Kia_Center_SMPTE_2110_Video_Control_Room_Upgrade_(Addendum_#3_Revision).pdf

Mayor Chief Procurement Officer Buddy Dyer David Billingsley, CPSM, C.P.M.

REQUEST FOR PROPOSAL (RFP)

RFP25-0207

KIA CENTER SMPTE 2110 VIDEO CONTROL ROOM UPGRADE

The City of Orlando Procurement and Contracts Division has implemented an electronic bidding system to streamline solicitation responses.

CITY OF ORLANDO PROCUREMENT AND CONTRACTS SITE

https://www.orlando.gov/Our-Government/Departments-Offices/OBFS/Procurement

City of Orlando

REQUEST FOR PROPOSAL (RFP)

KIA CENTER SMPTE 2110 VIDEO CONTROL ROOM UPGRADE

TABLE OF CONTENTS

1. INTRODUCTION

2. REQUEST FOR PROPOSALS INFORMATION

3. TERM OF CONTRACT

4. MANDATORY MINIMUM QUALIFICATIONS

5. SCOPE OF WORK AND TECHNICAL REQUIREMENTS

6. PRE-PROPOSAL CONFERENCE

7. PROPOSAL DUE DATE AND TIME

8. PROPOSAL PREPARATION AND FORMAT

9. REQUIRED PROPOSAL SUBMITTALS

10. DELIVERY OF PROPOSALS

11. CONFORMANCE TO SOLICITATION

12. EVALUATION CRITERIA

13. PROPOSAL ADVISORY COMMITTEE AND EVALUATION PROCESS

14. GENERAL TERMS AND CONDITIONS

15. ADDITIONAL INFORMATION

16. ADDENDUM TO REQUEST FOR PROPOSALS

17. APPLICABLE LAW AND APPEALS

18. CONTRACT

19. EXECUTION OF CONTRACT

20. AFFILIATED AGENCIES

21. EMPLOYMENT ELIGIBILITY; E-VERIFY SYSTEM

22. RIGHT TO AUDIT RECORDS

23. FISCAL YEAR FUNDING APPROPRIATION

24. PUBLIC ENTITY CRIMES

25. PROMPT PAYMENT ACT

26. INVOICES

27. DISPUTE RESOLUTION

28. PROPOSER'S GUARANTEE

29. INSURANCE / BONDS

30. FLORIDA SALES TAX

31. DRUG-FREE WORKPLACE CERTIFICATION

32. AMERICANS WITH DISABILITIES ACT

33. RECIPROCAL LOCAL PREFERENCE

34. PURCHASING CONTRACTS W/ OTHER GOVERNMENT AGENCIES

35. FOREIGN CORPORATION

36. SUBCONTRACTORS

Kia Center SMPTE 2110 Video Control Room Upgrade

37. PURCHASING CARD PROGRAM

38. LIVING WAGE POLICY

39. PROHIBITION - CONTRACTING WITH SCRUTINIZED COMPANIES

40. SOFTWARE LICENSES

41. NON-DISCRIMINATION

42. GOVERNING LAW / VENUE

43. RECOVERED MATERIALS

44. PROHIBITION AGAINTS CONSIDERING SOCIAL, POLITICAL, OR

IDELOGICAL INTEREST IN GOVERNMENT CONTRACTING

45. VENDOR QUESTIONNAIRE / ATTACHMENTS

46. NO PROMOTION OR ADVERTISING BY CONTRACTOR

47. EQUIPMENT TITLE

48. RELATIONSHIP OF THE PARTIES

49. WARRANTIES

50. SAFETY AND LEGAL REQUIREMENTS

51. INDEPENDENT CONTRACTOR STATUS

52. LIENS

Attachments:

A - EXHIBIT 1 - Sample CONTRACT

B - EXHIBIT 2 - Technology Upgrade - Drawing Package

C - EXHIBIT 3 - Orlando Magic Tech Schedule

D - EXHIBIT 4 - Kia Center Parking

1. INTRODUCTION

1.1. Summary

The City of Orlando (City) requests Proposals from interested and qualified Proposers to provide turn-key SMPTE 2110 Video Control Room Upgrade to the City for Kia Center located at 400 West Church Street, Orlando, Florida 32801.

A. Introduction - The Request for Proposal represents the minimum requirements to furnish a complete turn-key package as described in this RFP. The City has contracted with consultant Anthony James Partners (AJP) to provide input on this project including but not limited the scope of work, technical requirements, specifications, conceptual drawings, and SMPTE 2110 Video Control Room market information.

1. The Contractor will provide the Work described in the RFP Documents on a

'turnkey basis.’ Work contemplated by this RFP includes, unless otherwise indicated, manufacturing, supply, delivery, installation, labor, related services

(including design) and testing of all equipment and materials necessary to install and operate the Kia Center Upgrades as described in the RFP

Documents, and more particularly in the performance specifications included in the RFP Documents.

2. Proposers responding to this RFP must provide pricing for a complete turn-key installation, including pricing for the provision and installation of all items necessary to provide finished and fully operational systems. Materials, equipment, and related services required for the provision and installation of such a system, not expressly addressed in this RFP, are understood to be the responsibility of the Proposer.

B. General Description - The Contractor shall provide a complete, workable, and operational system including all labor, equipment, tools, material, engineering, supervision, licenses, insurance, and permits to engineer, manufacture, and install a fully integrated and operational SMPTE 2110 Video Control Room highlighted by the following:

1. SMPTE 2110 Video Control Room

a. Primary and Secondary SMPTE 2110 Cores

b. Switches

c. Graphic Systems

d. Replay System

e. Cameras

f. Various Workstations

g. Camera Shading/Engineer in Charge Stations

h. New Consoles

i. Monitor Walls

j. Terminal Gear

k. Truck Dock Interface

l. Mobile Show Interface

C. Definitions:

1. "Proposer" shall mean each Vendor submitting a proposal in response to this

RFP.

2. "Contractor" shall mean the Vendor that has been selected to provide products or services or both to the City.

3. "City" shall mean City of Orlando.

4. "Code Authority having Jurisdiction" shall mean the office or Agency responsible for assuring the work’s compliance with the State Building Code.

5. "Contract" shall mean any written contract entered between the City and

Contractor following the award of a contract with respect to this project.

6. "Substantial Completion” – shall be defined as all work under the Contract has been substantially completed in accordance with the terms of the

Contract and all systems are fully operational and ready for the intended use. Systems shall be installed, all rack equipment installed, all cabling completed, system has been commissioned and tested in accordance with applicable requirements of the Technical Specifications and the

Contract. The project is ready for final punch list by the City and/or the City's designated representative.

7. "Guaranteed Completion” – shall be defined as all punch list items have been completed, Closeout Documentation has been turned over, and all work under the Contract is ready for final acceptance by The City once three (3) consecutive problem free events have been completed as defined by Section

5.10.E.

8. "RFP Documents” – refers to the request for proposals issued by the City and more specifically consisting of the RFP titled "Kia Center SMPTE 2110 Video

Control Room Upgrade" dated February 20, 2025 and any attachments, and addenda issued in writing following issuance of this RFP.

9. "Vendor” – refers to each entity receiving this RFP and from whom a proposal is being solicited.

10. "Contract Sum” refers to the compensation, including all other fees, costs, expenses, taxes and other amounts to be paid to the Contract for the Work.

1.2. Background

Since opening in October 2010, the Kia Center redefined the entertainment experience for fans and entertainers alike. This state-of-the-art arena is home to the NBA's Orlando

Magic and ECHL's Orlando solar Bears while also playing to the biggest names in music.

The arena has hosted numerous milestone events including NBA All-Star Weekend, NCAA March Madness, Wrestlemania 33 and sell-out concerts by the biggest names in the business like Paul McCartney, Ed Sheeran, Taylor Swift, Justin Timberlake and Billie

Eilish.

Kia Center hosts roughly 225 events a year and welcomes more than 1.3 million patrons annually.

Learn more about the arena and its history by clicking the links below.

https://www.kiacenter.com/arena-info

1.3. Contact Information

Direct inquiries to the following:

Tara Urdininea

CPP, Purchasing Agent II

400 South Orange Avenue

Orlando, FL 32801

Email: tara.urdininea@orlando.gov

Phone: (407) 246-2368

Department:

Orlando Venues

1.4. Timeline

The following is the scheduled calendar of events with important dates and times. Dates are subject to change by the Chief Procurement Officer (“CPO”) of the Procurement and

Contracts Division or designee, at their sole discretion. If the Procurement and Contracts

Division determines that it is necessary to change these dates or times prior to the

Proposal due date, the change will be announced via an addendum.

https://www.kiacenter.com/arena-info mailto:tara.urdininea@orlando.gov tel:(407)246-2368

Release Project Date February 21, 2025

Pre-Proposal Meeting (Mandatory) February 28, 2025, 9:00am

Kia Center

400 West Church Street

Second Floor (Founder's Level)

Founders Red & White Conference Room

Orlando, FL 32801

Question Submission Deadline March 10, 2025, 5:00pm

Proposal Submission Deadline March 26, 2025, 2:00pm

JOIN THE VIRTUAL PROPOSAL

OPENING.

Online:

https://teams.microsoft.com/l/meetup-join/19%3ameeting_Nzg1MDgxMDYtNTc4

Ny00ZDYzLTgzMDQtMDZlMDYzNjg4OTY

5%40thread.v2/0?context=%7b%22Tid%2

2%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%

2267b536ad-34cb-46e2-afe9-a0f9f437bd65%22%7d

Or, call into the virtual meeting by dialing this phone number: +1 321-247-7568

Once dialed-in and prompted, enter the

Conference ID: 233 785 529 318

2. REQUEST FOR PROPOSALS INFORMATION

The Procurement and Contracts Division is the official source to obtain information relating to City of Orlando solicitations. It is incumbent on the Proposer to obtain solicitation and current award information prior to and after the scheduled opening date of a Request for Proposals. Information is updated daily as it becomes available. An award, or recommendation of award, may be made at any time after the scheduled opening date of a Request for Proposals. You may obtain award and other solicitation information in a variety of ways:

A. There are currently two Internet sites available to obtain RFP Selection

Committee rankings, Notice of Intended Action for award and other information:

https://teams.microsoft.com/l/meetup-join/19%3ameeting_Nzg1MDgxMDYtNTc4Ny00ZDYzLTgzMDQtMDZlMDYzNjg4OTY5%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%2267b536ad-34cb-46e2-afe9-a0f9f437bd65%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_Nzg1MDgxMDYtNTc4Ny00ZDYzLTgzMDQtMDZlMDYzNjg4OTY5%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%2267b536ad-34cb-46e2-afe9-a0f9f437bd65%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_Nzg1MDgxMDYtNTc4Ny00ZDYzLTgzMDQtMDZlMDYzNjg4OTY5%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%2267b536ad-34cb-46e2-afe9-a0f9f437bd65%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_Nzg1MDgxMDYtNTc4Ny00ZDYzLTgzMDQtMDZlMDYzNjg4OTY5%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%2267b536ad-34cb-46e2-afe9-a0f9f437bd65%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_Nzg1MDgxMDYtNTc4Ny00ZDYzLTgzMDQtMDZlMDYzNjg4OTY5%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%2267b536ad-34cb-46e2-afe9-a0f9f437bd65%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_Nzg1MDgxMDYtNTc4Ny00ZDYzLTgzMDQtMDZlMDYzNjg4OTY5%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%2267b536ad-34cb-46e2-afe9-a0f9f437bd65%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_Nzg1MDgxMDYtNTc4Ny00ZDYzLTgzMDQtMDZlMDYzNjg4OTY5%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%2267b536ad-34cb-46e2-afe9-a0f9f437bd65%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_Nzg1MDgxMDYtNTc4Ny00ZDYzLTgzMDQtMDZlMDYzNjg4OTY5%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%2267b536ad-34cb-46e2-afe9-a0f9f437bd65%22%7d

1. The City of Orlando Procurement and Contracts Division’s Website:

http://www.orlando.gov/procurement/solicitations/ If you are interested in obtaining solicitation information, copy and paste the above link into your web browser and click on View Current Bids. Please remember that you must keep your registration information up to date in order to continue to receive notifications of bidding opportunities that meet your commodity code selections.

2. Direct link to the City's e-Procurement Portal:

https://procurement.opengov.com/portal/orlando.

B. You may visit the Procurement and Contracts Division, during normal business hours, to obtain award information, solicitation packages, addendums, and other documents. Our office is located at:

City of Orlando

Procurement and Contracts Division

400 South Orange Avenue, Fourth Floor

Orlando, Florida 32801

You may also call the Procurement and Contracts Division at (407) 246-2291, during normal business hours, to request award and other solicitation related information.

We appreciate your interest in doing business with the City Beautiful and wish you much success with your business ventures.

3. TERM OF CONTRACT

It is the intent of the City is to award a Contract for a two (2) year term to begin upon approval and execution by the City. The Contract may, by mutual assent of the parties, be extended for three (3) additional twelve (12) month periods or portions thereof, up to a cumulative total of sixty (60) months.

4. MANDATORY MINIMUM QUALIFICATIONS

The City seeks to contract with a contractor for the full performance of the work as described in this RFP and to obtain long-term service and support for all equipment supplied by the selected proposer. In an effort to ensure the chosen proposer has the long-term interests of the City in mind, the following mandatory minimum qualifications have been established. Subject to the City’s right to waive minor irregularities, Proposers that do not meet the mandatory minimum qualifications will be deemed non-responsive and will not be considered for further evaluation.

http://www.orlando.gov/procurement/solicitations/ https://procurement.opengov.com/portal/orlando

A. The Proposer shall provide a list of a minimum of five (5) facilities/locations

(facility, contact name, title, address and current phone number) where the

Proposer has provided equipment and services of comparable brand, size and scope within the last three (3) years.

B. The Propose shall provide a minimum of two (2) facility/locations (facility, contact name, title, address and current phone number) where the Proposer has provided equipment and services of comparable brand, size and scope that is at least five (5) years old.

C. The Proposer shall be required to provide a Letter of Surety from their bonding agent, stating their ability to provide a 100% payment and performance bond if they are the successful proposer.

D. The Proposer shall have a direct service employee or certified contractor capable of providing maintenance response within two (2) hours of a call for service.

5. SCOPE OF WORK AND TECHNICAL REQUIREMENTS

5.1. Description

A. The Contractor will provide a turn-key installation of a new SMPTE 2110 Video

Control Room platform. The contractor is required to provide the design based on the provided equipment list and drawing package.

B. The Contractor shall be responsible for the decommissioning of the existing systems/infrastructure, securing owner furnished equipment that will be re used as identified by the owner, palletizing and shrink-wrapping of decommissioned equipment. Each pallet will have an inventory with serial numbers attached to pallet and provided to owner and consultant. Pallets will be moved to a storage spot in the arena at the owners direction.

C. The existing racks and power in the Technical Operation Center (TOC) will be used for the installation and provisioning of the new SMPTE -2110 environment.

D. There is adequate power located in the TOC. Contractor shall be responsible for all power and electrical distribution from demarcation point to the new system(s) if additional or reconfigured circuits are required. Contractor shall provide all secondary power connections/terminations required to power new system(s). Contractor is responsible for providing stamped electrical drawings by a licensed electrical engineer in the State of Florida.

E. The Control Room and TOC are all located on a raised flooring system. Cable pathways will run under the floor. This is a non-plenum space. Pathways to the truck interface is an existing pathway.

F. As a part of this scope is a complete turnkey LED Front End. The demarcation point for the LED system will be the input of the processor. The integrator will be responsible for the cable and signal connected to the LED’s Display Processor.

G. A drawing package, Exhibit "2" titled Technology Upgrade Drawings Package, is provided as part of this bid package. This will be considered the Basis of Design, any additional equipment required for a complete and functional system will be the responsibility of the contractor to furnish. There is a section in the bid form titled “Other Items Needed” where you can declare additional equipment you feel is needed for a complete system.

H. The contractor is responsible for supplying a complete and fully operational system as intended by the RFP documents and any subsequent addendums. Prior to entering into a contract for the project, bidder is responsible for notifying the City of any equipment omissions in the RFP documents that would prevent the completion of a fully operational system. If Contractor fails to notify the City of any equipment omissions, Contractor shall assume responsibility for providing the required equipment at no additional cost to the

City.

I. Contractor shall field verify all work site conditions, including dimensions and site lines prior to submitting shop drawings.

J. The Contractor will be wholly responsible for any necessary logistic, staging, planning, etc. required to access and execute the work. This includes any demolition, clearing and put back necessary to access the project or to create staging or storage areas. Trailer installation on the grounds for for field offices and material storage will be subject to approval and space availability, depending on the event schedule and available space. If trailers cannot be accommodated on site, alternative storage arrangements will need to be discussed/made. Once the project is awarded, details regarding the size and duration of storage can be discussed to explore potential options. If off-site storage is required, available locations and associated costs can be discussed. The contractor shall return all existing conditions and improvements to a condition equal to the condition it was found upon mobilization.

K. Contractor shall grant the City a license to use all proprietary software provided with this RFP for the life of the system.

5.2. General: Submittal Requirements

A. Initial Submittals and Shop Drawings.

1. Contractor shall be required to provide submittals and shop drawings to the

City within thirty (30) calendar days of date shown on award notice, acknowledged with a binding letter of intent. Contractor shall be responsible to ensure that the dimensions and specifications of each component and all systems fit within the building allowances. The City and AJP must review and approve all submittal documents prior to the start of work. Contractor shall advise the City of any discrepancy that could affect installation. If Contractor fails to notify the City of any discrepancies, Contractor shall assume responsibility for providing the required equipment or correcting such discrepancies at no additional cost to the City. The following required submittals will be defined by guidelines established by the City and shall include but not be limited to:

a. Submit one electronic set of shop drawings in PDF and .dwg formats, product data and samples together in one package within fifteen (15) calendar days of date shown on award notice to Contract and prior to ordering equipment.

b. Provide a PDF Binder with a complete list of proposed equipment with reference to its corresponding specification paragraph number or equipment title in specification paragraph order. Denote all approved substitutions.

c. Submit shop drawings for all equipment and power calculations.

d. Point-to-point wiring diagrams and typed wire lists identifying every connection. Include electronic devices such as switches, transformers and terminal blocks. Indicate locations of all components. Identify cables by types, colors and wire numbers. Complete, detailed wiring diagrams for the systems, based on the contract documents but including cable types, identification and color codes, and detailed wiring of connections, both at equipment and between equipment racks and wiring conduit, connector types, expansion loops and cable lengths. Drawings shall comply with ANSI and International Electrotechnical Commission recommendations and standards as appropriate. Provide drawing set cover sheet clearly dimensioning all cable preparation details for each cable type and connector utilized in the system.

e. Rack layouts indicating the proposed arrangement of mounted equipment including power junction box location and locations of conduit penetrations. The rack layouts shall include front and rear views. BTU loads for each piece of equipment should also be included on the rack layout drawing.

f. Detail drawings of all custom fabricated items and approved equipment modifications. Include complete parts lists, schematic diagrams, and all dimensions required for proper assembly.

g. Submittal drawings shall indicate proposed color selections and finishes for all exposed surfaces and custom fabricated items. Submit actual color/finish samples, wall plates, and custom labels.

h. Submit a list of all lower tier subcontractors and suppliers. List shall include lower tier subcontractor’s qualifications indicating performance of similar work on past projects of this type and scope.

i. Submit a project schedule in Gantt chart format outlining equipment delivery dates and installation start and finish dates. Project schedule shall be broken down into sufficient detail (work task and duration) to permit the City to monitor installation progress on a daily basis.

j. Copies of all required business and contractor licenses.

k. Copies of proof of insurance.

l. Approval of submitted items indicates only the acceptance of the manufacturer and quality. Specific requirements, arrangements, and quantities shall comply with the intent of the Contract Documents as interpreted by the City unless specifically approved in writing.

m. Submittals that are incomplete, deviate significantly from the requirements of the Contract Documents, or contain numerous errors will be returned without review for rework and re-submittal, and may result in back charges to the contractor.

B. Contract Closeout Submittal.

1. When the installation is substantially complete including the Testing Reports in Section 5.10, Contractor shall submit two (2) complete initial hard copy sets of contract closeout submittals to the City for review. After review and approval of initial set, the City shall return one (1) initial hard copy to

Contractor with comments for updating. Contractor shall provide four (4) final sets of closeout submittals to the City and one (1) electronic copy in PDF format. Closeout submittals shall include, but not be limited to:

a. Project Record Drawings (As-Built Drawings) including final screen fabrication drawings, secondary steel structural drawings, electrical drawings, system block diagrams, rack layout drawings, custom fabricated signage drawings (final fabrication version), and LED population and/or fluorescent lighting layout drawings for custom fabricated signage.

b. A list of all equipment provided and its location within the facility. List shall include manufacturer name, model identifier, serial number, and any other pertinent information needed to obtain service, maintenance, and/or replacement.

c. A list of all Subcontractors who performed work for Contractor during installation. List shall include company name, physical company address, phone number, and contact person(s).

d. Documentation certifying old video displays, matrix displays, signage elements and associated support structures that were demolished by

Contractor prior to the installation of new equipment has been properly disposed of or recycled per local, provincial, and/or federal law(s).

e. Test reports from an independent testing and inspection agency certifying that bolted and/or welded connections for secondary structural steel meet the minimum requirements of the engineered structural drawings, the governing building code, or as required by the building official; whichever is more restrictive.

f. All testing reports as specified in Section 5.10 – Testing and Acceptance.

g. Test reports for all new fiber optic cable installed under this scope of work.

Test reports shall indicate end to end signal loss does not exceed a maximum dB loss per Section 5.8.

h. Operation & Maintenance Manual.

2. Upon substantial completion and prior to on-site training with the City, Contractor shall provide four (4) final Operation & Maintenance Manuals

(O&M Manuals). O&M Manuals shall have tab dividers and shall be logically organized to provide easy access to information without the need to research through entire manual. All documents provided in the O&M Manual shall be written in English and shall provide sufficient detail as to be understood by an individual with no knowledge of LED displays or the associated control equipment and/or operating systems. Contents of the O&M Manual shall include, but not be limited to:

a. Table of Contents.

b. Description / overview of system(s) including key features and operational procedures.

c. Full start up procedure for all control room rack equipment and any additional audio components written under the assumption that all equipment was in full powered off mode.

d. Full shutdown procedure for all control room rack equipment and any additional audio components written under the assumption that the facility is in an extended power failure situation.

e. Single-line block diagrams showing all major components of the systems.

f. All third-party equipment and/or "off the shelf" equipment warranties and a notarized System Warranty.

5.3. General: Equipment General Specifications

A. All equipment and materials, except the City furnished, shall be new and the latest version at the time of bid and shall conform to applicable UL, ULC, CSA or

ANSI provisions. Re-manufactured or “B” stock equipment will not be accepted without prior written consent from the City. Evidence of unauthorized re-manufactured or “B” stock equipment on the project site will be deemed evidence of the contractor’s failure to perform the work. Contractor shall take necessary care during installation to prevent scratches, dents, chips or disfiguration of equipment and materials supplied. All damaged equipment and/or materials shall be repaired or replaced at the City’s discretion. Contractor shall perform either option selected by the City at no additional cost to the City.

B. All cabling [minus equipment power] is to be labeled at each end of the cable with a description in English OR with a reference to a wire designation on a wiring diagram. These diagrams must be part of the Project documentation submitted at time of acceptance.

C. Install all rack mounted equipment with Middle Atlantic Products HP Series truss head screws, or approved equal.

D. Provide engraved self-adhesive phenolic labels at the front and rear of all rack-mounted signal processing equipment. Mount labels on the equipment chassis and attach in a neat and permanent manner. Embossed label will not be accepted. Label equipment with schematic enumeration reference, and with descriptive information regarding its function or area it is serving. Similarly, provide engraved labels at the rear only of equipment mounted in furniture consoles.

E. All engraving shall be 1/8” block lettering unless noted otherwise. On dark panels or pushbuttons, letters shall be white. Letters shall be black on stainless steel, brushed natural aluminum plates or light-colored pushbuttons.

F. Per IEC-268 standard, all XLR connectors not mounted on equipment shall be wired pin 2 hot (high), pin 3 low, and pin 1 screen (shield).

G. Mounting Hardware exposed to the weather shall be aluminum, brass epoxy painted galvanized steel or stainless steel. Apply corrosion inhibitor to all threaded fittings.

H. Contractor shall exercise care when wiring racks to avoid damaging cables and equipment. Contractor shall install grommets around cut-outs and knockouts where conduit or chase nipples are not installed.

I. Equipment Racks shall have a ground buss installed in each rack. Ground buss shall be insulated from the rack. Attach equipment rack to ground buss at one point using #4 insulated copper wire. Ground any equipment chassis without a three-conductor power cord directly to the buss bar using #12 insulated copper wire. Tie each and every power receptacle ground contact to the buss bar using

#12 insulated copper wire. Interconnect signal cables shall be routed from junction boxes through metallic flexible conduit(s) (1” to 2” diameter) as appropriate. Flexible conduit shall be insulated from racks by approved insulating bushings.

J. Power wiring and signal/data wiring shall be installed on opposite sides of rack. Contractor may determine which side is using for power and which side for signal. Method shall be kept the same for entire installation if multiple racks are required. Contractor shall exercise care when wiring racks to avoid damaging cables and equipment.

5.4. General: Quality Assurance

A. All requirements of the latest published editions of the following standards shall apply, unless otherwise noted. In the event of conflict between cited or referenced standards, the more stringent shall govern.

1. National Electric Code (NEC).

2. National Electrical Manufacturers Association (NEMA)

3. American National Safety Institute (ANSI)

4. Occupational Safety and Health Administration (OSHA)

5. American Iron and Steel Institute (AISI)

6. Underwriters Laboratories (UL)

7. Federal Communications Commission (F.C.C.) Rules and Regulations, Part

76.

8. Society of Cable Television Engineers (S.C.T.E.)

9. Society of Motion Picture and Television Engineers (S.M.P.T.E.)

10. American Society of Testing Materials (A.S.T.M.)

11. National Cable Television Association (N.C.T.A)

12. Electronic Industries Association (E.I.A.)

13. Telecommunications Industries Association (T.I.A.)

14. Florida Building Code – Most Current Revision

B. Review all architectural, civil, structural, mechanical, electrical, and other project documents relative to this work.

C. Verify all dimensions and site conditions prior to starting work.

D. Coordinate the specified work with all other trades.

E. Maintain a competent site supervisor employed directly by this contract and supporting technical personnel, acceptable to the City during the entire installation. Change of supervisor during the project shall not be permitted without prior written approval from The City.

F. Provide all items not indicated on the drawings or mentioned in the specifications that are necessary, required, or appropriate for this work to realize a complete and fully operational system that performs in stable and safe manner.

G. Review project documentation and continuously make known any conflicts discovered and provide all items necessary to complete this work to the satisfaction of the City without additional expense. In all cases where a device or item or equipment is referred to in singular number or without quantity, each such reference shall apply to as many such devices or items as are required to complete the work.

H. Provide additional support or positioning members as required for the proper installation and operation of equipment, materials and devices provided as part of this work as approved by the City, without additional cost to the City.

I. Regularly examine all construction, and the work of others, which may affect

Contractors work to ensure proper conditions exist at site for the equipment and devices before their manufacture, fabrication, or installation. Contractor shall be responsible for the proper fitting of the systems, equipment, materials, and devices provided as part of this work.

J. Promptly notify the City in writing of any difficulties that may prevent proper coordination or timely completion of this work. Failure to do so shall constitute acceptance of construction as suitable in all ways to receive this work, except for defects that may develop in the work of others after its execution.

K. After installation, submit photographs showing cable entries and terminations within equipment racks, enclosures, and pedestals at the job site.

L. Vendor is required to submit weekly progress reports with detailed pictures during the actual installation / construction period.

5.5. General: Warranty and Service

A. Contractor shall warrant labor and materials for twenty-four (24) months following the date of Final Acceptance.

B. During the warranty period the system shall be free of defects and deficiencies and conform to the drawings and specifications with respect to the quality, function, and characteristics stated.

C. Contractor shall repair or replace defects that occur in labor or materials within the warranty period. If repair is affected using the City’s spare parts allotment, Contractor shall replenish all parts used to keep the City’s inventory at the amount required by the contract.

D. On-site labor shall be included during the warranty period for all work including simple component replacement. Simple component replacement shall be defined as lighting unit or power supply replacement or the replacement of an internal display signal cable that does not require tools to perform the cable replacement.

E. Failed parts shall be returned to the Contractor for repair at a service facility located in the United States. Contractor shall identify the location of its service facility in the documentation provided when submitting a bid for this work.

F. The Contractor shall replace failed parts that cannot be repaired.

G. Upon receipt of a failed part, Contractor shall return a repaired or replacement part to the City within fifteen (15) business days from receipt of failed part.

H. Contractor shall supply at least one local service employee or local authorized service agent for servicing and repair of all equipment during the warranty period. Local service employee or local authorized service agent shall be located within 75 miles of the City’s facility.

I. The local service employee or local authorized service agent shall be entity responsible for providing the following emergency response availability:

1. Telephone service assistance and technical support from 8am to 11pm local time at the City’s facility, 7-days per week.

2. Answer all service calls and requests for information within one (1) hour during the warranty period and provide on-site repair service within 24 hours.

3. A parts exchange program, including same day shipment of exchange parts.

The manufacturer shall keep a ready stock of key assemblies available to ship out upon notice of a parts failure if part is not available in spare parts inventory at The City’s facility.

4. The advance replacement should contain all of the shipping information and packaging necessary to return the defective part or assembly back to

Contractor at no cost to the City.

J. Warranty shall cover all equipment, including processors, controllers, operating systems, and software.

K. Warranty shall include two annual on-site system check-ups by a qualified technician who is a full-time employee of the Contractor. Visit to occur approximately 2-3 weeks prior to the start of the second and third anniversaries of the warranty period start date or as determined by the City.

L. Check-up shall include all regular maintenance; including filter changes, a complete inspection of all systems, parts replacement where required and a complete written report of all findings.

M. All extended warranty pricing requested in this RFP shall include the same requirements as stated in this section unless specifically excluded on the bid form.

N. Furthermore, if a particular system problem that resolves without a repair, presents itself in more than 2 consecutive days, Contractor will be responsible for providing on-site support as well as system diagnosis, until the problem is identified and resolved.

5.6. Execution: Scope of Work

The following outlines the turnkey delivery and installation responsibilities that define the project scope of work. Any and all work outlined in this section is the responsibility of the

Contractor unless otherwise noted. Contractor is required to provide all labor, materials, tools, supervision, and equipment to perform the following:

A. The Contractor shall be responsible for providing a complete turn-key installation as described.

B. All equipment listed in the Bid Form should be considered the base bid. All alternative equipment will be considered as long as it meets the same specs as the base system. Please provide cut sheets for any alternative equipment you are presenting. This can be presented in the “Vendor Alternative Tab” of the bid form.

C. The mounting of all Pan-Tilt-Zoom Camera's (PTZs) will be in coordination of the owner for placement. The contractor is responsible for all mounting hardware required for a stable secure camera mount. The mount and pole will require a minimum of 3 points of attachment as well as a design that minimizes the movement of the camera from the torque of the PTZ head.

D. The Contractor is required to provide all labor, materials, tools, supervision, and equipment to perform the work outlined in this scope of work.

E. Provide and install all equipment, displays and aesthetics listed in Bid Form–

Products, including any and all equipment not specifically listed that is required to provide a completely functional system. All primary and secondary structure required to install the displays shall be engineered, supplied, and installed by the

Contractor. Contractor shall provide final stamped structural drawings per

Section 5.2.

5.7. Execution: Engineering

A. The Contractor must submit drawings and calculations stamped by a licensed engineer in the State of Florida for the attachment points for any secondary steel and displays not shown on the Project Drawings.

B. As part of the permit submittal set, the Contractor shall include the stamped hoist submittal, provided by the City, as part of their permit set.

C. Contractor is responsible for taking all seismic, wind and environmental considerations into account and making structural provisions for any such requirements.

D. The City must approve all drawings in writing prior to the fabrication and installation of any equipment.

E. Engineered drawings are to include electrical.

5.8. Execution: Electrical and Data

A. The electrical design and installation of all branch circuits by the Contractor shall comply with NEC, provincial and local codes, as well as the City regulations and guidelines.

B. The Contractor shall provide electrical and data one-line diagrams.

C. Electrical design and engineering must be reviewed and approved by the City prior to any electrical work by the Contractor.

D. The Contractor will be responsible for power distribution from the demarcation points noted on the included electrical drawing. Any additional electrical components required for a complete and fully operational system but not shown on the electrical drawings shall be the responsibility of the Contractor.

E. Contractor to provide a 4” x 4” J-Box at top/bottom of each rack with power circuit cabling terminating in 24” pig tails. Label each outlet as to which AC circuit is feeding it and provide the same information in the circuit breaker panel. the City will provide all AC power and conduit to the equipment racks and will terminate

AC power circuits within the J-Boxes.

F. The Contractor will be responsible for providing stamped electrical drawings. A licensed/registered engineer in the state of Florida where this project is located shall stamp all electrical drawings.

G. Multi-mode fiber tested shall not have a signal dB loss greater than 0.1dB per

100 feet (30m) for 850nm fiber or a loss greater than 0.1 dB per 300 feet (100m) for 1300nm fiber.

H. Single-mode fiber tested shall not have a signal dB loss greater than 0.1dB per

600 feet (200m) for 1310nm fiber or a loss greater than 0.1 dB per 750 feet

(250m) for 1550nm fiber.

I. Contractor to provide all required fiber transmitters and receivers (including amplifiers where required). Contractor will be responsible to terminate and perform final connection of all cables. Cables will be routed from the specified control locations to the display components per Contractor’s diagram once the

City has approved diagram.

5.9. Execution: Training

A. The Contractor at its own expense will provide designated the City employees’ operator and maintenance training.

B. Training will be performed at the site by a qualified technician and shall occur either during installation of the equipment or immediately thereafter. O&M

Manuals per Section 5.2, shall be provided to the City prior to training.

C. The training shall cover the operation, routine maintenance and troubleshooting of the video replay system and control equipment.

D. Contractor will be required to have the project engineer on-site for the first event and continue to be on-site for three (3) consecutive problem free events. At least two of these events must be Orlando Magic basketball games. “Problem-free” constitutes an event where the video system, and any other components installed by the Contractor are without failure during the day of or during the event.. Each successful event will need to be signed off by the City until three (3) consecutive events are achieved.

E. Warranty period will commence at conclusion of the third consecutive successful day.

5.10. Execution: Testing and Acceptance

A. Contractor must demonstrate the full capabilities of the provided systems and prove performance meets contractual specifications.

B. Confirmation will be required of, but not limited to the following functions:

operation of each system component, including back-up systems, control functionality, integration with existing systems, diagnostic capabilities, screen brightness, color temperature and viewing angles.

C. Contractor must provide all necessary testing equipment for acceptance.

D. Upon notice from the Contractor of substantial completion and at a time to be mutually agreed upon, the Contractor will arrange for the testing of all operations of the systems comprised in scope of work at the time of substantial completion.

E. The following items must be completed and signed off by an appropriate City official before the City will deem the system “Accepted.”

1. Three Completed events with no equipment or system failures.

2. The Project will not be responsible for any added costs as a result of an unsuccessful acceptance test.

3. Functionality of each of the displays and their control systems, as specified, shall be demonstrated in its entirety.

4. Acceptance of the system includes, but not limited to, the completed installation of all physical components as well as proper system functionality.

Tests of the system shall not occur until after the system has been installed, and all work completed.

F. Document all acceptance testing, calibration and correction procedures described herein. Include the following information:

1. Performance date of the given procedure.

2. Condition of performance of procedure.

3. Type of procedure, and description.

4. Parameters measured and their values, including values measured prior to calibration or correction, as applicable.

5. The names of personnel conducting the procedure.

6. The equipment used to conduct the procedure.

G. Upon completion of initial tests and adjustments, submit written report of tests to

The City, along with all documents, diagrams, and recorded drawings required herein.

H. Final Procedures:

1. Perform any and all “punch-list” work to correct inadequate performance or unacceptable conditions, as determined by the City, at no additional expense to the City.

2. Furnish all portable (includes spare parts) equipment to the City along with complete inventory documentation. All portable equipment shall be presented in the original manufacturers packing, complete with all included instructions, miscellaneous manuals, and additional documents.

3. Provide new acceptance testing in the same format as initial test reports.

4. Check, inspect, and if necessary, adjust all systems, equipment, devices, and components specified, at the City’s convenience, approximately thirty (30) days after the City’s acceptance.

5. Upon completion of the Work, the City may elect to verify test data as part of acceptance procedure.

6. Provide personnel and equipment, at the convenience of the City, to reasonably demonstrate system performance and to assist with such tests without additional cost to the City.

5.11. Delivery, Storage and Security

A. The Contractor shall deliver to the site all system components and related materials at its own expense.

B. The Contractor shall unload, uncrate, assemble, and transport each component to its desired location for installation and install the system on-site in accordance with on-site regulations.

C. The Contractor will be responsible for the cleanup, recycle (where applicable), and disposal of all packaging materials and debris.

D. The contractor is responsible for removal and recycling of all removed components and disposal of any non-recyclable materials.

E. The Contractor is responsible for providing any temporary on-site storage for equipment and materials unless adequate on-site storage is available from

Owner.

F. Owner shall not be responsible for security or insurance related to said equipment or materials, even if stored on-site at locations designated or approved by Owner.

G. Any temporary storage requirements must be coordinated with the Owner.

5.12. Miscellaneous Regulations and Rules

A. Contractor shall be responsible for day-to-day premises and facilities cleanup, including temporary storage, removal and disposal of debris, trash and rubbish caused by its employees, or installation material-men or workmen. All tools, equipment and materials shall be secured upon completion of the day's work.

Surplus materials shall be removed from the work site and stored in their appropriate location.

B. Contractor shall not drive nor operate a vehicle, equipment, or machinery upon any of Owner's campus lawns, grounds, pathways or interbuilding walkways without having first obtained concurrence of the activity and approval for operating the vehicle, equipment, or machinery from Owner. Requests for approval will be submitted through the Owner’s assigned Project Contact.

C. Contractor's personnel will follow Owner’s standards and personal conduct codes while on Owner’s premises. A copy of those standards and codes will be provided to Contractor on request. Personnel found violating these standards or regulations shall be asked to leave the work site and shall not be allowed to return.

D. OSHA REGULATIONS: It is the Contractor’s responsibility to guarantee that all items of hardware, services rendered or working environments meet or exceed those requirements and guidelines established by the Occupational Safety and

Health Act (OSHA). Questions regarding such requirements as pertaining to

Owner may be referred to the Kia Center Safety Officer.

E. SAFETY: Contractor shall give all required notices and comply with all applicable laws, ordinances, rules, regulations, and lawful orders of any public authority bearing on the safety of persons or property and their protection from damage, injury, or loss.

F. EMERGENCIES: In any project related emergency affecting the safety of persons or property, Contractor shall act with all due haste to prevent further threatened damage, injury, or loss, and will immediately notify Kia Center

Security Office.

G. PROTECTION OF OWNER'S FACILITIES: Contractor shall be responsible for replacing, restoring, or bringing to original condition any campus property or facilities damaged by Contractor's personnel or operations. Any damage or disfigurement must be reported promptly to the Owner and restored by the

Contractor at its own expense.

H. NONDISCRIMINATION: Contractor shall represent in its proposal that it and all its subcontractors are following nondiscrimination legislation and fair employment practices.

6. PRE-PROPOSAL CONFERENCE

6.1. Date

A Mandatory Pre-Proposal Conference will be held at:

Kia Center 400 West Church Street Second Floor (Founder's Level) Founders Red &

White Conference Room Orlando, FL 32801 on Friday, February 28, 2025 at 9:00 am.

In order to be considered present for a Mandatory Pre-Proposal Conference, a Proposer must have at least one (1) representative present and signed in on the Pre-Solicitation

Sign-In Sheet. See the Introduction Section of this solicitation for the location, date, and time.

6.2. Purpose

The Pre-Proposal conference is intended to provide prospective Proposer(s) the opportunity to ask questions or receive clarification from City representatives of any requirements of this Request for Proposals. Representatives from the Procurement and

Contracts Division and a technical representative from the using department will be present to discuss the project and answer questions.

6.3. Site Visit

Immediately following the Mandatory Pre-Proposal Conference, a mandatory site visit and tour of the Kia Center will be conducted by City representatives. The tour is considered part of the Pre-Proposal Conference and is mandatory. See Exhibit "4" - Kia Center

Parking for the parking map. Entry into the Kia Center will be on the east side of building on the north end, next to the Orlando Magic Team Shop, on the corner of Church Street and Hughey Avenue.

No Proposer will be granted a different tour date or be permitted to inspect the facilities except on the date and time specified.

Proposers are clearly advised that any drawings, plans, charts, or other materials, whether supplied by or on behalf of the City, AJP, or third parties, describing aspects of the site provided as part of this document or otherwise are not to be considered as definitive or as a substitute for any information which would otherwise be obtained…