HomeMy WebLinkAbout20131282.tiffOffender Supervision Bureau
To: Trevor Jiricek, Director of General Services
From: Jack McGrath, Under Sheriff
Date: June 3, 2013
Re: Bid# B1300114- Audio Visual Equipment Sheriffs Office
Dear Director Jiricek,
Weld County Sheriffs Office received three (3) proposals to provide audio visual equipment for the Weld
County Sheriff's Office (WCSO). Proposals were received from Audio Video Colorado, LLC, CCS Presentation
Systems, and Ford Audio -Video Systems, LCC (Ford AV). Based on the evaluation criteria the Sheriffs Office
recommends the bid be awarded to Ford AV (the second low bidder). Of the three companies, Ford AV
presented the best overall proposal designed to meet the needs of the WCSO and that meets specifications.
The low bid, from Audio Video Colorado (AV Colorado), did not meet specifications. Specifically, the bid did
not meet specifications in the following:
• AV Colorado did not build into their design the necessary equipment rack (podium) to hold the projects
equipment.
• AV Colorado's design relied exclusively on the projector as the main control and presentation
component of their audio and video system. Should the projector malfunction there would be a complete
loss of the projection functionality.
• AV Colorado did not build into their design plan the required Smart Board technology as outlined in the
RFP.
• AV Colorado required an additional cost for transporting material without a loading dock, quoted at $65
per hour.
Ford AV RFP response was very detailed and overall a very attractive offer. Ford AV's design plan addressed
all minimum requirements as outlined in the RFP. Ford AV's design is a unique approach because of the
following: 1) State of the art design that reduced the amount of components needed to provide a complete
audio/visual classroom system, which will reduce future replacement costs to maintain the classroom
functionality. 2) The design significantly will reduce the amount of space required for storage of necessary
equipment. 3) The audio design included a six speaker classroom system, which is more appropriate based on
the size of the training room.
CCS Presentation Systems RFP response was detailed and overall a very attractive offer. However, the
following issues were noted and of concern: 1) CCS Presentation System only provided a 90 day warrantee
covering installation of equipment, when the standard is normally one to two years after installation. 2) CCS
Presentation System's preventative maintenance contract is considerably more expense when compared to the
other bidders. 3) CCS Presentation System's total project cost is $4,000 more expensive when compared to the
second highest bidder with virtually the same system design.
Representatives from all three companies attended the mandatory pre -bid conference and submitted their
proposals accordingly. Two staff members' from the Sheriffs Office completed a detail comparison of each
proposal based on the following (6) criteria: Company History, Equipment/Materials, Warranty, Training,
Preventive Maintenance/Service, and Project Costs.
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