BID # RFP-1441BM
GCPS TV Production Retrofit
This is a RFP for services for the GCPS TV Production Retrofit. The
vendor listed below has been awarded the item indicated. The award is
based on the lowest bid where the specifications were met or exceeded.
Exceptions, if any, are listed on the following page.
RFP-1441BM
Award
Cost
RFP-1441BM for the
Service of GCPS TV
Production Retrofit
From May 5, 2014Through May 4, 2015.
Niche Video Products
(pricing includes a total
of a five (5) year maintenance
agreement
$727,206.00
TOTAL BID AMOUNT
$727,206.00
*The total amount of this award is $727,206.00 which includes a total of a five (5)
year maintenance agreement which exceeds the contract award period.
Bid packages were received from the following vendor:
Niche Video Products
TI Broadcast Solutions Group
Bid requested by: Kevin Tomlinson
____________________________________
APPROVED BY
____________________________________
DATE
Quote No.: 14066 NVP Bid Response to RFP-1441BM
GCPS TV PRODUCTION RETROFIT
Page 1 of7
Official Quotation
Client: Gwinnett County Public Schools
437 Old Peachtree Road
Suwanee, GA 30024
Attention: Betsy McCurry
Phone: 678-301-6238
email: [email protected]
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Quotation #:
Date:
Valid Until:
Delivery:
14066
3/24/2014
Per RFP Terms
Per RFP Terms
NVP Bid Response to RFP-1441BM
,
,
I
NVP Bid Response to RFP-1441BM
Quote No.: 14066
NVP Bid Response to RFP-1441BM
Quote No.: 14066
NVP Bid Response to RFP-1441BM
GCPSTV
Page 7 of7
$712.706.00
1. The client agrees to pay Niche Video Products, Inc. the total price for the products as follows:
As per terms of RFP-1441BM
2. By signing below, the client, hereby represented by the undersigned, confirms acceptance of the terms and conditions of this quotation.
Submitted by:
Karim Miteff
Signature: _ _ _ _ _ _ _ _ _ __ Printed Name: _ _ _ _ _ _ _ _ _ __ Date: _ _ _ _ _ _ _ _ _ __
Date: _ _ _ _ _ _ __
P.O.
INVITATION TO BID
RFP-1441BM GCPS TV PRODUCTION RETROFIT
MARCH 27, 2014 9:00AM
The Gwinnett County Board of Education is soliciting competitive
sealed requests for proposal from qualified suppliers for the services of
the GCPS TV PRODUCTION RETROFIT as listed on the attached
proposal forms.
SEALED PROPOSALS will be received, subject to the terms and
conditions as specified in the attachment, in the Purchasing
Department for Gwinnett County Public Schools, which is located in
the Instructional Support Center at 437 Old Peachtree Road, NW,
Suwanee, Georgia 30024, NO LATER THAN 2:00 PM ON March 26,
2014. IF THE RESPONSE IS HAND DELIVERED, PLEASE LEAVE
THE RESPONSE WITH THE RECEPTIONIST AT THE FRONT
DESK. The opening, which is not open to respondents, will be at 9:00
AM on March 27, 2014. Official time will be the time displayed on the
time clock located in the Purchasing Department.
RESPONSES MUST BE SUBMITTED IN A SEALED ENVELOPE
WITH THE FOLLOWING INFORMATION MARKED CLEARLY ON
THE OUTSIDE OF THE PACKAGE:
 COMPANY NAME
 RFP NUMBER
 OPENING DATE AND TIME OF THE RFP
IF YOU RECEIVE MORE THAN ONE RFP AT A TIME (i.e. different
bid numbers), PLEASE RETURN EACH IN A SEPARATE
ENVELOPE.
Prices for the proposal must be included in a separate, sealed
envelope or folder within the RFP package with a label containing
the RFP number.
There will be an OPTIONAL bidder’s conference on March 18,
2014 at 10:00 AM in the Purchasing Office at the Instructional
Support Center. If you are not able to attend and would like to
attend via conference call, please contact Kevin Tomlinson at
678-301-6529.
NO FAXED RESPONSES WILL BE ACCEPTED.
ALL BIDDING OPPORTUNITIES ARE NOW POSTED ON OUR WEB
PAGE at www.gwinnett.k12.ga.us. Under the About Menu, find
Organized for Success, and select Business & Finance. Under
Purchasing, select Bids/Purchasing Opportunities, then select
CURRENT BIDDING OPPORTUNITIES. Please note that any bids
posted may, at any time, have changes made to them. Please check
our site periodically to note any changes. Tabulations to these bids will
also be posted once an award has been made. Please allow up to two
full weeks after bid before checking on bid results.
Questions regarding the RFP process should be directed to Betsy
McCurry, Buyer, at [email protected] or by phone at
678-301-6283. Questions concerning the RFP specifications should be
directed
to
Mr.
Kevin
Tomlinson
at
[email protected] or at 678-301-6529.
We look forward to receiving your response and appreciate your
interest in working with Gwinnett County Public Schools.
Sincerely,
Betsy McCurry
Buyer
Gwinnett County Public Schools
Gwinnett County Public Schools
Suwanee, Georgia
“INSTRUCTIONS AND CONDITIONS”
(These are general instructions and conditions that accompany each bid package. If
more specific instructions are given in the individual bid package, those instructions
should prevail.)
1. PREPARATION OF BIDS
A. All prices and bids must be typed or neatly handwritten. No erasures are
permitted. Errors may be crossed out and corrections typed adjacent and must be
initialed in ink by the person signing the bid.
B. Brand names and numbers when given in bids are for reference to establish a
quality standard unless “no substitution” is stated in the specifications. Bids on
equal items will be considered, provided the bid clearly describes the article
offered and it is equal in quality. Specifications used are intended to be open and
nonrestrictive. When no reference or change is made on proposal by bidder, it is
understood that the specific item named on the proposal shall be furnished by the
bidder. If bidding on other than the make, model, brand or number shown, and
offered as an equal, complete technical information, specifications,
manufacturer’s name, catalog reference and a catalog cut must be attached to the
proposal letter. Failure to include the supportive information will result in the
item automatically being rejected. The Board, through its Purchasing Agent,
shall be the sole judge in making determination as to the quality. All decisions
shall be final.
C. Quote on each item separately. All or nothing bids, items or groups based on
other items or other bids, will not be considered. Prices must be stated in units
specified in the bid in order to be considered. Prices are intended to be valid and
to remain unchanged for the duration of the contract period.
D. Time of delivery is part of the bid and must be adhered to. If it is impossible to
meet the delivery specified in the bid, bidder shall state the best delivery possible
in the space provided on the Bid Request. Time shall be stated in days and days
shall mean “calendar days”.
E. All bids must be signed by a responsible officer or employee. The firm name and
telephone number must be shown. Obligations assumed by such signature must
be fulfilled.
F. Telephone/fax bids in lieu of this form will not be accepted.
Gwinnett County Public Schools
Suwanee, Georgia
G. Prices submitted on the electronic price worksheet should be in number format.
Other prices contained elsewhere in the Bid or proposal should be stated in both
words and numbers. In the event of a conflict, the word version will prevail.
2. SUBMISSION OF BIDS
A. Each bid must be submitted on the enclosed form in a sealed envelope with the
company name, opening date and time, and bid number printed on the
outside of the envelope.
B. Bids, modifications to bids or corrections on bids received after the opening time
specified will not be considered. The Board will not be responsible for lateness
of receipt due to mail delays.
C. If necessary, addendums to the Bid will be posted up to seventy two (72) hours
before the Bid opening time.
3. AWARDS
A. Awards will not be made to a vendor for less than $500.00 when there are
multiple awards on a bid.
B. Bidders agree that their bids are subject to acceptance at anytime within 30 days
after opening, unless otherwise stipulated in the bid.
C. Bid tabulations shall be accessible online 24 hours after the scheduled bid
opening.
D. The Board may place additional orders or increase quantities at quoted prices in
excess of the original bid with the consent of the bidder and for such period of
time as may be agreed upon between the Board and the bidder.
E. The Board may accept or reject any or all bids or part of bids and may waive
informalities, technicalities and irregularities. The judgment of the Board on such
matters shall be final.
F. CONTRACT: The Request for Bid, Bidder’s Response and a Purchase Order
or Contract and its attachments, either attached hereto or by reference, when
received by the successful bidder, shall constitute (1) a binding Contract on the
terms set forth herein, and (2) the entire Contract, and it is to be interpreted,
construed and given effect in all respects according to the laws of the State of
Georgia.
Gwinnett County Public Schools
Suwanee, Georgia
4. AUTHORIZED PURCHASES
All purchases, whether for products or services, must be supported in advance by an
official hard copy purchase order, valid purchase order number or GCPS authorized
Visa purchasing card. The Gwinnett County Board of Education will not be bound by
any unauthorized purchases.
5. DELIVERY TERMS
Prices quoted shall be based on F.O.B. delivery our warehouse except where
installation is required. Where installation is required, prices are to include all
necessary wiring, connecting, leveling, piping, uncrating, moving and all other
changes incurred in placing the equipment in operation, unless otherwise specified.
All merchandise requiring installation and which is shipped F.O.B. job site must be
received by the successful vendor’s regularly employed personnel and the equipment
stored in the area designated by the owner’s representative. The Board will not
assume responsibility for any items which require installation until it is completely
installed and demonstrated to the appropriate school officials.
6. SHIPPING AND MARKING
A. All merchandise will be received in our warehouse on weekdays between the
hours of 7:00 A.M. and 3:00 P.M. Where two or more items are packaged
together, their combined weight shall be no more than two thousand (2,000)
pounds.
B. MARKING: Include packing list in each shipment. Packing list must show
Gwinnett County Board of Education Purchase Order Number, Contents and
Shipper’s Name and Address, mark packing list and Invoices covering final
Shipment “Order Completed”. If no packing list accompanies the shipment, the
Buyers count will be accepted. Mark (upper left corner) or each package (box,
crate, barrel, bundle, piece) clearly with (1) Shipper’s name and address, (2)
Contents, (3) Board of Education Purchase Order Number, and (4) Bill of Lading
or Express Receipt and on every package the marking specified above, will
obligate Shipper for any and all extra cost incurred, including drayage or
demurrage.
7. SAMPLES
Samples, when required, must be furnished at the Bidder’s expense to the Board.
Gwinnett County Public Schools
Suwanee, Georgia
Samples must be tagged with the bidder’s name and Bid Number. Samples not
used or destroyed in testing will be returned to the bidder at his request and at his
expense.
The Board will assume no responsibility for items destroyed or stolen when being
tested.
8. INVOICES
All invoices must show the purchase order number, the item number, and should be
mailed to Gwinnett County Public Schools, Finance Department, 437 Old Peachtree
Road, NW, Suwanee, Georgia 30024-2978.
9. PAYMENT
PAYMENT IN FULL will be made by the Board of Education when an invoice is
received indicating that the goods and/or services have been delivered. The Board of
Education will also make PARTIAL PAYMENT when partial shipment is received,
as long as an invoice is received indicating partial delivery.
10. DEFAULT
In the event any property or service to be furnished by the bidder under a Contract or
purchase order should for any reason not conform to the specifications contained
herein, or to the sample submitted by the bidder with his bid, the Board may reject
the property or service. Then, in which event, with specific instructions from the
Director of Purchasing, the bidder shall immediately remove the property without
expense to the Board and replace all rejected property with such property or service
conforming to the specifications or samples.
Should the bidder default in the performance of the foregoing paragraph, the Board
may procure such property or services from other sources and shall have the absolute
right to deduct from any monies due to the bidder, the difference between the contract
price and the actual cost of the property to be replaced or substituted. Price paid by
the Board of Education in such event shall be the prevailing market price at the time
the substitute purchase is made.
11. COMPLIANCE
All property or services furnished must comply with all applicable Federal, State and
Local Laws, Codes and regulations. Successful Bidders must obtain County Permits
where necessary.
Gwinnett County Public Schools
Suwanee, Georgia
12. RIGHTS AND REMEDIES
The rights and remedies of the Board provided above shall not be exclusive and are in
addition to any other rights and remedies provided by law or under the contract.
13. BIDDERS EVIDENCE OF RESPONSIBILITY
Bidders may be required to furnish evidence in writing that they maintain permanent
places of business and have adequate equipment, finances and personnel to furnish
the items offered satisfactorily and expeditiously and that they are authorized dealers
and can provide necessary services and warranties for items they propose to furnish.
14. SUCCESSFUL BIDDERS
Successful Bidders will be responsible for seeing that all County Inspection Codes
are complied with as regarding (1) electrical, (2) gas and (3) water fittings and
outlets. Field Checks for exact measurements of all spaces for items to be furnished
will be the responsibility of the successful bidder. This is to insure proper fitting of
all items in the space provided. Shop Drawings, if applicable, will be prepared and
three (3) copies will be furnished to the Board of Education Purchasing Department,
before work is begun.
15. RESPONSE
Failure to respond to Invitation to Bid (submission of bid, or written notice that
vendor is unable to bid on this particular request but wishes to remain on the active
bidder’s list for this particular item) will be understood by the Board of Education to
indicate a lack of interest and concurrence in the removal of the vendor’s name from
the Board’s mailing list.
16. USE BY OTHER AGENCIES
This bid allows for other State and Local Government Agencies within the State of
Georgia to buy off this bid at the same prices quoted during the effective term,
pending agreement between Bidder and the third party entity.
17. DEBARMENT STATUS
By submitting their bid or proposal, all vendors certify that they are not currently
debarred from submitting bids or proposals on contracts by any agency of the State
of Georgia and the federal government, nor are they an agent of any person or entity
that is currently debarred from submitting bids on contracts by any agency of the
State of Georgia or the federal government.
Gwinnett County Public Schools
Suwanee, Georgia
I THE UNDERSIGNED, ACKNOWLEDGE THAT I HAVE READ THE BID
DOCUMENT IN ITS ENTIRETY AND AGREE TO CONFORM TO ITS EVERY
REQUIREMENT. I FURTHER ACKNOWLEDGE THAT FAILURE TO
PREPARE, SUBMIT, OR EXECUTE THIS BID IN THE EXACT MANNER
REQUESTED WILL BE JUST CAUSE TO REJECT ANY OR MY ENTIRE BID.
COMPANY NAME:_____________________________________________________
BY:___________________________________________________________________
(PRINT NAME)
___________________________________________________________________
(SIGNATURE)
ADDRESS:____________________________________________________________
______________________________________________________________________
PHONE NUMBER:_____________________________________________________
FAX NUMBER:________________________________________________________
E-MAIL ADDRESS:____________________________________________________
DATE:________________________________________________________________
THE ABOVE ACKNOWLEDGMENT MUST BE PROPERLY SIGNED AND FIRMLY
ATTACHED TO YOUR BID. THIS ACKNOWLEDGMENT BECOMES A PART OF YOUR BID
AND WITHOUT IT YOUR BID IS NOT COMPLETE AND WILL BE SUBJECT TO
REJECTION.
Gwinnett County Public Schools
Suwanee, Georgia
BID PROTEST PROCEDURE
This bid protest procedure applies to challenges to the awarding of bids or contracts by
the Purchasing department of the Gwinnett County Public Schools.
If the protesting party does not submit a bid or proposal the protest must be submitted
prior to the date of the bid opening, or prior to the date on which the RFP proposal or
quote is due to be received by the Board. Any protests received after those dates will not
be reviewed and considered and will be dismissed as untimely.
For those protestors who did submit a bid or RFP response, their protests must be filed
within seven days after the protesting party knew or should have known of the facts
giving rise to the protest. However, no protest will be accepted that is filed more than
seven days after the date the notice of award of the contract is posted on the Purchasing
Department of the Gwinnett County Public Schools website. Untimely protests will be
dismissed.
The date of filing is the date the protest is received by the Purchasing Department. A
protest must be in writing and must be sent to Gwinnett County Public Schools,
Purchasing Department, 437 Old Peachtree Road, NW, Suwanee, Georgia 30024 Attn:
Director of Purchasing.
Each protest must specify the reasons the protesting party believes that the solicitation or
award was improper. Issues not raised in the written protest are deemed waived and may
not be raised on appeal. The protesting party may submit with the protest any documents
or information deemed relevant. If the contract has been awarded, the Purchasing
Department shall notify the successful bidder or contractor of the protest. If the protest is
received before the contract is awarded and substantial issues are raised by the protest, all
bidders and offerors who appear to have a substantial and reasonable prospect of winning
the award shall be notified of the protest and the reasons for the protest and they may file
their position on the issues with the Purchasing Department, in writing, within five days
after receipt of notice of the protest.
Upon the filing of a protest, further action on the solicitation or award shall be stayed, or
if the protest is timely received after the award, performance of the contract should be
suspended until the protest is resolved. The Purchasing department may, however,
determine that the protest is clearly without merit or that award of the contract without
delay is necessary to protect the substantial interests of the Board. In such case, if the
Director of Purchasing determines that the protest is clearly without merit or will
substantially harm the Board and does not stay the procurement, he shall immediately
issue the decision.
Gwinnett County Public Schools
Suwanee, Georgia
Within 15 days of the receipt of a protest, the Purchasing Department will issue a
response. The response may include any documents or information that the contracting
officer or Director of Purchasing deems relevant to the protest. If additional time is
required to investigate the protest, he shall inform the protesting party of the additional
time needed to render a determination and obtain the protesting party's consent. Unless
an extension of time has been agreed to, the Director of Purchasing shall issue a final
written determination stating the reasons for the decision within 60 days of the date the
protest was filed.
The Purchasing Department shall send a copy of the decision to the protesting party and
any other person determined to be affected by the decision. If the protest is denied, the
decision shall inform the protesting party of its right to file an appeal. The appeal will
need to be sent to Gwinnett County Public Schools, Business and Finance Division, 437
Old Peachtree Road, NW, Suwanee, Georgia 30024 Attn: Chief Financial Officer, and
received within 15 days of the mailing date of the decision.
Gwinnett County Public Schools
Suwanee, Georgia
TO ALL PROSPECTIVE VENDORS:
Because of the many requests to be placed on our vendors’ lists, we are continuously updating
them. While we want to include all bona fide vendors, we do not want to send notifications to
those vendors who may no longer be interested in participating in our solicitation procedure.
If you do not choose to respond to the attached Request for Proposal, please fill in the form below
indicating whether or not you want to be retained on our current vendors’ list.
Vendors who do not respond in any way (by either submitting a proposal or by returning the form
below) over a period of one year will be removed from the vendors list.
If you desire to submit a “NO BID”, please indicate by checking one or more of the reasons
listed below. (Please indicate No Bid with Bid Number.) Return to Gwinnett County Public
Schools, 437 Old Peachtree Road, NW, Suwanee, GA 30024-2978, Attention Purchasing
Specialist, Susie Murray or fax to 678-301-6284.
□
Unable to bid at this time. Would like to receive future bids.
□
Do not offer this product or service; remove us from this item only.
□
Remove us from your Bidder’s List.
This page must be returned only if you are not bidding.
_______________________________________________________________
TYPE OR PRINT NAME OF PERSON COMPLETING CHECKLIST
_______________________________________________________________
SIGNATURE OF PERSON COMPLETING THIS CHECKLIST
_________________________________
COMPANY NAME
_______________________
BID NUMBER
RFP-1441BM GCPS TV Production Retrofit
A.
Executive Summary
GCPS TV is a part of the Broadcast & Distance Learning department within Gwinnett County Public
Schools (hereinafter called “GCPS”). GCPS TV provides video production services in all phases of a
project lifecycle (pre-production, production, post-production, and distribution) and operates a 24/7
Cable access channel on Charter, Comcast and ATT U-verse networks in Gwinnett County.
Over the past several years, GCPS TV has been using Sony EX-1R cameras and the TriCaster 855 for
field and studio acquisition. This was the result of our transition from standard definition, tape based
cameras to HD, file based cameras. GCPS TV will continue to use the EX-1R for ENG and the TriCaster
for our remote, multi-camera productions. We are currently engaged in a retrofit of our facility which
will include the total migration to a HD, file based production environment.
This document is a Request for Proposal (RFP) for studio, production control room, and field
production components.
GCPS TV will be utilizing a Quantum SAN solution for digital media asset storage. Owner-furnished
playback and ingest servers are Softron. The ingest servers must be used to record the final output of
the production system, as well as isolated camera recordings. It is necessary to provision adequate
space in the PCR console for a KVM user station, or a computer position, for Softron ingest.
Due to the number of different components, complexity and the level of integration required the need
for one vendor to supply, install, configure, service, and maintain the setup is essential. The design,
part specifications, performance, and workflow expectations require that substitutions or
modifications to this bid will only be accepted where notated on the equipment list.
Any changes in equipment models or pricing experienced by the vendor from a manufacturer must be
approved by GCPS.
GCPS reserves the right to remove items from this contract, or any proposed equipment configuration,
if product is no longer needed.
The information concerning the specifications, manufacturer’s name, model number, or anticipated
quantities is based on the latest available information to GCPS TV. If the information listed is incorrect,
please note it on the item in question when quoting. GCPS TV may decide that the item needs to be
re-solicited if an error has occurred in the product specified.
The vendor will provide a clear and complete description of the proposed items in direct response to
the requirements set forth in this RFP. The description will be sufficient to enable the evaluation
committee to determine that the proposal satisfies the RFP requirements and meets the needs of
Page 1 of 10
GCPS TV.
Proposals submitted are not publicly available until after award by the Gwinnett County Board of
Education. All proposals and supporting materials as well as correspondence relating to this RFP
become property of GCPS when received. Any proprietary information contained in the proposal
should be so indicated by page, paragraph, and line number. However, a general indication that the
entire contents, or a major portion, of the proposal is proprietary will not be honored.
GCPS shall provide the following:









B.
All necessary rack space
All necessary power and UPS devices
Appropriate guidance on customization, system inputs and outputs and specific workflow
setups
KVM console switches for the PCR computers
BlackMagic VideoHub HD/SDI routing switcher
PCR computers for teleprompter, CG, and engineering workstations
Existing 48 port gigabit switch for workgroup, intranet and internet connectivity
SAN
All SDI cabling and connectors to/from routing matrix to production switcher and to/from
audio de-embedder and audio embedder.
Minimum Qualification Requirements
The Vendor must:
1. Have an office with at least one full time technical employee within 140 miles of installation site.
2. Preference will be given to being a currently authorized reseller with no less than two years’
experience with the following manufacturers:
Sony
Ross
ClearCom
Soundcraft
Autoscript
Sennheiser
Page 2 of 10
C.
Experience and Past Performance
1. Vendor shall describe past performance and experience and state the number of years that the
vendor has been in existence, the current number of employees, and the primary markets served.
2. Vendor shall demonstrate that they have experience installing and maintaining studio and
production control room environments in a television station or professional production
environments. Vendor must provide evidence of installing prior high-end systems.
3. Vendor must provide a detailed description of comparable contracts (similar in scope of services to
those requested herein) which the vendor has either ongoing or completed. The description should
identify for each project: (i) client, (ii) description of work, (iii) total dollar value of the contract, (iv)
dates covering the term of the contract, (v) client contact person and phone number, (vi) statement
of whether the vendor was the prime contractor or subcontractor, and (vii) the results of the
project. At least one previous client must be willing to discuss work performed by the vendor.
D. Scope of Work and Expectations
The vendor is responsible for a complete turnkey system with all the design, engineering, and
equipment necessary. The vendor will provide the equipment listed in this RFP for this solution and
include any other ancillary equipment and services required to make this a fully functioning system.
Although the equipment list is comprehensive, it is not complete. The vendor is solely responsible for
any omissions.
1. PRODUCTION CONTROL ROOM (PCR)
This is the primary operational area for studio productions. It contains all control surfaces and
interfaces necessary to prepare for and produce a successful show. The space is arranged to
support an average 3-person crew, with provisions to support up to 6 people for occasional larger
productions. The three primary positions are technical director, prompter operator, and audio
operator. The three additional positions are: graphics operator, QC/camera shading, and flex
position. Five positions have a wired intercom station and headset, and at least one computer
interface with associated display mounted on a swing-arm (flex position has intercom only).
Technical Director (TD) Position
The Technical Director runs the show using the switcher panel mounted into the console at this
position. Being centrally located in the PCR, this position has the best view of the monitor wall so
they may quickly see production sources available, preview and program from the switcher, and
other information that will assist in the studio production. Multiple layouts in the multiviewer
may be recalled to assist the TD in preparing for and producing a variety of shows. During the
show the TD will have the choice of using the switcher panel control and/or a touch screen
interface. There is also a broadcast-quality 25” monitor mounted to a swing-arm for viewing the
program output. This monitor will be shared by the QC/Shading position. Inputs on the Ross
Page 3 of 10
Carbonite Switcher are fed from the client-provided routing matrix. The TD will utilize an
intercom station and headset at this position to effectively communicate with production staff in
PCR and the studio. Also at this position is a KVM user station for accessing various production
workstations attached to the KVM matrix and a master volume control for the powered speakers
in PCR.
Prompter Position
The prompter workstation is used both during show preparation and during the show. Prior to
the show, an operator will load the script into the prompter software and test functionality of the
script to ensure proper formatting and syntax are applied. During the show an operator will sit at
this position and control the pace of the script displayed through the prompting system. The
operator will utilize an intercom station and headset at this position to effectively communicate
with production staff in PCR and the studio.
Audio Operator Position
The audio mixer surface is mounted into the console at this position, and the operator will use
this device prior to the show for sound checks and during the show to mix audio for the final
program output. The operator will utilize an intercom station and headset at this position to
effectively communicate with production staff in PCR and the studio. This position will have
access to a KVM station.
Graphics Position
This position serves as the CG/graphics operator during the show. During preparation, an
operator at this position will use the graphics workstation to load graphic elements incorporated
by the switcher for use during the show. The operator will utilize an intercom station and headset
at this position to effectively communicate with production staff in PCR and the studio. This
position will have access to a KVM station.
QC/Camera Shading Position
This position in PCR is used during show preparation to confirm technical parameters of signals
within the studio and production system. A broadcast video monitor is fed from the router,
allowing an operator at this position to select for analysis any source on the router. The primary
signals that need analysis are the camera sources with remote control panels for each of the
three studio cameras.
Flex Position
The flex position allows the room to support a sixth person, who is typically described as an
observer or a person in training. An intercom station should be available for this position to listen
in on the show communications.
Page 4 of 10
PCR Audio
Powered speakers installed in PCR will output the final program mix, delayed to match the video
shown on the monitor wall’s program source.
Routable Production Sources
The production switcher inputs are fed from the routing matrix to enable greater flexibility in the
sources used for various productions. The routable sources must go through a pre-processing
stage whereby embedded audio is extracted from the HD-SDI stream and made available at the
audio mixer as discrete digital audio, and the video output from the de-embedder is fed to the
production switcher input. The Technical Director position in PCR must have access to a softwarebased control panel capable of routing matrix inputs to the destinations feeding the production
pre-processing stage, as well as destinations feeding the studio panels.
Prompter
The Autoscript package includes software to install on an owner provided PC workstation, the
USB interface for control and composite prompter video, and provisions for three 19” prompter
monitors, hoods, and tally indicators installed on each of three studio cameras. System should
include a SDI 19” talent monitor for each camera and an add-on option for SDI to the prompter
monitors.
Audio Mixer
A Soundcraft Si Performer 2 is specified for mixing live audio sources in the studio production
phase. The Soundcraft control surface is located in PCR, mounted into a cut-out in the console, at
the audio operator position. The operator will use owner-furnished headphones for local
monitoring. Routable production sources sent through the pre-processing stage are connected to
the board as digital AES sources via option card. For larger productions in the studio, a MADI
stage box with analog I/O is also provided in the mixer package.
Audio Sources
Microphone sources are connected to balanced mic-level inputs on the board. Line level sources
are connected to balanced line-level inputs on the board. Unbalanced sources are converted to
balanced line-level format before connection to the board inputs.
Intercom
The ClearCom package as specified will place wired stations at each fixed operational position in
the PCR as well as wired intercom access to camera operators. For others in the studio or
production area who require freedom of mobility, wireless belt packs will serve as their link to
the intercom system.
Tally
Because the production switcher and multiviewer are integrated components, the multiviewer
will display proper tally for the state of the switcher program and preset busses. Feed tally signals
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back to cameras in both the CCU and the prompter system. Provide on-air/recording indicator
lights near the doors leading into PCR and the studio to be installed by the owner.
Engineering Workstation
An engineering computer is being provided by the owner to be connected to the network and
KVM system. This workstation will contain all of the software required to configure and maintain
the production system, as well as supporting drawings and documentation from vendors and the
systems integrator. This machine could be used for remote access by vendor for support.
Audio Embedding and Delay
Because audio and video signals are handled through different paths in the production system, it
is necessary to delay the program audio to match the delay through the video path. Once the
audio and video are temporally aligned, the audio is embedded into the HD-SDI output of the
production switcher.
Console
A console will be required in the PCR. The approximate space allowed is 12’ x 4’. The console
should, at a minimum, provide space for the worker positions and console mounted equipment
indicated in this proposal. A site visit is suggested and elevation drawings are required.
2. EQUIPMENT ROOM
All the rack-mount equipment associated with the PCR rebuild project will be installed in existing
owner-furnished racks secured within an existing equipment room. See rack elevation.
3. STUDIO
Cameras
There will be four cameras located in the studio, three on pedestals and one mounted on an
existing ceiling grid. The three pedestal cameras connect to the router and the CCUs located in
the equipment room via a SMPTE fiber connector on a studio panel. The ceiling grid camera is
connected to the router and control panel directly using a Visca cable and HD-SDI. The vendor
must confirm length of required cables. In the equipment room, the CCUs output 1080i/59.94 HDSDI video locked to house reference signals. All cameras are fed to the routing switcher. Each of
the three pedestal cameras needs an 80 foot SMPTE fiber cable with one additional 80 foot
SMPTE fiber cable for backup.
Studio Program Monitor
One large, professional LCD monitor mounted to a rolling cart (4’-6’ in height) with large,
pneumatic wheels. Construct a cable snake able to connect from either studio panel to the rolling
cart at any location in the studio.
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Studio Announce Speakers
Install powered speakers in the studio. These are fed from the audio mixer announce bus via
analog line output.
Studio Panels
Two studio panels provide fast and convenient access to common system I/O. Owner will provide
two 12”H x 12”W x 4”D wall boxes that panels will mount to and empty conduit into owner
furnished racks. Vendor will provide the studio panels.
Panel one will have:
 (6) Microphone combo ¼” TRS/XLR inputs
 (1) RJ 45 for MADI box
 (7) HD-SDI BNC connectors for feeds to router
 (5) HD-SDI BNC connectors for feeds from router
 (2) Intercom connectors
 (3) SMPTE fiber connectors for cameras
 (2) Reference signal outputs
Panel two will have:
 (6) Microphone combo ¼” TRS/XLR inputs
 (5) HD-SDI BNC connectors for feeds to router
 (3) HD-SDI BNC connectors for feeds from router
 (2) intercom connectors
 (2) Reference signal outputs
A studio panel must provide SMPTE fiber access to the CCUs in the equipment room. The panels
also provide router I/O within the studio. Operators in PCR may use their router control panels to
send signals into the studio through these panel connectors, and may use inputs on these panels
to feed their production system. The routing matrix standard is 1080i/59.94 HD-SDI signals.
In order to use computer display and audio outputs as sources in the production system, it is
necessary to provide a professional-grade scan converter to the design. The professional scan
converter will output 1080i/59.94 HD-SDI video locked to house reference signals, so that they
may be used in the production switcher. Inputs should include VGA, DVI, HDMI, Composite NTSC
video, and analog and digital audio.
4. FIELD EQUIPMENT
Provide field production equipment specified on attached equipment list. Some equipment will
be used for ENG assignments. Other equipment specified will be used for “flypack” multi-camera
productions (see Multi-Camera Production section of equipment list). These cameras will use
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SMPTE fiber connections and will require (2) 150 foot cables, (2) 300 foot cables, and (1) 500 foot
cable. There will be two mobile production systems which require casing.
The first will include:
 TriCaster 855 (not in scope)
 AJA KiPro (not in scope)
 2 Mackie MR5 active studio monitors (not in scope)
 32” monitor
 24” monitor
 17” rack mount monitor
 22” monitor
 4 CCUs
 4 RCPs
 Audio mixer
The second mobile production system will include:
 Panasonic AW-HS50 switcher (not in scope)
 AJA KiPro (not in scope)
 24” rack mount monitor
 22” monitor
 Audio mixer
E.
Implementation
1. The vendor must provide a detailed schedule for all the PCR equipment installation and
commissioning. This should include the order/sequence of tasks/steps and the timeline the
vendor requires.
2. The vendor must provide a detailed schedule for all the studio equipment installation and
commissioning. This should include the order/sequence of tasks/steps and the timeline the
vendor requires.
3. The vendor must provide a detailed schedule for the delivery and sign off of all the field
equipment and commissioning. This should include the order/sequence of tasks/steps and the
timeline the vendor requires.
4. All the systems listed below should include a plan for training to be provided for or arranged by
the vendor and/or the associated equipment manufacturers. The vendor will provide this in a
detailed schedule. Owner reserves the right to approve this training plan.
a. Ross Carbonite 2S Switcher & Associated Functions and Components
b. Soundcraft SI Performer 2 Audio Mixer
Page 8 of 10
c.
d.
e.
f.
g.
ProPresenter
Autoscript Teleprompter
ClearCom Intercom System
Sony RCP 1000
Sony PMW 320 Video Camera
5. All system and system components documentation should be organized and provided to the
owner prior to the final sign-off. This documentation can be soft copies or printed in
notebooks. In either case, it must be organized by function. All manufacturers’ and custom
software must be provided and properly labelled. All engineering drawings completed for this
project will be provided to the owner in a printed form and a soft copy editable format,
including system diagrams and flow charts.
F.
Repair & Maintenance Agreement
1. The vendor must provide remote, email, online and on-site support, repair, and replacement
for a five year period upon the completion of the integration, installation, testing, and sign-off
for all hardware, software, and vendor-engineered solutions as detailed in this proposal and
the subsequent RFP (note that pricing for three years should also be submitted). Your repair
and maintenance agreement response must indicate which manufacturers are providing
extended support as part of your plan. This service will minimally consist of these features:
a. The vendor will be the first point of contact for technical issues for the hardware and
software they will provide in this bid.
b. The vendor will provide online and on-site support. Online support will consist of a
technician supplying timely phone, email and internet access (where possible/needed)
to troubleshoot issue(s) remotely. On-site support consists of a technician visiting the
facility to troubleshoot an issue(s), if it is deemed that online and remote support is
insufficient to resolve the issue(s).
c. This repair and maintenance agreement will include vendor provided on-site software
and firmware updates as required or recommended by the manufacturers.
d. The vendor will have a technician available from 8AM – 5PM, Monday through Friday
for online/on-site technical support throughout the term of the contract. Please include
an after-hours support price option in the response.
e. Incident response time for support issues is no later than two hours. Critical production
failures affecting normal studio production operations must be resolved to the
satisfaction of the owner within three working days.
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f. The vendor will provide phone numbers, email and pertinent information in order for
GCPS personnel to contact their technical support staff.
G. Evaluation Scoring for Awarding the Bid
1. 40% - Solution and Service Pricing
2. 20% - References and Prior Experience: other customers who have contracted with vendor for
similar projects; demonstration of previous project management experiences
3. 20% - Implementation: thoroughness of proposal including implementation, execution, and
support
4. 20% - Warranty and Value-Added Features: indicators that vendor is willing and capable of
providing all associated equipment service and warranty support and is offering other
suggestions and support that add value to the overall proposal.
Please read the entire RFP carefully and respond to each section.
The following items must be included in your RFP Response to be considered for evaluation:
 Introductory letter
 Company information including upper management
 Technical expertise including summaries of qualifications as described in section C
 Examples of installations requested in section C
 Overall technical approach to the project
 Letters confirming vendor is an authorized dealer for proposed equipment
 Actual itemized quotation
 Specification sheets and/or equipment brochures
 Any further purchasing requirements as stated elsewhere in this document.
 Three (3) copies of the RFP response
H. RFP Timetable
Action Item
Issue RFP
Bidder’s Conference (optional)
RFP Proposals to be received by
RFP Opening (private)
RFP Evaluation Completion
Submission of Award Recommendation
Contract Issued to Successful Vendor
Date
March 11, 2014
March 18, 2014 10:00 am
March 26, 2014 2:00 pm
March 27, 2014 9:00 am
April 4, 2014 5:00 pm
TBD
TBD
Page 10 of 10
AUDIO SORUCES
LEGEND
AES x 1
AES X 6
MONO ANALOG x 6
6 x WIRELESS
MICROPHONES
EXISTING / OFE
Vendor
Provided
MONO ANALOG x 12
PROVIDED IN SCOPE
12 x WIRED
MICROPHONES
BALUN
STEREO ANALOG x 1
CD PLAYER
BALUN
STEREO ANALOG x 1
SOUNDCRAFT
SI PERFORMER 2
AUDIO MIXER
iPOD
AUDIO
EMBEDDING
(10 PATHS)
AES x 4
PRODUCTION
PLAYBACK
SERVERS
SDI x 4
MAM
CAMERAS
SDI XSD4
CCU
BMD
VIDEOHUB
ROUTING
MATRIX
(OFE)
AUDIO
DE-EMBEDDING
(4 PATHS)
SDI x 12
BMD
VIDEOHUB
ROUTING
MATRIX
(OFE)
Vendor
Provided
SDI x 4
BRCH900
SDI x 3
STUDIO
TALENT
MONITORS
SDI x 1
QC STATION
IN PCR
SDI x 6
MAM
SDI x 2
ROSS
CARBONITE
PRODUCTION
SWITCHER
SDI x 2
SDI x 1
REF
VIEWCONTROL
CPU
LAPTOP
WILD FEEDS
STUDIO
PROGRAM
MONITOR
SDI IN SDI FILL/KEY
PROPRESENTER
(H/W OFE)
SCAN
CONVERTER
SDI x 1
PRODUCTION
INGEST SERVERS
SDI x 12
Vendor
Provided
STUDIO
PANELS
SDI x 6
CCU
CCU
SDI x 8
HD-SDI
STUDIO
HDMI TO SDI
ROSS
VIEWCONTROL
SDI x 1
STUDIO
PANELS
SDI x 2
SDI TO
HDMI
HDMI x 2
MONITOR WALL
(1 LCD DISPLAY)
PRODUCTION A/V
Directions to Instructional Support Center (ISC)
Gwinnett County Public Schools
437 Old Peachtree Road
Suwanee, GA 30024
678-301-6000
Directions from Atlanta Area:
I-85 North;
Take exit number 109, Old Peachtree Road;
Turn right on Old Peachtree Road, NW. about 1.5 miles;
ISC will be on left.
Directions from I-85 South toward Atlanta:
I-85 South to exit number 111, GA-317 N / Suwanee;
Turn left onto Lawrenceville-Suwanee Road, NW;
Turn right onto Old Peachtree Rd, NW about 1.1 miles;
ISC will be on right.
Directions from Hwy 29:
Hwy. 29 to Langley Drive;
Langley Drive to W. Pike Street;
Turn left onto W. Pike Street which becomes Duluth Highway.
Straight on Duluth Highway to Lawrenceville-Suwanee Rd;
Turn right onto Lawrenceville-Suwanee Rd. to Old Peachtree Rd.;
Turn left onto Old Peachtree Rd., NW about 1.1 miles;
ISC will be on right.
Directions from Hwy 78:
Hwy. 78 towards Snellville to Scenic Hwy/Hwy.124;
Turn onto Scenic Highway / Hwy. 124 towards Lawrenceville,
to Sugarloaf Parkway;
Turn left onto Sugarloaf Parkway to N. Brown Rd.;
Turn right onto N. Brown Road; to Old Peachtree Rd.;
Turn right onto Old Peachtree Rd. about 1.4 miles;
ISC will be on left.