September 19, 2017 ADDENDUM NO. 1 To: All Potential Proposers Subject: RFP 18-C AV Control Room Upgrade Consisting of: Pre-Proposal Meeting Minutes and Sign-in Sheet, Boardroom Diagram, City Hall As-Built This addendum is made part of the solicitation documents to the same extent as though it was originally included therein. In the event of conflict with the original contract documents, the addendum shall govern over all other contract documents to the extent specified. Subsequent addendums shall govern over prior addenda only to the extent specified. The proposer shall be required to acknowledge receipt of the informational addendum by signing the acknowledgment of addendum page and including it with the proposal. Failure of a proposer to include a signed informational addendum in their proposal shall deem their proposal non-responsive, however, the City may waive this requirement if determined to be in its best interest. The City will not be responsible for any other explanation or interpretation made verbally or in writing by any other city representative. We look forward to receiving your proposals. Sincerely, The City of Frederick Keisha L. Brown, CPPB Purchasing Manager 1
ACKNOWLEDGEMENT OF ADDENDUM #1 The undersigned acknowledges that Addendum No.1 for RFP 18-Chas been received by the undersigned and will be incorporated in all copies of said solicitation in the possession of the undersigned. It is understood that all proposals submitted in response to this project will be presumed to be based upon full knowledge of the contents of Addendum No.1. (Printed Name of Company or Individual) (Signature-Authorized Official) (Title- if applicable) (Date) 2
PRE-PROPOSAL and SITE VISIT MEETING MINUTES Date: September 14, 2017 Time: 10:00 am at City Hall Location: Board Room Project: RFP 18-C Audio Visual Control Room Upgrade Attendees: Keisha Brown The City of Frederick Purchasing Manager Kiley Slimmer The City of Frederick Purchasing Administrative Assistant Lance Duvall The City of Frederick Lead Video Manager Sali Dimond The City of Frederick Digital Imaging Technician Patti Mullins The City of Frederick- Public Information Coordinator Judi Arnold The City of Frederick- Facilities Manager Matt Bowman The City of Frederick- Technology Manager Prospective Bidders See sign-in sheet issued by The City of Frederick A. Comments by Purchasing 1. This is a mandatory pre-proposal meeting for all interested parties. 2. All questions pertaining to this solicitation shall be sent in writing to klbrown@cityoffrederick.com or fax at 301-600-3871, with email being the preferred method. 3. All addendums pertaining to this solicitation will be posted on The City of Frederick website and e-maryland Marketplace. 4. Minutes of this meeting and responses to submitted RFIs will be part of an addendum which should be issued by 9/18/17. 5. The last day for questions prior to the submittal date will be 9/26/17 by 3:00 p.m. 6. This is a City-funded project and there is no percentage or set-aside. Due diligence should be shown in attempting to include MBE/DBEs. 3 7. All forms in the solicitation package must be completed in their entirety and returned.
8. The proposals are due by 10/6/17 at 3pm. B. Comments by City Staff Lance Duvall, Lead Video Manager: Lance has been with the City s IT Department for eight (8) years. He shared the following history of the AV Control Room. Originally AV was handled by an outside vendor, but is now a City run department containing two (2) full time employees. The control room began with audio capabilities which was originally designed by an outside firm, but was redesigned in 2008-2009 by a City employee. He informed potential proposers that 90% of broadcasted meetings are held in the Board Room at City Hall (the room the pre-proposal meeting was held in), and a small percentage of meetings are held at the Municipal Office Annex. Workshops are held on Wednesdays at the lower table set-up, while Thursday evening meetings are held at the raised formal seating. He shared that this project was in theory Phase One of their improvements they would like to make. They will be completing the work in stages for budgetary reasons. Lance and other project managers are hoping to incorporate a lot of the current equipment into the new design. With this being said they are going digital, so a lot of outdated equipment will need to be disposed of. They will be looking for improvements/suggestions for the emergency messaging system, and would like to continue to have feed from the laptop at the front of the board room into their control room. Finally Lance explained that there was a rough diagram showing the set-up to the room that was included with the original solicitation documents. He also shared what he is personally thinking for the control room desk, but that is an optional upgrade for this phase of the project. During the site visit Lance also mentioned that he would like the proposers to clean up the spaghetti of wires. In addition he wants to ensure the plan includes an easy back access in case any maintenance needs to be done to the equipment. He also wanted proposers to understand that they are not stuck to having four cameras, and will most likely add more in the future. They are limiting the number of cameras for this project due to budgetary reasons. There was an additional handout provided to proposers showing the layout of the Board Room. This document will be added to the addendum. Judi Arnold, Facilities Manager: 4
Judi shared that she has access to the original as-built plans for the AV Control Room that could be shared in the addendum. Sali Dimond, Digital Imaging Technician: Informed proposers that the room they will be working in is very tight, as it was previously a closet. C. Questions 1. Will all cameras in the Board Room be replaced? Answer: No the center camera was just updated, so there will be three (3) cameras that need to be replaced. The center camera will need parts to match the new cameras. 2. Do you need the exact same cameras installed? Or can they be a different brand with similar specs? We included camera information just to show you the general idea of what we are looking for. It doesn t have to be the same camera. 3. What is the orange box on the diagram that says Extron? It is an AV matrix switch for standard definition that is still in use at this time. 4. Do we need low voltage permits? No, a low voltage permit is not necessary as long as the voltage is under 50 volts. 5. Do you foresee any electrical work? 5 That depends upon the requirements of the upgraded equipment. Should the new equipment require an upgrade of the current electrical system, the contractor would be responsible for including that information and pricing in their proposal.
6. Will the City be responsible for fixing the walls after the new cameras are installed? The selected proposer should leave the wall space in the best condition possible. Building Maintenance can fix minor damage as needed (to be verified). The plan is to have new wall paper installed in the room in the spring as well. 7. What editing software is currently being used? Any plans to incorporate Mac technology? Adobe premiere CC has been installed in the last year. As of now there are no immediate plans for Mac. 8. Is your not having closed captioning in compliance? Yes, according to our Legal Department. 9. Is there a basement? Yes. 10. Will there be a basement tour? No, it is not necessary as the only cable down there is the Comcast line out. 11. Would you like to have retractable cords installed? That would be great. 12. If only one rack is moved during redesign, would that be okay? Maybe, would be determined with design plans. 13. Is there a purpose of the curtain? Does it have to stay in new design? No. 6
14. Is there any way you can tighten up requirements from an evaluation standpoint so everyone is on the same page? No, this is a RFP (request for proposals) so unlike a Bid the City is not specifically defining the scope of work. See insert below from Page 13 of the Purchasing Polices and Producers Manual. Request for Proposal (RFP): a formal written solicitation for sealed proposals with the title, date and time of the closing designated. A request for proposal may be used when the City is incapable of specifically defining the scope of work for which the commodities or services are required. 15. Should all wiring be replaced? Existing wiring may be used as long as the upgraded equipment amperage and voltage is the same as existing. 16. Are you satisfied with the camera angles? We are familiar with them, but would be open to change as long as the proper parts of the room are visible. 17. Can cable be run in the ceiling? Yes the wiring for cameras etc. runs in the drop ceiling. There are a few difficult areas over support beams, but you should be able to use existing line to make running the new lines easier. 18. Can cabling be run under the carpet? No. 7