Forest Hills Public Schools

Broadcast TV Studio Systems

Request for Proposal (RFP)

December 2018

Broadcast TV Studio Systems (RFP)

December 2018 Prepared by: Plante Moran

TABLE OF CONTENTS

GENERAL TERMS AND CONDITIONS

1 General Requirements

2 Broadcast TV Studio System Specifications

APPENDIX A - BIDDER RESPONSE FORMS

APPENDIX B – 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 (here after referred to as “FHPS” or the “District”) to solicit proposals from qualified vendors to provide Broadcast TV Studio systems. The Broadcast TV Studio systems include equipment (hardware and software), installation, and warranty for the Broadcast TV Studio programs at each of its three high schools. The detailed specifications for the Broadcast TV Studio systems requested are described in Section 2 of the

RFP.

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 SCHEDULE OF EVENTS

EVENT DATE

Release Date Tuesday, December 18, 2018

Pre Proposal Conference & Walkthrough

Admin - Tuesday January 8, 2019 at 12:00p ET (RFP Review)

NHS – Tuesday January 8, 2019 at 1:00p ET

CHS - Tuesday January 8, 2019 at 2:00p ET

EHS - Tuesday January 8, 2019 at 3:00p ET

Deadline for submittals of questions related to this RFP Thursday, January 10, 2019 at 12:00p ET

Deadline for Proposals & Public Proposal Opening Monday, January 21, 2019 at 2:00p ET

Board Award March 2019

Implementation Schedule Implementation will begin as soon as possible after the project is awarded and will be completed, including training and closeout by May 15, 2019.

PLEASE NOTE: The District reserves the right, in its sole and absolute discretion, to make modifications to the above selection timeline as it determines to be in its best interest.

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1.3 DEADLINE FOR PROPOSALS

Each prospective Vendor is responsible for submission of its Proposal. Proposals or Proposal revisions received after the Due Date and time will not be accepted or considered. The District is not liable for any delivery or postal delays.

Proposals shall be submitted as follows:

(1) Printed Signed Original

(1) Unbound printed copy

(2) Printed bound copies

(1) USB Thumb drive consisting of 2 files:

A. One single PDF file of the submitted printed signed complete proposal B. Appendix A in Excel format marked with company name to:

Forest Hills Public Schools 6590 Cascade Road SE Grand Rapids, MI 49546 Susan Bordewyk, Director of Technology

All proposals must be in a sealed envelope and contain the wording “Forest Hills Public Schools Broadcast TV Studio Systems 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.

All Proposals MUST be returned using Vendor Response Forms provided in Appendix A.

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).

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.

1.4 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 "[Insert Your Vendor Name – Broadcast TV Studio Systems 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.

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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

A Pre-Proposal Vendor’s Conference and site review will be held for this project. Refer to Section 1.2 for date, time, & location.

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.

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 Project Plan

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

1.7.5 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

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1.7.6 Product Information

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

1.7.7 Electronic Copy

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

1.7.8 Equipment Listing (BOM)

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

1.7.9 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.

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

A pre-proposal meeting and site review will be held so vendors can inspect the worksite. Refer to Section 1.2 for date, time, & location.

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.

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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.

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.

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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 B 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.

1.25 FORCE MAJEURE CLAUSE

See proposed Contract in Appendix B.

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

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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 B.

1.31 PATENTS, COPYRIGHTS, AND PROPRIETARY RIGHTS

See proposed Contract in Appendix B.

1.32 NONDISCRIMINATION BY VENDORS OR AGENTS OF VENDOR

See proposed Contract in Appendix B.

1.33 SUBCONTRACTORS

See proposed Contract in Appendix B.

1.34 EFFECT OF REGULATION

See proposed Contract in Appendix B.

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.

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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.

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.

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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.

1.40 WARRANTY

See section 2.3 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

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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 proposal.

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 B.

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: Broadcast TV Studio System Requirements

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2 Broadcast TV Studio System Specifications

2.1 CURRENT TECHNICAL ENVIRONMENT OVERVIEW

The District has three high schools (Central High School, Eastern High School, and Northern High School) each with its own TV broadcast studio. The three studios are uniquely designed based on the space available in each building. There is some standardization of equipment across the studios. In 2015 the District installed a NewTek Tricaster 460E with two 27” monitors in each studio and integrated its analog equipment into the system. Various models of Mackie mixers are used. Apple Final Cut Pro and Adobe Premier are used for post-production work. In the last year the District has installed Kramer VIA Connect PRO wireless presentation and collaboration devices in all its classrooms and would like to use this technology to stream broadcast TV programming from the studios to the classroom.

This District would like to upgrade the analog equipment in each studio and take advantage of the NewTek NDI technology. Vendors should include pricing for the studio interconnections over IP. The cost for this should be provided in Appendix A and include all associated costs including but not limited to shipping, handling, insurance, installation, equipment, cabling, and connector costs.

Technical specifications for the equipment and counts for each high school are provided in Appendix A. Please confirm in Appendix A that your proposed solution meets the requested specifications. If your solution does not meet the requested specifications please provide explanation.

2.2 GENERAL 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 Specification Sheets

The Vendor must provide specification cut sheets for all products proposed. An electronic copy of these specifications sheets would suffice.

2.2.4 General Cabling Requirements

The Vendor shall follow the cabling requirements to provide all services necessary to install and configure the proposed studio systems in meeting the District’s requirements for a fully functional system. It is expected that proposed services will minimally include the following:

A. All wiring/cabling must be plenum-rated and should be run through the ceiling space and run down the conduit provided.

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B. Wiring above ceiling shall be independently supported and not laid on top of or in direct contact with ceiling grids or panels.

C. “J” hooks shall be used to support cable and should be mounted off of the deck or the building steel. Mounting on conduit, ducts, or pipes is not acceptable.

D. Cable shall be supported every five (5) feet.

E. Vendor must comply with all EIA / TIA specifications, manufacturer specifications, National Electric Code, as well as all local building codes including installation of firestopping where applicable.

F. Cabling must not introduce any detectable interference or distortion.

G. Cabling must maintain a consistent impedance from connector to connector.

H. Both connections must be electrically identical.

I. The Vendor will be responsible for patching, labeling and dressing cables between equipment and racks.

2.2.5 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.).

2.3 WARRANTY

Vendors must include a three (3) year warranty as part of the proposal for the base bid equipment and related workmanship. In addition, an optional warranty (to be purchased at the time of equipment purchase) to cover identified equipment for year four and year five should be provided and the costs should be shown on the Add/Alternate section of the cost form 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.

2.3.1 Extended Warranty Coverage

Extended warranty coverage for any component proposed which does not include a limited lifetime warranty at a minimum should include the following services during this warranty period.

A. 5 x 8 x NBD hardware replacement B. Access to technical / network assistance center for warranty assistance

The Vendor must provide a detailed breakdown of all warranty costs for all equipment beginning at the end of the manufacturer warranty periods and extending for the desired period.

2.4 IMPLEMENTATION SERVICES

2.4.1 Installation Requirements

Installation must include all required labor and miscellaneous materials. The successful Vendor will be responsible for visiting the site with District staff prior to installation to review and determine any additional installation requirements.

A. The successful bidder is solely responsible for the method and integrity of the installation of all equipment. The successful vendor shall be responsible for ensuring

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B. Vendors shall perform any required programming and testing to make sure all systems work together.

C. The vendor must provide the District a test script for review. Upon approval of the test script, the vendor will provide the test results for all equipment based on that script.

2.4.2 Testing

The District and/or the District's agent will observe the testing of the equipment functionality and workflow. The testing will include, but not be limited to loop testing video input and outputs, recording test footage with the new cameras to view video and audio control and mixing, testing integration of teleprompter, storing footage to test post production editing, and testing network connectivity through District firewall and routers.

2.4.3 General Implementation Timing

Implementation will begin as soon as possible after the project is awarded and will be completed, including training and closeout by May 15, 2019. The studio in each building will be in use by students so the awarded Vendor will need to have a plan to minimize downtime for students and teachers. Equipment staging and configuration may need to be completed in the Vendor’s office. Please indicate if you have any concerns with the timeline.

2.4.4 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 designated project manager and project team in order to coordinate the activities associated with bringing the project to successful completion.

2.4.5 Project Plan

The Vendor shall provide a full installation schedule showing the work flow using a graphical representation (i.e., Gantt chart or similar). The Vendor’s installation schedule should indicate the timelines for site project completion. All punch list items associated with this project must be resolved within two weeks of the completed installation of each studio.

2.4.6 Change Order Control

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

The Vendor is required to use the American Institute of Architects (AIA) forms for change order and payment application submission for this project.

2.4.7 Building Availability & Work Hours

Building access will be available Monday through Friday times will vary by school. Any work scheduled inside of buildings, or on the building premises, must be coordinated with the District Technology Department. Arrangements must be made through the District Technology Department for additional work hours, if needed. A detailed schedule will be developed by the awarded vendor based on input from FHPS, and will be subject to FHPS’s approval.

2.5 TRAINING – AT NO COST TO THE DISTRICT

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

Training will include the following:

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A. One two hour training session for all teachers and designated technology staff covering general equipment overview and one two hour training session for each teacher in their studio after installation for a total of eight (8) hours of training.

B. A one hour training refresher for all teachers 30 days after the first training session

C. Telephone support for 120 days after installation (at no cost to the District).

D. If additional training is available online, Vendor will provide the District with the online resources.

E. Training sessions should include walkthroughs of the system design, system management procedures, and demonstrations of the configured workflow.

2.6 DOCUMENTATION

The vendor must assemble all vendor-created documentation and provide to the District To qualify as “delivered,” all documentation (including product manuals) will be formally turned over to the District with an itemized packing list identifying each of the components, and signed for by the District’s designated project contact. Acknowledgement of the delivery of documentation does not constitute acceptance of the solution.

2.6.1 As-built Drawings

Prior to acceptance, the successful vendor shall supply complete documentation of installation, configuration information, and troubleshooting tips within an easily accessed manual(s).

One (1) hard and one (1) electronic copy on a USB flash drive of all configuration files will be provided.

The documentation package shall provide the District with the following for each studio:

A. A comprehensive guide(s) for all operation and maintenance procedures for the "as built" system.

B. Manufacturer documentation of all equipment; software registration and feature keys, technical manuals, and all related equipment configuration information.

C. A wire diagram showing the functional flow of all components and devices.

D. An instruction sheet explaining how to use all control room and studio equipment.

E. Cut sheets or specification sheets for all components.

F. A single page “cheat sheet” that provides guidance for basic functionality of each component installed in an easy to read format.

The electronic copy of configuration and diagram files shall be in MS Word, Excel, and Visio formats.

2.6.2 Equipment Records

The successful vendor shall provide the District with documentation for each component provided.

An inventory list of all Original Equipment Manufacturer (OEM) equipment shall be supplied clearly indicating manufacturer, model, serial number, asset tag number, and installation location.

Any custom equipment shall be identified, described, and located. All license numbers, serial numbers, key numbers, or unlock codes will be documented and formally turned over to the District.

2.6.3 Manufacturer System Manuals

All equipment, media, and software manuals supplied by the manufacturer shall be delivered to

Broadcast TV Studio Systems (RFP) Page 19

December 2018 Prepared by: Plante Moran the District. The successful vendor shall supply an inventory list of all such documentation including the number of copies of each item. A set of OEM manuals shall be supplied for each unit of equipment and/or software installed. Any files that were downloaded and not included with the manufacturer's media will be written to a USB Flash Drive and delivered to the District.

2.6.4 Warranty Documentation

The Contractor shall provide warranty documentation for all equipment installed.

2.6.5 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.

2.6.6 Curriculum Support – At No Cost

Provide all curriculum support materials and access to online resources that are available for free with the purchase of equipment.

2.7 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 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. A copy of the document will be given to the Vendor.

The District reserves the right to inspect and approve or reject the installation before signoff. If the District rejects the workmanship or equipment functionally, the Vendor must repair or replace at their cost.

System warranty for products (hardware and software) and workmanship will not commence until project closeout. The system warranty start includes any manufacturer’s warranty and additional extended warranties that may be purchased.

2.8 OTHER COSTS

If any costs are associated with your proposed service that have not been identified in prior sections, they must be identified as “Other Costs” and detailed in each building section of the Base Cost Form in Appendix A. Any such charges will be clearly identified and all non-recurring and monthly costs provided. These Other costs if any must be shown for each equipment category requested.

** End of Section 2**

Broadcast TV Studio Systems (RFP) Page 20

APPENDIX A - Bidder Response Forms

(See separate Excel file)

Broadcast TV Studio Systems (RFP) Page 21

APPENDIX B – Sample Contract

FOREST HILLS PUBLIC SCHOOLS

<VENDOR NAME>

Broadcast TV Studio Systems RFP

SAMPLE CONTRACT

<DATE>

Forest Hills Public Schools Page 1 of 10

Broadcast TV Studio Systems RFP Sample Contract

DECEMBER 2018

FOREST HILLS PUBLIC SCHOOLS

Broadcast TV Studio Systems Sample Contract

This Broadcast TV Studio Systems Agreement ("the Agreement") is made on the Effective Date, between <VENDOR NAME>. (hereinafter called “the Contractor”) whose address is <VENDOR ADDRESS> and Forest Hills Public Schools (hereinafter called “the District”) whose address is 6590 Cascade Road SE, Grand Rapids, MI 49546.

RECITALS

A. The Contractor will provide the District with the necessary components, installation and testing for a fully functioning Broadcast TV Studio System (herein called “the System(s)”) as contemplated in the Request for Proposal.

B. The District desires to obtain a Broadcast TV Studio System solution for each of its three high schools, including equipment, cabling, integration and configuration, miscellaneous items and associated Services necessary for a fully functioning System from the Contractor upon the terms and conditions set forth herein and in the Request for Proposal, Contractor’s response to the Request for Proposal and subsequent clarifications.

C. The Contractor shall supply all equipment, materials, technology and other related Services necessary to accomplish the requirements set forth in the Request for Proposal and the Contractor’s response to the Request for Proposal. Parties agree that where there is a conflict between terms of this Agreement and the information presented in the Exhibits hereto, identified below, this Agreement shall take precedence. The order of precedence has been set forth in Paragraph 1.1. The parties also agree that where there is not a conflict between this Agreement and the information presented in the referenced in the Exhibits that all terms and conditions in the Request for Proposal and the Contractor’s Response to the Request for Proposal shall be incorporated by reference into the Agreement and shall be binding upon all parties to the Agreement.

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

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

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

NOW, THEREFORE, IN CONSIDERATION FOR THE FOREGOING AND THE MUTUAL COVENANTS

SET FORTH HEREIN, THE PARTIES HERETO AGREE AS FOLLOWS:

1. DEFINITIONS AND EXHIBITS

1.1. Contract Documentation. “Contract Documentation” shall mean (i) this Agreement, (ii) bid bulletins and clarifications attached hereto (Exhibit A), (iii) the District’s Request for Proposal (RFP) dated December 2018, and (iv), and the Contractor’s response to the RFP dated January

XX, 2019.

1.2. Documentation. "Documentation" shall mean (i) all written materials or information relating to the System(s) or its operation, including without limitation, user-oriented and technical operation, warranties, acceptance testing reports, and reference and training manuals and (ii)

Forest Hills Public Schools Page 2 of 10 the documentation as outlined in the Contract Documentation.

1.3. Effective Date. "Effective Date" shall mean the last date on which both parties hereto have executed this Agreement.

1.4. Purchase Price. "Purchase Price" shall mean the aggregate amount payable by the District for

(i) the purchase of the System(s) and (ii) the Services to be provided by the Contractor in accordance with the Contract Documentation. The Purchase Price is inclusive of all taxes, shipping, handling, bonds and insurance.

1.5. Services. All installation, site work, testing, debugging and acceptance testing activities.

1.6. Sites. Sites shall mean the locations set forth in the Contract Documentation.

2. TURNKEY SOLUTION

2.1. Turnkey Solution. This Agreement and the other Contract Documentation set forth the terms and conditions upon which the Contractor will provide a "turnkey" solution for installation and operation of the System(s) for use by the District. The Contractor agrees that it will provide a complete "Turnkey Solution" to the District. The Contractor shall be responsible for the successful installation, acceptance testing and Documentation of the System(s) as detailed in the Contract Documentation.

2.2. The Contractor’s Obligation. In consideration of the payment of the Purchase Price, it is agreed and understood that the Contractor shall be obligated to provide the Systems and Services, subject to the terms and conditions set forth herein and in the following Contract Documentation:

General Terms and Conditions Section of the RFP

Project Requirements & Specifications Section of the RFP

2.3. Guarantee. Contractor will guarantee its design, operation and functionality of the System(s), in accordance with the Contract Documentation.

2.4. Walk-Through. Contractor has had an opportunity to review each Site and acknowledges that it has no concerns with its proposed design that would prohibit Contractor from guaranteeing the installation and operation of the System(s), as contemplated in the Contract Documentation.

2.5. Complete Solution. Contractor will supply all labor, materials, Services and equipment necessary to provide the System(s) in accordance with the Purchase Price set forth in Section 3.1.

The Contractor represents and warrants that the purchase of the System(s) and installation Services provided to the District will constitute a fully operational solution as contemplated by the Contract Documentation.

3. PAYMENT

3.1. Purchase Price. The Contractor agrees to sell to the District and the District agrees to purchase the System(s) and Services upon the terms and conditions set forth in this Agreement at a price not to exceed $XX,XXX.XX.

3.2. Payment Terms: Payment shall be in accordance to the following schedule:

(A) Progress billing can be submitted monthly for equipment that is delivered and installed, based on a mutually agreed upon percentage of completion between the District and the

Forest Hills Public Schools Page 3 of 10

Contractor. Total progress payments shall not exceed 90% of the total Purchase Price.

Progress billings shall reflect the 10% retainage referenced below.

(B) 10% of the total Purchase Price will be held as retainage and will be payable within (30) thirty days of final acceptance of the completed System(s) by the District or its designated representative. The retainage shall be payable based upon the final acceptance of all sites.

3.3. Request for Payment. The Contractor shall submit to the District’s project coordinator the standard AIA Application for Payment forms upon completion of the payment terms referenced in Paragraph 3.2 above. Approved invoices shall be paid within thirty (30) days from date of approval of the invoice.