ESBD_File_348741_24-25 RFP Turnkey Solutions for Real Time Crime Ctr.pdf

REQUEST FOR PROPOSAL

24-25

TURNKEY SOLUTIONS FOR REAL TIME CRIME CENTER

City of Killeen

802 N 2nd St

Killeen, TX 76541

RELEASE DATE: January 29, 2024

DEADLINE FOR QUESTIONS: February 22, 2024

RESPONSE DEADLINE: February 29, 2024, 3:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

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

City of Killeen

REQUEST FOR PROPOSAL

Turnkey Solutions for Real Time Crime Center

I. Introduction II. Scope of Work

III. Submission Requirements IV. Evaluations V. Reservation of Rights

VI. Vendor Questionnaire

Request For Proposal #24-25 Title: Turnkey Solutions for Real Time Crime Center

1. Introduction

1.1. GENERAL OVERVIEW

As a part of this project the contractor and/or vendor will be responsible for the design, construction, installation, and integration to provide a turnkey solution for a state-of-the-art Real Time Crime Center.

The tasks, objectives, or items for this project shall include, but are not limited to the following: use of existing facility layout and design development, installation of a 5x2 video wall, installation of operator consoles, installation of peripheral furniture within the facility, installation of audio system, data cabling, system integration, system testing, system training, ability to integrate with FUSUS video technology.

1.2. RFP SCHEDULE

TASK

EVENT DATE/TIME

Deadline for questions...................….................................................................................………………….……….

Thursday, February 22, 2024, at 3:00 pm

Interviews with Firms (Optional task for City of Killeen).......................…………………………………………………Thursday, February 15, 2024, at 11:00 am

Proposal Submission Deadline...........................................................................................................……………..…Thursday, February 29, 2024, at 3:00 pm

Recommendation to City Council/Award (Dependent of overall cost associated with analysis).................…………………………………………. April 9, 2024

Contract Start date....................................................................................................………………………………………………………… ………..April 15, 2024

The proposed schedule of events is tentative and may be modified throughout the RFP process as events unfold.

2. Scope of Work

The City of Killeen seeks a qualified firm to provide a turn-key solution (design and development) Real Time Crime Center. The Killeen Police Department Real Time Crime Center will include increased technological capabilities and additional tools.

2.1. OBEJECTIVE #1 (Design Development)

• Contractor shall determine the functional design requirements with the KPD project managers in order to achieve a functional, state of the art layout that delivers a comfortable, ergonomic environment in which employees work.

• The designs shall satisfy the functional, ergonomic, and aesthetic requirements of the operational working environment.

• Designs generated for this project will comply with industry recognized quality standards and all other relevant local codes.

• Attend onsite program and project coordination meetings with the IT Project Management team as required based on the current construction of the RTCC and/or needs of the client.

• Contractor shall survey the site with The Project Team and identify any significant potential construction, electrical and mechanical challenges for the Command Center.

• Develop a detailed budget, designs, and list of materials based on the project requirements and Real Time Crime Center design.

• Design development shall include but not limited to the following:

o Location and placement of console furniture, displays, tech room, conference rooms as they relate to the RTCC design.

o Furniture design and recommendations for integrated console workstations, credenzas, and conference tables. Designs shall include plan, section, front/rear elevations, interior/exterior dimensions, cable management and power/data entry points.

o Provide details and specifications for the built-in components of the Integrated Console Workstations.

o Size and locations for display walls, containment requirements, conference rooms’ displays/cameras, video conference systems and Command Center Infrastructure Room:

Power locations for Operator’s console, Server Room, Supervisor’s Office, and Conference Room.

Detailed conference room designs based on Client AV standards or needs.

Server Room plan view detailing rack layouts.

Raised access floor requirements, cutouts, cable routing, electrical/data locations, etc.

Cable tray design for above ceiling (some cable tray is existing or recently installed within the facility).

Coordination of reflected ceiling plans and heights to accommodate RTCC designs.

Drawings shall include plans, elevations, section views, preliminary rack elevations, electrical requirements, and locations o Prepare a document of finding functional capabilities, systems description specification etc.

o Provide display wall and AV integration estimated cabling requirements, locations, and paths for submission to IT project managers.

o Indicate drop locations for facilities infrastructure required by Client supplied equipment including but not limited to electrical power, network, data, and cable feeds as it relates to the AV Integration.

o Provide project scheduling and plan to align with the RTCC construction schedule.

o Attend weekly project conference calls as required during the detailed design phase and tender process.

o Answer any questions from contractors (or their subcontractors) during the tender process.

o Provide detailed structural AV cabling and single line diagrams once final review of technical design has been approved by Killeen IT project manager.

o Contractor would approach the project management tasks associated with the different phases of the console design, build, staging and installation by taking a “hands on” approach to this project. The bullet points below highlight expected approach, but is not limited to:

o Contractor will partner with Client, IT manager, and/or other facility contractors to ensure that environmental, and ergonomics are incorporated into the console furniture design.

o Contractor shall determine the functional design requirements with the IT project managers, users, in order to achieve a functional, state of the art layout that delivers a comfortable, ergonomic environment in which employees work.

o Contractor shall supply detailed desk and equipment layout CAD drawings for coordination of site measurements, architectural, mechanical, and electrical project elements.

o Contractor will coordinate and measure all KPD provided equipment to be housed in the desk units in order to ensure proper fit and accessibility prior to manufacturing.

o Contractor will meet with the IT project manager and other designated parties, as specified, and required for coordination and scheduling meeting(s) prior to commencement of work.

o Contractor will also indicate drop locations for facilities infrastructure required by Client supplied equipment including but not limited to electrical power, network, data, and cable feeds.

o Contractor will perform stage testing within its own facility using Client supplied equipment upon request.

o The designs shall satisfy the functional, ergonomic, and aesthetic requirements of the operational working environment.

o Designs generated for this project will comply with industry recognized quality standards and all other relevant local codes.

o Contractor shall provide as many layout designs to Client as necessary in order to provide for a functional and durable site for use in 24/7 operations.

2.2. OBJECTIVE #2 (Operator’s Console/Furniture)

INTENT:

• The following specifications pertain to the design, fabrication, delivery, and installation of custom console workstations and accessories for the Client.

• The consoles and workstations shall be designed and manufactured to accommodate a variety of computers, communication, display, and operator interface devices.

• All of the furniture described in this specification shall satisfy the functional, ergonomic, and aesthetic requirements of the operational working environment. The consoles and workstations shall comply with accepted industry ergonomic standards and performance factors for viewing distances, angles, knee well clearance as defined by The Human Factors and Ergonomics Society, (HFES), American National Standards Institute (ANSI), and BIFMA G1.

• The consoles and workstations shall be of modular design and construction, facilitating future equipment retrofits, reconfigurations, and expansions, with minimal on-site cutting, drilling or machining. • The consoles and workstations shall be fabricated to comply with industry recognized quality standards or other relevant local codes.

• All furniture described in this specification shall provide functionality and durability for use in mission critical, 24/7 Control Room Operations.

• Construction and fabrication shall comply with the latest standards for quality and process control.

STRUCTURAL MATERIALS AND HARDWARE:

• Primary vertical and horizontal structural elements shall be 7ga. – 11ga., powder coat steel, 6063-T6 anodized aluminum and/or high-density fire rated wood substrate with thermo-fused melamine and/or fire rated high-pressure plastic laminate on all panel faces and 3mm edge-banding on all exposed edges.

• Worksurfaces shall be constructed of 1-1/8”, 45# density particle board core with a High-Pressure Laminate (HPL) top surface and balance backer on the bottom. Standard laminates can be submitted from industry providers such as Wilsonart, Formica, Nevamar, or others capable of providing a equivalent option. Worksurfaces shall attach to the worksurface support frame with ¼-20 machine screws into steel threaded inserts in the bottom of the worksurface.

• The front edge of the worksurfaces shall have an impact resistant urethane comfort profile fused to the worksurface core. It will have a color-throughout opaque finish and can be coordinated to match the other 2mm or 3mm edge banding used on the adjacent edges.

• Worksurfaces shall have a flush mounted up/down switch located in the front right corner of the worksurface for easy access to the user.

• The rear edge of the worksurface shall have a series of hinged or removable infills, allowing access to the internal wire tray below them. There shall be a continuous cable brush between the infills and the 3” x 3” Tool Beam to allow cables from the worksurface level to pass through to the wire tray below and prevent the buildup of dust and debris to enter the console base area.

• The console shall have (2) compact 3-part lifting columns with top mounted motor housings that will operate in synchrony with each other. The maximum lift capacity of each column shall be 270 lbs., operate at a speed of 1.5 inches/second, and have a maximum stroke of 25.5 inches. They shall operate smoothly and at a low noise level.

• Both lift columns shall be controlled by a single compact control box mounted under the worksurface for easy access. It shall have a 2-channel input and draw a maximum of 300w when in motion with a mains voltage of 100 - 240V AC, 50Hz - 60Hz. The power consumption in standby mode shall be no more than 0.1W.

• All cabling for the lift system will be tied off and secured so as not to be accidentally pulled out or caught on nearby obstacles. There will be a minimum of (2) cable chains for routing of cables between the fixed base of the console and the adjustable height worksurface. The cable chains can be sized based on equipment and cabling needs. Standard cable chains have an internal dimension of 1” x 2”. Larger chains are available including two chamber cable chains for when separation of cables is required.

• The worksurface support frame shall be fabricated from 7ga. PCS and attached to each column by no less than (6) M6 machine screws. The worksurface support frame shall also incorporate an upper wire tray and carry the 3” x 3” Tool Beam. All hardware (hinges, retractable hardware, module connectors, etc.) shall be constructed of non-magnetic steel or steel alloy. All door hinges to be Euro style concealed hinges, 110-degree minimum opening angle with quick release and three-way adjustments

• The appearance of hinges and hardware shall be concealed or minimized.

• For active ventilation, optional fans can be mounted within the consoles depending on the cooling and ventilation needs of the equipment. Minimum whisper fan specifications shall be an 80mm, ball bearing fan capable of 26 CFM @ 17 dBA. Fans shall be able to daisy chain together, have an operating voltage 3-7V DC, and be capable of utilizing a USB or AC power source.

• Power strips shall be customized to the client’s needs and specifications. They shall have a low-profile aluminum housing and can be a 15A or 20A breaker protected strip, from 12” to as long as the console space will allow, contain as many outlets as the length will allow and have a molded plug or BX hardwire cord in any length from 6’ – 15’. All power strips are approved to the UL1363 standard. All consoles shall come equipped with vertical raceways to direct all cabling from base cabinet to work-surface.

COLORS AND FINISHES:

• Console laminates available include Wilsonart, Nevamar, Pionite, Formica, and most other major Laminate Manufacturers.

• Colors options for the laminate material used for the console work surface, end panels, accent panels, etc. shall be submitted to Client for approval.

Main console panels (base cabinets, rear panels, etc.) shall be available in most solid colors.

FEATURES AND PERFORMANCE:

• All of Contractor furniture shall incorporate the latest thinking in ergonomic factors while offering maximum flexibility and excellent aesthetics.

• Consoles and workstations shall accommodate a variety of computer, communication, monitor displays, phones, and operator interface devices.

• Hinged access panels shall provide access to internally mounted equipment. All hinged panels shall be easily removable without the use of tools.

• All of the furniture shall be modular in design and construction, allowing for future expansions and reconfigurations with no on site cutting, drilling, or machining required.

• Console technology cabinets shall be built open to the floor for easy access of power, voice, and data cabling.

• Workstation consoles shall have a metal or acrylic backsplash. Flat panel monitors shall be mounted to articulating arms, which will be horizontally mounted to an aluminum beam that runs flush with the console work-surface.

• Articulating arms shall be VESA FDMI standard compliant and can be height and angle adjustable.

Arms shall give users the ability to move monitors freely in, out, up, down, and from side to side.

(Workstations for each console location will have a minimum of (2) monitors)

• Work surface counters shall be adjustable in height via a motorized leg assembly system, providing sit stand capability and maximum legroom and unhindered lateral movement from module to module by operators.

• Each console worksurface can adjust 26”-51”.

• Each console base cabinet shall be capable of housing (2) tower configured PCs. Make/Model/Size to be confirmed with the client prior to fabrication.

• Wire mold horizontal and vertical cable raceways shall direct all cable routing and allow interconnection of cabling throughout the length and height of the console and workstation base cabinetry:

• Contractor shall provide desktop convenience receptacles and/or jacks consisting of power outlets and USB power at the work surface level. This will enable operators to plug and power laptops, cell phones etc. at their workstations.

• Each console and workstation will come with cable brush along the rear of the work surface for easy cabling into and out of the base cabinetry.

• Contractor shall supply and install one collaboration table. Unit color to be coordinated with Client. Cabinets shall include horizontal and cable management, integrated power/AV/network connectivity, etc.

• Consoles and Furnishings must come with a lifetime limited warranty.

FABRICATION AND ASSEMBLY:

• Contractor shall fabricate consoles according to dimensions, profiles, and details developed and approved after field verification of all wall-to-wall dimensions, above/below floor conditions and above/below ceiling conditions. Contractor shall not commence production without Client’s approval (through authorized signatures) of console design configuration, equipment layout, and exterior finish color selections.

• All furniture panels and components shall be fabricated using CNC (Computer Numerically Controlled) manufacturing equipment to ensure precise cuts, sizing, fit, and finish.

• Prior to packaging for shipment, Contractor shall factory pre-assemble the complete console and associated items, to assure proper fit and finish as per the approved drawings. PACKING AND SHIPPING: • Contractor will be responsible for all logistics associated with shipping and handling of products supplied. Drop location and equipment staging area shall be determined ahead of time and Contractor assures that deliveries are affected in the quantities, within the times, and in accordance with each manufacturer’s shipping instructions.

• Furniture and components shall be packed in a manner consistent with a method of transportation that will ensure undamaged and complete arrival to the destination.

• Consoles shall be protected during transit, delivery, storage, and handling to prevent damage or deterioration.

• Furniture and equipment shall be delivered to the job site at a designated location and at a designated time for unloading, unpacking, and field assembly. All activities shall be coordinated with Client’s project manager.

• All furniture shall be delivered as a finished product ready for assembly and finish work, with minimal or no on-site fabrication.

SITE CONDITIONS/ORGANIZED LABOR:

• Consoles shall not be delivered to site until the space in which it is to be installed is ready to receive them. Site readiness includes completion and cleanup of all concrete work, masonry, plastering, and electrical, ceiling and flooring requirements.

• Contractor shall provide labor and the required supervision for the installation of all of its furniture components in the Command Center.

• Contractor shall schedule, arrange, and coordinate with the Client / IT project managers for shipment, arrivals, loading dock, elevators, and any other requirements of the building. Delivery activities will not interfere with daily operations, other trades, or the progress of the project.

• Contractor will provide personnel on site to accept any deliveries of materials supplied under this response. • Contractor shall be aware of and abide by all job site organized labor agreements and health and safety requirements to which the owner and contractor have become signatory.

• Removal and disposal of any packing material will be the responsibility of the Contractor.

• Contractor will meet with Client and other designated parties as specified for coordination meetings prior to commencement of work and/or installation.

• Commencement of work indicates acceptance of existing conditions and requirements. Site must be ready for Contractor as per the above conditions listed.

INSTALLATION:

• Contractor shall supervise the installation and ensure that assembly of all furniture modules and work surface is in a plumb, level, true, and straight manner with no distortions.

• Fit and finish shall be precise and work surface seams shall be minimized. Doors, drawers, and hardware shall be adjusted for proper symmetry and operation.

• Upon completion of assembly, Contractor shall clean and polish console and all related parts before leaving installation.

2.3. OBJECTIVE #3 (Client Technical Summary)

OVERVIEW:

The Client Real Time Crime Center (RTCC) will be built as a state-of-the-art Command and Control environment that uses a combination of technology and design to foster a collaborative work environment that is equally designed for daily operations and collaboration as it is for crisis management and day-to-day operations. The Command Center integrates the strengths of reliable products designed and built for mission critical, 24/7 environments while serving as a scalable foundation to introduce new technologies in the future. Major components include ultra-narrow bezel displays, advanced video wall processing, audio processing, HD video conferencing, and multi-format, encoded asset distribution. These tools will be managed by a powerful and intuitive custom control system user interface that is built specifically for Command Center environments.

The project shall be comprised of the Operations Room and Conference Room. If Client builds other Command Centers, they will have the ability to share and receive asset and display wall information with remote centers from around the facility, partner agencies, or county.

CONTRACTOR QUALIFICATIONS:

• At least three (3) similar Command Center and/or video display wall installations successfully completed within the past 24 months. Client references must be provided for each of these documented installations.

• Must have certified reseller/installation integrator certifications for all the product lines and devices proposed for this submittal and video wall design solution.

• Been in business supplying and/or integrating video walls and video wall management systems for a minimum of 5 years.

• On-staff maintenance and installation technicians (a minimum of two) that are within reasonable distance of the RTCC to support a warranty/maintenance repair request from IT to the selected vendor/Contractor.

• All work persons employed by the Contractor performing activities on this objective shall be skilled in the relevant aspects of installation, manufacture, adjustment, and repair of the equipment used by evidence of experience and factory or manufacturer certifications.

VIDEO WALL DISPLAYS / MONITORS:

• The main video wall of the command center should be comprised of a 5 wide x 2 high configuration of an LCD video wall display. The LCD video wall system should include an integrated Mounting System (or equivalent alternate option). This LCD Matrix should provide a small protruding footprint as much as possible and comply with any building code requirements and ADA for protruding objects of less than 4” where applicable.

• Display wall should be designed for 24/7 mission critical environments and have off-board, rack mounted power supplies and electronics. The distributed architecture provides for simple service, consolidated power and HVAC infrastructure and extended operation.

• Below is a list of additional specifications the video wall displays, display mount hardware, and system should meet:

• Rackmount components should be placed in an easy to service location with no disruption at the display wall.

• Utilize central rack mount components for input sources and display processor or peripheral equipment to reduce the need for long distance extenders or cables.

• Minimal long-distance cables run to the wall as the displays should implement a daisy chain or wall/loop out capability.

• Display system should utilize a central power supply that is rack mountable in the tech room.

This provides greater power redundancy, as each rack will have power redundancy from Client’s building UPS and generator system if desired.

• Displays should come optional with built in video extenders. There should be no 3rd party long distance extenders or cables needed.

VIDEO DISPLAY WALL PROCESSING:

• Each display should provide a minimum high definition (1920 x 1080) resolution to allow a large aggregate resolution of the entire video wall. The RTCC display wall should provide an aggregate resolution of 11,520 x 3240. The video wall content should be powered by the redundant, scalable video Wall Processor . The processor should be capable of displaying workstations feeds, Client provided content computers, and external video sources into a large number of layouts to accommodate any situation.

• The Client or RTCC users should have the capability to access, place and manage dashboard content through an integrated custom control system.

• The video wall processing system should utilize a Wall Processor . Processing system shall be a high-density, IP-enabled video wall processor designed for mission-critical applications.

Delivering uncompromising high-definition processing, display, and streaming, the video wall processor should be ideal for medium to large-scale control rooms and highly networked AV environments. The video processor should be capable of powering up to 24-HD displays (may be subject to change based on site survey) and can capture content from up to 16-HD HDMI sources. Video wall processor should support IP video streaming, enabling it to capture and/or stream up to 24-HD) IP video sources simultaneously. Video processor system should be scalable or expandable for additional inputs and outputs through an expansion chassis.

• The video wall solution) should be designed on a Windows 10 PC-based architecture and leverages a graphic engine to support accelerated graphics processing, and massive resolutions.

• Key System Specifications or Requirements:

o Multi-4K and HD capture and display of Native IP encoding and decoding o Accelerated 2D & 3D processing o Pro video wall software o 24/7, mission-critical reliability o Max H.264 encodes & decodes: 64 HD o Max Outputs: 64 HD o Output Formats Supported: DisplayPort, HMDI, DVI o Max Inputs: 16 HD o Input Formats Supported: HDMI, DisplayPort, DVI, SDI, BNC, Component, Composite, S- Video, o Dimensions Per Chassis: 4RU / 19.0" x 7.0" x 26.4" (W x H x D)

PROCESSOR INPUTS AND OUTPUTS:

The Client will draw on a number of different information sources to provide content for the displays and audio zones. This includes but is not limited to inputs such as operator workstations, dedicated PCs, laptop feeds, video conferencing, cable TV feeds, and a variety of CCTV cameras encoded at H.264, MPEG-4, etc. Users should also be able to display encoded content from remote Command Center sites hardware (or approved alternate option) installed in them. Sources can be routed to any of the displays in each area.

4 - Monitoring Console Workstations

4 - Laptop Feeds Cable or Satellite TV Feeds

4 Client provided Content PCs – Up to 4 Video Inputs

4 CineAgent Content Server (or equivalent alternate option) Hosting and Control of 4 Web pages and Control of 4 Web pages 1

The following is a list of estimated day one output sources for the Command Center.

Primary 5x2 Video Wall

6 Manager Office (CineView SL55) (or equivalent alternate option)

1 Conference Room- (CineView SL65) (or equivalent alternate option)

VIDEO WALL CONTROL SYSTEM / SOFTWARE:

• Users should be able to operate all AV devices within the Fusion Command Center (or equivalent alternate software system) as part of a seamless control network with touch panels located in multiple locations throughout the RTCC as specified by the Client.

• The touch panels should have plug in capability at multiple locations within the RTCC. The touch panel system shall route and control selected AV devices such as audio/video conferencing, cable television, console workstation inputs, Tech room PC inputs, audio systems, CCTV cameras, etc. Any user will also have the ability to use the control system from their location workstation PC/monitors via a web URL assuming they have security access and the system located on the same network.

• Contractor assumes that all content PCs shall be controlled remotely via Client provided software, such as VNC or remote desktop

• The control system will save and recall custom display wall layouts for events such as shift change, town halls, dashboards, crisis management, site tours, etc. Users will have the ability to set and save display wall layouts with a one button function and recall them instantly.

• Features and Specifications: The video wall software should provide users with control over the video wall system, content, and environment. Should feature a user-friendly browser-based interface than can be accessed from any device and to all Command Center users.

• Video wall control software should leverage the video encoding and decoding capabilities of the display processor thus allowing team members to stream and access video wall content across a secure network. Provide robust content manipulation features for enhanced collaboration and create a focused view for maximum productivity.

• Video wall control software should use the decoding capabilities from the video wall controller to open and display content from any IP-enabled source on the Client network. View streamed content privately on a dashboard or drag and drop it onto the display wall. o Video wall control software should allow users to encode and stream a content source, or part of the video wall to users and/or display systems across the Client’s network.

• Role Based Permissions: Video wall control software should provide a role-based permissions system that allows administrator control of each user’s viewing, editing, and sharing rights.

Should provide a secure log-in to ensure that users can only access the displays, content, and devices that their permissions allow.

• Drag and Drop Placement: Video wall control software should allow users to drag and drop content sources anywhere on the video display wall and manipulate them in real-time. Software should provide user-friendly scaling, zooming, cropping, and layering tools make it easy to achieve the focused view your team needs.

• Unlimited Custom Layouts: Video wall control software should provide users with unlimited custom layouts as well as capture and/or save unlimited arrangements of content sources – or layouts – for instant recall. o Whiteboarding: Video wall control software should provide real-time white boarding features like text labels and drawing to enhance presentations and collaboration.

• Built-in Room Control: Video wall control software should provide users the ability to control and automate external devices – like audio systems, VTC, and cable boxes – from the same interface used to control the video display wall. Software should also be cable of automate device actions, like turning on the lights or dialing into a video conference, to help users work even more efficiently.

• Flexible Multi-Video Wall Support: Video wall control software should allow users to control multiple video walls and displays with a single controller or processor. Additionally, it should allow users to stretch content across multiple video walls, control each video wall separately, or create independent display regions within a single video wall. Software should be compatible with LCD, LED, and projection-based display systems from any manufacturer and can control systems with different display types, resolutions, and aspect ratios simultaneously.

AUDIO SYSTEM:

• The Command Center shall feature (1) audio zone that align with workstations and their location within the center. Users shall have the ability to route audio from video sources to the overhead speakers with the RTCC. Input sources to the audio system include selected workstation inputs, HD Video Conferencing, Content PCs, CATV, and Laptops. The conference room will also have a single audio zone that will align with the center of the room and have the same audio ability as the control room.

Key Features and Specifications:

• The audio system should provide a minimum of (6) audio inputs that can be connected via a stereo RCA connectors (red and white) or via a 3.5mm male stereo connector.

• The audio system should provide outputs for at a minimum connecting up to (10) wall or ceiling mounted recessed speakers. o Audio system / controller must be IP addressable and provide a RJ-45 / Ethernet port capable of being connected to the Client network.

• Audio system / controller must provide either a standalone software or web-based GUI application capable of managing all aspects of the audio system. This should include features such as being able to select an audio input source remotely, adjust output volumes remotely, and adjust fade or balance across outputs.

• Contractor will be responsible for furnishing and installing all equipment and cables associated with the audio system including but not limited to controllers, mixers, speakers, cables, or audio monitors.

• Contractor will be responsible for furnishing and installing all wall or ceiling mounted recessed speakers. Speakers should be white in color. Contractor will be responsible for any wiring, connectors, or hardware necessary for connecting speakers to the audio system.

A/V RACKING EQUIPMENT:

• Contractor will provide (3) 45U server racks for all video display wall power supplies, network switches, display wall processor, audio equipment, other misc. A/V equipment, etc. The racks shall also house Client owner furnished PCs being used as inputs to the AV system.

o All rack locations shall be mapped out, engineered, and reserved for future installation requirements.

o Racks shall be 45RU high. Each rack shall have perforated, front and rear doors to ensure proper air flow throughout. Racks can be designed to accommodate hot/cold aisle design as required by Client. The rack assemblies for this project include shelves; exhaust fans, lacing bars, vertical cable risers, front/rear-perforated doors, and access (if required) to the raised access floor or the open ceiling tile.

o Each rack shall come with 208V 30-amp PDUs for power connectivity. All rack mounted AV components will be directly plugged into the PDUs.

o Client (and/or its General Contractor) shall provide a ladder cable tray above the tech room racks if not already in place to facilitate cables from the Command Center.

o Contractor shall be responsible for providing floor tile cutouts below each rack according to an approved floor plan. Floor tiles shall be installed according to ensure proper cooling, air floor and floor access in front and behind AV racks.

o All equipment will be rack mounted and interconnect cabling will be terminated, tested, etc.

at Contractor headquarters prior to shipment to site.

GENERAL CABLING AND CONTAINMENT:

• Client or others will install and supply dedicated trunking for the audiovisual services; this may consist of conduit or trays to each location where displays, racks, cameras, etc. are required.

• All cables and cableways shall be fully detailed in drawings and submitted to the project team before any onsite instruction or laying is initiated.

• Where cabling exits walls, ceilings, floors, or tables they will emerge through individual grommets. All cables shall be appropriately screened, sleeved, and permanently labeled.

Within racking structures all cabling shall follow a methodical and logical path and be fixed where possible with Velcro or cable ties to allow ease for maintenance and troubleshooting. All cabling provided by Contractor shall be plenum rated.

3. Submission Requirements

3.1. PROPOSAL SUBMISSIONS

Vendors are encouraged to submit proposals electronically at https://procurement.opengov.com/login, however, if submitted by mail or hand delivered, one (1) original, signed, and initialed in ink (not pencil), and one (1) electronic copy on a flash drive of the entire proposal shall be submitted at the below location prior to 3:00 pm on Thursday, February 29, 2024.

City of Killeen Attn: Purchasing Department 802 N. 2nd Street Building E, 2nd Floor Killeen, Texas 76541

The City of Killeen is aware of the time and effort your company expends in preparing and submitting proposals to the City. Please advise the City of any requirements causing your firm difficulty in responding to our Request for Proposal (RFP). It is the desire of the City of Killeen to make the process as workable and expedient as possible in order that all responsible vendors will be allowed to compete for the City’s business.

3.2. PROPOSAL REQUIREMENTS

Each Proposal shall include, but is not limited to, the following elements:

A. Qualifications and experience

1. Briefly introduce your company, providing a summary of the administration, organization and staffing of your company, including multiple offices, if applicable. Provide an organizational chart indicating the positions and names of the core management team which will undertake this engagement.

2. Identify the project manager and each individual who will work as part of this engagement.

Include resumes for each person to be assigned. Include any professional designations and affiliations, certifications, and licenses, etc.

3. Describe the experience of the firm in the last thirty-six (36) months in performing services in similar size and scope as outlined in this RFP.

4. The same information must be provided for any associate firm or sub-consultant expected to be engaged in the project.

5. Provide a submittal for all furnishing, video display wall equipment, audio equipment, software hardware and all peripheral technical specifications and/or design documents. At a minimum this will include (but not limited to)

Operators Console https://procurement.opengov.com/login

Video Wall Displays/Wall Processor(s)

Video Wall Software and Management System

Video Wall Substructure

Touch Panels for Video Wall Control

Audio System Control

A/V racks

Video Conference Camera

Standalone Displays for office and Conference Rooms

Power Supplies and UPS

B. Project methodology and timeline

1. Provide a narrative description of the Company’s plan for accomplishing the project.

2. Provide a proposed list of work stages necessary to complete a project of this scope including an estimated timeline for each stage.

3. Provide two actual timelines from similar previous projects.

C. References

Provide references for similarly successful projects from 4 (four) governmental agencies (or regional districts), including the name of the agency, contact name, telephone, fax, and email address.

3.3. SELECTION PROCESS SCORING

It is the intent of the City of Killeen to select a single firm to accomplish all the services outlined in this request for proposal. Proposal(s) will be scored using the following method:

Criteria Maximum Points

Qualifications and Experience 40

Project methodology and timeline 35

References 15

Cost 10

Total 100

3.4. SELECTION PROCESS

A selection committee, possibly consisting of employees from the Finance Department, Police Department, and Information Technology Department, shall review all proposals and evaluate them based upon the criteria identified herein.

3.5. ORAL PRESENTATIONS

After all proposals have been evaluated, the selection committee may require representatives of one or more of the respondents to appear and make presentations to the selection committee for the purpose of making a final evaluation and recommendation for contract award. However, the City, may in its sole discretion, award a contract without presentations, based solely on information supplied in the proposal(s).

3.6. NEGOTIATIONS

Negotiations may be conducted with responsible firm(s) who submit proposals that are reasonably qualified of being selected. All firm(s) reasonably qualified of being selected based on criteria set forth in this RFP may be given an opportunity to make a presentation and/or interview with the selection committee. Following any presentation and/or interviews, firms will be ranked in order of preference and contract negotiations will begin with the top ranked firm. Should negotiations with the highest ranked firm fail to yield a contract, or if the firm is unable to execute said contract, negotiations will be formally ended and then commence with the second highest ranked firm, etc. However, the City may in its sole discretion, award a contract without interviews, based solely on information supplied in the proposal(s).

3.7. SPECIFICATIONS

The apparent silence of any specification as to any detail or to the apparent omission of a detailed description concerning any point shall be regarded as meaning that only the best commercial practices are to prevail. All interpretations of these specifications shall be made on the basis of this statement. It is the responsibility of the respondent to ask questions or bring up concerns to the City if any specification seems unclear or is lacking detail in any way.

3.8. QUESTIONS AND INQUIRIES & ADDENDA

Request for Proposal (RFP) questions will be accepted on the OpenGov, https://procurement.opengov.com/login, e-bidding site, until 3:00 pm on Thursday, February 22, 2024. Questions will be answered in the form of an addendum and posted on the OpenGov website. It is the proposer’s responsibility to obtain and acknowledge all addendums.

3.9. EX PARTE COMMUNICATION

Please note that to ensure the proper and fair evaluation of a proposal, the City prohibits ex parte communication (e.g., unsolicited) initiated by the Proposer to a City Official or employee evaluating or considering the proposal prior to the time a formal decision has been made. Questions and other communication from proposers will be permissible with only the Director of Procurement and Contract https://procurement.opengov.com/login

Management until the time and the day specified as the deadline for questions. Any communication between Proposer and the City after the deadline for questions will be initiated by the appropriate City Official or employee in order to obtain information or clarification needed to develop a proper and accurate evaluation of the proposals. Participation in any ex parte communication, whether or not initiated by the Proposer, may be grounds for disqualifying the offending proposer from consideration or award of the solicitation then in evaluation, or any future solicitation.

Additionally, neither the City of Killeen City Council nor City staff, except in the course of City-Sponsored inquiries, briefings, interviews, or presentations, shall initiate any contact with a Proposer or directly discuss or promote any proposal with any Proposers, including their agents and representatives.

3.10. RESERVATIONS

The City reserves the right to accept or reject any or all proposals as a result of this RFP to negotiate with all qualified sources, or to cancel, in part or in its entirety, this RFP if found in the best interest of the City. All proposals become the property of the City of Killeen. A respondent taking exception to the specifications, or offering substitutions, shall state these exceptions by an attachment as part of their statement. The absence of such a listing shall indicate that the respondent has not taken exceptions and shall hold the respondent responsible to perform in strict accordance with the specifications in this RFP if they are awarded the contact.

3.11. REIMBURSEMENTS

There is no express or implied obligation for the City of Killeen to reimburse responding vendors for any expenses incurred in preparing proposals in response to this RFP and City of Killeen will not reimburse responding vendors for these expenses, nor will City pay any subsequent costs associated with the provision of any additional information or presentation, or to procure a contract for these services.

3.12. RECEIPT OF PROPOSALS

The submitted proposal must be received by the Purchasing Division prior to the time and date specified. The mere fact that the proposal was dispatched will not be considered; the respondent must ensure that the proposal is actually delivered. All proposals received after the deadline will be rejected upon a delivery attempt or returned to the firm unopened.

A proposal may not be withdrawn or cancelled by the respondent without the permission of the City of Killeen for a period of ninety (90) days following the date designated for the receipt of their proposal, and the respondent agrees to this upon submittal of their proposal. Proposals cannot be altered or amended after the submission deadline. Any interlineations, alterations or erasures made before the opening of the proposal(s) shall be initialed guaranteeing their authenticity.

The respondent shall sign and date each proposal in the packet that is representative of their Company’s offer. The person signing the proposal must have the authority to bind their company in a contract.

Proposals received which are not signed and dated in this manner, may be rejected.

By submitting your proposal, you acknowledge that the City of Killeen will not accept any proposals, or execute any submitted contract in conjunction with a proposal that requires the City to agree to any of the following:

• Governing law other than the law of the State of Texas

• Venue other than Bell County

• Mandatory arbitration

• Artificial limitation of liability

• Artificial statute of limitation

• Waiver of trial by jury

• Indemnify a vendor

3.13. GRATUITIES

It shall be a breach of ethics to offer, give, or agree to give any employee of the City or for any employee of the City to solicit or accept from another person, a gratuity, or an offer of employment in connection with any decision regarding any part of a program requirement, proposal, or purchase request pending before the City.

3.14. PROTEST

Any respondent wishing to file a protest concerning alleged improprieties with this solicitation must submit the protest in written format to the Purchasing Division at the address stated herein within 5 business days after the specified time of the RFP closing. The formal written protest must identify the name of the vendor contesting the solicitation, the name of the RFP, the RFP number, and the specific grounds for the protest with all supporting documentation. A response to the protest will be prepared by the Purchasing Division within 10 business days of receipt of the protest. All determinations made by the City are final.

3.15. DISCLOSURE

At the public closing time, there will be no disclosure of contents to competing firms, and all statements will be kept confidential during the negotiation process. Except for trade secrets and confidential information which the respondent identifies as proprietary, all proposals will be open for public inspection after the contract award. Any item(s) marked proprietary or that contain a trade secret shall be clearly marked in a separate section of the proposal.

One or more of the companies may be asked to appear and make presentations to the selection committee for the purpose of making a final evaluation and recommendation for contract award.

However, the City, may in its sole discretion, award a contract without presentations, based solely on information supplied in the proposal submission(s).

3.16. CONTRACT AWARD

The City will award the contract to the vendor whose proposal and or presentations provides the best value for the City based on the specifications outlined in this RFP and the criteria for evaluation of proposals.

If presentations are requested the selection committee may re-evaluate the top vendors based off of the criteria listed within this RFP.

3.17. DISCLOSURE OF INTERESTED PARTIES

Texas Government Code Section 2252.908 requires that parties contracting with governmental entities submit a disclosure of interest parties form for contracts entered into after January 1, 2016. Successful bidders shall electronically submit the form at the following website: https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm and provide the City with a certified copy prior to Council approval of the Bid award.

3.18. MANAGEMENT CHANGES

Should there be a change in ownership or management of the Proposer awarded a contract, the contract shall be canceled unless a mutual agreement is reached with the new owner or manager to continue the contract with its present provisions and prices. The awarded contract shall not be transferable by either party.

3.19. EXCLUDED PARTIES LIST CERTIFICATION

By submitting a proposal, the proposer certifies that it is not currently debarred from receiving contracts from any political subdivision or agency of the State of Texas and that it is not an agent of a person or entity that is currently debarred from receiving contracts from any political subdivision or agency of the State of Texas.

3.20. INDEMNITY AGAINST LOSS

The successful Proposer shall defend, indemnify, and hold harmless the City of Killeen and its elected officials, officers, agents, and employees from all suits, actions, or claims of any character, name and description including attorney’s fees/expenses brought for any injuries to persons or damages to property in connection with any awarded contract. Any money due the successful Proposer under an awarded Contract, as shall be considered necessary to the City of Killeen, may be retained for the use of the City to secure this indemnity. The successful Proposer expressly agrees to defend, indemnify, and hold harmless the City of Killeen and its elected officials, officers, agents, and employees in accordance with this clause regardless of whether the injury or damage is caused in whole or in part by the acts of omissions, including negligence, of the City of Killeen, its officer, agents, or employees.

3.21. SAFEGUARDING INFORMATION AND DATA

The Proposer shall safeguard all information and data provided by the City. Further, Proposer shall not sell or make available data or mailing lists compiled from data received from the City without the express written approval of the City Council, through the City Manager, with appropriate remuneration to the City. All data collected during the contract terms belongs to the City of Killeen.

3.22. LICENSE AND PERMITS

Proposer shall be responsible for maintaining all required certifications, permits, and licenses throughout the term of the agreement.

https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm

3.23. INSURANCE

All bidders shall have the appropriate amount of insurance while delivering the items once awarded, this coverage shall be present as to cover all losses up until the City accepts the items in…