Boise State University Invitation to Bid CF15-033 Commencement Ceremony Production Services Location: Boise State University Taco Bell Arena Schedule of Events ITB issue date Sept. 24, 2014 Mandatory Walk-Through Oct. 1, 2014 11:00 AM ITB closing date Oct. 9, 2014 5:00 PM Contract Duration One year contract for the 2014-15 Winter and Spring Commencement Ceremonies with the option for three one-year renewals upon mutual agreement between Boise State University and the contractor. Scope of Work Provide audio, video, lighting, décor and special effects production services for Commencement Ceremonies at Boise State University. The Winter Commencement Ceremony is held in December and the Spring Commencement Ceremony is held in May. Each Commencement Ceremony will include a full house setting with extreme end house stage and 360 degree seating on all seating levels (floor, parquet, mezzanine and balcony). Contractor must own all equipment used in the production services and provide full-time employees trained in the operation of the production equipment. All equipment and personnel are subject to review and approval by the Boise State University Taco Bell Arena Production Dept. Planned upgrades to Taco Bell Arena audio, video and lighting systems may include equipment listed in this bid to be provided by the contractor. In the event an equipment upgrade replaces equipment listed in this bid, the contractor shall reduce the price of commencement production services by an amount reflecting the price of the replaced equipment. Boise State University is a continually growing university. If the need arises to change commencement due to the size of the graduation classes, the scope of the contract will change as well. Page 1 of 9
Subcontractors All subcontractors must be approved by Boise State University prior to the Commencement Ceremony. Subcontractors can account for a maximum of 25% of the total cost of this contract. All equipment and personnel used by the subcontractor are subject to review by the Boise State University Taco Bell Arena Production Dept. Production Schedule Winter - Wednesday AM: load-in - Thursday AM: final focus/video touch-up - Thursday Noon: rehearsal and final preparations - Friday AM: Commencement Ceremony - Friday Noon: load-out Spring - Thursday AM: load-in - Friday AM: final focus/video touch-up - Friday Noon: rehearsal and final preparations - Saturday AM: Commencement Ceremony - Saturday 1:00 PM: load-out Mandatory Walk-Through All bidders are required to attend a pre-bid walk-through to gain familiarity with the Boise State University Taco Bell Arena and facilitate a clear understanding of the project scope. The walkthrough will occur on October 1, 2014 at 11:00 AM. The pre-bid walk-through shall initially meet at Taco Bell Arena Entrance 2 located at 1401 Cesar Chavez Lane, Boise, ID. Metered parking is available. Commencement Specifications Audio - Provide sound coverage to all seating areas (360 degrees) with even coverage - Provide floor coverage for graduates - Provide full mix but separate control sound for the following seating areas: Band, Emeriti Faculty, Stage Party, and racked seating area behind the stage for Faculty and Graduate Students - All foldback need to be controlled on separate post fader control with full matrix signal routing - Provide separate controlled audio feeds to video world, in-house under balcony and hallway feeds, and in-house video systems - All monitors must be low profile, clean, free of scuffs, and dark in color - All cable must be run clean and clear of walking paths, and must be taped and clearly marked Page 2 of 9
- All flown cables shall be flown back to upstage back corners and neatly flown down to floor in a single pick on each side of stage, and coordinate with lighting and video for a clean look - Audio System Engineers needs to have complete working knowledge of Taco Bell Arena systems to integrate and patch with contractor-supplied portable system - Audio System Engineers must be factory certified and trained on the audio system used for commencement ceremonies - SPRING ONLY: provide portable sound system for Bronco Gym. Sound system must be consistent for public address during pre-commencement activities and overflow conditions ina aloud and extremely live environment. Sound system shall contain a minimum of 1 each wireless microphone, room audio delay, and small mixer. Audio Equipment - Large format digital console (Digidesign Profile or Yamaha PM5d RH preferred) - Console shall have remote computer with wireless capabilities for remote balancing and tuning of system - Intercom system: one single-channel base station and three dual-channel packs with headsets (1 st channel audio; 2 nd channel production) - Provide wireless communication for production staff on production channel (minimum 6 units) - Provide a two-way radio system for production crew to facilitate communication Audio Inputs - Main lectern provided by contractor - Main lectern must be motorized height-adjustable via remote - Main lectern shall contain lights and 2 each 24 microphones (Countryman microphones preferred) - 2 each lecterns for diploma readers provided by Boise State University; contractor shall provide 2 each Countryman microphones with bases for each lectern - Special guest microphones TBD (could be wireless, handheld, or area microphone depending on selection of special guest) - Special musical number microphones TBD (varies between choir and piano with solo vocal or instrument; must be microphoned appropriately with professional microphones) - Wireless lapel microphone for bagpipers - 4 each handheld microphones for National Anthem singers - Music playback device Audio Outputs - Main House Clusters: line array (L Acoustics V Dosc 9 over 3 DV Dosc per side preferred) - Outfill House Clusters: line array (L Acoustics DV Dosc 12 boxes/side preferred) - WINTER: rearfill audio bi-amped boxes flown off lighting truss (6 each bi-amped boxes on yokes) - SPRING: rearfill audio 2 each flown line array stacks (2 each L Acoustics 6 box DV clusters preferred) - Rear lower bowl fills: 2 each small powered speakers on yokes per side (L Acoustics 108P preferred) - Stage party monitors: 6 each bi-amped monitors (Bi-Ampted stage monitors preferred) - Faculty monitors: 4 each small flown monitors (L Acoustics 108P with fly brackets preferred) - Orchestra monitors: 1 each bi-amped monitor speaker on sticks - Special musical number: TBD, bi-amped floor wedges - Video program record feed - Streaming internet program record feed - House audio feed Page 3 of 9
- All feeds must go through Iso Transformers and must be on audio DA s Speaker Systems - All speaker clusters must be line array and must be flown on dual chain motor rigs - No single point hangs will be allowed - All rigging must have current rigging certification with current documentation available - Entire audio system must be maintained with proper amplification that matches speaker ratings and must be processed per manufacturer s specifications - All zones must have separate zone controls - All amplifier racks must have proper A/C distribution for full audio output - All monitors must be low profile - Speaker cable runs must be dropped in a designated area free of sight lines and video screens A system design must be submitted with the bid showing Taco Bell Arena and how the proposed system will perform in the room at different frequencies and sound levels. The design must include all technical information about the system including weights of each rig point, power requirements, trim heights, and approximate speaker locations. Lighting - Light the entire performance area with even bright light for television - All lighting must be 150 foot-candles and completely integrated with Taco Bell Arena house lighting systems - Lighting shall be attached to 50 W x 40 D truss grid (SR has additional 10 for cable drop) - Lighting console shall have a minimum of 2 each DMX Universes with one for the portable system and one for the House system (Avolite console or similar preferred) - All cables shall be flown in a single pick on upstage right (coordination between lighting, audio, and video required for cable pick to be clean and as consolidated as possible) - All lighting must be dimmable and controlled from a central area (ETC system preferred) - Intercom between lighting control and house spotlights - Lighting Director must have complete knowledge of House lighting system with ability to integrate House lighting system and contractor s portable lighting system - Detailed lighting plot and equipment list must be provided as part of the bid response Lighting areas to include (separate control): - Main floor area: 8-9 lights - Stage: seating area with stairs included - Main stage podium: front, back and side light - Doctoral hooding area special: SL for hooding, SR for handshakes (lights need to be added to mezzanine handrail to maintain face lighting for video in this area) - Diploma area: entire area in front of stage and off SL and SR - Graduate students area: racked seating behind stage - Faculty area: behind stage in racked seating (SL and SR) - Band: SL on floor (opening ceremony only) - Special musical number (SR on floor) - National Anthem area (SL and SR on floor) Page 4 of 9
Video Provide visual coverage for entire arena, record event for television, archive, reproduction, and stream to the internet Video package includes: - HD widescreen flypack switching set-up - 4 each professional video cameras 3CCD 16:9 WS (2 each with long glass; 2 each with mid glass) - 2 each Hard Disk record decks for program record - 2 each 15 x 26.5 RP screens with minimum 12K DLP double-stacked converged projectors (screens flown independently); both projectors must be active and converged for intensity and redundancy - 2 each 50 and 2 each 37 plasma or LCD flat screen monitors for stage party - All cables, adapters, DA s, converters, and media - All interface with in-house video and Bronco Vision - All intercom communication between cameras and production - Contractor provided Closed Caption encoder to be inserted on one screen and House feed - Stenographer or remote Caption services - Output feeds: Feed 1 screen1, House (CC encoded); Feed 2 screen 2, record, internet web cast, stage monitors, overflow feeds - Detailed list of equipment and plan outline of video set-up Web cast provided by contractor including equipment and ad-free, unlimited user service. Internet line provided by Boise State University. Contractor to provide Boise State University with encrypted single-user stream embed code or URL. Video technical director must have complete working knowledge of House Bronco Vision video system to integrate with portable system. Prior to commencement at a time and date TBD, contractor will pre-produce Shout-Out video at the two day Graduation Fair. Shout-Out filming package to include a minimum of one camera with proper lighting and audio for record. Contractor is responsible for all editing including lower third super-imposing. BSU will provide a room and backdrop. Contractor will provide an internet-ready file to the BSU Communications Department containing the entire commencement ceremony and shootouts for internet viewing at completion of commencement ceremony. Auxiliary Gym and Bronco Gym Overflow Video (Spring Commencement only) with two setups (one set-up per gym) Each set-up shall include: - 9 x 16 FP screen to be flown in the gym with proper projector and lensing - All cabling, adapters, and converters to connect to the main gym video feed - Each gym needs video and audio connected one-way via SDI video feed with embedded audio over fiber; contractor to provide all equipment for this task. Page 5 of 9
Décor and Special Effects Contractor shall provide: - 340 linear feet of 8 black pipe and drape with minimum 50% fullness for outlining the Taco Bell Arena floor and covering retracted blue seats - 8 each confetti cannons mounted to Taco Bell Arena batons and set-off at end of ceremony - Confetti blowers mounted in grid and used during Honor March portion of ceremony to provide a light shower of confetti during the entire exit of graduates Backdrop: At the top of the seating section behind the Faculty, a 10 x 40 RP screen will be flown from the Mez rail for the purpose of a scenic backdrop. This element will be done with blended projectors and image processing. The projectors must be flown from a truss above the stage as high as possible with a good blend. Contractor shall provide all equipment and controls for this element. BSU shall provide elements for contractor to build content. Content must meet BSU marketing guidelines. Power - Cam Lock services with appropriate turnarounds for ground and neutral - Power services located within 100 of power distribution area - All power must meet national electrical code and will be under the supervision of a BSU electrician - Extra cable and cable ramps requested so all walkways are kept clear Rigging and Fall Protection Technicians must have knowledge of the house rigging system and house rigging practices in order to safely install the equipment suspended from the arena roof structure. Only Taco Bell Arena riggers are to be used for all rigging in the arena. Taco Bell Arena riggers will inspect all rigging and reserve the right to reject any rigging deemed unsafe. Fall protection equipment must be provided and used in all circumstances where workers could be required to perform duties that expose them to the risk of a fall. Only trained and authorized personnel are allowed access to the arena roof structure grid. Arena management must approve in advance the methods of attachment, load points, and any use of the house batten system. All audio, lighting, and video rigging plans must be submitted with the bid. All rigging materials and equipment will be appropriately used according to the manufacturer s design intentions and common industry practices. Wire rope, chain hoists, and all other rigging hardware shall be engineered with a safety factor of at least 5:1 and permanently marked with a working load limit. All rigging components used to suspend any type of equipment must have a documented inspection and maintenance schedule available upon request. Page 6 of 9
Labor Production Manager Contractor shall provide a Production Manager to work with BSU s Provost Office to produce the technical elements of the commencement ceremony that will be approved by the Chairs of the Commencement Committee. The Production Manager will be the main point of contact between BSU and the production company. The Production Manager must attend all meetings with the commencement committee and Taco Bell Arena staff prior to commencement ceremonies and remain on-site for the duration of commencement ceremonies. References may be requested. Labor Qualified Technicians Qualified technicians must be provided for the following areas: - Technical Director - Front-of-House Audio Engineer - Stage Audio Engineer / Qualified System Engineer - Lighting Director - Four Professional Camera Operators - Video Producer - Video Technical Director - Video Shader - Closed Caption Service - Special Effects Technician - Auxiliary Space Technician (Spring only) Taco Bell Arena will provide the contractor with stagehands and riggers and spotlight operators for the duration of the commencement ceremony. Stagehands will be provided for unloading and loading trucks and assisting with set-up and take-down of commencement ceremony. BSU will perform all rigging and operate spotlights. Contractor shall be responsible for providing the key positions for operating the commencement ceremony. The commencement committee will work with the Production Manager to approve the labor request for times and crew numbers. References - Bidders must provide three references from customers for whom the bidder has performed work similar to that listed in this Invitation to Bid - References from Boise State University will not be accepted - Include company name, contact person, address, telephone number, fax number and e-mail address - Send references to cfritz@boisestate.edu or fax to 208-426-1152 attn: Carl Fritz Terms and Conditions The State of Idaho Standard Terms and Conditions are hereby incorporated by reference into this solicitation as if set forth herein in their entirety, and are located at purchasing.idaho.gov/terms_and_conditions.html. The State of Idaho Terms and Conditions shall apply to this solicitation and to any Contract resulting from this solicitation. Failure by any submitting vendor to obtain a copy of such shall in no way constitute or be deemed a waiver by the State of either document, or any part of them. No liability will be assumed by Boise State Page 7 of 9
University for a submitting vendor s failure to consider the Terms & Conditions in its response to this solicitation. In the performance of this Contract, the Contractor and subcontractors, if any, agree to abide by all OSHA rules and regulations, and all other existing laws, codes, rules, and regulations set forth by all appropriate governmental authorities having jurisdiction in the location where the work is to be performed. Indemnification and Insurance The successful contractor and subcontractors, if any, shall indemnify and hold harmless and defend Boise State University and the State of Idaho, their officers, agents and employees from and against all claims, damages, losses and expenses for bodily injury, sickness, disease, or death, or to injury to or destruction of tangible property including loss of use resulting there from, including but not limited to attorney s fees, arising out of or caused in whole or in part by the negligent acts or omissions of the successful contractor, a subcontractor, anyone directly or indirectly employed by them or anyone for whose acts they may be liable, but only to the extent caused in whole or in part by negligent acts or omissions of Indemnitor. The insurance company providing the general liability insurance certificate must have an insurance company rating of A or higher. In addition, the successful contractor and subcontractors, if any, must, at their sole cost and expense, procure and maintain through the term of this contract the insurance requirements listed in Attachment C. Within ten (10) days of notification of bid award, the successful contractor must deliver or fax to Boise State University a certificate of insurance with respect to all such insurance including Workers Compensation in a form reasonably satisfactory to Boise State University. The General and Automobile Liability Insurance certificate must name Boise State University and the State of Idaho as additional insureds and must contain a written provision that, should any of the above-described insurance policies be canceled or non-renewed before the expiration date thereof, the issuing company must notify Boise State University in writing, by certified or registered mail, receipt requested, at least thirty (30) days prior to any cancellation or nonrenewal of any such insurance. Damage The contractor shall be responsible for all damage to walls, ceilings, floors, windows, fixtures or other surrounding areas directly caused by the equipment or contractor personnel in performance of this contract. Any items damaged will be repaired or replaced to the satisfaction of the BSU at the contractor s expense. Payment for commencement production services will be withheld until all repairs are completed. Correspondence and Addenda All correspondence will be in writing. Addenda will be posted on the BSU Purchasing web site (vpfa.boisestate.edu/purchasing/) under Bid Opportunities. Bidders are responsible for monitoring this web site for any updates or amendments. Any oral interpretations or clarifications of this ITB shall not be relied upon. All changes to this ITB must be in writing and posted at the BSU Purchasing web site to be valid. Page 8 of 9
Contractor To Comply With Laws In the performance of this contract, the contractor agrees that all work will be done in accordance with all government regulations and agrees to abide by all OSHA rules and regulations, and all other existing laws, codes, and rules as set forth by all appropriate authorities having jurisdiction in the location where the work is being performed. Termination Failure to complete any terms or meet other provisions of the contract shall be cause for termination of the contract. Repeated failure to satisfactorily comply with contract specifications will be cause to terminate the contract at the discretion of Boise State University. Boise State University may terminate the contract without cause with 30 days written notification to the contractor. Response Requirements - Bid Schedule (Attachment A) - Signature Page (Attachment B) - Complete list of all contractor-supplied equipment and personnel - Complete list of all subcontractors - Design of audio system coverage - Detailed lighting plot - Plan outline of video set-up - All audio, video, and lighting rigging plans and fall protection methods of attachment, load points and use of house batten system - References All required bid response materials must be received and date stamped at the Boise State University Purchasing Office, University Plaza Building, 960 Broadway Avenue, Suite 300, Boise, ID by 5:00 PM on Oct. 9, 2014. Price - Bid price must include all shipping charges FOB Boise State University - Bid price must include all charges for installation, assembly and removal of all audio, lighting, video, and all other contractor supplied equipment - Bid price must include all charges for labor Award Basis Contract will be awarded to the responsible, responsive bidder with the lowest cost and who has submitted all items listed under Response Requirements. Page 9 of 9