Irvine Unified School District

Transcription

1 REQUEST FOR PRE-QUALIFICATION QUESTIONNAIRE PRE-QUALIFICATION QUESTIONNAIRE FOR AUDIO VISUAL INSTALLATION SERVICES The (District) is looking to pre-qualify several audio visual (AV) installation and integration firms for a possible upcoming solicitation of a multi-year AV services and support contract. Upon subsequent and successful review of qualification statements submitted to the District the accepted firms may be sent an invitation to bid for AV installation and integration services needed throughout the District. Your firm is one of multiple firms being asked to submit a detailed qualifications response that best represents your full spectrum of services and capabilities for the installation of new and retrofit of audio visual systems for existing and new campuses within the District. If your firm is interested in participating in this process, you are required to submit a detailed response for your firm s qualifications and experience in audio visual installation services in accordance with this pre-qualification questionnaire. DISTRICT OVERVIEW The (IUSD) serves approximately 29,000 students in the Cities of Irvine and Tustin. IUSD operates twenty-two K 6 elementary schools, five 7 8 middle schools, four 9-12 high schools and one alternative high school. More information about IUSD is available at PROJECT DETAILS Contractors who successfully meet the pre-qualification requirements will have the opportunity to respond to a bid for the installation and replacement of approximately 1,400 projection and related AV systems throughout the District. Scope of work will also require integration, configuration, electrical works, audio visual projectors, audiovisual switching equipment, CAT-6 network cabling, projector screens, interactive white boards, plus all related site prep, management, documentation, reports, CAD drawings, records and other ancillary work. PREQUALIFICATION DUE DATE AND TIME Deadline for submitting responses: Date: December 19, 2012 Time: Location: 2:00 p.m. Purchasing Department 1

2 CONTACT PERSON AND SUBMITTAL ADDRESS Please address all responses to: Tanisha Grattan, Purchasing Dept. Telephone: (949) Fax (949) All Request(s) for Information shall be submitted in writing and must be received no later than 72 hours prior to the Prequalification Questionnaire Due Date and Time. RFI responses received before the deadline will be posted at: I. SUBMITTAL REQUIREMENTS A. General Information 1. Each organization submitting a pre-qualification response shall submit two (2) electronic copies in PDF format, plus five (5) copies in a sealed envelope prominently marked with: AV Installation Services, the due date and time and the name of the organization submitting the statement. 2. Submissions shall be signed by an authorized individual or officer of the firm submitting the statement. 3. Please use only 8 ½ x 11 size papers. 4. In order to control information disseminated regarding this prequalification solicitation, organizations interested in responding are not to make personal contact with the members of the Governing Board and District Administration with the exception of the individual(s) listed below: Tanisha Grattan, Purchasing Dept. Telephone: (949) Fax (949) TanishaGrattan@iusd.org 5. The Board of Education of the reserves the right to accept or reject any or all submissions, to negotiate with any or all responsible submitters, and to waive any deficiencies or irregularity in the prequalification submissions. Submitters shall be responsible for any and all expenses that may occur in preparing submissions. 2

3 B. Submission Response Format & Contents 1. Table of Contents (1 Page) a. Include detailed responses to the following, each in their own tab: 2. Letter of Interest 3. Detailed Company Qualifications and Capabilities Statements (all areas listed) fully authorized by the manufacture at time of pre-qualification submittal, bid, and installation. 4. List of related K-12 projects within last 5 years 5. Current list of K-12 references with contact information 6. Company resources and staffing capabilities for concurrent multi-site installations 7. Project Management, Project Team, Oversight, and Quality Control Process 1. Table of Contents a. Include detailed responses to the following, each in their own tab 2. Letter of Interest (1 Page) a. Include name of firm, address, telephone number, fax number, and name of principal contact. Letter must be signed by representative of firm with authorization to bind firm by contract. Please include location of office where District project will be administrated and managed. 3. Detailed Company Qualifications and Capabilities Statements a. Provide information on the unique qualifications that best demonstrates your firm s experience and ability to provide quality professional audio visual installation services for IUSD. Include all ancillary and related work such as data cabling and electrical work. b. The contractor performing any of the low voltage (AV/IT) work required under this initiative must be Specialty Licensed C-7 by the State of California, and in good standing. c. The contractor performing any of the electrical work required under this initiative must be Specialty Licensed C-10 by the State of California, and in good standing. d. Contractor must be a registered member of the manufacturer warranty programs for the system being worked, and fully authorized by the manufacturer at the time of pre-qualification submittal, bid and installation to provide the manufacturer s highest warranty level package to the client for this project. i. Manufacturers programs include: a. Epson b. Da-Lite c. Polyvision d. AMP (TE Industries) e. Wiremold f. Draper g. Peerless Mounts h. STI 4. List of Related K-12projects within last 5 years a. In order to participate in this solicitation the contractor must have a minimum of 5-years continuous and verifiable experience in the installation, termination, testing and commissioning of Audio Visual 3

4 Systems including HD projectors, mounts, audio and video cabling, speaker systems, audio and video controls panels, programming, etc. The experience listed above must have been in the K-12 Education arena, and verifiable by IUSD. b. Also, please discuss a minimum of three (3) recently completed project(s), preferably multi-site audio visual system implementation, that your firm provided installation services for within the past three (3) years. 5. Current list of K-12 references with contact information a. For each project referenced please provide a reference list and include the district/organization, project name, contact name and telephone number. Please inform references they may be asked to provide a reference by phone or . A site visit may also be requested. 6. Company resources and staffing capabilities for concurrent multi-site installations a. Describe in detail your firm s abilities to have complete installation resources at 2-3 sites concurrently. Specifically, address you capabilities and limitations for: administration, project management staffing, foreman capacity, technical staffing, QA personnel, document and records management personnel and all potential work that will be sub-contracted out such as electrical (C-10 required). 7. Project Management, Project Team, Oversight, and Quality Control Process a. Identify by name and position the project team for this project. b. For the persons who are projected to be used on any IUSD project, describe each individual(s) skills and abilities, and their role on the project. Please provide detailed experience statements for each person going back three years. c. Describe what the company does to ensure maintenance and development of skills and knowledge of the personnel who would be assigned to this project. d. Provide information on all sub-contractors that you are proposing to use for this project. Please include contact information and office location. The use of subcontractors is allowed for the network and/or electrical installation aspect of the project(s). If your firm does not have the licensing or certifications to install the network and/or electrical systems, a subcontractor will be required. e. All contractor personnel working on any District site shall have attained the proper CDOJ clearance. Contractor must demonstrate this green light clearance for all personnel to the IUSD prior to being allowed onsite. Those who are not cleared or are red lighted are not allowed on the project sites, no exceptions. f. Additional requirements that must be confirmed as being complied with in your response. At the time of bid, the integrator must have all onsite project employees trained to the following levels: Project Manager- Shall have a minimum of 5-years Project Management experience of similar type of projects in the K-12 arena. Must have a working knowledge of audio visual industry standards, to include the InforComm/BICSI AVDRM, TCIM, National Electrical Code, ANSI/TIA/EIA standards. 4

5 Crew Foreman- Shall have a minimum of 3-years IT and A/V installation and testing experience of similar type of projects in the K-12 arena. Must have a working knowledge of audio visual industry standards, to include the InfoComm/BICSI AVDRM. II. EVALUATION The District will review the prequalification submissions and make recommendations to allow for bidding. The evaluation will be based off of: 1. Organization, clarity, completeness and responsiveness of the submission. 2. Qualifications and related experience of the firm and its team members. a. Demonstrated and recent successful A/V experience in the K-12 market 3. Verified Client references and firm s professional reputation. 4. Ability to properly staff 2-3 sites concurrently with qualified personnel, ensuring quality control 5. Project Management and Accountability Control Capabilities and Protocols The District is not obligated to explain any deficiencies in the proposed submissions, nor accept requests for justification from firms not selected. The District reserves the right to accept or reject any and all proposals, or any portion or combination thereof, to contract services with whomever and in whatever manner the District decides, to abandon the services entirely, to allow bidding on the basis of the total proposal, and to waive any informality or non-substantive irregularity, as the interests of the District may require. The selection of allowed bidders is at the sole discretion of the District, acting through the Board of Education. DISQUALIFICATION Contact between a proposing firm or a sub-consultant s firm and any member of the District staff or Board of Education regarding the project(s) or proposal shall result in disqualification of the subject firm from selection. An exception will be contact with Tanisha Grattan, for questions and clarifications. III. PROPOSED SCHEDULE Issuance of Request for prequalification: 11/28/2012 Last day to submit RFIs: 12/14/2012 Request for prequalification Due Date: 12/19/2012 Follow ups/interviews: 01/07/2013 (week of) Recommendations made: 01/14/2013 END 5