Request for Proposals PIO. Installation of Broadcast System for Community Services Building (CSB) 104

Transcription

1 Request for Proposals PIO Installation of Broadcast System for Community Services Building (CSB) 104 Proposals Due: May 26, :00 P.M. City of Burbank, California 0

2 Table of Contents I. INTRODUCTION AND INSTRUCTIONS... 3 A. Purpose of the RFP... 3 B. RFP Schedule of Events... 3 C. Background... 3 II. SCOPE OF WORK A. Project Services... 4 B. Project Tasks C. Installation... 5 D. Coordination with Cable/Internet Providers... 6 E. Additional Contract Requirements... 6 III. EQUIPMENT REQUIRED Cameras Camera Control Switching Video Monitoring Video Distribution and Processing Video Recording/Playback Character Generator/Graphics Audio Mixing For Broadcast Audio Monitoring Audio Processing Audio Distribution Racks/Furniture IT Integration Multimedia Projector Miscellaneous Equipment Training... 9 IV. PROPOSAL SUBMISSION REQUIREMENTS... 9 A. Firm Profile... 9 B. Qualifications C. Work Plan D. Detailed Cost Estimate E. Exceptions to RFP F. Questions

3 V. EVALUATION CRITERIA VI. PROPOSAL SUBMITTAL VII. SPECIAL CONDITIONS VIII. EXHIBIT A PROFESSIONAL SERVICES AGREEMENT 2

4 Request for Proposals for Installation of Broadcast System for Community Services Building (CSB) 104 I. INTRODUCTION AND INSTRUCTIONS A. Purpose of the RFP This Request for Proposal (RFP) is issued by the City of Burbank, California (hereinafter referred to as the City). The purpose of this RFP is to retain a qualified company that will furnish and install a video camera system that is capable of broadcasting live events from the City s Community Services Building. B. RFP schedule of events This schedule of events represents the City s best estimate of the schedule that will be followed for this RFP. If a component of this schedule, such as the deadline for receipt of proposals, is delayed, the rest of the schedule will be shifted by the same number of days. The approximate RFP schedule is as follows: RFP issued: May 4, 2016 Mandatory pre-proposal tour/meeting: CSB N. Third Street at 10:00 A.M., Thursday, May 12, 2016 Written questions due: May 20, 2016 Proposals due: May 26, 2016 Review of proposals: May 27 - June 10, 2016 Contract award: June 23, 2016 Execute contract: July 11, 2016 C. Background The City of Burbank operates a government information TV station, The Burbank Channel (TBC), which broadcasts on Charter Communications Cable Channel 6, AT&T U-verse Channel 99, and streams live on the City s website, Burbankca.gov. 3

5 The Public Information Office (PIO) currently utilizes broadcast equipment in the City Hall Council Chamber to televise live government meetings from Burbank City Hall at 275 E. Olive Avenue. This is currently the only City location with permanent equipment that allows City meetings to be broadcast live on TBC. In 2009, construction was completed on the Community Services Building (CSB) at 150 N. Third Street. The three story facility features a large meeting room (CSB 104) on the first floor that is often used for community meetings, staff presentations, and Council budget sessions. The original design plans included the installation of video cameras in CSB 104 to allow for live television broadcasts of public meetings, community workshops, and special events. However, the broadcast equipment was never installed due to the reduction of funding during the construction phase. Crews did install cable conduit and built a small room within CSB 104 that could serve as a production control room (Media Room 103), in the event that broadcast equipment was ever installed. In April 2010, Burbank City Council authorized the implementation of a 1% Public, Education, and Government (PEG) access fee to be paid by video service franchisees, Charter Communications and AT&T U-verse. In June, 2013, as part of the FY budget, City Council approved the use of PEG funds to equip CSB 104 with broadcast equipment to televise public meetings. II. SCOPE OF WORK A. Project Services The primary responsibility of the successful bidder, also referred to herein as contractor, will be to furnish and install a digital broadcasting system in CSB 104. This project will do the following: Create a high quality, broadcasting and recording system in CSB 104 that will be used for live and rebroadcast programming on The Burbank Channel. Provide the City a second location (CSB 104), other than City Hall Council Chambers, to broadcast public meetings and workshops. Furnish and Install a permanent state-of-the-art multimedia projector to be housed in the Production Control Room (Media Room 103), capable of projecting a high quality, high-resolution image onto the retractable screen currently in CSB 4

6 104. Projector to be tightly integrated into existing multimedia signal routing and control. All existing surfaces shall remain. Contractor shall protect and cover all existing surfaces throughout construction. The existing flooring shall be protected from construction debris and pedestrian traffic throughout. Any damage and/or replacement of existing finishes is the responsibility of Contractor. Use existing CSB104 multimedia signal routing and control; provide a bidirectional video feed capable to be integrated into new video broadcast infrastructure. Utilizing existing CSB104 audio/public address infrastructure, provide additional control of microphones and other audio sources. CAD drawings will be provided to Contractor upon award. Contractor shall provide for approval auto CAD drawings of all proposed locations prior to commencement of work. Contractor shall provide all as-builts with request for final payment. B. Projects Tasks The proposal must indicate a clear understanding of the scope of work, including a detailed plan for this project outlying major tasks and responsibilities, time frames, lead project manager, and staff assigned for each category of the scope of work identified above. The proposal shall clearly distinguish Contractors duties and responsibilities and those of the City. Absence of this distinction shall mean Contractor is assuming full responsibility for all tasks. The proposal will include installation and configuring of equipment, including any and all cabling installation and electrical work. Contractor must ensure that new equipment is compatible with CSB104 s existing audio system and TBC s programming scheduler (Leightronix UltraNexus). 5

7 Contractor will provide staff training on the use of the entire video/audio/graphics system. Contractor will include the number of training hours and Contractor staff assigned to conduct training. Service after installation is very important. If City contacts Contractor to request service, Contractor must be able to call back the City within two hours. In addition, Contractor must provide on-site service within 24 hours for service calls and a fix within three business days, as well as a minimum of five years of ongoing support and maintenance for installed equipment. Contractor shall also provide any hardware and software updates for a minimum of five years. C. Installation Contractor will do the following: Contractor shall be responsible for the purchase, storage, handling, and installation of the system in accordance with the specifications and the conditions of the manufacturer s specifications and warranty. Following completion of installation, Contractor will submit to the City all copies of equipment warranties. Systems will be rejected if they have defects, flaws, or damage incurred during manufacture, transportation, storage, handling, or installation. Damaged material shall be removed and replaced at no additional cost to the City. Contractor shall state how long installation will take and if any interruption to The Burbank Channel s broadcast signal or regularly scheduled meetings will occur. Systems shall be installed on appropriate mounting hardware. Systems shall be installed by properly trained personnel. City will provide Contactor test scripts outlining the tests that will need to be performed to ensure the systems are fully operational prior to acceptance. Testing that will interrupt The Burbank Channel s regular programming or regularly scheduled meeting needs to be planned for and scheduled in advance with the Public Information Officer. All contracts with subcontractors shall be made available to the City upon request. In addition all subcontractors shall be listed for the City with your submitted RFP for state reporting purposes. D. Coordination with Cable/Internet Providers The City and awarded bidder shall coordinate with the City s cable service and internet streaming providers (Charter Communications; AT&T U-verse, Granicus) to ensure an 6

8 integrated installation for broadcast of live programming. The awarded bidder shall warranty that the integrated system will work with City/Cable service provider-owned and operated equipment used for live broadcasts. E. Additional Contractor Requirements The City anticipates that the following items will be included in this initial project phase: Meet with City staff to discuss project goals and constraints Perform preliminary Building Code, ADA, and utility analysis of designated locations Present recommendations on project phasing Prepare analysis report III. EQUIPMENT REQUIRED Contractor must be able to provide complete high-definition video and broadcasting solution. Installation and training must be provided to the City s satisfaction. Include warranty information in proposal. Final equipment list must be submitted to the City for final approval. Contractor must submit to the City final cabling diagram using CAD drawings provided for approval. REQUIRED KEY FEATURES Vendor must provide, install and configure the following: 1. CAMERAS (total of six cameras, location to be approved by City) High Definition HDSDI Robotic Pan/Tilt/Zoom Cameras, associated mounts and required support equipment required to broadcast live meetings and events. Equipment to consist of or be of equal quality to the following: a) (6) Panasonic AW-E130 Remote Pan/Tilt/Zoom Cameras, white in color, with associated mounts i) Installation of cameras to utilize existing panels/conduits ii) Mounting hardware and installation to blend into existing wall treatment and structural attachments. Any damage and/or replacement is the responsibility of the Contractor. 2. CAMERA CONTROL Camera controller shall consist of a Panasonic AW-RP120 Remote Controller a) All associated cabling, Ethernet routers/switches tightly integrated with other Ethernet-capable equipment 3. SWITCHING 7

9 A High Definition HDSDI switcher capable of multi M/E effects levels, multiple keyers, downstream keyers, and digital effects. Equipment to consist of or be equal to the following: a) (1) Blackmagic Design ATEM 2 M/E Production Studio 4K i) Switcher Frame ii) 2 M/E Broadcast Panel iii) Integrate legacy equipment into broadcast chain (i.e. DVD Player, existing PC/Computer switching) iv) Tally Frame, integrate into Panasonic tally light system v) Integrate into existing The Burbank Channel broadcast infrastructure vi) Provide clean feed SDI, HDSDI and NTSC analog outputs to media wall plates 4. VIDEO MONITORING Provide HD Flat Screen monitors in sufficient quantity for control room monitoring, consisting at minimum of the following parameters: a) (2) p HDMI or HDSDI monitors for switcher multi-viewers b) (1) p HDMI/ClearQAM monitor to monitor The Burbank Channel broadcast signal, other auxiliary signals c) Provide for all necessary mounting hardware 5. VIDEO DISTRIBUTION & PROCESSING: High Definition HDSDI Distribution Amplifiers, Processors and Converters to distribute and convert various signals as necessary. Equipment to consist of or be equal to the following: a) Blackmagic Design OpenGear Cage b) Blackmagic Design OpenGear HDSDI Distribution Amplifiers c) Blackmagic Design OpenGear HDSDI Audio Embedders d) Blackmagic Design OpenGear HDSDI Audio DeEmbedders e) Blackmagic Design OpenGear Optical Fiber Converter f) Blackmagic Design OpenGear Up/Down/Cross converter g) Blackmagic Design OpenGear Sync Generator 6. VIDEO RECORDING/PLAYBACK High Definition HDSDI file-based recorder to play back and record video. Equipment is to consist of or be equal to the following: 8

10 a) (2) Blackmagic Design HyperDeck Studio Pro b) All drives necessary for recording extended periods of time (7-8 hours), playing back pre-produced video elements 7. CHARACTER GENERATOR/GRAPHICS High Definition HDSDI, Single Channel graphics system. Equipment is to consist of or be equal to the following: a) Compix ConverG1 single channel graphics system 8. AUDIO MIXING FOR BROADCAST Audio mixer for broadcast shall be integrated with existing installed audio in facility (specifications available during pre-proposal tour/meeting). Additionally, vendor is to provide proper interface equipment/software to be able to control existing installed audio equipment. Equipment to consist of or be equal to the following: a) Aleiss MultiMix12 b) Desktop PC & monitor connected to existing installed audio equipment to allow individual control of microphones, PC audio sources, etc. If software allows, touchscreen control of audio sources desired c) Integrate new audio sources (i.e. DVD, HyperDeck Studio, etc.) into installed audio system d) Provide full broadcast mix, balanced analog line level audio to media wall plates, as well as provide full broadcast mix digital audio embedded in the HDSDI and SDI media wall plates 9. AUDIO MONITORING Vendor to provide appropriate control room audio monitoring with volume control positioned at operator control point 10. AUDIO PROCESSING Final broadcast audio is to be processed to meet appropriate and industry broadcast standards for loudness. Equipment to consist of or be equal to the following: a) DBX 1066 Compressor/Expander/Limiter/Gate 11. AUDIO DISTRIBUTION Vendor to provide appropriate equipment for distribution of stereo audio to various existing equipment and infrastructure. 12. RACKS/FURNITURE Vendor to provide black metal sliding racks to mount all equipment. Broadcast furniture is to be provided by the vendor, with equipment control surfaces and monitoring installed in an operator-centric design, meeting all necessary ergonomic design requirements provided by the City of Burbank and/or the State of California 9

11 and/or the US Federal Government 13. IT INTEGRATION Vendor to install all Ethernet-capable equipment to allow remote-control and access of equipment from other city facilities 14. MULTIMEDIA PROJECTOR Vendor to install a multimedia projector of sufficient capacity and brightness meeting accepted common industry standards, considering existing lighting conditions, room size and screen dimensions. Projector to be compatible with and tightly integrated into existing room control and signal infrastructure 15. MISCELLANEOUS EQUIPMENT a) All cables, connectors, and miscellaneous products not specified in RFP but necessary for project completion must be provided by the contractor. 16. TRAINING a) Train at least two staff members for four hours each. b) Describe training option(s) available. Include number of hours provided as well as cost on each option. 17. SUPPORT AND MAINTENANCE Five years of ongoing support and maintenance for equipment installed. IV. PROPOSAL SUBMISSION REQUIREMENTS A. Completion of attached Appendix A (Failure to complete this form may disqualify candidate. B. Detailed Cost Estimate The proposer shall provide an estimate of the total direct and indirect costs to complete all tasks identified in the scope of work. Proposer will provide a complete itemized cost proposal including all options. All prices should include equipment, software, cabling, electrical work, installation, labor, training, shipping, and surcharges, etc. Based on the available budget, the City reserves the right to ask for revised pricing from the awarded contractor to modify the needs of the City. (See bid form) C. BIDDER S BOND Bidder s Bond or Cashier s Check in the amount of 10% of the Bid Value must be sumitted with your bid. D. Exceptions to RFP 10

12 The proposer shall identify whether it takes exception to this RFP. If the proposer does take exception to any portion of the RFP, the specific portion to which the exception is taken must be identified and explained. Any exception not noted in the Project proposal shall be considered a waiver of any objection. Any exception noted shall be considered in the evaluation process. E. Questions Proposers are encouraged to submit any questions electronically through the City s Planetbids website. Response to all questions received concerning the RFP will be posted on the Planetbids website. It is the responsibility of the RFP responders to check the Planetbids website for questions and responses related to this RFP. Questions are due by 4:00 P.M.Thursday, May 20, V. EVALUATION CRITERIA Upon receipt of the proposals, an evaluation team will rank the proposers to establish a short list of finalists for selection. The evaluation team may or may not interview finalists to make a final selection. If an interview is not conducted, final selection shall be based exclusively upon evaluation of the written proposals. Submitted RFP responses shall be evaluated for the ability to respond to the Project scope based on the following general criteria: (100-Point Potential Score) Degree that Contractor demonstrates an understanding of the project objectives and proposes a solution to accomplish those objectives and is able to meet objectives and project timetable. Project team experience including reseller authorizations and/or certifications. Projected costs for proposed equipment and implementation cost. Examples of and references of similar projects designing, integrating, implementing, and supporting video projection and broadcast equipment. Customer service during installation and service after the sale and the Contractor s availability to provide on-site service within 24-hours. 25 points 20 points 30 points 10 points 15 points Selected contractors may be asked to address presentations to City staff, City Boards, and City Council. The selected contractor will be invited to enter into a Professional Services Agreement (see sample agreement form attached). 11

13 VI. PROPOSAL SUBMITTAL A. Interested Contractors are invited to submit One (1) original and five (5) copies of the proposal by 2:00 P.M. on Thursday, May 26, Submissions must be signed by the individual or company official with the power to bind the company in its proposal. s or facsimile submittals will not be accepted. Due to unnecessary paper and plastic waste generated by a typical RFP response, SUBMITTALS SHALL BE PRINTED ON PLAIN 8.5 X 11 WHITE PAPER AND SHOULD BE BOUND IF NECESSARY, IN SIMPLE PLASTIC BINDING OR STAPLED. Folded 11 x 17 sheets for any maps, figures, or diagrams are permitted. Electronic submittals in lieu of hard copies will not be accepted. Proposals shall be submitted to: City of Burbank or City of Burbank Purchasing Division Purchasing Division P.O. Box E. Olive Ave. Room 305 Burbank, CA Burbank, CA B. Proposals are to be submitted in sealed packages with the following information clearly marked on the outside of each package: RFP PIO Installation of Broadcast System for Community Services Building (CSB) 104 Name of proposer Pricing must be sumitted in a separate sealed envelope within the submittal package. C. Failure to comply with the requirements of the RFP may result in disqualification. The City is not responsible for finding, correcting, or seeking correction of any errors or ambiguities in proposals. Errors and ambiguities may result in a proposal receiving a lower score during the evaluation process. The City reserves the right to disqualify a proposal with mathematical errors, gross clerical errors, inconsistencies, or missing information which prevents the proposal from being fully evaluated. The City may, at its discretion, seek clarifications from a proposer regarding information contained in a proposal. Any errors or ambiguities contained in proposals shall be interpreted in favor of the City. D. Proposals or modifications to proposals received after the due date specified above shall not be considered. ALL PROPOSALS MUST BE RECEIVED BY 2:00 P.M., MAY 26, 2016 VII. SPECIAL CONDITIONS 12

14 A. The information provided shall be used to evaluate the qualification of each proposing organization. Material submitted in response to this RFP becomes a part of the Project record and thus may be subject to public review. B. The City reserves the right to reject any and all proposals submitted, and is not liable for any pre-contractual expenses. Pre-contractual expenses are defined as expenses incurred by any responder to this RFP in preparing the proposal, submitting the proposal to the City, negotiating with the City on any matter related to the proposal, or any other expense includes (if any) prior to the date of award of any agreement., The City shall not, in any event, be liable for any precontractual expenses incurred by a responder to this RFP. C. City staff or their designee will review all proposals received. D. Any contact with any City representatives, related officials, or representatives other than those outlined in the RFP is prohibited. Such unauthorized contact may disqualify your Firm from this procurement. E. Any subsequent change in the RFP from the date of issuance to the date of submittal shall result in an addendum by the City. F. BIDDER S BOND OR CHECK Each Bidder shall submit by the bid due date and time, either an unconditional, certified or cashier's check drawn on a solvent state or national bank which has a branch in the County of Los Angeles, California, or a Bidder's Bond, with a responsible Corporate Surety, on the form furnished by the City. Any Bidder s Bond not on the City form must be submitted to the Purchasing Division five (5) working days prior to the bid due date to allow for City Attorney review and approval. All Bidders Bonds or certified or cashier s checks will be in an amount of not less than ten percent (10%) of the total maximum amount of the bid. Bond or check must be received in the Purchasing Division by the bid due date and time or your bid will be considered non-responsive. Such check or bond shall guarantee that the Bidder will, if award is made to him in accordance with the terms of his proposal, promptly execute the Contract in the required form, and furnish a satisfactory Faithful Performance Bond, Payment Bond, and Insurance in a form acceptable to the City. If a Bidder, to whom an award is made, fails or refuses to execute the Contract, or fails to furnish the required documents mentioned above, the moneys represented by said check or Bidder's Bond shall be forfeited and become and remain the property of the City. The Bidder and the Surety agree that said money shall be retained as liquidated damages due to the City resulting from the failure, refusal or delay in the execution of the Contract and the performance of work thereunder. The check or Bid Bond furnished by a Bidder to whom the Contract is awarded will be returned to such successful Bidder after all of the acts for which said check or Bid Bond is a guarantee, have been fully performed. Checks or Bid Bonds of other bidders will be returned when their proposals are rejected, or in any 13

15 event, no later than the expiration of ninety (90) calendar days from the date of opening bids. The liability of the City in connection with the said checks shall be limited to the return of the checks as herein provided. Any Bidders Bond not on the City Form must be submitted to the Purchasing Division five (5) working days prior to the bid opening to allow for City Attorney review and approval. NOTE: ORIGINAL BIDDERS BOND MUST BE RECEIVED IN THE PURCHASING MANAGER S OFFICE BY THE PROPOSAL DUE DATE AND TIME, OR YOUR PROPOSAL WILL BE DISQUALIFIED. G. BONDS Except as otherwise provided in the Professional Services Agreement, a Bidder to whom a Contract is awarded shall promptly furnish, at his own cost and expense, the requisite Faithful Performance and Payment Bonds with a responsible Corporate Surety authorized to issue such bonds in California on the bond forms provided by the City, (or form approved by the City Attorney) and subject to approval of the City Attorney. 1. Faithful Performance Bond. The Faithful Performance Bond shall be in the sum of not less than one hundred percent (100%) of the maximum amount of the Contract Price, including any escalation stated in the Bidder's Bid and continued upon the faithful performance by the said Bidder of all covenants, terms, conditions and stipulations in the manner specified therein, and that all materials used and workmanship employed in the performance of the Contract shall be free from defects, and that should any defects therein appear within a period of one (1) year from the date of acceptance by the City, the Contractor or Surety shall, at his own cost and expense, repair, replace and correct such defects to the satisfaction of designated City of Burbank personnel within thirty (30) days after notice thereof by the City. 2. Payment Bond. The Contractor shall, in addition to the Faithful Performance Bond, furnish a Payment Bond in the sum of not less than one hundred percent (100%) of the maximum amount of the Contract Price and shall be conditioned and provide that if the Contractor or his Subcontractors, fails to pay for any materials, transportation, appliances, or utilities used in, upon, for or about the performance of the Work contracted to be done, or for any Work or labor thereon of any kind, or for amounts due under the Unemployment Insurance Act with respect to such Work or labor, said Surety will pay the same in an amount not exceeding the sum set forth in this contract, and also in case suit is brought upon this bond a reasonable attorney's fee to be fixed by the Court. This bond shall insure to the benefit of any and all persons, firms, and corporations entitled to file claims under and by virtue of the provisions of Section of the Code of Civil Procedure of the State of California. H. Conflicts of Interest: Contractor hereby represents, warrants, and certifies that no member, officer or employee of the Contractor is a director, officer or employee of the City, or a member of any of its City Council, boards, commissions or committees except to the extent permitted by law. 14

16 I. In accordance with the provisions of the Labor Code of the State of California, the California Department of Industrial Relations, Division of Labor Statistics, establishes the general prevailing rates of per diem wages, and the general prevailing rates of pay for holiday and overtime work, for each craft, classification, and type of worker needed to execute the City's contracts for public works and improvements. Copies of the Prevailing Rate of Per Diem Wages are on file in the office of the Purchasing Manager for the City of Burbank, at 301 East Olive Avenue Suite 305, Burbank, California, and such copies will be made available to any interested party upon request. Copies are also available on the Internet at The Adobe Acrobat Reader (available at is required to view these pages. (From a memo sent by the Department of Industrial Relations 8/22/00) The Contractor to whom the Contract for the above mentioned public improvement is awarded, and any Subcontractor under him, is required to pay not less than the above established prevailing rates of wages to all workers employed in the execution of the Contract, and the Contractor shall comply with all other requirements as specified in the Labor Code and in conformity with the requirements of Sections 1773 et seq., of the Labor Code. Except as provided for in this Code or pursuant to agreement approved by the City Council, the City of Burbank, as a Charter City, is exempt from the provisions of the California Public Contract Code. I. License and Registration. The bidder shall possess a valid class C-7 Low Voltage and/or C-10 Electrical license at the time that the Contractor submits bid. Failure to possess the specified license shall render the Bid non-responsive and shall act as a bar to award of the Contract to any Bidder not possessing said license at the time of bid. Contractor and all subcontractors must maintain current licensing throughout the life of the project. No contractor or subcontractor may be listed on a bid proposal for a public works project (submitted on or after March 1, 2015) unless registered with the Department of Industrial Relations pursuant to Labor Code section [with limited exceptions from this requirement for bid purposes only under Labor Code section (a)]. No contractor or subcontractor may be awarded a contract for public work on a public works project (awarded on or after April 1, 2015) unless registered with the Department of Industrial Relations pursuant to Labor Code section Thisproject is subject to compliance monitoring and enforcement by the Department of Industrial Relations. E. Subcontractor 15

17 A.. The Contractor shall set forth the name, license number, and the location of the place of business of each subcontractor who will perform work or labor or render service to the Contractor in or about work involving an amount in excess of one-half of one percent (.5%) of the Contractor's total bid, and the portion of the work which will be done by each such subcontractor, it is understood the Contractor is to do the work himself. B. The Contractor shall not substitute any subcontractor in place of the subcontractor designated in the original Bidder's Proposal, nor permit any such subcontract to be assigned or transferred to allow it to be performed by anyone other than the original subcontractor listed in the Bidder's Proposal, nor sublet or subcontract any portion of the work in excess of one half of one percent (.5%) of the total amount bid as to which his original bid proposal did not designate a subcontractor, except and unless the prior formal written approval of the City has been obtained. C. The Contractor shall comply with Section 4100 to 4114, inclusive, of the Public Contracts Code of the State of California. 16