REQUEST FOR PROPOSALS (RFPs) FOR
Council Chambers AV Upgrade
Link to Youtube video for the Pre-submittal conference on Thursday, June 23, 2022, at 1 p.m.
ADDENDUM NO. 1 added June 9, 2022
Council Chambers AV Upgrade Request for Proposals
City of Kalispell, MT
The provisions of this Addendum Number 1 shall apply to and be a part of the request for proposals for the Council Chambers AV Upgrade request for proposals.
- The pre-submittal conference for the project to be held on June 23, 2022, at 1 p.m. will be recorded and made available on the city website afterwards on the RFP page at www.kalispell.com/bids.aspx.
- Avidex completed the drawing and document based on an equipment list from VMI and the City. Please submit any questions about the drawings or equipment in writing to . Questions will be answered during the pre-submittal conference and then posted afterwards with responses on the RFP page at www.kalispell.com/bids.aspx.
INFORMATION AND INSTRUCTIONS TO SUBMITTERS
1 GENERAL INFORMATION
1.1 Pursuant to the authority granted to it under MCA Title 7, Chapter 5, Part 43, the City of Kalispell is soliciting proposals for services and/or materials for the Council Chambers Audio Video Upgrades to provide such services and or materials for the City of Kalispell.
1.2 The Proposal must be received by the City Clerk at 201 First Avenue East, Kalispell, Montana, by 5 PM local time, July 14, 2022.
1.3 General questions pertaining to the project should be directed to Erika Billiet, at 406-758-7751 or .
1.4 The City of Kalispell shall not be held responsible for any oral instructions. Any changes to this Request for Proposals (RFP) will be in the form of an addendum, which will be furnished to all registered RFP holders.
1.5 The City of Kalispell reserves the right to reject any or all Proposals, to waive any informality or irregularity in any Proposal received, and to be the sole judge of the merits of the respective Proposals received.
1.6 A pre-submittal conference for the project will be held at 201 First Avenue East, Kalispell, MT on June 23, 2022, at 1 PM. The conference will also be broadcast via zoom video conferencing at: https://us02web.zoom.us/j/82356134810?pwd=EwzLdZDchwzh1IGqWa2QahSFmkqskT.1 City staff will discuss the scope of work, general contract issues, and respond to questions from the attendees. Because staff will not be available to respond to individual inquiries regarding the project scope outside of this pre-submittal conference, attendance at this pre-submittal conference is highly recommended.
2 - ANTICIPATED SCOPE OF WORK
After being selected, the successful Vendor will execute an agreement with the City to provide services and/or materials to fulfill the following scope of work:
Please see attached Exhibit A Document, and Exhibit A - Drawing for the anticipated Scope of Work.
3 - PROPOSAL SELECTION CRITERIA
3.1 The Proposal will be selected through the following selection process. Firms interested in providing the above-described scope of services to the City of Kalispell must submit a Proposal that addresses the following evaluation criteria. Applicants are encouraged to organize their submissions in such a way as to follow the general evaluation criteria listed below. Information included within the RFP may be used to evaluate your firm as part of any criteria regardless of where that information is found within the RFP. Information obtained from the RFP and from any other relevant source may be used in the evaluation and selection process.
3.2 Cover Letter (1-page) containing at a minimum: Company name, contact name, address, fax number, and email address.
3.3 Qualifications Criteria
3.3.1 General Information
Description of company
Legal company organization; organization chart with names
List of applicable Montana licenses
3.3.2 Relevant Company Experience
a. Applicant’s overall reputation, service capabilities and quality as it relates to this Proposal.
b. Referrals and references from other municipalities or local governments.
c. List and describe any litigation; arbitration; claims filed by your firm against any other jurisdiction as a result of a contract dispute; any contract or negligence claims filed against your company; premature termination from a services agreement.
d. Applicant’s capacity and intent to proceed without delay if selected.
3.3.3 Company Qualifications
a. Describe the company’s history in the industry. Provide resumes of key personnel in Appendix A. List professional continuing education.
b. Briefly describe certifications and licensure held by the company in the state of Montana.
3.3.4 Contract Understanding and Approach
a. Describe your understanding of the scope of work and the particular expertise your company has in this area of work.
b. Identify and discuss any potential difficult issues your company may face in providing services within Flathead County.
c. Identify and discuss methods to mitigate these difficulties.
3.3.5 Approach to Contract Management
a. Describe your company’s approach in initiating and establishing the service that meet the needs and requirements of the City.
b. Describe systems used for planning, scheduling, estimating, and managing manpower requirements.
c. Describe the firm’s experience in maintaining training and certifications of personnel.
3.3.6 Proposal for Project
- Provide a work schedule with beginning and ending times that meet the scope criteria.
- Provide a full schedule of proposed work methods that meet the scope criteria.
- Provide a full schedule of costs for each component of the work scope.
3.3.7 Other Factors
a. Current contracts and ability to proceed promptly.
b. Willingness to abide by the City’s needs and requirements with few or no objections or changes.
c. Relevant factors impacting the quality and value of service.
4 - SUBMITTAL REQUIREMENTS
4.1 The Proposal shall include a one-page cover letter plus a maximum of fifteen (15) pages to address the RFP criteria specified in Section 3 (excluding resumes). Table of Contents and section divider pages do not count towards the total page count.
4.2 One electronic copy in PDF format on a flash drive and five hard copies of the Proposal must be submitted to the City Clerk at 201 First Avenue East, Kalispell, Montana, 59901 by 5 PM local time, July 14, 2022.
4.3 Failure to comply with the following criteria may be grounds for disqualification:
Receipt of submittal by the specific cut-off date and time.
The number of originals and/or copies of the submittal specified.
Adherence to maximum page requirements.
4.4 Adherence to the maximum page criteria is critical; each page side (maximum 8 1/2” x 11”) with criteria information will be counted. Pages that have photos, charts and graphs will be counted towards the maximum number of pages.
5 - SELECTION PROCESS AND SCHEDULE
5.1 A 5-member Project Evaluation Committee will evaluate each Proposal according to the above criteria and may select up to three finalists that will be Short Listed for the contract. If interviews are determined to be desirable, the Short List firms will meet with the Project Evaluation Committee for interviews. The purpose of the interview will be to expand on the information provided in the Proposal, not to repeat information already provided. Those firms selected for the Short List will be provided additional instruction by the City. Those firms not selected for further consideration will be notified.
5.2 The following tentative schedule has been prepared for this project. Firms interested in this project must be available on the interview meeting date.
Pre-submittal conference: 1 PM, June 23, 2022
Proposals due: 5 PM, July 14, 2022
Firms notified for interview: TBD
5.3 Following the interviews, the Project Evaluation Committee will rank each Short List firm of this RFP. Consideration will be given to both the written Proposals and any oral presentations or interviews. No other factors or criteria will be used in the qualification ranking.
5.4 The highest ranked firm will be recommended to the City Manager and City Council for contract award.
5.5 Requests for debriefings or selection decisions shall be made in writing to the City. All information submitted by firms and related Project Evaluation Committee evaluations and rankings shall be considered confidential until after contract execution and award by the City Council.
5.6 The City will enter a contract upon selection of the firm for the project to be submitted to the City Council for approval. A template of the proposed contract with the City will be provided to the Proposers upon request. If the selected firm determines not to enter into a contract with the City, the City may then contact the second or third highest ranked team until a contract is executed, or may decide to terminate the selection process.