IFB 26-003 - Purchasing Memorandum III - Answers to Questions and Inquiries.pdf
PDF 2 MB Posted
- Attached to
- IFB 26-003 - NYC 22nd FL Audiovisual
- Solicitation number
- 2137970
- Issued by
- New York County, Nissequogue Village, New York
About this file
This Purchasing Memorandum is an Answers to Questions and Inquiries document issued by the New York State Office of the Attorney General regarding IFB 26-003 for audiovisual equipment, installation, and integration services for four conference rooms on the 22nd floor of its NYC facility at 28 Liberty Street. The project encompasses two 12-14 person video conference rooms equipped with 86-inch LG Create Boards, Poly Studio X72 video bars, Poly Touch 10 controllers, and Poly Studio E60 cameras, and two 8-person conference rooms equipped with 65-inch Neat Board Pro displays and Neat Pad controllers. All rooms require ceiling-mounted PTZ cameras, microphone systems, cable management, resident mini-PCs, wireless peripherals, and Extron control processors with DSP programming. The original bid due date was September 4, 2026 at 4:00 PM EST; however, the due date was extended to September 11, 2026 at 3:00 PM EST. The four rooms have dimensions ranging from 19 feet by 14 feet to 31 feet by 15 feet 4 inches, and the space is currently under construction with site visits available only for the winning bidder. The awarded contractor must complete all systems and achieve operational status within 60 days of contract award. Systems remain under warranty for the initial three-year contract term, with the OAG holding two optional one-year renewal periods.
The memorandum addresses 20 questions submitted by prospective bidders prior to the August 18, 2026 deadline, clarifying equipment specifications, acceptable substitutions for discontinued items, design requirements, and technical specifications. Key clarifications include confirmation that bidders must provide all equipment listed or provide equivalents; acceptance of Extron UCS SW 313 (60-1797-02) as a replacement for the discontinued UCS 303; acceptance of Poly 875M6AA as a replacement for discontinued Poly 875M844; removal of a PoE injector item unrelated to any room; separation of Poly Studio X72 and TC10 bundles with individual Poly+ warranties; confirmation that BYOD connections should be available at conference tables; and clarification that prevailing wage requirements apply per New York State project PRC# 2026025490. The memorandum includes room dimensions and photographs for all four spaces and directs bidders to pages 33-40 of the IFB document for AV signal flow and cable path drawings. Contractors must register with the New York State Vendor File and comply with all applicable state procurement, lobbying, sales tax, and workplace policy certifications.
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Office of the New York State Attorney General
Letitia James Attorney General
The Capitol, Albany NY 12224 / 1-800-771-7755 / Fax 518-650-9401 / ag.ny.gov
Pa ge
Purchasing Memorandum DATE: September 4, 2026
PLEASE ADDRESS INQUIRIES TO:
Samuel Courtright, Contract Management Specialist Trainee 1 Telephone Number: (518) 776-2193 E-Mail: purchase@ag.ny.gov
INVITATION FOR BID NO.: 26-003
TITLE: IFB 26-003 NYC 22nd FL Audiovisual (AV)
BID DUE DATE: 09/04/2026 9/11/2026, 3:00PM
SUBJECT: Answers to Questions/Inquiries
TO: ALL PROSPECTIVE BIDDERS
In reference to the above Request for Proposal, the following questions/inquiries were submitted by the August 18th, 2026 deadline. We are hereby providing answers to each question below:
1. QUESTION: As the part named "Misc. Equipment" falls beyond our capability statement, please confirm if the Office is good to accept and consider the partial response on the subject RFQ.
ANSWER: No, bidders must provide all of the equipment listed on the financial response sheets or provide equivalents.
2. QUESTION: Extron (60-1797-01) UCS 303 is discontinued please confirm replacing with Extron
(60-1797-02) UCS SW 313.
ANSWER: Confirmed, Extron (60-1797-02) UCS SW 313 will be acceptable and the response workbook has been updated.
3. QUESTION: Poly(875M844) is discontinued. Please provide a replacement. And if (875M6AA) is acceptable.
ANSWER: Poly(875M6AA) is an acceptable replacement and the response workbook has been updated.
4. QUESTION: A Poly A02F9AA#ABA PoE injector is specified for a Poly G62, however there is no Poly
G62 in these rooms. Should this item be excluded?
ANSWER: Yes, this item has been removed from the response sheet.
5. QUESTION: Poly no longer sells bundles of the Studio X72 and TC10. We can list these items separately with 3 years of Poly+ for each, but just looking for confirmation.
mailto:purchase@ag.ny.gov CReksc Cross-Out
Letitia James Attorney General
The Capitol, Albany NY 12224 / 1-800-771-7755 / Fax 518-650-9401 / ag.ny.gov
Pa ge
ANSWER: The OAG has updated the response workbooks to separate this bundle. The bundle for the Poly+ related to these items has also been separated.
6. QUESTION: Is there to be a USB connection at each table box, or only one of the two? The size of the USB switcher in the current BOM only allows for one. There would also need to be an additional Extron USB extender.
ANSWER: Design should allow for one BYOD connection from the conference table.
7. QUESTION: Is the Extron USB switcher meant to be located at the rack or at the display wall?
ANSWER: Depends on the solution design. Neatboard based rooms (2202 & 2234) typically have accessory hardware mounted behind the screen where as Poly based rooms (2251 & 2263) contain an external hardware rack that is available for all solution hardware.
8. QUESTION: What connection is the 32.8' Comprehensive USB-C cable for?
ANSWER: USB-C cable is for the BYOD and should match the HDMI.
9. QUESTION: Will BYOD be available from the table? The scope of work makes it seem like it will only be available to the mini PC. In which case, the Extron presentation switcher can be changed to an HDMI switcher only, rather than an HDMI and USB switcher.
ANSWER: The expectation is that both BYOD at the conference table and an integrated mini pc are available for use. This design combined with the native Teams functionality allow for multiple in-room use cases.
10. QUESTION: The IFB says that Extron XTP DTP 22 is to be used for cabling. That would be Extron part number 22-285-03. Is this acceptable to use for STP cabling, or should the plenum version be used (Extron XTP DTP 22P / part number 22-286-03)?
ANSWER: Extron XTP DTP 22P is acceptable.
11. QUESTION: Is there an Official site visit scheduled to review the existing conditions?
ANSWER: Space is currently being built, a site visit can be arranged for the winning bidder.
12. QUESTION: In lieu of a site visit - Are there site photos showing each of the four (4) rooms with dimensions of the rooms?
ANSWER: Yes, please see room dimensions below and photos attached.
Video Conference Room 2202 (22M18): Length 31ft and width 15ft 4in Video Conference Room 2234 (22A17): Length 19ft and width 14ft Video Conference Room 2251 (22J02): Length 21ft 3in and width 13ft Video Conference Room 2263 (22G28): Length 21ft 8in and width 12ft 4in
Letitia James Attorney General
The Capitol, Albany NY 12224 / 1-800-771-7755 / Fax 518-650-9401 / ag.ny.gov
Pa ge
13. QUESTION: In lieu of a site visit - Are there site photos showing the composition of the walls & ceilings where devices are to be installed?
ANSWER: Pictures of the rooms have been attached below.
14. QUESTION: Are there AV drawings showing signal flow for each space type?
ANSWER: Yes. AV drawings are provided on pages 33-40 of the IFB document.
15. QUESTION: Are there AV drawings showing cable paths from the display location to the tables?
ANSWER: Yes. AV drawings are provided on pages 33-40 of the IFB document.
16. QUESTION: Prevailing Wage question. IS PW required? Is NYC PW rate “M” acceptable for this project?
ANSWER: Please reference prevailing wage project PRC# 2026025490 (IFB 26-003 - NYC 22nd FL AV ).
Prevailing wage is required for the titles listed in the schedule.
https://apps.labor.ny.gov/wpp/publicViewProject.do?method=showIt&id=1634251
17. QUESTION: Deliverable 1 & 2 - Poly model numbers (unclear). FYI - Poly bundled pricing is no longer available. Please provide specific updated Poly part numbers.
ANSWER: The OAG has updated the response workbooks to separate this bundle. The bundle for the Poly+ related to these items has also been separated.
18. QUESTION: Deliverable 3 & 4 - Neat model numbers (unclear). Please provide specific Neat model numbers.
ANSWER: 65” Neat Board Pro, Neat Pad.
19. QUESTION: Deliverable 3 & 4 - Extron – please provide a substitute model number for retired Extron 60- 1797-01.
ANSWER: The response workbook has been updated with replacement UCS SW 313 - 60-1797-02.
20. QUESTION: Deliverable (1-4) OFE PAC boxes – are they installed already
ANSWER: Yes.
21. QUESTION: Deliverable (1-4) OFE Tables - who is cutting the holes for the cable cubbies specified in Misc.
Equipment.
ANSWER: The awarded bidder of this IFB will not be responsible for cutting the holes.
https://apps.labor.ny.gov/wpp/publicViewProject.do?method=showIt&id=1634251
Letitia James Attorney General
The Capitol, Albany NY 12224 / 1-800-771-7755 / Fax 518-650-9401 / ag.ny.gov
Pa ge
Room Photos:
Room - 22M18
Letitia James
The Capitol, Albany NY 12224 / 1-800-771-7755 / Fax 518-650-9401 / ag.ny.gov
Pa ge
Room No. 22G28
Room No 22A17
Room No. 22J02
Letitia James Attorney General
The Capitol, Albany NY 12224 / 1-800-771-7755 / Fax 518-650-9401 / ag.ny.gov
Pa ge
In addition to this Purchasing Memorandum III – Questions & Answers, the OAG is providing a revised financial response workbook. The OAG has also extended the due date until 9/11/2026 at 3:00PM.
This Purchasing Memorandum is to be signed, submitted and made a part of your response. If you have any questions, do not hesitate to contact the person listed on top of this memorandum.
VENDOR: ________________________________________________________
ADDRESS: _______________________________________________________
SIGNATURE OF BIDDER: __________________________________________
DATE: ______________________________
| Purchasing Memorandum |
| TO: ALL PROSPECTIVE BIDDERS |
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