11-RFP Document - 721-26074 - Bass Concert Hall McCullough Theater Audio Renovation.pdf

REQUEST FOR PROPOSAL

RFP No. 721-26074

Bass Concert Hall and McCullough Theater Audio Renovation

Proposal and VetHUB Subcontracting Plan Submittal Deadline: Friday, May 15th, 2026 at 2:30 PM CST

PROPOSALS ARE DUE IN THE UNIVERSITY’S PROCUREMENT PORTAL

https://utexas.bonfirehub.com/portal/?tab=openOpportunities

NOTE: A public opening of responses will not be conducted for this RFP.

REQUEST FOR PROPOSAL

https://utexas.bonfirehub.com/portal/?tab=openOpportunities

TABLE OF CONTENTS

SECTION 1: INTRODUCTION…………………………………………………………………………………………………………………Pg. 3

SECTION 2: NOTICE TO PROPOSER……………………………………………………………………………………………………….Pg. 5

SECTION 3: SUBMISSION OF PROPOSAL……………………………………………………………………………………………….Pg. 10

SECTION 4: SPECIFICATIONS AND SCOPE OF WORK……………………………………………………………………………..Pg. 12

SECTION 5: PRICING AND DELIVERY SCHEDULE…………………………………………………………………………………….Pg. 19

SECTION 6: PROJECT INSTRUCTIONS…………………………………………………………………………………………………….Pg. 21

Attachments:

Attachment One: General Information

Attachment Two: Sample Services Agreement and/or Business Associate Agreement

Attachment Three: VetHUB Subcontracting Plan

Attachment Four: Bass Concert Hall Audio Renovation Drawings

Attachment 4-1: Pathways for AV Systems Specification

Attachment 4-2: AV Systems General Specification and Bass Concert Hall Audio Equipment List

Attachment Five: Bass Concert Hall Acoustical Improvement Drawings and Material Examples

Attachment Six: Technical Specification Report Dedicated PA Hoists

Attachment Seven: Information Security Requirements and Questions [Bonfire] – NOT REQUIRED

Attachment Eight: Certificate Of Interested Parties, Form 1295

Appendices:

Appendix 1: Execution of Offer

Appendix 2: Addenda Acknowledgement

SECTION 1

INTRODUCTION

1.1 Description of The University of Texas at Austin

The University of Texas at Austin is the largest academic component of the University of Texas System, a Tier One (1) research university, and home to more than 50,000 students and 24,000 faculty and staff members.

The University of Texas was established by the state legislature in 1881; by popular vote, the Main University was located at Austin and the Medical Branch at Galveston. The Austin campus was opened in September 1883, with a faculty of 8 and a student body of 218. The central campus has grown from 40 to more than 360 acres, while the student body has increased to about 38,000 undergraduates and 12,000 graduate students. In 1967, with the creation of The University of Texas system, the name of the Main University was changed to The University of Texas at Austin.

Through teaching, research, and public service, the University’s activities support its core purpose:

To transform lives for the benefit of society through the core values of learning, discovery, freedom, leadership, individual opportunity, and responsibility.

University students represent both the diverse population of the state and the full range of contemporary scholarship: an undergraduate may choose courses from more than 160 fields of study while pursuing any of more than 100 majors. Undergraduate study is supported by extensive mainframe and microcomputer/supercomputer facilities and by one of the largest academic libraries in the nation.

Students also benefit from the broad range of scholarly and technical research conducted by the faculty and the research staff.

The City of Austin, with a population of about one (1) million, is a relaxed and cosmopolitan setting for the University. The city is home to respected professional communities in theatre, dance, art, and music offering a wide range of cultural events. Students may also take part in recreational activities made possible by the temperate climate and Austin’s location in the Hill Country of central Texas.

The University is accredited by the Southern Association of Colleges and Schools and is one of three Southwestern members of the Association of American Universities.

Maps for the University of Texas at Austin campus can be found at the following website:

http://www.utexas.edu/maps/

RESPONDENT(S) ARE CAUTIONED TO READ THE INFORMATION CONTAINED IN THIS SOLICITATION

CAREFULLY AND TO SUBMIT A COMPLETE RESPONSE TO ALL REQUIREMENTS AND QUESTIONS AS

DIRECTED.

http://www.utexas.edu/maps/

1.2 Background and Special Circumstances

Texas Performing Arts (“TPA” or “Owner”) presents more than 250 events per year across all genres of performing arts and live entertainment. TPA plans to replace audio and related systems in Bass Concert Hall (“Venue”), Austin’s largest theater and one of the busiest performing arts centers in the country. TPA has partnered with Salas O’Brien (“Consultant”) for feasibility study, design development and construction administration and commissioning. The renovation is expected to take place in phases, to be determined by TPA depending on pricing, fund availability, and venue schedule. Additional Contract Term beyond the initial system installation is to provide warranty and ongoing support to TPA as well as rental equipment and labor when required, if vendor provides rental equipment services.

In addition, TPA seeks pricing for supplemental audio/video rental equipment and related services on an ongoing basis, acoustic improvements, and specified supplemental equipment for updates of the audio system in TPA’s McCullough Theater.

1.3 Multiple Awards

University reserves the right to make multiple awards against this RFP. University will choose the services for each Contractor and can make adjustments as needed during the term of the Agreement.

1.4 Objective of Request for Proposal

The University of Texas at Austin (University) is soliciting responses from qualified vendors to perform work (Work) more specifically described in Section 4.5 (Scope of Work) of this Request for Proposal (RFP), including (1) Bass Concert Hall Audio System Replacement; (2) Bass Concert Hall Acoustic Improvements; (3) McCullough Theater Supplemental Equipment; and (4) Audio/Video Rental Equipment.

1.5 Group Purchase Authority

Texas law authorizes institutions of higher education (defined by §61.003, Education Code) to use the group purchasing procurement method (ref. §§51.9335, 73.115, and 74.008, Education Code). Additional Texas institutions of higher education may therefore elect to enter into a contract with the successful Respondent under this solicitation. In particular, Respondent should note that University is part of The University of Texas System (UT System), which is comprised of fourteen institutions described at http://www.utsystem.edu/institutions. UT System institutions routinely evaluate whether a contract resulting from a procurement conducted by one of the institutions might be suitable for use by another, and if so, this solicitation could give rise to additional purchase volumes. As a result, in submitting its response, Respondent should consider proposing a pricing model and other commercial terms that consider the higher volumes and other expanded opportunities that could result from the eventual inclusion of other institutions in the purchase contemplated by this solicitation. Any purchases made by other institutions based on this solicitation will be the sole responsibility of those institutions.

Left Blank Intentionally http://www.statutes.legis.state.tx.us/Docs/ED/htm/ED.61.htm#61.003 http://www.statutes.legis.state.tx.us/Docs/ED/htm/ED.51.htm#51.9335 http://www.statutes.legis.state.tx.us/Docs/ED/htm/ED.73.htm#73.115 http://www.statutes.legis.state.tx.us/Docs/ED/htm/ED.74.htm#74.008 http://www.utsystem.edu/institutions

SECTION 2

NOTICE TO PROPOSER

2.1 Submittal Deadline

University will accept proposals until 2:30 p.m., Central Standard Time (CST) on Friday, May 15th, 2026 (ref. Closing Date).

NOTE: A public opening of responses will not be conducted for this RFP.

2.2 University Contact Person

Interested parties will direct questions regarding this RFP via the University’s Procurement Portal.

University instructs interested parties to restrict all contact and questions regarding this RFP to written communications delivered (i) in accordance with this section on or before the Questions Due Date listed on the Project Details section or the Import Events of the University’s Procurement Portal, or (ii) if questions relate to Veteran Heroes United in Business, in accordance with Section 2.5.

University will provide responses as soon as practicable following the Question Due Date. University intends to respond to all timely submitted questions. However, University reserves the right to decline to respond to any question.

2.3 Criteria for Selection

The successful Proposer, if any, selected by University through this RFP, will be the Proposer that submits a proposal on or before the Submittal Deadline that is the most advantageous to university. Contractor means the successful Proposer under this RFP.

Proposer is encouraged to propose terms and conditions offering the maximum benefit to university in terms of (1) service, (2) total overall cost, and (3) project management expertise.

The evaluation of proposals and the selection of Contractor will be based on the information provided in the proposal. University may consider additional information if University determines the information is relevant.

Criteria to be considered by University in evaluating proposals and selecting Contractor, will be these factors:

2.3.1 Threshold Criteria Not Scored

2.3.1.1 Ability of University to comply with laws regarding Veteran Heroes United in Business (VetHUB); and

2.3.1.2 Ability of University to comply with laws regarding purchases from persons with disabilities.

2.3.2 Evaluation Criteria

An Evaluation Committee (“Committee”) will review all responses to determine which Respondent have qualified for consideration according to the criteria stated herein. The Committee’s evaluations will be based on all available information, including qualification statements, subsequent interviews, if necessary, reports, discussions, reference checks, and other appropriate checks. The highest rated Respondent(s) evaluated by the Committee may be invited to make an oral presentation of their written response to the Committee.

Responses may be evaluated using “best value” criteria as authorized in Section 51.9335, of the education code:

http://www.statutes.legis.state.tx.us/Docs/ED/htm/ED.51.htm#51.9335

Criteria Scored Criteria Weight

Respondents’ Qualifications, Abilities, and Reputation (See Section 6, subsection 6.5 below)

20%

Respondents’ Quality of Proposed Goods or Services (Methodology and Approach) (See Section 6, subsection 6.6 below)

20%

Respondents’ ability to meet University’s needs (See Section 6, subsection 6.7 below)

20%

Respondents’ Price Proposal, and the long-term cost of using Respondent’s proposed Goods and/or services (See Section 6, subsection 6.8 below)

35%

Respondents’ Staffing Resources and Past Business Relationship Strength with the University (See Section 6, subsection 6.9 below)

5%

Total 100

2.3.3 Evaluation of Response

The evaluation of the responses shall be based on the evaluation criteria as described in this solicitation. All responsive responses will be reviewed, evaluated, and ranked by Committee. This includes any scoring adjustments for outliers or other additional considerations as specified by this solicitation including the submission proposed fee and pricing.

2.3.4 Advancement Criteria

The University may determine a competitive range for short-list interviews/presentations. The competitive range shall consist of the solicitation responses that receive the highest scores or most satisfactory ratings, based on the published evaluation criteria and procedures governing this procurement. Cutoff for the Competitive Range may be based on the top scores for a specific number of responses or based on a “natural break”.” Reasoned judgment will establish the "natural break"; solicitation responses below the cutoff cannot be made successful through clarification and negotiations.

The University is not obligated to enforce a “natural break” in scores and reserves the right to advance a specific number of Respondents as qualified for interviews.

2.3.5 Final Score

The Technical Response Score and the Price Proposal, as determined by the standards outlined in Section 5, shall be included in the Respondent's final written score. After the initial assessment, the University may, at its sole discretion, request the Best and Final Offer (BAFO) from each respondent or, if applicable, only from those respondents whose solicitation responses satisfy the Advancement Criteria. A Respondent may choose to keep their initial solicitation response submitted or modify it, including with pricing, in response to a request for a BAFO. The Final Written Response Scores will be updated in line with the specified standards in Section 3 regarding any modifications made to the Respondent's initial solicitation response in the event that a response is received in response to a request for BAFO.

If the University determines it is necessary to have an Advancement Criteria round, the Final Score will be made up of the post interview scoring along with the Initial Price Proposal or BAFO Price Proposal when determining the highest-ranking Respondent.

Every round will be assessed independently by the University using the standards outlined in Section 3.

2.3.6 Eligibility for Award

For a Respondent to be eligible to be awarded the contract, the response must be responsive to the solicitation and University must be able to determine that the Respondent is responsible and has the resources and capacity to perform the resulting contract satisfactorily. Responsive responses are those that comply with all material aspects of the solicitation, conform to the solicitation documents, and meet the requirements set forth in this solicitation. Responses, which do not comply with all the terms and conditions of this solicitation, will be rejected as non-responsive.

Respondents(s) may be requested to submit additional written evidence verifying that the firm meets the minimum requirements described above and as necessary, to perform the requirements of the solicitation and be determined a responsible Respondent. Failure to provide any requested additional information may result in the Respondent being declared non-responsive and the response being rejected.

A person is not eligible to be considered for award of this solicitation or any resulting contract or to be a subcontractor of the Respondent or Prime Contractor if the person assisted in the development of this solicitation or any part of this solicitation or if the person participated in a project related to this solicitation when such participation would give the person special knowledge that would give that Respondent or a Prime Contractor an unfair advantage over other Respondents.

Only individual firms or lawfully formed business organizations may apply (This does not preclude a Respondent from using subcontractors or contractors.) University will contract only with the individual firm or formal organization that submits a response to this solicitation.

In the event that only one (1) Response is received in reply to the advertised solicitation or only one (1) Response passes the Initial Responsiveness Screening, the University will review the Response for compliance with specifications, identify any areas of non-compliance, and if applicable, identify questions that need to be asked of the Respondent to clarify the Response.

The Response must meet all required technical specifications.

Pursuant to §361.965(d), Health and Safety Code, University will give preference to a Proposer that demonstrates a program to recycle computer equipment of other manufacturers, including collection events and manufacturer initiatives to accept computer equipment labeled with another manufacturer's brand (ref. Section 4.4.3)

2.4 Key Events Schedule

All RFP important or key events can be found on the Project Details section or the Import Events section of the University’s Procurement Portal.

NOTE: The University reserves the right to revise this schedule. Any such revision will be formalized by the issuance of an addendum to the RFP and posted in the University Bonfire portal for your convenience.

http://www.statutes.legis.state.tx.us/Docs/HS/htm/HS.361.htm#361.965

2.5 Veteran Heroes United in Business Submittal Requirements:

It is the policy of The University of Texas at Austin to promote and encourage contracting and subcontracting opportunities for Veteran Heroes United in Business (VetHUBs) in all contracts. The policy applies to all contracts with an expected value of $100,000 or more. If Owner determines that subcontracting opportunities are probable, then a VetHUB Subcontracting Plan (HSP) is a required element of the Qualifications. Failure to submit a required HSP will result in rejection of the Qualifications.

2.5.1 Statement of Probability: Owner has determined that subcontracting opportunities are probable in connection with this procurement solicitation. Therefore, an HSP is required as a part of the Respondent's Qualifications. Respondent shall develop and administer an HSP as a part of the Respondent's Qualifications in accordance with the Policy on Utilization of VetHUBs

(ATTACHMENT THREE).

A list of service-disabled veterans trade organizations and development centers can be found at:

http://www.comptroller.texas.gov/purchasing/vendor/hub/resources.php

2.5.2 Respondent must complete and submit the HSP in accordance with the Terms and Conditions of this solicitation. Refer to APPENDIX THREE for instructions on how to access the HSP. Respondents that fail to submit the signed HSP will be considered non-responsive to this RFQ as required by §2161.252, Government Code

Questions regarding the E-HSP may be directed to:

Contact: Gary Hampton Jr., Vendor Management Office Email: utvethub-HSP@austin.utexas.edu

2.5.3 At the same time Respondent submits its response no later than the Submittal Deadline (ref.

Project Detail Page). University will review Respondent’s HSP prior to opening the response to confirm Respondent submitted HSP. Respondent’s failure to submit the HSP will result in University’s reject of the response as non-responsive due to material failure to comply with advertised specifications

2.5.4 University may offer Respondent an opportunity to seek informal review of its draft HSP by University’s VetHUB Office before the Submittal Deadline. The informal review can be submitted via email at utvethub-hsp@austin.utexas.edu.

2.6 Public Information

Respondent is hereby notified that University strictly adheres to all statutes, court decisions, and the opinions of the Texas Attorney General with respect to disclosure of public information.

University may seek to protect from disclosure all information submitted in response to this RFP until such time as a final agreement is executed.

Upon execution of a final agreement, University will consider all information, documentation, and other materials requested to be submitted in response to this solicitation, to be of a non-confidential and non-proprietary nature and, therefore, subject to public disclosure under the Texas Public Information Act (ref.

Chapter 552, Government Code). Prop will be advised of a request for public information that implicates their materials and will have the opportunity to raise any objections to disclosure to the Texas Attorney General. Certain information may be protected from release under §§552.101, 552.104, 552.110, 552.113, and 552.131, Government Code.

http://www.comptroller.texas.gov/purchasing/vendor/hub/resources.php http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.2161.htm#2161.252 mailto:utvethub-hsp@austin.utexas.edu http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.552.htm http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.552.htm#552.101 http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.552.htm#552.104 http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.552.htm#552.110 http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.552.htm#552.113 http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.552.htm#552.131

2.7 Pre-Proposal Conference

University will hold a pre-proposal conference at 11:00 AM Central Time on Wednesday, April 15th, 2026. The pre-proposal conference will allow all Proposers an opportunity to ask University’s representatives relevant questions and clarify provisions of this RFP. Proposer can assess the conference details in the Events section of the University’s Procurement Portal. Attendance at the pre-proposal conference is required.

Any questions in connection with this solicitation must be submitted in writing via the University’s Procurement Portal via the Public Q&A Messager Board. Potential Proposers who cannot participate are encouraged to submit questions in writing by the Questions Due Date listed on the Project Details section or the Important Events of the University’s Procurement Portal. University will answer submitted questions on a rolling basis prior to the final due date.

2.8 Site Visit

Two guided tours of the facilities will be included as a part of the conference agenda. This may be the only opportunity for potential respondents to view the Project site(s) before the submittal deadline.

Proposers can assess the site visit details in the Events section of the University’s Procurement Portal.

The first site visit will be held on Monday, April 13th, 2026, from 10:00 AM to 11:30 AM Central Time.

Attendance at the first site visit is required.

The second site visit will be held on Wednesday, April 29th, 2026, from 2:00 PM to 3:30 PM.

Attendance at the second site visit is optional.

SECTION 3

SUBMISSION OF PROPOSAL

3.1 Submission

Proposals must be received by University on or before the Close Date (ref. Section 2.1) via University’s Procurement portal.

3.2 Proposal Validity Period

Each proposal must state that it will remain valid for University’s acceptance for a minimum of one hundred and eighty (180) days after the Submittal Deadline, to allow time for evaluation, selection, and any unforeseen delays.

3.3 Terms and Conditions

Respondents must comply with the requirements and specifications contained in this solicitation, including the Terms and Conditions (ref. ATTACHMENT 2). If there is a conflict among the provisions in this solicitation, the provision requiring Respondent to supply the better quality or greater quantity of services will prevail, or if such conflict does not involve quality or quantity, then interpretation will be in the following order of precedence: 1) University Terms and Conditions, 2) University referenced solicitation including all amendments issued by University, 3) the solicitation response as accepted and awarded by University.

Respondent may offer for University's consideration alternate provisions to the Terms and Conditions.

Alternates proposed must refer to the specific article(s) or section(s) concerned. General exceptions such as “company standard sales terms apply" or "will negotiate" are not acceptable.

Respondent’s exceptions will be reviewed by University and may result in disqualification of Respondent’s response as non-responsive to this solicitation. If Respondent’s exceptions do not result in disqualification of Respondent’s response, then University may consider Respondent’s exceptions when University evaluates the Respondent’s responses.

Respondent’s silence as to the terms and conditions shall be construed as an Indication of complete acceptance of these conditions as written.

The University shall not agree to any exceptions taken to the following terms and conditions for use of a proposed solution under the resulting contract:

3.3.1 Arbitration;

3.3.2 Limit of Liability;

3.3.3 Indemnification by University;

3.3.4 Wavier of class action by University;

3.3.5 Agree to personal jurisdiction or subject matter jurisdiction;

3.3.6 Any law other than Texas law;

3.3.7 Use of University Logos, except with written permission;

3.3.8 Cannot monetize or sell any data;

3.3.9 Mediation; and

3.3.10 Waiver of trial by jury

3.4 Submittal Checklist

Proposer is instructed to complete, sign, and return the following documents as a part of its proposal. If Proposer fails to return each of the following items with its proposal, then University may reject the proposal:

3.4.1 Signed and Completed Execution of Offer (ref. Appendix 1)

3.4.2 Signed and Completed Acknowledgment of Addenda (ref. Appendix 2)

3.4.3 Signed and Completed Pricing and Delivery Schedule (ref. Section 5)

3.4.3.1 Include any supporting documents and BidTables as requested in Euna (previously

Bonfire)

3.4.4 Responses to questions and requests for information in the Specifications and Scope of Work (ref.

Section 4) and Project Instructions (ref. Section 6)

3.4.5 Signed and completed originals of the VetHUB Subcontracting Plan or other applicable documents

(ref. Section 2.5 and ATTACHMENT THREE).

3.4.6 Signed and Completed Certificate Of Interested Parties, Form 1295 (ref. Attachment 8)

SECTION 4

SPECIFICATIONS AND SCOPE OF WORK

4.1 General

Minimum requirements and specifications for Work, as well as certain requests for information to be provided by Proposer as part of its proposal, are set forth below. As indicated in Section 2.3, contractor means the successful Proposer or Respondent.

4.1.1 Multiple Awards: University reserves the right to make multiple awards against this RFP either in whole or in part. Bidders may submit proposals for any individual component of the Scope of Work or for the full Scope of Work. Bidders should clearly indicate which component(s) they are proposing to perform and provide all required information for those components.

4.1.2 Teaming Proposals: University will accept teamed proposals for this RFP, such as a partnerships between a system integrator and an acoustic treatment provider. Teamed proposals should clearly indicate the prime and sub contractor(s) and outline the responsibilities and scope of work for each party.

4.2 Term of Agreement

University anticipates that the term of the Agreement may be up to three (3) years with the initial term of the Agreement proposed to begin on July 1, 2026, and proposed to expire on June 30, 2029. University may elect to renew the Agreement for up to two (2) additional three (3) year terms.

4.3 Minimum Requirements

Each Proposal must include information that clearly indicates that Proposer meets each of the following minimum qualification requirements:

4.3.1 Equipment must have a minimum of a one (1) year manufacturer’s warranty period and one (1) year initial warranty for the system installation at no additional cost.

4.4 Additional Submittals Specific to this RFP

Proposer must submit the following information as part of Proposer’s proposal:

4.4.1 If Proposer takes exception to any terms or conditions set forth in the Agreement (ref.

ATTACHMENT TWO), Proposer must submit a red-lined version of ATTACHMENT TWO and a detailed list of reasons for the exceptions as part of its proposal. If Proposer agrees with terms or conditions set forth in the ATTACHMENT TWO, Proposer will submit a written statement acknowledging it.

4.4.2 By signing the Execution of Offer (APPENDIX ONE), Proposer agrees to comply with Certificate of

Interested Parties laws (ref. §2252.908, Government Code) and 1 TAC §§46.1 through 46.5) as implemented by the Texas Ethics Commission (TEC), including, among other things, providing TEC and University with information required on the form promulgated by TEC and set forth in ATTACHMENT EIGHT. Proposer may learn more about these disclosure requirements, including applicable exceptions and use of the TEC electronic filing system, by reviewing §2252.908, Government Code, and information on the TEC website at https://www.ethics.state.tx.us/resources/FAQs/FAQ_Form1295.php.

4.5 Scope of Work

The University reserves the right to award multiple contracts based on individual components or to award a single contract covering the entire scope. Proposers are bidding to provide the following services to University:

http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.2252.htm#2252.908 https://texas-sos.appianportalsgov.com/rules-and-meetings?chapter=46&interface=VIEW_TAC&part=2&title=1 http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.2252.htm#2252.908 http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.2252.htm#2252.908 https://www.ethics.state.tx.us/resources/FAQs/FAQ_Form1295.php

4.5.1 Scope 1: Bass Concert Hall Audio Renovation.

Contractor will provide the equipment (or approved equal), installation, and services as specified in Attachment 4-2: Bass Concert Hall Audio Renovation 27 41 34 Specification and Equipment List.

Equipment will be installed as specified in Attachment 4: Bass Concert Hall Audio Renovation Drawings and in accordance with Attachment 4-1: Specifications for AV System Pathways. All required installed building electrical work indicated in these attachments will be done internally by University. Contractor will coordinate with The University of Texas at Austin for A/V interconnections to electrical power.

University will provide appropriate power supply and circuits to contractor provided internal rack distribution. University will terminate power at top of contractor provided circuit strips. University will provide bonding between electrical equipment and permanently installed racks if required. University will provide the additional circuiting and power outlets as shown on plan drawings. The successful contractor may request and coordinate minor modifications (location of circuit strips, outlet types, etc.) with the University if done directly after award and prior to commencement of electrical upgrades by the University. Refer to 5.01 detail 6. For purposes of this RFP, DIV 26 refers to University.

Schedule: Contractor should propose an installation timetable (number of working days) that it would normally expect to complete each phase of the project. University will collaboratively align Contractor’s proposed installation timetable with venue availability over the next twelve to eighteen months to ensure a successful installation. University anticipates working closely with Contractor to accomplish the installation and invites creative solutions, such as temporarily deploying elements of the main PA and/or other equipment in a “touring” modular arrangement rather than installed configuration.

The exact installation schedule will be discussed and determined between University and selected Contractor(s) as part of the RFP award process. Daily work hours, including start and end times during installation periods, shall be established by mutual agreement. Daily working hours are subject to the University’s operational requirements.

Contractors may be invited to give presentations to University and/or participate in a Best and Final Offer (BAFO) as part of the award process.

The commencement and conclusion of installer warranty periods in the case of a phased installation will be mutually agreed between University and Contractor during the contracting process.

University’s Consultant has arranged with the manufacturer(s) of certain long-lead items to ensure their availability for the project.

Installation conditions:

The successful AV contractor shall not be required to utilize union labor, stagehands, or the University’s in-house labor for any aspect of the project, including but not limited to rigging or installation activities.

The University will identify and provide areas for temporary on-site storage for the project within reason and space availability.

The University will handle all ALS compliance and will only need verification that the existing assisted listening system works within the newly installed system.

There are no existing pathways or conduit from the 7th level amp room to any delay speaker location in the house. There are crawlspaces for the 1st and 2nd balconies. Plenum rated cables are not required for this project. The stage floor is estimated to have a weight capacity of 200 lbs. per square foot; the University will verify this before installation begins.

The contractor should provide specifications/estimates for new AV equipment racks in the 7th level amp room (will be as needed in actual build).

The University shall provide access to one (1) loading dock slip for AV contractor vehicles transporting materials during installation, and up to five (5) no-cost parking spaces for contractor vehicles not transporting materials. All access shall be subject to the University’s operational requirements.

The contractor will provide a box sale of the required 1-ton motors, as specified in Attachment 6: Technical Specification Report Dedicated PA Hoists, that will be used to hang the main L/R arrays. The University will be responsible for the rigging installation of said motors and the ½ ton motors being used for the sub arrays (these are already existing in-house and will be inspected/certified before the project begins). All of these motors will be permanently rigged onto the AP grid and only moved on the I-beam itself for touring shows or maintenance/inspections. The contractor will be responsible for all rigging below the chain motor hooks.

The list below for Scope 1 is in order of priority.

Phase 1 (completed over the next 24 months)

4.5.1.1 Sound Reinforcement System – Main Speakers, Network & Infrastructure, FOH (A01, A02, A02.4, A02.6, A03, A08), including associated cabling and infrastructure.

4.5.1.2 FOH Console and Stage Boxes (A03.1, A07)

4.5.1.3 Stage Monitor Speakers and Equipment (A04)

4.5.1.4 Monitor Console (A04.01)

4.5.1.5 Wireless Microphones (A05)

4.5.1.6 In-Ear Monitors (A04.2)

Phase 2 (completed over the next 24 months)

4.5.1.7 Sound Reinforcement System – Delays, Upper Center (A02.1, A02.2, A02.3, A02.5), including associated cabling and infrastructure.

4.5.1.8 Renovation of Distributed Lobby and Backstage Audio Zones (A06)

4.5.1.9 Wireless Intercom System (Add/Alt #1)

4.5.1.10 Provision and installation of IPTV locations (Add/Alt #2)

4.5.2 Scope 2: McCullough Theater Supplemental Equipment

TPA will combine decommissioned equipment from Bass Concert Hall with the following supplemental equipment to create an updated audio reinforcement system for TPA’s McCullogh Theater (400-seat proscenium venue). Contractor will provide line-item pricing for the following equipment (or approved equal). Used equipment is acceptable and expected for certain items that are no longer manufactured. TPA will perform all aspects of the installation of the specified equipment for Scope 2.

Console/Front-of-House

Motion Labs PD Spec:

• Rolling Rack PDU 5W Cam In/Thru, 400amp Main, Power Meter

• 12x Edison Duplex-Front

• 6x L5-30, 3x L6-30, 6x L21-30-Rear

• 16RU Steel Liner

• Shock Mounted ATA Case, ETL Listed

PA System/Monitors

4.5.3 Scope 3: Bass Concert Hall Acoustic Improvements

The contractor shall provide pricing and a proposed implementation approach for acoustical mitigation measures in Bass Concert Hall as depicted in Attachment 5: Bass Concert Hall Acoustical Improvement Drawings and Material Examples. The Contractor is not expected to perform the installation directly and may subcontract all or portions of this scope.

Proposal to provide breakout prices by treatment area to allow for partial award of scope if necessary.

The Contractor shall propose materials that are equivalent to the basis of design identified in Attachment 5. Final color and material selection to be coordinated with Owner prior to procurement.

The proposal shall describe the anticipated means and methods of implementation, including subcontractor coordination, required access, and integration with the venue’s event schedule.

The Contractor shall provide an estimated duration (in working days) for each treatment area, acknowledging that installation may be required to occur during dark periods between scheduled events.

Item Quantity

DB25 to XLR-Male AES3 Cable 1

Motion Labs 400 amp power distro 1

MacBook Pro 14-Inch M4 1

Middle Atlantic UPS-S2200R 2

Gator Cases 12U Road Rack Case 1

Middle Atlantic 2U Rack Shelf 1

Middle Atlantic 2U Rack Drawer 2

Netgear AV Line M4250 GSM4212P 4

Item Quantity

L-Acoustics Kiva Speaker 10

L-Acoustics Kibu Fly Bar 2

NL4 - Y Cable 7

NL4 2' Cable 6

L-Acoustics SB18 2

Gator Cases 16U Road Rack Case 1

Eye Clamp for 2" Truss 4

L-Acoustics M-BUMP for flying SB18 2

L-Acoustics SB18PLA-2 Dolly 2

L-Acoustics SB18 Covers 2

The scope of work for the contactor/sub-contractor to include dimensioned elevations for the acoustic paneling and soft goods. The estimated square footage is as follows:

Back Walls: 800 sq.ft. per level (Orchestra, 1st balcony, 2nd balcony) for a total of 2,400 sq. ft Orchestra level vestibules: 800 sq. ft. total Lapendaries: These to span roughly 90 ft.; above each of the six catwalks. Assume 3’ festoons on 12’ centers.

Upper Side Walls: 3,200 sq.ft. on each wall for a total of 6,400 sq.ft.

4.5.4 Contractor Responsibilities

4.5.4.1 Contractor will perform the work in accordance with the attached specifications, including any amendment or revision by University or Contractor.

4.5.4.2 Contractor must provide all labor, materials, equipment necessary tools, test equipment hoisting, transportation, supervision and coordination necessary to complete the installation of the “AV Systems” as described in the specifications and illustrated on the Project drawings (ref. ATTACHMENT 4).

4.5.4.3 Contractor shall provide based on the Contract Documents, a complete, turnkey system, tested and ready for acceptance testing. The Contract Documents are developed to the extent required to properly convey design intent, signal flow, and system infrastructure.

Contractor will supply any additional equipment required to provide a complete and working system.

4.5.4.4 Contractor will supply any accessories, such as power supplies, adaptors, connectors and converters, required to provide a complete and working system.

4.5.4.5 System features or devices which are mentioned in one part of the Contract Documents may not be shown in the other. In case of conflict between the written specifications and the drawings, Contractor must seek clarification from the Consultant. If the Contractor fails to obtain such clarification, the interpretation of the consultant will prevail.

4.5.4.6 Contractor will notify University and Consultant of any anticipated delays arising during the project and develop plans to mitigate any schedule disruptions. Due to the potential for lost revenue to TPA resulting from event cancelation or delay if certain phases of the project are not completed on time, the contract will include provision for financial penalty for Contractor resulting from schedule delays that impact TPA’s operation capabilities.

4.5.4.7 Contractor will provide or arrange for any supplemental support equipment (scissor lifts, man lifts, forklifts, etc.) required for the preparation and execution of the Services, if not already available at the site.

4.5.4.8 Contractor must ensure that University’s buildings are not damaged during the work.

Contractor will be responsible for any repairs required.

4.5.4.9 Contractor will provide Personal Protective Equipment (PPE) for all on-site personnel, including, but not limited to: vests, hard hats, and any required harnesses and equipment as required. Contractor acknowledges that it is their responsibility to ensure the Contractor’s personnel properly observe all safety procedures.

4.5.4.10 Contractor must ensure all staff adhere fully to University safety regulations in the execution of the Services and must maintain a safe working environment.

4.5.4.11 Contractor and all its Subcontractors shall comply with all applicable laws, regulations, consensus standards, and best work practices of any public body having jurisdiction for the safety of persons or property to protect them from damage, injury or loss and erect and maintain all necessary safeguards for such safety and protection.

4.5.4.12 Contractor must obtain and keep current all licenses required to fully perform the Services under City, County, State, and Federal Law.

4.5.4.13 Scope includes renovation of the audio, intercom, and distributed TV systems. Existing systems that are not noted on the drawings or in the specifications shall remain operational and fully functional. Contractor will alert the University if new work is expected to impact or change functionality of existing systems that are not identified in the scope of work.

4.7.4.14 Demo scope includes removal of legacy sound system and amplifier equipment. All salvageable equipment, including rack mounted equipment and loudspeakers shall be removed, transported to the truck dock, and palletized for the University. All equipment that remain will be marked or designated.

4.6 Additional As-Needed Services

4.6.1 Scope 4: Ongoing Service and Support

Contractor will propose hourly rates or flat annual fees during the term of the contract for ongoing support of the systems described in Scope 1 beyond the manufacturer’s initial warranty period.

Contractor must include a minimum of one (1) year initial warranty for the system installation at no additional cost. Attic stock spares are listed for the critical equipment on pg. 32 of the AV Systems (274134) document as the University is not looking for spares for everything. The University is looking for guaranteed technical support/response to any critical issue that may arise within the warranty period and understand that gear procurement, if needed, would have different lead times depending on the item.

4.6.2 Scope 5: Rental Equipment and Services

Contractor will provide reference pricing for daily, 3-day, and weekly rental of commonly needed supplemental audio/video equipment and related services.

4.6.2.1 Side-fills with subs. For music shows and occasionally dance/comedy. Example equipment:

A. (1) d&b J Subs with small stack of J speakers (per side) or V-Sub with V10p point source on top (per side)

4.6.2.2 Orchestral mic package. Large quantity of high-quality mics for high input count orchestras, sometimes preference for clip-on mics instead of mics on stands for strings.

For films with orchestra, music shows with ensembles, Example equipment:

A. 20-40 DPA 4099 clip ons, 10-20 Neumann KM184s, 5-10 AKG 414s, etc.

4.6.2.3 Sub-snake package. Various lengths of high-quality/high channel count audio snakes for running wired XLR lines Ffor music shows, orchestras, general show use. Example equipment:

A. Whirlwind Medusa Snakes (various lengths)

4.6.2.4 High channel count RF mic package. To supplement existing 12 channels for large locally-produced musical theater projects. Example equipment:

A. Shure Axient or ULXD digital RF systems – as much as 50 channels

4.6.2.5 Line Array PA system package (during potential long turnaround period of striking existing PA system into new installed system)

A. L-Acoustics or d&b line array system: 14-16 K2/K3 or V/KSL line array units per side, 2-3KS28s

- or - B2/SL-Sub/J-Sub per side, and 4-6 8XT or Y10p for front fills with all appropriate amps/cabling/speaker rigging/power distro/tech.

4.6.3 Scope 6: Existing issues with audio cabling

Contractor will provide time and materials rate for troubleshooting and repairing existing audio patch-bay lines from orchestra level house mix position to 7th level amp room. There have been noise/grounding issues with some of these lines occasionally.

4.7 For information only

Interfacing with existing network:

The current Netgear M4250s (stage, FOH, L7) will be repurposed to fit within the new Dante section of the network system as the secondary network switches (notated on the design drawings as “existing”). They will have VLANs for Dante Secondary and ZeeVee video at FOH and L7 locations (noted in the one-line drawings). The Aps will be connected to the new Dante primary Netgear M4250 switches for wireless control. All of these switches will be connected to the new core Netgear M4350 switches in the basement including one of the existing Netgear M4300 (basement video switch). This existing basement switch is connected to the larger video network (M4300 in Bass LX booth, M4300 in McCullough LX booth, M4250 in 2nd floor lobby office, existing switches at FOH/L7).

PA cabling:

Because of the heavier SC32 cables needed for the L2 PA we are looking a solution to make the cabling coming down and up from the AP grid achievable with one person when we hang or strike the system. All the speaker cabling should always be patched to the installed AP grid wall panels and would be lowered down from the AP grid to connect to the speakers when building on deck.

Then they would be brought up when the PA is at high trim, and any slack would be stored on the AP grid during use. We would like a solution to manage this cable/tasks (both SC32 and NL8/4) with either a motor, pully, or similar system.

SECTION 5

PRICING AND DELIVERY SCHEDULE

Proposal of: ___________________________________ (Proposer Name)

To: The University of Texas System

RFP No.: 721-26074

Ladies and Gentlemen:

Having examined specifications and requirements of this RFP (including attachments and appendices), the undersigned proposes to furnish Work upon the pricing terms quoted below. The University will not accept proposals which include assumptions or exceptions to the work identified in this RFP.

Respondents must complete this section in its entirety and may supplement this section with additional pages to provide the University with a more detailed breakdown, backup and/or options of related cost associated with the services being solicited in this solicitation. The Total Cost (hourly rates) must be inclusive of all associated costs. University will not reimburse Contractor for expenses and will not recognize or accept any additional charges or fees.

For the purposes of this solicitation, University will review the overall rate structure to evaluate its reasonableness for the anticipated work. Failure to fully disclose any fees or cost and to comply with the requirements herein may be cause for University to reject, as non-compliant, a response from further consideration.

5.1 Discounts

Describe all discounts that may be available to University, including, educational, federal, state, and local discounts.

5.2 Total Cost

In Euna (previously Bonfire) “BidTable - Section 4 SOW - Scope 1 & 2” and “BidTable - Section 4 SOW - Scope 3 - 6” provide all requested pricing for each scope. The total proposed cost will be a firm fixed cost for the deliverables described in this RFP. Respondent may respond to one or more scopes.

5.3 Total Cost Breakdown

Proposal shall include a detailed breakdown of pricing for all scopes listed above, including line-item pricing for all equipment and rates for services.

5.3.1 Provide an itemized price list for Scope 1 (ref. Section 4.5.1) as attachment under the corresponding section in Requested Information.

5.4 Additional Services Related Services

Respondents shall provide a price list for any other available goods, services, or benefits that may not be mentioned or reflected in this RFP. These goods and services may not be utilized by University, but pricing is requested.

5.5 Payment Terms

University’s standard payment terms are “net 30 days” as mandated by the Texas Prompt Payment Act (ref. Chapter 2251, Government Code).

Indicate below the prompt payment discount that Respondent offers:

Prompt Payment Discount: _____% days/net 30 days.

The University of Texas at Austin has implemented the JP Morgan Chase Single Use Account (SUA) Program as the preferred method of payment. Using this method provides benefit to both the university and the supplier who will have their payment processed immediately. Any questions with regards to the SUA Program can be addressed to PaymentServices@austin.utexas.edu. Note: Your existing merchant interchange fees will apply.

Please indicate that you will accept payment under this program.

Yes No

Respondents should provide billing as follows:

Upon approval of the invoice by the University, Payment for services will be monthly after each service has been rendered.

5.6 Group Purchasing Organization (GPO) Contract

The University of Texas System subscribes to a GPO Accreditation Program as noted on the referenced website.

Any proposal being made under an available GPO contract that is recognized by UT System, shall be noted below for consideration by the University.

Cooperative Contract Name:

Cooperative Contract No.:

Cooperative Contract Term:

Cooperative Contract Website link:

5.7 Price Proposal Signature

The information in this RFP is to be utilized solely for preparing the proposal response to this RFP and does not constitute a commitment by University to procure any product or service in any volume.

Company:

Contact Name:

Title:

Email Address:

Date:

Signature:

http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.2251.htm mailto:PaymentServices@austin.utexas.edu https://www.utsystem.edu/offices/business-affairs/group-purchasing-organization-gpo-accreditation-program

Section 6 – Project Instructions

6.1 General Instructions

6.1.1 Respondent(s) should carefully read the information contained herein and submit a complete response to all requirements and questions as directed.

6.1.2 Responses and any other information submitted by Respondent in response to this solicitation shall become the property of university. The University will not provide compensation to Respondent(s) for any expenses incurred by the Respondent(s) for response preparation or for any demonstrations that may be made, unless otherwise expressly stated. Respondent(s) submit responses at their own risk and expense.

6.1.3 Responses, which are qualified with conditional clauses, or alterations, or items, not called for in the solicitation documents, or irregularities of any kind are subject to disqualification by university, at its option.

6.1.4 Each response should be prepared simply and economically, providing a straightforward, concise description of your firm's ability to meet the requirements of this solicitation.