RFP for Broadcast Studio Updates.docx

Vendor’s Competitive Bid Request

To Whom It May Concern:

Enclosed is a Request for Proposal for the Lakeview School District Broadcast Studio Updates at Lakeview High School. Proposals are to be submitted on the prescribed forms, sealed in an envelope clearly marked “ High School Broadcast Studio Updates”.

All sealed proposals must be submitted to Laura McFadden, Assistant Superintendent of Finance - Marked “High School Broadcast Studio Updates Bid”, Lakeview School District, 15 Arbor Street, Battle Creek, MI 49015, no later than 10:00 a.m. on Thursday, July 31, 2025. Any proposal received after that time will be returned unopened to the sender. Proposals will be opened in the District’s central office, 15 Arbor Street, Battle Creek, Michigan, at 10:00 a.m. on July 31, 2025.

The Board of Education reserves the right to reject any or all bids, as well as waive any irregularities, and to accept the bid that meets its requirements most satisfactorily.

1. Proposals are to be submitted based on the specifications listed below. Manufacturer spec sheets are to be attached to the proposal. Alternates will be accepted if they are approved by the High School Principal, and manufacturer spec sheets are attached.

2. Bid Security in the form of a certified check in the amount of 5% of the bid, payable to Lakeview School District, is acceptable bid security only for proposals less than $50,000. Bid Security in the form of bonds is required to be submitted with all proposals greater than $50,000.

3. Bids shall be accompanied by a sworn and notarized statement disclosing any familial relationship that exists between the owner or any employee of the bidder and any member of the board, intermediate school board, or board of directors or the superintendent of the school district, intermediate superintendent of the intermediate school district, or chief executive officer of the public-school academy. Additionally, bids shall be accompanied by an Iran Economic Sanctions Act Certification. The District will not accept a bid that does not include this sworn and notarized disclosure statement and certification.

4. All proposals will be opened on the day and time stated above. All proposals will be read aloud. Persons submitting proposals may attend and will receive a list of companies that have submitted bids.

5. Although cost will be an essential factor in awarding bids, the District is not obligated, by operation of any statute or regulation, to award a contract solely on the basis of the low bid.

6. The District reserves the right to accept all or any part of a submitted proposal.

7. All proposals shall be irrevocable for sixty (60) days from the bid opening.

8. The Lakeview School District reserves the right to reject any and all bids and to waive any irregularities.

9. Payment will be withheld until the owner is satisfied with the repairs.

10. Work is to start as soon as can be mutually agreed upon by the High School Principal and the contractor. If the bid exceeds the state threshold, Board approval will be required before the start of work.

11. Any additional questions or requests for information should be directed to:

· Cody Japinga, High School Principal

· cjapinga@lakeviewspartans.org

· 269-565-3790

Details of Requested Bid:

Bid Overview:

Lakeview School District is seeking proposals from qualified contractors for the design and installation of an updated, versatile video production suite for the video production classes at Lakeview High School. The project aims to enhance the existing video suite and control room with modern equipment to facilitate the capture and creation of high-quality video and audio content.

The project involves the design and installation of a comprehensive video production system that includes control room upgrades, video and audio equipment, lighting, scenic design elements, remote ENG systems, and podcasting booths.

Lakeview School District will award this contract to the offeror who provides the best value. While cost is a consideration, the District will consider the other factors described in the section titled “Selection Criteria.”

Proposal Requirements:

Control Room:

The control room will reuse the existing desk and rack. New power management and distribution is to be installed. Any network switches installed must be done in coordination and under the advisement of the district IT department.

Video:

● ATEM Television Studio 4K8

● HyperDeck Studio 4K Pro (Record to Network Storage)

● Displays for Multiview and Program

● Computer for configuration of ATEM Studio 4K8

Audio:

● Allen & Heath QU16

● 6 wireless lapels

● Local AUX input

● Additional wired inputs from the studio

● Studio reference monitors

Lighting:

● myDMX RM - With laptop

Communication

● PortaCom COM-60FC 6-Headset Wired Intercom System

In-ear monitoring (Talk-back):

● 2 - Audio-Technica ATW-3255

Studio:

The existing ceiling pipe-grid is to be reused for mounting all light fixtures. The current dimmer system is to be used as a constant power source, with dimmers set to relay.

Video: (Three Camera Systems)

● Blackmagic Studio Camera 4K Pro G2

○ Lens Choice will depend on the layout of the studio

● Tripod

○ Ikan E-Image Air-Controlled Pedestal Kit

● Prompter system

○ Fortinge ERA IP Broadcasting Teleprompter

○ JC1 Hand Controller

○ ForPrompt Studio

○ Computer

Lighting:

● Encore FR Pro Color - Key and Fill Lights

● Blizzard Cyc Out 256x3W RGBW - Cyc Lights

Scenic:

●https://tvsetdesigns.com/products/wide-angle-news-desk-small-lit-up?_pos=5&_sid=8666d2c65&_ss=r

● fabric green screen

Remote ENG: ( 2 systems) These units will provide students with a basic camera system for use outside of the production studio.

● Canon XA65 camcorder with two battery packs per camera

● Watson Duo LCD Charger for Canon BP-800

● Watson BP-828 Lithium-Ion Battery Pack

● Audio-Technica AT897 Shotgun Microphone

● Audio-Technica ATW-1701/L System 10 Digital Camera-Mount Wireless Omni Lavalier Microphone

● Audio-Technica ATW-1702 System 10 Camera-Mount Wireless Hypercardioid Handheld Microphone

● Manfrotto 502AH Video Head & MT055XPRO3 Aluminum Tripod Kit

● Manfrotto Padded Tripod Bag (35.4")

● PortaBrace CAR-3CAM Cargo Case

Podcasting: (2 Booths installed along the north wall of the studio) These booths will provide a small production space for video and audio production. These booths can also serve as isolation booths for audio capture.

● https://www.vocalbooth.com/broadcast-podcast

● LED-based lighting for podcast/vlogging

● Small Table

● Two chairs

● RODE RODECaster Video

● Gator Frameworks GFWMICBCBM3000 Deluxe Desk-mounted Broadcast Microphone Boom Arm

● 2 x Shure SM7B Cardioid Dynamic Vocal Microphone

● 2 x Audio-Technica ATH-M20x Closed-Back Monitor Headphones

● Laptop

Installation and Deployment:

· The Installing Contractor shall be responsible for providing a complete functional system, including all necessary components, whether included in this specification or not.

· All SDI cables installed are to be rated for a minimum of 4K HD signal (12gb/s)

· All data cables are to be a minimum of Balanced Twisted-Pair Data Cable: Category 6

· Installation shall be in accordance with the NEC, and in accordance with manufacturer’s recommendations, Drawings and shop drawings.

· The contractor shall furnish and install all equipment, accessories and materials necessary for a complete operating system.

· Coordinate rough-ins with other trades as required.

· New and/or existing cable pathways, including the communications cable tray system, shall be utilized for the installation of communications wiring. Cables shall be routed above accessible ceilings or in approved communications raceways where in walls or exposed.

· Cable securing and supporting shall be in strict compliance with NEC requirements.

· All cabling shall be extensively labeled with permanent wrap-around machine-printed label product.

· Any and all additional cabling and terminations necessary to make this system complete and functional shall be provided by the Contractor.

· Programming and configuration

· Minimum of 8 hours of user training

· Training to be provided in two sections, four hours of initial training and four hours of follow up training.

Evaluation Metrics and Criteria:

Proposals will be evaluated on the following criteria:

· Experience and Qualifications: Relevant experience in similar projects and the qualifications of personnel involved.

· Technical Approach: Clarity and feasibility of the proposed technical solution and equipment.

· Cost: Overall cost of the project including installation and training.

· Timeline: Proposed timeline for project completion.

· Training Plan: Quality and comprehensiveness of the proposed training plan for staff

· References: Feedback from previous clients regarding the contractor’s performance and reliability.

Submission Requirements:

Proposals must be submitted by Thursday July 31, 2025. Please include the following in your submission:

· A detailed breakdown of costs.

· A proposed timeline for completion.

· Description of relevant experience and previous projects.

· Detailed technical approach and equipment specifications.

· Training plan for staff.

· Reference from previous clients.

· Bid Security in the form of a certified check in the amount of 5% of the bid payable to Lakeview School District is acceptable bid security only for proposals less than $50,000. Bid Security in the form of bonds is required to be submitted with all proposals greater than $50,000.

· Bids shall be accompanied by a sworn and notarized statement disclosing any familial relationship that exists between the owner or any employee of the bidder and any member of the board, intermediate school board, or board of directors or the superintendent of the school district, intermediate superintendent of the intermediate school district, or chief executive officer of the public school academy. Additionally, bids shall be accompanied by an Iran Economic Sanctions Act Certification. The District will not accept a bid that does not include this sworn and notarized disclosure statement and certification.

Instructions and Expectations for Potential Bidders

1. All dust, debris, trash, or waste MUST be cleaned, swept, or otherwise taken care of by its respective trade

2. All sealed proposals must include 2 copies of signed and completed bid response form.

3. All sealed proposals must be submitted to Laura McFadden, Assistant Superintendent of Finance, , Lakeview School District, 15 Arbor Street, Battle Creek, MI 49015, no later than 10:00 A.M. on Thursday, July 31, 2025. Any proposal received after that time will be returned unopened to the sender. Proposals will be opened in the District’s Administration Office at 15 Arbor Street, Battle Creek, Michigan at 10:00 A.M. on Thursday, July 31, 2025

4. Post-bid interviews, by invitation only, may be conducted at the request of Lakeview School District.

5. All proposals will be opened at the day and time stated above. All proposals will be read aloud. Persons submitting proposals may attend, and will receive a list of companies who have submitted bids.

6. The specifications or model numbers listed in this RFP are to be used as guidelines. Although specification changes may be permitted, the quality of the product or service requested must be based upon industry standards at time of delivery, and Lakeview School District requests that bidders provide explanations for any deviations or substitutions from the stated specifications within this document.

7. The District reserves the right to accept any or all parts of a submitted proposal.

8. It is possible that Lakeview School District will not be able purchase all of the items on the bid due to budgetary constraints, so we are requesting that all bids are itemized as much as reasonably possible.

9. All proposals shall be irrevocable for a period of sixty (60) days from the bid opening.

10. Prices shall be good for the length of the agreement from signing date through the completion of the project. If there might be any pricing ambiguity or uncertainty, bidders will need to clearly state that in their bid response.

11. All bids must be submitted with the understanding that a purchase commitment may not be finalized until a formal contract has been signed.

12. The bidder should be able to provide proof of any warranties if asked. All proposed equipment must be new and come with a complete manufacturer’s warranty.

13. Work is to start as soon as a date can be mutually agreed upon by Lakeview School School District and the bidder. If the bid exceeds the state threshold of $30,512, Board approval will be required prior to the start of work. The Lakeview School District Board of Education meeting will be Monday, August 18th, at 6:00 PM local time.

Familial Disclosure Affidavit

The undersigned, the owner or authorized officer of the below-named contractor (the “Contractor”), pursuant to the familial disclosure requirement provided in the Lakeview School District’s (the “School District”) Invitation to Bid for Broadcast Studio Updates at Lakeview High School, hereby represents and warrants that, except as provided below, no familial relationships exist between the owner or any employee of the Contractor, and any member of the Board of Education of the School District or the Superintendent of the School District. A list of the School District’s Board of Education Members and its Superintendent may be found at www.lakeviewspartans.org.

List any Familial Relationships:

Contractor:

Print Name of Contractor

By: ______________________________________________________________________

Its: ______________________________________________________________________

Date: ______________________________________________________________________

State of ____________________________ ) ) ss.

County of____ _______________________ )

This instrument was acknowledged before me on the _______ day of ________________________, 202__, by __________________________________________________________________________________________.

________________________________________________________________, Notary Public

_________________________________________ County, ___________________________

My Commission Expires: ____________________________________________________

Acting in the County of: ____________________________________________________

Affidavit of Compliance - Iran Economic Sanctions Act Michigan Public Act No. 517 of 2012

The undersigned, the owner or authorized officer of the below-named contractor (the “Contractor”), pursuant to the compliance certification requirement provided in the Lakeview School District’s (the “School District”) Invitation to Bid for Broadcast Studio Updates at Lakeview High School(the “ITB”), hereby certifies, represents and warrants that the Contractor (including its officers, directors and employees) is not an “Iran linked business” within the meaning of the Iran Economic Sanctions Act, Michigan Public Act No, 517 of 2012 (the “Act”), and that in the event Contractor is awarded a contract a result of the aforementioned ITB, the Contractor will not become an “Iran linked business” at any time during the course of performing and services under the contract.

The Contractor further acknowledges that any person who is found to have submitted a false certification is responsible for a civil penalty of not more than $250,000.00 or two (2) times the amount of the contract or proposed contract for which the false certification was made, whichever is greater, the cost of the School District’s investigation, and reasonable attorney fees, in addition to the fine. Moreover, any person who submitted a false certification shall be ineligible to bid on a request for proposal for three (3) years from the date that it is determined that the person has submitted the false certification.

CONTRACTOR:

Print Name of Contractor

By: ____________________________________________________

Its: ____________________________________________________

Date: ____________________________________________________

STATE OF ___________________________________ )

)ss.

COUNTY OF ___________________________________ )

This instrument was acknowledged before me on the _________day of ________________________, 202__, by: ____________________________________________________________________________________

_________________________________________, Notary Public

________________________________ County, _________________

My Commission Expires: ___________________________________

Acting in the County of: ___________________________________

Request for Proposal

LAKEVIEW SCHOOL DISTRICT

BID RESPONSE FORM

MEDIA PRODUCTION STUDIO EQUIPMENT & INSTALLATION

RFP Title: Media Studio Control Room, Studio & Podcast Equipment Installation Due Date: ____________________ Vendor Name: ____________________________________________________ Vendor Contact Name: ____________________________________________ Phone Number: __________________________________________________ Email Address: ___________________________________________________ Business Address: ________________________________________________ City: ____________________ State: ____________ Zip: _____________________

SECTION 1 – GENERAL OVERVIEW

1. Company Background and Experience Briefly describe your company's experience with media production installations of similar scope.

2. Warranty Information Provide details on equipment and labor warranties.

3. Estimated Project Timeline Provide the number of calendar days required for completion from date of award.

Start Date: ___________ Completion Date: ___________

SECTION 2 – PROJECT COST SUMMARY

TOTAL PROJECT COST: $_________________________

SECTION 3 – EQUIPMENT CONFIRMATION CHECKLIST

Please confirm the inclusion of the following equipment by checking each applicable box:

Control Room

· ATEM Television Studio 4K8

· HyperDeck Studio 4K Pro

· Multiview and Program Displays

· Configuration Computer for ATEM

· Allen & Heath QU16

· 6 Wireless Lapels

· Local AUX Input

· Studio Reference Monitors

· myDMX RM + Lighting Laptop

· PortaCom COM-60FC Intercom

· 2x Audio-Technica ATW-3255 Talk-back Units

Studio

· 3x Blackmagic Studio Camera 4K Pro G2

· Tripods (Ikan E-Image Pedestal Kit)

· Prompter System (Fortinge + JC1 + ForPrompt + Computer)

· Encore FR Pro Color Lights

· Blizzard Cyc Out RGBW Lights

· Scenic Set (TV Set Designs Link Provided)

· Fabric Green Screen

Remote ENG (2 Systems)

· Canon XA65 (2 units) + Batteries

· Watson Chargers and Batteries

· AT897 Shotgun Mic

· ATW-1701/L Lavalier System

· ATW-1702 Handheld System

· Manfrotto Tripod Kit + Bag

· PortaBrace Camera Case

Podcast Booths (2 Booths)

· 2x Booths (per VocalBooth.com link)

· LED Lighting

· Small Table + 2 Chairs

· RODECaster Video Console

· 2x Shure SM7B Microphones

· 2x Gator Boom Arms

· 2x ATH-M20x Headphones

· 1x Laptop

SECTION 4 – ADDITIONAL REQUIREMENTS

1. Coordination with District IT:

Acknowledge that all network equipment installations will be coordinated with Lakeview School District's IT Department.

· Yes, acknowledged

2. Reuse of Existing Infrastructure:

Acknowledge that specified existing infrastructure (desk, rack, ceiling grid, dimmer system) will be reused.

· Yes, acknowledged

SECTION 5 – CERTIFICATION

I certify that the information provided is accurate and that I am authorized to submit this bid on behalf of the organization named above.

Authorized Representative Name (Print): ______________________________ Signature: ___________________________ Date: ___________________