RFP 22-01-07 Planetarium Final.pdf

MEDFORD SCHOOL DISTRICT 549C

REQUEST FOR PROPOSAL

FOR

PLANETARIUM SYSTEM UPGRADE

AND

OPTICAL MECHANICAL SYSTEM DE-COMMISSION

RFP # 22-00-07

MEDFORD SCHOOL DISTRICT

Facilities Office

815 S. Oakdale Avenue Medford, OR 97501

Telephone: (541) 842-3068 Facsimile: (541) 842-1160

DUE DATE & TIME

Tuesday, April 12, 2022 No Later Than 2:00 PM

1. GENERAL INFORMATION:

The North Medford High School planetarium was built in 1967 with a grant from the NASA Apollo Program. The 88 seat planetarium has a 30’ dome and has a A3P Optical Mechanical System that has seen over 54 years of continuous service. The system and planetarium program have been the cornerstone of astronomy and space science education for generations of students in the Medford School District (“the District”). The planetarium is due for a major digital upgrade to serve the needs of future students. The upgrade should include (a) the careful extraction of the current A3P optical mechanical star projector and the planetarium director’s console; (b) a single projector, delivering at least 2,400 x 2,400 resolution to the center of the dome: (c) integration of the current Dolby Surround Sound System and recently upgraded ChromaCove LED Lighting (collectively, the Project). The Project would need to be completed by the second week of September 2022 to minimize disruption of students enrolled in High School Astronomy and field trips for elementary age students. If the District determines that this timeline is not feasible, the District reserves the right to cancel this RFP and/or delay the time for performance of the Project until the summer of 2023.

The District invites interested consultants to complete and submit a proposal. The District will evaluate each proposal received as outlined in the evaluation criteria of this RFP. Following selection, the District intends to enter into a contract with the successful proposer.

Medford School District Purchasing Office must receive the original and three (3) copies of the proposal by 2:00 p.m.

Pacific Time on Tuesday, April 12, 2022. Proposals must be in a sealed opaque envelope, clearly marked Planetarium System Upgrade and Optical Mechanical System Extraction and should be delivered by mail or in person to the following address:

Medford School District 549C Purchasing Office

Attention: Jackie Flory, Purchasing Coordinator 815 S Oakdale Avenue

Medford, Oregon 97501

Proposals should be prepared simply and economically, providing a straightforward, concise description of proposer’s capabilities to satisfy the requirements of the RFP. Special production such as bindings, colored displays, and promotional material are not necessary; however, the proposer should be prepared to present to a selection panel online or in person. Emphasis should be on completeness and clarity of the content.

Proposals shall be firm for a period of thirty (30) days after the closing date. Each responding proposer may withdraw their proposal if it has not been accepted within thirty (30) days from the RFP closing date.

The award of this contract will be made by the District on the basis of the proposal which, in the District’s sole and absolute judgment, will best serve the best interests and needs of the District. The District reserves the right to accept or reject any or all the proposals, and waive any informalities and irregularities in said proposals.

All proposers must provide the information requested in Section 4, Proposal Submission Requirements. Failure to respond to any or all requested information may result in disqualification by the District.

2. TECHNICAL SPECIFICATIONS

The digital planetarium shall be a true astronomical and STEAM simulator for dome teaching. The system shall compose the scene virtually within the computer software.

The system shall be able to play pre-rendered fulldome movies and display them on the entire dome through a single projector fitted with a fisheye lens.

The work shall include extraction of existing A3P star projector and console, on same trip as installation of new system. The school district shall dispose of the extracted items.

Control of the existing LED ChromaCove lighting shall be possible via the software of the digital planetarium system.

2.1 OPERATOR’S WORKSTATION

The main User interfaces shall include two 24” 1920 X 1200 flat panel LCD monitors, mouse and a keyboard, which shall be installed atop a new control desk.

2.1.2 COMPUTING RACK

A new control desk shall be delivered and installed in the same position where the A3P console was, and contain two custom, rack-mounted PCs to support the digital planetarium system. One, controlling PC shall run the realtime user-interface applications and the system automation software. The other shall run the realtime rendering applications exclusively, which, taking commands from the controlling computer, shall generate the high-resolution real time images to be displayed on the dome.

2.1.2 HOST PC:

A. Dell Rackmount Computer

B. Dual CPU, 10 core each

C. Memory: 32GB Ram

D. Nvidia Graphics Card or Equal

E. Disk Storage: Two 2TB SSD

F. Operating System: Windows 10 Professional

2.1.3 GRAPHICS PC:

A. Dell Rackmount Computer

B. Dual CPU, 10 core each

C. Memory: 32GB Ram

D. Nvidia Graphics Card or Equal

E. Disk Storage: Two 2TB HDD

F. Operating System: Windows 10 Professional

2.1.5 ETHERNET

For full and complete access to all available features, the system must access Internet-based data repositories.

2.1.6 AUDIO OUTPUT

The fulldome planetarium system shall provide either analog or digital output to the existing sound system.

2.1.7 PROJECTION SYSTEM

The fulldome digital planetarium shall employ a single 4K laser illuminated (phosphor) LCoS projector fitted with a fisheye lens to project over the entire surface of the hemispherical projection surface. The projector shall be located as close as possible to the center of the dome in the X and Y axes. The projection system shall typically be positioned below the center of the dome in the Z axis although the final positioning shall be determined based on the geometry of the dome and the architecture of the room.

A. Image Resolution: The projector shall have a native resolution of 4096 X 2400 pixels. This will produce an image on the screen with an effective resolution of 2400 pixels in diameter or a total of over 5 million pixels.

B. Brightness: The projector shall have a light output of 6000 ANSI lumens.

C. Dome Size: Dome sizes 30 feet in diameter.

D. Contrast Ratio: 10,000:1.

E. Projector Tilt: The projector stand is adjustable in tilt to match the angle of the dome.

F. Projector Masking: An adjustable mask shall be provided to accurately conform the projected image to the dome edge.

G. Power Consumption: 100/240VAC at 50/60 Hz, consumes a maximum of 600 watts of power.

H. Size: Stand-alone unit with a footprint of less than 1.5m x .75m floor area.

I. Stand: Enclosure/stand shall be provided and secured to the floor.

J. Projection Angle: The projection system shall include zoom capability, to change its projection angle, allowing the projector to be placed at an optimal height/position regardless of dome diameter or height.

2.1.8 WIRELESS CONTROL

The system shall include an iPad and an Xbox controller (or equal) for wireless control of visuals from anywhere in the chamber.

2.1.9 DOCUMENTATION

The digital planetarium shall include a User’s Manual.

2.1.10 INFRASTRUCTURE AND INSTALLATION REQUIREMENTS

Documentation shall be provided defining power, conduit, and physical placement requirements for the digital planetarium system.

2.1.11 PRODUCT DEVELOPMENT PROGRAM

All description here represents the digital planetarium on the date of this specification and may change to accommodate product improvements.

2.2 FUNCTIONAL SPECIFICATIONS

This section will describe the functional capabilities of the fulldome system/software.

2.2.1 USER INTERFACE

• Lighting Modes. The user interface must support a dark or red mode to preserve a presenter’s night vision during live astronomy presentations.

• Backward and Forward Synchronization. The system will allow the user to interactively seek to any point within a show (moving forwards or backwards in time.) In addition, one may set a playback rate to “fast forward” through a show or slow it down if desired.

• Library Content. The user interface shall include a customizable, searchable library of content available for use on the dome.

• On-screen Tips. Users will have access to a panel or window that displays information about the selected item on the dome to aid in live astronomy presentations.

• Integrated Help. Hover over any user interface element to see context-sensitive help. Hover over any window or panel and press F1 to open help for that window.

• Custom Tools. From the interface, users must be allowed to create custom pages that contain buttons, sliders, and other controls to interact with the system.

• Remote Control. The user interface shall supply the ability to control the system from an iPad or other wireless mobile device.

• Drag and Drop. Users must be able to drag and drop installation of new videos, audio, models, images, etc., including automatically copying that content to all computers in the system.

• Scripting. The system shall provide a scripting language that allows the user to write a sequence of commands for the system to execute. The language shall provide access and control over all system features and all attributes of the objects used in shows and presentations. The scripting language shall also provide a means of specifying the time when each command should be executed either relative to the beginning of the script or relative to a previous command. There shall be a means of sharing these scripts between other theaters with similar type systems.

• Advanced Script Programming. To supplement the basic scripting language described above the system shall either natively within the scripting language or by means of a supplemental advanced programming language provide access and control over all system features. This includes control over all attributes of the objects used in shows and presentations - using typical computer language features. Advanced script programming shall provide variables, arrays, and objects that can be assigned and reassigned values, looping constructs, logical branching, and functions or methods. The system shall execute these advanced scripts within the context of the scripting language without the need for separate compilation or execution outside of the main system program.

• Script Editor. The user interface shall include a script editor that automatically colors commands, suggests commands as the user types, and helps the user find errors when a script plays.

• Saving Options. A single button will allow the user to save the state of the current scene on the dome for one-click restoration to the dome at a later time.

• Cloud Library. The user interface must provide access to a searchable library of models, images, videos, audio, etc., hosted on the web and provide the ability to easily download this content to the system and use it in the dome without requiring any external software.

• Sharing Options. The user interface shall provide the ability to share content to an Internet library that is available to other sites using only a few clicks and does not require any external software to do so.

2.2.2 LOCAL LANGUAGES

• Language Options. The user interface must be easily translated to other local languages within the system and without plug-ins or other external services. Translation shall include all system errors, warnings, messages, etc.

• Complete Localization. Independent of the chosen language, labels for system objects (guides, planetary bodies, named stars, deep space objects, etc.) shall include the option of localization to the chosen language or to a different language.

• Custom Localization. Languages will be available on a per-show basis via the ability to load custom preference files; i.e., the 1 P.M. show can be in English and the 2 P.M. in Spanish.

2.2.3 PLANETARIUM SOFTWARE

• Real-time Playback. Real-time astronomy features and video playback will be accessible from a single, integrated user interface. The pre-rendered video and real-time generated graphics must be playable simultaneously, and not be mutually exclusive.

• Drag and Drop. The system will be capable of using the mouse to drag an image, 3D model, video, or audio file from Windows Explorer into the user interface, and specifically into the Dome View for immediate display on the dome. In addition:

o Folders of images shall be supported as a “slide show” by using the mouse to drag and drop into the Dome View.

o Panorama, all sky, and spherical imagery will also be accessible by this same method.

o Support for automatic display of AVM tagged images is also required.

o Drag library items onto control panel pages to automatically create custom button controls.

• Real-time Authoring. Users shall have the ability to create real-time shows within the user interface without the need for scripts, screen recordings, or text-based solutions. This feature must allow the user to capture a current scene, create a new scene, and then have the feature automatically create a transition between the two. This will be a repeatable process for creating an entire real-time show.

• On-screen Dome View. The user interface will include a live, real-time view of the dome on the computer monitor.

• Interactive Dome View. Using a mouse, a user must be able to drag real-time objects around the dome, move astronomical diurnal motion forward, and zoom in and out of real-time objects. This is to be integrated into the user interface and not as a stand-alone or non-interactive dome view. In addition, users will be able to drag objects onto the dome view directly.

• Grid and Guide Objects. The system shall provide an extensive collection of grid and guide objects: from planetary graticules, to distance guides, coordinate system guides, waypoints, and markers.

• Object Scalability. The system shall allow the user to place user-created models for objects of any desired size (from nanometers and smaller to astronomical scales) at any desired position in 3D space or relative to any object.

• Shortcuts or Macros. Planetarium software must allow the user to create, edit, resize, and style user-programmable buttons to automate commonly used sequences and commands.

• Date and Time Options. Users will be able to view the sky at any date or time from the surface of any solar system body, with correct local diurnal motion, where data is available. The system must also support annual motion, along with precession and proper motion. Simultaneous use of annual and diurnal motion must be possible. It shall be possible to produce a visual solar analemma from the surface of any planet.

• API. A full Application Program Interface (API) shall be available to allow the system and user to connect to other devices and data sources. In addition, the system will allow the user to create plug-ins to load and render custom data.

• Fulldome Video. Fulldome video and real-time imagery will play through the same software, without switching between programs.

• Data Processing. The software will load and display various distinct data sets without having to close and restart.

• KML Support. Keyhole Markup Language (KML) files can be downloaded from the Internet and used to demonstrate a wide range of scientific concepts.

• Horizon Panorama: The system shall include and display horizon panoramas showing the foreground objects on the horizon. Panorama files shall be a standard digital photographic format and users must be able to substitute the provided panoramas for photographs or illustrations of their own choice.

2.2.4 STARFIELD

• Culling. Users must be able to select a range of absolute magnitudes or visual magnitudes for display, and culling based on temperature (Kelvin) and distance.

• Catalogs. The system shall include the Hipparcos, Revised Bright Star, and Nearby Star (Gliese) catalogs, and be HR-complete. Support must also be provided for the Gaia star catalog.

• Aberration. Accurate simulation of aberration and stellar position during near-speed-of-light travel, and by implication faster-than-light travel as well, is required.

• Starfield Documentation. The planetarium system must have each individual star in a starfield cross-referenced and searchable by the Bayer-Flamsteed designation, as well as designated in a variety of catalogs, including but not limited to: Yale Bright Star Catalog (HR), Bonner/Cordoba/Cape Photographic Durchmusterung (BD/CD/CP), Henry Draper Catalogue (HD), Gliese Catalogue of Nearby Stars (GJ), Smithsonian Astrophysical Observatory Star Catalog (SAO), and Hipparcos (HIP).

• Multiple Stars. Users will be able to access flights to systems of multiple stars. Multiple stars will move correctly in their relative gravitational orbits with the passage of time.

• Messier Objects. The system must also include all Messier objects.

2.2.5 SKY SURVEYS

• HiPS/HEALPix Support. Software must support interactive exploration of publicly available HiPS datasets.

Resolution must automatically increase with change of field of view, up to the maximum supported by the dataset. Datasets stored in the TOAST format must also be supported.

• Catalogs. This system shall provide built-in access to a variety of HiPS catalogs, and support user addition of surveys (without need of software update or vendor support).

• All-Sky Surveys. The system must also support “traditional” single-resolution all-sky surveys which are properly aligned and layered. The system must include a variety of built-in surveys from all major wavelengths.

Planets and Moons

• Atmospheric Simulation. The planetarium system shall provide proper simulation of atmospheric refraction, reddening, extinction, and scintillation.

• Raleigh Scattering. System must support realistic Rayleigh and Mie scattering, and where appropriate, seamlessly transition between surface and space views. It shall also be possible to interactively adjust the molecular density of the atmosphere and aerosol properties to accurately simulate atmospheres on all planets.

• Shadows. The system will show proper simulation of eclipses (planet and moon shadows), and ring shadows.

• Shading. Likewise, the system must show proper crater/relief shading for rocky bodies.

• High-resolution. Users shall have access to high-resolution terrain for Earth that implements the following features and requirements, allowing them to:

o Transition smoothly from outer space to any place on Earth.

o Access high-resolution details for cities to street level.

o With an Internet connection provided by the facility, display any available WMS or WMTS mapping data with up to 30 cm per pixel imagery, and without writing a script or preparing this data manually. Further, the system must manage all data files and distribute as needed to all system components without user intervention.

o Where possible, prevent the user from flying through solid objects.

o Navigate smoothly across a terrain without loss in frame rate, severe frame jumps, or channel tearing.

o Access detailed surface “terrains” for the Moon and Mars (vendor must describe how the high-resolution terrain imagery is licensed). We also provide terrain for Venus, Mercury, Pluto, Vesta, Ceres, and Bennu.

o At Earth, visualize sub-surface earthquake locations.

• Additional Planet and Moon Requirements.

o Overlay datasets and maps on body surfaces (image, image series, or video) o Simulate surface lights on any body o Interactively adjust ocean level o Simulate rings and ring particles o Simulate aurora (animated, with adjustable parameters/appearance) o Provide interior views (image, image sequence, or video) o Simulate planetshine – the reflection of light from a planet onto its moon(s) o Proper oblate shapes and support for 3D models for non-spherical bodies o Named surface locations with markers and labels o Astronomically correct simulation of Lunar libration

Artificial Satellites and Spacecraft

• Models and Trajectories. Allow the user to create and add date-synchronized trajectories to the system. By default, the system must include models and trajectories for the following spacecraft: Voyager I and 2, Pioneer 10 and 11, Cassini, New Horizons, Dawn, Ulysses, Spitzer, Galileo, Rosetta, Mars Science Laboratory, and Stardust.

• Satellite Database. Users will be able to access a database of all known active and inactive satellites in Earth’s orbit, along with objects tagged as space debris.

• Automatic Updates. Earth satellite orbital elements shall be updated automatically, along with those for asteroids and comets.

Comets

• Ion and Dust Tails. The system will automatically and realistically visualize both ion and dust tails.

• Orientation. Dust and ion tails shall automatically face away from the sun.

• Custom Options. The system must provide a high degree of customizability, to include adjusting the size, color, brightness, glow size, and texture of a comet’s:

o Coma o Dust Tail o Ion Tail

• Comet Nucleus. Users will have the ability to fly up to the comet’s nucleus and free fly around it.

• Sizing. The size of the coma, dust tail, and ion tails shall increase in size according to how close users’ flights are to the sun, and when users fly far enough away, the coma and tails will disappear completely, leaving only the nucleus.

• MPC Compatibility. The system must include all known comets published in the Minor Planet Center (MPC) database.

• Elements Data. The system must accept comet elements data from the IAU Minor Planet Center.

• Meteor Showers. The system shall include a built-in set of automatic meteor showers, along with date-dynamic debris clouds.

Asteroids

• Asteroid Models. Models of common asteroids shall be provided and available to activate automatically.

• Accurate Flight. Users must be able to fly smoothly to any individual asteroid model in its correct location in space and time.

• MPC Compatibility. The system will include all known comets published in the Minor Planet Center (MPC) database.

• Elements Data. The system must accept asteroid elements data from the IAU Minor Planet Center.

Exoplanets

• Exoplanetary Systems. Exoplanetary systems associated with stars in the starfield must be included. These stars, the planets, and their orbits will show correctly with orientations and motions based on the latest available data.

• Accurate Modeling. Provide models or automatic visualizations of all known exoplanets based on existing scientific theories of what those planets look like.

• Approach. Ability to smoothly fly from anywhere, directly up to the exoplanet, and land on any exoplanet.

• Planetary Parity. All features available for solar system planets shall be possible for any exoplanet (rings, atmosphere, orbits, labels, textures, etc.).

• Gravitation. Gravitation motions will be accurately simulated. The parent star will “wobble” appropriately when orbited by large planets.

Navigation and Flight

• Stability. The system will allow the user to fly a camera within any specified distance of any model in the system, including user-created models and system-created celestial objects. Motion of the camera, and the resulting real-time graphics imagery from the camera’s point of view, must be smooth throughout the flight, regardless of the destination object’s size or distance from Earth. The images of objects within the flying camera’s view shall not appear to jump about or scintillate on the dome.

• Universal Landing. The system will allow the user to land the camera at any location on any solar system body or exoplanet. Once landed, the system will allow the user to fly the camera to or take off from other locations on that body or exoplanet. All motion must be smooth.

• Relative Motion. Navigation and flight actions shall work correctly while the system’s scene date is changing and with bodies and exoplanets rotating in relative motion.

2.2.6 3D STEREO

For the purposes of this section, 3D Stereo is defined as 3D projection where the guest wears 3D glasses to experience 3D content on the dome.

• Real-time 3D. All real-time features and functions of the software must be included.

• Stereo 3D. The system shall include real-time stereo 3D features (not the supporting hardware, but the core software itself).

2.2.7 Additional Astronomy and STEAM assets

• Barycenter. The system must show the Sun's motion relative to the solar system barycenter.

• Milky Way Database. The system shall include datasets for Pulsars, Globular Clusters, OB Associations, Open Clusters, HII Regions, Planetary Nebulae, Supernovae Remnants, and exoplanetary systems. Along with these datasets, a variety of grid and guide objects must be easily accessible.

• Galactic and Extragalactic Database. The system shall include the following galactic datasets from the following catalogs: Cosmicflows-3, Third Reference Catalogue of Bright Galaxies (RC3), Gravitational Wave Galaxy Catalog, HyperLEDA, Sloan Digital Sky Galaxy and Quasar Surveys, Two-Degree Field Galaxy and Quasar Surveys, and WiggleZ survey. Along with these surveys, a variety of grid and guide objects must be easily accessible.

• Scaling. All celestial objects displayed by the system will be represented at their known sizes and at their known positions in 3D space.

• Volumetric Milky Way. Users will be able to display a volumetric Milky Way Galaxy in real-time.

• Volume Rendering. The system shall support generic real-time volume rendering and include astronomical and non-astronomical volume sample data.

• Real-Time Particle System. The system shall support real-time particle generation for special effects. This may include rocket exhaust, water fountains, volcanoes, fire, etc.

• NOAA SOS & NOAAView Compatible. The system shall also include Science on a Sphere (SOS) and NOAAView data sets from the National Oceanic and Atmospheric Administration (NOAA). Video datasets will wrap correctly around Earth and other bodies as appropriate and allow for effective teaching of earth science, weather and climatology topics. These models may be explored using the system control devices or automation system.

• Human Anatomy. The software shall include a 3D model of male and female humans to allow fulldome gross anatomy visualization. These models may be explored and manipulated using the system control devices or automation system.

• Chemistry. The software shall include an interactive, fulldome Periodic Table of Elements along with associated teaching visuals.

• Arts. The realtime software shall include a number of art activities designed for dome use.

• Astronomy Picture of the Day. The Astronomy Picture of the Day by NASA will be fully integrated into the system and available as a one-click download (with Internet connection provided by facility).

• VOTables. The system must be able to process and display astronomical datasets stored in the VOTable standard.

• Data2Dome. The system must support the Data2Dome metadata standard. D2D content must be easily searchable and available for one-click download and display.

• Text-To-Speech. The system must provide Text-to-Speech capabilities, accessed live on-the-fly from the user interface or via show/presentation.

• SPICE Integration. The system must support SPICE kernels and use SPICE for astronomical body positions.

• Virtual Reality. The system must support HTC Vive, Vive Pro, and Oculus Rift and Rift S VR headsets, and Equirectangular rendering for mobile device experiences.

• Desktop Streaming. It shall be possible to stream the contents of the user interface desktop to the dome.

Any desktop application can appear on the dome, and cover any portion of the dome.

• Live Video Input. The system shall support a hardware live video input option, at up to 3840x3840/30Hz.

• Black Holes. The system shall simulate Black Holes in real-time – with correct physical properties. It shall be possible for the user to create their own Black Hole objects, and to adjust the visual and physical parameters of existing objects.

• Astronomy Events Calendar. The system shall include an up-to-date astronomy events calendar with searching features.

• Trails. The system shall allow the display trails for bodies in motion. This includes 2D (screen) and 3D trails.

It shall also be possible for all visible objects to leave a trail.

• Preferences. The system shall support flexible user preferences, allowing local customization.

• Multi-Camera Multi-Scene. The system shall support rendering from multiple camera views simultaneously and allow for multi-scene organization.

2.2.8 CONTENT REQUIREMENTS

• Fulldome Content. The system shall include a large selection of free fulldome content – short and long sequences, as well as complete shows - available via internet cloud download.

• Fulldome Feature Shows. The system shall include three (3) pre-rendered shows (selected from a list of fixed titles) with unlimited use license for at least 5 years.

• Built-in Curriculum/Live Lessons. The system must include 35 built-in astronomy lessons designed to be presented as live shows, along with a guide/script.

2.2.9 TRAINING

After the system is installed, the system vendor shall supply basic training on the included software at the school facility for up to three people

3. SCHEDULE OF EVENTS/DATES:

ACTION DATE

Issue RFP March 16, 2022 RFP Protest Period Ends March 23, 2022 4:00 P.M.

Final Questions Due April 6, 2022 4:00 P.M.

Last Addenda, if any, Issued April 8, 2022 Proposals Due April 12, 2022 2:00 P.M.

RFP Committee to Review Proposals April 13 and 14, 2022 Presentations (if needed) April 15, 2022 Notice of Intent to Award April 18, 2022 4:00 P.M.

The district reserves the right to deviate from this schedule.

SOLICITATION PROTEST:

Protests of the requirements, evaluation criteria, or contractual provisions in the RFP shall be made in writing, must reference the RFP Project title, identify the prospective proposer’s name and contact information, and specify the grounds for the protest, and must be physically received by Jackie Flory, the District’s Purchasing Coordinator, no later than 4:00 p.m. on March 23, 2022. Any such protests may be sent by email to Jackie.Flory@medford.k12.or.us or by regular mail to:

mailto:Jackie.Flory@medford.k12.or.us

SOLICITATION PROTEST TO RFP NO. 22-00-07

Medford School District

Purchasing 815 S Oakdale Ave Medford OR 97501

QUESTIONS:

All inquiries, whether relating to the RFP process, administration, deadline or award, or to the intent or technical aspects of the Project, must be in writing, must reference the RFP Project title, identify the prospective proposer’s name and contact information, and refer to the specific area of the RFP being questioned (i.e., page, section and paragraph number), and must be physically received by the Purchasing Coordinator no later than 4:00 p.m. on April 6, 2022. Any such inquiries may be sent by email to Jackie.Flory@medford.k12.or.us or by regular mail to:

QUESTIONS RELATING TO RFP NO. 22-00-07

Purchasing 815 S Oakdale Ave Medford OR 97501

ADDENDA:

Any changes and/or addenda to this solicitation will be posted on the Medford School District (MSD) website at http://www.medford.k12.or.us/Domain/83. Addenda will not be mailed out and it is the responsibility of the prospective proposer to consult the website regularly until proposal Closing to avoid missing any Addenda.

Failure to acknowledge all addenda may result in declaration of your proposal as non-responsive.

APPEALS AND PROTEST OF AWARD:

Adversely affected or aggrieved proposers shall have seven (7) calendar days from the date of the Intent-to-Award Announcement within which to file a written protest. All appeals must be in writing, must reference the RFP Project title, identify the prospective proposer’s name and contact information, specify the grounds for the protest (including the specific citation of law, rule, regulation or procedure upon which the protest is based), and must be physically received by the Purchasing Coordinator no later than 10:00 a.m. on the seventh (7th) calendar day after the date of the Intent-to-Award Announcement or Proposal Results are posted to the website. Any such protest may be sent by email to Jackie.Flory@medford.k12.or.us or by regular mail to:

APPEAL OF AWARD TO RFP NO. 22-00-07

Purchasing 815 S Oakdale Ave Medford OR 97501

Protests submitted after that date and time will not be considered. No protest against award shall be considered because of the content of solicitation terms and conditions, contract terms and conditions or Specifications after the deadline established for submitting protests of solicitation terms and conditions, contract terms and conditions or Specifications.

In order to be an adversely affected or aggrieved proposer, the proposer must claim to be eligible for award of the Contract in the event the protest was successful and the protest must be for one of the following reasons as specified in ORS 279B.410: (a) all higher ranked proposals are nonresponsive; (b) the District has failed to conduct an evaluation of proposals in accordance with the criteria or process described in the RFP; (c) the District abused its discretion in rejecting the protestor’s proposal as nonresponsive; or (d) the District’s evaluation of proposals or determination of award otherwise violations ORS Chapter 279B or ORS Chapter 279A. The judgment used in scoring by individual evaluators is not grounds for appeal. The District will address all timely submitted protests within a reasonable time and will issue a written decision to the respective proposer. Protests that do not include the required information may not be considered by the District.

http://www.medford.k12.or.us/Domain/83.%20%20%20Addenda%20will%20not%20be%20mailed%20out%20and%20it%20is%20the%20responsibility%20of%20the%20prospective%20proposer%20to%20consult%20the%20website%20regularly%20until%20proposal%20Closing%20to%20avoid%20missing%20any%20Addenda.

http://www.medford.k12.or.us/Domain/83.%20%20%20Addenda%20will%20not%20be%20mailed%20out%20and%20it%20is%20the%20responsibility%20of%20the%20prospective%20proposer%20to%20consult%20the%20website%20regularly%20until%20proposal%20Closing%20to%20avoid%20missing%20any%20Addenda.

http://www.medford.k12.or.us/Domain/83.%20%20%20Addenda%20will%20not%20be%20mailed%20out%20and%20it%20is%20the%20responsibility%20of%20the%20prospective%20proposer%20to%20consult%20the%20website%20regularly%20until%20proposal%20Closing%20to%20avoid%20missing%20any%20Addenda.

http://www.medford.k12.or.us/Domain/83.%20%20%20Addenda%20will%20not%20be%20mailed%20out%20and%20it%20is%20the%20responsibility%20of%20the%20prospective%20proposer%20to%20consult%20the%20website%20regularly%20until%20proposal%20Closing%20to%20avoid%20missing%20any%20Addenda.

4. PROPOSAL SUBMISSION REQUIREMENTS:

The proposing agent shall be responsible for preparing an effective, clear, and concise proposal. The proposals must include the following minimum information:

1. Cover letter addressed to Mr. Brad Earl, Assistant Superintendent of Operations, and signed by a person legally authorized to bind the applicant to its proposal. The cover letter must include name of the firm, broker and/or consultant, address, telephone and fax numbers of the firm and email address of the person(s) who are authorized to represent the proposer as well as financial reference: bank name, address, phone, and name and title of bank officer most familiar with the firm’s account. The letter should also include that the agent has made no agreements with any company that places it as the sole agent for such company.

2. Proof of licensure in the State of Oregon;

3. Profile of Firm that includes articulation of experience with public sector accounts of similar size and scope of service;

4. Name, title, and qualifications of proposed consultant(s) with a minimum of five (5) years’ experience in public sector accounts of similar size and scope of service;

5. Name(s), titles, and qualifications of proposed key personnel with experience in public sector accounts of similar size and scope of service;

6. Describe how the proposer plans to provide the hardware, software and related equipment that fully meet the

Specifications described in Section 2 of this RFP;

7. Describe the proposer’s Planetarium system de-commission and digital upgrade plan for the facility:

a. Extract A3P optical mechanical star ball and console.

b. Install a secure base with a center mounted, digital cinema projector.

c. Provider will supply plans for Ethernet and power supply for the system.

d. Insure the projector has a clear image with at least 2,400 x 2,400 resolution.

e. Projector should have a cover protector (for dust and fingerprints).

f. The projector should not block visitor’s view of the dome and be less than 4 ft. tall.

g. Projector will need a PC that provides a glitch free video experience for patrons.

h. Software package should include an extensive library of available programs and periodic upgrades.

The software should be able to design programs specific to our local area and unique astronomy curriculum.

i. System must be capable of displaying content from any video or image feed on the dome. (E.g.

must be able to show a YouTube video, documentary from a streaming service, Power Point presentation, JPEG images saved to a local computer or accessed over the internet, etc.) It shall be possible to show any content accessible on the presenter computer on the dome.

j. Vendor must be able to set up an on-line software and system demonstration.

k. Vendor must provide on-site training for North Medford High School personnel.

l. The project should be complete by September 15, 2022.

8. Describe the warranty the proposer will provide in connection with the Project, which must include, at a minimum, a two-year protection plan (including service and maintenance) and warranty to be included with installation.

9. Include a total cost for the Project, including an itemized price list for the hardware, software and other equipment, labor costs for extraction and installation services, training, and any other costs to fully complete the Project.

5. MINIMUM QUALIFICATIONS:

1. Any proposer must be licensed to provide services in the State of Oregon;

2. Demonstrated experience in servicing public sector accounts of equal size, complexity, and scope;

3. Medford School District is an Equal Opportunity Employer. Each service provider must comply with federal, state and local Equal Employment Opportunity requirements.

6. SELECTION PROCESS:

There will be no public opening of Proposals. Proposals received will not be available for inspection until after the evaluation process has been completed and the Notice of Intent to Award is issued. However, the District will record and make available the identity of all Proposers after all Proposals have been opened.

All Proposals will become part of the public record, without obligation to the District. The District reserves the right to reject any and all Proposals received as a result of the RFP and, if doing so would be in the public interest, cancel the solicitation. The District reserves the right to consider a Proposal or Proposals in whole or in part and to determine the compliance of a Proposal by reference to the Proposal taken as a whole. Proposers will be held to the terms submitted in their Proposals. Failure to meet these obligations will result in cancellation of acceptance of any apparent successful Proposal. Without limiting the foregoing, the District may reject a Proposal for any of the following reasons:

• Proposer fails to substantially comply with all prescribed RFP procedures and requirements.

• Proposer fails to meet the responsibility requirements of ORS 279B.110.

• Proposer makes any unauthorized contact regarding this RFP with District employees or officials other than the SPC.

• Proposer attempts to influence a member of the evaluation committee.

• Proposal is conditioned on District’s acceptance of any other terms and conditions or rights to negotiate any alternative terms and conditions that are not reasonably related to those expressly authorized for negotiation in the RFP or Addenda.

Each proposal received will be evaluated to determine if it meets the stated requirements. Failure to meet these requirements will be cause for eliminating the proposal from further consideration.

1. The District reserves the right to reject any and all proposals, to waive any technicalities, informalities and irregularities, to accept or reject all parts of the proposal, and to be the sole judge of the suitability of the proposals offered.

2. Proposals will be evaluated generally on the following criteria, evaluation will include, but not be limited

3. to, the following weighted criteria:

a. Qualifications of the firm 20%

b. Qualifications of assigned firms staff 20%

c. Ability to meet proposal specifications for software/system capability, system integration, and services including training 25%

d. Fees charged and cost effectiveness of the proposed services 20%

e. Completeness of Proposal 15%

A review committee of qualified professionals will be appointed by the Superintendent or his designee. The proposals received will be evaluated by the review committee. The review committee will submit a recommendation to the Superintendent. Additional information required for proper Proposal assessment may be requested from Proposer at the District’s discretion. The District may request further clarification to assist the District in gaining additional understanding of Proposals. A response to a clarification must be to clarify or explain portions of the already submitted Proposal and may not contain new information not included in the original Proposal. Any such clarifications must be submitted to the District in writing, signed by an authorized representative of Proposer, and such clarifications shall become part of the Proposal.

The outcome of the Proposal evaluation process may result in any of the following actions:

1) Notice to Proposer that it has been selected for an interview;

2) Notice to Proposer that its Proposal has not been selected to fulfill this RFP;

3) Gathering additional information for evaluation (e.g. checking references, requesting clarification, etc.); and/ or

4) Cancellation of the RFP and either re-issuance of the RFP in the same or revised form, or no further action by

District with respect to the RFP.

Interviews and/ or written follow-up questions may be conducted and scored at District’s discretion. An interview will allow Proposer to more fully discuss how its approach to District’s Project satisfies the goals set forth in this RFP.

Details regarding the interview process, including dates, times, locations and scoring criteria will be provided to those Proposers invited to interview, if District determines an interview process is required.

The results from the written Proposals, the interview (if performed) and any required answers submitted in response to written follow-up questions will be combined to determine the successful Proposer. District will issue a Notice of Intent to Award to all Proposers and will invite the successful Proposer to enter into negotiations for a contract, in a form substantially similar to that attached hereto as Exhibit D, for the Project.

District may reject any or all Proposals and may cancel this RFP at any time if doing so would be in the public interest as determined by District.

7. TERMS AND CONDITIONS:

1. By submitting a Proposal, Proposer agrees to comply with the requirements of the RFP and all addenda and attachments hereto. District intends to enter into a contract for the Project with the successful Proposer, in a form substantially similar to that attached hereto as Exhibit “D”. All specifications, terms and conditions contained in this RFP shall be incorporated by reference and made a part of the contract awarded to the successful Proposer. In the event that mutually agreeable terms for a contract cannot be reached within 10 calendar days following the expiration of the protest period in Section 3 of this RFP, the District may terminate negotiations and commence negotiations with the next highest ranking Proposer.

2. Withdrawal of RFP: Proposals may be withdrawn before the RFP submittal deadline by submitting a written request to Brad Earl, Chief Financial Officer. Re-submittal before the RFP submittal deadline can be made, however, they may not be re-submitted after the deadline.

RFP Costs: All costs incurred in the preparation and presentation of the RFP shall be the responsibility of the responding party to the RFP. All documents submitted as part of the RFP will become property of the District.

Requests for specific material to be returned will be considered.

3. The District shall retain the RFP and one copy of each original Proposal received, together with copies of all

District documents pertaining to the award of a contract for the Project. These documents will be made a part of a file or record, which shall be open to public inspection after Proposer selection and award is announced. If a Proposal contains any information that is considered a trade secret under ORS 192.501(2), Proposers must mark each sheet of such information with the following legend: "This data constitutes a trade secret under ORS 192.501(2), and shall not be disclosed except in accordance with the Oregon Public Records Law, ORS Chapter 192." Oregon Public Records Law exempts from disclosure only bona fide trade secrets, and the exemption from disclosure applies only "unless the public interest requires disclosure in the particular instance".

Therefore, non-disclosure of District documents or any portion of a District document submitted as part of a Proposal may depend upon official or judicial determination made pursuant to the Public Records Law. In order to facilitate public inspection of the non-confidential portion of the Proposal, material designated as confidential shall accompany the Proposal, but shall be readily separable from it. Prices, makes, model or catalog numbers of items offered, scheduled delivery dates, and terms of payment shall be publicly available regardless of any designation to the contrary. Any Proposal marked as a trade secret in its entirety will not be considered. Proposer is cautioned that cost information generally is not considered a trade secret under Oregon Public Records Law and identifying the Proposal, in whole, as exempt from disclosure is not acceptable.

District advises each Proposer to consult with its own legal counsel regarding disclosure issues. If Proposer fails to identify the portions of the Proposal that Proposer claims are exempt from disclosure, Proposer has waived any future claim of non-disclosure of that information.

4. During the term of any resulting contract, the successful Proposer must have and maintain the insurance coverages required by the District and comply with the other insurance related requirements as provided in the contract and in all other applicable statutes, rules, contracts and agreements between the District and the

Proposer. The Proposer must comply with all bonding requirements, including but not limited to any requirement to provide a performance bond and a payment bond.

5. Medford School District Contacts: The designated individual responsible for coordination of the RFP is Brad Earl, Chief Financial Officer. Any questions relating to this RFP should be directed to Jackie Flory at Jackie.Flory@medford.k12.or.us in writing only.

6. All Proposers who submit a Proposal are deemed to understand, acknowledge and agree that the Proposers are responsible for carefully reading all the terms and conditions contained in the RFP (including the terms and conditions and Specifications contained in any attachments, exhibits or schedules to the RFP), and for following the instructions given. Proposals that do not contain all the information requested may be rejected as non-compliant. The District may reject any Proposal not in compliance with all prescribed public procurement procedures and requirements, and may cancel this solicitation or reject for good cause any or all Proposals upon a finding by District that it is in the public interest to do so.

7. The District is not obligated as a result of the submittal of a Proposal to enter into a contract with any Proposer and, further, that District has absolutely no financial obligation to any Proposer arising from responding to this RFP or participating in finalist interviews. All Proposers who respond to this solicitation do so solely at their own expense.

8. This RFP is governed by the laws of the State of Oregon. Venue for any administrative or judicial action relating to this RFP, evaluation and award is the Circuit Court of Jackson County for the State of Oregon; provided, however, if a proceeding must be brought in a federal forum, then it must be brought and conducted solely and exclusively within the United States District Court for the District of Oregon.

9. All Proposals submitted in response to this RFP become the property of District. By submitting a Proposal in response to this RFP, Proposer grants District a non-exclusive, perpetual, irrevocable, royalty-free license for the rights to copy, distribute, display, prepare derivative works of and transmit the Proposal solely for the purpose of evaluating the Proposal, negotiating a contract, if awarded to Proposer, or as otherwise needed to administer the RFP process, and to fulfill obligations under Oregon Public Records Laws. Proposals, including supporting materials, will not be returned to Proposer unless the Proposal is submitted late.

10. Proposer warrants and represents that, to the best of its knowledge, there exists no actual or potential conflict between the business or economic interests of Proposer, its employees, or its agents, on the one hand, and the business or economic interests of District, on the other hand, arising out of, or relating in any way to, the subject matter of the RFP.