AV RFP Addendum Q&A.pdf

Request for Proposals (RFP) Addendum

CIS CollaboraƟon Center Project Audio Visual Hardware & InstallaƟon

RFP Schedule

Issuance of RFP: August 20, 2024

Submission of QuesƟons about the RFP: August 27, 2024, 5:00 p.m. (PT)

Proposal Due: September 3, 2024, 5:00 p.m. (PT)

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ADDENDUM

A. BACKGROUND

On August 20, 2024, CIS issued a Request for Proposals (RFP) to solicit offers from qualified firms for selecƟon and retenƟon of an AV contractor to complete the programming, installaƟon, and tesƟng of audio-visual equipment in CIS' new CollaboraƟon Center, currently under construcƟon.

CIS is issuing this Addendum to the RFP to respond to wriƩen quesƟons we received from potenƟal proposers. The Addendum modifies the original RFP document only to the extent indicated. All other areas of the original RFP remain in effect and can only be modified in wriƟng by CIS. This Addendum is made an integral part of the original RFP. It is the responsibility of all proposers to conform to this Addendum. Proposers who have already submiƩed proposals may either: 1. Submit an addendum to their proposal; or 2. withdraw the original proposal and submit a new one. Any addendum or revised proposal must be submiƩed no later than the Proposal Due Date of 5:00 p.m. (PT) on September 3, 2024.

B. RESPONSES TO QUESTIONS

Conference room 136

May the camera and sound bar be integrated into a single wall mounted unit?

o Sound Bar w/camera will require 110VAC

Yes. The camera and sound bar may be integrated into a single wall mounted unit. Client would like to see opƟons.

There is no menƟon of USB connecƟons which is required for laptop to see camera in BYOM – is this required? Wall plates or point to point? Is a transiƟon box required at the table?

Yes, a transiƟon box would be needed at the table for presenters to be able to share their screen with others in the room or remote. Client would like to see opƟons as well.

High Tech CollaboraƟon Room 138

May the camera and sound bar be integrated into a single wall mounted unit?

o Sound Bar w/camera will require 110VAC

Yes. The camera and sound bar may be integrated into a single wall mounted unit. Client would like to see opƟons.

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Conference room 134 & 111

What is the use case for the microphone – permanent installed, wireless, handheld, lapel?

For hybrid and virtual meeƟngs. Clients would like to see an opƟon of wireless, omnidirecƟonal table microphones, and ceiling mounted.

Office Huddle Room 110

Member Training Room 101

Room appears to be divisible space, does each space need to funcƟon independently?

Yes, each space needs to funcƟon independently and well as one collaborated space.

Does each space require full VTC funcƟonality when separated?

Yes

When separated how many cameras for each space and what is their focal point?

1 camera per space. Speaker/ Presenter would be focal point. If there was a second camera it would be to capture the audience. Primary goal would be one for speaker, an audience camera would be a bonus not a requirement.

When the two are combined what is the intent for VTC use (if any)?

VTC will be used for live stream webinars.

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How many cameras and what is their focal point?

1 camera, focal point will be speaker/ presenter. If there was a second camera it would be to capture the audience. Primary goal would be one for speaker, an audience camera would be a bonus not a requirement.

Do cameras need to be automated to follow a wondering presenter?

Yes

Is room automaƟon required for VTC use and or presentaƟon?

VTC use

How many sources are required for these spaces?

A source on each wall that could be toggled to the parƟƟon screen or all screens.

With a divisible space, when both sides are open, will need to have the capability to present to both screens simultaneously.

Are all screens to display the same content simultaneously?

We would like this capability, along with separaƟng displays.

Are these rooms also BYOM or dedicated MTR PC’s?

Client prefers BYOM, but a dedicated PC could be considered. Should have both capabiliƟes.

Are wall inputs required?

Contractor is doing rough in

What is the use case for the microphone – permanently installed, wireless, handheld, lapel?

Wireless, handheld, or lapel are all opƟmal opƟons

Any other integraƟons required in these spaces - HVAC, LighƟng, Occupancy sensor?

No other integraƟons required

1.) Point of ClarificaƟon: Owner is furnishing the displays, mounƟng brackets, projectors, and screens. Will contractor need to supply microphones, soundbars, and cameras? Yes, the contractor will need to supply microphones, soundbars, cameras, and any other necessary equipment.

2.) Can we get the specs on materials provided in order to ensure contractor provided materials integrate properly with owner provided materials? Specs will be provided upon awarding the contract.

3.) The labels in the drawings sound and mics vs sound bar and mics. Example: Room 111 says sound and mics, vs room 138 says sound bar. Is there a reason for the difference in descripƟon?

I.e. sound bar vs. ceiling mounted speakers.

Smaller rooms with staƟonary table could have soundbar with some staƟonary mics on the table. Larger rooms may have ceiling mounted mics, that would be muted separately from a wireless mic. Client would like to see opƟons and will discuss more upon awarding the contract.

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4.) Preference for number of ceiling mounted speakers to be provided in rooms?

The training room would be the only room needing ceiling mounted speakers. Enough for the sound to be clearly heard from each parƟƟon. The speaker control would need to be split or combined like the mic and display.

5.) RFP states several spaces are to have a "camera, soundbar with HDMI to table". Are you looking for an all-in-one video conferencing bar (such as Logitech Rally) or separate components?

Client would like to see these opƟons as well as separately.

6.) Is there to be an AV control panel in each space or only the Member Training 101 that references an "AV Controller"?

Control panel should only be in Member Training room. Conference and huddle rooms should be user-friendly.

7.) Does this client require specific UC plaƞorm such as Zoom Rooms, Teams Rooms, Google Meets or will these all funcƟon as BYOD systems with clients bringing in their own laptops?

The Member Training room will need to be BYOD to accommodate mulƟple opƟons. Client would like to see the conference, collab, and huddle rooms setup as Teams Rooms to make it quick and easy any staff member to host a hybrid meeƟng.

8.) Conference Rooms 124, 111, and 101 require "sound and microphones". Is the request for ceiling speakers and ceiling microphones? Wireless microphones? Please clarify scope what is being requested. Wireless microphones

9.) Member Training 101 References an 85" display as well as projector and drop down screen. Please clarify: is this to be a new projector and projector screen in addiƟon to new display? Are these to be matrixed video sources or duplicates of each other only?.

The projector and projector screen will be separate from the 2 85” displays. The Member training room can be split into 2 secƟons. They should be separated but also be able to have duplicated informaƟon.

10.) Are there parƟcular equipment brands to be used (i.e. Extron, Crestron, QSC, Biamp, Shure, Sony, Panasonic, etc.)? No parƟcular brands.

11.) Will the Member Training 101 room also require a camera (or mulƟple cameras) for video conferencing? Yes, the camera will need to follow the presenter/speaker.

12.) Will the AV systems be placed on a client network or able to remain isolated/standalone AV networks?

AV can be on an isolated network, unless it requires user machines to connect to that network.

13.) General Notes indicates display screens should have "both power and data. Outlets behind screens should be recessed". As a low-voltage AV contractor, we don't normally work with the power/electrical. Will the power and client network data be provided by others or will the AV

5 | P a g e contract need to sub-contract an electrician as well? Power and Data will be roughed in by general contractor.

14.) Please clarify/expand on scope of requested "VoƟng/Request to Speak System" under SecƟon

2.0 SCOPE OF WORK.

In the training room we need the AV controls to mute all mics and by parƟƟon. In the other rooms using the soŌware, Teams to mute and unmute should be fine.

15.) Is Oregon COBID cerƟficaƟon a consideraƟon in the winning bid? No

16.) Is there an expected budget for this project? Yes

17.) Is there any client-provided equipment that should be considered? Will update when awarded

18.) Is there a floor plan, RCP, and elevaƟon drawing available for the space? Yes, see appendix A

19.) What is the esƟmated project Ɵme frame? 12 months

20.) Are there exisƟng AV systems or AV infrastructure that should be considered in this proposal?

No, this is new construcƟon.