PURCHASING DEPARTMENT The bid listed below has had addenda issued. Documents are available over the Internet at http://www.norwalkct.org Adobe Acrobat reader is required to view this document. If you do not have this software you may down load it for free from Adobe. A link to the Adobe site is provided on the internet bid page. The document number to request will be the same as the project number indicated above. Project # Addendum # # of pages Original Issue Date Request Doc # 3292 2 8 April 15, 2013 1001 - see text below Date May 1, 2013 Project Number 3292. Addenda Number 2 Deadline 02:00PM May 7, 2013 Project Title MULTI-FUNCTIONAL AUDIO/VISUAL & COMMUNICATION SYSTEM EMERGENCY OPERATIONS CENTER (EOC) NEW NORWALK FIRE DEPT. HEADQUARTERS FACILITY This Addendum is a contract document modifying previously issued documents, which remain in full force except as specifically modified below. Quotations appearing on the Proposal are to reflect the provisions of this Addendum. Failure to acknowledge receipt of this Addendum in the space provided on the response sheet may subject candidate to disqualification. Response to Questions: 1. Question: Would it be acceptable to forego inclusion of electrical contracting services from the audiovisual contractor s scope, permitting the site s own electrical contractor to directly follow the audiovisual system contractor s requirements of AV infrastructure facility? Response: See response to question #2 of addendum #1. 2. Question: Recurring portions of the bid scope suggest that the audiovisual contractor provide computing technology for the rooms (resident PCs and laptops). Would the city rather procure their preferred computing technology and related service plans from their current supplier? Response: Our goal is to have a turnkey solution. For all systems that require a PC/laptop/tablet to operate, such equipment should be provided by the proposer.
3. Question: Digital video formats such as HDMI, DisplayPort, and DVI are inter-related. If separate connections are needed for each video format, the size of the A/V system would scale rapidly. Would it be acceptable to provide HDMI connectivity as specified, with the intention of connecting an adapter to an HDMI cable, if one of the other video formats is needed? Response: For comparison purposes, configure the Audio Visual system as it is outlined within the RFP. However, include your proposed alternate connection solution as a recommendation within your proposal submission. 4. Question: It is understood that field cable and mounts would precede installation of the actual AV endpoints, but the length of the installation window(s) would dictate how large an installation team would be needed. What is the planned installation window(s) for AV system component? Response: Installation needs to be completed on or before August 15, 2013. Include within your proposal submission your projected schedule to meet the published timetable. 5. Question: All AV-integrated rooms touch panel pages should also be duplicated in the form of web-based control panels, available from the building LAN? Response: No, the touch panel pages do not need to be duplicated in any webbased application. 6. Question: There are many references to commercial-grade flat panel displays. They ordinarily do not include tuners for cable television equipment. Would the city provide CATV tuner boxes, for use with the flat panel displays, in each of the rooms? Response: Yes the City shall supply the cable television boxes. The final number of cable television boxes shall depend on the design provided and ultimately selected. 7. Question: Is there a specific requirement, to provide in-room and/or inter-room digital connectivity via fiber medium? Or would a lower-cost copper solution be acceptable, if it meets the application requirements? Response: If a copper solution will support your proposed system this would be acceptable. 8. Question: The in-room microphones are described as intended for conferencing and possibly recording. So they do not pick up extraneous room sound (noise), would it be acceptable to locate them on the tables, quantity appropriate to the seating plan provided? Is it anticipated that any of the microphones would be used for in-room sound reinforcement? Is a push-to-talk or other means of microphone management desired? Response: Table mounted push-to-talk microphones are acceptable.
9. Question: Instead of the 4 displays to cover a 12 portion of the front wall, a dropdown projection screen at the front wall, would provide users flexibility in room usage, if they wish to have a full-width whiteboard on the front wall, available during times that large-format video is not needed. A projection-based system would still utilize the video processor identified in the bid document, to create the quad or other video windowing effect. A significant cost savings may be realized by using projection. Additionally, the customer would not be dependent on the availability of very-specific models of flat panel displays as matching replacements. Would it be allowable to replace the four flat panel displays with a single, projection-based display system of appropriate size and performance? Response: Yes, the use of a projection-based display system would be an acceptable alternate. Include with your proposal response, the potential substitution of the four (4) flat panel displays, for a projection based display system. 10. Question: Would the AV system share space with other components, in the Closet 124? Based on the functional scope of this room, it is quite possible that the AV system components would require a second free-standing equipment rack. Has there been any definition of a cooling system for this closet? Response: No other equipment is programmed for this room at this time. Indicate the required heat loads in your proposal and this will be addressed by City. 11. Question: What A/V components are intended for protection via UPS? To place the entire scope of components on UPS would be an expansive and expensive task? Response: Include within your proposal submission the UPS load of the critical components and your proposed system and a probable estimate of cost to support them on a UPS supplied, configured and installed by your company. 12. Question: What format and quantity of signals would be provided by external sources, such as regional CCTV cameras or radio (or scanner(s))? Is the city s CAD system to be integrated with the AV system, in any manner? Response: Not fully defined at this time. Identify within your proposal submission any and all external sources not supported by your proposed system for City review. 13. Question: Is there anticipation of video conferencing between rooms in this building, by simply patching video and audio? Response: Yes.
14. Question: In regards to video conferencing capability, is it acceptable to have both the EOC, the Media Room, the Call Center, and 3 rd floor conference room 323 share the same videoconference equipment (one at a time)? What features and level of performance is anticipated from the videoconference technology? Are HD and multi-point conferencing desired features? Response: Identify within your proposal submission recommendations concerning video conferencing, along with proposed pricing. If more than one video conferencing solution is proposed, include a matrix within your proposal submission that illustrates the advantages / disadvantages of each proposed solution. 15. Question: In terms of audio conferencing, what type of telephone system will be installed? Analog POTS or VOIP? Response: The primary telephone system is a Cisco digital VOIP system. However, analog POTS lines will also be installed in several areas of the new facility. Hence, both types of services will be available. Identify within your proposal submission any potential limitations associated with the need to utilize both analog POTS & digital VOIP lines. 16. Question: Is there any interest in AV asset management? Specifically, this could include automatic shutdown of displays after a period of non-use, notifications for service of projector bulbs and filters, and manual power up/down of AV systems from a network (web)-based user interface? Response: Yes. Identify within your proposal submission your proposed recommendations concerning A/V asset management options and capabilities, along with the proposed pricing. If more than one A/V asset management solution is proposed, include a matrix within your proposal submission that illustrates the advantages / disadvantages of each proposed solution. 17. Question: What type of recording capability is desired? Response: Our potential recording requirements and capabilities have not been fully defined at this time. Identify within your proposal submission your proposed recommendations concerning commercial grade recording devices along with proposed pricing. If more than one recording device is proposed, include a matrix within your proposal submission that illustrates the advantages / disadvantages of each proposed solution. 18. Question: Media Room: With the main video displays at opposite ends of the room, how is video conferencing to be accomplished in this space? Response: Video conferencing was not intended for this space.
19. Question: Media Room: Is this room functionally a divide-combine space, where the displays (and ceiling-mounted speakers) would play the same content (combine mode) or independent content (divide)? If the room is to work in a divided mode, it may represent additional equipment and deployment costs. Response: The intent is a combine mode functionality. However, identify within your proposal submission recommendations concerning the cost variances concerning the implementation of an independent content (divided) functionality. Additionally, include a matrix within your proposal submission that illustrates the advantages / disadvantages of a combine mode functionality solution versus independent content (divided) mode functionality solution. 20. Question: Media Room: The flat panel displays planned for this space are not large enough to provide adequate viewing for participants seated at the rear of the room. Viewing ergonomics would be better accommodated by using projection technology instead of flat panel displays. Would that be entertained as an option? Response: Yes 21. Question: Call Center Room: Although the room will accommodate more than four users, is there any reason to size the video displays to support viewers at the rear of this room? Response: Potentially. Therefore, identify within your proposal submission recommendations concerning the cost(s) associated with re-sizing the video display so that it can be viewed from the rear of this room. 22. Question: Conference Room 323: The specification calls for a single 52 flat panel display, for each space. Conference Room 323 is a deeper room, and would benefit from a larger display, or use of video projection. Would it be acceptable to offer a larger sized display for this room? Response: Yes. 23. Question: Conferences Room 323 and 329 : What form factor of A/V connectivity is desired? Should the AV contractor offer some form of table box with AC outlets, data outlets, and A/V connections? Response: Identify within your proposal submission recommendations concerning commercial grade A/V connectivity options that are available and the related supply, configuration and installation cost of each such option. Additionally, if more than one connectivity solution is proposed, include a matrix within your proposal submission that illustrates the advantages / disadvantages of each proposed solution 24. Question: What are ceiling heights in each room with AV equipment? Response: Refer to the construction drawings information issued in response to question #1 of addendum #1.
25. Question: Projectors in EOC: In what locations would they like the projectors to be located and is the intent to use them simultaneously or individually with the video wall? Response: It is expected that the projectors will function individually Include location recommendations with your proposal submission. 26. Question: Input Plates in EOC: Currently there are 25 input plates with no specified location and the sole purpose is laptop connectivity, is this number correct and is there room for removal of some of these locations in order to come closer to customers budget expectations. Response: Yes, the proposed number of input plates is correct. For comparison purposes, configure the Audio Visual system with the twenty-five (25) input plates as outlined within the RFP. However, include your proposed alternate connection solution that reduces these input plate counts in increments of five (5) [ex. 25 to 20; 20 to 15; 15 to 10] Additionally, if more than one input plate connectivity solution is proposed, include a matrix within your proposal submission that illustrates the advantages / disadvantages of each proposed solution. 27. Question: RFP states a podium is required, are there any specific requirements? Response: Connectivity and AV system management and microphone are the basic requirements. Include specifications of your proposed podium in your proposal submission. 28. Question: RFP calls out vendor supplied laptops as local pcs and a single computer monitor in EOC. Which vendor is responsible for these items (IT/AV)? Response: PC/laptop/tablet to operate proposed audio / visual systems shall be the proposers responsibility. 29. Question: RFP mentions Video Conferencing: Voice Recording and Radio transmissions with no actual specifications or specific functionality requests. Are these items expected in this bid or a requirement for future functionality/capability? Response: The Proposer shall specify the most cost effective Video conferencing and voice recording systems. Additionally, if more than one video conferencing solution is proposed, include a matrix within your proposal submission that illustrates the advantages / disadvantages of each proposed solution The city will provide Radio system inputs to the room. Include in your system proposal submission. 30. Question: Throughout the RFP it is stated that HDMI connections are necessary. Is that the case or is the resolution requirements (1080P+) the necessity because there are other connections that allow 1080P pictures? Response: The City does not understand this question.
31. Question: 1.1.1 Page 5 Section D there is a requirement for 2 ceiling mounted projectors. What will these projectors be displayed on? Where in the room will they be displayed? There is not much wall space left when taking into account the 6 TVs and whiteboards? Response: The concept was that the ceiling mounted projectors would display on the wall areas. One projector positioned to display on the front wall area on ceiling mounted manually operated pull-down screen and, the other projector positioned to display on the side wall area on a similar style ceiling mounted manually operated pull-down screen. 32. Question: 1.1.1 Page 5 Section E Item 5 states that in conjunction with the laptop input plates, 4 television control boxes are also needed. Is this to mean that the city would like 4 Cable Boxes installed, displayable anywhere in the facility, and able to be controlled from anywhere in the facility or that in conjunction with the laptop input plates you would like the ability to connect cable boxes to those points? Response: Cable boxes are for local control only. 33. Question: 1.1.1 Page 5 Section E Item 6 it is stated that a computer needs to be connected to the video wall for control. There are many ways to accomplish the control for the Video Wall behind the podium, is it necessary to use a computer for control? Is there additional uses for the PC? Response: The proposer shall specify the most practical and economical solution for the video wall control. Additionally, include within your proposal submission any cost effective alternate to PC control. 34. Question: 1.1.1 Page 6 Section G states that in training mode, only in room media sources can be used. Is it necessary to block the Trainer s ability to control the other devices or is simple education/training adequate? Response: No need to block other devices. Simple is better. 35. Question: 1.1.1 Page 7 Section I Item 1 states that it is necessary to supply the podium. Is that the case or to simply ensure/coordinate purchase from city vendor and setup? Response: Podium should be part of your proposed system. The goal is a turnkey installation and the podium will control the systems so it should be specified by the proposer in the most practical way. 36. Question: 1.1.1 Page 7 Section I Item 4 will television tuners (i.e. cable boxes) be supplied by the city? How many cable boxes? Response: Yes the City shall supply the cable boxes. The final number of cable boxes shall depend on the design provided and ultimately selected.
37. Question: During the site walk it was explained that any source from any of the rooms needs to be displayable in the main room and any of the other rooms. Is that correct? Response: Yes to the extent practical/economical. 38. Question: In the 3 rooms with multiple TVs, is it necessary to be able to hear audio from any of the displays simultaneously while audio is being heard from another? Response: Yes. Not simultaneously but ability to toggle between audio is preferred. 39. Question: Is there a set standard/handoff for video conferencing with local, state, and federal agencies? (i.e. Skype was used as an example during the walk) Response: No, there is no standard. 40. Question: Is the Raised Floor an actual data floor with removable panels or what is the access to under the flooring? Response: Yes, an actual data floor with removable panels 41. Question: Will you additionally put out an RFP for the laptops? Response: No. PC/laptop/tablet to operate proposed audio / visual systems shall be the proposers responsibility. 42. Question: Do you know if the wireless application is part of the Video RFP or are we going to see a new Wireless Network opportunity? Response: There is no additional wireless project. 43. Question: When reading the room description the RFP points out that a local pc, bluray, keyboard and mouse will be located in an equipment cabinet in the front of the room. It also mentions that there will be an input plate location in the back of the room to support a laptop input. When you get further down into the Media Sources section of the RFP, 25 DM transmitters are then called out for laptop inputs. I just wanted to be clear that this was accurate? Response: The City does not understand this question. Our goal is that any computer connected to the system in any room would be able to display content to any other display / screen connected to the A/V system. To facilitate this requirement our concept anticipated an either hard-wire or wireless solution. The Proposer shall specify the most cost effective solution to facilitate this requirement. Additionally, if more than solution is proposed, include a matrix within your proposal submission that illustrates the advantages / disadvantages of each proposed solution. End of Addendum #2
PURCHASING DEPARTMENT The bid listed below has had addenda issued. Documents are available over the Internet at http://www.norwalkct.org Adobe Acrobat reader is required to view this document. If you do not have this software you may down load it for free from Adobe. A link to the Adobe site is provided on the internet bid page. The document number to request will be the same as the project number indicated above. Project # Addendum # # of pages Original Issue Date Request Doc # 3292 1 12 April 15, 2013 1001 - see text below Date April 25, 2013 Project Number 3292. Addenda Number 1 Deadline 02:00PM May 7, 2013 Project Title MULTI-FUNCTIONAL AUDIO/VISUAL & COMMUNICATION SYSTEM EMERGENCY OPERATIONS CENTER (EOC) NEW NORWALK FIRE DEPT. HEADQUARTERS FACILITY This Addendum is a contract document modifying previously issued documents, which remain in full force except as specifically modified below. Quotations appearing on the Proposal are to reflect the provisions of this Addendum. Failure to acknowledge receipt of this Addendum in the space provided on the response sheet may subject candidate to disqualification. New Information: 1. A pre-proposal conference was held 10:00am, Tuesday, April 23rd at Norwalk City Hall. A copy of the sign-in sheet from that pre-proposal conference is included as an attachment to this addendum [Two (2) pages]. Response to Questions: 1. Question: Are the building construction drawings available for the new Fire Station facility? Response: Yes, the building construction drawings for the new Fire Station Facility are available on Newfield Construction, the City s Construction Manager for this project, FTP site. It is important to note that these construction drawings for the entire construction project and that the actual as-built information may have varied. Additionally, construction details of the current RFP solicitation are not defined within these drawings. The following are the directions to access the FTP site:
1. Hold down the control button and left click the link below: 2. http://filezilla-project.org/download.php?type=client 3. Choose the correct format for your operating system 4. When download is complete open FileZilla 5. In the "Host" box enter the address: ftp.newfieldconstruction.com 6. In the "Username" & "Password" box's enter the username and password we have provided for you. USERNAME: NFHQ (case sensitive) PASSWORD: red8311 (case sensitive) 7. Leave Port empty. 8. Click on the Quickconnect button or press enter 9. You will see all FTP data on the right hand side of your screen. 2. Question: As a component of the RFP, the AV vendor is responsible for electrical/power installation. Please clarify Response: Prospective Proposers are hereby advised that the City shall be solely responsible for the installation of electrical power to support the selected Audio / Visual (A/V) System. If Proposers are interested in knowing the electrical service being provided as part of the building construction, please review Drawing E2.1, E2.4 and T.1 The selected Proposers shall be required to coordinate with the City regarding specific location(s) and any additional power requirements necessary to power the selected new A/V system. The selected proposer shall be responsible for the installation all other audio, data, telecommunications, video and control wiring and conduit and pathways necessary for the complete turnkey installation of the selected A/V system. 3. Question: Does the City require fiber or copper for AV communication wiring? Response: The City has Metropolitan Area Network (MAN) that consists of a multi-stranded fiber optic cabling system that connects its main municipal buildings. Fiber cabling from the MAN enter into the Fire Headquarters from the street and be terminated into the new IT Equipment Center which will be directly above the Emergency Operation Center (EOC) Room. From the new IT center, the wiring distribution, within the building, is copper. Therefore, the selected proposer for this solicitation shall include a copper wiring network to support the proposed A/V system for any carrier connections. The selected proposer shall coordinate with City of Norwalk s IT department concerning any required internal or external network connections. In the event that the City would require fiber cable for a specific function, the City will request a detailed cost proposal to the proposers base proposal submission. 4. Question: In lieu of laptop computer devices, would the City consider a tablet type device instead? Response: Yes, tablet type device would be an acceptable alternate.
5. Question: What is the budget for this project? Response: As per RFP solicitation document, the proposed budget is projected to be $120,000 to $150,000. However, the City anticipates that if the proposal submissions received for this solicitation drastically exceed this projected budget amount that there may be the need to consider a phased and or reduced scale A/V system solution. As such, the City encourages the submission of proposal solutions that provide comprehensive turn-key A/V system solutions, but are structured in a manner that will allow the City flexibility as it pertains the potential need to scale back or reduce such an A/V system solution to remain within the City s budget constraints. It is anticipated that if such a reduction is necessary that the focus of such a reduction would not be on the system s main infrastructure components, but rather on selected system peripheral components such as the LCD displays. 6. Question: Can you provide a copy of the construction schedule for the new Fire Station Headquarters facility? Response: Included as an attachment to this addendum is a copy of the construction schedule for the new Fire Station Headquarters Facility. [six (6) pages]. However, interested proposers should be aware that information concerning this current solicitation is not contained within this schedule. 7. Question: I've been reviewing the ECO bid file for Norwalk CT. I saw the room concept drawing but no other technical drawings were apparent in that file or on the website referred to in the document. Are there drawings available? Response: No, there are no technical drawings available for this project. 8. Question: Would the City consider a single large display in the main EOC area instead of four (4) individual displays? Response: The goal is to have up to four (4) separate images displayed simultaneously on the large screen display. If this can be accomplished on a single large display then yes that is acceptable, otherwise the four (4) individual display panels are required. 9. Question: Is a shared head-end anticipated area? Response: If this relates to video conferencing in the EOC and on the third floor then yes. 10. Question: We are concerned about the natural lighting in these areas. Will all of the proposed project areas be receiving window treatments or shades? Response: Yes, all areas defined within the proposed project areas are scheduled to be equipped with window treatments and or room darkening shades. 11. Question: Is video conferencing a day-one required option? Response: Yes.
12. Question: Can you provide us with access to the project drawings for the overall construction project? Are the drawings available electronically? Do you have FTP site with all of the drawings available for viewing? Response: Refer to the response to question #1 of this addendum. 13. Question: Please confirm the height of the ceilings in each of the proposed project areas? Response: Refer to the construction drawings for this information. 14. Question: Would the City consider splitting this project into two phases (design phase, followed by an installation phase)? Response: No. The City does not intend to issue to two (2) separate RFPs for this project. Instead, the City expects that the current solicitation, as structured, would be comprised of these two (2) phases: a design phase followed by an installation phase. 15. Question: Is the use of unionized labor required for this project? Do prevailing wage rates apply to this project. Response: The use of unionized labor of this project is not a requirement. However, all labor related to this project MUST comply State Prevailing Wage Rate requirements which were included within the RFP. 16. Question: We are concerned about the proposed budget. Would the City consider a phased approach to stay within the proposed budget parameters? Response: The City intends to review the proposed A/V systems and proposed components and implement budget based decisions. The priority installations are in the EOC, Media Room and Call Center. 17. Question: Do you require a UPS for the proposed system? Response: Yes, within the system design include provisions for a proposer supplied UPS device with a minimum twenty (20) minute battery back-up. As a point of reference, the new headquarters facility shall be equipped with a back-up generator that will supply electrical power to the entire facility. 18. Question: With regard to Project #3292, Creston Touch panels are mentioned. Are these required components. Response: Yes. Control panels are required components. Either touch panel or push-button control panels would be acceptable. End of Addendum #1