request for proposal (rfp) - united states courts request... · delivery of equipment/services...

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Request for Proposal (RFP) Western District of Michigan Probation Conference Room

Equipment/Installation BACKGROUND INFORMATION The U.S. Probation and Pretrial Services – Michigan Western District, located at 110 Michigan St NW, Grand Rapids, MI 49503, is planning renovation and is subsequently planning to install audiovisual components to outfit a high-end conference room. OBJECTIVE The purpose of this Request for Proposal (RFP) is to provide the Michigan Western District, Probation & Pretrial Services Office (hereafter referred to as “Probation”) with proposals for equipment/installation/programming of: Audio equipment; control system; video conferencing equipment and VOIP teleconferencing equipment; installation and programming. The U.S. Probation Office will conduct vendor walkthroughs, as-scheduled, of the conference room and is asking vendors to contact Eric VanderVeen, IT Manager, to schedule. The U.S. Probation Office will discuss the equipment and services requested on Attachment A. SCOPE OF WORK The U.S. Probation and Pretrial Services’ standard for AV equipment has been to use Polycom, Cisco Vaddio, BiAmp, Extron and Crestron. Any brand/model names mentioned are for general frame-of-reference towards technical specifications & functionality only. Equivalent equipment based on technical specifications that meet or exceed can be quoted and will be considered. Equivalent equipment quotes must be submitted with documentation and specifications on how the equipment confirms/compares to the brand-name or equal products & specifications that are mentioned in Attachment A. The entire conference room must be configured so it can be used as one large room or split into two separate rooms. The combined rooms should support use as one room and display any source to any display, or separated so that only the sources in the room can be seen on the displays in each room. The first room will have an 82” HD wall mounted display. The second room will have two 40” HD displays on wall mounts on the side walls and a 55” HD display on the rear wall. The first room will have a floor box with CAT 5 and power and a lectern. The second room will include power and CAT 5 for the 55” screen for local display when the room is separated. A wireless presentation gateway is also being supplied to support any mobile device and PC’s/laptops. There will be four ceiling mounted speakers in each room and a ceiling mounted multi-element beam forming microphone array will be used for the unified communication from the computers tied to the system. A wireless lavalier microphone and a wired microphone will also be installed for the presenter to use in whole room configuration. There will be two cameras in the first room. One camera will be mounted below the 82 inch display. The second camera will be mounted in the ceiling for capturing the presenter. The

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second room will also have a camera installed above the 55 inch display. The audio and video from each room will be able to be used in web presentations and video conferences run through the connected computers. A control system will be installed in the main/West room, using a 7” touch panel to run all the equipment. The audio system should support audio from the program sources in the room and audio conferencing and web conferencing. It should support the combined rooms or each room independently. Attachment B shows the possible furniture configurations (although not all inclusive) and the room’s electrical and data connections. Provide pricing for the five separate configuration options. Attachment C provides a list of the items to be priced. Option 1: contains the full room configuration with the 82 inch display as non-touch screen and the 55 inch display as non-touch screen. Option 2: is the same as option 1 except that the 82 inch display and 55 inch displays are touch screens. Option 3: contains the full room configuration with the 82 inch display and 55 inch display as touch screens but does not include the two 40 inch displays. Option 4: contains the full room configuration with the 82 inch touch display but does not include the 55 inch display on the east half of the room. Option 5: contains the full room configuration with the 82 inch touch display but does not include the two 40 inch displays and does not include the 55 inch display on the east half of the room. The vendor will draft the overall system design and layout, with approvals of both U.S. Probation and vendor prior to the beginning of the installation in the conference room. U.S. Probation Conference Room Equipment/Installation:

1. Vendor walkthrough on agreed upon scheduled walkthrough date in Grand Rapids, MI.

2. Design, Equipment, and Installation specs are due by 4:30 PM on Monday, September 11, 2017.

3. Quotes must include amount of time needed for delivery of equipment, completion of the project, and length of lead-time needed for start of project.

4. Review of Quotes and Awarding of contract (subject to the availability of funds). 5. Overall system design and programming layout submitted for approval. 6. Installation and programming of equipment to be approved by COTR. 7. Testing of Equipment and control system to be approved by COTR. 8. Confirm ALL items listed on Attachment A (and any and all amendments to

Attachment A) have been addressed and completed. 9. Training IT and Probation personnel on the use of the equipment. 10. PowerPoint or equivalent presentation on conference room operation. 11. Project sign off on completion of conference room by COTR.

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SECURITY REQUIREMENTS The vendor shall provide competent personnel to perform services under this contract. Work shall be performed in accordance with the best commercial practices, without unnecessary delays or interference with Probation’s mission or functions. The Contracting Officer (CO) Katie Campbell, Procurement Specialist, and the Contracting Officer’s Technical Representatives (COTR), Eric VanderVeen, IT Manager, reserves the right to judge the adequacy of the equipment and services provided, and may require the contractor to replace the support resource(s), if deemed inadequate. Formal security clearances are required prior to the start of any work. Personnel contracted by Probation to provide services covered under this contract will be subjected to security background checks, and U.S. Marshal daily inspections when entering Probation Offices. The contractor shall be responsible for completing a contractor clearance document for the contractor’s employees delivering equipment or performing said services. Upon completion, the document should be returned via fax or email to the Contracting Officer (CO), Katie Campbell, Procurement & Financial Specialist. This document enables Probation to complete a background check on the worker(s) provided by the vendor. This document MUST be completed prior to the contract work start date. Under no circumstances shall any U.S. Probation Office data and/or property be taken or removed from the U.S. Probation Office. DOCUMENTATION REQUIREMENTS The Contracting Officer (CO) will issue the winning bidder a purchase order based on the proposal. Probation’s purchase order will be the ONLY governing document for the procurement of goods and services from the vendor. The vendor shall be responsible for providing an invoice billed to the Probation with net 30 day payment terms. Probation does not pay for equipment or services prior to them being delivered or rendered. Upon receipt of the invoice by Probation, and verification that work has been completed by Probation’s Technical Representative (COTR), payment will be rendered to the vendor for the specified amount. CONTRACT CLAUSES Once the Award has been made, Probation reserves the right to cancel the contract with the vendor for failure to complete the work as specified in this agreement. The vendor warrants that its employees are adequately covered by workers’ compensation insurance and that it assumes total responsibility to pay all applicable federal, state, and local withholding taxes and unemployment taxes, as well as social security, state disability insurance and all other payroll charges. The contract further warrants that the person(s) performing the work are certified and knowledgeable enough to complete the work as specified in the Statement of Work (SOW). Other pertinent information will be provided to the vendor upon acceptance of the winning bid proposal. This information will include the following: exact start and end time of daily work hours and miscellaneous information (example: driving directions, and parking information).

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CONTRACT MANAGEMENT The administration of this contract will require coordination between the contracting officer, the COTR, and the vendor. The individuals cited below will be Probation’s primary points of contact during the performance period. In no event shall any understanding or agreement, modification, change order, or other matter in deviation from the terms of this contract between the vendor and a person other than the contracting officer (CO) be effective or binding upon Probation. All such actions must be formalized by a proper contractual document and signed by all parties. CONTRACTING OFFICER:

All administration of this contract will be effected by the contracting officer:

Katie Campbell, Procurement and Financial Specialist 399 Gerald R. Ford Federal Building

110 Michigan St., NW Grand Rapids, MI 49503 Phone: 616-456-2390 Fax: 616-235-5419

Email: [email protected] Written communications shall make reference to the contract title and shall be mailed to the above address. The Contracting Officer (CO) is authorized to certify invoices for payment in accordance with the terms of this contract. CONTRACTING OFFICER TECHNICAL REPRESENTATIVE (COTR):

The COTR for this contract is:

Eric VanderVeen, IT Manager 101 Gerald R. Ford Federal Building

110 Michigan St., NW Grand Rapids, MI 49503 Phone: 616-456-2269 Cell: 616-250-7479 Fax: 616-649-9862 Email: [email protected] Upon award, the COTR will be responsible for coordinating the delivery & installation and performance of services with regards to the contract. However, the COTR shall not be authorized to change any terms and conditions of the resultant contract, including but not limited to, price.

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Responsibilities of the COTR include:

1. Monitoring the performance of the contractor’s employee(s) under the contract to ensure compliance with the contract requirements.

2. Ensuring that changes in work under the contract are not initiated before written authorization or modification is issues by the contracting officer.

3. Providing interpretation of the meaning of project specifications. 4. Accepting the vendor’s equipment and services.

LIMITED USE OF DATA Performance of this contract may require the vendor’s employee(s) to access and use data and information proprietary to the government, which is of such a nature that its dissemination or use, other than in performance of this contract, would be adverse to the interest of the government and/or others. The vendor and/or vendor personnel shall not divulge or release data or information developed or obtained in performance of this contract. The vendor and its employees shall not use, disclose, or reproduce proprietary data other than as required in the performance of this contract. PLACE OF PERFORMANCE Delivery of equipment/services reflected on this contract shall be performed at the U.S. Probation & Pretrial Service Office, 110 Michigan St., NW, Grand Rapids, MI 49503, 2nd Floor conference room. Work will be performed during hours that do not impact the activities of Probation or adjacent rooms. Performance may take place during normal work hours (8:00 am to 5:00 pm). However, delivery & installation must be restricted to the dates that will not interfere with Probation’s schedule. Dates will be provided to the vendor upon successful award of contract. TYPE OF CONTRACT This contract shall be awarded on a Technically Sound/Best Price & Value and Past Performance Basis. The awarding of this contract is subject to the availability of funds and approval from the CO and COTR. Winning vendor must be available to meet with any non-A/V contractors (construction or millwork) to review and discuss any and all A/V equipment needs for the modification and any functional or aesthetic trim, tables, etc.

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PROPOSAL DUE DATE Proposals are due no later than September 11, 2017 at 4:30 PM. Submit a copy of the proposals, via email or fax to:

Eric VanderVeen, IT Manager 101 Gerald R. Ford Federal Building

110 Michigan St., NW Grand Rapids, MI 49503 Phone: 616-456-2269

Cell: 616-250-7479 Fax: 616-649-9862 Email: [email protected]

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APPLICABLE JUDICIARY TERMS AND CONDITIONS

1. Clause B-5, Clauses Incorporated by Reference (SEP 2010) This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the contracting officer will make their full text available. Also, the full text of a clause may be accessed electronically at this address: http://www.uscourts.gov/procurement.aspx

2. The contractor shall comply with the clauses in this paragraph that the contracting officer has indicated as being incorporated in this contract: Clause 2-130 Energy Efficiency in Energy-Consuming Products (APR 2013)

Clause 7-115 Availability of Funds (JAN 2003)

SUBMISSION OF QUOTE AND EVALUATION OF OFFERS

1. The following judiciary provisions, that the contracting officer has indicated are applicable, are incorporated in this solicitation:

Provision B-1, Solicitation Provisions Incorporated by Reference (SEP 2010)

This solicitation incorporates one or more solicitation provisions by reference, with the same force and effect as if they were given in full text. Upon request, the contracting officer will make their full text available. The offeror is cautioned that the listed provisions may include blocks that must be completed by the offeror and submitted with its quotation or offer. In lieu of submitting the full text of those provisions, the offeror may identify the provision by paragraph identifier and provide the appropriate information with its quotation or offer. Also, the full text of a solicitation provision may be accessed electronically at this address: http://www.uscourts.gov/procurement.aspx.

Solicitation Provisions Incorporated by Reference Provision 2-100, Brand Name or Equal (APR 2013)

http://www.uscourts.gov/procurement.aspx

http://www.uscourts.gov/procurement.aspx

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ATTACHMENT A

Western District of Michigan Probation Conference Room Equipment/Installation and Wireless Annotation Presentation

The U.S. Probation and Pretrial Services’ standard for AV equipment has been to use Polycom, Cisco Vaddio, BiAmp, Extron and Crestron based on past experience of staff. Any brand/model names mentioned are for general frame-of-reference towards technical specifications & functionality only. Equivalent equipment based on technical specifications that meet or exceed can be quoted and will be considered. Equivalent equipment quotes must be submitted with documentation and specifications on how the equipment confirms/compares to the brand-name or equal products & specifications that are mentioned below. Conference room system(s) to be thoroughly tested and vetted by A/V vendor before handoff to Probation. Probation to receive all source code and must approve all programming code & functionality. Presentation (PowerPoint or equivalent) that can be provided to staff or visiting presenters for functional/operational purposes. Training of the control panel programming and functions shall be provided by the vendor.

Sign off on conference room completion by COTR.

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Line Item Detail Request for Quote – Option 1

QTY PART DESCRIPTION BRAND/MODEL or Technically Equivalent

PRICE

EXTENDED PRICE

Displays

1.00 DM82D DM-D Series 82" Edge-Lit LED Display 1.00 CHFXTM1U Micro-Adjust Tilt Wall Mount, X-Large

1.00 CHFFCA810 FUSION 8" ABOVE/BELOW SHELF, XL DISPLAYS

1.00 DM-RMC-SCALER-C

DigitalMedia 8G+™ Receiver & Room Controller w/Scaler

2.00 DM40E 40 inch/ LED/ 1920x1080/ 5000:1/ 8ms/ 450 nits

2.00 CHFTS525TU THIN SWING ARM (LARGE)



1.00 DM55E 55" LED TV, Samsung DM55E Full High Definition

1.00 CHFLTM1U LARGE, HEIGHT ADJUSTABLE, TILT MOUNT



Miscellaneous Required miscellaneous cables, mounts, ports, jacks and equipment

Sources

1.00 TT-100-B-T Connect It™ Presentation Interface w/120V Outlet, No Cables, Black Textured

2.00 CSE-800 CSE-800 ClickShare for Conference Rooms-Complete Starting Package

1.00 MVGA15P-P-6HR/A

Pro AV/IT Series Micro VGA HD15 plug to plug w/audio cable 6ft

1.00 DM-TX-201-C DM 8G Stand Alone Transmitter

2.00 DM-TX-4K-100-C-1G-B-T

Wall Plate 4k DigitalMedia 8G+ Transmitter 100, Black

UC Camera Systems

2.00 ZoomSHOT 20 QDVI System 1.00 535-2000-206 Suspended Ceiling PTZ Camera Mount 1.00 960-000971 C930e Fixed 1080P Webcam

Miscellaneous Required miscellaneous cables, mounts ports, jacks and equipment

Switching

1.00 DM-MD8X8 DigitalMedia Switcher, 8x8 Chassis Only

2.00 DMC-4K-HD-HDCP2

4K HDMI® Input Card for DM® Switchers

3.00 DMC-4K-C-HDCP2

HDBaseT® Certified 4K DigitalMedia 8G+® Input Card for DM® Switchers

1.00 DMC-HDO 2-Channel HDMI® Output Card for DM® Switchers

2.00 DMC-4K-CO-HD-HDCP2

2-Channel HDBaseT® Certified 4K DigitalMedia 8G+® Output Card for DM® Switchers

1.00 999-8210-000 AV Bridge Miscellaneous Required miscellaneous cables, mounts

ports, jacks and equipment

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Audio

8.00 SAROS-IC6T-W-T-EACH

Saros™ 6.5” 2-Way In-Ceiling Speaker, White Textured, Single

1.00 AMP-2100-70 Dual-Channel Modular Power Amplifier, 100W/Ch., 70V

2.00 SHRMXA910W 24 x 24" Ceiling Array Microphone - White

2.00 TesiraFORTÉ DAN CI

TesiraFORTÉ DSP fixed I/O server with 12 analog inputs, 8 analog

1.00 GS724T-400NAS 24 Port GigabitStackable Smart Switch

1.00 SHRQLXD14/85-G50 Lavalier Wireless Microphone System


Control Systems

1.00 CP3N 3-Series Control System® 1.00 FS108PNA 8 Port Switch w/PoE for CobraNet 1.00 MIDUMS1-11.5K 1SP UM SHELF,11.5"D,KIT

1.00 GLS-PART-CN Surface-mount partition sensor with Cresnet® power and communications

1.00 TSW-760-B-S 7” Touch Screen, Black Smooth Miscellaneous Required miscellaneous cables, mounts


Professional Services, Training, Support

Professional Services

Engineering, Project Managements, Programming and installation

Training

3 Years phone/onsite support

Shipping Quote Subtotal

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PRICE

EXTENDED PRICE

Displays

1.00 DM82E DM 82" Edge-Lit LED Touch Display 1.00 CHFXTM1U Micro-Adjust Tilt Wall Mount, X-Large








1.00 DB55E 55" LED TV, Samsung DB55E Full High Definition Touch Screen





Sources






2.00 DM-TX-4K-100-C-1G-B-T


UC Camera Systems



Switching




3.00 DMC-4K-C-HDCP2







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Audio










Control Systems








Training



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PRICE

EXTENDED PRICE

Displays





1.00 DB55E 55" LED TV, Samsung DB55E Full High Definition Touch Screen





Sources






2.00 DM-TX-4K-100-C-1G-B-T


UC Camera Systems



Switching




3.00 DMC-4K-C-HDCP2







Audio




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Control Systems








Training



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PRICE

EXTENDED PRICE

Displays










Sources






2.00 DM-TX-4K-100-C-1G-B-T


UC Camera Systems

2.00 ZoomSHOT 20 QDVI System 1.00 535-2000-206 Suspended Ceiling PTZ Camera Mount


Switching




3.00 DMC-4K-C-HDCP2







Audio




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Control Systems








Training



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PRICE

EXTENDED PRICE

Displays






Sources






2.00 DM-TX-4K-100-C-1G-B-T


UC Camera Systems

2.00 ZoomSHOT 20 QDVI System 1.00 535-2000-206 Suspended Ceiling PTZ Camera Mount


Switching




3.00 DMC-4K-C-HDCP2







Audio








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Control Systems








Training



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