QUOTE Q31-12-13

CONFERENCE ROOM AUDIO SYSTEM

SANTA CLARA COUNTY OFFICE OF EDUCATION

TABLE OF CONTENTS

FOR

CONFERENCE ROOM AUDIO SYSTEM

FOR

DIGITAL DESIGN & MEDIA SERVICES

SANTA CLARA COUNTY OFFICE OF EDUCATION

1.Instructions and ConditionsPages 2 -6

2.SpecificationsPages 7 - 9

3.Quote Form Pages10 - 12

4.Attachments

  • Affirmative ActionPage 13
  • Nondiscrimination by SupplierPage 14
  • Bidding QuestionnairePage 15
  • Sub-Contractor’s ListPage 16
  • Drawing APage 17

NOTE: The Table of Contents is to be made a part of the above referenced quote.

A.D. Bursch CPM

Purchasing Manager

INSTRUCTIONS AND CONDITIONS

FOR

CONFERENCE ROOM AUDIO SYSTEM

FOR

DIGITAL DESIGN & MEDIA SERVICES

SANTA CLARA COUNTY OFFICE OF EDUCATION

NOTICE IS HEREBY GIVEN that the Santa Clara County Office of Education, herein after referred to as SCCOE, calls for quotes to be received by the Purchasing Manager in the Purchasing Officeslocated at 1290 Ridder Park Drive, San Jose, California 95131 by Thursday,February21, 2013 at 10 a.m. at which time and place quotes will be opened.

At the present time, the Santa Clara County Office of Education is seeking to purchase an Audio System for use at the SCCOE Office, 1290 Ridder Park Drive, San Jose, California 95131.

CONTACTS

Any administrative questions regarding bidding procedures should be directed to Andy Bursch,Purchasing Manager, @ (408) 453-6858 or .

Any technical questions regarding this quote should be directed to Jason Sholl, Director, DD & MS @ (408) 453-6650 or .

JOB WALK

There will be a job walk for this job on Tuesday, February 12, 2013 at 1:00 p.m. at the SCCOE Offices, 1290 Ridder Park Drive, San Jose, California 95131. We will meet in the front lobby area before proceeding to the San Jose/East Side Room. The walk thru is not required but highly recommended.

PREPARATION OF QUOTE FORM

Please prepare your quotes on the form attached to be submitted at such time and place as is stated in the notice to contractors calling for quotes. All blanks in the Quote Form must be appropriately filled in, and all prices must be stated in words and figures. All quotes submitted must be in sealed envelopes bearing on the outside the name of the bidder, his address, and the name of the project for which the quote is submitted. It is the sole responsibility of the bidder to see that his quote is received in proper time. Any quote received after the scheduled closing time for receipt of quotes will be returned to the bidder unopened.

TIME OF DELIVERY

Time of completion is a part of the quote and must be adhered to. If it is impossible to meet completion stated in Quote Specifications, bidder shall state best completion possible. Time, if stated as a number of days, shall mean calendar days.

SIGNING OF QUOTES

The signature of all persons signing shall be in longhand and executed by principal duly authorized to make contracts. The bidder's legal name shall be fully stated. Obligations assumed by such signature must be fulfilled.

NO QUOTE

If you are unable to quote, please return the quote and/or Bidding Questionnaire stating reason; otherwise, your name may be removed from our quote list.

TAXES, CHARGES, AND EXTRAS

1.Full contract price as quote to include Sales Tax, Use Tax, or other taxes.

2.No charge for delivery, express, parcel post, packing, cartage, insurance, license fees, permits, cost of bonds, or any other purpose, except taxes legally payable by the Santa Clara County SCCOE, will be paid unless expressly included and itemized on the quote.

3.The Santa Clara County SCCOE does not pay Federal Excise Taxes. Do not include these taxes in your quote price; however do indicate on the quote the amount of any such tax. The Santa Clara County SCCOE will sign an Exemption Certificate in lieu of such a tax.

QUALIFICATIONS

All bidders may be required to furnish evidence of their technical ability, experience, and financial responsibility. No quote will be accepted from, or a contract awarded to, any party or firm in arrears to the Santa Clara County SCCOE, or who is a defaulter as surety, contractor or otherwise within the past twelve (12) months.

AWARD OF CONTRACT

  1. Quotes will be evaluated on basis of price, compliance to Specifications, and completion date. The SCCOE reserves the right to award the quote by section or by total, whichever is in the best interest of the SCCOE.
  1. A written purchase order mailed or otherwise furnished to the successful bidder within the time for acceptance specified, results in a binding contract without further action by either party. The contract shall be interpreted, construed, and given effect in all respects according to the laws of the State of California.

ALTERATION OR VARIATION OF TERMS

It is mutually understood and agreed that no alteration or variation of the terms of this quote or purchase order shall be valid unless made or confirmed in writing and signed by the parties hereto, and that no oral understanding or agreements not incorporated herein, and no alterations or variations of the terms hereof unless made or confirmed in writing between the parties hereto shall be binding on any of the parties hereto.

ASSIGNABILITY

A contract is not assignable by vendor either in whole or in part. The contract shall extend to and be binding upon and inure to the benefit of the heirs, executors, administrators, successors, and assigns of the respective parties hereto.

OSHA

All material, equipment, or labor shall comply with the required standards of OSHA and CAL OSHA 1973 as last revised.

WARRANTY

Vendor warrants to the Santa Clara County SCCOE and/or its SCCOE’s that the goods and/or services covered by this order will conform to the drawings, Specifications, samples, description, and time provisions furnished by the Santa Clara County SCCOE and will be of first class material and workmanship and free from defects; and the Santa Clara County SCCOE reserves the right to cancel the unfilled portion of this order without liability to vendor for breach of this warranty. Goods will be received subject to inspection and acceptance at destination by the Santa Clara County SCCOE and risk of loss before acceptance shall be on vendor. Defective goods rejected by the Santa Clara County SCCOE may without prejudice to any other legal remedy, be held at vendor's risk and returned at vendor's expense. Defects are not waived by acceptance of goods or by failure to notify vendor thereof.

The contractor shall warrant that all materials and workmanship shall be the quality, quantity and character specified and shown, and that any defect due to the use of any improper workmanship or materials discovered and made known to contractor within one (1) year from the filing of the Notice of Completion shall be made good by contractor without additional expense to the SCCOE.

COMPLIANCE WITH STATUTE

Vendor hereby warrants that all applicable Federal and State statutes and regulations and/or local ordinances will be complied with in connection with the sale and delivery of the property furnished.

RIGHTS & REMEDIES FOR DEFAULT

1.In the event any item furnished by the vendor in the performance of the contract or purchase order shall fail to conform to the Specifications thereof, or the same submitted by the vendor with his quote, the Santa Clara County SCCOE may reject the same, and it shall thereupon become the duty of the vendor to reclaim and remove the same forthwith, without expense to the Santa Clara County SCCOE, and immediately to replace all such rejected items with others conforming to such Specifications or samples providing that should the vendor fail, neglect, or refuse to do so the Santa Clara County SCCOE shall thereupon have the right to purchase in the open market in lieu thereof, a corresponding quantity of any such items to deduct from any moneys due to that, may thereafter become due the vendor the difference between the prices named in the contract or purchase order and the actual cost thereof to the Santa Clara County SCCOE. In the event the vendor shall fail to make prompt delivery as specified of any item, the same condition as to the rights of the Santa Clara County SCCOE to purchase in the open market and to reimbursement set forth above shall apply, except when delivery is delayed by fire, strike, freight embargo, or Act of God, or the government.

2.Cost of inspection of materials and/or services provided which do not meet Specifications will be at the expense of the vendor.

3.The rights and remedies of the Santa Clara County SCCOE provided above shall be exclusive and are in addition to any other rights and remedies provided by the law or under the contract.

QUOTE RESULTS

Quote results are available for inspection in the Purchasing Office, Santa Clara County SCCOE, 1290 Ridder Park Drive, San Jose, California 95131.

PRICE, TERMS, AND CONDITIONS

Price, terms, and conditions of this quote are considered valid for sixty (60) days, from date of quote opening, unless the offering party in writing allows for a longer period of time.

1.Any cash discounts given to the SCCOE must be so stated on the quote.

2.Cash discounts taken by the Santa Clara County SCCOE, unless otherwise stated on the quote form shall be computed from the total invoice amount. This amount may include material, labor, taxes, shipping, storage and other related costs.

3.Prompt payment discounts offered for payment taken within a specified time period will not be considered in evaluating offers for award. However, offered discounts will be taken if payment is made within the discount period, even though not considered in the evaluation of offers.

4.In connection with any discount offered, time will be computed from date of complete delivery of the services specified, or from date correct invoices are received, if the latter is later than the date of delivery. Payment is deemed to be made for the purpose of earning the discount on the date of mailing the warrant or check.

MODIFICATIONS

Changes in or additions to the Quote Form, recapitulations of the work quote upon alternative proposals, or any other modifications of the Quote Form which is not specifically called for in the contract documents may result in the rejection of the quote as not being responsive to the Quote. No oral or telephonic modification of any quote submitted will be considered, and a telegraphic modification may be considered only if the postmark evidences that a confirmation of the telegram duly signed by the bidder was placed in the mail prior to the quote opening.

ERASURES

The quote submitted must not contain any erasures, interlineations, or other corrections unless each such correction is suitably authenticated by affixing in the margin immediately opposite the correction the initials of the persons signing the quote.

WITHDRAWAL OF QUOTE

Bidders may withdraw their quote either personally or by written request confirmed in the manner specified above at any time prior to the scheduled closing time for receipt of quotes.

BIDDERS INTERESTED IN MORE THAN ONE QUOTE

No person, firm, or corporation shall be allowed to make, or file, or be interested in more than one quote for the same work unless alternate quotes are specifically called for. A person, firm, or corporation that has submitted a sub-proposal to a bidder, or that has quoted prices or materials to a bidder, is not thereby disqualified from submitting a sub-proposal or quoting prices to other bidders or making a prime proposal.

LISTING SUBCONTRACTORS

Each bidder shall include with the quote a list of the proposed subcontractors on this project as required by the Subletting and Subcontracting Fair Practices Act (Gov. Code Sec. 4100 and following). Forms for this purpose are furnished with the contract documents.

AFFIRMATIVE ACTION

1.The bidder shall comply with the Santa Clara County SCCOE Affirmative Action Employment Program adopted by the Board of Education on January 13, 1976, especially Section 12, Contract Compliance (a copy of the section attached hereto).

2.A complete copy of the Affirmative Action Employment Program may be requested through the Purchasing Agent, General Services Department, Santa Clara County SCCOE, 1290 Ridder Park Drive, San Jose, California 95131.

3.The bidder shall sign the enclosed "Certification of Nondiscrimination by Supplier" form and submit it with the quote.

BIDDING QUESTIONNAIRE

If you decide not to quote, please return "Bidding Questionnaire" indicating reason. Failure to respond may result in your company being removed from our quote list.

SPECIFICATIONS

FOR

CONFERENCE ROOM AUDIO SYSTEM

FOR

DIGITAL DESIGN & MEDIA SERVICES

SANTA CLARA COUNTY OFFICE OF EDUCATION

SCOPE OF WORK

Provide all labor and material to install an audio system in the SCCOE’s San Jose / East Side Conference Room at our administrative center located at 1290 Ridder Park Drive, San Jose, CA. The room is currently used for large meetings, training events, seminars (maximum capacity 320) as well as County Board of Education public session meetings (maximum capacity 220).

SYSTEM DESIGN

The SCCOE has employed the services of DrewKutlik of Magic Wave Productions, Inc. to design an intelligent audio system solution. Equipment recommendations are dated from April 2012. The system must balance all active microphones in the room for the best audio performance. We expect the best audio performance driven by the least number of active microphones rather than all microphones on, all the time. For board meetings, a portion of the system is portable to take off-site while leaving the conference room operational for regular events. A system schematic is included with this quote document and identified as Drawing A.

System Requirements:

The replacement system will meet the following requirements:

  • Gooseneck microphones with LED ring, on/off control at the base, and from remote controller
  • Wireless microphone kits to supplement wired system (470-900MHz)
  • New ceiling speakers and subwoofers to be installed and controlled within intelligent zones in the room
  • Custom cabling and connectors to connect wired microphones into ground pockets and route through empty homeruns to the control room
  • Automated control of the entire audio system through a computer and software
  • Ability to remotely control the entire system for on/off power and individual input control (via web interface or iPad control)
  • Appropriately-rated cabling for plenum and homerun conduits
  • System warranty and on-site support for 1 year
  • Training of COE staff to operate and adjust audio programming
  • Clean audio outputs for Press/Media, Translators, and to existing Master Control room

Installer Qualifications:

  • A current, active, and valid C7 or C28 California Contractors License.
  • Minimum five years experience in installation and service of A/V systems.
  • Minimum five completed projects similar to scope and scale.

Materials:

  • Provide new materials and equipment, where required, to ensure proper accurate operation of overall system.
  • Provide associated hardware and software as part of bid proposal.
  • Provide written manuals on all new materials and equipment.

Controller:

The controller shall be a rack mount computer with custom audio software to manage the room intelligently. Controller shall support hardware module for future enhancements. Functions provided by Controller shall be as follows:

  • Provide central control for all devices attached
  • Make decisions for audio output levels
  • Respond and monitor activity
  • Receive input to control decision making
  • Report activity
  • Capacities
  • Support at least 20 active inputs
  • Relay outputs: Master Control, Translation System, Room Speakers, Press/Media breakout box, MP3 recorder
  • I/O module: System shall be required to take 20 gooseneck microphones off-site with output driven to up to 4 powered speakers

Software:

  • Control System Software
  • The new software must be windows based and run on Windows. Include specifications for software and server needs in bid doc to be reviewed by SCCOE Technology Department for compatibility.

Drawings:

  • Provide shop drawings and equipment schedules including point to point design to SCCOE Project Lead prior to beginning of project.
  • Provide “As Built” drawings upon completion of project.

Schedule and Switchover:

  • Provide a schedule indicating start to finish for each phase of this project prior to beginning work.
  • Provide “Switchover” plan to ensure access and security throughout the project.
  • Ensure that enough manpower is provided to meet the schedules established for each phase of this project and to provide continual operation of audio system.

Data Migration and Training:

  • Provide assistance and training to COE staff. (Allow 8 hours)
  • Provide training on operation and control functions of software (Allow 8 hours).
  • Provide technical support as needed over the first year of operation.

Maintenance:

  • Include maintenance of system for first year of operation as part of bid price including:
  • Provide a qualified technician, familiar with this worksite, within four hours of receipt of notice of malfunction including weekends and holidays.
  • Keep in stock materials required to provide service.
  • Attend quarterly system performance review meetings to review system operation problems.
  • Perform quarterly visual, diagnostic, and operational test of central processor, local processors, monitors, peripheral systems, power supplies, and controls.
  • Clean system equipment.
  • Run system software and correct any diagnosed problems.

Warranty:

Provide one year parts, software, and service warranty at no extra cost to owner including, but not limited to:

  • Emergency maintenance service as needed on a 24 hour basis.
  • Service by factory trained technicians.
  • Provide a qualified technician, familiar with this worksite, within four hours of receipt of notice of malfunction including weekends and holidays.
  • Provide a 24/7 telephone number in case of emergency.
  • Software upgrades, patches, and firmware as they become available.
  • Provide as a separate line item, cost for one year, and three year warranty period.

GENERAL