86-2025-010 Addendum 1.pdf

Solicitation Addendum

Issuing Agency: Central Carolina Community College

Solicitation Number: 86-2025-010

Solicitation Description: Simulation Lab Recording System

Solicitation Opening Date and Time:

April 10, 2025 at 4:15 PM ET

Addendum Number: 1

Addendum Date: April 4, 2025

Purchasing Agent: Brandi Hernandez

FAILURE TO RETURN THIS ADDENDUM MAY SUBJECT YOUR RESPONSE TO REJECTION

Addendum includes the following edits/clarification:

2.4 OFFER SUBMITTAL

The public opening of the bids will take place on Apr 10, 2025 at 4:15 PM ET. Teleconference information for the opening follows:

Phone Number (US) 9183-400-612 1+

PIN: 651# 723 512

3.3 SPECIFICATIONS

The three (3) Nursing Simulation Labs include rooms 239, 241, and 243, along with Control Rooms 240 and 242.

The one (1) Nursing Skills Lab is room 201. The IT server room is room 246.

Pictures of the Nursing simulations labs and Control Rooms follow, along with an updated floor plan.

Network connections are indicated by triangles and electrical connections are indicated by circles in the floor plan.

3 3 3

2 2

1 1

4.1 OPTIONAL COSTS

The Optional Costs table is updated as follows:

ITEM # QTY UNIT DESCRIPTION COST

1 1 year Optional Second (2nd) Year warranty and support

2 1 year Optional Third (3rd) Year warranty and support

3 1 each Software that allows background sounds and pre-recorded announcements to be played through the ceiling speakers

4 1 each Wireless in-ear communication system

5 1 each Display in the Simulation Room that can show scenario-related media

The following are questions received about the Solicitation and the College’s response:

REFERENCE VENDOR QUESTION COLLEGE’S RESPONSE

Section 2.1, Can we set an appointment to do a walk-through? We are not doing walk-throughs for this procurement, but pictures and floor plans of the area are provided in this addendum.

Section 3.4, Is the equipment selection vendor's choice, or do you have a list of preferred equipment?

Yes, the equipment selection is the vendor’s choice as long as it meets our specifications as outlined in Section 3.13.

Section 3.10, “Vendor must offer 1 additional year of maintenance for use after the initial one-year warranty period expires” This is reading as 2 years of warranty are required - all of our equipment comes with a 5 year warranty so this would be covered, but wanted to confirm this is the case and we will include that warranty information in our submittal.

While the 5-year hardware warranty is acceptable, the optional software maintenance plans should be clearly detailed in the bid. These plans must ensure continued system performance, error correction, and updates for the software components throughout the contract period.

Section 3.12, When is the start date? And will our daily work interrupt any standard business in this area?

The start date will be as soon as possible after the contract award. With adequate notice, we can plan around any interruptions. We do not anticipate there being any interruptions to standard business.

Section 3.13, Can you confirm that all computers, laptops, tablets, and the server system of the requested system are to be provided by the vendor, including their operating system license?

Yes, the vendor’s solution needs to include everything needed for a functional system.

Section 3.13, Can you confirm display TVs/monitors in the control rooms will be provided by the vendor and in the debriefing/classrooms rooms they will be provided by Central Carolina Community College?

Yes, control rooms and simulation rooms will need monitors provided by the vendor. The Debriefing room has a monitor that can be connected to the server for simulation viewing.

Section 3.13, Can you confirm audio systems (speakers, wall controls) in the debrief/classrooms will be provided by Central Carolina Community College and can be used by our system?

There will be no audio systems provided by the College. The vendor’s solution will need to include everything needed to meet the intercom system requirements.

Section 3.13, The usability of the entire system stands and falls on the quality of the sound (rather than the video) and insufficient sound quality, audio delays, and echo effects are the most common problems that many (also newly built) simulation centers suffer from. The price difference between a simple audio solution and a professional audio equipment is significant -therefore it is also important to describe these requirements to enable an objective comparison of the offers. Thus, can you elaborate on the quality requirements of the audio system?

The audio system should be capable of providing clear audio with minimal background noise, echo, or delay. The system should provide acoustic echo cancellation, automated gain control, and EQ.

Section 3.13, Do you require additional wall speakers near each patient bed (“voice of patient”) that can be controlled from the control rooms and the software? How many?

No, only the intercom speaker is required.

Section 3.13, Should the software support the function that background sounds (hospital ambient noise, street noise, shooting, ...) and pre-recorded announcements can be played through the ceiling speakers?

This would be a plus, but not a necessity. Please include pricing as an option in your response.

Section 3.13, Should room microphones be installed in all simulation areas? Do you require mobile microphones as well?

Yes, room microphones should be installed in all simulation areas. The microphone(s) should be capable of capturing audio for the entire room.

Section 3.13, Should the control rooms be equipped with push-to-talk microphones that can be used to address the various speakers?

Yes.

Section 3.13, Do you require wireless in-ear systems for the simulation center that can be used for SP’s, or for private communication between facilitators? An easier way to think about this might be which rooms would you like this available in and how many in-ear systems in each of those rooms?

This would be a plus, but not a necessity. Please include pricing as an option in your response.

Section 3.13, Do you prefer a solution that allows you to control the video debriefing via a tablet remote where the annotations and assessments are only shown on the instructor’s tablet and not on the screen in the debriefing room?

This is not something that is needed.

Section 3.13, Do you require media screens/displays in the simulation rooms that can show scenario-related media such as X-Ray, Ultrasound video, PDF/PowerPoint, and text-based instructions to the learners that can be controlled from the control rooms and the software? How many?

Not a necessity, but would be a great option.

Please include pricing as an option in your response.

Section 3.13, Is it correct to assume that the Vendor must provide all technical design services for the system and work with architects and engineers and the IT Department to do so, and are these services to be listed separately in the bid?

Yes, the vendor must provide all technical design services for the system. The College will not be adding any additional electrical or network connections, so the proposed system needs to work with our current room layouts.

Section 3.13, Is a perpetual software license for the entire system and devices required, or are renewable software license subscriptions (e.g. per year) also accepted? If so, for how many years are the software licenses to be calculated at a guaranteed price?

Perpetual software licenses are a requirement.

Section 3.13, Is it correct to assume that all network cabling and prewiring will be done by Central Carolina Community College based on plans provided by the vendor?

The College has pre-installed all necessary network cabling as depicted in the provided drawings. The vendor must design and configure the system to use these existing network connections.

Section 3.13, Is it correct to assume that the vendor has to perform all installation work (except cabling) and has to include all installation labor and expenses in the offer?

Yes, the vendor is responsible for all installation work required to set up and integrate the system.

Section 3.13, Where are the beds planned to be located in rooms 239 and 243?

Room 239 & 241 - bed and headwall are located on the left wall

Room 243 - bed and headwall are located on the right wall

Section 3.13, In the rooms where head of hospital beds are planned, will there be power outlets at the wall standard heights? (2ft to 4ft from floor) Currently outlets are listed to be installed at the ceilings.

There are power outlets on the headwalls, but they are used by the medical equipment.

The outlets that have been installed in the ceiling are for the video and system components.

Section 3.13, On this mobile cart, is there an intended computer to capture and record audio-visual content?

The mobile cart needs to be capable of being controlled from the Control Room and uploading the content to the server via Wi-Fi or ethernet.

Section 3.13, On wired and wireless connections, can you elaborate or describe how you want to connect and use this solution? (Ex. Use wired connection to connect cameras directly to a wall outlet and connect cameras to the main system. )

The Skills Lab mobile system needs to be controlled from the Control Room and can be connected via Wi-Fi or ethernet at one of the locations indicated on the floor plan.

Section 3.13, On PTZ camera requirements, will this requirement be met with digital PTZ functions or will cameras need to have motorized lenses?

The cameras need to have motorized lenses that can be controlled from the Control Room during simulations.

Section 3.13, Can the mobile cart requirement be met with small form factor mounting tripods for cameras?

Vendors have the flexibility to propose alternative mounting or mobility solutions, provided that the solution meets the performance and control requirements for the Skills Lab mobile system.

Section 3.13, Would a Cloud solution be considered?

This is a very secure Cloud platform (AWS multi-tenant) that allows for significant flexibility and scalability that cannot be attained by a server-based system.

Cloud-based solutions will not be considered due to the recurring annual fees. We are looking for a solution that has a one-time cost without ongoing subscription fees.

Section 3.13, Are there multiple sites/locations that could benefit from this system? Anything offsite where watching a recording or live feed would be helpful?

We have two simulation lab spaces on two separate campuses. In the future, multiple sites may be beneficial. This project is to upfit one campus’ simulation and lab space.

It is not currently necessary to watch recordings offsite. Live feed may be helpful in various modes of simulation participation.

Section 3.13, Will there be a separate system purchased for inventory management or is the team open to a software that includes this capability?

Open to software that includes this capability, but this is not a necessity and is outside of the scope of this project.

Section 3.13, What kind of reporting is needed and how would you like to incorporate this into your LMS?

No current need to incorporate it into our LMS.

Section 3.13, What does simulation lab scheduling look like currently and how does the team envision it to look in the future with this new system? What kind of integration into other platforms?

Lab Scheduling currently goes through the Lab Coordinator, Clinical Coordinator, and Nursing faculty. Lab and simulation are designed for nursing students, but clinical partners may potentially use simulation space in the future.

Section 7.24, In the Commercial Liability Insurance Portion, we offer $1M per occurrence as opposed to the requested $2M. Is this going to be acceptable from the CCCC side?

We don't think our exposure here requires the enhanced insurance requirements of $2M, so we can waive it down to $1M.

Check ONLY ONE of the following options and return one (1) properly executed copy of this Addendum prior to the Solicitation opening time and date.

☐ A response was submitted prior to this Addendum. An updated response has been submitted to address the changes resulting from this Addendum.

☐ A response was submitted prior to this Addendum. NO CHANGES have resulted from this Addendum.

☐ A response was not submitted prior to this Addendum. ANY CHANGES resulting from this Addendum are included in our response.

ALL OTHER TERMS AND CONDITIONS REMAIN THE SAME

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