SLED Opportunity · COLORADO · ARAPAHOE COUNTY
AI Summary
Arapahoe County seeks qualified contractors for on-call audio/visual maintenance, support, consulting, engineering, programming, and installation services. This RFP requires electronic bid submission by August 4, 2026.
The purpose of this solicitation is to establish one or more contracts with qualified contractors to provide audio/visual (AV) maintenance, support, consulting, engineering, programming, and installation services for Arapahoe County facilities. The County seeks experienced contractors capable of maintaining existing AV systems, supporting ongoing operational needs, providing... **Solicitation Type**: RFP - Request for Proposal (Formal) **Source ID**: PU.AG.USA.1109.C14006126 **Piggyback Contract**: No **Question Acceptance Deadline**: 07/21/2026 02:00 PM EDT **Questions are submitted online**: Yes **Bid Submission Type**: Electronic Bid Submission **Owner Organization**: Information and Technology **Solicitation Number**: 26-39 **Reference Number**: 0000429775 **Pricing**: In attached document **Bid Documents List**: | Item Name | Description | Mandatory | Limited to 1 file | |---|---|---|---| | Bid Documents | Please submit (1) pdf with the contractor's name as the 1st word in the document name. | Yes | Yes | **Questions and Answers**: | Question | Answer | |---|---| | Thank you for the Invitation Thank you for the invitation to bid on this contract. FORTE possesses all of the skills, certifications, and experience to be a valuable partner in this endeavor. While we would love to be involved and to show you why we are the right partner for you, there are prohibitive SLA's in the requirements of the RFP that cannot be satisfied by any integrator without providing a full time staff to your organization. We are willing to go down that route if the 4hr SLA is an absolute requirement but we fear this option will be cost prohibitive despite being the easiest way for you to accomplish all aspects of this RFP. If you have any questions or concerns, please feel free to reach me at jake.cooper@ourforte.com or via phone at 303-792-4822. Thank you again, Jake Cooper FORTE Sr. Account Executive Answer: Answered in Addendum 1 | Thank you for the Invitation Thank you for the invitation to bid on this contract. FORTE possesses all of the skills, certifications, and experience to be a valuable partner in this endeavor. While we would love to be involved and to show you why we are the right partner for you, there are prohibitive SLA's in the requirements of the RFP that cannot be satisfied by any integrator without providing a full time staff to your organization. We are willing to go down that route if the 4hr SLA is an absolute requirement but we fear this option will be cost prohibitive despite being the easiest way for you to accomplish all aspects of this RFP. If you have any questions or concerns, please feel free to reach me at jake.cooper@ourforte.com or via phone at 303-792-4822. Thank you again, Jake Cooper FORTE Sr. Account Executive Answer: Answered in Addendum 1 | | As-Builts Drawings Can as-built drawings and/or a room/equipment schedule be provided for all AV systems and spaces outlined in Attachment B? Answer: Answered in Addendum 1 | As-Builts Drawings Can as-built drawings and/or a room/equipment schedule be provided for all AV systems and spaces outlined in Attachment B? Answer: Answered in Addendum 1 | | Scope Task A Per Scope Task A, what frequency should the preventative maintenance take place (annual, quarterly, etc.)? Should all locations specified in Attachment B operate under the same preventative maintenance frequency? If not, please specify per location. Answer: Answered in Addendum 1 | Scope Task A Per Scope Task A, what frequency should the preventative maintenance take place (annual, quarterly, etc.)? Should all locations specified in Attachment B operate under the same preventative maintenance frequency? If not, please specify per location. Answer: Answered in Addendum 1 | | Pricing Worksheet Will a pricing worksheet be provided to all bidders or should each bidder build an individual price worksheet? Answer: Answered in Addendum 1 | Pricing Worksheet Will a pricing worksheet be provided to all bidders or should each bidder build an individual price worksheet? Answer: Answered in Addendum 1 | | number of av rooms in each of these areas that are called out in attachment B, is there only one room per, or are there multiple rooms in each location that need to be maintained. essentially, can we refer to attachment B for an accurate count of rooms. Answer: Answered in Addendum 1 | number of av rooms in each of these areas that are called out in attachment B, is there only one room per, or are there multiple rooms in each location that need to be maintained. essentially, can we refer to attachment B for an accurate count of rooms. Answer: Answered in Addendum 1 | | Scope Clarification Please confirm whether “new installation” includes design‑build services or is limited to installation of County‑provided designs. Current environment would we be working on existing design and build, and existing equipment. Are you looking to upgrade existing equipment Answer: Answered in Addendum 1 | Scope Clarification Please confirm whether “new installation” includes design‑build services or is limited to installation of County‑provided designs. Current environment would we be working on existing design and build, and existing equipment. Are you looking to upgrade existing equipment Answer: Answered in Addendum 1 | | Response Expectations What are the required response times for on‑call support and emergency service? Answer: Answered in Addendum 1 | Response Expectations What are the required response times for on‑call support and emergency service? Answer: Answered in Addendum 1 | | Scope Clarification Work Hours & Access Should contractors plan for after‑hours or weekend work, or will all work be scheduled during standard business hours? Pricing Evaluation How will pricing be evaluated; hourly labor rates, material markup, or project‑based task orders? Task Order Process Will the County issue individual task orders, and what is the typical approval turnaround? Answer: Answered in Addendum 1 | Scope Clarification Work Hours & Access Should contractors plan for after‑hours or weekend work, or will all work be scheduled during standard business hours? Pricing Evaluation How will pricing be evaluated; hourly labor rates, material markup, or project‑based task orders? Task Order Process Will the County issue individual task orders, and what is the typical approval turnaround? Answer: Answered in Addendum 1 | | Equipment inventory Could you provide a high‑level summary of the quantity and types of equipment that will require support? Answer: Answered in Addendum 1 | Equipment inventory Could you provide a high‑level summary of the quantity and types of equipment that will require support? Answer: Answered in Addendum 1 | | Additional Arapahoe resources Would additional Arapahoe County team resources be available to collaborate on troubleshooting when AV support is requested? i.e., network team, security, etc. Answer: Answered in Addendum 1 | Additional Arapahoe resources Would additional Arapahoe County team resources be available to collaborate on troubleshooting when AV support is requested? i.e., network team, security, etc. Answer: Answered in Addendum 1 | | off hours/special events Assuming these dates are predetermined, how far in advance are they typically communicated? Answer: Answered in Addendum 1 | off hours/special events Assuming these dates are predetermined, how far in advance are they typically communicated? Answer: Answered in Addendum 1 | | Pricing Structure Section IV (Response Format) requires pricing, but the solicitation does not include a pricing form or required rate structure. Please confirm how the County would like pricing structured for evaluation (for example, hourly labor rates by category, regular vs. after-hours vs. emergency rates, and preventative maintenance program pricing), or issue a pricing schedule via addendum so responses can be evaluated uniformly. Answer: Answered in Addendum 1 | Pricing Structure Section IV (Response Format) requires pricing, but the solicitation does not include a pricing form or required rate structure. Please confirm how the County would like pricing structured for evaluation (for example, hourly labor rates by category, regular vs. after-hours vs. emergency rates, and preventative maintenance program pricing), or issue a pricing schedule via addendum so responses can be evaluated uniformly. Answer: Answered in Addendum 1 | | PM Frequency Task A includes preventative maintenance (cleaning, adjusting, aligning, and verifying system operation). Please confirm the required preventative maintenance frequency (annual, semi-annual, or quarterly), and whether preventative maintenance should be proposed as a fixed recurring program or performed on request at hourly rates. Answer: Answered in Addendum 1 | PM Frequency Task A includes preventative maintenance (cleaning, adjusting, aligning, and verifying system operation). Please confirm the required preventative maintenance frequency (annual, semi-annual, or quarterly), and whether preventative maintenance should be proposed as a fixed recurring program or performed on request at hourly rates. Answer: Answered in Addendum 1 | | Emergency Services Section II.B (Service Requirements) states “Provide AV emergency services as detailed on page 8,” but page 8 does not describe emergency services. Please clarify the required emergency coverage (hours, response times, after-hours and weekend availability) and whether a separate emergency or after-hours rate may be proposed. Answer: Answered in Addendum 1 | Emergency Services Section II.B (Service Requirements) states “Provide AV emergency services as detailed on page 8,” but page 8 does not describe emergency services. Please clarify the required emergency coverage (hours, response times, after-hours and weekend availability) and whether a separate emergency or after-hours rate may be proposed. Answer: Answered in Addendum 1 | | Byers and Bennett locations Do you have an estimate of how many service calls have historically been made to the Bennett and Byers locations? Answer: Answered in Addendum 1 | Byers and Bennett locations Do you have an estimate of how many service calls have historically been made to the Bennett and Byers locations? Answer: Answered in Addendum 1 | | Federal Funding The Federal Funds section states this solicitation will be funded in whole or in part with federal funds. Please confirm whether federal requirements, including Davis-Bacon prevailing wage where applicable, will apply to all work under the contract or only to specific federally funded task orders, and whether applicable wage determinations will be identified at the task order level Answer: Answered in Addendum 1 | Federal Funding The Federal Funds section states this solicitation will be funded in whole or in part with federal funds. Please confirm whether federal requirements, including Davis-Bacon prevailing wage where applicable, will apply to all work under the contract or only to specific federally funded task orders, and whether applicable wage determinations will be identified at the task order level Answer: Answered in Addendum 1 | | additional question to #11 how many off hours or special events are expected in a typical year. Answer: Answered in Addendum 1 | additional question to #11 how many off hours or special events are expected in a typical year. Answer: Answered in Addendum 1 | | Vendor Security and Compliance Response The Submittal Instructions require “the completed Vendor Security and Compliance Response,” but this document is not included in the solicitation package or listed on the cover sheet. Please provide this form via addendum or confirm it is not required. Answer: Answered in Addendum 1 | Vendor Security and Compliance Response The Submittal Instructions require “the completed Vendor Security and Compliance Response,” but this document is not included in the solicitation package or listed on the cover sheet. Please provide this form via addendum or confirm it is not required. Answer: Answered in Addendum 1 | | Factory Authorized Section II.B requires a “factory authorized internal service department for AV maintenance and repair.” Please clarify which manufacturers’ factory authorization is required, or confirm that an in-house service department that coordinates manufacturer and warranty repairs (as described under Equipment Warranty in Task A) satisfies this requirement. Answer: Answered in Addendum 1 | Factory Authorized Section II.B requires a “factory authorized internal service department for AV maintenance and repair.” Please clarify which manufacturers’ factory authorization is required, or confirm that an in-house service department that coordinates manufacturer and warranty repairs (as described under Equipment Warranty in Task A) satisfies this requirement. Answer: Answered in Addendum 1 | | Labor Rate Adjustment Special Terms and Conditions #3 permits renewal price adjustments only where the Contractor documents an adjustment by a product manufacturer or direct wholesale supplier. Since this contract is primarily labor-based services, will the County consider documented labor rate adjustments (for example, published wage or CPI increases) at the annual renewal periods? Answer: Answered in Addendum 1 | Labor Rate Adjustment Special Terms and Conditions #3 permits renewal price adjustments only where the Contractor documents an adjustment by a product manufacturer or direct wholesale supplier. Since this contract is primarily labor-based services, will the County consider documented labor rate adjustments (for example, published wage or CPI increases) at the annual renewal periods? Answer: Answered in Addendum 1 | | Pricing For Meetings For Task B (Board Meeting and Committee Meeting Support, onsite at 8:45 AM until meetings conclude), please confirm how this support should be priced, for example hourly with a minimum call-out or a half-day rate. Answer: Answered in Addendum 1 | Pricing For Meetings For Task B (Board Meeting and Committee Meeting Support, onsite at 8:45 AM until meetings conclude), please confirm how this support should be priced, for example hourly with a minimum call-out or a half-day rate. Answer: Answered in Addendum 1 | | Badging and backgrounds Attachment B includes secure facilities such as the ACJC Detention Center, Courthouses I and II, Sheriff/Coroner Administration, and the District Attorney’s Office. Please confirm any background check, badging, or escort requirements for contractor personnel working in these facilities, the expected lead time for clearance, and whether associated time should be included in proposed rates. Answer: Answered in Addendum 1 | Badging and backgrounds Attachment B includes secure facilities such as the ACJC Detention Center, Courthouses I and II, Sheriff/Coroner Administration, and the District Attorney’s Office. Please confirm any background check, badging, or escort requirements for contractor personnel working in these facilities, the expected lead time for clearance, and whether associated time should be included in proposed rates. Answer: Answered in Addendum 1 | | Sample Service Agreement The cover sheet indicates the Sample Service Agreement is available on the County Purchasing website; the posted version is dated 2022. Please confirm the posted sample agreement, including its insurance requirements and minimum limits, reflects the terms that will apply to the agreement resulting from this solicitation. Answer: Answered in Addendum 1 | Sample Service Agreement The cover sheet indicates the Sample Service Agreement is available on the County Purchasing website; the posted version is dated 2022. Please confirm the posted sample agreement, including its insurance requirements and minimum limits, reflects the terms that will apply to the agreement resulting from this solicitation. Answer: Answered in Addendum 1 | | Labor Cost Representation How does the Review Board for this RFI want labor costs represented? By discipline? (For example:) $XX.xx/hr for Engineering $XX.xx/hr for Commissioning $XX.xx/hr for Programming $XX.xx/hr for Project Management Etc., Etc. Answer: Answered in Addendum 1 | Labor Cost Representation How does the Review Board for this RFI want labor costs represented? By discipline? (For example:) $XX.xx/hr for Engineering $XX.xx/hr for Commissioning $XX.xx/hr for Programming $XX.xx/hr for Project Management Etc., Etc. Answer: Answered in Addendum 1 | | Sample Project Is there a sample project that allow bidders to quote hardware and labor, against other bidders to compare standard margin rates for equipment and labor? Answer: Answered in Addendum 1 | Sample Project Is there a sample project that allow bidders to quote hardware and labor, against other bidders to compare standard margin rates for equipment and labor? Answer: Answered in Addendum 1 | | Standard Rate Contracts Has the Review Board heard of Standardized Rate Contracts like the Omnia Partners Contract – that can guarantee equipment and labor margins on AV System Integration Projects long term? Answer: Answered in Addendum 1 | Standard Rate Contracts Has the Review Board heard of Standardized Rate Contracts like the Omnia Partners Contract – that can guarantee equipment and labor margins on AV System Integration Projects long term? Answer: Answered in Addendum 1 | | Room Quantities Per Building Will room quantities per building be released to accurately assist in the creation of a support and maintenance service contract? Answer: Answered in Addendum 1 | Room Quantities Per Building Will room quantities per building be released to accurately assist in the creation of a support and maintenance service contract? Answer: Answered in Addendum 1 | **Addendums**: | Addendum | Date | Note | |---|---|---| | Addendum No. 1 | 07/23/2026 01:19 PM EDT | |
SLED stands for State, Local, and Education. These are solicitations issued by state governments, counties, cities, school districts, utilities, and higher education institutions — as opposed to federal agencies.
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