S000000076 Q&A Response .pdf

Question Nbr Question Subject Question Text Answer

1 De-Installation Can you provide a list of all devices to be de-installed

There is not a definitive list of devices to be de-installed. This will depend on which equipment a

Contractor chooses to utilize as part of their bid. Prospective

Contractors may utilize existing equipment to save costs. Existing equipment utilized by the

Contractor must be integrated with the new software-based system. If

Prospective Contractor feels they can propose at a lower cost by replacing existing equipment, they may do so. The decision to use or replace existing equipment shall be at the Contractor's discretion and risk unless otherwise specifically required in the IFB.

Please see updated IFB.

2 De-Installation

Can you clarify if any of the devices to be de-installed will require a lift in order to remove the item(s). No, a lift should not be needed to deinstall any current equipment.

3 De-Installation

The room descriptions included within the Final IFB.docx 1.7 - 1.12 detail, ?All new and existing equipment must be fully integrated into the new system?. It is unclear what is to be de-installed

Prospective Contractors may utilize existing equipment to save costs. Existing equipment utilized by the Contractor must be integrated with the new software-based system. If Prospective

Contractor feels they can propose at a lower cost by replacing existing equipment, they may do

so. The decision to use or replace existing equipment shall be at the

Contractor's discretion and risk unless otherwise specifically required in the IFB. Please see updated IFB.

4 Floor Plan Drawings

Please provide floor plan drawings of the facility and any room elevation drawings, if possible

ADEM does not have these drawings to provide. Flooring is elevated for cabling purposes.

Schematics for Existing Equipment

Can you provide schematics from the previous installation?

ADEM does not have those to provide.

6 ADEM Virtual Machines

Can you clarify the make and model number of the Virtual Machines to be supplied by ADEM Windows 10.

7 Warranty Can you clarify the specific warranty requirements for this project

Standard warranty including labor and materials. Also see

Maintenance & Support requirements in Section 1.16 of the IFB.

S000000076 Emergency Operation Center Audio Visual Enhancement and Upgrade

Arkansas Department of Emergency Mangement

Q&A

8 Warranty Can you clarify the length of warranty required by this IFB

1 year

Warranty & Maintenance

Will we have to cover maintenance and warranty on existing equipment or just the new equipment?

Contractors will not be responsible for warranty on existing equipment.

10 Pevailing Wage Can you clarify if this project is prevailing wage

No, this is not prevailing wage.

11 Tax Exemption Status Please clarify if this project is taxable

It is taxable at 7.5% for zipcode

72199. However, Prospective

Contractors should not include taxes as part of the pricing provided on the Official Bid Price

Sheet.

General

Please confirm which rooms receive

“interactive” touch large-format video displays and which receive standard

(non-touch) displays. Smaller (10”) control touch panels are understood as separate from main video displays

All new monitors must be interactive.

Payment Terms

Please clarify the expected payment terms, assuming SRV-1 (Services

Contract template) will be used. final terms will negotiated between both parties prior to contract execution

Final terms and payment milestones will negotiated between both parties prior to contract execution

Section 1.7.

How old and how many hours do the existing projectors have on them?

We have spare bulbs and a spare projector. This is not in the scope for replacement at this time. It must be integrated into the new system system. Contractors will not responsible for warranty on existing equipment.

Section 1.7.C.

The PTZ control the camera tracking to the active speaker. That is not a problem with the wired mic but the wireless it can get very complicated.

ADEM wants to track the wireless that will be up at the front and back of the SEOC not the middle of it. Only one of the pan tilt zooms needs to do that and that will be on the left wall. Please see updated IFB.

Section 1.7.C.

Please elaborate on the automatic camera tracking requirements of the

PTZ cameras in the SEOC, as discussed in the pre-bid conference

ADEM wants to track the wireless that will be up at the front and back of the SEOC not the middle of it. Only one of the pan tilt zooms needs to do that and that will be on the left wall.

Section 1.7.

When cameras are in use will there be an assistant director doing a manual camera control?

ADEM has not made a decision regarding this, however, they should only control the camera for the room they are in.

Section 1.7.

Will ADEM be using the existing control panel in the SEOC or replacing? Reusing if possible.

Section 1.7.

Samsung panel on podium to be replaced with a touch panel as well? Yes.

Section 1.7.

Please clarify if the main SEOC equipment racks (3) should receive front/rear doors and if active thermal management venting should be implemented?

ADEM has the rear doors to create the active thermal management venting.

Wil all conference rooms be touch or a dumb display?

These will all need to be interactive displays.

Section 1.8.A.

Will the interactive panel in 104 need to be able to get to the RGB spectrum?

Yes because the interactive will replace the touch panel.

SEOC

ADEM intends to use the PTZ cameras for video conferencing.

ADEM is primarily using Zoom. Will they need to support other video conferencing platorms as well?

The pan tilt zooms will be able to be used in a video conferencing platform, like zoom. ADEM will want to use this room (SEOC) for a video conference. But it has to be generic so it can work not only with Zoom but with all platforms

Will we be hosting the zoom through the virtual machines or bring your own device? Both

25 Please clarify the multiple statements in the IFB: “The system must be integrated into all video conferencing platforms” as there are multiple ways to accomplish this.

ADEM currently primarily uses

Zoom, but the system must be capable of operating with other video conferencing platforms such as Microsoft Teams, Skype, Goto

Meeting, etc. When logging into a meeting, ADEM must be able to select the appropriate camera.

Section 1.9

What is the requirement for the PTZ to hold press conferences in Room 106?

Room 106 will need to be able to host a press conference and video conference. This may be accomplished with the required high definition PTZ cameras

Section 1.10

What to do you want us to do with the existing equipment?

Prospective Contractors may utilize existing equipment to save costs. Existing equipment utilized by the Contractor must be integrated with the new software-based system. If Prospective

Contractor feels they can propose at a lower cost by replacing existing equipment, they may do

so. The decision to use or replace existing equipment shall be at the

Contractor's discretion and risk unless otherwise specifically required in the IFB. Contractor will not be held responsible for existing equipment that is not functonal when the project is started. Please see updated IFB.

Section 1.10

How many control panels will need to be added in room 157/164/165?

There are two existing control panels in Training Room A-C. We will be adding a third in the middle

Section 1.10

Please confirm the SEOC, and rooms

157, 164, & 165 all require VOIP.

Confirmed.

Section 1.10

Please clarify the multiple statements in the IFB: “All new and existing equipment must be fully integrated into the new system”, as elsewhere in the IFB existing equipment will be replaced

Prospective Contractors may utilize existing equipment to save costs. Existing equipment utilized by the Contractor must be integrated with the new software-based system. If Prospective

Contractor feels they can propose at a lower cost by replacing existing equipment, they may do

so. The decision to use or replace existing equipment shall be at the

Contractor's discretion and risk unless otherwise specifically required in the IFB. Please see updated IFB.

Section 1.10

All new and existing equipment will be integrated in the builds?

Prospective Contractors may utilize existing equipment to save costs. Existing equipment utilized by the Contractor must be integrated with the new software-based system. If Prospective

Contractor feels they can propose at a lower cost by replacing existing equipment, they may do

so. The decision to use or replace existing equipment shall be at the

Contractor's discretion and risk unless otherwise specifically required in the IFB. Please see updated IFB.

Section 1.10

Please confirm if the existing speakers in the 3-way divisible room

(#157/164/165) are remaining as currently installed or being replaced by new speakers

Yes, as long as they meet the requirements of the IFB. ADEM would recommend replacement.

Section 1.10

Can the speakers be reused if they meet the sound requirements?

Yes, as long as they meet the requirements of the IFB. ADEM would recommend replacement.

Section 1.10

Will the monitors and projectors in room 157, 164, and 165 be used?

Yes, as long as they meet the requirements of the IFB. ADEM would recommend replacement.

Section 1.10

157, 164. 165 scenario is 157 always the leader in Training A-C?

ADEM should be able to select the appropriate camera, monitors, and/or speakers for use in any required combination.

Section 1.10 Will then Training B be over C then?

ADEM should be able to select the appropriate camera, monitors, and/or speakers for use in any required combination.

Section 1.10

This is for the software requirements for control.

ADEM should be able to select the appropriate camera, monitors, and/or speakers for use in any required combination.

Section 1.10

Please confirm the desired room combining options for the 3-way divisible room (#157/164/165), i.e.

A+B+C, A+B/C, A/B/C, etc

ADEM should be able to select the appropriate camera, monitors, and/or speakers for use in any required combination.

Section 1.10

Please confirm if the existing flat-panel video displays in the 3-way divisible room (#157/164/165) are remaining as currently installed or being removed. Understood that the existing projectors will remain and integrate into the new system along with the new 86” display for the “B” room

Yes, the monitors are staying. For the existing projectors, they may be used so long as they meet the requirements of the IFB. ADEM would recommend replacement.

Section 1.10

Please confirm if the existing camera in the 3-way divisible room

(#157/164/165) is remaining as currently installed or being replaced by the planned PTZ cameras

Yes, the presentation camera will remain and does not need to be integrated into the system.

Additiona PTZ cameras will be needed as specified in the IFB.

Section 1.11

For the broadcast stage of the room

(211) you want to show the seal and graphics in it? Do you want to maintain the look of the room?

Yes we need to retain the look of the room.

Section 1.11

Are we going to keep the cubby hole monitor in there? Yes

Section 1.11

Please confirm if the existing flat-panel video displays in the director’s conference room (#211) will remain as currently installed or will be removed.

Understood that we are adding a new

86” display Confirmed.

Section 1.11

Do we need to replace the speakers in the room (211)?

Yes, these will need to be replaced.

Section 1.11

Please confirm if the existing speakers in the director’s conference room (#211) are remaining as currently installed or being replaced by new speakers These will need to be replaced.

Section 1.11

Does the broadcast lighting need to be controlled by the AV system in room 211?

No, it can have its own control system.

Will all rooms be integrated in one system? Yes

Section 1.13

Software – What is going to be the requirement for the integrator to interface with your computers? Here is the software link you put it on our computer then we come in and do the configuration?

Contractor shall be responsible for installing and configuring the software on the server. ADEM will install the software on the individual devices. Contractor will be responsible for configuration of the software on the devices.

Please see updated IFB.

Section 1.13

There is a central control on Galileo for RGB

We will get you access to install the software for the Galileo server.

Please see updated IFB.

Section 1.13

So we are not touching your computers? Just our own hardware?

ADEM will install the software on the individual devices. Contractor will be responsible for configuration of the software on the devices. Please see updated

IFB.

Section 1.13

Please clarify if the awarded contractor or ADEM will be responsible for the physical installation of software on ADEM-owned computers

Contractor will be responsible for installing and configuring the software on the server. ADEM will install the software on the individual devices. Contractor will be responsible for configuration of the software on the devices.

Please see updated IFB.

Section 1.13

Please confirm the number of “virtual machine” source computers for the

SEOC and the overall number of individual laptop or other desktop source computers that will require the video switching software

There will be a minimum of 8 VMs and a minimum of 20 laptops.

Section 1.14

There is no pathway, power, blocking for a panel will you provide that or do we need to

ADEM will handle the electric side.

Contractor will be responsible for the networking or any other cable requirements.

Section 1.14

Will electrical power, infrastructure

(cable path, conduit if required), and wall blocking for new displays be covered by ADEM separately or will the awarded AV contractor be responsible for subcontracting this work inside of our response package? Preference would be that owner is responsible for power and infrastructure through a separately contracted electrical contractor

ADEM will handle the electric side.

Contractor will be responsible for the networking or any other cable requirements.

Section 1.14

Please confirm if awarded contractor or ADEM will provide new network switches or if all network connected equipment will connect to existing

ADEM switches

Contractor may connect to existing switches. Should additional switches be required due to lack of available connections, additional switches shall be the Contractors responsibility.

Section 1.14

Please confirm if awarded contractor or ADEM will be responsible for any new LAN drops to new equipment locations

This will be the Contractor's responsbility.

57 Does it all have to be ADA compliant? Yes

Section 1.14

Continuity of operations – If you have to activate the SEOC what is operational? There will be a time for a period of days that the SEOC will be down

We do have several off site locations that we can use. The

Successful Contractor will need to coordinate the scheduled times for installation with ADEM.

Section 1.14

Does the installation work have to be done during normal State business hours?

No, this can be done oustide of normal working ours. The

Successful Contractor will need to coordinate the scheduled times for installation with ADEM.

Section 1.16

Is the response of 4 business hours during normal working hours or not?

The response time of 4 business hours is for normal working hours and non-emergency support issues. ADEM has added additional requirements regarding emergency and after hours support issues. Please see

Revised IFB.

Section 1.16

How do you define response for a service ticket?

Contractor has acknowledged the ticket and has a technician actively working on the issue.

Please see Revised IFB.

Section 1.17

The deliveries must be done during normal work hours?

Yes. Please see Section 1.17.A.

of the IFB.