RFP# BCS-DLT-2016
Issue Date July 6th 2016
BEAUFORT COUNTY SCHOOLS USDA DLT
Video Conferencing Equipment and Installation
Section I — RFP Information
This Request for Proposals establishes that Beaufort County Schools (BCS) is accepting bids from qualified vendors
to provide Video Conferencing Equipment and Installation at three different high schools with one room at each
location pursuant to G.S. 143-129.8, Purchases of Information Technology Goods and Services. This project will be
financed with local funds and USDA RUS funds. All bids must be submitted with the understanding that
implementation is dependent on budgetary requirements and contingent upon approval of the Beaufort County
Schools Detailed Scope of Work and Budget as submitted to the USDA RUS. Beaufort County Schools reserves the
right to reject any or all bids without explanation.
Vendor Questions:
Due Date:
Time:
Email:
July 28th, 2016
2:00PM
[email protected]
All questions related to this RFP must be submitted in writing to Mark Mehlich at [email protected] with the
subject line of "RFP# BCS-DLT-2016". Phone call questions will not be accepted.
Vendor Answers: All questions and answers will be posted to the Beaufort County Schools website at the
following URL:
http://bit.ly/29lqKIi
Mandatory Walkthrough:
Date: July 13th, 2016
Time: 10 A.M.
Location: Washington High School
Desired Completion Date:
Date: August 25th, 2016
Offer Submittal:
Due Date:
Time:
July 28th, 2016
2:00 PM EST
Page 1 of 11
OFFER AND ACCEPTANCE
The BCS seeks offers for the goods, software, and/or services described in this solicitation. The BCS’s
acceptance of any offer must be demonstrated by execution of the acceptance found below and any
subsequent Request for Best and Final Offer, if issued. Acceptance shall create a contract having an order of
precedence as follows: In cases of conflict between documents comprising the contract, the order of
precedence shall be (1) Best and Final Offers, if any, (2) special terms and conditions specific to this IFB, (3)
specifications, and (4) the agreed portions of the awarded Vendor’s offer. No contract shall be binding on
the BCS until an encumbrance of funds has been made for payment of the sums due under the
contract.
EXECUTION
In compliance with this Invitation for Bids, and subject to all the conditions herein, the undersigned offers
and agrees to furnish any or all Services or goods upon which prices are offered, at the price(s) offered
herein, within the time specified herein. By executing this offer, I certify that this offer is submitted
competitively and without collusion.
Failure to execute/sign offer prior to submittal shall render offer invalid. Late offers are not
acceptable.
OFFEROR:
STREET ADDRESS:
P.O. BOX:
ZIP:
CITY & STATE & ZIP:
TELEPHONE NUMBER:
TOLL FREE TEL.
NO
PRINT NAME & TITLE OF PERSON SIGNING:
FAX NUMBER:
AUTHORIZED SIGNATURE:
DATE:
E-MAIL:
Offer valid for forty-five (45) days from date of offer opening unless otherwise stated here: ____ days
ACCEPTANCE OF OFFER
If any or all parts of this RFP# BCS-DLT-2016 are accepted, an authorized representative of Beaufort County
Schools (BCS) shall affix their signature hereto. A copy of this acceptance will be forwarded to the successful
vendor(s).
FOR BCS USE ONLY
Offer accepted and contract awarded this ______ day of _____________________, 20____, as indicated on
attached certification,
by _____________________________________________ (Authorized representative of BCS).
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Section II — Vendor Considerations
A.
B.
C.
D.
E.
F.
This is not an e-procurement order.
USDA RUS rules must be followed.
Equipment will need to be delivered to 3 locations.
Equipment will need to be installed in one room at each location.
Each proposal must have a completed "Video Equipment and Installation Summary Worksheet."
All questions related to this RFP must be submitted in writing to Mark Mehlich at [email protected]
with the subject line of "RFP# BCS-DLT-2016."
G. Vendor must be an Authorized Polycom dealer.
H. All equipment must be new.
Section III — Project Scope
Beaufort County Schools (BCS) equipped each of its three high schools with two hub/end user distance
learning classrooms in 2006, which have remained in continuous use since that time. To maintain reliable service
and compatibility with the broadcast hub at Beaufort County Community College (BCCC), BCS is seeking grant
funds to fully upgrade one existing hub/end user distance learning classroom at Northside High School, one at
Southside High School and one at Washington High School. The second distance learning classroom at each high
school will function as an end user site and will not be upgraded at the present time.
Each upgraded hub/end user classroom will be outfitted with a Polycom Real Presence Group 700 CODEC,
a videoconferencing system that allows a site to both receive and transmit instructional content via interactive audio
and video via H.323 protocol. The H.323 protocol allows for standards-based video transmission over an IP network
and allows video to use the same infrastructure as standard IP traffic, such as web traffic or email. The Polycom
Real Presence Group 700 package includes a P/T/Z camera, CODEC, cables, software, accessories, and
documentation. A second P/T/Z camera and three 60” 1080p TVs will be added so the rooms can be used as a Hub
for instructor-led courses. Additional Considerations:
1.
2.
3.
4.
There is an existing 19” by 2 ft. rack installed at each location that will be re-used to hold new
equipment.
There is an existing Tandberg Audio Science microphone and baffle that will need to be
re-integrated into the new system.
BCS can provide any PoE switches required.
Please see the room diagram on page 11.
Section IV - Equipment Installation Locations.
Location
Northside High School
7868 Free Union Church Rd.
Pinetown, NC 27865
Southside High School
5700 US Hwy 33 East
Chocowinity, NC 27817
Washington High School
400 Slatestone Rd.
Washington, NC 27889
Rooms to be Installed
1
1
1
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Section VII— Company/Vendor Information
References: Please provide 3 references to jobs in similar cost and scope
Reference 1:
Company:
Contact Name:
Contact Number:
Scope of Work:
Reference 2:
Company:
Contact Name:
Contact Number:
Scope of Work:
Reference 3:
Company:
Contact Name:
Contact Number:
Scope of Work:
Page 4 of 11
Section VI — Equipment and Installation Cost Summary Worksheet
BRAND SPECIFIC PRODUCT - LINE ITEMS 1-7: Manufacturer(s) name and product descriptions used in this
solicitation are product specific. The items offered in response to this solicitation must be the manufacturer and
type specified. Failure to comply with this requirement will result in rejection of offer.
PRODUCT MAKE AND MODEL - Lines 8 – 15: Manufacturer’s name and model/catalog numbers used are for
the purpose of identification and to establish quality level desired. Such references are not intended to be restrictive
and comparable products of other manufacturers will be considered. However, Vendors are cautioned that any
deviation from specifications must be pointed out in its offer.
ITEM #
QTY
UNIT
DESCRIPTION
POLYCOM RealPresence Group 700-720p: Group 700 HD
codec,
EagleEyeIV-12x camera, mic array, univ. remote, NTSC/PAL.
Cables: 1 HDMI 1.8m, 1 CAT 5E LAN 3.6m, 1 HDCI digital 3m,
Power: AMER-Type B, NEMA 5-15. Maintenance Contract
Required.
POLYCOM EagleEye IV-12x Camera with Polycom 2012 logo,
12x zoom, silver and black, MPTZ-10. Compatible with
RealPresence Group Series software 4.1.3 and later. Includes
3m HDCI digital cable.
POLYCOM Universal Camera Mounting for
EagleEyeIV-12x&4x. Mounts on the wall/other flat surfaces over
6.5in deep or flat screen displays greater than 5/8in thick.
Includes tripod mount. Also supports EagleEye Director,
EagleEye HD, EagleEye III, EagleEye View.
POLYCOM Group Series & Centro Multipoint License. 6-way
on Group 500 & Centro. 8-way on Group 700. Either supports
4-way HD continuous presence
1.
3
each
2.
3
each
3.
6
each
4.
3
each
5.
3
each
POLYCOM Group Series 1080p HD license - 1080
6.
3
each
7.
3
each
8.
3
each
POLYCOM Partner Premier, Three Year, RealPresence Group
700-720p: Group 700 HD codec, EagleEyeIV-12x camera
warranty.
POLYCOM EagleEye Digital Extender, extend the EagleEye
IV or EagleEye Acoustic (sans audio) cameras up to 100m
from the codec via customer provided Cat 5e cable. Includes:
transmitter, receiver and 1m HDCI/mini-HDCI digital cable.
EXTRON MP 101 Microphone Preamplifier for integrating
existing Tandberg Audio Science micro-phone
Make: ____________________________
Part Number: _______________________
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UNIT COST
EXTENDED COST
ITEM #
9.
QTY
6
UNIT
each
DESCRIPTION
CRESTRON 4K HDMI® over HDBaseT® Extender w/IR &
RS-232, Black; includes HD-RX3-C-B and HD-TX3-C-B Right
and Rear Display.
Make: ____________________________
Part Number: _______________________
10. 3
each
CRESTRON HD Scaling Presentation Switcher & Extender 400
Make: ____________________________
Part Number: _______________________
11. 9
each
LG LX330C 60LX330C 60" 1080p LED-LCD TV - 16:9 - Black 1920 x 1080 - LED 2YR 16/7 PUBLIC DISPLAY PANEL Make:
____________________________
Part Number: _______________________
12. 9
each
Adjustable fixed wall display mount for LED-LCD TV
Make: ____________________________
Part Number: _______________________
13. 3
each
9 OUTLET, SINGLE 15 AMP CIRCUIT, SURGE/SPIKE
PROTECTED
RACKMOUNT POWER DISTRIBUTION W/9' CORD, BLACK
POWDERCOAT FINISH
Make: ____________________________
Part Number: _______________________
14. 6
each
MIDDLE ATLANTIC 1 SPACE RCK SHLF
Make: ____________________________
Part Number: _______________________
15. 3
each
2 SPACE (3 1/2”) UTILITY DRAWER, BLACK POWDER COAT
FINISH
Make: ____________________________
Part Number: _______________________
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UNIT COST
EXTENDED COST
ITEM #
QTY
UNIT
16. 3
each
17. 3
each
18. 3
each
19. 3
each
20. 3
each
21. 3
each
DESCRIPTION
UNIT COST
Cables and Connectors for installation
Panduit/Surface mount boxes
Installation of all equipment
Programming of all equipment
Shipping Charges
Miscellaneous charges – Please add attachment listing
items.
Section VII — Timeline
Timeline
A. RFP advertised on the Beaufort County Schools website July 6th, 2016.
B. Mandatory Walk-thru Wednesday July 13th, 2016 @ 10:AM @ Washington High School
C. Proposals (Bids) Due: Thursday July 28th, 2016 at 2:00 p.m. to:
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EXTENDED COST
Lynn Harrold
RFP# BCS-DLT-2016
Beaufort County Schools
321 Smaw Rd.
Washington, NC 27889
D. Opening of Bids at 2:00 p.m. July 28th, 2016 at the Beaufort County Schools Board of Education.
E. Contract Award Date: Tuesday, August 2nd 2016
F. Tentative Vendor Notification: Wednesday, August 3rd 2016
G. Installation Completed by August 25th, 2016
Beaufort County Schools Representatives
All questions related to this RFP must be submitted in writing to Mark Mehlich at [email protected] with the
subject line of "RFP# BCS-DLT-2016”
Section VIII — Terms and Conditions
Invitation to Bid — Conditions
A. Sealed Bids (TO INCLUDE ORIGINAL AND ONE HARD COPY) for Video Conferencing
Equipment and Installation will be received by mail or hand delivery until the time specified under
the timeline to the office of:
Lynn Harrold
RFP# BCS-DLT-2016
Beaufort County Schools
321 Smaw Rd.
Washington, NC 27889
B. Subsequent award as a result of this Invitation to Bid is subject to approval of the BCS Detailed Scope
of Work, contingent upon award and receipt of USDA RUS funding, and subject to all state and
local procurement rules.
C. Complete bids MUST be received in the above office on/before the time and date specified. Bids or
related documentation received after the time and date specified, whether delivered in person or
by mail, will not be considered.
D. Bids in which any portion of the bid specifications or any provisions of this Invitation to Bid has been
modified will not be considered.
Preparation of Bids
A. Bidders are expected to examine all specifications, schedules, and instructions included in the bid package.
Failure to do so will be at the bidder's risk.
B. If erasures or other changes appear on the Bid documents; the person signing the Bid must initial each
erasure or change prior to submittal. Bid documents with erasures or changes without initials will not be
considered.
C. Reference to Beaufort County Schools — RFP# BCS-DLT-2016
shall appear on all technical data and/or other information furnished by the bidder.
D. Receipt of amendment(s)/addendum by prospective bidders must be acknowledged prior to the
opening of bids. Addendum received prior to submittal will be acknowledged in the appropriate
space of the RFP Response Form. Addendum received after bid submittal will not be considered.
E. Any documents intended to supplement or deviate from the express requirements of this Invitation to Bid
may result in the rejection of that bid.
Page 8 of 11
F. All bids must be signed. Unsigned bids will not be considered.
Modification or Withdrawal of Bid
A. A bid that is in the possession of Beaufort County Schools may be altered by letter bearing the signature
and name of the person authorized for offering, provided it is received prior to the time and date of
opening.
B. A bid that is in the possession of Beaufort County Schools may be withdrawn by the bidder in person, by
written request bearing the signature and name of the person authorized for offering, provided it is
received prior to the time and date of the opening. Bids may not be withdrawn after the opening.
Acceptance Period
A. Pricing is to remain firm through the USDA Scope of Work approval process, and execution and duration of
the proposed contract.
Award and Purchase
A. Beaufort County Schools hereby notifies all bidders that it will affirmatively ensure that in any contract
entered into pursuant to this advertisement, minority business enterprises will be afforded full opportunity
to submit bids in response to this Request for Proposal, and will not be discriminated against on the
grounds of race, religion, gender, color, national origin, or ancestry in consideration of an award. Bidder
hereby agrees that should Bidder be awarded this contract, the Bidder will not discriminate against any
person who performs work there under because of race, religion, gender, color, national origin, or
ancestry. Furthermore, the Bidder should be an organization that also practices the belief of equal
opportunity in the morals of their company.
B. Award will be to the one lowest cost/most responsible bidder meeting the specifications and requirements
as set forth in this document.
C. Beaufort County Schools reserves the right to reject, without explanation, any or all bids, to waive any
informalities or technical defects in bids, and unless otherwise specified by Beaufort County Schools
to accept any items or group of items in the Bid, as may be in the best interest of Beaufort County
Schools.
D. This RFP and its response as accepted will become part of the contract between the bidder and Beaufort
County Schools.
E. Beaufort County Schools reserves the right to reject any bid due to mathematical errors when figuring the
cost of the project.
Bid Evaluation Criteria
Selection Criteria
Price
Vendor references and/or experiences
Warranty
RFP Compliance
Total
Point Value
50
30
10
10
100
The U.S. Department of Agriculture (USDA) prohibits discrimination against its customers, employees, and
applicants for employment on the bases of race, color, national origin, age, disability, gender (male or female),
gender identity, religion, reprisal, and where applicable, political beliefs, marital status, familial or parental status,
sexual orientation, or if all or part of an individual's
Page 9 of 11
income is derived from any public assistance program, or protected genetic information in employment or in any
program or activity conducted or funded by the Department. (Not all prohibited bases will apply to all programs
and/or employment activities.)
If you wish to file a Civil Rights program complaint of discrimination, complete the USDA Program Discrimination
Complaint Form, found online
at http://www.ascr.usda.gov/complaint_filing_cust.html, or at any USDA office, or call (866) 632-9992 to request
the form. You may also write a letter containing all of the information requested in the form. Send your completed
complaint form or letter to us by mail at U.S. Department of Agriculture, Director, Office of Adjudication, 1400
Independence Avenue, S.W., Washington,
D.C. 20250-9410, by fax (202) 690-7442 or email at [email protected]. Individuals who are deaf, hard of
hearing or have speech disabilities may contact USDA through the Federal Relay Service at (800) 877-8339; or
(800) 845-6136 (in Spanish).
USDA is an equal opportunity provider and employer.
Under the Federal School Nutrition Program and USDA policy, discrimination is prohibited under the basis of race,
color, national origin, gender (male or female), age or disability.
Page 10 of 11
Figure 1
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