FHPS LGI Sound System RFP.pdf

Forest Hills Public Schools

LGI Sound Systems

Request for Proposal (RFP)

December 2017

LGI Sound System (RFP)

December 2017 Prepared by: Plante Moran

TABLE OF CONTENTS

GENERAL TERMS AND CONDITIONS

1 General Requirements

2 LGI Sound System Specifications

APPENDIX A - BIDDER RESPONSE FORMS

APPENDIX B – DISTRICT DRAWINGS

APPENDIX C - SAMPLE CONTRACT

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GENERAL TERMS AND CONDITIONS

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1 General Requirements

1.1 INTENT

It is the intent of Forest Hills Public Schools (FHPS), hereafter referred to as “FHPS” or the “District”, to solicit proposals from qualified vendors to provide, install, and configure Sound/Audio Enhancement Systems for Large Group Instruction (LGI) areas. This solution will consist of the following components:

LGI Sound System Equipment Installation / Integration Services Warranty Services

Vendors may partner with another provider to supply a complete and turnkey solution. If your response contains proposed services or equipment from multiple providers, all responding parties must be clearly identified and a synopsis of the partner relationship as well as the party that will serve as the prime vendor/contact for the District must be detailed. The District reserves the right to proceed with the provider deemed most suitable.

1.2 PROJECT DESCRIPTION

There are sixteen (16) Forest Hills Public Schools buildings included in this project: three (3) 9- 12 high schools, three (3) 7-8 middle schools, two (2) 5-6 schools, and eight (8) elementary schools. The LGI rooms that are part of this RFP include gymnasiums, cafeterias/multi-purpose rooms and media centers (for middle school, 5/6, and elementary buildings only). The District would like to add appropriate audio sound systems to these spaces, as well as one mobile presentation cart per building that integrates with these spaces.

The specific building list can be found in Appendix A.

This RFP outlines the performance, operational, and administrative requirements the District is seeking for LGI Sound Systems. Detailed specifications for this project are included Section 2 of the RFP.

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1.3 SCHEDULE OF EVENTS

EVENT DATE

Release Date Friday December 29, 2017

Pre bid Walkthrough Wednesday January 10, 2018 at 1:00 PM ET – 4:00 PM ET See section 1.6 for details

Deadline for submittals of questions related to this RFP

Friday January 12, 2018 by

12:00 PM (NOON) ET

Deadline for Proposals & Public Proposal Opening

Wednesday January 24, 2018 at 2:00 PM ET FHPS Administration Building

Board Award Monday April 16, 2018

Implementation Schedule Implementation expected to start in June 2018 with completion by September 2018

1.4 DEADLINE FOR PROPOSALS

Late proposals will not be accepted. Proposals shall be submitted as follows:

(1) Bound Printed Signed Original

(1) Bound Printed Copies

(2) Unbound Printed Copy

(1) USB drive consisting of two files:

a. PDF of complete signed original proposal including all product information, signed appendices

b. Appendix A in Excel format

All proposals must be in a sealed envelope and contain the wording “Forest Hills Public Schools LGI Sound System RFP” on the envelope/package. The wording “ORIGINAL” is to appear on the outside of the binder containing the original signed proposal. If a bid bond or cashier’s check is used, an original copy of the bid bond must be submitted in the binder marked “Original”.

Proposals may not be delivered via facsimile or E-mail.

Client: Forest Hills Public Schools Street: 6590 Cascade Road SE City, State, Zip: Grand Rapids, MI 49546 Attention: Susan Bordewyk, Director of Technology

All proposals MUST be recorded on the proposal response sheets provided in Appendix A.

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1.4.1 Intent to Propose. Each Proposer who intends to submit a Proposal in response to this RFP may submit, via email, an "Intent to Respond" to Gina Mancinelli at gina.mancinelli@plantemoran.com with the subject line "[Your Vendor Name – LGI Sound System RFP - Intent to Respond." Please refer to section 1.5 for the contact information to address specific questions related to this RFP. The response shall include the name of the Proposer, the name of the contact person, and that person's email address.

1.4.2 Proposals shall be accompanied by a sworn and notarized statement disclosing any familial relationship that exists between the Proposer or any employee of the Proposer and any member of the Board of Education or superintendent. The District shall not accept a Proposal that does not include this sworn and notarized disclosure statement. The Familial Form must accompany your bid proposal (see Appendix A).

1.4.3 In accordance with the Iran Economic Sanctions Act, Michigan Public Act No.

517 of 2012, all vendors must execute the “Iran Linked Business Affidavit” and include it in their proposals (see Appendix A). Said forms are included in the Bidder Response Forms. The District will not accept a proposal that does not include this sworn and notarized disclosure statement. The form, located in this package, must be included at time of proposal submission.

1.5 RFP CLARIFICATIONS & ADDENDA

Requests for clarification shall be submitted in writing by email only to:

Melissa Auchter, Plante & Moran, PLLC mailto: melissa.auchter@plantemoran.com

When making requests for clarification, please identify the relevant section number (e.g., section 2.3.1). Any answers furnished that change or substantially clarify the bid will be confirmed in writing to all other known bidding parties.

Plante Moran intends to communicate with Proposers via email, including with respect to RFP clarifications and addenda. Those Proposers who fail to properly provide an “Intent to Respond” are not precluded from bidding; however, they will be solely responsible for obtaining any such information in an alternative manner.

1.6 VENDOR’S CONFERENCE

There will be a pre-bid walkthrough for this project on Wednesday, January 10, 2018 starting at 1:00 PM ET at Collins Elementary, 4368 Heather Lane SE, Grand Rapids, MI 49546-2348 and ending by 4:00 PM ET. We expect to visit five (5) separate buildings. Questions from the walkthroughs should be presented in writing as identified in the Schedule of Events section.

1.7 PROPOSAL FORMAT

To facilitate the comparison of vendor proposals, it is required that each proposal be organized into the following sections:

1.7.1 Executive Summary

The executive summary should at a minimum include the following:

a. Executive letter highlighting how the proposed solution achieves the objectives of the District. This letter is to be signed by an officer of the organization submitting the proposal.

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b. Organizational Overview: A brief overview of the organization.

c. Description of Technical Solution: A narrative description of technical solution, sufficient to demonstrate an understanding of RFP requirements, and alternative design recommendations, if any.

1.7.2 Vendor Response Forms

Supplied in this RFP are Vendor Response Forms (Appendix A). In addition to requesting information on your company, you must clearly indicate whether you either comply or take exception to any of the sections in this RFP. All vendors MUST submit the Comply / Exception Form in Appendix A. Where applicable, an explanation to the exception must be provided.

1.7.3 Diagram of Design

For each section or design presented, the Vendor shall submit a diagram of their design providing a pictorial representation of the proposed solution(s).

1.7.4 Demo Equipment

Vendors will be expected to provide demonstration equipment for the District staff to test as part of the proposal review process. The expectation is that the vendor will provide all proposed components to test a fully functional system for two weeks in a District specified demo room. District staff will evaluate equipment for functionality and ease of use.

1.7.5 Project Plan

The Vendor will include in their response an overview of their project plan.

1.7.6 Project Team

Indicate the level of qualification of the staff that will be assigned to this project.

Qualification will be based on certifications and years of experience with the materials proposal in similar configurations. Names of staff need not be provided, however, the response in this section will indicate the minimum level of experience that will be provided.

If necessary, please include additional categories to address additional levels of staff or staff with different certifications and years of experience.

1.7.7 Product Information

The Vendor must include hard copies of the technical specifications / data sheets for each of the products being proposed.

1.7.8 Electronic Copy

An electronic format of the forms in Appendix A in a Microsoft Excel format MUST be included with your response. A PDF version of all other materials should also be included.

1.7.9 Equipment Listing (BOM)

A bill of material must be included with the bid response identifying equipment models and quantities.

1.7.10 Additional Information

Additional information may be provided at the Vendor's discretion.

1.8 BID BONDS

Every bid shall be accompanied by either a cashier’s check on a solvent bank or by a bond executed by a surety company authorized to do business in the State of Michigan. A 5% Bid Bond or cashier’s check shall be required. Such check or bond shall name District as recipient.

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The amount of such bid bond or Cashier’s Check shall be forfeited as liquidated damages, costs and expenses incurred by the District if the vendor, after given an award as successful vendor, shall fail within thirty (30) days after the notice of such award to enter into appropriate contract with the District.

1.9 PERFORMANCE AND PAYMENT BONDS

The District MAY require the selected vendor(s) to provide a performance bond upon award of the contract. The associated cost of the performance bond is to be shown as a separate line item

– do NOT include this cost in your base bid. This bond shall be equal in amount to the Total Price to the District of purchased hardware, software, cabling, and services. The Surety of the bond shall remain in effect for one year after all acceptance of the entire project has been executed by the Districts. In the event that the vendor(s) fails to perform its obligations under any contract between the vendor(s) and the District, the bond shall be paid to the District. The vendor(s) further agrees to save and hold harmless the District and agents from all liability and damages of every description in connection with any subsequent contracts. Payment bonds shall be required under the following conditions: project award exceeds $50,000 and project involves construction, alteration, or repair to the buildings.

1.10 INSPECTION OF WORKSITE

If necessary, Vendors can request access for site visits from Forest Hills Public Schools by contacting the individual identified in the “Bid Clarifications” section. We do not believe on-site access and review will be required prior to the project, and therefore, requests may be denied.

1.11 MODIFICATION OF RFP

Vendors may not modify the RFP text to affect the terms, conditions, or specifications found in this document; this is forbidden and will subject the bid response to rejection. In the event any text is modified, the original text as issued will apply. This clause does not apply to the Vendor response areas of the RFP where it is expected that Vendors will enter their text.

1.12 CONFIDENTIAL INFORMATION

As a public entity, the District is subject to the Michigan Freedom of Information Act (FOIA).

Information contained in proposals may be subject to FOIA requests.

1.13 RIGHT TO REQUEST ADDITIONAL INFORMATION

The District reserves the right to request any additional information that might be deemed necessary after the completion of this document.

1.14 RIGHT OF REFUSAL

District reserves the right to reject any or all proposals in their entirety, evaluate suggestions or exceptions, to waive irregularities, or to select certain equipment from various vendor proposals, based on the best interests of the District. District reserves the right to reject any or all proposals for a specific section. District reserves the right to award specific buildings to one or more vendors.

1.15 PROPOSAL PREPARATION COSTS

The vendor is responsible for any and all costs incurred by the vendor or his/her subcontractors in responding to this request for proposal.

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1.16 SYSTEM DESIGN COSTS

The successful vendor shall be responsible for all design, information gathering, and required programming to achieve a successful implementation. This cost must be included in the base bid.

1.17 PERMITS

The successful vendor shall be responsible for complying with all local, state, and federal codes applicable to this installation. This includes the Electrical Permit required by the State for low voltage installations. Include all costs associated with permitting in your base bid.

1.18 PRICING ELIGIBILITY PERIOD

All vendor proposal bids are required to be offered for a term not less than 120 calendar days in duration. A claim of mistake in computation of a proposal shall not void the proposals after they are opened and accepted.

1.19 ADDITIONAL CHARGES

No additional charges, other than those listed on the price breakdown sheets, shall be made.

Prices quoted will include verification/coordination of order, all costs for shipping, delivery to all sites, unpacking, setup, installation, operation, testing, cleanup and training.

1.20 TURNKEY SOLUTION

All prices quoted must include all the cables, connectors, etc. that will be necessary to make the system specified fully operational for the intent, function and purposes stated herein.

1.21 FEDERAL OR STATE SALES, EXCISE, OR USE TAXES

Forest Hills Public Schools is tax-exempt entity for all purposes except if the project makes enhancements, and/or additions to real property.

1.22 PURCHASE QUANTITIES

The District reserves the right to adjust upward or downward by 25%, the quantities of items purchased without altering the unit purchase price upon award and throughout the contract period.

1.23 CONTRACT REQUIREMENTS

The District intends to use the agreement contained in Appendix C for this project. Please review this attached agreement and indicate whether the terms of the agreement are acceptable. Include all contract exceptions in your proposal, if any.

The District considers this RFP legally binding and will require that this Request for Proposal and the resulting Vendor Proposal be included as addenda to any subsequent contracts between the Vendor(s) and the District. It should be understood by the Vendor(s) that this means that the District expects the Vendor(s) to satisfy all requirements and reports listed herein. Exceptions should be explicitly noted in the Vendor Proposals. Lack of listing all exceptions will be considered acceptance of all of the specifications as presented in this RFP.

1.24 SURVIVAL CLAUSE

All duties and responsibilities of any party that, either expressly or by their nature, extend into the future, shall extend beyond and survive the end of the contract term or cancellation of this Agreement.

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1.25 FORCE MAJEURE CLAUSE

See proposed Contract in Appendix C.

1.26 INCORPORATION BY REFERENCE

The Vendor shall supply equipment, wiring, technology, training, and other related services adequate to accomplish the requirements as set forth in the Request for Proposals and the Vendor response to the Request for Proposals. Parties agree that where there is a conflict between terms of this Agreement and the information presented in the referenced documents, this Agreement shall take precedence. The parties also agree that where there is not a conflict between this Agreement and the information presented in the referenced documents, that all terms, conditions and offers presented in the Vendor's proposal shall herein be referenced to the Agreement and shall be binding upon all parties to the Agreement.

1.27 RISK DURING EQUIPMENT STORAGE AND INSTALLATION

Delivery shall be made in accordance with the implementation schedule referenced as part of this Agreement. It will be possible to allow for minor variances from this implementation schedule as mutually agreed upon by both parties and confirmed by prior written notice. The equipment shall be installed and placed into good working order by representatives of the Vendor. During the time period where the equipment is in transit and until the equipment is fully installed in good working order, the Vendor and its insurer shall be responsible for the equipment and relieve the District of responsibility for all risk or loss or damage to the equipment. In addition, Vendor shall hold the District and agents harmless from any risk of loss or damage arising out of occurrences during the installation of the equipment.

1.28 SHIPPING OF EQUIPMENT

All shipping and insurance costs to and from the site shall be included in the Vendor's proposal.

All payments to shipping agents and for insurance fees shall be made directly by the Vendor. The District shall make no payments to any firm concerning the shipment, installation, and delivery of equipment which is not a part of this Agreement and for which exact payments are not described.

Vendor shall be responsible for all arrangements for the shipment and receipt of equipment to the District's prepared site. The Vendor shall provide all properly trained representatives to unpack all items of equipment and place this equipment in the proper locations. The Vendor shall also be responsible for removal of all debris and packing materials from the site resulting from the installation of the equipment.

1.29 NON-WAIVER OF AGREEMENT RIGHTS

It is the option of any party to the Agreement to grant extensions or provide flexibilities to the other party in meeting scheduled tasks or responsibilities defined in the Agreement. Under no circumstances, however, shall any parties to the Agreement forfeit or cancel any right presented in the Agreement by delaying or failing to exercise the right or by not immediately and promptly notifying the other party in the event of a default. In the event that a party to the Agreement waives a right, this does not indicate a waiver of the ability of the party to, at a subsequent time, enforce the right. The payment of funds to the Vendor by District should in no way be interpreted as acceptance of the system or the waiver of performance requirements.

1.30 GENERAL INDEMNIFICATION

See proposed Contract in Appendix C.

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1.31 PATENTS, COPYRIGHTS, AND PROPRIETARY RIGHTS

See proposed Contract in Appendix C.

1.32 NONDISCRIMINATION BY VENDORS OR AGENTS OF VENDOR

See proposed Contract in Appendix C.

1.33 SUBCONTRACTORS

See proposed Contract in Appendix C.

1.34 EFFECT OF REGULATION

See proposed Contract in Appendix C.

1.35 PROJECT MANAGEMENT STAFF DESIGNATION

The Vendor understands that the successful installation, testing, and operation of the system that is the subject of this document shall be accomplished by a cooperative effort. To most effectively manage this process, the Vendor shall designate a single representative to act as project manager, who shall have the authority to act on behalf of the Vendor on all matters pertaining to this Agreement.

In the event that an employee of the Vendor is, in the opinion of the District, uncooperative, inept, incompetent, or otherwise unacceptable, the Vendor agrees to remove such person from responsibility in the project. In the event of such a removal, the Vendor shall, within fifteen (15) days, fill this representative vacancy as described above. Regardless of whom the Vendor has designated as the representative, the Vendor organization remains the ultimate responsible party for performing the tasks and responsibilities presented in this Agreement.

1.36 ASSIGNMENTS

District and the Vendor each binds themselves, their partners, successors, and other legal representatives to all covenants, agreements, and obligations contained in this Agreement.

1.37 VENDOR AS INDEPENDENT CONTRACTOR

It is expressly agreed that the Vendor is not an agent of District but an independent contractor.

The Vendor shall not pledge or attempt to pledge the credit of District or in any other way attempt to bind the District.

1.38 INSURANCE

Workers’ Compensation Coverage: The Vendor shall procure and maintain during the life of this contract, Workers’ Compensation Insurance, including Employer’s Liability Coverage, in accordance with all applicable statutes of the State of Michigan.

Commercial General Liability Insurance: The Vendor, at the Vendor’s sole cost and expense, shall procure and maintain during the life of this contract, Commercial General Liability Insurance on an “Occurrence Basis” with limits of liability not less than one million dollars ($1,000,000) per occurrence and/or aggregate combined single limit, Personal Injury, Bodily Injury, and Property Damage. Coverage shall include the following features: (A) Contractual Liability; (B) Products and Completed Operations; (C) Independent Contractors Coverage; (D) Broad Form General Liability Extensions or equivalent; (E) Deletion of all Explosion, Collapse and Underground (XCU) Exclusions, if applicable; (F) Per contract aggregate.

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Motor Vehicle Liability: The Vendor, at the Vendor’s sole cost and expense, shall procure and maintain during the life of this contract, Motor Vehicle Liability Insurance, including applicable No-fault coverages, with limits of liability of not less than $1,000,000 per occurrence combined single limit Bodily Injury and Property Damage. Coverage shall include all owned vehicles and all hired vehicles.

Additional Insured: The following shall be named Additional Insureds: Forest Hills Public Schools, and including all elected and appointed officials, all employees and volunteers, all boards, commissions and/or authorities and their board members, employees, and volunteers.

This coverage shall be primary to the Additional Insureds, and not contributing with any other insurance or similar protection available to the Additional Insured, whether other available coverage be primary, contributing or excess.

Notice of Cancellation or Change: Workers’ Compensation Insurance, Commercial General Liability Insurance and Motor Vehicle Liability Insurance, as described above, shall include an endorsement stating the following: “Sixty (60) days Advance Written Notice of Cancellation or Non-Renewal shall be sent to: Julie Davis, Forest Hills Public Schools, 6590 Cascade Road SE, Grand Rapids, Michigan 49546.

Proof of Insurance Coverage: The Vendor shall provide the District at the time the contracts are returned for execution, Certificates of Insurance and/or policies, acceptable to the District, as listed below:

a. Two (2) copies of Certificate of Insurance for Worker’s Compensation Insurance;

b. Two (2) copies of Certificate of Insurance for Commercial General Liability Insurance;

c. Two (2) copies of Certificate of Insurance for Vehicle Liability Insurance;

d. Original Policy, or binder pending issuance of policy, for Districts Contractors Protective

Liability Insurance;

e. If so requested, certified copies of all policies shall be furnished.

Continuation of Coverage: If any of the above coverage expires during the term of this contract, the Vendor shall deliver renewal certificates and/or policies to Forest Hills Public Schools at least ten (10) days prior to the expiration date.

Failure to comply: Failure to comply with the insurance requirements contained in this contract shall constitute a material violation and breach of the contract and may result in termination of the contract.

1.39 WARRANTY OF FITNESS FOR A PARTICULAR PURPOSE

The District has presented detailed technical specifications of the particular purpose for which the technology is intended. The District has provided detailed descriptions and criteria of how the system can be defined to accomplish particular purpose. The District has also defined the exact procedures and techniques to be employed in testing whether the system has achieved the defined performance of this particular purpose. Given this advanced preparation concerning, and documentation about the District's particular purpose, the Vendor at the time this Agreement is in force has (1) reason and opportunity to know the particular purpose for which products are required, and (2) that the District is relying on the Vendor's experience and knowledge of these products to provide those which are most suitable and appropriate. Therefore, the Vendor warrants that the system is fit for the purposes for which it is intended as described in this document.

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1.40 WARRANTY

See section 2.7 for warranty requirements.

1.41 FINAL ACCEPTANCE OF THE SYSTEM

The system proposed shall be defined to be finally accepted by the District after all components of this RFP and all approved Change Orders has been completely installed plus the items identified in Section 2. The District or District’s Representative shall be the sole judge of whether all conditions for final acceptance criteria have been met.

1.42 STANDARD FORMS AND CONTRACTS

Any forms and contracts the vendor(s) proposes to include, as part of any agreement resulting from this bid between the vendor(s) and the District must be submitted as part of the proposal.

Any forms and contracts not submitted as part of the bid and subsequently presented for inclusion may be rejected. This requirement includes, but is not limited to, the following types of forms:

subcontractor, franchise, warranty agreements, maintenance contracts, and support agreements.

1.43 NON-COLLUSION COVENANT

The Vendor hereby represents and agrees that it has in no way entered into any contingent fee arrangement with any firm or person concerning the obtaining of this Agreement. The Vendor certifies that their Proposal is made without any previous understanding, agreement or connection with any person, firm or corporation making a Proposal for the same services and is in all respects fair, without outside control, collusion, fraud or otherwise illegal action.

1.44 ADVERTISEMENT

The laws of the State of Michigan, District purchasing policies and the legal advertisement for contractors and purchases, are made a part of any agreement entered into the same respect as if specifically set forth in that agreement.

1.45 SELECTION CRITERION

District intends to enter into a long term relationship with a well-established vendor whose products, features, design philosophy and support policies come closest to meeting the District's needs. The selected vendor must be a well-established, financially stable firm committed to technology in K12, will have a commitment to attracting and retaining an excellent staff of technical and product support personnel, and will have a proven track record of support from installation planning through implementation and ongoing use. There should also be evidence of responsiveness to clients' suggestions for improvements. Finally, there must be a good fit between vendor staff and the District's staff to assure a good working relationship.

The Vendors will be evaluated based on the following selection criteria:

Compliance to Specifications Implementation Support Post-Implementation Support Experience Cost

1.46 SPECIAL NOTES

Failure to include in the proposal all information outlined above may be cause for rejection of the

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The District reserves the right to accept the vendor's replacement of any component if it is considered equal or superior to the specifications. Such acceptance will be in writing.

1.47 PAYMENT TERMS

See proposed Contract in Appendix C.

1.48 CRIMINAL BACKGROUND SCREENING

It is the District’s policy not to have individuals with a criminal history working on the District’s projects. The District reserves the right to require a criminal background check or drug screening for any contractors at the vendor’s expense. If background checks or drug testing has already been performed by the Vendor, that existing documentation will be sufficient as long as it complies with State of Michigan requirements. Selected vendor must have background checks performed and results sent directly to school District.

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Section 2: LGI Sound System Requirements

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2 LGI Sound System Specifications

2.1 CURRENT TECHNICAL ENVIRONMENT OVERVIEW

2.1.1 Gymnasium Environment

The sound systems in the gymnasiums are varying models (older and newer) and in varying condition. Some components of the systems work, some are being aided by ad-hoc pieces and parts, and some are not being used because they are broken beyond repair. Most of the systems are not easy to use.

The gymnasium spaces for all grade levels are used for physical education classes, sporting events and practices, musical performances, assemblies, and presentations.

2.1.2 Cafeteria/Multi-Purpose Room Environment

The sound systems in the cafeteria/multi-purpose room areas of each building are in similar state as the systems in the gymnasiums. In some cases, a portable system is used to provide audio or systems are rented for events that require more than a few microphones.

The cafeteria/multi-purpose room spaces for all grade levels are used for sports and banquets, lunch, presentations, and periodic staff meetings. At the elementary level, these areas are also used for school performances and concerts.

2.1.3 Media Center Environment

The media centers have a mix of partially working systems, no system, or a portable system that is brought in as necessary.

The media centers are used for staff meetings, PTO meetings, board meetings, instructional classroom activities, presentation, and special guests.

2.2 GENERAL SOUND SYSTEM REQUIREMENTS

This specification has been designed to meet the objectives of the District. In the event that the components necessary to accomplish the stated objectives are not contained within this specification, bidders shall add the required items to accomplish them on their platform. If significant additions/departures from the specification are made, identify them in your response including their purpose as they relate to meeting the objectives of this project.

2.2.1 New Materials

All equipment quoted by bidder shall be new.

2.2.2 Current Software

All software included to make the solution work shall be of the latest version. Any exceptions must be specifically noted.

2.2.3 Manufacturer’s and Workmanship Warranty

Provide a three year materials and workmanship warranty on all new equipment installed.

2.2.4 Building Walk-Throughs/Floor Plan Review

All bidders have been provided building layouts for each building in Appendix B. Vendors will be responsible for determining sound system locations, appropriate speaker counts for different room types/sizes, sound system cable requirements, and any unique installation issues

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2.2.5 Pre-Installation Walkthrough/Site Review

The selected vendor shall be responsible for performing building walkthroughs with the District’s representative to determine sound system locations, sound system cable requirements, and any unique installation issues. The vendor is responsible for identifying and documenting any items that are outside the project scope or listed in the specifications as unit price items. All items not noted shall become the vendor’s responsibility to install at no additional cost.

2.2.6 Disposal of Existing Equipment

The vendor shall be required to provide, upon the District’s approval, disposal or recycling services for hardware and cabling remove as part of this project. The vendor must provide a certificate/statement indicating how equipment and cabling was disposed of (e.g., disposed of in a “green” manner, recycled, etc.).

2.2.7 Alternate Designs

Recognizing variations in vendor equipment and design configurations, alternate solutions may be submitted. Alternate bids may be accepted when they satisfy the objectives of the specification providing efficiency, economy, or elegance unachievable through the base bid design. Alternative solutions are to be priced separately from the base bid. The vendor may propose alternate solutions only after responding to the base bid solutions requested. The acceptance of the voluntary solution will be at the discretion of the District.

For vendors proposing alternate designs (solutions) other than as requested by this specification / bill of materials, all designs must use products that meet or exceed features provided in this specification / bill of materials. All products proposed for alternate solutions must be in production format at the time the proposals are opened. If the vendor is unable to provide the proposed product or feature by the proposed delivery date, the vendor will provide a resolution of equal or greater value to the District, at no additional charge to the District, including services required to implement the solution.

2.3 PROPOSED SYSTEM SPECIFICATIONS

Vendors are to provide and install sound systems in the buildings and locations identified in Appendix A. The proposed systems are to include all equipment (hardware & software), licensing, cabling, integration, and warranty needed to deliver a turnkey solution.

2.3.1 Gymnasiums

The following minimal requirements must be met when designing a solution for the gymnasiums:

A. Provide clear, uniform sound to the entire gymnasium space.

B. Provide zoning at the high school & middle school gyms to cover the following areas: all bleachers, center court, and common areas, with the ability to increase/decrease and/or turn off the speakers in one or many zones.

C. Support multiple preset configurations for use with common events, such as sports games / matches, sports practice, assemblies, and instructional activities.

D. Include tools that allow control and management of the system from a computer or tablet connected to the District network.

E. Support up to twelve (12) wireless microphones.

F. Microphones should work interchangeability between all three spaces (cafeteria/multi-purpose room, gymnasium, and/or media center) and the mobile presentation cart.

G. Support multiple source signals, minimally from: Bluetooth, HDMI, IOS, Android, Chromebook, and 3.5 mm audio.

H. Provide connections for the scoring/announcer’s table.

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I. Provide the ability to play music during sports events.

J. Include two (2) wireless handheld microphones, two (2) lapel microphones and two (2) headset microphones for each gymnasium system.

K. Volume controls must be accessible on the microphones.

L. Equipment with batteries (i.e., wireless microphones) must include rechargeable batteries with charger.

M. Use existing floor boxes when possible for presenter podium to allow integration with computer or other audio devices.

N. Provide wall panel access with secure cover plate to provide in-room access to system.

O. Solution must have the durability to withstand gymnasium type activities.

P. Provide a sound damping solution to improve acoustics for clarity.

Q. All equipment and accessories must be commercial grade R. Provide all cabling, connectors, wraps, installation and configuration services for a fully functional solution. All cable installed above the ceiling must be plenum rated and comply with all building codes.

S. Provide a three (3) year warranty for all products (hardware and software) and workmanship.

2.3.2 Cafeteria/Multi-Purpose Room

The following minimal requirements must be met when designing a solution for the cafeteria/multi-purpose room:

A. Provide clear, uniform sound to the entire space.

B. Provide zoning in larger spaces, (i.e., high school & middle school level), to cover all areas with the ability to increase/decrease and/or turn off the speakers in one or many zones.

C. Support multiple preset configurations for use with common events, such as instructional activities, meetings, announcement, concerts, performances, presentations, and banquets.

D. Include tools that allow control and management of the system from a computer or tablet connected to the District network.

E. Support up to twelve (12) wireless microphones.

F. Microphones should work interchangeability between all three spaces (cafeteria/multi-purpose room, gymnasium, and/or media center) and the mobile presentation cart.

G. Support multiple source signals, minimally from: Bluetooth, HDMI, IOS, Android, Chromebook, and 3.5 mm audio.

H. Provide connections for presenter podium to include integration with computer or other audio devices.

I. Include two (2) wireless handheld microphones, two (2) lapel microphones and two (2) headset microphones for each Cafeteria/Multi-purpose room system.

J. Volume controls must be accessible on the microphones.

K. Equipment with batteries (i.e., wireless microphones) must include rechargeable batteries with charger.

L. Use existing floor boxes when possible for presenter podium to allow integration with computer or other audio devices.

M. Provide wall panel access with secure cover plate to provide in-room access to system.

N. Provide sound damping solution to improve acoustics for clarity.

O. All equipment and accessories must be commercial grade P. Provide all cabling, connectors, wraps, installation and configuration services for a fully functional solution. All cable installed above the ceiling must be plenum rated and comply with all building codes.

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December 2017 Prepared by: Plante Moran

Q. Provide a three (3) year warranty for all products (hardware and software) and workmanship.

2.3.3 Media Centers

The following minimal requirements must be met when designing a solution for the media centers:

A. Provide clear, uniform sound to the entire media center space.

B. Support multiple preset configurations for use with common events, such as instructional activities, meetings, announcements, and presentations.

C. Include tools that allow control and management of the system from a computer or tablet connected to the District network.

D. Support up to twelve (12) wireless microphones.

E. Microphones should work interchangeability between all three spaces (cafeteria/multi-purpose room, gymnasium, and/or media center) and the mobile presentation cart.

F. Support multiple source signals, minimally from: Bluetooth, HDMI, IOS, Android, Chromebook, and 3.5 mm audio.

G. Provide connections for existing presenter podium to include integration with computer or other audio devices.

H. Include two (2) wireless handheld microphones and two (2) lapel microphones for each media center system.

I. Volume controls must be accessible on the microphones J. Equipment with batteries, i.e., wireless mics must include rechargeable batteries with charger.

K. Provide wall panel access with secure cover plate to provide in-room access to system.

L. Provide sound damping solution to improve acoustics for clarity.

M. All equipment and accessories must be commercial grade.

N. Provide all cabling, connectors, wraps, installation and configuration services for a fully functional solution. All cable installed above the ceiling must be plenum rated and comply with all building codes.

O. Provide a three (3) year warranty for all products (hardware and software) and workmanship.

2.3.4 Mobile Presentation Cart

The following minimal requirements must be met when designing a solution for the mobile presentation cart:

A. Speakers that allow the cart to stand alone and provide clear, uniform sound to a smaller space or targeted outside space for outside instructional or assembly type activities.

B. Projector with the following minimum specifications:

i. 3000 lumens (color and white light output)

ii. 1280 x 800 minimum resolution

iii. Wireless infrared remote control

iv. Inputs of USB x 1, LAN x 1, HDMI x 2

v. WLAN connectivity for device management

vi. Compatible through USB Plug n’ Play with Chromebook, PC, and Mac computers

C. Connections for easy integration into the gymnasium, cafeteria/multi-purpose room, and media center sound systems.

D. Include durable and lockable cart to house equipment.

E. Include tools that allow control and management of the system from a computer or tablet connected to the District network.

F. Support up to twelve (12) wireless microphones.

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G. Microphones should work interchangeability between all three spaces (cafeteria/multi-purpose room, gymnasium, and/or media center) and the mobile presentation cart.

H. Support multiple source signals, minimally from: Bluetooth, HDMI, IOS, Android, Chromebook, and 3.5 mm audio.

I. Provide connections for existing presenter podium to include integration with computer or other audio devices.

J. Include two (2) wireless handheld microphones and two (2) lapel microphones for each mobile presentation cart.

K. Volume controls must be accessible on the microphones L. Equipment with batteries, i.e., wireless mics must include rechargeable batteries with charger.

M. Provide wall panel access with secure cover plate to provide in-room access to system.

N. Provide sound damping solution to improve acoustics for clarity.

O. All equipment and accessories must be commercial grade.

P. Provide all cabling, connectors, wraps, installation and configuration services for a fully functional solution.

Q. Provide a three (3) year warranty for all products (hardware and software) and workmanship.

Please note that a new sound system was recently installed in the Pine Ridge Elementary gym.

Vendors must integrate this system with the proposed mobile presentation cart solution for that building. The Pine Ridge system includes Audio Enhancement XD microphones, EV dual 6” full range speakers, TOA 120W mixer amplifier, and Tascam rackmount CD player with Bluetooth.

2.4 SYSTEM ADMINISTRATION

The District requires moderate system administration capabilities for maintaining the sound system solutions.

2.4.1 Remote Administration

The proposed solution must provide the capability to be managed remotely from any PC on the network. It is preferred that this management interface be client-less and fully web-based, with compatibility for the latest versions of Internet Explorer, Firefox and Chrome browsers.

2.4.2 Administration Training – At No Cost to District

As part of the base bid, provide on-site basic System Administration training for 2-3 users to cover all major systems associated with the proposed solution. All training must be provided at no cost to the District.

2.5 INTEGRATION SERVICES

The selected vendor is solely responsible for the installation method and integrity of all ceiling and wall mounted equipment included as part of their proposed solution. The successful vendor shall be responsible for ensuring the safety of the proposed installation in all cases.

2.5.1 Project Management

The selected Vendor is responsible for assigning an experienced project manager to the project that will be responsible for meeting regularly with the District and the project team in order to coordinate the activities associated with bringing the project to successful completion.

2.5.2 Project Plan

The Vendor shall provide a full installation schedule showing the work flow using a graphical

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December 2017 Prepared by: Plante Moran representation (i.e., Gantt chart or similar). The Vendor’s installation schedule should indicate the size of each crew working in the site on a daily basis, along with timelines for site project completion. All punch list items associated with this project must be complete by the noted completion date.

2.5.3 Change Order Control

Once selected, the Vendor shall submit all change orders to the District’s designate for approval.

2.5.4 General Implementation Timing

It is the intent of the District to start the full deployment of the equipment and integration services requested in the RFP during summer 2018. The District expects the system to be live and all training complete by August 1, 2018. All implementation efforts must be scheduled with the intent that minimal disruption to District business occurs.

2.5.5 Site Availability & Work Hours

Any work scheduled inside of buildings, or on the building premises, must be coordinated with the District. Arrangements must be made through the District for additional work hours, if needed.

Several sites will have summer school classes in session, the schedules for these activities are still to be developed. Additionally, implementation efforts will need to be coordinated around summer cleaning efforts and construction projects. The implementation schedule must account for there being no disruption to summer activities. A detailed schedule will be developed by the awarded vendor based on input from FHPS, and will be subject to FHPS’s approval.

2.6 TRAINING – AT NO COST TO THE DISTRICT

The successful vendor will be responsible for providing training at NO COST to the district.

Training shall include the following:

A. Operator training for representatives from each building at a single location within the district.

B. Technical training for IT staff, at a single location C. Operator training, if requested, for building staff, to be conducted at individual buildings.

2.7 WARRANTY & MAINTENANCE SUPPORT

2.7.1 Extended Warranty Term

All Vendors must include a three year manufacturers’ and workmanship warranty as part of the proposal for the Base Bid equipment. In addition, optional warranty to cover identified equipment for year four and year five should be provided and the costs will be shown in Appendix A.

Manufacturer warranty certificates must be provided for all equipment. All proposed warranties must include system software updates and releases at no additional charge. All warranties will commence upon Final Acceptance. Please refer to the Final Acceptance section for additional details.

2.7.2 Extended Warranty Coverage

Extended warranty coverage is required for any component proposed which does not include a limited lifetime warranty. For such equipment, the proposed extended warranty at a minimum should include the following services during this warranty period.

A. 5 x 8 x NBD hardware replacement

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B. Access to technical / network assistance center for warranty assistance

The Vendor shall provide a detailed breakdown of all warranty service costs for all equipment, software, network response and services beginning at the end of the manufacturer warranty periods and extending for the desired period.

2.8 DOCUMENTATION

The Contractor shall provide (2) complete sets of system documentation as detailed below.

2.8.1 As-built Drawings

The Contractor will prepare complete field installation drawings. The drawings will show the location of all installed equipment. As-built drawings should be documented on the District-provided architectural blueprints/building floor plans. The Contractor will work with the District or District’s Representative to develop a symbol set to be used on the drawings. The successful vendor shall be responsible for manually documenting the hard copy floor plans with the as-built documentation. The Contractor will provide hard copy and electronic as-built prints to the District as part of final acceptance.

2.8.2 Equipment Records

The Contractor will provide the District with a detailed equipment record spreadsheet, consisting of the following (provide on both paper and electronic spreadsheet media):

Building Identification (where multiple buildings are involved)

Building Room Number

Equipment manufacturer, model and serial number

Date of installation

2.8.3 Manufacturer System Manuals

The Contractor will provide the District with all System Manuals where System Manuals are provided by the manufacturer.

2.8.4 Warranty Documentation

The Contractor shall provide warranty documentation for all equipment installed.

2.8.5 Permit Documentation

The Contractor shall provide proof of applicable successful inspection that are necessary to meet local, state or federal code and requirements.

2.8.6 Documentation Turnover

The Contractor shall provide an inventory of all documentation (including test results) submitted to the District and shall obtain the signature of the recipient.

2.9 FINAL ACCEPTANCE

The Vendor shall demonstrate that all work is complete, free from physical and electrical defects or deficiencies and in satisfactory operating condition. District shall be allowed a reasonable period of time to inspect and test the work performed and to notify Vendor. District or their designated representative will be the sole judge as to whether the work has been completed properly. All material or equipment that is deemed not to comply with this RFP will be replaced by

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December 2017 Prepared by: Plante Moran the Vendor, at no charge to District, before final payment.

Upon notification the project is completed, an electronic copy of the punch list will be prepared and presented to the vendor. To facilitate the close out process, the Vendor will present a complete list of all punch list items resolved with the date and item(s) completed, resolution documented and be returned to the District in an electronic format.

In accordance to the payment terms, the Vendor will submit final AIA Document G702 Application and Certificate for Payment. The District/District’s representation will present Sign Off / Closeout documents to the Vendor for signatures.