RFP E-2627-004 AV Streaming Recording System FINAL PDF.pdf

New Milford Board of Education

25 Sunny Valley Rd

Suite A

New Milford, CT 06776

NEW MILFORD PUBLIC SCHOOLS

RFP E-2627-004 AV Streaming Recording System

REQUEST FOR PROPOSALS

Table of Contents

1. Introduction

2. Scope of Services

3. Proposal Instructions

3.1. Timeline

3.2. Questions and Communications

3.3. Addenda

3.4. Format

3.5. Submission

4. Selection process

4.1. Disclaimers & Disclosures

5. Terms and Conditions

5.1. Indemnity

5.2. Assignment of Rights, Titles, & Interests

5.3. Availability of Funds

5.4. Tax Exempt

5.5. Insurance

5.6. Contract

5.7. Permits and Codes

5.8. Price

5.9. Freedom of Information Act

5.10. Warranty

Appendix A. Bidder Information Sheet

Appendix B. Affirmative Action/Equal Opportunity Statement

Appendix C. Reference List

1. INTRODUCTION

New Milford Public Schools (the “District”) is looking for a Video and Audio Streaming and Recording System installed in the New Milford High School Theater. The District is requesting proposals from qualified vendors/firms (the “Bidders”) to provide a design package, equipment, and installation of the following upgrades for the New Milford High School Theater.

The District is interested in having up to three PTZ Cameras capable of shooting 4K at preferably 60fps that can record video and external audio either straight from the sound board or through microphones hanging in the Theater’s house (the “house”). These cameras should be placed at an optimal location in the house to capture a wide shot of the entire stage in great detail while also having the capability of zooming in to capture specific performers. The District is open to other possibilities of camera placement at the suggestion of a successful Bidder.

The District is looking for cameras that can be operated via a controller with the ability to edit live feeds, record, and distribute video online. Additionally, the District would like to be able to send the video and audio feed to computer monitors anywhere in the building and directly online via YouTube or a similar website.

The District is seeking the best quality image possible for a mid-tier price. The District is looking for something in the range of the Panasonic AQ-UE80 4K and the Canon CR-N700 or another comparable PTZ camera (and any other equipment) that will satisfy our needs and work best in our space.

The District is interested in the following features and equipment:

● 4K Quality

● 1” Sensor

● At least 20x Zoom preferred

● Joystick Controller

● Hands-on control availability with a physical switcher panel

● Dedicated deck to ensure reliable capture of video and audio every time

○ Blackmagic Design Hyperdeck Studio 4K Pro

○ Blackmagic Design 1 M/E Advanced Control Pane

● Must work with existing infrastructure: Integrate seamlessly with the ATEM system we already have in place

2. SCOPE OF SERVICES

The chosen vendor shall generate a design package and quote, with each item priced out.

Substitutions for discontinued items or items backordered beyond 30 days will not be accepted without prior written consent from the District.

● The District does not guarantee that all items listed on Appendix D will be purchased during the 2025- 2026 school year.

● Price must be for the nit/quantity listed in Appendix D.

● Substitutions will not be accepted for Brand Name & Specialty items.

● If awarded the bid, the vendor must provide an itemized form with prices for the District to use when submitting orders.

● Any orders placed by the District as part of this bid will not include truck or fuel charges.

● Any orders placed by the District as part of this bid will be delivered to the specific school listed on the order request form submitted to the vendor.

● If awarded the bid, the vendor must ensure their dispensers are mounted in locations and within parameters that are ADA compliant.

3. PROPOSAL INSTRUCTIONS

All proposals for service shall remain valid and be binding upon the respondent if accepted by the District within ninety (90) calendar days of the proposal submission date. All proposals shall be signed by an authorized representative of such vendor.

Proposals shall include a statement of understanding of the work and of qualification of the vendor/firm submitting the proposal and those employees that will be providing services to the District.

Response must include completed appendices.

3.1 TIMELINE

Mandatory Pre-Bid Site Visit: 9/23/26 at 11AM New Milford High School

388 Danbury Rd.

New Milford, CT 06776

Questions Due from Bidders: 9/25/26 at 12PM

Proposals Due: 10/2/26 at 12PM

New Milford High School

388 Danbury Rd

New Milford CT, 06776

Public Bid Opening: 10/2/26 2:30PM

New Milford High School 388 Danbury Rd

New Milford CT, 06776

3.2 QUESTIONS AND COMMUNICATIONS

Bidders are hereby notified not to contact any member of District staff and its elected officials, except as provided herein regarding this proposal until such time as a contract has been awarded. All questions about the proposals should be directed to Alessandro Amenta, NMHS Theatre Director, by email at amentaa@newmilfordps.org by 9/25/26 at 12:00noon. Answers to all received questions will be posted on the District website at https://www.newmilfordps.org/fiscalservices.

3.3 ADDENDA

The District reserves the right to revise any part of this RFP by issuing an addendum at any time prior to the submittal deadline. Addenda notifications will be posted on the District’s website at https://www.newmilfordps.org/fiscalservices.

3.4 FORMAT

The submitted proposals must follow the rules and format established within this RFP. Failure to comply with all provisions of this RFP may result in the proposal being disqualified. All proposals must be securely bound.

Proposals must submit completed appendices.

● Provide references including names for at least three (3) references from similar sized clients with contact information. References submitted using Appendix C: Reference List

● A letter of transmittal indicating the Bidder's interest in providing the service and any other information that would assist the District in making a selection. This letter must be signed by a person legally authorized to bind the Bidder to a contract.

● Name, email address and telephone number of person(s) to be contacted for further information or clarification.

● Copy of any necessary State of Connecticut or local licenses and/or permits necessary to perform the work required.

● Bidders shall identify and submit detailed resumes for any staff members of the proposal team (including sub-consultants) with their assigned roles and a description of their background and experience.

mailto:amentaa@newmilfordps.org https://www.newmilfordps.org/fiscalservices

3.5 SUBMISSION

Each proposal must be submitted in a sealed envelope bearing the bid number RFP E-2627-004 and titled “NMHS Theater AV Streaming/Recording System.” Three (3) printed copies of the proposal and one (1) electronic copy on a USB drive must be provided. Proposals must be delivered to New Milford High School, 388 Danbury Rd, New Milford, CT 06776 with attention to Alessandro Amenta by 10/2/26 at 12:00 noon. Proposals submitted after this time will not be considered. Each bidder shall be responsible for all costs incurred in order to prepare and submit their response to this RFP. All submitted materials including any work product, instruments of service and other deliverables shall become the property of the District, and the Bidders shall not claim any ownership interest in the same.

Submissions received after the deadline of 10/2/26 at noon. will be considered informal and rejected.

4. SELECTION PROCESS

Proposals will be evaluated by a selection committee based upon the response to the criteria presented in the request and any other factual information it deems appropriate. The committee will make a recommendation to the Superintendent of Schools and Board of Education for final acceptance of the selection. During the evaluation process, a Bidder may be asked to make an oral presentation. The District reserves the right without prejudice to reject any or all proposals or parts thereof for any reason, to negotiate changes to proposal terms, waive minor inconsistencies with the request for proposals, and to select the proposal the committee deems best fits the needs of the District.

The District reserves the right to negotiate any and all elements of any proposal directly with the provider. No changes in or to the proposal submissions will be permitted subsequent to the proposed target date unless approved by the District. The District may request clarifications on any portion of the proposal in order to develop a comprehensive assessment of the proposal.

4.1 DISCLAIMERS AND DISCLOSURES

The District has prepared this document to give background information to interested parties for participating in the RFP process. While the District has taken due care in the preparation of this RFP document and believes it to be accurate, neither the District nor the Town of New Milford nor any of their respective officers, employees, agents or advisors give any warranty or make any representations (collectively the “District Parties”), express or implied as to the completeness or accuracy of the information contained in this document or any information which may be provided in association with it.

The information is not intended to be exhaustive. The information disclosed herein is provided on the basis that it is non–binding on the District Parties. The District reserves the right to alter/increase/decrease the scope of work requirements as later determined. The District reserves the right not to proceed with the Project or to change the configuration of the Project, to alter the timetable reflected in this document or to change the process or procedure to be applied. It also reserves the right to decline to discuss the matter further with any party expressing interest. No reimbursement of cost of any type will be paid to persons or entities expressing interest. The District reserves the right to accept or reject, in full or in part, any or all the offers without assigning any reason whatsoever. The District does not bind itself to accept the lowest of any offered proposal and reserves the right to reject all proposals or any proposal or cancel the RFP without assigning any reason whatsoever. The District also has the right to re-issue the RFP without the Bidders having the right to object to such reissue. No oral statement of any representatives of the District shall be effective to waive, change or otherwise modify any of the provisions of this RFP, and no proposer shall rely on any alleged statement.

The District may elect to meet with any, all, or none of the Bidders prior to selection. The District reserves the right to reject any or all of the proposals submitted, to negotiate changes to proposal terms and to waive minor inconsistencies with any proposal. The District reserves the right to negotiate the cost of this proposal and to award the work to other than the proposer with the lowest cost, if it is in the best interest of the District.

Submission of a proposal indicates acceptance by the proposer of the conditions contained in this request for proposals unless clearly and specifically noted in the proposal submitted and confirmed in the contract between the District and the proposer selected. The District may, before or after proposal opening and in its sole discretion, clarify, modify, amend or terminate this request for proposals if it is determined that doing so is in the District’s best interests. Any such action shall be communicated to prospective consultants via a posting on the District’s website. Each prospective Bidder shall be responsible for checking the District’s website at https://www.newmilfordps.org/fiscalservices to determine if the District has clarified, modified or amended this request for proposals and if so ensuring that its proposal is in accordance with the terms of the clarified, modified or amended request for proposal.

5. TERMS AND CONDITIONS

Based on the outcome of this process, evaluation, design and specifications, and cost estimates need to be completed within 30 days of award notice or contract signing, whichever is later.

5.1 INDEMNITY

To the fullest extent permitted by law, the successful Bidder on behalf of itself and its successors and assigns, covenants and agrees at its sole cost and expense, to protect, defend, indemnify, release and hold the New Milford Board of Education, Town of New Milford, its agents, servants, officials, employees, volunteers and members of its boards and commissions (Collectively the “Board and Town of New Milford”), harmless from and against any and all Losses (defined below) imposed upon or incurred by or asserted against the Board and Town of New Milford by reason of bodily injury, personal injury, death, or property damage of whatsoever kind or nature, to any individuals or parties (including, but not limited to the Board and Town of New Milford, the successful Bidder’s, or any other third party) arising out of or resulting from, or alleged to arise out of or arise from the successful Bidder’s performance of its work pursuant to the terms of this request for proposals or any subsequent contract, but only to the extent such Losses are attributable to the negligent or intentional act, error or omission of the successful Bidder or any person or organization employed or engaged by the successful Bidder to perform all or any part of the work contemplated pursuant to this request for proposals or any subsequent contract. The term “Losses” includes any losses, damages, costs, fees, expenses, claims, suits, judgments, awards, liabilities (including, but not limited to, strict liabilities), obligations, debts, fines, penalties, charges, amounts paid in settlement, foreseeable and unforeseeable consequential damages, litigation costs, attorneys’ fees, expert’s fees, and investigation costs, of whatever kind or nature, and whether or not incurred in connection with any judicial or administrative proceedings, actions, claims, suits, judgments or awards.

Upon written request by the Board, the successful Bidder shall defend and provide legal representation to the Board and/or Town of New Milford with respect to any of the matters referenced above. Notwithstanding the foregoing, the Board may, in its sole and absolute discretion, engage its own attorneys and other professionals to defend or assist it with respect to such matters and, at the option of the Board, its attorneys shall control the resolution of such matters. Upon demand, the successful Bidder shall pay or, in the sole and absolute discretion of the Board, reimburse, the Board and/or Town of New Milford for the payment of reasonable fees and disbursements of attorneys and other professionals in connection with the work contemplated pursuant to this request for proposals or any subsequent contract.

THE BOARD and TOWN OF NEW MILFORD DO NOT AGREE TO INDEMNIFY THE SUCCESSFUL BIDDER IN CONNECTION WITH ANY LOSSES ARISING OUT OF OR RESULTING FROM, OR ALLEGED TO ARISE OUT OF OR

ARISE FROM THE SERVICES CONTEMPLATED UNDER THIS REQUEST FOR PROPOSALS OR ANY SUBSEQUENT

CONTRACT.

5.2 ASSIGNMENT OF RIGHTS, TITLES, & INTERESTS

Any assignment or subcontracting for work to be performed related to this request, in whole or in part, and any other interest in conjunction with the District’s procurement shall not be permitted without the express written consent of the District.

5.3 AVAILABILITY OF FUNDS

Any contract award associated with this RFP is contingent upon the availability of District funding. If funds for the continued fulfillment are at any time not forthcoming or are insufficient, through failure of any entity to appropriate funds or otherwise, then the District will have the right to terminate the Contract at no additional cost and with no penalty whatsoever by giving prior written notice documenting the lack of funding. The District will provide at least thirty (30) days advance written notice of such termination and will use reasonable efforts to ensure appropriated funds are available. In the event that funds are not available, any agreement resulting from this RFP shall become null and void.

5.4. TAX EXEMPT

The District is tax exempt under state and federal law. The successful vendor will be responsible for any and all federal, state and local taxes including personal property tax. Such taxes must not be included in the bid price.

5.5 INSURANCE

Prior to the commencement of any work and no later than ten (10) days after notice of award of the contract, the selected Bidder shall submit to the District evidence of insurance demonstrating that the contractor has coverage for Workmen’s Compensation Insurance, Liability, Property Damage, and Automobile/Truck insurance with the minimum limits of liability set forth herein. Certificates of insurance shall contain a provision that such policies shall not be canceled or permitted to expire until at least thirty (30) days prior written notice has been provided to the selected Bidder. Further, the District, the Town of New Milford and their current and former officers, members, agents and employees shall be named as an additional insured on a primary and noncontributory basis. The contractor and its insurers shall waive all rights of subrogation against the Town of New Milford and New Milford Board of Education and their current and former officers, members, agents and employees. Proof of insurance must accompany this proposal.

a) Worker's Compensation Insurance shall not be written for less than the statutory limits and shall include Employer's Liability Insurance at a limit of not less than Five Hundred Thousand Dollars

($500,000);

b) General Liability Insurance shall be insured at a limit of not less than One Million Dollars ($1,000,000) for each occurrence and Two Million Dollars ($2,000,000) for total aggregate liability;

additionally, shall be insured with an umbrella coverage not less than One Million Dollars ($1,000,000).

c) Property Damage Insurance shall be written at a limit of not less than One Million Dollars

($1,000,000) for each occurrence and One Million Dollars ($1,000,000) for each aggregate Liability.

5.6 CONTRACT

The selected bidder may be required to execute an appropriate contract, as proposed by the District and subject to the terms set forth in this request for proposal. By submitting a proposal, Bidders agree to all the terms and conditions of this RFP and accept that the ultimate award of this project may be contingent upon the successful bidder entering into a contract with the District that incorporates the terms of this RFP.

5.7 PERMITS AND CODES

The selected Bidder will comply with all laws, codes, rules and regulations of the State, County and Town applicable to the work to be performed. Any permits lawfully required shall be obtained by the selected Bidder, who shall pay all lawful charges.

5.8 PRICE

The prices quoted shall include all contingencies, including but not limited to profit, BFO, administrative fees, direct costs, etc. to complete the project as described in this document.

5.9 FREEDOM OF INFORMATION ACT

All information submitted in a proposal or in response to a request for additional information is potentially subject to disclosure under the Connecticut Freedom of Information Act as amended and judicially interpreted.

Proposals and the information contained therein shall not be treated as or considered confidential by the District.

5.10 WARRANTY

The selected bidder shall guarantee workmanship and equipment provided against defective manufacture or installation and agrees to repair or replace defective workmanship and material appearing within a period of one (1) year after completion date, which will be defined as the date on the check of the final payment for the project. At such time the selected bidder will transfer all manufacturers’ warranties to the BOE.

APPENDIX A

BIDDER INFORMATION SHEET

Name of Bidder

Business Address

Telephone Number

Date of Bid

The Bidder listed above declares and certifies:

1. That the said Bidder is of lawful age and the only one interested in this Bid, and that no other Bidder has any interest herein.

2. That this bid is made without any previous understanding, agreement or connection with any other person, firm or corporation making a bid for the same purposes, and is in all respects fair and without collusion or fraud.

3. That said Bidder has carefully examined the instructions to Bidders, schedules and specifications prepared under the direction of the New Milford Public Schools, and will, if successful in this bid, furnish and deliver at the prices bid and within the time stated, all the materials, supplies, apparatus, goods, wares, merchandise, service and/or labor for which this bid is made.

4. That the price quotes herein are net and exclusive of all federal, state and municipal sales and excise taxes.

(Person, Firm, or Corporation)

(Authorized Signature)

APPENDIX B

AFFIRMATIVE ACTION/EQUAL OPPORTUNITY STATEMENT

The New Milford Public Schools is an Equal Opportunity Employer and will not transact business with firms that are not in compliance with all Federal and State Statutes and Executive Orders pertaining to nondiscrimination.

This form is required to be filled in (enter company name above lines below), signed and returned with any

Invitation to Bid, Request for Proposal, or other public solicitation document in order to transact any business with the New Milford Public Schools.

__________________________ will not make employment decisions (including decisions related to hiring, assignment, compensation, promotion, demotion, disciplinary action and termination) on the basis of race, color, religion, age, sex, marital status, sexual orientation, national origin, alienage, ancestry, disability

(including pregnancy), genetic information, veteran status or gender identity or expression, or any other legally recognized protected class status except in the case of a bona fide occupational qualification.

It is the policy of _____________________________ that any form of discrimination or harassment on the basis of race, religion, color, national origin, alienage, sex, sexual orientation, marital status, age, disability

(including pregnancy), genetic information, veteran status or gender identity or expression, or any other protected class status prohibited by state or federal law is prohibited.

______________________ will also take affirmative action as called for by applicable laws and Executive

Orders to ensure that minority group individuals, females, disabled veterans, recently separated veterans, other protected veterans, Armed Forces service medal veterans, and qualified disabled persons are introduced into our workforce and considered for promotional opportunities.

_________________________________ will remain in full compliance with the above while under contract with or performing work for the New Milford Public Schools.

Signed Printed Name

Business Address Name/Title of Company Officer

Date Phone

APPENDIX C

REFERENCE LIST

In the interest of securing competent contractors, we are requiring the following information be provided with your Proposal. Failure to provide this information may jeopardize your firm being awarded this project.

Please provide three references for projects of similar size and scope to this project:

Project #1

Project Name: _______________________ Customer Name/Organization/Phone Number:

_____________________________________ Date Project Completed: ________________

Description of Project:

Project #2

Project Name: _______________________ Customer Name/Organization/Phone Number:

Project #3

Project Name: _______________________ Customer Name/Organization/Phone Number:

APPENDIX D

Equipment List

Name Description Format Cost