Dane_County_Courthouse_Audio_Visual_Modernization_(Addendum_#4_Revision).pdf

D- REQUEST FOR PROPOSAL

2025-RFP-050-PR

DANE COUNTY COURTHOUSE AUDIO VISUAL MODERNIZATION

County of Dane

City-County Building, Room 425, 53703

Madison, WI 53703

RELEASE DATE: September 5, 2025

DEADLINE FOR QUESTIONS: October 1, 2025

RESPONSE DEADLINE: October 16, 2025, 2:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://procurement.opengov.com/portal/countyofdane

County of Dane

D- REQUEST FOR PROPOSAL

Dane County Courthouse Audio Visual Modernization

I. Introduction II. RFP Guidelines and Overview

III. Contract Term IV. Project Overview & Scope of Work V. RFP Response Requirements & Evaluation Criteria

VI. Vendor Questionnaire VII. Standard Terms and Conditions

Attachments:

A - Attachment A - Courtroom Elevations Flow Drawings

B - Attachment_B_-_Project_Cost_Sheet - Updated

D- Request For Proposal #2025-RFP-050-PR Title: Dane County Courthouse Audio Visual Modernization

1. Introduction

1.1. Summary

The purpose of this document is to provide interested parties with information to enable them to prepare and submit a proposal according to the specifications set forth within this document.

The County intends to use the results of this process to award a contract or issue a purchase order for the product(s) and/or service(s) stated : Update to Audio-Visual equipment in each courtroom space of the Dane County Courthouse .

The Dane County Purchasing Division is the sole point of contact for questions and issues that may arise during the RFP process.

1.2. Contact Information

Megan Rogan

Purchasing Officer

Email: rogan.megan@countyofdane.com

Phone: (608) 283-1487

Department:

Clerk of Courts

1.3. Timeline

Release Project Date September 5, 2025

Vendor Site Visit (Mandatory) September 25, 2025, 10:00am

Dane County Courthouse

Clerk of Courts

215 S. Hamilton St. Rm. 1000

Madison, WI 53703

Question Submission Deadline October 1, 2025, 12:00am

Question Response Deadline October 3, 2025, 2:00pm

Proposal Submission Deadline October 16, 2025, 2:00pm mailto:rogan.megan@countyofdane.com tel:(608)283-1487

2. RFP Guidelines and Overview

2.1. GENERAL SOLICITATION PROCESS

1. REASONABLE ACCOMMODATIONS

1. The County will provide reasonable accommodations, including the provision of informational material in an alternative format, for qualified individuals with disabilities upon request. If you need accommodations at a vendor conference or site visit, contact the Purchasing Officer listed or call WI Relay 711 for TDD Services.

2. VENDOR REGISTRATION

1. Interested vendors are required to register at the County's eProcurement Portal. Registration is free and will ensure that you receive notifications of solicitations that match your profile and category codes as well as providing the County with up-to-date company contact information.

2. Once registered, please double check to make sure your vendor information including commodity codes is up-to-date by signing into your account at the County's eProcurement

Portal.

3. CALENDAR OF EVENTS

1. Specific and estimated dates and times of actions related to this solicitation are listed in the timeline in the Introduction Section. The actions with specific dates must be completed as indicated unless otherwise changed by the County. In the event that the County finds it necessary to change any of the specific dates and times in the calendar of events listed below, it will do so by issuing an addendum to this RFP and posting such addendum on the Dane

County eProcurement Portal.

4. CLARIFICATION OF THE SPECIFICATIONS / QUESTIONS

1. All inquiries concerning this solicitation must be submitted via the County's eProcurement

Portal.

2. Questions must be submitted before 12:00 am on Wednesday, October 1, 2025.

a. Requests submitted after that time frame will not be considered.

3. Proposers are expected to raise any questions, exceptions, or additions they have concerning the solicitation at this point in the process. If a proposer discovers any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in this solicitation, the proposer should immediately notify the contact person of such error and request modification or clarification to the solicitation document.

4. Proposers are prohibited from communicating directly with any employee of Dane County, except as described herein. No County employee or representative other than those individuals https://procurement.opengov.com/portal/countyofdane https://procurement.opengov.com/portal/countyofdane https://procurement.opengov.com/portal/countyofdane https://procurement.opengov.com/portal/countyofdane listed as County contacts on this solicitation is authorized to provide any information or respond to any question or inquiry concerning this solicitation.

5. ADDENDA & REVISIONS

1. In the event that it becomes necessary to provide additional clarifying data or information, or to revise any part of this bid, addenda and/or supplements will be posted via the

County's eProcurement Portal. Bidders are responsible to regularly monitor the web site for any such postings. It is recommended to check the eProcurement Portal for addenda prior to submitting a proposal. Bidders must acknowledge the receipt/review of any addenda via the eProcurement Portal.

2. The Purchasing Division has the sole authority for modifications to specifications and/or the solicitation document.

6. INSPECTION OF PREMISES/VENDOR SITE VISIT - when applicable

1. When applicable, bidder’s may inspect site(s) prior to submitting bids to determine all requirements associated with the project by contacting Megan Rogan. Failure to do so will in no way relieve the successful bidder from the necessity of providing, without additional cost to the

County, all necessary services that may be required to carry out the intent of the resulting contract.

2.2. BID / PROPOSAL SUBMISSION

Dane County strongly encourages all vendors to submit proposals well in advance of the solicitation deadline. By doing so, if there are any technical difficulties, there is time to attempt to resolve the situation before the deadline. Late bids will not be accepted.

If there are technical difficulties while trying to submit, first, contact OpenGov Support by clicking into the small blue circle on the bottom, right side of your screen while logged into the OpenGov system.

1. SUBMITTAL INSTRUCTIONS

1. Dane County reserves the right to accept any part of this bid deemed to be in the best interest of the County. The County also retains the right to accept or reject any or all bids.

2. Proposals must be submitted via the County's eProcurement Portal before 2:00 pm on Thursday, October 16, 2025. Late, faxed, mailed, hand-delivered, or incomplete proposals will be rejected unless otherwise specified. Dane County is not liable for any cost incurred by proposers in replying to this solicitation.

3. To Submit a Proposal:

a. Register at the County's eProcurement Portal at https://procurement.opengov.com/portal/countyofdane https://procurement.opengov.com/portal/countyofdane https://procurement.opengov.com/portal/countyofdane https://procurement.opengov.com/portal/countyofdane https://procurement.opengov.com/portal/countyofdane https://procurement.opengov.com/portal/countyofdane

b. Click on the green "+Subscribe" button on the left side of the screen and proceed to create an account or sign in if an account already exists.

c. Once registered, click on the "draft" button to draft your proposal.

d. Provide company information

e. Complete the entire Vendor Questionnaire

f. Where indicated, upload the required documents.

g. The file upload status can be seen for each document uploaded.

h. Confirm all files have been uploaded

i. Review your work and click on "submit" proposal

j. Acknowledge any addenda

2. MULTIPLE PROPOSALS & ACCEPTANCE

1. Multiple proposals from a vendor will be permissible; however, the proposer must create separate accounts with separate log-in sequences, emails, and passwords on the

County’s eProcurement Portal. Each such proposal must be submitted separately and labeled as

Proposal #1, Proposal #2, etc.

2. Please message procurementsupport@opengov.com with any questions regarding set up.

3. GENERAL INSTRUCTIONS ON SUBMITTING COST PROPOSALS

1. The Cost Proposal section of this solicitation will either be incorporated into the system as a

Pricing Table or as a separate Cost Proposal Attachment that must be downloaded, completed, saved, and uploaded to the Vendor Questionnaire section.

2. Price(s) quoted shall include all labor, materials, equipment, shipping and other costs and conditions outlined within the bid. Pricing shall remain fixed.

4. RIGHT TO REJECT PROPOSALS & NEGOTIATE CONTRACT TERMS

1. The County reserves the right to accept any part of a submission deemed to be in the best interest of the County and to reject any and all proposals and to negotiate the terms of the contract, including the award amount, with the selected proposer prior to entering into a contract. If contract negotiations cannot be concluded successfully with the highest scoring proposer, the County may negotiate a contract with the next highest scoring proposer.

2.3. VENDOR QUESTIONNAIRE DEFINITIONS

1. LOCAL VENDOR PURCHASING PREFERENCE - applicable to RFBs - DOES NOT APPLY TO PUBLIC WORKS

BIDS

mailto:procurementsupport@opengov.com

1. Under Dane County Ordinance 25.08(11)(c-e), a Locally Based and Owned Vendor, Locally

Operated Vendor, or Non-Locally Operated Vendor may be invited to match the low bid if the low bid is offered by a vendor that is not identified as a Locally Based and Owned Vendor, Locally Operated Vendor, or Non-Locally Operated Vendor according to Dane County Ordinance requirements. Local Vendor Preferences do not apply to bids for sand, gravel, salt, asphalt and concrete.

Locally Based and Owned Vendors:

1. When bids are reviewed, the County will determine if a Locally Based and Owned Vendor responding to the bid is the low bidder. If a Locally Based and Owned Vendor is the low bidder, they will be awarded the bid.

2. If a Locally Based and Owned Vendor is not the low bidder but is within 15% of the low bid, the

County will contact the Locally Based and Owned Vendor and provide that vendor the option of matching the low bid price.

3. If no Locally Based and Owned Vendors are among the responding bidders, or the Locally Based and Owned Vendor declines to match the low bid, then the County will determine if a Locally

Operated Vendor has responded to the bid.

Locally Operated Vendors:

4. If a Locally Operated Vendor is within 10% of the low bid, the County will contact the Locally

Operated Vendor and provide that vendor the option of matching the low bid price.

5. If no Locally Operated Vendors are among the responding bidders, or the Locally Operated

Vendor declines to match the low bid, then the County will determine if a Non-Locally Operated

Vendor has responded to the bid.

Non-Locally Operated Vendors:

6. If a Non-Locally Operated Vendor is within 5% of the low bid, the County will contact the Non-

Locally Operated Vendor and provide that vendor the option of matching the low bid price.

7. If no Non-Locally Operated Vendors are among the responding bidders, or the Non-Locally

Operated Vendor declines to match the low bid, then the County will award the bid to the low bidder without regard to the location of the vendor.

2. LOCAL VENDOR PURCHASING PREFERENCE - applicable to RFPs - DOES NOT APPLY TO PUBLIC WORKS

BIDS

1. Under County ordinances, a Local Vendor is defined as a supplier or provider of equipment, materials, supplies or services that has an established place of business within the County of

Dane. An established place of business means a physical office, plant or other facility. A post office box address does not qualify a vendor as a Local Vendor.

1. County ordinance provides that a local vendor (within Dane County) automatically receive five points toward the evaluation score.

2. County ordinance provides that vendors located within the counties adjacent to Dane County

(Columbia, Dodge, Green, Iowa, Jefferson, Rock, Sauk) automatically receive two points toward the evaluation score.

3. LOCAL CONTENT VENDOR PREFERENCE - generally only applicable to RFBs - DOES NOT APPLY TO

PUBLIC WORKS BIDS

1. Under Dane County Ordinance 25.08(4)(f-j), bidders offering goods made in Dane County, its surrounding counties, or the State of Wisconsin receive a price preference on sealed bid solicitations. Bids are first evaluated to determine if any bidders are offering products that qualify as Dane County-Made Goods, Regionally-Made Goods, or Wisconsin-Made Goods. Local

Vendor Preferences do not apply to bids for sand, gravel, salt, asphalt and concrete.

2. A bidder offering Dane County-Made Goods will be considered the successful bidder if their price is up to 15% higher than the low bid for goods that are not Dane County-Made Goods. If no vendors meet this criteria, then the County will determine if any bidder is offering Regionally-

Made Goods. If so, then such a bidder will be considered successful if their price is up to 12.5% higher than the low bid for goods that are not Regionally-Made Goods. If no vendors meet this criteria, then the County will determine if any bidder is offering Wisconsin-Made Goods. If so, that bidder will be considered successful if their price is up to 10% higher than the low bid for goods that are not Wisconsin-Made Goods. If no vendors are offering Dane County-Made, Regionally-Made, or Wisconsin-Made Goods, then the County will evaluate the low bid without regard to the content of the goods.

4. FAIR LABOR PRACTICES CERTIFICATION

1. Dane County Ord. 25.09 (1) is as follows:

a. (28) BIDDER RESPONSIBILITY. (a) Any bid, application or proposal for any contract with the county, including public works contracts regulated under chapter 40, shall include a certification indicating whether the bidder has been found by the National Labor Relations

Board (NLRB) or the Wisconsin Employment Relations Committee (WERC) to have violated any statute or regulation regarding labor standards or relations within the last seven years.

The purchasing manager shall investigate any such finding and make a recommendation to the committee, which shall determine whether the conduct resulting in the finding affects the bidder’s responsibility to perform the contract.

2. If a company indicates that they have been found by the NLRB or WERC to have such a violation in the Vendor Questionnaire section, a copy of any relevant information regarding such violation with is required to be uploaded with the bid submission.

3. Additional information about the NLRB and WERC can be found using the following links:

www.nlrb.gov and http://werc.wi.gov.

5. COOPERATIVE PURCHASING

1. Participating in cooperative purchasing gives vendors the opportunity for additional sales without additional bidding. Municipalities and state agencies use cooperative purchasing to expedite purchases. A “municipality” is defined as any county, city, village, town, school district, https://www.nlrb.gov/ http://werc.wi.gov/ board of school directors, sewer district, drainage district, vocational, technical and adult education district, or any other public body having authority to award public contracts (s.

16.70(8), Wis. Stats.). Federally recognized Indian tribes and bands in this state may participate in cooperative purchasing with the state or any municipality under ss. 66.0301(1) and (20, Wis.

Stats.

2. In the Vendor Questionnaire section, you will have the opportunity to participate in allowing municipalities and state agencies to piggyback this bid. Participation is not mandatory. A vendor’s decision on participating in this service has no effect on awarding the bid.

3. Dane County is not a party to these purchases or any dispute arising from these purchases and is not liable for delivery or payment of any of these purchases.

6. DESIGNATION OF CONFIDENTIAL & PROPRIETY INFORMATION - generally only applicable to RFPs

1. All restrictions on the use of data contained within a proposal and all confidential information must be clearly stated on the Vendor Information Attachment under the “Designation of

Confidential and Proprietary Information” section.

2. Proprietary information submitted in a proposal, or in response to the RFP, will be handled in accordance with the applicable Wisconsin State Statute(s).

3. Submitted pricing will always become public information when proposals are opened and therefore cannot be designated as confidential.

4. Other information cannot be kept confidential unless it is a trade secret. Trade secret is defined in Sect. 134(80)(1)(c) Wis. State Statutes, as follows: "Trade secret" means information, including a formula, pattern, compilation, program, device, method technique or process to which all of the following apply:

a. The information derives independent economic value, actual or potential, from not being generally known to, and not being readily ascertainable by proper means by other persons who can obtain economic value from its disclosure or use.

b. The information is the subject of efforts to maintain its secrecy that are reasonable under the circumstances.

5. To the extent permitted by law, it is the intention of Dane County to withhold the contents of the proposal from public view until such times as competitive or bargaining reasons no longer require non-disclosure, in the opinion of Dane County. At that time, all proposals will be available for review in accordance with the Wisconsin Open Records Law.

6. In the event the Designation of Confidentiality of this information is challenged, is required to provide legal counsel or other necessary assistance to defend the Designation of Confidentiality.

7. Failure to designate confidential and proprietary information within the Designation of

Confidential and Proprietary Information section of the Vendor Information Attachment may mean that all information provided as part of the proposal response will be open to examination or copying. The County considers other markings of confidential in the proposal document to be insufficient. The undersigned agrees to hold the County harmless for any damages arising out of the release of any material unless they are specifically identified within the Designation of

Confidential and Proprietary Information section of the Vendor Information Attachment.

2.4. EVALUATION

1. PRELIMINARY EVALUATION

1. The proposals will first be reviewed to determine if all applicable requirements are met. Failure to meet mandatory requirements may result in the proposal being rejected. In the event that all vendors do not meet one or more of the mandatory requirements, the County reserves the right to continue the evaluation of the proposals and to select the proposal which most closely meets the requirements specified in the solicitation.

2. PROPOSAL SCORING - applicable to RFPs

1. Accepted proposals will be reviewed by an evaluation team and scored against the stated criteria in the evaluation section of the RFP posting. This scoring will determine the ranking of vendors based upon their written proposals. If the team determines that it is in the best interest of the County to require a Phase 2 Evaluation which may include oral presentations, the highest-ranking vendors will be invited to make such presentations. Those vendors that participate in the interview process will then be scored, and the final ranking will be made based upon those scores.RFP Cost Proposal's will be scored using a standard quantitative calculation where the most cost criteria points will be awarded to the proposal with the lowest cost.

3. ORAL PRESENTATIONS/INTERVIEW - applicable to RFPs

1. Top ranked selected proposers may be required to make oral interview presentations and/or site visits to supplement their proposals, if requested by the County. The County will make every reasonable attempt to schedule each presentation at a time and location that is agreeable to the proposer. Failure of a proposer to conduct a presentation to the County on the date scheduled may result in rejection of the vendor’s proposal.

2.5. AWARD

1. RFB AWARD

1. The County will award the bid to the most responsive and responsible bidder whose bid is most advantageous to the County. In determining the most advantageous bid, the County may consider criteria such as, but not limited to, cost, bidder’s past performance and/or service reputation, and service capability, quality of the bidder’s staff or services, customer satisfaction, references, the extent to which the bidder’s staff or services meet the County’s needs, bidder’s past relationship with the County, total long term cost to the County, fleet continuity and any other relevant criteria listed in this solicitation.

2. A resulting award and any part thereof shall not be subcontracted or assigned to another

Contractor without prior written permission of the County. The Contractor shall be directly responsible for any Subcontractor’s performance and work quality when used by the Contractor to carry out the scope of the job. Subcontractors must abide by all terms and conditions under this Contract.

2. RFP AWARD

1. An RFP award will typically be granted in one of two ways.

a. The award may be granted to the highest scoring responsive and responsible proposer.

b. Alternatively, the highest scoring proposer or proposers may be requested to submit final and best offers. If final and best offers are requested, they will be evaluated against the stated criteria, scored and ranked. The award will then be granted to the highest scoring proposer.

2. A resulting award and any part thereof shall not be subcontracted or assigned to another

Contractor without prior written permission of the County. The Contractor shall be directly responsible for any Subcontractor’s performance and work quality when used by the Contractor to carry out the scope of the job. Subcontractors must abide by all terms and conditions under this Contract.

3. PAYMENT TERMS AND INVOICING

1. Unless otherwise agreed upon in writing, Dane County will pay properly submitted vendor invoices within thirty (30) days of receipt of goods or services. Payment will not be made until goods or services are delivered, installed (if required), and accepted as specified. Invoices presented for payment shall be submitted to via email to the Department Invoice Email

Address shown on the Bill To section of the PO issued. The Dane County purchase order number must be noted on the submitted invoice.

2. Other incidental or standard industry charges not identified herein, are not allowed under this contract. Miscellaneous service charges used to help the Contractor pay various fluctuating current and future costs are not allowed. These charges include, but are not limited to, costs directly or indirectly related to the environment, energy issues, fuel charges, service and delivery of goods and services.

4. NOTIFICATION OF INTENT TO AWARD

1. Upon finalizing the award, a notification email may be sent via the OpenGov system showing the awarded vendor(s).

2. As a courtesy, the County may send a Notice of Intent letter to responding vendors at the time of the award. - applicable to RFPs

3. Written notice of award to a vendor in the form of a purchase order or other document, mailed or emailed to the address shown on the bid will be considered sufficient notice of acceptance of bid.

5. CERTIFICATE OF INSURANCE

1. The successful vendor is required to submit to Dane County a Certificate of Insurance prior to performing any work under this contract. The certificate is required prior to issuance of purchase order. See the Insurance Responsibility section within the Standard Terms &

Conditions.

2. Please contact your insurance representative to issue an Additional Insured Endorsement naming County of Dane, a municipal corporation, its boards, commissions, agencies, officers, employees and representatives listed as an ADDITIONAL INSURED on the General Liability policy.

3. Indicate mailing address as:

o County of Dane

Risk Management

City County Building Room 425

210 Martin Luther King Jr., Blvd.

Madison, WI 53703

4. Please inform your insurance representative that you have agreed to provide us with 30 Days written notice in the event of cancellation for any reason before the expiration date of your policy or policies.

5. Vendor may email Certificates of Insurance to risk.management@danecounty.gov.

6. Call 608-266-4965 with any questions.

6. PERMITS & LICENSES

1. The Contractor selected under this bid shall be required to obtain the necessary permits and licenses prior to performing any work under this contract. The Contractor will be required to demonstrate valid possession of appropriate required licenses and will keep them in effect for the term of this contract.

2. Contractor must be financially responsible for obtaining all required permits and licenses to comply with pertinent regulations, municipal, county, State of Wisconsin and Federal laws, and shall assume liability for all applicable taxes.

7. SATISFACTORY WORK

1. Any work found to be in any way defective or unsatisfactory shall be corrected by the

Contractor at its own expense at the order of the County. The County also reserves the right to contract out services not satisfactorily completed and to purchase substitute services mailto:risk.management@danecounty.gov elsewhere. The County reserves the right to charge the vendor with any or all costs incurred or retain/deduct the amount of such costs incurred from any monies due or which may become due under this contract.

8. GOVERNMENT STANDARDS

1. All materials, equipment, and supplies provided to the County must fully comply with all safety requirements as set forth by the Wisconsin Department of Commerce and all applicable OSHA

Standards. Bidders shall comply with all local, state and federal regulations, directives and laws.

9. DANE COUNTY SUSTAINABILITY PRINCIPLES

1. On October 18, 2012, the Dane County Board of Supervisors adopted Resolution 103, 2012-2013 establishing the following sustainability principles for the county:

o Reduce and eventually eliminate Dane County government’s contribution to fossil fuel dependence and to wasteful use of scarce metals and minerals;

o Reduce and eventually eliminate Dane County government’s contribution to dependence upon persistent chemicals and wasteful use of synthetic substances;

o Reduce and eventually eliminate Dane County government’s contribution to encroachment upon nature and harm to life-sustaining ecosystems (e.g., land, water, wildlife, forest, soil, ecosystems); and o Reduce and eventually eliminate Dane County government’s contribution to conditions that undermine people’s ability to meet their basic human needs.

2.6. CONTRACTING

1. CONTRACT/PROJECT ADMINISTRATION

1. The County department(s) utilizing the service will be responsible for drafting, coordinating, monitoring and administering the resulting service contract/purchase order. The department shall be responsible for notifying the awarded vendor about contract renewals or extensions.

Any modifications or additions to the contract(s)/purchase order(s) shall be communicated by the department to the Purchasing Division.

2. CONTRACT ASSIGNMENT - SUBCONTRACTORS

1. A resulting contract and any part thereof shall not be subcontracted or assigned to another

Contractor without prior written permission of the County. The Contractor shall be directly responsible for any subcontractor's performance and work quality when used by the Contractor to carry out the scope of the job. Subcontractors must abide by all terms and conditions under this Contract.

3. CONTRACT ADDITIONS

1. The County reserves the right to add new items and locations at a price conforming to other like items on the contract. The procedure for such additions shall be as follows:

a. The County Purchasing Officer will contact the vendor requesting pricing for the item(s) to be added.

b. The vendor, within three working days, should respond in writing and include the bid number, contract period and the price for each item or service to be provided.

c. Upon receipt, the County shall issue a Change Order adding the service or product(s) to the

Contract or Purchase Order.

2. The County reserves the right to accept or reject prices and obtain bids on the open market for these add ons.

3. When applicable, Contractor may be required to sign a Dane County Contract.

4. CONTRACT TERMINATION

1. If for any reason the successful contractor fails to fulfill the requirements of the contract for providing the specified services, the County shall have the right to cancel the contract at any time and negotiate for the services with another contractor.

3. Contract Term

The contract shall be effective on the date indicated on the Dane County Purchase Order or the Dane

County Contract execution date. The initial term length and renewal terms available are estimates only and are subject to change.

If applicable, any optional or renewal terms are not automatic extensions. Renewal terms must be agreed upon mutually by Dane County and Contractor.

Installation Term: From contract execution through the completion of install, training, and acceptance by County.

Maintenance and Support Term: 5 years upon acceptance of installation by the County. Year one of the maintenance and support agreement shall be included in the initial cost of the installation. Years 2

- 5 shall be quoted annually per the cost proposal.

4. Project Overview & Scope of Work

The following definitions and links are used throughout the RFP.

County: Dane County

County Agency: Department/Division utilizing the service or product.

Dane County Purchasing website: https://www.danepurchasing.com/

Proposer/Vendor/Firm/Contractor: a company submitting a proposal in response to this RFP.

4.1. BACKGROUND

The Dane County Courthouse is located at 215 S. Hamilton St. in downtown Madison, WI. It is a 8 story building, which was built and completed in 2005. Much of the current audio visual infrastructure was installed with the building or shortly after construction. Equipment and network infrastructure has been added over time, but the majority of hardware supporting the courtrooms is 8-10 years old or of like-for-like replacement.

4.2. PROJECT OVERVIEW

Dane County Clerk of Courts is seeking qualified services for the outlined equipment, implementation, and support for upgrading technology in 17 courtrooms. The spaces include video, audio, digital evidence presentation, and hybrid over Zoom. The equipment installation is in conjunction with the

Wisconsin Court System, Consolidated Court Automation Programs (CCAP) parameters.

The proposed solution shall include the following:

• Procurement of equipment outlined

• Project management, labor and integration and project scheduling

• Preparation of shop drawings, submittals, and as-built information for the system.

• Installation, programming, commissioning and warranty of a fully functional Courtroom system o To include initial software setup, software registration, and initial data input

• Project plan meetings with the County to fine tune user requirements

• Ongoing support of the Courtroom systems for a five year term, including any required maintenance visits

• On-site and virtual training of Clerk of Courts staff on the proper use of installed equipment

Each courtroom space shall be updated for the purpose of creating a hybrid courtroom utilizing Zoom and digital evidence presentation. This includes audio and video enhancements.

Installation to occur during normal business hours and under the supervision of the Clerk of Courts. The vendor must be able to accommodate a flexible installation schedule as to when courtrooms become available. Scheduling will require specific coordination with the Clerk of Courts.

https://www.danepurchasing.com/

Project submissions should follow the requirements of all project parameters and hardware requirements unless the unless Clerk of Courts approves changes and justification suggested by the vendor.

4.3. INSTALLER QUALIFICATIONS

1. The awarded vendor shall be a licensed and registered contractor who is, and who has been, regularly engaged in providing the installation of audiovisual systems for courtrooms of similar size and complexity for at least the immediate past seven (7) years.

2. Vendor must provide a project manager with experience in projects of this size and complexity.

3. The vendor should have direct dealer status with all the specified hardware components.

4. Where applicable, the installer(s) must be factory-trained for the provided project products.

Certificate of completion of training must be provided.

4.4. EXISTING EQUIPMENT/CONNECTIONS

1. All furniture exists and remains in the spaces.

2. Each room has internet connections, pathways for existing and new audio and video enhancements except for new electronic displays.

3. Each room has existing audio recording and microphones owned by the State of Wisconsin

CCAP. They will be integrated following CCAP guidelines with bump and chain connectivity where audio passes through CCAP BIAMPS before being received digitally by courtroom AV equipment.

4. The following existing equipment requires removal and shall be provided directly to the Clerk of

Courts:

a. Three ceiling mounted cameras

b. One ceiling mounted projector

c. Existing AV rack & hardware to be decommissioned

d. Other connected receivers and transmitters or electronics in courtroom

5. The current ceiling speakers will remain.

4.5. COURTROOM DETAILS

The following includes the Courtroom Room Numbers and Details:

For Courtroom Elevations and Flow Drawings, please refer to Attachment A, which may be found in the "Attachments" section of this RFP posting.

4.6. PROJECT PARAMETERS

1. The courtroom audio visual system must be consistent in functionality for the 17 courtrooms.

They must be set up to be user friendly for staff no matter what courtroom is being used.

2. Vendor must assign a project manager to oversee the project for the duration of the contract.

3. The project manager shall:

a. Coordinate a schedule for implementation with the county

b. Schedule a kick-off meeting within 2 weeks of execution of contract.

c. Be responsible for providing regular updates to the County on the progress of the project.

The intervals for these updates shall be established at the kick-off meeting.

d. Facilitate on-site installation and be responsible for all facets of project from contract award to system completion

4.7. TOUCH PANEL LAYOUT

1. Each courtroom touch panel layout shall be consistent in all 17 courtrooms.

2. Court Staff shall approve all Graphical User Interface (GUI) layouts prior to implementation.

3. Systems shall be easy to control through the touch panel layout

4. Systems shall provide remote room capabilities, using a Dane County Courts laptop or desktop provided, running Windows®.

a. This is to be installed and run as a desktop application.

5. Each system shall have two touch panels

a. One panel shall be the Zoom Rooms touch panel with room controls (no video/source preview).

i. Zoom, Directory and SIP will be run from this device.

b. The second is a 27” touch display for content and camera previews/selection. The following is required for the room touch panel functions on the 27” touch display:

i. System on and off

ii. Volume Control and Mute for each of the following:

1. wireless microphones

2. wired microphones

3. room volume

4. program source volume

5. Jury ceiling microphone array

iii. Side Bar Microphone launch White noise

iv. Content preview, select and share to in room displays

v. Digital Evidence present share to in room displays

vi. One new 27” touch display to be provided at the Witness location. Included will be an integrated digital annotator for digital evidence present.

6. User Interface and faceplate color submittal shall be submitted to County for approval prior to implementation.

4.8. WALL MOUNTED DISPLAYS

1. One 98-100” display shall be wall mounted behind the witness area of each courtroom.

2. No matrix capability is required for the in room wall mounted displays.

4.9. CAMERAS

1. Each Courtroom shall have 3 new fixed and 1 new Pan, Tilt, Zoom (PTZ) camera.

2. The fixed cameras shall be set for Attorney table one, Attorney table two, and Judge.

3. The PTZ camera shall be set for Witness and/or Podium.

4. Camera Multiviewer shall be provided and integrated into the system.

4.10. AUDIO

1. EACH COURTROOM SHALL INCLUDE

a. One new digital signal processor for the in room audio

b. One new Audio Video Bridging (AVB) capable, Power over Ethernet (POE) network device to be incorporated for the State Audio Recording system

c. One new wireless microphone system which shall include:

i. Two handheld and two lavalier with a four channel, base transceiver and charging base.

This is to be located in the courtroom.

d. A duplex XLR connection for press feed.

e. One new linear array ceiling microphone mounted “centered” over the Jury box.

i. A new tile bridge will be used for the mounting.

ii. If the room does not have a Jury box a ceiling microphone is not required.

f. One new Assistive Listening System.

g. One new 21RU, mobile AV rack to be in the rooms specified closet location.

i. The AV rack to include an eight outlet, IP addressable vertical power management device.

ii. AV racks must be prefabricated and tested off site prior to installation to eliminate downtime in the courtrooms.

2. EXISTING EQUIPMENT:

a. Existing in room speakers will remain and shall be incorporated into the system.

i. Each of the 6 speakers in each courtroom will be its own zone for speech reinforcement and white noise delivery.

b. Existing side bar microphone and headset output for the Court Reporter to remain and be integrated into the system.

c. Existing XLR outputs shall remain and be integrated into the system.

4.11. PROJECT HARDWARE REQUIREMENTS

1. Please refer to Attachment B - Project Cost Sheet (which can be found via the "Attachments section of this RFP posting) for a spreadsheet/list of hardware identified as needed for this project. Responding vendors shall quote a cost for each item on the list, as well as a labor cost for installation of hardware in the 17 Courtrooms.

2. All materials and equipment shall be new and unused. They shall be the manufacturers latest standard designs current at the time of delivery, modified only to the extent necessary to comply with the requirements of these specifications.

3. All components that comprise the various systems shall be UL listed where a UL listing exists for that component or system.

4. Contractor shall anticipate future cost increases of equipment in their bid, whether such increases are due to inflation or technology changes. Technology changes frequently and manufacturers change or discontinue products. Contractor shall make reasonable assumption regarding possible cost increases and technology changes in the period between bidding and installation.

5. Contractor shall provide current models at time of installation. Older models no longer in production or out of service will not be accepted and must be replaced with the current model. Any cost difference is the responsibility of the vendor, not the County.

6. If the responding vendor recommends any changes/deviations from the items listed in

Attachment A - Project Cost Sheet, the replacement items should be fully compatible with all other existing hardware. Any deviations should include a justification as to why the specified change is needed.

a. The County reserves the right to accept or reject any deviations from the initial required equipment requested.

4.12. PROGRAMMING AND INTEGRATION

Vendor shall:

1. Program all components, including AV control systems, to align with court operations and provide intuitive user interfaces for court staff.

2. Provide logical diagrams and documentation for all programming work.

4.13. TESTING AND COMMISSIONING

As part of the testing and commissioning process, the vendor shall:

1. Verify that all individual components, as well as the system as a whole, function as intended by the AV documents and specifications

2. Test and adjust systems and components for optimal performance

3. Coordinate and participate in a commissioning with the County.

4. Coordinate and conduct an acceptance walk-through and sign-off session with the County.

a. Sign-off documents shall be provided for each of the 17 courtrooms.

b. Vendor shall have ten (10) business days to correct any deficiencies

4.14. TRAINING

1. System Administration Training

a. Vendor shall provide system administration training on-site for up to 10 County staff members, as described below:

i. The objective of the system administration training will be to properly operate and trouble shoot the A/V equipment

ii. Training shall include a deep dive into the network configurations and how the AV system integrates with the Courthouse's existing network infrastructure

iii. Advanced Troubleshooting: How to diagnose and resolve more complex issues with software, hardware, and network connectivity

iv. Configuration Management: Understanding how to adjust and reconfigure settings, update firmware, and manage user permissions

v. Training shall be done when all the equipment is operational and after final acceptance of the install by the County.

2. User Training

a. Vendor shall provide user training on-site, for up to 20 County staff members, as described below:

i. The objective of the user training will be to properly operate the A/V equipment, including, but not limited to how to:

1. Adjust Volume

2. Mute Microphones

3. Change display settings

4. Switch between presets

5. Connect personal devices (laptops, phones) using various input options

ii. A walk-through of the control panel to explain button functions and navigation

iii. Simple troubleshooting

b. User short form guides shall be provided to all attendees of the training sessions.

i. Short form guides shall provide the users with quick finding ways to operate the syste

4.15. WARRANTY REQUIREMENTS

1. A minimum of one year of additional manufacturer coverage for Display Systems, Video

Systems, Audio Systems, Control Systems, Rack Accessories and Furniture, miscellaneous cables, connectors, etc. The warranty period shall start from the day that the vendor receives approval and Final Acceptance of the installation from the County.

2. Vendor shall provide technical support, as needed, to ensure the maximum performance and reliability of the technology.

a. Vendor should be able to deliver on-site or remote support within 4 hours of initiated requests.

3. Labor for parts repair & replacement must be covered for the one year duration

4. Any shipping/freight costs are covered, 2-day shipping

5. All parts included except for consumables

4.16. MAINTENANCE AND SUPPORT

1. Vendor must be able to provide local service and support, with a permanent place of business within 50 miles of County.

2. At a minimum, Vendor must be able to provide Help Desk service and phone support that will include a minimum coverage from 8:00a.m. - 4:30 p.m., Monday - Friday.

3. One year of service and maintenance shall be included with the systems, with inclusion of on-site labor, replacement parts, phone support, and emergency on-site response within 4 hours.

Proposers will be asked to provide maintenance costs for years 2-5 of proposed service contract.

4. System software support, modifications, and updates shall be included.

4.17. DOCUMENTATION

1. Upon completion of the project and prior to final system acceptance, the vendor shall provide to

Court Staff the following

a. The complete bill of materials equipment list, with model numbers, manufacturer's names, and quantities

b. Manufacturer cut sheets for all equipment

c. Software and hardware manufacturer warranty detail

d. Touch Panel GUI PDF with Button Function Description

e. Uncompiled code for control system

f. System Drawings

g. Any updated documents previously submitted for approval

h. Access to control software for installed equipment

i. User training guides, passwords, codes and equipment operation manuals

j. Short form guides for users with quick finding ways to operate the system

5. RFP Response Requirements & Evaluation Criteria

1. RFP Response - Proposers shall upload and submit their proposal response document(s) to Section 1 of the Vendor Questionnaire.

• The RFP Response shall be organized to comply with the section numbers and names as shown below. Each section heading shall be clearly marked.

o If applicable, the Local Vendor Preference section is answered within the Vendor

Questionnaire and doesn't need to be included in the RFP Response document.

• Cover Letter / Cover Page o Provide a Cover Letter or Cover page and at minimum should include:

▪ Contact Person for the RFP process

▪ RFP Title

▪ RFP #

▪ Name of Proposer

• Table of Contents may be included but is not required.

• Graphics may be included but are not required.

2. Cost Proposal Response

• Complete the Pricing Table if there is one located within the RFP Posting.

• If there is no Pricing Table within the RFP Posting:

o Download and complete the Pricing Section document from the Attachment Section of the

RFP Posting.

o Upload the completed Pricing Section document to Section 1 of the Vendor Questionnaire.

3. Document Formatting - The RFP Response and Cost Proposal (if applicable) documents must be saved in PDF format unless otherwise specified within the RFP document and the file name shall include the

RFP# and name of business submitting proposal.

• Example of how to name the files:

o RFP Response Document: "2023-RFP-025 – Vendor Name" o Cost Proposal Document (if no pricing table): "2023-RFP-025 – Vendor Name - Cost

Proposal"

4. Evaluation Criteria - each section includes the Point Value assigned to it for evaluation purposes.

No. Evaluation Criteria Scoring Method Weight (Points)

1. ORGANIZATIONAL CAPABILITIES

1. Include a cover letter that contains the name of the firm, names and contact information for the project management, and identifies the firm’s location.

2. If your company belongs to any industry trade groups or is certified by trade groups or manufacturers, list the certifications.

3. Describe the availability of assigned personnel to provide service in an efficient and timely manner.

4. Provide at lease two examples of projects similar in scope and/or content that have been completed and identify and provide contact information for references of these or other similar projects.

Points Based 15 (14.3% of Total)

2. STAFF CAPABILITIES

1. Provide resumes describing the educational and work experiences for each of the key staff who will be assigned to the project.

2. Firms should indicate which staff person will be assigned as project manager, if awarded to this project.

3. The Installers must be factory-trained for the provided project products. Please provide the certificates for completion of training of each installer that would be assigned to this project with your response.

4. Indicate AV system control programming capabilities and experience.

Points Based 15 (14.3% of Total)

3. PROJECT DEVELOPMENT AND TIMELINE

1. Provide a brief overview of how your firm handles project communications.

a. Include information about projected scheduled communications and how project staff respond to unscheduled communication.

2. This project will include equipment installation in working courtrooms requiring flexibility surrounding court schedules, coordination on access, and limited disruption to court activities.

a. Describe how your firm would handle these challenges.

b. Describe how your firm will account for any changes or delays in your scheduling.

3. If system compatibility or inventory availability issues arise during the project, describe your steps to address these issues.

4. Provide a detailed project timeline.

a. Include specific deliverables, scheduled communications, and post-implementation training.

Points Based 20 (19% of Total)

4. POST-INSTALLATION SUPPORT

1. Ease of use, and simplification are primary goals of this project.

a. Describe and thoroughly outline your approach to system setup to facilitate this goal.

b. Describe and thoroughly outline your approach to staff training to facilitate this goal.

2. Describe any ongoing support or warranty related to the project.

3. What will be offered to the County so that we can effectuate our own support and repairs.

4. Clearly indicate and provide what is included with an annual service contract.

a. Outside of any scheduled preventative maintenance, describe the process that the

County would follow if services via the service contract are needed. Include any support specific phone numbers that would be used, etc.

5. Clearly indicate and describe when the service contract cannot be utilized and regular hourly rates for maintenance/support would apply.

a. Regular Rates apply Monday -

Friday 8:00am - 5:00pm

b. Overtime Rates are anything outside of the Regular Rate timeframe.

6. Describe the process that the County would follow if maintenance/support is needed.

Points Based 20 (19% of Total)

a. Include any support specific phone numbers that would be used, etc.

7. Vendors are required to have a business within 50 miles of Madison.

a. Provide confirmation that your business has a location within

50 miles of Madison.

b. Provide the address of this location.

c. Confirm that on-site support services will be coming from this location.

5. COST

Please use Attachment B - Project Price Sheet to input the costs for the equipment, installation, and post installation support. The completed cost proposal must be uploaded via question #1.4 of the vendor questionnaire, separate from the RFP Proposal upload.

Points Based 30 (28.6% of Total)

6. LOCAL VENDOR PREFERENCE Points Based 5 (4.8% of Total)

6. Vendor Questionnaire

6.1. RFP DOCUMENT UPLOADS

6.1.1. Single Proposal Submission*

Only 1 proposal is allowed to be submitted per Vendor Account. This means if you are submitting multiple proposals, you must follow the instructions set forth within the Section 2.2 RFP Guidelines and

Overview - Multiple Proposals & Acceptance.

It is understood that if multiple proposals are uploaded using 1 vendor account, the entire submission will be subject to disqualification.

☐ Please confirm

*Response required

6.1.2. RFP Response Document - Upload your Proposal*

Plea…