Audio_Visual_Equipment_19KE5019Q0011_Pre-Proposal_Conference_Questions_and_Answers.pdf

Amphitheater Video Wall Solicitation 19KE5019Q0011 Pre-Proposal Conference

September 5, 2019

Questions & Answers

Unclassified

Q1. What will the seating arrangement be?

A1. The seating arrangement will be facing the video wall, but in cases where we have an overflow, all the sound experience should be the same in the overflow section as it is in the front section of the amphitheater.

Q2. What times are events held in the amphitheater?

A2. Events take place at all times.

Q3. Do you have a three-phase power supply?

A3. Yes, we do.

Q4. Will there be some covering to the sides of the video wall?

A4. Not at this time. If we decide to do so, it will be at a future point in time. But the video wall should have a finish that is aesthetic.

Q5. What kinds of presentations will you have?

A5. Refer to the solicitation document, page 5 where the uses of the audio visual system has been shared.

Q6. Where will the closest person to the screen sit?

A6. About six meters away.

Q7. Have you decided on the exact position of the screen?

A7. Yes, that has been decided.

Q8. What if our brands that we deal with are not what you specified, but we propose and supply something different?

A8. You need to explain the situation and indicate that this equipment is equivalent or better. Then the technical panel will decide if it is acceptable.

Q9. You specified the housing for the camera in case of rain, but for the speaker you did not specify.

A9. The speakers will have dust covers.

Q10. Where were you planning to put the speakers?

A10. The placement of the speakers will be inside the tent and protected from rain.

The exact placement will be decided at a later point.

Q11. The document states that four technical personnel are required. Can we bring more?

A11. Four is the minimum. You can bring more.

Q12. Are we allowed to work after hours?

A12. We can discuss this at the time of implementation.

Q13. Are we looking at a way to run the cables similar to the current setup, or are we running our own trunking?

A13. Vendor will run new cable and trunking.

Q14. Will the current system come down?

A14. Yes.

Q15. Who will bring it down?

A15. The embassy will bring it down.

Q16. Will we train personnel from the Embassy when we are setting up the new solution?

A16. Yes.

Q17. When someone is doing a presentation, what will they plug into?

A17. Refer to the solicitation document. We will have a wireless control system.

Q18. Where will the control panel be? The specifications mention a tabletop control panel.

A18. We will keep the tabletop panel in the closet and we will also have an iPad to control sound and video input.

Q19. Will you have a stand for plugging in devices if need be?

A19. Yes.

Q20. Will the embassy build the floorbox?

A20. Yes, the civil works necessary to secure the video wall will be done by the

Embassy.

Q21. There is a section in the document about Kenya not being a danger pay post.

What does that mean?

A21. In the System for Award Management (SAM) website, there is a section that will ask about this and this is what you will answer.

Q21. Is the 1449 mandatory?

A. Yes.

Q22. Can you sign the same solicitation with two vendors?

A22. No, this type of contract will only go to one vendor.

Q23. Can I load on the itemized list an additional cost? Because based on the BOQ you indicate you want to control everything, then I may need to have an additional item.

A23. Please bid on the contract as is. If you wish to reduce the quantity of items, you have to explain why, and the technical review panel will decide based on your explanation if they want to move forward with it.

Q24. Where will the user connect the HDMI, is it to the screen or how far from the screen will it be?

A24. Refer to item number 26 in the pricing table for the wall plate. The location will be determined by the embassy upon installation. But it will be within the amphitheater.

Q25. On page 21 item 27, you are asking for outdoor APs. Will you supply the wireless network?

A25. Refer to line item 27 and line item 29 in the pricing table.

Q26. On page 25, item 33, we need clarification on the cat 6 cable. Will it be shielded or not?

A26. Shielded

Q27. Item 36 – rack cabinet, where will it be housed?

A27. There is a cable closet on the ground floor (basement) and the rack will be in that room. It’s a controlled room with keys. We have adequate space and electrical.

Q28. If the equipment has a 3 year warranty, does the warranty end after one year?

A28. No. Installation and equipment warranty are separate.

Q29.Is the threshold of $1 to $249000 inclusive of VAT?

A29. It is exclusive of VAT.

Q30. Where do we indicate the VAT amount and what is vatable or not?

A30. Just type or add a line below the Total Estimated amount with the appropriate VAT for items that attract VAT charges.

Q31. For those of us that already have SAM, so we just give you our SAM certification or do we also fill in forms.

A31. Fill in all required forms and provide the certification. If your SAM is not up to date, please update it.

Q32. What is DUNS?

A32. A DUNS number is the first step in the SAM registration process. The SAM website (the link is in the solicitation document) will take you to the DUNS registration site.

Q33. Kindly confirm if the person dropping the tender at the Truck Transfer area needs to be booked.

A33. They do not need to be booked.

Q34. Kindly illustrate more on blocks 17, 23 for SOLICITATION/CONTRACT/ORDER

FOR COMMERCIAL ITEMS where it states OFFEROR TO COMPLETE BLOCKS..

A34. Between Block 17 to 23, only populate sections, 17a Type “Name of the Contractor”

19, 20, 21, 22, 23, 24. Simply type “See attached”

Q34. Mounting positions of speakers and will it be able to handle the weight of speakers?

A34. Yes it will.

Q35. Will trunking for cabling between AV equipment be provided?

A35. No, vendor will provide own trunking.

Q36. Will power be provided at the required positions for AV equipment?

A36. Yes, power will be provided.

Q37. Position of PTZ camera to be defined?

A37. Yes, the vendor will be shown the position.

Q38. Type of Ceiling? Plasterboard, drop-in tiles, concrete etc.

A38. As stated in page 5 of the solicitation document, the amphitheater is covered by a permanent high-density tent but exposed to a great deal to the environment.

Q39. Type of Floor? Concrete, Tiles, Wood etc.

A39. Concrete.

Q40. Position of LED (Video Wall)?

A40. Position has been determined by the Embassy. It has been demonstrated during the pre-proposal conference. See attached drawings.

Q41. Position of Presenter Screen and should it be mounted on a floor stand?

A41. The presenter screen will be facing the video wall and hung from the top.

Q42. Is there a layout plan of the Amphitheatre that we can get, CAD, PDF?

A42. A layout plan is provided see PDF document attached.