842597audFred.pdf

For more information, please visit our online supplier portal, located at https://procurement.opengov.com/portal/frederickcountymd

FREDERICK COUNTY, MARYLAND

OFFICE OF

PROCUREMENT & CONTRACTING

Winchester Hall, Second Floor

12 East Church Street

Frederick, Maryland 21701

REQUEST FOR PROPOSALS (RFP) #26-954

Broadcast System and Audio Video Infrastructure

Proposal Due Date:

Tuesday, September 29, 2026, 3:00 pm

Buyer: Brian Stieg

Phone: (240) 931-8269

Email: bstieg@frederickcountymd.gov

Request For Proposal #26-954 Title: Broadcast System and Audio Video Infrastructure

Table Of Contents

1. EVENT SUMMARY

2. DEFINITIONS

3. PRE-PROPOSAL CONFERENCE

4. INQUIRIES AND ADDENDA

5. BID DEPOSIT

6. PERFORMANCE BOND

7. PAYMENT BOND

8. GENERAL CONDITIONS

9. SPECIAL CONDITIONS

10. SPECIFICATIONS

11. EVALUATION OF OFFERS

12. EVALUATION PHASES

13. SUBMISSION REQUIREMENTS

14. INSURANCE REQUIREMENTS

15. VENDOR QUESTIONNAIRE

16. ATTACHMENTS & EXHIBITS

Attachments:

A - SAMPLE_-_Agreement

B - Attachment 01_RFP

C - 26-954 Bid Bond

D - 26-954 Payment Bond

E - 26-954 Performance Bond

IMPORTANT: ADVISE THE PROCUREMENT AND CONTRACTING OFFICE IMMEDIATELY IF ANY OF THE ABOVE

DOCUMENTS ARE NOT ENCLOSED

1. EVENT SUMMARY

RFP Number: 26-954

RFP Name: Broadcast System and Audio Video Infrastructure

Issue Date: Monday, August 17, 2026

Buyer: Brian Stieg, Procurement Analyst IV bstieg@frederickcountymd.gov

(240) 931-8269

Pre-Proposal Date, Time and Location:

Wednesday, August 26, 2026, 3:00 pm

Teams Meeting:

https://teams.microsoft.com/meet/211448901759839?p=SSYaDMCJdLOfHhj3Th

Attendance: Non-Mandatory

Questions Due: Tuesday, September 8, 2026, 4:00 pm via the OpenGov Procurement Portal

RFP Due: Tuesday, September 29, 2026, 3:00 pm

Proposal Submission: https://procurement.opengov.com/portal/frederickcountymd/projects/276082

Note: Only electronic submissions will be accepted. PLEASE NOTE THAT

REGISTRATION WILL TAKE TWO (2) BUSINESS DAYS.

Agreement Term: TBD

Tentative

Presentation/Interview

Dates:

October 13, 2026 and October 14, 2026

Bid Deposit: Yes, 5%

Performance Bond: Yes, 100%

Payment Bond: Yes, 100%

* Be advised: If County administrative offices have been officially closed for any reason, the Pre-Proposal

Conference will be rescheduled via Addenda posted on the website the morning after the closing event.

https://procurement.opengov.com/portal/frederickcountymd/projects/276082

** Be advised: In the event that County administrative offices are closed or delayed on the date that submissions are due, the solicitation will be opened the next business day at the same time indicated in the

Event Summary section at the front of this document.

2. DEFINITIONS

A. AC – air conditioning

B. Addenda – Formal alteration of a solicitation or Agreement in writing (When applicable, Addenda are available on the Procurement & Contracting website.)

C. Agreement – The Request for Proposal Documents and any addenda, the Contractor’s response to this solicitation, and subsequent Purchase Orders

D. Alternate Proposals – A second proposal for a single item that intentionally offers a substitute product or service that varies from the stated specifications

E. Buyer – The County’s Procurement & Contracting representative or Designee for the solicitation process and/or any Agreement that may result from award of this solicitation

F. CCU – camera control unit

G. CG – Character Generator

H. Contractor – Any Offeror; most often the successful Offeror

I. County – Frederick County, Maryland

J. CRB – Contractor Responsibility Board

K. Designee – Specifically appointed alternate signatory or decision maker

L. DSP – Digital Signal Processor

M. FCG – Frederick County Government

N. HD – High Definition

O. HVAC – heating, ventilation and air conditioning

P. HW - Hardware

Q. Interested Party – An actual or prospective Offeror or Contractor that may be interested in the award of a contract

R. I/O – Input/Output

S. Issuing Office – Frederick County, Maryland Office of Procurement & Contracting, 12 East Church

Street, Frederick, Maryland 21701

T. LED – Light-emitting diode

U. MPIA – Maryland Public Information Act request for information

V. Offeror – Any entity that submits a response to this solicitation

W. PA – public address

X. P&C – Frederick County, Maryland Office of Procurement & Contracting

Y. PIP – Picture In Picture

Z. Proposal – All information submitted by the Contractor in response to this solicitation

AA. Purchase Order – The document by which the Contractor receives formal notification to perform work or deliver goods

BB. Request for Proposals (RFP) – All documents identified in the Table of Contents, including any addenda

CC. RSS – Really Simple Syndication

DD. SDI – Serial Digital Interface

EE. Solicitation – The Request for Proposal

FF. SW - Software

GG. User Agency – County division, department, or office for which goods and/or services are being purchased

HH.VOD – Video on Demand

II. VOG – Voice of God

JJ. XLR – External Line Return

3. PRE-PROPOSAL CONFERENCE

A. A Pre-Proposal Conference will be held on Wednesday, August 26, 2026 at 3:00 pm to discuss objectives and answer questions relating to this solicitation. Contractor’s attendance is not required but is strongly encouraged. Additionally, attendance may facilitate the Contractor’s understanding of the requirements.

B. It is recommended that Contractors read the solicitation prior to the conference and bring a copy to the conference.

C. If there is a need for language interpretation and/or other special accommodations, please advise the

Buyer via email so that reasonable efforts may be made to provide special accommodations.

D. MICROSOFT TEAMS™ MEETING: The Pre-Proposal will be an online and virtual Microsoft Teams™ meeting. However, in the event that a participant has difficulty joining virtually, a phone number for calling into the meeting is available.

Meeting Link: https://teams.microsoft.com/meet/211448901759839?p=SSYaDMCJdLOfHhj3Th

Phone: 667-217-6643, Conference ID: 127 274 54#

E. If County administrative offices have been officially closed or delayed for any reason, the Pre-Proposal

Conference will be rescheduled via Addenda posted on the website the morning after the closing event.

4. INQUIRIES AND ADDENDA

A. The P&C Buyer from the Issuing Office is the sole point of contact for this solicitation. Questions concerning this solicitation must be addressed in writing and submitted to the OpenGov Procurement

Portal by Tuesday, September 8, 2026 at 4:00 pm.

B. Addenda to solicitations often occur prior to the proposal opening, sometimes within a few hours of the opening. It is the potential Contractor’s responsibility to visit the P&C OpenGov Procurement

Portal at https://procurement.opengov.com/portal/frederickcountymd/projects/276082 to obtain

Addenda.

5. BID DEPOSIT

A. A bid deposit is required. Such bid deposits shall be in the amount deemed adequate by the County at the sole discretion of the Director of P&C. The deposit shall be a certified check, cashier’s check, or treasurer’s check drawn upon a solvent clearing house bank, or a bid bond issued by an insurance company licensed to do business in Maryland made payable to Frederick County, Maryland. A combination of certified check and bid bonds is not an acceptable response to the bid deposit requirement.

B. Bid deposits in the form of certified checks will be returned to the unsuccessful Contractors upon the award of the contract, and to the successful Contractor upon execution of the Agreement and meeting of bond requirements, if applicable.

C. The successful Contractor’s failure to execute the Agreement after the award shall result in the deposit being forfeited to the County as liquidated damages.

6. PERFORMANCE BOND

A fully executed performance bond for the full amount of the contract is required of the Contractor within ten days after award notification. The bond shall be issued by a surety company licensed to do business in

Maryland. Acceptance of the form of bond will be determined at the sole discretion of the Director of

P&C. No improperly completed bond, at the sole determination of the Director of P&C, will be accepted or https://teams.microsoft.com/meet/211448901759839?p=SSYaDMCJdLOfHhj3Th considered for acceptance. The successful bidder’s failure to provide the performance bond within ten working days after the award shall result in the award being cancelled and the deposit being forfeited as liquidated damages.

7. PAYMENT BOND

A fully executed payment bond for the full amount of the contract is required of the Contractor within ten days after award notification. The bond shall be issued by a surety company licensed to do business in

Maryland. Acceptance of the form of bond will be determined at the sole discretion of the Director of

P&C. No improperly completed bond, at the sole determination of the Director of P&C, will be accepted or considered for acceptance. The successful bidder’s failure to provide the payment bond within ten working days after the award shall result in the award being cancelled and the deposit being forfeited as liquidated damages.

8. GENERAL CONDITIONS

8.1. RESERVATIONS

A. The Director of P&C reserves the right to reject any or all proposals or parts of proposals when, in P&C's reasoned judgment, the public interest will be served thereby.

B. The Director of P&C may waive formalities or technicalities in proposals as the interest of the County may require.

C. The Director of P&C reserves the right to increase or decrease the quantities to be purchased at the prices offered. The quantity intended to be purchased and the period and percentage amount of any such reservation will be stated in the solicitation.

D. The Director of P&C reserves the right to award contracts or place orders on a lump sum or individual item basis, or such combination as shall, in P&C's judgment, be in the best interest of the County.

E. The Director of P&C may waive minor differences in specifications provided these differences do not violate the specification intent nor materially affect the operation for which the item or items are being purchased, nor increase the estimated cost of maintenance and repair to the County.

F. The Director of P&C may reject any proposal which shows any omission, irregularity, alteration of forms, additions not called for, conditional or unconditional unresponsiveness, or proposals obviously unbalanced.

G. Responsibility and responsiveness of any Contractor’s proposal will be determined at the sole discretion of the Director of P&C.

8.2. COMPETITION

A. A Contractor may offer only one price on each item though it may have two or more types that meet specifications. Contractors must determine for themselves which to offer. Submission by a single

Contractor of more than one price for a single item shall be sufficient cause for rejection of all prices for that item submitted by the Contractor.

B. All proposals must be accompanied by descriptive literature as may be called for by the specifications or proposal. Specifications provided are based on County needs and uses, estimated costs of operation and maintenance, and other significant and/or limiting factors to meet County requirements and shall be consistent with County policies. Minimum specifications, and maximum specifications, where included, are not established arbitrarily to limit competition or to exclude otherwise competitive

Contractors.

8.3. PERIOD OF VALIDITY

Unless otherwise specified, all formal proposals submitted shall be irrevocable for 120 days following the proposal opening date, unless the Contractor agrees to an extension. Proposals may not be withdrawn during this period. The County may request an extension of the Period of Validity via email to the Contractor’s representative.

8.4. GOVERNING LAW

A. This contract shall be governed by and construed in accordance with the laws of the State of Maryland without regard to any choice of law principles that would dictate the laws of any other jurisdiction. The parties agree that the exclusive venue for any and all actions related hereto shall be the appropriate

Federal or State court located within the State of Maryland.

B. The laws of the State of Maryland and Frederick County shall govern the resolution of any issue arising in connection with the contract, including, but not limited to, all questions on the validity of the contract, the capacity of the parties to enter therein, any modification or amendment thereto, and the rights and obligations of the parties hereunder.

8.5. DISPUTE PROCEDURES

A. Upon notification of award, non-awarded Contractors may protest the process or award by utilizing the protest procedures available on the P&C website: www.frederickcountymd.gov/procurement

B. After award and during contract performance, the awarded Contractor may dispute proceedings or performance by:

1. Notifying Using Agency in writing on Contractor letterhead of the disputed issues and requesting a meeting to discuss and come to resolution with the Using Agency Division Director.

2. If no resolution is reached, the awarded Contractor may notify P&C in writing on Contractor letterhead of the failure to reach resolution with the Using Agency and request to meet with the

Director of P&C to discuss and come to resolution.

http://www.frederickcountymd.gov/procurement

3. If no resolution is reached, the Director of P&C may refer the matter(s) to the Contractor’s

Responsibility Board (CRB) for a hearing to reach resolution in accordance with the CRB policy on the P&C website: www.frederickcountymd.gov/procurement. The CRB’s written decision is the final resolution.

C. At any time during the performance of the contract, the awarded Contractor may contact the Director of P&C to request to be heard by the CRB to present information, lodge a complaint, etc.

8.6. NON-WAIVER

Any waiver of any breach of covenants herein contained to be kept and performed by the Contractor shall not be deemed or considered as a continuing waiver and shall not operate to bar or prevent the

County from declaring a forfeiture for any succeeding breach either of the same condition of covenant or otherwise.

8.7. COMPLIANCE WITH LAWS

A. If awarded a contract, the Contractor hereby represents and warrants that it:

1. Is qualified to do business in the State of Maryland and that it will take such action as, from time to time hereafter, may be necessary to remain so qualified;

2. Is not in arrears with respect to the payment of any monies due and owing the County, or any department or agency thereof, including, but not limited to, the payment of taxes and employee benefits, and that it shall not become so in arrears during the term of the contract;

3. Shall comply with all federal, state, and local laws, ordinances, and legally enforceable rules and regulations applicable to its activities and obligations under the contract;

4. Shall eschew any and all forms of employment discrimination and promote equal opportunity in hiring practices as well as the selection of subcontractors for use in any of its projects;

5. Shall procure, at its expense, all licenses, permits, insurance, and governmental approvals, if any, necessary to the performance of its obligations under the contract; and

6. Agrees that the facts and matters set forth hereafter in the contract and made a part hereof are true and correct.

7. Meets the qualifications required and years of experience stated.

B. In addition to any other remedy available to the County, breach of any of the paragraphs of this clause shall, at the election of the County, be grounds for termination. Failure of the County to terminate the contract shall not be considered or construed as a waiver of such breach nor as a waiver of any rights or remedies granted or available to the County.

8.8. HOLD HARMLESS/INDEMNIFICATION

http://www.frederickcountymd.gov/procurement

A. The Contractor shall indemnify and hold the County harmless from and against all liability and expenses, including reasonable attorney's fees, howsoever arising or incurred, alleging damage to property or injury to, or death of, any person arising out of or attributable to the Contractor's performance of the contract awarded, provided that the Contractor shall not be responsible for acts of negligence or willful misconduct committed by the County, its employees, agents and officials.

B. Any property or work to be provided by the Contractor under this contract will remain at the Contractor's risk until written acceptance by the County; and the Contractor will replace, at Contractor's expense, all property or work damaged or destroyed by any cause whatsoever.

8.9. TERMINATION

A. Termination Prior to Expiration of Term: The County reserves the right to terminate the resulting

Agreement at any time, with or without cause, upon thirty (30) days' written notice to Contractor, except that where termination is due to the fault of the Contractor, the period of notice may be such shorter time as may be determined by the Contract Officer. Upon receipt of any notice of termination, Contractor shall immediately cease all services hereunder except such as may be specifically approved by the Contract Officer. The Contractor shall be entitled to compensation for all services rendered prior to the effective date of the notice of termination and for any services authorized by the Contract Officer thereafter in accordance with the Schedule of Compensation or such as may be approved by the Contract

Officer. In the event of termination without cause pursuant to this provision, the County need not provide the Contractor with the opportunity to cure.

B. Termination for Default: If termination is due to the failure of the Contractor to fulfill its obligations under this Agreement, County may take over the work and prosecute the same to completion by contract or otherwise, and the Contractor shall be liable to the extent that the total cost for completion of the services required hereunder exceeds the compensation herein stipulated (provided that the

County shall use reasonable efforts to mitigate such damages), and County may withhold any payments to the Contractor for the purpose of set-off or partial payment of the amounts owed the County as previously stated.

C. Termination for Non-appropriation: If the County or other funding source fails to appropriate funds or if funds are not otherwise made available for continued performance for any fiscal period or part thereof of the resulting Agreement, the Agreement shall be cancelled automatically as of the beginning of the fiscal year or part thereof for which funds were not appropriated or otherwise made available; provided, however, that this will not affect either the County's rights or the Contractor's rights under any termination clause in this Agreement. The effect of termination of the Agreement hereunder will be to discharge both the Contractor and the County from future performance of the Contract, but not from their rights and obligations existing at the time of termination. The Contractor shall be reimbursed for the reasonable value of any non-recurring costs incurred but not amortized in the price of the

Agreement. The County shall make a good faith effort to notify the Contractor as soon as it has knowledge that funds may not be available for the continuation of this Agreement for each succeeding fiscal period or part thereof beyond the first fiscal year.

8.10. MARYLAND REGISTRATION

Contractors must be registered to do business in, and must be in good standing with, the State of

Maryland. Contractors not registered must obtain registration information from the Maryland

Department of Assessments and Taxation website at: http://dat.maryland.gov or by calling 410-767-1184 or Toll Free 888-246-5941.

8.11. AVAILABILITY OF FUNDS

The contractual obligation of the County under this contract is contingent upon the availability of appropriated funds from which payment for this contract can be made.

8.12. INTEGRATION AND MODIFICATION

These proposal documents, Contractor's response to this solicitation, and subsequent purchase order(s) to the successful Contractor contain the entire understanding between the parties and any additions or modifications hereto may only be made in writing executed by both parties.

8.13. NON-ASSIGNMENT OF CONTRACT

Neither the County nor the Contractor shall assign, sublet, or transfer its interest or obligations under the resulting contract to any third party, without the written consent of the other. Nothing here shall be construed to create any personal or individual liability upon any employee, officer, or elected official of the County, nor shall the resulting contract be construed to create any rights hereunder in any person or entity other than the parties to this contract.

8.14. RESPONSIBILITY

The Contractor has the burden of demonstrating affirmatively its responsibility in connection with this solicitation, in background, history of projects, years of experience as a contracting firm, project team(s), ability, etc. A Contractor under debarment, or with documented poor performance, or with questionable reputation, or without the required years of operation, or lacking integrity or key personnel, as solely determined by the Director of P&C, may automatically be considered non-responsible in connection with this solicitation. At the sole discretion of the County, a Contractor that has previously failed to perform properly, has failed to timely complete contracts of a similar nature, has failed to complete contracts of a similar nature within budget or with an unreasonable quantity of change orders, or one that investigation reveals is unable to perform the requirements of the contract may be excluded from consideration for award. P&C may request that a Contractor provide documentation necessary for the determination of responsibility. Failure of a Contractor to provide the required documentation may exclude it from further consideration. Final determination of responsibility is determined at the sole discretion of the Director of

P&C.

http://dat.maryland.gov/

8.15. AFFIDAVIT

The attached affidavit is provided to facilitate compliance with the applicable law and is to be completed and returned with response.

8.16. PUBLIC INFORMATION/PROPRIETARY/CONFIDENTIAL INFORMATION

A. The County operates under the public information law, which permits access to most records and documents under the Maryland Public Information Act (MPIA).

B. Proposals will be available for public inspection after the award announcement, except to the extent that a Contractor designates trade secrets or other proprietary data to be confidential. Material designated as confidential must be readily separable from the remainder of the proposal to facilitate public inspection of the non-confidential portion of the proposal. A Contractor's designation of material as confidential will not necessarily be conclusive, and the Contractor may be required to provide justification why such material should not be disclosed, on request, under the MPIA, General Provisions

Article, Sections 4-101 through 4-601 of the Annotated Code of Maryland.

8.17. COOPERATIVE PURCHASE

A. The Contractor may extend all of the terms, conditions, specifications, and unit or other prices of any award resulting from this proposal to any and all other public bodies, subdivisions, school districts, community colleges, colleges, and universities including non-public schools at its own discretion.

B. The County assumes no authority, liability or obligation, on behalf of any other public or non-public entity that may use any contract resulting from this proposal.

8.18. EXCEPTIONS

If the Contractor cannot/ will not meet the terms, conditions, and/or specifications of the solicitation, the

Contractor shall furnish a statement on company letterhead providing a complete description of any exceptions to the terms, conditions, and specifications. Failure to furnish exceptions on company letterhead shall be interpreted to mean the Contractor agrees to all terms, conditions, and specifications. Exceptions taken do not obligate the County to change the terms, conditions, and/or specifications. Exceptions to the terms and/or conditions and/or to the County’s standard Agreement may be sufficient cause for rejection of the proposal. Descriptive literature may be used to clarify or be a reference to an exception; however, exceptions shall not be considered by enclosing descriptive literature in itself. The decision of the Director of P&C in accepting or rejecting an exception shall be final. If it is determined that an exception is not acceptable, the proposal may be considered non-responsive at the sole discretion of the Director of P&C.

8.19. SITE CONDITIONS

The submission of a proposal shall be considered representation that the Contractor has carefully investigated all conditions which affect or may, at some future date, affect the performance of the work or services covered by the solicitation, the entire area to be serviced as described in the solicitation, and that the Contractor is fully informed concerning the conditions to be encountered, character, quality and quantity of work to be performed, and equipment and materials to be furnished. The Contractor shall also be familiar with all Federal, State, and County laws, all codes and ordinances of the County which in any way affect the performance of the work, or persons engaged or employed in the work, or the materials and equipment used in the work.

8.20. DELIVERY

A. Contractors shall guarantee delivery of supplies in accordance with such delivery schedule as may be provided in the solicitation.

B. All items shall be delivered F.O.B. Destination, Inside Delivery, and delivery costs and charges included in the proposal unless otherwise stated in the solicitation.

C. The P&C reserves the right to charge the Contractor or vendor for each day the supplies are not delivered in accordance with the delivery schedule. The per diem charge may be invoked at the discretion of the

P&C and said sum is to be taken as liquidated damages and deducted from the final payment, or charged back to the Contractor or vendor.

D. The P&C reserves the right to procure the supplies elsewhere on the open market if delivery is not made as specified, in which event, the extra cost of procuring the supplies may be charged against the

Contractor and deducted from any monies due or which may become due him.

8.21. PATENTS

If applicable, the Contractor shall defend any suit or proceeding against the County so far as based on a claim on any equipment, or on any part thereof, furnished under this contract which constitutes an infringement of any patent of the United States, if notified promptly in writing and given authority, information, and assistance (at the Contractor’s expense) for the defense of same, and the Contractor shall pay all damages and costs awarded therein against the County. In case said equipment or any part thereof, in such suit, is held to constitute infringement and the use of said equipment or part if enjoined, the Contractor shall, at its own expense, either procure for the County the right to continue using said equipment or part, or replace same with non-infringing equipment or part, or modify so that it becomes non-infringing.

8.22. CONTRACT SERVICES AGREEMENT

A. The County and Contractor may execute a Contract Services Agreement, which is attached for review, resulting from the award of this solicitation. Exceptions, if any, to the County’s standard Agreement must be noted in the proposal to be considered during consideration of award. Exceptions to the

County’s standard Agreement may result in rejection of the proposal.

B. Do not fill in or sign the sample Agreement attached. The County will prepare an Agreement specific to this solicitation for execution by the successful Contractor.

8.23. REDACTED VERSION

Contractors are encouraged to submit a redacted version of their bid submittal, redacted in accordance with Public Information/Proprietary/Confidential Information. The redacted version shall be kept in

County records and utilized for future reference only if requested via the MPIA. In the event no redacted version is submitted with the Contractor’s submitted proposal, the original submitted proposal will be released in response to any MPIA. The redacted version will not be utilized in the process of award. REDACTED VERSION WILL BE FILED AND ONLY RELEASED IN THE EVENT PROPOSER’S RESPONSES

ARE REQUESTED THROUGH MARYLAND PUBLIC INFORMATION ACT REQUEST.

8.24. AWARD NOTIFICATION

A. Award notification will be by U.S. Mail, email, phone or any combination thereof. All Contractors that have submitted a proposal will be notified of which Contractor(s) will be awarded prior to final award.

B. The awarded Contractor(s) will be required to return an Insurance Certificate naming Frederick County as an additional insured, the executed Agreement*, and the Maryland Registration Certificate of Good

Standing.

C. Individuals wishing to contest results of a solicitation may view procedures on the P&C website at www.FrederickCountyMD.gov/procurement.

*As Contractors have had an opportunity to note Exceptions to the Agreement with its proposal submission, execution of the Agreement will require minimal time. PLEASE BE SURE TO READ THE

SAMPLE AGREEMENT (within Section Vendor Questionnaire) PRIOR TO SUBMISSION OF THE

PROPOSAL.

8.25. SYSTEM FOR AWARD MANAGEMENT (SAM)

Contractors must not be presently debarred, suspended, proposed for disbarment, declared ineligible or voluntarily excluded from covered transactions with the Federal Government according to the information contained on the website SAM.gov

9. SPECIAL CONDITIONS

9.1. CONTRACTOR'S QUALIFICATIONS

A. Contractors must be engaged in Audio Video Engineering and Integration Services and shall have been actively engaged in this field for a minimum of Five (5) years. The proposing firm must meet these years of experience, at a minimum, in order to be considered for award.

B. The County reserves the right to inspect the Contractor’s equipment and to perform such investigations as may be deemed necessary to insure that competent personnel and management will be utilized in the performance of this contract.

9.2. AWARD

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The County intends to award to the responsive and responsible Contractor(s) whose proposal(s) represents the best value to the County. Responsibility and responsiveness are determined at the sole discretion of the Director of P&C.

9.3. PRICE ADJUSTMENT

A. Prices offered shall be firm against any increase for n/a year(s) from the effective date of this contract.

Prior to the commencement of subsequent renewal periods, it shall be the Contractor’s responsibility to notify P&C in advance of the renewal date of any requested price changes. Requests made after the renewal date will not be considered.

B. Requests for price adjustments shall be submitted to P&C, not the user agency.

C. The County will entertain requests for escalation in accordance with the current Consumer Price Index at the time of the request or up to a maximum 5% increase over the current pricing, whichever is lower. (For purposes of this section, “Consumer Price Index” shall be the Consumer Price Index-All Urban

Consumers (CPI-U), Washington- Arlington- Alexandria, DC-VA-MD-WV, All Items, Not Seasonally

Adjusted, as published by the United States Department of Labor, Bureau of Labor Statistics.) The County reserves the right to accept or reject the request for a price increase and will do so in writing. If the price increase is approved, the price increase will be effective upon written approval and will remain firm through the renewal period.

D. If a price increase is requested following contract renewal and it has been longer than one year since the last increase, the County may entertain a request for escalation if it is in the County’s best interest. If the price increase is approved, the price increase will be effective upon approval and will remain firm through the renewal period, or for one year, at the County’s sole discretion.

9.4. EXCLUSIVITY

A. The County is obligated during the period stipulated to purchase all of its normal requirements from the

Contractor and the Contractor shall be obligated to furnish the goods and/or services as stated.

B. Should the Contractor be unable to fulfill the needs of the County, the County reserves the right to secure services from other sources to meet its immediate needs without prejudice of the Agreement.

9.5. INSURANCE REQUIREMENTS

The Contractor shall be required to provide the insurance as outlined in Section Insurance

Requirements. All documentation of insurance shall be submitted prior to contract start date. In the event that the necessary insurance cannot be obtained, the County reserves the right to revoke the contract award and award to another firm.

9.6. METHOD OF ORDERING

A. Purchase Orders will be issued from time to time for such quantities as may be required by the

County. Purchase Orders issued against the contract, even if not completed within the term of the contract, shall continue to be bound by the terms and conditions until completion.

9.7. ABANDONMENT, DISSOLUTION AND RESTRUCTURING

A Contractor who abandons or defaults the work on this contract and causes any work to be re-bid will not be considered in future bids for the same type of work unless the scope of work is significantly changed. Written notification of changes to company names, address, telephone number, etc. shall be provided to the County as soon as possible, but not later than thirty (30) days from date of change.

9.8. BILLING AND PAYMENT

A. Invoices shall be submitted as required in duplicate for all services performed to the project manager.

B. Each invoice shall include the following information:

1. Federal Employer Identification Number (FEIN);

2. Contractor’s name and address;

3. Name of User Agency;

4. Frederick County Contract Number, if applicable;

5. Purchase Order Number;

6. Description of goods provided and/or services performed;

7. Date and length of time of each service performed, if applicable; and

8. Name of individual(s) performing the required services, if applicable.

C. Delivery tickets signed by authorized County personnel shall accompany invoice.

D. Payment shall be made upon receipt of proper invoice from the Contractor and authorized by the

County.

E. The County shall not be subject to late fees, fees for use of credit card payment, or additional fees of any kind at any time during the Agreement period.

F. All amounts, costs, or prices referred to herein pursuant to this contract shall be United States of America currency.

G. Provided that Contractor is not in default under the terms of this Agreement, Contractor shall be paid

Net30.

9.9. WARRANTY

A. The Contractor warrants that provided herein to be of the highest quality, complying with the specifications and free from all defects whatsoever in workmanship and materials, for a period of one year from the date of delivery. Replacements and repairs under this warranty are to be made by the

Contractor at no cost and to the satisfaction of the County.

B. The materials supplied by the Contractor shall carry the manufacturer’s standard new material warranty.

9.10. DEFAULT

Upon non-performance or violation of the contract terms, the Contractor will be given one chance, via written communication, to correct deficiencies. Failure to correct the deficiencies stated in the written communication will be cause for the contract to be cancelled or annulled by Frederick County, Maryland in whole by written notice of default to the Contractor. An award may then be made to the next low

Contractor. In either event, the defaulting Contractor (or its surety) shall be liable to the County for costs to the County in excess of the defaulted contract prices. Failure of the Contractor to deliver services within the time stipulated on its proposal, unless extended in writing by the Director of P&C shall constitute contract default. In the event that a Contractor exempted from posting a Bid or Performance Guarantee fails to execute and perform any contract awarded to it, it shall forfeit the right to respond on any future

County contract for a period of time determined by the Director of P&C and it shall be liable for any costs incurred by the County as a result of its default.

9.11. REFERENCES

References will be verified by the Buyer and the results utilized as part of the determination of a

Contractor’s responsibility. Any negativity or uncertainty expressed by references may be used to exclude the Contractor from further consideration for award at the sole discretion of the County. It is in the best interest of the Contractor to CONTACT THE REFERENCES IN ADVANCE to ensure that they are aware that they are being utilized as a reference for this solicitation. Contactors may not use the County as a reference. Any work history the Contractor has with the County will automatically be utilized as part of the evaluation process.

9.12. ADDITIONS/DELETIONS

The County, at its option, may add or delete like or related goods and/or services and/or sites as needed at the sole discretion of the Director of P&C. All specifications and requirements of this solicitation will apply to any additions made during the contract term.

9.13. CONTRACT

All questions must be directed to the Buyer for this solicitation. During the solicitation process which begins with the advertisement of the Invitation for Bid, and following the bid opening, Contractors are strongly cautioned not to contact elected officials or County employees regarding the award process. Contact with any entity other than P&C will be deemed as an attempt to influence the award process and will disqualify the Contractor from further consideration in the award process. Inappropriate efforts to lobby or influence individuals or Contractors involved in this bid award may result in dismissal from further consideration, at the County’s sole discretion.

10. SPECIFICATIONS

10.1. Specifications

A. BACKGROUND:

1. The County’s Department of Communications and Public Engagement (CAPE) seeks the services of a qualified television engineering and integration firm with substantial experience with both television broadcast and hearing room audio/video systems to design and build a new multimedia system.

2. FCG TV (HD Channel 1072, SD Channel 19), the Frederick County Government channel, carries live and recorded programming. FCG TV programming can consist of County Executive announcements, Boards & Commission meetings and/or award-winning programming. FCG TV programming also streams online at www.FrederickCountyMD.gov/FCGTV

3. This Capital Improvement Program (CIP) project will occur concurrently with another CIP project, the “Prospect Center”, located at 585 Himes Avenue, in Frederick Maryland. Formerly the home of

United Health Group and State Farm Insurance, the Prospect Center is sited on a 25.95 acre parcel, with an existing structure that exceeds 200,000 square feet. The Prospect Center project is currently underway. Upon completion of the Prospect Center project, multiple County agencies will be housed in this building.

B. STATEMENT OF WORK: The County is seeking a design and build of a new broadcast system and audio/video infrastructure. The County has a strong background in production with a focus on both live broadcast and post-produced/edited productions. This broadcast system and audio/video infrastructure needs to incorporate the latest audio/video technology while continuing to provide a user-friendly environment to allow the video staff to focus on the production elements rather than the technical aspect of the equipment to be installed.

1. The County requires design and build for four (4) rooms inside the Prospect Center (Attachment

01). Rooms include a Control Room (Room B247) and up to three (3) rooms with full audio/video technology (Room A230, Room B253, and Room C151). Two (2) of the rooms will require professional broadcast capabilities (Room A230 and Room B253). Additionally, television monitors throughout the building must be able to support message boards and viewing of signal from the control room so to be used as “overflow” space.

2. Control Room https://www.frederickcountymd.gov/FCGTV

a. Control Room (Room B247) must have the latest High Definition (HD) equipment which can distribute productions to FCG Master Control which is located in Winchester Hall (12 East

Church St., Frederick MD) and be able to Webcast and stream productions online.

b. The production control room must work in synchronization with the current control room located in Winchester Hall and have the following equipment or capabilities.

c. Minimum of an HD 2 Full ME (Mixed Effects) switcher (minimum of 16 inputs).

d. Three channel HD Character Generator (CG) that can create/accept animated graphics.

e. The switcher and CG shall create a compatible system and have seamless integration to provide the best user-friendly results.

f. The system must consolidate the control of the production switcher and the “Live” graphics system onto a single and intuitive touch screen surface.

g. The Switcher/CG system must be able to produce “Picture in Picture” (PIP) and multiple graphic layers.

h. The CG must have the ability to pull information from a database system.

i. The system must also include an LCD multiviewer display.

j. The multi-viewer must be integrated into all sources (public meeting cameras, PC Inputs from hearing rooms, Control Room PC Input, CG, Preview, Program, Additional Router Inputs).

k. The control room will require a hybrid audio solution that combines both digital and analog audio. This hybrid system utilizes digital technology while providing the simplicity and reliability of analog mixer.

l. When applicable the hybrid system will need to have control of push to talk microphones (if installed) and the addition of a “Voice of God” (VOG) microphone to each hearing room.

m. Remote camera controls will need to control cameras in two (2) broadcast ready rooms and have a minimum of ten (10) presets per camera.

n. Camera controls will need to have separate “CCU” capabilities for each camera. These capabilities should allow for individual iris control, color balances and settings.

o. The control room will have access to an “On-air” light to cue meeting rooms.

p. The system will have remote capabilities via a web interface to equipment (On-air signal, PA systems, Video Displays, Lights, Shades, Video Input Control) in each hearing room and the ability to have a “return” audio/video feed back to each hearing room.

q. The control room will need recording (primary, backup and clean isolated shots) and signal encoding capabilities.

r. In addition to a program video monitor each console will require a separate audio monitor that is easily seen and that clearly displays program audio levels from the director’s position.

s. An additional isolated monitor for the 24/7 Granicus webstream output is also requested.

t. The successful Contractor shall provide both physical and digital drawings, wiring, integration, installation, and extensive training for the control room.

3. Control Room/Master Control

a. HD multi-view monitors and audio monitors to display the following outputs in a single location

Production Console, Video Encoder, router outputs and final output signals.

b. The “Final Output” signal shall be able to be monitored separately.

c. The audio/video rack should include simple direct connections or “patch panel” that includes the following connections.

i. All three (3) rooms with audio/video technology should have a minimum of three (3) SDI

Video Feeds for additional inputs/return. These feeds will allow for additional cameras/video inputs for special requests. The connections also provide a back-up plan for potential technical issues.

ii. A minimum of three (3) XLR Analog Audio feeds for inputs/return. These feeds will allow for additional analog audio inputs for special presentations. The connections also provide a back-up plan for potential technical issues.

iii. An embedded program feed.

iv. An embedded clean feed.

v. A patch position is also requested for an auxiliary “output” feed that can be routed from any router input. This feed will allow the County to “isolate” any input on the router.

vi. The panel requires an Auxiliary “Input” feed to the router to allow for a quick and easy embedded input from any future devices such as an external Video Switcher or Camera.

d. The Master Control will require a device to provide a constant music stream. This stream will feed into the “Live” console audio mixer and be used as a music source. This music source will also need to be a feed into the router.

e. The “Final” program output will need to be transported to Winchester Hall for distribution to

Cable Channels and to web-streaming service provider (Granicus).

i. The Contractor must design/provide a solution that allows for seamless “Live” broadcast and signal transmission. This solution may need to use the County’s fiber infrastructure or a high bandwidth streaming option. Vendor must work with County IIT staff to gain knowledge of infrastructure and providing possible solutions.

f. The master control system must effectively communicate and synchronize with the replay, recording, and scheduling systems that operate the main control center in Winchester Hall.

g. The successful Contractor shall provide drawings of the installation. The Contractor will also provide training for the equipment.

4. Community Conference Room & Community Training Room (A/V, Broadcast)

a. The Community Conference (Room B253) room and the Community Training room (Room

A230) will be multipurpose rooms with multiple layouts so the final design/build of each broadcast room should have full range of video coverage with pan, tilt and zoom (PTZ) cameras that are controlled remotely from the control room.

i. The Community Training room (Room A230) broadcast shall be priced as an Add-Alternate for this project. A/V shall be included in the base bid price.

b. The County expects each camera to meet broadcast quality standards with the potential for upwards of six (6) cameras per broadcast room. Cameras in each room should be determined by amount needed for multiple close-up angles and a wide angle. Camera positions will be determined by room layout and size of room.

c. Broadcast rooms require Full HD video feeds for the room PC, laptops and wireless screen sharing of portable devices. Room needs to be able to route multiple sources to separate simultaneously monitors. A minimum of two selected video feeds need to be routed back to the control room for live broadcast productions. The control room must have ability to route and control monitors and video sources

d. Ceiling mounted sound reinforcement will need to be installed with remote access available to control the Public Address (PA) system.

e. The County would like each room to have the ability to hear audio only in the room and broadcast feed while the LED monitors are turned off or black in the room.

f. Broadcast rooms require an “on-air” light to cue start/stop of meeting. Light must be controlled from control room and have the potential of an on/off/ready signal for queueing.

g. Microphone solution will need to be implemented that will allow for room versatility. This room will be a shared space with the potential for different uses and layouts. Preference would be given to a multi-use system that allows for versatility due to alternative use of the room which may include paper shuffling, large maps or a meeting that does not require the use of microphones. Additional audio input capabilities (PC, Laptops, Ipads, Cablebox, etc.) Microphones must meet both sound reinforcement and broadcast quality. Broadcast feed needs to go into control room mixer and be able to be isolated or controlled by audio technician during broadcast. The County would prefer as much individualized feeds for broadcast as possible to provide the best sound quality for the viewing audience.

h. Wired microphone will be required throughout the rooms to allow for “public comment” or for additional inputs for special ceremonies. Audio XLR wall/floor plates should be placed around the room for versatility.

i. Wireless microphones will be required for both hand-held and lavaliere. The County would prefer these to be rechargeable and include charging stations.

j. Screen sharing solution similar to Apple Airplay or Google Chromecast that meet IIT Security standards.

k. The PA system in each room should have separate volume control that does not interfere with the Broadcast feed to the control room.

l. Digital Signal Processor (DSP) to control the PA system. The DSP will need to have remote capabilities and be accessed from the control room.

m. Audio feed for press and staff recordings. The County will require two different feeds. The rooms will need a signal from the PA system and Control Room.

n. Video feed for press and staff recordings. This signal will be provided from the control room.

o. The County requires the installation of a hearing impaired solution for all audio that is used in these rooms. Hearing rooms must meet ADA compliant standards.

p. Remote touch screen system controls. This system will need to be user-friendly and access all presentation options. This control panel should have similar look and feel across all rooms.

q. Installation of a timer system for public input when required, if feasible.

r. The County requires each hearing room to include a virtual meeting solution. The proposed camera system shall provide high-quality coverage of meeting participants. The proposer shall determine the number, type, and placement of cameras necessary to achieve optimal performance and support participation through a County-approved online meeting platform and telephone dial-in capability.

s. Wall Plate with three video and three audio feeds returning to the “Live Console” in the Control

Room. The Contractor will install SDI connections for HD video and XLR connections for audio.

These connections will provide additional routable Video/Audio feeds if…