Purchasing and Property Services AOC 200 4202 East Fowler Avenue Tampa, Florida 33620 (813) 974-2481 Web Address: http://usfweb2.usf.edu/purchasing/purch2.htm October 14, 2013 Invitation to Bid No. Entitled: Opening Date: 14-01-SAR Distance Education Video Conferencing Rooms Upgrades USFSM October 17, 2013 at 3:00 p.m. Addendum No. 1 Please review the following changes/additions to Invitation to Negotiate (ITN) No. 14-01-SAR Distance Education Video Conferencing Rooms Upgrades at USFSM to be addressed in submitted proposals: Questions and responses pursuant to the pre-bid conference and other questions submitted via e-mail. Mandatory Pre-Bid Conference was held on 10/4/13 Started tour at North Port, SNP-204, 9:00am to 9:50am, Traveled to Sarasota, Then finished at SMC-A205 at 10:37am 11:00am 1. QUESTION: Touch Screens - When do you plan to evaluate proposed touch screen layouts? RESPONSE: USFSM wants the ability to evaluate and review the GUI (or menus / layout ) of the how the touch screens will operate and control the room components before the touch panels are installed. For example: Presently, the dial keypad to make a conference call resides under the Transport menu, which makes no sense at all. USFSM OPS VC techs, Director of IT, and faculty, desire the opportunity to review the touch screen layouts for two weeks before any integrator installs the system; Final formal will be determined with awarded vendor.
2. QUESTION: Are you looking for a standard layout? RESPONSE: Yes. Faculty will teach in both rooms, so USFSM wants the touch panels to be identical between SNP-204 and A-205. 3. QUESTION: Can USF supply control system touch panel layouts and/or descriptions? RESPONSE: No. Expectation is that the touch panel controls and dialing keypads will be developed from scratch. 4. QUESTION: Do you plan to replace the screens? RESPONSE: No. And the wall talker technology can suffice in A-205. 5. QUESTION: Will you be adding additional equipment to the list? RESPONSE: Yes. A separate addendum will be sent out with revised price sheets. Please add a 3 rd flat screen in front of room at SNP204. This model (see below) should match the other four [two in the rear of each room, making the order number five for entire project]. Please add a shyness button on the touch panel so instructors can turn off any display in the front of the room which displays local students [i.e. students find it distracting to see a camera feed of themselves]. SMC-A205 will have two projectors displaying in front of room and two wall-mounted flatscreen on back of room. A-204 will possess a single, new projector, and three flatscreens [two in rear, one in front]. If Extron DTP HDMI 301 (p/n: 60-1212-12) transmitter and Extron DTP HDMI 301 (p/n: 60-1331-13) receiver have been discontinued and unavailable, please replace with (and quote): o Extron DTP HDMI 330 (p/n: 60-1331-12) AND the o Extron DTP HDMI 330 (p/n: 60-1331-13). Please ADD the Crestron TSW-1050-TTK-B-S Tabletop Kit for the Crestron TSW-1050-B-S touch panel. 6. QUESTION: Why the need for both the Crown CTS600 and the Extron MPA-401-70v amplifiers? RESPONSE: Please eliminate the Extron MPA-401-70v amplifier; please include only the Crown CTS600 in your proposals. 7. QUESTION: The rack (in at least one of the rooms) currently contains a battery back-up. Will this be reused in the new system? RESPONSE: YES. 8. QUESTION: What are the model #s of the speakers in each room? Are the existing ceiling speakers in A-205 70v speakers? RESPONSE: Existing speakers are Atlas Sound FAP62T s. They are 70.7v/100v-32w. 9. QUESTION: Should the ceiling speaker coverage be calculated and adjusted as needed, or just use the speakers that are already installed? RESPONSE: Utilizing the existing speakers, audio between sites should be tested to eliminate feedback and echo and adjusted for optimum listening levels for students to adequately hear under normal distance education circumstances. 10. QUESTION: One vendor pointed out the Sharp LC60LE650U are consumer-grade model flatscreens. RESPONSE: Sharp never returned Mr. Mudd s query for an alternate commercial model; please replace the Sharp with an LG 60LW30MS-D 60 LED commercial grade monitor. 11. QUESTION: Why did you specify Clear One and not Polycom? RESPONSE: Clear One is our preference.
12. QUESTION: The specified projector is WUXGA and capable of 16:9 or 16:10 aspect ratio. Existing screens appear to be in 4:3 ratio. Are new screens an option? RESPONSE: At this time: No. The only existing projection screen resides in SNP-204 an electric model that descends from above the ceiling. If the new projector fails to fill the existing screen and proves to be a major issue, I will explore replacement with Facilities down the road. 13. QUESTION: The 60 displays are specified to be wall-mounted in area above seating. The size of the displays appears to interfere with ADA compliancy. Please verify display size and mounting location. RESPONSE: Please quote the LG 60LW30MS-D 60 listed above. The ADA compliance issue is under review. Should this issue prove to be insurmountable, USFSM will address prior to actual purchase. 14. QUESTIONS: A. In addition to video conferencing, do we also need ability to do audio conferencing? B. I believe that Audio only conferencing was requested for the system. We believe that this would require the Converge Pro 880 T instead of the 880. Is this feature desired, and should this equipment be substituted? RESPONSE A: Yes. This functionality had not been previously considered. USFSM would like a sub-menu. RESPONSE B: To add this capability, please replace the Converge Pro 880 with the Converge Pro 880T. 15. QUESTION: Do you need these rooms to record audio like a person would do on a little portable tape recorder? RESPONSE: No. 16. QUESTIONS: A. Does room need to be equipped for hearing impaired ADA? B. Is there a preferred brand or type (with receivers or hearing aid compatible) ADA hearing impaired system? RESPONSE A: Yes. RESPONSE B: USFSM presently houses a Phonic Ear unit in our auditorium but 300m 2 coverage is unnecessary in either A-205 or SNP-204. Please quote the Phonic Ear PL-150 and the Listen Technologies LT-800-072-01 transmitter w/ five (5) LR-400-072 receivers, (5) LA-164 ear speakers, and two (2) LA-166 neck loops as an Add Alternate. 15. QUESTION: What are existing ceiling speakers? RESPONSE: Support program audio [from media sources] and audio from remote site. They do not support PA audio for local room. The existing ceiling speakers in A-205 and SNP-204 are Atlas Sound FAP62T s; 70.7v/100v-32w. 16. QUESTION: It was noted that sound quality was important. We believe that four speakers are not enough for the larger A-205 room. Should two additional speakers be added to this system? RESPONSE: Please build into your labor quote an allowance for the installation of two speakers for A-205, however USFSM possesses two of the Atlas Sound FAP62T s in storage; thus, quoting additional speakers is unnecessary. 17. QUESTION: Is the price supposed to include installation of new equipment and un-install of current equipment? RESPONSE: Yes. We are seeking a turn-key experience. 18. QUESTION: When the existing equipment is uninstalled will it just be set aside for USF personnel to move/store/dispose of? RESPONSE: The vendor is expected to dispose of the items. Vendor is to record the serial numbers and any USF inventory tag numbers so that USF can remove the items from their inventory lists. 19. QUESTION: To what extent will you accept substitutions? RESPONSE: They are acceptable as mentioned in the bid document, USF has provided our design, but other designs are encouraged welcome as long as functionality remains the same. Vendors must provide cut sheets for all proposed substitute equipment, which must include all the specifications relating to size and functionality of the proposed substitute equipment. USFSM is seeking commercial grade equipment so that it lasts.
20. QUESTION: Are NEC commercial displays and projectors an acceptable substitute for the displays and projectors that are called out in the BOM? RESPONSE: Please provide quote on the LG model specified in #13 above. 21. QUESTION: Do you have the floor plans electronically? RESPONSE: Yes. The floor plans will be available as an attachment to the ITN 14-01-SAR on the USF Purchasing web site http://usfweb2.usf.edu/purchasing/purch2.htm. 22. QUESTION: Are the terms and conditions of the USF RFP Video Project in full compliance with the State of Florida Contract? RESPONSE: This ITN by USF is being done separately from the State of Florida Contract. 23. QUESTION: Is there any flexibility to the payment terms of Net 40 for non-healthcare organizations? RESPONSE: Yes. On September 24, 2013 we were notified that USF System payment terms default has been changed to Net 30 from Net 40. All contracts will reflect that moving forward. Individual purchase orders may have their payment terms modified as negotiated. 24. QUESTION: Do both locations have a receiving department that can receive and hold equipment deliveries that are shipped direct from manufactures? RESPONSE: Yes. 25. QUESTION: May we have the bid document in Word format? RESPONSE: Yes. It will be will be available as an attachment to the ITN 14-01-SAR on the USF Purchasing web site http://usfweb2.usf.edu/purchasing/purch2.htm. 26. QUESTION: What about building access? RESPONSE: Building Access: Sarasota A-205 (Dec. 13 th -19 th ): Supervised, after-hours work (i.e. after 5:00 pm) would need to be completed by 9:00 pm, Monday-thru-Thursday. That will allow for security to perform their normal rounds shortly after lock-down at 9:00 pm. Saturday access, Dec. 14 th, could be arranged between the hours of 8:00 am and 5:00 pm. Efforts are being made to extend access thru Friday, Dec. 20 th, however any access would likely need to be restricted to testing with SNP-204, as the space is already reserved for a musical group and a piano will have been moved in by this date. North Port SNP-204 (Dec. 11 th 20 th ): Normal building hours here are 9:00 am 8:00 pm, Monday-thru-Thursday; 9am Noon on Fridays. The building is closed Saturdays and Sundays. The receptionist on duty there believes work could begin here as early as Wednesday, Dec. 11 th, as most exam sessions are either online or project-based. If this proves to be an issue, an alternate location for exam meetings could be explored. SCHEDULE The Selection Committee will meet on 10/23/13, Sarasota, 10am, SMC-A320B to review ITN proposals. The Committee will meet with vendors to gather additional information, if necessary, between 10/23/13 and 10/29/13. Vendors will be notified by Michelle Krueger if additional information or a conference or teleconference is needed. The Selection Committee will meet on 10/29/13, Sarasota, 9am, SMC-B237 to discuss and make the final selection for award. The Award is anticipated to be reviewed and posted on 10/30/13 by the Purchasing Department at USF Tampa.
Note: Please note receipt of this addendum by signing and returning with your proposal response Authorized Signature & Date Print Name Company Name