RFP_PR7766_-__Addendum_No._3.pdf

ORLANDO UTILITIES COMMISSION

100 W. Anderson Street l PO Box 3193 l Orlando, FL 32801 l 407-434-4038 Telephone l 407-434-4338 Telefax l www.ouc.com

February 28, 2025

To: All Prospective Proposers:

From: Bhumika Nathoo, Buyer Subject: Addendum No. 3, RFP PR7766 - Conference Rooms Audio Visual (AV) Equipment

Upgrades and Implementation

The purpose of this Addendum is to address clarifications and questions in response to the subject solicitation.

Clarification 1: The bid due date is extended to Wednesday, March 19, 2025 (by 2:00 pm

EST).

Clarification 2: The items listed below are being moved to a new Section 1.12. Additional Requirements (Attachment A of the RFP Document):

1.11.2.5 Room soundproofing will be important to be able to mitigate the audio distortion

1.11.2.6 Visible speaker Timer (on screen) – visible digital clock for speaker

1.11.2.7 Current Audio-Visual Equipment usage

1.11.2.8 Control Booth in the back of the Chamber with an area near for external media personnel to connect their audio (XLR Press Box)

1.11.2.9 Photo Op location

1.11.2.10 Ability to Stream to integrate with YouTube Livestream (i.e. OBS)

1.11.2.11 Ability to Posting Livestream access to the OUC Webpages

1.11.2.12 Designated area for IT (Control Booth) with following dimensions: Length: 8’.3”, Width:

3’ & High: 10’ – Door glass frame measurements: Width: 31.5” and High: 36”

1.11.2.13 Earpiece/headset communication system for support staff

1.11.2.14 Electronic Sign-In for Public Speakers that can be displayed during Commission meetings.

Clarification 3: The items listed below are being removed from the Scope of Work & Requirements (Attachment A of the RFP Document):

Section 1.5. Video Wall Processing with Software

1.5.1. Provide new software to meet the following specifications:

1.5.1.1. Max H.264 encodes / decodes: 64 HD / 16 4K

1.5.1.2. Minimum Outputs: 48 HD / 12 4K

1.5.1.3. Output Formats Supported: DisplayPort, DVI, HDMI

1.5.1.4. Max Inputs: 16 HD / 16 4K

http://www.ouc.com/

1.5.1.5. Input Formats Supported: Mini HDMI, HDMI, DisplayPort, DVI, 3G-SDI, Composite, VGA

1.5.1.6. Dimensions Per Chassis: 4RU / 19.0" x 7.0" x 26.4" (W x H x D)

1.5.2. Provide two (2) 4K Output Board

1.5.2.1. The output board is a high-end graphics card that supports up to 4 x 4K displays (or up to 16 x HD displays with additional signal processing).

1.5.3. Provide two (2) (1) 4K to (4) HD video expander, HDMI Outputs.

1.5.4. Provide one (1) 4K-DE Input Board.

1.5.4.1. The 4K-DE input board is a 4K capture and IP encode / decode card. I shall feature

(4) mini HDMI inputs and supports up to (4) 4K or (16) HD IP video encodes and decodes, leveraging low-latency H.264 video compression.

1.5.5. Provide four (4) 4K-D Input Boards.

1.5.5.1. The 4K-D input board is a 4K capture and IP decode card. It shall feature four mini HDMI inputs and leverages high-density H.264 decoding to support up to 4 x 4K or 16 x HD IP video decodes.

1.5.6. Provide all networking switches, WAPs, PoE injectors, and cabling as required for a complete networking system.

1.7.1.2. Provide four (4) TV Tuner interface and control for touch control system.

1.7.1.3. Provide nine (9) 3rd party display control to touch control system.

1.8.3. Audio system to include eight (8) Lavalier Microphones and 8 handheld microphones

1.9.3. Provide twelve (12) HD-EL-IP Encoder – ICC BYOD

1.9.3.2.12. Include Middle Atlantic Podium L5-TURFR-23 LDW

1.9.3.2.13. Include mid-grade wood trim kit with nickel handles (color to be selected by OUC).

Clarification 4: Section 1.11 Warranty items listed below:

1.11.1.1. Warranty service shall include 24/7 support.

1.11.1.2. Warranty service shall include a 4-hour response time.

1.11.2.4. Service to include 24/7 support with a 4-hour response time.

will be replaced by (Attachment A of the RFP Document):

• Warranty services are expected to be onsite 4-hour response time.

• 24/7 support is not required.

Questions:

1. Can you provide a detailed floor plan for the Commission Chamber and all other rooms that will be upgraded?

Response: See attached Exhibit 1. Other rooms will be provided when those updates are made in the future to the awarded supplier.

2. Are there existing As-Built Drawings or CAD files that can be provided?

Response: See attached Exhibit 1.

100 W. Anderson Street l PO Box 3193 l Orlando, FL 32801 l 407-434-4038 Telephone l 407-434-4338 Telefax l www.ouc.com

3. What is the expected timeline for completion of the first project (Commission Chamber AV Upgrade)?

Response: OUC is targeting a project completion by the end of June 2025. OUC acknowledges that this is an ambitious deadline. Should we be unable to achieve the proposed deadline, then October 2025 is our final opportunity to complete the project.

4. Is there a priority list for upgrades in other conference rooms beyond the Commission Chamber?

Response: No.

5. What future scalability expectations should be considered when designing the AV solution?

Response: OUC is looking for scalable solutions that allow for easy integration of emerging technologies and accommodate evolving business needs. The desire equipment and infrastructure (with scalability in mind) ensure that conference rooms can adapt to advancements without requiring frequent and costly overhauls like it has happened to us in the past.

Please include multiple alternatives of hardware options (brands/$ cost) to be proposed.

6. What are the current pain points with the existing AV system that should be addressed?

Response:

- sound and video glitches during board meetings.

- having two different areas of controlling the presentations

- how cameras and other AV features are managed

- limitations of cameras and switcher.

- inability to go live from our control booth onto YouTube

7. Are there any restrictions on using particular brands, manufacturers, or technology types?

Response: No, but should be reputable and established brands and providers. Equipment offered by the awarded supplier will go through a risk review evaluation process with our IT Security office.

8. Will the AV systems need to integrate with any existing IT infrastructure, and if so, can you provide specifications?

Response: Utilizing current OUC standard network switchers is preferred. Otherwise, there would need to be a process to ensure the devices are properly patched in a reasonable cadence and who would be responsible.

Devices must support 802.1x for connections to OUC’s wired or wireless network. Access to OUC’s user identities must go through MS Entra. Cloud integrations must be managed by OUC’s technical teams.

9. What is the required network bandwidth for AV over IP solutions?

Response: Min. 1Gb to 10Gb For this we would need to know the resolution of the video and what codec is being used. How many different video streams simultaneously. Will the video be isolated to the Commission chamber or will it need to be across the Commission and/or Internet. The supplier should be able to provide information on the bandwidth requirements.

10. What streaming platforms other than YouTube should be supported (e.g., Microsoft Teams, Zoom, Facebook Live)?

Response: OUC’s preference will be to have all platforms and social media (options) available if possible. MS Teams, Webex, Zoom are a must.

11. Will the system need to support simultaneous streaming to multiple platforms?

Response: Yes, in the event we plan to use it in the future. Streams should incorporate a service that is delivered using a Content Delivery Network (CDN). Direct streams from OUC or real-time streams to a service will suffer from degradation and internet congestion (most internet is best effort).

12. What is the expected resolution for streaming (e.g., 1080p or 4K)?

Response: 4K.

13. What latency tolerances are acceptable for live streaming?

Response: This will need to be specified by the solution provider and what their solution is designed for.

14. Is there an existing CDN (Content Delivery Network) that should be used for distributing the streams?

Response: We use YouTube for streaming.

15. Who will be managing and operating the live stream during events?

Response: The Desktop and Client Ops team at OUC will be the primary group managing and operating the live stream. The Communications team and Telecommunications team may be assisting.

16. What type of video archiving and storage solutions are required?

Response: OUC would like to see options for on prem as well as cloud solutions for video archiving and storage solutions to be presented.

17. Should the AV system integrate with Closed Captioning solutions?

Response: OUC currently does not have closed captioning and based on the information that we have gathered, we won’t need it in the future.

18. Will external media (press) need access to the AV feed, and what connection type should be provided (e.g., XLR, SDI, HDMI)?

Response: Yes, they will. – XLR

19. What level of automation is expected for the control system?

Response: OUC would like to have as much automation as possible within our control system;

however, OUC is open to recommendations and suggestions.

20. Are there specific user access levels that need to be implemented for different user roles?

Response: Previous audits have stipulated that access to systems must incorporate Role- Based Access Control (RBAC). SaaS solutions should leverage OUC’s Identity Provider (IdP).

100 W. Anderson Street l PO Box 3193 l Orlando, FL 32801 l 407-434-4038 Telephone l 407-434-4338 Telefax l www.ouc.com

21. What type of training will be required for in-house staff?

Response: In-depth training on how to operate the new AV equipment will be required.

22. Will OUC IT or AV staff require remote access to manage/control AV systems?

Response: Yes, Remote access must be secure and include MFA.

23. Should the control system integrate with existing building automation systems?

24. What acoustic challenges need to be addressed in the Commission Chamber?

Response: Outside noise from the 408 HWY.

25. Should the audio system include noise cancellation or feedback suppression?

Response: Yes. Also, refer to Section 1.11.2.5 Room soundproofing will be important to be able to mitigate the audio distortion.

26. What is the expected microphone placement and coverage for panelists, audience members, and remote speakers?

Response: Refer to RFP Document, Attachment A, Section 1.8.2., Audio system to include seventeen (17) wireless microphones. Breakdown includes: Ten (10) desktop mics, Three (3) handhelds, Four (4) lavaliers. – All wireless. Please provide information regarding capability of support for a future growth in the number of wireless devices needed.

27. Are there any restrictions or preferences for wired vs. wireless microphones?

Response: Yes. OUC preference is to have wireless microphones. Wired microphones could present a hazard inside the chamber when we have a great number of individuals moving within the chamber.

28. Should the system support hearing assistance devices (ADA compliance)?

Response: OUC currently does not have it and based on the information that we have gathered, we won’t need it in the future.

29. What are the expected SPL (Sound Pressure Level) and coverage requirements for the audio system?

Response: Normal range - about 60dB

30. Should the video system integrate with presentation software (e.g., Microsoft PowerPoint, Google Slides, Prezi)?

Response: Yes. That would be the ideal solution to have the video system integrated with Microsoft PowerPoint since it is our primary source of where presentations are projected during Commission meetings.

31. What content sources will be used (e.g., HDMI laptops, network video feeds, streaming platforms)?

Response: Mainly a PC for the admin to show presentation. Currently, it is only streaming to YouTube.

32. Will OUC provide content management software, or should vendors propose a solution?

Response: Supplier should propose a solution, OEM provider, cost, who will deliver integration and its cost.

33. Should the AV system support multi-screen presentations?

Response: Yes, to facilitate an easier way to manage meetings.

34. Will any digital signage capabilities be needed?

Response: Yes, refer to RFP Document, Attachment A, Section 1.11.2.6 Visible speaker Timer (on screen) – visible digital clock for speaker.

35. Will annotation or touchscreen interactivity be required on the displays?

Response: Either or both. Open to suggestions. Smaller touchscreens, preferably running presentations from an iPad.

36. Will there be a need for remote monitoring and diagnostics of the AV system?

Response: External remoting by suppliers should not be necessary nor permitted; however, the system must have internal monitoring and diagnostic capabilities. The solution must have the ability to be monitored for availability and performance by internal IT Support personnel only.

37. Are there existing conduits or pathways for new cabling, or will new pathways need to be installed?

Response: It is a raised floor that is an open plenum approximately 24”. All wiring will be installed below floor and above ceiling grid as needed, only if permissible and within building codes.

38. Should the installation consider future expansion for additional AV equipment?

Response: No additional equipment at this time. However, OUC would like to consider the possibility of connecting other conference rooms to communicate with the Commission Chamber in the future.

39. Are there weight or space constraints for ceiling-mounted displays and speakers?

Response: Yes, room has a drop ceiling, therefore there will be weight restrictions.

40. Will any construction permits be required for the installation?

Response: Refer to Attachment D – OUC General Conditions for Goods and Services, Section

9.1 Services Warranty.

The Supplier warrants that all the services furnished hereunder shall be produced and furnished in compliance with all applicable federal state and local laws, orders and regulations.

OUC shall have the benefit of all warranties implied at law, and all express warranties made by the Supplier. Unless others specified herein, the Supplier shall obtain all permits necessary for performance under this Contract. Supplier warrants that the services performed hereunder will reflect competent professional knowledge and judgment.

100 W. Anderson Street l PO Box 3193 l Orlando, FL 32801 l 407-434-4038 Telephone l 407-434-4338 Telefax l www.ouc.com

41. Should the system include redundant power solutions (UPS, backup generators, etc.)?

Response: Yes. The current system has a UPS to provide that redundancy.

42. What level of technical support and maintenance is expected post-installation?

Response: Refer to RFP document, Attachment A Section 1.11 Warranty. Also, see Clarification 4 listed on this Addendum.

43. What is the required response time for AV system issues (e.g., 4-hour SLA, next business day)?

Response: Refer to Clarification 4 of this Addendum.

44. Is there a specific budget range for the project?

Response: This information is not relevant for RFP response.

45. Who will have the responsibility for Conduit/raceway for low voltage cables?

Response: Supplier

46. Who will have the responsibility for Electrical work for AV?

47. Who will have the responsibility for after demolition dry wall, wall Patching, Painting, Fire blocking?

48. Free Parking? The distance from the jobsite building.

Response: Yes. Free parking is available right outside the job site building.

49. Any Liquidated Damages applicable?

Response: This is to be discussed at the time of contract negotiations with the recommended supplier.

50. What is the payment method/structure? (e.g. Net30, Progress Payments, etc.)

Response: Net 30 days and Progress Payments

51. Prevailing wage applicable?

52. Any Licenses, Certifications, or experience required from the Contractor?

Response: See response to question # 40.

53. Kindly provide the Floor Plan, RCP elevation and section drawings for the commission chambers.

Response: See responses to question # 1 and # 2.

54. Kindly share the existing schematic / Single line diagram for the conference room?

Response: See response to question # 2.

55. As per site visit requested for the videowall, kindly explain more about and give me the details, like Size of the videowall, what resolution need to used, and How many inputs are going to use and how many number screen on going show on led videowall. Where will going to mount, is going to mount on existing screen side or kindly suggest the location to mount the video wall .

Response: Refer to Clarification 3 of this Addendum.

56. As per the documents in Attachment A: Detailed Scope of Work & Requirements, Section 1.5.

Video Wall Processing with Software, please advise on the purpose of this device, its functionality, and its intended use. Additionally, the Excel sheet Price List (Tab 1) does not mention any details about the video wall processor. Kindly provide clarification.

Response: Refer to Clarification 3 of this Addendum.

57. As per the documents in Attachment A: Section 1.7. Touch Control System: Kindly advise on the necessity of having three touch control panels in a single room. Please provide details on their functionality, possible alternatives for consolidating them into a single unit, and confirm their intended installation locations.

Response: A touch panel is needed on the main speakers table with integrated phone to dial and receive calls, mute and volume etc….in the control room, a touch panel would be needed for the phone and room controls (volume, lights etc..), and another one at the Commission Secretary’s desk.

58. As per the documents in Attachment A: Section 1.6. Teleconferencing & Streaming, Subsection 1.6.3, it is mentioned to add one or two ceiling array microphones over the table, integrated into the audio system for room speakers and online streaming. Kindly advise why ceiling array microphones are required, as already requested 10 tabletop microphones, 3 hand held and 4 lavalier microphones, kindly clarify Response: Ceiling array microphones would be used for other instances when the commission meeting is not taking place and the system is not being used. The phone system will still need to be operable without pulling out the mics.

59. As per the documents in Attachment A: Section 1.8. Audio System, Subsection 1.8.3, the audio system includes eight (8) lavaliere microphones and eight (8) handheld microphones. Kindly clarify why these additional microphones are required, as 17 wireless microphones have already been requested.

60. As per documents Section : 1.8.4. Audio system to include ceiling mounted speakers as required. Kindly advise on the required number of ceiling Speakers?

Response: The room currently has 18 ceiling mounted speakers, that will need upgrade. No additional speakers are needed currently.

61. Kindly share which equipment’s are going to be re used and which one are to replacing with existing equipment?

Response: OUC will reuse the projector and any other equipment that can be used. If new equipment is to be proposed, please explain why the current equipment will not be a viable

100 W. Anderson Street l PO Box 3193 l Orlando, FL 32801 l 407-434-4038 Telephone l 407-434-4338 Telefax l www.ouc.com option for the proposed design.

62. Kindly share the Equipment Make and models of the existing system in the commission chambers office.

Response: See Attached Exhibit 1.

63. If you have preferred brand list for display ,microphones ,speakers’ dsp and amplifier – Kindly advise those brands?

Response: TV – LG or Samsung, Mic – Shure, QSC amplifiers.

64. Kindly provide existing software details which are currently being used in commission chambers conference room?

Response: OBS studio for streaming, and MS PowerPoint for presentations.

65. Can we use the existing Conduit for new laying cables route?

Response: Yes, if permissible and within building codes.

66. Kindly provide the existing equipment list and rack devices?

67. Can you please clarify the equipment you would like to reuse?

Response: The primary piece of equipment that we would like to reuse is the large projector plus some of the newer equipment that was setup in the rack.

68. Can we get room dimensions including the new control room Response: Suppliers should have Commission Chamber dimensions from the Pre-Response Conference. Refer to RFP Document Attachment A Section1.11.2.12 for new control room dimensions.

69. In the new design, are you wanting assume that the new control room will be completed before installation?

Response: Yes, the new control room should be completed before installation.

70. Would the new control room be completed by OUC before installation?

Response: Yes. OUC’s Facilities team will be building the control room.

71. What would be evaluation criteria be based on as there is a strong possibility that each design will be different?

Response: Refer to RFP Document, Section 3.15.

72. Please verify the microphone requirements. There appears to be a conflict between 1.8.8 and 1.8.3 Response: There is no 1.8.8. Refer to Clarification 3 of this Addendum.

73. 1.11.2.5 requests room soundproofing. Does OCU have restrictions around what can be done to the existing walls to support sound proofing efforts?

Response: Soundproofing plans should be submitted for review.

74. Could you clarify what is trying to be conveyed in 1.11.2.7

Response: OUC would like the supplier to leverage existing Audio-Visual Equipment in the upgrade as feasible, specifically the new equipment installed in 2024. If equipment cannot be used, suppliers will provide reasons for non-used and propose replacement options for OUC’s review.

75. Is 1.11.2.12 requirement meant to be accomplished by the contractor under this RFP, or will this work be completed by OUC?

Response: See response to question # 70.

76. 1.11.2.13 How many support staff need to be considered?

Response: A minimum of 3 support staff should be considered. Maximum 4.

77. As there are several unknowns, would OUC be open to pricing only the equipment listed in the RFP in order to get pricing on equipment identified. For example locked in % off MSRP for all equipment selected equipment and then a rate for labor to include design?

Response: Suppliers are to proposed all the possible alternatives of pricing. Please identify them as Option 1; Option 2, etc. as needed.

78. Is it possible to obtain floor plans, architectural drawings, and pictures associated with the champers project?

Response: See response to question # 1 & #2.

79. Section, par 1.11.1.1 and 1.11.1.2 state 24/7 support and 4-hour response time. Is this is an absolute requirement of the project?

80. Is there a set of as-built drawings available that denote the existing AV system? This is needed to verify what existing equipment can be either reused or dispersed.

Response: See response to question # 1 & #2.

81. The RFQ calls for a video wall processor. Is the video wall existing or something that needs to be quoted in the RFP?

82. If it needs to be quoted, what size and type of video wall is required?

i. How many displays? (HxW)

ii. LCD or seamless LED?

1. What is the distance from the required video wall to the closest viewer?

iii. Please provide the make and model of the existing video wall if present.

iv. Please provide the feature wall dimensions (height, width and height of the ceiling) where the video wall is or is to be installed.

v. What is the distance from the video wall to the equipment rack location?

vi. Is there adequate power available (required number of outlets)?

100 W. Anderson Street l PO Box 3193 l Orlando, FL 32801 l 407-434-4038 Telephone l 407-434-4338 Telefax l www.ouc.com

83. In case additional power is required at each display location as well as the equipment rack location, who is responsible for high voltage work?

Response: OUC is expecting the supplier to be responsible for any electrical work; however, if our internal Facilities team is needed for further conversation on that, we can certainly speak with them.

84. There are a number of AVoIP encoders listed under the equipment rack requirements. Is there a list of required input sources?

Response: 4 AVoIP.

85. The RFP requires the vendor supply CATV decoders. These are normally supplied by a third party cable system due to encryption of the cable signal. Commercially available CATV decoders are not compatible with encrypted cable service. What is the purpose for the required CATV decoders?

Response: At the moment, we have one CATV in the chamber and that’s the only one that we should be available. This allows participants to be able to get live TV programming including but not limited to storm news, etc.

86. Are there facility drawings available for reference?

Response: See response to question # 2.

87. Where are each of the encoders placed within the facility?

Response: The location of the encoder is unknow within the Commission Chamber.

88. There is a requirement for the vendor to place plywood backing for each display but the RFP states most of these displays will be ceiling mounted.

o What is the ceiling constructed of? Sheetrock or Grid?

o Are reflected ceiling plans available for reference?

o Can each display location be identified on the facility drawings?

o Is there access above the ceiling?

Response:

o See response to question # 39.

o No.

o See Attached Exhibit 1.

o Yes.

89. The RFP salient characteristics for the AVoIP system match with a Kramer solution. Are alternate vendors acceptable?

Response:Yes, other suppliers are acceptable. Provide details for OUC’s review.

90. Is the AVoIP system intended to be cloud based or stand alone on premise?

If this system is intended to be cloud based has a particular vendor (Google, AWS, etc..) been identified?

Response: Any AVoIP system should be on premise and OUC does not have a vendor identified at this time.

91. How many video cameras are required?

Response: We will need at least a minimum of 4 video cameras.

o Where are they to be placed?

Response: 1. Should be pointing to the Commissioners table

2. Should be pointing to the Podium

3. Should be pointing to the Audience

4. Should be pointing to the area where the awards are presented (near the glass wall)

92. Can these requirements be expanded on?

1.7.1.3 Provide nine (9) 3rd party display control to touch control system.

Response: Refer to Clarification 3 of this Addendum.

1.8.2 and 1.8.3 call for lavaliere microphones. Is the requirement for quantity 4, 8 or 12?

93. 8.7 Supplier’s Pollution Liability. Please confirm this is required for this opportunity.

94. The Alcohol & Controlled Substance Policy specifically identifies this is applicable to the employees of the Orlando Utilities Commission. Please advise any requirements for contractors.

Response: Refer to RFP Document, Attachment D - OUC General Conditions for Goods and Services, Section 6.0.

95. Will the Commission grant reciprocity for a US Government cleared person who is under Continuous Vetting with the Government?

Response: Contractors will be required to have their respective employees cleared through OUC’s background process in order to receive a contractor badge and have unescorted access in our facilities. OUC contracts with Sterling for our background reports, and contractors will be required to submit background applications for each employee through an OUC provided link.

The contractor will be required to make payment for each respective background application when it’s submitted for review. The costs for the background checks range from $65-$85, depending on the number of checks; however, the costs can increase if an International check must be completed (International checks are submitted by contractors if they resided outside the United States in the past 7-years). OUC Security will work directly with the contractor’s OUC Project Manager to facilitate the invitations to complete the Sterling background check and secure photos of the employees for badge issuance.

96. Attachment A - Warranty requires a four (4) hour response for warranty and service, 24/7.

Please confirm this is not an on-site response requirement.

97. Under scope 1.7.1, where would you like placement of the (3) 10” touchscreens in the room, and would you be open to an encased tablet for the dais?

Response: A touch panel is needed on the main speakers table with integrated phone to dial and receive calls, mute and volume etc….in the control room, a touch panel would be needed for the phone and room controls (volume, lights etc.and another one at the Commission

100 W. Anderson Street l PO Box 3193 l Orlando, FL 32801 l 407-434-4038 Telephone l 407-434-4338 Telefax l www.ouc.com

Secretary’s desk.Yes, OUC is open to an encased tablet for the dais.

98. Under scope 1.7.1.2, are the (4) TV tuners intended for splitting the video wall into a quad cable feed or is this for another purpose?

99. 1.7.1.3 – what are these (9) 3rd party display control to touch control system specifically? Is this in addition to the (3) touchscreens?

100. 1.9.3.2.12 – Is the podium able to be procured from different furniture vendors or must this be the specific Middle Atlantic L5-TURFR-23 LDW?

Response: We would like to keep the podium we currently have in the Commission Chamber if possible.

101. What is the budget for this project?

Response: See response to Question # 44.

102. Please provide a list of equipment that was installed in 2024.

Response:

QTY 1: BSS BLU-800 Signal Processor w/ DSP & Cobranet (B-STOCK) QTY 1: BSS BLU-120 I/O Expander with BLU link / EN 54-16 Compliant for Life Safety Applications (B-STOCK) QTY 2: ClearOne 910-6003-004-C (Wireless Handheld Transmitter Cardioid Microphone) QTY 4: Clearone 910-6004-040 (Lavalier, Cardioid Microphone attachment) QTY 1: Clearone 910-6000-405-C-D (4-Channel Wireless Receiver (M586 573-599 MHz, Built-in Dante, Compressed Audio) Includes: Docking station) QTY 1: Crown DCI4X1250DA (Four-channel, 1250W @ 4 ohm Power Amplifier with Dante™ / AES67 Networked Audio, and 70V/100V) QTY 1: BSS BSSBLUAECIN-M (4 Analog input mic/line card for Soundweb London Chassis w/ Indp AEC pro) QTY 1: Netgear GSM4230P-100NAS (AV LINE M4250-26G4F-POE+ 24X1G POE+ 300W) QTY 2: Atlas Sound MS20E (Heavy-duty microphone stand provides extra stability, extends from 37" to 66")

103. Please provide the dimensions of the new control room.

Response: Refer to RFP Document, Attachment A, Section1.11.2.12 for new control room dimensions.

104. The scope of work states the following:1.6.1 Provide cameras for teleconferencing Please provide the number of cameras being specified.

Response: We are going to need at least 4 cameras.

105. 1.11 Warranty Section. Please clarify sections 1.11.2.5 through 1.11.2.14. Are these additional requirements?

Response: Yes. Refer to Clarification 2 of this Addendum.

106. Attachment B – Price Schedule: Future Projects Itemized Hard/Parts Proposal Section.

Please clarify what rooms or system types that would be included as “future projects.”

Response: The list of future projects will be provided to the awarded supplier as available.

Also, refer to response in question # 77.

a. Is there an exact dollar amount allocated for the commission chamber upgrade?

Response: See response to Question # 44.

107. Can the base bid include acoustic panels that cover the hardwood walls and improve the audio quality in the room?

Response: OUC is open to this as an option.

108. Are timers wanted that are different than the ones currently in place at the lectern and secretary table?

Response: Yes. OUC wants timers that will be digitized and visible to everyone inside the room.

109. Will OUC remove the rear projector?

Response: Yes.

110. Are four new displays wanted inside the commission chamber? Or two inside and two outside?

Response: Only two displays inside the commission chamber and two others on the small overflow room adjacent to the chamber.

a. Please provide a floor plan of the room, as well as technology or AV as built drawings?

Response: See response to question # 1 and #2.

111. Please provide pictures of any displays that should be replaced outside of the chamber.

112. 3 headsets needed?

Response: Maximum of 4 headsets needed.

113. Are any cables routed under the table or to a floor box in the room?

Response: Yes. Most of the cabling inside the Commission chamber is routed under the floor and above the ceiling.

114. Will the old Crestron lighting control panels be removed? Is lighting control desired in the chamber?

Response: Yes. OUC wants a full redesign by whoever is awarded this work.

115. Is using the back storage room an option, or is it certain that it will become the new control room?

Response: As of right now, that back storage room is the most feasible option for us to have a control room as far away from the main Commission Chamber table.

100 W. Anderson Street l PO Box 3193 l Orlando, FL 32801 l 407-434-4038 Telephone l 407-434-4338 Telefax l www.ouc.com

116. Should bidders include any electrical or data additions to the back room if they are capable of self-performing them?

Response: Yes. OUC would like to get a full spectrum of any electrical or data additions possible.

117. Are the five evaluation criteria listed in order of importance?

118. Please confirm that OUC will dispose of their old equipment that is identified by bidders as unusable.

Response: Yes. OUC will be responsible for the disposal of old and unusable equipment identified by bidders.

119. Does OUC prefer the video wall processing in 1.5 on page 22? Or is it not applicable?

120. Clarify the intention of 1.7.1.3 on page 23, “(9) 3rd party display control…”

121. Please confirm the same for the encoder in 1.9.3 – i.e., is it applicable? OUC preferred item?

122. What is intended by 1.11.2.7 on page 25, Current AV Equipment Usage?

Response: The intension with this line is to identify which of the current equipment inside the chamber can still be leveraged as part of the upgrade. For example, the projector that’s currently in there, was upgraded last February.

123. What is intended for the photo op location requirement?

Response: Our Marketing and Creative Services department usually takes photos of

Commissioners and employees during service awards but its location within the chamber is not ideal because of poor background and lighting.

124. In the price schedule, where do the (4) 65” displays fit into the requirements for the chamber?

Response: OUC needs 4 new TVs setup. Two inside the chamber that will need to be ceiling mounted and two in the overflow room that need to be Wall Mounted.

125. Please confirm or clarify if only a solution for the chamber room will be the basis for the award.

Response: The basis of the award is per section 3.5 in the RFP document. And the Commission Chamber is the first project under the multi-year agreement to be executed.

126. Is the price schedule intended to capture all proposed costs for the chamber?

127. Is OUC also using the price schedule to evaluate hourly rates for future work?

128. In the Scope or Work area, the proposal calls out for a Video Wall Processing with Software, however there is no call out on the equipment list for a Video Wall. Can we an explanation on why this is a requirement.

129. In the Pre-Bid Conference, it was mentioned that an upgrade from the current ATEM Blackmagic Switch System. However, the RFP, makes no mention of that, can we get a clarification.

Response: We are currently using the ATEM system and software to be able to conduct the board meetings; however, if the bidders have a better solution, OUC is ready and willing to review that. Supplier should propose a solution and its cost.

Reminder:

Bids are due no later than 2:00 p.m. Local Time on March 19, 2025, via VendorLink submission.

Your proposal response must acknowledge Addendum No. 3 was received or your bid may be considered non-responsive. In other respects, except as specifically stated above, the subject request for Proposal remains unchanged.

Note:

There shall be no communication between the supplier, their employees or subcontractors concerning this RFP to anyone within OUC except the buyer of record.

Sincerely, Bhumika Nathoo

Bhumika Nathoo Buyer, Strategic Sourcing Orlando Utilities Commission

100 W. Anderson Street l PO Box 3193 l Orlando, FL 32801 l 407-434-4038 Telephone l 407-434-4338 Telefax l www.ouc.com

Addendum No. 3 - Exhibit 1

Commission Chambers Equipment Inventory Item Type Item Make Model Serial # Wireless 18" Gooseneck Mic 1 Clearone RF -M500 0061-2333-09 Wireless 18" Gooseneck Mic 2 Clearone 0022-2349-09 Wireless 18" Gooseneck Mic 3 Clearone 0028-2349-09 Wireless 18" Gooseneck Mic 4 Clearone 0062-2333-09 Wireless 18" Gooseneck Mic 5 Clearone 0020-2140-09 Wireless 18" Gooseneck Mic 6 Clearone 0027-2125-09 Wireless 18" Gooseneck Mic 7 Clearone 0022-2125-09 Wireless 18" Gooseneck Mic 8 Clearone 0014-2125-09 Wireless 18" Gooseneck Mic 9 Clearone 0008-2125-09 Wireless 18" Gooseneck Mic 10 Clearone 0024-2140-09 Wireless Handheld Mic Handheld 1 Clearone H18 0007-2401-09 Wireless Handheld Mic Handheld 2 Clearone H18 0003-2401-09 Wireless Handheld Mic Handheld 3 Clearone H18 0044-2401-09 Lavalier wireless Mic Lav- 1 Clearone WS80 - T 0056-1940-09 Lavalier wireless Mic Lav- 2 Clearone WS80 - T 0033-2229-09 Lavalier wireless Mic Lav- 3 Clearone WS80 - T 0073-2343-09 Lavalier wireless Mic Lav- 4 Clearone WS80 - T 0071-2343-09 Video switcher Blackmagicdesign Atem Mini Pro 11972675 Battery packs 14 Audio Video Control System AMX Modero NXV-300 Unable to capture SN Integrated Netlinx Controller AMX NI -700 Unable to capture SN Video breakout box AMX NXA-AVB/Ethernet Unable to capture SN

PRESENTATION SWITCHER AMX ENOVA DVX-2255HD-SP 190612GX35G0006

Distribution Amplifier Crestron HD-DA2-4K-E Unable to capture SN Audio recorder Tascam HD-R1 90035 AV controller AMX Netlinx NX-3200 Unable to capture SN Ethernet controller Crestron CP2E Unable to capture SN Conferencing Signal processor Soundweb BLU-101 Unable to capture SN Signal Processor Soundweb BLU-806 Unable to capture SN Managed Switch Netgear M4250 -26g4f Unable to capture SN Network module Cisco C3850-NM-4-10G Unable to capture SN BLU-RAY DISC PLAYER DENON DN-500BD MKII Unable to capture SN Digital wireless Mic Receiver ClearOne WS880 Unable to capture SN Digital wireless Mic Receiver ClearOne WS880 Unable to capture SN Digital wireless Mic Receiver ClearOne WS840 Unable to capture SN Power Amplifier Crown 41250DA Unable to capture SN Power Conditioner /UPS Furman F1500-UPS Unable to capture SN Cable box Samsung SMT-H3262 Unable to capture SN Projector Panasonic PT-RZ890 GB3560622 PTZ Camera Vaddio Unable to capture SN PTZ Camera iUZEE UVC Camera v1.0.1.6 Unable to capture SN TV Monitor LG 37LD450C-UA 007RMMD5F035 TV Monitor LG 49LW340C 608RMXX2K258 TV Monitor Lobby LG 47LG50DC 810RMTT217465 TV Monitor Lobby LG 49LW340C 608RMFP2K259 Dell PC AMX console DELL PC8406 Dell PC Media PC Dell PC8405

Commission Room

AV Room

Control Room

Control Room

Commission Room Displays Ceiling Mounted

Over Flow Room

Over flow Room Displays Wall Mounted

O[ J adkis219 Text Box 7-4 adkis219 Text Box 7-3 adkis219 Text Box 7-5 adkis219 Text Box 7-6 adkis219 Text Box 7-11 adkis219 Text Box 7-2 adkis219 Text Box 7-7 adkis219 Text Box 7-8 adkis219 Text Box 7-9 adkis219 Text Box 7-10 adkis219 Text Box 7th Floor Revised 4.05.10 adkis219 Text Box 7-12 adkis219 Text Box 7-16 adkis219 Text Box 7-13 adkis219 Text Box 7-14 adkis219 Text Box 7-17 adkis219 Text Box 7-18 adkis219 Text Box 7-20 adkis219 Text Box 7-22 adkis219 Text Box 7-21 adkis219 Text Box 7-1 adkis219 Text Box 7-23 adkis219 Text Box Rm 732 adkis219 Text Box Rm 755 adkis219 Text Box Rm 728

AMX

DVX-2255

HD-SP

Denon

DN-500BD

DVD Player

AMX

Dx-Tx

Video Switcher

Media

PC

Guest Laptop

BSS

BLU-101

BSS

BLU-806-DA

SpeakersCrown DCi

41250DA

AMP

Tascam

HD-R1

Speakers

Speakers

Speakers

ClearOne

WS800

ClearOne

WS800-D

Network Switch

NETGEAR M4250

DANTE

Video codec

ClearOne

WS840-D

Ports 1-16 = Control VLAN 1

Ports 17-24 = Dante VLAN 5

HD-SP

Crestron

HD-DA2-4K-E

DENON DVD

Player

AMX

Dx-Tx

Vaddio RoboSHOT

Video Switcher

AMX

Dx-Tx

Media

PC

Doc CameraLocal

Monitor

AMX

Dx-Rx

PANASONIC

PT-RZ890WU7

Projector

Mounted Behind Column LCD

Crestron

HD-DA2-4K-E

Audience Left

LCD

Column

LCD

LG

49LW340C

Lobby LCD's

Audience Area

LG

49LW340C

HD-SP

Video Switcher

LG 49" TV

AMX

NX-3200

Network Switch

NETGEAR M4250

AMX

Dx-Rx

LG 49" TV