Addendum 1 - Revisions.pdf

ADDENDUM NO. 1

FLORIDA DEPARTMENT OF TRANSPORTATION

Procurement Office

605 Suwannee Street, MS 20 Tallahassee, Florida 32399-0450

Phone: (850) 414-4479

ADDENDUM NO. 1 DATE: 21, 2025

RE: BID/ITB#: DOT-ITB-25-9083-CA

BID TITLE: Furnish and Install of Audio and Video Equipment

May 27, 2025 OPENING DATE: (May 22, 2025, at 11:00 AM LOCAL TIME)

Notice is hereby given of the following changes to the above-referenced BID/ITB:

• Revision to Timeline.

• The original Exhibit “A” Scope of Services have been deleted in its entirety and is replaced with the REVISED Exhibit “A” Scope of Services, updated 05/21/25.

• Exhibit A-1 Photos and Plan are included.

• Questions and Answers.

Bidders/Proposers must acknowledge receipt of this Addendum by completing and returning to the Procurement Office, by no later than the time and date of the bid/proposal opening. Failure to do so may subject the bidder/proposer to disqualification.

Cassandra Anderson

Procurement Agent

_____________________________________Bidder/Proposer

_____________________________________Address

_____________________________________Submitted by (Signature)

Failure to file a protest within the time prescribed in Section 120.57(3), Florida Statutes, or failure to post the bond or other security required by law within the time allowed for filing a bond shall constitute a waiver of proceedings under Chapter 120, Florida Statutes.

I N T R O D U C T I O N S E C T I O N (rev. 05/21/25)

1) INVITATION

The State of Florida Department of Transportation (hereinafter referred to as the "Department") is soliciting written bids from qualified bidders to establish a contract to furnish and install Audio and Video Equipment in the Burns Auditorium. It is anticipated that the term of the contract will begin upon the execution of the contract and be effective through 06/30/2025.

For the purpose of this document, the term "bidder" means the bidder acting on their own behalf and those individuals, partnerships, firms, or corporations comprising the bidder team. The term "bid package" means the complete response of the bidder to the Invitation to Bid, including properly completed forms and supporting documentation. After the award, said bidder will be referred to as the "Vendor".

2) TIMELINE

Provided below is a list of critical dates and actions. These dates are subject to change. Notices of changes (Addenda) will be posted on the Florida Vendor Information portal at https://vendor.myfloridamarketplace.com/ (click on “Search Advertisements”) under this bid number. It is the responsibility of all potential bidders to monitor this site for any changing information prior to submitting your bid.

ACTION / LOCATION DATE LOCAL TIME

PRE-BID CONFERENCE 05-14-2025 9:30 AM

Burns Building Auditorium 605 Suwannee Street Tallahassee, Florida 32399-0450

DEADLINE FOR TECHNICAL QUESTIONS - 05-16-2025 05:00 PM

(There is no deadline for administrative questions)

05-27-2025 10:00 AM

BIDS DUE (ON OR BEFORE) - 05-22-2025 09:00 AM

CO.Purch@dot.state.fl.us (See Special Condition 27) 605 Suwannee Street, MS 20 Tallahassee, Florida 32399-0450

05-27-2025 11:00 AM

PUBLIC OPENING - 05-22-2025 10:00 AM

Florida Department of Transportation Central Procurement Office Attn: Cassandra Anderson, Procurement Agent 605 Suwannee Street, MS 20 Tallahassee, Florida 32399-0450 Phone: (850) 414-4479 05-27-2025

POSTING OF INTENDED DECISION/AWARD - 05-22-2025

3) BID OPENING AGENDA

The sealed bids will be opened by the Department's Procurement Office personnel at the date, time and location in the Timeline. All bid openings are open to the public and will be conducted according to the following agenda:

Opening remarks – Approximate time of 2 minutes by Department Procurement Office personnel.

Public input period – To allow a maximum of 15 minutes total for public input related to the bid https://vendor.myfloridamarketplace.com/ mailto:CO.Purch@dot.state.fl.us

“REVISED” EXHIBIT “A”

FURNISH AND INSTALL OF AUDIO AND VIDEO EQUIPMENT

SCOPE OF SERVICES (05/21/25)

DOT-ITB-25-9083-CA

Project Name: FDOT Tallahassee, Burns building Room / System Name: Auditorium

The Florida Department of Transportation (FDOT) has requested that Vendor provide a system design and quote for the Tallahassee Burns building Auditorium. FDOT will determine if existing equipment shall be re-used.

Video System:

1. Vendor will install (6) owner furnished displays and mounts.

2. Vendor will integrate existing projector and projection screen.

3. Vendor will furnish and install (14) AV over IP video encoder/decoders to distribute the video signals.

a. Vendor will furnish and install one (1) Microsoft Teams Room (MTR) UC system.

NOTE: One (1) MTR license is required for this UC system and will be provided by the Department. The MTR license needs to be obtained prior to starting installation so the timeline can be kept. If a return trip is required to set up the MTR UC system because a proper MTR license was not available at the time of installation a change order will be submitted for the additional time required.

4. Vendor will furnish and install a single gang decora video HDMI plate at the existing press panel configured as an output.

5. Vendor will provide a HDMI connection for laptops at the existing lectern.

6. Vendor will furnish a HDMI-adapter ring for laptop connectivity for the HDMI lectern connection.

7. Vendor will provide a USB-C connection at the existing lectern for laptop connectivity.

8. Vendor will furnish and install a rack panel HDMI connection at the rack location.

9. Vendor will furnish and install (2) Ceiling mounted PTZ cameras – to be used for conferencing with Crestron appliance. Existing mounts to be used.

i. (1) Audience

ii. (1) Presenter/board

10. Vendor will furnish and install a custom press plate that includes (4) BNC outputs.

Audio System:

1. Vendor will furnish and install (4) ceiling mounted microphone arrays to be used with the Crestron conferencing appliance. Microphones will be for conferencing only.

2. Vendor will furnish and install (4) Quad-channel wireless receivers.

3. Vendor will furnish and install (8) wireless handheld microphones, (8) wireless lapel microphones, and (8) 10” wireless gooseneck microphones.

4. Vendor will furnish and install (1) Shure MX418S/C 18” gooseneck microphone on the existing lectern.

5. Vendor will furnish and install a wireless antenna extension system with (2) wall mount antennas.

6. Vendor will provide and install six (20) ceiling mounted loudspeakers to cover the entire meeting space.

7. Vendor will provide, install and program one (1) audio DSP to handle all audio routing and control for the audio system.

8. Vendor will provide and install two (2) audio amplifiers to power the ceiling mounted speakers.

9. Vendor will provide and install an assisted listening system with (10) audio receivers and (1) docking station.

10. Vendor will furnish and install a single gang XLR plate at the press panel.

Control System:

1. Vendor will provide, install, and program one (1) control processor and the 10” tabletop touch panel included with the MTR UC system to control the in-room display, video source routing, cameras, and audio source routing. The user will also have access to the standard Teams functionality included with this touch panel.

a. OFE Flat Panel Display – Qty 6 (RS232/LAN)

i. Power On / Off

b. OFE Projector – Qty 1 (RS232/LAN)

i. Power On / Off

c. Audio DSP (LAN)

i. Audio Source Routing

ii. In-room Volume Level / Mute

iii. Wireless Microphone Volume Level / Mute

iv. Ceiling Array Microphone LED Mute Status

d. PTZ Camera – Qty 2 (UVC / LAN)

i. PTZ Controls

ii. Preset Save / Recall for up to 4 Presets

e. AVoIP Decoder – Qty 14 (LAN) Video Source Selection and Routing.

Equipment Rack / Storage:

1. Vendor will re-use one (1) OFE equipment rack to be used to house the necessary equipment for this AV system.

2. Vendor will re-use the existing lectern.

3. Vendor will re-use the existing rack/lectern hardware, blanks, shelves, etc. required to securely mount all hardware in the equipment rack.

Maintenance:

1) Provide a technician for a duration of up to one full day for complete testing and training as well as any assistance needed for the complete evaluation of the video conferencing system.

2) Provide a One-year on-site warranty for all equipment/programming issues with next day in person response.

Additional requirements:

1. Vendor will remove any unnecessary hardware no longer needed as part of this system and turn all the removed hardware over to the Department for proper disposal.

2. Vendor will provide AV elevation and signal flow drawings for this AV system.

3. Vendor is under the assumption that all OFE hardware being provided is complete and in good working order. If it is discovered that the hardware provided is not complete or in good working order, Vendor will consult with the Department on the missing and defective items and provide a proposed change order to repair / replace these items as needed. If defective OFE hardware impacts the installation schedule or delays the installation process, the Vendor may submit a change order to the Department for the time lost on the project.

4. Any hardware or services not shown on the proposal is neither expressed nor implied.

5. The vendor must provide programming code for all systems.

EXHIBIT “A-1” PHOTOS AND PLANS

QUESTIONS AND ANSWERS

QUESTION

Question regarding Advertisement ITB-12662 which states crestron equipment for the processor, touchscreen, and a few other pieces. I was wondering if a comparable substitution that meets or exceeds the crestron would be acceptable?

ANSWER

No alternatives are acceptable. Bid as specified.

QUESTION

Could you please confirm whether the functionality is expected to align with the original bid specifications, or if there are any deviations based on the current on-site implementation?

ANSWER

Please see the revised Scope of Services.

QUESTION

Are there any lifts available on-site for lifting the display, or should we provide our own? If lifts are available, could you please share the model number?

ANSWER

We do not have lifts.

QUESTION

Will man lifts be available on-site?

ANSWER

No.

QUESTION

The documentation references both six and twenty speakers to be replaced—can you confirm the correct quantity?

ANSWER

There are 15 8’ speakers and two 12’ speakers. The 12’ speakers were setup as subs and the 8’ carry the treble and midrange. The QSC CX204V power amp is powering the 4 zones of 8’ speakers (Front row, middle front, middle back, and back row) so they can be controlled independently. The QSC CMX500V controls the subs.

QUESTION

What type of maintenance plan would you like for this project?

a. For service calls, do you require a 24-hour response time?

b. Are you requesting one or two maintenance visits per year?

ANSWER

a. See revised Scope of Services, one-year on-site warranty for all equipment/programming issues with next day in-person response.

b. Two visits would be ideal, but one would be suitable.

What type of warranty coverage is required or preferred?

ANSWER

See revised Exhibit “A” Scope of Services, one-year on-site warranty for all equipment/programming issues with next day in-person response.

QUESTION

If the product does not arrive on time, would installation after 6/30 be acceptable? What are the expectations in the event of manufacturer-related delivery delays?

ANSWER

No.

QUESTION

Are current floor plans, elevations, or as-built drawings available for reference?

ANSWER

See Exhibit A-1 for Auditorium floor plans.

QUESTION

Will we have access to the QSC files and/or Crestron source code files?

a. can you provide the current Qsys Designer File and the uncompiled Crestron File?

I can provide files from the Crestron X-panel and QSC USI Viewer. Those files may or may not be useful. Codes from the Crestron 8x8 switcher are currently unavailable

Who is responsible for running new cabling, backing, and power to the new and existing display locations (4 new and 2 current)?

a. If so, what are the FDOT standards that apply to this portion of the project?

The awarded vendor is responsible.

The expectation is all would be done to current codes for State buildings. There is a local electrical contractor who routinely handles this type of work for State Buildings, we can supply the contact information.

Are we replacing the existing wireless microphones or adding to them ?

ANSWER

There is no need to replace the current wireless mics if the new ones can simply be added.

QUESTION

Model numbers of the provided 98-inch displays ?

ANSWER

Samsung QE98C.

QUESTION

What is the QSC CMX500Va amplifier driving ? (What speakers?, where?)

ANSWER

The 500V is driving the two 12’ speakers. They have been programed as subs in the QSC UCI Viewer.

QUESTION

Is the current ALS (Assisted Listening System) installed with an inductive loop?

ANSWER

Our understanding of the Williams Sound unit currently installed provides for participants to use their Smartphone if they are having issues with hearing.

Should the new ALS system include T-Coil lanyards, if so how many ?

ANSWER

This is not required.

QUESTION

Does the project require AVIXA certifications such as CTS, CTS-I, or CTS- D?

ANSWER

No.

QUESTION

What is the estimated budget for this project?

ANSWER

The budget for this project is $180,000.00.

QUESTION

What is the payment method? (e.g., Net 30, Net 45, lump sum)

ANSWER

See Special Condition 13) Method of Compensation of the solicitation document.

QUESTION

Are liquidated damages fees associated with the project?

ANSWER

See Special Condition 11) Liability Insurance of the solicitation document.

QUESTION

What is the expected completion timeline? Can FDOT provide a preferred estimated timeframe for project completion?

ANSWER

See Introduction Section, 1) Invitation of the solicitation document.

QUESTION

Are there specific situations when the site might be unavailable during installation? If yes, please specify.

It is an active State Meeting facility that is highly utilized. Work may be required after hours and on weekends when the facility is not in use.

QUESTION

Who will be responsible for the conduit and electrical work related to the AV system installation?

ANSWER

The awarded vendor. However, there is a local electrical contractor that is certified for State building we can provide contact information for if needed.

QUESTION

Who is responsible for providing additional power outlets if needed?

ANSWER

See response to Question 23.

QUESTION

Are there any existing conduits or raceways that can be reused?

ANSWER

Limited. May depend on how much old cabling is removed for the installing of new cabling.

QUESTION

What are the working hours for this project?

ANSWER

See response to Question 22.

QUESTION

Could you provide AV drawings for the current system (e.g., single-line diagram, plans, drawings)?

ANSWER

Currently, this is unavailable.

QUESTION

Could you provide floor plans of the rooms involved?

ANSWER

See Exhibit A-1 for Auditorium floor plans.

How old is the current AV system?

ANSWER

Varies. Some is several years old while other components may be as little as 2 years old.

QUESTION

Does the city have a storage area available for project use?

ANSWER

No.

QUESTION

Can the existing programming codes be provided to the winning bidder?

ANSWER

We have files from the Crestron X-Panel and QSC UCI Viewer. They may or may not be useful.

QUESTION

Please provide a list of the brand and model numbers of existing equipment that will be reused.

ANSWER

Everything needed to be integrated is outlined in the list of equipment. All the primary equipment is being replaced including the older Crestron DM series AVOIP encoder/decoder.

The current PTZ camera mounts are universal and work with the camera equipment listed, so replacement of the mounts is not required. The Department is not accepting substitutions from the items detailed in the Required Equipment List. The Vendor’s bid should be developed around that list.

QUESTION

Are equipment alternatives or substitutions allowed?

ANSWER

No substitutions are acceptable, bid as specified.

QUESTION

Is this project subject to prevailing wage requirements?

ANSWER

No.

Are there existing conduit pathways, or will additional cable runs be required for power and network connectivity?

ANSWER

Yes, some additional cable runs will be required.

QUESTION

Can bidders propose alternative system designs utilizing various brands with similar functionalities and different pricing?

ANSWER

No alternative, bid as specified.

QUESTION

Please clarify the equipment warranty period.

ANSWER

See revised Exhibit “A” Scope of Services.

QUESTION

Please clarify the service warranty period.

ANSWER

See response to Question 7.

QUESTION

Under the service warranty, does the City require on-site service response?

If yes, what is the desired response time?

ANSWER

See revised Exhibit “A” Scope of Services.

QUESTION

Does the City require preventive maintenance? If yes, what is the desired frequency of visits (e.g., monthly, quarterly, semi-annual, yearly)?

ANSWER

Twice a year is desired, but at least once annually.

QUESTION

Do the equipment requirements need to be TAA-compliant?

Yes.

QUESTION

Who will be responsible for drywall, wall patching, and painting after demolition?

ANSWER

The awarded vendor will be required to work with our Facilities office on this.

QUESTION

Is it possible to share the brand and model numbers of the owner-furnished equipment?

ANSWER

See response to Question 32.

QUESTION

Is it possible to provide photos of the rooms?

See Exhibit A-1 for photos of the space and existing equipment.

What are the models of the 6 owner-furnished displays? Where will each display be installed?

ANSWER

The models are the Samsung QE98C. They are located in the FDOT Burns Auditorium.

QUESTION

What are the models of the existing projector and screen? Will the mounting and accessories also be reused?

ANSWER

It is an Epson projector, but I don’t know the model. The screen brand/ model is unknown. The mounts will be reused.

QUESTION

Will the existing projector and screen remain in place and not be moved?

ANSWER

They will remain in place.

Do you have brand and model information for the AVoIP encoders/decoders? How many encoders and decoders are there?

All the primary equipment is being replaced including the older Crestron DM series AVOIP encoder/decoder. Please reference Exhibit A, Scope of Services and Required equipment list for quantities to be replaced.

Can you provide ceiling layout drawings or photos?

ANSWER

See Exhibit A-1 for photos of the space and existing equipment.

QUESTION

Do you intend to reuse existing PTZ camera mounts? If yes, what are the models of the existing mounts?

ANSWER

Camera mounts can be reused.

QUESTION

Can you share a photo of the existing lectern? We would like to review installed devices and available ports.

ANSWER

A walk-through visit was provided where photos were permitted to be taken.

QUESTION

Do you intend to have a BYOD (Bring Your Own Device) function, or will it be MS Teams Room only?

ANSWER

BYOD as well.

QUESTION

What is the purpose of the 2 wall-mount antennas?

ANSWER

They are for Wi-Fi connectivity to connect to the network.

QUESTION

Can you provide the basis for the quantity of ceiling speakers? Are there brand and model/spec preferences?

There are 15 8’ ceiling speakers and 2 12’ speakers. The 8’ are broken into zones (front row, middle front, middle back and back row) and are tuned for treble and middle frequencies. The 12’ are subs. Brand/ model are unknown and replacements are up to the vendor’s discretion.

QUESTION

Can you specify hardware that is no longer needed as part of the system?

ANSWER

The lectern no longer requires the VGA port.

QUESTION

Does the existing rack have power distribution and accessories?

ANSWER

Yes.

QUESTION

Will alternatives to Crestron be considered and permitted?

No alternatives are acceptable. Bid as specified.