IFB 25-001 - Buffalo AV Bid Package.pdf

Bid Number: 25-001 Bid Issued: April 11, 2025

Bid Description: Buffalo NY Audiovisual (AV) Equipment Bid Due Date and Time*: [Monday, May 19, 2025] By [5:00pm, EST]

Submittal Timeline:

The Responder is responsible for ensuring timely proposal submission and should pay strict attention to the due dates and times on this cover page to prevent disqualification. Late proposals will not be accepted. Failure to respond or meet the bid due date and time of this IFB will be considered a “no bid” or “late bid”.

Submission of Questions: [Friday, 4/25/2025] by [5:00pm, EST] All questions and clarification request must cite the particular page, section, and paragraph number, where applicable. Questions and/or clarification request will only be accepted via email and in writing and should be submitted to the following email address: purchase@ag.ny.gov with the subject line of “Questions for Buffalo NY Audiovisual (AV) 25-001 from [insert name of firm or organization]”.

OAG Issuance of Answers: [Friday, 5/2/2025] by [5:00pm, EST] Official answers to questions will be provided via addendum and posted to the OAG website:

http://www.ag.ny.gov/budgetfiscal/procurement. Answers will also be emailed to all organizations who received this solicitation via email.

*Proposal Submissions must be received by OAG prior to the bid due date and time AND submitted via email to purchase@ag.ny.gov with the subject line “Proposal for Buffalo NY Audiovisual (AV) 25-001 from [insert name of firm or organization]”.

Contract Start Date: Upon Office of the State Comptroller (OSC) Approval In compliance with Procurement Lobbying Law, contacting anyone other than designated herein may result in rejection of Application. Primary Designated Contact:

Bonnie Rosenthal, Contract Management Specialist Budget and Fiscal Management Bureau Office of the New York Attorney General State Capitol Albany, New York 122240341 Telephone: (518) 7762129 EMil: purchase@ag.ny.gov

In the event the Primary designated contact is not available, the alternate designated contact is:

Christopher Reksc, Contract Management Specialist Budget and Fiscal Management Bureau Office of the New York Attorney General State Capitol Albany, New York 122240341 Telephone: (518) 7762138 EMail: purchase@ag.ny.gov

NYS CONTRACT REPORTER

Responders must register with the New York State Contract Reporter (NYSCR) at https://www.nyscr.ny.gov/ to receive notifications about this Solicitation. Navigate to the “I want to find contracts to bid on” page to register for your free account. To receive email notifications regarding updates to the content or status of a particular

Office of the New York State Attorney General Letitia James

Invitation for Bid 25-001 Buffalo NY Audiovisual http://www.ag.ny.gov/budget-fiscal/procurement https://www.nyscr.ny.gov/ ad, you must “bookmark the ad” on the upper righthand side of the ad, then return to your Account, view your list of bookmarked ads, and then select “send me notification updates” option listed to the right of the ad.

Table of Contents

SECTION 1 OVERVIEW

SECTION 2 Qualifications/Experience

SECTION 3 SCOPE OF WORK REQUIRMENTS

SECTION 4 METHOD OF AWARD

SECTION 5 EVALUATION PROCEDURE AND CRITERIA

SECTION 6 PROPOSAL SUBMISSION

SECTION 7 CONTRACT PROVISIONS AND ADMINISTRATIVE CLAUSES

SECTION 8 LEGISLATIVE REQUIRMENTS

SECTION 1 OVERVIEW

1.1 Agency BACKGROUND INFORMATION

As head of the Department of Law, the Attorney General is both the “People's Lawyer” and the State's chief legal officer. As the “People's Lawyer,” the Attorney General serves as the guardian of the legal rights of the citizens of New York, its organizations and its natural resources. In fulfilling the duties of the State’s chief legal counsel, the Attorney General not only advises the Executive branch of State government, but also defends actions and proceedings on behalf of the State.

The Attorney General serves all New Yorkers in numerous matters affecting their daily lives. The Attorney General's Office is charged with the statutory and common law powers to protect consumers and investors, charitable donors, the public health and environment, civil rights, and the rights of wageearners and businesses across the State.

The Attorney General's authority also includes the activities and investigations of the State Organized Crime Task Force and Medicaid Fraud Control Unit. While the Attorney General acts independently of the Governor, the Governor or a state agency may request the Attorney General to undertake specific criminal investigations and prosecutions.

The legal functions of the Department of Law are divided primarily into five major divisions:

Appeals and Opinions, State Counsel, Criminal Justice, Economic Justice and Social Justice.

Over 1,700 employees, including over 700 attorneys, as well as forensic accountants, legal assistants, scientists, investigators, and support staff, serve in the Office of the Attorney General in many locations across New York State.

1.2 PROJECT BACKGROUND AND PURPOSE:

The objective of this bid document is to secure competitive bids from audiovisual contractors experienced in the installation of multiplatform video conferencing and audiovisual presentation systems at the level of this project’s scope of work. It is anticipated that all systems will be completed and operational by a date acceptable to the Owner. To be considered operational, AV systems must be tested, commissioned and the Owner trained in their use.

The following specifications define the Video Conferencing and Audiovisual Presentation systems, equipment and their installation/configuration of the same at the New York OAG Office Room Renovation Project, 3rd Floor Main Place Tower 350, Main Street, Buffalo, New York. This bid solicitation outlines the terms and conditions, and all applicable information required for submitting a bid. Bidders should pay strict attention to the submission date and time on the cover page of this document to prevent disqualification.

All bidders shall submit required items described in the master equipment list. Omissions, substitutions, or modification of any of the equipment shall be explained in detail and provided in a separate document to clearly indicate the delineation. Substitutions of products may be acceptable but must be stipulated as such at the bottom section of the bid equipment spreadsheet and are subject to review and would require explicit approval by the OAG.

1.3 GENERAL TERMS

A. Definitions of Terms

1) The term “Owner” shall refer to the New York State Office of the Attorney General (OAG)

2) The term “Architect” shall refer to B.A. Construction Services, LLC

3) The term “Consultant” shall refer to TCADesign, LLC (TCA)

4) The term “Construction Manager” shall refer to the onsite construction manager assigned to this project.

5) The term “General Contractor” shall refer to the onsite general contractor assigned to this project.

6) The term “Electrical Contractor” shall refer to the onsite electrical contractor assigned to this project.

7) The term “OAG Team” shall refer to designated OAG personnel and their advisors.

8) The term “Bidder” shall refer to a qualified audio/visual firm submitting the bid.

9) The term “vendor, AV Contractor or AVC” shall refer to the Audiovisual Systems

Contractor who has been awarded the contract.

10) The term “NIC” or “by others” shall refer to material and work which is not in the AV Contract and for which the AV Vendor is not responsible except for coordination or as otherwise detailed.

11) The term “OFE” shall refer to “Owner Furnished Equipment”, which will be provided by OAG to the AV Contractor. The AV Contractor shall be responsible for coordinating, installing and integrating this equipment as detailed.

12) The term “shall” is mandatory.

B. Related Documents

1. All AV related Drawings and Specifications, including any special provisions apply to the work of this section. Discrepancies between drawings and specifications or obvious omissions shall be referred to the consultant in written form.

2. Bidders shall bring all discrepancies to the attention of OAG at least 6 days prior to the date of the bid examination. Bidders shall provide detailed explanations for any delineation if taken from the master list provided. Failure to request clarifications will assume that the successful bidder has completed a thorough engineering review of the AV architectural drawings, system flow drawings and AV equipment list and therefore has a clear understanding of the entire project, and with that assumes the responsibility to ensure a complete and working systems. The bidder will be responsible for any change orders or costs for deficiencies found during implementation that were due to failure of a thorough review of these specifications/equipment list.

C. Regulatory Requirements

1. Conform to all applicable Federal, State and Municipal codes.

2. Conform to all electrical codes.

3. Adhere to the following standards and practices in every aspect of the project:

a) State of New York Building and Electrical Codes

b) Any City of Buffalo Building and Electrical Codes

c) ULUnderwriters Laboratories

d) NECNational Electric Code

e) FCCFederal Communications Commission

f) AESAudio Engineering Society

g) BICSI Building Industry Consulting Services International

h) ANSIAmerican National Standards Institute

i) IEEE/ANSI –Recommended Practices for grounding

j) AESAudio Engineering Society

k) SMPTESociety of Motion Picture Engineers

4. It is the successful bidder’s responsibility to obtain any permit or certificates required for completing this project as well as associated costs.

5. The successful bidder shall show that all work is in compliance with OSHA statutes and regulations.

SECTION 2 Qualifications/Experience

2.1. PreBid Qualifications/Experience:

A. The AV contracting firms shall have a minimum of seven years’ experience with similar sized projects. A qualified AV contractor requires personnel with AVIXA Certifications: CTS, CTSI, and

CTSD.

B. The qualified AV contractor must demonstrate a wide experience and success with Poly endpoint and cloudbased infrastructure deployments and be certified for Poly Partner Provided services.

C. The qualified AV contractor requires staff members with “ECP” Extron Control Professional Certification as well as Extron DSP Factory Training.

D. These key personnel must remain directly involved in all aspects of the project until total completion and be responsible for all work performed. A single point of contact will be identified and remain constant through the duration of the project.

E. The awarded AV contractor shall provide for a NY State low voltage project license as required.

F. The awarded AV contractor shall provide a Certificate of Liability Insurance to meet the Owner’s requirements for insurance coverage.

G. Each bidder should own, as a minimum requirement, the following test equipment, as well as being familiar in their operation, application, and use:

1. Low distortion multitest tone oscillators

2. OneThird octave Realtime Analyzers with mic and line level inputs.

3. Digital Multimeters

4. Digital Ammeter.

5. White and pink noise generators

6. Video test generators, 2K & 4K output with color bars and multigrid patterns in HDMI, USBC & SDI.

SECTION 3 SCOPE OF WORK REQUIRMENTS

3.1 DEFINITION OF REQUIREMENTS

To prevent any confusion about identifying requirements in this IFB, the following definition is offered:

The words: shall, will, and must are used to designate a mandatory requirement. Vendors must respond to all mandatory requirements presented in the IFB. Failure to respond to a mandatory requirement may cause the disqualification of your proposal.

3.2 Submittals/Shop Drawings

A. An electronic set of detailed shop drawings must be submitted to the Consultant for approval within three weeks after contract award. All shop drawings shall be marked using the same symbols and nomenclature.

B. Shop drawings shall be provided for any custom assemblies. Submit samples of lettering/label size and typeface to be engraved on custom plates, panels, and other equipment.

C. Shop drawings shall be provided showing any proposed modification of the specification drawings.

D. Shop drawings shall be provided showing proposed mounting arrangements and details of all loudspeakers, video monitors and video cameras including positioning devices, framework supports, and interfaces with adjacent architecture.

E. Schematic drawings are, in most cases, functional and require additional detail according to specific components used. Shop drawings shall be provided showing the addition of any components, such as transformers, line/distribution amplifiers, data network interfaces, inline adapters or other devices not detailed in this specification, but necessary to provide a properly functioning and complete system.

F. Shop drawings should show all wirepull schedules on conduit risers, rack wiring, cable numbers, color codes, pin outs, terminal block numbers, connector type, and signal level, as well as any custom electronic modification to any device (as applicable).

G. Shop drawings should indicate manufacturer, model number, and description for all equipment.

H. Shop drawings shall be provided showing all rack mounting details for all furniture mounted devices as well as rack elevations. Note that all tables and equipment rack credenza’s are OFE and will be provided with factory cutouts for table cubbies and pass through cable grommets.

I. All shop drawings will be standard Architectural D size electronic format (PDF).

J. Submit one set of manufacturer's data sheets on all equipment. (Electronic)

K. The successful bidder shall submit a list of all long leadtime items, greater than 30 calendar days, within 10 business days of award of the contract. Include all engineering costs associated with review, submittals, checkout, etc.

L. OAG will not be held responsible for items ordered prior to the approval of submitted shop drawings.

M. Audio video signal flow’s, schematic diagrams will be provided to the AV contractors in PDF format only, as it is required for the successful contractor to submit their own engineered drawings to ensure they understand and confirm the system design intent and functionality.

3.3 SAMPLES

A. Confirmation of color for wall plates, microphones, touch panels, cameras, speakers or any other surface mounted device being provided shall be submitted and approved by OAG prior to ordering.

3.4 INSPECTIONS/EXISTING CONDITIONS/PROJECT MEETINGS AND COORDINATION

The AV Contractor is responsible for assessing the conditions of the job site, and facilities for delivering, storing, placing, handling and installing of AV materials and equipment. Beginning of installation means acceptance of existing conditions and surfaces.

It shall be the responsibility of the AV Contractor to cooperate with all appropriate parties in order to achieve wellcoordinated progress and satisfactory final results. The AV contractor shall watch for conflicts with work of other contractors on the job and execute moderate moves or changes as are necessary to accommodate other equipment, preserve symmetry, or aesthetic appearance.

Continued coordination will be required for the proper integration of final audiovisual equipment in furniture, walls and ceilings. Weekly progress reports from the AV contractor’s project manager is required during installation.

AV contractor shall mock each entire system type in their shop and confirm operation in writing prior to installation.

Note that close and careful coordination is required between the AV Contractor and the OAG Team on all aspects and details of the conference room’s control systems. The AV Contractor’s scope does include all aspects of assistance in the programming and commissioning of the Poly TC10 panels for active use with the Extron control processors.

Extron control system and DSP programming will follow established best practices and GUI interfaces.

The AV contractor shall coordinate and participate in collaborative work sessions to submit sample touch panel pages for each room type for the Owner and Consultant reviews and approvals.

Upon approvals provide the OAG design team with one or more working large room demos showing usage and controls using a Poly TC10. Control programming will also include customization of any room auto switching priorities in scalers and switchers and auto power management of AV systems and displays. Accommodate any additional setup programming of other individual AV components to be provided as required for operational systems.

The AV Contractor shall provide setup, programming and commissioning of the integrated AV control, Dante and room Ethernet networks that have been specified for this project.

The AV Contractor shall provide detailed network diagrams showing traffic flow and recommended IP address spacing and segmentation for all devices.

The AV Contractor shall provide as required all preterminated HDMI and USB active cables, Extron XTP DTP 22 and CAT6 bulk cable, premade rack and user AV cables, shielded audio, ethernet switch fiber extensions as required for complete and working systems.

The AV Contractor shall attend frequent project meetings and Teams calls as required or as requested by the OAG Project Team during the installation implementation phase.

Completion of this project is defined as fully tested, commissioned, documented, explicitly accepted in writing and Owner trained operable systems.

All work must be completed and accepted within 90 days of the award.

3.5 DETAILED SCOPE OF WORK

Overview of Audiovisual Systems and Functionality Descriptions:

Standard Conference Rooms:

MFCU Conference Room 3012G MFCU Conference Room 3029 RO Conference Room 3109 Criminal Conference Room 3126 Large Conference Rooms:

MPR Conference Room 3070 Reg. Affairs Conference Room 3105 Grand Jury 3161

Detailed Project Scope:

A. Standard Conference Rooms:

*Reference AV Flow Diagram Drawing AV-310

Deliverable 1: MFCU Conference Room 3012G: 10Person Conference Room – 65” Neat Board Pro.

Deliverable 2: MFCU Conference Room 3029: 12Person Conference Room – 65” Neat Board Pro.

Deliverable 3: RO Conference Room 3109: 8Person Conference Room – 65” Neat Board Pro.

Deliverable 4: Criminal Conference Room 3126: 10Person Conference Room – 65” Neat Board Pro.

1. For operational continuity, all standard conference rooms will have 65” Neat Board Pro units with Neat Pad meeting controllers. Neat Board Pros have an operational room depth of 33

ft. All four conference rooms will support both local presentations, MTRoA and multi platform UC video conferencing via BYOD laptop hosting.

2. Microsoft Teams is the primary conferencing application, but the BYOD system design will allow for multiple web conferencing solutions such as Webex, Zoom, RingCentral, GotoMeeting etc. All conference rooms will be using an MS Teams Pro License and shall be configured as a room resource in Exchange/MS Outlook for reservation and onetouch meeting join capabilities

3. All standard conference rooms will have Neat Board Pro digital pen interactive displays.

They can be used as a digital whiteboard as well as an input device for collaboration annotation, note taking, digital ink drawing, etc. over web conference sessions. Criminal Conference Room 3126 will have a small AV equipment rack and a small form factor resident PC. A local auto switcher at the conference table will provide for the automatic selection of the laptop or resident PC as either the presentation source or the BYOD host. A

USB document camera is to be provided at the equipment rack for direct input into the resident PC. A second portable USB document camera is to be provided as a shared resource for the other three conference rooms for use with BYOD laptops if needed.

4. In all four standard conference rooms, the Neat Pad touch controllers will provide a consistent user experience. The default startup screen is the Teams home page. A wireless keyboard & mouse is provided for the small form factor PC in Criminal Conference Room 3126.

5. Each Standard Conference Room will be provided with an owner furnished conference table.

MFCU Conference 3012G and 3029 have existing tabletop cable boxes. RO Conference 3109 and Criminal Conference Room 3126 will be installed with new Extron 1402 cable cubbies.

The Extron cubbies are provided and installed by the AV contractor. The tables to be cut by others, coordinated by the AVC.

6. The AV CAT6 cables and LAN cables are to be pulled through the floor boxes and cable managed by the AV Contractor to the underside of the table. All CAT6 AV cables, HDMI and USB cables are provided and installed by the AV Contractor.

7. The AV contractor shall coordinate with both the new Extron and existing table boxes for the pull up user HDMI, USB and LAN cables. The AV Contractor is to secure the active AV Extenders and devices under the tabletops and to provide and install electrical power extensions and plug strips as required.

8. Criminal Conference Room 3126 is to be provided with an 18R.U. Middle Atlantic equipment rack on a caster base with power & LAN to house AV system equipment. The AV contractor will need to coordinate the shop build of all rack mounted equipment and rack cable harnessing. AV Contractor to provide rack elevations as part of their shop submittal drawings.

B. Large Conference Rooms:

*Reference AV Flow Diagram Drawings AV-301 thru AV-309

Deliverable 5: MPR Conference Room 3070 Deliverable 6: Reg. Affairs Conference Room 3105 Deliverable 7: Grand Jury 3161

1. Both MPR Conference Room 3070 and Reg. Affairs Conference Room 3105 are very similar in functionality. Grand Jury 3161 has different requirements. All three large rooms have reconfigurable furniture and tables. All three large conference rooms will have integrated Poly systems that will support both local presentations, MTRoA and multiplatform UC video conferencing via BYOD laptop hosting.

2. Teams calls are the primary video application, but the systems as designed will allow for multiple web conferencing solutions such as Webex, Zoom, RingCentral, GotoMeeting etc.

These larger spaces will also support Training and Press events.

3. MPR Conference Room 3070 is an existing divisible room that will never be divided for AV purposes. Reg. Affairs Conference Room 3105 has a vaulted ceiling and skylight that will not allow for ceiling mounted speakers or microphones.

4. Both 3070 and 3105 will have a 98” interactive monitor as their main displays. Each 98” monitor has a Poly E70 camera installed above it as the main room camera. The 98” multi touch / digital pen interactive 4K monitors will display content and farend participants when in a UC call. They will also be used as digital whiteboards via OneNote/PowerPoint as well as input devices for collaboration annotation, note taking, digital ink drawing, etc. over web conference sessions.

5. In addition, 3070 and 3105 will each have a pair of sidewall mounted 75” standard monitors with articulating wall mounts. These secondary monitors can mirror the main display or be used for local breakout sessions. Each 75” monitor have local dedicated HDMI input plates and dedicated wall mounted button controllers. Each HDMI input plate also has an HDMI output and audio connections to provide for active press feed connections.

6. 3070 and 3105 both will have Poly TC10 touch controllers will that provide a consistent user experience in both rooms. Default start up screens are the Teams home page, with the ability to navigate intuitively to other pages with a left swipe to select other sources and make AV system and audio adjustments.

7. Rooms 3070 and 3105 are both based upon a Poly Studio G62 codec/E70 camera solution.

8. In addition to the Poly E70 main camera, a second Poly Studio E60 PTZ camera is to be provided as a presenter camera. Rooms 3070 and 3105 will be provided with both, USB host / device switching and HDMI content matrix switching. This supports the resident miniPC and BYOD laptops in each room. The USB switchers drop the VBUS signal incorporated into the design and they are controllable via the Extron / TC10 control system. These features will allow the Poly Studio G62 codec to operate within its design behavior features to support multiple hosts in appliance mode.

9. Please note that during programing, specific timings are required to manage the switching behaviors of the G62. All device switching, and related timeouts will be completely transparent to all users due to proper preset commands that will be programed for each required source and function.

10. Due to the room sizes an integrated audio system has been designed for 3070 and 3105. The

Dante audio system capabilities include:

• Shure MXA920 ceiling microphone arrays in 3070.

• Shure MXA710 wall mounted microphone array in 3105

• Shure MXWAPT2 wireless access point transceivers.

• Shure MX series wireless lavalier, headset mic, handheld microphones with charging stations.

• Shure MXN5WC PoE + ceiling speakers in 3070.

• Wall mounted speakers in 3105.

• Extron DMP 64 Plus Dante DSP units.

• Cisco 24 port PoE+ switches (shared with control system and cameras)

11. Summary of common equipment and functionality for Large Conference Rooms 3070 and

3105:

• 98” interactive displays with USB touch data & HDMI inputs.

• 75” displays with HDMI inputs.

• Poly Studio E70 Cameras with dual 4K auto framing cameras.

• G62 codecs system integrated with HDMI pass through support.

• Ceiling or wall mounted Poly Studio E60 PTZ presenter cameras.

• Wall mounted or placed on AV rack, Poly TC10 controllers supported with a suite of available add on capabilities such as room scheduling.

• Integrated Dante room audio system as detailed above.

• HDMI & USBC connectivity.

• Rack mounted small form factor PC’s.

• Wireless keyboards & mice for the small form factor PC’s.

• Rack mounted Extron USB and matrix HDMI switchers.

• Rack mounted Extron control processor with Link Licenses.

• Cisco 24 port PoE+ switches.

12. Large Conference Rooms 3070 and 3105 will each have an 18R.U. Middle Atlantic equipment rack on caster bases with power & LAN to house AV system equipment.

13. The AV contractor will need to coordinate the shop build of all rack mounted equipment and rack cable harnessing. AV Contractor to provide rack elevations as part of their shop submittal drawings.

14. Grand Jury 3161 has different requirements and functionality. It does have an integrated Poly system that will support both local presentations and MTRoA UC video conferencing.

15. Teams calls are the primary video application, but the systems as designed will allow for Press events and local breakout sessions. Solution programming should include functionality and control configuration to allow for local audio/video content presentation direct from client device without the need to traverse IP Networks for added security.

16. Grand Jury 3161 has dual side by side interactive 85” monitors as its main displays to function as people and content. A Poly E70 camera is installed centered above them as the main room camera. The 85” 4K monitors will display both content and farend participants when in a Teams call.

17. In addition, Grand Jury 3161 will have a pair of sidewall mounted 75” standard monitors with articulating wall mounts. These secondary monitors can mirror the main displays or be used for local breakout sessions. Each 75” monitor have local dedicated HDMI input plates.

Each HDMI input plate also has an HDMI output and audio connections to provide for active press feed connections.

18. Grand Jury 3161 will have a wall mounted Poly TC10 touch controller. Default start up screens are the Teams home page, with the ability to navigate intuitively to other pages with a left swipe to select other sources and make AV system and audio adjustments. Note the collaborative programming procedure description on Page 5.

19. Grand Jury 3161 will have a Poly Studio G62 codec/E70 camera solution.

20. In addition to the Poly E70 main camera, a second wall mounted Poly Studio E60 PTZ camera is to be provided as a presenter camera. The room has HDMI content matrix switching. This supports the resident miniPC and BYOD laptop locations.

21. Please note that during programing, specific timings are required to manage the switching behaviors of the G62. All device switching, and related timeouts will be completely transparent to all users due to proper preset commands that will be programed for each required source and function.

22. Due to the room size an integrated audio system has been designed for Grand Jury 3161.

The Dante audio system capabilities include:

• Shure MXA920 ceiling microphone arrays

• Shure MXWAPT2 wireless access point transceiver.

• Shure MX series wireless lavalier, headset mic, handheld microphones with charging stations.

• Shure MXN5WC PoE + ceiling speakers.

• Extron DMP 64 Plus Dante DSP unit.

• Cisco 24 port PoE+ switch (shared with control system and cameras)

23. Summary of equipment and functionality for Grand Jury 3161:

• Dual 85” side by side monitors for people and content.

• 75” displays with HDMI inputs.

• Poly Studio E70 Camera with dual 4K auto framing.

• G62 codec system integrated with HDMI pass through support.

• Wall mounted Poly Studio E60 PTZ presenter camera.

• Wall mounted Poly TC10 controller supported with a suite of available add on capabilities such as room scheduling.

• Integrated Dante room audio system as detailed above.

• HDMI & USBC connectivity.

• Rack mounted small form factor PC’s.

• Wireless keyboards & mice for the small form factor PC’s.

• Rack mounted Extron USB and matrix HDMI switchers.

• Rack mounted Extron control processor with Link License.

• Cisco 24 port PoE+ switch.

24. Grand Jury 3161 has an 18R.U. Middle Atlantic equipment rack on a caster base with power

& LAN to house AV system equipment. The AV contractor will need to coordinate the shop build of all rack mounted equipment and rack cable harnessing. AV Contractor to provide rack elevations as part of their shop submittal drawings.

3.6 INSTALLATION

A. Installation shall include all rack fabrication and assemblies, testing, troubleshooting, delivery, unloading, setting in place, fastening to walls, floors, ceilings, tables and credenzas, or other structures where required. Interconnecting wiring of the system components, equipment alignment and adjustment, and all other work whether or not expressly stated but required as necessary to result in completely operational systems.

Refer to “Responsibility Schedule” on Drawing AV01. Contractor must:

1. Keep all parties informed on the schedule of the project.

2. Provide a detailed schedule of completion showing milestones at the project kick off meeting.

B. Physical Installation:

1. All equipment shall be firmly secured in place unless requirements of portability dictate otherwise.

2. All AV plates, equipment, etc. shall be secured plumb and square.

3. In the installation of equipment and cable, consideration shall be given not only to operational efficiency, but also to overall aesthetic factors.

C. Cable Installation

1. All cables, regardless of length, shall be marked with printed (no writeon labels will be accepted) wraparound numbers and shrinkwrap at both ends. There shall be no unmarked cables at any place in the system. Marking codes used on cables shall correspond to codes shown on drawings and run sheets.

2. All interrack cabling shall be neatly strapped, dressed, and adequately supported. Terminal blocks and inline connectors shall be furnished for all cables that interface with racks, cabinets, consoles, or equipment modules.

3. There shall be no inline splices in any cable; all cables are to have service loop.

4. All umbilical cords that will be disconnected often shall be neatly dressed and protected with a flex harness.

5. As a general practice, on the left side of the rack as viewed from the rear, group in separate harnesses with approximately three inches between each harness:

a) AC power connection

b) Loudspeaker and high level wiring

c) Control cables RS232,RS422,RS485,IR, and Relay

6. On the right side of the rack as viewed from the rear, group in separate harnesses with approximately three inches between each harness:

a) Line level audio cables

b) Video source cables

c) Ethernet and Fiber Optic Cables

7. For equipment mounted in racks, drawers, or on slides, the interconnecting cables shall be provided with a service loop of appropriate length. No cable shall be installed with a bend radius less than that recommended by the cable manufacturer.

8. All wires and cables used in assembling custom panels and equipment racks shall be formed into harnesses which are tied and supported in accordance with accepted engineering practice.

9. Harnessed cables shall be combed straight. Harnesses with intertwined members will be deemed unacceptable. Each cable that breaks out from a harness for termination will be neatly tie wrapped.

10. Harnessed cables shall be found in either a vertical or horizontal relationship to equipment, controls, components or terminations.

11. All system components and related wiring shall be located with due regard for the minimization of induced electromagnetic and electrostatic noise, for the minimization of wiring length, for proper ventilation, and to provide reasonable safety and convenience for the operator.

12. All drain wires will be covered in a sleeve. Over each end of wire, the heat shrink should be a minimum of 1” and shall be brought up against the connector.

D. System Acceptance Tests

1. AV Contractor System Checkout:

The following procedure shall be observed in the testing procedure for the AV contractor. A report on all the findings shall be delivered prior to the consultant’s check out. Confirmation of a punch list completion to be verified and before final Owner training is scheduled.

a) A physical inventory will be taken of all equipment onsite and will be compared to equipment lists in the contract documents.

b) The AV Contractor shall coordinate this period with the OAG Project Team and their representatives so that the rooms are available for testing. If this testing involves working other than normal hours, it will be accomplished without claim for extra payment.

c) The AV Contractor is responsible for ensuring that the area in which his work has been performed is completed according to his contract and is in a clean and orderly condition ready for acceptance.

d) The AV Contractor shall be prepared to verify the performance of any portions of the system by demonstration. Testing gear to be provided by the AVC.

e) The AV Contractor shall make additional mechanical and electrical adjustments within the scope of the work, which are deemed necessary by the OAG Project Team and their representatives.

f) In the event further adjustment is required, or defective equipment must be repaired or replaced, tests may be suspended or continued at the discretion of OAG.

g) A complete set of all final asbuilt drawings, wire pull schedules, manufactures manuals, instructional guides and other required documents shall be delivered to the OAG Team and their representatives in electronic format.

h) The AV Contractor shall be required to have their respective project engineer attend final client checkout.

i) The AV Contractor's personnel performing these tests are to be thoroughly familiar with all details of the system. The AVC team is to include the AV Contractor’s project manager and project engineer who were in charge during the course of the installation work.

j) Control Systems: A touch panel page by page, buttonbybutton system check shall be accomplished with proper operation actuated, and discrepancies noted.

3.7 SYSTEM DOCUMENTATION

A. System User Manuals:

The AV Contractor will supply each room with one copy of a User’s Manual with the following subdivided topics.

1. User Instructions unique to the system or helpful in operation, describing required system operation.

2. System Schematics and asbuilt drawings with all wiring identified and labeled. A copy of final test report.

3. Manufacturer's Manual filed alphabetically.

4. Equipment list and serial numbers.

5. Electronic Programming Code

6. Warranties and Service notes: Manufacturer's warranty information, registration cards, suggested maintenance schedules, and four pages of a blank service log.

7. Complete sets of reduced size drawings of all systems and subassemblies.

B. Instructional User Manuals:

A userfriendly instructional guide is to be prepared for nontechnical staff to use in all conference rooms.

C. Training

Upon completion and acceptance of the system, the AV Contractor will provide onsite, complete, and thorough training to OAG, totaling a minimum of 8 hours in four two hour sessions coordinated and content adapted for both technical and nontechnical personnel.

In order to familiarize OAG personnel with installation, equipment, and maintenance, the OAG Project Team may assign personnel to observe the AV Contractor's work during installation, provided this can be done without delaying the work.

D. Warranties:

All equipment will carry the manufacturers’ warranties, which will be handled by the AV Contractor onsite during the first year of operation. In addition, the AV Contractor will guarantee the entire system as assembled for one year from date of acceptance. During that time, equipment or system problems will be repaired or replaced at no cost to OAG. Onsite response time will be within 24 hours of notification for noncritical problems or 4 hours for emergency problems during room available scheduling. The AV Contractor will maintain a telephone “hotline” with qualified personnel and duplicate sets of documentation to assist OAG personnel in emergencies. A hotline number shall be clearly marked in the user manual and technical touch panel pages.

* (Note that the Owner is requesting pricing for subsequent 3rd, 4th and 5th year service contracts in the summary of this document and excel pricing sheets.)

E. Emergency Service and Preventative Maintenance:

1. As part of the twoyear warranty period, the AV Contractor will, within one hour of a trouble call, have an AV technician call back the Owner to troubleshoot the problem. If an onsite emergency service call is required, a technician shall be dispatched and be onsite within 4 business hours of the initial call. Non emergency call onsite response time shall be within 24 hours. Open service tickets shall be monitored and pursued until the problem is rectified by the AV Contractor.

2. A summary of services included in the firstyear warranty period shall be as follows:

a. All replacement parts

b. Unlimited emergency onsite service

c. Unlimited telephone support

d. Service desk hours shall be available 8 am to 5 pm.

e. An afterhours emergency number will be provided in the user documentation, as well as, on the technical touch panel pages.

f. Two semiAnnual preventive maintenance visits within the first year.

3. The AV Contractor will return after six months from the Owner system acceptance date to perform any requested updates to the Poly / Extron control systems and Extron DSP settings. This will allow the endusers time to experience the room system performance in day to day operation and to document useful updates to improve ease of use and or AV system performance.

SECTION 4 METHOD OF AWARD

A. Bids will be ranked from lowest grand total bid to highest grand total bid. Award shall be made to the responsible and responsive Bidder, meeting the technical requirements (pass/fail) as outlined in this IFB, with the lowest grand total bid.

Responsive bids: will include all of the completed documents and attached requested for submission in Section 6.2. In addition, responsive bids will have passed the OAG’s reviews for: Completeness (Section 5.1), References (Section 5.2), Qualifications/Experience (Sections 2.0 & 6.2.3), and if applicable, OAG acceptance of any omissions, substitutions, or modifications (Sections 1.2, 5.4, 6.2.C). Responsive bids are those that comply with all material aspects of the solicitation, conform to the solicitation documents and meet the requirements set forth in this solicitation. Bids that do not comply with the terms and conditions of the solicitation will be rejected as non responsive.

Bidder Responsibility: Using the Vendor Responsibility Questionnaire completed by the bidder, any information disclosed by the bidder, and various online resources, the OAG will review bidder responsibility for the following criteria (pass/fail):

1. Financial and organizational capacity

2. Legal/regulatory authority to do business

3. Integrity, and

4. Performance history.

Bidders deemed to be nonresponsible will not be considered for final award.

B. A response to the solicitation is an offer to contract with the OAG based on the terms and conditions contained therein. Bids do not become contracts until they are accepted by the OAG through issuance of a duly executed contract signed by both parties, the Office of the Attorney General’s Contract Approval Unit, and the New York State Office of the State Comptroller. The general terms and conditions in this solicitation, the applicable requirements and provisions of the IFB, and other provisions required by the OAG shall be included in any resulting contract.

Upon final approval a fully executed copy of the contact will be issued to the contractor.

SECTION 5 EVALUATION PROCEDURE AND CRITERIA

5.1 ADMINISTRATIVE REVIEW (Pass/Fail)

A. The OAG Budget and Fiscal Management Bureau (BFMB) will initially review each bid for completeness to determine whether each Bid Submission is sufficiently responsive to the IFB to permit its full evaluation. Review will determine compliance with Section 6.2 – Proposal Submission Content requirements.

B. Failure to meet any format and content requirement specified in this bid solicitation may result in a Bidder’s removal from further consideration.

C. Corrections/clarifications are allowed but must be provided within two (2) business days of request by the OAG. Failure to provide the requested documentation will result in the proposal being deemed nonresponsive and will not be evaluated.

D. Proposals meeting the Administrative Review shall proceed to the Reference Evaluation and

Qualification/Experience pass/fail.

5.2 Reference Evaluation (Pass/Fail)

A. The bidder’s proposal must include three (3) verifiable references. The three (3) references must demonstrate the successful completion of projects of similar size and scope to the project defined in this IFB. Each reference must demonstrate a minimum of three (3) years’ experience to be accepted. The Bidder must identify a minimum of three (3) distinctly different project/client references from three (3) distinctly different project/client sites/locations. All Reference Forms being reviewed on a pass or fail basis. Submitted references:

• cannot include the OAG.

• can use OGS references, as long as it does not include the OAG; and

• cannot be employed by an organization identified as a subcontractor of the bidder.

B. The references may be contacted by phone only if verification of any information provided by the reference is needed. If a phone call is needed, a maximum of five attempts will be made to contact the reference during normal business hours. Any reference submitted not meeting these requirements, or unreachable if called, will not be considered. It is the responsibility of the Bidder to verify phone numbers are current and references are available.

C. The Bidder may include references for projects where subcontractors provided services. These reference(s) must be from the contracting party awarded the bid, and not employed by, or associated with, the subcontractor during the project time period. Primary and subcontractors cannot provide references for each other. References must be from three separate engagements. Partners may contribute their unique references to meet the minimum number.

D. A supplier who is listed as a subcontractor by another bidder, but is not partnering with that bidder, can submit a bid as the primary Bidder.

It is preferred the Bidder and subcontractor to have worked on other engagements prior to this IFB, but a Bidder will not be disqualified for teaming with a subcontractor for the first time (no existing prior relationships) and have used their resources to meet the requirements of this IFB.

ATTACHMENT B – Bidder Reference Form [AV BID RESPONSE EXCEL WORKBOOK] Shall be used and will be reviewed on a pass/fail basis. All fields must be completed. There are three (3) sections broken out in the form, Section A is for the Bidder to complete and sign, Section B is for the Reference to complete and Sign, and Section C is for the OAG’s evaluation. The Reference Form must be signed by the reference contact, or it will not be accepted. The bidder is to complete Section A and provide the reference form to each reference to complete Section B.

The REFERENCE must be submitted directly to the OAG designated contact appearing on the cover page of this IFB at purchase@ag.ny.gov. In addition, a copy of each reference form must be included in the Bid Proposal.

5.3 EXECUTIVE SUMMARY AND EXPERIENCE REVIEW (Pass/Fail):

Executive summaries will be reviewed against the qualifications outlines in the bid section 2.1 on a pass/fail basis.

5.4 OMISSIONS, SUBSTITUTIONS, AND/OR MODIFICATIONS REVIEW (Pass/Fail):

OAG will review any omissions, substitutions, and/or modifications proposed by the bidder to determine equivalency to the specifications in the IFB. If the OAG rejects a proposed product substitution(s), the OAG will remove the bidder from further consideration.

Omissions, substitutions, or modification of any of the equipment shall be explained in detail and provided in a separate document to clearly indicate the delineation. Substitutions of products may be acceptable but must be stipulated as such at the bottom section of the bid equipment spreadsheet and are subject to review and would require explicit approval by the OAG.

5.4 NOTIFICATION OF AWARD

The selected Responders will be electronically notified their submitted proposal has been selected for tentative award and that a contract will be forthcoming for execution. Nonawardees will also be notified that their proposal was not selected for award.

SECTION 6 PROPOSAL SUBMISSION

In order for the State to evaluate bids fairly and completely, proposers are strongly encouraged to follow the format set forth herein and should provide all of the information requested. All items identified in the following list should be provided and addressed as concisely as possible in order for a bid to be considered complete. Failure to conform to the stated requirements may necessitate rejection of the bid. Proposers are encouraged to include all information that may be deemed pertinent to their proposal.

Note: The OAG reserves the right to request any additional information or clarification deemed necessary to ensure the Proposer is able to fulfill the requirements of the IFB. Any such information will be considered a formal part of the Proposer’s original proposal. All proposals, upon submission to the OAG, shall become OAG property for use as deemed appropriate and shall not be returned.

Responders are responsible for the accuracy of the Responder Proposals. All Responders are directed to take extreme care in developing their Proposals. Responders are cautioned to carefully review their Proposals for completeness and accuracy, prior to submission.

mailto:purchase@ag.ny.gov

6.1 RESPONDER PROPOSAL IS A BINDING OFFER TO THE OAG

The OAG will consider the proposal, which the Responder makes to the OAG, a binding offer for not less than one hundred eighty (180) calendar days from the IFB closing date. The OAG may request an extension on the time to award a contract, and, the Responder shall have the right to accept or decline such a request. The OAG will consider the signed proposal as an offer by the Responder and such offer shall be judged accepted by the OAG in accordance with all requirements listed below:

6.2 PROPOSAL SUBMISSION CONTENT

Bidders must arrange their proposal documents in the following order. Bidders must follow the format set forth herein and must provide all of the information requested. All items identified in the following list must be addressed as concisely as possible in order for a bid to be considered complete.

Failure to conform to the stated requirements may necessitate rejection of the bid.

1. IFB ATTACHMENT A – Bidder Response Cover Page [AV BID RESPONSE EXCELWORKBOOK] The form must be completed in its entirety and a bidder representative authorized to make contractual obligations must sign the Proposal Response Cover Form. By signing the Proposal Response Cover Form, the bidder understands and agrees to all the terms and conditions contained in this IFB and will comply with all the provisions of this IFB and appendices attached herein. (Grand Total BID autofills from other worksheets)

2. IFB ATTACHMENT B – Bidder Reference Form [AV BID RESPONSE EXCEL WORKBOOK] All bidders shall submit three (3) reference projects of a similar scope/scale completed within the last 4 years along with the contact information for the Owner to perform reference checks.

See section 5.2.

3. Bidder Qualifications Response: To facilitate analysis of bids, an interested Responder must provide the OAG with the information described in each of the subsections below AND prepare proposals in accordance with instructions outlined in this section.

Bidders must demonstrate their capabilities to provide the services requested in this solicitation by providing a narrative and supporting documents. Each response must identify the specific requirement (section #) to which it corresponds and must include, minimally, the information to detail how requirement will be met. Bid Submissions must include the following:

A. Executive Summary: Provide a brief overview of the Company, years in business and any other relevant details. Provide an overall statement describing the Bidder’s understanding of the requirements presented in this bid solicitation,…