BID # RFP-1441BM. Production Retrofit

Transcription

1 BID # RFP-1441BM GCPS TV Production Retrofit This is a RFP for services for the GCPS TV Production Retrofit. The vendor listed below has been awarded the item indicated. The award is based on the lowest bid where the specifications were met or exceeded. Exceptions, if any, are listed on the following page. RFP-1441BM Award Cost RFP-1441BM for the Service of GCPS TV Niche Video Products $727, Production Retrofit (pricing includes a total From May 5, of a five (5) year maintenance Through May 4, agreement TOTAL BID AMOUNT $727, *The total amount of this award is $727, which includes a total of a five (5) year maintenance agreement which exceeds the contract award period. Bid packages were received from the following vendor: Niche Video Products TI Broadcast Solutions Group Bid requested by: Kevin Tomlinson APPROVED BY DATE

2 Quote No.: NVP Bid Response to RFP-1441BM GCPS TV PRODUCTION RETROFIT Official Quotation Page 1 of7 Client: Gwinnett County Public Schools Quotation #: Old Peachtree Road Date: 3/24/2014 Suwanee, GA Valid Until: Per RFP Terms Attention: Betsy McCurry Delivery: Per RFP Terms Phone: Betsy-McCurry@gWinett.k12.ga.us the {"n"",;;nn'

3 , NVP Bid Response to RFP-1441BM, I

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5 NVP Bid Response to RFP-1441BM

6 Quote No.: 14066

7 NVP Bid Response to RFP-1441BM

8 Quote No.: NVP Bid Response to RFP-1441BM GCPSTV Page 7 of7 $ The client agrees to pay Niche Video Products, Inc. the total price for the products as follows: As per terms of RFP-1441BM 2. By signing below, the client, hereby represented by the undersigned, confirms acceptance of the terms and conditions of this quotation. Submitted by: Karim Miteff Signature: Printed Name: Date: Date: P.O.

9 INVITATION TO BID RFP-1441BM GCPS TV PRODUCTION RETROFIT MARCH 27, :00AM The Gwinnett County Board of Education is soliciting competitive sealed requests for proposal from qualified suppliers for the services of the GCPS TV PRODUCTION RETROFIT as listed on the attached proposal forms. SEALED PROPOSALS will be received, subject to the terms and conditions as specified in the attachment, in the Purchasing Department for Gwinnett County Public Schools, which is located in the Instructional Support Center at 437 Old Peachtree Road, NW, Suwanee, Georgia 30024, NO LATER THAN 2:00 PM ON March 26, IF THE RESPONSE IS HAND DELIVERED, PLEASE LEAVE THE RESPONSE WITH THE RECEPTIONIST AT THE FRONT DESK. The opening, which is not open to respondents, will be at 9:00 AM on March 27, Official time will be the time displayed on the time clock located in the Purchasing Department. RESPONSES MUST BE SUBMITTED IN A SEALED ENVELOPE WITH THE FOLLOWING INFORMATION MARKED CLEARLY ON THE OUTSIDE OF THE PACKAGE: COMPANY NAME RFP NUMBER OPENING DATE AND TIME OF THE RFP IF YOU RECEIVE MORE THAN ONE RFP AT A TIME (i.e. different bid numbers), PLEASE RETURN EACH IN A SEPARATE ENVELOPE. Prices for the proposal must be included in a separate, sealed envelope or folder within the RFP package with a label containing the RFP number. There will be an OPTIONAL bidder s conference on March 18, 2014 at 10:00 AM in the Purchasing Office at the Instructional Support Center. If you are not able to attend and would like to attend via conference call, please contact Kevin Tomlinson at NO FAXED RESPONSES WILL BE ACCEPTED.

10 ALL BIDDING OPPORTUNITIES ARE NOW POSTED ON OUR WEB PAGE at Under the About Menu, find Organized for Success, and select Business & Finance. Under Purchasing, select Bids/Purchasing Opportunities, then select CURRENT BIDDING OPPORTUNITIES. Please note that any bids posted may, at any time, have changes made to them. Please check our site periodically to note any changes. Tabulations to these bids will also be posted once an award has been made. Please allow up to two full weeks after bid before checking on bid results. Questions regarding the RFP process should be directed to Betsy McCurry, Buyer, at or by phone at Questions concerning the RFP specifications should be directed to Mr. Kevin Tomlinson at or at We look forward to receiving your response and appreciate your interest in working with Gwinnett County Public Schools. Sincerely, Betsy McCurry Buyer Gwinnett County Public Schools

11 Gwinnett County Public Schools Suwanee, Georgia INSTRUCTIONS AND CONDITIONS (These are general instructions and conditions that accompany each bid package. If more specific instructions are given in the individual bid package, those instructions should prevail.) 1. PREPARATION OF BIDS A. All prices and bids must be typed or neatly handwritten. No erasures are permitted. Errors may be crossed out and corrections typed adjacent and must be initialed in ink by the person signing the bid. B. Brand names and numbers when given in bids are for reference to establish a quality standard unless no substitution is stated in the specifications. Bids on equal items will be considered, provided the bid clearly describes the article offered and it is equal in quality. Specifications used are intended to be open and nonrestrictive. When no reference or change is made on proposal by bidder, it is understood that the specific item named on the proposal shall be furnished by the bidder. If bidding on other than the make, model, brand or number shown, and offered as an equal, complete technical information, specifications, manufacturer s name, catalog reference and a catalog cut must be attached to the proposal letter. Failure to include the supportive information will result in the item automatically being rejected. The Board, through its Purchasing Agent, shall be the sole judge in making determination as to the quality. All decisions shall be final. C. Quote on each item separately. All or nothing bids, items or groups based on other items or other bids, will not be considered. Prices must be stated in units specified in the bid in order to be considered. Prices are intended to be valid and to remain unchanged for the duration of the contract period. D. Time of delivery is part of the bid and must be adhered to. If it is impossible to meet the delivery specified in the bid, bidder shall state the best delivery possible in the space provided on the Bid Request. Time shall be stated in days and days shall mean calendar days. E. All bids must be signed by a responsible officer or employee. The firm name and telephone number must be shown. Obligations assumed by such signature must be fulfilled. F. Telephone/fax bids in lieu of this form will not be accepted.

12 Gwinnett County Public Schools Suwanee, Georgia G. Prices submitted on the electronic price worksheet should be in number format. Other prices contained elsewhere in the Bid or proposal should be stated in both words and numbers. In the event of a conflict, the word version will prevail. 2. SUBMISSION OF BIDS A. Each bid must be submitted on the enclosed form in a sealed envelope with the company name, opening date and time, and bid number printed on the outside of the envelope. B. Bids, modifications to bids or corrections on bids received after the opening time specified will not be considered. The Board will not be responsible for lateness of receipt due to mail delays. C. If necessary, addendums to the Bid will be posted up to seventy two (72) hours before the Bid opening time. 3. AWARDS A. Awards will not be made to a vendor for less than $ when there are multiple awards on a bid. B. Bidders agree that their bids are subject to acceptance at anytime within 30 days after opening, unless otherwise stipulated in the bid. C. Bid tabulations shall be accessible online 24 hours after the scheduled bid opening. D. The Board may place additional orders or increase quantities at quoted prices in excess of the original bid with the consent of the bidder and for such period of time as may be agreed upon between the Board and the bidder. E. The Board may accept or reject any or all bids or part of bids and may waive informalities, technicalities and irregularities. The judgment of the Board on such matters shall be final. F. CONTRACT: The Request for Bid, Bidder s Response and a Purchase Order or Contract and its attachments, either attached hereto or by reference, when received by the successful bidder, shall constitute (1) a binding Contract on the terms set forth herein, and (2) the entire Contract, and it is to be interpreted, construed and given effect in all respects according to the laws of the State of Georgia.

13 4. AUTHORIZED PURCHASES Gwinnett County Public Schools Suwanee, Georgia All purchases, whether for products or services, must be supported in advance by an official hard copy purchase order, valid purchase order number or GCPS authorized Visa purchasing card. The Gwinnett County Board of Education will not be bound by any unauthorized purchases. 5. DELIVERY TERMS Prices quoted shall be based on F.O.B. delivery our warehouse except where installation is required. Where installation is required, prices are to include all necessary wiring, connecting, leveling, piping, uncrating, moving and all other changes incurred in placing the equipment in operation, unless otherwise specified. All merchandise requiring installation and which is shipped F.O.B. job site must be received by the successful vendor s regularly employed personnel and the equipment stored in the area designated by the owner s representative. The Board will not assume responsibility for any items which require installation until it is completely installed and demonstrated to the appropriate school officials. 6. SHIPPING AND MARKING A. All merchandise will be received in our warehouse on weekdays between the hours of 7:00 A.M. and 3:00 P.M. Where two or more items are packaged together, their combined weight shall be no more than two thousand (2,000) pounds. B. MARKING: Include packing list in each shipment. Packing list must show Gwinnett County Board of Education Purchase Order Number, Contents and Shipper s Name and Address, mark packing list and Invoices covering final Shipment Order Completed. If no packing list accompanies the shipment, the Buyers count will be accepted. Mark (upper left corner) or each package (box, crate, barrel, bundle, piece) clearly with (1) Shipper s name and address, (2) Contents, (3) Board of Education Purchase Order Number, and (4) Bill of Lading or Express Receipt and on every package the marking specified above, will obligate Shipper for any and all extra cost incurred, including drayage or demurrage. 7. SAMPLES Samples, when required, must be furnished at the Bidder s expense to the Board.

14 Gwinnett County Public Schools Suwanee, Georgia Samples must be tagged with the bidder s name and Bid Number. Samples not used or destroyed in testing will be returned to the bidder at his request and at his expense. The Board will assume no responsibility for items destroyed or stolen when being tested. 8. INVOICES All invoices must show the purchase order number, the item number, and should be mailed to Gwinnett County Public Schools, Finance Department, 437 Old Peachtree Road, NW, Suwanee, Georgia PAYMENT PAYMENT IN FULL will be made by the Board of Education when an invoice is received indicating that the goods and/or services have been delivered. The Board of Education will also make PARTIAL PAYMENT when partial shipment is received, as long as an invoice is received indicating partial delivery. 10. DEFAULT In the event any property or service to be furnished by the bidder under a Contract or purchase order should for any reason not conform to the specifications contained herein, or to the sample submitted by the bidder with his bid, the Board may reject the property or service. Then, in which event, with specific instructions from the Director of Purchasing, the bidder shall immediately remove the property without expense to the Board and replace all rejected property with such property or service conforming to the specifications or samples. Should the bidder default in the performance of the foregoing paragraph, the Board may procure such property or services from other sources and shall have the absolute right to deduct from any monies due to the bidder, the difference between the contract price and the actual cost of the property to be replaced or substituted. Price paid by the Board of Education in such event shall be the prevailing market price at the time the substitute purchase is made. 11. COMPLIANCE All property or services furnished must comply with all applicable Federal, State and Local Laws, Codes and regulations. Successful Bidders must obtain County Permits where necessary.

15 12. RIGHTS AND REMEDIES Gwinnett County Public Schools Suwanee, Georgia The rights and remedies of the Board provided above shall not be exclusive and are in addition to any other rights and remedies provided by law or under the contract. 13. BIDDERS EVIDENCE OF RESPONSIBILITY Bidders may be required to furnish evidence in writing that they maintain permanent places of business and have adequate equipment, finances and personnel to furnish the items offered satisfactorily and expeditiously and that they are authorized dealers and can provide necessary services and warranties for items they propose to furnish. 14. SUCCESSFUL BIDDERS Successful Bidders will be responsible for seeing that all County Inspection Codes are complied with as regarding (1) electrical, (2) gas and (3) water fittings and outlets. Field Checks for exact measurements of all spaces for items to be furnished will be the responsibility of the successful bidder. This is to insure proper fitting of all items in the space provided. Shop Drawings, if applicable, will be prepared and three (3) copies will be furnished to the Board of Education Purchasing Department, before work is begun. 15. RESPONSE Failure to respond to Invitation to Bid (submission of bid, or written notice that vendor is unable to bid on this particular request but wishes to remain on the active bidder s list for this particular item) will be understood by the Board of Education to indicate a lack of interest and concurrence in the removal of the vendor s name from the Board s mailing list. 16. USE BY OTHER AGENCIES This bid allows for other State and Local Government Agencies within the State of Georgia to buy off this bid at the same prices quoted during the effective term, pending agreement between Bidder and the third party entity. 17. DEBARMENT STATUS By submitting their bid or proposal, all vendors certify that they are not currently debarred from submitting bids or proposals on contracts by any agency of the State of Georgia and the federal government, nor are they an agent of any person or entity that is currently debarred from submitting bids on contracts by any agency of the State of Georgia or the federal government.

16 Gwinnett County Public Schools Suwanee, Georgia I THE UNDERSIGNED, ACKNOWLEDGE THAT I HAVE READ THE BID DOCUMENT IN ITS ENTIRETY AND AGREE TO CONFORM TO ITS EVERY REQUIREMENT. I FURTHER ACKNOWLEDGE THAT FAILURE TO PREPARE, SUBMIT, OR EXECUTE THIS BID IN THE EXACT MANNER REQUESTED WILL BE JUST CAUSE TO REJECT ANY OR MY ENTIRE BID. COMPANY NAME: BY: (PRINT NAME) (SIGNATURE) ADDRESS: PHONE NUMBER: FAX NUMBER: ADDRESS: DATE: THE ABOVE ACKNOWLEDGMENT MUST BE PROPERLY SIGNED AND FIRMLY ATTACHED TO YOUR BID. THIS ACKNOWLEDGMENT BECOMES A PART OF YOUR BID AND WITHOUT IT YOUR BID IS NOT COMPLETE AND WILL BE SUBJECT TO REJECTION.

17 Gwinnett County Public Schools Suwanee, Georgia BID PROTEST PROCEDURE This bid protest procedure applies to challenges to the awarding of bids or contracts by the Purchasing department of the Gwinnett County Public Schools. If the protesting party does not submit a bid or proposal the protest must be submitted prior to the date of the bid opening, or prior to the date on which the RFP proposal or quote is due to be received by the Board. Any protests received after those dates will not be reviewed and considered and will be dismissed as untimely. For those protestors who did submit a bid or RFP response, their protests must be filed within seven days after the protesting party knew or should have known of the facts giving rise to the protest. However, no protest will be accepted that is filed more than seven days after the date the notice of award of the contract is posted on the Purchasing Department of the Gwinnett County Public Schools website. Untimely protests will be dismissed. The date of filing is the date the protest is received by the Purchasing Department. A protest must be in writing and must be sent to Gwinnett County Public Schools, Purchasing Department, 437 Old Peachtree Road, NW, Suwanee, Georgia Attn: Director of Purchasing. Each protest must specify the reasons the protesting party believes that the solicitation or award was improper. Issues not raised in the written protest are deemed waived and may not be raised on appeal. The protesting party may submit with the protest any documents or information deemed relevant. If the contract has been awarded, the Purchasing Department shall notify the successful bidder or contractor of the protest. If the protest is received before the contract is awarded and substantial issues are raised by the protest, all bidders and offerors who appear to have a substantial and reasonable prospect of winning the award shall be notified of the protest and the reasons for the protest and they may file their position on the issues with the Purchasing Department, in writing, within five days after receipt of notice of the protest. Upon the filing of a protest, further action on the solicitation or award shall be stayed, or if the protest is timely received after the award, performance of the contract should be suspended until the protest is resolved. The Purchasing department may, however, determine that the protest is clearly without merit or that award of the contract without delay is necessary to protect the substantial interests of the Board. In such case, if the Director of Purchasing determines that the protest is clearly without merit or will substantially harm the Board and does not stay the procurement, he shall immediately issue the decision.

18 Gwinnett County Public Schools Suwanee, Georgia Within 15 days of the receipt of a protest, the Purchasing Department will issue a response. The response may include any documents or information that the contracting officer or Director of Purchasing deems relevant to the protest. If additional time is required to investigate the protest, he shall inform the protesting party of the additional time needed to render a determination and obtain the protesting party's consent. Unless an extension of time has been agreed to, the Director of Purchasing shall issue a final written determination stating the reasons for the decision within 60 days of the date the protest was filed. The Purchasing Department shall send a copy of the decision to the protesting party and any other person determined to be affected by the decision. If the protest is denied, the decision shall inform the protesting party of its right to file an appeal. The appeal will need to be sent to Gwinnett County Public Schools, Business and Finance Division, 437 Old Peachtree Road, NW, Suwanee, Georgia Attn: Chief Financial Officer, and received within 15 days of the mailing date of the decision.

19 TO ALL PROSPECTIVE VENDORS: Gwinnett County Public Schools Suwanee, Georgia Because of the many requests to be placed on our vendors lists, we are continuously updating them. While we want to include all bona fide vendors, we do not want to send notifications to those vendors who may no longer be interested in participating in our solicitation procedure. If you do not choose to respond to the attached Request for Proposal, please fill in the form below indicating whether or not you want to be retained on our current vendors list. Vendors who do not respond in any way (by either submitting a proposal or by returning the form below) over a period of one year will be removed from the vendors list. If you desire to submit a NO BID, please indicate by checking one or more of the reasons listed below. (Please indicate No Bid with Bid Number.) Return to Gwinnett County Public Schools, 437 Old Peachtree Road, NW, Suwanee, GA , Attention Purchasing Specialist, Susie Murray or fax to Unable to bid at this time. Would like to receive future bids. Do not offer this product or service; remove us from this item only. Remove us from your Bidder s List. This page must be returned only if you are not bidding. TYPE OR PRINT NAME OF PERSON COMPLETING CHECKLIST SIGNATURE OF PERSON COMPLETING THIS CHECKLIST COMPANY NAME BID NUMBER

20 RFP-1441BM GCPS TV Production Retrofit A. Executive Summary GCPS TV is a part of the Broadcast & Distance Learning department within Gwinnett County Public Schools (hereinafter called GCPS ). GCPS TV provides video production services in all phases of a project lifecycle (pre-production, production, post-production, and distribution) and operates a 24/7 Cable access channel on Charter, Comcast and ATT U-verse networks in Gwinnett County. Over the past several years, GCPS TV has been using Sony EX-1R cameras and the TriCaster 855 for field and studio acquisition. This was the result of our transition from standard definition, tape based cameras to HD, file based cameras. GCPS TV will continue to use the EX-1R for ENG and the TriCaster for our remote, multi-camera productions. We are currently engaged in a retrofit of our facility which will include the total migration to a HD, file based production environment. This document is a Request for Proposal (RFP) for studio, production control room, and field production components. GCPS TV will be utilizing a Quantum SAN solution for digital media asset storage. Owner-furnished playback and ingest servers are Softron. The ingest servers must be used to record the final output of the production system, as well as isolated camera recordings. It is necessary to provision adequate space in the PCR console for a KVM user station, or a computer position, for Softron ingest. Due to the number of different components, complexity and the level of integration required the need for one vendor to supply, install, configure, service, and maintain the setup is essential. The design, part specifications, performance, and workflow expectations require that substitutions or modifications to this bid will only be accepted where notated on the equipment list. Any changes in equipment models or pricing experienced by the vendor from a manufacturer must be approved by GCPS. GCPS reserves the right to remove items from this contract, or any proposed equipment configuration, if product is no longer needed. The information concerning the specifications, manufacturer s name, model number, or anticipated quantities is based on the latest available information to GCPS TV. If the information listed is incorrect, please note it on the item in question when quoting. GCPS TV may decide that the item needs to be re-solicited if an error has occurred in the product specified. The vendor will provide a clear and complete description of the proposed items in direct response to the requirements set forth in this RFP. The description will be sufficient to enable the evaluation committee to determine that the proposal satisfies the RFP requirements and meets the needs of Page 1 of 10

21 GCPS TV. Proposals submitted are not publicly available until after award by the Gwinnett County Board of Education. All proposals and supporting materials as well as correspondence relating to this RFP become property of GCPS when received. Any proprietary information contained in the proposal should be so indicated by page, paragraph, and line number. However, a general indication that the entire contents, or a major portion, of the proposal is proprietary will not be honored. GCPS shall provide the following: All necessary rack space All necessary power and UPS devices Appropriate guidance on customization, system inputs and outputs and specific workflow setups KVM console switches for the PCR computers BlackMagic VideoHub HD/SDI routing switcher PCR computers for teleprompter, CG, and engineering workstations Existing 48 port gigabit switch for workgroup, intranet and internet connectivity SAN All SDI cabling and connectors to/from routing matrix to production switcher and to/from audio de-embedder and audio embedder. B. Minimum Qualification Requirements The Vendor must: 1. Have an office with at least one full time technical employee within 140 miles of installation site. 2. Preference will be given to being a currently authorized reseller with no less than two years experience with the following manufacturers: Sony Ross ClearCom Soundcraft Autoscript Sennheiser Page 2 of 10

22 C. Experience and Past Performance 1. Vendor shall describe past performance and experience and state the number of years that the vendor has been in existence, the current number of employees, and the primary markets served. 2. Vendor shall demonstrate that they have experience installing and maintaining studio and production control room environments in a television station or professional production environments. Vendor must provide evidence of installing prior high-end systems. 3. Vendor must provide a detailed description of comparable contracts (similar in scope of services to those requested herein) which the vendor has either ongoing or completed. The description should identify for each project: (i) client, (ii) description of work, (iii) total dollar value of the contract, (iv) dates covering the term of the contract, (v) client contact person and phone number, (vi) statement of whether the vendor was the prime contractor or subcontractor, and (vii) the results of the project. At least one previous client must be willing to discuss work performed by the vendor. D. Scope of Work and Expectations The vendor is responsible for a complete turnkey system with all the design, engineering, and equipment necessary. The vendor will provide the equipment listed in this RFP for this solution and include any other ancillary equipment and services required to make this a fully functioning system. Although the equipment list is comprehensive, it is not complete. The vendor is solely responsible for any omissions. 1. PRODUCTION CONTROL ROOM (PCR) This is the primary operational area for studio productions. It contains all control surfaces and interfaces necessary to prepare for and produce a successful show. The space is arranged to support an average 3-person crew, with provisions to support up to 6 people for occasional larger productions. The three primary positions are technical director, prompter operator, and audio operator. The three additional positions are: graphics operator, QC/camera shading, and flex position. Five positions have a wired intercom station and headset, and at least one computer interface with associated display mounted on a swing-arm (flex position has intercom only). Technical Director (TD) Position The Technical Director runs the show using the switcher panel mounted into the console at this position. Being centrally located in the PCR, this position has the best view of the monitor wall so they may quickly see production sources available, preview and program from the switcher, and other information that will assist in the studio production. Multiple layouts in the multiviewer may be recalled to assist the TD in preparing for and producing a variety of shows. During the show the TD will have the choice of using the switcher panel control and/or a touch screen interface. There is also a broadcast-quality 25 monitor mounted to a swing-arm for viewing the program output. This monitor will be shared by the QC/Shading position. Inputs on the Ross Page 3 of 10

23 Carbonite Switcher are fed from the client-provided routing matrix. The TD will utilize an intercom station and headset at this position to effectively communicate with production staff in PCR and the studio. Also at this position is a KVM user station for accessing various production workstations attached to the KVM matrix and a master volume control for the powered speakers in PCR. Prompter Position The prompter workstation is used both during show preparation and during the show. Prior to the show, an operator will load the script into the prompter software and test functionality of the script to ensure proper formatting and syntax are applied. During the show an operator will sit at this position and control the pace of the script displayed through the prompting system. The operator will utilize an intercom station and headset at this position to effectively communicate with production staff in PCR and the studio. Audio Operator Position The audio mixer surface is mounted into the console at this position, and the operator will use this device prior to the show for sound checks and during the show to mix audio for the final program output. The operator will utilize an intercom station and headset at this position to effectively communicate with production staff in PCR and the studio. This position will have access to a KVM station. Graphics Position This position serves as the CG/graphics operator during the show. During preparation, an operator at this position will use the graphics workstation to load graphic elements incorporated by the switcher for use during the show. The operator will utilize an intercom station and headset at this position to effectively communicate with production staff in PCR and the studio. This position will have access to a KVM station. QC/Camera Shading Position This position in PCR is used during show preparation to confirm technical parameters of signals within the studio and production system. A broadcast video monitor is fed from the router, allowing an operator at this position to select for analysis any source on the router. The primary signals that need analysis are the camera sources with remote control panels for each of the three studio cameras. Flex Position The flex position allows the room to support a sixth person, who is typically described as an observer or a person in training. An intercom station should be available for this position to listen in on the show communications. Page 4 of 10

24 PCR Audio Powered speakers installed in PCR will output the final program mix, delayed to match the video shown on the monitor wall s program source. Routable Production Sources The production switcher inputs are fed from the routing matrix to enable greater flexibility in the sources used for various productions. The routable sources must go through a pre-processing stage whereby embedded audio is extracted from the HD-SDI stream and made available at the audio mixer as discrete digital audio, and the video output from the de-embedder is fed to the production switcher input. The Technical Director position in PCR must have access to a softwarebased control panel capable of routing matrix inputs to the destinations feeding the production pre-processing stage, as well as destinations feeding the studio panels. Prompter The Autoscript package includes software to install on an owner provided PC workstation, the USB interface for control and composite prompter video, and provisions for three 19 prompter monitors, hoods, and tally indicators installed on each of three studio cameras. System should include a SDI 19 talent monitor for each camera and an add-on option for SDI to the prompter monitors. Audio Mixer A Soundcraft Si Performer 2 is specified for mixing live audio sources in the studio production phase. The Soundcraft control surface is located in PCR, mounted into a cut-out in the console, at the audio operator position. The operator will use owner-furnished headphones for local monitoring. Routable production sources sent through the pre-processing stage are connected to the board as digital AES sources via option card. For larger productions in the studio, a MADI stage box with analog I/O is also provided in the mixer package. Audio Sources Microphone sources are connected to balanced mic-level inputs on the board. Line level sources are connected to balanced line-level inputs on the board. Unbalanced sources are converted to balanced line-level format before connection to the board inputs. Intercom The ClearCom package as specified will place wired stations at each fixed operational position in the PCR as well as wired intercom access to camera operators. For others in the studio or production area who require freedom of mobility, wireless belt packs will serve as their link to the intercom system. Tally Because the production switcher and multiviewer are integrated components, the multiviewer will display proper tally for the state of the switcher program and preset busses. Feed tally signals Page 5 of 10

25 back to cameras in both the CCU and the prompter system. Provide on-air/recording indicator lights near the doors leading into PCR and the studio to be installed by the owner. Engineering Workstation An engineering computer is being provided by the owner to be connected to the network and KVM system. This workstation will contain all of the software required to configure and maintain the production system, as well as supporting drawings and documentation from vendors and the systems integrator. This machine could be used for remote access by vendor for support. Audio Embedding and Delay Because audio and video signals are handled through different paths in the production system, it is necessary to delay the program audio to match the delay through the video path. Once the audio and video are temporally aligned, the audio is embedded into the HD-SDI output of the production switcher. Console A console will be required in the PCR. The approximate space allowed is 12 x 4. The console should, at a minimum, provide space for the worker positions and console mounted equipment indicated in this proposal. A site visit is suggested and elevation drawings are required. 2. EQUIPMENT ROOM All the rack-mount equipment associated with the PCR rebuild project will be installed in existing owner-furnished racks secured within an existing equipment room. See rack elevation. 3. STUDIO Cameras There will be four cameras located in the studio, three on pedestals and one mounted on an existing ceiling grid. The three pedestal cameras connect to the router and the CCUs located in the equipment room via a SMPTE fiber connector on a studio panel. The ceiling grid camera is connected to the router and control panel directly using a Visca cable and HD-SDI. The vendor must confirm length of required cables. In the equipment room, the CCUs output 1080i/59.94 HD- SDI video locked to house reference signals. All cameras are fed to the routing switcher. Each of the three pedestal cameras needs an 80 foot SMPTE fiber cable with one additional 80 foot SMPTE fiber cable for backup. Studio Program Monitor One large, professional LCD monitor mounted to a rolling cart (4-6 in height) with large, pneumatic wheels. Construct a cable snake able to connect from either studio panel to the rolling cart at any location in the studio. Page 6 of 10

26 Studio Announce Speakers Install powered speakers in the studio. These are fed from the audio mixer announce bus via analog line output. Studio Panels Two studio panels provide fast and convenient access to common system I/O. Owner will provide two 12 H x 12 W x 4 D wall boxes that panels will mount to and empty conduit into owner furnished racks. Vendor will provide the studio panels. Panel one will have: (6) Microphone combo ¼ TRS/XLR inputs (1) RJ 45 for MADI box (7) HD-SDI BNC connectors for feeds to router (5) HD-SDI BNC connectors for feeds from router (2) Intercom connectors (3) SMPTE fiber connectors for cameras (2) Reference signal outputs Panel two will have: (6) Microphone combo ¼ TRS/XLR inputs (5) HD-SDI BNC connectors for feeds to router (3) HD-SDI BNC connectors for feeds from router (2) intercom connectors (2) Reference signal outputs A studio panel must provide SMPTE fiber access to the CCUs in the equipment room. The panels also provide router I/O within the studio. Operators in PCR may use their router control panels to send signals into the studio through these panel connectors, and may use inputs on these panels to feed their production system. The routing matrix standard is 1080i/59.94 HD-SDI signals. In order to use computer display and audio outputs as sources in the production system, it is necessary to provide a professional-grade scan converter to the design. The professional scan converter will output 1080i/59.94 HD-SDI video locked to house reference signals, so that they may be used in the production switcher. Inputs should include VGA, DVI, HDMI, Composite NTSC video, and analog and digital audio. 4. FIELD EQUIPMENT Provide field production equipment specified on attached equipment list. Some equipment will be used for ENG assignments. Other equipment specified will be used for flypack multi-camera productions (see Multi-Camera Production section of equipment list). These cameras will use Page 7 of 10

27 SMPTE fiber connections and will require (2) 150 foot cables, (2) 300 foot cables, and (1) 500 foot cable. There will be two mobile production systems which require casing. The first will include: TriCaster 855 (not in scope) AJA KiPro (not in scope) 2 Mackie MR5 active studio monitors (not in scope) 32 monitor 24 monitor 17 rack mount monitor 22 monitor 4 CCUs 4 RCPs Audio mixer The second mobile production system will include: Panasonic AW-HS50 switcher (not in scope) AJA KiPro (not in scope) 24 rack mount monitor 22 monitor Audio mixer E. Implementation 1. The vendor must provide a detailed schedule for all the PCR equipment installation and commissioning. This should include the order/sequence of tasks/steps and the timeline the vendor requires. 2. The vendor must provide a detailed schedule for all the studio equipment installation and commissioning. This should include the order/sequence of tasks/steps and the timeline the vendor requires. 3. The vendor must provide a detailed schedule for the delivery and sign off of all the field equipment and commissioning. This should include the order/sequence of tasks/steps and the timeline the vendor requires. 4. All the systems listed below should include a plan for training to be provided for or arranged by the vendor and/or the associated equipment manufacturers. The vendor will provide this in a detailed schedule. Owner reserves the right to approve this training plan. a. Ross Carbonite 2S Switcher & Associated Functions and Components b. Soundcraft SI Performer 2 Audio Mixer Page 8 of 10

28 c. ProPresenter d. Autoscript Teleprompter e. ClearCom Intercom System f. Sony RCP 1000 g. Sony PMW 320 Video Camera 5. All system and system components documentation should be organized and provided to the owner prior to the final sign-off. This documentation can be soft copies or printed in notebooks. In either case, it must be organized by function. All manufacturers and custom software must be provided and properly labelled. All engineering drawings completed for this project will be provided to the owner in a printed form and a soft copy editable format, including system diagrams and flow charts. F. Repair & Maintenance Agreement 1. The vendor must provide remote, , online and on-site support, repair, and replacement for a five year period upon the completion of the integration, installation, testing, and sign-off for all hardware, software, and vendor-engineered solutions as detailed in this proposal and the subsequent RFP (note that pricing for three years should also be submitted). Your repair and maintenance agreement response must indicate which manufacturers are providing extended support as part of your plan. This service will minimally consist of these features: a. The vendor will be the first point of contact for technical issues for the hardware and software they will provide in this bid. b. The vendor will provide online and on-site support. Online support will consist of a technician supplying timely phone, and internet access (where possible/needed) to troubleshoot issue(s) remotely. On-site support consists of a technician visiting the facility to troubleshoot an issue(s), if it is deemed that online and remote support is insufficient to resolve the issue(s). c. This repair and maintenance agreement will include vendor provided on-site software and firmware updates as required or recommended by the manufacturers. d. The vendor will have a technician available from 8AM 5PM, Monday through Friday for online/on-site technical support throughout the term of the contract. Please include an after-hours support price option in the response. e. Incident response time for support issues is no later than two hours. Critical production failures affecting normal studio production operations must be resolved to the satisfaction of the owner within three working days. Page 9 of 10

29 f. The vendor will provide phone numbers, and pertinent information in order for GCPS personnel to contact their technical support staff. G. Evaluation Scoring for Awarding the Bid 1. 40% - Solution and Service Pricing 2. 20% - References and Prior Experience: other customers who have contracted with vendor for similar projects; demonstration of previous project management experiences 3. 20% - Implementation: thoroughness of proposal including implementation, execution, and support 4. 20% - Warranty and Value-Added Features: indicators that vendor is willing and capable of providing all associated equipment service and warranty support and is offering other suggestions and support that add value to the overall proposal. Please read the entire RFP carefully and respond to each section. The following items must be included in your RFP Response to be considered for evaluation: Introductory letter Company information including upper management Technical expertise including summaries of qualifications as described in section C Examples of installations requested in section C Overall technical approach to the project Letters confirming vendor is an authorized dealer for proposed equipment Actual itemized quotation Specification sheets and/or equipment brochures Any further purchasing requirements as stated elsewhere in this document. Three (3) copies of the RFP response H. RFP Timetable Action Item Date Issue RFP March 11, 2014 Bidder s Conference (optional) March 18, :00 am RFP Proposals to be received by March 26, :00 pm RFP Opening (private) March 27, :00 am RFP Evaluation Completion April 4, :00 pm Submission of Award Recommendation TBD Contract Issued to Successful Vendor TBD Page 10 of 10

30 AUDIO SORUCES LEGEND EXISTING / OFE PROVIDED IN SCOPE 6 x WIRELESS MICROPHONES 12 x WIRED MICROPHONES MONO ANALOG x 6 MONO ANALOG x 12 AES x 1 AES X 6 Vendor Provided PRODUCTION PLAYBACK SERVERS MAM CAMERAS CCU SDI X SD4 CD PLAYER ipod BMD VIDEOHUB ROUTING MATRIX (OFE) SDI x 4 BALUN BALUN AUDIO DE-EMBEDDING (4 PATHS) STEREO ANALOG x 1 STEREO ANALOG x 1 AES x 4 SOUNDCRAFT SI PERFORMER 2 AUDIO MIXER Vendor Provided AUDIO EMBEDDING (10 PATHS) SDI x 6 BMD VIDEOHUB ROUTING MATRIX (OFE) SDI x 8 SDI x 1 SDI x 3 SDI x 1 STUDIO PANELS STUDIO PROGRAM MONITOR STUDIO TALENT MONITORS QC STATION IN PCR CCU CCU SDI x 12 SDI x 4 SDI x 6 PRODUCTION INGEST SERVERS BRCH900 SDI x 12 MAM Vendor Provided SDI IN SDI FILL/KEY PROPRESENTER (H/W OFE) ROSS CARBONITE PRODUCTION SWITCHER SDI x 2 LAPTOP WILD FEEDS SCAN CONVERTER SDI x 1 HD-SDI STUDIO REF STUDIO PANELS VIEWCONTROL CPU HDMI TO SDI SDI x 1 SDI x 2 SDI TO HDMI HDMI x 2 ROSS VIEWCONTROL MONITOR WALL (1 LCD DISPLAY) SDI x 2 PRODUCTION A/V

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36 Directions to Instructional Support Center (ISC) Gwinnett County Public Schools 437 Old Peachtree Road Suwanee, GA Directions from Atlanta Area: I-85 North; Take exit number 109, Old Peachtree Road; Turn right on Old Peachtree Road, NW. about 1.5 miles; ISC will be on left. Directions from I-85 South toward Atlanta: I-85 South to exit number 111, GA-317 N / Suwanee; Turn left onto Lawrenceville-Suwanee Road, NW; Turn right onto Old Peachtree Rd, NW about 1.1 miles; ISC will be on right. Directions from Hwy 29: Hwy. 29 to Langley Drive; Langley Drive to W. Pike Street; Turn left onto W. Pike Street which becomes Duluth Highway. Straight on Duluth Highway to Lawrenceville-Suwanee Rd; Turn right onto Lawrenceville-Suwanee Rd. to Old Peachtree Rd.; Turn left onto Old Peachtree Rd., NW about 1.1 miles; ISC will be on right. Directions from Hwy 78: Hwy. 78 towards Snellville to Scenic Hwy/Hwy.124; Turn onto Scenic Highway / Hwy. 124 towards Lawrenceville, to Sugarloaf Parkway; Turn left onto Sugarloaf Parkway to N. Brown Rd.; Turn right onto N. Brown Road; to Old Peachtree Rd.; Turn right onto Old Peachtree Rd. about 1.4 miles; ISC will be on left.