Fire Conference Refresh

The City of Champaign is requesting proposals from qualified and experienced companies to provide, install, and configure, new conference equipment for three City fire station locations. The scope of work will also include any accompanying software necessary for the function of all equipment.

Background

The existing conference system consists of equipment from AVOCOR and Crestron. The system was implemented in 2019 at Fire Stations 1, 5 and 6. The City wishes to replace the equipment with a modern solution for conferencing.

Project Details

• Reference ID: 252632
• Department: Information Technologies Department
• Department Head: Mark Toalson (Director)

Important Dates

• Questions Due: 2026-05-25T20:00:00.000Z
• Pre-Proposal Meeting: 2026-05-07T15:00:00.000Z — 307 S. Randolph St., Champaign, Illinois

Meetings & Milestones

Evaluation Criteria

• Proposal Cost (10 pts)

Submission Requirements

• VENDOR INFORMATION
• Name of Contact Person for Vendor (required)
• Company Profile (required) —

  A brief company profile describing the chain of command for each person assigned to the project.  Document the availability of all persons assigned to the project and whether the Vendor has sufficient resources to complete the project within the City’s time constraints.

• Statement of Qualifications (required) —

  Include a narrative or other statement by the firm of its qualifications for the proposed project.

• REFERENCES
• Reference 1 (required) —

  Include the name, address, phone number, website and a contact person for each reference.

• Reference 2 (required) —

  Include the name, address, phone number, website and a contact person for each reference.

• ACKNOWLEDGMENTS
• Acknowledgments (required) —

  Acknowledgment of any response to questions or addenda sent by the City.  Should the City issue any addenda to the Request for Proposals, the Vendor shall submit acknowledgement of receipt of the addenda in their proposal and the proposal shall be based on all addenda.  Any addenda issued by the City shall be considered part of the proposal documents and failure to submit acknowledgement of the receipt of all addenda may be cause for the City to reject the proposal.  

  By selecting "Please confirm", vendor agrees to this statement.

• PROPOSAL INFORMATION
• Proposal Response (required) —

  Please upload your specifications response as a PDF or Word File only.

• CONTRACT DOCUMENTS
• Contract Documents (required) —

  The selected Vendor will be required to execute an original contract with the City in substantially the form provided.  The person or persons signing on behalf of the selected Vendor must be authorized by said Vendor to sign such a contract.  If the person signing for the Vendor is not a corporate officer in the case of a corporation, a partner in the case of a partnership, or a member in the case of an LLC, then the Vendor shall provide documentation of that person’s authority to execute the contract on behalf of the Vendor.  Acceptable documentation of said authority shall include a resolution adopted by the board of the business entity in question or bylaws of that entity granting said authority, or a cover letter signed by a corporate officer, a partner or a member as the case may be, granting said authority. 

  A full and valid complement of all standard Vendor warranties should be included.  The contract documents shall incorporate all requirements required in this Request and all elements of the Vendor’s proposal.   The Vendor’s contract shall state that in the event of a conflict between the requirements of this Request or the Vendor’s contract, the Request requirements shall govern.

  By selecting "Please confirm", vendor agrees to the statement.

• REQUIRED DOCUMENTS
• Proposal Form (required) —

  Please download the below documents, complete, and upload as PDF or Word File only.

• Proposal Bond (required) —

  Please download the applicable document, complete, and upload as PDF or Word File only.

• Disclosure Affidavit (required) —

  Please download the below documents, complete, and upload as PDF or Word File only.

• Affirmative Action Forms (required) —

  1) If you have a current unexpired City of Champaign Affirmative Action Certificate, please upload (as a PDF).

  OR

  2) If you already have an affirmative action plan - Please download the Affirmative Action Form below, complete, and upload as PDF or Word File only.

  OR

  3) If you need to create an affirmative action plan - Please download the Affirmative Action Plan below, complete, and upload as PDF or Word File only.

• Dual Representation Affidavit (required) —

  Please download the below documents, complete, and upload as PDF or Word File only.

• CDAP FORM - Non-Subcontracting Projects (required) —

  Please download the below documents, complete, and upload as PDF or Word File only.

• CDAP FORM - Non-Construction-Demolition Projects with Subcontracting (required) —

  Please download the below documents, complete, and upload as PDF or Word File only.

• CDAP FORM - Projects Without Goal Percentages (required) —

  Please download the below documents, complete, and upload as PDF or Word File only.

• Project Manager's contact information for posting questions (required) —

  Ex: Name, Office Address, Email Address

• Is this purchase above the administrative limit ($35,000)? (required)
• Pricing (required) —
  • Choose Option 1 when you have set line items, for example:
    • This is a quote for goods or commodities.
    • This is a public works bid, with a pricing table that can be uploaded into OpenGov Procurement from an Excel spreadsheet.
    • Seeking services for hourly rate schedules.
  • Choose Option 2 when you need vendors to provide you with the line items.
• Is Evaluation Criteria listed in your specifications? (required) —

  If they are not listed in your specifications you will need to add them in the Evaluation Module.

  By default, only the scoring criteria will be shown. The scoring method and weight will not be shown on the vendor portal.

• Is a Proposal Bond applicable to this project? (required) —

  Proposal bonds are typically required for projects above the administrative limit.

• Is a Payment or Performance Bond applicable to this project? (required)
• Which type of project is this for? (required) —

  Select the type of project.

• Is CDAP applicable to this project? (required) —

  If unsure, please contact the Compliance Officer.

• Select the CDAP Form applicable to this project (required) —

  If you have not contacted the compliance officer, please do so to know which CDAP form to use.

• Which of the following diversity goals apply to this project? (required) —

  If Utilization and Workforce goals are applicable, please select both options below. If only Good Faith Efforts, select Option 3. Not Applicable should only be selected if CDAP is not required or has been waived.

• Enter the utilization goal % for MBE (required) —

  Ex: 10 (Do not insert the percentage sign)

• Enter the utilization goal % for WBE (required) —

  Ex: 5 (Do not insert the percentage sign)

• Enter the workforce participation goal % for minority employees (required) —

  Ex. 20 (Do not insert the percentage sign)

• Enter the workforce participation goal % of female employees (required) —

  Ex: 15 (Do not insert the percentage sign)

• Good Faith Efforts - Narrative (required)
• Is the Prevailing Wage Act applicable to this project? (required)
• Length a Request is irrevocable (required) —

  Please fill in the blank:

  "All proposals submitted in response to this Request shall be irrevocable for a period of _______ (____) days after the Proposal due date and may not be withdrawn by the Vendor during this period."

  Answer format: [Number of days in words] (Number of days)

  Example: One Hundred Twenty (120)

• Is a contract or agreement applicable to this project or purchase? (required) —

  If unsure which contract to use, please contact the Legal Department.

• Which Contract or Agreement is applicable to this project or purchase? (required) —

  If unsure which contract to use, please contact the Legal Department.

• Is the Dual Representation Affidavit applicable to the project? (required) —

  If unsure, please contact the Legal Department.

• Are you uploading Specifications? (required) —

  Answer "Yes" if planning to upload your specifications. Otherwise, answer "No" if you plan to manually enter or copy/paste specifications.