HCBOE Auditorium AV Upgrade_092424_FINAL.pdf

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HABERSHAM COUNTY BOARD OF EDUCATION

P.O. Box 70, Clarkesville, Georgia 30523

Ph: 706-754-2118 Fax: 706-754-1549 Matthew Cooper, Superintendent

Dennis Unbehant, Technology Director

HCBOE AUDITORIUM AV UPGRADE RFP

The Habersham County Board of Education is accepting proposals to upgrade the audio and video systems in the high school performing arts center auditorium.

RFP release date will be September 24, 2024. The RFP will be posted on the habershamschools.com website and the Georgia Procurement website.

Bid opening will take place at the Habersham County Board of Education Board Room. Deadline for submittals will be 10:00 am, October 23, 2024, at which time the Technology Director will perform a bid opening and a public reading will take place. Proposals can be hand carried to the public bid opening.

Mailed bids should allow sufficient time to arrive before the bid opening in order to be present for the bid opening. Bid procedure and submission address are both listed on page 9 of this document.

Pre-bid meeting (10-7-24) address:

(Do not mail bids to this address)

Habersham Central High School

2059 St. Hwy 197 S.

Mount Airy, GA 30563

Project Contact: Dennis Unbehant, Technology Director dunbehant@habershamschools.com

Please drive around to the rear of the building to the auditorium entrance for the pre-bid meeting.

Only sealed bids will be accepted. No faxed or emailed bids will be accepted.

Bid procedure and submission address are both listed on page 9 of this document.

Any inquiries must be received no later than Friday, October 11, 2024, 12:00 Noon. All inquiries about this bid must be sent by email to the project contact. Questions and responses will be shared with all registered bidders. Bidder registration will take place at the pre-bid meeting on 10-7-24 at 10:00.

The Habersham County Board of Education reserves the right to accept or reject any and all proposals and to waive technicalities.

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HABERSHAM COUNTY BOARD of EDUCATION

HCBOE AUDITORIUM AV UPGRADE

Event Dates

RFP Released – Tuesday, September 24, 2024

Mandatory pre-bid meeting and facility walk through – Monday, October 7, 2024, 10:00 am

Deadline for questions – Friday, October 11, 2024, 12:00 Noon

Deadline for Submissions – Wednesday, October 23, 2024, 10:00 am (Bid Opening Day)

PART II – INSTRUCTIONS TO BIDDERS

NOTICE

Upon receiving this proposal, email Dennis Unbehant dunbehant@habershamschools.com to register as a prospective respondent. Failure to register as a prospective respondent may result in your firm not receiving any proposal addenda, if applicable. Failure to acknowledge proposal addenda with your submittal may cause your proposal to be considered non-responsive. You will also have an opportunity to register at the pre-bid meeting.

PROJECT GOALS

Basic Goals for Audio/Visual PAC Renovations

● Ease of usage for non-professionals

● Better audio coverage for auditorium

● Better presentation and assembly set-up

● Better backstage monitoring

● Capacity to utilize projection in theatrical and other performances

● Live-streaming capacity mailto:dunbehant@habershamschools.com

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Specific Goals

● Dual short-throw projection on either side of the stage

● Reduced light interference with the presentation screens

● Easier access and hook-up options

● Cords off the floor

● Ability to control all presentation equipment from a touch panel

● Expanded stage monitors, Backstage monitors, possibly hard-wired and wall-mounted

● Green Room monitor for audio and video

● Fix or replace current intercom/headset system.

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PROJECT SCOPE

Please prepare and provide a separate quote for each of the following AV items:

1) Sound System Upgrade: Provide and install a sound system based on the provided specification (SECTION 1.0 of this document):

a. Amplifiers, Speakers, Audio Processors etc.

b. Digital Mixing Board and AV control system with touch panels

c. Microphone Systems and Stage Accessories

2) Video Projection Upgrade: Design, provide and install a new video projection system to include the main elements listed below:

a. Fixed Side Projection Screens and auditorium rear mounted laser projectors

b. Stage Rear CYC Projection System with short throw laser projectors

c. Integration with touch panel control system for ease of use for presenters

d. Video distribution system with stage and control booth connectivity for presenter laptops and optional wireless connectivity for presenter laptops

3) Video Projection Upgrade with LED wall side projection: Design, provide and install a new video projection system to include the main elements listed below:

a. Side Projection video wall LED Wall Screens

i. Functional Equivalent: Clear Digital Vue II 165” series

b. Stage Rear CYC Projection System with short throw laser projectors (40’ width)

c. Integration with touch panel control system for ease of use for presenters

d. Video distribution system with stage and control booth connectivity for presenter laptops and optional wireless connectivity for presenter laptops.

Note: HCBOE will select item 2 or 3 but not both.

4) Wireless backstage headset system with support for a minimum of eight users

5) Green room audio/video display system with live camera stage video and audio

a. Vizio 65” Class 4K LED TV or equivalent

b. Manhattan TV Mount Tilt or equivalent

c. Camera for displaying video and audio feed interface

d. Connectivity and cabling as required and installation

HCBOE is requesting turnkey proposals including installation. Additional information will be provided during the pre-bid meeting and facility walk through.

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FUNCTIONAL EQUIVALENTS

Proposals are requested on products that are the functional equivalent or comparable to the brands or items listed in this document. References to brand names, trade names, model numbers, or other descriptions are made to establish an approximate level of quality and functional capabilities and are not intended to exclude other products of similar capabilities.

Specific names of products listed in this document are intended to convey the type of equipment sought. Some part numbers may need to be updated to the newest model. HCBOE seeks fully manufacturer-supported models and not end of life equipment.

Bidders should submit current equipment specification sheets from the manufacturer of all hardware included as a part of a proposal.

HCBOE reserves the right to be the sole determiner of functional equivalency and to select the proposal it believes to be in its best interest to meet the project goals.

1.0 SOUND SYSTEM SPECIFICATIONS

1. Install two full-range loudspeakers with a center down fill speaker will flown from the ceiling above the front edge of the stage in a split-cluster configuration to provide audio coverage for the main seating area. Main Speakers will have a response from 50Hz-18 kHz with a continuous output of 138 dB SPL.

Install one subwoofer from the ceiling at the center of the main theater to provide an extended low frequency response. The subwoofer will have a response from 37Hz -300Hz with a continuous output of

140 dB SPL.

2. All amplifiers will be a four channel, class D amplifier with the output of 20,000 watts RMS and will be installed in the equipment rack located in the equipment room to provide power to all new loudspeakers. The digital signal processing will be provided in the power amplifiers. Owner or owner’s representative will install any additional power that is required.

3. All speakers must be suspended to structure above cloud ceiling with rated rigging steal and hardware.

4. Install a 64 channel, 42 Bus digital mixing console at FOH position in Media booth to provide primary control of audio system during performances and rehearsal. Provide two-hour user orientation on console operation.

5. Install 48 channel 96k digital I/O expander in AV rack, reroute and connect existing microphone input and line output cables.

6. Reconfigure AV rack to accommodate new equipment, remove devices being replaced. Install devices and cabling using best practice industry standards.

7. Remove existing speakers and cable to be replaced by new components.

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8. Provide all miscellaneous hardware, etc. for a complete working system using best practices according to AVIXA CTS, CTS-I and CTS-D standards.

9. Install new 14 gauge, twisted-pair speaker cable to all new speakers.

10. Provide speaker coverage plot and product specifications with proposal.

11. Provide +/-3db throughout seating area at 2K.

12. Provide one-year full service warranty on all new equipment installed by contractor.

13. Substitute equipment models must have equal or greater performance specifications.

EQUIPMENT LIST

Qty. 1 Allen & Heath AH-Avantis Digital Mixing Console

Qty. 1 Allen & Heath AH-GX-4816

Qty. 1 Danley Sound Labs SH-95-I-B Full Range Speaker

Qty. 1 Danley Sound Labs BRKT-95-B Speaker Bracket

Qty. 2 Danley Sound Labs SH62-I-B Full Range Speaker

Qty. 2 Danley Sound Labs BRKT-62-B Speaker Bracket

Qty. 1 Danley Sound Labs TH118-I-B Subwoofer

Qty. 2 Danley Sound Labs DNA-20K4 PRO Power Amplifier

1 Lot 14 Gauge Twisted-Pair Speaker Wire

1 Lot Miscellaneous Hardware

1 Lot Engineering, Project Management, Installation, Set-Up, Testing, Training, Warranty

AV CONTROL SYSTEM

1 CP4 Crestron - 4-Series Control System

1 SX-8P Pakedge - Managed Gigabit Switch with 8 Rear Facing PoE+/PoE Ports. One SFP port

1 4245-BK. West Penn CAT-5E Cable, 4 PR 24G SLD DIGT INTER, 1000', BLACK.

0.5 454-BK. West Penn - Broadcast Audio; 2 Conductor (1 Pair); 22 Awg. (7x30); Tinned Copper; Overall 100% Foil; Non Plenum; CMR. .

(BLACK), 1000'

2 TSW-770-B-S Crestron - 7 in. Wall Mount Touch Screen, Black Smooth 1 Miscellaneous Hardware

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MISCELLANEOUS HARDWARE

1 Shipping charges

1 Crestron Programming Crestron AV control system programming

1 Crestron Programming to Trigger ETC Lighting Control Panel Presets

STAGE MONITORS

Provide stage monitor options for speakers and performers. Side stage monitors are preferred.

MICROPHONES

Provide and install QTY 2 Shure SLXD series hand held wireless microphones

Provide and install QTY 14 Shure Wireless Microphone Body Pack Transmitter Sets with Shure

DuraPlex Microphone Headsets

Transmitter Functional Equivalent Model: QLXD1 G50 470-534 MHZ

Microphone Functional Equivalent Model: DHST/O-MTQG

Provide QTY 2 EarthWorks FW730 choir microphone kits

STAGE ACCESSORIES

QTY 2 On-Stage SMS7650 Hex Base Studio Boom Microphone Stand

QTY 2 Pro Co EXM-50 Excellines Microphone Cable – 50 foot 2-pack

QTY 2 Shure SM81 Small-diaphragm Condenser Microphone (Pair)

QTY 2 Neumann KM 184 Stereo Set Small-diaphragm Cardioid Microphones – Black - Pair

4.0 BID DEFINITIONS

4.01 Bidding Documents include the Invitation to Bid, Instructions to Bidders, The Bid Form and the proposed Contract Documents including any Addenda issued prior to the receipt of bids.

4.02 The Contract Documents proposed for the work consist of Specifications and all Addenda issued prior to and all Modifications issued after execution of the Contract.

4.03 A Bid is the complete and properly signed proposal to do the work for the sums stipulated therein, as submitted in accordance with the Bidding Documents.

4.04 The Unit Price Bid is the sum stated in the Bid for which the bidder offers to perform the work described in the Bidding Documents as the base to which work may be added or from which work may be deleted for sums stated in Alternate Bids.

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5.00 BIDDER REPRESENTATIVES

5.01 Each bidder by making his Bid represents that:

A. Bidder has read and understands the Bidding Documents and his Bid is made in accordance therewith.

B. Bidder has visited the site, has familiarized himself with local conditions under which the work is to be performed and has correlated his observations with the requirements of the Contract Documents.

C. No consideration will be given any Claim based on lack of knowledge of existing conditions except where Contract Documents make definite provisions for adjustments of cost or extension of time due to existing conditions that cannot be readily ascertained.

D. The Bid as submitted is based upon providing the labor, materials, systems and equipment required to complete the “Scope of Work” without exceptions.

6.00 INTERPRETATION OR CORRECTION OF BIDDING DOCUMENTS

6.01 Bidders shall promptly notify the Technology Director or project contact of any ambiguity, inconsistency or error, which they may discover upon examination of the Bidding Documents prior to the pre-bid meeting.

6.02 Responses to questions received will be sent to all registered bidders after all questions are received. All questions must be submitted in writing via email to the project contact.

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7.00 BID PROCEDURE

Sealed bids will be addressed to “HCBOE AUDITORIUM AV UPGRADE” Habersham County Board of Education, P.O. Box 70, 132 Stanford Mill Road, Clarkesville, GA 30523. Deadline for submittals will be 10:00 am on October 23, 2024, at which time the Technology Director will perform a bid opening and public reading will take place in the Board Room.

Bid Mailing and Delivery Address

HCBOE AUDITORIUM AV UPGRADE

Habersham County Board of Education Attn: Nancy Rennels 132 Stanford Mill Rd, P.O. Box 70 Clarkesville, GA 30523

Bid Opening Address (DO NOT USE THIS ADDRESS FOR MAILED BIDS (HAND CARRY ONLY))

Central Office Annex 144 Holcomb Street Clarkesville, GA 30523

The Central Office Annex is located behind the central office on a hill directly across from the Habersham County Courthouse. It does not receive mail so bids should not be sent to the Central Office Annex address. This address if for the bid opening only.

7.01 Note: QTY of 3 copies of all bids shall be submitted in response to this RFP. Copies shall be signed by the person or persons legally authorized to bind the Bidder to a Contract. A Bid by a Corporation shall further give the state of incorporation and have the corporate seal affixed.

7.02 The Unit Price Bid Sum shall be expressed in U.S. dollars.

7.03 Any interlineations, alteration or erasure must be initialized by the signer of the Bid.

7.04 Failure to submit a Bid in the form requested or inclusion of any alternates, conditions, limitations or provisions not called for will render the bid irregular, and shall be considered sufficient cause for rejection of Bid.

7.05 Bids shall be delivered to reach the address designated in the Invitation to Bid no later than the hour and date established for deadline of acceptance of bids. After that time, no bids will be received, nor may they be withdrawn. Emailed or Faxed bids will not be accepted.

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8.00 CONSIDERATION OF BIDS

It is the intent of the District to award the requested quotes to the lowest bidder. It is possible that more than one bidder will be selected depending on the quotes (bids) received.

8.01 Rejection of Bids: The Board shall have the right to reject any or all Bids not accompanied by any data required by the Bidding Documents, or to reject a Bid, which is in any way incomplete or irregular. The District reserves the right to reject any or all bids, in whole or in part and is not necessarily bound to accept the lowest bid if that bid is contrary to the best interest of the District.

8.02 Acceptance of Bid (Award): It is the intent of the Board to award a Contract to the most cost-effective provider(s). A committee of school employees may evaluate proposals.

8.04 Vendors wishing to bid do so solely at their own risk. The District is not liable or responsible for any costs, loss, fees, or expenses, of any kind, associated with bid and/or a decision not to proceed with the project, even after award of the contracts. By submitting a bid, each vendor agrees to bear all of its own costs, fees, expenses, and losses, of any and all kind, should the District cancel the project.

9.00 INSURANCE

9.01 The WINNING BIDDER shall purchase and maintain, in a company acceptable to the BOARD, such insurance as will protect him from claims under Workmen’s Compensation laws, disability benefit laws or other similar employee benefit laws; from claims for damages because of bodily injury, occupational sickness or disease, or death of his employees, and claims insured by usual personal injury liability coverage; from claims for damages because of bodily injury, sickness or disease, or death of any person other than his employees including claims insured by usual personal injury liability coverage; and from claims for injury to or destruction of tangible property, including loss of use resulting there from any or all of which may arise out of or result from the WINNING BIDDERS operations under the Contract Documents, whether such operations be by himself or by a Sub-Contractor or anyone directly or indirectly employed by any of them or for who acts any of them may be legally liable. This insurance shall be written for not less than limits of liability specified below or required by law, whichever is greater. A statement is to be included on the Certificate of Insurance verifying that the BOARD will be notified by Certified Mail 15 days prior to termination of WINNING BIDDER’S insurance. Certificates for Worker’s Compensation and General Liability Insurance will be required and submitted as part of the bid package.

1) Worker’s Compensation – Statutory (for the State in which the work is to be performed and the State of domicile of the WINNING BIDDER).

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2) Manufacturers’ and WINNING BIDDER’S Liability, covering operations performed by or for the WINNING BIDDER, with limits of not less than: Bodily Injury – $500,000/$1,000,000. Property Damage - $500,000.

3) WINNING BIDDER Liability, covering liability of others assumed by the WINNING BIDDER elsewhere in the contract under “Hold Harmless” Agreements or similar assumptions of liability with limits as required in 6.01 2) above

10.00 TIME/COMPLETION SCHEDULE

10.01 Installation must start no earlier than November 12, 2024. Goal is to have the completed by January 2025 if possible. Actual installation and completion dates will be established upon awarding of the bid. Installations must be completed within 60 days of the established installation date unless otherwise agreed to by HCBOE or its appointed representatives.

11.00 SAFETY

11.01 WINNING BIDDER shall be solely responsible for maintaining safety, at work site.

WINNING BIDDER shall take all reasonable steps to ensure safety for both workers and visitors to the site.

12.00 PERFORMANCE REQUIREMENTS

12.01 The BOARD’S right to carry out the work:

If the WINNING BIDDER defaults or neglects to carry out the Work in accordance with the Contract and fails within a two (2) day period after receipt of written notice from the BOARD to commence and continue correction of such default or neglect with diligence and promptness, the BOARD may, without prejudice to other remedies the BOARD may have, correct such deficiencies. In such case an appropriate Change Order will be issued deducting from payments then or thereafter due the WINNING BIDDER the cost of correcting such deficiencies, including compensation for the BOARD’S additional services and expenses made necessary by such default, neglect or failure. If payments then or thereafter due the WINNING BIDDER are not sufficient to cover such amounts, the WINNING BIDDER will pay the difference to the BOARD.

13.00 TERMINATION BY THE BOARD FOR CAUSE:

13.01.1 The BOARD may terminate the Contract if the WINNING BIDDER:

a. Persistently or repeatedly refuses or fails to supply enough properly skilled workers or proper equipment to perform in a timely manner as determined by the Board;

b. Fails to make payment to sub-contractors or suppliers for materials or labor in accordance with the respective agreements between the WINNING BIDDER and sub-contractors/suppliers;

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c. Persistently disregards laws, ordinance, or rules, regulations or orders of a public authority having jurisdiction; or

d. Otherwise is guilty of a substantial or material breach of sections 14.00, 15.00 or other provisions of the Contract.

13.01.2 When any of the above reasons exist, the BOARD may without prejudice to any other rights or remedies of the BOARD and after giving the WINNING BIDDER and the WINNING BIDDER’S surety, if any, two (2) days written notice, terminate employment of the WINNING BIDDER and may, subject to any prior rights of the surety:

a. Accept assignment of sub-contractors and supplies agreements, and

b. Finish the Work by whatever reasonable method the BOARD may deem expedient.

13.01.3 When the BOARD terminates the contract for one of the reasons stated in Subparagraph 11.01.1, the WINNING BIDDER will not be entitled to receive further payment until the work is finished.

13.01.4 If the unpaid balance of the Contract sum exceeds additional costs incurred while finishing the Work, including compensation for the BOARD’s services and expenses made necessary thereby, such excess will be paid to the WINNING BIDDER. If such costs exceed the unpaid balance, the WINNING BIDDER will pay the difference to the BOARD. This obligation for payment will survive termination of the Contract.

14.00 PERSONNEL

14.01 It is mutually agreed that the WINNING BIDDER is an independent WINNING BIDDER and not an agent of the BOARD, and as such the WINNING BIDDER shall not be entitled to any BOARD employment benefits, such as, but not limited to, vacation, sick leave, insurance, workmen’s compensation, or pension and retirement benefits.

14.02 Contractor Affidavit must comply with O.C.G.A. 13-10-91 (b) (1) E-Verify.

Contractor Affidavit will be required and submitted as part of the bid package.

14.03 Service provider shall submit current certifications and qualifications demonstrating technical ability to install, test and maintain the proposed system and subsystems.

15.00 IDENTIFICATION

15.01 WINNING BIDDER personnel will carry identification at all times while on Habersham County School property. WINNING BIDDER personnel will show identification when asked by school employees, law enforcement officers, or security personnel.

16.00 OTHER LAWS AND REGULATIONS

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16.01 The WINNING BIDDER will comply with any and all applicable federal, state and local standards, regulations, laws, statues and ordinance, regarding toxic, hazardous, and solid wastes and any other pollutants; public and private nuisances; health or safety; and zoning, subdivision or other land use controls. The WINNING BIDDER will take all reasonably necessary, proper or required safety, preventative and remedial measures in accordance with any and all relations and directives from the Georgia Department of Human Resources, the United States Environmental Protection Agency, the Georgia Department of Environmental Management, Health Departments, and any other federal, state or local agency having jurisdiction, to insure the prompt prevention or cessation (now or in the future) of violations of either the applicable provisions of such standards, regulations, laws, statutes, and ordinances or any permits or conditions issued there under.

17.00 NON-DISCRIMINATION

17.01 The WINNING BIDDER will take affirmative action not to discriminate against any employee or applicant for employment or otherwise illegally deny any person participation in or the benefits of the program which is the subject of this agreement because of race, creed, color, sex, age, disability or national origin. To the extent applicable, the WINNING BIDDER will comply with all provisions of Executive Order No.

11246 the Civil Rights Act of 1964, (p.L. 88-352) and 1968 (P. L. 90-284), and all applicable federal, state and local laws, ordinances, rules, regulations, orders, instructions, designations and other directives promulgated to prohibit discrimination, Violation of the provision, after notice, shall be a material breach of this agreement and may result, at the BOARD’S option, in a termination or suspension of this agreement in whole or in part.

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18.0 BID CONTENTS

18.01 Bids should contain the following information:

1) Attachment A spreadsheet completed for each quote or bid responded to by the bidder.

Please place this document near the front of printed proposals.

Also, provide a complete item listing with pricing and installation cost details as part of each proposal. Bidders may submit more than one proposal for each item, but each proposal should be a separate and complete proposal.

2) Manufacturer specifications of all equipment included in the proposal. HCBOE desires to purchase models that are still being manufactured and fully supported, not end of life models.

3) Warranty information, including manufacturer provided warranties of all equipment. Include installation warranty provided by vendor.

4) Implementation Plan: Include detailed implementation plan that shows equipment procurement and installation timelines, including final adjustments and training.

5) Qualifications of Provider: description of vendor’s experience installing, implementing, and supporting audio and video systems.

6) References: minimum of three or more references of installations of AV systems. List references, including:

1. Contact person

2. Dates of work

3. Mailing address

4. Telephone numbers and email contact information

5. A brief overview of the project

Note: multiple copies are required of proposals as indicated in section 7.01 of this document.

7) Contractor Affidavit, Attachment B