PROSPER INDEPENDENT SCHOOL DISTRICT TECHNOLOGY DEPARTMENT 605 E. SEVENTH STREET PROSPER, TX NOTICE TO BIDDERS RFP IFP

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1 PROSPER INDEPENDENT SCHOOL DISTRICT TECHNOLOGY DEPARTMENT 605 E. SEVENTH STREET PROSPER, TX NOTICE TO BIDDERS RFP IFP Section I General Information Prosper ISD (PISD) is seeking proposals for equipment and installation services for interactive flat panels (IFP) and projectors (projector). PISD s intent on this project is to remove any existing old projectors and Promethean system and install a new solution, whether IFP or projector to provide the best experience for the staff and the students in the classrooms and selected rooms at four schools. PISD s intent could be resumed as: Remove existing Promethean panels, brackets, projectors, cabling, faceplates, and other parts in the classrooms and install new interactive flat panel with its associated cabling and speakers. Remove existing projectors in the Cafeteria and Library areas and upgrade with a new projector and screens as indicated. The schools are Baker Elementary (Baker), Folsom Elementary (Folsom), Rucker Elementary (Rucker), and Rogers Middle School (Rogers). Prosper ISD is located at 605 E. Seventh Street, Prosper, Texas 75078, (469) The District project point of contact is Scott Cox and him address is srcox@prosper-isd.net. Normal hours of operation are 8:00 AM to 4:00 PM Monday through Friday. 1

2 Sealed proposals will be received by the Prosper Independent School District until March 21, 2019 at 12:00 PM CST. Proposals via in lieu of mailed proposals will be accepted. proposals can be received until March 21, 2019 at 12:00 PM CST. Proposals will be opened at this time, whether or paper based. Proposals received after this time and date will not be considered. The District is not responsible for unmarked or improperly marked proposals. The district is not responsible for proposals delivered after the scheduled deadline due to external or internal mail system. The time and date recorded in the front office shall be the official time of receipt. Sealed proposals must be labeled on the OUTSIDE of the envelope as follows: Prosper Independent School District Scott Cox - Technology Department - RFP IFP 605 E. Seventh Street Prosper, TX Please direct all questions regarding this RFP and the program it represents, in writing via , to: Robb Knox Purchasing and Inventory Manager Technology Department Prosper Independent School District jrknox@prosper-isd.net Absolutely no phone calls with questions during the RFP process. If you have any questions please use the method described above. Answers to questions, including the question, will be posted on the PISD s website, Business Management department page, under Procurement and Purchasing located here, All vendors must be an approved vendor on the PISD purchasing system. If not, arrange to be included as an Approved vendor after submitting the prosper application form that can be provided by Robb Knox. 2

3 Vendors are required to attend a pre-bid meeting to discuss any details around the scope of this project. This meeting will be held on February 21, 2019, at Folsom Elementary located at 800 Somerville Drive, Prosper, TX at 3:30 PM. Questions will be accepted during this meeting and the following will be provided. 1. A list of each campus with the room numbers will be provided. 2. A campus map will also be provided. 3. A diagram showing main components and layout will be provided. After the pre-bid meeting, vendors will have the opportunity to walk the actual schools, understand details of standard and exception classrooms, and ask any additional questions the vendor may have. Schools will be available for a walk through from February 25, 2019 to March 20, 2019, except March 11 to March 15 due to Spring Break and school closure. Please make an appointment with Scott Cox or Robb Knox. Walk throughs are only available after school hours during weekdays. S ection II Format and Preparation Instructions Proposal must be submitted in the format outlined in this section. Each proposal will be reviewed to determine if it is complete prior to actual evaluation. PISD reserves the right to eliminate from further consideration any proposal, which does not follow the format or is deemed non-responsive; however, PISD reserves the right to waive any irregularities or formalities. 1. Table of Contents It shall include a table of contents properly indicating the section and page numbers of the information included. 2. Contractor Qualifications Data A. Firm Profile Provide general information on the responding firm, including; name, business address, local telephone number, officers of the firm, and contact person for this project. Also, provide a certificate of insurance detailing required coverage and limits, an annual report or audited financial statement, and a profile of the local office presence and capabilities of the firm. Respondents to this RFP shall identify their experience and qualifications to perform analysis, design engineering and programming of integrated audio and video (A/V) systems. B. Project Team 3

4 Provide a list of the employees of the firm who will work on this project. Indicate if a 3rd party substitutes will be used on any part of the project. 3. Vendor s Evidence of Financial Responsibility A. PISD reserves the right to require a financial statement from any vendor who submits a proposal. The vendor must submit a current financial statement within 24 hours after notification of such requirement. B. The vendor must provide evidence of liability and workers comp insurance with this quote. PISD retains the right of approval for insurance coverage. PISD shall be named as an Additional Insured on the Commercial General Liability insurance. Certificates of Insurance for all of the above insurance shall be filed with PISD. Certificates shall be filed prior to the date of performance under this Agreement. C. Vendors must provide a list of three references including company name, contact name, address, telephone number, and address. References should be companies or institutions that have purchased and installed items for a project similar in scope. Preferred references within the K-12 Education sector. D. If the Quote is in excess of $50,000, a payment bond in the amount of the Quote is required and must be submitted with this Quote in order to be considered. For a Quote in excess of $100,000 a performance bond shall be executed in the amount of the contract conditioned on the faithful performance of the work according to the plans, specifications, and documents. 4. Technical Approach A. Code Requirements Indicate your understanding of applicable codes and construction practices for this project. Installation must meet all legal code requirements. B. Project Management Indicate your firm s approach to managing the project. Include a preliminary timeline showing the necessary activities and schedule for implementation of the project. 5. Quote Details A. Proposal must be divided by School. a. Baker b. Folsom c. Rucker d. Rogers 4

5 B. Within the schools, the proposal must be divided by classroom and large venue area. a. Classroom b. Large Venue area such as Cafeteria and Library C. Proposal must include line item detail broken down by professional services, equipment, cabling, other parts/hardware, etc. Section III Selection Criteria 1. Completeness Each response will be reviewed prior to the selection process for completeness and adherence to format. A response will be considered complete if all requested sections are included in the proper order. 2. Evaluation of Statement of Qualifications The evaluation process will grade the responses as indicated in the table below. The evaluation process may include verification of references and project team members, confirmation of financial information and may include other information as directed by PISD. Selection Criteria Weight Cost 45% Warranty 15% Product Features / Quality 10% Software Included 10% Prior experience with the vendor 10% Training 10% 3. Final Selection The respondent with the proposal that most satisfies PISD s requirements for completion of the project will be selected. Vendor may be awarded all campuses or only particular campuses. 4. Notification PISD will a notification to the respondent of their selection. 5

6 Section IV Scope of Work 1. The vendor will be responsible for the removal of the existing classroom projector located in the ceiling, usually an Epson PowerLite 905, ceiling mounting hardware and plate, cables and other A/V related items from the ceiling and teaching station. a. In some of the Cafeterias there is a Calypso system to be removed as well. 2. The vendor will be responsible for the removal of the existing wall mounted Promethean board, mounting hardware, and related equipment such as USB extender cabling. 3. The vendor will be responsible for the removal of any pull down screens and hanging brackets present in rooms designated by the district. 4. All projectors, Promethean boards, screens, and related parts and cabling that are removed from the rooms must be properly disposed of in an environmentally friendly manner using a recycling service by the vendor. 5. The vendor will be responsible for cut and re-terminating the data drop in the ceiling by the projector with a biscuit jack. a. The vendor will run an ethernet cable, CommScope CAT6 blue, UNC6-BL-XXFT, where XX is the length required, to go from the biscuit jack to the interactive flat panel Ethernet port. 6. Ceiling tiles to match the room. a. Replace tiles broken or damaged during installation. Ceiling tiles will be provided by PISD as needed if the break was accidental. b. If needed, to adapt and install the new speakers, which usually are 2x2 tile. 7. PISD and Vendor must coordinate the audio and video installation with PISD Maintenance Department to repair walls damaged during the process. 8. While every room already has power in the ceiling for the existing projector and by the Promethean board currently in place, the quote must include the installation or movement of power if required to finish the installation. Approved vendors certified electrician must be approved by PISD facilities department. a. For the electric outlet located in the ceiling currently in use by the projector, the vendor will be responsible for removing the existing electric outlet and terminate the outlet at the junction box in the ceiling. 9. The vendor will install at Baker, Folsom, Rucker, and Rogers the selected interactive flat panels, projectors, mounts, cabling, speakers, and any other materials according to the work detail. 6

7 a. See Section V for selected interactive flat panels, projectors, and other parts. 10. The vendor must propose a mount for the interactive flat panel that will work over the existing dry walls, white marker boards, or other surfaces already present. a. If the vendor cannot provide a mount that will work around such elements a suitable option must be proposed. b. Nonetheless, the vendor must install the mount in a way that it will sustain the weight and use of the interactive flat monitors to make it safe in a classroom environment. This point is not negotiable. 11. Audio video cabling includes: a. A Cables to Go (C2G) HDBaseT based HDMI and USB transmitter and receiver and the correspondent network cables from the computer station to the display. i. Network cable to be CommScope CAT6 blue, UNC6-BL-XXFT, where XX is the length required. ii. Must leave 3ft at the teacher station and enough length on the IFP side to allow for the mount to operate. b. Sound amplifier. c. Two 2x2 drop in tile speakers. d. A 3.5 mm stereo audio from the interactive flat panel out port to the amplifier to be installed behind the IFP unit that powers the ceiling speakers. e. Page override connection to the new amplifier by Roemtech. i. Existing Bells/PA by Telecor equipment will remain in place and will have to interface with the new system. ii. Current page override cabling will have to be extended to reach the Roemtech amplifier located behind the IFP. f. Any other cable required such as speaker cable and velcro. No zip ties. 12. A blank faceplate (ivory color) shall be installed when removing any unused AV faceplates. The only visible faceplates in room should be active faceplates. 13. All electric, audio and video cabling and related hardware should be dressed and ran in a manner to hide as much as is reasonably achievable. Cable will be handled to assure that the cable is not stretched, kinked, crushed or abraded in any way. Bend radius shall meet manufacturer specifications. a. All above ceiling cabling will be supported every 5 feet from the structure or as required to maintain not more than 12 sag between supports and without over-tensioning the cable. b. Cables will not run above red iron joist, and cannot rest on light fixtures. 7

8 c. Do not use zip ties, use velcro instead. 14. Some rooms will require surface mount raceways to run the required cabling. The raceway will have to be ivory in color. 15. All installations must be fully tested for operation with presentation computer provided by the district as well as the interactive touch is operational as designed and all inputs on faceplate are operational. a. The district will provide the vendor with a username and password to allow logging into district presentation computer for a final test. b. Features including audio, touch, video, inputs, outputs, etc. must be tested and operating. c. IFP must be installed with all the updates, firmware updates, etc. as available. d. All interactive flat monitors will be configured with PISD standards to be provided during installation. For example, optimal energy-saving features are to be configured. 16. The vendor will install equipment at the approved location in each identified room. a. Panel installs must be mounted level and at the given height from finished floor as indicated by PISD if using stationary mount. i. Elementary schools at 28 from finished floor. ii. Middle schools at 32 from finished floor. b. If panels are installed using a motorized mount leave panel ready at the indicated height from finished floor. 17. Vendor shall attach district provided RFID asset tags to each IFP. Asset tags will be affixed prior to installation according to PISD placement specifications. The vendor will have to provide electronic documentation containing the District asset tag, associated display serial number, and installation campus and room number as well as network information. 18. Vendor might need to configure each IFP with a specific IP address and network configuration provided by the district. a. Vendor will have to provide in electronic format a list of room numbers, IFP serial number, network information, and MAC address of the device. 19. Some rooms may require a marker board to be replaced or moved. The vendor will be responsible for removing, and disposing of where necessary, existing marker board, and install a new one as indicated by PISD. a. Approved marker boards: Spectrum b. Board must be mounted securely to the wall and flat. 20. Work must be arranged with the Technology Department at PISD and it will have to be outside instructional hours. 8

9 a. Schools will not be available to work on Sundays. 21. The vendor is expected to clean each room if trash or debris is generated at the completion of each installation. Trash is expected to be completely removed from campus on a daily basis. a. Personal items left by teachers or other staff is to be left undisturbed and may not be taken, borrowed or used in any way. 22. At the completion of the project, the vendor must submit a detailed project closure report that includes specifics of the installation and testing. This report will also include campus, room number, make, model and the serial number of equipment installed. 23. PISD will not accept and store any IFP or any other materials due to limited space. All equipment required for and during the installations must be delivered and removed daily from the schools. 24. All installations must be 100% completed and functional by July 31, Section V Quote details Please provide a separate quote for each campus and within each campus a quote for the classrooms in general and a quote for the large venue areas in general: School 86 IFP 65 or 75 IFP Projector Baker Folsom Rucker Rogers TOTALS Classrooms, small offices, workrooms, and other instructional rooms. The quote will include the following items: a. PISD approved 86 4K panels NewLine TT-8618VN b. PISD approved 75 or 65 4K panels - NewLine TT-7518VN or TT-6518VN i. We will make a decision between 65 and 75 based on cost and mount chosen. c. A mount: i. For those rooms installing an 86 unit: 9

10 1. Conen motorized display stand, floor plate, stand column, that will allow for bottom of IFP to be at 28 minimum. 2. No less than 5 year warranty. ii. For those rooms installing an 65 or 75 unit: 1. Viewsonic VB-STND-001 non-motorized cart on wheels. 2. Conen motorized display stand, floor plate, stand column (no wheels) that will allow for bottom of IFP to be at 28 minimum. 3. No less than 5 year warranty. d. Sound amplifier Roemtech PMA-350H. e. C2G 2x2 drop in ceiling speaker f. Passthrough plate similar to Leviton Decora brush passthrough DBW by the teacher station and by the IFP. g. The ethernet cables from the C2G transmitter to the receiver must be CommScope CAT6 blue, UNC6-BL-XXFT, where XX is the length required to run from the transmitter to the receiver to include 3ft in each end or 3ft at the teacher station and enough length for the mount to operate if moved. h. Asset tagging, inventory, and testing. i. IFP, Android or any other firmware within the unit must be fully up to date. j. Warranty information must include no less than a 6 year advance replacement on new equipment and one year warranty on installation. k. C2G 3ft HDMI cable from teacher station to transmitter or equivalent. l. C2G USB A to A 3ft from teacher station to transmitter or equivalent. m. C2G 6ft HDMI cable from receiver to IFP unless a longer cable is deemed necessary or equivalent. n. C2G USB A to A 6ft from receiver to IFP or equivalent. o. C2G HDbaseT transmitter and receiver kit with power p. 3.5 mm stereo audio cable from IFP out port to Roemtech amplifier. q. Speaker cable from the Sound amplifier to speakers in the ceiling. Length to be determined by room installation. r. Cable or extension cable from Telecor page override to Roemtech amplifier. 86 IFP A/V Parts Motorized Non-motorized Labor 10

11 mount mount COST 75 IFP A/V Parts Motorized mount Non-motorized mount Labor COST 65 IFP A/V Parts Motorized mount Non-motorized mount Labor COST 2. Cafeteria and Library Rooms. The quote will include the following items: a. Approved projector for the Cafeteria is Epson Pro L1300U with its correspondent lens to be installed at Folsom, Rucker, and Baker b. Approved projector for the Library is Epson Pro L1100U with its correspondent lens to be installed at Rucker. c. Extron MLC 104 IP Plus (or suitable Extron unit approved by PISD) with the correspondent configuration to run the different inputs and volume control to be installed at Folsom, Rucker, and Baker Cafeteria and Folsom and Baker Library. i. Extron kit components can be installed on a ceiling vault configuration. ii. Extron kit to include ceiling speakers if needed. iii. Extron kit to be HDMI. d. PISD will run an ethernet data drop for each of the MLC 104 IP Plus (IP address information to be provided by PISD). This cable will be installed prior the MLC controller installation. e. Motorized screen to fit within existing area available to be installed at Folsom, Rucker, and Baker Cafeteria and Folsom and Baker Library. f. Manual pull down screen to be installed at Rucker Library. g. Any other items to complete the above configurations such as mounts, poles, etc. h. Asset tagging, inventory, and testing. i. Extron MLC audio must be integrated within existing audio sound system. 11

12 PROJECTOR A/V Parts Labor COST 3. Other areas such as Rogers Band, Ensemble, and Video Production require projectors: a. An Extron MLC system is NOT required, only HDMI, which should be in place at this moment. b. Epson Pro L1100U depending on the size of the room. c. Screens might need to be replaced. Vendor to evaluate with PISD. d. Sound will have to be integrated with local sound system. COST PROJECTOR A/V Parts Labor Section VI Addendum This RFP calls for the vendor to remove equipment and for PISD to repair any holes left by brackets, mounts, etc. that are removed. However, PISD would like to know whether the vendor would have the ability to perform the repairs needed such as patch and paint when the equipment is removed. If yes, PISD would like for the vendor to present in an addendum to this proposal the cost for the vendor to provide a turn key solution that would include the cost to patch, paint, repair, the holes as needed in the walls and other minor cosmetic items once the equipment is removed. If vendor proposes a turn key solution, PISD reserves the right to accept or decline this addendum. 12