Summary of Specifications:
The City of Rochester Hills is accepting quotations for the rental and operation of audio and visual equipment for an outdoor venue at the Rochester Hills Festival of the Hills to be held on Wednesday, June 29, 2016, at Borden Park (Hamlin and John R). If you are interested in providing a quotation, please fill in the following information and fax back no later than the due date of: Tuesday, March 22, 2016 at 5:00 p.m. E.S.T. All questions and/or quotations should be directed to the attention of: Lisa Cummins, CPPB, Purchasing Manager, City of Rochester Hills, 1000 Rochester Hills Drive, Rochester Hills, MI 48309, Fax 248.608.8178 or email cuminsl@rochesterhills.org. Questions regarding the quote must be made in writing prior to Tuesday, March 15, 2016 at 12:00 Noon E.S.T., at which time a response will be prepared and forwarded to all vendors as an amendment, or an addendum to the quotation, if such information would be of significance to uninformed proposers. Questions received after the date and time above will not be considered. Only the person(s) designated above is authorized to seek additional information from prospective firms regarding their Quote. Correspondence or inquiries made directly to firms regarding their Quote from other person(s) are to be directed to the employee(s) designated above for appropriate review and response. Background: The Festival of the Hills includes several hours of entertainment concluding with a fireworks display. The event attracts approximately 50,000 attendees. The Festival of the Hills is funded by private donations. Scope of Work: As part of the entertainment at the Rochester Hills Festival of the Hills, the City wishes to utilize a large screen (inflatable preferred) to provide visual entertainment for an audience to cover the approximate size of two soccer fields or greater, as well as a projector to show a DVD with audio. The selected vendor will coordinate and provide an audio feed to the City’s sound vendor. It is anticipated that the visual equipment will be utilized continually from 8:00 p.m. to 9:50 p.m. Both the audio and visual will be required at approximately 9:50 p.m. to show a 20-minute DVD. Selected vendor shall provide all necessary and experienced personnel to safely deliver, load, unload, set-up and operate all equipment prior, during and after the event. Set-up shall be completed by 5:00 p.m. Tear down cannot begin until approximately 10:45 p.m. or at the completion of the fireworks show. Trained personnel are required to be in attendance and shall be neatly attired and identified as employees of the company. The awarded company shall provide a certificate of insurance to the City of Rochester Hills prior to entering into a contract as described in Appendix A of this document. No smoking is allowed in front of the public. The City of Rochester Hills reserves the right to cancel the event and re-schedule without penalty. The awarded vendor shall be required to submit authentic, accurate and itemized invoices. No advanced payment; payment is net 60 days by check, 45 days by ACH or 20 days by credit card. 3/8/16
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