City of Columbia Purchasing Bid Information Contact Information Ship to Information Bid Owner Melissa Pasley Procurement Address 701 E Broadway Address 701 E Broadway Officer Email mapasley@gocolumbiamo.com Columbia, MO 65202 Columbia, MO 65201 Phone (573) 8175005 Contact Jeff Rogers Contact Jeff Rogers Fax Department Public Communications Department Public Communications Building Building Bid Number 130/2014 Floor/Room Floor/Room Basement Title City Channel Broadcast Suite HD Telephone 1 (573) 8747592 Telephone 1 (573) 8747592 Upgrade Fax Fax 1 (573) 8747592 Bid Type RFQ-F Email jarogers@gocolumbiamo.com Email jarogers@gocolumbiamo.com Issue Date 07/29/2014 Close Date 8/26/2014 2:00:00 PM Information Company Name Contact Name Address Notes Telephone Fax Email Signature Date / / Bid Notes BIDDERS ARE ENCOURAGED TO USE THE ELECTRONIC BID SYSTEM FOR SUBMITTING BIDS AND MUST COMPLETE ALL REQUIRED FIELDS. NO FAX OR E-MAIL RESPONSES WILL BE ACCEPTED. IF YOU CHOOSE TO SUBMIT MANUALLY,(hard paper copy) PRINT THE "INVITATION" LISTED UNDER "DOCUMENTS" IN ITS ENTIRETY, COMPLETE AND SUBMIT TO PURCHASING, 701 E. BROADWAY, 5TH FLOOR, COLUMBIA MO 65201, UNTIL THE BID CLOSING DATE AND TIME. BIDS MUST BE IN A SEALED ENVELOPE AND HAVE THE BID NUMBER AND DESCRIPTION CLEARLY LABELED ON THE OUTSIDE OF THE ENVELOPE. Bid Activities Date Name Description 8/8/2014 5:00:00 PM Questions Questions will be accepted until 5:00 p.m on August 8, 2014. Responses will be posted by August 15, 2014. No questions will be accepted after August 8, 2014. Bid Messages Bid Attachments The following attachments are associated with this opportunity and will need to be retrieved separately Line Filename Description Header Terms & Conditions of Ebidding - Revised 8-26-13.pdf 130/2014 - Page 1 of 10
Header Insurance Requirements - City of Columbia Standard.pdf Header Work Authorization Affidavit.pdf WORK AUTHORIZATION Header 130-2014 Exhibit A - City Exhibit A Channel Audio Flow Chart.pdf Header 130-2014 Exhibit B - City Exhibit B Channel Cable List.pdf Header 130-2014 Exhibit C - City Exhibit C Channel Room Rack Elevation.pdf Header 130-2014 Exhibit D - City Exhibit D Channel V-01 Video Patch Bay.pdf Header 130-2014 Exhibit E - City Exhibit E Channel V-02 Switcher Input 1 of 3.pdf Header 130-2014 Exhibit F - City Exhibit F Channel V-03 Switcher Input 2 of 3.pdf Header 130-2014 Exhibit G - City Exhibit G Channel V-04 Switcher Input 3 of 3.pdf Header 130-2014 Exhibit H - City Exhibit H Channel V-05 Switcher Output.pdf Header 130-2014 Exhibit I - City Channel Exhibit I V-06 Video Broadcast Playback.pdf Header 130-2014 Exhibit J - City Exhibit J Channel V-07 Video Reference.pdf Header 130-2014 Exhibit K - City Exhibit K Channel V-08 Video Control and Power.pdf Bid Attributes Please review the following and respond where necessary # Name Note Response 1 Payment Terms Indicate Payment Terms: (Required) 2 Declaration of bidding without collusion In submitting this quotation, the bidder declares that the (Required) only persons or parties interested in the quotation as principals are those named herein and that the quotation is made without collusion with any other person, firm, or corporation. 3 Terms of Bid Offer In submitting this quotation it is understood that the right is (Required) reserved by the City to reject any and all bids and it is agreed that the bids may not be withdrawn for a period of sixty (60) days from the specified time for receiving bids. 130/2014 - Page 2 of 10
4 Terms & Conditions Acceptance Bidder agrees to accept the attached Terms & Conditions (Required) 5 CERTIFICATION OF NON-RESIDENT/FOREIGN If the Contractor is a foreign corporation or nonresident (Required) CONTRACTORS: Contractor, it is agreed that the Contractor shall procure and maintain during the life of this contract: A. A certificate of authority to transact business in the State of Missouri from the Secretary of State, unless exempt pursuant to the provisions of Section 351.572 RSMo. B. A certificate from the Missouri Director of Revenue evidencing compliance with transient employer financial assurance law, unless exempt pursuant to the provisions of Section 285.230 RSMo. 6 W-9 Submission Provide a current W-9 using any of the following methods: (Optional) by uploading and attaching to their bid response; by emailing the W-9 to the Buyer named on page 1 of this document; or by mailing to the City of Columbia Purchasing Division, 701 E. Broadway, 5TH Floor, Columbia, MO 65205. 7 Descriptive Literature Vendor shall provide Descriptive literature for each item (Required) shown in this bid document using any of the following methods: by uploading and attaching to their bid response; by emailing literature to the Buyer named on page 1 of this document; or by mailing descriptive literature to the City of Columbia Purchasing Division, 701 E. Broadway, 5TH Floor, Columbia, MO 65205. Literature sent via U. S. Mail must be received by the City Purchasing Division prior to Bid Closing Date and Time. (Please write bid number on outside of envelope.) 8 Certificate of Insurance Requirement The City of Columbia's insurance requirements have been (Required) Acknowledgment attached to this bid document. The Bidder hereby acknowledges that these insurance requirements have been reviewed and if awarded a contract, bidder will provide a Certificate of Insurance meeting these requirements as set forth herein. 9 References List five (5) references, minimum, for same type of work (Required) performed in the past one year. State name and telephone number of contact person. Attach separate sheet if necessary. 10 EMPLOYMENT OF UNAUTHORIZED ALIENS (a) Contractor agrees to comply with Missouri State (Required) PROHIBITED Statute section 285.530 in that they shall not knowingly employ, hire for employment, or continue to employ an unauthorized alien to perform work within the state of Missouri. (b) As a condition for the award of this contract the contractor shall, by sworn affidavit and provision of documentation, affirm its enrollment and participation in a federal work authorization program with respect to the employees working in connection with the contracted services. The Contractor shall also sign an affidavit affirming that it does not knowingly employ any person who is an unauthorized alien in connection with the contracted services. ( c ) Contractor shall require each subcontractor to affirmatively state in its contract with contractor that the subcontractor shall not knowingly employ, hire for employment or continue to employ an unauthorized alien to perform work within the state of Missouri. Contractor shall also require each subcontractor to provide contractor with a sworn affidavit under the 130/2014 - Page 3 of 10
penalty of perjury attesting to the fact that the subcontractor's employees are lawfully present in the United States. Indicate if you agree to comply. 11 Warranty Requirements Bidder agrees to provide at least a one year labor and (Required) materials warranty. 12 Installation Requirements Bidder agrees to schedule installation in order to allow (Required) uninterrupted broadcast of regularly-scheduled live meetings. City Live Meeting Schedule City Council - First and Third Monday of every month at 7 p.m. Planning and Zoning - First and third Thursday of every month at 7 p.m. Board of Adjustment - Second Tuesday of every month. Indicate estimated time required for installation. 13 Lead Times Specify lead times to obtain products after receipt of (Required) Purchase Order. Indicate number of days required to complete installation after receipt of product. 14 Maintenance Requirements Please list any maintenance packages or product support. (Required) Include the term of coverage, and how support is handled, i.e. phone, email or on site. If no maintenance package or support is included with the product, please indicate if one is available for purchase. 15 Full Documentation for all equipment Agree to furnish all documentation for equipment including (Required) software media and printed manuals. 16 Evaluation and Award Evaluation will be made on service specifications, past (Required) experience with the bidder, price and lead times. Award will be made to the lowest and best, overall responsive and responsible bidder(s). The award may be placed with more than one vendor if it is deemed in the best interest of the City of Columbia. 130/2014 - Page 4 of 10
Line Items # Qty UOM Description Response 1 1 PKG Video Switcher Item SPECIFICATIONS MUST BE PROVIDED IF QUOTING AN ALTERNATE. Package Line Items: You are not required to respond to all lines in the package # Qty UOM Description Response 1.1 1 EA Ross Carbonite Plus video switcher with 1 ME, 16 input panel, frame synchronization and format conversion on every input. Manufacturer #: C1-A-116Plus-001 1.2 1 EA Ross C1-A-REDPSU redundant power supply for Carbonite frame and panel. Manufacturer #: C1-A-REDPSU 1.3 1 Days Official Ross-certified Carbonite video switcher training. Manufacturer #: Carbonite-OTR-1Day 2 1 PKG Character Generator Item SPECIFICATIONS MUST BE PROVIDED IF QUOTING AN ALTERNATE. 130/2014 - Page 5 of 10
Package Line Items: You are not required to respond to all lines in the package # Qty UOM Description Response 2.1 1 EA Ross Xpression Studio upgradeable single-channel character generator (SW+HW) Manufacturer #: XST-0101-M4 2.2 1 EA Ross Xpression character generator custom keyboard. Manufacturer #: XPN-KBD 2.3 3 Days Official Ross-certified Xpression CG training. Manufacturer #: XPression OTR-1DAY 3 1 EA Ross FBK-OG3 OpenGear frame with cooling and advanced networking. Includes 1 power supply. Manufacturer #: FBK-OG3 Item SPECIFICATIONS MUST BE PROVIDED IF QUOTING AN ALTERNATE. 4 1 EA Ross HDC-8222A-R2 OpenGear HD down-converter and distribution amplifier. Manufacturer #: HDC-8222A-R2 Item SPECIFICATIONS MUST BE PROVIDED IF QUOTING AN ALTERNATE. 130/2014 - Page 6 of 10
5 1 EA Ross SEA-8603-R2 OpenGear high density HD equalizing amplifier. Manufacturer #: SEA-8603-R2 Item SPECIFICATIONS MUST BE PROVIDED IF QUOTING AN ALTERNATE. 6 1 EA Blackmagic Design OpenGear converter SDI to analog Item SPECIFICATIONS MUST BE PROVIDED IF QUOTING AN ALTERNATE. 7 2 EA Panasonic LFE7 Series professional 50" LED display. Manufacturer: Panasonic Manufacturer #: TH-50LFE7 Item SPECIFICATIONS MUST BE PROVIDED IF QUOTING AN ALTERNATE. 8 2 EA Ross SHC-9642 HD-SDI to HDMI signal conversion for multi-viewer output to Panasonic LED monitors. Manufacturer #: SHC-9642 Item SPECIFICATIONS MUST BE PROVIDED IF QUOTING AN ALTERNATE. 9 1 PKG Furnishings. 130/2014 - Page 7 of 10
Package Line Items: You are not required to respond to all lines in the package # Qty UOM Description Response 9.1 2 EA Winsted Prestige Sight-Line modular control room console furniture with monitor stands. 9.2 2 EA W5604 48" Sight-Line starter. 9.3 2 EA W5690 Universal dual-pole plasma mount. 9.4 2 EA 42" Pole mount with dual 15" extensions. 9.5 2 EA 56032 6 U rack cabinet. 9.6 2 EA 34" Ten-outlet power supply. 10 3 EA HD Signal conversion and distribution cards/equipment. 130/2014 - Page 8 of 10
11 6 EA HD-SDI output boards for existing Sony BRC-H700 PTZ cameras Manufacturer: Manufacturer #: BRBK-HS1 Item NO SUBSTITUTIONS. 12 1 EA Vaddio ProductionVIEW Precision Camera Controller w/rack mount ears.997-5700-000 unit and 998-5000-002 rack ears. Item NO SUBSTITUTIONS. 13 1 EA Ensemble Designs BrightEye Mitto computer VGA and HDMI to HD-SDI scan converter BEM-4. Item SPECIFICATIONS MUST BE PROVIDED IF QUOTING AN ALTERNATE. 14 1 EA Tightrope Media Systems Cablecast SX2HD video server with one SD/HD-SDI input and two SD/HD-SDI outputs, including 16 TB of disk storage, automation, and channel branding. Also includes six hours of remote training. Item SPECIFICATIONS MUST BE PROVIDED IF QUOTING AN ALTERNATE. 15 1 EA Tightrope Media Systems Cablecast CG300 bulletin board system for PEG channels, including HD-SDI video outputs and two hours of remote training. Item SPECIFICATIONS MUST BE PROVIDED IF QUOTING AN ALTERNATE. 130/2014 - Page 9 of 10
16 1 EA Tightrope Media Systems Cablecast Live SD/HD-SDI to multi-bitrate H.264 Internet streaming device, including two hours of remote training. Item SPECIFICATIONS MUST BE PROVIDED IF QUOTING AN ALTERNATE. 17 1 EA Blackmagic Design Smart Videohub HD-SDI routing switcher. Item SPECIFICATIONS MUST BE PROVIDED IF QUOTING AN ALTERNATE. 18 1 PKG Training, Installation, Materials Package Line Items: You are not required to respond to all lines in the package # Qty UOM Description Response 18.1 1 EA Installation of equipment. Indicate package price for install as well as time required. 18.2 1 EA Materials, cables and connectors as needed to complete installation. (Most equipment sh ould connect to existingcabling infrastructure, which is SDI compatible. Some new cable runs may be necessary to connect new panels and monitors in control room to equipment rack 40 feet away.) 130/2014 - Page 10 of 10