1. Quick Guide - 2.20.25.docx

Audio Video Conferencing Equipment and Related Services Contract #505ENT-M23-AudioVideo-00 Request for Bid #28390-SM

Contract Term:

Scope The diverse equipment and services offered allows the Authorized Users to obtain meeting and room solutions to best meet their organizational requirements.

There are 11 Bands on the contract:

Excluded items

· Software services

· Software subscriptions, cloud-based subscription, or licenses not required for operating system or Configuration use with the equipment

· Hosting services not associated with the equipment or related operating system or Configuration software

· Archiving services for longer than 90 Days not associated with the existing equipment or related Configuration software

· 3-D printers

· Telescopes and binoculars

· Scanners

· Wireless phone equipment and wireless service

· Equipment lease or rental

· Drones

· Security or surveillance systems and services

· Temporary staffing services

· Video design and/or production services

· Cable, dish, or internet service

· Music service or subscription

· Event management and/or planning

· Public Safety-related camera, radio, or audio systems

· Copier/MFD devices

· FAX machines

· Phone/telecom services

· Meeting room construction services

· An item or service on an existing mandatory contract unless a waiver from use of the contract is obtained prior to placing an order.

Contract numbers

505ENT-M23-AudioVideo-XX

Last Two Digits

Contacts and Price List See VendorNet for each contract, discounts/pricing, band descriptions, and contacts. Prices may be lower (higher discount) than what is published. Discount is off the MSRP verifiable baseline price and both the baseline price and price after discount shall be provided by the Contractor.

Price increases will not affect Orders placed prior to the effective date of such changes.

Quotes, Orders, and Invoicing Each contractor has an online website, phone, and e-mail address for Authorized Users to request quotes, place Orders, and obtain information. Authorized Users should use a Request for Services for all Contractors when requiring installation services.

Helpful tips:

· The Authorized User should read the contract to understand any written notice that may be required.

· Use a Good Faith Dispute (Sample link) if the invoice has errors.

· Authorized User shall provide to the Contractor any security, building/facilities, facility access, networking, telecom, training, project time/deadline restrictions, or other installation requirements.

· Orders are sent only to the Contractor.

· Prepayment or down payments shall not be required.

· Authorized User shall clearly indicate the delivery instructions and location. Include a contact for verification on questions. If there are delivery limitations, indicate such.

· Acceptance criterial for the scope of work shall be included by the Authorized User in writing Order documents.

· See the Contract and Request for Bid #28390-SM for requirements, terms, and conditions.

Services A sample list of services include: design, installation, event technical services, general consulting, and repair. It is recommended to utilize a statement of work itemizing project responsibilities and deliverables. A template is posted on VendorNet for convenience use.

Delivery Freight (Equipment only): FOB Destination, prepaid. Delivery is unloaded by the Contractor or carrier and transported to the interior or ground floor. Inside dock is permissible upon mutual agreement.

Freight (Equipment and Installation): FOB Destination, prepaid and Installed.

Freight costs are included in the quoted unit price. Expedited or overnight deliveries requested by the customer are billable. Delivery debris shall be removed from the premises and properly disposed of by the Contractor at no additional cost.

Cost Benefit Analysis (CBA) When applicable, the State Authorized Users are responsible for writing and submittal of the CBA, Continued Appropriateness of Contracting, and Justification of Need.

Waiver from use of this mandatory contract State Authorized Users will e-mail the waiver request for a purchase elsewhere when installation is required to the Contract Manager prior to a purchase. Each waiver request is handled on a case-by-case basis and generally is related to substantial savings or unavailability. Include communications and any pricing obtained. The quote from the desired non-contract vendor must include freight, any maintenance, and the same warranty. The Contract Manager will be the sole determinant of all waiver approvals.

Contract Manager Hallee Kox DOA – Bureau of Procurement 101 E. Wilson Street, 6th Floor Madison, WI 53703 608-266-7554 Hallee.Kox@wisconsin.gov

Quick Guide

Band 1: Audio

Professional-grade and consumer-grade. Compact disc (CD) system, moving pictures Experts Group Layer 3 (MP3) player, integrated or portable public address (PA) and/or intercom system, variety of speaker types, player/recorder, learning/listening center, headphone, amplifier, subwoofer, mixer, receiver, processor, decoder, translator, adapter, assistive listening device, headset, megaphone, variety of wired or wireless mics, volume control, charging station, related mounting system, and other associated systems, equipment, Accessories, operating system and/or Configuration software related to the procurement of the equipment, and Services.

Band 2: Cameras

Professional-grade and consumer-grade. Digital, video, document, receiver, camcorder, single-lens reflex (SLR), weatherized, underwater, meter, specialized equipment, charting station, and other associated equipment, Accessories, consumables, and services. Includes adapter, digital memory, batteries, lamp, lenses, flash, case, tripod, bracket, bar, bag, film, chemical, trimmer, related camera system, Accessories, operating system and/or Configuration software related to the procurement of the equipment, and Services.

Band 3: Presentation Systems and Accessibility

Professional-grade and consumer-grade. Multimedia or overhead projector, screen, electronic whiteboard, smart-board, mounting system, pointer, remote, lectern/podium, control and monitoring system, accessibility technology that is ADA compliant, assisted listening, lighting control, captioning, related mounting system, splitter, adapter, antenna, theater power management and protection, wiring, and other associated equipment, Accessories, operating system and/or Configuration software related to the procurement of the equipment, and Services.

Band 4: Televisions and Monitors

Professional-grade and consumer-grade. Flat, digital, light-emitting diode (LED), high-definition (HD), liquid-crystal display (LCD), OLED Displays, Micro LED Displays, related mounting system, digital signage, touchscreen, widescreen, indoor, outdoor, extender, splitter, adapter, antenna, wiring, and other associated equipment, Accessories, operating system and/or Configuration software related to the procurement of the equipment, and Services.

Band 5: Audio Video Conferencing

Professional-grade and consumer-grade for small to large room systems. Equipment, system, streaming equipment, installation and related Service, related mounting system, and other associated equipment, Accessories, operating system and/or Configuration software related to the procurement of the equipment, and Services.

Band 6: Interactive Audience Response Systems

Educational-grade and durable construction for daily educational use. Instructional technology systems and associated equipment, operating system and/or Configuration software related to the procurement of the equipment, Accessories, and maintenance. Teacher interface, grading, various question formats, frequency signal connection, and integration with software such as PowerPoint or Microsoft Teams.

Band 7: AV Production Equipment and Furniture/Carts

Professional-grade and consumer-grade. Switcher, motorized lift system, signal amplification, distribution amplifier, scaler, converter, power, equipment rack, multimedia cart, overhead cart, mobile workstation, media workstation, related mounting system, processor, recorder, and other associated equipment, Accessories, and Services.

Band 8: Players

Professional-grade and consumer-grade. Digital versatile disc (DVD) device, blu-ray, 4K blu-ray, digital video recording device, recorder, streamer, stand-alone, combo, multiformat, related mounting system, and other associated equipment, Accessories, operating system and/or Configuration software related to the procurement of the equipment, and Services.

Band 9: Third Party Accessories and Equipment

Third party products may be offered as peripherals/Accessories/options under the scope of the Contract. Such products may include, but is not limited to: cabling, switch, mount/racks, surge protector, charging tower, scaler, converter, extractor, repeater, analyzer, kits, adapter, antenna, expansion, control, remote, motion detector, access points, transformer, wiring, etc.

Band 10: Value-Added Services

A broad list of Services to successfully obtain, install, and utilize the equipment within scope of this Contract. Services could include: Project Management, installation, testing, readiness assessment, additional maintenance and support, additional training, emergency meeting equipment Services, consultation, accessibility expertise, Service after warranty, design, and programming. Authorized User may require additional insurance for on-site Services based on higher risk projects.

Services shall not include leasing, rental, temporary staffing, computer lab staffing, video design and production, event management, event planning, security or surveillance services, subscription-based software as a service, cable service, dish services, internet service, music service or subscription, DJ services, hosting services not associated with the equipment or related software, phone/telecom service, and wireless service. All services added to this list are subject to prior State approval.

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