RFP 6452 - AV Upgrade Mediated Classrooms.docx

REQUEST FOR PROPOSAL:

RFP No. 6452 AV Upgrade Mediated Classrooms

MACOMB COMMUNITY COLLEGE

WARREN, MICHIGAN

PROPOSAL DUE:

Tuesday, September 30, 2025 @ 3:00 PM

Submit Responses To:

bids@macomb.edu and idrisg@macomb.edu

Giancarlo Idris Buyer

Project Overview Overview MCC is seeking proposals from qualified suppliers to provide Audio-Visual (AV) equipment and professional services for upgrading AV systems in Mediated Classrooms. The scope of this project involves removing the old equipment, disposing of it properly, and upgrading a total of 78 classrooms with new AV systems. There are an additional 21 rooms that need to have their old AV equipment and desks removed and disposed of properly. These rooms will remain without an AV System. The upgrades will be conducted in stages, with target dates for all classrooms to be upgraded by June 30, 2026.

To facilitate the installation process, the bidder should be able to deliver and install the equipment in scheduled services. These services will be divided into approximately 5-10 installations per period, as determined by the College's Center for Information Technology (CIT) and Academic Course scheduling requirements. The bidder should outline their approach for managing the inventory and coordinating the delivery and installation of the equipment in alignment with the scheduled services.

Scope of Work Audio-Visual (AV) Equipment The selected supplier(s) will be responsible for providing a total of 78 sets of Audio-Visual (AV) equipment for each classroom to be upgraded. The equipment should match the specific manufacturer and model for all line items listed on bid sheet of this document. Bidders are requested to include warranty coverage information for each line item in their proposals.

Please note that labor and equipment pricing must remain firm during the duration of the installation project, which is expected to be completed by June 2026. Also currently, the College only has the capacity to store a maximum of 5 sets of equipment per campus at any one time: one location at South campus and one location at center campus. Therefore, bidders must provide a fixed price for each line item and propose a solution for managing the logistics of inventory at their own expense. Comment by Brockett, Christopher: Plan to grab a ‘closed’ room from the list for these.

Professional Services In addition to the AV equipment, we require professional services for the installation of the new systems. The services should include, but not be limited to:

· Delivery of equipment to each classroom in coordination with CIT point of contact.

· Installation of new AV systems, including mounting, wiring, and connection setup.

· Uninstallation and removal of existing equipment from college premises.

Standard Classrooms All classrooms shall have AV presentation systems consisting of:

· Ceiling mounted Epson projectors

· Existing projection screens

· Ceiling equipment box for audio amp.

· New ceiling speakers for AV playback.

· Ceiling speakers wired in series to amp that’s located in ceiling equipment box

· Instructor stations shall be a Freedom One eLift Lectern by Spectrum Industries Inc.

· Vendors can reference this number to pull our pre-configured desk options with Spectrum. 55542-FMFMBS1000004C1001

· Based on existing equipment, wire pathing shall be either:

· A floor pocket with existing network and signal/control drops ready.

· Or wire mold installed on the wall with existing network and signal/control drops ready.

· Any exposed wiring shall be wrapped in split-loom and secured with zip ties

· Basic program for the Extron MLC Plus 100 shall be provided by the owner. Installer will update program for each room with appropriate device name, password and IP assignments for network-controlled devices.

· Where appropriate existing equipment and cabling shall be re-used.

The following steps shall be followed during installation:

· Owner shall furnish a spreadsheet template. The spreadsheet shall be updated by the installer with a frequency of at least once a week and shall be up to date no later than end-of-day Friday every week. The spreadsheet shall be accessible to both the owner and installer at any time

· Prior to installation, installer shall update the spreadsheet with the name, model, MAC address and serial number of each device and the building and room number where it is to be installed.

· Owner shall send this information to the network team for IP reservations

· During installation, installer shall update the spreadsheet with network switch, port, and drop information for each device connected to the network.

· Owner shall send this information to the network team for VLAN assignment

· During integration and programming, installer shall update the spreadsheet with device names, IP addresses, passwords, and firmware versions. Device names and passwords shall be assigned based on a convention determined by the owner.

· Installer shall update firmware to the most recent version available and working.

Schedule of Events:

Proposal Instructions Intent It is the intent of Macomb Community College through this Request for Proposal, to establish to the greatest extent possible, complete clarity regarding the requirements of both parties to the Agreement resulting from the Request for Proposal. Specifications for the proposal are listed herein. All proposals must be for material, labor and services that meet or exceed all specifications described.

Introduction To facilitate the analysis of responses to this RFP, vendors are required to prepare their proposals in accordance with the instructions outlined in this section.

Proposals shall be prepared as simply as possible and provide a straightforward, concise description of the vendor’s capabilities to satisfy the requirements of the RFP. EMPHASIS SHOULD BE PLACED ON ACCURACY, COMPLETENESS, AND CLARITY OF CONTENT. All parts, pages, figures, and tables should be numbered and labeled clearly. The proposal should be organized as follows:

Instructions relative to each part of the response to this RFP are defined in the remainder of this section.

Executive Summary (Section 1) This part of the response to the RFP should be limited to a brief narrative not to exceed two (2) pages, describing the proposed solution. The summary should contain as little technical jargon as possible, and should be oriented toward non-technical personnel. The Executive Summary should not include cost quotations.

Company Background (Section 2) The Vendor should outline the company’s background including a brief description (e.g., past history, present status, future plans, company size, etc.). This section should also include a brief description of the company’s experience performing services similar to those described herein and the type of work in which the vendor specializes.

Proposed Solution Summary (Section 3) Describe how vendor will address all of the requirements included in Scope of Work. Be sure to provide a listing of any pre-existing conditions required of Macomb Community College to begin work on the project and a list of decisions that will need to be made by the College before the project can begin. Describe any requirements for housing Vendor staff during the project, at Macomb Community College.

Implementation Plan (Section 4) Provide a separate work breakdown structure with a timeline and each milestone and decision point identified. The implementation plan should also include the overall project organization structure with key vendor and client staff identified. Describe the recommended training plan for College staff who will be responsible for support of your system(s) after acceptance.

Implementation Support and Maintenance (Section 5) The vendor must give a detailed description of the level and extent of all support to be provided during the implementation. Show any costs associated with this support in Section 7, Cost Quotations.

License and Maintenance Agreements (Section 6) Sample license and maintenance agreements should be provided in this part of the vendor’s response for all components of the recommended solution (i.e., hardware, software, operating system, database, etc.).

Cost Quotations (Section 7) All costs must be itemized and included as Section 7 of the vendor’s response and must use the mandatory bid response form found at the end of this RFP. The vendor’s cost quotation must include all costs (e.g., license fees, modifications, travel and per diem, installation, documentation, discounts, etc.). In the event the product or service is provided at no additional cost, the item should be noted as “no charge” or words to that effect.

Vendor must provide price guarantee until 90 days after the proposal due date.

If the entire project cannot be quoted at a fixed price, describe the portions of the project that can be delivered at a fixed price. Include a description of all deliverables. Include a description of each item or service that will not be part of a fixed cost. Show the item/service, the cost/rate and the unit (for example, Training at $100 per day). If there are continuing/annual costs for any item, indicate that also. It is the College’s intent to establish known costs before a final contract is completed. For all variable priced items, describe how costs will be constrained and managed.

List of Clients and References (Section 8) Vendors must provide at least three references from Higher Education clients that are similar in size and complexity to MCC, and the scope of the project contemplated. Include a brief description of the scope of your engagement with the referenced client, and a contact person with appropriate contact information. Bidders MUST provide proof in the form of manufacturer license, certificate or equivalent that they are certified installers/providers of the manufacturer of the system/technology proposed.

Bid Response Forms Use the Bid Response Criteria List Form to respond to the specific requirements associated with the general requirements listed in section XX (General Scope of Work). Use the Bid Response Criteria List Form to respond to the specific requirements associated with the general requirements listed in section XX (General Scope of Work).

Bids Due: Please submit proposals no later than 3 p.m. on Tuesday, September 30, 2025.

INVITATION TO BID

MACOMB COMMUNITY COLLEGE

14500 East Twelve Mile Road Warren, MI 48088-3896

PLEASE NOTE CAREFULLY

You are invited to bid on listed items. This inquiry implies no obligation on the part of the college. Bid best price and delivery based on referenced specifications. Any suggestions for reducing cost without affecting quality will be welcomed and considered. Attach separate quotations outlining in detail alternates proposed. However, you must submit a bid on the specifications as listed to have your alternate bid considered. Note “CONDITIONS” below.

Complete the below bid price sheet that shall match formal proposal quote to be included with submission.

SHIPMENT TO 14500 TWELVE MILE ROAD, WARREN, MICHIGAN UNLESS OTHERWISE STATED BELOW, PRICES QUOTED MUST BE FOB WARREN, MICHIGAN

EA

Epson PowerLite L630U Projector (V11HA26020)

EA

Monoprice Ceiling Equipment Storage Enclosure and Gearbox (16088)

EA

Epson DC-21 Document Camera (V12H758020)

EA

ScreenBeam 1000 EDU 4K Wireless Display Receiver (SBWD1000EDUG2)

EA

Extron MLC Plus 100 MediaLink Plus Controller (60-1469-03)

EA

Extron DTP3 T 203 Three Input 4K/60 Switcher – 330 ft (100 m) (60-1885-52)

EA

Extron MPA 601 Mono 70V Amplifier - 60 Watts Part # 60-1449-01

EA

Extron FF 220T Flat Field Ceiling Speaker Part # 42-141-03 Comment by Brockett, Christopher: @Gregorich, David - Once we have the list of rooms we need to verify if any of the spaces are extra large and we’ll need to order additional pairs of speakers for those spaces. Comment by Gregorich, David: Given that we switched to the Extron ceiling speakers for their super wide dispersion angles --- what exactly defines an 'extra-large room?' Our standard rooms are basically 1200 square feet. What square footage causes us to install an additional pair? Comment by Brockett, Christopher: CE - adding additional 10

EA

C2G 3ft Premium HDMI Cable, Performance Series Part # 50181

EA

C2G 6ft Premium HDMI Cable, Performance Series Part # 50182

EA

C2G 10ft Premium HDMI Cable, Performance Series Part # 50184

EA

Eaton Tripp Lite Series Isobar 2-Outlet Surge Protector Direct Plug-In 1410 Joules Diagnostic LEDs Black Metal Housing Comment by Brockett, Christopher: @Gregorich, David - How have these faired?

Mfg # ULTRABLOK CDW # 3729250

EA

Freedom One eLift Lectern by Spectrum Industries Inc.

55542-FMFMBS1000004C1001

EA

Shielded Cat6 XTP DTP 24/3 9-10’ Generic Brand

EA

Cat 6e, prefabricated patch cables 20' (MCC LAN) – for surface mount rooms (Generic Brand)

EA

Cat 6e, prefabricated patch cables 9-10'

EA

Shielded Cat6 XTP DTP 24/3 20’ Generic Brand

EA

Extron XTP DTP 24 Shielded Cat6 Plenum 1000’ Spool (22-235-03)

EA

500' Spool Shielded 22ga. 2 conductor w/shield control wire (Belden 6500FE:1000)

EA

1000’ Spool Plenum Rate 16ga. Speaker wire

EA

Extron Punch Down Termination Connectors (101-023-01)

EA

3.5mm phone plug M - M 3’ (generic)

EA

Extron SMB112 Two Gang-Box Black (70-1097-02)

EA

Professional Services Install (Reference Scope of Work)

SHIPPING COST

GRAND TOTAL

Note:

To be given consideration for an award, proposal bids must be submitted by the appointed time and date. Submissions must have an official Sealed Bid document with pricing and description of all line items. Bids must be signed, and the authority of the individual signing must be stated thereon. The Office of Purchasing is the sole point of contact for the College with regard to all procurement and contractual matters relating to the services described therein. The Office of Purchasing is the only office authorized to change, modify, amend, alter, clarify, etc. the specifications, terms and conditions of this RFP and any contract awarded as a result of this request. The College will not recognize any changes except when authorized by the Purchasing Department.

Bids will be received by the Purchasing Department by 3:00 P.M., Wednesday, September 24, 2025.

Please note the Conditions on next page of document.

CONDITIONS

MACOMB COMMUNITY COLLEGE

Purchasing Department 14500 East Twelve Mile Road Warren, MI 48088-3896

The undersigned offer prices, terms, and delivery hereon set forth.

Company Name ______

Address

City __________ State _________________ Zip Code _____

Telephone Number __________________________________________________________________

E-Mail Address ______

Terms ___________________

Authorized Signature

Print Name of Signature

Date

Delivery ARO

IT IS MANDATORY OF ALL BIDDERS TO RETURN THIS SHEET FULLY COMPLETED WITH THEIR BID.

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