaluations and determined that Miller Electric Company provided the preferred proposal. Final scores were assessed as follows: RANKED LIST: 1. Miller Electric Company 87.20 2. AVI-SPL, Inc. 76.45 BUDGET: Information Technology (IT) has budgeted $29,000 in Departmental Capital for this project. The excess costs will be taken from Departmental Capital Contingency funds. RECOMMENDATION: Staff respectfully recommends the Board of Supervisors approve the ranked list and authorize the negotiation of a contract with Miller Electric Company. If CCUA and Miller Electric Company are unable to negotiate a satisfactory contract, CCUA will formally terminate the negotiations and undertake negotiations with the next ranked Firm. Staff will return to the Board of Supervisors upon successful negotiations to request contract approval. //DP(Author) //AW, DS,AB (Review) //JW(Final) ATTACHMENTS: Times Union Advertisement Pre-Proposal Meeting/Site Tour Attendance Second Site Tour Attendance Proposal Closing Attendance Project Scoring //DP(Author) //AW, DS,AB (Review) //JW(Final) LOCALIQ Order Confirmation Not an Invoice FLORIDA Account Number: 759750 Date: 09/22/2022 Customer Name: Clay County Utility Auth Order Number: 7827447 Customer Clay County Utility Auth Prepayment $ 0.00 Address: 3176 Old Jennings RD Amount: ANGELIA WILSON Accounts Payable Middleburg FL 32068-3907 Contact Name: Clay County Utility Auth Column Count: 1.0000 Contact Phone: 9042132445 Line Count: 70.0000 Contact Email: Height in Inches: 0.0000 PO Number: .rint Product #Insertions Start- End Category JKL Florida Times-Union 1 09/26/2022 - 09/26/2022 Govt Bids & Proposals JKL iacksonville.com 1 09/26/2022 - 09/26/2022 Govt Bids & Proposals to Total Order Confirmation $123.90 1/2 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 -_- 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 N oer - Darrin G. Parker 71 Clay County Utility Authority d• •arker =vutility.org Angelia Wilson id Clay County Utility Authority - •n(o�clayutility.orq Dale Shoenfelt/CV' Clay County Utility Authority dshoenfelt(a�clayutility.orq ),,Ar-pkli,-,,, W . di; s - C C'SS e,- a. ,_, ,,w. p,,,„ (ash„.* Ni , — r ° ' Ro-'. Cct-c15-etle e AU I sta. (0) C C/i� o vvir -en ,ee_ C i,,_ i fihr --- 2ND SITE TOUR SIGN-IN SHEET Boardroom Audio-Visual Systems Upgrade CCUA RFP No. 22/23-A04 Date: October 19, 2022 Name Company Email/Phone N' Jer Darrin G. Parker bC Clay County Utility Authority dgparkerr .yutility.org Angelia Wilson Clay County Utility Authority a .nclayutility.org Dale Shoenfelt Clay County Utility Authority c shoenfelt(c�clayutility.orq Dm Nl(i 0 CC i((ipfe CCsfa efited3k, c- •tir• Dos+0,/ cc 1Cc6c @ CcSSovs-ep14-" c"-. IA1 I (NA I ,(O0--\Q_ / if (L.' .1 E. O P o tY'Q.5 C.MZCU-caX. CCt , 1 l _4344 V C () Mr. rn, 1 f`tom % pv C-VCInCAN V-. Cr\CC10-1 11-X,C5rr V s` 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 Scoring Summary Active Submissions Total Minimum Minimum Minimum Minimum Qualification Qualification Qualification Qualification Supplier / 100 pts Pass/Fail Pass/Fail Pass/Fail Pass/Fail Miller Electric 87.2 pts Pass Pass Pass Pass AVISPL 76.45 pts Pass Pass Pass I Acknowledgement of Drug Free Workplace Litigation Disclosure Non-Collusion Addenda Conflict of Interest Compliance Form Form Affidavit Supplier Pass/Fail Pass/Fail Pass/Fail Pass/Fail Pass/Fail Miller Electric Pass Pass Pass Pass Pass AVISPL Pass Pass Pass Pass Pass 4. Non-Disclosure Agreement for Public Entities Crime Public Records Experience & References Confidential Statement Compliance Qualifications Materials Supplier Pass/Fail Pass/Fail Pass/Fail /25 pts / 15 pts Miller Electric Pass Pass Pass 24.5 pts 14.75 pts AVISPL Pass Pass Pass 23.75 pts 10.75 pts Methodology & Cost Proposal Approach Supplier / 25 pts / 35 pts Miller Electric 22.5 pts 25.45 pts AVISPL 20 pts 21.95 pts