ITB# 2015-11-001
CHARLOTTE DOUGLAS INTERNATIONAL AIRPORT
INVITATION TO BID
The City of Charlotte (“City”) hereby invites informal bids for the following project (the
“Project”) at Charlotte Douglas International Airport (“Airport”):
PROJECT NAME:
Portable Noise Monitoring Equipment
BID DUE DATE AND TIME:
Friday, November 13, 2015 - 11:00am EST
Bids can be mailed, hand-delivered or emailed to the address below. Failure to submit a bid by
the designated date and time shall result in rejection of the bid. As this is an informal bid, there
will not be a public bid opening, as options will be reviewed.
Attn: Crystal Bailey
Charlotte Douglas International Airport
5601 Wilkinson Boulevard
Charlotte, NC 28208
Email: cibailey@cltairport.com
All questions should be submitted by email no later than 2pm Monday, November 9, 2015 to:
cibailey@cltairport.com.
SCOPE OF WORK:
Portable Noise Monitoring Equipment
As part of the FAR Part 150 Noise Compatibility Program, Charlotte Douglas International
Airport is acquiring a Noise Monitoring System. This specification is for the portable Noise
Monitoring Equipment.
SPECIFICATIONS FOR THE PORTABLE NOISE MONITORING KITS
The Portable Noise Monitoring Kits shall be self-contained units that can be moved from one
location to another in the field and left in place for varying lengths of time. The Portable Noise
Monitoring Kits shall record the following data for use by the Noise and Operations Integration,
Analysis and Reporting System:
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Date;
Monitor Number;
Monitor Location (site number, latitude to 0.5 sec. and longitude to 0.5 sec.)
Local Time; and
A-weighted Sound Pressure Level (LA) every 0.5 second
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Each of the Portable Noise Monitoring Kits shall be equipped with a noise monitor,
microphone, adjustable tripod able to hold the microphone 1.5 meters above the ground, a
windscreen for the microphone, pre-amp, two (2) batteries, a keyed lock and chain, a
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GPS receiver, and all other equipment needed to secure the kit and protect them from all
weather conditions. The locks for the separate kits shall have identical keys.
A durable, weather-proof and light weight case with foam inserts shall be provided for
each kit to protect the equipment during shipment and its subsequent positioning and use
by the Airport.
Each kit must be capable of operating via battery power, ground power, and/or with solar
power with the Operator having the ability to alternate from one to another as the selected
power source for a particular operation.
Each kit must be equipped with (1) a 50-foot extension cord for connection to ground
power and (2) a solar panel array that generates sufficient power for continuous operation
of the monitoring kits during normal weather conditions.
Each kit must have sufficient memory capacity to retain up to seven (7) days of
continuous operation between downloads.
The Portable Noise Monitoring Kits shall meet the standards of the American National Standards
Institute (ANSI) S1.43-1997 (R2007) Type 1 and the International Electronics Code (IEC)
61672-1:2002 Class 1.
SPECIFICATIONS FOR THE TOOL KIT
The tool kit shall contain a carrying case, two replacement batteries, recharging apparatus for the
batteries, an external calibrator for the Portable Noise Monitoring Kits and all other equipment
necessary to set-up and service the Portable Noise Monitoring Kits.
SPECIFICATIONS FOR THE COMMUNICATIONS AND DATA STORAGE SYSTEM
The Communications and Data Storage System shall provide cell-telephone transmission of data
from the Portable Noise Monitoring Kits to a central location (to be determined by the Airport)
and noise data storage at that location. The Communications and Data Storage System shall
include five (5) cell phones, one for placement in each Portable Noise Monitoring Kit, and shall
be able to accommodate up to 20 portable cell phones from Portable Noise Monitoring Kits.
GENERAL
A one-year parts and workmanship warranty shall be provided for all apparatus and equipment.
The equipment shall include any part or detail that makes the equipment complete and ready for
service even though such part or detail is not mentioned in these Specifications.
A written manual or comprehensive set of clearly stated instructions shall be provided with all
equipment.
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TERMS AND CONDITIONS:
The successful bidder will be subject to the terms and conditions of the City of Charlotte
Purchase Order, which are attached hereto as Exhibit A.
Supplemental terms and conditions are as follows:
1. Seller shall not include sales and/or use taxes for building materials, supplies, fixtures
and equipment that become a part of the Project in the bid (“Eligible Taxes”). Sales
and/or use taxes paid in other states or paid to North Carolina on the purchase or rental of
tools, equipment and disposable supplies (e.g., fuel) shall be included in the bid (“NonEligible Taxes”). Eligible Taxes must be itemized in sufficient detail on a Sales/Use Tax
Statement, a form copy of which is attached hereto as Exhibit B, which shall be executed
by an authorized representative of Seller and submitted with the corresponding invoice.
The City shall not be liable for nor have any duty to reimburse Seller for any Eligible
Taxes that are submitted on a Sales/Use Tax Statement in the manner described herein.
This provision does not apply to projects that do not involve payment of sales and/or
use taxes as defined above.
2. Seller agrees to comply with the Non-Discrimination Policy set forth in Chapter 2,
Article V of the Charlotte City Code, and available for review at
http://library.municode.com/index.aspx?clientId=19970 and incorporated herein by
reference. Seller consents to be bound by the award of any arbitration conducted
thereunder.
3. The City is a drug-free workplace employer. Charlotte City Council adopted a policy
requiring City vendors to provide a drug-free workplace in the performance of any City
contract, which is available at https://cityvendors.charmeck.org and incorporated herein
by reference. Seller certifies that it will comply with the City’s drug-free workplace
policy with respect to all personnel who provide services under this purchase order.
4. Seller shall secure, before delivery of any goods or services hereunder, Commercial
General Liability insurance in an amount not less than $1,000,000 bodily injury each
occurrence/aggregate and $1,000,000 property damage each occurrence/aggregate, or
$1,000,000 bodily injury and property damage combined single limits each
occurrence/aggregate, with the City listed as additional insured. Seller shall produce an
insurance certificate evidencing such coverage upon request by the City.
5. In addition to the insurance required in the preceding paragraph, if Seller performs
services pursuant to this purchase order, Seller shall secure, before delivery of services
hereunder (1) Workers' Compensation Insurance meeting the statutory requirements of
the State of North Carolina with $100,000 per accident limit, $500,000 disease per policy
limit, $100,000 disease each employee limit, providing coverage for employees and
owners; and (2) Commercial Automobile Liability Insurance with limits of no less than
$1,000,000 bodily injury each person, each accident and $1,000,000 property damage, or
$1,000,000 combined single limit each occurrence/aggregate, with the City listed as
additional insured. Evidence of commercial automobile coverage is only necessary if
vehicles are used in the provision of services under this purchase order. Seller shall
produce an insurance certificate evidencing such coverage upon request by the City.
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6. If Seller performs services pursuant to this purchase order in the Air Operations Area,
insurance limits for Commercial General Liability insurance and Commercial
Automobile Liability Insurance shall increase to $5,000,000.
7. This purchase order is governed by North Carolina law. Any legal actions arising from
this purchase order shall be brought in Mecklenburg County, North Carolina.
8. Absent a written contract, this purchase order shall serve as the parties’ entire agreement
relating to the goods and services provided hereunder, and Seller shall not add terms and
conditions without the express written consent of the City. However, in the sole
discretion of the City, a contract may be required to accompany the purchase order.
9. Seller agrees that the stated bid prices constitute a firm offer that is binding for ninety
(90) days from the bid due date and to supply the listed items at the stated costs for the
full term of the purchase order.
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INFORMAL BID FORM
Portable Noise Monitoring Equipment
Charlotte Douglas International Airport
Please complete EITHER the Base BID or UNIT PRICES section below, as applicable to the
scope of work identified above.
BASE BID (Unit Price Total Amount + Allowances = BASE BID)
The undersigned bidder, being familiar with all conditions and requirements listed in the scope of
work, hereby agrees to furnish all material, labor, equipment and services, including all scheduled
Allowances, necessary to complete the work for the above-named project, in accordance with the
requirements of the Purchase Order, for the sum of: _____ __________ Dollars ($_____________)
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The price shall include one additional year of service for the equipment beyond the
warranty period.
The price quoted shall include shipment and delivery to the Airport.
The price shall include one day’s on-site person training for up to three (3) employees of
the Airport in the servicing and use of the equipment.
Proposers should also state the unit price and terms for each additional Portable Noise
Monitoring Kit that the Airport may elect to purchase or lease.
UNIT PRICES (Fill in the following information for each item listed.)
Description
Quantity
Portable Noise monitoring Kit
1
Tool Kit
Communications and Data Storage System
Freight (estimated)
One (1) day on-site training
Total Cost $
1
1
1
1
Unit Cost
ADDITIONAL PRICING OPTION
Portable Noise monitoring Kit (Lease Price)
1
Portable Noise monitoring Kits – (Bulk Pricing) –
Please indicate how many kits would be included in
the quantity section.
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Please include any additional lease purchase information if adequate space has not been
provided.
The undersigned hereby acknowledges and certifies compliance with the requirements stated
herein, including the terms and conditions set forth in the Purchase Order.
Company Name:
Mailing Address:
City/State/Zip:
Phone:
Printed Name:
Signature:
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Email:
Title:
Date:
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ITB# 2015-11-001
EXHIBIT A – PURCHASE ORDER TERMS AND CONDITIONS
The seller agrees that the following terms and conditions will be
applicable:
Article, service or process and are contributed to by said
defective condition.
1. If the seller refuses to accept this order exactly as written, he
will return it at once with explanation.
11. If seller performs services or constructs, erects, inspects or
delivers here under, seller will indemnify and save harmless
buyer from all loss or the payment of all sums of money by
reason of all accidents, injuries or damages to persons or property
that may happen or occur in connection therewith.
2. Purchaser will not be responsible for any goods delivered
without purchase order.
3. Seller will send separate invoice for each purchase order
number.
4. Seller will deliver no invoice to purchaser’s employees.
5. No boxing, packing or cartage charges will be allowed by
purchaser unless specifically authorized on the face of this order.
6. It shall be understood that the cash discount period to
purchaser will date from the receipt of the invoice or from the
date of the receipt of goods, whichever is later.
7. The risk of loss of and damage to the goods which are the
subject of this order shall be and remain in the seller until the
goods are delivered to the destination set out in the order and
accepted by the purchaser or its nominee.
8. In the event of seller’s failure to deliver as and when specified
or to perform as and when specified, purchaser reserves the right
to cancel this order or any part thereof, without prejudice to its
other rights, and seller agrees that purchaser may return part or
all of any shipment so made and may charge seller with any loss
or expense sustained as a result of such failure to deliver or to
perform.
9. In the event any article, service, or process sold, delivered
and/or performed hereunder shall be covered by any patent,
copyright, or application for either seller will indemnify and save
harmless purchaser from any and all loss, cost or expenses on
account of any and all claims, suits, or judgments on account of
the use or sale of such article or the use of such service or process
in violation of rights under such patent, copyright, or application
for either.
10. In the event any article, service, or process sold and delivered
or sold and performed hereunder shall be defective in any respect
whatsoever, seller will indemnify and save harmless purchaser
from all loss or the payment of all sums of money by reason of
all accidents, injuries or damages to persons or property that may
happen or occur in connection with the use or sale of such
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12. Purchaser reserves the right to place in sellers plant, at
purchaser’s expense an inspector or inspectors who shall be
permitted to inspect before shipment, or during the process of
manufacture, any material on this order.
13. Seller agrees not to release any advertising copy mentioning
purchaser or quoting the opinion of any of purchaser’s
employees.
14. Seller represents and warrants that no Federal or State statute
or regulation or municipal ordinance, has been or will be violated
in the manufacturing, sale and delivery of any article or service
sold and delivered hereunder and if such violation has or does
occur, seller will indemnify and save harmless purchaser from all
loss, penalties, or the payment of all sums of money on account
of such violation.
15. Unless this contract is exempt there from under the rules and
regulations of the President’s Committee on Equal Employment
Opportunity, the contract provisions of Section 301 of the
Executive Order No. 10925, dated March 6, 1961, and any
subsequent changes thereto are to the extent they may be
applicable made a part of this contract by reference.
16. Any contractors supplying both services and materials shall
pay all sales or use taxes on materials so furnished and shall
indemnify and save harmless purchaser from any damages, costs,
expenses or penalties on account of such taxes.
17. Purchaser may at any time insist upon strict compliance with
these terms and conditions notwithstanding any previous custom,
practice or course of dealing to the contrary.
18. The terms and conditions of sale as stated in this order govern
in event of conflict with any terms of seller’s proposal, and are
not subject to change by reason of any written or verbal
statements by seller or by any terms stated in seller’s
acknowledgment unless same be accepted in writing by the City
of Charlotte.
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