BRDCOM-S3267 Q and A Answers .xlsx
XLSX spreadsheet 18 KB Posted
- Attached to
- Board Room AV State and local contract opportunity
- Solicitation number
- BRDCOM-S3267
- Issued by
- Washoe County, Nevada
About this file
This document is a Bid Q&A spreadsheet for a Board Room Audio/Visual (AV) system procurement by the Nevada State Purchasing Division for the Nevada State Contractors Board, covering locations in Reno and Las Vegas. The project involves replacing a 20-year-old Polycom-based AV system with a new integrated solution, including equipment for board rooms, conference rooms, and lobby areas. The project requires comprehensive AV upgrades with 4K video capabilities, video conferencing integration, Dante audio routing, Crestron control systems, and compatibility with "For The Record" software. Mandatory site visits are scheduled for June 16, 2025, with proposal submissions due by August 21, 2025. The anticipated project completion timeline is flexible, with a desired completion by June 2026, and the State emphasizes minimal disruption to public meetings during system cutover.
The estimated project budget is $225,000, with no specific set-asides for small businesses and no TAA compliance requirements. The procurement allows equipment substitutions and is tax-exempt. Payment terms will follow a Net 30 structure, and no bonds are required. The State will provide secure onsite storage and has existing infrastructure like conduit paths and wall backings. Vendors must provide comprehensive system integration, including network switches, control processors, microphones, speakers, and video conferencing capabilities. The contract includes an initial warranty year with options for three additional years of support, and remote system monitoring is permitted. Vendors must be registered on nevadaepro.com, hold a Nevada business license, and maintain active SAM.gov registration.
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Other files for this state and local contract opportunity
| File | Type | Posted |
|---|---|---|
| BRDCOM-S3267 Reno site-visit-registration-2025-06-01~1.pdf | ||
| BRDCOM-S3267 Certification-regarding-lobbying.pdf | ||
| BRDCOM-S3267 Cost Schedule v1.docx | DOCX document | |
| BRDCOM-S3267 Reno site-visit-registration-2025-06-01.pdf | ||
| BRDCOM-S3267 LV site-visit-registration-2025-06-01.pdf | ||
| BRDCOM-S3267 RFP 2025-07-15.docx | DOCX document | |
| BRDCOM-S3267 Terms-and-conditions-for-services.pdf | ||
| BRDCOM-S3267 LV site-visit-registration-2025-06-01~1.pdf | ||
| BRDCOM-S3267 Q and A 20250814 photos small.pdf | ||
| BRDCOM-S3267 Insurance Requirements.docx | DOCX document | |
| BRDCOM-S3267 Terms-and-conditions-for-goods.pdf | ||
| BRDCOM-S3267 Vendor-Information-Response.pdf | ||
| BRDCOM-S3267 reference-questionnaire-2025-06-01.pdf | ||
| Quote Instructions.pdf | ||
| Standard Form Contract~1.docx | DOCX document |
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Text version
Bid Q&A for Export Report
| Bid Q&A | ||||
| QUESTION_NBR | CREATED_BY | QUESTION_SUBJECT | QUESTION_TEXT | ANSWER_TEXT |
| 1 | RAYK1 | A-Built Drawings | Are there as-built drawings available for the Las Vegas location? | No. |
| 2 | RAYK1 | Submission deadline | Can you please verify the submission deadline is 8/21/25? | 8/21/25 is the deadline. |
| 3 | WILLGRAY | Board Room AV wiring diagrams | Are there current AV wiring diagrams of the existing system? | No. |
| 4 | WILLGRAY | Board Room Existing Polycom 8000 | The old Polycom 8000 that is being removed is a complete UCC system. What will be used as the UUC appliance? The media PC? How will control be handled? | We are open to ideas. We can use a PC and each location with guiidance on how it should be configured. |
| 5 | WILLGRAY | Board Room size | How big is the room? We need to know to properly size the zoom ratios for the cameras. | 33 ft x 30 ft |
| 6 | WILLGRAY | Board Room mics | How many microphones are being replaced? | Old system has 13 wired and 1 wireless. The nerw system will have 9 at the dias, 4 for witness tables, and 1 at the staff table. Also, the old wireless mic will be replaced with a wireless mic and lavalier. |
| 7 | WILLGRAY | Board Room mic styles | What style microphones are there currently? | Wired is Shure MX418D/S |
| 8 | WILLGRAY | Board Room mixer | Is the old mixer ( Make? Model?) being replaced by a DSP? | Old mixers are Shure SCM810 and SCM410 |
| 9 | WILLGRAY | Board Room speaker count | How many speakers are in the room? | 8 in the ceiling and 4 under the dias |
| 10 | WILLGRAY | Board Room speaker types | Are the speakers flush or surface mounted? | Speakers in the ceiling are flush with the tiles. Speakers under the dias are surface mounted. |
| 11 | WILLGRAY | Board Room tables | The spec calls out prosecutor and witness tables. Is this an error? Please confirm that the boardroom has these requirements. | The prosecutor uses a moveable podium. We usually take a microphone from the dias and place it on the podium. The reason is that during hearings, the dias is not fully occupied. The dias can be fully occupied during board meetings. |
There are 2 witness tables for plaintiff and defendant sides of the matter during hearings.
| 12 | WILLGRAY | Board Room HDMI ports | Same as above statement. Please confirm â??HDMI ports at 9 locations on dais, 2 witness tables, and 1 staff table for owner furnished monitors to display same video sourceâ??. A floorplan would make this easier to visualize. | This is confirmed. | |
| 13 | WILLGRAY | Board Room 3.4.4 | Line 3.4.4 indicates â??Manage cameras and audio of Las Vegas and Reno board rooms from either board roomâ??. Does this statement suggest that we are to design a system that can control remote systems in the other boardroom as in Reno - Las Vegas and vice-versa? If so, please explain further the requirements. | This is confirmed. When we used to run just the old Polycom systems at both locations, we could manage the cameras at both locations from either Polycom touch panel. The Polycom provided camera/source for both local and remote sites. We would like similar functionality with the new system. | |
| 14 | WILLGRAY | Board Room TV's | How are the 4 TVâ??s being utilized? Assuming the NVX will act as a matrix, do we need to provide I/O status and control on the Crestron touch panel for any configuration of source to display? | Yes. In the Las Vegas office, we can assign any source to any TV. | |
| 15 | WILLGRAY | Board Room control | Is there a control processor for the Crestron Touch Panels? | ||
| a. | Model? | Not sure. We can provide photos of the Las Vegas equipment rack. | |||
| 16 | WILLGRAY | Board Room system | Since the system is changing to an NVX system, are there existing IGMP ethernet switches? | No. Switches are needed. | |
| 17 | WILLGRAY | Board Room software | The scope indicates â??For The Recordâ?? software, which is court based software. Being the 3rd reference to the judicial system, please clarify the usage in the boardroom. | We have the For The Record software. The system needs to integrate with the For The Record computer via Dante. | |
| 18 | WILLGRAY | Conference room wiring diagram | Are there current AV wiring diagrams of the existing system? | No. | |
| 19 | WILLGRAY | Conference room speakers | Are the speakers flush or surface mounted? | Speakers in the ceiling are flush with the tiles. Speakers under the dias are surface mounted. | |
| 20 | WILLGRAY | Conference room controller | Is there a control processor for the Crestron Touch Panel? | Not sure. | |
| 21 | WILLGRAY | Lobby wiring diagrams | Are there current AV wiring diagrams of the existing system? | No. | |
| 22 | WILLGRAY | Lobby PC | What is the Media PC supporting/usage? | The Media PC runs a continuous presentation. It is often the source mapped to the TV in the lobby. | |
| 23 | WILLGRAY | Lobby TV | The TV states that it is â??owner furnishedâ??. | ||
| a. | Are we installing a OFE TV? | ||||
| b. | What is the size? | ||||
| c. | Is there a mount for the TV | The lobby TV exists. It is 65" and mounted to the wall. | |||
| 24 | EIDIMGROUPINC | Licenses | What specific audio-visual (AV) licenses or certifications are required for this project? | None. | |
| 25 | EIDIMGROUPINC | TAA Compliance | Are all AV system components required to be TAA compliant in accordance with FAR 52.225-5? | No. | |
| 26 | EIDIMGROUPINC | Prevailing Wage | Will this bid require the payment of prevailing wages? | No. | |
| 27 | EIDIMGROUPINC | Payment | Will the payment terms for this AV project follow a Net 30 structure, where payment is due 30 days after the invoice date? | Yes. | |
| 28 | EIDIMGROUPINC | Estimated Budget | What is the estimated maximum budget for the AV equipment, installation, and related services for this project? | $225,000.00 | |
| 29 | EIDIMGROUPINC | Project Timeline | What is the expected timeline for project completion, and is there flexibility for adjusting the completion date? | We are flexible. We would like the project to be completed by June 2026 at the latest. | |
| 30 | EIDIMGROUPINC | Project Milestone | Are there specific milestones or deadlines that must be adhered to, even with a flexible final date? | The schedule of public meetings cannot be interupted. The cutover from the old to new system needs to happen between public meetings. | |
| 31 | EIDIMGROUPINC | Working Hours | What are the working hours expected for the AV installation team (e.g., 9 AM to 5 PM, Monday to Friday)? Will there be flexibility to work after hours or on weekends if necessary to meet project goals? | The office hours are Monday - Friday 7AM - 4PM. Yes, there is flexibility to work after hours and weekends. | |
| 32 | EIDIMGROUPINC | Multiple Contractor | Can you confirm whether multiple contractors will be operating simultaneously at the job site? | We do not expect multiple contractors simultaneiously, unless they are your subcontractors. | |
| 33 | EIDIMGROUPINC | Set Aside | Is this AV project or contract a set-aside for small, minority-owned, veteran-owned, or women-owned businesses? | No. | |
| 34 | EIDIMGROUPINC | Bonds | Will the contractor be required to provide Bid Bonds, Performance Bonds, and Payment | ||
| Bonds as part of the AV project? If yes, what will be the amounts or percentage of each bond required? | No. | ||||
| 35 | EIDIMGROUPINC | Post-demolition | Who is responsible for all post-demolition finish work (e.g., drywall repair, wall patching, painting, and firestopping) after AV cable routing or device mounting? | If not included in the bid, we will find a contractor for the finish work. | |
| 36 | EIDIMGROUPINC | Storage | Will secure onsite storage be provided for AV equipment, tools, or materials during the installation period? | Yes. We have some empty office space available. | |
| 37 | EIDIMGROUPINC | Liquidated Damages | If there are delays in the project, how will labor costs and material prices be adjusted, liquidated damages? | We do not anticipate any delays. | |
| 38 | EIDIMGROUPINC | Existing AV system | What is the current age of the existing AV system? | The Polycom and Shure based system is about 20 years old. | |
| 39 | EIDIMGROUPINC | Substitutions | Would you consider allowing substitutions of equipment, provided that the proposed alternatives meet or exceed the specifications and performance of the originally specified items? | Yes. | |
| 40 | EIDIMGROUPINC | Applicalble Tax Rate | Could you please confirm if this project includes any applicable taxes? If so, what is the tax rate? | We are tax exempt. | |
| 41 | EIDIMGROUPINC | Crestron System | Please confirm the availability and specifications of the managed network switch that will support the Crestron NVX system. Is it PoE capable? If not, are separate PoE injectors allowed? | The network switches for the AV system need to be included in the solution. | |
| 42 | EIDIMGROUPINC | AV Rack | Are AV racks existing, or are vendors required to provide and install new AV racks for both Reno and Las Vegas sites? If existing, please provide photos and available RU (rack unit) space. | About 3/4 of a full height 4 post rack is available in the Reno office. Photos were taken during the site visits by the vendor representatives. | |
| 43 | EIDIMGROUPINC | Power supply | Please confirm if sufficient power circuits are available at all AV equipment locations (dais, witness tables, staff table, equipment rooms). If not, will electrical scope be handled by the State or included in vendor pricing? | We believe sufficient power is available. If needed, we can have circuits added. | |
| 44 | EIDIMGROUPINC | Conduits | Are there existing conduit paths or raised flooring between equipment room and the dais/tables/displays? If not, can surface raceways be used, or will the State provide cable pathways? | Yes, there are existing conduit paths. The old wiring can be replaced with new wiring. Between rooms, cables can be run above the ceiling grid. | |
| 45 | EIDIMGROUPINC | Wall reinforcements | Are wall backing reinforcements in place to support 85â?? and 75â?? displays? If not, is vendor responsible for structural support? | There are existing wall backing in the board room and lobby. Backing may be needed in the conference rooms. | |
| 46 | EIDIMGROUPINC | Display Orientation | For 85â?? and 75â?? displays, should orientation be landscape only, or will any display require portrait orientation (e.g., lobby signage) | Landscape only. | |
| 47 | EIDIMGROUPINC | BYOD | Please clarify the required input types and locations for BYOD (e.g., USB-C, HDMI, wireless). Is wireless presentation required (e.g., Barco ClickShare, Mersive Solstice)? | We need to provide an HDMI interface for laptop computers giving presentations from the witness tables. | |
| 48 | EIDIMGROUPINC | Network Video Decoder | Please specify which models of â??Network Video Decoderâ?? are acceptable or preferred for use with the Crestron NVX platform and owner-furnished PCs. Are NVDs required to be Crestron-brand only? | We are flexible. Specific brands are not required. | |
| 49 | EIDIMGROUPINC | Microphones | Please specify the desired Shure microphone model types (e.g., MXA910, MXA920, wireless ULX-D, ceiling/tabled wired). Should microphones include DSP capabilities or integrate with external DSPs (Biamp, QSC, etc.)? | Prefer wired Shure MX418D/S, Shure MXW2Z10 wireless mic, Shure MXW1/OZ10 wireless lavalier. Unsure about DSP. | |
| 50 | EIDIMGROUPINC | Speakers | Please specify the performance requirements or preferred brand/model for ceiling speakers (e.g., coverage patterns, speech vs. full-range). Are tile grid ceilings present in both locations? | No preference. Grid ceilings are present in board room and conference rooms. | |
| 51 | EIDIMGROUPINC | Control processors | Are any redundancies required for critical components such as control processors, network switches, or power supplies? | No. | |
| 52 | EIDIMGROUPINC | Audio Routing | Please confirm the required audio routing path for the "legacy PC with For The Record software." Is analog audio sufficient, or is Dante digital audio routing mandatory? | Dante is mandatory or provide another solution to bring the audio into the PC that is compatible with ForTheRecord software. | |
| 53 | EIDIMGROUPINC | Crestron Programming | Please confirm if the State has existing Crestron programming source code for the Las Vegas site, or will vendor need to reverse engineer to integrate control between sites? | Reverse engineering is needed. | |
| 54 | EIDIMGROUPINC | Remote System Access | Will the State allow remote system monitoring and control? | Yes. | |
| 55 | EIDIMGROUPINC | Ports | Should vendor provide grommet-mounted HDMI ports or under-table boxes for the HDMI input locations (9 dais, 2 witness, 1 staff)? If not, will existing furniture be reused or modified? | Yes. We photo of LV witness table to show preferred method. | |
| 56 | EIDIMGROUPINC | Touch Panel Locations | Please provide the exact desired mounting locations for the 10â?? and 5â?? Crestron touch panels. Should they be wall-mounted, recessed, or table-top-mounted? Power and data availability at each location? | Table top mounted Crestron touch panels at staff table in board room, and at each conference room table. | |
| 57 | EIDIMGROUPINC | USB Receivers | Are USB receivers for the wireless keyboard/mouse to be mounted behind the display, or routed back to the media PC? Is there a preferred model or standard (e.g., Logitech, Microsoft)? | USB receivers can be mounted behind/near the display. Prefer Logitech. | |
| 58 | EIDIMGROUPINC | Vedio Conferencing Platforms | Is Microsoft Teams Room (MTR) or Zoom Room appliance mode required, or is general interoperability through BYOD or external PC connection acceptable? | We need to connect both the Las Vegas and Reno boardrooms on a regular basis. We are open to learning best practice regarding a pure Crestron solution or also adding Zoom clients. If Zoom room implementation is required, please specify the configuration. Also, during meetings, presentations from the witness tables need to also be visible when Zoom is being used to support remote participation. | |
| 59 | EIDIMGROUPINC | Warranty | Please confirm warranty duration expectations for both equipment and labor. Is 1-year labor standard acceptable, or is an extended warranty contract desired? | In addition to standard warranty, we need to be able to subscribe to annual support. | |
| 60 | EIDIMGROUPINC | Service Response Time | What are your required response times for support via email, phone, and onsite service, and how many years of warranty? | Live email and phone during normal business hours. 24 hours for onsite. Initial year plus 3 years of support. | |
| 61 | EIDIMGROUPINC | Construction Work | Please confirm if mounting hardware (e.g., wall backing for displays, ceiling reinforcements for speakers/mics, conduit/raceways) is part of the AV contractorâ??s scope. If structural or construction work is required, will it be subcontracted or provided by the owner? | Yes. Mounting hardware is in scope. Other construction work can be provided by us. | |
| 62 | EIDIMGROUPINC | Decommissioning | Should the AV vendor remove and dispose of legacy equipment, or should the removed equipment be turned over to the owner for storage? If turned over, is there a designated staging area on site? | We will retain old equipment. There will be a designated room or area for old equipment. | |
| 63 | EIDIMGROUPINC | Installation Time | Can you provide room-specific installation time windows (business hours only or after-hours/weekend work required)? Are there any noise limitations or security access restrictions? | Acitivity with loud noises need to occur outside normal business hours to reduce impacting our business activity and other tenants. The actual cutover from the old to new system needs to occur between scheduled public meetings. | |
| 64 | EIDIMGROUPINC | New Video Conferencing | Does â??implementation of new video conferencing software/hardwareâ?? require full system configuration of Microsoft Teams/Zoom Room licenses, user accounts, and IT policy enforcement, or is the vendor only responsible for hardware readiness and AV integration? | We need help to understand what is required to implement the recommended best practice. | |
| 65 | EIDIMGROUPINC | Training | Please confirm if project staffing must include on-site personnel only, or if remote system programming/configuration staff may be utilized as part of the team. | We prefer training to be done in-person. Other work can be done remotely, if desired. | |
| 66 | EIDIMGROUPINC | Background Checks | Are there any requirements for background checks, badges, finger printing or security clearance for vendor staff working in either the Reno or Las Vegas locations? | No. |
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