Kent Conference Center Audiovisual RFP.pdf

Kent Intermediate School District REQUEST FOR PROPOSAL – 2024 Kent Conference Center Audiovisual RFP

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Kent Intermediate School District (Kent ISD) is seeking bids for an Audiovisual System for Kent Conference Center (KCC), 1633 E. Beltline NE, Grand Rapids, MI 49525.

Specifications are to be considered as minimums, and the general conditions, as listed, must be adhered

to. There will be a mandatory walkthrough held on Wednesday, January 10, 2024 at 10:00 am at the address above.

Bids are due by 1:00 pm on Tuesday, January 30, 2024 delivered in a sealed envelope/package with the wording “2023 KCC Audiovisual RFP” clearly marked on the outside of the envelope/package addressed to:

Kent ISD Attn: Tim Peraino 1655 E Beltline NE Grand Rapids, MI 49525

Bids can be hand delivered to the Kent ISD Maintenance Building; 1655 East Beltline NE Grand Rapids, MI 49525, located in parking lot #4 across from the greenhouse and wind turbine. The Maintenance Building front door is labeled E‐1. Kent ISD will not consider or accept a bid received after the date and time specified for bid submission. Bids will be opened publicly immediately following the close of receiving bids. Should Kent ISD be closed for any reason, bids will be due the next business day Kent ISD is open.

The time bids are due will remain the same time specified herein.

Questions regarding the specifics of the bid should be directed via E‐Mail through SigmaVSS, and answers will be responded to through the same means.

It is the intention to award the bid once the Kent ISD Board approves the recommendation of award at the February 12, 2024 Board Meeting.

In compliance with MCL 380.1267, all bids shall be accompanied by a sworn and notarized statement disclosing any familial relationship that exists between the owner and any employee of the bidder and any member of the board, or the superintendent of the school district. All bids shall also be accompanied by a sworn and notarized statement disclosing whether the bidder is an Iran Linked Business in compliance with PA 517 of 2012. The Board has stated that Kent ISD shall not accept a bid that does not include these sworn and notarized disclosure statements.

Kent ISD accepts all bids but reserves the right to select Michigan Based Businesses over out of state companies.

Under 1984 PA 431, MCL 18.1268, our board has elected to enforce the PA as defined.

Kent ISD will be a place where all persons feel welcomed, have a right to be treated equitably and without prejudice, and have a responsibility to treat others the same way. Kent ISD is an equal opportunity institution. Kent ISD does not discriminate on the basis of race, creed, color, national origin, age, sex or physical/mental disability or veteran status in its educational programming, enrollment, employment or contracting.

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GENERAL CONDITIONS

A. It shall be the bidder’s responsibility to read this entire document, review all enclosures and attachments, and comply with all requirements within.

B. For the purpose of assuring the School District of the quality of workmanship, materials, equipment, and service, the School Board will retain the right to qualify or disqualify bidders on the basis of available information covering their service and the suitability of the equipment/material bid for the project.

C. Kent ISD reserves the right to accept or reject any or all bids; and to make awards as it considers its best interest, whether low bid or not, this excludes omitting the required affidavits. Kent ISD may award this bid in part or whole.

D. All bid proposals must be mailed or hand‐delivered a sealed envelope/package. Telephonic, E‐mail, online, or fax bids will not be accepted.

E. All questions regarding the specifics of the bid proposal should be emailed through SigmaVSS and answers will be responded to through the same means. All questions and answers will be distributed to all bidders who have, or later ask questions about the bid.

F. All proposals submitted shall remain firm for a period of ninety (180) days after date of receiving bids.

G. The successful bidder shall, within a reasonable time after receipt of written notice, make good any defects in material or workmanship that may develop, especially during the warranty period.

H. Kent ISD shall not be responsible for any cost or expensed incurred by the bidder during the preparation of the bid.

I. The owner is a federally constituted government body and as such is not subject to Michigan State or Federal excise taxes.

J. Bidder shall follow all applicable state codes and regulations. All codes and regulations set forth by the state pertaining to the specified equipment included in the scope of work take precedence over the specifications supplied by Kent ISD.

K. Contractor must meet District’s background check requirements for all employees – see General Requirements section for details.

L. The laws of the State of Michigan shall govern the rights, obligations and remedies of the Parties under this bid and any agreement reached through this process.

M. All information included in a bid proposal response is subject to the “Freedom of Information Act” and may be disclosed in its entirety after the formal date bids are due.

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STATEMENT OF WORK SUMMARY

The project involves a comprehensive upgrade of the audio‐visual equipment in the KCC conference space. The existing AV setup, dating back to 2009 with only minor updates since, is outdated and frequently encounters technical issues. The upgrade aims to align the conference space with modern technology standards, transforming it into a premier venue.

This will include the installation of new HD projectors and appropriately sized screens for high‐quality visual displays, a professional audio system with optimized acoustics for clear sound delivery, and updated wireless microphones compliant with current FCC regulations.

Additionally, the installation of intuitive controls will facilitate easy operation of meetings. These enhancements are expected to not only improve the functionality of the space but also attract high‐ profile events and underscore a commitment to providing first‐class guest experiences.

There will be a mandatory walkthrough held on Wednesday, January 10, 2024 at 10:00 am.

** In order to bid on this solicitation, the prospective vendor must attend the walkthrough. **

Location:

Kent ISD ‐ Kent Conference Center

1633 East Beltline NE

Grand Rapids, MI 49525

INSTRUCTION TO BIDDERS

1. Inclusive Bid Pricing: Bid prices must include delivery to the specified location. Successful bidders must be prepared to provide both written instructions and demonstrations for equipment use and care, as deemed necessary by school officials. All bids shall remain valid for 90 days post‐ receipt.

2. Tax Exclusion: Bids should be exclusive of taxes. Tax exemption forms will be provided and executed as needed.

3. Bid Submission: Bids must adhere to the RFP specifications. Extensions may be granted to all vendors under exceptional circumstances (e.g., natural disasters), but not to individual vendors.

4. Pricing Discrepancies: In cases of discrepancy between unit price and total price, the unit price will be considered the accurate figure.

5. Guarantees: Bids must include the manufacturer’s written guarantee. Bidders may offer additional guarantees, which will be evaluated as part of the bid.

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6. Service and Installation: Service facilities and convenience will be factors in bid evaluation.

Bidders must demonstrate their capacity to adequately install, service, or supply the required items.

7. Legal Compliance: Bidders must certify compliance with all applicable Federal, State, and local laws.

8. Insurance: Insurance certificates are to be provided only upon specific request.

9. No Subletting or Assignment: Orders under these specifications cannot be sublet or assigned without written approval from Kent ISD.

10. Specification Acknowledgment: By submitting a bid, the bidder acknowledges the suitability and adequacy of specifications for the intended purpose.

11. Bid Preparation Costs: Bidders bear all costs associated with bid preparation and any subsequent presentations.

12. Exceptions and Special Conditions: Any exceptions or special conditions must be clearly stated in the bid, with reasons for non‐compliance with RFP terms.

13. Alternate Equipment/Material: Alternatives must be from reputable manufacturers and meet the specifications for efficiency, maintenance, and durability.

14. Manufacturer Specifications: Alternate bids are subject to review. Bidders must substantiate those alternates are equivalent to specified manufacturer names and model numbers.

15. Bid Acceptance: Kent ISD reserves the right to accept or reject any or all bids and to make awards in the best interest of the district.

16. Inquiries and Addenda: Bidders are responsible for seeking clarification on any RFP aspects.

Written addenda should be used to clarify the RFP, and all received addenda must be acknowledged in the bid.

REQUIRED SUBMITTALS

Bids will be due by 1:00 pm on Tuesday, January 30, 2024.

Bid proposals shall include the following documentation:

● Cover Letter and Vendor Questionnaire

● General Characteristics of Responders Product and Services

● Pricing Structure and Proposal

● Affidavit Of Compliance – Iran Economic Sanctions Act

● Familial Affidavit

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COVER LETTER AND VENDOR QUESTIONNAIRE

Please provide a cover letter with information about your company, experience, and services. Respond to each item below and provide supporting documentation and/or exhibits as requested or desired.

1. Describe your company’s history, purpose, mission, and values, and explain how they will support the relationship with Kent ISD and its goals.

2. Briefly provide a market summary of the proposed system. Explain the use of specific brands and components and their market share, technical capabilities, and record of reliability.

3. Describe the professional staff available for design, procurement, implementation, training, and support services. Include their qualifications and experience.

4. Describe general characteristics that differentiate your company from others in the industry.

Include any special advantages your services and system will provide.

5. Provide a list of three (3) sites similar to Kent ISD’s Conference Center, and where your proposed hardware and software are currently utilized, with preference to those in relatively close proximity to our location. Include contact information.

GENERAL CHARATERISTICS OF RESPONDERS PRODUCT AND

SERVICES

1. Describe the proposed system architecture. Bidders are required to provide the manufacturer and model numbers for each major piece of equipment and should provide “cut” or “specification” sheets when available.

2. Describe your implementation services, timeline, and process, with particular emphasis on systems configuration and scheduling.

3. Describe the types of documentation your company provides with the system and any warranties provided for specific hardware components.

4. Describe system administration, to include setup and maintenance, customization and video and audio data management.

5. Describe any available technical support services and each associated cost. If there are different levels of support services, please describe each level and list the services included.

PRICING STRUCTURE and PROPOSAL

1. Comprehensive Costs: The bid must encompass the entire scope of the project, including configuration and installation of all components, training for IT staff and users, and provisions for ongoing maintenance and support. This should also cover any future customizations.

2. Inclusion of Necessary Expenses: Any costs essential for complete system implementation, even if not explicitly listed in the bid, should be regarded as part of the total project cost.

3. Detailed Breakdown: The bid should itemize all aspects such as installation, configuration, cabling, labor, and materials. Costs should be presented in a phased manner, with each item clearly priced.

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4. Labor Cost Specification: Labor expenses must be quoted separately from equipment costs.

Please include hourly rates for each staff member.

5. Labor Hours and Budget: Provide an estimation of hours for each role involved in the project, along with a detailed budget for the total labor costs.

TRAINING

In accordance with the specifications, a training and orientation plan should be included with your proposal.

REMOTE DIAGNOSTIC CAPABILITY

To assist in diagnosing system problems or component malfunctions, a remote diagnostic capability is preferred in a maintenance contract. Please provide service or method for remote diagnostics and any related costs.

PRICES

Prices quoted shall remain valid for 180 days or proposal award, whichever comes first.

SYSTEM DESIGN AND THEORY OF OPERATION:

● Conference space for up to 120 people, adaptable for theater setup, U‐shape, classroom, or round tables (6 people each).

● Viewing Requirements: Participants must be able to view presentation screens from any seated position in the room.

● Listening Requirements: Audio system must allow all participants to clearly hear presentations no matter where they are seated in the room.

● Matrix Video Switching: System must allow routing of 2 independent video sources to different display devices/projectors.

● Field Replaceable HDMI: HDMI cables connecting lecture podium equipment must be easily replaceable by staff without dismantling the lectern.

● Projectors with auto shutdown/standby when no HDMI signal is detected.

● System‐wide shutdown at 21:00 with a 2‐minute countdown and cancel option.

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DETAILED DESCRIPTION OF WORK TO BE DONE:

Required:

● Upgrade to Q‐SYS Core 110f (or equivalent) for audio, video, and control systems.

● Install three upgraded laser projectors.

● Add confidence monitor over storage closet doors

● Add two motorized ALR screens beside the main projector screen. All screens will raise and lower automatically when the system is on / video is present.

● Manual motorized screen controls for redundancy.

● Direct HDMI connection to the main screen for center projector redundancy.

● Implement wireless video presentation capabilities (e.g., AirServer Connect 2, Kramer VIA

Connect 2, ScreenBeam).

● AV programming options via HDMI, SDI, or NDI for recording.

● Replace analog wiring with CAT6/HDMI as necessary.

● Update lectern and install a wall‐mounted control panel.

● Upgrade microphone system to digital standards (e.g., Shure Microflex or ULX‐D).

● Include 8 microphones (4 Shure ULXD8, 2 LAV, 2 handheld).

● Two passive XLR audio outputs for system/press on back walls.

● Install 1U or 2U UPS for the digital processor.

● Remove and cover old hardware and control panels.

● Provide system training and programming to Kent ISD contact.

● Ensure pre‐installation requirements for 120V electrical and IP network are detailed.

● Include a 1‐year warranty and programming updates for all components.

Additional Considerations:

● Ensure ADA compliance for accessibility.

● Consider acoustic treatment for optimal audio performance.

● Include a maintenance plan for hardware and software.

● Plan for future scalability or upgrades.

● Include network security measures for wireless presentation systems.

Optional:

● Video conferencing system

● Ability to feed program audio/video and presenter/room video into NDI/SDI system

● Remote NDI | HX3 capable PTZ camera with NDI video operator location in back corner of room

● Camera similar to BirdDog Eyes P200 Camera

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ROOM PRINT:

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AFFIDAVIT OF COMPLIANCE – IRAN ECONOMIC SANCTIONS ACT

Michigan Public Act No. 517 of 2012

The undersigned, the owner or authorized officer of ___________________________________ (the “Bidder”), pursuant to the compliance certification requirement provided in the Kent Intermediate School District request for proposal for 2024 KCC Audiovisual Project, hereby certifies, represents and warrants that the Bidder (including its officers, directors and employees) is not an “Iran Linked Business” within the meaning of the Iran Economic Sanctions Act, Michigan Public Act No. 517 of 2012 (the “Act”), and that in the event Bidder is awarded a Contract as a result of the aforementioned Invitation To Bid, the Bidder will not become an “Iran Linked Business” at any time during the course of performing under the Contract.

The Bidder further acknowledges that any person who is found to have submitted a false certification is responsible for a civil penalty of not more than $250,000.00 or 2 times the amount of the Contract or proposed Contract for which the false certification was made, whichever is greater, the cost of the Intermediate School District’s investigation, and reasonable attorney fees, in addition to the fine.

Moreover, any person who submitted a false certification shall be ineligible to bid on an Invitation To Bid for three (3) years from the date it is determined that the person has submitted the false certification.

Contractor:

By: _________________________________

Title: _________________________________

Date:________________________________

STATE OF _______________ )

)ss.

COUNTY OF _______________ )

This instrument was acknowledged before me on the _____ day of ____________, 20___, by

, Notary Public

_____________________County, ________

My Commission Expires:________________

Acting in the County of:________________

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FAMILIAL RELATIONSHIP DISCLOSURE STATEMENT

Important: This disclosure statement must be included with your bid ‐ required by state law (P.A. 232 of 2004)

As required by Public Act 232 of 2004, all bids shall be accompanied by a sworn and notarized statement disclosing any familial relationship that exists between the owner or any employee of the bidder and any member of the School

Board or the Superintendent of Kent ISD.

The undersigned, the owner or authorized officer of ___________________________________________________

(the Bidder), pursuant to the familial disclosure requirement provided in the attached invitation to bid, hereby represent and warrant, except as provided below, that no familial relationships exist between the owner(s) or any employee of the company and any member of the School Board or the Superintendent of Kent ISD. If such a relationship exists, please explain:

BIDDER:_____________________________

By:_________________________________

Title:_______________________________

STATE OF _____________ )

)ss.

COUNTY OF _______________ )

This instrument was acknowledged before me on the _____ day of ____________, 20____, by

, Notary Public

________________County, _____________

My Commission Expires:________________

Acting in the County of:________________