Procurement Details

RFP - Executive Conference Room Video Installation REV 1 Print

Bid ID: 9653

**REVISION 1 DATED 5/16/13 IS TO: 1)MOVE BID CLOSING DATE FROM 5/17/13 AT 12:00PM TO 5/24/13 AT 12:00PM AND 2)POST QUESTIONS AND ANSWERS THAT WERE ASKED BY ONE OF THE CONTRACTORS DURING A SITE VISIT. THE QUESTIONS AND ANSWERS CAN BE FOUND LISTED UNDER THE COMMENTS TAB OF THIS POSTING** Please note that winning bid(s) will be published. Cherokee Nation Businesses, LLC (“CNB”) reserves the right to issue one award, multiple awards, or reject all bids; any award is subject to the approval of the required funds. Responding bidders are not allowed to withdraw their bid for a period of 90 days after submittal. At the time of award, the successful bidder(s) will be required to work with the Cherokee Nation Businesses, LLC Accounting department to discuss account coding for invoices. All bids are subject to negotiation prior to award. Awards may be issued without discussion of bid received, and bids should initially be submitted on the most favorable terms from a price and technical standpoint. Any award resulting from this RFP will be subject to CNB Terms and Conditions. Your bid should indicate hourly ($) rate (when applicable), individual work effort, delivery schedule or time of completion. Any item(s) with exceptions, substitutions, exclusions, additions or qualifications must be noted and clearly indicated on return bid. Any request for information concerning bid posting is to be submitted in writing via email to Buyer listed; no verbal communication is to be initiated. TRIBAL EMPLOYMENT RIGHTS OFFICE - This procurement is subject to Cherokee Nation Tribal Employment Rights Office (“TERO”) regulations that include a fee of ½ of 1% of total contract award and, if applicable, the completion of a TERO Labor Agreement and payment of associated fees. The successful bidder’s award will be published on the Cherokee Nation’s procurement website and their performance will also be measured, recorded, and reported to the Cherokee Nation. The complete Act is available by contacting the TERO OFFICE at Tahlequah 918-453-5000. TERO bidders are required to provide a copy, front and back, of their TERO certificate with return bid(s) and failure to do so will result in such bidders not receiving the TERO preferences afforded TERO bidders under the CNE procurement and contracting policies and procedures. CHEROKEE NATION GAMING COMMISSION (CNGC) - This requirement may be subject to CNGC policies and procedures. Licensing requirements may be required of the successful vendor(s) to be coordinated with the CNGC. These requirements may include licensing fees as well security and background checks of vendor(s) employees. Current policies and procedures can be found on the Cherokee Nation website or by contacting the CNGC office at 918-207-3834. BONDING NOTICE - CNB generally requires payment and performance bonds for all construction contracts in excess of $100,000. However, qualified TERO-certified firms are encouraged to bid, regardless of bonding capability. INSURANCE - CNB generally requires Worker’s Compensation, Commercial and/or Comprehensive General Liability, and Automobile insurance for all awarded bids. Please refer to the Bid Documents for the specific coverages required for this bid. DEBARMENT - By submitting a response to this Request for Proposal, the Contractor certifies to the best of their knowledge and belief that the Subcontractor, the firm, or any of its principals are not presently debarred, suspended, or proposed for debarment by any federal, state, local or tribal entity. This certification is a material representation of fact upon which reliance was placed when making award. If it is later determined the Subcontractor rendered an erroneous certification, in addition to other remedies available to CNB or its entities, CNB may terminate the contract resulting from this Request for Proposal for default.

Buyer Information

Buyer Contact: Tina Jones
Buyer Phone: 9183847802
Buyer Email:

Important Dates

Open: 5/3/2013 6:23:01 PM
Closes: 5/24/2013 12:00:00 PM



  • QUESTIONS ASKED: 1. Will the existing control system need to be reprogrammed to control the proposed display and video switcher upgrades? The RFP states the control system will be removed. 2. Do you have the Crestron code available for the existing system so that the updated A/V equipment can be programmed into the control system, to be controlled? We were told this would be required, but it is not listed on the RFP. Again, the RFP states that the control system will be removed. 3. On the site visit we were told to replace the existing wall speakers and add ceiling speakers, which is not listed in the RFP. Is this something that will be required? The RFP states that we are to integrate the audio sources into the existing speaker system. 4. The existing audio amplifier is set up to output in a 5.1 audio format. On the site visit we were told to replace this sound system with a 70volt system and add ceiling speakers and a new amplifier. Is this something you require? 5. On site, we were told to leave the projection system and make an output available from the proposed switcher upgrades to HD. However the RFP states that the existing video equipment will need to be removed. Which option will be required? 6. The RFP states that a 70"-80" display is required. Which size of image will you require? 7. The existing table top connection pop-up boxes are no longer manufactured and cannot be updated with new connections as stated in the RFP. We could provide additional pop up boxes for the new HDMI signal that is requested in the RFP. Will this be acceptable? ANSWERS PROVIDED: 1. Yes the existing control system or proposed new control system will have to be reprogrammed or programmed to the equipment. 2. We do have the Crestron code for reprogramming needs. 3. The existing wall speakers will be removed. It is up to the contractor to propose in ceiling speakers/wall speakers or not. 4. The existing 5.1 amp needs to be removed and replaced. It is up to the contractor to propose what they recommend. 5. The projector will stay in place and be programmed into the current system or proposed new system. 6. 70" to 80" display is up to the contractor to recommend and propose. 7. Yes, proposal for table top plates that will accommodate HDMI is accepted. It should be noted that the original scope of work is a generalization of equipment and overall functionality. Leaving the detailed design and equipment selections up to the contractor to propose.