Financial_Proposal_Bid_Form_Hanger_Video_for_release.xlsx

XLSX spreadsheet 27 KB Posted

Attached to
Hangar & Grounds Video Equipment & Services
Solicitation number
0000033576
Issued by
Orange County, California

About this file

This is a Financial Proposal Bid Form from the OC Fair for RFP Number HV-06-25, seeking video equipment packages and labor services across multiple venues for a five-year contract period from 2025-2029. The scope includes equipment and staffing for The Hangar Building, Junior Livestock Auction, Livestock Showring LED Screen, Pig Races LED Screen, and Promenade Stage during the annual OC Fair's 23-day run. The equipment requirements include LED screens (primarily Absen PL Series 3.9mm or equivalent), video processing systems, production units, cameras, media servers, streaming equipment, and associated hardware, with specific requirements varying by venue.

The bid form requires vendors to provide annual equipment package pricing and labor costs for each venue separately, with cumulative totals for all five years. The District will add a $15,000 contingency fund for each year, not included in the base bid calculations. Pricing must be all-inclusive of hardware, cabling, power distribution, and all necessary components to ensure fully functional systems. The contract will be awarded on a "not to exceed" basis, though actual billing should reflect work performed at the indicated rates. While quantities provided are approximations with no guaranteed minimum work amount, the contract can be amended if additional costs exceed the initial contract amount.

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Hangar_and_Grounds_Video_Final_Release.pdf PDF

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Instructions

FINANCIAL PROPOSAL BID FORM
RFP NUMBER: HV-06-25
There are three tabs in this file. Click on the tab to navigate to the desired worksheet.
Once all forms are completed, please print, sign the Required Signature Form, and include
in the hard copy and electronic copy of the proposal submission.
On the Financial Proposal Bid Form tab, input the name of the bidding company in cell C3, prices
in the cells highlighted in yellow in columns D through H, and all equipment to be supplied by
Bidder in column C. All other cells will automatically populate.

On the Required Signature Form tab, input all information requested.

Financial Proposal Bid Form

FINANCIAL PROPOSAL BID FORM
RFP NUMBER: HV-06-25
BIDDER NAME:INSERT BIDDER NAME
ADDENDUM(S) ACKNOWLEGEMENT IF APPLICABLE:Type "Received" to Acknowledge
The Financial Proposal Bid Form will be used to determine the "not to exceed" amount of the contract.
Note: All quantities provided on the Financial Proposal Bid Form are an approximation. Contractor will not be guaranteed any specific amount of work. If particular events or projects result in additional costs that exceed the Contract amount, the awarded Contract will be amended to reflect the additional work. Billing should reflect the actual work performed, at the rate indicated on this Financial Proposal Bid Form.

All equipment shall be substantially of the same specification and shall be capable of performing in substantially the same manner as the equipment listed below. Each venue's equipment specification has been selected based on past requirements and equipment suitability. The brand names and model numbers listed below, as applicable, are provided as examples of the specifications acceptable to the District. The District will allow deviations from the below listed brands and/or models on condition that the deviations are equivalent in functionality and specification. Contractor shall submit a request for any/all brand/model substitutions from the below list and must receive approval from the District prior to utilization onsite. (No brand/model substitutions of LED screens shall be permitted.) Package pricing shall be inclusive of all fly hardware, power cabling, data cabling, power distribution, distribution amplifiers, etc. necessary to ensure systems are whole and fully functional. Contractor is responsible to ensure a complete and fully functional video package/system is provided.

The contracted “RUN OF FAIR” Equipment and Personnel Package rates on the Financial Proposal Bid Form shall represent an “all inclusive” cost and will cover the entire rental/service period for the annual OC Fair from installation and testing through final teardown.

Bid Equipment: In the "Equipment to be Supplied by Bidder" fields, Bidder shall input a detailed listing of the equipment (including brands/models) Bidder intends to supply in the fulfillment of the stated requirements. Bidder shall input annual package pricing for the correlating equipment, resulting in a total package price for each venue.

Bid Labor: Bidder shall provide a flat “OC Fair” package price for all personnel necessary to provide setup, operation, maintenance and teardown services for each venue based upon the scope of work contained herein for the entire run of the annual OC Fair.

THE HANGAR BUILDING Video Equipment Package - RUN OF FAIR (Currently 23 Days)20252026202720282029
QuantityEquipment DescriptionEquipment to be Supplied by Bidder
(Include, brands, models, etc., as applicable)Equipment Package PriceEquipment Package PriceEquipment Package PriceEquipment Package PriceEquipment Package Price
LED SCREENS (Package shall be Inclusive of all fly hardware, power cabling, data cabling, power distribution, etc.)
2Manufacturer: Absen(or equivalent)

Model: PL Series 3.9 Video Panel Res 128x128 – IP54 Weight: 1,971 lbs Dimensions: 11.8'W x 19.69'H (896 x 1536 Pixels) Total Tiles Per Screen: 84

Pixel Pitch: 3.9 mmNo Substitution Permitted$ - 0$ - 0$ - 0$ - 0$ - 0
LED IMAGE PROCESSING (Package shall be inclusive of distribution amplifiers, power cabling, data cabling, power distribution, etc.)
2NovaStar VX6S Dual Processor Package$ - 0$ - 0$ - 0$ - 0$ - 0
1Blackmagic Design SmartScope Duo 4K$ - 0$ - 0$ - 0$ - 0$ - 0
PPU (Rack Mounted)
1HD Seamless Video Switcher, 8 inputs, 4 outputs, 1 DVI Multiviewer output, no more than one frame of signal delay$ - 0$ - 0$ - 0$ - 0$ - 0
1Waveform/Vectorscope$ - 0$ - 0$ - 0$ - 0$ - 0
1AJA Kumo SDI Router - 16x16$ - 0$ - 0$ - 0$ - 0$ - 0
1Intercom system to service two camera operators, video director and video engineer$ - 0$ - 0$ - 0$ - 0$ - 0
3Clear-Com Communication Headsets$ - 0$ - 0$ - 0$ - 0$ - 0
1Furman Power Conditioner$ - 0$ - 0$ - 0$ - 0$ - 0
6Marshall 8" Color Monitors$ - 0$ - 0$ - 0$ - 0$ - 0
2AJA KiPro HD$ - 0$ - 0$ - 0$ - 0$ - 0
1Laptop with graphics software for minor editing and PowerPoint software for playback of client material including DVD’s$ - 0$ - 0$ - 0$ - 0$ - 0
2HD Color monitors to display preview and program switcher outputs$ - 0$ - 0$ - 0$ - 0$ - 0
2Folsom Image Pro HD image scalers$ - 0$ - 0$ - 0$ - 0$ - 0
1Audio Distribution Amp$ - 0$ - 0$ - 0$ - 0$ - 0
1Video Distribution Amp for re-clocking$ - 0$ - 0$ - 0$ - 0$ - 0
1Ethernet Switch 16 Port$ - 0$ - 0$ - 0$ - 0$ - 0
CAMERAS (Package shall be inclusive of all power cabling and data cabling)
2Panasonic Robotic Camera Head HD-SDI and Panasonic Robotic with joystick remote control, mic stand and adaptors to mount to a mic stand or truss$ - 0$ - 0$ - 0$ - 0$ - 0
1FOH, HD-SDI Camera with Studio Kit/Tripod minimum 66:1 studio lens, manual focus control, server zoom control, 7” color view finder, tripod and pan & tilt head$ - 0$ - 0$ - 0$ - 0$ - 0
4HD/SDI BNC cables at 50’ length$ - 0$ - 0$ - 0$ - 0$ - 0
8HD/SDI BNC cables at 100’ length$ - 0$ - 0$ - 0$ - 0$ - 0
2Ethernet cables at 100’ length$ - 0$ - 0$ - 0$ - 0$ - 0
2Robo cam cable loom at 200’ length with 2 BNC cables, 1 edision and 2 CAT 5 cables$ - 0$ - 0$ - 0$ - 0$ - 0
2Camera control units$ - 0$ - 0$ - 0$ - 0$ - 0
2Remote camera control units(for shading)$ - 0$ - 0$ - 0$ - 0$ - 0
4Panasonic Camera Chains$ - 0$ - 0$ - 0$ - 0$ - 0
1Canon HD 70:1 Long Lens$ - 0$ - 0$ - 0$ - 0$ - 0
1Teradek BoltPro 600 Wireless Video System - SDI/HDMI$ - 0$ - 0$ - 0$ - 0$ - 0
MEDIA SERVER (Package shall be inclusive of all power cabling and data cabling)
1Blackmagic ATEM 2 M/E Production Studio 4K$ - 0$ - 0$ - 0$ - 0$ - 0
2HD Video Monitors$ - 0$ - 0$ - 0$ - 0$ - 0
1Image Pro HD image scaler$ - 0$ - 0$ - 0$ - 0$ - 0
1Keyboard, Mouse, KVM Switch$ - 0$ - 0$ - 0$ - 0$ - 0
VIDEO RECORDING RACK
2AJA KiPro record decks, each with 500 GB portable hard drives$ - 0$ - 0$ - 0$ - 0$ - 0
4HD color reference monitors$ - 0$ - 0$ - 0$ - 0$ - 0
1H264 recorder with USB output$ - 0$ - 0$ - 0$ - 0$ - 0
STREAMING VIDEO RACK (Package shall be inclusive of streaming equipment necessary)
1Streaming hardware/software for HD(1080p) video$ - 0$ - 0$ - 0$ - 0$ - 0
1OTT Streaming service with online store and downloadable purchase ability$ - 0$ - 0$ - 0$ - 0$ - 0
AUDIO RACK (Package shall be includsive of all power and audio cabling)
1Stereo XLR in/out, RCA input$ - 0$ - 0$ - 0$ - 0$ - 0
1Audio distribution amplifier to adjust record levels$ - 0$ - 0$ - 0$ - 0$ - 0
POWER (Package shall be inclusive of all power cabling and data cabling)
1Camlock 3 Phase Distro$ - 0$ - 0$ - 0$ - 0$ - 0
1Banded five wire 4-0 camlok cable – 100’$ - 0$ - 0$ - 0$ - 0$ - 0
LABOR COST
Personnel - Hangar Package Labor Cost - RUN OF FAIR$ - 0$ - 0$ - 0$ - 0$ - 0
The Hangar Building Video Package Cost (EQUIPMENT) - RUN OF FAIR TOTALS$ - 0$ - 0$ - 0$ - 0$ - 0
THE HANGAR BUILDING CUMULATIVE ANNUAL TOTAL (EQUIPMENT & LABOR) - RUN OF FAIR$ - 0$ - 0$ - 0$ - 0$ - 0
THE HANGAR BUILDING VIDEO PACKAGE (EQUIPMENT & LABOR) - TOTAL BID (ALL FIVE YEARS)$ - 0
JUNIOR LIVESTOCK AUCTION Video Equipment Package - RUN OF FAIR (Currently 23 Days)20252026202720282029
QuantityEquipment DescriptionEquipment to be Supplied by Bidder
(Include, brands, models, etc.)Equipment Package PriceEquipment Package PriceEquipment Package PriceEquipment Package PriceEquipment Package Price
SDI CAMERA PACKAGE (all necessary cables to make system complete)
1HD switcher with minimum 4 inputs, 2 SDI outputs, 1 DVI multi-viewer output$ - 0$ - 0$ - 0$ - 0$ - 0
142-46: HD color monitor with ability to mount on table or two-pole stand$ - 0$ - 0$ - 0$ - 0$ - 0
1Two pole stand (for HD monitor if not table mounted) no higher than 72”$ - 0$ - 0$ - 0$ - 0$ - 0
1Panasonic HD hand held camcorder with wireless connection$ - 0$ - 0$ - 0$ - 0$ - 0
1HD robotic camera head with joystick remote control, mic stand and adaptors to mount to mic stand or truss.$ - 0$ - 0$ - 0$ - 0$ - 0
1Robo cam cable loom at 150’ length with 2 BNC cables, 1 Edison cable and 2 CAT 5 cables$ - 0$ - 0$ - 0$ - 0$ - 0
1Camera cable loom at 150’ length with 1 BNC and 1 Edison cable$ - 0$ - 0$ - 0$ - 0$ - 0
1Audio distribution amplifier to adjust record levels$ - 0$ - 0$ - 0$ - 0$ - 0
1Assortment of BNC cables in a variety of lengths(25’, 50’, 100’, 150’)$ - 0$ - 0$ - 0$ - 0$ - 0
1Assortment of HDMI cables in a variety of lengths (5x10’, 2x 25’)$ - 0$ - 0$ - 0$ - 0$ - 0
2AJA KiPro record decks, each with 500 GB portable hard drives$ - 0$ - 0$ - 0$ - 0$ - 0
2HD color reference monitors$ - 0$ - 0$ - 0$ - 0$ - 0
1H.264 recorder with USB output$ - 0$ - 0$ - 0$ - 0$ - 0
LABOR COST
Personnel - Junior Livestock Auction Package Labor Cost - RUN OF FAIR$ - 0$ - 0$ - 0$ - 0$ - 0
Junior Livestock Auction Video Package Cost (EQUIPMENT) - RUN OF FAIR TOTALS$ - 0$ - 0$ - 0$ - 0$ - 0
JUNIOR LIVESTOCK AUCTION CUMULATIVE ANNUAL TOTAL (EQUIPMENT & LABOR) - RUN OF FAIR$ - 0$ - 0$ - 0$ - 0$ - 0
JUNIOR LIVESTOCK AUCTION VIDEO EQUIPMENT PACKAGE (EQUIPMENT & LABOR) - TOTAL BID (ALL FIVE YEARS)$ - 0
LIVESTOCK SHOWRING LED SCREEN Video Equipment Package - RUN OF FAIR (Currently 23 Days)20252026202720282029
QuantityEquipment DescriptionEquipment to be Supplied by Bidder
(Include, brands, models, etc.)Equipment Package PriceEquipment Package PriceEquipment Package PriceEquipment Package PriceEquipment Package Price
LED SCREEN PACKAGE (all necessary cables to make system complete)
1Absen(or equivalent) PL3.9 - 3.9mm LED Video Panel Res 128x128 - 11.5’(w) x 6.5’(h) IP54
Display resolution(px) 896 x 512No Substitution Permitted$ - 0$ - 0$ - 0$ - 0$ - 0
1NovaStar VX1000 LED Controller & Video Processor$ - 0$ - 0$ - 0$ - 0$ - 0
1Blackmagic Design smartscope duo 4k$ - 0$ - 0$ - 0$ - 0$ - 0
113” Macbook Pro Laptop with Powerpoint$ - 0$ - 0$ - 0$ - 0$ - 0
LABOR COST
Personnel - Livestock Showring LED Screen Package Labor Cost - RUN OF FAIR$ - 0$ - 0$ - 0$ - 0$ - 0
Livestock Showring LED Screen Video Package Cost (EQUIPMENT) - RUN OF FAIR TOTALS$ - 0$ - 0$ - 0$ - 0$ - 0
LIVESTOCK SHOWRING LED SCREEN CUMULATIVE ANNUAL TOTAL (EQUIPMENT & LABOR) - RUN OF FAIR$ - 0$ - 0$ - 0$ - 0$ - 0
LIVESTOCK SHOWRING LED SCREEN VIDEO EQUIPMENT PACKAGE (EQUIPMENT & LABOR) - TOTAL BID (ALL FIVE YEARS)$ - 0
PIG RACES LED SCREEN Video Equipment Package - RUN OF FAIR (Currently 23 Days)20252026202720282029
QuantityEquipment DescriptionEquipment to be Supplied by Bidder
(Include, brands, models, etc.)Equipment Package PriceEquipment Package PriceEquipment Package PriceEquipment Package PriceEquipment Package Price
LED SCREEN PACKAGE (all necessary cables to make system complete)
1Absen(or equivalent) PL3.9 - 3.9mm LED Video Panel Res 128x128 – IP54 Screen size 11.5’(w) x 6.5’(h)
Display resolution(px) 896 x 512No Substitution Permitted$ - 0$ - 0$ - 0$ - 0$ - 0
1NovaStar VX1000 LED Controller & Video Processor$ - 0$ - 0$ - 0$ - 0$ - 0
1Blackmagic Design smartscope duo 4k$ - 0$ - 0$ - 0$ - 0$ - 0
113” Macbook Pro Laptop with PowerPoint$ - 0$ - 0$ - 0$ - 0$ - 0
142-46: HD color monitor with ability to mount on table or two-pole stand$ - 0$ - 0$ - 0$ - 0$ - 0
2Panasonic HD robo cameras with joystick remote control, tripod or mic stand and adaptors to mount to mic stand or truss$ - 0$ - 0$ - 0$ - 0$ - 0
1Assortment of BNC cables in a variety of lengths(25’, 50’, 100’, 150’)$ - 0$ - 0$ - 0$ - 0$ - 0
1Assortment of HDMI cables in a variety of lengths (5x10’, 2x 25’)$ - 0$ - 0$ - 0$ - 0$ - 0
1AJA KiPro record deck, each with 500 GB portable hard drives$ - 0$ - 0$ - 0$ - 0$ - 0
LABOR COST
Personnel - Pig Races LED Screen Package Labor Cost - RUN OF FAIR$ - 0$ - 0$ - 0$ - 0$ - 0
Pig Races LED Screen Video Package Cost (EQUIPMENT) - RUN OF FAIR TOTALS$ - 0$ - 0$ - 0$ - 0$ - 0
PIG RACES LED SCREEN CUMULATIVE ANNUAL TOTAL (EQUIPMENT & LABOR) - RUN OF FAIR$ - 0$ - 0$ - 0$ - 0$ - 0
PIG RACES LED SCREEN VIDEO EQUIPMENT PACKAGE (EQUIPMENT & LABOR) - TOTAL BID (ALL FIVE YEARS)$ - 0
PROMENADE STAGE Video Equipment Package - RUN OF FAIR (Currently 23 Days)20252026202720282029
QuantityEquipment DescriptionEquipment to be Supplied by Bidder
(Include, brands, models, etc.)Equipment Package PriceEquipment Package PriceEquipment Package PriceEquipment Package PriceEquipment Package Price
LED SCREEN PACKAGE (all necessary cables to make system complete)
1Absen(or equivalent) PL3.9 - 3.9mm LED Video Panel Res 128x128 – IP54 Screen size 6.5’(w) x 4.92’(h)
Display resolution(px) 512 x 384No Substitution Permitted$ - 0$ - 0$ - 0$ - 0$ - 0
1NovaStar VX1000 LED Controller & Video Processor$ - 0$ - 0$ - 0$ - 0$ - 0
1Blackmagic Design smartscope duo 4k$ - 0$ - 0$ - 0$ - 0$ - 0
113” Macbook Pro Laptop with PowerPoint$ - 0$ - 0$ - 0$ - 0$ - 0
142-46: HD color monitor with ability to mount on table or two-pole stand$ - 0$ - 0$ - 0$ - 0$ - 0
3Panasonic HD robo cameras with joystick remote control, tripod or mic stand and adaptors to mount to mic stand or truss$ - 0$ - 0$ - 0$ - 0$ - 0
1Assortment of BNC cables in a variety of lengths(25’, 50’, 100’, 150’)$ - 0$ - 0$ - 0$ - 0$ - 0
1Assortment of HDMI cables in a variety of lengths (5x10’, 2x 25’)$ - 0$ - 0$ - 0$ - 0$ - 0
1AJA KiPro record deck, each with 500 GB portable hard drives$ - 0$ - 0$ - 0$ - 0$ - 0
LABOR COST
Personnel - Promenade Stage Video Package Labor Cost - RUN OF FAIR$ - 0$ - 0$ - 0$ - 0$ - 0
Promenade Stage Video Package Cost (EQUIPMENT) - RUN OF FAIR TOTALS$ - 0$ - 0$ - 0$ - 0$ - 0
PROMENADE STAGE CUMULATIVE ANNUAL TOTAL (EQUIPMENT & LABOR) - RUN OF FAIR$ - 0$ - 0$ - 0$ - 0$ - 0
PROMENADE STAGE VIDEO EQUIPMENT PACKAGE (EQUIPMENT & LABOR) - TOTAL BID (ALL FIVE YEARS)$ - 0
CUMULATIVE ANNUAL TOTALS - ENTIRE BID (EQUIPMENT & LABOR)$ - 0$ - 0$ - 0$ - 0$ - 0
TOTAL BID (ALL VENUES, ALL FIVE YEARS)$ - 0

Note: The District will add $15,000 contingency fund for each year. This amount is not included in the Financial Data above. The District will add this amount to each Financial Proposal Bid.

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