Audiovisual Systems Bid Specifications and Requirements Prepared For: Project Name and Location: Standard Conference Rooms Various Locations Prepared and Submitted By: Anthony Calverley Thompson Associates LLC 922F Stafford Road Storrs CT 06268 Phone860-429-5938 Fax: 860-429-5105 www.act-associates.com
TABLE OF CONTENTS I GENERAL A. Definition of Terms... B. Related Documents... C. Regulatory Requirements... II QUALIFICATIONS A. Pre-Bid Qualifications... B. Submittals/Shop Drawings... C. Samples... D. Bid Response Contents... E. Inspection/Existing Conditions... III INSTALLATION A. General... B. Physical Installation... C. Cable Installation... D. Connection Plate Receptacles... E. Performance Standards... F. System Acceptance Tests... IV SYSTEM DOCUMENTATION AND MAINTENANCE A. Users Manuals... B. Training... C. Warranty, Service, Preventative Maintenance and Support... V SCOPE OF WORK A. System Description... B. Equipment List... VI COST BREAKDOWN A. Cost per Area... B. Standard Hourly Rates...
I. GENERAL A. Definitions of Terms 1) The term Owner shall refer to Aetna. 2) The term Consultant shall refer to ACT Associates LLC. 3) The term Architect shall refer to (Various). 4) The term General Contractor or GC is to be determined. 5) The term Project Manager or PM shall refer to Jones Lang LaSalle or Grubb and Ellis. 6) The term Aetna Team shall refer to designated Aetna personnel and their advisors. 7) The term Bidder shall refer to a qualified audio/visual firm submitting the bid. 8) The term vendor, AV Contractor or AVC shall refer to the Audiovisual Systems Contractor who has been awarded the contract. 9) The term NIC or by others shall refer to material and work which is not in the AV Contract and for which the AV Vendor is not responsible except for coordination or as otherwise detailed. 10) The term CFE or OFE shall refer to Client Furnished Equipment, which will be provided by the owner to the AV Contractor. The AV Contractor shall be responsible for coordinating, installing and integrating this equipment as detailed. 11) The term shall is mandatory. B. Related Documents Drawings and all provisions of the contract, including special provisions, along with general construction specification s sections apply to the work of this section. Bidders should examine all drawings and read all divisions of this specification in order to avoid omissions or duplications and to ensure a complete job. Discrepancies between drawings and specifications or obvious omissions shall be referred to the consultant in written form. Bidders shall bring all discrepancies to the attention of ACT Associates in writing at least 3 days prior to the date of the bid opening. Bidders shall provide detailed explanations for any delineation from the master list provided. Failure to request clarifications will assume that the successful bidder has a clear understanding of the entire project, and with that assumes the responsibility to ensure a complete and working system. Drawings pertaining to this specification shall be considered part of this specification. These drawings are not limited to all audiovisual drawings released with this specification. Standard Conference Rooms Page 1 Audiovisual Bid Specifications
C. Regulatory Requirements 1. Conform to all applicable Federal, State and municipal codes. 2. Conform to all electrical codes. 3. Provide site labor compatible with on-site trade s people. 4. Adhere to the following standards and practices in every aspect of the project: Aetna Established Standards UL-Underwriters Laboratories NEC-National Electric Code State and Local Building Codes for location of project FCC-Federal Communications Commission AES-Audio Engineering Society BICSI- Building Industry Consulting Services International ANSI-American National Standards Institute IEEE/ANSI Recommended Practices for grounding AES-Audio Engineering Society SMPTE-Society of Motion Picture Engineers 5. It is the bidder s responsibility to obtain any permit or certificate required for completing this project as well as associated costs. 6. The successful bidder shall show that all work is in compliance with OSHA statutes and regulations. 7. The AVC will abide by all rules set for by the GC and work in conjunction with the project construction schedule. Standard Conference Rooms Page 2 Audiovisual Bid Specifications
II. QUALIFICATIONS A. Pre-Bid Requirements: The objective of this bid document is to secure competitive bids from audiovisual contractors experienced in the installation of audiovisual systems at the level of the project s scope of work. The AV systems for the facility must be tested and fully operational by a date acceptable to the owner and working in conjunction with the Construction Manager s project schedule. The selected AV contractor must be able to devote the manpower resources necessary to meet the construction schedule. All bidders shall submit required items described in the master equipment list. No substitutions or modification of any of the equipment shall be allowed. You may submit a document to explain in detail any suggestions for modification to the design and the associated pricing applicable. 1. Upon award, the successful bidder shall submit a listing of the key personnel who will be assigned to the project, along with a brief job description and resume of their career related backgrounds and experience. These key personnel must remain directly involved in all aspects of the project until total completion, and be responsible for all work performed. A single point of contact will be identified and remain constant through the duration of the project. 2. The selected AV Contractor is solely responsible for all work performed by his sub-contractors and must supervise the sub-contractors in a manner that ensures proper communication and coordination at the job site. Use of subcontractors shall be determined in the proposal process and listed as such in the proposal document. Please list any states where your organization has a local presence and the use of subcontractors would not be a necessity for installation. 3. Each bidder shall own, as a minimum requirement, the following test equipment, as well as being familiar in their operation, application, and use: a) Low distortion multi-test tone oscillator b) One-Third octave Real-time Analyzer with mic and line level inputs c) Digital Multi-meter d) Digital Ammeter e) White and pink noise generators f) Video test generator with color bars and multi-grid patterns in RGBS, video and RF outputs Standard Conference Rooms Page 3 Audiovisual Bid Specifications
B. Submittals/Shop Drawings C. Samples 1. As these rooms are going to rely on the Aetna Standards currently developed and the simplicity of the design, no shop drawings will be mandated to be provided to the team during the construction process. 2. As these rooms will be the Aetna Standard, as-built documentation will also not be requested. 3. The successful bidder shall submit a list of all long lead-time items within 2 days of award of the contract. 4. Audio video signal flows will be provided to the AV contractors in PDF format only. Architectural drawings will be available to the AVC in.dwg format. 1. All devices mounted in the walls or the ceiling shall be white. 2. All devices mounted in the table shall be black. 3. Any samples necessary for the table manufacturer to mount in the table shall be coordinated with the project team and provided as necessary. D. Bid Response Contents All bids shall include the following with no exceptions: 1. Summary sheet of all pricing per Cost Breakdown section. 2. All line item equipment pricing along with the labor and shipping amounts. All bidders must submit the provided excel spreadsheet with equipment pricing to Consultant to be used in bid evaluation in unprotected electronic format. Please provide excel spreadsheet electronically. 3. Any other expenses not outlined above required to complete the project in a timely manner. 4. Refer to the Responsibility Schedule within the AV Drawing set. E. Inspection/Existing Conditions/Project Meetings and Coordination 1. Beginning of installation means acceptance of existing conditions and surfaces. 2. It shall be the responsibility of the AV Contractor to cooperate with all appropriate parties in order to achieve well-coordinated progress and satisfactory final results. The AV contractor shall watch for conflicts with work of other contractors on the job and execute moderate moves or changes as are necessary to accommodate other equipment, preserve symmetry, or aesthetic appearance. 3. It shall be the responsibility of the AV Contractor to report any design or installation irregularities to the Consultant immediately, including architectural elements that interfere with the proper installation and operation of any hardware or systems so that appropriate action may be taken. 4. The AV Contractor shall coordinate the size and position of all AV related electrical power and junction boxes required for proper installation with the Electrical Contractor. Such boxes and conduits, as are required, will be supplied and installed by the Electrical Contractor unless otherwise noted. 5. Coordination is required among the AV Contractor, Architect, Electrical Contractor, and Millwork providers to ensure proper installation of all AV elements, equipment, accessories, 120V, and lowvoltage wiring needs. Pre-purchase equipment needed by Millwork providers, as needed. Standard Conference Rooms Page 4 Audiovisual Bid Specifications
6. Close and careful coordination will be required for the proper integration of audiovisual equipment in the lecterns, walls and millwork. Periodic inspections will be necessary to review site conditions as they progress. 7. The remote control system program will be supplied to the AVC and must be used in the installation of the system. No modifications are to be made to the program unless directed by the Aetna Design Team. The layout of the buttons is provided with the system flow diagrams provided. 8. The AV Contractor selected shall attend on-site project meetings as required or as requested by the Aetna Design Team during the installation implementation phase. 9. Completion of this project is defined as fully tested, commissioned, documented and client trained operable systems. III. INSTALLATION A. General: Installation shall include all rack fabrication and assemblies, testing, troubleshooting, delivery, unloading, setting in place, fastening to walls, floors, ceilings, counters, or other structures where required. Interconnecting wiring of the system components, equipment alignment and adjustment, and all other work whether or not expressly required herein, which is necessary to result in completely operational systems. Refer to Responsibility Schedule on Drawing AV-0. 1. Provide labor compatible with on-site trade s people. 2. Keep all parties informed on the schedule of the project. 3. Provide a detailed schedule of completion showing milestones at the project kick off meeting. B. Physical Installation: 1. All equipment shall be firmly secured in place unless requirements of portability dictate otherwise. 2. All boxes, equipment, etc. shall be secured plumb and square. 3. In the installation of equipment and cable, consideration shall be given not only to operational efficiency, but also to overall aesthetic factors. 4. All structural support and hardware to support loads plus a safety factor of five. C. Cable Installation 1. All field cable is to be plenum rated and acceptable to local jurisdiction. 2. All cables, regardless of length, shall be marked with printed (no write-on labels will be accepted) wrap-around numbers and shrink-wrap at both ends. There shall be no unmarked cables at any place in the system. Marking codes used on cables shall correspond to codes shown on drawings. 3. There shall be no inline splices in any cable; all cables are to have service loop. 4. All cables (except video cables, which must be cut to an identical length) shall be cut to the length dictated by the run. No cable shall be installed with a bend radius less than that recommended by the cable manufacturer. Standard Conference Rooms Page 5 Audiovisual Bid Specifications
5. All system components and related wiring shall be located with due regard for the minimization of induced electromagnetic and electrostatic noise, for the minimization of wiring length, for proper ventilation, and to provide reasonable safety and convenience for the operator. 6. All drain wires will be covered in a sleeve. Over each end of wire, the heat shrink should be a minimum of 1 and shall be brought up against the connector. D. Connection Plate Receptacles Unless otherwise detailed herein, the following types of panel receptacles shall be used on all connection boxes, panels, plates, and wire ways: 1. Audio (-10 dbm unbalanced Isolated solder RCA pin type) 2. Audio (microphone or balanced line Audio +4 level - XLR type) 3. Audio (loudspeaker level) Speak-on connector. Jack shall be insulated from panel type. 4. Video BNC Receptacles shall be insulated from panel type. 5. RF video - F type connector insulated from panel type E. Performance Standards Unless restricted by the published specifications of a particular piece of equipment, or unless otherwise required under the Detailed Specifications, the following performance standards shall be met by each system: 1. Audio: S/N (including crosstalk and hum) 65 dbm minimum Total Harmonic Distortion 1% maximum from 30Hz to 15,000 Hz Frequency Response within plus or minus 3.0dB, 30Hz to 15,000 Hz Hum and noise level at least 70dB below power amplifier output from 20-20khz 2. Composite Video (signal): S/N (peak to RMS) Less than or equal to 50dB unweighted DC to 70MHz Crosstalk, unweighted DC to 4.2mHz 45dB minimum Frequency Response Within plus or minus 0.5dB to 3.58MHz for NTSC Line and Field Tilt 2% maximum Differential Gain 2% maximum Differential Phase Signal Gain 3 degrees maximum 1 into 75ohm terminate Standard Conference Rooms Page 6 Audiovisual Bid Specifications
3. Video (timing): System timing Within 2 degrees at 3.58Mhz Color timing Within 2 degrees at 3.58mHz Minimum desired RGBHV signal bandwidth at 300 MHz (-3 db) display device inputs RGBHV, YC signal timing Within 1 nanoseconds between channels Maximum RGBS cable attenuation Frequency response for RGBHV 300 MHz bandwidth signal at 100 feet (-3dB) plus/minus 0.5dB to 70Mhz F. System Acceptance Tests All RGBHV signal interfaces to be provided with adjustable peaking controls to reduce cable attenuation losses. System Acceptance Tests will not be performed until the AV Contractor's System Checkout has been completed. The Consultant and Aetna Design Team representatives will supervise the System Acceptance Tests and prepare a final punch list, as needed, for items to be addressed by the AV Contractor prior to final payment. They will consist of the following: 1. Contractor System Checkout: The following procedure shall be observed in the testing procedure for the contractor. A report on all the findings shall be delivered prior to the consultant s check out. a) A physical inventory will be taken of all equipment on-site and will be compared to equipment lists in the contract documents. b) The AV Contractor shall coordinate this period with the Aetna Design Team and their representatives so that the room is available for testing. Aetna Design Team shall provide for free access to all areas, lighting, and electrical power, as needed. If this testing involves working other than normal hours, it will be accomplished without claim for extra payment. c) The AV Contractor is responsible for ensuring that the area in which his work has been performed is completed according to his contract and is in a clean and orderly condition ready for acceptance. d) The AV Contractor shall be prepared to verify the performance of any portions of the system by demonstration. e) The AV Contractor shall make additional mechanical and electrical adjustments within the scope of the work, which are deemed necessary by the Aetna Design Team and their representatives. f) In the event further adjustment is required, or defective equipment must be repaired or replaced, tests may be suspended or continued at the discretion of Aetna Design Team and their representatives. g) The AV Contractor's personnel performing these tests are to be thoroughly familiar with all details of the system. The test team is to include the AV Contractor s project manager in charge during the course of the installation work. h) Acceptance tests will include subjective evaluations by the audiovisual design engineer and Aetna Design Team. To permit accurate and fair evaluation of the system, these individuals will review the various visual materials, computer sources provided by the Aetna Design Team. Standard Conference Rooms Page 7 Audiovisual Bid Specifications
2. Video Systems: The testing procedure shall consist of using the test signal generator and pre-recorded alignment sources to verify paths. Where inputs are from connection plates or patch bays use the specified video generator. Measure all inputs to all outputs. Record loss, gain, response, noise and timing of each video component. Test every input to every output of a router, and take measurement at various stages of the signal path. All measurements are to be made under typical operating conditions 75 Ohm + 1 Ohm. Measure each path using the following test signals and adhere to the approved performance standards described: a) Program operating level at full white shall be set to 100 IRE, (+ 2 IRE). b) Program operating level for black shall be set to 7.5 IRE (+2.5 IRE). c) Program operating level for sync shall be set to -40 IRE (+ 2 IRE). d) Program operating level for burst shall be set to 40 IRE (+ 2 IRE). e) Burst pedestal shall be set as not to exceed + 2 IRE. f) Test signal of windowed pulse and bar, 130 lines at the center of the field at input; <3% tilt at output, DC restoration off. g) Test signal of 12.5T chrominance (sine-squared) pulse at input; <5 IRE loss at output. h) 75 Ohm + 1 Ohm input; <50 db noise at output. 3. Audio Systems: The testing procedure shall consist of using the test signal generator and pre-recorded alignment sources to verify paths. Test inputs in connection plates and/or patch bays use the specified audio generator. Measure all inputs to all outputs. Record frequency response, maximum input level, maximum output level, output noise and T.H.D. Test every input to every output of a router, and take measurement at various stages of the signal path. All measurements are to be made under typical operating conditions with varying frequencies 300Hz, 1kHz, and 5KHz. Measure each path using the following test signals and adhere to the performance standards described. a) Line input at unity gain, +/- 1 db. b) All program levels shall be set to within.5db as measured at the input of the routers/ switchers in a system. c) Microphone preamplifier at 40 db gain, +/- 1dB. d) Distribution amplifiers at unity gain, +/- 1 db. e) Equalizer flat (not removed from circuit or bypassed) f) Power amplifiers terminated with the appropriate load impedance, adjusted gain for rated output. g) The ceiling speakers shall provide even distribution of sound throughout the seating area, +/- 3dB from front to backside at side at 3000Hz. Standard Conference Rooms Page 8 Audiovisual Bid Specifications
h) Frequency response shall be uniform for voice and program systems throughout the audience area. No more than +/- 3 db of variance using pink noise measured at 1/3- octave bands. i) The audio system shall be able to deliver 90 db of program level with an additional 10 db SPL peaking headroom with no more than 3%THD, this shall be coupled with maximum articulation loss of 12%. j) Perform phase check of the loudspeakers by connecting a DC source at one end and a voltmeter at the other. k) Measure and document Impedance of each loudspeaker line as it is disconnected from the amp. 4. Display Systems: All displays shall meet the manufactures published specifications for the following: brightness, contrast, focus, etc. a) Display devices shall be installed and adjusted so that images are free from keystone and barrel distortion using the crosshatch, checker box, H pattern and SMPTE bars (can be SMPTE RP 133) b) Display devices shall have correct color balance, for the range of black to peak white. c) The display device shall perform as specified to all vertical and horizontal frequencies within their specified range. 5. Control Systems: It is the intent that the control system is laid out in an easy to use manor; the pages should follow a logical button configuration as described in the AV system flow diagrams provided. The AVC will be responsible for loading the program code, but no actual programming will be necessary. a) A button-by-button system check shall be accomplished with proper operation actuated, and discrepancies noted. b) The ability for Ethernet-based monitoring and control shall be provided. Standard Conference Rooms Page 9 Audiovisual Bid Specifications
IV. SYSTEM DOCUMENTATION AND MAINTENANCE A. System User Manuals: The AV Contractor will supply each room with one Instructional guide containing user instructions describing the system operation. B. Training Upon completion of the system, the AV Contractor will provide on-site, complete, and thorough training to the Aetna designated personnel, totaling a minimum of 1 hour per room type included in the project scope. The training session will be held upon the usability of the rooms. Additional training or retraining of new personnel can be performed at additional cost. In order to familiarize Aetna personnel with installation, equipment, and maintenance, the Aetna Design Team may assign personnel to observe the AV Contractor's work during installation, provided this can be done without delaying the work. C. Warranties: All equipment will carry the manufacturers warranties, which will be handled by the AV Contractor onsite during the first year of operation. In addition, the AV Contractor will guarantee the entire system as assembled for one year from date of acceptance. During that time, equipment or system problems will be repaired or replaced at no cost to Aetna. On-site response time will be within 2 business days from notification based on room available scheduling. The AV Contractor will maintain a telephone hotline with qualified personnel for assistance in troubleshooting prior to sending out an on-site technician. Preventative Maintenance: As part of the first year warranty period, the AV Contractor will have an AV technician call back the client to troubleshoot the problem. If an on-site service call is required, a technician shall be dispatched and is on-site within 2 business days. Open service tickets shall be monitored and pursued until the problem is rectified by the AV Contractor. A summary of services included in the first year warranty period shall be as follows: All replacement parts Unlimited on-site service Unlimited telephone support Guaranteed response time (2 business days on-site based on room availability). Service desk hours shall be available 8 am to 5 pm local time. Annual preventive maintenance visit In addition, please price an additional 2 nd and 3 rd year maintenance contract for consideration by Aetna. Standard Conference Rooms Page 10 Audiovisual Bid Specifications
V. SCOPE OF WORK A. Overview of Audiovisual Systems and Descriptions AV Project Scope of Work includes: Standard Room with Projection The conference room design is based upon a Crestron Quick Media platform. Ceiling mounted LCD projector with an electrically operated projection screen. Screen is formatted for 16 x 10 aspect ratio applications. Screen is sized for furthest viewers for small text and general presentations. Wiremold poke through or floor box (depending upon location) is to be coordinated with table pedestal legs to provide power, data, control and AV wiring to the permanent table. (Refer to AV floor plan and conduit riser drawings) The table design is an Aetna standard. The table is to be provided with one Quick Media table mounted flip up computer interface with VGA with audio cables to facilitate laptop presentations and provide power for presenters. The Quick Media table interface also provides power, auxiliary video inputs, LAN pull up cable and an eight button control panel. Additional power flip up outlets are also provided at the table by others. The AV-1 interface plate is located with power and LAN to facilitate a portable OFE video conferencing cart allowing display upon the projector. All audio is amplified through two 8 ohm ceiling speakers. A PolyCom VTX-1000 with satellite microphones is provided for audio teleconferencing. Refer to the Responsibility Schedule on AV-0 and Notes 1, 2, 3 & 4 on floor plan drawing. Conference Room Remote Control Requirements: Crestron control system will provide control over the following items: Projector on/off. Volume up/down. Select table top laptop input. Select table top video input. Select AV-1 (VTC) wall plate. Projector auto image adjust. Screen up/down toggle. Help desk request via Crestron room view integration. Auto shut down program for night-time /after hours. Standard Room with LCD Display Eight to ten person small conference room. The small conference room design is also based upon a Crestron Quick Media platform. A wall mounted 46 LCD flat panel display is provided for within each room. Screen is formatted for 16 x 9 aspect ratio applications. 46 diagonal LCD screen is sized for furthest viewers for small text and general presentations. Wiremold poke through or floor box (depending on location) is to be coordinated with table pedestal legs to provide power, data, control and AV wiring to the permanent table. (Refer to AV floor plan and conduit riser drawings) The table design is an Aetna standard. The table is to be provided with one Quick Media table mounted flip up computer interface with VGA with audio cables to facilitate laptop presentations and provide power for presenters. Standard Conference Rooms Page 11 Audiovisual Bid Specifications
The Quick Media table interface also provides power, auxiliary video inputs, LAN pull up cable and an eight button control panel. Additional flip up power outlets are also provided at the table by others. The AV-1 interface plate is located with power and LAN to facilitate a portable OFE video conferencing cart allowing display upon 46 LCD display. All audio is amplified through two side mounted loudspeakers on the display. A PolyCom Sound Station 2 is provided for audio teleconferencing. Refer to the Responsibility Schedule on AV-0. Small Conference Room Remote Control Requirements: Crestron control system will provide control over the following items: LCD display on/off. Volume up/down. Select table top laptop input. Select table top video input. Select AV-1 VTC wall plate. Adjust LCD display aspect ratio. Help desk request via Crestron room view integration. Auto shut down program for night-time /after hours. Standard Room with Mobile Furnishings The room design is based upon a Crestron Quick Media platform. Ceiling mounted LCD projector with an electrically operated projection screen. Screen is sized for furthest viewers for small text and general presentations. One Quick Media wall plate computer interface with VGA with audio connectivity to facilitate laptop presentations and VTC roll about cart connectivity. The Quick Media wall plate interface also provides auxiliary video inputs. LAN and power location are coordinated with the Quick Media wall plate. A separate wall mounted ten button control panel with a separate volume control is located on the front screen wall in close proximity to the Quick Media wall plate. All audio is amplified through two ceiling speakers. Refer to the Responsibility Schedule on AV-0. Room Remote Control Requirements: Crestron control system will provide control over the following items: Projector on/off. Volume up/down. Select AV-1 (PC/VTC) wall plate. Projector auto image adjust. Screen up/down toggle. Help desk request via Crestron room view integration. Auto shut down program for night-time /after hours. B. Detailed Equipment List-Excel spreadsheet attached Please provide detailed equipment list on Excel template provided. An electronic executable copy shall be submitted with your bid. Standard Conference Rooms Page 12 Audiovisual Bid Specifications
Please provide bid price in table provided below. Failure to follow cost breakdown outline will result in disqualification of Bid. VI. Cost Breakdown and Rates A. Room Cost Standard Room with Projection $ Standard Room with LCD Display $ Standard Room with Mobile Furnishings $ Total Bid $ Optional 2 nd Year Preventive Maintenance Contract $ Optional 3 rd Year Preventive maintenance Contract $ B. Standard Hourly Rates applicable to potential change orders: Project Engineer $ hr. Project Manager $ hr. Lead Technician $ hr. Field Technician $ hr. Rack Fabrication $ hr. CAD Operator $ hr. Crestron Programmer $ hr. Service Technician $ hr. Manuals $ hr. Admin. $ hr. END OF SECTION (Bid Specification) Standard Conference Rooms Page 13 Audiovisual Bid Specifications