Summary Timeline Selection of bids The mission of PWPL

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1 Request for Bids Audiovisual Equipment and Installation Peter White Public Library Summary The Peter White Public Library (PWPL) in Marquette, Michigan is requesting bids for meeting room audiovisual equipment (A/V). This involves work in nine meeting rooms. Some rooms are in the original 1904 portion of the building, while other rooms are in the newer portion of the building constructed in The scope of work for each room is outlined. The PWPL is in the midst of a year-long renovations project that began in the spring of This ongoing renovations project is being carried out by Closner Construction of Marquette, Michigan, with Integrated Designs Incorporated of Marquette, Michigan as the design firm. As of December 2018, this project is on target for completion at the end of March The A/V project outlined in this document falls outside of the larger renovations project, and is expected to take place after other renovations work. However, Closner Construction and their subcontractors have carried out preliminary work in anticipation of the A/V project. Some electrical runs, and low voltage wall boxes are already installed into walls and ceilings where A/V equipment will be located. An on-site visit is required, which will include a copy of the plans for each room. Timeline Job goes out for bids - Wednesday January 16, Bids due - 5pm, Tuesday February 12, Bid awarded by PWPL Board of Trustees at their regular February meeting - Tuesday February 19, 2019 (meeting begins at 5pm should you wish to attend). Anticipated start date of A/V project - approximately the first week of April Anticipated end date of A/V project - approximately mid-may of 2019 (six weeks from start). Selection of bids All bids to be evaluated by a PWPL committee consisting of library staff and Board member(s), which will make a recommendation to the Board for acceptance. Factors being considered are on a points system with percentages given in several categories. o Price. 30% o Submittal of a complete bid. 20% o Geographic proximity of the bidding company to the project location. 10% o Availability to perform future maintenance on the A/V 20% o References from other customers the bidder has done similar work for. Please include at least two such references. 20% The PWPL reserves the right to reject any and all bids received.

2 Project location Peter White Public Library 217 N. Front St. Marquette, Michigan Project contact Bruce MacDonald - Head of Technology / Assistant Director Office: Cell: bmac@pwpl.info Questions about the project may be submitted via phone, , or in person at a pre-arranged time. Bid information Bids are to be delivered via to Bruce MacDonald at the address bmac@pwpl.info no later than 5pm, on Tuesday February 12, Bidders will be contacted to confirm receipt of bid. Conflict of Interest All bidders shall disclose with their bid, any conflict(s) of interest. This includes family relationships and friendships with a PWPL employee or Board member. However, such a relationship shall not be grounds for exclusion from bidding, as the PWPL recognizes that in a small market environment the chances of such a relationship are much more likely than in a larger city. Scope of project & project notes The PWPL aims to provide the users of its meeting rooms, both staff and public, with a consistent and user friendly technology experience. Bids shall include installation of all equipment. Prices shall be outlined with pricing quoted room by room. The equipment shall be of commercial-grade quality only. Bidder shall provide two references for similar work carried out in the past. The bidder shall outline how many hours of training on the equipment will be provided to PWPL staff.

3 Other expectations of the successful bidder Coordination with other trades involved in related aspects of the renovations project of the PWPL, as necessary. Warranty of workmanship for one year including: defects related to workmanship of installed cables, connectors, hardware, programming and commissioning. Provides a single point of contact to coordinate installation of equipment, and shall coordinate installation with the PWPL s Head of Technology. Develops installation documentation that depicts equipment and signal flow, and enough detail to convey the methods of installation used. Preparation of cable pull drawings. Furnish and install all low voltage cable. Timely purchasing of all equipment, software, and materials. Bidder shall coordinate with their own vendors and suppliers. Programming of all control systems and electronic components that are installed as part of the project. Regular job site visits to verify dimensions and to coordinate with various trades such as electrical contractors, millwork contractor, general contractor, architect and interior designers, as required. Coordination and delivery of the A/V system components to the jobsite. Installation of equipment meeting industry standard best practices. Testing of the installed systems, balancing, level setting, and equalization. Certification of the system with PWPL. Provision of training and demonstration sessions for PWPL staff on the proper use and maintenance of the A/V systems installed. Post-project maintenance Please provide your hourly rate schedule for follow-up work for repair and maintenance. Room by room outline of project Lions Club Room (1 st floor of 1904 building) - Small Room Conferencing and Collaboration 75 4k Ultra High Definition (2160p capable). A wall mount shall be provided to secure the display to the wall. o Video system - display equipped with the following.

4 Dual-channel sound bar. All audio shall pass through this A small amplifier mounted behind the video display. o Collaboration system Logitech Meetup videoconferencing system, or similar, integrated into the room AV Audio capture will be done through the built-in microphone of the videoconferencing Use of the HDMI wall plate will allow for videoconferencing on the in-room display. Display on/off. Input selection. Peter White Conference Room (1 st floor of 2000 building) - Small Room Conferencing and Collaboration - same configuration as Lions Club Room 75 4k Ultra High Definition (2160p capable). A wall mount shall be provided to secure the display to the wall. o Video system - display equipped with the following.

5 Dual-channel sound bar. All audio shall pass through this A small amplifier mounted behind the video display. o Collaboration system Logitech Meetup videoconferencing system, or similar, integrated into the room AV Audio capture will be done through the built-in microphone of the videoconferencing Use of the HDMI wall plate will allow for videoconferencing on the in-room display. Display on/off. Input selection. Shiras Room (2 nd floor of 1904 building) - Medium Presentation Space Drop down screen, 133 diagonally measured (16:9 aspect ratio) Da-Lite Tensioned Contour Electrol. Due to constraints in the construction of the existing ceiling, the screen in this room will be a ceiling hung unit. The screen will require 24 of black drop, so the viewing surface lowers to the desired height. Projector, 5000 lumens, 1080p resolution, 20,000 or more lamp hour lifespan. Ceiling mounted kit for projector, with theft deterrence. o Video system - projector equipped with the following.

6 Four ceiling mounted speakers equally disbursed through the room to provide even coverage. Speakers shall be QSC brand, model AC-C6T. Closner Construction will provide cut-ins for these speakers. Bidder shall provide the speakers and installation. An amplifier that resides near the projector. o Collaboration system Logitech PTZ Pro p videoconferencing Two ceiling mounted microphones. Projector screen up/down switch. Projector on/off. Input selection. An owner-provided laptop will be required to control the videoconferencing functions. Those features include: camera control, microphone volume, videoconferencing dialing. Heritage Room (2 nd floor of 1904 building) - Medium Presentation Space - same configuration as Shiras Room Drop down screen, 133 diagonally measured (16:9 aspect ratio) Da-Lite Tensioned Contour Electrol. Due to constraints in the construction of the existing ceiling, the screen in this room will be a ceiling hung unit. The screen will require 24 of black drop, so the viewing surface lowers to the desired height. Projector, 5000 lumens, 1080p resolution, 20,000 or more lamp hour lifespan. Ceiling mounted kit for projector, with theft deterrence. o Video system - projector equipped with the following.

7 Four ceiling mounted speakers equally disbursed through the room to provide even coverage. Speakers shall be QSC brand, model AC-C6T. Closner Construction will provide cut-ins for these speakers. Bidder shall provide the speakers and installation. An amplifier that resides near the projector. o Collaboration system Logitech PTZ Pro p videoconferencing Two ceiling mounted microphones. Projector screen up/down switch. Projector on/off. Input selection. An owner-provided laptop will be required to control the videoconferencing functions. Those features include: camera control, microphone volume, videoconferencing dialing. Small Meeting Space 1 (2 nd floor of 2000 building) - Small Presentation Space 49 4k Ultra High Definition (2160p capable). A wall mount shall be provided to secure the display to the wall. o Video system - display equipped with the following. All audio for this system will be done through the internal speakers of the wall mounted display. All control shall be done through the remote control for the display. Control functions include.

8 Input source selection. Program volume control. Power on/off. Small Meeting Space 2 (2 nd floor of 2000 building) - Small Presentation Space - same as small meeting space k Ultra High Definition (2160p capable). A wall mount shall be provided to secure the display to the wall. o Video system - display equipped with the following. All audio for this system will be done through the internal speakers of the wall mounted display. All control shall be done through the remote control for the display. Control functions include. Input source selection. Power on/off. Small Meeting Space 3 (2 nd floor of 2000 building) - Small Presentation Space - same as small meeting space k Ultra High Definition (2160p capable). A wall mount shall be provided to secure the display to the wall. o Video system - display equipped with the following.

9 All audio for this system will be done through the internal speakers of the wall mounted display. All control shall be done through the remote control for the display. Control functions include. Input source selection. Power on/off. Studio 2 (lower level of 2000 building in the Marquette Arts and Culture Center) - Medium Presentation Space The wall will be used as the projection surface. Projector, 5000 lumens, 1080p resolution, 20,000 or more lamp hour lifespan. Ceiling mounted kit for projector, with theft deterrence. o Video system - projector equipped with the following. Four ceiling mounted speakers equally disbursed through the room to provide even coverage. An amplifier that resides near the projector.

10 Projector screen up/down switch. Projector on/off. Input selection. Community Room (lower level of 2000 building) - Large Presentation Space This room will utilize existing projector, screen, and projector mount. This room also contains a 7.1 channel sound system (amplifier, processor, speakers, Blu-ray player) that will remain in place. An in-ceiling storage box shall be provided to allow for storage of A/V components for this o Video system The existing projector will need to be shared between the existing A/V system, and the new A/V The existing A/V system and accompanying 7.3 surround system shall be kept in place for showing movies. The new A/V system with separate speakers will be for giving presentations. Two wall plates with a wired HDMI connection to provide connection to the video Four ceiling mounted speakers equally disbursed through the room to provide even coverage. These speakers shall be recessed into the drop ceiling. An amplifier that resides in the ceiling near the projector. One Shure wireless microphone combo kit, or similar, with one handheld microphone, and one body-pack lavalier microphone. Projector on/off. Input selection. Microphone volume control. o Removal of existing microphone