rfq-2020-cleveland-courtroom-technology.pdf

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Request for Quotation (Products) Open Market

Lowest Price, Technically Acceptable

Request for Quotation

RFQ Number: OHNBCLEDIGHD Request Date: July 27, 2020

Special Notes:

This is a request for Open Market Pricing.

All items should be quoted F.o.b. Destination. Quotes shall be e-mailed to OHNB_VendorQuotes@ohnb.uscourts.gov by 4:00p.m. on August 12, 2020. Use the attached quote sheet to prepare and submit a quote.

A fixed price award from this RFQ will be made based on the lowest priced, technically acceptable offer. Delivery is desired within 60 days after receipt of order (ARO).

Quotes and questions concerning this RFQ should be addressed to OHNB_VendorQuotes@ohnb.uscourts.gov

The Delivery Address for this purchase will be:

U.S. Bankruptcy Court, Northern District of Ohio Howard M. Metzenbaum U.S. Courthouse 201 Superior Avenue Cleveland, Ohio 44114

Sincerely, Gregory Nunn Contracting Officer

Attachment

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Quote Sheet for RFQ Number: OHNBCLEDIGHD

Item No. Description Quantity Unit Unit Price

Extended Price

1 (detailed product specification or product description, model number, etc.)

(fill in required quantity)

(fill in unit, such as “each”)

(contract or will fill in)

(contractor will fill in)

2 (add more Items as needed)

TOTAL (contractor will fill in)

Vendor’s Name Vendor’s Phone Number/fax number/e-mail address

Vendor’s Street Address Vendor’s City, State, and Zip Code

Signature of Person Authorized to Sign Quote Date

Printed or Typed Name of Signator DUNS Number

Discount Terms or Net 30? Delivery Date (if other than stated ARO period)

Quantity Discount or Trade-in amount (delete if not applicable)

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STATEMENT OF WORK (SOW)

1.0 Introduction

The U.S. Bankruptcy Court, Northern District of Ohio, currently has two courtrooms in the Cleveland courthouse with various courtroom technology equipment that was installed in 2005.

The Court has determined a need to replace and upgrade some audio, video and control equipment and to implement a digital and high definition (HD) environment that provides the capability to stream video and audio of courtroom proceedings to VLC or other network streaming players. This new equipment must be integrated and function with the equipment that will remain in place. In order to facilitate support and maintenance requirements it is necessary to standardize the new equipment with equipment installed in other courtrooms throughout the district. For purposes of standardization, items are requested by specific brands and model numbers (as specified below), however the court understands that model numbers may change based upon the vendor’s cyclical upgrade schedule.

This Request for Quote (RFQ) is to solicit Open Market pricing for the purchase, installation, and configuration of the courtroom technology equipment needed to upgrade select audio, video and control equipment for one Cleveland courtroom. This equipment will be integrated into a courtroom technology system that is already in place and used on a continuous basis. Because of this, the work will need to be scheduled during a time when no court hearings are scheduled, and the work must be completed once started so the courtroom will be completely functional for the next day of scheduled hearings. Courthouse location details are provided later in this document.

Based upon funding available to the court this project may be expanded to include upgrades to both Cleveland courtrooms. Therefore, it is required that the vendor’s proposal include two separate quote sheets: the first quote sheet will show the cost to upgrade one courtroom, and the second quote sheet will show the cost to upgrade two courtrooms.

All existing equipment that is de-installed shall not be removed from Court premises and shall remain the property of the U.S. Bankruptcy Court.

2.0 Required Equipment and Services

Quantity Item Description and Specifications 2 ELO 2202L 22” touchscreen monitor, portrait mode

1 Crestron DM-MD 16x16-CPU3-RPS DigitalMedia Switcher

1 Creston DM-TXRX-100-STR H.264 Encoder/Decoder

1 Crestron DM-RMC-SCALER-C Digital Media 8G+ Controller with Scaler

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1 Crestron Control Panel

2 Biamp TesiraFORTE AVB VT Fixed I/O DSP

7 Shure Supercardioid-18” desktop gooseneck microphone w/desktop base

1 Shure Cardioid-18” gooseneck microphone w/flange mount

1 Extron Annotator 300

2 Extron DVI-RGB 200 scaler and signal processor

1 Brightsign BRIXT1144T Digital Signage Player

1 Aurora Multimedia AURVLXTC1C

1 Wolfvision VZ-9.4F Visualizer with 1080p HD camera

Lot All cabling, Connectors, terminations, and Adapter Plates

Lot AV Technician Labor to install and configure the equipment

Lot AV Engineer Labor to design system integration

Lot Programming to integrate the equipment into the existing control systems

Lot Project Manager labor

Lot CAD Technician Labor to update CAD drawings

3.0 Scope of Work

The Court requires that this project work be completed within 60 days of award. Within 15 working days after award the Court will provide several dates when the courtroom will be available. The selection of workdays will be mutually agreeable to the vendor and the Court.

All packing material and debris shall be removed by the vendor. If the vendor must charge for travel costs, these costs shall conform to GSA guidelines, and be included as a separate line item in the quote.

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4.0 Court Location

Howard M. Metzenbaum U.S. Courthouse 201 Superior Avenue Cleveland, Ohio 44114

5.0 Technical Proposal Content

The offeror’s technical proposal shall, at a minimum, address all items listed in this section. The offeror’s proposal will be evaluated to determine if it meets the requirements listed. If the proposal does not meet these requirements, it may be eliminated from further consideration.

A. Technical Approach The offeror shall provide the following items to the court to accomplish a fully functional system:

Equipment installation in the courtroom and data closet equipment rack.

Cabling modifications to integrate the new equipment into the existing system. The cable management shall be restored to existing condition.

Cable heat shrink and laminated labels shall be consistent with the current environment.

Programming changes required to integrate the new equipment into the courtroom’s currently defined control system.

Tune system to ensure the sound system does not generate any feedback.

Ensure the system functions with the existing FTRGold hearing recording system and the Court’s audio bridge equipment.

Connect equipment to the Court’s existing local area network.

Configure the new equipment in the Court’s Crestron Fusion software.

Acceptance testing must be conducted to the satisfaction of the Court’s technical contact, local court staff, and a representative of the vendor that holds the maintenance agreement for the current system. All work shall be completed according to industry standards and be demonstrated as functional for the project to be considered complete.

All documentation including equipment manuals, warranty information, and other documentation required to maintain the equipment under a maintenance agreement.

CAD drawing updates.

All new control system code and all other custom code that is generated by the vendor as part of this project shall be provided to the court. The Court retains full and unrestricted ownership of all computer code related to this project. The source code provided by the vendor shall not be encrypted, compiled, or password protected, and shall be in native programming language.

All labor, travel expenses, and any other costs associated with this project

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B. Key Personnel The vendor shall provide a list of technicians proposed for performance of the work for this RFQ. Technicians assigned to this project shall hold certification(s) in the audio, visual, and sound system arenas. Specifically, the Court requires that the installer(s) assigned to this project hold, at a minimum, valid CTS-I (or equivalent) and Certified Crestron Programmer certificates.

The offeror shall include the following information about each individual proposed for this project:

Full name Relevant education, training, and current manufacturer certification(s) A list of work experience that substantiates (by involvement and duration) the skill positions and services for which they are proposed A brief narrative relating work experience to the effort required herein

C. Past Experience and References The offeror must be able to demonstrate past experience with installing and configuring complex audio video systems over a period of time. Offeror shall submit at least three previous commercial or government contracts/projects performed which were for comparable services of a similar size or scope, including the programming of the Crestron Fusion software. The projects listed shall be projects in which the technicians proposed for the Court’s project were involved. The following information must be submitted for each contract/project:

Name and Description of Contract/Project Brief Description of the Project Date of Contract/Project Offeror’s Role (e.g. Prime Contractor, Subcontractor) Name and Address of Customer Company or Government Agency Names, Addresses and Telephone Numbers of a Technical Point of Contact for the Customer Company or Government Agency Narrative Description of the scope of the contract/project and how it directly relates to the requirements of this solicitation

6.0 Site Survey

All offerors are required and expected to inspect the site where services are to be performed and to satisfy themselves regarding all general and local conditions that may affect the cost of contract performance, to the extent that the information is reasonably obtainable. In no event will failure to inspect the site constitute grounds for a claim after contract award. To schedule a site survey, contact Greg Nunn at Gregory_Nunn@ohnb.uscourts.gov.

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All technical questions should be submitted via email to OHNB_VendorQuotes@ohnb.uscourts.gov, at least five (5) business days before the due date of the proposals.

7.0 Submitting Quotes

Quote Due Date: No later than 4:00 p.m. eastern time, Wednesday, August 12, 2020.

Submit Quotes to: OHNB_VendorQuotes@ohnb.uscourts.gov

8.0 Proposal Evaluation

Proposals submitted will be evaluated to determine if it meets the technical proposal content criteria listed below. The technical proposal content criteria are all of equal importance:

(1) Technical Proposal Content (all factors are of equal importance):

a. Offeror’s capability to install, configure, and program the new equipment into the existing courtroom technology system, demonstrate the functionality of the systems after all new equipment has been installed, and provide documentation and updated CAD drawings. In other words, at a minimum, the offeror’s proposal must provide details for all items listed in the Technical Approach section of this document;

b. The qualifications of offeror’s technical support staff, including relevant certification, and experience. At a minimum, the Court requires that the installer(s) assigned to this project hold valid CTS-I (or equivalent) and Certified Crestron Programmer certificates;

c. Quality of an offeror’s past performance on projects of similar size, scope, and complexity to that described in this request for quote. To evaluate the quality of an offeror’s past performance, references will be contacted by the Court and asked the following questions:

i.) Nature of the work provided;

ii.) If deliverables were completed on time and without major errors;

iii.) If the vendor provided appropriately trained and skilled employees;

iv.) If the final price coincided with the proposed amount;

v.) If contractor complied with the terms and conditions of the contract;

vi.) If reference would use the contractor again.

An affirmative response for each of these questions is required or, the reference must indicate there was sufficient resolution for any negative response.

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In addition, the vendor’s reference(s) will be asked to rate the offeror’s performance (as excellent, good, marginal, or poor) regarding the quality of work completed, and the quality and experience of contractor personnel working on the project. Offerors must rate a minimum of excellent or good in these parameters.

(2) Price Consideration:

The vendor shall list the purchase cost, installation cost, configuration cost, and shipping cost for each line separately. Proposals will be evaluated to determine if they meet all technical requirements as defined above. Proposals which meet technical requirements will then be evaluated on the basis of price. Award will be made to the lowest priced technically acceptable vendor. Offers that are determined by the Court to be unrealistically high or low in price, in comparison to other offers or the government estimate, may be excluded from consideration.

9.0 Award Criteria

The contract will be awarded to the vendor that provides the lowest cost technically acceptable quotation. The Court reserves the right to cancel this RFQ before an award is made. The Court, at its discretion, may award a contract for all items, some of the items, or none of the items listed in this RFQ.

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APPLICABLE JUDICIARY TERMS AND CONDITIONS

1. Clause B 5, Clauses Incorporated by Reference (SEP 2010)

This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text.

Upon request, the contracting officer will make their full text available. Also, the full text of a clause may be accessed electronically at this address: http://www.uscourts.gov/procurement.aspx

(end)

2. The contractor shall comply with the clauses in this paragraph that the contracting officer has indicated as being incorporated in this contract:

_ X__ Clause 3 3, Provisions, Clauses, Terms and Conditions Small Purchases (APR 2013)

(end)

1. The following judiciary provisions, that the contracting officer has indicated are applicable, are incorporated in this solicitation:

__X__ Provision B 1, Solicitation Provisions Incorporated by Reference (SEP 2010)

This solicitation incorporates one or more solicitation provisions by reference, with the same force and effect as if they were given in full text. Upon request, the contracting officer will make their full text available. The offeror is cautioned that the listed provisions may include blocks that must be completed by the offeror and submitted with its quotation or offer. In lieu of submitting the full text of those provisions, the offeror may identify the provision by paragraph identifier and provide the appropriate information with its quotation or offer. Also, the full text of a solicitation provision may be accessed electronically at this address: http://www.uscourts.gov/procurement.aspx.

(end)

Solicitation Provisions Incorporated by Reference

__X__ Provision 2 70, Site Visit (JAN 2003)

Additional Solicitation Provisions

__X__ Provision 4 1, Type of Contract (JAN 2003)

The judiciary plans to award an Open Market type of contract under this solicitation, and all offers shall be submitted on this basis. Alternate offers based on other contract types will not be considered.

(end)

__X__ Provision 3 5, Taxpayer Identification and Other Offeror Information (APR 2011)

(a) Definitions.

“Taxpayer Identification (TIN),” as used in this provision, means the number required by the Internal Revenue Service (IRS) to be used by the offeror in reporting income tax and other returns. The TIN may be either a social security number or an employer identification number.

(b) All offerors shall submit the information required in paragraphs (d) and (e) of this provision to comply with debt collection requirements of 31 U.S.C. 7701(c) and 3325(d), reporting requirements of 26 U.S.C. 6041, 6041A, and

RFQ: OHNBCLEDIGHD P a g e 10 | 11 implementing regulations issued by the IRS. If the resulting contract is subject to the payment reporting requirements, the failure or refusal by the offeror to furnish the information may result in a 31 percent reduction of payments otherwise due under the contract.

(c) The TIN may be used by the government to collect and report on any delinquent amounts arising out of the offeror’s relationship with the government (31 U.S.C. 7701(c)(3). If the resulting contract is subject to payment recording requirements, the TIN provided hereunder may be matched with IRS records to verify the accuracy of the offeror’s

TIN.

(d) Taxpayer Identification Number (TIN):_________________________

[ ] TIN has been applied for.

[ ] TIN is not required, because:

[ ] Offeror is a nonresident alien, foreign corporation or foreign partnership that does not have income effectively connected with the conduct of a trade or business in the United States and does not have an office or place of business or a fiscal paying agent in the United States;

[ ] Offeror is an agency or instrumentality of a foreign government;

[ ] Offeror is an agency or instrumentality of the federal government.

(e) Type of organization:

[ ] sole proprietorship;

[ ] partnership;

[ ] corporate entity (not tax exempt);

[ ] corporate entity (tax exempt);

[ ] government entity (federal, state or local);

[ ] foreign government;

[ ] international organization per 26 CFR 1.6049 4;

[ ] other _______________.

(f) Contractor representations.

The offeror represents as part of its offer that it is [ ], is not, [ ] 51% owned and the management and daily operations are controlled by one or more members of the selected socio economic group(s) below:

[ ] Women Owned Business [ ] Minority Owned Business (if selected, then one sub type is required)

[ ] Black American [ ] Hispanic American [ ] Native American (American Indians, Eskimos, Aleuts, or Native Hawaiians) [ ] Asian Pacific American (persons with origins from Burma, Thailand, Malaysia, Indonesia, Korea, The Philippines, U.S. Trust Territory of the Pacific Islands (Republic of Palau), Republic of the Marshall Islands, Federated States of Micronesia, the Commonwealth of the Northern Mariana Islands, Guam, Samoa, Macao, Hong Kong, Fiji, Tonga, Kiribati, Tuvalu, or Nauru)

[ ] Subcontinent Asian (Asian Indian) American (persons with origins from India, Pakistan, Bangladesh, Sri Lanka, Bhutan, the Maldives Islands, or Nepal)

[ ] Individual/concern, other than one of the preceding.

(end)

__X__ Provision 3 195, Exemption from Application of the Service Contract Act to Contracts for Maintenance, Calibration, or Repair of Certain Equipment – Certification (APR 2011)

(a) The offeror shall check following certification:

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CERTIFICATION

The offeror [ ] does [ ] does not certify that –

(1) the items of equipment to be serviced under this contract are used regularly for other than government purposes, and are sold or traded by the offeror (or subcontractor in the case of an exempt subcontractor) in substantial quantities to the general public in the course of normal business operations;

(2) the services will be furnished at prices which are, or are based on, established catalog or market prices for the maintenance, calibration, or repair of equipment.

(i) An "established catalog price" is a price included in a catalog, price list, schedule, or other form that is regularly maintained by the manufacturer or the offeror, is either published or otherwise available for inspection by customers, and states prices at which sales currently, or were last, made to a significant number of buyers constituting the general public.

(ii) An "established market price" is a current price, established in the usual course of trade between buyers and sellers free to bargain, which can be substantiated from sources independent of the manufacturer or contractor; and

(3) the compensation (wage and fringe benefits) plan for all service employees performing work under the contract is the same as that used for these employees and equivalent employees servicing the same equipment of commercial customers.

(b) Certification by the offeror as to its compliance with respect to the contract also constitutes its certification as to compliance by its subcontractor if it subcontracts out the exempt services. If the offeror certifies to the conditions in paragraph (a) of this provision then Clause 3 160, Service Contract Act of 1965, will not be included in any resultant contract to this offeror.

(c) If the offeror does not certify to the conditions in paragraph (a) of this provision –

(1) Clause 3 215, Exemption from Application of the Service Contract Act to Contracts for Maintenance, Calibration, or Repair of Certain Equipment – Requirements, will not be included in any resultant contract awarded to this offeror;

and

(2) the offeror shall notify the contracting officer as soon as possible, if the contracting officer did not attach a Service Contract Act wage determination to the solicitation.

(d) The contracting officer may not make an award to the offeror, if the offeror fails to execute the certification in paragraph (a) of this provision or to contact the contracting officer as required in paragraph (c) of this provision.

(end)