Bid Number: 26-003 Bid Issued: 08/10/2026

Bid Description: NYC 22nd Floor NY Audiovisual Bid Due Date and Time*:

By 09/04/2026 at 4:00PM

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: Tuesday 08/18/2026 by 04:00pm, 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 NYC 22nd Floor, NY Audiovisual (AV) 26-003 from [insert name of firm or organization]”.

OAG Issuance of Answers: Tuesday, 08/25/2025 by 4:00pm, 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 NYC 22nd Floor, NY Audiovisual (AV) 26-003 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:

Samuel Courtright, Contract Management Specialist Budget and Fiscal Management Bureau Office of the New York Attorney General State Capitol Albany, New York 122240341 Telephone: (518) 7762193 EMail: purchase@ag.ny.gov

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

Christopher Reksc, Contract Management Specialist 3 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 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.

mailto:purchase@ag.ny.gov http://www.ag.ny.gov/budget-fiscal/procurement mailto:purchase@ag.ny.gov mailto:purchase@ag.ny.gov mailto:purchase@ag.ny.gov https://www.nyscr.ny.gov/

TABLE OF CONTENTS

Contents

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 the public interest of all New Yorkers in matters affecting their daily lives, enforcing laws to protect consumers, tenants, patients, workers, investors, and charitable donors. The office coordinates statewide civil and criminal investigations, promoting economic and social justice, encouraging harm-reducing public health strategies, and preserving the state’s environment.

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 Attorney General's authority also includes the activities and investigations of the Organized Crime Task Force and Medicaid Fraud Control Unit.

The office employs over 2,200 staff, including investigators, analysts, scientists, forensic accountants, legal assistants and support staff, and over 700 assistant attorneys general, serving in over two dozen locations across New York state.

1.2 PROJECT BACKGROUND AND PURPOSE:

The following specifications define the Video Conferencing and Audiovisual Presentation systems, equipment and their installation/configuration of the same for the New Floor Project, NYS Office of the Attorney General (OAG), 22nd Floor, located at 28 Liberty St, New York, New York.

The objective of this bid document is to secure competitive bids from audiovisual contractors experienced in the installation of multi-platform 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, the Owner must explicitly accept in writing the delivered solution and AV systems must be tested, commissioned with documented as-builts provided and with the Owner trained in their use.

All bidders shall submit the 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 deviation 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 Owner. Each bidder shall provide equipment lead times and identify all long lead time items with their bid response.

1.3 GENERAL TERMS

1) Definitions of Terms

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

b. The term “Construction Manager” shall refer to the on-site Construction Manager assigned to this project.

c. The term “General Contractor” shall refer to the on-site General Contractor assigned to this project.

d. The term “Electrical Contractor” shall refer to the onsite Electrical Contractor assigned to this project.

e. The term “OAG Team” shall refer to designated OAG Personnel and their Advisors.

f. The term “Bidder” shall refer to a qualified Audio/Visual Firm submitting the bid.

g. The term “vendor, AV Contractor or AVC” shall refer to the Audiovisual Systems Contractor who has been awarded the contract.

h. 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.

i. 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.

j. The term “shall” is mandatory.

2) Related Documents

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 OAG in written form.

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 deviation 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 awarded AV Contractor will be responsible for any costs or change orders if required during implementation that were due to the failure of a thorough review of these specifications/equipment lists during bidding. The awarded AV contractor shall also mock each entire system type in their shop and confirm operation in writing prior to installation.

3) Regulatory Requirements

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

b. Conform to all electrical codes.

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

− State of New York Building and Electrical Codes

− City of New York Building and Electrical Codes

− UL-Underwriters Laboratories

− NEC-National Electric Code

− FCC-Federal Communications Commission

− AES-Audio Engineering Society

− BICSI- Building Industry Consulting Services International

− ANSI-American National Standards Institute

− IEEE/ANSI –Recommended Practices for grounding

− AES-Audio Engineering Society

− SMPTE-Society of Motion Picture Engineers

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

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

4) Attachment G – 28 Liberty Rules and Regulations

The 28 Liberty Street Rules and Regulations will be strictly adhered to by all contractors, vendors, consultants, etc. working in or visiting 28 Liberty Street. In all cases, coordinate activities or questions with the Building Office. The General Contractor, Project Manager or other Project Lead is to issue a copy of these rules to all subcontractors and to all employees.

SECTION 2 QUALIFICATIONS/EXPERIENCE

2.1. PreBid Qualifications/Experience:

1. 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, CTS-I, and CTS-D.

2. The qualified AV contractor must demonstrate a wide experience and success with Poly and Neat endpoint and cloud-based infrastructure deployments and be certified for Poly and Neat Partner Provided services.

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

4. 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.

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

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

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

a. Low distortion multi-test tone oscillators

b. One-Third octave Real-time Analyzers with mic and line level inputs.

c. Digital Multi-meters

d. Digital Ammeter.

e. White and pink noise generators

f. Video test generators, 2K & 4K output with color bars and multi-grid patterns in HDMI, USB-C & 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

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

2) 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.

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

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

5) 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.

6) Shop drawings should show all wire-pull 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).

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

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

9) All shop drawings will be standard Architectural E size electronic format (PDF) and (CAD).

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

11) The successful bidder shall confirm their pre-bid list of all long lead-time items, greater than 30 calendar days, within 5 business days of award of the contract.

Include all engineering costs associated with review, submittals, checkout, etc.

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

13) Audio video signal flows, 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

1) **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

1) 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.

2) Beginning of installation means acceptance of existing conditions and surfaces.

3) It shall be the responsibility of the AV Contractor to cooperate with all appropriate parties in order to achieve well-coordinated progress and satisfactory 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.

4) 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.

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

6) 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.

7) 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 review and approval.

8) The AV Contractor shall provide set-up, programming and commissioning of the integrated AV control, Dante and room Ethernet networks that have been specified for this project. Configuration of devices in the appropriate management portals (Neat Pulse, Poly Lens, etc.) needs to be accounted for and tested by OAG staff as part of system commissioning.

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

10) The AV Contractor shall provide as required all pre-terminated HDMI and USB active cables, Extron XTP DTP 22 and CAT-6 bulk cable, premade rack and user AV cables, shielded audio, and ethernet switch fiber extensions as required for complete and working systems.

11) 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.

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

13) All work must be completed and accepted within 60 days of the award.

3.5 DETAILED SCOPE OF WORK

1. Overview of Audiovisual Systems and Functionality Descriptions and Deliverables:

A. Room & System Descriptions:

NYC 22nd Floor

Standard Conference Rooms:

1) Video Conference Room 2202 – Deliverable 1:

14-Person Conference Room – 86” Interactive LG Display with Poly Based System.

2) Video Conference Room 2234 – Deliverable 2:

12-Person Conference Room – 86” Interactive LG Display with Poly Based System.

3) Conference Room 2251 – Deliverable 3:

8-Person Conference Room – 65” Neat Board Pro.

4) Conference Room 2263 – Deliverable 4:

8-Person Conference Room – 65” Neat Board Pro.

1) Detailed Project Scope – Deliverables organized by board type:

A. 86” Interactive LG Display Poly Based System Conference Rooms:

All larger conference rooms will have an 86” LG Create Board and a Poly Studio X72 Video Bar paired with a Poly Touch 10 meeting controller. All larger conference rooms will support both local presentations, MTRoA and multi-platform UC video conferencing via an in-room mini-PC hosting.

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 one-touch meeting join capabilities.

In all larger conference rooms, the Poly Touch 10 controllers will provide room type consistent user experience. The default start-up screen is the Teams home page.

All larger conference rooms will have 86” LG Create Board 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 including as a shared whiteboard endpoint for Microsoft Teams.

These rooms are based upon a Poly Studio X-72 solution provided with both USB host / device switching and HDMI content switching, to support a resident mini PC and BYOD laptops. The USB switch does drop the VBUS signal and a HDMI hot-plug device has been incorporated into the design and they are controllable via the Extron / TC10 control system. These features will allow the Poly X-72 to operate within its design behavior features to support multiple hosts in appliance mode. Please note that during programing, specific timings are required to manage the switching behaviors of the X-72. All device switching and related timeouts will be completely transparent to all users due to proper pre-set commands that will be programed for each required source and function. In efforts to maintain standardization across agency offices OAG will provide screen shots of previously used custom video and audio routing screens. Custom programming should be easily navigable, responsive and like other sites in form.

The Poly X-72 Android based platform will provide for the one tap MST home page as the default screen on the Poly TC10. A sub-menu will be provided to allow selection of the Mini PC or BYOD laptop to serve as the host to allow them to connect using any on-board application that they have. The sub-menu pages will also provide required video and audio call controls.

Common equipment and functionality for all larger conference rooms:

• 86” LG CreateBoard interactive displays with USB touch data & HDMI inputs.

• Poly Studio X72 Camera Bar with dual 4K auto framing cameras and advanced microphone pick up and high-quality room audio features, wireless presentation and HDMI pass through support.

• Ceiling mounted Poly E60 auto-tracking presenter camera facing towards the screen which can be switched to using the touch control panel.

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

• Tabletop Poly Expansion Microphone.

• Tabletop HDMI & USB-C pull up cables for BYOD UC calls.

• Rack mounted small form factor PC.

• Wireless keyboard & mouse for small form factor PC.

• Rack mounted Extron USB and HDMI switchers, HDMI scaler and hot plug device.

• Rack mounted Extron control processor with Link License and Cisco 12 port PoE+ switch.

• Active long length HDMI & USB cables.

All larger conference rooms are provided with an 18-R.U. Middle Atlantic equipment rack on a caster base with power & LAN to house the in room small form factor PC AV system equipment. The AV contractor will need to coordinate the shop build of all rack mounted equipment and rack cable harnessing. The AV Contractor to provide rack elevations as part of their shop submittal drawings.

B. Neat Board Conference Rooms:

All smaller conference rooms will have a 65” Neat Board Pro paired with a Neat Pad meeting controller. All smaller conference rooms will support both local presentations via HDMI, MTRoA and multi-platform UC video conferencing via an in-room mini-PC hosting.

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 use an MS Teams Pro License and shall be configured as a room resource in Exchange/MS Outlook for reservation and one-touch meeting join capabilities.

In all smaller conference rooms, the Neat Pad touch controllers will provide a room type consistent user experience. The default start-up screen is the Teams home page.

All smaller conference rooms will have Neat Board 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 including as a shared whiteboard endpoint for Microsoft Teams.

All smaller conference rooms will have a small form factor resident PC mounted behind the screen along with CAT extenders. A local auto switcher mounted behind the screen will provide for the automatic selection of the laptop or resident PC, as either the presentation source or the BYOD host. A wireless keyboard & mouse is provided for the small form factor resident PC in the smaller conference rooms.

C. All Conference Rooms:

All Conference Rooms large and small will be provided with an owner furnished Conference Table. The 8-Person Tables have pass thru grommets for pull up User Cables. The 12 & 14-Person Tables will be installed with 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.

The AV CAT-6 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 CAT-6 AV cables, HDMI, USB cables and cable management are provided and installed by the AV Contractor and maintained with Professional Cable Management

The AV contractor shall coordinate with OAG and the furniture vendor to install the Extron table boxes for user HDMI, USB and LAN cables. In the smaller conference rooms, the AV Contractor is to secure the Mini PC’s, active AV Extenders and Auto Switch devices behind Neat Board and will need to provide and install electrical power extensions and plug strips as required. Refer to the additional *Notes on the AV Floor Plans and Flow Diagrams.

In the larger conference rooms the AVC has both rack mounted and table mounted AV extenders, switchers, controllers and will need to provide and install electrical power extensions and plug strips as required.

3.6 INSTALLATION

1) General:

Installation shall include all rack fabrication and assemblies, testing, troubleshooting, delivery, unloading, setting in place, fastening to walls, floors, ceilings, tables, etc., 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.

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

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

c. Please note that the AV Contractor is responsible for the repair or refinishing of any walls, ceilings, floors or structures damaged as a result of their on-site work.

2) Physical Installation:

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

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

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

3) Cable Installation

a. All cables, regardless of length, shall be marked with printed (no write-on labels will be accepted) wrap-around numbers and shrink-wrap 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.

b. All inter-rack 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.

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

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

e. 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:

• AC power connection

• Loudspeaker and high-level wiring

• Control cables RS-232, RS-422, RS-485, IR, and Relay

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

• Line level audio cables

• Video source cable

• Ethernet and Fiber Optic Cables

g. 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.

h. For equipment not 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.

Equipment should be support accessible and mounted in a way that is not visible during equipment usage.

i. 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.

j. 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.

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

l. 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.

m. 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.

5) System Acceptance Tests

1. AV Contractor System Checkout:

The following procedure shall be observed in the testing by the AV contractor. A report on all the findings shall be delivered to the project team. 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 on-site 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 check out. 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.

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.

g) A complete set of all final as-built drawings, wire pull schedules, manufactures manuals, end user leave-behind room specific 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 the checkout 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, button-by-button system check shall be accomplished with proper operation actuated, and discrepancies noted.

3.7 SYSTEM DOCUMENTATION

1) System User Manuals:

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

a. User Instructions unique to the system or helpful in operation, describing required system operation. Room specific leave-behind one-sheeters for staff to navigate joining a meeting across different platforms and using the controls/inputs/outputs is required.

b. System Schematics and as-built drawings with all wiring identified and labeled. A copy of final test report.

c. Manufacturer's Manual filed alphabetically.

d. Equipment list and serial numbers.

e. Electronic Programming Code

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

g. Complete sets of reduced size drawings of all systems and sub-assemblies.

2) Instructional User Manuals:

A user-friendly instructional guide is to be prepared for non-technical staff to use in all rooms. The guide should be customized as to be relevant and applicable to each specific room.

3) Training

Upon completion and Client check out of the system, the AV Contractor will provide on-site, complete, and thorough training to OAG, totaling a minimum of 6 hours in three two-hour sessions coordinated and content adapted for both technical and non-technical 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.

4) Warranties:

All equipment will carry the manufacturers’ warranties, which will be handled by the AV Contractor on-site during the first year of operation. In addition, the AV Contractor will guarantee the entire system as assembled for three years from date of acceptance. During that time, equipment or system problems will be repaired or replaced at no cost to OAG. On-site response time will be within 24 hours of notification for non-critical 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 4th and 5th year service contracts in the summary of this document and excel pricing sheets.)

Emergency Service and Preventative Maintenance:

As part of the three-year 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 on-site emergency service call is required, a technician shall be dispatched and be on-site 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.

A summary of services included in the three-year warranty period shall be as follows:

• All replacement parts

• Unlimited emergency on-site service

• Unlimited telephone support

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

• An after-hours emergency number will be provided in the user documentation, as well as, on the technical touch panel pages.

• Two semi-Annual preventive maintenance visits within the first two years.

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 end-users 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

1) 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 2.1 & 6.2.3), and if applicable, OAG acceptance of any omissions, substitutions, or modifications (Section 5.4). 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):

a. Financial and organizational capacity

b. Legal/regulatory authority to do business

c. Integrity, and

d. Performance history.

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

1) 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 contract will be issued to the contractor.

SECTION 5 EVALUATION PROCEDURE AND CRITERIA

5.1 ADMINISTRATIVE REVIEW (Pass/Fail)

1) 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.

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

3) 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.

4) Proposals meeting the Administrative Review shall proceed to the Reference Evaluation and Qualification/Experience pass/fail.

5.2 Reference Evaluation (Pass/Fail)

1) 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:

a. cannot include the OAG.

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

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

2) 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.

3) 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.

4) 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.

5.5 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.

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

All bids shall include the following with no exceptions:

1. All bid responses must be submitted directly to OAG.

2. All bidders shall submit the provided Excel spreadsheet with equipment pricing in unprotected electronic format. The individual equipment line item pricing, subtotal, and labor pricing on the equipment and labor spreadsheet provided. **Do not alter or re-format the provided excel bid document.

3. 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.

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, the OAG’s approach and how the Bidder can assist the OAG in accomplishing this effort. Include a statement explaining how the Bidder is qualified to provide AV equipment and services. In addition, the Bidder shall describe the range of services generally provided and include a statement that the individual signing the signature pages is authorized to bind the company. The executive summary must demonstrate the required qualifications in 2.1.

Subcontractors must be identified in the bid submission and must have similar experience to the prime contractor.

4) IFB Attachment Deliverable Worksheets 16 [AV BID RESPONSE EXCELWORKBOOK]

a. 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 must be identified on the Deliverable Worksheets 16 (Checkbox Provided). Substitutions must also be detailed on the Attachment D - Substitutions Worksheet also provided [AV BID RESPONSE EXCELWORKBOOK].

b. Bidders must Refer to the “Responsibility Schedule” within the AV Drawing set (AV1) for specific details regarding who is providing and who is installing AV related equipment and services. Any equipment that may be more than 30 days out for delivery, needs to be identified on the Deliverable Worksheets 1-6 (Checkbox Provided). Delayed items must also be detailed on the Attachment E – Products Past 30 Days Worksheet also provided [AV BID RESPONSE EXCELWORKBOOK].

c. All bidders shall submit the provided excel spreadsheet with equipment pricing in unprotected electronic format. The individual equipment line item pricing, subtotal, and labor pricing on the equipment and labor spreadsheet provided. **Do not alter or re format the provided excel bid document.

d. Unanticipated Enhancements - Enhancements refer to additional functionality and deliverables unknown to the OAG at the time of IFB release. Enhancement budget will be automatically calculated at 15% of the total cost of deliverables 1 – 4. Enhancements are at the discretion of the OAG.

Contractor must receive a Purchase Order from the OAG before any enhancements can commence.

5) IFB ATTACHMENT C – Bidder Financial Response Form [AV BID RESPONSE EXCELWORKBOOK] (Auto-fills from Deliverable Worksheets)

6) IFB ATTACHMENT D – Substitutions Worksheet [AV BID RESPONSE EXCELWORKBOOK] – Must be completed for all substitutions, multiple worksheets can be submitted if necessary.

7) IFB ATTACHMENT E – Products Past 30 Days Worksheet– Must be completed for all delayed items, multiple worksheets can be submitted if necessary.

Responders must submit pricing for audio visual items and labor contained in this proposal using the AV BID RESPONSE EXCEL WORKBOOK provided as part of the IFB. Do not include any cost information within the body of the other bid submission documents.

The rates/pricing proposed by the Bidder must be the fixed rate/price for the life of the contract, with adjustments permitted as described under Section 7.7 – Contract Price Adjustment Clause. The Bidder must submit pricing for all AV equipment and services requirements listed in the IFB to be considered responsive.

Failure to do so may result in the bid being rejected.

8) IFB ATTACHMENT G – Administrative Documents Required for bid submission:

• Procurement Lobbying Form

• Vendor Responsibility Questionnaire

• ST220TD and ST220CA Contractor Certifications

• Consultant Disclosure Form A Only (Form B is only submitted after work has been completed)

• NYS Office of the State Comptroller Substitute W9 Form

• Gender-Based Violence and the Workplace Policy Certification

9) SIGNED ADDENDA (IF ANY, ex.