6-Specifications.pdf

SPECIFICATIONS

Audio and Video System at the Leonel Castillo Community Center for Harris County Precinct 2

SCOPE

Harris County is seeking offers from qualified vendors to provide and install an audio and video system for Harris County Precinct 2.

PRE-BID CONFERENCE AND SITE VISIT

A pre-bid conference is scheduled for September 8, 2025, at 9:30 am CST at Leonel Castillo Community Center, 2101 South St, Houston, TX 77009. Attendance is not mandatory, but all vendors should attend in order to have a better understanding of the requirements of this project. Persons with disabilities requiring special accommodations should contact the Office of the Purchasing Agent at (713) 274-4400 at least two (2) days prior to the conference.

It is the responsibility of each vendor to examine the entire package, seek clarification in writing, and review their bid for accuracy before submitting. Questions relating to this project must be submitted in writing online within Bonfire at https://harriscountytx.bonfirehub.com. The deadline for submission of questions relating to this bid is listed on the Events Schedule within Bonfire. All questions submitted in writing prior to the deadline will be compiled and answered in writing. A copy of all questions and answers will be released as a Public Notice to all firms through Bonfire. The County will not be bound by any information conveyed verbally.

MAXIMUM CONTRACT VALUE

The total contract value must not exceed the informal threshold of $50,000 for this project.

SPECIAL REQUIREMENTS

Brand names and model numbers that may appear on the Pricing/Delivery Information sheet(s) are for reference only. It is not the intent of Harris County to restrict these offers in such cases, but to establish a desired quality of level of merchandise or to meet a pre-established standard due to like existing items. Offerors may offer items of equal stature and the burden of proof of such stature rests with offerors. Harris County shall act as sole judge in determining equality and acceptability of products offered.

This Offer does not obligate Harris County to the eventual purchase of any product/service described, implied or which may be proposed. Progress toward this end is solely at the discretion of Harris County and may be terminated at any time.

INVOICES

Harris County terms are Net 30. Awarded vendors shall only provide invoices once the project is complete and must invoice the total amount approved for the project. No deviations will be allowed without strict written approval from the Purchasing Department in the form of a Change Order to the PO.

Coordination of the project will be through the Harris County Precinct 2 and all invoices must be routed through their department. All invoices shall include submission requirements stated in the specifications.

PURCHASE ORDERS

Products and/or services must not be provided, and invoices will not be paid without a purchase order, signed by the Harris County Purchasing Agent. Once a purchase order is issued, the using department will contact vendor directly to provide a Notice-to-Proceed.

ALTERATION OF DOCUMENT

No alterations may be made to this document. Any alterations made may result in the bid being rejected. The terms and conditions contained within this bid supersede all conflicting terms within any cooperative purchasing contracts associated with this purchase.

TOLL/PARKING FEES

Any and all toll/parking FEES incurred by the vendor during the term of this contract will be the responsibility of the vendor.

INSTALLATION AND WARRANTY

Vendor warrants all services, materials and workmanship performed and shall conform to the requirements of the specifications. All services shall be performed by qualified personnel in accordance with the highest professional standards.

If, within three (3) years from the date of the initial installation is completed by the vendor and accepted by Harris County, a failure occurs with respect to any installed equipment or materials due to a defect in any part and/or equipment installed by and/or in workmanship of the vendors employees or subcontractors, the vendor shall make the appropriate repairs or replacements at no additional cost to Harris County. The vendor shall promptly respond to Harris County request to make repairs and shall document the cause of failures. The vendor shall document repairs with normal invoicing procedure, with NO CHARGE/WARRANTY CALL stamped and/or written legibly on all submitted invoices.

All equipment shall be warranted against defects and defects in workmanship for a period not less than three (3) years and shall cover 100% parts and labor. The warranty period shall commence upon date of acceptance by Harris County. If the manufacturer’s standard warranty period exceeds three (3) years, then the standard warranty period shall be in effect. The vendor shall be ultimately responsible for the warranty.

SPECIFICATIONS

Harris County is seeking offers from qualified vendors to provide a turnkey solution for an enterprise-grade quality audio and video system in the Leonel Castillo Community Center meeting space. The system will cater to various events such as community meetings, gala events, committee gatherings, trainings, advisory board meetings, panel discussions, and hybrid attendance meetings suitable for up to 100 attendees.

1. Site Description Space: Multipurpose room with existing ceiling-mounted projector and rolldown screen.

Dimensions: Approximately forty (40) ft by ninety (90) ft.

Structure: Brick interior walls and open ceiling with exposed support beams.

Existing Equipment: Epson projector currently ceiling mounted with wireless Miracast screen sharing device.

Other Features: An adjacent open office space with existing retractable room divider, no stage; a portable podium is utilized, and no floor plans available.

2. System Requirements Audio System

• Wireless Microphones: Four (4) hand-held units for speaker mobility and flexibility.

• Room Microphones: Minimum of four (4) array or ceiling-mounted microphones to capture audio during hybrid meetings.

• Audio Processing Equipment: Includes digital mixers, microphone receivers, and processors, with the ability to securely lock up the equipment. Only professional grade-audio gear minimizing distortion or interference.

• There is no existing audio system in the room.

Video System

• Conference Web Camera: To support hybrid meetings, ensuring clear video conference capabilities compatible with existing projector system. Room bars will not be considered for this application.

• Support for the following virtual meeting software platforms at minimum: Zoom, Webex, Microsoft

Teams

Integration and Compatibility

• Audio/Video will not connect to the internal County network; it must operate independent of the

County network.

• Electrical: No electrical outlets available within the room.

• Network: Any Local Area Network that is needed for audio devices to interface with each other will need to be configured and programmed by the vendor.

• There is no dedicated PC or laptop to operate conference calls.

• Ensure the audio and video systems integrate seamlessly with existing infrastructure.

Racking

• Provide a secure rolling cabinet to be under physical key lock, kept in the room, and moved around as needed to operate.

Vendors may reference the following brands/manufacturers for the following equipment:

• Microphones: Sennheiser or Shure or equivalent.

• Digital Sound Processing: Sennheiser or equivalent.

• Mixer: Shure or Behringer or equivalent.

• Amplifier: QSC or Crown or equivalent.

• Media player (USB/CD/DVD): Denon or Yamaha or equivalent.

• Ceiling speakers: QSC or JBL or equivalent.

• Portable AV Rack: PTRK or Kendall Howard or equivalent.

3. User Training and Documentation

Quick Start Guide: Provide an easy-to-follow guide for basic operation of the audio and video system.

Training of Site Staff: Conduct comprehensive onsite training sessions for site staff to familiarize them with the system’s functionalities and maintenance. (A minimum of one (1) training session is required for approximately six (6) staff members)

Objectives

• Enhance audio and video quality for both in-person and hybrid events.

• Ensure user-friendly operation with documented guidance and training.

• Provide physical security solutions for audio processing equipment to avoid tampering or unauthorized access.

4. Implementation Plan Site Assessment

• Conduct a detailed assessment of the location to determine the optimal placement for audio and video equipment.

• Determine compatible audio system to integrate with existing ceiling projector system.

System Design

• Design a custom audio system tailored to the space’s unique characteristics and requirements.

Installation and Project Management

• Install wireless hand-held microphones, room microphones, conference web camera, and audio processing equipment.

• Securely mount and lock up audio processing equipment.

• Render installation services between the hours of 8:00 AM and 5:00 PM CST, Monday through Friday.

• Vendor is responsible for project management, installation, and testing.

Testing and Calibration

• Test and calibrate all installed equipment to ensure seamless performance.

• Conduct trial runs to confirm system reliability for various event scenarios including hybrid meetings with virtual attendees.

• Provide step-by-step instructions on how to conduct hybrid and in-person meetings.

User Training

• Deliver onsite training sessions for end users and site staff, covering essential operations and troubleshooting.

• Distribute the quick start guide to ensure end users can operate the system independently.

Final Review and Handover

• Conduct a final review of the system with Precinct 2 site supervisor and the Precinct 2 I.T. department.

• Deliver a system diagram for quick reference.

• Obtain client approval and sign-off on the completed work.

5. System Warranty

• Provide documentation regarding the manufacturer's warranty (3-year minimum) for the hardware equipment.

• Provide warranty options for all installation and programming work that also covers any installation or programming defects.

6. Timeline

• Project Duration: Approximately twenty (20) weeks from site assessment to project completion.

Vendors shall include the estimated project schedule in the Requested Information section of Bonfire.

PRICING

Vendors shall provide all-inclusive pricing using the provided bid table format. All-inclusive pricing must incorporate the cost of associated labor, materials, equipment, programming, installation, warranty, training, documentation, and any ancillary components required to deliver a fully functional turnkey audio and video system as described in these specifications. No separate line item rates or charges will be accepted.

A 10% contingency shall be included in the total bid price and clearly identified as a separate line item. Vendors must also provide a breakdown of what is included in each bid table line item (tangible and non-tangible), including manufacturer name, model number, warranty coverage, and scope of associated services. No additional charges beyond the submitted pricing will be accepted without prior written authorization from the County.

Pricing shall remain firm.

The estimated bid quantities provided are contingent and only used only to evaluate bidder submissions. After award, a Purchase Order will be issued based upon the Precinct’s available budget for this work. The Vendor shall be paid based upon actual accepted work completed, at the unit price included within the bid. The Vendor shall not be entitled to any additional payment due to variations between the bid and actual quantities.