City of Winter Springs, FL Request for Quote RFQ/006/17/LS Commission Chambers Audio Visual System Upgrades The City of Winter Springs will be upgrading its Commission Chambers (Chambers) audio visual (AV) system, located at City Hall. This upgrade will include relocating, replacing, and expanding upon certain aspects of our current AV system as well as installing some new network infrastructure. It is anticipated that the AV project will be done in conjunction with an upcoming Chambers renovation project and all AV work will need to be coordinated with the Chambers Renovation Project Manager through the AV Project Coordinator listed below. The Commission Chambers is the facility where elected officials, City staff, and the public meet to conduct official City business. The primary use of this facility is to host regular and special City Commission meetings, committee meetings, and other official City meetings and gatherings. The City anticipates that this audio visual overhaul will provide additional uses and functionality to include use of the facility as a flexible meeting space that will allow for training, City meetings, etc. Location: City of Winter Springs City Hall Commission Chambers, 1126 East State Road 434, Winter Springs, FL 32708. Project Coordinator: Lee Stender, Network Administrator, lstender@winterspringsfl.org Mandatory Site Visit: There will be one mandatory site visit as specified on the Project Schedule. Proposers must attend the site visit in order for their proposal to be considered. Project Schedule: August 22, 2017 Request for quote released August 28, 2017 2:00pm Mandatory Site Visit August 30, 2017 5:00pm - Deadline for question submission September 5, 2017 5:00pm - All questions will be answered September 11, 2017 12:00pm (noon) Proposals are due EXISTING SYSTEM Photos of existing system are attached at the end of this document. The existing system consists of: 10 ceiling speakers in the lobby, 10 ceiling speakers in the Commission Chambers, and 2 ceiling speakers in the room behind the Chambers. 4-post floor mounted rack system containing various AV components such as: computer, keyboard, mouse, monitor, back-up UPS, London Architect Sound System, 4X Shure wireless microphone add-on, UHF antenna power distribution system, 2X Crown audio system. Microphone system that connects to the AV rack (both wired and wireless microphones) Multimedia cart containing 1 computer, keyboard, mouse, 2 monitors, camera remote control box, back-up UPS, 2X4 VGA matrix switch, and 2X surge protector. 1 connector panel located on the wall directly behind the multimedia cart 2 ceiling mounted projectors RFQ/006/17/LS Commission Chambers Audio Visual Upgrades Page 1 of 8
1 ceiling mounted document camera 2 projection screens SCOPE OF WORK This is a summary of the scope of work. Please refer to the 8 page set of detailed plans at the end of this document created by Matern Engineering for specific work to be done. The Chambers renovation will include the Chambers floor being raised 1 foot and leveled so that there will no longer be a floor slope when entering the chambers from the lobby. Windows will be installed on both sides of the Chambers along with window blinds that will allow for blocking of light for better viewing of items being shown on projector screens. A total of 5 in-floor conduits for power and data will be installed by the Chambers renovation contractor. The AV vendor will be responsible for installation of data boxes and installation and termination of the data cabling necessary for each of these data boxes. Some of the multimedia equipment currently located in the multimedia cart in front of the dais will need to be relocated to a new AV desk which will be located around the corner of the dais just below the City Attorney on the side facing the audience and a new connector panel will need to be installed at the new location. In addition, AV equipment in the room behind the chambers will need to be relocated from east to west side of the back room which will also require re-cabling. Vendor shall test all equipment installations and connections to ensure everything is working properly. Audio and Visual System Checklist Sound System o Relocate existing 4-post floor mounted rack and equipment located in the Chambers back room. Speakers o Replace all existing ceiling speakers and accompanying cabling. A/V Desk o Remove existing connector panel and all existing cabling located behind the multimedia computer. o A new connector panel shall be installed onto the dais wall in the new AV desk area and shall have the following connections: Three (3) HDMI ports One (1) VGA port One (1) 3.5mm audio jack Six (6) RJ-45 ports 4 ports will be for network data 2 ports will be for A/V Video Control System o Provide and install a HDMI matrix switch to manage three outputs (Projector A, Projector B, A/V Desk Monitor) and two inputs (A/V Desk Computer, A/D Desk spare input). o Run a HDMI cable from each projector and three HDMI cables from the A/V Desk connector panel to the matrix switch. RFQ/006/17/LS Commission Chambers Audio Visual Upgrades Page 2 of 8
o Provide a room controller and splitter to act as a secondary control system. Network Infrastructure Checklist Provide and install a 48-port patch panel in the A/V rack. Install and terminate Cat 6 cables from the patch panel to the following locations: o Two cables to all five floor boxes in the Chambers. o Two cables to both ceiling boxes by the projectors. o Six cables to the new connector panel at the new AV desk. o Two cables to a new wall plate on the dais near the City Clerk s seat. Provide a 24P PoE+ Cisco 3650 switch with a 1G Cisco MM SFP module to be mounted in the A/V rack. Provide and mount a 12 port fiber tray with ST connectors in the A/V rack. Provide a 1G Cisco MM SFP module for the existing Cisco 3650 switch that is in IT room 211. Provide a Leviton ST MM fiber optic 8 port connector plate for existing fiber tray in IT room 211. Run a 12 strand MM fiber optic cable and terminate 3 pairs from the existing fiber tray in IT room 211 to the new fiber tray in the A/V rack. Optional Items We would like the following items in the quote to be listed as optional line items. Replace both motorized projector screens (133 diag. minimum) and mounts. Requirements Contracts - if providing a quote using a contract such as GSA or State Contract, vendor must attach a copy of the contract or include a website link to the contract if available online. Mandatory Site visit There will be one mandatory site visits for this project. Vendors who wish to submit a quote on this project will be required to attend this site visit in order to have their quote considered. Quote submittal - quotes are to be received electronically in Adobe PDF format via email by the Project Coordinator by the deadline specified in the Project Calendar. Submittals received after that time will not be considered. The quote should be one complete and comprehensive document containing completed submittal form and all supporting documents. Questions Questions may be asked at the Mandatory Site Visit or by email. The Project Coordinator will accept questions in writing via email up to the time and date specified in the Project Calendar. Questions received after the deadline will not receive a response. Questions will receive a response by the deadline specified in the Project Calendar. References Vendor must attach a separate sheet with (3) references where a similar project was completed for the client within the last 36 months; references must include contact information and summary of project completed for that client. Vendor pricing The quote submitted must be an all-inclusive quote and include all costs (turnkey) including all labor, equipment, tools, materials, training, and incidentals necessary to complete the project. Vendor agrees to honor quote for 90 days. RFQ/006/17/LS Commission Chambers Audio Visual Upgrades Page 3 of 8
Warranty Information Vendor must warranty their work for a minimum of 180 days and agrees to address and promptly respond to and resolve any issues arising from or with the system at no additional expense to the City. Work hours Work shall be completed during normal work hours Monday Thru Friday 8am- 5pm. Exceptions to this may be made if needed, through the Project Coordinator. Terms & Conditions Insurance - Before commencement of work, Vendor is required to provide the City with a Certificate of Insurance adding the City as an additional insured, and showing proof of Workers Compensation insurance and general liability insurance in the amount of $1,000,000 aggregate/$500,000 per occurrence. Payment Terms After all work has been completed and accepted by the City, the vendor shall submit an invoice to the City. The City s payment terms are Net 30. Public Records All quotes are subject to the Florida Public Records Act, F.S. 119. Quote submissions are public records and shall be subject to public disclosure consistent with Chapter 119 of Florida Statutes. Purchase Order and RFQ Upon award of project to winning vendor, the City shall issue a purchase order for the project. The purchase order and this RFQ shall serve as the contractual documents. Any modifications must be made in writing and agreed to, in writing, by both parties. Taxes The City is exempt from state sales tax. The City s tax exemption number will be printed on the face of the purchase order which will be provided to the winning bidder for this project. The City will provide a copy of the City s tax exemption certificate upon request. Vendors doing business with the City shall not be exempted from paying sales tax to their suppliers for material to fulfill contractual obligations with the City, nor shall any Vendor be authorized to use the City s tax exemption number in securing such materials. RFQ/006/17/LS Commission Chambers Audio Visual Upgrades Page 4 of 8
QUOTE SUBMITTAL FORM Commission Chambers Audio Visual System Upgrades RFQ/006/17/LS NOTE: ALL BLANKS MUST BE FILLED IN. Company Name: Address: City: State: Zip Code: Company Contact Name: Phone Number: Email Address: Website Address (if applicable): Contract Information: Please list the contract number and name if utilizing GSA or State Contract Pricing or piggy-backing off of a contract (if none, list N/A): Attach copy of contract or furnish website link to contract Warranty on installed system (additional information should be attached to this quote): All-inclusive (labor and materials) price quote for entire project as stated in this RFQ (base system):$ Price quote written in words: Price quote for Optional Item(s) as stated in this RFQ: $ Price quote written in words: Attach the itemized quote to this quote submittal Attach separate quote(s) for the Optional items Estimated length of time to complete project: Attach other supporting documentation (proposed equipment, cabling, installation, warranty, other vendor information that you feel will be beneficial to the City in choosing a vendor, etc.) I hereby certify that I have read and understand this RFQ document. I certify that I have read and agree to the Terms and Conditions stated herein and certify that the information contained in my submittal is true. I agree and understand that any misstatement or misrepresentation or falsification of facts shall be cause for disqualification of the submittal, immediate cancellation of any contract with the City that might arise from the representations contained herein, and forfeiture of rights for further consideration for work with the City of Winter Springs. Authorized signature/date: (Failure to affix signature will result in disqualification of proposal) RFQ/006/17/LS Commission Chambers Audio Visual Upgrades Page 5 of 8
Lobby facing Commission Chambers MultiMedia Cart Closer view of Commission Chambers from lobby View of MultiMedia Cart and connector panel in relation to Attorney s Seat on Dais View of Commission Chambers from lobby Existing connector panel be RFQ/006/17/LS Commission Chambers Audio Visual Upgrades Page 6 of 8
View from dais toward lobby Audio system rack to be moved from east side of back room to west side of back room Audio system equipment rack in room behind chambers Audio system equipment in rack RFQ/006/17/LS Commission Chambers Audio Visual Upgrades Page 7 of 8
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