COUNTY OF ALAMEDA

REQUEST FOR QUOTATION No. 900995

SPECIFICATIONS, TERMS & CONDITIONS

for

Audiovisual Update to Board of Supervisors' Chambers

MANDATORY SITE VISIT/NETWORKING/BIDDERS CONFERENCES

at

1:00 P.M.
on
June 22, 2012
at
Board of Supervisors’ Chamber
Alameda County Administration Building
1221 Oak Street
Oakland, CA 94612
Additional Information: Please allow enough time for parking at metered street parking or public parking lot and entry into secure building.
For complete information regarding this project, see RFQ posted at or contact the person listed below. Thank you for your interest!
Contact Person:Kai Moore, Contracts Specialist II
Phone Number: (510) 208-4882
E-mail Address:

RESPONSE DUE

by

2:00 p.m.

on

July 13, 2012

at

Alameda County, GSA–Purchasing

1401 Lakeside Drive, Suite 907

Oakland, CA 94612

COUNTY OF ALAMEDA

REQUEST FOR PROPOSAL/QUOTATION No. 900995

SPECIFICATIONS, TERMS & CONDITIONS

for

Audiovisual Update to Board of Supervisors' Chambers

TABLE OF CONTENTS

Page 1 of 2

Page

I.ACRONYM AND TERM GLOSSARY...... 4

II.STATEMENT OF WORK

  1. Intent 5
  2. Background...... 5
  3. Scope 5
  4. Vendor Qualifications...... 6
  5. Specific Requirements...... 7
  6. Debarment / Suspension Policy...... 24
  7. General Environmental Requirements...... 24
  8. Deliverables/Reports...... 26

III.INSTRUCTIONS TO BIDDERS

  1. County Contacts...... 27
  2. Calendar of Events...... 28
  3. Networking/Bidders Conferences...... 29
  4. Submittal of Bids...... 29
  5. Response Format...... 31
  6. Notice of Intent toAward...... 31
  7. Bid Protest / Appeals Process...... 32

IV.TERMS AND CONDITIONS

  1. Term / Termination / Renewal...... 34
  2. Brand Names and Approved Equivalents...... 34
  3. Quantities...... 35
  4. Pricing...... 35
  5. Award 36
  6. Method of Ordering...... 37
  7. Invoicing...... 37
  8. County Provisions...... 38
  9. Performance/Payment Bonds...... 42
  10. Online Contract Compliance System...... 42
  11. Compliance Information and Records...... 43
  12. Account Manager/Support Staff...... 43
  13. General Requirements...... 44

COUNTY OF ALAMEDA

REQUEST FOR PROPOSAL/QUOTATION No. 900995

SPECIFICATIONS, TERMS & CONDITIONS

for

Audiovisual Update to Board of Supervisors' Chambers

TABLE OF CONTENTS

Page 2 of 2

ATTACHMENTS

Exhibit A – Acknowledgement

Exhibit B – Bid Form

Exhibit C – Insurance Requirements

Exhibit D1 – Current References

Exhibit D2 – Former References

Exhibit E – SLEB Certification Application Package

Exhibit F – Small Local Emerging Business (SLEB) Partnering Information Sheet

Exhibit G – Request for Bid Preference

Exhibit H – First Source Agreement

Exhibit I – Exceptions, Clarifications, Amendments

Exhibit J – Standard Services Agreement Template

Exhibit K – Environmental Certification

Exhibit L – RFQ Vendor Bid List

Exhibit M – Response Content and Submittals Completeness Checklist

Exhibit N – Debarment and Suspension Certification

Exhibit O – Bond Forms

Exhibit P – Site Plan

Specifications, Terms & Conditions

for Audiovisual Update to Board of Supervisors' Chambers

I.ACRONYM AND TERM GLOSSARY

Unless otherwise noted, the terms below may be upper or lower case. Acronyms will always be uppercase.

Bid / Shall mean the bidders’/contractors’ response to this Request
Bidder / Shall mean the specific person or entity responding to this RFQ
Board / Shall refer to the County of Alameda Board of Supervisors
Contractor / When capitalized, shall refer to selected bidder that is awarded a contract
County / When capitalized, shall refer to the County of Alameda
Environmentally Preferable Products / Products manufactured in a manner such that the impact on the environment is minimized throughout the entire lifecycle of the product by implementing sustainable practices during material sourcing, manufacturing, transportation, and by providing products that can be used and disposed of in an environmentally sound manner
EPA / United States Environmental Protection Agency
Federal / Refers to United States Federal Government, its departments and/or agencies
F.O.B. / Shall mean without charge for delivery to destination and placing on board a carrier at a specified point (Free On Board)
Labor Code / Refers to California Labor Code
MSDS / As used herein shall refers to Material Safety Data Sheets
OSHA / Refers to California Occupational Safety and Health Administrations
PBTs / Persistent, Bioaccumulative Toxins including compounds such as dioxins, polychlorinated biphenyls, and mercury as defined by the United States Environmental Protection Agency and listed on the EPA’s website at
PO / Shall refer to Purchase Order(s)
Quotation / Shall mean bidder’s response to this RFQ
Request for Quotation / Shall mean this document, which is the County of Alameda’s request for contractors’/bidders’ proposal to provide the goods and/or services being solicited herein; also referred herein as RFQ
Response / Shall refer to bidder’s proposal or quotation submitted in reply to RFQ
RFQ / Request for Quotation
SLEB / Small Local Emerging Business
Source Reduction / Refers to products that result in a net reduction in the generation of waste compared to their previous or alternate version and includes durable, reusable and remanufactured products; products with no, or reduced, toxic constituents; and products marketed with no, or reduced, packaging
State / Refers to State of California, its departments and/or agencies

II.STATEMENT OF WORK

A.INTENT

It is the intent of these specifications, terms and conditions todescribe audiovisualupgrades necessary to enhance the quality and performance of cameras and related equipment in theAlameda County Board of Supervisors’ Chambers.

The County intends to award a one-year contract to the bidder(s) selected as the lowest responsible bidder whose response meets the County’s requirements.

It is the intent of these specifications, terms and conditions to procure the most environmentally preferable products with equivalent or higher performance and at equal or lower cost than traditional products. Specific requirements from the County’s Sustainability Program that are related to this Bid are included in the appropriate Bid sections.

B.BACKGROUND

The Chamber of the Alameda County Board of Supervisors is the official county seat and public business space for the five (5) Supervisors elected to serve the County. It features an integrated audiovisual system used for public meetings and presentations, as well as a semi-automated production system for webcasting (streaming video and audio over the internet) the proceedings.

The original system was built approximately 17 years ago, and has been upgraded ad hoc over the intervening years, the last major system renovation occurring in 2002.

This project calls for the renovation of the audiovisual systems serving the Chambers for the Alameda County Board of Supervisors. The project includes the removal of existing audiovisual equipment, the installation of new equipment and cabling, programming of the control system, configuration and programming of the digital signal processing system, and testing and recalibration of the entire system. The vendor will provide a training manual user training after system acceptance. Additionally, a new set of “as-built” drawings reflecting the completed system (all newly installed equipment and corresponding serial numbers) must be submitted as part of the project close-out documentation.

C.SCOPE

The camera system must work both automatically and manually. All wired microphones shall be fed to two (2) DSP microphone mixers. One (1) mixer shall feed the audio system and have its gating set to enable a microphone when a user speaks normally into the microphone during a meeting. This operation must be verified by the contractor by attending, at minimum, one (1) Board of Supervisors meeting after the system has been commissioned. The second DSP microphone shall be set to gate a channel on the loudest input. This is done to prevent camera triggering on paper shuffling, etc. This gate signal shall be fed to the camera system to trigger a camera preset to show that person on camera. Again, this function shall be fine tuned by a programmer attending, at minimum, one (1) Board of Supervisors meeting after the system has been commissioned.

Manual operation shall be allowed by an operator sitting in the audience, either wirelessly using the existing Wi-Fi system or wired connections via one (1) of the existing floor monuments in the first row of audience seating.

All functionality of the existing system shall be maintained, whether explicitly called out in this document or not.The vendor will supply and install a turnkey audiovisual system to include all equipment and materials,whether specifically mentioned herein or not, to ensure a complete and operating system thatprovides audio, video and broadcast quality.

The audiovisual contractor shall be the general contractor on this project. If the audiovisual contractor is not licensed, nor has personnel qualified to do some required work (i.e. high voltage electrical wiring, millwork, wall patching and painting), it is the responsibility of the audiovisual contractor to subcontract for this work. The costs of any subcontract shall be included in the initial bid.

Work associated with this contract includes the delivery, unloading, setting in place, fastening to walls, floors, ceilings, counters, or other structures where required, interconnecting wiring of the system components, equipment alignment and adjustment, and other work, whether or not expressly required, which is necessary to result in a complete and operational system that provides audio, video and broadcast quality.

D.VENDOR QUALIFICATIONS

Vendor shall meet the following minimum qualifications:

  1. Primary bidder must be an audiovisual contractor regularly and continuously engaged in the business of providing audiovisual equipment, engineering and installation services for at least seven (7)years.
  1. Bidder shall possess all permits, licenses and professional credentials necessary to supply product and perform services as specified under this RFQ.
  1. Bidder must hold a current California Contractors State License Board license.
  1. The bidder must use factory trained and certified programmers to coordinate the installation and write the code for the control system and digital signal processors. The programmers must have been actively programming systems in commercialinstallations for at least two (2) years after receiving their certification. Copies of certifications must be provided in the bid submittal.
  1. The project engineer shall have a minimum of five (5) years experience as electronics engineer covering systems of comparable complexity.

E.SPECIFIC REQUIREMENTS

Vendor shall be required to:

1.Remove the existing four (4) cameras and pan/tilt units, related cabling, and patch the walls to match the existing surface.

2.Remove all equipment which is no longer to be used, from the equipment racks, including but not necessarily limited to:

  1. Crestron CNX-DVP4 (to be replaced)
  2. VGA distribution amps
  3. Sigma camera switchers
  4. DATAVIDEO TBC switcher
  5. Panasonic AG2570 VHS
  6. Sigma VDAs
  7. Gentner XAP800s/TH2 (to be replaced)
  8. TOA tuner
  9. Crestron PRO2 (to be replaced)
  10. Extron VSC 150 Scan Converter (to be replaced)
  11. Extron P/2 DA 6 Plus distribution amplifier
  12. Panasonic 9” Monitor
  13. JVC camera power supplies (5 each)
  14. Sony DVD player

3.Remove VHS/DVD player and related cabling from the lectern.

4.Remove Hi-8 VCR and related cabling from the lectern.

5.Remove equipment rack and associated equipment and cabling from clerk’s station.

6.Remove ceiling projector (to be replaced).

7.Remove ELO touch panels and related TPS-TPI-TPS-VIDL from ten (10) locations (to be replaced with touch button units/new monitors in eight (8) locations and new touch panels in two (2) locations).

8.Provide and install four (4) High Definition pan/tilt/zoom cameras. The cameras shall have the following minimum specifications:

  1. 19x Optical zoom lens
  1. Simultaneous HD YPbPr and SD video outputs
  1. 1.3 Megapixels
  1. Outboard Camera Control Unit with Quick-Connect compatibility.
  1. The ability to send video, power and control up to 500 feet over three Cat5 cables
  1. Control of red and blue gain, detail, gamma, pedestal, chroma and gain functions.
  1. Wall mount
  1. White color
  1. Acceptable model: Vaddio WallVIEW CCU HD-19 or equivalent.

9.Provide and install an automated pan/tilt/zoom camera controller with video switching. The controller shall have the following minimum specifications:

  1. Control up to six cameras and stores 72 preset shots internally
  2. Six-port automatic video switcher
  3. Supports HD, SD and RGBHV signals
  4. Video transitions, including cut, cross fade and wipes.
  5. Master RS-2323 control port
  6. Compatible with multiple brands of cameras (Vaddio, Panasonic, Sony and so on)
  1. Acceptable model:Vaddio ControlVIEW XHD or equivalent

10.Provide and install a high definition digital video processor. The processor shall have the following minimum specifications:

  1. Quad window
  2. 2 DVI-I and 2 multi-format BNC inputs
  3. 640x400 to 1920x1200 resolution support
  4. DVI, HDMI and RGB outputs
  5. 24-bit, 16.7M colors.
  6. 256 MB DDR RAM memory
  7. Compatible with multiple brands of cameras (Vaddio, Panasonic, Sony and so on)
  1. Acceptable model: Crestron DVPHD-QUAD-R or equivalent

11.Provide and install a broadcast quality video down-converter. The converter shall have the following minimum specifications:

  1. HDMI and SDI inputs
  2. SDI, component, composite, S0-video, analog audio outputs
  3. 1/3 Rack Unit form factor
  4. Acceptable model: Grass Valley ADVC G2 or equivalent

12.Provide and install a broadcast quality video up-converter. The converter shall have the following minimum specifications:

  1. HDMI, DVI, RGB, Component, S-Video, analog audio inputs
  2. 3G/HD/SD-SDI (BNCx2) outputs
  3. 1/3 Rack Unit form factor
  4. Acceptable model: Grass Valley ADVC G1 or equivalent

13.Provide and install a video projector with 1.08 lens. The projector shall have the following minimum specifications:

  1. 3 LCD System
  2. 7000 lumens output
  3. 2500:1 Contrast Ratio
  4. Dual lamp
  5. DVI-D, HDMI, RGBHV, Composite inputs
  6. RS232c control port
  7. Acceptable model: Sony VPLFH500L projector and VPLL-4008 Lens or equivalent.

14.Provide and install custom fixed wall projection screen. The screen shall have the following minimum specifications:

  1. White matte surface
  1. 92” x 147”
  1. Surface material wrapped around frame and fastened in the back. No visible frame.
  1. Acceptable model: DaLite 70373C VA-OD 92x147 Wrap-Around or equivalent

15.Provide and install a graphics still-store unit. The still-store shall have the following minimum specifications:

  1. VGA-UXGA RGBHV, RGBS pass-through inputs
  2. VGA,-SVGA, RGBHV, RGBS outputs.
  3. JPEG, Bitmap file support up to HDTV 1080p/60
  4. 16 MB internal storage
  5. Ethernet support
  6. RS 232 control
  7. Acceptable model: Extron GSS 100 or equivalent

16.Provide and install a 15” rack mount LCD monitor. The monitor shall have the following minimum specifications:

  1. 1280 x 768 resolution
  2. Composite, RGB and HDMI inputs
  3. Composite, RGB and Component outputs
  4. Built in speaker
  5. Rack mount kit
  6. Acceptable model: Sony LMD-1530w with MB-533 or equivalent

17.Provide and install a DVI over twisted pair extender distribution system. The system shall have the following minimum specifications:

  1. 1920x1200 support up to 125’ with shielded twisted pair.
  2. Single link DVI support over one CAT cable
  3. DVI loop input loop through
  4. EDID and HDCP transmission support
  5. Remote powering of receiver.
  6. Supports HDMI through cable conversion
  7. One (1) DVI-I Transmitter, two (2) 1:8 distribution and thirteen (13) Receivers.
  8. 19” rack shelves for the transmitters
  9. Acceptable models:Extron or equivalent

18.Provide and install a High Definition digital capture recorder. The system shall have the following minimum specifications:

  1. SupportsH.264 high profile @ 720p24, 720p30, 720p60, and 1080p24; 2000 to 6000 kbps bitrate video formats.
  2. Supports AAC stereo audio format
  3. Supports HDMI, DisplayPort Multimode, DVI-I, and RGB for content
  4. Supports Composite and 3G-SDI for camera
  5. Supports HDMI and analog audio outputs.
  6. Ethernet control
  7. One (1) DVI-I Transmitter, two (two) 1:8 distribution and thirteen (13) Receivers.
  8. Acceptable model: Crestron HD Capture Pro or equivalent

19.Provide and install a HDMI to VGA converter. The converter shall have the following minimum specifications:

  1. HDMI and DVI format support.
  2. RGBHV and Component RGB output
  3. Acceptable model: Kramer Electronics VP-422 or equivalent

20.Provide and install a digital media switcher system. The system shall have the following minimum specifications:

  1. Modular frame design
  2. Capacity for eight (8) inputs and eight (8) outputs
  3. Redundant power supply
  4. Three inputs for RGB/DVI
  5. Three(3) Inputs for digital media over CAT5 cable inputs
  6. Two(2) digital medial over CAT5 outputs
  7. Five(5) HDMI outputs
  8. Two (2) digital media over CAT5 transmitters
  9. One(1) digital media over CAT5 receiver
  10. Ethernet
  11. Acceptable model: Crestron or equivalent

21.Provide and install a composite line driver. The line driver shall have the following minimum specifications:

  1. Composite video input
  2. Equalization
  3. Driving distance up to 500 feet
  4. Acceptable model: Extron CVEQ or equivalent

22.Provide and install a 2:1 DVI distribution amplifier. The DA shall have the following minimum specifications:

  1. One(1) DVI-I input
  2. Two(2) DVI-I outputs
  3. Supports single link DVI-D signals up to 1920x1200
  4. Acceptable model: Extron DVI-DA or equivalent

23.Provide and install three (3) digital signal processing units for audio control, one (1) with a telephone hybrid interface. The three (3)DSPsshall each have the following minimum specifications:

  1. Twelve (12) analog (8 of these microphone) inputs and twelve (12) analog outputs
  2. Echo cancellation on every microphone input
  3. Eighteen(18) expansion bus
  4. Push-to-talk microphone compatibility
  5. Noise Cancellation
  6. Thirty-two(32) presets
  7. Ethernet
  8. RS232
  9. Acceptable model: ClearOne Pro 880 or equivalent

24.Provide and install two (2) digital signal processing units for camera activation via microphone audio. The two(2) DSPs shall each have the following minimum specifications:

  1. Modular card frame design
  1. Cards for eight(8) microphone inputs
  2. One (1) or more expansion busses
  3. Six (6) control output ports providing logic control
  4. 32 presets
  5. Ethernet
  6. RS232
  7. Acceptable model: BSS BLU-80 or equivalent

25.Provide and install two (2) two-way microphone splitters. The splitters shall each have the following minimum specifications:

  1. Eight (8) input channels with +48V phantom power buss
  2. Screw connectors
  1. Acceptable model: ProCo Sound MS82P or equivalent.

26.Provide and install a control system. The control system shall have the following minimum specifications:

  1. 32-bit microprocessor
  1. Six (6) bidirectional communications (RS232/422/485) ports
  1. Eight (8) Infrared ports
  1. Eight (8) I/O ports
  1. Eight (8) Relays
  1. Three (3) Y bus expansion slots
  1. Ethernet
  1. One (1) Y bus communications expansion card
  1. One (1) Y bus dual port Ethernet card
  1. One (1) T bus 16 port I/O expansion card
  1. Two (2)21.5” touchscreen monitors with 1920 x 1080 resolution and VGA and DVI-D inputs
  1. Two (2) touch monitor graphical interfaces
  1. Eight (8) four (4) button control panels with customized buttons and tabletop device cases. Color-black.
  1. One (1) 16 port 100bT Ethernet switch
  1. Acceptable models: Crestron PRO2 series and Hewlett Packard L2105tm or equivalent.

27.Provide and install eight (8) computer 22” LCD displays. The displays shall have the following minimum specifications: