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HomeMy WebLinkAboutOpening of Bids - Bendix Theater eSports Arena Proj No. 119-106D - Nelco Media, Inc.Prepared: February 8, 2021 Proposal Document: Proprietary and confidential – Nelco Media, Inc. City of South Bend, Indiana Century Center eSports Arena Project No. 119 -106D Proprietary & Confidential Contents Executive Summary/Approach ................................................................................................... 2 Project Phases/Assumptions/Client Responsibilities .................................................................. 3 Price Proposal for Equipment and Installation ........................................................................... 4 City of South Bend, IN – Project No. 119-106CR 2 Proprietary and Confidential – Nelco Media, Inc. Executive Summary Nelco Media, Inc. has developed this document for The City of South Bend, IN (the “Client”) in response to RFP No. 119-106D. This document addresses the Client’s stated requirements to the best of our ability, describing the project plan, product provided, workflow analysis statement of work, product commissioning, operator training, installation oversight and ongoing workflow support. About Nelco Media: Nelco Media, Inc. was founded by former NewTek, Inc. executive Philip Nelson in 2017. With over 30 years in the broadcast industry, 20 of them with NewTek, Nelson has produced projects for clients such as Tim McGraw, the San Antonio Spurs, Georgia Pacific, and Phil Robertson’s Duck Commander. During his tenure at NewTek, Nelson oversaw key strategic accounts for the company, working with clients like the NBA, NHL, NFL, Viacom and Microsoft to design their live streaming and broadcasting workflows for installations surrounding the TriCaster. Nelson was nominated for a Technical Emmy award for his work on the TriCaster product. Goal of Project: To build a cutting-edge live eSports workflow based on the SimplyNew Design Specifications. Project schedule start will be conditioned upon availability of product and completion of Client Responsibilities. Workflow services will be provided in a timely fashion; each phase will be completed within a one-week timeframe. This proposal describes intended activity, responsibilities, and specific deliverables. Acceptance and commencement is subject to a final order from the Client as evidenced by (a) an authorized Purchase Order, (b) signed Sales Quotations, and (c) this signed proposal document (or, if applicable, other contractual documents between Nelco Media, Inc. and the Client). Approach Nelco Media strives to create robust and lasting solutions for its customers. Our products demonstrate this ideal, incorporating leading-edge features in integrated workflows which allow for automation and ease-of-use that enables a greater level and volume of production, at higher quality. Nelco Media approaches each service offering by following a standard, codified project implementation methodology. This is a pattern-based approach that emphasizes strong client collaboration and high-quality communication with partners. Our approach combines sound iterative practice that is responsive rather than reactive. We utilize the knowledge and City of South Bend, IN – Project No. 119-106CR 3 Proprietary and Confidential – Nelco Media, Inc. skills of industry veterans with skills in video, audio, broadcast and IT. Project Phases  Activation – As soon as Nelco Media receives your order, it will designate necessary staff to deliver the quoted studio update and will execute the project.  Pre-Design Phase – This phase includes a consultation conference call to establish service requirement details. Initial plan timeline will be adjusted accordingly.  Design and Engineering – Nelco Media will develop a draft one-line diagram of product component connections and configurations and provide it to the client team.  Document Refinement and Approval Phase – Nelco Media will revise and submit for approval a One-Line diagram. Nelco Media will provide one re-design of the diagram and the configuration.  Delivery / Staging – Nelco Media will order quoted hardware product(s) which will be shipped to the Nelco Media offices in San Antonio for testing and staging. Larger items will be shipped directly to Client.  Studio Build-out – After all equipment has been delivered to Nelco Media and has passed necessary testing, it will be delivered to Client arena, installed and configured.  Close-Out –Documentation will be revised to detail any agreed-upon changes to project scope or functionality and provide configuration notes. Once notes are delivered, the project will be closed. Any change orders after Approval Phase will be billed to the Client at additional charges. Assumptions The following assumptions have been made in relation to the services to be delivered in conjunction with this Project Proposal: • Client will handle all electrical contracting for project. Client Responsibilities As a requirement for the performance of Services detailed herein and the provision of all Deliverables, the Client is required to complete the following: • Client will bear responsibility for all structural and safety code compliance of existing facilities. • Client will supply electrical power for all aspect of the facility upgrade. • Client will be responsible for any modifications to the existing HVAC system that may be required. City of South Bend, IN – Project No. 119-106CR 4 Proprietary and Confidential – Nelco Media, Inc. Price Proposal for Equipment and Installation The key to any successful project is the team. For this project, Nelco Media will be providing A-List broadcast experts and designers to ensure that our vision for the project is realized. eSports Arena Approach: Nelco Media is a full-service, premium A/V and streaming organization in Texas. We utilize the knowledge and skills of industry veterans with skills in video, audio, broadcast and IT. Nelco Media is also comprised of a team of passionate gamers and streamers with the background to understand what the desired result should be, an experiential gaming nexus, with gamers drawn to the aesthetic and performance of the arena. We are confident in delivering that result for the South Bend Century Center eSports Project. Timeline: Work would be completed by December 15, 2020 (with a caveat of timeframe determined by product availability/shipping due to COVID) with a minimum 27 days needed to complete the project. We may increase the number of staffers on the project to compress the timeline. Products: We have bid the project based on items specified in the “Century Center eSports Arena Specifications” document. CONTRACT DOCUMENTS AND SPECIFICATIONS FOR Bendix Esports Arena Project No. 119 – 106D Prepared for CITY OF SOUTH BEND, INDIANA BOARD OF PUBLIC WORKS By SimplyNew, LLC 578 Washington Blvd, Suite 704 Marina Del Rey, CA 90292 FOR BIDS DUE: Feb 9, 2021 Version 12/8/2021 Table of Contents City of South Bend, Indiana Department of Public Works Bendix Esports Arena Project No. 119 – 106D Notice to Bidders 1 Page General Conditions 10 Pages Special Provisions 8 Pages City of South Bend Contractor’s Bid for Public Work Form 12 Pages Attachment A - Installation Specifications 5 Pages Attachment B – Bill Of Materials 3 Pages Attachment C – Technical Drawing Set 40 Pages NOTICE TO BIDDERS Notice is hereby given that the City of South Bend, Indiana, Board of Public Works will receive sealed electronic bids at bpwbids@southbendin.gov until 9:00 a.m., Local Time, on February 9, 2021 for the following: Bendix Esports Arena Project No. 119-106D The Title of the Bid and Project Number (where applicable) as described above must be included in the subject line of the email to which you have attached your bid. The name of the company/vendor, address, contact email address and phone number must be included in the body of the email. Detailed instructions and information, including the link to the Reserved Mailbox for electronic bid submittals, is available at southbendin.gov/bids. Work includes infrastructure improvements to the Bendix Theatre to enable eSports Gaming and other Events at The Century Center in South Bend, all more particularly described in plans and specifications prepared by SimplyNew, LLC, phone 323-552-9909. Plans and specifications prepared for the City of South Bend, 574-235-5998. The Contract Documents are on file and available for public inspection or purchase commencing on the first advertise date during regular working hours at American Reprographics Company (“ARC”, located at 1303 Northside Blvd., South Bend, Indiana, 46615), www.e-arc.com/location/south.bend/ (574) 287-2944, toll free at (800) 783-7231. There will be a non-refundable charge for reproduction as set by ARC for every set of documents for all bidders. Additionally, the Contract Documents will be available that same day for inspection at MACIAF, 212 W. Colfax Ave. South Bend, IN 46601. Electronic bids must be on the City of South Bend Contractor’s Bid for Public Work Form, accompanied by an electronic copy of a Bid Bond or Certified Check in the amount of not less than five percent (5%) of the base bid plus any alternates. The awarded bidder will be required to send the original check or bid bond via USPS. Each bidder or contractor (hereinafter the contractor) must comply with “City of South Bend EEO Contracting Provision Diversity Utilization” included in the specifications as to each construction trade it intends to use on this construction contract and all other construction work (both federal and non-federal) in the St. Joseph County area during the performance of this contract or subcontract. The contractor commits itself to the goals for minority manpower and all other requirements, terms and conditions of these bid conditions by submitting a properly sealed bid. Woman and Minority-Owned Business Enterprises (W/MBE) are encouraged to respond to this notification. It is the sole responsibility of the potential bidder to comply with all submission requirements applicable to the bidder in Section 6-63 of the Responsible Bidder Ordinance no later than the date of the public bid opening. Please note: The City reserves the right to request supplemental information provided by the bidder, and may also conduct random inquiries of the bidder’s current and previous customers regardless of pre-qualified status. A Pre-Bid Conference will be held on January 19, 2021 at 1:00 PM Eastern Time through a Microsoft Live Event at shorturl.at/cgBU0. Any questions about bidding conditions must be addressed to the Owner in writing no later than Feb 4, 2021 by end of business day, Eastern Time. The Board reserves the right to reject any or all bids or to accept a full or partial award of the bid or bids which, in its judgment, will be to the best interests of the City of South Bend. If the Board elects to award the base bid plus any alternate(s), the Board will look at the totality of the cost when determining the lowest, responsive and responsible bid. BOARD OF PUBLIC WORKS Anne Fuchs, Clerk Publish two (2) times: January 8, 2021 & January 15, 2021 Version 5/16/2019 General Conditions - 1 CITY OF SOUTH BEND STATEMENT OF POLICY The Board of Public Works of the City of South Bend has adopted the following policy regarding the receipt of sealed bids: All sealed bids submitted to the Board of Public Works must be received in the Board of Public Works Office, 1316 County-City Building, South Bend, Indiana, no later than the advertised time on the advertised date of the bid opening. It shall be the responsibility of the bidder to see that his/her bid is received prior to the deadline stipulated in the bid advertisement. Bids submitted by mail and received after the advertised time deadline will not be considered by the Board. CITY OF SOUTH BEND BOARD OF PUBLIC WORKS Anne Fuchs, Clerk NOTE: Incoming mail does not reach the Board of Public Works until after 9:30 a.m. Local Time. If you are sending your bid via Federal Express or another overnight source, please confirm that your package will arrive before the bid opening date and time. Version 5/16/2019 General Conditions - 2 CITY OF SOUTH BEND EQUAL EMPLOYMENT OPPORTUNITY CONTRACTING PROVISIONS DIVERSITY UTILIZATION It is the policy of the City of South Bend to provide equal employment and business opportunity for all persons, partnerships, companies, and corporations in accordance with the rules, regulations and guidelines of the applicable federal, state and local laws. This policy of equal employment and business opportunity shall apply to every contractor or subcontractor bidding or holding a public contract with the City of South Bend. In furtherance of this policy, the following Equal Opportunity Clauses are hereby made a part of every construction contract entered into by the City of South Bend and all subcontractors entered into pursuant to any such contract and the bidder hereby certifies that it/he/she will abide by these provisions. The contractor will not discriminate against any applicant or employee because of race, color, religion, sex, national origin, or handicap. The contractor will take affirmative action to ensure that all applicants or employees are treated fairly and equitably. Such action shall include but not be limited to the following: hiring, up- grading, demotion or transfer, recruitment, advertising, lay-offs or termination, rates of pay or other forms of compensation and selection for training including apprenticeship programs. The contractor shall agree to post in conspicuous places available to employees and applicants, notices to be provided setting forth the provisions of the Non-Discrimination Clause. The contractor will, in all solicitations or advertisements for employees placed by or on behalf of the contractor, state that all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, or national origin. The contractor will send to each labor union or representative of workers with which it/he/she has a bargaining agreement or other contract or understanding, a notice to be provided, advising the labor union or worker's representatives of the contractor's commitment under this section, and shall post copies of the notices in conspicuous places available to applicants and employees. The contractor will comply with all provisions of Executive Order 11246 (as amended by 11375) and of the rules, regulations and relevant orders of the Department of Labor. Subpart B -- Contractors' Agreements Sec. 202. Except in contracts exempted in accordance with Section 204 of this Order, all Government contracting agencies shall include in every Government contract hereinafter entered into the following provisions: "During the performance of this contract, the contractor agrees as follows:" "(1) The contractor will not discriminate against any employee or applicant for employment because of race, color, religion, sex, or national origin. The contractor will take affirmative action to ensure that applicants are employed, and that employees are treated equally during employment, without regard to their race, color, religion, sex or national origin. Such action will include, but not be limited to the following: employment, upgrading, demotion, or transfer; recruitment or Version 5/16/2019 General Conditions - 3 recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. The contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices to be provided by the contracting officer setting forth the provisions of this nondiscrimination clause." "(2) The contractor will, in all solicitations or advertisements for employees placed by or on behalf of the contractor, state that all qualified applicants will receive consideration for employment without regard to race, color, religion, sex or national origin." "(3) The contractor will send to each labor union or representative of workers with which it/he/she has a collective bargaining agreement or other contract of understanding, a notice, to be provided by the agency contracting officer, advising the labor union or workers' representative of the contractor's commitments under Section 202 of Executive Order No. 11246 of September 24, 1965, and shall post copies of the notice in conspicuous places available to employees and applicants for employment." "(4) The contractor will comply with all provisions of Executive Order No. 11246 of September 24, 1965, and of the rules and regulations, and relevant orders of the Secretary of Labor." "(5) The contractor will furnish all information and reports required by Executive Order No. 11246 of September 24, 1965, and by the rules, regulations, and orders of the Secretary of Labor, or pursuant thereto, and will permit access to his books, records, and accounts by the contracting agency and the Secretary of Labor for purposes of investigation to ascertain compliance with such rules, regulations, and orders." "(6) In the event of the contractor's noncompliance with the nondiscrimination clauses of this contract or with any of such rules, regulations, or orders, in this contract may be cancelled, terminated or suspended in whole or in part and the contractor may be declared ineligible for further Government contracts in accordance with procedures authorized in Executive Order No. 11246 of September 24, 1965, and such other sanctions may be imposed and remedies invoked* as provided in Executive Order No 11246 of September 24, 1965, or by rule, regulations, or order of the Secretary of Labor, or as otherwise provided by law." "(7) The contractor will include the portion of the sentence immediately preceding paragraph (1) and the provisions of paragraphs (1) through (7) in every subcontract or purchase order unless exempted by rules, regulations, or orders of the Secretary of Labor issued pursuant to Section 204 of Executive Order 11246 of September 24, 1965, so that such provisions will be binding upon each subcontractor or vendor. The contractor will take such action with respect to any subcontract or purchase order as the administering agency may direct as a means of enforcing such provisions including sanctions for noncompliance: Provided, however, that in the event a contractor becomes involved in, or is threatened with, litigation with a subcontractor or vendor as a result of such direction by the administering agency the contractor may request the United States to enter into such litigation to protect the interests of the United States." The applicant further agrees that it will be bound by the above equal opportunity clause with respect to its own employment practices when it participates in federally assisted construction work: Provided, that if the applicant so participating is a State or local government, the above equal opportunity clause is not applicable to any agency, instrumentality or subdivision of such government which does not participate Version 5/16/2019 General Conditions - 4 in work on or under the contract. The applicant agrees that it will assist and cooperate actively with the administering agency and the Secretary of Labor in obtaining the compliance of contractors and subcontractors with the equal opportunity clause and the rules, regulations, and relevant orders of the Secretary of Labor, that it will furnish the administering agency and the Secretary of Labor such information as they may require for the supervision of such compliance, and that it will otherwise assist the administering agency in the discharge of the agency's primary responsibility for securing compliance. The applicant further agrees that it will refrain from entering into any contract or contract modification subject to Executive Order 11246 of September 24, 1965, with a contractor debarred from, or who has not demonstrated eligibility for, Government contracts and federally assisted construction contracts pursuant to the Executive Order and will carry out such sanctions and penalties for violation of the equal opportunity clause as may be imposed upon contractors and subcontractors by the administering agency or the Secretary of Labor pursuant to Part II, Subpart D of the Executive Order. In addition, the applicant agrees that if it fails or refuses to comply with these undertakings, the administering agency may take any or all of the following actions: Cancel, terminate, or suspend in whole or in part this grant (contract, loan, insurance, guarantee); refrain from extending any further assistance to the applicant under the program with respect to which the failure or refund occurred until satisfactory assurance of future compliance has been received from such applicant; and refer the case to the Department of Justice for appropriate legal proceedings. *Corrected to read "invoked". In the original text the word "involved" was printed in error. Version 5/16/2019 General Conditions - 5 MINORITY AND WOMEN BUSINESS ENTERPRISE DIVERSITY DEVELOPMENT PROGRAM The City of South Bend, Indiana has shown its commitment to addressing Minority Business (“MBE”) and Women’s Business Enterprise (“WBE”) participation in public contracting through the adoption of the City of South Bend Ordinance No. 10081-11. Persons, partnerships, corporations, associations, or joint ventures awarded a contract by the City of South Bend through its agencies, boards, or commissions shall not discriminate against any employee or applicant for employment in the performance of a City contract with respect to hire, tenure, terms, conditions, or privileges of employment, or any matter directly or indirectly related to employment because of race, sex, religion, color, national origin, ancestry, age or disability that does not affect that person’s ability to perform work. Minority and Women’s Businesses are described on the Indiana Department of Administration website: http://www.in.gov/idoa/. It is the bidder’s sole responsibility to verify whether any listed minority or woman business meets the qualifications of a Minority or Women’s owned business. Documentation shall be provided with the bid that states the MBE/WBE that will be contracted, the dollar amount of the work that will be performed on the project and the percentage of the dollar amount as it relates to the total bid amount by using Form MWBE-1.0, MBE/WBE Participation Form. The City, its agencies, boards, or commissions requires the Contractor’s good faith efforts to obtain participation by those Contractors classified as a Minority Business (“MBE”) or as a Women’s Business Enterprise (“WBE”). Failure to provide ALL the required evidence of good faith efforts with the bid will be grounds for rejecting a bid as non-responsive. The requirements that bidders shall supply as good faith efforts to have active participation from MBEs and/or WBEs on this Project is written documentation evidencing the efforts by using Form MWBE-2.0, Evidence of Good Faith Efforts and Form MWBE-2.1, MBE/WBE Contacted. Such documentation shall include but is not limited to the following items: a.A listing of all MBE/WBEs contacted including: (1) the name and address of the MBE/WBE; (2) the date of contact; (3) the type of contact (i.e. phone call, written solicitation, etc.); (4) the nature or type services or goods requested; and (5) the result of the contact. b.Written evidence of outreach and copies of email exchanges inviting and receiving quotes or other responses from MBE/WBE businesses or other documentations of efforts to encourage and secure competitive quotes from MBE/WBE and local businesses to be included in the benefits of building this Project. c.Written documentation of letters of introduction, invitations to forging majority/minority strategic alliances for capacity building including but not limited to mentoring, extensions of assistance on payroll, insurance, bonding, line of credit, technical skills or business skills. All bidders are actively encouraged to reach out to the MBE/WBE businesses in St. Joseph County, Indiana and other local Indiana counties to utilize a good faith effort to forge constructive and lasting business partnerships. Notwithstanding the foregoing, the award and performance of all City contracts shall comply with applicable federal, state, and local laws. References – Private Firms NFL Network Jon Raidel jon.raidel@nfl.com 330.718.9208 Virgin Galactic, LLC Luke Catena Luke.Catena@virgingalactic.com 661.221.2931 BOARD OF PUBLIC WORKS AGENDA ITEM REVIEW REQUEST FORM Date 2/2/2021 Name Becca Plantz Department Public Works BPW Date 2/9/2021 Phone Extension 5998 Review and Approval Required Prior to Submittal to Board Diversity Compliance and Inclusion Officer Officer Name BPW Attorney Attorney Name Clara McDaniels Dept. Attorney Attorney Name Purchasing Check the Appropriate Item Type – Required for All Submissions Professional Services Agreement Contract Proposal Open Market Contract Amendment/Addendum Special Purchase, QPA Bid Opening Bid Award Req. to Advertise Title Sheet Quote Opening Quote Award Reject Bids/Quotes Proposal Opening C/O & PCA No. PCA Chg. Order, No. Traffic Control Resolution Other: Ease./Encroach Required Information Company or Vendor Name New Vendor Yes If Yes, Approved by Purchasing No MBE/WBE Contractor MBE WBE Completed E-Verify Form Attached Yes No Project Name Bendix Theater Esports Arena Project Number 119-106D Funding Source Hotel Motel Tax Fund Account No. 7304.42010.000.0099 Amount Terms of Contract Lump Sums Purpose/Description Construction and installation of equipment to make improvements to Bendix Theater for an eSports Gaming Arena and Broadcast Studio. For Change Orders Only Amount of Increase Decrease $ ($ ) Previous Amount $ Current Percent of Change: Increase Decrease % ( %) New Amount $ Total Percent of Change: Increase Decrease % ( %) Time Extension Amount: New Completion Date: