PUTNAM CITY SCHOOLS Information Technology Services 5401 NW 40th Oklahoma City, OK 73122

Transcription

1 Information Technology Services 5401 NW 40th Oklahoma City, OK Request for Proposal for LARGE AUDITORIUM PROJECTION Date of release May 14, 2013 Due Date May 30, :00 p.m.

2 PREFACE This request for proposals is to equip four large performance auditoriums with projection capability. Projects must be completed by August 2, RFP must be for all four locations. Sites may not be bid upon individually. Contact for this project: Cory Boggs, Executive Director Information Technology Services Office: ext TENTATIVE TIMELINE May 14, 2013: May 30, 2013: June 3-7, 2013: August 2, 2013: Release RFP Deadline for written questions by 12:00 p.m. Contract awarded All work must be completed 2

3 TABLE OF CONTENTS Scope of Work pg. 4 Non Submittal Response Form pg. 8 Vendor Information Form pg. 9 Solicitation Checklist pg. 10 Pricing Form pg. 11 Non-Kickback Affidavit pg. 12 3

4 1.0 PURPOSE 1.1 Putnam City Schools, also abbreviated as PCS for brevity, is requesting proposals from qualified vendors to provide a solution for video projection solution for large performance areas in four (4) locations. In using this method for solicitation, we are requesting your best effort in seeking the best solution and value for our requirements. To be entitled for consideration, sealed proposals shall be presented in accordance with the instructions of this solicitation and within the timeframe specified. It shall be the responsibility of the selected vendor to meet all specifications and guidelines set forth herein. Putnam City Schools, at its discretion, determines the criteria and process whereby bids are evaluated and awarded. No damages shall be recoverable by any challenger as a result of these determinations or decisions by Putnam City Schools. All equipment must be delivered in the box and in new condition. 2.0 SCOPE OF WORK PC North Performance Arts Center (PAC) and PC West Auditorium- Electric Screen - minimum 220 diagonal, 16:9 format, (largest screen that accommodates the area best is preferred). Projector- WXGA, minimum 7000 lumens, 16:9 format, minimum 1280 x 800 resolution, minimum contrast ratio of 2000:1 Connections - Wall plate with HDMI and VGA in three locations: sound booth, front of stage, and back stage PC North Little Theater- Electric Screen - minimum 164 diagonal, 16:9 format Projector - WXGA, minimum 5000 lumens, 16:9 format, minimum 1280 x 800 resolution, minimum contrast ratio 2000:1 Connections- Wall plate with HDMI and VGA in two locations: sound booth and front of stage. Capps Middle School Auditorium- Two Projectors- WXGA, minimum 5000 lumens, 16:9 format, minimum 1280 x 800 resolution, minimum contrast ratio 2000:1 Rear Electric Screen (largest screen that accommodates the area best is preferred). Connections - Wall plate with HDMI and VGA in two locations: rear half wall and front of stage. One projector is to project to existing stage screen and second projector to project to rear screen. Rear screen to be mounted in same location as existing. Wall box to be located on half wall, left of steps next to existing electrical outlet. Keyed switch required to operate rear screen. Projectors should mirror each other in output. Putnam City High School Auditorium- Provide HDMI and VGA connectivity from existing projector to two locations: sound booth and front of stage. 4

5 Alternative 1- Sound System PC North Little Theater- Sound System including multiple speakers (minimum four speakers) Amplifier Microphone Mixer Four SHURE handheld microphones Two SHURE Lavalier Microphones Notes: All HDMI cables 3.1, high speed with Ethernet. Projects include all projector mounts, screen mounts, conduit, long throw lens, cabling, switcher with speaker outputs, projector remote on/off to the sound booth, all cables needed for installation, racks, installation, shipping and handling. Electrical requirements will be outside of the scope of the project and will be provided by the district. Contractor to specify location and electrical specifications required. The district, at district expense, will complete structural modifications to the sound booth at PC North Little Theater. Vendor will coordinate for requirements and recommendations. 3.0 EVALUATION Bids will be evaluated by the following criteria: Price Quality of equipment proposed Capability to provide all specified components in one coordinated package Overall qualifications of the company Prior experience of the company and experience with similar installations The overall structure and quality of the proposal 4.0 BILLING All invoices must reference PO number. Invoices to be submitted upon project completion to: Putnam City Schools Information Technology ATTN: Betty Yates 5401 NW 40 th Oklahoma City, OK Invoices should include the PCS purchase order number and the ship to location where the goods and/or services were delivered. Invoices that do not include this information will be returned to the vendor. 5

6 5.0 SUBMISSION REQUIREMENTS Submissions should be submitted by to prior to May 30 th. Hard copies may be delivered to: Putnam City Schools Information Technology ATTN: Betty Yates 5401 NW 40 th, Oklahoma City, OK Business Qualifications (Response Section) If a new vendor to the district, please provide a brief history of the company and organization. The background history should include: Year founded. Public or private enterprise. Years involved in providing the requested service. Total number of employees. Total number of employees available in the Oklahoma City metro area to provide services for this account. Relevant and Quality Experience (Response Section) If a new vendor to the district, provide three (3) to five (5) references from K-12 urban school districts or of a similar nature. Provide the following information for each reference: Name and address of organization. Type of facility and size. Name and title of primary contact with telephone number, fax number and address. Description of the services provided including dates and scope of work for the job. Include planning/budget/scheduled activities, and outside talents used. Outline the documentation, project tracking, and work product delivery methodologies used and which proved to be successful. Also for each reference, provide information on an alternate contact person that has first-hand knowledge of the work you have done or are doing. Cost of Services (Response Section) A. Provide pricing on the pricing form on page 11. B. Proposed System. Provide a detailed description of the proposed system. Alternative bids should be described separately. 6

7 C. Alternative to minimums and specified requirements If vendor feels they can propose a system using an alternative to the specifications listed in this RFP, vendor may specify in writing the requested waiver, the reasoning behind it, and proposed alternative. Exceptions may be granted to those requests that the district finds acceptable. D. Training and Implementation The selected vendor will need to provide training to selected district staff as well as the auditorium/stage manager. Training will include operation and troubleshooting. E. Warranty Equipment and installation shall include a minimum one-year warranty on hardware and installation. 6.0 EVALUATION 6.1 To be entitled for consideration, proposals shall be presented in accordance with the instructions of this solicitation and within the timeframe specified. It shall be the responsibility of the awarded vendor to meet all specifications and guidelines set forth herein. 6.2 An evaluation committee will evaluate each proposal. PCS, at its sole discretion, determines the criteria and process whereby proposals are evaluated and awarded. No damages shall be recoverable by any challenger as a result of these determinations or decisions by PCS. 6.3 Proposals that do not have pricing evaluated will not be considered for award. 6.4 Price Evaluation Formula: Criteria will be evaluated on a 100-point scale. 6.5 Proposals will be evaluated on the following: Cost 80% Relevant and quality experience 20% 6.6 The selected vendor will be contacted via or phone after approval of the Board of Education. 7.0 AWARD 7.1 Please be advised, it is the policy of Putnam City Schools that all contracts be awarded on a strictly non-discrimination basis without regard to the race, gender or ethnicity of the vendor. 7.2 Vendor shall not begin work without a purchase order issued by the Putnam City Schools Information Technology Services Department 7

8 NON-SUBMITTAL RESPONSE FORM RFQ Name: Large Performance Area Projection Project NOTE TO VENDOR: If your company s response is a non-submittal, Putnam City Schools is very interested in the reason for such response and desires to ensure that the procurement process is fair, non-restrictive and attracts maximum participation from interested companies. We therefore, appreciate your responses to this non-submittal response form. Please complete and fax this form to: (405) or cboggs@putnamcityschools.org Please indicate your reason for responding with a non-submittal : Unable to meet requirements for this solicitation. Unable to provide the goods or services specified in this solicitation Unable to meet time frame established for start and or completion of project. Received too late to submit a bid. Received on: Please remove our company s name from receiving similar type solicitations. Other (Please explain): Your response will be reviewed and placed in the solicitation file. Your input will assist PCS in determining changes necessary to increase participation in the solicitation process. Company Name Company Address ( ) ( ) Company Telephone Number Company Fax Number Primary Company Contact Address Authorized Company Official Signature Title Date 8

9 VENDOR INFORMATION FORM RFQ Name: Large Performance Area Projection Project New vendors to the district, complete this form must be completed and returned with your bid. 1. Company Name: 2. Street Address: 3. City, State, Zip Code: 4. Primary Contact: 5. Telephone: ( ) Fax: ( ) Company web site: 8. State tax identification number and state issued from: 9. State of Incorporation: 10. Have any conditions or restrictions been placed by the company on this proposal that would declare it non-responsive? Yes No 11. Are you prepared to provide proof of insurance as required? Yes No 12. Has your company ever been debarred from doing business with any federal, state or local agency? If yes, please provide details including agency name, date and reason for debarment. Yes No 13. Has your company ever defaulted on a contract or been denied a bid due to non-responsibility to perform? If yes, please provide details. Yes No 9

10 SOLICITATION CHECKLIST RFQ Name: Large Performance Area Projection Project Submitted Yes No Description Received appendix documents. PDF of submitted proposal. Proposal (pricing). Vendor information form (if new vendor to the district.) Submitted a copy of current business license (if new vendor to the district.) Non-Kickback Affidavit 10

11 PROPOSAL PRICING RFQ Name: Large Performance Area Projection Project Company Submitting bid: Date: BIDS $ Project Bid $ Alternative 1 $ TOTAL $ *All proposal prices include shipping, handling, installation and basic training. 11

12 VENDOR:% % We%%are%required%by%law%to%have%on%file%a%signed%and%notarized%affidavit%from%each%vendor%for% any%purchase%order%totaling%$25,000.00%or%more.%%to%obtain%your%payment%promptly,%please% sign,%notarize%and%return%this%form%by%mail%to:% PUTNAM'CITY'SCHOOLS' BUSINESS'OFFICE' 5401%Northwest%40 th %Street% Oklahoma%City,%Oklahoma%%73122% % AFFIDAVIT' State%of% % County%of% % The%undersigned%person,%of%lawful%age,%being%first%duly%sworn,%on%oath,%says%that%this%invoice%is% true%and%correct%and%that%(s)he%is%authorized%to%submit%the%invoice%pursuant%to%a%contract%or% purchase%order.%%affiant%further%states%that%the%(work,%services,%or%materials)%as%shown%by%this% invoice%have%been%(completed%or%supplied)%in%accordance%with%the%plans,%specifications,%orders,% requests,%or%contract%furnished%or%executed%by%the%affiant.%%affiant%further%states%that%(s)he%has% made%no%payment%directly%or%indirectly%%to%any%elected%official,%officer%or%employee%of%putnam% City%Schools,%Independent%School%District%#1,%Oklahoma%of%money%or%any%other%thing%of%value%to% obtain%payment%of%the%invoice%or%procure%the%contract%or%purchase%order%pursuant%to%which%an% invoice%is%submitted.% % SIGNATURE: %%DATE: % %%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%Contractor,%Supplier,%Engineer,%Etc.% % % Subscribed%and%sworn%to%before%me%this% day%of% %%%20 % %%%(seal)% SIGNATURE: %My%Commission%Expires: % %%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%Notary%Public% Rev.%9'12% %