Addendum 1

Addendum No.1

RFP 22-07-001 – AV System for Court Rooms

SUPPLEMENTAL INFORMATION

ADDENDUM NO. 1

PROJECT: RFP 22-07-001 – AV System for Court Rooms

CONTACT: Alison Bruton, Purchasing Agent

912-754-2159 abruton@effinghamcounty.org

DATE ISSUED: June 24, 2022

RFP 22-07-001 – AV System for Court Rooms dated May 2022 is hereby amended as noted herein : BIDDER TO ACKNOWLEDGE RECEIPT OF ADDENDUM BY SIGNING ON THE

SIGNATURE LINE BELOW AND INCLUDING A COPY WITH SUBMITTED BID.

FAILURE TO DO SO MAY, AT THE OWNER’S DISCRETION, SUBJECT THE BIDDER TO

DISQUALIFICATION

***NEW SUBMITTAL DUE DATE***

Sealed proposals will be received at the Office of the Purchasing Agent, EFFINGHAM

COUNTY ADMINISTRATIVE COMPLEX, 804 S. LAUREL STREET, SPRINGFIELD,

GEORGIA, up to 11.00am (Eastern Time) Friday, July 15, 2022. Due to the fact that the proposals will be subject to an evaluation review, the details and particulars of the proposal documents will remain confidential until final award of the contract. Only the names of the companies who submit a proposal will be read aloud publicly.

1) QUESTION: Service contract with onsite technician with a one-hour response time

Monday-Friday 8AM-5PM during down times. Are you requesting the A/V vendor provide a technician located at your courthouse during these times? Are you anticipating that many “issues” with new A/V equipment that is included the RFP?

ANSWER: As discussed during the pre-proposal meeting/site visit, when there is an issue, remote support is acceptable to try and fix the issue, but if the issue isn’t resolved within approximately 30 minutes, a technician will need to be on-site to fix the issue in one hour. Having the AV system down for any period of time could cause lengthy delays in court proceedings and we want to avoid this.

2) QUESTION: In the Overflow rooms is a large format display required or a projector and screen.?

ANSWER: Prefer a large display, moving away from projectors.

3) QUESTION: Will remote tech support suffice for requested 1 hour response time until a technician can be dispatched?

ANSWER: NO, not when system is completely down.

4) QUESTION: Is the court looking for Flexibility of future growth? (Addition of displays, participant locations)

ANSWER: Not at this time. One project at a time.

5) QUESTION: What is the end date for install? Will there be phases for each room of the project?

mailto:abruton@effinghamcounty.org

ANSWER: February 28, 2023, only phases will be that we will do one courtroom at a time depending on court scheduling.

6) QUESTION: Due to supply chain issues is the end/install date flexible for installation once contract is awarded?

ANSWER: See question 5 and 21

7) QUESTION: Will the county be responsible for hanging and mounting the large format displays in all rooms when location is determined?

ANSWER: NO vendor will be responsible

8) QUESTION: Our understanding is that there is a county electrician to do high/low voltage power?

ANSWER: YES, for the high voltage.

9) QUESTION: Will the county be doing the installation of high voltage electrical when end point locations are determined?

ANSWER: YES

10) QUESTION: Would the county be open to an onsite demonstration of products?

ANSWER: Not at this time

11) QUESTION: Is there existing and available conduit capacity between courtroom AV racks and floor IDFs?

ANSWER: The AV rooms are connected to the floor boxes in the courtrooms via conduit. The IDF’s on each floor generally have two or three 4” conduits that pass into the rear hallway and there is open cable tray above the ceiling going down the hallway.

12) QUESTION: Is there a desire to keep the existing display cart as movable video endpoint?

ANSWER: No

13) QUESTION: Mention of displaying News in Overflow room. Please explain further. Is there an existing cable box?

ANSWER: What was mentioned was a video feed for news/media. This would allow them to be in the courthouse and not in the courtroom but have a live feed so they can re-broadcast. Having them pull from the overflow room feed allows them visibility of what is happening in the courtroom without having a camera crew in the courtroom disturbing court.. It will probably need to be a high resolution feed. Also the judge will need the ability to mute the video feed from the courtroom.

14) QUESTION: Does remote support fulfill the 1-hour support needs?

ANSWER: NO see question 1 and 3

15) QUESTION: Please expound on recording needs. Will recording be managed by judge in room or will recordings be scheduled? Will recording be continuous or as-needed?

ANSWER: Today we have a Roland R-44 4-channel recorder in both superior courtrooms on the 3rd floor to record Audio from the system. The unit records each microphone area on a separate channel and a sum of all the mics on a channel. Ex: judge on CH1 Left, Witness on CH1 Right, All mics on CH4 Right, Etc. The R-44 saves the recording in a wav format on a SD card that plugs into the side of the unit. Each court reporter brings their SD card and takes it with them to transcribe the audio. We would like a similar system to record audio, for each area in each of the courtrooms. Audio recording control would be located at the Court Reporters desk. We would also like the ability to record video or screenshots of what is being displayed on the courtroom monitors. The control of the video recording or screenshots should be controlled from the Clerks desk. This would mainly be for evidence that is being presented at the moment.

16) QUESTION: Does the existing whiteboard in the community room have to stay in place?

If so, It will limit display.

ANSWER: No, we will move it to another wall in the room. The County will handle moving this.

17) QUESTION: Are we allowed to design a system that uses the existing Effingham County

Network with EC IT Staff adding a VLAN for dedicated AV distribution and control?

Or, do we need to provide our own Copper Cabling for Network connectivity?

ANSWER: We will add a VLAN connected to a firewalled DMZ for remote support.

There are two network jacks located in each AV closet that are available for connections to the VLAN. All other network and cabling will need to be provided by the Vendor.

There is existing multimode fiber from the 1st floor IT closet to each floor’s IT closet, we will allow up to 1 pair per floor to be utilized. The fiber is terminated with “SC” type patch panel. There are also 4 inch conduit pathways from floor to floor in the IT closets for running cabling.

18) QUESTION: Do you wish to have remote access for IT to support/troubleshoot the system via the owner’s network?

ANSWER: Yes, We will provide a firewalled DMZ and access via a VLAN to the AV equipment rooms. We will need to know what TCP ports are needed for remote access and would like to restrict access to the remote support IPs.

19) QUESTION: Do we need to provide our own switches for the AV System? If so, do you prefer Cisco switches or other? Or, most economical and reliable?

ANSWER: We would prefer that the AV system be on separate switches. Most economical and reliable is ok with us.. mainly reliable.

20) QUESTION: Do you want us to dispose of old equipment including the existing Electric

Projection Screen?

ANSWER: No, County IT will collect the old equipment and make sure it is disposed of as by county policy.

21) QUESTION: When do you want the system to be complete? This may affect the brands we use for the design due to current market Lead Times.

ANSWER: See question 5

22) QUESTION: Would the County be interested in seeing our “Best Solution” regardless of

Lead Times and then a “Best Available” solution with a shorter Lead Time? we’re hearing possible 6-8 Month waits on some Equipment depending on the Manufacturer.

ANSWER: Not at this time

23) QUESTION: Will the County provide and install all Electrical Outlets required or do we need to get a Local Electrical Subcontractor?

ANSWER: YES,

24) QUESTION: Can a pathway into the Jury Knee Walls be confirmed?

ANSWER: Not at this time, but Facility Maintenance staff can be onsite as needed.

25) QUESTION: Will the County assist with taking the Jury Knee Walls apart and putting them back after the Monitors are installed?

ANSWER: YES

26) QUESTION: Are all existing Conduits through the Concrete Slab/ Floors assumed to be passable following Demo of existing cabling?

ANSWER: Yes, You may want to use the existing cabling to pull pull-strings through.

27) QUESTION: Will the County make the necessary repairs to the Drop Tile Ceiling &

Grid in the Community Overflow Room following removal of the motorized Projection

Screen?

ANSWER: Yes

28) QUESTION: Could the County provide some additional Ceiling Tiles if we need to replace some of them?

ANSWER: Yes

29) QUESTION: How are the displays in the overflow room to be set?

ANSWER: Overflow room with multiple displays should have evidence display on one monitor and courtroom camera feeds / Multiview on the other. These will need to be able to be muted from the courtroom by the judge. The Clerk should have the ability to select which courtroom is being displayed in the overflow room.

All other terms and conditions in RFP 22-07-001 remain unchanged.

Effingham County reserves the right to reject any and all proposals, to waive any technicalities or irregularities and to award the offer based upon the most responsive, responsible submission.

Please sign receipt of this Addendum No. 1 below:

Print Name Signature Date

END OF ADDENDUM NO. 1