BCPS Boardroom AV RFP.pdf

Battle Creek Public Schools is soliciting sealed proposals for:

Project Name: BCPS Boardroom Audio Visual Upgrade

RFP ISSUE DATE: 1/19/2024

PROPOSAL DUE: 2/5/2024 at 3:30 pm

Number of Copies Required: 2 (Two) paper, 1 (One) PDF on flash drive

Facsimile/Email Proposals Will Not Be Accepted

DELIVERY ADDRESS & INSTRUCTIONS

Battle Creek Public Schools 3 Van Buren West Battle Creek, MI 49017

Bids will be publicly opened and read at the above address.

Include on the Envelope the Project Name (above). All Envelopes Must Be Sealed.

General questions regarding the submission of this RFP should be directed to:

*Addendums (if any) will be posted on our website:

Questions relative to the Technical Specification may be addressed to:

You are invited to submit a proposal for this equipment and or service. Specifications, terms, conditions and instructions for submitting proposals are contained herein. This Request for Proposal with all pages, documents and attachments contained herein, or subsequently added to and made a part hereof, submitted as a fully and properly executed proposal shall constitute the contract between the District and the successful proposer when approved and accepted on behalf of the District by an authorized official or agent of the

District.

All proposers shall complete and return the Proposal and Award page(s) and submit all information requested herein in order for a proposal to be responsive. FAILURE TO DO SO MAY RESULT IN THE PROPOSAL BEING

REJECTED AS NON-RESPONSIVE. The proposal document shall be returned in its entirety, in a properly identified and sealed envelope to the Purchasing Department at the above address. PROPOSALS MUST BE

RECEIVED BY TIME OF THE DUE DATE - LATE PROPOSALS WILL NOT BE CONSIDERED.

Instructions to Proposers:

1. EXAMINATION OF PROPOSAL DOCUMENT-Before submitting a proposal, proposers shall carefully examine the specifications and shall fully inform themselves as to all existing conditions and limitations.

The proposer shall indicate in the proposal the sum to cover the cost of all items included on the proposal form.

2. PREPARATION OF PROPOSAL-The proposal shall be legibly prepared in ink or typed. The proposal shall be legally signed and the complete address of the proposer given thereon. All proposals shall be tightly sealed and plainly marked SEALED PROPOSAL and identified by project name, bid opening date and time. Proposals opened by mistake, due to improper identification, will be so documented and resealed. The Purchasing Department will maintain and guarantee confidentiality of the contents until the specified opening date and time. Facsimile and/or e-mailed bids will not be accepted.

3. LATE PROPOSALS-Any proposal received at the office designated hereinafter the exact time specified for receipt, will not be considered. (Note: The District reserves the right to consider bids that have been determined by the District to be received late due to mishandling by the District, or circumstances beyond the control of the proposer, after receipt of the proposal and before an award has been made.)

4. ADDITIONAL CHARGES - No additional charges, other than those listed on the price breakdown sheets, shall be made. Prices quoted will include verification/coordination of order and all costs for shipping and insurance costs.

5. DISCOUNTS - List any discounts that may be applicable from programs such as MiDEAL, US

Commodities, etc. Note the District will apply for eRate funding where appropriate. Awarded proposers are expected to participate in eRate funding.

6. FEDERAL OR STATE SALES, EXCISE, OR USE TAXES - Battle Creek Public Schools is tax exempt. Do not include Federal, State, or Local taxes in your bid price except as related to enhancements to real property.

7. ACCEPTANCE OF PROPOSALS - Battle Creek Public Schools reserves the right to accept or reject any or all bids, either in whole or in part; to award contract to other than low bidder; to waive any irregularities and/or informalities; and in general to make awards in any manner deemed to be in the best interest of Battle Creek Public Schools.

1. RFP Requirements

1.1. Product/Vendor

All equipment provided shall be new and of the latest model version available. All equipment must be genuine. When applicable, bids will only be accepted from authorized retailers.

1.2. Order Fulfillment

The district requires the fulfillment of their purchase order within 90 days of issuing a purchase order.

Should the awarded vendor be unable to fulfill the order within 90 days the district may, at its discretion, cancel the undelivered balance of the purchase order. It is expected that a single purchase order for the entire purchase will be issued the week of 2/26/2024 pending school board approval, or following the next school board meeting on 3/11/2024.

1.4. Alternate Proposals

Any alternate proposals will be considered. Any equipment included in alternate bids must completely meet the specifications of the requested product. Alternates must be in the same format as the main part of the RFP.

1.5. RFP Response

All responses must have pricing information submitted on the included forms. Full product literature can be included with your response.

1.6. Bid Pricing

Bid responses, pricing, etc. must be valid for 90 days after the bid response due date and time, or the length of the contract if so applicable and specified.

1.7. Timeline of work

Contractor shall coordinate with the owner on a schedule of work. The work can be done during regular business hours.

1.8 Mandatory Pre-Bid Meeting

A mandatory pre-bid meeting will be held at Battle Creek Public Schools Administration building on

1/29/2024 at 3:30pm. The address of this location is 3 Van Buren West, Battle Creek, MI 49017.

1.9 Warranty

Documentation of all applicable manufacturer warranties and workmanship warranties shall be provided in the RFP response.

1.10 Post-Bid Interviews

On the week of 2/5/2024, after bids are opened, prospective contractors will be contacted to take part in a remote meeting on 2/7/2024 between 9:30am - 10:30am with Owners and Consultants to go over any questions or concerns the contractor or the owner may have with the project before the contractor selection.

1.11 Contractor Certifications

Contractor shall have a CTS-D and CTS-I on staff, as well as programmer(s) holding at minimum Q-SYS Level

1, Level 2, Control 101, Control 201, and Video 101 certifications. Certifications are required to be included in the RFP response.

1.12 Invoicing and Payment

The Contractor may request a “down payment” [maximum 25%] to be considered by the district (upon submitted proof of delivery of items to be installed), or, bill by sign completion, or, bill monthly until the project is completed. The vendor is required to submit detailed invoices in accordance with the agreed-upon payment schedule. Invoices should include supporting documentation and evidence of milestone achievements. A 10% holdback of the overall payment will be retained until the completion of the project to the satisfaction of the School District. The release of this holdback is subject to the owner's assessment that all work has been successfully executed in accordance with the specifications outlined in this RFP.

2. Scope of Work

2.1. Overview

Battle Creek Public Schools and Calhoun County ISD are seeking bids to overhaul the A/V technology needs in the Battle Creek Public Schools Administrative Board Room. This board room is meant to serve as a multifunctional public meeting space that not only will support public school board meetings, but other in-person and remote meetings. BCPS is wishing to leverage streaming technologies to live-stream their board meetings with minimal effort, as well as offer the ability to use modern telecommunications software with this system.

2.2. Removal of equipment

All existing equipment shall be removed, with the exception of the existing ceiling speakers, and the existing projector screen. Coordinate with the owner on disposal/recycling needs per the owner’s policy on this equipment. Existing video cabling in floor boxes shall be removed.

2.3. New Cabling

In each floor box, the owner desires Category 6 cabling be run from each floor box to the specified Netgear switch which will be installed in a cabinet in the boardroom. New cabling shall be installed to all video decoders and equipment for control, per the included schematic. All cabling shall be tested and certified to specifications.

2.3. Owner furnished equipment

In order to leverage special pricing granted to BCPS by cooperative purchasing agreements, the owner will supply all display devices (two TV’s and one projector). These devices are labeled as “OFE” in all diagrams.

Contractor will supply all mounting hardware for these OFE units. OFE TV’s shall be: LG 75UR640S9UD.

OFE Projector shall be: Epson PowerLite 210W

2.4. System Requirements

BCPS desires a video streaming system with two PTZ cameras that will interact with the data stream from the Sennheiser TCC2 microphones to establish who is talking in the room, and use that data to recall a PTZ snapshot for that area. The camera selected for that PTZ preset will be the live camera for both the online streaming system and the conferencing system. The amount of these PTZ presets shall not exceed 30 different locations in the room. PTZ presets shall be coordinated with the owner. When there is silence in the room, or if the far end is talking, the cameras will return to a home position. If there is no streaming or no computer connected for video conferencing, the cameras will be in a ‘privacy mode’ position, which will point the camera at the wall or ceiling in order to demonstrate the cameras are not active.

There shall be two locations for a computer to be plugged into the room system. One video encoder shall be installed on a table, and the other video encoder shall be installed in the lectern. USB-C and HDMI connectivity should be provided at each location. The existing floor boxes shall all have a single Category 6 jack installed which is terminated into the specified Netgear switch located in the cabinet in the boardroom.

The video encoders on the table or lectern shall be able to be plugged into each of these existing floor boxes. Audio from devices plugged into these video encoders shall be played through the in-room speakers, sent the streaming encoder, as well as heard by the far end in a video conference or audio conference.

Owner desires that the wall-mounted touchscreen contain a PIN-protected page to allow staff to interact with the specified encoding and recording equipment to enter stream key(s), start/stop streaming and recording, and call for 3 modes of streaming. Those modes will be “Standard Meeting”, which will provide full functionality of the system for in-person or teleconference meetings with PTZ cameras, and in-ceiling microphone audio; “Closed Session”, which will put up a title card indicating the meeting is in a closed session, which will also put cameras in privacy mode and mute microphone audio, and “Break” which will put up a title card indicating the meeting is in a brief break, and will put cameras in privacy mode and mute microphone audio. While the meeting is streaming through the video encoder, it shall also be recorded to the specified HyperDeck as a backup. When the streaming is stopped at the LCD, it shall also stop recording as well.

Owner also desires a Picture-in-Picture mode for streaming only to be enabled when a valid video signal is detected by the lectern video encoder during a webcasted meeting.

Owner desires that both video encoders can be used as an AV bridge outside of streaming mode so that meeting hosts can use their own computer for video conferencing on any major video software platform.

System shall be programmed to leverage HID controls for major software platforms so that mute status is reflected by in-ceiling microphones LED indicators.

Owner also desires that the solution also integrates with their VoIP solution. A page on the in-wall control

LCD shall be dedicated to the VoIP controls in the room.

A page on the in-wall LCD shall be dedicated to the matrix switching of the video encoders to the 3 display destinations.

A page on the in-wall LCD shall be dedicated to powering on/off all display devices in the room, as well as any audio devices in the room.

A page on the in-wall LCD shall be dedicated to the various modes that the owner desires (General

In-Person Meetings, Teleconferencing, Webcasted Meetings). General In-Person meetings shall have video matrix controls and audio as needed for the room. Teleconferencing and webcasted meetings are outlined above.

Final location of the LCD touchscreen shall be verified with Owner before installation.

Voice Lift functionality shall be enabled in the space while the system is in operation. A toggle button on the LCD shall be available to turn Voice Lift on or off

Contractor shall evaluate the functionality of re-using the existing in-ceiling speakers. Audio system should meet or exceed a Speech Transmission Index of .62 or higher.

2.5. System Schematics

A system schematic is provided as Appendix 1. An in-room diagram of requested locations to install all equipment is provided as Appendix 2. PTZ camera final placement is to be determined on-site between the

Contractor and the Owner.

2.6 Training

Contractor shall provide no less than 4 hours of training to Owner after the punch-list is complete.

2.7 Network Coordination

Contractor shall coordinate with Battle Creek Public Schools Information Technology a list of MAC addresses of each piece of equipment and coordinate any DHCP reservations or static addresses that may be needed to ensure successful completion of the project.

2.8 Turn-over documentation

Contractor upon final billing shall also submit to the owner an as-built drawing of the system schematics, as well as any pertinent testing results and warranty information. A list of all equipment and serial numbers is also required. Also, a non-password protected version of the source code for the control system is also required. All documentation can be delivered via e-mail or USB memory stick.

BID PROPOSAL FORM

NAME OF BIDDER

Firm Name:

Address:

Telephone & Fax:

Contact Name and E-mail:

PROJECT NAME

Project Name:

AGREEMENTS

The Owner reserves the right to accept or reject any or all Bids in whole or in part, or to waive any informalities therein. If in the Owner's opinion it is in their best interest, the contract may be awarded to other than the lowest bidder, for reasons of establishing uniformity, delivery time, etc.

The undersigned acknowledges the following are included with the Bid Proposal Form:

(please initial)

Detailed Product Specification Information (where applicable): ____

Warranty Specification Information (where applicable): _____

Legal Status of Bidder: _____

Iran Economic Sanctions Act Statement: _____

Notarized Familial Relationship Disclosure Statement: ______

Two (2) paper copies One (1) PDF of the Proposal: _____

Pricing Summary:

Proposer - you must complete the following.

2.1 Total Price: _________________________________

Proposers may attach additional pricing details. In the case of any discrepancies, room prices as reported here shall prevail.

LEGAL STATUS OF BIDDER

CERTIFICATION REGARDING DEBARMENT, SUSPENSION, AND OTHER RESPONSIBILITY MATTERS. The Vendor and/or Bidder certifies to the best of its knowledge and belief that it and its principals: Are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from covered transactions by any Federal department or agency; Have not within a three-year period preceding this agreement been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (Federal, State, or local) transaction or contract under a public transaction; violation of federal or state antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property; Are not presently indicted for or otherwise criminally or civilly charged by a government entity (Federal, State, or local) with commission of any of the offences enumerated above in this certification; and Have not within a three-year period preceding this agreement had one or more public transactions (Federal, State, or local) terminated for cause or default; is not now or has been, within a three-year period preceding this date, been listed on the Excluded Parties List System website (EPLS).

Firm Name:

Name, title and signature of individual duly authorized to execute contracts:

Name:

Title:

Signature:

A Corporation organized and existing under the laws of the State of _____________

BATTLE CREEK AFFILIATION (If it pertains):

Do you maintain a permanent office, factory, or other facility in Allegan, Barry, Branch, Calhoun, Cass, Kalamazoo, St. Joseph, or Van Buren counties with employees working in any of these counties? If yes, please provide the address:

Have you paid real or personal property taxes relating to said business in the previous tax year?

IRAN ECONOMIC SANCTIONS ACT

Effective April 1, 2013 all bids, proposals, and/or qualification statements received in the State of Michigan (MCL 129.313) must comply with the “Iran Economic Sanctions Act”. The following certification is to be signed and included at the time of submittal.

CERTIFICATION

Pursuant to the Michigan Iran Economic Sanctions Act, 2012 P.A. 517, by submitting a bid, proposal or response, Respondent certifies, under civil penalty for false certification, that it is fully eligible to do so under law and that it is not an “Iran linked business”, as that term is defined in the Act.

Signature Title

Company Date

FAMILIAL RELATIONSHIP DISCLOSURE STATEMENT

As required by Public Act 232 of 2005, all bids shall be accompanied by a sworn and notarized statement disclosing any familial relationship that exists between the owner or any employee of the bidder and any employee of the Battle Creek Public School District or member of the Battle Creek Public Schools Board of Education. The Board of Education shall not accept a bid that does not include this sworn and notarized disclosure statement.

The undersigned, the owner or authorized officer of ________________________________(the “Bidder”), pursuant to the familial disclosure requirement provided in the Battle Creek Public Schools advertisement for construction bids, hereby represent and warrant, except as provided below, that no familial relationships exist between the owner(s) or any employee of the company and any employee of the Battle Creek Public School District or member of the Battle Creek Public Schools Board of Education. If such a relationship exists, please explain:

Attach additional pages if necessary

By:____________________________________________________(Bidder Signature)

Title:___________________________________________________(type or print)

Date:__________________________________________________

Subscribed and Sworn to Before Me:

This________________day of__________________, 20____A.D., in and for the

County of _______________________, Michigan.

My Commission expires ____________________________.

Signature of Notary

QSC NV-21-HU

HDMI IP1

HDMI

USB A IP1

TYPE-A

USB C IP1

TYPE-C

LAN POE1

RJ45

POWER1

PHX-2P

HDMI OP1

HDMI

RS232-1

PHX-3P

QSC NV-21-HU

TV Decoder

OFE TV

HDMI IP1

HDMI

HDMI IP2

HDMI

HDMI IP3

HDMI

USB A IP1

TYPE-A

ANTENNA

IP1

F CONNECTOR

RS232-1

3.5MM JACK

SERVICE1

3.5MM JACK

POWER1

DC

DIGITAL

AUDIO OP1

TOSLINK

SPEAKER

OP1

3.5MM JACK

LAN1

RJ45

LG 75UR640S9UD

OFE TV #1

LG 75UR640S9UD

HDMI IP1

HDMI

HDMI IP2

HDMI

HDMI IP3

HDMI

USB A IP1

TYPE-A

ANTENNA

IP1

F CONNECTOR

RS232-1

3.5MM JACK

SERVICE1

3.5MM JACK

POWER1

DC

DIGITAL

AUDIO OP1

TOSLINK

SPEAKER

OP1

3.5MM JACK

LAN1

RJ45

LG 75UR640S9UD

OFE TV #2

Blackmagic Design Web Presenter

SDI IN1

BNC WEBCAM

OUT1

USB C

MONITOR

OUT1

BNC

SDI LOOP

OUT1

BNC

LIVE

STREAM1

RJ45

Blackmagic Design Web Presenter

Other

Blackmagic Design BMD-

HYPERD/STM

SDI IN1

BNC

SDI OUT1

BNC

ETHERNET1

RJ45

Blackmagic Design BMD-

HYPERD/STM

Other

Blackmagic Design

SWATEMSCN2/1ME1/HD

SDI INPUT1

BNC

SDI INPUT2

BNC

SDI INPUT3

BNC

SDI INPUT4

BNC

SDI INPUT5

BNC

SDI INPUT6

BNC

SDI INPUT7

BNC

SDI INPUT8

BNC

SDI INPUT9

BNC

SDI INPUT10

BNC

ANALOG

AUDIO IN1

1/4" TRS

ANALOG

AUDIO IN2

1/4" TRS

REF IN1

BNC

USB1

USB C

SDI

OUTPUT1

BNC

SDI

OUTPUT2

BNC

SDI

OUTPUT3

BNC

SDI

OUTPUT4

BNC

SDI

OUTPUT5

BNC

SDI

OUTPUT6

BNC

MULTIVIEW1

BNC

TALKBACK1

RJ45

CONTROL1

RJ45

Blackmagic Design

SWATEMSCN2/1ME1/HD

Other

QSC Core Nano

QLAN1

RJ45

QLAN2

RJ45

USB C1

TYPE-C

USB A1

TYPE-A

USB A2

TYPE-A

USB A3

TYPE-A

USB A4

TYPE-A

POWER1

IEC

RS232-1

PHX-3P

RS232-2

PHX-3P

USB B1

TYPE-B

QSC Core Nano

Dsp

QSC SPA-Qf 60x2

FLEX

CHANNEL

IP1

PHX-3P

FLEX

CHANNEL

IP2

PHX-3P

GPIO1

PHX

GPIO2

PHX

GPIO3

PHX

GPIO4

PHX

POWER1

IEC

SPEAKER

OP1

PHX-2P

SPEAKER

OP2

PHX-2P

LAN1

RJ45

QSC SPA-Qf 60x2

Amplifier

Netgear M4250-26G4XF- PoE+ (GSM4230PX)

USB C IP1

TYPE-C

USB C IP2

TYPE-C

USB A IP1

TYPE-A

LAN POE++1

RJ45

LAN POE++2

RJ45

LAN POE++3

RJ45

LAN POE++4

RJ45

LAN POE++5

RJ45

LAN POE++6

RJ45

LAN POE++7

RJ45

LAN POE++8

RJ45

LAN POE++9

RJ45

LAN

POE++10

RJ45

LAN

POE++11

RJ45

LAN

POE++12

RJ45

SFP1

OPTICAL

SFP2

OPTICAL

POWER1

IEC

POWER2

IEC

LAN

POE++13

RJ45

LAN

POE++14

RJ45

LAN

POE++15

RJ45

LAN

POE++16

RJ45

LAN

POE++17

RJ45

LAN

POE++18

RJ45

LAN

POE++19

RJ45

LAN

POE++20

RJ45

LAN

POE++21

RJ45

LAN

POE++22

RJ45

LAN

POE++23

RJ45

LAN

POE++24

RJ45

CONSOLE1

RJ45

OOB1

RJ45

SFP3

OPTICAL

SFP4

OPTICAL

Netgear M4250-26G4XF- PoE+ (GSM4230PX)

Network switch

HD-1000

RS-1000

HD-1001

RS-1001

SDI-1000

SDI-1001

LAN-1003

LAN-1004

Sennheiser TeamConnect Ceiling 2

CONTROL1

RJ45

DANTE

SECONDARY1

RJ45

AUDIO OUT1

PHX-3P

DANTE

PRIMARY1

RJ45

Sennheiser TeamConnect Ceiling 2

Mic 1

Sennheiser TeamConnect Ceiling 2

CONTROL1

RJ45

DANTE

SECONDARY1

RJ45

AUDIO OUT1

PHX-3P

DANTE

PRIMARY1

RJ45

Sennheiser TeamConnect Ceiling 2

Mic 2

QSC NC-20x60

ETHERNET1

RJ45

3G-SDI1

BNC

HDMI1

HDMI

QSC NC-20x60

Camera 2 QSC NC-20x60

ETHERNET1

RJ45

3G-SDI1

BNC

HDMI1

HDMI

QSC NC-20x60

Camera 1

SDI-1002

SDI-1003

LAN-1009

LAN-1010

LAN-1011

LAN-1012

QLAN-1000

LAN-1013

LAN-1014

LAN-1015

DN-1002

DN-1003

QSC NV-21-HU

HDMI IP1

HDMI

USB A IP1

TYPE-A

USB C IP1

TYPE-C

LAN POE1

RJ45

POWER1

PHX-2P

HDMI OP1

HDMI

RS232-1

PHX-3P

QSC NV-21-HU

Podium

QSC NV-21-HU

HDMI IP1

HDMI

USB A IP1

TYPE-A

USB C IP1

TYPE-C

LAN POE1

RJ45

POWER1

PHX-2P

HDMI OP1

HDMI

RS232-1

PHX-3P

QSC NV-21-HU

Table

QSC NV-21-HU

HDMI IP1

HDMI

USB A IP1

TYPE-A

USB C IP1

TYPE-C

LAN POE1

RJ45

POWER1

PHX-2P

HDMI OP1

HDMI

RS232-1

PHX-3P

QSC NV-21-HU

Projector Decoder

LAN-1016

LAN-1017

QSC NV-21-HU

HDMI IP1

HDMI

USB A IP1

TYPE-A

USB C IP1

TYPE-C

LAN POE1

RJ45

POWER1

PHX-2P

HDMI OP1

HDMI

RS232-1

PHX-3P

QSC NV-21-HU

TV Decoder

LAN-1018

SPOUT-1005

SPOUT-1006

EPSON PowerLite L200W

HDMI IP1

HDMI

HDMI IP2

HDMI

COMPUTER

IP1

HD-15

CV IP1

RCA

AUDIO IP1

3.5MM JACK

AUDIO IP2

3.5MM JACK

AUDIO L/R

IP1

RCA

MIC IP1

3.5MM JACK

USB B IP1

TYPE-B

USB A IP1

TYPE-A

RS232C1

DB9

POWER1

IEC

MONITOR

OP1

HD-15

AUDIO OP1

3.5MM JACK

LAN1

RJ45

EPSON PowerLite L200W

OFE Projector

HD-1002

LAN-1019

Existing Ceiling Speakers svand Line svand Line svand Line svand Line svand Line svand Line svand Line svand Line svand Line svand Line

16 ft

OFE TV

OFE TV

OFE Projector

Suggested Camera Locations

AV

Rack Location

Suggested location of LCD Control Touchscreen svand Oval svand Oval svand Line svand Line svand Line